IPMA Southern Region Governing Board Marriott Hotel and Convention Center - Chattanooga, Tennessee Annual Board Meeting Saturday, April 29, 2006

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1 IPMA Southern Region Governing Board Marriott Hotel and Convention Center - Chattanooga, Tennessee Annual Board Meeting Saturday, April 29, 2006 IPMA Southern Region Governing Board Members Present Gary Hall, Tennessee, President Donnie Simmons, North Carolina, Past President Tina Jones, North Carolina, Secretary Barbara Whitley, Kentucky, Treasurer Joye Lang, South Carolina, At-Large Member Brenda Whitehead, Georgia, At-Large Member Oscar B. Jackson, Jr., Oklahoma, IPMA-HR Executive Council Representative Joe Lunt, Louisiana, IPMA-HR Executive Council Representative Richard Stokes, Tennessee, IPMA-HR Executive Council Representative IPMA Southern Region Governing Board Members Not Present Grady Terrell, Virginia, Regional IPMA-HR Executive Council Representative Others Present Neil Reichenberg, IPMA-HR, Executive Director William Brown, Tennessee, Host Committee Joe Shaw, Tennessee, Host Committee Call to Order and Welcome President Gary Hall called the meeting to order at 9:25 AM at the Marriott Hotel and Convention Center in Chattanooga, Tennessee. All board members except Grady Terrell and Tina Jones were present for the call to order (Ms. Jones arrived late.) President Hall welcomed Southern Region Board members to Chattanooga. Business Meeting IPMA-HR Executive Council and Executive Council Report: President Hall stated that the Southern Region had several members serving as Executive Council Representatives. These members included Oscar Jackson, Oklahoma; Joe Lunt, Louisiana; Richard Stokes, Tennessee; Grady Terrell, Virginia; and Sam Wilkins, South Carolina. Grady Terrell, Regional IPMA-HR Executive Council Representative was unable to attend the meeting but submitted the IPMA-HR Executive Council Report. This report focused on the current activities being undertaken by the Association. One of the points outlined in Mr. Terrell's report was the revised Long Range Strategic Plan. Neil Reichenberg, IPMA-HR, Executive Director provided Board Members with a copy of the revised plan and reported that it retained the previous Mission Statement, included a new Vision Statement, four (4) goals and thirteen (13) objectives. Mr. Reichenberg also reported a 4% growth in membership (a top priority for the Association). He indicated that on-line membership continued to grow at a rapid rate which he attributed to the discount offered to members if they join on-line. He also indicated that there had been a decline in agency memberships. Additionally, Mr. Reichenberg reported that the Executive Council amended the Conflict of Interest Policy as it relates to immediate family members or significant others of Executive Council Members seeking to do business with the Association. Minutes April 2006 Page 1

2 Other items addressed in Mr. Terrell's report included the 1) United Membership Initiative; 2) Membership Surveys; 3) the Leadership Conference; 4) Chapter news including the approval of new chapter charters and chapter rebates; 5) the 2006 International Training Conference to be held in Las Vegas; 6) the development of an HR Leadership Academy by the Professional Development Committee; 7) national and international certification efforts; 8) IPMA-HR's continued activity in government affairs; 9) a benchmarking survey on recruitment and selection that is being done in partnership with NEOGOV; 10) the 100thAnniversary of the National Assembly of Civil Service Commissions - the original parent organization of IPMA-HR; and 11) the International Symposium on Public Personnel Management scheduled to be held in Barcelona, Spain this year. A copy of the detailed report is attached. Mr. Reichenburg reported on the following current activities of IPMA-HR: 1) encouragement of the Board to take a more active role in coordinating their chapters to submit chapter reports to IPMA-HR by June 30th. He stated that the report form was on-line for ease of use but only 55% of the chapters filed reports last year, reminding Board members IPMA-HR gives rebates to those chapters who submit reports; 2) the continued active role in government affairs particularly as it relates to the qualification of Firefighters and Paramedics for a special FLSA exemption. IPMA-HR has requested an opinion letter from the Wage & Hour Division on this issue; 3) the on-line benchmarking survey on Recruitment & Selection; 4) a quarterly series of research on "HR Transformation". A white paper and webinar on this issue will be forthcoming in June; and 5) the 100thanniversary of IPMA's founding parent organization being celebrated this year. Public Human Resources Certification Report: Oscar B. Jackson, Jr., Oklahoma, IPMA-HR Executive Council Representative reported that the generous $350,000 line of credit provided initially by IPMA-HR Executive Council for the Certification Council was exhausted at the end of the 2005 calendar year. An additional $350,000 was made available with the proviso that specific goals be met to prove that the certification program was a viable program. Currently, there are approximately 1,500 people who are certified and the Council believes there is the potential for many more to become certified once the program is more widely known. Mr. Jackson presented the Public Human Resources Certification Report which included a description of the 9-point Public HR Certification Council Business Plan. He indicated that the plan reflected a very aggressive marketing plan to help get the word out to IPMA members and their employers about the value of the IPMA Certification Program. President Hall stated he would ask those who were certified from the Southern Region to stand at the opening ceremony on Monday. (The Southern Region currently has members who are certified.) The report also discussed two additional issues which included 1) a recommendation that the Association designate chapter liaisons that could assist with marketing the certification program to chapter members and 2) promoting the provision of a free webinar to HR Directors who wanted to devote time to completing an application for certification. A copy of the report is attached. Mr. Jackson noted that there had been much discussion and many exchanges around item #6 in the report whereby the Council had recommended that anyone who served on the Executive Council be certified as either IPMA-CP or IPMA-CS. He indicated that after much debate by the Executive Council the decision was final at this point, passing with a vote of 15 to 2. He acknowledged that the greatest impact would be in the Central and Southern Regions in the forthcoming year. He stated the Executive Council felt that the Certification Program was important to the organization and that if the Executive Council believes in and endorses the program, it was important that those serving on the Council be certified. Joye Lang indicated that she had served on the United Membership Committee which was attempting to address how IPMA could attract new members. She voiced her concerns about the organization continuing to add additional eligibility requirements for persons interested in serving in leadership roles. She stated that after much discussion around this issue, the Committee stated that they felt this Minutes April 2006 Page 2

3 was not a good to implement this requirement. She pointed out that were a total of approximately 1,000 members nationally that were certified and that even though the Southern Region had 2,000-3,000 members, no one was seeking officer roles in the Southern Region. Ms. Lang added that she felt the concept that top leadership should obtain the certification was one that was supported. But asked why it was necessary to implement this requirement at this time without the dialogue with the regions. Donnie Simmons commented that while he did not see the decision as an isolated one, he viewed the certification requirement as being "out of step" with how the organization had begun to refocus nationally. While the business plan indicates that research would be conducted to determine how to move forward with certification, a decision was made in the midst of any research efforts. He indicated that this action cut off the communication with the chapters and regions and appeared to create an artificial barrier for those persons in the regions who can lead, to do so. Mr. Simmons further pointed out that Mr. Riechenburg had previously indicated that the top three reasons why people become members of IPMA, i.e., for professional development, for information about the profession, and for networking opportunities -- certification was not one of those reasons. He stated that certification should be part of long term strategic plan to increase and add value to what the organization does and that it should not be an automatic requirement or a decision which was made without the opportunity for input. Mr. Jackson pointed out that Executive Council had also had a great deal of discussion around this topic but the Council felt this was important and voted to implement the requirement. President Hall and Richard Stokes indicated that their biggest concern was that feedback was not sought and the decision was not widely communicated before the requirement went into effect in Mr. Reichenburg indicated that anyone who wanted to run for the Executive Council seat being vacated by Richard Stokes and was not certified he would expedite their application for certification. Mr. Jackson also indicated that there was great debate regarding the creation of an entry level HR certification. After much debate, the Certification Council decided that it was not the viable thing to do at this time. He indicated that there was also discussion regarding the retention of the IPMA-CS certification and while there are only a small number of members certified as IPMA-CS, there was still a need for this level of certification because there was no other entry level certification. Mr. Jackson further indicated that the Certification Council planned to streamline the certification process by getting additional reviewers and possibly reduce the number of reviewers required to review an application; to try and establish "chapter liaisons (a point of contact) within the chapters to be the contact with regard to certification; and to have a national webinar regarding certification for those who wanted to know more about obtaining the certification and the process. Tennessee Host Committee Report: William Brown, Tennessee welcomed everyone to Chattanooga and presented Board Members with their conference notebooks along with a fruit basket. Mr. Brown gave a brief overview of the program and presented the conference budget to date. A copy of the report is attached. Mr. Brown gave a brief report on the budget, indicating that 200 attendees were originally planned for, but only approximately 125 people registered. He further indicated that some sponsorships had not yet come in and that some of the final invoices and payments had not yet been received/recorded. Richard Stokes reported that there were 123 full conference registrants and 5 daily registrants. By state, the registrants were: Alabama - 15; Arkansas - 1; California - 1; Florida - 6; Georgia - 3; Kentucky - 5; Louisiana - 6; Maryland - 1; North Carolina - 13; New Jersey - 1; Oklahoma - 9; South Carolina - 5; Tennessee - 48; Texas - 4; Virginia - 9; Not Designated - 1; and 15 exhibitors. Minutes April 2006 Page 3

4 Mr. Stokes stated that the buses transporting conferees to the President's Reception at the Tennessee Aquarium would begin doing so at 6:30 PM Sunday evening. The buses to transport conferees to the Dinner Cruise would begin doing so at 6:00 PM on Tuesday evening. He also indicated that badges and conference leather saddlebags for carrying conference materials would be available at the registration desk on Monday. Complimentary pictures will be made on cruise and drink tickets will be registration packet for reception and cruise. A cash bar will available. The Board offered thanks and appreciation for the hard work on what promised to be a great conference. President Hall presented Board Members with a gift of appreciation for serving on the Board. Approval of Planninq Meetinq Minutes Held in the Sprinq, Februarv 25, 2006 in San Antonio, Texas and the April 20, 2006 Conference Call Minutes: Corrections to the minutes distributed in San Antonio, the minutes from the Board meeting in San Antonio and the minutes from the April 20, 2006 Conference Call were distributed by Secretary Tina Jones. Joye Lang moved approval of the Spring Planning Meeting Minutes and the April 20, 2006 Conference Call minutes that were prepared by Secretary Tina Jones. Joe Lunt seconded the motion and the motion carried unanimously. Richard Stokes noted that the Texas Chapter was reconsidering the conference city site after visiting the San Antonio hotel. President Hall indicated that Texas had chosen Moody Gardens in Galveston for the 2007 site. He also indicated that Virginia would host 2008 site and that Alabama indicated they had an interest in hosting a future conference. Treasurer's Report: President Hall and Treasurer Barbara Whitley gave the Treasurer's Report. As of March 22, 2006, the checking account balance was $9, As of March 31, 2006, the savings account balance was $11, The balance included $8,000 from North Carolina but did not include the $556 IPMA-HR Regional Rebate and the additional $500 seed money from the NC Chapter. A copy of the report is forthcoming for inclusion in the minutes. United Membership Report: Joye Lang provided an update on the United Membership Committee. Questions with regard to the status of the United Membership Initiative were raised and discussed by Board Members, the IPMA-HR Executive Director and the members of the Executive Council that were present. A more comprehensive review of the Membership Advisory Council's Report has been conducted and the findings and recommendations will be presented to the Executive Council during the October Executive Council Meeting in Las Vegas. A final vote is expected to come as to whether to move ahead with the United Membership initiative or to "put it to bed". Richard Stokes noted that it would be his recommendation at the Executive Council meeting in October that a recommendation on whether to implement the united membership be taken to the various chapters for discussion and feedback before the final vote is taken. Joe Lunt noted that there was no popular support for moving ahead with the initiative - the concept is a good one, but support is non-existent. Other Business: President Hall requested those present for Other Business items. Mr. Reichenburg asked about the status of the Mississippi State Chapter. He stated that Niki Butler had originally spearheaded the effort to form the chapter but that she had moved to a different state agency. Joe Lunt stated that he had previously had contact with someone in the chapter who indicated they were getting a meeting together. Mr. Lunt indicated that he had offered to drive over and attend one of their meetings but he was subsequently never able to get back in touch with anyone. After the onset of Katrina, no additional contact had been made. President Hall indicated that the Arkansas Chapter was "up-and running" and that he had talked with Charlie Brown, who was the President Elect of the chapter. Donnie Simmons presented 1) the nominations for the slate of officers which included Barbara Montoya for President Elect and Richard Stokes for Executive Council Representative. Both nominees were unopposed; 2) the results for the Dayna Petete Outstanding Chapter Award. The award was won by the North Carolina Chapter for the fourth consecutive year; 3) the information Minutes April 2006 Page 4

5 regarding the Edward L. Swain Award. Because of a potential conflict of interest, Mr. Simmons asked Joye Lang to chair the nominations for the award. Ms. Lang reported that the award would be presented to Susan L Manning, HR Director for Mecklenburg County, NC; 4) a proposed amendment to the by-laws relating to holding conference calls to conduct business of the Southern Region and a copy of the amendment was to be placed at the registration desk for review by the membership prior to voting on it at the Tuesday business meeting; 5) a request to recognize the resolution prepared for Bill Hill, past Southern Region Board Member at the 2005 Annual Conference in Charlotte. The resolution recognized Mr. Hill's contributions to the Southern Region but Mr. Hill was unable attend the 2005 Conference. All official nomination forms were given to the Secretary for recording. Resolutions Committee Report: Richard Stokes, Chairperson stated the current conference resolutions would include a 1) Host City Resolution; 2) President's Resolution; 3) Re-Naming of the Outstanding Chapter Award to the "Dayna Petete Outstanding Chapter Award"; and 4) a resolution for the opposition to the rule of certification requirement to become a member of the Executive Council. Site Committee Report: President Hall reported that Virginia was the only chapter that had indicated an interest in hosting the 2008 Southern Region Conference and that he hoped to return to having a fall meeting at the proposed hotel site year. Committee Meetings: President Hall stated that the Future Goals and Directions Committee (Barbara Montoya, Chair), the Site Selection Committee (Gary Hall, Chair) and the Resolutions Committee (Richard Stokes, Chair) would meet the following afternoon. Specific times and sites for each meeting would be posted at the registration desk. The Audit Committee (Joye Lang, Chair) would meet later in the conference and prior to the Business Meeting on Tuesday. Recess: Prior to recess, Joye Lang commended Gary Hall for the outstanding job he had done in "stepping up to the plate" and assuming the presidency after the untimely death of President Dayna Petete. In so doing, the challenge to serve an additional year as IPMA-SR President was presented to Mr. Hall and he humbly accepted. At 11:45 AM, the meeting stood in recess until 8:30 AM, Monday, May 1, IPMA Southern Region Annual Conference Opening Ceremony Monday, May 1, 2006 IPMA Southern Region Governing Board Members Present Gary Hall, Tennessee, President Donnie Simmons, North Carolina, Past President Tina Jones, North Carolina, Secretary Barbara Whitley, Kentucky, Treasurer Joye Lang, South Carolina, At-Large Member Brenda Whitehead, Georgia, At-Large Member Oscar B. Jackson, Jr., Oklahoma, IPMA-HR Executive Council Representative Joe Lunt, Louisiana, IPMA-HR Executive Council Representative Richard Stokes, Tennessee, IPMA-HR Executive Council Representative Minutes April 2006 Page 5

6 IPMA Southern Region Governing Board Members Not Present Grady Terrell, Virginia, IPMA-HR Executive Council Representative Call to Order, President's Welcome, and Introduction of Head Table At 8:45 AM, Gary Hall called the 2006 IPMA Southern Region Conference to order and welcomed participants to the 59thAnnual IPMA Southern Region Conference. The Presentation of Colors was made by the City of Chattanooga Firefighters Color Guard and the singing of the National Anthem was provided by the Mount Canaan Baptist Church Praise Ensemble. President Hall asked the membership to join in a moment of silence in remembrance of elected 2006 Southern Region President Dayna Petete whose untimely death occurred during the previous year. President Hall then introduced the Southern Region Governing Board and asked Mr. William Brown, Tennessee Host Committee to introduce the Tennessee Board. President Hall thanked the Tennessee Board and the Host Committee for their hard work and support of the conference. Other Welcomes President Hall introduced the Mayor of the City of Chattanooga, the Honorable Ron Littlefield. Mayor Littlefield welcomed the membership to Chattanooga and invited attendees to enjoy the many offerings the city possessed. President Hall presented Mayor Littlefield with a conference bag and a fruit basket and thanked him for hosting the conference and for the support of the City's Human Resources staff in helping make the conference a success. President Hall also thanked his staff for their support. He then welcomed Neil Riechenburg, IPMA-HR Executive Director, Linda von Bargen, Immediate Past IPMA-HR President, and Bob Lavinia and Fagen Stackhouse, Past IPMA-HR Presidents. Presentations and Recognitions Current IPMA-HR President, Fred Weiner was unable to attend due to illness, but IPMAHR President Elect, Oscar Jackson brought greetings from IPMA-HR and the Executive Council. Mr. Jackson extended special thanks from IPMA-HR and the Executive Council to President Hall, the Southern Region Governing Board and the Tennessee Board for developing such an excellent conference. He also noted that five of the seventeen members of the Executive Council members are from the Southern Region (Sam Wilkins, South Carolina; Grady Terrell, Virginia; Richard Stokes, Tennessee; Joe Lunt, Louisiana, and himself). Mr. Jackson further thanked Margie Knowles, Florida; Joye Lang, South Carolina; Barbara Montoya, Alabama who served on the Membership Advisory Committee. He spoke briefly about the number of persons who had gone through the IPMA Certification Program, invited everyone to pursue this important designation and invited the membership to attend the National Conference to be held in Las Vegas, Nevada in October 7-11, Mr. Jackson then presented President Hall with a Certificate of Appreciation from IPMA-HR for his service as IPMA Southern Region President. Recess At 9:50 AM, President Gary Hall introduced the Conference Keynote Speaker and the Conference Program, "Employees-R-US, Are We Making the Grade in Customer Service", began. The Board stood in recess until 11:30, Monday, May 1, Minutes April 2006 Page 6

7 IPMA Southern Region Awards and Past Presidents Luncheon Monday, May 1, 2006 IPMA Southern Region Board Members Present Gary Hall, Tennessee, President Donnie Simmons, North Carolina, Past President Tina Jones, North Carolina, Secretary Barbara Whitley, Kentucky, Treasurer Joye Lang, South Carolina, At-Large Member Brenda Whitehead, Georgia, At-Large Member Oscar B. Jackson, Jr., Oklahoma, IPMA-HR Executive Council Representative Joe Lunt, Louisiana, IPMA-HR Executive Council Representative Richard Stokes, Tennessee, IPMA-HR Executive Council Representative Donnie Simmons, North Carolina, President IPMA Southern Region Governing Board Members Not Present Grady Terrell, Virginia, IPMA-HR Executive Council Representative Call to Order Present Hall called the Past Presidents and Awards Luncheon to order at 11:40AM and welcomed the membership. He introduced CPS representative, Marjorie Young. CPS, whose mission is to support public HR services, was the sponsor of the luncheon. Ms. Young spoke briefly about the importance of organizations providing meaningful recognition to their employees through actively listening closely to what all of the generations valued in the way of recognition. President Hall then asked for all of the Past Presidents of the Southern Region to stand and for the Past State Presidents to stand. He recognized the current State Presidents that were in attendance. They included Karen King, Alabama; Mark Owen, Metro Atlanta; Georgianne Reynolds, Kentucky; Tayna Day, Louisiana; Cindy Braun, Oklahoma; Mary Teague, South Carolina; Jim Taylor, Virginia; William Brown, Tennessee; Melanie Caballero, Texas; and President Elect Charlie Brown, Arkansas. After conferees enjoyed lunch, President Hall introduced Melanie Caballero, Texas Municipal Chapter President. Ms. Caballero invited everyone to the 2007 Texas Host Chapter Reception Monday evening. William Brown, Tennessee Host Committee proceeded with several announcements including that the Tennessee Chapter Meeting would meet on Monday, after the programs were complete. Joe Shaw and the Tennessee Host Committee distributed door prizes. Recess At 12:50 PM, the Conference stood in recess until 11:30 AM, Tuesday, May 2, Minutes April 2006 Page 7

8 IPMA Southern Region Governing Board Marriott Hotel and Convention Center - Chattanooga, Tennessee Business Luncheon Tuesday, May 2, 2006 IPMA Southern Region Governing Board Members Present Gary Hall, Tennessee, President Donnie Simmons, North Carolina, Past President Tina Jones, North Carolina, Secretary Barbara Whitley, Kentucky, Treasurer Joye Lang, South Carolina, At-Large Member Brenda Whitehead, Georgia, At-Large Member Oscar B. Jackson, Jr., Oklahoma, IPMA-HR Executive Council Representative Joe Lunt, Louisiana, IPMA-HR Executive Council Representative Richard Stokes, Tennessee, IPMA-HR Executive Council Representative IPMA Southern Region Governing Board Members Not Present Grady Terrell, Virginia, Regional IPMA-HR Executive Council Representative Call to Order and Welcome President Gary Hall opened the luncheon and called the meeting to order at AM and again welcomed conference participants. He then proceeded with a "Roll Call of States" and asked that attendees from each state called to please stand. He also thanked and recognized the sponsors, vendors and exhibitors that make the conference possible. Business Meeting President Hall called for committee reports from the Standing Committees. Reports of Standing Committees Future Goals and Directions Committee - Barbara Montoya, Alabama, and Chair recognized and thanked the members of her committee and presented them with certificates of appreciation. The committee members included: William Brown, Tennessee; Stephanie Apple, Kentucky; Brenda Whitehead, Metro Atlanta; and Mary Teague, South Carolina. Ms. Montoya reported that the committee discussed the goals that former President Dayna Petete had laid out and they continued to feel that Goal #1 was the need for improved regional communication. The committee felt that key to improving communication throughout was to establish a standing committee that would be focused on the special interests in communication. They recommended the standing committee chair be appointed by the Board and initially charged with 1) producing an electronic newsletter. They indicated they believed that the utilization of an editor, a photographer and a representative from each state should be considered. 2) establishing a Southern Region website. They suggested that this could be done by a) an "in-house" (someone from the Southern Region) person and invited anyone with an interest to come forward; b) developing specifications for proposals that could be sent to Southern Region colleges and universities who might be willing to develop and maintain the such a website; or c) developing specifications/proposals and distributing them to professional webmasters for a price quote. Additionally, the committee recommended implementing a less costly form of communication by establishing a regional list serve whereby members could ask questions, share information, etc. Goal #2: Promote attendance at the regional meetings. Goal #3: Encourage the membership to become IPMA certified but they indicated they needed more information on the certification and the certification Minutes April 2006 Page 8

9 process. A motion to adopt the report of the Future Goals and Directions Committee was made by Lee Brown, Florida and seconded by Charlie Brown, Arkansas. Membership voting was by voice vote with all Conference participants in attendance voting yes. President Hall asked that Ms. Montoya provide the Board with a copy of the committee's report for consideration. Site Selection Committee - Gary Hall, Tennessee, Chair recognized the members of his Committee and presented them with certificates of appreciation. The committee members included: Paula Taylor, Virginia; Jim Taylor, Virginia; Barbara Whitley, Kentucky; Mark Owen, Metro Atlanta; Oscar Jackson, Oklahoma; Joye Lang, South :Carolina; Melanie Caballero, Texas; Tina Jones, North Carolina; Sharon King, Alabama; and Tanya Day, Louisiana. Mr. Hall reported that the Virginia Chapter had submitted a proposal to host the 2008 IPMA Southern Region Conference in Virginia Beach, Virginia and that the Board had accepted the proposal. A motion to accept the proposal was made by Oscar Jackson, Oklahoma and seconded by Joye Lang, South Carolina. Membership voting was by voice vote with all Conference participants in attendance voting yes. Resolutions Committee - Richard Stokes, Tennessee, Chair, recognized Bill Hill, North Carolina. Mr. Hill was unable to attend the 2005 Annual Conference in Charlotte due to personal reasons. Mr. Stokes presented him with the resolution from the previous year which thanked him for his contributions and had wished him a speedy recovery. Mr. Hill expressed his thanks and appreciation to the Board and membership. Mr. Stokes then read the resolutions adopted by the 2006 Resolutions Committee: IPMA Southern Region Resolution expressing appreciation to the North Carolina Chapter Officers and Board of Directors, the Tennessee Host Committee and the Program Planning/Steering Committee for their work in hosting the 2006 Southern Region Conference. (Attachment 1) The motion to adopt Resolution was moved by James Baltimore, Tennessee and seconded by Peter Voss, Tennessee. Voting was by voice with all Conference participants in attendance voting yes. IPMA Southern Region Resolution commending Gary Hall on his service as IPMA Southern Region President. (Attachment 2) The motion to adopt Resolution was made by Bill Hill, North Carolina and seconded by William Brown, for the Tennessee. Voting was by voice with all Conference participants in attendance voting yes. IPMA Southern Region Resolution renaming the IPMA Southern Region Outstanding Chapter Award to the "IPMA Southern Region Dayna Petete Outstanding Chapter Award" to commend and recognize Dayna Petete, Former President of Southern Region for her many contributions to the Southern Region including her dedication to the mission of IPMA-HR, her commitment to growth and development of the chapters and to the production of excellent Southern Region newsletter. (Attachment 3) The motion to adopt Resolution was made by Bill Hill, North Carolina and seconded by Oscar Jackson on behalf of the Oklahoma Delegation. Voting was by voice with all Conference participants in attendance voting yes. Bylaws Committee - Bylaws Committee Chair Donnie Simmons, North Carolina, provided information on a proposed amendment to the bylaws to allow Southern Region Board to conduct business in accordance with Robert Rules of Order via conference calls. He indicated that the amendment was posted at the Registration Desk for review. President Hall called for a motion to approve the amendment to the Bylaws. A motion was made by Bill Hill, North Carolina and seconded by Brenda Whitehead, Metro Atlanta. Voting was by voice with all Conference participants in attendance voting yes. Minutes April 2006 Page 9

10 Nominations Committee - Donnie Simmons, North Carolina, and Chair reported that nominations for two offices were solicited and announced that Barbara Montoya, Alabama was nominated for President-Elect of the Southern Region and that Richard Stokes was nominated for the Southern Region Executive Council Representative seat. President Hall called for a motion to approve the nominations. A motion was made by Georgianne Reynolds, Kentucky and seconded by Rodney Eubanks. Voting was by voice with all Conference participants in attendance voting yes. Approval of Minutes Tina Jones, Secretary, presented for approval the minutes of the 2005 IPMA Annual Southern Region Board Meeting held April 23, 2005; the 2005 Annual Southern Region Training Conference Meeting held April 24-27, 2005 in Charlotte, NC; Conference Call Minutes (June 30, 2005, August 22, 2005 and October 11, 2005); the Southern Region Board Meeting (National IPMA-HR Conference in Dallas, Texas); and the Spring Southern Region Board Meeting held on February 25, 2006 in San Antonio, Texas. Ms. Jones indicated that the minutes were also posted at the Registration Desk for review. President Hall asked for a motion to approve the aforementioned sets of minutes. A motion to adopt the minutes was made by William Brown, Tennessee and seconded by Fred Allen, North Carolina. Voting was by voice with all Conference participants in attendance voting yes. Treasurer's Report Barbara Whitley, Kentucky reported that on April 28, 2006, there was $9, in the IPMA Southern Region checking account, and $11, in the savings account for a total of $20, President Hall called for a motion to approve the report. A motion to approve was made by Charlotte Lassiter, Alabama and seconded by Oscar Jackson, Oklahoma. Voting was by voice with all Conference participants in attendance voting yes. Audit Committee Report - Joye Lang, South Carolina, Chair introduced the members of the Audit Committee who included Gary Hall, Tennessee; Barbara Whitley, Kentucky. The committee examined all financial documents related to the Region and found all information to be in order. President Hall called for a motion to approve the report. A motion to approve was r Whitehead, Metro Atlanta and seconded by Barbara Montoya, Alabama. Voting was by voice with all Conference participants in attendance voting yes. Other Business Oscar Jackson, Oklahoma, talked briefly about the new brochure relating to IPMA-Program and the most recent IPMA-HR Newsletter, special edition, which celebrated Public Service Recognition Week. Also and on behalf of the State of Oklahoma, Office of Personnel Management, the Oklahoma Public Human Resources Association and the Oklahoma IPMA, Mr. Jackson thanked the Southern Region for the resolution recognizing Dayna Petete. He also thanked the Southern Region for endorsing him for IPMA-HR President-Elect. Door prizes were awarded to the membership. Recess At 1:05 PM the Conference stood in recess until 7:00 PM, Tuesday, April May 2, Minutes April 2006 Page 10

11 IPMA Southern Region Governing Board Meeting Tuesday, May 2, 2006 IPMA Southern Region Governing Board Members Present Gary Hall, Tennessee, President Donnie Simmons, North Carolina, Past President Tina Jones, North Carolina, Secretary Barbara Whitley, Kentucky, Treasurer Joye Lang, South Carolina, At-Large Member Brenda Whitehead, Georgia, At-Large Member Oscar B. Jackson, Jr., Oklahoma, IPMA-HR Executive Council Representative Joe Lunt, Louisiana, IPMA-HR Executive Council Representative Richard Stokes, Tennessee, IPMA-HR Executive Council Representative IPMA Southern Region Governing Board Members Not Present Grady Terrell, Virginia, Regional IPMA-HR Executive Council Representative Others Present Melanie Callebero, Texas, Texas Municipal Chapter /Host Committee George Mones, Texas, Texas Municipal Chapter/Host Committee Lauren Safranek, Texas, Texas Municipal Chapter/Host Committee President Hall called the meeting to order at 2:35 PM. The Southern Region Board met with members of the Texas Municipal Chapter, host state for the 2008 Southern Region Conference. President Hall requested an update on any changes to the site location of the 2008 Conference since the Board Meeting that was held in the spring in San Antonio. Melanie Caballero reported that the Texas Planning Committee decided that after visiting the San Antonio site, it was not an acceptable hotel for the conference. The Planning Committee has decided to hold the conference in Galveston, Texas at the Moody Gardens Resort and has contracted with them for a conference rate of $134 per night. The conference will be held Tuesday, May 15 - Friday, May 18, 2007 and conferees have the ability to receive the conference room rate both the weekend before and the weekend after the scheduled dates and there will be no parking fee for those who drive. She indicated that the Texas Chapter typically has attendees. The Program Committee reported that it has established the conference program as "Workforce 2020" and the activities for the conference is still being determined. A futurist is being considered for the keynote speaker but final commitments have not yet been made and other speakers are still under consideration. Board members offered several topics that might be considered for conference sessions. Donnie Simmons suggested the Texas Chapter might want to consider developing a "tag line" for the conference that would tie several issues together. Ms. Caballero stated that Texas planned to distribute registration information early. President Hall stated he hoped the Fall Board Meeting could be held in late October or early November in Virginia Beach. He indicated he was hopeful that at least one representative from Texas could attend. The meeting adjourned at 4:40 PM. Minutes April 2006 Page 11

12 Southern Region Dinner Cruise and Entertainment Tuesday, May 2, 2006 President Hall welcomed conferees and Southern Region Board Members at 7:00 PM to the Southern Region Dinner Cruise. The following presentations were made: The Dayna Petete Outstanding Chapter Award - President Gary Hall presented the first "Dayna Petete Outstanding Chapter Award" to the North Carolina Chapter. Donnie Simmons, North Carolina Past Chapter President, accepted the award. Edwin L. Swain Award - President Gary Hall presented the Edwin L. Swain Award, which is given in recognition of "distinguished service and outstanding contributions to public personnel management," to Susan Manning, Human Resources Director for Mecklenburg County, Charlotte, North Carolina. Ms. Manning was nominated by the North Carolina Chapter but was unable to attend. The award was accepted on her behalf by Donnie Simmons, North Carolina. Conferees spent the remainder of the evening enjoying the dinner cruise and dancing afterwards. At the end of an enjoyable evening, the Conference stood in recess until 9:00 AM, Wednesday, May 3, Passing of Gavel and General Session Wednesday, May 3, 2006 IPMA Southern Region Governing Board Members Present Gary Hall, Tennessee, President Donnie Simmons, North Carolina, Past President Tina Jones, North Carolina, Secretary Barbara Whitley, Kentucky, Treasurer Joye Lang, South Carolina, At-Large Member Brenda Whitehead, Georgia, At-Large Member Oscar B. Jackson, Jr., Oklahoma, IPMA-HR Executive Council Representative Joe Lunt, Louisiana, IPMA-HR Executive Council Representative Richard Stokes, Tennessee, IPMA-HR Executive Council Representative IPMA Southern Region Governing Board Members Not Present Grady Terrell, Virginia, Regional IPMA-HR Executive Council Representative Call to Order and Passing of Gavel Following a presentation by Stacie Carraway, J.D., Attorney at Law with Miller & Martin PLLC and Tina Ott-Chippata, IPMA-HR, President Hall called the closing session of the Conference to order. Due to the untimely death of Dayna Petete and Gary Hall moving into the office of President a year early, Past President Donnie Simmons presented a gift to President Hall from the membership and "passed the gavel" to him for his presidency in the upcoming 2007 year. President Hall thanked everyone for their support and encouraged everyone to attend the 2007 Annual Conference in Galveston, Texas. Adjournment The 2006 Annual IPMA Southern Region Conference was adjourned at 10:47 AM. Minutes April 2006 Page 12

13 Transition Meeting Wednesday, April 27, 2006 IPMA Southern Region Governing Board Members Present Gary Hall, Tennessee, President Donnie Simmons, North Carolina, Past President Tina Jones, North Carolina, Secretary Brenda Whitehead, Georgia, At-Large Member Oscar B. Jackson, Jr., Oklahoma, IPMA-HR Executive Council Representative Richard Stokes, Tennessee, IPMA-HR Executive Council Representative IPMA Southern Region Governing Board Members Not Present Joye Lang, South Carolina, At-Large Member Joe Lunt, Louisiana, IPMA-HR Executive Council Representative Grady Terrell, Virginia, Regional IPMA-HR Executive Council Representative Barbara Whitley, Kentucky, Treasurer Other Regional Members Present Steve Adams, Tennessee Melissa Berry, Tennessee Caste Brice, Tennessee William Brown, Tennessee Vickie Burton, Tennessee Melanie Caballero, Texas Pearl Gibson, Tennessee Barbara Montoya, Alabama Barry Robinson, Texas Lauren Safranek, Texas Joe Shaw, Tennessee Peter Voss, Tennessee Priscilla Wilson, Texas Call to Order and Discussion President Hall called the Transition Meeting to order at 10:50 AM. William Brown presented the Texas Host Committee members with a packet of information about how things were done with the Tennessee Conference. He also went over notes/comments from "what went well" and "what could be improved upon" in the following areas: Program Exhibitors/Sponsorships Social Events Door Prizes/Gift Bags Registration Local Host City Overall Planning Committee A copy of the comments is attached. Minutes April 2006 Page 13

14 Additional discussion topics included: Get information out before Christmas as possible.. Allow opportunity for more time with the vendors. Allow opportunity for more time with the vendors. Personal contact with exhibitors is a key component Hospitality Suite is a meeting place for folks to stay together. Hospitality Suite needs music. Adjournment The meeting was adjourned at 11:38 AM. Tina G. Jones, Secretary 2006 IPMA-HR Southern Region Governing Board Minutes April 2006 Page 14