PCC Meeting Notes
October 14-16, 2011
Board in a Box Revamp – Amy & Christine
Status:
· Susan Follick (Tampa Bay) and Chris Boivin (Jacksonville) helping Amy with the rewrite.
· Christine is working with Colin Hageney from Houston on the design.
Truths:
· PCC agrees wording should not be changed unless there is a specific reason (the data requires it) to change it.
· Some that seem self serving (ex – make a CEA entry a priority and recognize its value) could be reworded to show the value of doing something.
· PCC says don’t change: Run your chapter like a business; Membership is a personal sell.
Advanced vs Intermediate – PCC thinks some of the advanced items seem more intermediate, so need to look closely as where information belongs.
Best Practices:
· Chapters want best practices, so this could be a level beyond BIB because we didn’t actually ask for this information in the survey.
· Might not want to include in the booklet itself because that could date it more.
PCC Ideas for What BIB Looks Like:
· Printed copy is crucial.
· Spiral easier to keep open, but staple-bound more portable.
· Splashy packaging gets attention, but could focus splash on Pres/Pres-Elects for budget.
· Add a place for someone to put their name.
· Be friendlier for note-taking.
· Needs to be set up better as a reference tool, with an emphasis on reference over narrative.
· Draw connections between COG and BIB.
· Possibly integrate QR code & URL to link to more dynamic or best practices content.
· Like idea of an ap.
· Future leaders need to be easily able to edit.
· Wonder at ability to sell this content to other associations.
Next Steps (Amy & Christine)
o Want to have deliverables (graphic and content) to the team by Jan meeting for the PCC to respond to.
o Want to have a product for attendees at LS12.
CEA – Karen S
High-level Recap:
· Didn’t reach stretch goal for # of 35 entries – had 30 – but nearly matched last year’s 31. Several requested extensions, but denied according to rules.
· Judging weekend was much less stress for judges. Each judged approx 13 entries. Judging pre-call helped a lot
· Chapters are getting the message on organizing their entry and that it isn’t a beauty contest.
· New emphasis placed on recognizing the continuing excellence winners.
Entry Highlights:
· Chicago – Sponsorship in a Box
· Colorado – VP of Experience
· Kansas City – Fabulous 40 volunteer recruitment
· Atlanta – Twitter focus
· Houston – 5 year view
· Determining revenue per member
Judging Question to Address for Next Year:
· Should continue to improve alignment with Board in a Box.
· Reserves question is not being interpreted/calculated routinely. Need to better define what reserves area. What does “annual operating budget” mean, and how do you calculate it?
· Need to better define what constitutes earned media. How does social media fit in?
· Need more definition on what is a strategic goal vs a tactic.
· Should add a sponsorship tracking question.
Next Steps (Karen & Megan)
o Update Entry Form and Judging Questions and share with chapters by Dec 1.
Regional Retreats - Pat
Hosts Training:
· Host Planning document sent to hosts in September to guide them through the process. Can be sent much earlier next year to give advanced idea of expectations.
· “Save the Date” communication template and chapter contacts sent to hosts mid-October. Hosts need to send this communication by end of Nov.
Next Steps (Pat & Megan)
o Conference call scheduled for last week of October.
o Will advise hosts that Friday night social should be only board, not entire membership invited.
Survey
· Pre- & post-survey questions updated to include a few more useful questions and insure repeat questions are asked the same way on each.
· IH will conduct the surveys.
Next Steps (Pat)
o Establish a baseline for measuring attendee satisfaction by Nov 31.
Proposed Retreat Content:
· Main sessions include:
o Reduced presentation time (15 mins) – includes maneuvers (nautical theme alludes to strategic action undertaken to change course or reenergize the board for the remainder of the year). PCC likes this.
o Small group questions/case studies (30 mins)
o Share back time (15 mins)
· BIB integration:
o Proposed presentation content doesn’t lean as heavy on BIB terms; relays BIB messages, but just in a different way.
o PCC agrees that more should be added back in, but not as heavy as in the past.
o PCC likes the idea of adding BIB truth “Box” at the bottom of the slide, but not belabor it. Keeps it connected.
o PCC says it should include a teaser about BIB being refreshed.
o PCC suggests looking back at BIB to see if there are some areas we don’t usually talk about as much that could be added to the to the presentation – Karen, Christine, and Stacy will advise Pat.
o
· PCC advises that the Leadership session focus on Strategic Planning, but can still include some info from the general Leadership presentation (like the CAPTAIN acronym slide).
· PCC agrees that IH presentation should be shortened.
· Make sure notes include explanation/depth for the presenters and prompts for sharing examples (can include some examples we already know)
Next Steps (Pat)
o Pat to add more BIB back into presentations, utilizing a box at the bottom and including a teaser about BIB refreshing by Nov 31.
o Karen, Christine, and Stacy to advise Pat on any overlooked BIB areas to add to the to the presentation by Nov 31.
o Pat to develop enhanced speaker presentation notes by Nov 31.
PCC Thoughts on Case Studies/Small Groups:
· Not sure if enough time to do both case studies and small group questions for each session. Could alternate between each presentation, or could have multiple available for the facilitator to choose from or even do multiple if time allows.
· Can pull case study ideas from LS11 and Membership Team Topical Conference Calls.
· For case studies, could ask attendees “if we could solve 1 problem for you, what would it be,” and then use these ideas at each Retreat.
· Could do a “hot seat” where someone shares their problem on the spot at the retreat to have analyzed.
Travel Grant
· Travel grant application was sent out in mid-October
Next Steps (Brian & Megan)
o Brian managing the process, and Megan will assist with outreach – applications due Nov 15.
Leadership Skill Building – Karen A
Regional Retreat Presentation:
· Not a module from Jennie – all Capstrat content.
· 1 hour 15 minutes long.
· Currently in Prezi format, but Karen will also covert to PPT.
· Topic – Crucial Conversations
· Introduction emphasizes that the PCC wants to provide leaders with soft skills/leadership training they can use in their chapters and professional sphere.
· Begins with Prep.
· 4 types of conversations: Enrollment, Action, Tough News, Push Back.
· Sections for activity throughout the presentation – ex. Small groups working on enrollment conversations around getting the BOD engaged in the chapter vision.
· “No excuses” is a controversial piece of advice, but PCC agrees it should be kept.
· PCC likes video clips, especially Animal House one – keeps it fun – but may need wireless.
· Ends with request for attendees to implement one learning in the next week.
· Karen has a full script for the PCC, but PCC will need to rehearse this and add their own stories.
Next Steps (Karen, Tim & Regional Retreat Facilitators)
o Karen will send out presentation to the PCC, and PCC will get back to Karen with feedback by Oct 21.
o Karen will send the PCC the script by Oct 21.
o Tim will edit videos to jump straight to section.
o PCC to rehearse presentation and provide own stories before Regional Retreat
Leadership Summit 2012 – Lori & Tim
Theme: S.S. Summit: Navigating Chapter Excellence
Program Overview:
· Friday
o 9-11a Association Management Overview – Michael Long to lead, and Sima could possibly do a concurrent session.
o 11:30a-1:45p Lunch/CEA Awards
o 2-3p IH & PCC
o 3-4p BIB Re-launch – overview/high level (and COG mentioned)
o 4-4:30p Break
o 4:30-5:30p BIB Closer Look – a drill down
o 6:15-7:30p Cocktail hour & cruise photos
o 7:30-9:00p Dinner/Keynote speaker (TBD)
· Saturday
o 7:30-8:15a IH Presentation?/Breakfast
o 8:30-10a Roundtables
o 10-10:30a Break
o 10:30a-12:30p Chapter Leader Breakouts
o 12:30-1:45p Lunch/VOY
o 2-3p BIB Deep Dives/Chapter Spotlight
o 3:30-4p Break
o 4-5:15 Strategy Smackdown – same concept as last year
o 5:15 Cash bar and time on own – casino, possible cruise
· Sunday
o 8:30-9a Breakfast
o 9-11a Leadership Skill Building – two options:
§ Level 1 for new attendees and Level 2 for returners. So much was covered last year that some topics could be pulled out for elaboration in level 2 this year.
§ Two different topics for attendees to choose from (assume last year’s attendees won’t choose session with topics covered last year). Amy will check out “Bud to Boss” for potential content.
o 11-11:30a Disembarkation/Cruise Prize Draw – Not sure if they should be present to win. Could give every attendee a blue ticket (to encourage attendance), and sell red - blue have to be there to win, but red doesn’t (use numbers, not names)
BIB Closer Look (Fri) and BIB Deep Dive (Sat) Sessions – not sure how to break these out, what content to focus on, the format, etc.
· Breakout options:
o Some PCC by responsibility doing diagnostic exercise
o Some PCC like by beginner/intermediate/advanced levels (use health report to assign sessions – A, B, C, D)
o PCC doesn’t like by size or random as much
· Format options:
o Panels
o Small group exercises.
· Should the days these two are presented be swapped?
LS12 Chair’s Wish List:
· Identification of good people who will already be attending – and potential presenters.
· Social media
· Sponsorship
· CEA awards presentation
· Presenter management
· Speaker gifts
Next Steps (PCC, Brian)
o PCC to assist LS Chairs with identifying good speakers and sponsors
o PCC volunteer needed to manage social media and presenter management.
o Brian to manage CEA awards presentation piece.
Recognition
· Make sure to highlight CEA excellence/special merit chapters as much as possible.
Next Steps (Megan)
o Order ribbons for national volunteers and Task Force members.
Volunteer of the Year – Karen S
What is our purpose? – PCC say inspirational to chapters on a local level.
What does it honor?
· Local or national service? – PCC says local.
· One time or long term impact? – PCC says long term.
Criteria:
· Karen recommends we reduce #years member from 5 to 3. – PCC doesn’t oppose.
· Instead of 2 current board members nominating, PCC recommends that at least 1 be current and other can be past or current.
· Membership Team will ask chapters if they have any local VOY awards programs that they could share with Karen for consideration.
How do we improve marketing?
· Make sure there isn’t a misperception that this takes volunteerism outside the AMA into consideration. It is AMA-centric.
· In promotions, mention past 3 honorees local service.
· Promote earlier and more often – emphasize at Regional Retreats.
Judging Process:
· Needs to be redefined once the criteria is redefined.
· Need more follow-up to chapters whose nominees aren’t selected – don’t let it just go into a black hole.
Recognition:
· Should the winner always be invited as a LS guest presenter? Already done it twice. Have to look at budget. Wouldn’t leave as many open spots left for PCC to invite guest presenters.
Next Steps (Karen)
o Send final program to PCC for review by Dec 1
o PCC to come to consensus via email on final program by December 12.
National Volunteers - Kevin
Process:
· Each PCC meeting, everyone will pre-sign several cards so Kevin can send them as needed.
Next Steps (Kevin):
o PCC informs Kevin of national volunteers throughout the year as they are utilized.
o Kevin will obtain addresses from Megan.
o Kevin writes and send Thank-you Cards
Membership Team – Amy, Brian, Karen A, Kevin & Megan
5 Topical Calls:
· CEA – July
· Membership – August
· Programming – September – highest attendance
· Regional Retreats – October
· Board Leadership – November
Chapter Highlights:
· Tampa Bay - helping them understand CPA Treasurer free membership program.
· Utah has a lot of best practices.
· NYCap being coached on difficult conversations with board members.
· Southwest Michigan, Alaska (Pres), and Southeast New England – difficulty connecting.
Exploratory Calgary Chapter:
· Have accomplished a lot in 1 ½ months, and already planning to attend Leadership Summit.
· Brian will be their PCC Rep for Calgary.
· Have connected with British Columbia already.
Next Steps (Brian)
o Brian to connect with Calgary by Oct 21. Might connect them with Houston and Utah at some point to also share ideas.
Intervention Chapters:
· Montreal – turned in reports finally, but they want to know what other potential consequences were. These weren’t determined, but wonder if the AMA is at risk if a chapter doesn’t send in reports.
Next Steps (Megan & Kevin)
o Provide PCC with legal perspective to give guidance on importance of this requirement by Oct 21.
o Kevin respond to Montreal inquiry by Oct 24.
· Southwest Florida Developing Chapter – Have been developing since Feb 2, 2011. Can’t recruit enough professional members, despite valid attempts - only have 17.
Next Steps (Megan & Karen)
o Phone call with Chair scheduled for week of 10/17. Will share a little more recruitment advice but the chapter will resolve if criteria for Chapter Affiliation is not met by 1/31/12. Chair also has the option to resolve now.
· Central Illinois – After starting intervention process last Spring, much progress made in recent month. Following a questionable conference last week of September, 3 volunteers on the call have recruited several others to join the board and are beginning to plan a holiday event for volunteer/membership recruitment purposes. IH told them they must have board and plan in place by end of year.
Next Steps (Megan & Kevin)
o Assist with and monitor status of chapter developing a board and creating a play by Dec 31.
o PCC will discuss progress at Jan meeting.
· Louisville – Has a history of Presidents being in the roll for 2-4 years. Downward spiral with membership, finances, and program attendance in last 4 years under current president. Lack of commitment from any board members for this year and no elections held. PCC agrees new leadership must be obtained. PCC supports informing President that we will help her find a replacement (email members, etc).