ASTD Northeast Florida Board Advance Meeting Minutes Date: July 25, 2015 Location: Webster University

In Attendance Tom Speer, President Tina Echeverry, Past President Casey Gibson, President Elect Heather Horner, VP Professional Development Isabel Graf, VP Finance Robert Zinsser, VP Sponsorship Jennifer Jamison, VP Member Involvement Debra Riley, VP eSIG Jan Spence, VP Programs Freda Moore, VP Public Relations Laura Steigelman, VP CMSIG Angela Castiel, VP Membership Mark Greeley, VP Technology Lynne Orr-Holley, Director at Large Quorum established Absent Begin 9:35 am End 2:00 pm

Agenda Item Details Follow-up

Tom Speer, -- Tom called the meeting to order. President -- Tom directed everyone to review the June 11, 2015 Board of Director meeting minutes. (Welcome and Minutes) Corrections to the BOD minutes: 1. Add Lynne’s title to the minutes

MOTION: to approve the June 11, 2015 Board of Directors’ minutes dated with the requested changes (Isabel). - Tina seconded the motion. - Motion passed (unanimous).

All Board members Status of 2015 Goals: Sponsorship: Bob has not been able to find a Bob will finalize the annual newsletter/blog sponsor. The chapter had success event sponsors by mid-August. with getting sponsors for the monthly meetings. Annual event sponsors have also been a challenge.

Public Relations: Freda has been promoting the annual event on social media for speakers and volunteers. There have not been very many shares on articles for ATD NEFL. ATD NEFL has been getting more followers on Facebook, LinkedIn, and Twitter.

1 Jennifer will work with Public Member Involvement: Jennifer has some ideas for the Relations to generate interest in Volunteer Appreciation event. The Member volunteering. Involvement committee does not have many ambassadors or volunteers.

CMSIG: Laura emphasized the importance of tying donations into non-profit organizations. ATD NEFL also experienced success in the combined program meetings.

Programs: The March monthly program was cancelled. Jan has been tying the monthly meetings with the ATD competency model. The feedback on the monthly meetings has improved. Overall, Jan is on target with the Program committee goals. Tina asked Jan to see the results of the feedback forms from the monthly programs.

Membership: Maintaining and increasing membership has been difficult. The Professional Development committee can generate more interest in CPLP program as a way to increase membership. Angela is working with universities/school/college to generate interest in ATD NEFL.

Technology: Communication and emails from the website have improved. The website redesign is complete thanks to Tom’s support.

Finance: Isabel is on track for most of the Finance committee goals except for detailed budget reports. Isabel is working to create concise and meaningful information in the budget and financial reports. This includes reforcasted information

Director: Lynne has acted in a support capacity to Board members. She wants to be involved with decisions regarding the surplus funds and re- structuring of the Board.

President: ATD NEFL has accomplished the CORE membership requirements. Finances are always a challenge. The chapter achieved the Professional Development goals because of the Program VP’s. The chapter still needs to have a community-based event. ATD NEFL is also making progress towards communication. Tom thanked Board for their work and support.

2 President Elect: Casey is planning and coordinating the Board members attending ALC. She is also shadowing the President, researching re-structuring the Board, and connecting with a Board member from another chapter to share ideas.

Isabel Graf, VP Finance Update ( Handout 1 ): Finance For June, the chapter had a $1,000 gain. Sponsorship revenue increased. Membership revenues are lower than budget but good. The chapter is making a profit on eSIG and CMSIG workshops. The eSIG and CMSIG are staying within their budgets. Isabel paid $1200 for the CPA’s financial review which is less than budgeted. The CPA recommended that ATD NEFL improve the timing of recording PayPal cash revenues, as the chapter uses a cash-basis accounting method. Isabel will purchase QuickBooks software for the Finance committee. And she needs to add additional money into the budget for four ALC registration fees. The Wild Apricot lock-in fee for two years is another upcoming expense.

Casey Gibson, ALC Update: President Elect The forecasted expense is $5,005 for four Board members and $3,754 for three Board members. Refer to PowerPoint presentation slide (Handout 2) for a detail of these expenses. The ALC is October 8 to 10, 2015.

MOTION: To increase the budget to include the registration fees by $700 ($175 x 4). (Tina) Casey seconded the motion Motion passed unanimously

Angela Castiel, VP Membership Update: Membership There are 163 chapter members and 63 Power members. ATD NEFL is meeting the CORE requirements established by ATD national. Acosta is pending its corporate membership renewal. Florida Blue isn’t renewing its corporate membership. There are two pending student memberships.

The Board offered ideas to increase membership. One is to review the national membership roster for prospective chapter members. Angela has two committee members that help her with membership by updating the ATD NEFL database and working on efforts to increase membership. Another idea is to contact monthly/chapter event speakers to solicit membership. In addition, the Membership committee could focus on corporate members to renew. In addition, the chapter could hold more evening programs to generate membership. Venues and

3 locations of the chapter programs also affect the member involvement and membership.

Freda Moore, VP Social Media Update: Bob will work with Freda on Public Relations Freda is working to post Board member articles to a blogging and blog (as opposed to a newsletter). Freda also wants to advertising/sponsorship advertise ATD NEFL events in local community opportunities for the ATD NEFL publications. blog.

Bob has a blogging best practices article to share with Freda.

Freda will also advertise ATD NEFL in the UNF newsletter.

Heather Horner, Annual Event Update: VP Professional Development The date is Wednesday, September 23, 8am to 12:00 pm. The theme is “It’s All About You: Connecting and Engaging Talent.” Breakfast and networking are from 8:00 to 8:45 am. Details of the sessions and schedule are in Handout 3. The last session ends at11:30am.

Heather used local and non-local members as speakers in addition to the Board involvement.

There are three segments of the Annual event program: Connecting Talent; Engaging Talent; and Managing Talent.

Each of the sessions focuses on personal and professional skill development.

Bob has the following sponsors for the Annual Event: UNF, Lee Hecht Harrison, Right Management; Webster, Insights 2 Talent, Nova Southeastern University, Opportunity Knocks (door prize), ICATT, Maggiano’s, and Schultz Center.

Heather is using the following marketing tools for the Annual event: Save the date email; postcards; and registration email on website. Freda is also sending out a press release.

Tom Speer, Leadership Development Activity for Board President Members: Tom presented “Accountability that Works” to Board members and chapter administrator.

Casey Gibson, 2016 Board Restructuring Research/Options: Casey will follow-up by the next President Elect There is a folder in HyperOffice (2015>Board Board meeting Restructuring Research) that contains the Since the span of control has documentation of interviews. increased, are Board members 4 spending more time on their The source/suggestion of these interviews came from roles? the Chapter Advisor. Casey, Bob, and Laura interviewed three chapters of Does the chapter pay for ALC the same size for the Board member?

Casey interviewed ATD Suncoast. Their eSIGs are virtual. The Board positions have a 2 year maximum term.

Laura interviewed South Florida. The presidential team doesn’t vote unless it’s for a tie breaker.

Bob tried to contact a chapter in California, but there was no response from the San Francisco chapter.

Next Steps: Casey solicited the Board members on what to do The committee will discuss and next. A small committee will make specific present the new structure at a recommendations on changing (reducing) the size of future Board meeting (TBD). the Board to 9 members. The committee will consist of Casey (committee chair), Tina, Lynne, Mark, and Isabel. The expectation is that Casey will create a proposed timeline for the committee and have the proposal completed by the October Board meeting. The membership voting will be completed in October.

All Board Members Process Improvements—Focus Group Discussions: Communications Group: The focus group CFM to video this July summer recommended video emails, social media advertising, social event. and member interviews during chapter events. In addition, accept blog entries in the form of video and text to attract ATD NEFL following. Place the membership banner outside the event to encourage and increase membership. The group also suggested having an ATD NEFL night at the ball park. The ball park could make announcements about the organization to increase community awareness. Communicate highlights of VP functions during chapter events. Finally, the communications group suggested mailing periodic post cards to chapter members and guests. Financial Group: The finance group suggested to document timelines and incorporate these timelines into the processes and procedures. The group also suggested creating sponsorship packages. For example create a corporate sponsorship package for the entire year that would include a chapter membership. The group also recommended streamlining processes and procedures into one document instead of separate, piecemeal documents. In addition, create an annual event timeline to help successor Board members understand what and when to get things done. 5 Governance Group: The focus group recommended a succession planning strategy for future Board members. Another suggestion was to conduct a general meeting prior to the Board meetings that is open to chapter members. This would involve committing to the first Friday of the month. The general meeting would have a structured and organized meeting format, with the purpose of recruiting successors. The group also suggested an evaluation process for general meetings and chapter events along with better meeting planning and effective agenda items. Professional Development Group: This focus group wanted to incorporate the technological needs into professional development. In addition, professional development should partner with public relations to promote programs through email invitations and announcements. The group also suggesting focusing on the meeting content, out-of-the-box programming (company field trips) with host organizations, and meetings with other chapters. Membership/Community Outreach Group: The focus group recommended to re-structure the corporate membership levels by streamlining one rate for only 5plus corporate members. The group also suggested a committee to specialize in student memberships. The group also recommended committee highlights on the website in a manner similar to the SHRM Jacksonville chapter. The focus group also recommended keeping new members engaged in the chapter events, a social media presence, spotlighting a volunteer on the blog, and follow-up with new members to make them feel welcome (post card). The focus group also suggested to create a committees or designate a Board members who would reach out to new members. Respectfully submitted

Susan Abraham Chapter Administrator July 25, 2015

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