Current Board Meeting Minutes

DULLES SHRM BOARD MEETING MINUTES
ARTEL, INC.
SEPTEMBER 10, 2007

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

BOARD MEMBERS ABSENT:
Maggie Chan, Andy Drescher, Evelyn Kaiser, Amy Lourenco

AGENDA:
The meeting was called to order at 6:10 p.m.

SECRETARY:
Jamey moved and Craig seconded the motion to approve the August 6, 2007 Board Meeting minutes.

TREASURER:
The Board reviewed the Treasurer’s Report dated August 6, 2007.  Our checking account balance is $18,043.15.  In addition, we have $32,520.93 in a separate cash management account.  Tina proposed moving $5,000 from the checking account to the cash management account; the Board did not make a decision on this matter.  Chas confirmed that the fall SHRM study group course materials have been paid for. 

2007 BOARD GOALS – UPDATES

BUDGET:
Tina reviewed our 2007 financial activity versus the budget plan.  She loaded all of the data into Quicken, and the Board reviewed various budget lines and discussed variances as well as ideas for changes to next year’s budget.  For example, Judy suggested budgeting $500 for a speaker fee. 

Action items:  1) Mary asked that everyone review the budget report and submit questions to Tina.  2) Tina will change the report format to show the full-year budgeted amounts in each category, rather than prorated monthly amounts.
 
MEMBERSHIP:
Joseph and Lynn reported on Membership activity and their 2007 goals.  The first membership goal was to achieve a renewal rate of 65% (which equates to 170 renewals).  We are currently at 52% (143 renewals).  The second goal was to increase membership by 10%.  We are very close to that number with 288, but we are not there yet since 30 people have not paid yet and do not count.  The third goal was to create and implement an “Ambassador Program.”  Judy shared her own successful experience of introducing new members and that e-mailing her people to arrange meeting at the event worked well for her.  Cindy reported that her experience in that regard was less successful.  Craig thinks that the program has been successful so far and suggested that we create a “testimonials” page on the website to describe the welcoming experience some of our new members have enjoyed.

CERTIFICATION:
Chas reported that the SHRM study group number is down to 12.  We lost the use of the National Louis University space due to their move so the class will now meet at Eileen Taylor’s office in McLean.  There is a 50-50 split between PHR and SPHR. 

Chas also reported on the Dulles SHRM – NOVA SHRM joint peer mentoring program which began this year.  There are 14 participants in the program.  One participant’s matching did not work out, so they reorganized and created two triplets.

Chas is exploring the possibility of creating a Spring 2008 SHRM study class.  The Board discussed this idea and explored different options, including Joseph’s suggestion of having 2-3 instructors for variety as they do at Prince George’s Community College (where he is an instructor), as well as the possibility of offering a GPHR class.  In terms of finding new classroom space closer to Reston/Herndon, different ideas were explored including the new Marymount University location and Old Dominion University’s building.

Action items:  1) Chas will contact Eileen Taylor and give her the first chance to teach a Spring class (if one is formed).  2) Chas also will ask Eileen if she has any interest in teaching as part of a team of instructors.  3) Survey members on their interest in a Spring class and GPHR class by e-mail (Mailer-Mailer) and at the September Chapter Meeting. 

REGISTRATION:
Andy was not present due to his relocation to Wisconsin.  Mary will contact him tomorrow for information on the September Chapter Meeting.

COMMUNICATIONS UPDATE:
Denise reported the following:

• The deadline for newsletter submittals is September 17, 2007.
• Members can now make changes to their profiles when registering for Chapter Meetings, but they receive error messages.  A correction to the underlying code will be made in October; in the meantime Denise is explaining to members that their changes are registering, but they are getting an error message nonetheless. 

2008 BOARD PLANNING:
Sarah has received two more “Willingness to Serve” forms.  Someone is interested in the SIG Director position (for discussion groups) but will need flexibility in terms of meeting times.  Sarah will make an announcement at the September Chapter Meeting that we have the following openings:  AVP of Programs & Sponsors; Legislative Liaison; and possibly the SIG Director. 

2007 SCHOLARSHIPS:
Nidhi is making plans to announce the upcoming Dulles SHRM Scholarship application period.  The announcements will be made through a Mailer-Mailer mailing and in the Chapter newsletter.  She asked for guidance on how to select a review committee and she was advised that is composed of a few Board members who she asks to serve. 

NETWORKING BY NON-PAYING INDIVIDUALS:
Mary reported that two individuals from the Stephen James staffing agency in Reston showed up at the August Chapter Meeting and engaged in networking but did not pay for the event.  This type of activity is not allowed.
 
STATE CONFERENCE – CHAPTER TABLE:
Mary’s assistant ordered pens for the Dulles SHRM table.  We need volunteers to sit at the table and also someone to do a flyer promoting Dulles SHRM.  Sarah will pull together the information and Lynn will try to do the graphics piece.  The information will include the benefit of joining this fall and having the membership run through 2008.  Joseph asked whether people who join this fall count as 2007 members and 2008 renewals or only 2008 members.  The Board agreed to count them as 2008 members but also include them in our 2007 membership numbers for National SHRM.

STATE LEADERSHIP CONFERENCE:
The conference will be held November 15-17, 2007 in Crystal City.  Sarah is going to attend as President Elect.  Craig and Tina also plan to attend.  Mary said that we need to get hotel rooms for those who need them on Thursday night since the event begins early on Friday morning.  There is money in the 2007 budget for 2-3 rooms.  Sarah moved and Denise seconded a motion for the Chapter to cover the cost of Tina and Craig’s registration and hotel rooms. 

ANNOUNCEMENTS AND ADJOURN:

• At the next Board Meeting, Cindy, Craig, and Andy will provide 2007 updates on their 2007 goals.
• Mary will not be present for the October Board Meeting so Sarah will lead it.
• The November Board Meeting will be held at Chas’s office since Denise will be away. 
• The October Chapter Meeting is a breakfast event. 
• Mary would like the Board to give thought to what we would like to do in 2008 to better serve our members since the Chapter’s financial position is very solid.  She provided the example that some large SHRM Chapters bring in well-known speakers once a year. These events cost a lot of money but also are very successful events from a financial standpoint.  Sometimes considered “mini conferences,” they also benefit a large number of members.  Mary will circulate a list of ideas that Kurt Cowles prepared when he was President.
• Marlene needs help at the September Chapter Meeting.  Denise volunteered to do the Registration table, and Judy volunteered to help with the 50/50 raffle and prize drawings at the end of the meeting.

The meeting adjourned at 7:50 p.m.

Respectfully submitted,

Jamey McNamara
Secretary