BOARD MEETING. Friday, February 13, :15 a.m.

Transcription

1 In-Person Meeting: Dial-in line:(712) / access code is # BOARD MEETING Friday, February 13, :15 a.m. Welcome/President s Update Member News? Secretary s Report Treasurer s Report for February 2015 Marissa 5 minutes Jenny Adrienne Committee Reports: Committee Estimated Time Allotted Reporting Membership Committee 10 Minutes Shereen McCall Programs Committee 10 Minutes Jenna Stock

2 Sponsorships 5 Minutes Noelle Fox Digital Communications 3-5 Minutes Kim Polacek Awards Committee 10 Minutes Marissa Segundo PRSSA Update 5 Minutes Jennifer Hamilton New Business- New Projects Marissa Sunshine District Scholarships Deadline for early bird registration April 30 Next meeting: Conference CALL-IN: Friday, April 10 th 8-9:15am Conference call line:(712) / access code is #

3 5:09 PM Public Relations Society - Tampa Bay Chapter 03/02/15 Profit & Loss Accrual Basis February 2015 Feb 15 Ordinary Income/Expense Income CC Deposits Amex Deposits Bankcard Processing Transaction 0.00 Total CC Deposits Program Income Membership Dues 1, Program Revenue 1, Total Program Income 3, Total Income 3, Expense Accounting Bank Fees 3.00 Merchant Fees Office Supplies 9.09 Program Expenses Program Exp Other Program Expense - luncheon 1, Total Program Expenses 1, Website Expense Total Expense 1, Net Ordinary Income 1, Net Income 1, Page 1

4 February 24, Social Media During a Crisis - Tampa Police Total Revenue Registration $1, Attendees = 62 (31 members & 31 guests) Total Revenue $1, Total Expenses Food, beverage, taxes and gratuity $1, Brio Total Expenses $1, Total Profit/Loss $526.85

5 COMMITTEE REPORT: Membership Committee Prepared by: Shereen McCall Activities since Last Report: I ve scouted two venues for our spring membership picnic: Ballast Point Park and Picnic Island Park. Both are located in South Tampa, so hopefully they are great locations for our members on both sides of the bridges. We have a system for welcoming new members and I have some ideas for engaging current membership to share. Upcoming Activities: Spring membership mixer tentatively scheduled for Saturday, May 16. Additional Information/Updates: Active members: 209; Dropped members: 9; New members: 4 Questions or Requests for Officers/Board: If you have any particular recommendations for a nice venue for our picnic, please let me know. Request to be added to Agenda for Discussion: _X_ Yes or No Estimated Time for discussion: 10 minutes If presenting for discussion please fill out below: Agenda Item Discussion Action Item Status/Assigned to Membership committee Venue recommendations for informal membership mixer Member engagement ideas recommendations to shereen.mccall@raymondjames.com

6 COMMITTEE REPORT: Programs Prepared by Jenna Stock Activities Since Last Report: Past Programs: February Program: TPD, Social Media & Crisis Management SOLD OUT: 62 attendees (31 members, 31 guests) 23 people took survey. Results below: I learned something new that I can apply to my professional life. Response Agree Strongly Agree I was able to network and meet others in my profession. Response Agree Strongly Agree Neutral Total % % Total % % % Disagree 1

7 The speaker was professional and engaging. Response Agree Strongly I would be interested in these topics in the future: Response Employee Communications Marketing Communications Online Communications Media Relations PR at a leading local company Communications measurement Branding Diversity Other (please indicate in comment section) Check what you liked about this program location Response Food 4.35% Total % Total % % % % % % % % % Total %

8 Restaurant Condusive for networking with other professionals Convenient location Topic How long have you worked in public relations? Response Less than two years Two to five years Five to ten years Ten to fifteen years Total % % % % % % % % Fifteen or more years Please tell us if you are a PRSA member, guest or student. Response Member Guest I would like to become more involved in the PRSA Tampa Bay Chapter Response Total % % Total % Yes 3

9 23.08% No % Upcoming Activities: March Program: Bievenidos a Cuba: What an Open Cuba Means for Tampa Bay Communicators Wednesday, March 25 11:30 AM to 1:30 PM Brio Tuscan Grille Bay Street at International Plaza, 2223 N. West Shore Blvd. Tampa, FL Cuba occupies a place of undisputed fascination in the American psyche. Despite its proximity to the U.S. this island nation remains a mystery to most Americans. The recent Presidential announcement about exploring re-establishing diplomatic relations and taking steps to increase travel, commerce and the flow of information to and from Cuba could change all that. Bill Carlson, president of the Tampa communications firm Tucker/Hall, is one of a group of local business leaders who has been pushing for Tampa to become the Gateway to Cuba. Bill has traveled to Cuba seven times and been actively involved in the Cuba discussion since the 90s. He is one of only a handful of PR/Marketing professionals across the country with this level of knowledge. Join us and learn what an Open Cuba means for Tampa Bay. Registration as of 3/10: 12 attendees (10 members, 2 guests); Max: 50 Click here for more info & to register. April Program Ideas Restaurant PR / Integrated Marketing Campaigns o Speaker(s) from various restaurant brands across Tampa Bay Outback Bloomin' Brands Carmel franchises PDQ - newer franchise Datz Yelp review angle Topics: o Integrated marketing o PR o Business review component Yelp o Social media? Additional Information/Updates: Held first committee call of the year our team has six eager volunteers ready to get involved with programs. Also identified members to chair/co-chair the Media Panel and Professional Development Day programs. I m scheduling separate meetings with the sub-committee in the coming weeks.

10 Here s a draft of the 2015 programs calendar dates/topics subject to change 2015 Program Calendar o March: What an Open Cuba Means for Tampa Bay Communicators o Speaker: Bill Carlson, President at Tucker Hall o April:?? Restaurant PR / Integrated Marketing o May: Media Roundtable / Panel o June: Port Tampa Bay Rebranding Campaign o Speaker: Karl Strauch, VP of Brand Development & Strategic Alliances o July: No program o August: Professional Development Day o September: Agency Leaders Program o October: PRestige Awards o November: MacDill AFB? Public Affairs / Internal Comm o December:?? Questions or Requests for Officers/Board: Request to be added to Agenda for Discussion: _X_ Yes or No Estimated Time for discussion: If presenting for discussion please fill out below: Agenda Item Discussion Action Item Status/Assigned to February / March / April Recap & Ideas Confirm program / Programs committee Programs dates

11 COMMITTEE REPORT: Sponsorship Prepared by: Noelle Fox, APR Activities Since Last Report: - Started spreadsheet to compile prospective sponsors. Now posted on Google Docs so other volunteers can review and add to this list (upon addresses being given editing capabilities). - Queried other Sunshine District Chapters about their Sponsorship Packages so we have something to reference as we build our program. Got helpful info from Ft. Lauderdale and Miami. - Started draft of PRSA Tampa Bay Sponsorship Packet (attached). This is set up to be relatively evergreen, so it does not need to be significantly updated every year. o For the Annual Sponsorships, the investment amount can be pro-rated for 2015, since the sponsors will not get the full benefits of a 12-month program this year. Upcoming Activities: - Sharing Sponsor Prospect list with chapter volunteers with the request everyone looks at this list and adds more names and connections to the spreadsheet. Would like to have this fleshed out by March Receiving input from chapter leadership/volunteers about the Sponsorship Packet. Would also like to have this copy finalized by March 27. o After finalizing packages, we ll make a plan for having the package nicely designed. Additional Information/Updates: Questions or Requests for Officers/Board: - Please review the Prospective Sponsors List on Google Docs and add to file by March 27 ( instructions to follow). - Please review the draft of the Sponsorship Packet on Google Docs and input to Noelle@truebluecommunications.com by March 27. It s especially important the following board members/committees review this to ensure all benefits are realistic and feasible to execute: President, Treasurer, Programs/Events

12 Committees, all Communications-related committees). Request to be added to Agenda for Discussion: _x_ Yes or No Estimated Time for discussion: 5 minutes If presenting for discussion please fill out below: Agenda Item Discussion Action Item Status/Assigned to Sponsorship Committee Will introduce the prospective sponsor list and sponsorship packet See the PRSA Prospective Sponsor List here:

13 COMMITTEE REPORT: Digital Communications Prepared by: Kim Polacek, APR (Overall Chair) Berit Mansour (Social) Andrea Sauvageot (Web Job Board) Colin Trethewey (Newsletter) Paula MacDonald (Video) Activities Since Last Report: Social: Multiple social media posts on Twitter/LinkedIn/Facebook highlighting February event, February promotion, new members, PR tips, PRSATB blogs, etc. Web: Five new blogs posts were uploaded to the site. Also, we had one job posting (Moffitt s social media coordinator position), but it has already been archived because the position has been filed. Newsletter: The February newsletter was distributed on 2/27. Video: Working to identify opportunities to film video. Please let other committees know that the most important thing to remember about video is giving our team enough lead time to shoot, edit and upload items. Upcoming Activities: Continued promotion of chapter s events, membership and members through our various communication channels. Additional Information/Updates: N/A Questions or Requests for Officers/Board: No

14 Request to be added to Agenda for Discussion: X Yes or No Estimated Time for discussion: 3-5 minutes. If presenting for discussion please fill out below: Agenda Item Discussion Action Item Status/Assigned to Blogs Joseph Priest's article on writing better proposals was excellent - it would be great to encourage more members to submit these types of howto/tips blog posts (about their area of expertise) for future newsletters Social Analytics: February's Twitter Impressions *Spikes on 2/13 and 2/24 due to posting the promotional video and the Tampa PD event respectively. Twitter followers to date: 5,058

15 We also received an interesting new follower on Twitter we wanted to note. Best Performing Facebook Post in February Facebook likes to date: 433 (4 new like in February, 1 unlike)

16 Most Engaging Post on LinkedIn

17 Newsletter Analytics: Web Analytics (PRSATampaBay.org): Top content: Traffic Source: Mobile visits: Job Board received 1085 page views and we had 991 unique visitors. 711 visits came from google.com, 572 visits were direct, 401 visits were from mobile phones and 63 were from tablets.

18 Activities Since Last Report: Feb. 1-28, 2015

19 COMMITTEE REPORT: Awards Prepared by Mary Margaret (MM) Hall Activities Since Last Report: Committee Members: Mike Flanagan, Lou Grossman, APR, Bobby Eagle, Karen Frasier, APR, Fellow; Melissa Reel, Kathlyn Fitzpatrick, Conference call 2/27: To discuss the Tampa Bay Chapter's first local PR Awards program Working on creating and revising Call for Entries, establishing a process of judging and awarding, forms, programs, presentations, etc. Creative: Logo, awards graphic- working with graphic designer (donating services) for logo, save the date postcard and program. Looking at award options. Melissa Reel is the Logistics Chair looking for venue coordination, food, volunteers, etc. Tentative schedule Early-March: Finalize Awards Program Call for Entries Mid/Late-March: Design logo and informational post card/e-card March/April: Potentially develop a marketing video on tips for a winning entry April-June: Market awards program May: Potential Brown Bag Lunch on how to submit a winning entry July 3: Prestige Awards deadline for entries July-Aug.: Outside judging of entries Early-September: Receive results of judging September: Design program; order awards; notify award winners; event coordination Mid/Late-October: Hold Awards Luncheon Preliminary budget

20 Awards Volunteer Annual Awards Program $ (80.00) 4 $ (320.00) PRestige Awards $ (80.00) 23 $ (1,840.00) Venue and food $ (1,500.00) 1 $ (1,500.00) Graphic Design-logo, brochure, program $ (500.00) 1 $ (500.00) Postage (postcard to agencies etc.) $ (150.00) 1 $ (150.00) Photographer $ (200.00) 1 $ (200.00) Advertisements $ (1,000.00) 1 $ (1,000.00) Award submission revenue $ 1, $ 1, Ticket Sales $ 3, $ 3, Next conference calls: Friday, March 20 1pm and Thursday, April 2, 12pm Questions or Requests for Officers/Board: Request to be added to Agenda for Discussion: _X_ Yes or No Estimated Time for discussion: 10 minutes If presenting for discussion please fill out below: Agenda Item Discussion Action Item Status/Assigned to Prestige Awards Suggested locations/input/committee members Awards committee

21 COMMITTEE REPORT: PRSA/PRSSA Liaison Committee Prepared by [names in committee]: Laura Fontanills Activities Since Last Report: Laura had a call with Megan Doherty, the current PRSSA president to discuss upcoming events and programs and needs. The committee secured Kevin Wiatrowski, media relations manager with Visit Tampa Bay as a guest speaker for PRSSA s March 11 general meeting. The committee had a call to identify guest speakers for roundtable event on March 25. The committee has already secured 5 speakers with an additional two still being confirmed. Upcoming Activities: March 25 panel event with 5-7 professionals answering questions from PRSSA students. Include informal networking time. Other professionals are invited to attend to network with the students. The event will take place at the Top of the Palms at the Marshall Center on the USF Tampa campus. April 8 PRSSA and Mass Comm school is hosting an internship fair. They are currently seeking companies to exhibit or have a booth set up. Fall looking to organize another mixer at The Palms at the Marshall Center. Also would like to schedule an agency tour. Additional Information/Updates: Megan attended the Feb. PRSA program and drafted a blog post. She will coordinate to have another student attend the March program. The student will attend for free, and in return, he or she will write a blog post for PRSA to post on the website and include in the newsletter.

22 Questions or Requests for Officers/Board: Professionals are invited to attend the March 25 roundtable event to network with students, even if they aren t panelists. Contact Laura if planning to attend. In need of companies to participate in the internship fair. Contact Laura if interested. Request to be added to Agenda for Discussion: Yes or _x_ No Estimated Time for discussion: If presenting for discussion please fill out below: Agenda Item Discussion Action Item Status/Assigned to

23 COMMITTEE REPORT: Public Service Prepared by Elizabeth Watts Activities Since Last Report: Declined PYHOT participation Upcoming Activities: will research Day of Caring and alternate volunteer opportunities Additional Information/Updates: n/a Questions or Requests for Officers/Board: n/a Request to be added to Agenda for Discussion: Yes or _x_ No Estimated Time for discussion: If presenting for discussion please fill out below: Agenda Item Discussion Action Item Status/Assigned to

24 COMMITTEE REPORT: Volunteer Committee Prepared by Mary O Hara & Carrie Johnson Activities Since Last Report: No requests for new volunteers submitted since last report. The spreadsheet I sent last month is still current. Upcoming Activities: Additional Information/Updates: Questions or Requests for Officers/Board: Request to be added to Agenda for Discussion: Yes or XX No Estimated Time for discussion: If presenting for discussion please fill out below: Agenda Item Discussion Action Item Status/Assigned to