DRAFT Meeting Minutes
NAPO Virtual Chapter Board Meeting
June 4, 2012
8 pm EST
Agenda & Meeting Minutes
Roll Call
Identified Actions to Take
Traci Watkins
Quorum & 2/3
9 members – Quorum is 5 and 2/3 is 6
10 -11 members – Quorum is 6 and 2/3 is 7
Present ()
Absent () Non-Voting
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Amy Tokos -Present
Shawndra Holmberg -Present
Traci Watkins - Present
Tracie Utter - Present
Leslie Howard -Present
Sue DeRoos - Present
Susan Erickson Present
Teresa Taylor - Present
Honey Stempka - not present
Sarah Sain - Present
Susan Devaney - Present
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Elizabeth Early Sheehan - Present
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10 voting Board members present.
Amy Tokos called the meeting to order at ~ 8:01 pm
Executive Board Reports
President
Amy Tokos

We have 8 voting members present

Asked for any changes to posted minutes.

Shawndra made motion to approve, it was
seconded by Teresa Taylor. No objections.
Minutes were approved.
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Organizing Award - VC was nominated for
one of the valuable most educational
resource. Amy congratulated everyone.
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Monthly membership meeting, Committee
Traci Watkins- put minutes out
as FINAL
reports have been going well. September
will be Christi Meyer about ICD and Susan
Erickson will be talking about membership.
Susan Devaney will be talking associate
membership in October.
Vice President

Shawndra Holmberg
Thank everyone for letting her adjust to a full time
job.
Secretary
Send membership committee reports to Traci for
minutes
Treasurer
Tracie Utter
Cash balance is $4901.33.
Sept 30 - close of fiscal year.
Not hitting budgeted revenue, but bottom line is higher
than expected. We will carry money into next year.
Tracie would like to pull QuickBooks off her laptop and put
it online. This will be a cost of $12.95 per month with no
set up fee. There is not deal for buying a package. Tracie
made a motion to start next month keeping the financials
online, Shawndra seconded. Everyone voted yes.
Budget - has it from everyone except for one and will be
compiling soon and getting it to Amy and Shawndra.
Immediate past president
Leslie Howard
Nothing to report
Professional development
Teresa Taylor
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2 additional members have joined the committee
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Rebekah Hubbard post meeting activities
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Christie Gelsomino meeting communications
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Still having a regular meeting the Wednesday after
chapter meeting
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Speakers confirmed through this year and working
on updating the website
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They will be planning for 2013 speakers in
All Committees - send
committee reports to Traci also
prior to membership meetings
September

They will know in October if NAPO board member
can visit the chapter next year.
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Code words have been in use the last couple of
membership meetings and it is going pretty well.
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CEU certificates may need to be provided and they
are doing more research on this.
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Working on contingency plans for technical issues
or if speaker does not show up. They will use
parking lot and round table discussion questions.
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Will be starting five minute product reviews in
September membership meeting.
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Drafting a process flow map for programs, within
our committee and with other committees.
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Still working on Guidance co sponsoring program
Marketing
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Honey Stempka
No report
Membership
Susan Erickson

The membership committee is her and Darla. They
are checking Gmail regularly.
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Current membership - 85
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Application payment pending - 10
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Guests August VC membership meeting - 3
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One member inquired about recordings from past
conferences and if they can be borrowed. Will we
purchase CDs and have some sort of library for
checkout?
Technology/communications
Sarah Sain
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Reminded everyone to give any new contact
information to Sarah for Find an Organizer page or
information of committee members for a Google
Docs that Sarah is working on.
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Library - they are working on a possible virtual
library. The website is currently taking a lot of
time to maintain and if they had help with that
more time could be spent on other projects like
Susan Erickson - send out list
of names of members
ALL - Send Sarah any new
contact information for existing
or new committee members
this.
Associate Director
Susan Devaney
Affiliate Program:

Reviewed what National Chapter did when they
were putting out information for affiliate members.
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16 interested companies
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Originally thinking of charging $150 annually, but
may offer $250 for two years to kick things off.
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We will be offering these benefits: access to our 80
businesses plus our clients as possible clients.
Networking and knowledge-sharing opportunities.
Brand loyalty. Visibility through online,
membership meeting education, VC booth at
conference. Logo placement and 50 word
company description with URL listing on the
NAPOVC website and one email blast received by
entire NAPOVC membership. See committee
report for more details and pricing structure.
ALL - send changes on Form
2012 Sponsorship Agreement,
to Susan by September 20
ALL - Anyone that has a
company where they have a
personal contact at the
company, please pass this
information to Susan if you
think they would be a good fit
for the affiliate program.
It was determined that there could be additional
advertising opportunities through a future newsletter, FB,
or Twitter.
Amy asked everyone if they were ok with the pricing.
There were no objections.
Once we get the package together, more contact will be
made with prospective affiliates. Anyone that has a
company that you love and we have a personal contact
with we will have a much better chance of getting a
sponsor. Please get that information to Susan.
Old Business
Volunteers - please let Amy know if you need help
on any committee.
Communications and Technology would like to
purchase a website that is member managed
through the company StarChapter. The VC is
growing and we need a new website that is user
friendly, interactive, and member managed. We
will cut our management time in half, allowing
Susan Erickson- New member
applicants - let Amy and Sarah
know if any are interested in
volunteering
more time to be spent on other projects. It will
also attract affiliates as it will be very professional.
Shawndra talked about many benefits also.
Susie DeRoos asked whether this was looked at in
the past and what was the reason that it did not
pass before.
It did not pass before because the board felt like
we did not have enough money in reserve the first
time that this was brought to the board.
Other chapters use StarChapter and like it.
Teresa had questions about the storage limits and
whether that will be enough for the VC. Currently
we are using 12 MB on WordPress and we will have
1 GB with StarChapter.
Susan Devaney made the motion to purchase a
website Sara Sain seconded the motion. Purchase
approved: 8 voted yes, 1 voted no.
New Business
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Mail forwarding - Elisabeth Sheehan would like to
have something in writing giving her permission
from the board and that postage be paid by the
chapter. Elisabeth agreed to commit to forwarding
mail for five years.
Amy and Traci - create a letter
detailing mail forwarding
request.
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Renewal process - Amy is getting with Susan
Erickson, Shawndra, and Tracie Utter regarding the
Renewal process in January.
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VC at NAPO Conference - Susan is unsure whether
to budget for a booth at conference.
ALL - Give feedback to Susan
Erickson whether a booth at
conference was worth the
money.
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Amy gave feedback of it is difficult to man the
booth and thinks a social would be a nice idea.
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Badges with buttons would be good to call
attention to VC or maybe we could make our own
flags.
Adjournment at 9:20 pm EST