Meeting Minutes
June 18, 2014
Board Meeting Attendees:
Mary Pelino
Doug Payne
Jamey Harker
Renee Huff
Jeremy Gardner
Sherri Buchanan
Joanne Bratka
Marcy Carson
Sue Gray –new to registration
Jennifer Walters
Deb Villa
A. OVBTA Admin update- board voted to hire admin to support
OVBTA chapter.
Target duties-website, communications, surveys
Fee: $35 per hour
Attend meetings/calls
Take minutes-follow up on open task items/deadlines
Help with registration, name badges, agenda/sponsor
logos
3 month trial- identify /review estimated time to complete
tasks
Exec Board to create job description and employment
contract
B. Committee leads- in an effort to better support the OVBTA
committees
Registration- Sherri
Programs-Sherri
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Meeting Planning-Rebecca
Education/Scholarship-Rebecca
Membership- Jeremy
Communication-Jeremy
Govt Relations- Mary
Sponsorship-Mary
Admin-Mary
a.Vote for Admin -Mary motion to approve, Jeremy second
the motion. All in favor - no opposed.
C. GBTA Convention-attendees: Doug, Mary, Jennifer, Marcy
Pending-Sue, Joanne
a. Chapter Networking Event at Convention-will be held
prior to opening session. Mary will communicateYardHouse – approx 30.
b. Survey from OVBTA to all members/prospects to
communicate
c. Estimated cost-$500
d. Deb Villa to send list for GBTA attendees, target OH,
IN, KY attendees to invite to chapter networking event.
D. Chairman – Chapter Task Force Update –working on
contract language –goal to finalize by convention
E. Secretary / Treasurer – Minutes, April YTD 2014 Financials
Voted to approve from May 09 board call. Sherri motion to
approve, Deb Villa second-all approved. No opposed. Will post
to OVBTA website. Reviewed YTD Financials through May 31
reviewed during the board meeting and will distribute with
minutes.
F. Chapter policy - Attendee list- Airport Authority requested
attendee list. The policy is to advise this information is
available to all members on the website. We do not distribute
attendee lists.
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G. Outline of June meeting
A. Registration –Badges Printed, Meeting Agenda printed
prior to meeting (Thank you Rebecca)
B. Meeting Planner – Room Assignments and Set-Up
Requirements. Need to ensure full communication
between Jennifer and Program committee to ensure
requirements are established and set prior to meeting.
C. Program
Direct Member Session 9:30am-10:00am
Marcy facilitated: Round Table Discussion on Industry
Hot Topics
Allied Morning Session 10:00am-11:30am
Jim introduced: Insights into Procurement RFP Best
Practices – Alison Galik, Senior Vice President,
Operations, Lanyon will be facilitator.
Panel members – Patti Nicolaci, INC Research, Mark
Dropsey, Patti Schafer, Egencia
Lunch / Business Meeting 12N-1:30pm
Host Presentation – 12N-12:15pm – Jamey introduced
hotel sponsor - presentation. David Campbell
Sponsorship Spotlight - 12:15 – 12:30pm - Jamey
shared new Gold Sponsor and discussed the
sponsorship program, education day sponsors needed.
Silent Auction reminder!
Drawing – 12:30pm – 12:45pm – Jamey, thank and
recognized those who donated
Member Spotlight – 12:45pm -1:00pm – Susie Woods,
Duke Energy –great job by Susie!
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Education Presentation – 1:00pm – 1:15p- Joann to
presented scholarship opportunities
Recognitions/Chapter Updates - 1:15pm – 1:30pm
Mary: Announced upcoming meetings, review
financials, recognized new members – we had several
new members! Recognized the Board at the podium
Afternoon Session:
TSA Trusted Traveler Program – 1:30pm – 2:00pm – Deb
introduced Jerry Koehler- this was very well received and
lots of questions asked.
Keynote – 2:00pm – 3:30pm The Outlook On Innovation Mike McCormick, GBTA Executive Director and COO –
Doug Payne introduced Mike.
H. September Meeting- Sep 17- Indy- Joint Education Day with
Michigan - goal to market 2 months out!
a. Registration -2 registered
b. Continental breakfast –sponsor?
c. Meeting Planner – Meeting Rooms and Set-Up
Requirements. (hotel sponsoring AV)
d. Networking Event- Yes
e. Program – AM Session, Lunch, General Session
i. Set-up Requirements –work with meeting planner
to confirm
Program - Session Topics Speakers – TBD Transportation/Lodging
Goal-breakout sessions
Start at 9:00 -9:15 (welcome by presidents)
AM Session 9:15-10:45,
Break 11-11:15
GBTA update 11:15-12:15
Lunch 12:15-1:00pm (sponsor speaker)
General Session 1:15- 2:15pm
Break 2:15-2:30 pm
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General session 2:30-3:30 pm session
f. CTE credits – 50min =1 credit
Match to test outline- CEU- Market this as well in the
communication to attract attendees
g. Potential speakers: GBTA President –Donna Kelleher,
Kathy Briske -Boeing
Invite Politician-part of chapter challenge (for 2014)Doug in charge of this.
I. December Meeting & Auction Update (targeting Columbus)
a. Meeting Planner – Venue & Set Up – New venue to
accommodate meeting . We will not be going to the
Columbus Zoo- they cannot accommodate our break out
meetings.
Possible NetJets?
b. Sponsorship – Plans for Auction-determine how the live
bidding will work in conjunction with the meeting
i. Post a how to document-determine how the bidding
process will work
ii. Expiration date for Bidding for Good subscription
12/4/2014
c. Program - TBD
J. 2015 Meeting Dates & Locations
a. Meeting Planner - RFP’s for 2015
Looking at KY and OH
Tentative dates: March 4-5, or 11-12, June 17-18
H. Committee Updates
a. Government Relations-Doug to communicate goals of
chapter challenge
i. Need 30 additional letters
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ii. Key legislative items: Visa waiver program-4 or 5
countries –Brazil-Israel
b. Membership - # Allied, # Direct, Pending- review for
further action (16)
Revisit direct mail piece?
Working to clean up database
Training for committee to be provided by Jeremy
c. Sponsorship –Jamey provided updated sponsor list for
2014. # of Sponsors & total dollar amount received,
Plan of action to gain more sponsors – Website
updated with current sponsors.
d. Education & Scholarships –Joanne presented
opportunities at June meeting
e. Programs- survey results –committee to review results
and distribute to the board.
f. Communications - Highlight legislative issues –link on
Newsletter
g. Registration –Sue Gray committee chair -pending
© 2008 Ohio Valley Business Travel Association