HUMAN RESOURCES ASSOCIATION – GREATER CONCORD, NH

PROGRAM YEAR 2004-2005

BOARD MEETING MINUTES – JULY 7, 2004

THE CONCORD MONITOR

 

 

Board Members Present:

 

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

 

Board Members Absent:

 

None.

 

Committee Members Present:

 

Sue Lang.

 

            The President of the Association, Sandra Platt, called the meeting to order at 2:02 p.m.

 

June 2, 2004 Board Meeting and June 17, 2004 Annual Meeting Minutes

 

            Upon motion duly made by Maria Manus Painchaud and seconded by Peg Flint, the minutes of the June 2, 2004 Board meeting were accepted as submitted.  Upon motion duly made by Gayle Troy and seconded by Maria Manus Painchaud, the minutes of the June 17, 2004 annual members meeting were also accepted as submitted.   

 

Treasurer’s Report

 

Peg Flint distributed and commented upon the Treasurer’s report, noting that the books for the program year ending June 30, 2004 were still open pending the receipt of bills for and payment of certain program expenses.  However, Peg expressed confidence that the association’s revenues would exceed expenditures for the year.  She noted that the expense overruns for the year were the result of conscious decisions by the association, particularly with respect to charitable contributions to the SHRM Foundation, the New Journeys program and the SHRM State Council, as well as scholarships for World at Work courses, etc.  The Transaction Report through June 30, 2004 indicates total inflows of $4,483 and total outflows of $11,539.96 ($7,500 of which represents advance payment on the speaker’s fee for the September 2005 joint program with MAHRA), for a total net outflow for the month of $7,056.96, leaving a cash balance on June 30, 2004 of $11,258.70.  Upon motion duly made by Peg and seconded by Maria, the Treasurer’s report was accepted as submitted.

 

Gayle Troy suggested that at the October 2005 meeting association members be provided with a statement detailing the funds returned to the members by the association in the form of scholarships, etc. over the course of the past program year, and this suggestion was approved. 

 

Peg then distributed a draft budget for the 2004-05 program year, including the assumption’s upon which the budget was based.  These include an increase in total membership from 137 to 145 and a 75% renewal rate by current members prior to the August 1 deadline, at which point higher fees take effect.  Peg noted that on balance the budget is similar to that for 2003-04, with a budgeted loss of $5,655 based on revenues of $33,605 and expenses of $39,260.  As noted above, revenues in fact exceeded expenses for the 2003-04 program year.  Further discussion of and action upon the proposed budget was tabled until following the discussion of the 2004-05 program year.

 

Membership

 

            Jen Iacopino presented a list of 64 renewal members for approval, to which was added Tracie Wajer, who submitted her application at the meeting.  Upon motion duly made by Jen and seconded by Gayle, the sixty-five renewal applications presented by Jen were unanimously approved.

 

            Jen then presented two new applicants for membership in the professional category: Deborah McKinstry, Human Resource Manager at Automotive Supply Associates; and Cheryl A. Villani, Vice President of Human Resources at Cooley Dickinson Health Care.  Jen also presented two new applicants for membership in the associate category: Jaime Fisher, Human Resources and Payroll Administration, Riverbend Community Mental Health, Inc. and Theo Tsihlis, Office Administrator, American Health Centers, Inc.  Upon motion duly made by Jen and seconded by Gayle, these four new applications for membership in the categories indicated were unanimously approved.

 

Board Orientation

 

            Jen distributed and reviewed with the Board binders containing various documents of interest to Board members, including organizational documents, association policies, calendars and schedules, etc.  Board members were asked to sign and return to Jen acknowledgements of their receipt and acceptance of these materials.

 

Goals for the 2004-05 Program Year

 

            Maria led a discussion focusing on the development of goals and objectives for the association as a whole and for each of its six standing committees with respect to the upcoming program year.  Maria distributed a monthly committee report form which the chair of each committee will be asked to complete and e-mail to the entire Board by the 25th day of each month, updating the Board on the activities of that committee since the last monthly Board meeting.  Maria indicated that the list of committee members, Board liaisons to committees, etc. would shortly be distributed via e-mail to all Board members.  Maria then distributed updated meeting notes from the May 12, 2004 Board strategic planning session.  She suggested that the Board review the key drivers for each committee and formulate at least two goals that could be quickly and successfully completed by each committee as soon as possible during the current program year.  Following discussion, the following goals were developed for each of the standing committees:

 

            1.         Membership. 

 

A.        A 6% increase in membership, to a total of 145 (including four student members), with 90% of members to be enrolled by December 31, 2004.

B.           Find two new ways to recruit and retain Members.

 

2.                  Finance.

 

A.                 Analyze fiscal policies and procedures and develop recommendations for changes as needed.

B.                 Develop a succession plan for the office of Treasurer.

C.                 Develop a revenue forecast for the 2005-06 program year by April 2005 for program planning purposes.

 

3.                  Leadership Development Committee.

 

A.                 Review current job descriptions and align them with the new committee structure.

B.                 Address retention/turnover issues, including possible Board and officer term limits, etc.

C.                 Explore the membership’s potential for leadership in the context of succession planning.

 

4.                  Opportunity Development Committee.

 

A.        Develop the committee framework.

B.         Analyze current programs and projects (New Journeys, World at Work, etc.)

C.        Review the status of the supervisor training project.

D.        Develop an “Extreme HR” program linking HR professionals to students in the field.

E.         Develop a diversity training program.

 

5.                  Marketing and Public Relations.

 

A.                 Review and selectively implement recommendations from the public relations plan developed by Southern New Hampshire University students, with special influence on the use of public service announcements and other free media.

B.                 Complete and distribute the association brochure.

C.                 Develop techniques to cross-market web page ads, sponsorships, etc.

D.                 Update and maintain the association’s website, which requires immediate attention.  Changes should be sent to dan_troy@yahoo.com.

 

6.                  Program

 

A.                 Develop the committee framework.

B.                 Increase attendance at meetings by developing more attractive programs.

C.                 Implement improved program recertification system.

D.                 Logistical arrangements for programs and speakers.

E.                  Develop back-up meeting plan, if featured speaker cancels on short notice.

F.                  Collect and use valuation data in developing future programs.

 

Proposed 2004-05 Budget

 

The Board then returned to consideration of the proposed 2004-05 budget.  An increase in budgeted recognition expenses of $250 (to $5,000 in total) was proposed and approved.  It was also suggested that once the Marketing and Public Relations Committee has devised its plan for the year a budget line item for public relations and marketing would be required, and that other revisions to the budget would be required as the new committee system is fully implemented.  Subject to that caveat, upon motion duly made by Maria and seconded by Doug, the proposed budget for the 2004-05 program year, as amended, was unanimously approved.

 

September Meeting Planning and Preparation

 

            Sandy Platt distributed minutes of a July 6, 2004 meeting of the task force assembled to plan and prepare for the September joint meeting with MAHRA in Concord.  There was considerable discussion of the proposed fee structure for the meeting, which was $40 for non-members and $20 for all affiliated HR professionals, including HRA-GC and MAHRA members.  Gayle and others questioned whether it was fair to charge the same low fee to HR professionals affiliated with organizations other than the meeting co-sponsors, MAHRA and HRA-GC.

 

 [At 3:40 p.m. Doug Chamberlain left the meeting.  Thereafter Sue Lang kept the minutes of the meeting, as follows:]

 

Upon motion duly made and seconded, it was voted that the cost for the joint September meeting would be $20 for MAHRA and HRA-GC members, and $40 for all others.

 

Kim will be handling re-certification credits for the Bob Nelson presentation. HRA-GC will look into selling Bob Nelson books before and after meeting.

 

It will be necessary to budget money for advertising, including Labornet, with MAHRA to pay for an ad in the Union Leader and HRA-GC to pay for an ad in the Monitor, if needed. HRA-GC can get Tracie’s rate if an ad in the Monitor is needed.  A flyer will be faxed to let folks know about the September meeting.

 

The registration deadline for attendees will be August 27, 2004.  Each sponsor listing should be 25 words or less with logo, if any.  Each sponsor will be allowed to bring up to five guests and to have a banner on the HRA-GC website.  The sponsor deadline will be July 31, 2004, and the deadline for sponsors to let MAHRA and HRA-GC know how many guests they plan to bring is August 20, 2004.

 

It was agreed that the September meeting would include a legal update at 8:15 a.m.

 

Membership Directory

 

 The Board discussed using membership information as of June 30, 2004 for the updated directory and sending the same to Connie as soon as possible for this purpose, but ultimately decided to await updated membership information and to delay the release of the directory until February, 2005.

 

SHRM Affiliation Information

 

It was reported that 52.8% of HRA-GC members are SHRM-affiliated.

 

State Council Update 

 

It was reported that the Council is working on succession planning issues, with each chapter working on its individual goals.

 

Old Business

 

            None was reported.

 

New Business

 

            None was reported.

 

There being no further business to come before the meeting, upon motion duly made and seconded the same was adjourned at 4:15 p.m.

 

THE NEXT BOARD MEETING WILL BE HELD ON WEDNESDAY, AUGUST 4, 2004 AT 2 PM AT THE CONCORD MONITOR.

 

 

                                                                                    Respectfully submitted,

 

 

 

                                                                                    Douglas R. Chamberlain, Secretary