June 4, 2012 Board Meeting Minutes

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FINAL Meeting Minutes
NAPO Virtual Chapter Board Meeting
June 4, 2012
8 pm EST
Agenda & Meeting Minutes
Roll Call
Identified Actions to Take
Shawndra Holmberg
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

Amy Tokos
Shawndra Holmberg
Tracie Utter
Leslie Howard
Sue DeRoos
Susan Erickson
Teresa Taylor
Honey Stempka
Sarah Sain
Susan Devaney

Elizabeth Early Sheehan









10 voting Board members present
Amy Tokos called the meeting to order at ~ 8:05 pm
Executive Board Reports
President
Amy Tokos
Introduced two new directors:

Honey Stempka, Marketing

Sarah Sain, Technology & Communication
Vice President

Shawndra Holmberg
Will be supporting Membership and Technology
Committees but am available to help as needed.
Secretary
Amy reported that Jennifer resigned and the
Reminder to Board Members:
Send Bios/photos to Sarah if
we don’t have it already
Sign and send to Amy Codes of
Ethics & Code of Conduct
position is open. Any suggestions let Amy know.
Treasurer
Tracie Utter

Current cash balance $4,485.95

If you compare actual to budget, we are way
ahead of budget. We have not incurred expenses
as expected but there are still four months left in
this fiscal year.

Fiscal year ends September 31 and we will be
working on next years budget. Hope to be ready
to vote on it August 27 if possible but not
necessary.

See Budget & Report on website (Board Resources)
Immediate past president
All Board members: start
looking at your next year’s
budget (income & expenses).
Tracie/Amy/Shawndra: will
work with each director
Leslie Howard
Nothing to report but sends her thanks to all Board
members.
Welcome Sarah & Teresa
Committee Reports
Will be posted on the NAPO VC website under the
For Member /Board Resources tab
napovirtualchapter.wordpress.com/board-meetingjune-4-2012/
Shawndra: post committee
reports and meeting minutes
and links on website
Password for the Board
Resources and the June 4,
2012 Board Meeting (reports
and minutes) is
2012Board
Professional development
Teresa Taylor

Speakers confirmed through Dec and a couple on
standby for next year.

Working on providing bios and information

Working on CEU projections with the goal being
50% of the presentations being available for CEU
gather bios & presentation info
for those that we don’t have
currently

Working on extending access CEUs to folks AFTER
the meeting.
identify presentations that
meet CEU criteria
o

Explore accountability with [code words]
similar to Institute for Challenging
Disorganization on calls beginning in July –
the code words spread through the call
VC was approached by an organizer about co-
Professional Development:
develop Guidance on
Cosponsoring Programs
Technology / Shawndra: will
look into ability to report calls
sponsoring a class –didn’t feel there was enough
benefit / value for the VC or its members. Will
work on getting a guidance document on
cosponsoring programs

Survey feedback available for review on committee
report
Marketing
Honey Stempka

See committee report

Increase member engagement on FB by encourage
Board members to respond to FB posted questions
– where are you, what your specialty… [further
clarification by VP -- all posts are as you an
individual or business. They will not be as a NAPO
Board Member and so do not have to be preapproved]

Look into adding map page on Twitter – 315
followers
Membership

Susan Erickson
Committee Meeting held 5/25/12
o Committee – 2 members
o Review roles and responsibilities
o
Review goals and objectives – working on
keeping on current members happy and
responding to questions of members or
prospective
o
Next meeting --June 20, after that quarterly
or as needed

New member packet drafted and waiting for review

Paypal link to membership application to
streamline process

into recording.
o
Question about how the issue of refunding
non-NAPO members will be addressed if
they sign up?
o
Shawndra/Amy report that with the first
item on the application is that they have to
check off and affirm that they are a NAPO
member in good standing.
Susan has contacted a VC member who expressed
interest in volunteering. She will see if the
member can help with Marketing instead.
All Board Members:
respond to Facebook questions
and post on the NAPO Virtual
Chapter group.
Susan/Shawndra: to meet to
work on Application

Current Member count -- 75

7 applicants pending payment

See committee report for further details

[note added by VP – 5 guests at May VC meeting]
Associate Director
Susan Devaney

Do we use Associate or Affiliate???

Drafted letter to send out to companies about
benefits and NAPO VC offer

Committee member on the contact list but unable
to reach/doesn’t respond

Need a volunteer to call up list of potential
affiliates

Ask members & Board members to mention NAPO
VC to their favorite company and provide Susan
with a warm referrals. She will then follow up.

Offer Affiliates’ products as an incentive to get
members to renew. Details to be determined

Incentives for affiliates to join -- business logo on
website, participate on FB appropriately, details to
be determined.
Technology/communications
Sarah Sain

Find an Organizer page has been posted to the
website – please let Sarah know if there are
corrections or typos or updates needed

Any content on the website that needs updated
with current information, please let Sarah know

Working with Lisa Crilley Mallis with Professional
Development to populate website with testimonials

Work on getting more content on website so any
suggestions please let Sarah know.

New member promotion idea WORKS! - adding
Virtual Chapter membership & website to your
email signature works great. A fellow NAPO
member saw her signature line, asked about it and
has joined the VC
Amy: to follow up on proper
title – Associate or Affiliate
Amy: will mention NAPO VC
affiliate to Planner Pad
Susan: resend committee
report to Shawndra
Technology / Lisa: adding
testimonials to website

Future objectives – see report

Any technical issues or questions – contact Sarah
Old Business
Google Groups communication
Looks like it’s working for most everybody. If you
don’t know how or are having problems contact
Sarah.
Facebook (FB) and Twitter

Honey –- all Board members posting as individuals
– please respond to questions and posts

Honey -- If you are on a meeting call – please
speak up and ask questions. This helps initiate the
conversation.

Shawndra –- challenged all Board members to post
on FB NAPO Virtual Chapter

Sarah –- use Twitter as a suggestion box and
Twitter feed on to our website think of ways to use
social media to open dialogue

Honey –- 315 followers on Twitter
All Board Members: – to post
on FB Virtual Chapter FB –
where you are or???
Committee Reports

Amy – no suggestions needed as everyone put up
their reports
Volunteers needed


Send Amy specific needs for volunteers (call
potential Affiliate members, help with Wordpress,
etc). And the number of volunteers you need.
Number of people and specific needed and will be
mentioned on next Monday’s call. Please follow up
with the names Amy gave you. BEFORE MONDAY
Before Monday
Committee Directors:
follow up with names of
potential volunteers provided
by Amy
send Amy # volunteers needed
and specific tasks
New Business
Ambassadors for ICD and NAPO

Kristi Meyer is the Institute for Challenging
Disorganization (ICD) Ambassador and wants to
participate in membership meeting calls (quarterly)
Sarah: put Kristi’s contact info
on the resource page of the
website
to give an update on ICD put her contact info on
resource page of website
Membership meeting format

5-15 minutes – The president opens the meeting /
then one or two directors or ICD Ambassador,
Kristi, gives an update. ~quarterly each

Susan – let members know that what they learn
from volunteering with NAPO VC can be used to
help them and their business
2012-2013 Meeting Schedule (Shawndra
Holmberg)

Monday, August 27, 8 pm

Monday, December 3, 8 pm

Monday, February 25, 8 pm
Adjournment at 8:57 pm
Shawndra: post on Google
Calendar
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