CORPORATE HOUSING PROVIDERS ASSOCIATION MINUTES Board of Directors Meeting January 19, 2011 Via teleconference

Transcription

1 Board of Directors Meeting January 19, 2011 Via teleconference Present: Piper Ayala, Dave Caple, Dave Flando, Tracy Hayes, Bill Hoffman, Brad Laspe, Cynthia Carter Lee, Mike Scrabis, Adam Sherer, Kimberly Smith, Jon Wohlfert Absent: Rob Martini Staff: Amanda Cook, Mary Ann Passi President s Comments A. Sherer A. Sherer called the meeting to order at 11:30 a.m. No motion. Strategic Dialogue: Legislative Monitoring Service M.A. Passi M.A. Passi updated the Board on the initial search term list identified by the Task Force and continued discussions with VRMA. Board consensus was to continue discussions and potential collaborations. No motion. Strategic Dialogue: CHIP Update A. Sherer/M.A. Passi We continue to work with the CHPA webmaster to export data from the system. Board member consensus was to produce reports to current subscribers in as many MSAs as possible and encourage additional subscribers to enter data once data is reported. No motion. Strategic Dialogue: 2011 Strategic Plan M.A. Passi M.A. Passi presented an update on progress on deliverables in the 2011 strategic plan. Staff is working with Committee/Task Force Chairs to coordinate meetings at the annual conference. No motion. Strategic Dialogue: Industry Awareness A. Cook A. Cook presented an industry awareness report, presenting the Board with baseline measurements for website, social media and awareness efforts. The Board will receive these reports regularly to help determine efforts of the Association s awareness efforts. No motion. Strategic Dialogue: Committee/Task Force Meetings M.A. Passi M.A. Passi updated the Board on the Volunteer Recognition Breakfast and the format for the Committee/Task Force meetings onsite at the Annual Conference. No motion. Strategy: Industry Survey A. Sherer A. Sherer updated the Board on the number of surveys begun to date as exceeding expectations and the number of 2010 surveys. No motion. Strategy: Website A. Cook A. Cook updated the Board on the website redesign. The redesign project is on time and within budget to launch at the Annual Conference. No motion. Strategy: Conference Update M.A. Passi M. A. Passi updated the board on our hotel block commitment and upcoming conference promotions. No motion. Strategy: Membership A. Cook A. Cook updated the Board on retention rates and Membership Recruitment and Retention follow up efforts. No motion. Policy: Member Engagement Survey A. Cook

2 A. Cook presented the Membership Recruitment & Retention Task Force s Membership Engagement Survey. Motion: To approve survey by D. Caple. 2 nd : D. Flando. Policy: Member Profile A. Cook A. Cook presented draft member profile for the new CHPA website for Board review and approval. Motion: To approve the member profile format by T. Hayes. 2 nd : P. Ayala. Consent Agenda J. Wohlfert J. Wohlfert reported that the Board will soon receive the Board the self-evaluation survey, leadership meeting schedule and an updated Board itinerary . Motion: To approve the consent agenda items by B. Hoffman. 2 nd : D. Flando. Motion carried New Business A. Sherer None presented. No motion. Old Business A. Sherer None presented. No motion. A. Sherer adjourned the meeting at 12:24 p.m. Eastern. Respectfully Submitted: Mary Ann B. Passi, CAE, Executive Director

3 Executive Committee Meeting February 9, 2011 Via teleconference Present: Dave Caple, Adam Sherer, Kimberly Smith, Jon Wohlfert Staff: Mary Ann Passi, Amanda Cook President s Comments A. Sherer A. Sherer called the meeting to order at 2:00 p.m. No motion. Strategic Dialogue: Website Review A. Cook A. Cook updated the Executive Committee on status. Consensus was to use screen shots to promote the new website at the conference. No motion. Strategic Dialogue: Mobile App A. Cook A. Cook reported that the mobile app has not yet been approved and will not be used at the conference unless it will be tested prior to the meeting. No motion. Strategic Dialogue: Membership M.A. Passi Executive Committee consensus was to defer discussion of different or new membership categories to the fall strategic leadership discussion. A. Sherer volunteered to research data for the initial discussion of a new basis for calculating CHPA dues. No motion. Strategic Dialogue: CCHPA Chapter Strategic Planning Efforts M.A. Passi M.A. Passi reported that the Chapter will host its first strategic planning session in March, 2011 in Toronto. No motion. Strategic Dialogue: Legislative Monitoring Service M.A. Passi M.A. Passi updated the Executive Committee on continued discussions with VRMA on a potential coalition. IFRA is pursuing another avenue for their legislative monitoring. No motion. Strategic Dialogue: IRS Update M.A. Passi M.A. Passi reported that the 2009 income tax form was filed late. The only fee incurred was to the State of Indiana. No motion. Strategy: Conference Projection M.A. Passi M.A. Passi presented the financial projection for the conference and reported that the event is within budget. No motion. Strategy: Industry Survey A. Sherer A. Sherer reported a good response to the survey instrument this year. The Executive Committee and Industry Data Task Force will have the opportunity to review raw data soon before the report is published. No motion. Consent Agenda J. Wohlfert Motion: To approve the consent agenda items by K. Smith. 2 nd : A. Sherer. Motion carried New Business A. Sherer None presented. No motion. Old Business A. Sherer None presented. No motion. A. Sherer adjourned the meeting at 12:54 p.m. Eastern. Respectfully Submitted: Mary Ann B. Passi, CAE, Executive Director

4 Board of Directors Meeting February 21, 2011 Houston, TX Present: Piper Ayala, Dave Caple, Cynthia Carter-Lee, Dave Flando, Tracy Hayes, Bill Hoffman, Marelyn Krueger, Brad Laspe, Rob Martini, Mike Scrabis, Adam Sherer, Kimberly Smith Committee Chairs: Don Chance, Patrick Flynn, BJ Rosow Guest: Leslie Murphy, Michelle White Incoming Board Members: Samantha Elliott, Maria Telfer, Pam Wade Staff: Mary Ann Passi, Amanda Cook President s Comments & Welcome A. Sherer A. Sherer called the meeting to order at 12:50 p.m. Sherer welcomed everyone to Houston, introduced new Board members and thanked everyone for volunteering for the Habitat for Humanity Wall Build. No motion. Strategic Dialogue: Website Demo A. Cook Amanda Cook reviewed the redesigned website and asked the Board to review the URL to suggest changes. Staff will work with the Communications Committee to bring forward social media policies for Board review. No motion. Strategic Dialogue: Positioning Industry Data A. Sherer The Board discussed potential issues with CHIP calculations that staff will research and resolve. Board consensus was to report trends in MSAs, asking the Industry Data Task Force to research this data with The Highland Group. No motion. Strategic Dialogue: CCHP Vision T. Hayes/M.A. Passi The Board reaffirmed that the CCHP certification reflects credibility and professionalism in the industry. The Board discussed ideas on how to promote the designation with company owners and how to assist candidate with studying. Motion: (D. Flando) To approve the test development company recommended by the CCHP Task Force. Seconded by: D. Caple. Strategic Dialogue: Revenue Growth A. Sherer A. Sherer led discussion on other ways to generate revenue for the Association, including potential expansion of Network Connection events and advertising on the new website. No motion. Strategy: Strategic Plan Update M.A. Passi M.A. Passi updated the Board on various CHPA initiatives, including meetings scheduled for Houston. No motion.

5 Strategy: Conference Update M.A. Passi M.A. Passi presented the updated projection, Board itinerary and onsite changes to the Board. Board consensus on locations for future conferences was to stay in warm locations. No motion. Strategy: Board Overview K. Smith K. Smith presented the meeting schedule, leadership structure and open leadership positions for Board consideration. The Board discussed the leadership structure for consideration during October s strategic leadership meeting. No motion. Consent Agenda A. Sherer Motion: (D. Caple) To approve the consent agenda items. Seconded by: P. Ayala. Old Business A. Sherer None presented. New Business A. Sherer None presented. A. Sherer adjourned the meeting at 3:32 p.m. Respectfully Submitted: Mary Ann B. Passi, CAE, Executive Director

6 Executive Committee Meeting March 16, 2011 Via teleconference Present: Piper Ayala, Brad Laspe, Adam Sherer, Kimberly Smith Staff: Mary Ann Passi, Amanda Cook President s Comments K. Smith K. Smith called the meeting to order at 11:30 a.m. and reviewed the first Pulse survey. No motion. Strategic Dialogue: New Logo Update M.A. Passi M.A. Passi reported that the logo redesign was complete, reviewed by CHPA s attorney and pending launch of the new website. No motion. Strategic Dialogue: Website Review A. Cook A. Cook updated the Executive Committee on status and reviewed the changes online. The Executive Committee agreed to review the URL and suggest any last minute changes. No motion. Strategic Dialogue: Executive Committee Responsibilities/Key Priorities K. Smith The Executive Committee discussed the key Executive Committee responsibilities. P. Ayala and M.A. Passi to meet to discuss Secretary/Treasurer responsibilities in more detail. No motion. Strategic Dialogue: Strategic Plan Progress K. Smith Executive Committee consensus was to add results to the CHPA strategic plan, to communicate accomplishments in a variety of ways to the membership and to include some type of weekly update on the website. The Executive Committee also asked staff to hold a webinar to navigate the new website. No motion. Strategic Dialogue: ASAP Next Steps? K. Smith K. Smith reported on the meeting and follow up with ASAP leader, C. McCrow. Executive Committee consensus was that a grading system is not in line with CHPA s 2011 strategic goals and to ask for a proposal for the fall Leadership Meeting. M.A. Passi will draft a collaborative proposal for both boards to consider. No motion. Strategic Dialogue: Conference Debrief M.A. Passi The Executive Committee shared their observations and some suggestions for improvements to the 2012 conference. No motion. Strategy: Conference Financial Results M.A. Passi M.A. Passi presented the initial tentative financial results of the conference. No motion. Strategy: Board Self-Evaluation M.A. Passi M.A. Passi presented the summary of the Board self-evaluation. The Board will receive this information for their April meeting. No motion. Strategy: Industry Survey Update M.A. Passi M.A. Passi updated the Executive committee on the process and progress of the report development. Reorganization of the data into a new format will be reviewed as part of the 2012 process. No motion. Strategy: CHIP Update M.A. Passi M.A. Passi reported that the Industry Data Task Force reviewed and suggested expanded MSAs for the CHIP system and we are still waiting to receive a revised proposal for automatically uploading the data. No motion. Consent Agenda P. Ayala Motion: To approve the consent agenda items by K. Smith.

7 2 nd : B. Laspe. Motion carried New Business K. Smith None presented. No motion. Old Business K. Smith M.A. Passi reported that VRMA may not choose to partner with CHPA as part of a coalition for legislative monitoring services. No motion. K. Smith adjourned the meeting at 12:56 p.m. Eastern. Respectfully Submitted: Mary Ann B. Passi, CAE, Executive Director

8 Board of Directors Meeting April 27, 2011 Via teleconference Present: Piper Ayala, Samantha Elliott, Dave Flando, Tracy Hayes, Bill Hoffman, Marelyn Krueger, Brad Laspe, Adam Sherer, Kimberly Smith, Maria Telfer Absent: Rob Martini, Pam Wade Staff: Mary Ann Passi, Amanda Cook President s Comments & Welcome K. Smith K. Smith called the meeting to order at 11:35 a.m. She referred to the reference article, stressing Board Members are not representatives: they are trustees, charged with the longterm welfare of the organization. The Board is the only body that can guide the association to its preferred future. No motion. Organizational Initiatives Board Self-Evaluation Results No motion. Disaster Response Board consensus was that all official CHPA fundraising efforts support Habitat for Humanity. Any specific requests for support will be referred to social media communications. No motion. Strategic Initiatives Progress M.A. Passi presented the revised format to the Board and highlighted current initiatives. No motion. CCHP Transition T. Hayes updated the Board on transition to PTC from CASTLE, as well as outlined next steps for item review and development of new test questions. The CCHP Task Force will have more specific requests of the Board in the future. No motion. Industry Awards M.A. Passi reported that the Industry Event Task Force requested that we share judges rationale on choosing Tower of Excellence award winners. Board consensus was to showcase the winner more in the presentation of the award, using part of the award submission information. No motion. Bylaws Changes P. Ayala reported several updates from her annual review of the CHPA bylaws. Updated information indicated in italics. Correct the document title: BYLAWS FOR THE CORPORATE HOUSING PROVIDERS ASSOCIATION Add the immediate past president to the sections that reference the Executive Committee: o ARTICLE IV - ASSOCIATION OFFICERS Section 1. Officers. The Officers of the Association shall be President, Vice President, and a Secretary/Treasurer. These Officers, with the immediate past president, are the Executive Committee of the Association. o ARTICLE VI - BOARD OF DIRECTORS Section 1. Composition. One member of the Board of Directors shall be the immediate Past President, even if that person s term as a director has otherwise expired. The immediate Past President remains on the Board of Directors and Executive Committee until the end of the term of the succeeding President.

9 o ARTICLE VII - EXECUTIVE COMMITTEE The Executive Committee shall be composed of the Officers of the Association: President, Vice President, Secretary/Treasurer and immediate Past President and is authorized to act for the CHPA Board of Directors between regular meetings of the Board of Directors. Motion: (K. Smith) To approve the bylaws revisions as presented. Seconded by: A. Sherer. RGI Contract Addendum K. Smith presented the Raybourn Group International contract addendum, increasing the Director of Marketing and Membership to full-time for the second half of Motion: (A. Sherer) To approve the addendum as presented. Seconded by: D. Flando. Call for Proposals M. Telfer presented the 2012 Call for Proposals for Board approval. Motion: (M. Telfer) To approve the Call for Proposals as presented. Seconded by: T. Hayes. Finances December 2010 End of Year Variance Report P. Ayala presented the 2010 variance report. No motion. January/February/March 2011 Financial Statements P. Ayala presented the financial statements for the first quarter of Amended Budget Considerations The Board discussed various initiatives and their impact on the budget. Board consensus was to not increase dues for 2012 as 2011 is a transition year. The Board also agreed to postpone hiring a legislative service and deferred approving an amended budget until the June, 2011 meeting, pending recommendations on new sources of revenue for Board consideration. No motion. Collaborations Update CCHPA M.A. Passi reported on the Toronto Network Connection and the first Chapter strategic plan. No motion. SIGs M.A. Passi reported that the IHPA SIG is actively meeting and growing. She also reported that there may be another potential SIG forming and would keep the Board informed. No motion. Other Associations M. Krueger presented current collaborations with Worldwide ERC and NAA, including the Industry Growth & Collaborations Committee s progress on researching other organizations. M.A. Passi requested additional volunteers to help plan NAA program submission for Board requested the full conference program and past session scores to assist in this effort. No motion.

10 Communications Website A. Cook reported that the initial response to the new website is overwhelmingly positive. The Board will receive analytic reports on website traffic. No motion. Social Media Policies A. Cook presented Social Media policies as recommended by the Communications Committee. Motion: (K. Smith) To approve the social media policies as presented. Seconded by: A. Sherer. Recorded Webinars A. Cook reported that with the new website platform, we must change how we house recorded webinars. The Board considered several options. Board consensus was to move to a revenue sharing model to increase potential visibility and decrease staff time to manage the administrative functions. Staff will research potential vendors to provide this service. Industry Data Annual Survey Report K. Smith reported that the 2011 Corporate Housing Industry Report was well received and the changes in this year s report were well received. The Industry Data Task Force will meet soon to suggest additional improvements to the report and review the 2012 proposal from The Highland Group. No motion. CHIP M.A. reported that progress is being made to deal with the remaining programming issues to get the system functional for member use. No motion. Consent Agenda P. Ayala Motion: (A. Sherer) To approve the consent agenda items. Seconded by: T. Hayes Old Business K. Smith None presented. New Business K. Smith None presented. K. Smith adjourned the meeting at 12:38 p.m. Respectfully Submitted: Mary Ann B. Passi, CAE, Executive Director

11 Executive Committee Meeting May 25, 2011 Via teleconference Present: Piper Ayala, Brad Laspe, Adam Sherer, Kimberly Smith Staff: Mary Ann Passi, Amanda Cook Organizational: President s Comments K. Smith K. Smith called the meeting to order at 11:30 a.m. No motion. Organizational: Strategic Initiatives Progress M.A. Passi M.A. Passi reported initiatives per the strategic plan are progressing as planned. No motion. Organizational: Conference Update/RFP Distribution M.A. Passi M.A. Passi reported on the RFP distribution and that planning is on or ahead of schedule. No motion. Organizational: Past Presidents K. Smith The Executive Committee discussed ideas on how to more regularly engage the Past President s Council in CHPA activities. No motion. Organizational: Nominations M.A. Passi M.A. Passi identified a few issues that may arise during the Nominations process. Executive Committee consensus was for staff to research options for the Nominating Committee to review and recommend to the Board. No motion. Finances: Audit/Tax Returns P. Ayala P Ayala reported that CHPA s tax returns and the audit report have been prepared. Executive Committee members agreed to review the tax returns before filing the forms. M.A. Passi will reach out to the Board for Audit Committee volunteers to review the auditors report. No motion. Finances: Revised Amended Budget Considerations M.A. Passi M.A. Passi presented an increased 2011 new member goal and new online visibility option as ways to balance the 2011 budget. The amended budget and an updated 2012 budget will be presented to the Board at its June meeting. No motion. Finances: Revenue Metrics A. Sherer A Sherer presented revenue metrics comparing CHPA to other similarly-sized associations as a means of measuring the Association s financial goals. The Finance Committee will review these metrics and make recommendations to the full Board regarding using this resource in conjunction with other CHPA financial policies. No motion. Communications: Awareness Report A. Cook A. Cook presented the awareness report that summarized activity with press releases, on the website, and via social media. The most significant item to note was the increased inquiries for information on the Association and membership. No motion. Communications: Recorded Webinars A. Cook A. Cook presented options on how to handle recorded webinars on the CHPA site. The Executive Committee asked staff to go to RFP for this service and bring options forward to the June Board of Directors meeting. No motion. Industry Data: Annual Report - A. Sherer A. Sherer reported that the Industry Data Task Force met and recommend producing only an annual 2012 report and moving up the survey preparation/review process. No motion. Industry Data: CHIP M.A. Passi

12 M.A. Passi reported that CHIP is functional and reporting data in approximately 15 MSAs monthly. A meeting to discuss automatic upload functionality will be held soon to review those options. No motion. Collaborations M.A. Passi M. Passi referred the Executive Committee to the written report, deferring discussion items to the June Board meeting. No motion. Motion: To approve the consent agenda items by B. Laspe. 2 nd : K. Smith. Motion carried New Business K. Smith None presented. No motion. Old Business K. Smith None presented. No motion. K. Smith adjourned the meeting at 1:23 p.m. Eastern. Respectfully Submitted: Mary Ann B. Passi, CAE, Executive Director

13 Board of Directors Meeting June 22, 2011 Via teleconference Present: Piper Ayala, Samantha Elliott, Dave Flando, Pat Hinch, Marelyn Krueger, Brad Laspe, Rob Martini, Adam Sherer, Kimberly Smith, Maria Telfer Absent: Tracy Hayes, Pam Wade Staff: Mary Ann Passi, Amanda Cook President s Comments & Welcome K. Smith K. Smith called the meeting to order at 11:32 a.m. and thanked the Board for responding to the pulse surveys. She welcomed Pat Hinch to the Board. She referenced the articles re: antitrust and compensation legal issues for boards to consider. No motion. Organizational Initiatives Membership Engagement Survey/Strategic Initiatives Progress M.A. Passi reported a good response to the survey to benchmark member engagement. New actions steps were added to the strategic plan, with each initiative planned to increase member activity. No motion. Membership Renewal Update A. Cook reported that 40% of members renewed to date. The incentive to be a featured member company was well received. Membership R&R Task Force will contact lapsed members. No motion. CCHP Exam Update D. Flando reported that all questions in the item bank have been reviewed and the exam outline has been updated. References and study materials are being updated, with a goal for October for the new exam to be completed. He asked Board members to consider writing questions. No motion. CHIP/Legislative Monitoring Service K. Smith and M.A. Passi updated the Board on both CHIP and the potential legislative monitoring service. Both programs require financial resources. Board members discussed the benefit to members of both programs and discuss further at an upcoming Board meeting. No motion. Finances Audit/Tax Returns P. Ayala summarized the Audit Committee responsibilities. S. Elliott reported that the Committee individually reviewed the auditor s report and per the auditor s report, the financial statements present fairly, in all material respects, the financial position of the Corporate Housing Providers Association and conform to GAAP principals. Motion: (S. Elliott) Audit Committee recommends to the Board to approve the auditor s report. Seconded by: A. Sherer. Amended Budget Considerations

14 P. Ayala presented the amended 2011 budget and draft 2012 budget as reference for the Board s information as they consider new programs that have budgetary impact. The Board requested final proposals for both CHIP and the legislative monitoring service before approving the budget. The Board will approve the 2012 budget in the fall. No motion. Collaborations Update ASAP/CCHPA/GSA SIG K. Smith referred the Board to the report in the meeting materials. No motion. Executive Director Role M.A. Passi reported other collaborating organizations requesting staff leadership at meetings, events, etc. Currently, we do not have the financial resources allocated for travel. Board consensus was to allocate resources in the budget for Board consideration. No motion. Communications Awareness Report A. Cook presented an awareness report, summarizing social media and online activity since the launch of the new website. The Board will receive this report regularly to inform them of online Association activities. No motion. Updated Webinar Schedule D. Flando presented the schedule of fall webinars. No motion. Recorded Webinars A. Cook presented the results of an RFP process to find a hosting company for CHPA s recorded webinars. The Board considered several options, including the proposal from Ripplin, a company in which past CHPA president D. Caple has part ownership. The Board noted the relationship and consensus was to move forward with Ripplin s revenue-sharing proposal. Motion: P. Hinch moved to approve staff recommendation to host CHPA recorded webinars with Ripplin and reevaluate the situation in six months. 2 nd : A. Sherer. Industry Data Annual Survey Report A. Sherer reported that the Industry Data Task Force is meeting to discuss edits to the survey questions. He reported that the trending data presented at Network Connections has been well received. No motion. CHIP M.A. Passi reported that participation continues to increase. The Board discussed several ways to encourage participation. No motion. Consent Agenda P. Ayala Motion: (A. Sherer) To approve the consent agenda items. Seconded by: S. Elliott Old Business K. Smith

15 M.A. Passi reported that New Orleans has some potential properties for the 2014 conference. Board consensus was that Nashville may not have easy access, to research Atlanta and Austin. No motion. New Business K. Smith R Martini suggested discussing if the Association should play a role in future industry mergers and acquisitions at a future Board meeting. No motion. K. Smith adjourned the meeting at 1:03 p.m. Respectfully Submitted: Mary Ann B. Passi, CAE, Executive Director

16 Executive Committee Meeting August 10, 2011 Via teleconference Present: Piper Ayala, Brad Laspe, Kimberly Smith Absent: Adam Sherer Staff: Mary Ann Passi Organizational: President s Comments K. Smith K. Smith called the meeting to order at 1:00 p.m. No motion. Organizational: October Leadership Meeting M.A. Passi M.A. Passi reported plans for a Network Connection event in Miami in conjunction with the leadership meeting. Executive Committee members brainstormed on industry trends for event topics. No motion. M.A. Passi outlined how to hold strategic discussions and update CHPA s plan. No motion. Organizational: Conference Program M.A. Passi M.A. Passi outlined the closing panel concept. Executive Committee members provided guidance to the Program Task Force on the panel. No motion. Motion: To approve the consent agenda by B. Laspe. Seconded by: K. Smith. New Business K. Smith None presented. No motion. Old Business K. Smith None presented. No motion. K. Smith adjourned the meeting at 1:23 p.m. Eastern. Respectfully Submitted: Mary Ann B. Passi, CAE, Executive Director

17 Board of Directors Meeting August 24, 2011 Via teleconference Present: Piper Ayala, Samantha Elliott, Dave Flando, Tracy Hayes, Pat Hinch, Marelyn Krueger, Brad Laspe, Rob Martini, Adam Sherer, Kimberly Smith, Maria Telfer, Pam Wade Staff: Mary Ann Passi President s Comments & Welcome K. Smith K. Smith called the meeting to order at 11:30 a.m. K. Smith mentioned the upcoming Network Connection events and reviewed the October meeting schedule. No motion. Organizational Initiatives CHPA The Next Generation M.A. Passi outlined the process for the October leadership meeting and mentioned several surveys to be completed in advance of this meeting. No motion. Nominating Committee Recommendations A. Sherer reported Nominating Committee recommendations. Staff will update the validation process with Board input for approval later in Discussion will continue at the fall leadership meeting. Motion: (A. Sherer): To reauthorize the process of electing four Board seats for the largest companies based on unit count. Seconded by: P. Wade. Communications New Pricing Structure for Recorded Webinars Motion: (A. Sherer) To approve lower pricing structure for recorded webinars. Seconded by: P. Hinch Consent Agenda P. Ayala Motion: (P. Wade) To approve the consent agenda items. Seconded by: M. Krueger Old Business K. Smith No motion. New Business K. Smith No motion. K. Smith adjourned the meeting at 12:23 p.m. Respectfully Submitted: Mary Ann B. Passi, CAE, Executive Director

18 Executive Committee Meeting October 6, 2011 Via teleconference Present: Piper Ayala, Brad Laspe, Adam Sherer, Kimberly Smith Staff: Mary Ann Passi Guest: Kelly Regan K. Smith called the meeting to order at 1:00 p.m. No motion. Organizational: October Leadership Meeting M.A. Passi M.A. Passi presented discussion topics and presentation outline for Executive Committee review and feedback. All members and K. Regan discussed the flow of the day and their roles. No motion. Organizational: Miami Network Connection M.A. Passi M.A. Passi updated the Executive Committee on the networking event that would precede the CHPA Leadership meetings in Miami. No motion. New Business K. Smith None presented. No motion. Old Business K. Smith None presented. No motion. K. Smith adjourned the meeting at 12:18 p.m. Eastern. Respectfully Submitted: Mary Ann B. Passi, CAE, Executive Director

19 Board of Directors Meeting October 19, 2011 Miami, Florida Present: Piper Ayala, Samantha Elliott, Dave Flando, Tracy Hayes, Pat Hinch, Marelyn Krueger, Brad Laspe, Rob Martini, Adam Sherer, Kimberly Smith, Maria Telfer, Pam Wade Guests: Michelle White, Jeff Brookhouser Staff: Mary Ann Passi, Amanda Cook President s Comments & Welcome K. Smith K. Smith called the meeting to order at 8:45 a.m. thanking everyone for their leadership. No motion. Collaborations Update CCHPA Activities M. White updated the Board on Chapter initiatives. CCHPA members would support regional events and establishing minimum standards. No motion. Other Associations & SIGS M. A. Passi updated the Board on collaborative efforts with other associations and SIG groups. No motion. Organizational Initiatives CCHP Policies & Revised Industry Terms Based on the CCHP exam review, review and approval of these items were deferred. No motion Potential Sites M. A. Passi presented options for New Orleans and Atlanta. Board consensus was The Roosevelt in New Orleans for 2014 and to research other locations for No motion. Membership Report A. Cook reported the results of retention and recruitment efforts. No motion. Nominating Committee A. Sherer reported the member communication regarding the validation process for the 2012 nominating year. Board discussed clarifying leased units for the validation process. Validation Process The Highland Group will provide leased unit count information to the CHPA Executive Director annually. Leased unit count is inclusive of all first-party and wholesale units (as submitted to Highland Report) as long as such company submitting their data has at least 50 percent of their units leased as first party. The most current year data, January 1 December 31, will be used for any validation comparisons. If there is a tie or the information is within 100 units, there are three additional levels of information that staff will pursue. Motion: (S. Elliott): To add clarification to leased unit count as outlined above. Seconded by: P. Hinch.

20 Finances P. Ayala presented the July and August financial statements for Board approval. Motion: (R. Martini) To approve the July and August 2011 financial statements. Seconded by: B. Laspe Finance Committee Updates P. Ayala presented the Finance Committee s recommended financial reserve policy. Motion: (A. Sherer) To approve establishing a CHPA financial reserve policy as recommended. Seconded by: M. Krueger P. Ayala reported that both CDs were up for renewal and Board consensus was to wait to establish new CDs. Motion: (P. Wade) To transfer both CDs into a new savings account, until CD rates improve. Seconded by: A. Sherer P. Ayala presented the updated CHPA Financial Policies and Procedures as updated by the Finance Committee. Motion: (D. Flando) To approve the Financial Policies and Procedures as presented. Seconded by: R. Martini P. Ayala presented financial metrics as a tool for Board review and future use. Board consensus was to add historical information to see trends. No motion. Industry Awareness A. Cook A. Cook reported the results of the trial year of using VOCUS to increase industry awareness, recommending that CHPA move to as needed use of PR Web as a more cost-effective solution. Board consensus was to implement A. Cook s recommendation as part of the 2012 budgeting process. No motion. Industry Data A. Sherer A. Sherer reported changes to the annual industry survey process and the results of the Industry Data Task Force review of survey questions. The Board discussed revised and new questions. Motion: (P. Hinch) To approve the survey questions as revised. Seconded by: P. Ayala. Consent Agenda P. Ayala Motion: (M. Krueger) To approve the August, 2011 Board of Directors minutes. Seconded by: A. Sherer Old Business K. Smith Motion: (A. Sherer) To change leaders titles such as executive director to CEO, president to chair and vice president to vice chair. Seconded by: S. Elliott New Business K. Smith Best Practice re: PCI Compliance

21 K. Smith presented a report that D. Caple sent for Board discussion re: securely handling credit card transactions beyond fax or . D. Caple joined via teleconference to discuss the development of best practices of how such transactions should be handled around PCI compliance. Board consensus was to minimally educate members on the importance of PCI compliance and secondly, to research potential for an online payment system that may be helpful for the industry. No motion. Guest Safety K. Smith brought up the subject of how to ensure guests safety such as 911 without a land line or adding fire extinguisher to units. Board consensus was to add this topic as a potential for a white paper. K. Smith adjourned the meeting at 2:03 p.m. Respectfully Submitted: Mary Ann B. Passi, CAE, Executive Director

22 Executive Committee Meeting November 22, 2011 Via teleconference Present: Piper Ayala, Brad Laspe, Adam Sherer, Kimberly Smith Staff: Mary Ann Passi K. Smith called the meeting to order at 2:00 p.m. No motion. Organizational: Draft Strategic Plan M.A. Passi M.A. Passi presented the draft 2012 strategic action plan for Executive Committee review. Executive Committee consensus is to recommend the plan to the CHPA Board of Directors. No motion. Organizational: Task Force Descriptions M.A. Passi Motion: (B. Laspe) To approve updated Task Force descriptions. Seconded by: A. Sherer. Organizational: CCHP Policies M.A. Passi Motion: (A. Sherer) To approve a CCHP Revocation policy and pricing for the CCHP online sample exam as presented. See Attachment 1. Seconded by: K. Smith. Organizational: 2012 Industry Survey Questions M.A. Passi Motion: (P. Ayala) To approve the final 2012 Industry Survey questions. Seconded by: A. Sherer. Organizational: Highland Group Agreement M.A. Passi Motion: (A. Sherer) To approve the agreement with The Highland Group for $58,500 to produce the 2012 Corporate Housing Industry Report. Seconded by: P. Ayala. Organizational: CCHP Policies M.A. Passi Motion: (A. Sherer) To approve a CCHP Revocation policy and pricing for the CCHP online sample exam as presented. See Attachment 1. Seconded by: A. Sherer. Organizational: Third Tier Membership Categories K. Smith Executive Committee members discussed a potential membership category for end users and other stakeholders of the corporate housing industry. The Executive Committee directed staff to propose a third tier subscription for discussion at the next Board of Directors meeting. No motion. Finance: Draft 2012 Budget P. Ayala P. Ayala presented the draft 2012 budget. The Executive Committee discussed the vision for the 2012 regional conferences and directed staff to add those events to the budget for Board review. No motion.

23 Finance: Updated Legislative Initiative Policies M.A. Passi M.A. Passi presented updated policies, outlining implementation of the policy regarding administrative support charges. Motion: (A. Sherer) To approve the updated legislative initiatives policy as presented. Seconded by: B. Laspe. Finance: RGI/CHPA Legislative Agreement re: TX Margin Tax Support M.A. Passi Per CHPA s Legislative Initiative Policy, M.A. Passi presented an separate agreement between RGI and CHPA to cover administrative support for the TX Margin Tax issue. Motion: (A. Sherer) To approve the updated legislative initiatives policy as presented. Seconded by: P. Ayala. Communications: White Papers Process M.A. Passi M.A. Passi presented the initial process to develop CHPA s white papers, as outlined in the 2012 Strategic Plan. No motion. October Executive Committee Minutes P. Ayala P. Ayala presented the October Executive Committee minutes for approval. Motion: (P. Ayala) To approve the updated legislative initiatives policy as presented. Seconded by: K. Smith. New Business K. Smith None presented. No motion. Old Business K. Smith Direction for Future Nominating Committees deferred to December Board Meeting State of the Industry Webinar - deferred to December Board Meeting Minimum Expectations M. A. Passi presented the Minimum Expectations document for approval. Motion: (A. Sherer) To approve the Minimum Expectations document as presented. Seconded by: P. Ayala. K. Smith adjourned the meeting at 3:54 p.m. Eastern. Respectfully Submitted: Mary Ann B. Passi, CAE, CEO

24 Executive Committee Meeting November 22, 2011 Attachment 1 Revocation Policy Certification may be revoked for any of the following reasons: 1. Falsification of an Application. 2. Misrepresentation of certification status. An appeal mechanism exists for challenging revocation of certification. It is the responsibility of the individual to initiate this process. Online Sample CCHP Exam Pricing The online practice exam is included in the application fee and is available free of charge to candidates. If you are interested in taking the sample exam only, the fee is $50 payable by credit card only. If candidate then applies for exam they will receive a $50 coupon for a 2012 webinar.

25 Board of Directors Meeting December 14, 2011 via teleconference Present: Piper Ayala, Samantha Elliott, Dave Flando, Tracy Hayes, Pat Hinch, Marelyn Krueger, Brad Laspe, Adam Sherer, Kimberly Smith, Maria Telfer, Pam Wade Absent: Rob Martini Staff: Mary Ann Passi Chair s Comments & Welcome K. Smith K. Smith called the meeting to order at 11:30 a.m., thanking the Board for their leadership in October which led to the 2012 strategic plan. M.A. Passi updated the Board on plans for 2012 and potential collaborations with WERC. No motion. Organizational Initiatives Third Tier Membership/Subscription K. Smith presented additional background and input on creating a new membership category. Board consensus was to communicate to these stakeholders in a different manner. Motion: (D. Flando) To not add a new category of membership at this time. Seconded by: P. Wade State of the Industry Webinar M. A. Passi reported that a state of the industry webinar is planned for Spring The Board discussed potential speakers and topics, focusing on inventory challenges. No motion Strategic Plan The Board reviewed the plan and referred the metrics for industry growth back to the Industry Data Task Force for relevance. Motion: (P. Hinch) To approve the 2012 strategic plan as presented. Seconded by: T. Hayes Updated Bylaws M. A. Passi presented the updated bylaws, incorporating the leadership title changes from October. Motion: (D. Flando) To approve the bylaws as presented. Seconded by: T. Hayes CHPA/CCHPA Agreement M.A. presented an updated agreement for CHPA and CCHPA through December, Motion: (S. Elliott) To approve the Chapter agreement. Seconded by: M. Krueger Financial Financial Metrics P. Ayala presented updated draft financial metrics, including the historical trending information requested by the Board.

26 Motion: (P. Ayala) To approve adding financial metrics to the CHPA Board financial reports. Seconded by: M. Krueger 2012 Budget P. Ayala presented the 2012 CHPA budget. Motion: (P. Ayala) To approve the 2012 budget as presented. Seconded by: S. Elliott Communications 2012 Monthly Themes M.A. Passi presented the Communications Task Force monthly themes around which all 2012 Association communications will focus. She requested Board members commit to one blog posting, one resource recommendations and one interview source. No motion. Consent Agenda P. Ayala K. Smith thanked A. Cook for her efforts on industry awareness. Motion: (P. Ayala) To approve the consent agenda items Seconded by: P. Hinch Old Business K. Smith None presented. No motion. New Business K. Smith 2012 Board Meetings M.A. Passi and B. Laspe asked for Board input re: the 2012 leadership meeting schedule. Board consensus was that quarterly meetings would work well. No motion. K. Smith adjourned the meeting at 12:46 p.m. Respectfully Submitted: Mary Ann B. Passi, CAE, CEO