NACAS Board of Directors Meeting Minutes Honolulu, Hawaii November 6, 2009

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1 Final NACAS Board of Directors Meeting Minutes Honolulu, Hawaii November 6, 2009 In attendance: Patty Eldred, Cheryl Crouch, Frank Mumford, Sheila Duffy, Jim McDermott, Louise Chamberlin, Dr. Ron Martel, Ramon Garcia Absent: Charlie Figari, Kim Berry, Keith Chapman Guests: Charlie Salas and Jeff Davis (for part of meeting) Staff: Dr. Bob Hassmiller, Jeff Perdue, Abby Tammen, Marcia Oakley President Eldred called the meeting to order at 6:40 a.m. She welcomed everyone and expressed her appreciation for their efforts to get to Hawaii and for serving as board members. Hawaii Annual Conference Logistics Update Ms. Tammen reported that there are 264 delegates registered for the conference and counting complimentary registrations, increases the total to 288. There are 99 booths in the Exhibit Hall and there were no cancellations this week. The self-service kiosk is in place at the Hilton and NACAS is excited to be using new technology to provide web-enabled information to our members during the conference. TripBuilder EventMobile phone application will allow us to be as green as possible and to keep information up-to-date with the press of a button. Dr. Hassmiller stated that NACAS will be using informal headshots of the board members on the website. Julie Alghren from Naylor will be taking photographs or you can provide one to the National Office. Ms. Alghren will also be recruiting for article submissions for College Services magazine. There will be no post-conference meeting. The board was reminded to put the 2010 meeting dates on their calendars. Dr. Hassmiller reported that as of November 5, we had obtained 81% hotel pick-up and no attrition penalties are anticipated if we remain at this pick-up. Attendance is down 50%, sponsorship is down 40%, the Exhibit Hall is down 50%, but the program and host committees and Ms. Tammen have done a wonderful job planning this conference! Program Committee chair, Charlie Salas, stated that this will be a unique conference with a tremendous program. A new bar-coding tool is in place to scan members when they enter an event. The program and host committees will be along the path to the Hawaii Convention Center, and footprints will be on the sidewalks, to guide members to the venue. Colorado Annual Conference Update Program chair, Jeff Davis stated that the theme for the 2010 annual conference is Roadmap to Remarkable and Internet access in your hotel room is included in the resort fee. A DVD promoting The Broadmoor, the longest continuous 5-star property, will be played during the

2 President s Luncheon. The program and host committees have conducted numerous conference calls and they are looking at a variety of keynote speakers. Due to the weather in Colorado in November, there will be no golf tournament. However, they are considering holding an indoor swing clinic. This will be discussed with the Education Foundation as a possible fundraiser. Dr. Hassmiller stated that they will discuss with The Broadmoor the option of a Friends and Family package. Exhibit Hall Booth pre-sell has begun and the large Business Partners have already signed up for their regular number of booths for Ms. Tammen noted that a local person has been hired to assist with pre-sell on the exhibit floor and several proxies have already been received. Those who exhibited in Hawaii will be able to exhibit in 2010 at the 2009 rate of $1,900. Others will pay the higher rate of $2,095. President Eldred asked the board members to take handwritten notes to the exhibitors on Monday, introduce themselves and show appreciation. Possible Future Meeting Locations Since there are good deals out there now, the board was asked to look beyond 2015 for city options to give to Ms. Chapman to do site searches. The board decided on the following: San Antonio New York City Austin San Diego Houston San Francisco Minneapolis Washington, DC Indianapolis Seattle Cincinnati The board may choose to look at Louisville later than National Office Update Dr. Hassmiller noted that budget cuts were made early because of the recession. The staff has taken on responsibilities of those whose positions were not filled and through their tremendous effort, we ve even added new programs. Travel expenses have been cut as well. Webcast costs have been reduced by using GoToWebinar which costs $99 per month regardless of the number of registrants. The outsourcing of College Services increased our net by approximately $35,000 from 2008 and advertising revenue gross sales increased by approximately 20%. We added an online electronic version of the magazine, as well as the Buyer s Guide. Included in the negotiation with the 2013 Anaheim Marriott contract was a $25,000 sponsorship for this year s conference. The Best of the Best Webinar Series will include the 10 best rated presentations at our 2009 Annual Conference. These have been slated to be webinars in 2010, broadcast between January and October. 2

3 The Education Foundation has generously funded the phase one development of the certification program by donating $10,000. They also contributed to our professional development programs, sponsored the new Technology Award and provided three Ladson Diversity Scholarships. We are as strong as our regions. The regional conferences were successful and the regions are continuing to provide excellent services to their members. Dr. Hassmiller expressed his appreciation to the board, regional leadership, committees and staff for making this a good year. Minutes M/S/P Martel/Crouch to accept the September 16, 2009 Board Conference Call minutes as presented. Financials Mr. Perdue reviewed the year-to-date and projected year-end income and expenses with the board. He stated that we expect some attrition penalties, but less than what we anticipated a year ago as we were working on 2009 conference projections. Dues are down, but are better than six weeks ago. We have approximated 816 paid member institutions and 167 paid business partners. Naylor is selling advertising for the magazine, the web, the Buyer s Guide and the quarterly electronic newsletter. Royalties continue to grow and we are continuing to negotiate on healthcare benefits. Investments are up approximated $14,000. The combined net assets of the regions have grown significantly over the past six years. Certification Task Force Update The committee fulfilled the charge that was given to them in February. Consultant, Mickie Rops looked at the proposed program and gave recommendations to NACAS. The Professional Development Committee developed the core competencies. The key findings of the committee were reviewed and will be presented at the focus group meetings and to the membership at the conference and will be fine-tuned. This would not have been possible without the support of the Education Foundation. The second phase will include a new, reconstituted, smaller group to focus on what the consultant recommends and to report back to the board. Courses from other CHEMA programs will be included in our program qualification. Mr. Mumford stated that the Education Foundation plans to underwrite and raise the money to put the program together. Hopefully the regions will support their members and help subsidize the costs. The goal is to find a corporation for underwriting the entire program for the first five years. Mr. Mumford expects that $30,000 will fall on the Education Foundation the first year and will present this to that board during their meeting at the conference. He suggested asking the regions for a multi-year commitment to donate toward the program (i.e., $5,000/year.) The regions will see the benefit that will come back to their members. 3

4 M/S/P Garcia/Mumford to accept the report from the Certification Task Force and to commend them on their work. M/S/P Chamberlin/Duffy to move forward on the work of the Certification Task Force based on the expenses of 2010 to include: work with the Education Foundation on funding and to approach the regions for donations; charge incoming President Crouch to put together a structure/process to move forward with the next phase of the task force; and authorize the Executive Committee to move forward based on funding and come together with the funds and report on this at the Leadership Team Meeting in February Budget M/S/P Mumford/Martel to accept the proposed 2010 budget as presented. The budget will go before the membership at the Business Meeting and the President s Luncheon for a vote. Membership Update Institutional renewals are down this year (802 have renewed as of September 30, versus 838 at this time last year.) Six hardship memberships were extended this year and to date, two have paid. Business partner memberships have increased with 22 new members as of September 30. The board discussed how the Education Foundation and the new certification program stand NACAS apart from other associations, as well as the quality of our service. Leadership Team Meeting The Strategic Plan will need to be updated to include the certification program. Plans are to search for a facilitator for strategic planning and to have a professional development speaker at the February Leadership Team Meeting in Charlottesville. Regional Reports Central Mr. McDermott reported that the Central region is financially sound. The 2010 regional conference is scheduled for June in Cleveland, Ohio. The regional board is looking at two options in Wisconsin Dells for the 2011 conference. Matt Sirinek is learning the ropes from Jim McKillups who will retire next year. East Mr. Martel reported that the East region is financially successful. Upcoming regional conferences will be in Cambridge, MA June 14-17, 2010 and in Annapolis, MD in South There was no report due to the absence of Mr. Chapman and Mr. Figari. West Ms. Chamberlin reported that the 2010 Sonoma, CA regional conference is moving along. The committee met in Vancouver in September and reviewed and updated their strategic plan. They 4

5 are looking at the University of Colorado-Boulder to host the 2011 regional conference. The West region is doing well financially and will be offering three scholarships to the West conference to give back to the members and to encourage younger people to enter auxiliary services. The position of Secretary/Treasurer has been split and the official secretary position is to be voted on. The Communications Director is working on the website and newsletter. Ms. Chamberlin stated that bosses are looking at memberships/dues and what expenses can be cut. A real concern is showing the value of the NACAS membership and she asked about bundling information together for the membership to answer this question. Dr. Hassmiller stated that he has looked at higher education price increases over the past few years and NACAS dues are low. We offer a free Career Center, a social networking site, a library, webinars, etc. He will look at giving a more comprehensive response. ~BREAK FOR LUNCH~ Social Responsibility Update Mr. Garcia referred to his written October Social Responsibility Task Force report that was included in the board notebook. There are a number of new members on the task force and they have selected two chairs, one for diversity and one for sustainability. Rita LaRue Gollotti will chair diversity and Lori Stettler will chair sustainability. They are seeking business partners to serve on these two committees. Mr. Garcia stated that we need to ensure education sessions on these topics. Professional Development Update The Advanced Institute for Managers is scheduled for January in Atlanta, GA. The hotel contract has been signed, an electronic postcard has been created and hard copies will be provided at the conference. A contract has been signed for the Senior Leadership Forum to be held July The next webinar Green Isn't Free But You Don't Have To Be In The Red is scheduled for December 10 and registrations are coming in. The members will be called upon at focus groups at the annual conference to discuss the certification program s definition, purpose, goals, prerequisites, application model, and perceived value to them and their institutions. Communication Services Update David Wahr is the interim chair filling in for Randy Hedge while he is on medical leave. Heather Brown, Director of Business Partner Services, is active as liaison and has a good working relationship with Naylor. This is an active committee with the College Services magazine, NACAS Quarterly, the website, and the online community and they are looking at all areas of communication. Articles are needed on sustainability and diversity for the magazine and it was suggested that we count the photos in the magazine to ensure that we are being diverse. Marketing Task Force Melissa Moore will chair this committee now that Cheryl Crouch will be the new NACAS president. They are putting together a marketing toolbox that will be available on the web in

6 Education Foundation Update Mr. Mumford stated that a large amount of money is not expected from fundraising at the annual conference due to the absence of the golf tournament and fewer items for the silent auction/raffle. The Flip-a-Coin fundraiser will be done during the President s luncheon. The 2010 campaign is to get more online donations. Mr. Perdue noted that the National Office is researching to find a program to allow non-members to make online donations and for recurring monthly payments. CCBO Update Dr. Hassmiller reported that the Association is doing very well and is a significant resource for NACAS. They have approximately 235 members and have contracted their annual conference locations through President Susan Clough will attend the 2010 NACAS annual conference and discussion will be held at a later date to determine if a NACAS board member can attend the 2010 CCBO conference to be held November in Hilton Head, SC. Strategic Planning Update Kelly Venable Carroll has filled the open position on the committee. Following the conference, Mr. Mumford will get with the committee to plan for the February Leadership Team Meeting. Other Items Dr. Hassmiller and Ms. Crouch commented on the exit interview of out-going board member, Charlie Figari and noted that he is very supportive of the certification program. Ms. Oakley will send out a doodle to determine the board s availability for a face-to-face summer board meeting in Anaheim, CA between July 24-August 1. President Eldred thanked everyone for a great year. The meeting adjourned at 12:50 p.m. Respectfully submitted, Dr. Bob Hassmiller, CAE Marcia Oakley Executive Administrative & Accounting Assistant 6