Tallahassee Area Chapter of Nigp, Inc s1

MINUTES BOARD MEETING TALLAHASSEE AREA CHAPTER OF NIGP, INC.

Date: November 20, 2007 Location: Leon County Conference Room, 2284 Miccosukee Road

Members Present: Steve Updike, President; Janice Pursley, Vice President; Don Tobin, Treasurer; Mark Lovell, Secretary; Board Members Jessie Moseley, Bill Spencer, Clark Rogers, Diana Trahan, Sue Harms and Janet Garrison, Past President

Member Absent: Board Member David Callaway

Steve Updike called the meeting to order at 3:31 PM

Minutes for the September Board meeting were approved. Bill Spencer motioned and Don Tobin seconded. Motion carried.

Old Business:

Steve Updike reported that the SSL (https://) website insurance issue has been settled. He gave Michael S. the OK to prep www.TACNIGP.com for the temporary certification. Once all ChapterManager sites are hosted on the same server, responsibility for maintaining this standard will fall on New Linear Group. This is expected to occur in the second calendar quarter of 2008.

The next agenda item was the 2007 Christmas Luncheon and Installation Ceremony. Sue Harms reported that we could obtain the same price for the same buffet lunch with two upgrades. Two carving stations (Roast Turkey and Ham) are offered at $45 each. Table service would take too long, and we are limited to a two-hour window for the lunch and program. (Another group is scheduled for Conference room A3 after we leave.)

Clark Rogers is handling the decorations for the event, and recommended poinsettias as table centerpieces. (These will be raffled-off to members at the end of the program.) Clark was given a $250 budget for the plants and other decorations. Clark was also able to get a commitment from U.S. Marine Corps participants for the annual Toys for Tots campaign. The motion for both items above was made by Janice, seconded by Bill and carried.

With these issues decided, the logistics of member RSVP’s and guest/non-member costs were discussed. We will use the ChapterManager event registration function, with responses due by COB on Thursday, December 6. Members registering on time will not be charged, and guests and non-members will pay $15.00. Mark will provide a confirmation number to individuals registered by that time, and will then replace the “on- time” registration meeting notice with a late registration posting. This price will reflect the additional $2.00 Civic Center charge, with a $17.00 cost for members and guests. NIGP Board Minutes Page Two November 20, 2007

Two separate lists (on-time and late) will be maintained, and members and guests will need to have a confirmation number to attend. If this system works well for the December event, it will likely be used for 2008 monthly meetings.

Steve reported that the 2008 Civic Center contract is ready to be signed. The cost will only increase by $0.50, going from $12.50 to $13.00. This will include the same menu options; (Fruit and Salad Bowls, two entrees, vegetables, desserts, tea and coffee.) Mark was instructed to prepare a report for discussion at the December Board Meeting with recommendations for pricing and member registration options.

On a related note, Bill reported that the chairs set up (away from and without tables) for non-eating members last week disturbed several FDLE members. A solution was proposed; set up tables with water pitchers only for members selecting the “meeting/no lunch” registration option.

With only one registrant for the two-day (December 11 and 12) David Alba seminar, the Board agreed to cancel this event. Budget cuts and holiday schedule conflicts were cited as the reasons for the low participation.

Finally, Bill contacted FSU’s U.S. Air Force ROTC Detachment # 145 to provide the Color Guard presentation. He expects to get their commitment shortly.

On a completely unrelated note, Bill noted that the “Flashing Flamingos” from the September Vendor Conference and Trade Show have a limited battery life. Don suggested that these could also be raffled-off at future meetings, or sold at the December meeting.

New Business:

Transition issues: Steve suggested an inventory of documents that will need to be transferred to incoming officers and board members. Janice requested that all issues (including, but not exclusively P.O. Box keys, Bank Account signature cards, Trade Show documents and Website Administrator access) go through her before they are assigned and delegated. She added that as the incoming President, she would appreciate the assistance of ALL members, officers and board members, and expected a “team effort”. Diana Trahan accepted this challenge, and will continue as the website committee chairperson. NIGP Board Minutes Page Three November 20, 2007

Meeting Adjourned at 4:45 PM

Mark Lovell, CPPB – 2007 Secretary Tallahassee Area Chapter of NIGP