MINUTES (Adopted at August 24, 2011 Executive Committee Meeting) 1. Call to Order, Chair s Remarks, Attendance

Transcription

1 IAP2 BC Chapter Executive Committee (EC) Meeting #15 Wedneday, July 13, 2011 Teleconference 5:05-6:40 p.m. MINUTES ( at Augut 24, 2011 Executive Committee Meeting) 1. Call to Order, Chair Remark, Attendance The meeting wa called to order at 5:05 p.m. It wa determined that there wa quorum. Preent: Preident/Secretary : Donald Golob, Principal, Donald Golob Conulting. Partnerhip Development Coordinator: Katherine Beavi, Service Canada. Program Coordinator: Emma Shea, Communica Public Affair, Inc. Abent with notice: Guet: Member Service Coordinator/Treaurer: Marilyn Marchment, Principal, big think communication inc. Nomination Committee Member: Colin Rankin 2. Review and Adoption of the Agenda The agenda wa adopted a preented. 3. Review and Adoption of Minute of EC Mtg #14 June 2.11 It wa agreed that: The minute of EC Mtg #14 June 2.11 be adopted a preented. Donald will produce a PDF adopted copy, and pot the minute on the BC Chapter IAP2 webpage. 4. Chapter Governance, Structure, and Operation a) Chapter 2011 AGM Nomination Committee (NC) Propoed Work Plan Augut 24, 2011 Page 1 of 6

2 BC Chapter IAP2 Executive Meeting #15 July 13, 2011 Minute The Propoed Work Plan wa reviewed and it wa agreed that: The propoed work plan be accepted a preented with a final work plan to be ubmitted to the EC at it next meeting for approval, with the following clarification: To avoid any actual or perception of a conflict of interet, the NC will be reponible for the nomination and election proce a et out in the Operating Policie and Procedure, ince the member of the NC have indicated they will not eek nomination or election to any of the vacant EC poition, and the EC will provide reource and aitance a needed in fulfilling it reponibilitie (Tak 7). Donald will determine how to verify the Chapter memberhip and will report back to the EC and the NC (Tak 3). The EC job decription drafted by Emma contitute the core reponibilitie of the poition a they appear in the BC Chapter Operating Policie and Procedure, which are unalterable unle the Operating Policie and Procedure are altered by reolution of the member or the Executive Committee; and that EC member will review the decription and add any additional dutie they have taken on and report thee to Colin (Tak 4). The EC member will end an etimate of the time they have pent on their dutie during their two year term to Colin by July 30 (Tak 4). Donald will ait the NC with the poting of nomination and election information on the BC Chapter webpage (Tak 4). Donald will work with the NC to verify the nomination and election information on behalf of the EC and will ait the NC with the logitic of ending out the information to the BC Chapter Member. The goal of the NC i to identify at leat one eligible candidate for the each vacancy on the EC a part of the nomination proce (Tak 6) o there are no vacancie leading into the November 14 th AGM. If there are vacancie then they will be addreed at the AGM a et out in the Operating Policie and Procedure. The NC will enure that candidate are aware and agree to their bio and picture being ent to the member and poted on the BC Chapter Webpage and included in the BC Chapter Member Bulletin a part of the nomination and election proce (Tak 6). The NC will et out a limited number of quetion and et a length limit for candidate to addre for incluion in the election information to go out to the memberhip (Tak 6). Augut 24, 2011 Page 2 of 6

3 BC Chapter IAP2 Executive Meeting #15 July 13, 2011 Minute The NC will invetigate uing Survey Monkey to conduct the election and will requet ubcription fund from the EC if they are required to acquire the Survey Monkey functionality and feature required to conduct and report on the election. The NC will be left to recommend what Tak 8 hould conit of in conultation with the EC at the appropriate time in the proce. Other preliminary preparation It wa agreed that: b) Chapter Charter Emma will put a hold on the reception room at the Litel Hotel for the 2011 AGM, and will work with CTC to finalize the location of the EO coure to be held November 14 and 15 in Vancouver, hopefully at the Litel Hotel, and will report back at the next EC meeting. Donald, a Secretary will work with the NC a noted above on the nomination and election information to go out to member and will prepare the Notice of Meeting for the AGM a et out in the Operating Policie and Procedure according to the time line et out in that document. Emma to put hold on the reception room at Litel Hotel with CTC to confirm whether to hold the EO coure there they are on holiday, Notice of Meeting (Donald) official to come out in fall according to policie. Nothing to report c) Chapter Operating Policie and Procedure Donald reported that the NC identified a numbering dicrepancy in 10.2.j.iii) it tated 6.4 ), t), and u) when it hould tate 10.2 S), t), u); that he made thi correction in the Operating Policie and Procedure; and, that he poted the revied document a a PDF on the BC Chapter Webpage. d) Chapter Annual Report to IAP2 Nothing to report f) BC Chapter Strategic Plan Donald reported that the Strategic Plan Revied and at the June 2, 2011 EC meeting ha been poted a a PDF on the Chapter Webpage. g) 2011 Operating/Work Plan & Budget/Finance The event financial for prepared by Emma were reviewed. Marilyn will ue thi information to prepare the 2011 Operating/Work Plan and Budget a identified at the lat EC meeting. Augut 24, 2011 Page 3 of 6

4 BC Chapter IAP2 Executive Meeting #15 July 13, 2011 Minute h) IAP2 Canada Update Donald reported that he attended the inaugural AGM and event in Toronto June 10-11; that the AGM went well and there wa a rich dicuion of the iue/propoed bylaw change amongt the member in attendance; that Amelia Shaw wa elected Preident of IAP2 Canada by the director; and that the $750 contributed by the BC Chapter for the breakfat wa much appreciated and he had contacted IAP2 Canada to identify how they have or intend to pend the additional $250 the BC Chapter gave to IAP2 Canada to help defray it cot. Donald reported that IAP2 Canada i looking to provide the BC Chapter Executive with adminitrative acce to the IAP2 Canada member databae o that the BC Chapter can keep up-to-date on it member on it own. Donald reported that he a the BC Chapter Preident, Blair McNaughton, Preident Wild Roe Chapter, Richard Delany, Chair and Brenda Walton, Vice-Chair of the St. Lawrence Chapter had a teleconference call with Anne Harding, IAP2 Canada Chapter Liaion; that the importance of having regional group within Canada wa recognized; that the per member tipend to Chapter that wa provided by IAP2 be explored for IAP2 Canada; that having up-todate memberhip lit i important; that a formal agreement need to be in place between IAP2 Canada and the regional group, and the BC Chapter Charter will be ued a a tarting point; and that the focu of IAP2 Canada need to be on thoe area of Canada that do not have regional group; and that the IAP2 Canada director will conider thee point at it next meeting and Anne will report back to the Chapter contact with the reult. 5. Serving and Recruiting Member a) Educational and Networking Event i) Annual Event Calendar Emma reported he ha updated the calendar on the BC Chapter Webpage. ii) 2011 Event May 19th Chapter Education Sympoium Emma will pot the evaluation ummary in PDF on Chapter Webpage Emma will look at QuickTopic a a way of continuing the Buine of P2 converation out of the event Emma ha not completed the trancribing of the flip chart and will reviit thi The flip chart note are yet to be poted on the Chapter Webpage The preentation are on webpage. The ummary of the evaluation have yet to be ent to the preenter. Augut 24, 2011 Page 4 of 6

5 BC Chapter IAP2 Executive Meeting #15 July 13, 2011 Minute b) Newletter/Bulletin Activitie c) Training It wa agreed that: It wa agreed that: The Draft Training Policy prepared by Katherine be accepted a a draft. The EC member will review the draft and end their comment to Katherine by July 30 th. Katherine will ubmit a propoed final policy at the next EC meeting. d) Chapter Webpage/Webite Member Bulletin #5 wa ent at the beginning of the week. The Revied BC Chapter Webite Quote from Blue Pixel June 28, 2011 wa reviewed and it wa agreed that: Member Bulletin #6 hould be ent out in September to publicize the training cheduled for the fall, the nomination and election proce, and the AGM. Donald reported that IAP2 Canada i in the proce of moving the BC Chapter webpage from to it webite at which i taking ome time becaue of the number of file and information that ha to be tranferred. Donald and Emma reported that they have updated the Chapter webpage The quote be accepted with the following clarification: The client will be IAP2 BC Chapter and thi will be changed on the documentation to protect Marilyn Marchment a an individual. Marilyn Marchment, Treaurer, ha the authority to repreent the BC Chapter and ign the contract with Blue Pixel on behalf of the BC Chapter Executive Committee. Marilyn Marchment will ign the contract with Blue Pixel a Treaurer and will pay the 50% depoit by BC Chapter Cheque. The deign of the webite i to proceed except for the ue of Global Payment ecommerce payment gateway for credit card payment for event, with Donald to find out more about the ytem to enure it meet the BC Chapter need and he will report back to the EC a oon a poible with hi recommendation; and Marilyn will report thi deciion to Blue Pixel. Marilyn Marchment remain the project manager on the building of the BC Chapter webite a indicated at the June 2, 2011 EC meeting. The webite be called IAP2 BC. Augut 24, 2011 Page 5 of 6

6 BC Chapter IAP2 Executive Meeting #15 July 13, 2011 Minute e) Memberhip Outreach 6. Organizational Leaderhip & Advocacy 7. Partnerhip Development Katherine will trive to revied the draft partnerhip development trategy and report back to the EC at it next meeting. 8. Other Buine 9. Next Meeting 10. Meeting Cloure Katherine reported that he will continue to follow up with Vince Verlaan about SFU Dialogue and IAP2 BC holding a joint event. Katherine reported that he looking back at the trategic plan and believe the advocacy role i omething new that the Chapter will be looking at doing in 2012 under the new EC. There wa none. Wedneday, Aug 24 th face-to-face 6:00 p.m. Location TBD. The meeting wa brought to a cloe at 6:40 p.m. Augut 24, 2011 Page 6 of 6