HUMAN RESOURCES ASSOCIATION – GREATER CONCORD, NH

PROGRAM YEAR 2004-2005

BOARD MEETING MINUTES – JANUARY 5, 2005

THE CONCORD MONITOR

Board Members Present:

Sandy Platt, Doug Chamberlain, Gayle Troy, Kim Freese, Anne-Marie Sparks, Jen Iacopino, Deb Laushine, Lori Shackford, Peg Flint and Maria Manus Painchaud.

Board Members Absent:

Paul Wilson and Tracie Wajer.

Committee Members Present:

None.

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

December 1, 2004 Board Meeting Minutes

Upon motion duly made by Doug Chamberlain and seconded by Gayle Troy, the minutes of the December 1, 2004 Board meeting were accepted as submitted and approved as submitted for posting on the Association’s website.

Treasurer’s Report

Peg Flint distributed and commented on the Treasurer’s Report, noting that due to her absence during the month of November the report included the equivalent of two months activity. World@Work income during November, 2004 of $2,655 was noted, Peg indicating that the Association had been responsible for the expenses of this program (on an alternating basis with MAHRA), reducing the Association’s net income on this program to $944.32. [This figure reflects actual figures determined subsequent to the meeting.] Peg noted the payment of Flanders & Beauchesne’s audit fee of $999, completing that project. She further noted that Dan Troy had billed the Association for his website maintenance services for three months at $75 a month, for a total of $225. The sum of $1,287 was paid to Henderson Associates for recognition gifts presented to members at the December program. Peg noted that the October dinner program and reception had incurred a loss of $895; that the November breakfast program had incurred a loss of $184, due primarily to unanticipated speaker expenses; and that the December lunch program had incurred a loss of $151, which was in the expected range. Peg reported that through December 31, 2004 the Association was $12,718 ahead of budget on a net income basis. She noted that a new line item had been added to the ledger report for hosting expenses for the World@Work programs. Finally, Peg noted that the Association currently had 125 members, including the one new member under consideration at this meeting. This is 20 below the goal for the year. It was noted that as of yet there had been little response to the flier in the recent Chamber newsletter, but that some response might be seen at the January program. Upon motion duly made by Peg and seconded by Maria, 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 professional category, submitted by Timothy Galvin, HR Director of Nantucket Beadboard. After some discussion it was determined that Mr. Galvin’s membership application indicated that he was employed in HR more that 50% of the time, as required by the Association’s bylaws to qualify for membership in the professional category. Accordingly, upon motion duly made by Jen and seconded by Anna-Marie, this application was unanimously approved.

Committee Reports:

Leadership Development

Maria commented briefly on the written report previously submitted to the Board. She noted that the Committee was working on its action plan, including items such as Board assessment and development and succession planning. At its January 10 meeting the Committee considered the possibility of term limits for Board members, noting that this would require changes in the Association’s Bylaws. Maria noted that there would be a mid-year check-in with the other committees, involving consultation with committee chairs, attending meetings and monitoring compliance with the committee planning process. There was some discussion of Board/committee relations, with particular reference to the development of the NHTI supervisor training program. Maria noted that it is important for the committees to recognize and respect Board prerogatives in the area of decision making. The Committee will also review committee membership rosters to ensure that the committees are appropriately staffed and to avoid burnout of committee members. Finally it was noted that the position of Student Liaison is currently vacant and that a possible candidate for the position is under consideration.

Marketing and Public Relations

In the absence of Paul Wilson there was no formal report from this Committee. It was noted that Board members had commented upon the draft of the new brochure, but that printing had been delayed while an attempt was made to locate a graphic for inclusion in the brochure reflecting the Association’s recent Pinnacle Award. If the graphic cannot be located by mid-January the brochure will be printed in its current form. The Board discussed the proposed press release prepared with respect to the Pinnacle Award, and raised some issues with respect to the format of the release. Sandy Platt indicated that she would speak with Fran DeCinto and Jackie Brough and encourage the Committee’s use of the communication plan developed last year by Maria’s SNHU students, particularly as to press release formats, media contact lists, etc.

Opportunity Development Committee

It was noted that this Committee needs to contact the Program Committee concerning the diversity program scheduled for the April meeting. There was also discussion concerning the Association’s $1,000 Pinnacle Award. After some discussion, it was moved by Doug and seconded by Gayle that the award proceeds be re-invested in the New Journeys Program in such manner as the Opportunity Development Committee shall see fit, with a view to perpetuating and insuring the future success of the program.

Membership

Jen noted that no formal report had been submitted, as the Committee had not met during the past month. It was suggested that the Association should reinvigorate its recognition program. Gayle noted that there needed to be fresh consideration as to who and what types of achievements should be recognized at Association meetings. After further discussion, it was decided to ask the Membership Committee to consider the matter and create new ways to recognize members for their achievements, both within and outside the Association. It was suggested that ideas for appropriate recognition be solicited from members at programs and in meeting announcements.

Program

In the absence of Tracie Wajer there was no formal report by the Program Committee. However it was indicated that the January program would deal in some fashion with metrics, with a speaker to be determined. It was noted that in order to promote programs properly via e-mail, the Association’s website and other means, it is important that programs and speakers by finalized as early as possible. It was suggested that one or two members be added to the Program Committee and that the Committee Chair should delegate more program development tasks to Committee members. It was noted that program attendance had recently declined somewhat, especially among non-members, and that programs had not been developed sufficiently in advance to secure recertification credit on a timely basis. Sandy indicated that she would discuss these issues with Tracie.

Finance

Peg reported that the Finance Committee had adopted a number of new financial controls and procedures. For example, the Finance Committee always reviews the financial report before it is presented to the Board. The Committee has completed a financial maintenance questionnaire, implementing new procedures for cash control and providing redundancy and backup for the Treasurer, new check signing procedures, and developing recommended changes in the Treasurer’s job description. Peg indicated that all of the recommendations would be assembled and presented to the Board following the Committee’s next meeting, scheduled for January 25. Peg also noted that the Committee reviews the Association’s bank statements on a quarterly basis as an additional control procedure. In response to a question, Peg indicated that no word had been heard from the IRS with respect to the Association’s late filing of Form 990. Peg assured the Board that the filing of this form is now on the agenda of the Treasurer and Committee, and that this filing would be handled in a timely manner in the future. Succession planning for the Treasurer’s position is also being explored by the Committee. It was noted that in the future the Treasurer should not be the Chair of the Committee, both from the standpoint of financial controls and work-sharing.

Sandy reviewed the Board planning calendar for the month of January and February. It was noted that Tracie is continuing to work on the Chapter Activity Plan, and is looking for last year’s submission. Lori Shackford will check with Angela concerning this matter and furnish copies of last year’s plan to Sandy and Tracie. There was discussion of the Association’s participation in the Granite State Conference from the standpoint of sponsorships, etc. It was noted that last year the Association had sponsored the Conference to the extent of $500 and had provided four scholarships to the Conference. It was suggested that any sponsorship should involve a tangible object of some sort, as opposed to hosting a lunch or reception. Furnishing a prize for the SHRM Foundation raffle was discussed. As to other items, it was noted that the progress reports are due from committees for presentation at the February Board meeting. The Leadership Development Committee should begin working on nominees for Board and officers positions for the 2005-06 program year. At the February Board meeting, the Leadership Development and Opportunity Development Committees are scheduled to make presentations.

Old Business

Concerning the 2005 joint meeting with MAHRA, Deb Laushine will schedule a meeting of the Association’s representatives with their MAHRA counterparts in the near future. Preparation of the Chapter Activity Plan is in process, and Sandy Platt will touch base with Tracie Wajer concerning this matter.

New Business

There was a lengthy discussion of the status of the supervisor training program developed by NHTI under the Association’s auspices. Kim Freese noted that a member of her staff had been advised that the program scheduled for January had been cancelled due to lack of enrollment. It was noted that the publicity with respect to this program had been developed and circulated very late, and at a bad time (during the holiday season.) It was further noted that the Association’s name and reputation was now linked to the course, and that the Association should thus take steps to help insure its success. There was discussion of providing subsidies or discounts for employees of members’ employers or providing scholarships to selected members. It was noted that the Chamber Newsletter published in mid-February would promote the next session of the course, scheduled for March 31. After further discussion, it was decided that the Association could and would do nothing to promote the January program, which is apparently to be cancelled in any event. The Board endorsed a co-sponsorship role for the Association with respect to the programs scheduled for March and May. The Board reviewed and proposed several changes to the NHTI news release with respect to the program, including listing the dates of the March and May program dates and mentioning the Association’s website as well as that of NHTI. There was further discussion of member coupons, rebates, etc. for course attendance, and it was determined that the Opportunity Development Committee should take the lead in promoting the program. After further discussion, upon motion duly made by Gayle Troy and seconded by Maria Manus Painchaud, the Board resolved to support the NHTI supervisor training program beginning with the March 31 session, and to promote attendance at the program to the Association’s membership by sponsoring a discount of $10 per participant for employees of the Association’s members’ firms, with the Opportunity Development Committee charged with working out the administrative and financial details.

It was proposed that Deb Laushine attend the SHRM Leadership Conference as Vice-President and presumptive incoming President of the Association for 2005-2006. Accordingly, upon motion duly made by Gayle Troy and seconded by Maria Manus Painchaud, the Board resolved to sponsor Deb Laushine’s attendance at the SHRM National Leadership Conference to the extent of $1,000.

Gayle Troy reported that the New Hampshire Human Rights Commission had been asked by an employee advocacy group to adopt administrative regulations under the New Hampshire anti-discrimination statutes pertaining to disabled persons to provide for a “reasonable accommodation” standard similar to that included in the federal Americans with Disabilities Act, which is applicable only to employers with fifteen or more employees. Imposing a reasonable accommodation requirement under the New Hampshire statute would require a statutory amendment, which the proponents of this change are also pursuing on a separate track. Gayle reported that the Commission had declined to propose regulations in this area in advance of any statutory change, and also due to several defects in the proposed regulations pointed out by Gayle which actually caused the ambit of the regulations to exceed the scope of the analogous federal requirement. It was suggested that employers should be made aware of this development as part of the Association’s legal and legislative update.

There being no further business to come before the meeting, upon motion duly made and seconded, the same was adjourned at 3:54 p.m.

THE NEXT BOARD MEETING WILL BE HELD ON WEDNESDAY, FEBRUARY 2, 2005 AT 2:00 P.M. AT THE CONCORD MONITOR.

Respectfully submitted,

Douglas R. Chamberlain, Secretary