minutes Association of Professional Dog Trainers Board of Trustees

Transcription

1 Association of Professional Dog Trainers Board of Trustees 9 January :00 a.m. PST Rio, Las Vegas, NV Meeting called by Type of Facilitator Note taker Amber In-Person Board Meeting Frankl Attendees, O Brien, Klein, Bennettt,, Frankl, (Beiting and Howard from AI join at 9:25) Meeting called to order at 8:10 a.m. Executive Session 90 minutes, O Brien, Klein, Bennettt, Debriefing incoming Board members about the recent change to both Board and staff as well as the background of the transition decision and selection process. Also, discussion of best practices for the keeping of minutes and communication strategies. Conclusions: Learn more about our options for minute and note keeping. How can we track information to keep both our membership and future Boards adequately informed about current and past events within the organization? Additional legal guidance is needed, as is research into what other organizations are doing - a balance may need to be struck between best practices/liability and the need to keep our membership informed. Consult with organizational attorney regarding options for communications Next Research better formats for minute keeping, what other organizations offer to their members in their minutes, and what options we have for communicating our minutes to our members and board notes to future boards for or a vote of confidence in the decision of the previous Board to move forward with AI as the APDT s management company and associated changes contained within the transition process and contract moves, Bennetttt seconds Exit Executive Session at 9:25, resume normal. Welcome Keith and Laura from AI to join us. Discussion of Transition Process As needed Howard and Beiting Next Discussion Items: Overview of AI s business model and growth strategies. Review of key performance metrics which include: conference attendance, membership growth, financial reserves. Rundown of primary staff contacts (for now) with plan for hiring of ED. Review of concerns regarding past AMC experiences for APDT and how the AI model is different (primarily for incoming Trustees). Discussed need for on-site, permanent storage of physical and electronic assets, as well as the transferring of communications (phone, , fax, etc.). This discussion continued through lunch and into the afternoon. We will need to develop a communication plan to make critical aspects of this transition available to our membership. The Board should receive weekly status Conclusions updates from AI, and where necessary, Board members will make this information available to committee chairs and/or the membership. Review of final candidates for ED position to take place in February. Severance package review and distribution plan, Beiting,Stegink

2 minutes Ben from AI to give Robin Treasurer s manual and discuss timelines and review of financial data need for Treasurer s Report FAQ s related to transition to be developed Schedule of Authority to be distributed and reviewed by the Board AI to create communications plan and provide to the Board for review BREAK at 2:35, reconvene at 2:50 Officer election and task force assignments 30 minutes, Frankl Ben Polk, CFO, AI, Beiting, Board, with feedback from Beiting Beiting by next Within the week By next Ongoing, with FAQ s being of immediate need. Discussion: Selection of positions for Executive Committee (Vice Chair, Secretary, Treasurer), as well as assignments for task force Board liaisons to approve Executive Committee: O Brien (Vice Chair), (Secretary), Bennetttt (Treasurer) Klein moves, seconds Nominations Committee Liaison Klein Ongoing Scholarship Committee Liaison Ongoing Conference Committee Liaison O Brien Ongoing Educational Advisory Group Liaison Bennetttt Ongoing All committee liaisons need to introduce themselves to committee Chairs. Responsible for scheduling s and monthly committee reports to be reviewed on monthly conference calls Committee Liaisons: Klein,, O Brien, Bennettttt Ongoing to Adjourn at 4:56 p.m. Bennetttt moves, O Brien seconds

3 Association of Professional Dog Trainers 10 January :00 a.m. PST Rio, Las Vegas, NV Meeting called by Type of Facilitator Note taker Attendees In-Person Board Meeting, Frankl, O Brien,, Bennett, Klein, Beiting, Frankl (later, Jones by phone) Meeting called to order at 8:13 a.m. Leadership Review 4 hours Frankl Discussion Review: Frankl guides the Board on best practices for Trustees and our responsibilities as Board members to best serve our members and ensure a long and successful future for the organization. Gave guidance on how to best utilize volunteer assets, move forward with the development of both a Board and internal AI annual performance review process for the to-be-hired ED, prioritize the review of policies and mission statements, evaluate our programs for cohesion with our mission and core purpose (Summer ), establish well-functioning feedback loops with membership, and provide critical information to the members. Break 9:40-9:50 Conclusions: The Board needs to focus on: Respectfully utilizing our volunteers: while we have increased our staffing with the transition, as a membership driven, non-profit organization we must continue to focus on developing and improving our volunteer programs to accomplish our goals. Reviewing policies and position statements to ensure they are up to date. With the transition process comes a time for reviewing our performance evaluation system for areas where it could be improved. Find creative ways to keep our membership informed of key decisions within the organization, make information about governance readily available. Review our strategic plan and focus on program review at our summer. Develop annual review process for our newly hired ED Board Review policy and position statements Board Summer Review strategic plan and programs Board Summer Review volunteer programs Board Summer Working Lunch Review of LIMA policy statement with IAABC 60 minutes Klein

4 Discussion: We have reviewed this statement online and requested modifications which we felt would make it better serve our members. All Board members provided their input to the IAABC Board and ED and the IAABC leadership was very willing to work with us to make these minor adjustments to the document. Marie Alonso of IAABC had provided us a final version for review, to which no Board members had any objections. Vote Initiation Result to approve the final version of the LIMA statement set for joint release by the IAABC and APDT Leadership Bennett moves, seconds. Discuss with staff (Jones, Lee) a release plan for getting the statement out to our membership Contact Marjie Alonso to make sure we can schedule a tandem release 2 p.m. Education Review (Jones calls in via Skype) 60 minutes Jones Klein Discussion: Jones leads review of our current educational offerings. Train Your Dog Month Conference: preliminary schedule, speakers, IAABC tract, attendee feedback from last year s conference. What have we done well and where are possible areas in which we could improve? Online course performance review and strategies for improvement - need help with development of advertising and promotion campaigns Chronicle of the Dog requires formatting assistance. Conclusions: Our educational programs are generally doing well. Feedback on our current offerings will allow us to pinpoint weaknesses and turn them into opportunities for success. The conference, as an important source of revenue for the organization, will need to continue to be reevaluated and improved upon if it is to stay relevant in an increasingly competitive market. Obtain last year s conference attendee feedback forms for Board review Ask AI and PR firm for proposals on ways that we can improve marketing and advertising strategies for our existing programs., Lee Board, AI, PR By March Ongoing - initiate in after new ED hired. Get Jones help with social media support Board, AI, PR - by mid- February Break 3:00-3:10, resume for Review of Parking Lot Items Elections: review nominations committee processes, bringing back member access to candidates for Q & A prior to the election, potential expansion of Board size and the development of an election schedule October financials tabled for online vote Annual State of the APDT presentation for members led by Chair? Promotion and development of C.L.A.S.S. program Get Board bios and pictures to Lee Board

5 minutes Contact committee chairs Liaisons (O Brien,, Bennett, Klein) As soon as charters and documents are received from Blake Vote Initiation Result to adjourn at 4:11 pm PST moves, Bennett seconds.