Meeting Minutes s3

Meeting Minutes November 3, 2009

I. Call to order Dr. Bernard Turner called to order the regular meeting of the American Association of Grant Professionals at 5:00pm on November 3, 2009 in Austin, TX.

II. Roll call Dena Hartigan, Secretary conducted a roll call. The following persons were present: Pearl, Skinner, Wojcik, Heroff, Dillehey, Smith, DiVirgilio, Turner, Vertz, and Hartigan

III. Approval of minutes from last meeting Dena Hartigan reviewed the minutes from the last meeting. The minutes were approved as read. Correction: Jodi was present, Bill was present... Get last minutes from previous meeting. Change there to their. Jerry moves to approve as corrected Linda seconded and they are approved.

IV. Open issues a) President’s Remarks Dr. Turner thanked the board for a smooth year. The board applauded both Dr. Turner and Gail Vertz for all the hard work this year.

b) Treasurer’s Report Recap: Done well this year with sacrifice. Much was cut from the budget and the 2008 debt was nearly paid off. No new debt. The 2010 budget is a result of leveling the budget as mandated by the executive committee. The membership marketing director position became two and has lower salaries. That gave us money for marketing line. Third board meeting is back in the budget. Foundation asked for over $27,000 and they were allocated $18,992. GPCI requested $2,200 and that is in the budget. Rent increase at the national office. No increase in membership dues. Conference is a $25 increase for 2010. New computers and phone system at the national office. Dr. Turner would like to see the organizational memberships (five memberships for $599) on a separate line item in the budget. Interest is now a line item. Jodi explained the role of the finance committee for others to do due diligence before the executive committee votes. Regional conferences still have the $1,000 awards. Bill asked if the conference budget will need to be revised with the charity channel coming into the 2010 conference. Dr. Turner said we will look at the budget for the 2010 budget at that time. Jodi motion to approve, Bill seconds, budget passes unanimously

Board applauds Jodi Pearl’s year as treasurer

Jodi wants the new financial manual approved from the Financial Jodi moves to approve, Skinner seconds approved unanimously.

c) State of the association

Over 4,100 members and 29 chapters. 5% increase in 2009 Full report is in the packet 42% retention rate is an issue and Gail wants to find out why and act. Kitty wants to know if the stimulus packet from the Federal government helped in the growth of membership. Gail thinks it marketing in 2008; implementing membership benefit from Grant Station and member get a member campaign. Kitty asks when we are going to ask about changing the state reps. Speakers bureau has been in discussion for years and needs new attention. Kitty wants to know in what ways the website has changed in the past year, and Gail replied not much. One ethics infringement that went to the ethics committee and it resulted in a correction that didn’t require other action. The receipt of chapter dues, what is that in reference to, asked Kitty. Should chapter dues still go through national? d) CEO Report Chapter President meetings are a big success. Kitty would like the minutes of these meetings sent to board meetings. Four recommendations (page 18) Conference update: Gail prepared a detailed report of the sponsors and in kind income which exceeded our goal by 300% 450 people at the conference this year.

SIGS: Jerry thanks the facilitators fro the special interest group sessions. SIG start early in the conference and this should be helpful in getting full sessions. The main thing is to give the participants opportunity to dialogue. Take notes to get back to Jerry at the conference sessions.

V. New business e) New staff is introduced to the full board. f) Debra Golden-Gestner, GPC Grant writing firm, Boca Raton, Florida

President and Partner Capital Philanthropy Group. Have 10 full time employees. Licensed in 211 states The way the grant writers are treated in different states. No uniformity, Debra has the opportunity in Florida and is trying to get all consultants who write grants to also have a GPC. Wants to make this national. Going to be aggressive in Florida and now will be in communication with GPCI. g) Elections of board officers:

President Jodi Pearl, Bill Smith gave two minutes speeches. Bill Smith is elected President Vice President Linda Butler, Debbie DiVirgilio. Linda Butler does not want to run and has resigned her nomination. Debbie DiVirgilio is elected Vice President Treasurer : Dena Hartigan is elected without running mate Secretary: Linda Butler is nominated and elected.

President’s award goes to two individuals without complete board input.

Adjourned for the evening:

Executive committee report; 3% raise for CEO, Gail Vertz. 2010 contract needs to be executive Committees requested feedback

Record retention policy: To be implemented at the national office, drafted by an attorney who interned this summer. Jerry questioned the source. It is a compilation of research. Kitty asked about membership storage. Gail responded it is all about electronic storage. Disaster plan is in the working stages. Some discussion about this. Linda moved, Doris seconded approved unanimously.

Lisa Jackson is welcomed as is Danny Blitch the foundation board. Ceclia Bladford from local chapter in Austin is also welcomed

Conference committee: National committee meets throughout the year. Ad hoc committee included past chairs. Regional map divided up into six regions instead of three. 5,6,4, 2,1,3 is the rotation of regions. Sharon asked what is the contingency plan for a region that doesn’t want a conference in their area. Gail says we have a three year advance and this shouldn’t be a problem. Motion to approve by Sharron and seconded by Jerry. Approved unanimously

Advocacy concept paper developed by Kitty W. to bring our association in front of Congress. Representation regarding the workplace and policies as it relates to legislation. Overall expense is about $1,000 a month ( dinners, etc)Motion to recommend a national presence in Washington outlined in concept paper Bill, Linda seconded. Bill asked about value to membership. Kitty refers to concept paper. Discussion continued . Dena asks for an Action Plan. Kitty reports that the National Capital Region area chapter is very interested in spearheaded the direction behind this concept. Jodi sees this as the future, the budget in 2010 does not have $1,000 a month beyond the surplus. Jodi wants a committee. Jerry feels this is the right time. Jerry feels the NCR chapter is sitting around the capital. Motion Jerry, yes: Sharon, no: Bill no; Linda yes; Dena, no; Doris, yes; Jodie, no; Deb, no; Kitty, yes

Motion to move forward on establishing a national presence in Washington by creating a one year action plan and supporting budget for the next board meeting. Motion by Sharon, Linda seconded, Bill thinks this is a great opportunity for fund raising for those who will benefit. Kitty offers the Advocacy committee for input. Dena changes the term to logic model. Jodie asked about affecting our 501c3 status. New motion is unanimously approved

Endorsement Policy: Jerry reviewed the highlights of the revised endorsement. Major change is clarifying that the full board has the authority to endorse as opposed to the AAGP president and or CEO. Jerry feels this is transitional and the board may need to re-think the changes. Motion by Jerry to approve the changes and edits in the endorsement policy, Sharon seconds. Discussion: Bill questioned time limits. Jerry refers to negotiating agreement with each endorsee. Bill is also concerned with the mention of the benefit to AAGP. Bill feels it is a negative. Bill would like to add the benefit means association relevance and its membership as clarified by Gail. Motion by Jerry and second by Sharon . Unanimous approval. .

GPCI update; GPCI has been focusing on marketing including joining Facebook and Twitter. Website is updated, new logo, Linking with the AAGP foundation and improving donation activity. Going to vote on exam at St. Pete site and Indianapolis and more sites next year. Designated person who is focusing on setting up exams is being considered. More study guides will probably be developed as the demand increases. White paper about grant scams for publication before the next conference. Kitty asks about marketing. Lisa replies that there are responses to negatives as well as reaching out to other grant groups. Need for positive GPC sites. Need more board members and staff. Jodi announced that the board approved money for GPCI Bernard asked how many GPC’s are there. 297 seems to be the number with a goal of 40 people more this year. Jerry asked, does the GPCI board thinking about moving from volunteers to paid staff? Lisa replied that the GPCI board is thinking along those lines after debt is erased. GPCI going to pay for a part of the Avectra bill according to Gail. CRD conference, workshop and 2 roundtables for GPCI. (Committee Research Development for Community College) Foundation Update. Danny Blitch thanked the board and board president. Danny presented an update in a four page handout. Dues alone are not enough to bring us to full potential. Foundation board donated funds to the foundation. Scholarships will be announced at this conference. Foundation made a donation to GPCI. The foundation board has not been able to answer the planning consideration posed by the outside consultant and Danny asked for ideas from the association board. Jerry reiterates his feelings that board priorities should be GPCI. Help drive the cost of getting the credentialing down of the GPCI exam. Doris added that focus could focus on marketing and paying for staff at GPCI. Jodi reports the budget has $18, 992 for 2010. Board needs a passion for the foundations focus. Danny says we have internal and external customers so there will be a dual purpose that will get careful consideration.

Next board meeting : Gail is looking at Kansas City as a central overnight meeting as in the past. Orientation the day before for new members: January dates 23-30-Feb 6. January 22 and 23 will be the weekend.

Cecelia thanks us and we thanked her back.

Bill wants to recognize Dr. Turner’s impact on the national board and advocacy of the association, his legacy and multiple awards along with financial support in so many ways.

Dr. Turner provided 10 words of wisdom for the full board. Bernard promises his continued activity on committees in the AAGP.

Gail adds that Bernard has put in an inordinate amount of time and is so happy to have had the opportunity to work with him over all the years in various leadership positions that lead up to his role as president.

VI. Adjournment

VII. Dr. Turner adjourned the meeting at 11:35 am

Minutes submitted by Dena Hartigan, AAGP Board Secretary