HUMAN RESOURCES ASSOCIATION – GREATER CONCORD, NH

PROGRAM YEAR 2004-2005

BOARD MEETING MINUTES – OCTOBER 6, 2004

THE CONCORD MONITOR

Board Members Present:

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

Board Members Absent:

None.

Committee Members Present:

None.

The President of the Association, Sandy Platt, called the meeting to order at 2:03 p.m.

September 1, 2004 Board Meeting Minutes:

Upon motion made by Doug Chamberlain and seconded by Tracie Wajer, the minutes of the September 1, 2004 Board meeting were accepted as submitted.

Treasurer’s Report

Peg Flint distributed and commented upon the Treasurer’s Report, noting that while all of the expenses of the September 2 joint program with MAHRA had been paid, some invoices remain to be sent to non-attendees, and MAHRA has not yet been billed for its share of the expenses pending resolution of that matter. As a result of the September 2 program, total inflows for the month were $9,860 and total outflows were $8,540.80, resulting in a net increase in cash of $1,319.20, bringing the Association’s cash balance to $20,617.70 as of October 2, 2004. Upon motion made by Peg and seconded by Maria, the Treasurer’s Report was accepted as submitted.

Peg then distributed a summary of the expenses with respect to the September 2 joint meeting. The meeting resulted in a loss of $1,395.87, plus some minor additional expenses which had been paid by MAHRA. If the expenses are divided equally between the two chapters and income allocated on the basis of registrations originated by each group, the Association would make a profit of $1,644.56 while MAHRA would incur a loss of $3,004.42. However, it is the recommendation of the Finance Committee that revenue from non-member attendees be divided equally, in which case MAHRA would incur a loss of $957.93 while the Association would incur a loss of $457.94. Upon motion made by Peg and seconded by Maria, it was unanimously voted to accept the Finance Committee’s recommendation.

It was noted that MAHRA has declined the Association’s suggestion of a facilitated meeting to discuss the results of the September 2 joint meeting and to determine whether the chapters would collaborate on such meetings in the future. Sandy indicated that Peg and the MAHRA Treasurer should resolve the financial issue with respect to the September 2 meeting and that Sandy will speak with the President of MAHRA concerning the situation. Maria noted that if the Association chooses to attempt another joint program with MAHRA, a strategic evaluation is necessary before we proceed. Concerning the September 2 meeting, it was proposed that Peg send the backup financial information to MAHRA and meet with its Treasurer to negotiate a financial settlement, with the Association’s position being per the Finance Committee’s recommendation as endorsed by the Board. Upon motion made by Maria and seconded by Gayle, the Board unanimously authorized Peg to proceed along these lines and authorized Sandy to finalize the financial settlement with respect to the September 2 meeting.

There followed a discussion of the status of the accountant’s review of the Association’s books. Peg indicated that while the checkbook had been returned the auditor was requesting more information concerning Association expenses, indicating that an $18 discrepancy exists in the checkbook. It was the sense of the Board that the review process had consumed an inordinate amount of time and that it was necessary to bring this matter to a close as soon as possible. It was therefore agreed that Peg would draft a letter for Sandy’s signature to that effect, imposing an early deadline for the completion of the review.

Membership

Jen submitted a memo to the Board presenting six applications for renewal membership: five in the professional category and one in the affiliate category. Upon motion duly made by Jen and seconded by Peg, these renewal applications were approved by the Board. Jen also presented one applicant for new membership in the affiliate category: Jonathan Sheff, President of Resource Management Consultants and a member of SHRM. Upon motion made by Jen and seconded by Peg, Mr. Sheff’s application was approved.

October 21, 2004 Meeting Planning

Tracie briefly discussed plans for the October 21 program, which will feature an early evening meeting focusing on strategic benefits planning and negotiation. Tracie indicated that she had a specific speaker in mind for the discussion of benefits strategizing, and noted that the Program Committee would meet the following week to discuss this and future programs. A new meeting notice format is also in preparation. The October 21 meeting will be from 5:00 to 7:30 p.m., and Sandy Platt proposed a Board and Committee recognition event in the form of a cocktail party immediately preceding the October 21 program.

Committee Reports:

Leadership Development

This Committee did not meet during the month.

Opportunities

The Committee’s report was discussed, with particular reference to the proposed supervisor compliance workshop. The format for the workshop was discussed; specifically in terms of whether it should be presented in shorter segments, and not as a full day program. The fee structure for the program was also discussed, with a view towards providing reduced or subsidized fees for Association members. The details of the program’s management by NHTI were also discussed. One possibility is that NHTI would produce the program for the Association on a turnkey basis for a set fee, and that the Association would then market the program to members and non-members on a fee basis of its own choosing.

Finance

Peg commented briefly on the Finance Committee’s report, noting that for the present the Committee has sufficient members.

Program

Tracie discussed the arrangements for the October 21 evening meeting, beginning with a cocktail reception to recognize committee members. The logistics of the dinner meeting and cocktail hour were discussed, along with the November and December programs.

Upon motion made by Gayle and seconded by Maria, the Board voted to spend up to $30 to send flowers to Denise DeStefano, who is undergoing surgery.

It was noted that certification had been obtained for the October 21 meeting. There was also general discussion of future programs, including reintroduction of the “best practices” program and a networking meeting. The evaluation form will also include a question asking attendees how they first heard about the Association.

Membership

Arrangements for recognition of new members at the October 21 meeting were discussed, including a table reserved for new members.

Marketing/Public Relations

The Board welcomed Jackie Brough, liaison from the Marketing/Public Relations Committee. Jackie indicated that the Committee had encountered some initial difficulty in determining its charge, particularly with respect to the term “cross marketing.” After some discussion the Board agreed that this term was intended to convey the idea that there should be consistency of approach, information and graphic design, etc. among the various forms of outreach used by the Association, including its webpage, brochure, press releases, sponsorships, etc. A draft of the new Association brochure was circulated and the Board’s initial response was generally favorable. Board members were asked to e-mail their comments to Jackie by October 14 concerning the draft brochure. It was also decided that an initial press run of 500 would suffice for the brochure. As to the Association’s website, Jackie indicated that the Committee had weighed three options: continuing with Dan Troy, returning to the Concord Monitor, or pursuing an option offered by Granite State Management. After some discussion, upon motion duly made by Doug and seconded by Maria, the Board authorized the expenditure of up to $900 to retain Dan Troy to perform website hosting and maintenance services for the Association during the upcoming year.

Sandy asked for Board input as to whether the committees were working satisfactorily. Jen had indicated that despite some initial discomfort she felt that her committee would ultimately function well. Gayle indicated that the Opportunities Committee had some difficulties in setting boundaries as to its responsibilities vis a vis the role of the Board, and that some time would be needed to work out these various roles. She noted that if the Board wishes to foster initiative and innovation committees should be afforded a wide degree of latitude in their operations; but that the Board needs to enforce a measure of consistency and structure as well.

Old Business

The Board having reached its decision with respect to consultation with MAHRA concerning the September 2 meeting and any future joint programs, the only remaining item of old business was the Chapter Activity Plan. Sandy indicated that preparation of the Plan was proceeding satisfactorily.

New Business

The Board discussed an annual chapter contribution to the SHRM Foundation. In this regard, Peg noted that the Association’s budget for contributions was $1,000, all of which had been disbursed to the New Hampshire Human Rights Commission in connection with a program sponsorship. It was further noted that the Association had donated $350 to the SHRM Foundation last year. Accordingly, upon motion made by Peg and seconded by Maria, the Board unanimously voted to contribute $350 to the foundation for the current year. There was also discussion of other Association fundraising activities for the Foundation, which falls within the charge of the Opportunities Committee.

Sandy reported on several items discussed at the State Council meeting, including a request to invite John Duclos of the Department of Employment Security to present a brief public service announcement with respect to planning for downsizing. It was suggested that this might be done at the November meeting. There was also discussion of who might attend the SHRM Leadership Conference in Alexander, Virginia from the Association, as Sandy Platt is unable to attend. She indicated that four $500 scholarships were available for this purpose. There was also discussion of the Association working with other SHRM chapters to expand the New Journeys Program. A possible project on job placement for disabled individuals, the expansion of the State Council and membership development, including outreach to at-large SHRM members, were also discussed.

There was a request that the meeting minutes from June 2004 to date be e-mailed to Crystal Hills for the purpose of updating the association’s website, and Doug indicated that he would do so.

It was noted that the November Board meeting would feature the liaison from the Opportunities Committee, as well as a discussion of the Chapter Activity Plan.

There being no further business to come before the meeting, upon motion duly made and seconded, the same was adjourned at 4:02 p.m.

THE NEXT BOARD MEETING WILL BE HELD ON WEDNESDAY, NOVEMBER 3 AT 2:00 P.M. AT THE CONCORD MONITOR.

Respectfully submitted,

Douglas R. Chamberlain, Secretary