Draft CPES Executive Committee Meeting Minutes

January 16, 2015

Page 2

Draft Executive Committee Meeting Notes

January 16, 201512:00 – 12:45 PMConference Call

Joey Lee Miranda, Eric Johnson, Rich Shaw, Carolyn O’Connor, Paul Brady

Improved Communications

The Committee discussed the need to improve communications among the Executive Director, committees and the Board.

  • The Executive Committee will continue to meet in person or by conference call monthly at Noon on the third Friday of the month.
  • Paul will set up regular conference calls/meetings for the other committees to meet monthly between Board meetings.
  • Paul will submit a written Executive Directors report for each Board meeting to include membership numbers, a list of members who have not yet renewed and follow up actions from previous Board meetings.

Executive Director’s Responsibilities

  • Paul will prepare an updated draft position description for himself and Arlene.

Board Orientation

  • Paul will draft a board member position description/agreement.
  • The Executive Committee will develop an online reference book with a description of the organization, bylaws, board member description, committee information, budget, etc.
  • New Board members will be assigned a mentor with whom they can ask questions, get guidance, etc.

Committee Descriptions

  • Paul will ask committee chairs to write up a brief description of their committee’s responsibilities using the strategic planning meeting notes and their own suggestions.

Bylaws

The Executive Committee will review the Bylaws and Articles of Incorporation.

  • Paul will check with Mike Smalec who will contact Paul McCary to find a copy of the articles of incorporation or we will get it from the Secretary of the State.
  • Joey Lee will chair the Bylaws Committee
  • Paul will forward Joey Lee a copy of the previous suggestions to update the bylaws.

Policies

  • The Executive Committee will review the CPES Conflict of Interest policy by January 23. If there are no changes, Paul will send it out to the Board
  • Paul will draft a document retention schedule that lists existing document files (electronic and hard copy) and their retention/destruction schedule.
  • Paul will also draft a whistleblower policy, privacy policy, and meeting cancellation policy.

Advisory Committee

  • Paul will email the Board askingfor recommendations to be sent to Joey Lee and Paul by January 23rd.

Minutes respectfully submitted byPaulBrady