Ohio Certified Public Manager Society PO Box Columbus, OH 43229

Transcription

1 February 2016 Board of Directors Meeting The February 2016 Ohio Certified Public Manager Society Board meeting was held on February 19, 2016 via conference call. Board Members Present: Shawn Crosby (), (Irene Barnett), Elect (Irene Lyons), (John Alge), Secretary (Adriana Pust), Conference Chair (Alphrena Prince), Member Services Chair (Sarah Harter). Board Members Not Present: Public Relations Chair (Richard Palmer) s Report (Shawn Crosby) Continued to monitor OCPM Society account and forward s to appropriate Board Member(s) Worked on 2015 Annual Report Asked Irene Lyons and Irene Barnett to review 2015 Bylaws o Will work on incorporating their feedback and present to Board in Contacted House of Representative and Senate Aids to create resolutions for the CPM Project Team and CPM of Year o Need date for presentations Need to draft to send invitations to Directors for Cohort 51 graduation and for the House and Senate Resolution presentations Need to select a date for the House and Senate Resolution presentations. s Agenda Items to Discuss o Discuss OCPMSB Annual Tasks spreadsheet assignment due dates o Meeting Minutes (Need to be on OCPMSB letterhead and signed by Board Members) o Monthly meeting location for March- alternate between Columbus, OH and Wilmington, OH (Robert s Center) s Report (Irene Barnett) Reached out to Mary Cornwell at DAS regarding projects and potential first quarter new cohorts Elect s Report and Items to Discuss (Irene Lyons) CPM Networking Ideas CPM Board and the Media CPM Society Mail Central Ohio Chapter American Society for Public Service Administrators; will attend future meeting Meet and Greet with DAS staff Documenting Society Business

2 s Report (John Alge) Requested to purchase a checkbook ($40 for 150 checks); Unanimous Board voted yes to proceed. Highlights of the Report (Excel Sheet) Total Revenue = $ Total Expenses = $ Net Income = $ Beginning Balance February 2016 = $6, Ending Balance February 2016 = $6, Assets(US Bank Account, Paypal Account, Accounts Receivable, Inventory) = $6, Total Liabilities = $225 Equity = $6, Conference Committee Chair s Report (Alphrena Prince) Proposed budget for the 2016 conference was prepared and submitted. The Board unanimously agreed to approve the Conference Budget. A conference committee was formed. Meeting have been scheduled for the 2nd Thursday of each month. A conference location (13430 Yarmouth Drive., Pickerington, Ohio 43147) for October 20, 2016 was secured. Proposed Budget Sheet 2016 Annual Conference o Anticipated Revenue from Attendees Based on past attendance, the committee is projecting 65 participants at the conference at the pre-registration member rate of $ o Member Registration Fee, 65@$ Total Revenue $6, o Host expenses the conference will be held at the BWC Training building in Pickerington, Ohio. Minimum Rental Fee Total Host $00.00 o Food expenses (Continental Breakfast, Lunch, Break items) $30.00 per person@65 Total Food $1, o Give-aways Registration gift $10.00 per 65 Total Giveaw $ o Speaker Costs Total Speaker $1, o Copying expenses Notepads, Folders, Agenda, labels Total Copy $ o Awards expenses CPM of the Year, s Awards, cohort Total $ o Total anticipated revenue $6, o Total anticipated expense $(4,600.00) o Total anticipated profit/loss $1, Public Relations Committee Chair s Report (Richard Palmer) During the past month, the Public Relations committee chairperson has been working on more technical duties to help with the transition of the Society mailing list and routine functions. distribution solutions were researched: o DadaMail the service suggested for use in previous meetings. This service would require a one-time, lifetime, fee of approximately $90 to receive all of the robust features that would help with list distribution. However, the installation (on our server) required PERL Our

3 current host provider only has PERL 5.8 installed. Our use of this product would require moving to another host provider which created an additional set of processes outside the scope of the original proposal. [It is suggested, however, that comparison of host providers be added to a future task list.] o MailChimp this widely used service has many of the features needed, but was potentially cost-prohibitive. It appeared that we would pay for much more than we would actually use. The service is geared toward larger distribution than our organization would likely ever see. o Constant Contact this well-known service is much like MailChimp and at a greater cost. o Benchmark The basic service does not include fees. They also provide a non-profit discount to those groups that qualify and see that they will exceed the contact list and distribution limits of the free service. Features are extensive, including group sorts, drag/drop editing of messages, analytics, etc. Benchmark s is the service chosen. The free plan allows up to 2000 subscribers to the list; 14,000 s can be sent per month. The existing bulk contact list has been migrated to Benchmark. Group lists are being added; with names transferred to appropriate lists as time permits. A sample was distributed to board members to show the potential for layout design/flexibility. Regular sends/receives for Society business are still channeled through our official address ocpm.society@ohiocpmsociety.com. This was transferred from the Runbox account and into our [already provided] webmail/ solution at Fatcow our existing host provider. This transition was seamless. Mail is still forwarding to Shawn Crosby. A web mail portal is available for use of typical correspondence. The Runbox account is now closed. It was closed on the renewal date with no further charges pending. Newsletter unfortunately, this is not complete and ready for distribution as targeted. This is the next action item; calls/interviews to suggested persons are on the task list. The Public Relations chair will be reaching out to CPM graduates to determine if anyone is interested in joining the committee to assist with newsletter content gathering. Website we have experienced a few outages over the past month. The most significant outage was Tuesday, February 16 with 16 hours offline. Domain and web host renewals are coming within 90 days. Alternatives may be researched if outages persist. Additional website tasks some corrections were made to the site including updates on Board member names, photos and contact info. Social Media please be sure to send ideas and suggested content to Rich and/or Shawn for placement on the various social media channels. Tips, blog recommendations, education opportunities, etc. Member Service Chair s Report (Sarah Harter) 40 paid, active members; 6 expired members; 3 unpaid members Verified addresses for Fellows who are State of Ohio employees. One person previously identified at BWC could not be found in Outlook: David Costantino- Does anyone know this person and current employment status? Correspondence with membership

4 Sent renewal reminder to 6 members with expired memberships at end of January (2 of these are current Board members Sent membership welcome to 40 paid & active members Sent inquiry to 2 who submitted membership apps but no payment Waiting to see if payment received by M.H in the mail Drafted questions for 2016 membership event input Survey Monkey and distributed to group for comment; Began exploring Survey Monkey site to learn functionality Reading The Leader Who Had No Title and drafting questions for facilitation of Book Club Event; This activity is still in development Action items for March meeting: o Finalize and distribute Survey Monkey to members o Finalize Book Club event preparations; Send out invitations to members o Ongoing organization of OCPM Master contact list

5 Board Action and Task List Items: Task Election of Officers and Chairs Start Due Description Notes Responsible Person July October Appoint election committee chair, the chair needs to send appoints chair, notification by 9/1, collect chair nominations by 9/30, and send responsibleballot prior to conference (one Member Services week prior) History committee (we don't always have position), but update last list- Public Relations & Historian Past officers Jan March Obtain list of all past officers/positions and maintain list on web site, social media sites - keep in touch Nominate chairs when vacant Jan as necessary Any open chair position needs appointed at start of year, or as occurs Monthly meetings Jan Monthly Schedule monthly meetings, October or November is conference. Schedule conference call for same time. Invite past officers to meetings, and ensure to advertise meetings By Laws Jan March Review/revise bylaws as necessary. Ensure all officers have and post to web site. Need to post what the latest version (date) are to ensure we use correct - more reason to keep web updated Brochure Dec March Ensure brochure is updated and posted by January 1st Web Site Jan Monthly Maintain and keep updated. Validate links. Verify renewal of domain/ address, host space, and pass on passwords Runbox.c om Secretary schedules will appoint a ByLaws committee chair- & Elect Public Relations or Member Services Public Relations Completed

6 Task Online Accounts: Society , Facebook, Twitter and LinkedIn Start Due Description Notes Responsible Person Jan Monthly Maintain and keep updated. Public Relations Validate information posted. Pass on passwords, add/remove management rights to sites - should be open to all officers. Verify officers are on both networking sites Member Services Membership drive Jan Monthly Solicit past members, recruit new from existing CPM list, and ensure new students are signed up Completed Membership cards Jan Monthly Maintain and keep updated Member Services Annual March Nov Previous chair serves as mentor; Conference Chair conference see Sky Drive for project plan, Newsletter State of Ohio, DAS Web Site link to Society Networking events National Consurtium and DAS Annual Report National Certified Public Manager Consortium Trademark Monitoring and Annual Reporting Requirements Standard Operating Procedure Quart erly Quarterly must start early January, April, August, October (start at beginning of president's term, and timely for conference Jan Jan Verify that DAS links to society's web site Quart erly Quarterly At least once in late spring, and after conference have an informal after hours Public Relations, and Elect Member services Oct Dec annual report or Dec March annual trademark monitoring report or Irene Barnett will obtain jump drive from Mary Cornwell (Feb 2016)

7 Task other officer's duties Start Due Description Notes Responsible Person Jan Monthly understand the other officer's Secretary & duties and maintain on master calendar; maintain communication to ensure tasks completed (, -Elect, Secretary,, Chairs (Public, Student, Conference) PO Box Dec Jan Obtain Board mail from the PO Box on at least a monthly basis Scholarship March July Appoint chair/committee to ensure timelines are met and advertised as necessary Annual transition Nov Jan Once per year, each new officer or committee chair needs to have access to SkyDrive, any materials passed off; thumb drives, financials/material such as check book Position descriptions 2010 was Skip Hollar has "x"; secretary has USB drive with backup of all SkyDrive files - Elect and as backup Scholarship Secretary Jan Feb each position should update the last PD for their position and submit to the Secretary (this should be reviewed and agreed upon by the Board Secretary Jan Jan Post office box renewal Bank account Jan Feb (does anything need to occur? Do we have a backup, another name on account? Make sure each year we're prepared file taxes Jan March what is filed and how much? See PD for Completed Irene Barnet will contact Patti Barnett relinquish key and responsible for getting mail (Feb 2016) N/A

8 Task Start Due Description Notes Responsible Completed Person tax exempt status Jan Feb membership drive Nov Jan Member services needs to Member Services forward invoices/membership letters (whatever the medium) and should be sent by January 1st Name badges Nov Jan Once the new board is known, name badges need ordered from namebadges.com. They have our logo and setup fee is already taken care of. We do not include positions, as those may change, only name with our logo can receive the bill, but needs ordered, Elect and Selection of CPM and Project Team of the year March -June August Once the new board is known, name badges need ordered from namebadges.com. They have our logo and setup fee is already taken care of. We do not include positions, as those may change, only name with our logo can receive the bill, but needs ordered and Elect Meeting Adjourned at 4:37pm Meeting Minutes prepared by Adriana Pust, Secretary. Minutes Approved at 4/15/16 Board Meeting.