HUMAN RESOURCES ASSOCIATION – GREATER CONCORD, NH PROGRAM YEAR 2003-2004 BOARD MEETING MINUTES – MAY 12, 2004 THE CONCORD MONITOR     Board Members Present:   Tracie Wajer, Sandra Platt, Anna-Marie Sparks, Gayle Troy, Deb Laushine, Douglas Chamberlain, Maria Manus Painchaud, Paul Wilson, and Jen Iacopino.   Board Members Absent:   Peg Flint, Kim Saucier and Angela Finney   Committee Members Present:   Kim Freese and Kim York               The President of the Association, Tracie Wajer, called the meeting to order at 12:17 p.m.            April 7, 2004 Board Meeting Minutes               Upon motion duly made and seconded, the minutes of the April 7, 2004 Board meeting were accepted as submitted.   Treasurer’s Report               In the absence of the Treasurer, Peg Flint, copies of the Treasurer’s report were distributed and, upon motion duly made and seconded, accepted as submitted.   Strategic Planning   The bulk of the meeting was devoted to a discussion of strategic planning and related operational issues, led for the most part by Maria Manus Painchaud, Chair of the Leadership Development Committee.  A copy of Maria’s meeting notes is appended to these minutes.  The matters discussed and actions taken during this portion of the meeting may be summarized as follows:   1.         Committees.  The Leadership Development Committee’s proposal for restructured committees and suggestions for staffing this new committee structure were discussed.  Following extensive discussion and upon motion duly made and seconded, the Board voted to establish the following standing committees: Membership (to include Student Liaison and Recognition), Program (to include Program Certification and Legislative Updates), Leadership Development (to include Certification and Professional Development, as well as Governance (formerly Bylaws)), Finance, and Public Relations (to include Website and Sponsorship.)  The status of the Legislative Committee (other than legislative updates function, to be assigned to the Program Committee) and of the Association’s lobbying activities in general, was left for future discussion.   The process of developing a template for the internal organization of committee activities was discussed, including the mission statement, structure, terms of service of committee members, definition of committee tasks and expectations, meeting schedule and the development of annual action plans for each committee.  The Leadership Development Committee will assist each committee in this regard.   2.         Job Descriptions.  There was extensive discussion of the manner in which each individual job description would relate to the revised committee structure.  For example, the Recognition Chair would become the Recognition Representative on the Membership Committee, the Sponsorship Chair would become the Sponsorship Representative on the Public Relations Committee and the Website Chair would become the Website Representative on the Public Relations Committee.  Officers and committee chairs were asked to review their respective job descriptions and forward to Maria proposed changes consistent with the revised committee structure.   3.         Nominations.  Upon motion duly made and seconded, the Leadership Development Committee’s recommendations of nominees for officers and other Board positions were approved.  These nominations will be announced at the May program and additional eligible nominees solicited at that meeting, subject to the nominee’s consent.  Officers and other Board members will be elected at the June program.   4.         Dues and Meeting Fees.  There was extensive discussion of the dues structure and meeting fees for the 2004-05 program year, in view of increasing meeting costs at the Courtyard.  Upon motion duly made and seconded, the Board approved increasing the meeting fee to $20 for members and $40 for non-members, or $180 for members who prepay their attendance fees for the entire year on or prior to July 31.  Dues for the 2004-05 program year will be $50 for SHRM members and $60 for non-SHRM members, if paid on or prior to July 31, 2004; and $60 for SHRM members and $75 for non-SHRM members if paid thereafter.   5.         2004-05 Programming.  Programming for the upcoming program year was discussed, especially with reference to the fall of 2004 and in particular the September joint meeting with MAHRA, which is to be hosted by the Association.  Speaker suggestions for the September program will be shared among Board members via e-mail, with a view to finalizing and pursuing our choice as soon as possible to ensure availability.   6.         Special Initiatives.  The Board briefly returned to the committee structure previously approved, noting that special projects such as the Association’s involvement with the Granite State Conference and the New Journeys Program should be addressed in that context.  It was decided that the incoming President, Sandy Platt, would develop an appropriate approach to these issues, with the help of the Leadership Development Committee.   7.         Calendar.  Maria led the Board in developing a calendar of tasks and events requiring action on the part of the Association and its Board, officers and committees on a recurring basis.  A draft calendar is included in Maria’s notes appended to these minutes.   Future Board Meeting Dates               After some discussion the Board determined that Board meetings for the upcoming program year would be held on the first Wednesday of each month from 2:00 to 4:00 p.m.  Upcoming Board meeting dates will thus be held on June 2 (beginning at 2:30 p.m.), July 7, August 4, September 1, October 6, November 3, December 1, January 5, February 2, March 2, April 6, May 4 and June 1.  Board members were asked to mark their calendars and plan accordingly.   Other Business               There was a brief discussion of the proposed supervisor training program, as well as the possibility of presenting a special program during the summer of 2004 concerning the new FLSA overtime pay regulations.  The supervisor training program will be treated as a special project or initiative and handled as described above.  For the present Tracie Wajer will coordinate communications with respect to the proposed overtime regulations program.  Doug Chamberlain noted that Sulloway & Hollis was planning such a program and suggested that his firm might be willing to collaborate in this effort.                There being no further business to come before the meeting, upon motion duly made and seconded, the meeting was adjourned at 4:00 p.m.             THE NEXT BOARD MEETING WILL BE HELD AT 2:30 P.M. ON WEDNESDAY, JUNE 2, 2004 AT THE CONCORD MONITOR.   Respectfully submitted,       Douglas R. Chamberlain, Secretary   DRC/sy     HRA-GC 5/12/04 PLANNING MEETING     I   STRATEGIC UPDATES MEMBERSHIP – 2003-2004 OUTCOMES 140 members, 2003 – 2004 Target (ACTUAL – 136?) Diversity in membership (WIP) Senior Professionals, Mid-level, Entry, Affiliate members Retention Goal 90% (ACTUAL ????) Increased involvement of general membership (WASN’T TRACKED AS CLOSELY AS WANTED) Ambassadors New Journey Program Other relevant committee work (CLEARLY WITH THE LDTF AND LDC) Recognition (WIP) MARKETING/PR – 2003-2004 OUTCOMES o       Increased awareness (WIP) o       Increased attendance at meetings (ANALYSIS NOT DONE YET) o       Increased perception of HR with a professional image (WIP) o       Increased request for participation (WIP – OPPORTUNITY DEVELOPMENT COMMITTEE SHOULD ASSIST WITH THIS) o       Increased education of businesses/companies about HR and the impact to their organizations (WIP) o       Attract different expertise (WIP) o       Press Releases (Communication Plan) (PLAN COMPLETED) FINANCE – 2003-2004 OUTCOMES Spend more money – scholarships, community projects (DATA NOT COMPILED BUT CLEARLY DONE) Establish Finance committee (WIP) Establish Succession plan (WIP) ORGANIZATION – 2003-2004 OUTCOMES o       NONE ESTABLISHED – NOT ADDRESSED IN PLAN LAST YEAR 5.      BOARD DEVELOPMENT – 2003-2004 OUTCOMES Board profile (COMPLETED AND USED) Establish the diversity of expertise needed on the board Create mini job descriptions for various positions Identify where there are gaps Identify 24 potential board members (MEMBERSHIP PROFILE COMPLETED AND INFORMATION USED TO IDENTIFY COMMITTEE MEMBERS AND CULTIVATE FUTURE BOARD MEMBERS) Diversity in HR expertise (levels, industries, etc) Skills and expertise needed Establish Nominating Committee as a standing committee (THE CREATION OF THE LEADERSHIP DEVELOPMENT TASK FORCE AND ITS SUBSEQUENT ESTABLISHMENT AS A STANDING COMMITTEE.  ALL ISSUES BELOW WERE ADDRESSED IN THAT PROCESS) Part of its charge is to create, implement and update orientation program for board members, including the creation and delivery of board member manual. Constantly identifying potential board or committee members and helping current board to recruit and involve the people identified Ensure that when elections take place there is a choice for each position and more people are nominated than slots on the board   II  ESTABLISHMENT AND CONFIRMATION OF HRA-GC STANDING COMMITTEES MEMBERSHIP STUDENT LIAISON RECOGNITION PROGRAMS RECERTIFICATION CREDITS LEGISLATIVE UPDATES LEADERSHIP DEVELOPMENT COMMITTEE CERTIFICATION  & PROFESSIONAL DEVELOPMENT GOVERNANCE MARKETING & PR WEBSITE SPONSORS HISTORY APPLICATION OF AWARDS & RECOGNITION COMMUNICATION FINANCE (LEGISLATIVE) SPECIAL INITIATIVES – TO BE CALLED OPPORTUNITY DEVELOPMENT   III  CHARGE TO COMMITTEES 1.      LDC WORK WITH COMMITTEE CHAIRS a.      ORIENTATION – INCLUDE EXPECTATION OF COMMITTEE FRAMEWORK 2.      COMMITTEE FRAMEWORK a)     PURPOSE b)     COMMITTEE STRUCTURE c)      TERMS d)     COMMITTEE TASKS e)     EXPECTATIONS f)        MEETINGS     IV  OTHER ITEMS 1,  MEETING FEES a)     $20/$40  PREPAY $180 FOR 10 MEETINGS RECEIVED BY JULY 31, $200 AFTER.       2.  DUES a)     $50/$60 IF RECEIVED BY JULY 31,   AFTER   $60/$75 3.      PROGRAM ISSUES a.      SUGGESTED WE LAY OUT FIRST 4 –5 MEETINGS AND IDENTIFY POTENTIAL TOPICS FOR THE REST o       September o       BREAKFAST MEETING WITH MAHRA – SPEAKER STILL WIP o       October o       ONE EVENING MEETING o       November o       December o       RECOMMENDATIONS FOR MEETING TOPICS 1.      BEHAVIOR INTERVIEWING 4.      BOARD MEETINGS a.      FIRST WEDNESDAY OF THE MONTH, 2:30 – 4:30 PM o        DATES:  7/7/04, 8/4/04, 9/1/04, 10/6/04, 11/3/04, 12/1/04, 1/5/05, 2/2/05, 3/2/05, 4/6/05, 5/4/05, 6/1/05   FOLLOWING INFORMATION TO BE INCLUDED ON A MASTER BOARD CALENDAR AND PRESENTED AT THE NEXT BOARD MEETING.   JUNE             BOARD MEETING  6/2             VOTE IN SLATE OF OFFICERS & BOARD             BOARD VOTE COMMITTEE CHAIRS             COMMITTEE CHAIR ORIENTATION             SPONSORSHIP ARE PLANNING   JULY             BOARD MEETING (7/7 FIRST WEDNESDAY OF THE MONTH 2-4)             BOARD ORIENTATION             COMMITTEE ORIENTATION             AUGUST             COMMITTEE ESTABLISH ACTION PLANS     SEPTEMBER             BOARD AND COMMITTEE MEETINGS             PROGRAM COMMITTEE SET DATES FOR NEXT PROGRAM YEAR                                   PINNACLE AWARD APPLICATION???             GROUP MEETING WITH MANCHESTER             HOLIDAY GIFT             SHRM LEADERSHIP CONFERENCE PLANNING             CERTIFICATION RECOGNITION   OCTOBER             START PREP ON SUPERIOR MERIT, CHAPTER ACTIVITY REPORT             W@W SCHOLARSHIP?             NOVEMBER             SHRM LEADERSHIP CONFERENCE                 DESIGNEES FOR NATIONAL CONFERENCE             CONTRIBUTION TO SHRM FOUNDATION   DECEMBER             CHARITY ASSOCIATION             ½ DAY SEMINAR PLANNING   JANUARY             SUBMIT SHRM REPORTS             FINALIZE ½ DAY STUFF             DISCUSSIONS REGARDING GS CONFERENCE (SCHOLARSHIPS, SPONSORSHIPS)             LDC DISCUSSIONS REGARDING NOMINATIONS FOR COMING YEAR             CERTIFICATION RECOGNITION   FEBRUARY             MID YEAR PROGRESS REPORTS ON ACTION PLANS             MARCH             ½ DAY SESSION             PLAN FOR TRI STATE LEADERSHIP             W@W SCHOLARSHIP             APRIL             BUDGET FOR COMING YEAR – DUES & PROGRAM FEES ESTABLISHED             MEMBERSHIP MAILING   MAY             TRI STATE LEADERSHIP CONFERENCE             GS CONFERENCE             ANNOUNCE SLATE OF OFFICERS & BOARD MEMBERS