Minutes for the GTA Coaches BOD Mtg: Wed, March 25, 2009 7:00-9:00pm
Present: Shelly Frank, Beth Snyder, Michael Lobraico, Ron Chaiken, Stephanie Potter, Leslie Kennedy, Gerry Fryer, Paul
Litwack and Martha McDerment Guests: Julia von Flotow, Darlene Crissley and Angie Allen
Regrets: Anna Ciciretto Absent: Rob Schaumer
Welcome by Shelly at 7:04
Ground Rules - How do we want to be together? Beth invited everyone’s input:
Open and honest, learner’s mind, efficient and effective – keep moving forward, collaborative, respectful, active listening,
be tethered to our stake – be clear on what we want to accomplish; aligned with strategic directions; forgiveness and
mercy for each other; see the best in each other; healthy debate – once decision is made, speak with one voice; fun;
holding the space; to find what the unique skills of each member – celebrate them and let them do it; empowering each
other; trust; timely; fully engaged
Action: Place these words on our meeting agendas; Hold each other to these values – Shelly
Motion
Moved by Les Kennedy: That the individuals serving on the GTA Coaches BOD commit themselves to these principles in
their work on the Board of Directors
Seconded by Beth Snyder
Motion Carried
1. Governance: (40 minutes)
Wayne Thiessen’s resignation from the BOD, received by email on March 5, 2009 was duly acknowledged and accepted.
Motion
Moved by Darlene: That people stepping down from the BOD receive a letter from the Secretary acknowledging and
thanking them for their contribution.
Seconded by; Beth Snyder
Motion Carried
Action: Shelly & Julia
Motion
Moved by Shelly Frank: That Julia von Flotow and Darlene Chrissley be appointed to the 2009/10 Board of Directors
Seconded by Lesley Kennedy
Motion Carried
2. Strategic 2009 Directions, Functions/Roles – Shelly Frank
Open Discussion: Objectives vs Directions (Directions more general - objectives more specific.
Process – Cttee Chairs to develop proposals to be approved by BOD. Discussion around Marketing Plan
development/Market Research project needs and their impact on cttee planning process.
Question around expectations of Cttee Chairs raised.
Reference and Guiding Principles for Cttee Planning can be found in the February 27 Description of Success (Result of
brainstorming session)
Cost containment and revenue generation are important considerations.
Action: Template toolkit for Cttee Planning be developed and posted as a resource online by Julia/Shelly
Action: Committee Chairs to develop Committee Terms of Reference & Committee Charter and send to Julia for
compilation.
By when: April 9, 2009
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Minutes for the GTA Coaches BOD Mtg: Wed, March 25, 2009 7:00-9:00pm
3. Review of Board Function Flow Chart - Shelly
Discussion and clarification focused on how to structure membership portfolio (membership programs & services); Member
communications delegated to Marketing/Communications and Media as a core responsibility
Membership Programs & Services: Paul Litwack – primary focus to develop a compelling member benefit package/”the
offer.” How do you keep it strong/rich? Member Activities/Events/Monthly meetings will work under Paul’s leadership.
Partnering/Sponsorship/Strategic Alliances was recognized as a responsibility of the BOD as a whole with the Executive
Cttee as lead.
Process: Member proposals/suggestions for affiliations and strategic alliances are welcomed by the BOD as a whole and
shall be submitted to the Executive for preliminary review. BOD to approve.
NOTE: The Board Function Flow Chart is a living document and subject to change upon periodic review.
Action: Post draft Role Descriptions (provided by Virtual Options) to the website as resources - Julia
Discussion of Role of the BOD – How we’re going to work together as BOD/and as committee, as an agenda item for April 22, 2009
meeting.
Action: Executive to develop a draft How We Work statement for review at April 22, 2009 BOD meeting – Shelly
4. Agenda priorities established for balance of meeting
Action: Schedule an additional one hour BOD meeting with evening and morning times – Shelly
5. Member Appreciation Night – Debrief
Ron: exceptional, energy was great; chapter “stepping out of its own head”; lot of positive feedback; fabulous – loved what
Leslie and Darlene (Starbucks proposal) had to say
Darlene: full engagement, what was successful and why? The way that Shelly framed the challenge of the time –
inspirational – we all built on that; provided structure for funneling energy, aligned to people’s interest – small group chats
solidified content; results: feeling of belonging, huge sign-up; 24 volunteers for coffee house conversation; 27 tickets sold to
Prism; Social Responsibility committee attracted people. People didn’t want to leave; talked about vision. Great mixing –
level of conversation between new and established members. Strategic directions and vision presented by Beth and Shelly
great; focus on events (Prism), Starbucks coffee shop chats
Area of Improvement: presentations could have been briefer;
Angie: identifying/acknowledging the opportunities; responsible governance; altruistic social responsibility (contributions)
Beth - Virtual Options –their relationship with the Hotel allowed us to focus on the program; BOD planning helped. The
date shifted was from February to March 25th – so there was something to share (Strategic Directions) – worked to engage
people…powerful presentations. Virtual Options introduced us to HRPAO; and were pleased with the event.
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Minutes for the GTA Coaches BOD Mtg: Wed, March 25, 2009 7:00-9:00pm
Trending analysis – we have a history of late registrations; presents challenge for administration. Action: simply to intend
for earlier registrations
Paul – lineup activity generated a real buzz – members jockeyed up the line – wanting to be a part of it.
Martha – we reflected ourselves as coaches – how we communicated, activities, business minded, creative, acknowledged
Beth & Shelly for their work.
Julia – what action can we take to move the momentum forward – engagement strategy
Shelly - Monthly meetings are a great way to move this forward
Les – former members want to get re-engaged; There was a real strong sense of community (Coach community and
community in service of a bigger community). It was inspiring. I was inspired.
Shelly – do we want to continue our meetings at Metro Hall? Virtual Options advised us against Metro Hall as venue.
Beth: Ryerson a potential monthly meeting venue
Action: Membership Cttee to look at what member activity could happen on an ongoing basis and how – Paul Litwack
6. Virtual Options as Supplier
Beth reported on a meeting today. Shared frustration with Virtual Options on lack of clarity on who’s doing what.
Appreciation Night March 25; Committed to continue to work with us – but stepping back.
Action: Kim Leitch to be sole contact for GTA Coaches in the interim. They will work on admin & finance pieces only.
Any Cttee Chair can be in contact with Kim Leitch.
Meeting Adjourned at 9:03 pm
Next BOD Meeting: 1 hour BOD meeting to review balance of March 25 BOD Agenda, to be scheduled
Upcoming BOD Meeting: April 22, 2009 6:00 – 9:00 pm
Recording Secretary
Julia von Flotow
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