MINUTES Society for Chemical Hazard Communication Board of Directors Regular Meeting Monday, April 23, 2018

Transcription

1 Board Members Present: Voting: Kirsten Alcock, Board Member, Exhibit Liaison Beth Bidstrup, Board Member, Outreach Liaison Paul Brigandi, Board Member, Webstreaming/Webhosting Liaison Atanu Das, Board Member, Web Liaison Beth Dederick, Board Chair Julia Diebol, Secretary/Treasurer Jennifer Mahoney, Vice-President, OSHA Alliance Chair Bob Skoglund, Board Member, Arrangements Liaison, Poster Session Liaison, University Relations Chair, Curriculum Chair Michele Sullivan, Board Member, Professional Development Liaison Danielle Svestka, Board Member, Social Media Liaison Darlene Susa-Anderson, Past President Ann Thompson, President, Nominating Liaison, Heritage Liaison Guests: Theo Amet Michael Buczynski Julie MacGregor Non-Voting: Troy Azzivitto, Web Vice-Chair Karin Baron, PDC Chair Lori Chaplin, Administrator Doug Eisner, Arrangements Chair Allan Jemi-Alade, Program Co-Chair Dan Levine, Web Chair Ari Lewis, Forum Chair Diana Saucedo, PDC Vice-Chair Luc Seguin, SCHC OSHA Alliance Doug Strock, Exhibit Chair Jing Sun, Poster Chair May Thomas, Social Media Chair Regrets: Michelle Baker, Board Member, Membership and Forum Liaison Adrienne Bopp, Membership Chair Sharen Breyer, Heritage Chair Mark Cohen, Nominating Chair Bernadette Lindquist, Webstreaming/Webhosting Chair Mary Rudolph, Program Co-Chair Beth Tanner, Outreach Co-Chair Renee Warner, Outreach Co-Chair Quorum: Nine voting members were present at the start of the meeting, and a quorum was established. The meeting was chaired by B. Dederick. The recording secretary was L. Chaplin. 1. Call to Order Chair B. Dederick called the regular meeting of the SCHC Board of Directors to order at 1:02 p.m (ET) on Monday, April 23, The meeting was held in person at the Hilton Orlando Lake Buena Vista Hotel in Orlando, Florida, and phone connection was established via Openvoice. Introductions were made. 2. Review of Agenda The agenda and portfolio of committee reports was distributed by . Motion [A.Das / M.Sullivan] to accept the agenda as is; passed by voice vote. Page 1 of 7

2 3. Reports of Officers and Committees a. President s Report A. Thompson provided a written report. b. Vice President s Report J. Mahoney provided a written report. We are in our third meeting with the App and it has been successful. The Publicity & Marketing Special Committee has been sunset. SCHC has invested $19,000 in a publicity contract with A Media Marketing (AMM), which group will be in attendance at the Spring meeting and will be interviewing attendees; everyone s cooperation is requested and appreciated. Action Item: Remove committees from website that have been sunset (Publicity & Marketing and HazCom Resources). c. Secretary/Treasurer s Report J.Diebol provided a written report which included the Fall 2016, Spring 2017 and Fall 2017 financial reporting. Due to the amount of time it would take, and the limited value it would provide, additional Spring 2016 information was determined to be of no value at this late stage, with SCHC s fiduciary responsibilities met by previous reporting. SCHC wishes to thank Pam Kreis for her assistance in bringing the finances up to date. SCHC has outsourced the financial data entry, freeing the Treasurer to focus on reporting and decision-making. The financials remain in a downward trend. The meetings have historically taken a loss, with PDC covering the losses. There is established criteria for PDC to determine the breakeven point for holding courses and it is believed the courses are priced appropriately. The Exhibit Show needs to review financials and suggest adjustments if/as necessary to support itself. Webinars and Distance Training provide cash potential. We have not contracted with a hotel for 2020 as yet, so SCHC has no financial commitments past No investment strategies were determined in the past six months and the incoming Treasurer should review investment options. Motion [J.Diebol] to donate $1,500 to The Rotary Club, a charity that Pam Kreis supports. Motion was withdrawn upon discussion that, while the Board deeply appreciates Pam s efforts, there is no precedent to donate to organizations outside the scope of SCHC s mission. Motion [J.Diebol / M.Sullivan] to request ongoing bookkeeping services via existing contract with the administrator; passed by voice vote. Action Item: J.Diebol and B.Dederick to correct errors in the current financial report and resubmit for discussion at the May meeting. A. Das to add item to May agenda. Event-related Committees (*denotes special committee) d. Program Co-Chair A. Jemi-Alade provided a written report. The committee is now working on the fall program and the speakers should be determined in the next couple of months. The Committee has a Best Practices Subgroup led by J.MacGregor. e. Professional Development Chair K. Baron provided a written report. The numbers provided in the report were updated with the final headcounts for each course. The course numbers were met early in the registration process and the committee determined to hold all courses. They are working on a web-based course for this fall. f. Forum* Chair A. Lewis provided a written report. There are breakout sessions at the spring meeting, the topics were determined based on survey responses at the fall meeting. Notes from each session will be recorded and posted on the website, with the hope that we can provide an option to add comments. This committee was formed out of the strategic planning session with the task of bringing people together outside of the meetings Page 2 of 7

3 and to provide touchpoint discussions in between meetings. It may be time to move it to a subcommittee under Program or PDC. g. Exhibit Chair D. Strock provided a written report. The committee is in line for creating a sponsorship agreement form available for the fall meeting. The Exhibitors would like to be allowed to send out blasts one before and one after the meeting, requiring an opt-in / opt-out feature available for registrants. Social Media has guidelines in place to manage posts, which guidelines could be used as a starting point; the President will be responsible for monitoring that such guidelines are being met. Action Item: Social Media to send its Guidelines to Exhibit. Action Item: Exhibit to determine opt-in option and implementation of same. h. Poster Session Chair J.Sun provided a written report. There will be 25 posters at the spring meeting, including four student presenters. The Guidelines were updated for 2018 to make expectations more clear. Poster presenters will be interviewed via Facebook Live. i. Arrangements Chair D.Eisner provided a written report. We have a pick up rate over 100% at this spring meeting so there will be no attrition damages. The fall contract was adjusted to reduce the sleeping rooms from 640 to 576. D.Eisner announced that he would be stepping down in 2019 but will work with the incoming chair on the 2020 contracts. We turned down nine people for one spring course as the room size would not allow us to accept them. The room size is determined at the time of the contract and cannot generally be increased after the contract is signed. The Fall 2017 survey included a list of cities for people to select their top choice and Austin was the winner. Action Item: PDC to ask for larger rooms for events in future hotel contracts, without increasing the sleeping room nights. j. Webstreaming/Webhosting* P.Brigandi reported for B.Lindquist. A written report was provided. SCHC broke even at the first meeting where Webstreaming was offered; the second meeting required an upgrade to the software, resulting in a net loss. The committee will research the cost for a full day of Webstreaming, but many believe that an attendee s attention span would wane and would not be well-received by supervisors and a full day offering may not be beneficial. The Board Liaison will provide feedback from the Board for the Webstreaming/Webhosting committee. The committee should also look at what other organizations do; consider expanding Webstreaming to the spring meeting; consider recorded sessions. Action Item: Committee should pursue the Strategic Objective and revert its efforts to that objective. External Facing Committees k. Outreach B.Bidstrup reported for B.Tanner and R.Warner. A written report was provided. B.Tanner will step down in May and R.Warner will Chair the committee. The Trademark filing is complete and the committee is searching the website to update any documents accordingly. The Newsletter was delayed, but AMM assisted and the April issue was distributed. The committee is reviewing the effectiveness of the Press Release. The Speaker Bureau guidelines are under review, with a disclaimer to be prepared and added. l. Social Media Chair M. Thomas reported. A written report was provided. The committee needs worker bees and more interest from the membership to continue posts. The committee will review other platforms with help Page 3 of 7

4 from AMM. Facebook live interviews will occur during the poster session, with potential to tap member participation. There may also be potential to connect with the Forum committee. m. Web Chair D.Levine reported. A written report was provided. There was discussion that the agreement with Professional Techworks may be unnecessary. Action Item: D.Levine to send Agreement with Professional Techworks to J.Mahoney. Motion [A.Das / J.Diebol] to modify the existing agreement with T.Foelker to adjust the services from a monthly to an ad hoc agreement, pending review of agreement. Amended Motion [A.Das / J.Diebol] to solicit proposal from T.Foelker for ad hoc services instead of monthly services; passed by voice vote. n. SCHC/OSHA Alliance Chair J. Mahoney / L.Seguin reported. A written report was provided. The latest versions of all 30 fact sheets will be updated on the website. With the completion of the fact sheets, the committee will be broken into 4 separate groups, such groups are a work on progress: i. Other alliance potentials ii. Webinar content on pesticide iii. Examples GHS classification and other webinars, international approach iv. HazCom and PPE guidance It was noted that SCHC must not offer anything that could impact liability and guidance implies liability. OSHA has requested a bi-annual report (reduced from a quarterly report). OSHA has acknowledged that SCHC is one of their more active alliances. o. University Relations* Chair R. Skoglund. The SCHC Foundation is on hold while they seek additional support - G.Wilkinson retired; B.Lindquist is semi-retired; and the committee has 2 new members, but needs to gain additional support. The Foundation will have 5 to 7 board members, with SCHC maintaining a majority seat; with SCHC covering the administrative activities. Action Item: R.Skoglund to set up conference call with committee and determine a path forward by the May Board call. Internal Facing Committees p. Membership A.Thompson reported for Chair A.Bopp. A written report was provided. A.Bopp has stepped down as chair and we will be looking for a new chair. q. Nominating Liaison A. Thompson reported for Chair M.Cohen. A written report was provided. The new leadership team and new board members were welcomed. It was an exceedingly challenging nominating year, with blame on a crisis of commitment. r. Heritage* Liaison A. Thompson reported for S.Breyer. A written report was provided. s. Competencies and Curriculum Chair R.Skoglund reported. They have completed work with the contractor. Action Item: To be added to May Conference Call for additional discussion. Page 4 of 7

5 4. Unfinished Business and General Orders a. None. MINUTES 5. New Business a. Issue of Exhibitor coming to spring meeting to network, but is not registered for the meeting. Action Item: A.Thompson to develop policy on individuals attending for networking purposes only. b. D.Susa-Anderson is stepping down from the board and she was acknowledged and thanked for all her support and mentorship over the years. c. B.Dederick thanked the Board and J.Diebol for all the support with her quick transition to Chair a few months ago. 6. Adjournment The meeting adjourned at 4:47 p.m. Eastern time upon Motion [J.Diebol / A.Thompson] to adjourn; passed by voice vote. Next Meeting: Thursday, May 17, :30 4:00 p.m. ET (Recording Secretary: L.Chaplin). Page 5 of 7

6 ACTION ITEMS Action Item Responsible Party Target Date Remove committees from website that have been sunset (Publicity & Marketing and HazCom Resources). Correct errors in the current financial report and resubmit for discussion at the May meeting Administrator J.Diebol / B.Dederick ASAP May BoD Mtg Add revised financial report to May agenda for discussion A.Das May BoD Mtg Social Media to send its Guidelines to Exhibit. Social Media ASAP Exhibit to determine opt-in option and implementation of same. PDC to ask for larger rooms for events in future contracts, without increasing sleeping room nights. Webstreaming Committee should pursue the Strategic Objective and revert its efforts to that objective. D.Levine to send Professional Techworks Support Agreement to J.Mahoney. R.Skoglund to set up conference call with University Relations committee and determine a path forward by the May Board call. Competencies and Curriculum to be added to May Conference Call for additional discussion A.Thompson to develop policy on individuals attending meetings for networking opportunities only. Exhibit PDC Webstreaming Web R.Skoglund A.Das A.Thompson May BoD Mtg May BoD Mtg Pending / Carried Over: Post missing minutes on the website Treasurer ASAP Prepare guidelines for the video submissions by sponsors Prepare disclaimer language for Speaker s Bureau materials Exhibit Committee J.Mahoney Prepare policy to cover nonpayment issues for the Standard Practices A.Thompson May BoD Mtg DRAFT SCHC Action Items - April 23, 2018 Page 6 of 7

7 ACTION ITEMS Update bylaws with correction of typo Update Standard Practices to reflect officer support of the liaisons Prepare Operating Budget Add to May Agenda for further discussion: Leadership, sustainability, and succession issues/challenges (V.President/Nominating Committee) A.Thompson / D.Susa- Anderson J.Mahoney Treasurer A.Das Next bylaws update May BoD Meeting DRAFT SCHC Action Items - April 23, 2018 Page 7 of 7