Current Board Meeting Minutes

DULLES SHRM BOARD MEETING MINUTES
ARTEL, Inc.
AUGUST 6, 2007

BOARD MEMBERS PRESENT:
Lynn Beisel, Judy Carter, Maggie Chan, Sarah Cower, Andy Drescher (via phone), Joseph Gregory, Denise Henderson, Nidhi Kanungo, Cindy Loison, Jamey McNamara, Craig Petry, Mary Saily, Tina Strasheim, Chas Sumser

BOARD MEMBERS ABSENT:
Teresa Buchholz, Evelyn Kaiser, Amy Lourenco, Marlene Mouanga

AGENDA:
The meeting was called to order at 6:07 p.m.

SECRETARY:
Denise moved and Craig seconded the motion to approve the June 11, 2007 Board Meeting minutes.

TREASURER:
The Board reviewed the Treasurer’s Report dated August 6, 2007.  Our checking account balance is $15,364.87.  In addition, we have $32,439.04 in a separate cash management account.  Sarah suggested that we consider keeping less cash in our checking account; Tina and Chas explained that the account balance is higher than normal because of cash received for the fall SHRM study group, the expenses for which have not yet hit.  Mary suggested that we wait to see how the expenses shake out before making a decision to shift funds from the checking account to cash management account.

Mary requested that Tina present a budget report at the September Board Meeting so we can see how we are doing compared to the plan.

MEMBERSHIP UPDATE:
Joseph and Lynn reviewed the Membership metrics and reported the following:

• Demographics have not changed very much.
• The majority of members sign up in the first quarter of the year, and then about a dozen sign up each month thereafter (mostly new members).
• 45 percent of members have attended no Chapter Meetings.  Joseph needs to confirm walk-in data with Andy, since Joseph caught the numbers for the first few months of the year but not since then.  Andy reported that we have about three or four walk-ins at each meeting.
• Comparing 2007 to 2006, our membership is currently 232 versus 195 last year.
• We will meet our goal of achieving a 10 percent increase in membership, while we may not hit our retention target of 65 percent because there are so many new members.

COMMUNICATIONS UPDATE:
Denise reported the following:

• She sent out an e-mail calling for newsletter submittals by August 13, 2007.
• She changed members’ access to the website.
• There have been problems with the Jobs section of the website; the workaround Denise has been using is for people to send her the postings and she cuts and pastes the text and then posts.
• Denise added the Foundation page to the website.
• Whenever Mary is ready to announce the Board nominating process Denise will post it to the website.

REGISTRATION:
Andy reported that the July Chapter Meeting was overbooked.  We reserved for 5 percent less than the registered number and the Sheraton set up for 10 percent more.  Andy recommended that he reserve for the exact number registered at the time he has to notify the Sheraton.  Mary added that we usually can accommodate walk-ins but would not have been able to handle any more at the last meeting.  Andy has been catching last minute registrants and taking their credit card payments, but this is producing an “instant overbooked” situation.  Judy asked Andy how many late registrants he typically see each month, and he reported about 10 (including 3-4 walk-ins and 5-6 who call him after registration closes). 

In response, the Board discussed changing the Chapter Meeting registration deadline from the Friday prior to the meeting to a date closer to the meeting.  Andy said that the Sheraton is very flexible and can accommodate our changes through Tuesday.  While he does not personally mind taking late registrations in order to increase attendance and revenue, he worries that shifting the deadline into the next work week will potentially create an administrative challenge for his successor.  Judy suggested – and the Board agreed – that we advertise a Sunday registration deadline, to give people who have trouble registering by Friday a little extra time to do so during the weekend.

MEETING INTRODUCTIONS:
Andy reported that we have 44-45 currently registered for the August Chapter Meeting.  Mary said that if we end up with less than 60, we will do ‘around the room” introductions, and if more than 60 we will have people introduce themselves at their tables.  At the July meeting Mary asked people to discuss a topic related to the speaker’s presentation.  She asked whether people liked it and we agreed that it went well, so she will continue it.

2007 BOARD GOALS – UPDATES

2008 Program Planning
Mary reported that Judy has been working hard planning the 2008 programs.  Judy reviewed the tentative schedule of monthly speakers and topics and solicited the Board’s input and suggestions on additional program ideas.  Since Wendy Mack is relocating to Colorado, she will not be able to do her presentation on employee engagement and morale.  The Board agreed that we need to find a replacement who can deliver a presentation on this topic.

Student Liaison Goals
Nidhi reported that low student participation is the biggest challenge.  This past year there were no student chapter meetings at George Mason University (GMU) and only one meeting at George Washington University (GWU).  The advisor at GWU left and a replacement has not been named.  At GMU, where Professor Wolf is the advisor, participation is so low that they cannot plan activities.  GMU is planning to organize groups into a business fraternity and plan events for different subject areas.  (The HR group will remain under the SHRM Chapter umbrella.)  Nidhi has discussed this with Mary and thinks it is a good idea.  Other ideas for possibly increasing participation include tying course credits to participation (as is done at James Madison University) and more involvement from the faculty advisors, who receive benefits for serving in the role such as discounts to SHRM conferences.

The Board discussed how we might be able to help increase participation in student Chapter activities.  We have tried to make it easier for students to network with our members by lowering the Chapter Meeting fee to $15.  Joseph suggested that we target graduate students since they represent a more mature and ready student population and perhaps they have not yet heard about SHRM.  Mary agreed and added that at GMU, they have PhD students in I/O Psychology who have not been involved in student Chapter meetings or activities.  We also discussed targeting Marymount University students since they are starting a master’s in HR program in Reston this fall.

SHRM Foundation Goals
Mary spoke for Marlene who was not able to attend but sent her update via e-mail.  We have already collected $591.50 (versus a goal of $500) from the 50/50 raffle at Chapter Meetings and we are on target to make our $1,500 donation to the SHRM Foundation.  Mary suggested that Marlene can provide a formal update at the next Board Meeting if people are interested.

2008 BOARD PLANNING
Sarah reported that she has been in contact with the current Board regarding their thoughts for 2008.  She still needs to receive Jamey’s “Willingness to Serve” form.  Amy has indicated that the Secretary position is her first choice. 

Judy recommended adding an Assistant Vice President for Programs position to the Board, since the VP for Programs could use help developing the list of programs, and also, because someone needs to attend every event.   Judy made a motion to create the new position, which Sarah seconded, and the Board unanimously approved.

Teresa has recommended adding an Assistant Vice President for Sponsors to the Board.  Rather than adding another new Assistant Vice President role, the Board discussed adding, instead, one Assistant Vice President for Programs and Sponsors.  The person in the position would be expected to handle some of the logistics and backend work in the two areas with an emphasis on helping with monthly Chapter Meetings and planning for the next year’s programs.  Sarah made a motion to change the new position to AVP for Programs and Sponsors, which Denise seconded, and the Board unanimously approved.

Mary would like to invite Chapter members to express their interest in serving on the Board at the August Chapter Meeting.  By announcing it earlier than usual, we will give people additional time to consider the idea.  Mary has already talked with one person who has an interest in the SIG Director position.  Joseph inquired whether any other positions could be combined, such as Legislative Liaison and SHRM Foundation.  There was a sense that there were positions that could be combined, but we agreed to wait until we see members’ response before discussing it further.  The Board agreed to open up the process at the August Chapter Meeting and also post an announcement on the Chapter’s website.

STATE COUNCIL MEETING:
Craig and Andy provided a report on the July 27th meeting, which they attended:

• Don Nagley was honored by the group for his service.
• Regarding the Workforce Readiness initiative, Evelyn requested that there be coordination with school administrators and local Chambers of Commerce.  It seemed like there was a lot of overlap, so they will try to address this in anticipation of the April 2008 event.
• There will be a statewide compensation and benefits survey. This is mostly for the benefit of Chapters that are not privy to the type of information we have from the Wachovia survey, which focuses on Northern Virginia.
• Preparations are underway for the Virginia State Conference which is scheduled for October 3rd – 5th.

• Craig’s impression is that Dulles SHRM and NOVA SHRM are “poster children” for Chapters that work well together, in that the representatives from other Chapters looked to us for success factors on what we are doing.

• Andy reported that other Chapters are providing food (e.g., pizza) for student Chapter meetings to encourage attendance.  We could provide $150 to four or five schools, for a total of $600 a year.  Nidhi said that she will discuss this with Marlene, since she thinks it is a good idea.
• The next State Council Meeting will be held on October 3rd in conjunction with the State Conference.
• There have been discussions with the Immediate Past President of the State Council regarding a golf outing during the State Conference, for which transportation for 75 people is needed (from Crystal City to Manassas).  Craig will look into finding a company (such as Reston Limousine) to sponsor it or donate part of the service/cost.

ANNOUNCEMENTS AND ADJOURN

• Nidhi made a call for volunteers for the State Conference.  Volunteers are needed to work 3-4 hour slots and will receive a discount for the Conference.

• Chas will not be able to attend the August Chapter Meeting and needs someone to print out the credits certificate.  Judy volunteered to take care of it.
• Chas reported that the deadline for signing up for the SHRM study group is tomorrow.  We have a smaller number of students than usual, and most are taking the SPHR exam.
• The following people will report on their progress toward achieving their 2007 Goals at the next Board Meeting:  Chas; Tina; and Joseph and Lynn.

The meeting adjourned at 7:44 p.m.

Respectfully submitted,

Jamey McNamara
Secretary