CEFPI Board of Directors Meeting Minutes Thursday, July 19, 2012 Web Ex Teleconference

Transcription

1 CEFPI Board of Directors Meeting Minutes Thursday, July 19, 2012 Web Ex Teleconference Present: Board of Directors: David Edwards, David Waggoner, Don Gillmore, Irene Nigaglioni, Steve Olson, David Schrader, Scott Layne, Andrew Bunting, Ed McMilin, David Schrader, Al Sena, John Wheatley and Dan Mader Staff: Michelle Mitchell, John Ramsey, Barbara Worth, Janell Weihs, Donna Robinson and Carla Terian Regrets: Wayne Roberts Guest: Julie Barrett 1. Call to Order: The meeting of the CEFPI Board of Directors was called to order at 2:15 pm MST on July 19, 2012 by Chair David Edwards. Open Floor for Chair Elect Nominations-no nominations reported; closed. 2. Approval of Agenda: Addition to the agenda: Bylaws for Tennessee Chapter, West Virginia Chapter, Kentucky Chapter and Minnesota Chapter. Motion by Don Gillmore, second by Ed McMilin to add the Tennessee, Kentucky, Minnesota and West Virginia Chapter Bylaws to the agenda. Motion passed. 3. Approval of Previous Meeting Minutes: Minutes from Meeting March 15, 2012 Minutes from Meeting April 4, 2012 Motion by Don Gillmore, second by David Waggoner to approve the meeting minutes of March 15, 2012 and April 4, Motion passed. Al Sena introduces Julie Barrett to the Board. Julie will be representing the SW Region on the board in September Welcome Julie! 4. Old Business: none CEFPI Board of Directors Meeting Minutes- July 19,

2 5. Action Items: a. Chapter Bylawsi. Virginia Chapter (updated to template)- Wayne Roberts ii. South Carolina Chapter (updated to template)- Wayne Roberts iii. North Carolina Chapter (updated to template)- Wayne Roberts iv. South Texas Chapter (updated to template)- Scott Layne v. Gulf Coast Chapter (updated to template)- Scott Layne vi. Louisiana Chapter (new chapter)- Scott Layne vii. Added to agenda: Kentucky Chapter (updated to template), Tennessee Chapter (updated to template), Minnesota Chapter (new chapter) and West Virginia Chapter (updated to template) Motion by Don Gillmore, second by Scott Layne to approve all Chapter bylaws on the consent agenda. Motion passed. Discussion: Ed McMilin, Governance Chair has reviewed all bylaws; three concerns. Kentucky and West Virginia bylaws dissolution clause: they have selected the clause which was intended for the Canadian Chapters. Each chapter had two dissolution clauses one for US and one for Canada. Suggestion to change the bylaws to reflect the correct dissolution clause. Motion by Ed McMilin, second by John Wheatley to approve all Chapter bylaws on the agenda with the changes mentioned in discussion. Motion passed. Discussion: Ed McMilin advises the Virginia Chapter dissolution clause is incorrect as they selected the clause intended for Canadian Chapters. Further in section 8, this is a list of prohibited activities for chapters. Virginia Chapter excluded the entire section. The Chapter had voted on a revised set of bylaws to include this section, however, it has not been presented to the Board of Directors. Don Gillmore suggests we amend the bylaws and return it to Virginia for approval. John Ramsey advises this is a Board decision as the Chapter bylaws are not legal instruments only International bylaws are and provides the Board of Directors to make changes as necessary. Motion by Ed McMilin, second by Dan Mader to amend Virginia Chapter bylaws to include the appropriate section 8 regarding chapter activities and dissolution clause. Motion passed. Discussion: Additional issue in the South Carolina bylaws, fiscal year is stated as October 1 to September 31. All fiscal years should coincide with International as Jan 1 to December 31. Board has editorial liberty to alter to the appropriate date. b Annual Conference Site- John Ramsey Staff rating takes into account; room rates, city affordability, transportation, quality of convention center, profitability of contractual obligations, and financial liability. John advises Board to discuss details; International provides bids for cities and narrows it down to top three. Our rating is based strictly on numbers. The PNR has offered to co-host and forego their regional conference that year and have endorsed all of the cities below. Steve Olson, Don Gillmore and John Wheatley will provide information about each city and why the Board should choose that location. Scott Layne inquires what factors affect the staff ratings. Ed McMilin inquires about the issues in Calgary as we had in Toronto with exchange rates, exhibitors and CEFPI Board of Directors Meeting Minutes- July 19,

3 border issues. John advises that was taken into consideration as well. David Waggoner inquires on the subjective/objectiveness of selection; he also asks about the PNR and co-hosting the International Conference. Portland room rates $ Staff rating A- Steve Olson Seattle room rates $ Staff rating C- Don Gillmore Calgary room rates $ Staff rating B-John Wheatley David Edwards thanks the board members for the information on the cities. He calls for a vote from the Directors. Results of vote are as follows: Portland 4 votes; Seattle 2 votes; and Calgary 3 votes. One abstain. Two absent votes. c. REFP Program New Applications- CEFP Commission- John Ramsey John Ramsey reads the resolution to eliminate the REFP program and launch the new CEFP program. Andrew Bunting explains the most recent activities with the beta testing group and testing procedures. Resolution of the Council of Educational Facility Planners International ( CEFPI ) Purpose: Eliminate the current Recognized Educational Facility Planner ("REFP") program for future applicants. Maker: CEFP Commission Whereas: The Board of Directors is the sole authority for the disposition of the REFP program, and Whereas: The Certified Educational Facility Planner ("CEFP") Commission has established and will launch the new CEFP program beginning in 2013, and Whereas: The CEFP Commission recommends to replace the REFP program with the new CEFP program with a gradual phase out of the REFP designation, and Whereas: The CEFP Commission recommends that current REFP designation holders be allowed to maintain their REFP designation or, choose to become a CEFP, and Whereas: The CEFP Commission has a special provision to allow existing REFP's to take an accelerated path to become a CEFP within a certain time frame, and Whereas: The CEFP Commission recommends that the elimination date September 1, Now, therefore, be it resolved; that the REFP program be eliminated on a date chosen by this board of directors upon passage of this resolution. Furthermore, those current participants in the REFP program, or those who become an REFP prior to its ending date, may continue indefinitely in the program unless they become a CEFP, or fail to meet the requirements set forth by this board of directors. The ending date for new applicants to be eligible for the REFP program shall be, after which, no new applications for the program will be accepted. CEFPI Board of Directors Meeting Minutes- July 19,

4 Motion by Andrew Bunting, second by Ed McMilin to approve the resolution with the REFP application submission ending date of September 1, Motion passed. Discussion: Irene Nigaglioni suggests we change the September 1 st date, as it would be good to attend the conference in San Antonio and advise the membership of the process. She suggests the date be December 31, 2012 to provide more time for folks who were contemplating becoming an REFP and give REFP s more time. Al Sena agrees and suggests blast or information on website to provide members more time to ponder options. Discussion around the potential dates and original date suggested along with the potential REFP s becoming CEFP s. Amended Motion by David Waggoner, second by Ed McMilin to move the REFP application ending date to December 31, Motion passed. 6. Discussion Items: a nd Qtr. Financial Reports Michelle Mitchell discusses financials, she calls for questions. She is working on a midyear budget true up and will be presenting it to the Board in September. Ed McMilin asks about the revenue from the sale of the building in the financials. John advises that is a transfer of assets and will only show in the balance sheet. A restricted account will be established and reported on the third quarter financials as determined by the financial committee. John Wheatley asks which line items will change as a result of the building being sold. Accumulated depreciation on the building as well as significant operational expenses, which many will not be realized until the end of the year. b. Region and Chapter non-member subsidies Scott Layne/John Ramsey Scott Layne discusses the information regarding the membership task force. They were tasked with reviewing and amending the dues structure. The committee felt the public sector structure needed the most attention and focused on this area. The committee has devised a six tier membership structure for school district personnel. The details of the tier level membership are in the attachment provided to the Board. This new structure is in trial in the MWGL Region and Florida. As a result CEFPI has netted almost 20 new memberships. In the private sector the committee felt it was important for the membership to provide feedback on how the corporate structure should be handled. John Ramsey drafted questions and focus groups will be formed throughout regions to obtain feedback. Another issue the committee is exploring is how to address the people participating in CEFPI events who are not members. John Ramsey provided recommendations to address this issue. Add a fee to the registrations of chapter and regional events, which would be issued back to International. Mr. Ramsey further advises how this program would encourage membership for those who are not members. The next steps are for the Board to provide ideas on how to package and implement this new structure. David Waggoner suggests that we are careful in the execution to Chapters/Regions. Ed McMilin asks questions about the path to membership based on the recommendation. 7. Information Items: (no discussion) a. World Conference San Antonio- board schedule/stipend review Michelle will provide a final schedule of Board attendance. Board is advised to arrival and departures so that CEFPI can reserve the hotel rooms. Stipends checks will be cut on July 20 th, CEFPI Board of Directors Meeting Minutes- July 19,

5 2012. Staff will register the Board for the conference. If Board members will have a guest, please contact Donna Robinson. b. Committee Reports- Governance April report David E. advised the report is in the attachments. c. Executive Committee Report to the Board on current activities David E. updates the Board on the activities of the EC. David attended the AUS conference in May/June, over 400 delegates attended. New chapter in AUS, New Zealand. Next year s conference will be in Auckland. Mid-June, John Ramsey, Irene Nigaglioni and David Edwards were in London to meet with BCSE to discuss their organization and how CEFPI and BCSE are similar and different. Met with Neil Logue in the UK Chapter and discussed the activities. School of the Future design competition, the National Association of Realtors has pulled funding for that program. A small committee has been formed to discuss how CEFPI can move forward with the program. CEFPI has been contacted by the Social Infrastructure of Kuwait; their 2012 conference is scheduled for December 9/10 and asked for CEFPI to present. John is working on co-branding. d. Member Report through June 2012 Member reports are attached. 8. Adjournment: Motion by Ed McMilin, second by Don Gillmore to adjourn the Board of Directors meeting. Motion passed Meeting adjourned at 3:44 pm MST. Minutes respectfully submitted by: Donna Robinson CEFPI Board of Directors Meeting Minutes- July 19,