Board Meeting

Executive Board Meeting MinutesJune 6, 2014

GETTING STARTED

Opening Remarks – Angie Strawn, President

  • Welcome- Call to Order
  • Angie –Meeting called to order at 8:32am (using official Omicron Delta Gavel).
  • Agenda Review
  • Angie – Alison has a suggested amount of time for each activity/discussion and we will attempt to end on time
  • Call for additional agenda items
  • Angie – Does anyone have any items they would like to add to the agenda?
  • All - No
  • Roll Call: Kerrie Downing, Secretary
  • Present = Angie Strawn; Marilyn Klakovich; Alison; Sandra Wise; Kerrie Downing; Antoinette Dziedzic; Alison Collins
  • May Minutes
  • Kerrie – a few names needed to be altered based on feedback received last night. Kerrie will make those and update
  • Motion approve minutes as edited
  • Antoinette
  • Second Marilyn
  • All approved

SERVICE

Review and Plan (Angie)

  • 2013 – 2014President’s Summary–Angie(Review 1.1 Annual Report)
  • Angie –summary and remarks as outgoing president:
  • It has been an honor to work with this team for the last few years. We were an unstoppable board and have amazing members.
  • The 4 chapter key awards over the last 8 years is a testament to us all
  • Four themes:
  • Appreciate the past – This was seen through a webinar regarding Florence Nightingale and our ongoing connection with England.
  • Celebrate the present – This is seen through the creation of our induction coordinator position. This has helped improve the flow of our inductions and streamlined processes.
  • Create the future – This involves building on legacy. One example is Angie’s focus on water.org and Project Linusand their adoption as long term chapter legacies.
  • Discontent as described by Nightingale – This involves changing and as a chapter, we have looked at the ways in which we can touch the lives of others. This includes our chapter changes and the impact we are now making to people around the world.
  • We build on the accomplishments of the past to create the future.
  • Angie thanked past and future presidents
  • All – Thank you Angie for all that you have done and your ongoing hard work.
  • Angie – provided each chapter member with a gift. Included a scented soap set and a handmade dish cloth.
  • Antoinette – you have such a way with words.
  • Angie – Has found additional material to sew on the back of the president scarf.
  • Antoinette – will take and have the additional fabric sewn to the back of the scarf to cover the white.
  • Angie – will wear it at the induction tonight
  • Angie – OD annual report
  • See document 1.1
  • Alison – Highlighted items cannot be closed out yet.
  • Marilyn – why is conference Indy – XX?
  • Alison – cannot currently find the list.

SUSTAINABILITY

Financial– Treasurer – Sandy Wise, Treasurer

  • Review of Finance Meeting
  • Angie – Finance committee went over the draft of the proposed budget and enhanced.
  • 2014-2015 Budget (1.2)
  • See document 1.2
  • Alison – this is the first year we may break even.
  • Sandra – there may not be a trend as there is no consistency with spending year to year. We may begin with a zero balance budget each year but many items arise during the year (e.g. sponsorship opportunities) and we have been consistently spending less than anticipated.
  • Angie – It is good that we have the ability to approve items throughout the year if valuable opportunities arise.
  • Richard – what is the cash balance now?
  • Alison - $185000 total assets (minus this weekend’s expenses).
  • Sandra – We have made some structural changes to budget to help us determine what was paid and what was not paid. This also helps the accountant.
  • Will include STTI items
  • STTI fees collected
  • Payment of STTI dues
  • Will include charitable items
  • Charitable donations collected
  • Payments to charities (e.g. Water.org donations)
  • Will include induction items
  • Induction fees paid by inductees
  • Induction costs.
  • $26000 deficit if this budget goes through.
  • Kerrie – as items come up can we still consider them?
  • Sandra – yes, we have always been able to do that.
  • Antoinette – when people donate to the chapter, is that captured on the budget?
  • Alison – it comes in with STTI induction costs
  • Richard – may be nice to pull this out
  • Antoinette – it may be nice to track trends, but may not need separate line items.
  • Alison – this can be added to the annual report (is already there).
  • Motion to approve the budget
  • Marilyn
  • Second Antoinette
  • All approved
  • Confirmation of membership dues - $105 (STTI - $69.50 + $35.50 OD)
  • Angie – is 50 cents going to water.org.?
  • Alison – it is difficult to pull that out.
  • Angie – ok, so we will keep that as is.
  • Dues remain the same.
  • Employee Discussion – Proposal #1(1.3) and #2 (1.4)
  • See document 1.3 and 1.4
  • Angie - Met with Alison in Phoenix and they reviewed the role as it is currently.
  • Currently the role has expanded beyond the capability of 1 person.
  • Alison – 2 options
  • Option #1 –Chapter adds a second salary position (1.3)
  • Includes a division of every item Alison does into two positions.
  • Alison’s preferred scenario.
  • 30 hours a week each
  • Option #2 – Chapter adds a paid hourly position (1.4)
  • Alison would remain as a salary employee and second person would be added as an hourly employee.
  • This would allow the chapter to see how long the additional work takes and how much it would cost.
  • 40 hours per week for the salary position and 20 hours per week for the hourly position.
  • Angie – Do we do too much?
  • Alison – we may be. If we cut back, then we may be able to decrease the number of hours and pay for potential employees. However this will also decrease the number of things we can do and opportunities we pursue. For example, going for the Ethel Palmer Clark award would be difficult.
  • Sandra – perhaps, but some of the tasks we do are not related to growth.
  • Antoinette – perhaps we can pull out some of these items and have our volunteers work on them
  • Angie – we are going to reorganize the board positions and perhaps board members can take some of the additional work.
  • Kerrie – But because these are volunteers, we may not be able to ensure that the items are completed in the time frame needed. This is just a reality of using volunteers
  • Alison – Also, someone else will need to coordinate the volunteers.
  • Marilyn – then if the team doesn’t get it done, then it does not occur.
  • Marilyn – we do have a lot of people that would like to be more involved.
  • Antoinette – maybe we need to re-evaluate what we do
  • Angie – we may need to stabilize. This will ensure some consistency
  • Alison–But there are other items that STTI is expecting. There are more activities constantly being added.
  • Angie – is all of our time and energy for the London meeting worthwhile?
  • Marilyn – if we are going to back out, now is the best time.
  • Angie – we can defer it for now.
  • Antoinette – we could make our scholarships known to them and present at their regional meeting.
  • Angie – Let’s look at the role.
  • Sandra – what is the cost?
  • Angie – Alison move to $40000.
  • Jo = $10000
  • Another person = $20000
  • Alison – In the 2 salaried employees scenario, it is important that the 2nd person is the same as Alison
  • Having an hourly employeemay be more useful for the first 2 years. This will allow us to review how many hours the position will require.
  • However, ifwe hire an hourly employee, we will have an administrative assistant.
  • Kerrie – we could ask the curriculum staff in the division. They have been interested in the extra opportunities in the past.
  • Angie – we need to cut back on Alison’s hours because we want to keep herbut she cannot continue at the pace currently required of the job. So we would reduce her salary as it was a decrease in hours.
  • Sandra – what would be the budget impact?
  • $43000 is current Alison
  • $29000 would be hourly person
  • So Jo would need to be dropped. Instead, the hourly person would takeon the induction operations items.
  • Would the eligibility rechecks be in that?
  • Alison – only if they were employees
  • We can also roll in Glynnis’srole (eligibility items).
  • Angie – It is probably easier to increase one person’s scopethan to have multiple employees doing various different parts. The new employee would then report to Alison.
  • Alison – No. The new person should report to the President.
  • Sandra – would reporting to Marilyn be a problem? E.g. is conflict occurs then how would it be dealt with. Also in most boards the paid staff reports to the CEO and Alison is also like to CEO.
  • Alison – operationally, you are probably correct, but it would add work.
  • Alison - Has been working with Marilyn’s Niece.
  • Marilyn – she is willing to give it a try.
  • Alison – she creates all our newsletters now; she is good with eligibility; she works well with Marilyn on conferences etc.
  • Antoinette – maybe we can try it for 6 months.
  • Kerrie – could you farm some items out to others so as to lighten the amount on Alison and the new person?
  • Alison - Not from the hourly list.
  • Alison – we may need a volunteer coordinator to help engage members and connect with volunteers.
  • Sandra – but we do engage people.
  • Alison – not as a whole. E.g. create a committee (mentorship, welcome, member recruitment, posting on Facebook). But if we do engage more, we may
  • Marilyn – maybe we could have people propose ideas
  • Kerrie – maybe MSN students
  • Angie – proposal – we contract an hourly person for 20-25 hours a week at $20/hr. They will report to Alison (initially). Alison’s hours would be 30 hours per week salary.
  • Motion – Sandra
  • Second – Antoinette
  • Motion approved
  • Sandra – Alison, you need to say no once you have met your hours. Then the rest of us need to pick up the items.
  • Sandra – we will add another $10000 to the budget
  • Alison – This hourly method is the safest method at this time. We can assess and ensure we have the budget at later meetings
  • Antoinette – it takes a lot of courage for you say what you needed. Thank you for letting us help you.

Eligibility/Induction – Alison

  • Membership Update: OD vs. STTI (1.5)
  • Alison – numbers are a little low this year.
  • 2012-2013 induction system view was skewed in the past few years (high). Even with that our membership number is significantly different.
  • Our income is greatly different as a result of lower numbers.
  • Kerrie – is ita decrease in those that acceptedinvitations and those who were eligible?
  • Alison – accepted only. Eligible has not changed.
  • Alison – there was a lot more awareness of STTI at the campus level and in the curriculum.
  • Kerrie – It will be added back in to the programs.
  • STTI certificate is being added to the RN-BSN v15 and LPN-BSN v3degrees. This goes live September 1/2014
  • Marilyn – academic scholarship will also give visibility. July 1/2014
  • Angie – enrollment is down by 5000. So this makes a difference also.
  • Inactive Campaign (1.6)
  • Alison – sent 1.6 to all inactive members in CA.
  • No one took advantage of promotion but 5 people did renew their membership.
  • We were going to send a follow-up to all inactive after.
  • However we have a large number of inactive and some people feel it is unfair to offer swag only to those who are inactive
  • Marilyn – at least it was 5. Also, it is a good way to remind people regarding the chapter and upcoming conference.
  • Kerrie – you could send the same swag to everyone if they register by a certain time.
  • Sandra – have we asked them what it would take to get them back?
  • Antoinette – if they are not opening our emails then they may not respond to such a request for information
  • Sandra – we could do a focus review with some inactive members.
  • Alison – we have never done a survey with inactive members. We have too many and that would cost too much. Also some people reported her email and that caused it to be shut down for a period of time.
  • Sandra – let’s pick a random number and do a survey with just them.
  • Antoinette – let’s do phone calls and or a focus review. We could then present the results at Biennium
  • Sandra – Send Sandra the list of 9000 inactive members. She will pick a random number. Antoinette will assist with questions.
  • Alison – Do we want to do the inactive campaign for Chicago?
  • Marilyn - promote conference but no swag.
  • All – Agreed
  • Retention Campaign – Member Engagement (1.7)
  • Alison – do we want to track retention?
  • Angie – does this relate to Jo and Randy’s project
  • Alison – they are creating the video and it may assist with retention long term, but that is not the main purpose.
  • Angie – Did we decide on numbers related to Jo’s contract?
  • Alison – Yes, but STTI will not provide us with retention #’s so it is very difficult to make that determination
  • Sandra – retention activities relate to engagement.
  • Alison – We can use the video to promote during eligibility and during general membership survey.
  • Marilyn – let’s focus on that and learn from the inactive survey
  • Induction Review (1.8)
  • Alison – How many students are eligible to join and how many accepted varied based on campus.
  • We need campuses and curriculum to promote STTI more.
  • Angie – if faculty are members then it is easier. However if they are not members then it is less likely for them to be able to talk to it.
  • The issue is mainly for the online campus, as it is difficult for them to determine who are members and who are not.
  • Antoinette – how many faculty do we have?
  • Angie – over 800
  • Angie – Angie and Kerrie will take this on.
  • Antoinette – we can also send the lists to people based on location. So online are invited to ground inductions.
  • Sandra – this may be across the board.
  • Angie – can we add two more columns to the list?
  • Alison – it is possible but difficult.
  • Kerrie – can we do a special rate for faculty members or new members?
  • Marilyn – No
  • Alison – once an email is entered into the STTI induction system it cannot be entered again. This prevents many people from being invited.
  • Angie – let’s review the summary report at fall board meeting.

OPERATIONS (Alison)

  • Chapter Committees (1.9)
  • Alison –this involves engaging our members. We are not using and engaging our members enough. STTI recommended we form and use some committees.
  • Alison – We could have chairs and committee volunteers. But will need to determine how we will manage this.
  • Alison – do we want to engage our members in committees? If yes, then what should that look like?
  • Marilyn – yes. We should have a board member liaison.
  • Alison – we could meet with some people and have them make suggestions.
  • Angie – if we define these, tasks, people, and missions then it will likely occur.
  • We have a few chairs that may like to be involved in this.
  • Marilyn – also has some names of interested members
  • Antoinette – will meet with a group, and assess how we engage members. Make suggestions.
  • Kerrie – Can we find out why students have or have not accepted? This may direct what needs to occur in the future.
  • Review of Re-Org (2.0)
  • Alison –VP job description needs to be better defined.
  • Marilyn – We should add volunteer coordinator to the VP role.
  • Alison – they also may need to handle service activities.
  • Rewritten description:
  • The Vice President shall perform the duties of the president in the president's absence
  • The Vice President performs various responsibilities including facilitating achievement of chapter goals through volunteer and service activity coordination
  • Alison – We need to reassign all area counselor activities under Counselor
  • Rewritten description :
  • The counselor is responsible for overseeing governance and eligibility.
  • The counselor will be the eligibility committee chair.
  • Governance committee members will be elected during the opposite year of the leadership succession committee. A total of 3 members will be elected. The president will appoint the Governance Committee Chair from committee members. The governance chair will report to the counselor.
  • Alison – leadership succession – STTI does not have that person as a board member.
  • Alison – if it is the same as Governance then we should have the committees the same.
  • Marilyn – the more recent chairs have not been active.
  • Alison – will remain the same as we currently have it.
  • Past president – Liaison for Scholarship and finance committee. But we do not do much else with them.
  • Rewritten description:
  • Add: They will be chair of past president advisory committee.
  • Angie – will come to next meeting with a plan for what this looks like.
  • By-Laws (2.1)
  • Alison –see below:
  • Page 1 - Section 2 – C- pre-licensure students.
  • Angie – should we consider pre-licensure students as different as RN-BSN?
  • Sandra – how are we determining the top 35% now?
  • Alison – we run it, but we have kept the GPA at 3.75 for years.
  • Angie – so run it and select top 35% for LPN-BSN also.
  • Minimum of 3.0.
  • Board vote in October.
  • Page 2 – section 2 - D – New way to induct eligible MSN students. Review as a nurse leader immediately.
  • Alison – currently we do not consider a current student. So we need a process.
  • Sandra – have them do it as a nurse leader.
  • Page 3 – addressed in reorganization
  • Page 4 – part B and C – leave as is.
  • Page 4 – all highlights.
  • D= ok
  • G = remove
  • H; I;J; K; L = leave as is
  • Section #4
  • B = if a person wants to run for a board position, they must resign as leadership succession chair and then they can run.
  • C and D =remove
  • E = leave as is
  • Page 6 – a – leave as is
  • Page 7 – all stay the same.
  • Review calendar - Alison(2.2 and 2.3)
  • Alison –will send out to board members. Please respond if any dates are inaccurate.
  • Angie – did we want to move GM to September?
  • Alison – no, December is better for her. However it could be moved if the other position took it on.
  • Alison – will review office checklist.
  • Alison – will send out both documents for vote.
  • Technology Update - Alison(2.4)
  • Alison –Janelle can no longer finish the website. She has found someone that can take over. Another option is the nursing Network.
  • All – let’s explore the nursing network as it is a very professional look.
  • Kerrie – links to other chapters also. Other members may then see our conferences etc.
  • Alison – will contact Nursing Network for cost.
  • Member Donations- $ 1,162.75 (2.5)
  • Alison –Majority picked water.org.
  • Marilyn – we could fund the nursing scholarship
  • Kerrie – I like water.org
  • Marilyn – let’s fund water.org as we have not met our target for the year.
  • Motion – Sandra
  • Second – Antoinette
  • All agree

LUNCH DISCUSSION