HUMAN RESOURCES ASSOCIATION – GREATER CONCORD, NH

PROGRAM YEAR 2004-2005

BOARD MEETING MINUTES – APRIL 6, 2005

SANBORN, HEAD & ASSOCIATES

Board Members Present:

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

Board Members Absent:

Maria Manus Painchaud and Tracie Wajer.

Committee Members Present (for portions of the meeting only):

Sheila Soule (Leadership Development Committee) and Crystal Venegas (Opportunities Development Committee).

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

March 2, 2005 Board Meeting Minutes

Upon motion duly made by Doug Chamberlain and seconded by Anna-Marie Sparks, the minutes of the March 2, 2005 Board meeting, prepared by Jen Iacopino in Doug’s absence, 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. Expenses for the March meeting were $1,498. SHRM revenue was $490. World@Work scholarship expense was $890 and $381 was disbursed to Attorney Kershaw’s firm for the Pension Liaison Group meeting. The Association’s commitment in the latter regard will end at the close of the current program year. Membership income in the amount of $135 from two previously approved members was also recorded. The Association incurred a loss of $278 with respect to the March program, which Peg characterized as typical. Upon motion duly made by Peg and seconded by Gayle Troy, the Treasurer’s Report was accepted as submitted.

Membership

Jen Iacopino submitted a memo to the Board presenting applications for new membership submitted in the professional category by Mark Bussiere of the J. Jill Group; in the affiliate category by Kara McLaughlin, CEO of The Survey Group; and in the student category by Amy Nichols, C.P.A., a student at Southern New Hampshire University. Finally, an application was presented for renewal membership in the professional category, submitted by Nicole Murray, Associate Relations Manager of the J. Jill Group. Mr. Bussiere, Ms. McLaughlin and Ms. Murray are all SHRM members. Upon motion duly made by Jen and seconded by Peg, all applications were unanimously approved.

Committee Reports:

Marketing/Public Relations

Paul Wilson reported that the Committee was continuing to solicit comments concerning the proposed redesign of the Association’s website. Sandy noted that although much had been done, there was still a good deal of obsolete or erroneous information on the site. Brenda Rugg is still the Committee liaison to Dan Troy with respect to website matters. Paul noted that the HRA-GC lanyards had been ordered for the Granite State Conference. Printed copies of the brochure should be available shortly. It was suggested that Paul ask Fran DeCinto to mail sample copies of the printed brochure to all Board members. Sandy inquired as to whether external marketing was advisable as to the April 8 meeting, “Fear Factor”, focusing on diversity. There was discussion of submitting press releases to the Concord Monitor and to The Union Leader for its Sunday business round-up, as well as a posting on the Chamber of Commerce website. After some discussion it was decided that no paid advertising would be placed with respect to this program, in the absence of a marketing/advertising budget for the current program year.

Program

Sandy noted that the schedule and certification credit were both in place for the remainder of the program year. A tentative meeting schedule has been proposed for the 2005-06 plan year and informally confirmed with the Marriott. A contract with the Marriott is pending, and Kim Freese agreed to work with the hotel on that contract. The October 2005 meeting will be a dinner meeting. The Committee will meet shortly to finalize the proposed 2005-06 program schedule for presentation to the Board at its May meeting.

Leadership Development Committee

Sheila Soule presented the Committee’s report, consisting of various committee recommendations to the Board based upon its audit of Board and committee activity. The items addressed in those recommendations include improved and consistent committee meeting and recordkeeping schedules and procedures; development of an organizational chart for the Association; improved information sharing systems; insuring that each committee chair has appropriate backup; recruitment for Board and committee slots as an on-going process, including rotation in office and use of the committees to develop future Board members. Each committee chair should be expected to forward recommendations for committee memberships to the Leadership Development Committee by April 1 for the following program year. Each of the other five standing committees should designate one of its members to serve on the Leadership Development Committee. The recommendations also stress the importance of Board and committee orientation and an annual review of job descriptions. The Committee recommends that Board membership be staggered, with one-third of the Board (four members) to leave office at the close of each program year. The Committee also recommends that the Board revisit the liability insurance issue, with particular reference to directors and officers coverage. Peg and Gayle agreed to explore insurance options and to furnish at least a preliminary report to the Board in May.

The Committee’s recommendations included a list of proposed Board members and committee chairs and liaisons for the 2005-06 program year. Some of these positions remain to be filled. All nominees will be confirmed for discussion and approval by the Board at its May 4^th meeting and for presentation to the membership at the May 19^th meeting, with final approval to take place at the June meeting. One or two group orientation sessions for all Board and committee members would be held at or near the beginning of the next program year, in August and/or September. Peg noted that due to the loss of two current members and her desire to add an additional three members to the Finance Committee, the Leadership Development Committee should attempt to add up to five new members to her committee. Finally, at its May meeting the Board will discuss the organizational chart options included in the Committee’s recommendations. Maria Manus Painchaud will be asked to provide some additional explanation concerning these options at that time.

Membership

The Board noted that the new membership directory was very attractive. Jen reported that Chris Descoteau of Sulloway & Hollis had spent a good deal of time cleaning up the logo. The Board voted to thank Chris for its efforts with a gift certificate to a local restaurant in an amount of up to $75, at Jen’s discretion. The new table cover bearing the HRA-GC logo was unveiled and approved by the Board. The cost of this item was $288, and its care and custody was entrusted, at least initially, to Jen and Peg since they typically staff the registration table at each program.

Jen demonstrated a wireless microphone and amplifier/speaker system for use at the Association’s programs. As part of the contract negotiations for the 2005-06 program year, Kim Freese will confirm with the Marriott that such devices are permitted on the hotel premises. At or prior to the April program Jen will test the system in the meeting room at the Marriott. Upon motion duly made by Jen and seconded by Gayle, the Board voted to spend up to $500 to purchase two wireless mikes and the speaker/amplifier unit, provided its use is permitted at the Marriott and Jen determines that the system functions satisfactorily in that setting. Finally, it was noted that the cost for producing 200 membership directories was $360.

Finance

Peg distributed and reviewed in detail her initial draft of the proposed budget for the 2005-06 program year. The draft budget assumes no increase in memberships beyond 145. Projected income is down because the Association will not be hosting the joint meeting with MAHRA for this program year. Budgeted World@Work profit is projected to drop to $4,200, and revenue from the Granite State Conference is projected to decline from $2,400 to $1,000. Sponsor income was originally projected as unchanged at $3,000, but an additional $1,000 was added to reflect possible sponsorships at the September, 2005 joint meeting. SHRM revenue is protected as slightly increased from $600 to $800. On balance, total revenue is budgeted to decline by $3,900.

Turning to expenses, Peg projects a decline in accounting expenses of $900, anticipating minimal audit expenses. Administrative expenses are unchanged, assuming a continued membership in the Chamber of Commerce and continuation of the post office box and Board meeting refreshments. Expenses for charitable contributions are unchanged at $1,000, assuming a $500 contribution to the SHRM Foundation and $500 for other projects, such as New Journeys. For the first time, a line item of $500 was added for marketing and public relations. After some discussion the Board recommended that this line item be increased to $1,000.

Peg noted that the line item for postage was unchanged at $500, and that program expense had increased by $1,000 to $16,000. Expenses connected with the Granite State Conference were originally budgeted at $700, but after discussion the Board recommended that this item be increased to $1,000. The $5,000 budget item for recognition was unchanged; but it was suggested this was an area that might be reduced if budgetary restraints so dictated. Scholarships were unchanged at $8,410, but it was noted that this cost would be reduced by approximately $1,000 as the stipend for the Northeast Pension Liaison Group meetings comes to an end. The line item for speaker expense remains unchanged at $6,000, which Sandy indicated should be sufficient since the Program Committee plans only one major paid speaker during the 2005-06 program year. The line item for supplies and printing originally remained unchanged at $300, but Peg noted that an increase might be necessary in view of the more extensive orientation programs proposed by the Leadership Development Committee. After discussion, the Board recommended an increase in this item to $500. The cost of hosting World@Work programs was increased, reflecting raising the costs of hosting two programs during the program year at $1,500 each. Finally, website maintenance costs were increased from $750 to $900. It was noted that the Association’s arrangement for website service maintenance with Dan Troy remained to be concluded for the upcoming program year.

In summary, Peg noted that prior to the changes recommended by the Board, a loss of $14,565 was budgeted for the upcoming program year. There was discussion of saving on program costs by omitting the May 2006 program; since this program typically conflicts with the Granite State Conference, it is often lightly attended. To compensate, the June meeting could be held earlier in the month. Another possibility would be an evening meeting, as part of the Board and committee member recognition program. It was suggested that one or more raffles might be held during the program year to fund the Association’s contribution to the SHRM Foundation. The Association could also more aggressively pursue other sponsorship opportunities, for example, with respect to the website. It was noted that the Association’s involvement with the World@Work program, while certainly related to the mission of the organization, had become a break even/or marginally profitable operation of late, although some members felt this might be a cyclical phenomenon due to the current World@Work course offerings. Board members also noted that it would be possible to make cuts in scholarship and recognition expenses. After further discussion it was recommended that the committee chairs and liaisons bring up the budget line items related to their respective missions for discussion during the upcoming month at committee meetings and, if possible, provide input to Peg by April 22 in anticipation of the April 26 Finance Committee Meeting. At that meeting, the initial draft budget will be revised for further discussion at the May Board meeting.

Old Business

Deb reported that preparations for the September 8, 2005 joint meeting with MAHRA were on track and proceeding smoothly. She asked Board members if any of their companies would be interested in sharing the expenses of the presenter, Mary Morford. The joint meeting will be extensively promoted at the Granite State Conference in May. Further work is required with respect to website links and registration procedures. At a program cost of $30 per person, the break-even point for this program is projected at 261 attendees. It was noted that the September 2004 program had attracted 321 attendees.

New Business

After some discussion, upon motion made by Gayle and seconded by Peg, the Board unanimously voted not to participate in the SHRM Chapter Mailing List Program. Sandy noted that a representative of the State Council wished to address the membership, and it was determined that the October, 2005 meeting might be an appropriate time for this presentation. Sandy proposed that the year end Board/Committee member recognition celebration be a barbeque to be hosted at Havenwood Heritage Heights on the evening of Tuesday, June 28, and the Board approved this suggestion.

The Board also approved the placing of promotional fliers on the registration table at upcoming meetings with respect to the “New Hampshire Celebrates Wellness” program scheduled for June 27^th through June 29^th, and fliers offering free tickets to the golf tournament to be sponsored by Havenwood Heritage Heights on July 20^th through July 24^th. In response to a query from the New Hampshire Technical Institute, the Board recommended that the supervisor training programs not continue during the summer of 2005. Gayle Troy noted that a bill extended the reasonable accommodation provisions of federal disability rights laws to New Hampshire firms employing 6-15 employees and making state administrative remedies available to employees of all employers had passed the House of Representatives, and observed that employers interested in this legislation should communicate with their senators immediately. Concerning the upcoming Granite State Conference, the Board discussed ways to promote the Association by identifying the Association members attending the program. It was decided to make colored ribbons available to Association members attending the conference for this purpose. Jen and Gayle volunteered to work on this project.

Opportunities Development Committee

Committee Member Crystal Venegas joined the meeting for the purpose of posing to the Board several questions raised by the Committee. The Committee inquired whether the Association was prepared to make a commitment to continue co-sponsorship of the World@Work program for 2006, noting that it is possible to lock in costs for one additional year if the Association were prepared to commit at this point. It was again noted that recently the World@Work program had not been as well attended or profitable as in the past. The possibility of bringing in additional chapters as co-sponsors of the program was discussed. Crystal indicated that a response was probably required by the end of May concerning this matter. At the request of the Board, Crystal and/or Connie Roy-Czyzowski will do a member survey via e-mail concerning this program for consideration at the May 4^th Board meeting, along with updated cost and attendance figures.

Crystal indicated the Committee wished to know whether the Association wished to have the Committee become involved in drafting a reference check immunity bill for introduction into the 2006 legislative session. It was the consensus of the Board that this should be done.

Crystal reported that Frank Sadowski of Gallagher & Flynn was prepared to provide free executive compensation data for six months to any employers willing to respond to a survey by April 15^th. Due to time constraints, interested Board members were asked to pick up survey packets from Crystal after the close of the meeting.

In closing, the Board asked the Committee to consider recasting its report format to include current items only, preferably using the template for committee reports developed by the Leadership Development Committee and currently used by the other five standing Committees, to facilitate communication with the Board and among the standing Committees.

There being no further business to come before the meeting, upon motion duly made and seconded the same was adjourned at 4:35 p.m.

THE NEXT BOARD MEETING WILL BE HELD ON WEDNESDAY, MAY 4, 2005 AT 2:00 P.M. AT SANBORN, HEAD & ASSOCIATES.

Respectfully submitted,

Douglas R. Chamberlain, Secretary