AHIA Annual Conference Program Planning Committee Minutes
Monday, January 3, 2011
Page 1 of 4
/ 2011 AHIA Annual ConferenceProgram Planning Committee
4:00pm est, January 3, 2011
Minutes
Attendees:Dagmar Herrmann-Estes, chair;Bob Michalski; Kelly Nueske; Mary Jane Schroeder; Donna Wachman;Debi WeatherfordStaff: Joan Godbolt and Michelle Cunningham Absent:Valla F. Wilson; Lois Pierson; Kevin Wijayawickrama
Agenda Item / Summary of Discussion and DecisionsWelcome / Dagmar welcomed committee member and conducted roll call. She reported that Lois Pierson has accepted newprofessional responsibilities and may need to withdraw from the committee. Dagmar will have a conversation with Lois and inform the committee of her decision. In the event that Lois cannot continue, Debi generously agreed to assume her track responsibilities.
2011 AHIA Conference Checklist / Dagmar reviewed items #1 -#16 for the AHIA Conference Checklist.
- It was determined that the Google docs site will no longer be used for committee communications. Michelle will be responsible for compiling committee member feedback and maintaining the marketing plan, session/speaker tracking information and other relevant documents. This information will be available to the committee only website atand updated on a regular basis.
- Due date revisions were made to the following items:
- #1 – New Member Breakfast arrangements – April 30, 2011
- #2 – approve 30th anniversary set-up - June 2011
- #3 – Spousal program consideration and planning – 5/1/2011
- #8 – Conference theme prepared for Board approval – January 13, 2011
- #9 – Sponsorship proposal prepared for Board approval – January 13, 2011
- Relevant discussion followed on the following items:
- #3 Spousal Program – Ongoing consideration will be given to offering spousal tours as an incentive to increase attendance. A teleconference will be arranged with MJ, Donna and Michelle to determine feasibility and expectations for implementation in 2011.
- #4 Objective/Description Tracks – Michelle will send a reminder request to committee members to email her this information and then Michelle will compile the information as received.
- #5 Marketing Plan – Donna sent the current draft of the marketing plan to the Committee for review. Committee recommendations are requested to be sent to Michelle. Upon review, Donna, Kevin and Michelle will complete the final marketing plan draft and submit to Dagmar by January 13 for review so that this information may be packaged with other relevant committee items for Board approval.
- #6 Social program volunteers contacted – Donna and Kevin will update the committee with their progress at the next meeting. Michelle will schedule a meeting with Kevin for upcoming San Diego trip to discuss social programming.
- #8 Conference theme – New designs are in development with a target “reveal” date of several days. The Committee will be asked to review via email and provide input. A final draft will be prepared for Board consideration.
- #9 – Sponsorship Ideas – The urgency of formalizing the sponsorship menu and pricing structure was discussed. It is imperative that the pricing be confirmed by the Board in order to formalize and develop call for Senior Auditor nominations. Michelle will draft a sponsorship menu integrating value proposition, established levels and customizable packages for the committee’s consideration. This will be formalized for inclusion in Board approval items. The Committee reviewer the sponsor/exhibitor contact listing.
- #10 –30th anniversary - Donna discussed the plan to integrate the 30th anniversary acknowledgement into the welcome reception with the inclusion of a banner, balloons /flowers, attendee interactive participation (writing on comments post-it notes reflecting on the past 30 years and envisioning the next 30 years), commentary will be integrated into remarks.
- #12 – Thank you/rejection presenter notifications – It was determined that a sample letter will be adapted by Michelle, reviewed by Dagmar, Kelly and MJ for dissemination to those individuals not selected for the 2011 program. The letters will include verbiage to keep them in mind should circumstances change.
- #15 – Local moderator incentives - This item was tabled pending Kevin’s participation.
- #16 – Integration of membership benefit promotion in conference information – MJ will forward membership incentive information to Michelle to develop messaging for the committee’s consideration.
Speaker Track Updates / Each track leader is responsible for contacting a total of eight speakers for 100 minute sections. Dagmar requested verbal progress reports from all present track leaders:
- CAE Roundtables/Basic Skills Workshops – Debi reported that Sinaiko Consulting and Deloitte have committed to each sponsoring a CAE roundtable. She awaits the Board’s directive on sponsorship fees before approaching a third sponsor for the Senior Audit Roundtable. Debi reaffirmed that she will work directly with the sponsors to identify the topics. She reported that Kelly Nueske is currently reviewing the Basic Skills description.
- Specialty Track – Donna reported that she has confirmed five speakers and that several others have been unresponsive. She is giving ongoing consideration to topic ideas and will reach out to Lois to follow up on some interesting leads they discussed.
- Leadership Track –Kevin was not present. Michelle will contact Kevin for a track update.
- Compliance – Lois was not present. Michelle will contact her for an update.
- IT – Valla was not present, in her absence MJ reported her updates to the tracking spreadsheet indicate that she has confirmed 4 speakers @100 minutes and 1 speaker @ 50 min. Michelle to contact her for an update.
- Hot Topics – MJ reported that she has confirmed five speakers and is looking for someone to address cash control. She will forward a recommendation to Donna on charge capture.
- Dagmar reported that Keynote speakers are covered. Dr. Kegley from Deloitte will provide and update. Dagmar will make Mss Jordan an offer.
Adjourned 5:15 pm EST
Next Meeting / Monday, January 17, 2011 – 4:00 pm EST
Action Items
Task / Due Date
- Dagmar
- MJ, Donna and Michelle
- Michelle
- Track Owners
- Michelle
- Committee
- Marketing Subcommittee
- Michelle
- Michelle, Dagmar, Kelly and MJ
- Dagmar
- Michelle