HUMAN RESOURCES ASSOCIATION – GREATER CONCORD, NH

PROGRAM YEAR 2004-2005

BOARD MEETING MINUTES – FEBRUARY 2, 2005

SANBORN, HEAD & ASSOCIATES

Board Members Present:

Sandy Platt, Doug Chamberlain, Deb Laushine, Anna-Marie Sparks, Kim Freese, Peg Flint, Paul Wilson, Jen Iacopino, Lori Shackford and Maria Manus Painchaud.

Board Members Absent:

Gayle Troy and Tracie Wajer.

Committee Members Present:

Connie Roy-Czyzowski.

The President of the Association, Sandy Platt, called the meeting to order at 2:00 p.m.

January 5, 2005 Board Meeting Minutes

Upon motion duly made by Doug Chamberlain and seconded by Peg Flint, the minutes of the January 5, 2005 Board meeting were accepted as submitted and approved for posting on the Association’s website.

Treasurer’s Report

Peg Flint distributed and commented on the Treasurer’s Report. Revenues included $790 from program fees and $1,000 from the Pinnacle Award proceeds. Expenses for the January breakfast meeting were $960. The January meeting generated a profit of $259, as is typical for breakfast programs. Peg reported that with four months remaining in the fiscal year the Association was $3,887 over budget as to income and $9,589 under budget as to expenses, for a net positive variance against budget of $13,477. Upon motion duly made by Peg and seconded by Doug, the Treasurer’s Report was accepted as submitted.

Membership

Jen Iacopino submitted a memo to the Board presenting an application for new membership in the affiliate category submitted by Deborah Dyleski-Najjar, Esquire, of Hinckley, Allen and Snyder, LLP, as well as an application for renewal membership in the affiliate category submitted by Skip Foy of Skip Foy Insurance. Both applicants are members of SHRM. Upon motion duly made by Jen and seconded by Peg, both applications were unanimously approved.

Committee Reports:

Opportunities

Connie presented an overview of her committee’s mid-year report. Concerning World@Work, the next three courses are set. Crystal (Hills) Vanega will be assuming primary responsibility for this program in the near future. Concerning New Journeys, the program will be moving to the Shea Farm facility in Concord, and planning for this new phase of the program is under way. Paul Wilson suggested getting other New Hampshire chapters and staffing firms involved as a resource and networking tool. Connie emphasized the need to educate the general membership concerning the program and dealing with prior graduates, and released felons in general, in the HR setting. The Committee seeks to continue to develop the Association’s partnership with Southern New Hampshire University, as part of a concept called “Service Learning”. The Committee is also involved in planning a diversity program for the April meeting; a panel has been recruited which will focus on taking the fear out of hiring disabled workers. The Supervisor Training Workshop initiative in cooperation with New Hampshire Technical Institute is now underway, with the first program to begin February 10. Sandy noted the on-going communication issues with NHTI and indicated that the Association could be of help to NHTI in marketing the program.

Connie noted that a bill providing at least some protection for employers responding to reference checks was passed by the Senate several years ago, but not in the House. It was suggested that the Association might become involved in promoting such a bill in the next legislative session.

In closing, Maria suggested that the Committee draft a mission statement to provide some additional structure for the Committee’s future activities.

Program

Maria noted that all programs through the end of the current program year in June are set, with the exception of the March half-day meeting. After considerable discussion, Maria recommended that the program include segments on giving and getting references, background checks and the New Journeys topic previously mentioned by Connie, plus a panel of legal commentators. After some discussion of logistics, it was decided that the program would begin with breakfast and run for approximately three hours on a single track, and conclude by noon with no lunch served. Maria and Connie will meet to discuss the presentation and logistics, and Deb Laushine will assemble the attorney panel.

Leadership Development

Maria presented the highlights of her committee’s January and mid-year reports. Board nominations for 2005-6 will be presented at the March Board meeting. Maria reported that her committee is working on term limits for the purpose of encouraging rotation in office, noting that a change to the Association’s Bylaws would be required in this regard. It was noted that committee chairs should generally not be Board members, but the Board liaisons should serve on each committee. Orientation for committee chairs and members is also important. The Committee is reviewing committee effectiveness, using published audit standards for non-profit organizations. Maria reported that in most respects the Association’s committees were functioning well, but that recommendations for future improvements would be forthcoming. It was noted that the Leadership Development Committee should have a member from the Membership Committee, but not its Chair, as well as a member versed in the Association’s Bylaws. Maria also discussed appropriate recognition programs for Board and committee members.

Marketing/Public Relations

Paul noted that the Committee needs to develop a job description, and that there is also a need for more timely Board feedback to the Committee, citing the development of the brochure as an example. Maria inquired whether the Committee was using the communications plan and press release templates developed by her SNHU students. Paul indicated that the Committee wants to be involved in posting meeting notices. Kim noted that she needs four to six weeks lead time prior to each program in order to work through the certification process in a timely matter. It was agreed there is a need to coordinate the activities of the Program and the Marketing Committees in this regard.

Paul listed a number of proposed changes to the Association’s website recommended by the Committee, including: removing job postings after sixty days; updating Committee lists, the calendar and program descriptions; deleting minutes of Board meetings held prior to the current program year; providing a link to the new address of the Granite State Conference; updating the “About Us” button to reflect current brochure information; and adding buttons for Association news and press releases and updated and broadened research information, including a possible benefits update. Enhanced sponsor recognition in program announcements was also discussed. Concerning the Granite State Conference, Paul inquired whether the Association wished to sponsor a page in the Conference program, at a cost of $375. Peg noted that of its $700 sponsorship budget the Association already spent $650, and other Board members felt that this was not the best use of the Association’s sponsorship funds. Peg suggested that the Association might use its “Service Learning” partnership with SNHU, which is also participating in the Conference, to publicize the Association and its activities in this regard. After some discussion, it was also decided that the Association did not wish to purchase additional HRA-GC lanyards for its own use from the supplier furnishing them to Granite State Conference.

Membership

Jen presented highlights from her Committee’s January and mid-year reports. She noted that the primary current need is for someone to fill the Student Liaison position. A candidate has been identified, but not confirmed. Jen briefly described the duties of the position in terms of contacting schools, etc., and Maria offered to assist the individual ultimately accepting the position. Jen reported it is difficult for her to serve both as Chair of the Membership Committee and as a member of the Leadership Development Committee, and suggested that another member of the Membership Committee take that role. Concerning the membership directory, it was noted that Connie has the directory information, including the newest members. Dues and program fees for the 2005-2006 program year will be discussed at the April Board meeting. Jen noted that the Association’s non-member program charge of $40 is higher than for comparable organizations in this vicinity, whose fees average $25.

There was discussion of purchasing a cover for the registration desk that would fit over a standard six-foot conference table. The total estimated cost of a customized table cover is approximately $500. Upon motion made by Maria and seconded by Paul, it was unanimously voted to authorize the Committee to spend up to $500 on a customized table cover bearing the Association’s logo.

Finance

Peg Flint presented the highlights of the Committee’s mid year report. She noted that the Committee was in the process of reviewing the SHRM financial management guides, which consist of 78 items concerning goals, fiscal policies, etc. Since to date the Committee has reviewed only 12 of these items its recommendations probably will not be presented until after the close of the current program year; however, progress is being made. The Committee is also working on succession planning. Peg noted that no successor for the Treasurer position has yet been identified, as the two interested individuals are unable to commit to the position for the 2005-2006 program year. It was noted the Committee has lost some members and is not large enough to do effective succession planning, and that more members are needed.

Program

It was noted that the Program Committee has been reconstituted, with Kim, Maria, Deb and Sandy sharing leadership responsibilities. Arrangements for the February meeting were briefly discussed.

Old Business

Deb reported that on January 26, 2005 a meeting had been held with MAHRA representatives concerning the fall 2005 joint meeting, with Peg, Paul and Deb representing the Association. The meeting is scheduled for September 8 at the Radisson Hotel in Manchester, and will feature Margaret Morford, who will speak on “How Eagles Dare – The Critical Difference Between Managing and Leading.” The program will run from 8:30 a.m. until 11:00 a.m. and will be open to all. Sponsorships will be solicited and a joint committee for that purpose will be formed. Association representatives will be needed for that committee. A postcard promoting the program will be distributed at the Granite State Conference on the MAHRA table. Concerning finances, receipts from all prepaid attendees will be allocated to the appropriate Chapter, and the remainder of income and expenses will be divided equally between MAHRA and the Association. Attendees will be able to register on either Chapter site, but all registrations will be linked to the MAHRA website.

It was noted that the Chapter Activity Plan has been submitted. There was also discussion of the raffle for paid registrations to the Granite State Conference. The Association will purchase four registrations, with names to be filled in once the winners have been identified. Their names will be announced at the March program.

New Business

Sandy noted that she would be unable to chair the March 2 Board meeting, and it was discovered that at least two other Board members will be absent. As Vice-President, Deb will preside at the Board meeting in lieu of Sandy. At that meeting Board officer slates for the 2005-2006 program year will be discussed, plus updates from the Membership and Program Committees. Sandy will poll the Board via e-mail to ensure that a quorum will be present. [After the meeting it was determined that a quorum would be present for the meeting; therefore the next Board meeting will be held on March 2 as scheduled. A volunteer will be needed to take the minutes of the meeting as the Secretary will be among those absent.]

There being no further business to come before the meeting, upon motion duly made and seconded the same was adjourned at 4:25 p.m.

THE NEXT BOARD MEETING WILL BE HELD ON WEDNESDAY, MARCH 2, 2005 AT 2:00 P.M. AT SANBORN, HEAD & ASSOCIATES.

Respectfully submitted,

Douglas R. Chamberlain, Secretary