HUMAN RESOURCES ASSOCIATION – GREATER CONCORD, NH PROGRAM YEAR 2003-2004 BOARD MEETING MINUTES – OCTOBER 15, 2003 THE CONCORD MONITOR   Board Members Present:   Paul Wilson, Angela Finney, Tracie Wajer, Sandra Platt, Gayle Troy, Douglas Chamberlain, Jennifer Iacopino, Anna-Marie Sparks, Kim Saucier, Peg Flint, Deb Laushine, and Maria Manus Painchaud   Board Members Absent:    None   Committee Members Present:   Connie Roy-Czyzowski, Vickie L’Heureux, and Lori Shackford               The President of the Association, Tracie Wajer, called the meeting to order at 2:15 p.m.   September 16, 2003 Board Meeting Minutes               Gayle Troy suggested that in the future the minutes distinguish Board members from committee members present at and absent from Board meetings.  It was also noted under “New Business” that drawings of “Concord Dollars” would be held at the November and December meetings.  Thereafter, upon motion  duly made and seconded, the minutes of the September 16, 2003 Board meeting were accepted as amended.   World At Work   Connie Roy-Czyzowski reported that with three weeks remaining until the next program eighteen attendees were confirmed, with twelve constituting the break-even point in terms of profitability for the Association.  Joyce Pitman will receive a scholarship for this program, which is entitled “Performance Management, Strategic Design and Implementation”.  The 2004 programs are set and will be held at the new GSMR Conference Center in Concord.   New Journeys Program               Connie reported that the program was proceeding smoothly and that program evaluations had been uniformly positive.  These evaluations will be reported back to the Association and should be valuable if the Association were to apply for a Pinnacle Award with respect to the program.   Supervisory Training Program               It was noted that immediately prior to the Board meeting a committee had met with Lori Methven concerning the proposed program.  It was suggested that Lori be retained by the Association to write a grant proposal and coordinate details with respect to the design of this program during first five months of 2004.  Upon motion duly made and seconded, the Board voted to approve an expenditure of up to One Thousand Dollars ($1,000) dollars to engage Lori for this purpose.  Further consideration will be to given at a future date to retaining Lori to facilitate the course when it is given.   Treasurer’s Report               Peg Flint distributed the Treasurer’s report, noting that there had been little activity since the last Board meeting.  She also noted that as of yet she had not received a bill from MHRA with respect to the Association’s share of the expenses for the joint September meeting.  She noted that at present the Association had 111 paid members, (including 23 new members and one student member), with 140 members being the Association’s goal for 2003-04 program year.  She observed that a number of members from the prior year had not yet renewed.               There was discussion of the requirement for dual signatures on checks in excess of Five Hundred Dollars ($500).  Upon motion duly made and seconded, it was unanimously voted that the permissible second signatories on these checks would be the President, Vice-President, or Secretary of the Association.   Membership               Upon motion duly made and seconded, the applications of seven renewal and five new members were approved.  The applications of two prospective members were renewed as to their status as professional or affiliated members pursuant to the Association’s bylaws.  It was decided that these members would be accepted on a provisional basis pending clarification of their membership status.   Recognition               Anna-Marie Sparks reported that at the October 16, 2003 meeting three new members would be recognized and that six books had been procured for the drawings and other purposes.  The New Journeys Program participants will be recognized at the November meeting, the theme of which will be the relationship of HR and the Association to the wider community.   Sponsorship               Paul Wilson reported that due to time constraints his committee would be unable to secure sponsors for the Association’s web site for the 2003-04 program year.  He indicated that this item will be revisited in the future.  He also noted that sponsors had been procured for all meetings during the 2003-04 program year.   Student Liaison   Lori Shackford reported that she had scheduled school visits without waiting for the Association’s new brochure to be completed.  It is noted that a draft of the brochure had been completed and would be reviewed at the next Board meeting.               There was discussion of member gifts to be distributed at the December meeting.  Upon motion duly made and seconded, the Board approved the purchase of leather or leatherette portfolios in burgundy with an embossed HRA-GC logo, with pens for a total unit cost of $10.00, $8.00 for each portfolio and $2.00 for each pen.   Planning               The balance of the meeting was devoted to a discussion led by Maria Manus Painchaud with respect to strategic planning issues, including (1) member recruitment and retention, (2) marketing and public relations, and (3) Board development, including succession planning and Board education.  In the area of membership, desired outcomes include meeting the Association’s goal of 140 members by the close of the current program year; diversity in membership, including the appropriate balance between vendors and individuals working directly in human resources, with the latter constituting the core of the organization.  There should be an emphasis on retaining at least 90% of the membership from year-to-year, and on involving all levels and degrees of expertise and experience in the local HR community.  The Board wants members who are involved and to recognize members for their efforts in this regard.               In the area of marketing and public relations, the Board wishes to increase awareness of the Association and its programs in the area and among the local HR community, and to increase membership and participation at meetings.  The Board also wishes to increase Association involvement in community events (such as high school career days, etc.) and to attract expertise of diverse sorts, so that the Association becomes the “must join” organization for any HR professional in the Concord area.  The Board seeks to develop a communication plan, including a press release management program.               In the area of Board development, the Board noted its lack of information concerning members and  intentionality in terms of fitting people to the task to be done.  The Board would like to identify at least twenty four (24) individuals as potential Board members and officers through a qualifying process that would ensure diversity of expertise and experience.  The Board noted that the committee structure needs to be more fully developed, and that the Board needs to do a better job of soliciting members in this effort.  The Board noted the need for a standing nominating committee, as well as a Board education and orientation program detailing the expectations, duties and time commitment involved in Board membership.  Ideally, the nominating process would ensure multiple candidates for each position.  In terms of finances, it was suggested that the Association needs to invest more money in developing the organization.  At some point it may be appropriate to retain a part-time administrator/support person, and to develop a central repository for information and documents concerning the Association.  Ensuring depth and back-up capabilities in offices such as the Treasurer is an important part of succession of succession planning process.               At the close of the discussion it was left that Maria would compose a summary of the items discussed and conclusions reached for distribution to the Board at or prior to the next meeting.   Other Business               Prior to adjournment, Gayle Troy noted that in the fall of 2004 the New Hampshire Human Rights Commission, of which she is a member, would be sponsoring a program designed to be employer friendly in terms of encouraging voluntary compliance by employers whether than simply encouraging employees to file claims.  She indicated that sponsors were needed for this program.  Accordingly, upon motion duly made and seconded, the Board voted that the Association sponsor this program to the extent of One Thousand Dollars ($1,000).                There being no further business to come before the Board, upon motion duly made and seconded the meeting was adjourned at 4:30 p.m.   THE NEXT BOARD MEETING WILL BE HELD ON WEDNESDAY, NOVEMBER 5, 2003 AT 2:00 P.M. AT THE CONCORD MONITOR.                                                                                       Respectfully submitted,                                                                                         Douglas R. Chamberlain, Secretary   DRC/sy