Motion #3: Suzy Zimmermann, Texas Move to table Motion #2 to give Rebecca Lujan time to rewrite and resubmit the motion.

Transcription

1 ICES REPRESENTATIVE MIDYEAR MEETING MINUTES Birch Ballroom, Davenport Grand, Spokane, Washington March 4-6, 2016 Friday Morning Session March 4, 2016 At 9 am. Pam Dewey, Representative Liaison welcomed the members of the Representative s room and introduced Chineze Ibuoka, the International Liaison. Fran Wheat, ICES President was introduced bringing greetings to the 2016 ICES Midyear Meeting attendees. The Board of Directors introduced themselves stating the committees they chair and the committees they serve on. Omaha, Nebraska 2015 Show Director Linda Fontana, followed by 2016 Mobile, Alabama Show Directors Barb Sullivan and Rebecca McGreal were introduced. Karen Garback and Shari Buchanan 2018 Cincinnati, Ohio were introduced. At this time, it was noted the 2019 convention will be in Little Rock, Arkansas with Show Directors to be named in the near future Spokane, Washington Show Directors Diane Gibbs and Carol Bersch welcomed everyone to Spokane giving a brief outline of this weekend Midyear events. Carley King, Representative Moderator called the Representative meeting to order at 9:55am. Carley reviewed and explained the Midyear meeting procedures, attendance process, reimbursement procedures, meeting guidelines and Roberts Rules of Order. The Attendance sheets were sent around at this time. Minutes of the 2015 Omaha, Nebraska Convention Representative Meeting were presented by Bonnie Blackburn. The minutes were accepted as presented and filed. Motion #1: Cherryl Kemp, South Carolina Move to move the Reps Breakfast at Conventions starting at the 2017 Convention to 7:00AM to accommodate demos and demonstrators involved on Thursday morning. Disposition of Motion #1: Carried At this time Carley noted that all motions from the Representatives meeting at this Midyear meeting must be in by 5pm on Saturday so that the Board has time to review and answer the motions by Sunday morning of the Midyear meeting. Motions can still be made on Sunday and will be dealt with by Board at their monthly teleconference meetings. Motion #2: Rebecca Lujan, Arizona Move to have the board provide, today, a detailed financial statement including financial profit & loss, balance sheet for the past 2 yrs. that include convention accounts & general operation accounts for Reps only. Disposition of Motion #2: Tabled Motion #3: Suzy Zimmermann, Texas Move to table Motion #2 to give Rebecca Lujan time to rewrite and resubmit the motion. Seconded by Linda Brann, Maine Disposition of Motion #3: Carried Carley reviewed tweaking a motion before presenting to the meeting for discussion and voting on the motion. At this time Representatives introduced themselves and gave a short history of their history with ICES. Motion #4: Linda Brann, Maine Move that going forward the date members joined ICES be added to the membership cards. Seconded by: Jennifer Mc Roberts, Nevada Disposition of Motion #4: Carried Motion #5: Linda Brann, Maine Move that each individual Representative s and Ambassador s membership lists be sent in CSV format, which is compatible with several programs. Disposition of Motion #5: Carried

2 Motion #2: Rebecca Lujan, Arizona Move that the Board provide the Reps during this midyear meeting detailed financial statements which include Profit & Loss & Balance sheet for Operations account & Conventions account for the previous 2 conventions. Disposition of Motion #2: Carried Motion #6: Linda Brann, Maine Move that starting in 2017 the Board provide the Representatives and Ambassadors a detailed Profit and Loss statement on General fund and all Convention accounts 30 days before the start of Midyear. Disposition of Motion #6: Withdrawn Motion #7: Suzy Zimmermann, Texas Move that the comparative 3 year (fiscal year) financial statements including profit and loss statements and balance sheets for the General Operations accounts and Convention accounts be available on the password protected Members Only portion of the ICES website. Seconded by: Chantal Fairbourn, Utah Disposition of Motion #7: Carried Motion #8: Sylvia Lebron Riveria, Puerto Rico Move that in all ICES meetings (Midyear and Convention) there should be translations for the Latin people. Seconded by: Osires Barbosa, Columbia Disposition of Motion #8: Carried Motion #:9 Edit Albert, British Columbia, Canada Move that the membership list sent to Reps and Ambassadors to be modified to include the past members from the previous 3 years. Disposition of Motion #9: Failed Recess for Lunch. Friday Afternoon Session March 4, 2016 At 1:15pm Representatives convened with Carley reporting updates since the Reps morning session and feedback from the Board. The Representatives and Board members met at 1:30pm to tour the 2017 Spokane Convention site. At 2:40pm Carley called the Friday afternoon session to order. Bonnie Blackburn sent around the Friday afternoon session attendance sign in sheets A discussion was held on the Business of ICES Topics discussed were: Should we be concerned with the falling ICES membership numbers? How can we get the vendors to return to ICES? Do we need to focus on having the ICES conventions in larger cities? Should we change the time of year when the convention is held? General comments: July & August is the busiest months of the year for doing cakes and members often have to think should they be taking this time off to go to convention. Members lose business, income and have to weigh in the costs also of what convention will cost them. Should there be vendor booth changes i.e. small/medium/larger sizes to entice vendors? We need to increase our advertising about ICES and our convention? We need to really try to get Demonstrators who are teaching a skill. like, basics, intermediate, advanced skills and maybe get back to more basics like buttercream. Suggest having only a small number of cities for the ICES convention and rotate between them. Suggest contracting less space for the conventions and double up on the usage of space we contract. Intermittently throughout the weekend we played a getting to know you game/icebreaker called 2 truths and a lie. This game was greatly enjoyed by all members of the Representatives meeting participants with the person detecting the lie getting a token gift.

3 Carol Bersch and Diane Gibbs, 2017 Spokane Show Directors addressed the Representative room about any questions the members of the Representative room had regarding the site tour. Diane and Carol answered all questions and expanded on some aspects the tour guides talked briefly about. Millie Green, Recap Chairman gave the Recap of Board Actions of Thursday and Friday morning Board Actions and answered questions from the Reps about several of the Board motions. Chineze Ibuoka, International Liaison gave a report on International activities and updates. Chineze spoke on the importance of the International Social at convention. Chineze spoke on difficulties Internationals face to reach the United States for the ICES Convention and Midyear through air travel, their immense costs and how International members must be very dedicated to do the job of Representative or Board member. Oleta Edwards, Nominations / Elections Chairman spoke on her position asking the Representatives to consider running for the Board of Directors. Oleta outlined the qualifications a member must possess to qualify in running for the Board. Bonnie Brown, Membership Chairman was not at Midyear due to illness and Pam Dewey spoke on Membership stressing - How can we build and retain our ICES membership. Representative should contact the Representative Liaison when members do not renew their membership and let the Liaison know the reason members are not renewing. Mari Senaga, Certification and Education Chair outlined the program and took questions from the floor. Mari spoke briefly on the 3 step ICES Certified Judging Program that is in the planning stages for anyone judging cake shows to become a Certified Cake Show judge under a uniform set of regulations/knowledge and testing. Motion #10: Lucinda Larson, Washington Move that we adjourn. Disposition of Motion #10: Carried Saturday Morning Session March 5, 2016 At 8am members of the Representatives room met with Board of Directors and Show Directors for the midyear Breakfast in the Cedar Ballroom. At.9:30am Carley called the Representation meeting to order. Bonnie Blackburn sent around the Saturday morning session attendance sign in sheets. Barbara Reed presented on the Internet committee activities. Leigh Sipe spoke on the Publicity committee activities. Maureen Lawson reported that ICES Board has hired a Marketing specialist and the work this specialist will do to promote ICES. Maureen also spoke about the requirements of Newsletter committee. Maureen asked the Representative room to send articles, recipes, pictures of sugar projects. Maureen reported on the Digital Newsletter survey that was sent out in Candy Knappenberger, Social Media chairperson spoke on the Social Media, updating and answering questions on social media items and issues. Carley reviewed the Nomination/Election forms, the Midyear Travel Expense form and the Convention Breakfast form. When completed hand in to Carley or Bonnie and they will forward to the appropriate Board committee. Carley conducted discussion with input from the Representatives regarding their websites. Topics covered regarding websites were - Who sets up the website, - Who updates the website, - Who has the passwords for the website, - Who hosts the site for you, and - Do you pay for your website? Motion #11: Rebecca Lujan, Arizona Move the board to develop a committee to do research for translation services for International members for midyear & convention and cost per user. Disposition of Motion #11: Carried

4 Motion #12: Linda Brann, Maine Disposition of Motion #12: Carried Recess for Lunch. Saturday Afternoon Session March 5, 2016 Carley called the Saturday Afternoon session to order at 2pm. Bonnie Blackburn sent around the Saturday afternoon session attendance sign in sheets. Carley updated the Representative meeting with answers to questions that had been sent to the board room. Several Representatives visited the Representative room to observe the Board of Directors in session. A discussion was held during this time about Days of Sharing, with Representatives reporting that Days of Sharing are continually declining in attendance. Many suggestions regarding improving Days of Sharing were as follows: What do you provide for the entry fee you charge for the Day of Sharing? Do you have raffles? Think about offering a 1 year ICES membership as a raffle prize. Think about offering money back on entry fee if a new person that comes to Day of Sharing joins as an ICES member that day. Offer incentives (thanks, gift, or nominal dollar amount) to members for demonstrating at the Day of Sharing. How far would you as a demonstrator consider travelling to demonstrate at a Day of Sharing? Motion #13: Tina Crews, Alabama Move that during the sign in process at both Midyear and Convention each year an emergency name and number be logged in for each attendee beginning with the 2016 Mobile Convention. Seconded by: Sheila Miller, Pennsylvania Disposition of Motion #13: Carried Motion #14: Rebecca Lujan, Arizona Call for the question Disposition of Motion #14: Carried Motion #15: Chantal Fairbourn, Utah Move to redesign the ICES membership brochures with a fresh contemporary impression. Disposition of Motion #15: Failed Motion #16: Jennifer McRoberts, Nevada Call for the question Disposition of Motion #16: Carried Motion #17: Linda Kelsey, Illinois Move that ICES limits the convention sites to a west coast/central/east coast location which is near international airports starting after the 2019 convention. Seconded by: Donna Pease, Florida Disposition of Motion #17: Carried Motion #18: Jennifer McRoberts, Nevada Disposition of Motion #18: Carried Motion #19: Linda Brann, Maine Move that ICES contact police in cities that conventions will be held in to determine potential safety concerns for convention attendees in order to educate them on safe practices. Disposition of Motion #19: Carried

5 Motion #20: JoAnn Gannon, Kansas Move that the author of each motion presented to the Board of Directors accompany the Reps Liaison when said motion is presented. Seconded by: Edith Powers, Louisiana Disposition of Motion #20: Carried Motion #21: Jennifer McRoberts, Nevada Move that board members contact by , phone call or any means one time a month the S/A/P/C/C Representative & Ambassador they are to mentor with tips, tricks, and encouragement, etc. to show their support. Disposition of Motion #21: Carried Motion #22: Rebecca Lujan, Arizona Disposition of Motion #22: Carried Motion #23: Linda Brann, Maine Move that a program be developed for culinary students in high school & college to include free membership from the $50. currently charged while actively enrolled in school in order to get them involved while young. They would only get a digital newsletter. Seconded by: Donna Pease, Illinois Disposition of Motion #23: Carried Motion #24: Rebecca Lujan, Arizona. Seconded by: Leslie Foster, New Jersey Disposition of Motion #24: Carried Motion #25: Sheila Miller, Pennsylvania Move that ICES offer discounted membership and convention registration to active duty military and veterans with ID proof. Seconded by: Lucinda Larson, Washington Disposition of Motion #25: Carried Short topics questions/discussions that were discussed: How many Representatives still send hard copy newsletters to all your membership as well the copy? How do we change the perceived image of ICES members? Is there a list of registered culinary schools and high schools with culinary programs? Discussion about the confusion of ICES and other Acronyms similar in spelling to ICES. Motion #26: Linda Brann, Maine Move that due to declining numbers no future contracts, including 2020, be signed committing to future conventions until a committee be formed to include Representatives and Ambassadors to evaluate future strategies. Disposition of Motion #26: Withdrawn Motion #27: Linda Brann, Maine Move that future Convention cities and areas be chosen that have historically shown an increase in membership because of their convenient location. Disposition of Motion #27: Carried The Board of Directors visited the Representative room to answer any questions the Representatives had for the Board. Millie Green, Recap Chair gave recap update of Board Actions since the Representative breakfast report on Friday. Pam Dewey, Representative Liaison gave an updated report regarding the motions Representatives sent to the boardroom. Pam also reported on the questions Representatives had regarding hotel room rates at the 2017 Spokane Convention. Motion #28: Jennifer McRoberts, Nevada Move to adjourn. Seconded by: Suzy Zimmermann Disposition of Motion #28: Carried

6 Sunday Morning Session March 6, 2016 At 8:05am Carley called the Sunday morning session to order. Bonnie Blackburn sent around the Sunday morning attendance sign in sheets. Pam Dewey spoke on the Travel Insurance that is available to the US ICES membership only at this time. Pam then spoke on the Representative motions and outlined reasons for the Board accepting or failing the motions. A discussion was held on helping Representatives setting up classes and Days of Sharing and also helping Representative across International borders close to the United States with classes and Days of Sharing. Sheila Miller, Pennsylvania gave a detailed report on the progress of implementing the 3 step ICES Certified Judge Program (ICJ). Step #1 - Sheila asked how many decorators/judges would like to go to classes on how to become an ICJ judge? Step #2 - Sheila then asked how many would like to take the apprenticeship to become the ICJ Judge? Step #3 is that you take the test to become an ICES Certified Judge. Mobile Show Directors Barb Sullivan and Rebecca McGreal spoke on the 2016 Mobile Show and then answered any questions the Reps had regarding the show. The Mobile Show Directors took some suggestions from the Representative room that they will implement such as for the Hospitality Sign-in book that the 1 st line for each S/A/P/C/C be for Representative and their information while at the Convention. This information will help Attendees to connect with their Representative. Also for persons attending the convention that are not ICES members or recently joined ICES members to connect with the Representative. Something new this year Rebecca and Barb noted was that some Hands on Classes have been increased to a three (3) hour time span for the classes. Rebecca and Barb also noted that the convention attendees have the choice of two (2) hotels to choose from while at the convention Motion #29: Linda Brann, Maine Move that the cost of demonstrations be increased to allow for inflation starting with the 2017 Convention. Disposition of Motion #29: Withdrawn Motion #30: Linda Brann, Maine Move to help offset increased costs to ship classroom supplies, the gratuity paid to Demonstrators be increased starting with the 2017 convention. Disposition of Motion #30: Carried Sheila Miller spoke to the meeting about how to entice demonstrators and teachers to your Days of Sharing drawing input from the room and answering any questions she was asked. Motion #31: Suzy Zimmermann, Texas Move that the number of demonstrations and Hands on Classes offered by increased beginning with the 2017 Convention. Disposition of Motion #31: Failed Motion #32: Rebecca Lujan, Arizona Disposition of Motion #32: Carried A discussion was held on where to gain decorating skills and getting demonstrators other than at Convention Demonstrations and Hands on Classes. Suggestions were at the at the Sunday night Sharing at Convention, Days of Sharing at your state and neighboring S/A/P/C/C ICES groups, local or neighboring cake clubs, visiting teachers to your area. Always make sure you ask your membership what type of decorating/skills they want to see/do/participate in at the Day of Sharing Motion #33: Sheila Miller, Pennsylvania Move to adjourn the Reps ICES meeting. Seconded by: Cheryl Baumgart, North Carolina Disposition of Motion #33: Carried

7 The Representative meeting adjourned at 11:50am, Sunday March 6, Respectively Submitted Bonnie Blackburn ICES Representative Secretary