Mission: To better the lives of state employees by advising the Governor and agencies on policies that affect state employed women.

Transcription

1 Executive Board Agenda Washington State Department of Commerce 1011 Plum Street SE Olympia, Washington Tuesday, April 17, :00 PM 4:00 PM Mission: To better the lives of state employees by advising the Governor and agencies on policies that affect state employed women. Vision: Enriching lives through advocacy, outreach, and opportunity. Main Outcomes Understand board roles and responsibilities All work falls within mission and vision of ICSEW Agreement on next steps 1:00 1:05 1:05 1:10 Welcome & Agenda Review Leatta Dahlhoff, Chair Erika Summers, Vice-Chair Meagan Renick, Communications Amee Bahr, Historian Dana Bowen, Health and Wellness Jo Hill, Health and Wellness Andrea Duane, Treasurer Melissa Cheesman, Leg & Policy Amber Baird, Membership Ariel Kay, Mentorship Michelle Jorgensen, Public Outreach Kristin Ramos, Executive Secretary Rachel Friederich, Professional Development Hollee Arrona, Conference Carole Ann Spearance, Conference Cindy Varley, Information Secretary Amal Joury, Women s Commission Online Capabilities/Succession Planning/Flow Chart Review / Speaker Spreadsheet Tracking Leatta invited any EB members to practice their meeting leadership in a safe environment to develop an EB agenda and run the meeting o This meeting is being run by Erika Leatta Dahlhoff Leatta Dahlhoff 1

2 1:20 1:30 Cindy is testing of video capability, using Zoom, to offer future outside access to members who are unable to attend meetings in person o Today s meeting is being recorded o When audio and video are being recorded, all participants need to speak loudly and clearly o Zoom has the capability of sharing the screen with online attendees o Today is a test run to gauge video and audio capabilities o Each EB member needs to check with their respective agencies to determine ability for online access o Skype for Business and Go-to-Meeting options and associated costs for future decision packages, pending budget availability, will be considered in the future Flow Chart Review Kristin to make edits to slide o Add a title to the slide Develop ICSEW Meeting Agenda o Insert asterisk and move catering cell to the bottom o Professional Development Chair finalizes the GM agenda and sends to Kristin for posting on SharePoint o Remove EventBrite reference and direct all traffic to website o Remove feeding needs and replace with catering needs o Insert silence denotes consent for minutes approval o Insert box for edits in tracked changes in SharePoint and if no SharePoint access, Kristin with suggested changes Speaker Spreadsheet o Rachel has a large speaker spreadsheet to maintain, this sheet can be used to back up Rachel for the Chair and Vice-Chair to be able to provide additional support Conference, Vice-Chair, Chair, and Secretary will be the ones to populate this form and provide support This form should be able to be uploaded into Compass 360 Jo will address Next General Membership Meeting Rachel Friederich 2

3 1:30-1:45 Rachel distributed speaker profiles and the agenda was reviewed Changing Chatty Kathys and Quiet Keiths to Closing the Communication Gap between Introverts and Extroverts For Wellness Activity, add a comment for attendees to bring shoes appropriate for walking o Membership will draft a blurb for the outgoing (always a walk unless otherwise noted) A title for all of the presenters will be included from this point forward so all attendees know who the presenters are and which agency or organization they represent Add lunch is on your own o Any updates to the agenda will be made by Rachel and then sent to Kristin for review SharePoint Update All categories have been updated based upon provided feedback, excluding the Conference files, located in two areas, and there are 236 files request that Conference Co- Chairs review the files and make recommendations to provide to Cindy by the next Executive Board meeting Cindy is offering to work with the co-chairs on the phone to help them with the process Cindy Varley 3

4 1:45-2:00 2:00 2:30 Pictures are on a zip drive, and Cindy will provide to Amee at a later date The current layout of lists is more user friendly and manageable Andrea would like to be able to retrieve some files that have been removed and Cindy will be working with Andrea to restore some removed files Website Update Propose screen shots of upcoming events We will be voting on a budget to upgrade the website (WordPress account) to provide more options, which will also require additional training for edits to the website for a few select people Send photos for board positions to Cindy Would like to see an increase of Blog posts from the various subcommittees and include Communications for proofreading and editing The meetings tab needs meeting information on the dropdown list Cindy will adjust Amber will send Cindy information for the Executive Board August 21 Retreat Information (AGO) Conference Update / Voting Quotes received for AV services received, floor plans for the venue, completed a tour and different layout options, lots of room for buffet lines, food quotes are in but are a little high. Carole Ann has been in communication with Aramark for catering The Conference Subcommittee meeting planned for last week was reschedule for this week o Amber recruited an additional Conference Subcommittee member and will send the information to Hollee Decided to have the speakers stay the entire day to provide a couple of iterations of each session to avoid overcrowding for one particular speaker There will be four sessions (break out periods), with a total number of five options for each Can registration include a sign-up for each session? Could result in logistical challenges. o Could provide an interest level for each for general planning purposes, plus or minus 10% to determine how long each speaker could be asked to stay Keynote decision will be made late May, early June. A confirmed list of speakers and topics will be provided so that Cindy Varley Hollee Arrona / Carole Ann Spearance 4

5 agencies can approve registrations for attendees will be available late June. o Considering two keynote speakers Rachel to provide speaker names and topics, Conference Co-Chairs to make the final decision Kristin made a motion to raise Ticket price to $ per ticket with no early bird discounts or group discounts; second by Michelle - Discussion o Since this is the main fundraiser, what is the potential revenue based upon this new ticket price? $49, based on 600 attendees Profit $67 per person, with a net revenue of $40, (cost per person is $83) 334 people are needed to break even Annual ICSEW operating cost is $63,000 (proposed) (Not for this motion additional fundraising efforts will need to be considered) An ending balance of $44,221 is projected for the end of the next fiscal year Current expenses are exceeding projected income Cindy had concerns that the profit margin was not large enough A survey question could be if the conference was raised to $200, would agencies still support? (Amal proposed only proposing increasing registration by $25 increments) The profit margin does not count the sponsorships, so the profit margin may ultimately be higher Sponsorship letters will be sent through Compass 360 and then Conference Chair will relay responses (cover breakfast, cover lunch, cover swag, etc.) sent to executive sponsor list, with a CC to the representative and the HR Director Sponsorship is different for different agencies some feel more comfortable with a dollar level, while others would rather select a category to fund (This year, sponsorship contributions will be tracked) o The ticket price has not been raised in ten years 5

6 2:30-2:45 2:45 3:00 o Conference Chair recommended to the Executive Board that the ticket price be increased, with no discounts for simplicity of registration and billing o Speakers, meals, and amenities at $ is still a good deal and less cost than most trainings o Representatives will be free, as long as the representatives are volunteering o Alternates will need to pay the registration fee Voting: Motion carried unanimously Break Membership / Communication Plans / Sponsor Contact How to engage with agencies Amber discussed the LNI process for recruiting the LNI alternates and now LNI has four, with subcommittee recommendations made depending on the applicants skillset Membership o DSHS has 19,000 employees, but are permitted one representative for every 2,000 employees o Membership is determining which agencies have the appropriate number of representative and alternates o Melissa engaged her agency to recruit more alternates an interpretation is for every representative, there is one alternate What is the Governor s Office intent, other than a maximum of 60 representatives There are currently 33 representatives o How would guests be able to participate in subcommittees? o Include a blurb in the to invite attendees to participate in subcommittees o WSP said one per 2000, so no second representative until 4000, and some Communications members are not identified as either representatives or alternates determine how to support to get the volunteers to be a representative or alternate o Only official representatives can vote, but all other work can be done by any interested state employee o Leatta requested that Amber prepare a list of agencies who do not have representation at a future General Membership Meeting o Amber will check with DOC to determine the number of representatives and alternates o Send inquires state-wide, to include east side representation All Leatta Dahlhoff 6

7 3:00 3:30 3:30-3:50 o There are 13 representatives and alternates about to expire and Amber will send out an to determine if the positions will be renewed or recruited o There are two ICSEW ListServs and Erika will consolidate Budget Update Cash flow document, with ending balances, reviewed o Budget report is on SharePoint for additional details o Overview is the top page, with subcommittees following Budget Request Summary Reviewed o Summary is on the top page, with subcommittees following o Chairs are requested to take the information back to the subcommittees for review, recommendations, and discussion to prepare for voting at the May meeting 14 days notice is needed for voting Decision packages will need to go out for review and consideration by May 1 All subcommittees are in final draft except for Conference Andrea will put a placeholder in the Committee package and then send out for review o The goal is to have an active plan going forward Each line item has a Decision Package tied to it Voting on the Conference budget must be prior to June 30, and can be done online Andrea made motion to have all subcommittees, except for Conference, to move forward with the proposed budget request for vote in May; Meghan provided a second; Discussion o Conference vote may be electronic o Packet to be ed will not have Conference package; Conference budget is still under development and will be in a separate vote due to ongoing negotiations with the venue o Andrea will send electronic versions to Leatta and Erika, and they will draft an to Membership Motion carried unanimously Update from Subcommittee Chairs Health and Wellness Dana Bowen & Jo Hill o Health and Wellness Fair Update o May 22 nd 11AM 1PM, and a volunteer sheet will be distributed o 46 vendors participating and 28 will be providing raffles or giveaways Andrea Duane All 7

8 o Lost bag sponsor, but working on alternatives o Scheduling a viewing of the facility to determine logistics and vendor needs o Recruiting volunteers and preparing printed materials o Distributed sample vendor certificates and updated vendor survey (to include paying a fee for next years event as a revenue generating source) o Will consult with Amber to see if regular membership badges can be used o Dana provided a sample of the updated poster o Michelle could possibly provide a bag sponsor as well, if the current possibility falls through Public Outreach Michelle Jorgensen o Toiletry Drive going on now o Drop off day is Monday April 30 th from would like a blurb sent to representatives and alternates picture at 10:30 at the YWCA on Union o Rebuilding together is May 5 th, with 18 volunteers currently signed up o Habitat for Humanity event only had two volunteers, due to being on a Friday, in addition to having to pay $50 per person to volunteer o May Public Service Recognition Week Book in Olympia and Spokane o Health and Wellness Fair at Evergreen State College, with a volunteer offering to staff on May 17 th o Would like to have more paper on the table rather than swag, to get information out to the public o WSDOT can print more blank business cards o Brochure needs to be developed prior to May 9 th Communications Chair has the lead to locate the brochure and send to the EB for review and updating (possibly contact Jennifer Kennedy for the location of the most recent brochures) Women s Commission Amal Joury o Update from Governor s Office o Next steps developed from a casual meeting with RaShelle Davis on Friday, April 13 th o There will be public appointments and legislative appointees o There is a link with a Commission profile, which contains a link to an application for positions o Commission scheduled to be up and running by July 1, with an ICSEW member to be on the Commission 8

9 o Applications for Amal and Leatta to represent ICSEW will be submitted o The commission was the result of a recent bill passed, with the goal to deal specifically with public and private sector for diversity development, encouraging opportunities, and shoe-horned into legislation for women s suffrage and voting anniversary (2020 Centennial) o Volunteer positions, with quarterly meetings, and some reimbursement available for travel; some budget established; may have grant funds available o Recommendations for Executive Director position should come from one voice (ICSEW Support Position) send Amal names to compile a list on behalf of ICSEW Legislative & Policy Melissa Cheesman o Review from recent legislative session and summary of activities o Wrapped up session a month ago, with 15-06, Equal Pay Act o Reviewing the law and how the Committee fits in as part of the decision making process Membership Amber Baird o Current agency participation/representation o Current membership numbers Mentorship Ariel Kay o Update on program from the Governor s Office o VRGs at the last GM Meeting o Working on reconnecting with the Governor s Office for further direction Information Secretary Cindy Varley o Additional comments - none Professional Development Rachel Friederich o Need more specifics for logistics and need for content for the Conference o There have been several potential speakers who have expressed interest in Keynote and a list for regular presenter o Transition planning (forward thinking) Erika and Leatta will meet to discuss a theme and a tone and then work with Rachel for additional transition planning o There are 120 speakers on the spreadsheet Secretary Kristin Ramos o EB Agenda items go through Leatta/Erika 9

10 3:50-4:00 Communications Meagan Renick o New Branding Discussion Tabled o Take Our Daughters and Sons to Work Day is April 27 th (not in strategic plan for this biennium) but agencies can proceed as they desire this topic can be added to the retreat agenda as requested Chair Leatta Dahlhoff o Accounts information and login sheet needs to be updated Kristin will send out the sheet to the Executive Board. Please provide corrections to her by April 25 th o ICSEW Committee Chair Contacts on the website are updated by Cindy Vice Chair Erika Summers o Nothing to add Closing Remarks/To Dos/What s Next ICSEW Account Information update POC/admin/password Leatta Dahlhoff 10

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