ICHRIE Board of Directors Meeting

July 28, 2015

  1. Call to order at 9:06am (O’Neill)
  2. Roll Call (O’Neill)
  3. Present: O’Neill, Reynolds, Brookes, Hein, Roberts, Steiskal, Costen, Aquino, Schoffstall, Millar, Chen, Brown, Meijerhof, Tripodi, Graham, Luedke, O’Fallen, Kline, Sharma, Pandit, Ogbeide, Thomas, Blecher, McCarty.
  4. Absent: Gruhl (proxy to Sharma); Xiao, Nield.
  5. Secretary’s Report (Roberts)
  6. Old minutes were offered for review and approval. Pandit motioned; Thomas seconded. Approved.
  7. Chris suggested that the board consider two future changes
  8. How to disband a chapter or federation
  9. Adjust the creation of chapter policy in the bylaws and support manuals to ensure alignment with the federation concept
  10. Chris will work with Wanda[Q1] to lead the group through this process.
  11. President’s Report (O’Neill)
  12. The issue of a local host committee was discussed as a result of UCF’s role in the hosting of the current conference. Martin worked with Abe Pizam to sort out some of the conflict. Martin encouraged the conference committee members to be certain to include the local institutions as they prefer to be engaged.
  13. Sheryl Kline will work with Maureen Brookes and Michelle Millar (West Fed) to explore which institutions in Texas that might be interested in the local host role[Q2].
  14. Martin suggested that ICHRIE and/or ACPHA to look at rankings of institutions as well as a graduation certification exam.
  15. Martin worked with some of the editors of ICHRIE publications (Anna and Marianna) to work out transition plans when new editors are installed.
  16. Martin reviewed a number of accomplishments listed in his board reporting form (see the form for details).
  17. Martin acknowledged the outstanding support of the ICHRIE office staff. He greatly appreciates their expertise and support.
  18. CEO Report (McCarty)
  19. ICHRIE has selected a new event management organization (Susan Perry with Perry group Meetings & Events, LLC) to replace Empire Management. Susan is onsite at this conference so that she can learn about us and be prepared to assist us for next year.
  20. Kevin’s report is included in the packet and he had no issues for board discussion.
  21. Immediate Past President Report (Reynolds)
  22. Dennis encouraged those that nominate for positions be informed that they were indeed nominated to ensure interest, as well as to be mindful of personal bias when selecting award winners. As IPP, he chaired both committees this past year and had experiences that led to these recommendations.
  23. Vice President’s Report (Brookes)
  24. Maureen attended the APAC CHRIE annual conference where she represented ICHRIE. Included in her discussions with their leadership was the bylaws alignment issue regarding the leadership structure of officers? She reported that they are now more ready to implement these changes. Wanda will work with Christina Aquino (APAC president) and Maureen to assist APAC in their efforts to change their federation bylaws to align with ICHRIE[Q3]. (During the next business year)
  25. Maureen presented the most recent draft of the proposed strategic plan. The board discussed her many recommendations. In exploring some of the new products, Maureen asked the board to approve the technical and practical specifications of videos, social media, etc.; the committees of education, research, and industry will provide information to help in this effort[Q4].Nick Thomas will work to create standardized video specifications. (Before the next full board meeting)
  26. Issues around the website, new products, and member interests could be better structured on the ICHRIE website; the membership committee will work with the ICHRIE office and Maureen to implement these adjustments. Nick Thomas will help with website-specific upgrades, Michael will contribute with a marketing perspective, and Godwin Charles will bring forward the membership viewpoint regarding these web and video issues[Q5]. (Before the next full board meeting)
  27. The board discussed a member suggestion about themed industry presentations. Brooke will take this idea to the industry committee and HIPSIG to explore[Q6].
  28. The concept of a global conference was discussed again. Maureen suggested that we form an ad hoc committee with the purpose of investigating the feasibility of such a conference.
  29. Martin agreed to create the ad hoc committee tasked with determining the feasibility of a global conference.
  30. Dennis[Q7] agreed to take the issue to the Past Presidents Council to see if one of them would agree to be the chair of this committee (for continuity and background knowledge issues).
  31. Other committee members could be federation representativesand any other interested members. The chair of the ad hoc committee will likely consult with the federations in their effort to build a committee with the appropriate skill sets and knowledge. The Past President’s Council will identify the skills set the committee will require.
  32. Martin and Maureen asked for a motion to accept the updated strategic plan. Ravi moved and Martin seconded; unanimously approved.
  33. Treasurer’s Report (Hein)
  34. Stephanie reviewed the budget reports so that new members became acquainted with the financials that we routinely track.
  35. One new budget request was submitted for the strategic planning initiative as it relates to ICHRIE website changes and any promotional materials (beyond what is presented to members online). It was moved by Thomas and seconded by O’Neill to approved this funding request. Unanimously approved.
  36. A RFP was issued to find a financial counselor and zero firms responded as our investment sum is not high enough to capture their attention. Faculty at Michigan State University have recommended a financial advisor that the treasurer and the finance committee is adopting. Jay with Morgan Stanley is the individual who will be providing investment advice.
  37. Stephanie has expressed Bob Bosselman’s concern about the FutureFund committee given Bob’s anticipated retirement and the recent committee’s inactivity. Martin and Maureen will meet with Bob [Q8]later this week to discuss the future activity and membership of that committee.
  38. AsiaPac Federation Report (Aquino)
  39. Christina read the highlights of Qu’s report as it was delayed in its distribution to the board.
  40. The conference will be held in Bangkok in 2016, and in Bali in 2017.
  41. The federation board is fully staffed in all positions with the intent to meet ICHRIE officer position standards.
  42. They are revising their bylaws to bring them into alignment with ICHRIE by 2016.
  43. The federation is asking the full board to extend the emerging nations pilot program. The program does have full board support and is authorized to continue for a number of years. Federations are to conduct a review of their listing of qualified nations and discuss any changes to their list with the full board. We are trying to leave as much flexibility as possible about the nations on their listing.
  44. The federation is asking for a listing of institutional members and their official representatives as members are just listed as individual members with no notations on whether they were individual or institutional representatives. It is challenging making follow-ups of members who have left their institution and are no longer connected with the institution, as institutions may still wish to be members with a different representative. Kathy informed them that they do get this information when they request a listing of current members (the status of institutional versus individual membership is included in that report).
  45. EuroCHRIE Report (Jan)
  46. Jan read the highlights of his report as it was delayed in its distribution to the board.
  47. Elections were held and most positions were filled.
  48. The issue of transparency in terms of how many votes each candidate received was discussed. We use an outside agency to conduct the voting and counting of our election processes. The organization is open to requests for federation detailed election results if desired.
  49. The October EuroCHRIE conference will be held in Manchester, England.
  50. The 2016 conference will be held in Budapest, Hungary.
  51. Central Federation (Thomas)
  52. Nick read the highlights of his report as it was delayed in its distribution to the board.
  53. The board positions were filled except for the role of treasurer. They are working to fill that position with a qualified individual. In the meantime, a special advisor, Tianshu Zheng from Iowa State, will be assisting the board due to his strong finance and accounting background.
  54. The federation is looking at developing a small regional conference in 2016. Efforts are underway to implement this meeting and develop a RFP.
  55. The Illinois chapter sponsored a very successful career fair once again. More than 100 industry members were present and more than 200 students attended. They agreed to broaden the sponsorship to the entire federation rather than just the state chapter with the intent to enhance the event in future years.
  56. The Indiana chapter has been inactive for quite some time so the federation has made a decision to eliminate the chapter. The funds of the chapter would be moved directly into the federation account[Q9]. So moved by Thomas, seconded by Jan; unanimously approved.
  57. NENA Report (Tripodi)
  58. They held a regional conference that was successful. They are working to develop a RFP process for the selection of next year’s event.
  59. Elections were held and all positions filled.
  60. They are negotiating for a site to hold the Alligator Hour for the November hotel show.
  61. SECSA Report (Schoffstall)
  62. They have held election and filled all key leadership positions after great effort to re-energize their board except for networking, marketing, and industry director positions.
  63. The Florida/Caribbean chapter has been inactive for quite some time so the federation has made a decision to eliminate the chapter. The funds of the chapter would be moved directly into the federation account. [Q10]So moved by Schoffstall, seconded by Blecher; unanimously approved.
  64. They will hold on October 23, 2015, a small meeting event and are developing plans to hold a small regional conference in 2016.
  65. Don brought up the issue of the role of federations in the context of the annual ICHRIE conference. While no formal role has been established or even such a role needed at this time, it would be useful to continue such a discussion to learn how federations might fit in the host committee role wherever the international conference is held.
  66. West Report (Blecher)
  67. They also held a small regional conference that was quite successful. For 2016, their conference will be hosted by Metropolitan State in Denver (Feb 5-6, 2016).
  68. They have a full slate of board members for the upcoming year.
  69. Director of Education (Pavit)
  70. The Career Academy was the primary focus for this year. The three tracks are fully developed (leadership, research, teaching) and rich programs are in place. Registration was 19 for research, 10 for leadership, and 8 for teaching. Ravi noted that he received a number of expressed concerns about the time conflict for the leadership track being scheduled opposite the deans and directors event (D/D) on Wednesdays. Amit recommended that the program length be examined to see if a full day is still appropriate for those tracks. Perhaps the D/D program could be in the morning and the leadership track in the afternoon so those events are complimented rather than in conflict. Rachel Chen will take a close look at this as she moves into this director role[Q11] along with Sheryl Kline in her conference role.
  71. The professional development and education committees plan to meet Wednesday to hold discussions about these issues.
  72. Director of Membership (Ogbeide)
  73. The detail of the mentoring program has been completed and ready to implement. Feedbacks from board members were offered to help improve the program design. Mokie will work with Godwin-Charles [Q12]to more visibly incorporate 2-year institutions in the plan. Godwin-Charles was encouraged to simplify the process to make it easy on participants and the membership committee.
  74. Godwin-Charles moved to accept the proposal and Nick Thomas seconded. Amit suggested that we look at approving the guiding principles expressed in the report beyond the operational details. Martin suggested that we start the process by announcing this at the new member reception on Wednesday. Kathy recommended creating a simple, one-page program design to move this forward. Wanda, Sheryl and Kathy will work with Godwin-Charles to revise the operational plan by September 30, 2015. The intent is to finalize this and bring it to the board via electronic means for approval. This amends the original motion (moved by Amit; seconded by Maureen). The vote was unanimous for the amended motion. The deadline for implementing the program is January, 2016.
  75. Industry Services Report (Luedke)
  76. The group has created an industry session about global trends and has invited a number of outside firms to speak, and the dual goal was to reintroduce these firms to ICHRIE and seek their membership. That hasn’t worked as strongly as they preferred but they are going forward.
  77. The faculty internship program was not as strongly supported by the ICHRIE membership based upon the small number of submissions of this past year (e.g., only 8 applied to Hyatt and they’ve had upwards of 25 in past years). Marriott expressed a similar experience. Kathy offered information about the recruitment timeline that may help increase applicants for the upcoming year. Maureen reported that members had expressed an interest in perhaps having faculty internship opportunities internationally.

Executive session was begun at 2:31pm and returned from session at 2:49pm.

  1. Director of Research (Sharma)
  2. The JHTR editorship was brought forward to the full board, as there were two finalist proposals that were considered of equal quality. The board entered executive session for this discussion. A formal board vote was held and the result was 13-1 in favor of appointing Chris Roberts, Linda Shea, and Misty Johanson as the new editors. The applicants will be informed 7/29/2015 and the term begins now through December 2019.
  3. Amit proposed that the model used for the JHTR editorship (as listed on Page 51 of his current report) be adopted as the model to use for all future ICHRIE editorship appointments. Amit moved; Kristen seconded. Unanimously approved.
  4. Director of Marketing (O’Fallon)
  5. Michael led a discussion regarding the results of the recent membership survey to inform the board of member trends.
  6. Michael suggested that members be given a choice of receiving a hard copy (paper) of JHTE (and other hard copies of ICHRIE publications that different members might be qualified to receive). Amit in the research committee will explore this issue and report back to the board at the next meeting[Q13].
  7. Sheryl suggested that the research committee look at exploring different formats of electronic delivery of journals. Amit will add this to the research committee agenda[Q14].
  8. Old business
  9. None.
  10. New business
  11. Maureen asked Kathy about a recent issue at about a recent electronic communication from Manchester University. Kathy and Maureen will explore this to ensure the communication happens.
  12. Adjournment
  13. Motion to move at 3:08pm. Unanimously approved.

BOD JULY Meeting Minutes July 28, 2015Page 1

[Q1]Wanda with Chris

[Q2]Maureen, Sheryl, Michelle

[Q3]Wanda, Maureen, Christina Aquino

[Q4]Brooke, Rachel, Amit, Nick, Maureen

[Q5]Nick, Michael, Godwin Charles, Maureen

[Q6]Brooke

[Q7]Dennis

[Q8]Martin, Maureen

[Q9]Kathy

[Q10]Kathy

[Q11]Rachel

[Q12]Mokie, Godwin-Charles

[Q13]Amit

[Q14]Amit