Council Minutes November 2013

Transcription

1 Council Minutes November Minutes of a meeting of the ATEM Council on Friday 29 th November, 9.30 am 2.30 pm at the Australian Catholic University, Room 18B, 18th Floor, 8 to 20 Napier Street, North Sydney. *1. Welcome and Apologies Delegates Stephen Weller, President and Chair Linda McKellar, Vice President Carroll Graham, Association Secretary Rex Jones, Association Treasurer John Swinton, ATEM Councillor Tanya Rubin, Acting Chair, NSW/ACT Region Barbara May, Chair, Aotearoa Region Jacqueline Perdriau, Chair, Bass Region Louise Seaman, Chair, Central Region Carl Rallings, Chair, Queensland Region Lucienne Tessens, Chair, Western Region. Heather Davis, L H Martin Institute (ex officio) ATEM Secretariat Paul Abela, Executive Director Kim Tan, Program Development Manager Apologies Tony Heywood, Vice President Observers Peter Scardoni, Ghosts Convenor *2. Starring of Items The Chair invited members to star or unstar agenda items. He then moved that all unstarred items be resolved in the affirmative. The Motion was carried. *3. Minutes The Minutes of the meeting held on 15 September were confirmed. 1

2 *4. Business Arising from the Minutes 4.1 Current Action Sheet. The Action Sheet was noted by Council. A number of items were noted as completed. Council also noted that actions from the previous meeting were not captured in the current action sheet. An updated action sheet is attached to the minutes. Due to be resolved Person Responsible Status Action Original Minute # Ref # (ED) P. Abela Resolved ED to prepare a webpage for College of Mentors and to maintain the list of people contributing as mentors in programs such as elamp and other mentoring activities. Names will appear on this list for the duration of the activity or a minimum of three months. (ED) P. Abela Resolved ED and web manage will work with DVE Business Systems in the purchase of an app and smaller scoping exercise at a cost of $10,000. (T). R. Jones Resolved Treasurer to work with ED to carry out the (2 year) arrangements. (Asst T) P. Scardoni Resolved and this item will be moved to operations The membership officer to implement these recommendations on a 9.05 November November November November

3 Due to be resolved Person Responsible Status Action Original Minute # Ref # regular basis: + Membership lists to be issued to all IC"s on a quarterly basis; + that the practice of new membership welcome packs be reinstated. Pack to include a welcome letter from Regional Chair (referencing Institutional Coordinator), a membership certificate and ATEM pin; + Management of expired memberships is undertaken proactively; + That all ICs are notified via of details of a new member. The RCS and REOs should be copied in this as well. (ED) P. Abela Resolved ED and Program Development Manager to provide a one page overview to Council (in relation to Malaysia and Singapore) at the April Meeting. (RC) C. Rallings Resolved Council marketing committee to meet prior to marketing committee with external parties (in relation to the Marketing strategic plan and value statement) 6.03 November April 3

4 Due to be resolved 30 November Person Responsible Status Action Original Minute # Ref # Regional Chairs Pending Regions develop their 5. April Operational Plan to underpin the Strategic Priorities document and each Regional s Operational Plan be presented at the September Council meeting. (VP) L. McKellar Resolved Chapter representative 6.07 November Mr Ted Alau will forward 2012 the list of attendees to VP Linda McKellar who will liaise with AusAID. (VP) L. McKellar Resolved VP Linda McKellar to revamp the Strategic Priorities to include the changes. (This will be seen here as an attachment to the minutes). (VP) L. McKellar Resolved VP Linda McKellar to incorporate (decision on the college of Mentors) into Strategic Plan. (VP) T. Heywood Resolved All members of Council to read the constitution. Council to suggest any changes to VP Tony to track the changes and bring to AGM by 15 May. (AS) T. Fulljames Resolved To include in action sheet about common operational plan and PD templates. Item on PD 5.0 November November April 5.01 September 4

5 Due to be resolved 30 November 30 November 30 November 30 November 30 November 30 November Person Responsible Status Action Original Minute # Ref # plans to be included in the November Council Agenda Regional Chairs Pending To circulate Marketing Plan to members of Regional Committee and the ED to send to ICs (ED) P. Abela Pending ED to pursue an active engagement on suggestion of cosponsoring an international conference with AACRAO and AUA. (ED) P. Abela Resolved ED to include in the Weekend Update on the College of Mentors (VP) L. McKellar Pending Linda and Paul to prepare a paper for the November Council meeting on ATEM s international strategy (VP) L. McKellar Resolved Linda to follow up for reciprocal arrangements (VP) L. McKellar Resolved Linda and Stephen to discuss with Heather and Tony concerning provisions in premium membership and elamp 5.02 September 6.03 September 6.03 September 6.08 September September September 5

6 *5. Future Directions: Strategic Plan Council noted the Strategic Plan. President Stephen proposes to incorporate the Brand Proposition into the strategic plan under the Value Proposition. Under the Strategic Priorities, some recommendations were made and discussed. Recommendation 1. Under SP 1 Growing Careers, in 1.1 that LH Martin was to be exempted from the Accountability. Council accepts the recommendation. Recommendation 2. Under SP 1 Growing Careers, in 1.2 ATEM PD committee establishment date to be revised to June Council accepts the recommendation. Recommendation 3. Under SP 1 Growing Careers, in 1.3, accountability for the initiative is proposed to sit with the Executive Director instead of the Secretary. Council accepts the recommendation. Recommendation 4. Under SP 4 Understanding the Sector, in 4.1 the timeline is proposed to be Ongoing instead of During. Council accepts the recommendation. Recommendation 5. Under SP 4 Understanding the Sector, in 4.4 the timeline is proposed to be mid-2014 instead of during. It was also proposed that the Council to take active role in this initiative. Council accepts the recommendation. Recommendation 6. Under SP 4 Understanding the Sector, initiative 4.5 will be unertaken in the context of initiative 4.4 and it is proposed that General Councillor John will be the resource to take up this initiative. Council accepts the recommendation. Actions: VP Linda to make the following amendments to the Strategic Plan Incorporate the Brand Proposition into the Strategic Plan Take out LH Martin in 1.1 under SP 1 Growing Careers Amend date to June 2014 in 1.2 under SP 1 Growing Careers Amend accountability of the initiative in 1.3 under SP 1 Growing Careers to the Executive Director instead of the Secretary Change the timeline from During to Ongoing in 4.1 under SP 4 Understanding the Sector Change the timeline from During to Mid-2014 in 4.4 under SP 4 Understanding the Sector 6

7 Amend the resource for 4.5 under SP 4 to General Councillor John Actions: Bass Regional Chair Jacqueline will initiate the process relating to the revised date of June 2014 in 1.2 SP 1 Growing Careers *5.01 Marketing Plan Queensland Region Chair Carl talked about the challenges of CCPP and made three suggestions according to the launching of the new branding. Launch the new branding as a campaign Link it with great things or events On-going campaigning as it is suggested that this needs to be a sustainable ongoing effort Stronger engagement and relationships need to be built with HR departments to increase ATEM membership. This needs to draw on positive testimonials by ATEM members. The marketing committee would meet in January 2014 to develop a CCPP launch and campaign strategy. Aotearoa Region Chair Barbara will join the committee to ensure customisation for the Aotearoa region. The marketing committee will also work out the budget for the launch. The initial estimation of the budget for the Marketing Strategic Plan is suggested at $10,000-$15,000. This will be reflected in the 2014 budget. Action: ED to arrange meeting of Marketing Committee in January 2014 Action: Queensland Region Chair Carl will bring to next Council meeting in April 2014 on a draft launch and campaign strategy. NSW/ACT Region Acting Chair Tanya suggested that each region will launch at different functions and Western Chair Lucienne suggested that the regional committee should be present at each of the regional launch. Another member s survey is due soon surveying on the image and brand of ATEM. This was done three years ago. Acton: ED to draft survey questions for approval by Council in April 2014 Council resolved to receive the marketing plan *5.02 Branding Proposal No further discussions and action. This is covered under REPORTS 6.01* President's Report President Stephen spoke briefly about reappointment of judges for the Best Practice Award panels and informed Council that the two vacated positions have already been filled. Council resolved to receive the President s report. 7

8 6.02* Treasurer s Report The Treasurer informed the Council that ATEM was on track to meet the revised budget surplus for. Rex advised that all regions have submitted their 2014 budgets on time and complimented them for the quality of their submissions. Rex advised that the latest financial statement as at the end of November shows a surplus of over $60,000 from Regional Activities. We will be getting around $19,000 from LH Martin for the Journal and another $14,000 in royalties in early In relation to the consolidated 2014 budget, there will be additional expenditure for the Marketing strategic project discussed at point This expenditure will be captured under a new category and will consequently reduce the budgeted profit. Action: Treasurer Rex to budget $15,000 to the 2014 expenditure budget for the Marketing Committee to use to implement their plans in As detailed at point 6.03, ED Paul requested that $20,000 per year be put aside for the revamp of the current website in Rex suggested that this amount be invested by the Foundation rather than it being in a separate bank account. Council agreed to set aside $20,000 p.a. in Foundation for future IT and web strategy. Action: Rex to move $20,000 p.a. into the Foundation for the investment and management of a fund for future IT and web strategy until Council draws it out in late Rex advised that we have received proposal from HOSA that HOSA joins ATEM rather than sitting under the ATEM umbrella but as a non-legal entity. This proposal requires that ATEM allows $20,000 in seed funds for the HOSA annual conference. Rex indicated that the proposal is reasonable. Council agrees and endorses the suggestion. Action: Treasurer Rex to advise HOSA that ATEM has agreed to their proposal that HOSA sit under ATEM s umbrella and ATEM will provide $20,000 refundable seed funding for the HOSA annual conference. Rex commented that the new membership fee will take effect from 1 January, and Head Office already is auctioning this item. Council resolved to receive the Treasurer s report. 6.03* Executive Director s Report ED Paul spoke to key points in his report. Paul reported that the Risk Management and Accidental Councillor PD sessions were highly successful. The Risk Management PD, a joint activity with the Australian Institute of Company Directors, was very well received. Paul advised that PDs delivered in partnership with other organization and groups are proving successful and such partnerships are to be encouraged. 8

9 Garry Irwin has resigned as REO of NSW/ACT, and Kim Tan is standing in until a new REO can be appointed. The Secretariat also welcomes a new Central REO, Ana Braben. Weekend Update continues to have a good open rate of 27% or people accessed to their Weekend Update currently. Website issues The website investigation yields two proposals. Proposal 1: That the findings, including the raw data, be relayed to E7 for comment and ask for suggestions for improvement. Council agrees and endorses proposal 1 Best Practice Awards At a meeting between Paul and Campus Review, it was decided to increase sponsorship of the awards in 2014 to $5,500. CR will provide a one-page advertisement for each sponsor in their March edition, which is the launch edition for the Best Practice Awards. Five of the 10 sponsors have agreed to renew with the new sponsorship package. The sub-committee of the BP awards endorses Council s suggestion to give feedback to unsuccessful nominees. Council endorsed awarding the New Entrant award in Councillor John suggested that the New Entrant award be promoted more vigorously, especially through the ICs or Regional Committees. It was suggested that the number of award categories be increased to include Service excellence awards. Paul advised that any suggested improvements to the awards are welcome, but changes cannot be incorporated into the 2014 awards as the sponsorship letters have already been sent. Council would like to send a proposal to the BP awards sub-committee suggesting that the Regional Committees to make a nomination to the BP awards and the Regional Chairs endorses the nomination. LH Martin Heather proposes to create a process and a rationale behind this suggestion. Action: The BP awards sub-committee to consider the Council suggestion on regional Committee making a BP awards nominee Bass Regional Chair Jacqueline suggested that the BP awards sub-committee could benchmark against some other BP awards, e.g. the Guardian BP awards model. Action: The BP awards sub-committee to consider benchmarking to some other BP awards College of Mentors The Council agreed and endorses that a mentor who has mentored elamp for 10 weeks will have their name put up in the list of College of Mentors. 9

10 Action: ED to record a mentor s details in the list of College of Mentors after the mentor has mentored elamp for 10 weeks President Stephen has advised that ATEM has an obligation to the elamp program and encouraged all Council members to participate or nominate a mentor. Action: All Council members to participate or nominate a mentor for the elamp program. Malaysia and Singapore Carl commented that he will be in Malaysia in March next year and has offered to do some fact finding at that time. Carl will report to the April Council meeting on the outcome of this exercise. Council resolved to receive the Executive Director s Report 6.04* ATEM Foundation Report Council resolved to receive the Foundation Financial Report 6.05 Journal Report Council resolved to receive the Editor s Report 6.06 Emeritus Faculty Report No reports were submitted. 6.07* PNG Chapter Report VP Linda proposed that she draft a letter of updates for President Stephen to sign for the VC committee. The letter will be a follow up to the April report and will touch on what had transpired during this year. Action: VP Linda to draft the letter concerning updates on the PNG Chapter for President Stephen to sign The 22 November meeting was postponed to the week beginning in December. Action: VP Linda to work with AS Carroll in updating this information in the PNG Chapter report to Council Queensland Regional Chair Carl verified about the term Twinning in recommendation 2. Suggestion to revise this to Collaboration. Action: VP Linda to work with AS Carroll in amending the term Twinning to Collaboration in the PNG Chapter report There was some confusion around PNG membership - new and renewal lists. Action: VP Linda and AS Carroll to check through the PNG membership list Council resolved to receive the Linda s Report 6.08 Malaysia and Singapore There is no written report for this meeting. Please see the Executive Directors Report for this item. 10

11 07. STRATEGIC MATTERS 7.01* ATEM KPI Dashboard Membership ATEM membership is healthy. Other than the Emeritus, all membership categories are at their highest levels. Professional Development ED Paul commented that the cancellations are high. The substantial activities and attendance in Aotearoa and Head Office events were acknowledged. Carl clarified that the actual number in Queensland is 13 with 2 postponements. We do not want to disappoint the members by having too many cancellations. Postponement is preferred over cancellation, and cancellations should occur only when there are none or one/two registrations. It was suggested that we use the opportunity of the ATEM brand launch to touch base with sector managers, especially those in HR and OD areas. Foundation GC Peter reported that the Foundation has a current value of around $147,000 and is doing well. Conference attendance Conference at Hobart has a record attendance this year. Conference Sponsorship, Exhibition and Advertising Total The total sponsorship income is $270,000, which is not as good as the previous years. Council noted that all other ATEM KPI Dashboard indicators were positive. 08. MEMBERSHIP 8.01 Membership Statistics Report Council noted the attached membership report showing membership statistics at 31 October. 09. OPERATIONAL MATTERS 9.01* Policy Document Review The following policies were reviewed: ATEM Corporate Membership Page 2 of the Corporate Membership policy does not have the actual fee for Level one to five. Action: GC Peter to put in the actual fee in the Corporate Membership policy Level one to five in

12 Page 3 of the policy, GC Peter suggested leaving in the ATEM Secretariat maintaining of the corporate membership database. Action: GC Peter to reinstate responsibility for maintaining of the corporate membership database by ATEM Secretariat on page 3 the Corporate Membership policy Action: GC Peter to send updated Corporate Membership policy to AS Carroll for uploading to website ATEM Emeritus Chapter Council resolved to approve all changes to the policy. Action: AS Carroll to upload approved policy to website ATEM General Councillor President Stephen suggested that the retirement of the General Councilors Policy should be at the end of the GC term rather than end of this year. Council resolved to remove the General Councillor policy at the end of the General Meeting Action: AS Carroll to delete policy from policy register following the 2014 AGM ATEM Partnership Principles As Carroll requested an owner for this policy be appointed. President Stephen suggested this policy should be owned by one VP, the ED and also one Regional Chair. Linda nominated Tony and Tanya volunteered to take up the Regional position. The updated Policy Review Schedule was noted by Council. Action: Partnership Principles policy working group (Tony Heywood, Paul Abela and Tanya Rubin) to review policy by April 2014 Council meeting. 9.02* Professional Development Matters Professional Development ED Paul reported that the 85-90% programs survey feedback that he has looked through has positive responses with some of them having extraordinary positive responses. It can be concluded that the PD that ran was generally of a high quality. Paul also re-emphasized that a PD Advisory committee needs to get together and the PD programs need to be planned in a more comprehensive way. GC John suggested that the OD committee would like to participate in this exercise. Council noted the professional development report provided by the Executive Director. Acting NSW/Act Regional Chair Tanya talked about the NSW/ACT member survey that was done. The high response rate shows that members are engaged with and place importance on PD activities. The survey indicated that members are interested in online offerings. ED Paul cautioned against the business model of providing free podcasts. However, Paul is supportive of 12

13 podcasting a past short event, for example a talk by the VC. Discussions went on about the sustainability of the online offering and the technology that currently supports this. Jacquiline suggested bringing some examples to the April Council meeting and Carl mentioned that we should also have an online delivery strategy. Action: GC John and Western Region Chair Lucienne to consult to create a national PD advisory committee. 9.03* Conferences TEM Conferences: Report from the Joint Steering Committee Tender for event management will go out in 2014 and Paul and Tony are working on this. The TEMC Steering Committee minutes of 30 September were received TEMC Report Jacqueline gave a verbal update from the debrief session. The question of whether to continue to have an ATEM breakfast was discussed. Council resolved that from 2014, there the TEMC breakfast will be only for the ICs with Council and Regional Committees. Action: ED Paul to check with Leishmans on whether if we can action on this in time for the 2014 TEMC International Conferences President Stephen suggested that we continue the effort of promoting this in the New Year in Weekend Updates. Affiliate ATEM delegate 2014 Affiliate s Delegate to TEMC 2014 Association of University Bridget Freeman Administrators: Manchester, 14 to 16 April 2014 Association of Collegiate Kathryn Blyth Registrars & Admissions Officers: Denver Colorado 30th March to 2nd April Association of Caribbean Heads of Educational Administration Barbados?? 2014 Canadian Association of University Business Officers Annual Conference Victoria British Colombia June 15 to 17 13

14 Council resolved to promote and accept applications for the two vacant international conferences for ATEM representation in the New Year. Council endorsed the co-ordination of timing for the call for expressions of interest in the conferences with the deadlines for submission of abstracts for the conferences. Council resolved to document in the Partnership Policy details of what ATEM will provide for the reciprocal delegates and to share this policy with the partners. Action: Partnership Principles policy working group to include details of ATEM benefits for reciprocal conference delegates in the April 2014 review of this policy. Action: AS Carroll to circulate benefits for reciprocal conference delegates to relevant associatipns once Partnership Policy has been updated and approved by Council. 9.4 Awards and Grants Committee The Minutes of the Awards and Grants Committee meeting of 17 September were received by Council. 9.5* Succession Planning Council will have an informal discussion regarding succession planning for Council. 9.6 Regional Reports The attached reports were noted by Council. 10. ANY OTHER BUSINESS 10.01* AOB Meltwater proposal The Meltwater proposal was being discussed. Council suggested that Meltwater be asked for a trial before making a decision. Action: ED Paul to work with Meltwater to ascertain a lower fee and consult with Council once received elamp report LH Martin Heather reported that in early 2014, the enrolment conditions for access to elamp from a program to be taken over 12 months option will be changed to a module by module registration for individual members. This will enable the workshops to be managed more effectively. President Stephen suggested that both LH Martin and ATEM brands be included on the report. This report will then be uploaded on the webpage. This will enable the report to be easily communicated especially in LinkedIn. 14

15 Council resolved to receive the elamp report. Action: LH Martin Heather to update elamp report and to ED Paul for uploading to website TEMC fee Aotearoa Regional Chair, Barbara suggested that the Council get complimentary TEMC registration. Council replied that this was being discussed before and was overruled. However, Council can approach the President to make an appeal. It would be suggested to document in policy on fees for Council to attend Council. Action: AS Carroll to document in the respective policy that attendance of Council is at the cost of the member or the institution. If that support is not forthcoming, then the Council member can contact the President. Council thanked Tanya Rubin for her contribution to ATEM Council and her previous position as Acting Chair, NSW/ACT region. Jennifer Martin will return to the role in January * Meeting Schedule and Diary Dates Council noted to the scheduled dates. DRAFT Diary Dates for Jan Call for Nominations for ATEM Council Vice President - (incumbent Linda McKellar) Vice President Aotearoa - Secretary (incumbent Carroll Graham) 1 st Feb Call for Nominations for Regional Chairs Queensland, Bass and Western 4 th February Executive Meeting, Sydney Head Office 28 Feb Close of nominations for ATEM Council 1 st March Close of nominations for Regional Chairs 1 st February Launch of the 2014 ATEM awards 10 th Apr ATEM Council - Melbourne 31 st May ATEM AGM 15

16 15 th June Close of all entries to best practice awards 2 nd June Call for applications and nominations, awards and grants 2 nd July Closing date - Awards and Grants 31 st August ATEM Council - Cairns 1 st Sep ATEM awards presentation evening 2 nd Sep ATEM breakfast/ Ghosts soiree 3 rd Sep ATEM conference dinner 28 Nov ATEM Council - Sydney 16