HUMAN RESOURCES ASSOCIATION – GREATER CONCORD, NH

PROGRAM YEAR 2004-2005

BOARD MEETING MINUTES – AUGUST 4, 2004

THE CONCORD MONITOR

Board Members Present:

Peg Flint, Maria Manus Painchaud, Kim Freese, Sandra Platt, Tracie Wajer, Douglas Chamberlain, Deb Laushine, Gayle Troy, Paul Wilson, Anna-Marie Sparks.

Board Members Absent:

Lori Shackford and Jen Iacopino.

Committee Members Present:

None.

The President of the Association, Sandra Platt, called the meeting to order at 2:05 p.m.

July 7, 2004 Board Meeting Minutes

Subject to one correction noted by Maria Manus Painchaud, upon motion made by Doug Chamberlain and seconded by Gayle Troy, the minutes of the July 7, 2004 Board meeting were accepted as submitted.

Treasurer’s Report

Peg Flint distributed and commented upon the Treasurer’s report, first stating that the updated financial statements for the program year ending June 30, 2004 indicated a surplus of revenues over expenses in the amount of $1,157.43, contrasted with a budgeted deficit of $5,670 for the year. Peg distributed a transaction report for the period from July 1 through August 3, 2004, indicating membership dues income of $4,890 and pre-paid program fees of $2,880. She also noted that four sponsors of the September 2 program had paid their sponsorship fees and that the association had been reimbursed by MAHRA for one-half of Mr. Nelson’s speaker fee of $7,500 for that program. Total receipts for the period were $13,682 and total expenses were $2,576.32, mostly for recognition awards and miscellaneous administrative expenses. Upon motion duly made by Peg and seconded by Maria, the Treasurer’s report was accepted as submitted.

Peg asked that the Board once again ratify and approve the budget for the 2004-2005 program year, as revised to date and submitted by Peg with her report. Accordingly, upon motion made by Peg and seconded by Maria, by unanimous vote the budget for the 2004-2005 program year, as amended to date, was duly ratified and approved.

As an informational item, Peg reported that 99 paid memberships for the 2004-2005 program year have been received to date. It was noted that the membership goal for the program year is 145, with 130 to be received by December 31, 2004.

Peg then reported on the progress of the audit. She noted that she had met with Christine Flanders, C.P.A., and provided her with all the information she had requested. Peg reported that Ms. Flanders had indicated it would be impossible to perform a full audit of the association’s books without significant additional work, costing approximately $3,000. Accordingly, the Board determined that Ms. Flanders would be instructed to prepare a review of the association’s books in lieu of a full audit, noting that the $1,200 fee originally quoted by Ms. Flanders had contemplated a full audit, and that accordingly Ms. Flanders should be queried as to the effect of this lower level of review on the amount of her fee. Peg also reported that Ms. Flanders had indicated that it was inappropriate for her to communicate exclusively with the Treasurer in connection with the audit, and had requested that another Board member be designated for this purpose. Maria volunteered to fulfill this role, and her offer was accepted with thanks by the Board.

Membership

In the absence of Jen Iacopino, Tracie submitted Jen’s July 28, 2004 memorandum reporting that 19 memberships had then been submitted for renewal, including 12 professional, 5 associate and 2 affiliate memberships. Maria also indicated that an application for new membership in the professional category had been received from M. Kristin Spath, Chief of Staff of the New Hampshire Attorney General’s office. Upon motion duly made by Tracie and seconded by Gayle, it was unanimously voted that the new and renewal memberships noted in Jen’s July 28, 2004 memo be accepted as submitted, with the correction that Kim York’s membership renewal would be accepted in the affiliate, rather than the professional, category.

September Meeting Planning and Preparation

Sandy opened a lengthy discussion of this topic by praising Connie’s efforts in organizing the meeting. With respect to Marketing and PR issues, it was noted that MAHRA desired recognition of its role as joint meeting sponsor in these efforts. It was further noted that the association had received 72 registrations to date, the number of registrations received by MAHRA being unknown. It was reported that Connie had distributed press releases and that an article had run in the Sunday, August 1 edition of the Concord Monitor. It was decided that the association should run a paid ad in the Concord Monitor at some prior to August 16, in light of the August 23 registration deadline. The possibility of running a similar ad in The Union Leader will be discussed with MAHRA. It was noted that an SHRM mass e-mail had been sent within New Hampshire under the auspices of the State Council, and that a similar e-mail should be sent in Maine, Vermont and Massachusetts. Paul Wilson reported that the full complement of ten sponsors has been secured, in cooperation with MAHRA.

Concerning sponsor recognition, a brochure or program featuring the logos and a brief description of each sponsor will be distributed at the meeting. Paul will contact the sponsors to secure brief descriptions of their businesses. The brochure will also contain information concerning the association and MAHRA and a brief speaker biography, and will be printed as a two-fold on standard 8-1/2 x 11 inch paper stock. Sandy will secure a brief description of MAHRA’s activities for this brochure, and also discuss ad placements in the Concord Monitor and Union Leader and establish a date for a meeting with MAHRA representatives to coordinate meeting activities. Efforts will also be made to publicize the program through WMUR and WNDS.

Concerning meeting day logistics, various individuals have volunteered for service at the book signing session following the meeting. As to registration procedures, Peg Flint indicated that her plan was that she and Jen would generally supervise the registration process, with assistance of members of the Finance and Membership Committees, as well as MAHRA representatives. There will be a joint registration list, but any funds received at registration will be kept separate. It was suggested that the registration list be sorted by alphabetical segments to speed the registration process. Badges will be provided for Board members, and other attendees will be encouraged to prepare their own name tags at a table separate from the registration table, to avoid congestion.

Separate tables will be needed for the book sale and for the sponsors’ displays. It was decided that five eight-foot tables would be provided for the ten sponsors to share, to be arranged around the perimeter of the meeting room if possible. The logistics of book sales (including provisions for making change, accepting credit cards, etc.) were discussed. Space will be provided for sponsors to hang their banners behind the podium and lecturer to be furnished in the meeting room. Food service will be in the corridor, with the possibility of two two-sided buffet tables depending upon the attendance and the recommendations of the conference center. Each of the ten sponsors will be offering a door prize, with drawings to be conducted following the speaker.

A proposed agenda for the meeting was drawn up, including: a welcome by Sandy; introduction of the MAHRA Chair; recognition of the association and MAHRA Board members present; recognition of five sponsors; legal update; recognition of the remaining five sponsors; introduction of the featured speaker by Connie; an announcement by Sandy that recertification forms will be available at the registration desk following the meeting, as well as promotion of the book signing; drawings and presentation of door prizes, supervised by Paul and his MAHRA counterpart; and adjournment, followed by the book signing. It was noted that access to the meeting room and adjacent spaces no later than 6:30 a.m. on the meeting date would be required for set-up purposes.

Interim Activities Pending Committee Action

It was observed that the website was in good condition, and that Dan Troy was doing an excellent job in that regard. It was suggested that the website be updated to reflect solely the post-August 1 membership fees ($60/$75). The possibility of permitting members to pay dues and program fees on-line by credit card was discussed, and it was decided that the individuals within the Public Relations and Marketing Committee responsible for the website would investigate this issue, as well as the continued use of Dan Troy’s services to maintain the website.

Committee Chair Orientation Update

Maria reported that a two-hour orientation session had been held on July 22, with all committee chairs in attendance. It was announced that the two committee chairs who are not members of the Board would attend Board meetings on an alternating basis beginning in the fall (Marketing and Public Relations in October, January and April, and Opportunity Development in November, February and May), and that all committee chairs would provide written updates to the Board on a monthly basis via e-mail prior to the Board meeting date.

Chapter Activity Plan for 2004-2005

Sandy distributed materials pertaining to this matter for review and discussion at the September Board meeting.

Chapter Leader Information Form

Sandy requested the Board’s assistance in completing this form, in particular with respect to several positions indicated which are not currently part of the association’s structure. With respect to the position of Chapter Foundation Representative, it was determined that Connie should fill this roll as Chair of the Opportunity Development Committee. Concerning the Chapter Legislative Representative, it was noted that the association’s role and level of involvement in legislative activities was yet to be determined. Concerning the position of Diversity Advocate, it was suggested that this position should also be part of the charge of the Opportunity Development Commission. Gayle suggested that the form be completed in a manner reflecting the current structure of the association, with a note that some or all of the additional offices may be added in the future.

Sponsorship of Unemployed Potential Members

It was noted that at present a policy exists that Board members are permitted two guests at each regular member meeting, provided that the guests were potential members of the association. It was further noted that while two guests per Board member per meeting is probably excessive, to date there have been no problems with too many guests at any meeting. A separate issue was raised as to whether the association wished to make a specific outreach to unemployed individuals in the HR field by inviting them to meetings, either as the association’s guests or at reduced (e.g., member) rates. Gayle and others expressed the opinion that the association is primarily intended to serve working professionals in the HR field, and that the bylaws of the association already provide a one-year grace period for members whose employment terminates. After some additional discussion it was decided to refer this issue to the Membership Committee for further consideration.

Old Business

Concerning SHRM membership among the association’s members, it was reported that at present 52.8% of the association’s membership are SHRM members, well in excess of the minimum 30% requirement.

New Business

Tracie noted that Sheila Soule had requested that the association circulate notice of the Second Annual Diversity Business Forum, to be sponsored by the New Hampshire Cultural Diversity Awareness Council on October 5, 2004 at 11:30 a.m. at the Radisson Hotel and Conference Center in Merrimack, New Hampshire. The theme of the forum is “Preparing for Tomorrow’s Workforce,” and the keynote speaker will be Cynthia Flynn of the New Hampshire Department of Labor. Maria volunteered to e-mail the announcement of this event to the membership.

Gayle then reported briefly on the status of the diversity program to be sponsored by the New Hampshire Human Rights Commission on October 13, 2004 at the Center of New Hampshire in Manchester, which the association has agreed to sponsor. The association banner should be located and furnished to Gayle for display at that meeting, and an announcement of the same and the association’s anticipation as a sponsor should be posted on the website.

There being no further business to come before the meeting, upon motion duly made and seconded, the same was adjourned at 4:10 p.m.

THE NEXT BOARD MEETING WILL BE HELD ON WEDNESDAY, SEPTEMBER 1, 2004 AT 2:00 P.M. AT THE CONCORD MONITOR.

Respectfully submitted,

Douglas R. Chamberlain, Secretary