HUMAN RESOURCES ASSOCIATION – GREATER CONCORD, NH

PROGRAM YEAR 2004-2005

BOARD MEETING MINUTES – DECEMBER 1, 2004

THE CONCORD MONITOR

Board Members Present:

Sandy Platt, Doug Chamberlain, Gayle Troy, Kim Freese, Jen Iacopino, Deb Laushine, Paul Wilson and Lori Shackford. Tracie Wajer arrived at 3:00 p.m. and Peg Flint arrived at 3:30 p.m.

Board Members Absent:

Maria Manus Painchaud and Anna-Marie Sparks

Committee Members Present:

None.

The President of the Association, Sandy Platt, called the meeting to order at 2:10 p.m.

November 3, 2004 Board Meeting Minutes:

Upon motion duly made by Doug Chamberlain and seconded by Lori Shackford, the minutes of the November 3, 2004 Board meeting were accepted as submitted. There was a brief discussion concerning the posting of Board meeting minutes on the Association’s website.

Membership

Jen Iacopino submitted a memo to the Board which presented an application for renewal membership in the professional category submitted by Heather Hannafin, PHR of Weeks Residential Resources in Keene. Upon motion duly made by Jen and seconded by Gayle, Ms. Hannafin’s application was unanimously approved. Jen then submitted an application for new professional membership submitted by Michael F. Reilly, HR Director of Merchant’s Rent-A-Car. Upon motion duly made by Jen and seconded by Gayle, Mr. Reilly’s application was unanimously approved. Jen then submitted four applications for new associate memberships, submitted by Pamela Furbush of Pitco Frialator, Inc.; Karen J. Painter and Theresa D. Folsum of the Belknap County Nursing Home; and Sharon L. Dow of Horizons Engineering, P.L.L.C. Upon motion duly made by Jen and seconded by Lori, these applications were also unanimously approved.

Committee Reports:

Membership

Jen reported that the Association had joined the Concord Chamber of Commerce, and that a one page flier soliciting membership in the Association would be distributed with the Chamber Newsletter in mid-December to 1,400 Chamber members. The flier indicates that prospective members may attend the December or January Association programs at the member rate simply by mentioning the flier. It was noted that Chamber membership was available to non-profit organizations such as the Association at a cost of $160, which includes this flier. It was noted that at its prior meeting the Board had not specifically approved the Association becoming a member of the Chamber. Upon motion duly made by Doug and seconded by Gayle, the Board unanimously approved the Association’s membership in the Concord Chamber of Commerce.

There followed a discussion of procedures for the sponsorship of guests at Association programs by non-Board members. After some discussion, upon motion duly made by Gayle and seconded by Paul, the Board unanimously voted that Membership Committee members be empowered to invite up to two guests per meeting, on the same basis as Board members. There was also discussion of membership outreach to SHRM at-large members. It was noted that a list of at-large members is periodically distributed to the President of the Chapter. It was suggested that the Association’s annual membership mailing, to be mailed in May of each year, be sent to SHRM at-large members in New Hampshire. Finally, Jen noted that the membership directory should be completed in time for distribution at February’s program.

Leadership Development

Deb Laushine spoke briefly concerning the Committee, in the absence of Maria Manus Painchaud. Deb noted that the Committee had not met in November, and that the date of the December meeting was to be determined. Sandy noted that each Committee should revisit the rules, goals and responsibilities of the Committees and their members. Gayle noted that it was important for the Board to be clear as to who would be occupying certain roles within the organization over time, and that more effective communication is required in this regard.

Marketing/Public Relations

Paul Wilson distributed a Committee description and solicited the Board’s comments concerning it. He reported that the updated Association brochure was being proofread one final time and would be e-mailed to Board members for their review and comment prior to December 10. Thereafter the brochure will go to press with an initial run of 500 copies. There was discussion including a possible reference to the Association’s recent Pinnacle Award in the brochure. Sandy will be in touch with Paul concerning that matter. Paul noted that Brenda Levengood of the Committee had been instrumental in assembling the brochure and had developed the idea of publicizing the Association’s Pinnacle Award through press releases and interviews with an HRA spokesperson. (Connie was suggested for this role.) Deb noted that media support services are also available from SHRM.

Opportunities

Gayle Troy noted that Crystal Hills was now responsible for the World at Work program, while Connie continues to be responsible for New Journeys. Karen Puffer is the point person for the supervisor training program being developed in cooperation with NHTI. The program will consist of two half-day sessions, most likely to be held in the morning. Detailed plans for the program will be presented at the February Board meeting, when the Committee chair or liaison is scheduled to appear.

Old Business

In the absence of representatives of the Program and Finance Committees, the Board instead turned to old business. Concerning the 2005 joint meeting, Sandy reported that she had received a message from Martha Roy of MAHRA, confirming that group’s interest in presenting a joint program in 2005 and noting that four MAHRA members had been appointed to meet with their counterparts at HRA-GC to plan this event. Deb Laushine, Tracie Wajer, Peg Flint and Paul Wilson were designated as the Association’s representatives in this regard. Deb will be in touch with the MAHRA contact person to arrange an initial meeting concerning this matter.

New Business

Sandy noted that it had been decided to ask members to bring canned goods to the December meeting to donate. She also noted that Carol Whitcher of the Goffstown Women’s Prison had asked the Association to consider sponsoring a fund raiser or making a donation in connection with the January meeting, in support of a Valentine’s Day event for the inmates. After some discussion the Board determined since this concept did not relate to HRA-GC’s core mission, the Association would therefore decline to pursue this particular initiative. Paul Wilson discussed a proposal for networking job opportunities for released inmates, and specifically graduates of the New Journeys Program. Paul noted that his staffing agency would be willing to provide a focus for this effort on a non-profit basis. Sandy suggested that Paul submit his proposal to the Opportunities Committee.

Committee Reports (continued):

Program

Upon her arrival, Tracie Wajer indicated that the Committee had received a number of ideas for speakers for the remainder of the program year, and that at its next meeting, the Committee would review these suggestions and finalize the program schedule. She reported that the notice for the December meeting would be placed on the Association website later in the week. This program will feature “HR Trivial Dispute”, presented in a game show format by Jim Reidy. It was noted that the program would be interactive and include valuable information and updates, and should thus merit continuing education certification credit.

There was discussion of inviting the new Labor Commissioner (George Copadis) to greet the membership and speak briefly at a future Association meeting. It was decided that Tracie would contact the Commissioner and determine his interest and availability.

There was discussion of the various ways in which the Association’s Pinnacle Award would be recognized and celebrated during the business portion of the December meeting. Members who have helped with the New Journeys Program will be recognized at the meeting and Connie will present certificates to them. Pinnacle Award pins will be distributed at registration to all members.

At the December meeting, members will be asked to bring boxed or canned goods (no glass containers) for donation to the Capitol Region Food Program Holiday Food Basket. Jen and Lori will bring boxes for use in storing and transporting the donations. Gifts for the December speaker and for the Association members were also discussed.

Chapter Activity Plan

Tracie was also asked to review the status of the Chapter Activity Plan. She noted that this topic had been reviewed at the November meeting and most issues were resolved. Tracie indicated that the Chapter needed to focus on SHRM member recruitment and retention efforts, as well as fundraising for the SHRM Foundation. It was suggested that Tracie secure a copy of the prior year’s Chapter Activity Plan (presumably from Angela) in order to develop background information concerning 10 or 15 outstanding items for which the Association may be able to get credit towards its “Superior” ranking. It was also noted that the Association needs to appoint a new student liaison.

Pinnacle Award

Sandy noted that she would need certificates for the New Journeys participants to present at the December meeting. There was also discussion of sending letters to the supervisors of participants, informing them of the award and praising the members’ involvement in the New Journeys Program. A letter to the Commissioner of the Department of Corrections was also discussed, along with further details of the recognition of the New Journeys participants at the December meeting.

Treasurer’s Report

Upon her arrival, Peg Flint distributed and commented briefly upon the Treasurer’s Report, noting that due to her absence on vacation, there had been little activity during the month. Income from the November meeting will be reflected in the December financial statements. Major items of expense reflected on the November report was the $350 annual donation to the SHRM Foundation and a $359 scholarship expense reimbursement. Total inflows for the month were zero and total outflows were $783.69, resulting in a balance of $18,831.61 as of the closing date of the report on November 22, 2004. Upon motion duly made by Peg and seconded by Doug, the Treasurer’s Report was unanimously approved.

Audit Report

Peg distributed copies of the review report prepared by Christine A. Flanders, CPA of Flanders & Beauchesne, P.L.L.C. It was noted that Ms. Flanders had agreed to accept the $1,000 fee voted by the Board at its last meeting in full payment for this report. After some discussion, upon motion duly made by Doug and seconded by Gayle, the report was accepted as submitted.

Committee Reports (Concluded):

Finance Committee

Peg noted that the Association’s IRS Form 990 was due to be filed on November 15, 2004. However, due to the fact that needed records were unavailable as part of the review process, the form was not completed and filed until November 29, 2004. A penalty of $20 a day would apply to the late filing penalty unless the IRS weighs the penalty for good cause shown. Peg noted that she explained the reasons for delay were submitted with the return as filed.

There being no further business to come before the meeting, upon motion duly made and seconded, the same was adjourned at 3:55 p.m.

THE NEXT BOARD MEETING WILL BE HELD ON WEDNESDAY, JANUARY 5, 2005 AT 2:00 P.M. AT THE CONCORD MONITOR.

Respectfully submitted,

Douglas R. Chamberlain, Secretary