State Council Minutes – December 10, 2010 Meeting at Furnitureland South
8:30am – 3pm
75 Attendees: attached listing
Opening – Paula Harvey welcomes all.
John Pyke from Furnitureland South – gave intro and welcome to FLS – history and background. They have a
Corporate Program where they offer special discounts to employers.
NCSHRM Brief Business Update/Transition Meeting
Director’s Corner
Paula brought up 2 issues for the Council to discuss.
Issue 1: Paula would like to have a BY LAWS review. Who serving on SC would be interested in being a
Captain of this team along with Shelly Trent? SHRM saw some vagueness in our current Bylaws that needs to
be addressed. Volunteers?
Rick Williams
Kim Mills
Bill Crigger
Issue 2: NCSHRM has a few openings in our elected positions. Bylaws state that our Director (Paula) is able
to appoint these positions. What does everyone think?
Director – Elect & Secretary are currently open.
Kim Mills asked: Is this for 3 year term? Paula’s answer: Kind of – appoint one year and then elect for the
next 2 years.
Group Discussion: Bill proposed a solution (motioned) of appointment to these said positions through end of
2011 and then hold an election for the two year term 2012-13. Beatrice seconded that – passed with a
unanimous “aye.”
Please see Paula during the day and she’ll announce at the end of today who will fill these positions. Paula
announced that we’re going to beef up State Council to allow Chairs to have dual roles and a backup.
Executive Council – currently consists of the Director Emeritus, Director, Director Elect, Secretary, Treasurer,
and Membership Director(s). Paula wants to add the District Directors now to the EC – they can’t vote until the
bylaws are changed but she wants them to attend these meetings starting 2011. How does group feel? All
agreed. All on SC are a team and should help each other when needed.
Announcements: Paul W (2010 DD IV) was honored as one of the top District Director’s of the Nation by
SHRM.
Paula introduced all members of the State Council for 2011. Paula asked all 2011 Chapter Presidents to stand
up to be recognized.
Thank You letter was read that was sent from Peace for student chapter award they received at state
conference. SHRM Recognition for Foundation donations was announced.
Attendees were asked to please make sure name and designation is correct on sign in sheet for nametags.
We’ll have by Jan meeting.
NCSHRM received the Superior Merit award for 2009.
Reminder about SHAPE being in no later than Jan 31, 2010 – this affects NCSHRM being eligible for award if
not all are in.
Treasurer’s Report – Alison Nolan went over the financials.
Report as of November 30, 2010:
Checking Account
Beginning Balance
Deposits/Credits
Expenditures
Ending Balance
$67,964.68
$ 6,772.00
$ 4,934.93
$69,801.75
Mutual Fund MFA Portfolio
Beginning Balance
$27,807.43
Dividends/Losses
$ 1,090.63
Total Account Balance
$28,898.06
Jan Sharpe Savings Account
Beginning Balance
$ 9,017.66
Deposits/Credits
$
.41
Expenditures
$
0.00
Ending Balance
$ 9,018.06
Total Accounts Balance
$107,717.87
District Director Reports
DDI - Jon Yarbrough – CV SHRM bylaws in for review. They are adding Lincoln County as a SIG.
Western NCHRA installed new Board members.
DDII – Bill Crigger - Union County ½ day board planning meeting has occurred.
CASHRM had strategic meeting, theme “Shake Things Up” and they have a member appreciation meeting
coming up.
Gaston County - Kevin Roberge - partnership program starting up.
Rowan – Jill Rufty – installing new board on Thursday but will have transitional meeting in Jan. They have lost
20 members this past year. Bill’s chapters were asked to put him on your email list so you can reach out.
DDIII – Mandy Eaton – ACHRA Diversity program, Elon’s inducting ceremony, board attended. 2010 –
Workforce Readiness program for last meeting partnering with Alamance school system, 2011 planning
meeting already with donation to local food bank, Alamance graduation project where ACHRA members
served as judges
WSSHRM – Holiday social coming up. Planning starting on the Triad HR & Diversity conference with HRMAG,
HRAGHP, ACHRA.
High Point – currently updating bylaws, revamping membership process and implementing scholarship.
HRMAG – SHRM Foundation silent auction raised $1,777, food drive, 342 members, Members In Transition
Group has had 20 meetings and 31 placements, 23 members participated in the Free to Breathe 5k Run/Walk
for lung cancer and raised $1,475. Their mentoring program is active with 6 mentoring teams, recently
implemented a single weekly email to members which has had positive feedback from members.
DD IV – Beatrice Runyun– TSHRM State Conference - complete and profitable (Chandra will give more
details in her report to SC).
CCSHRM – finalizing their Board – not much interest from membership received this year – please help by
giving advice.
FASHRM – membership drive in Feb 2011. Dec & June will be collaborating with Library system to offer job
assistance to community.
RWHRMA – HR OnCall was held again, 2011 State Conference hosts.
DD V – Juan Gomez
GE SHRM – Children in foster homes sponsor, held elections and planning meeting previous week,
participating on 2012 state conference board.
NC Coastal – lost of transition with this chapter but good things
LCFHRA – board in place and board retreat has happened.
NCSHRM 2010 State Conference Report – Chanda Douglas-Ward (conference chair)
The committee is pulling together a few last things. Budgeted 263 but was held back by limited vendor space
– about $20 k off – expenses budgeted at $162k but actual was $159k. Total profit was around $84,567.37
and SC profit $28,189. They had an excellent transition meeting with TSHRM (Janny Flint - chair).
Maintenance of the website needs to be done.
NCSHRM 2011 State Conference Update - Jeff Luttrell – RWHRMA to host on Sept 28-30. Please come it
will be great – planning on the way. Sponsorships BCBS & OD already locked in for major sponsors. Cvent
needs to be up and running.
SE Regional SHRM Update – Shelly Trent
Recruitment & Retention report – went through report. She is noticing less membership for SHRM members in
local chapters.
2011 membership growth goals will remain the same at 3%, star 6%, superstar at 10%. Left this was due to
being able to meet goals.
Dec 09 – Oct 10: WSSHRM 10.2% growth, HRMAG 8%, Iredell 10.7%, Cabarrus 20.6%, HRGHP 12.5%.
Retention & Renewal – Retention goal at 80%.
Numbers remain steady in our region – almost every state is about 2% down. NC in 2009 was 80.5% and
now in 2010 is 78.6%.
We can’t seem to engage the senior leaders – one panel member stated to simply stop trying – they want their
own group. Younger folks are stating the same thing – we would like to have our own group – possibly a
Special Interest Group within the local chapter. This seems to boost their engagement. NAAHR & Hispanic
Groups HR – SHRM would like to see local chapter partner with these groups since this is the focus of National
SHRM. New Membership Kit is now available on the VLRC. CLIF must have been in by Dec 1st 2010 to be
eligible for the SHAPE. SHRM Foundation donations must be in by 12/31. SHAPE must be in by 1/31/2011.
Conference Calls schedule through end of year and new schedule will be coming soon. The new SHAPE for
2011 is already available online.
State Leadership Conference Slide Show was shown by Shelly. She will give to Alison so we can post on the
website.
HR Review – Melissa Mills – Deadlines schedule will be posted and email reminders will be sent.
Breakout Sessions – CLA’s – facilitated by Beatrice Runyun and Michele Langley – slideshow.
Executive Council facilitated by Bill Crigger and Juan Gomez – slideshow.
Lunch
ESGR signing was not able to take place. Have postponed this until the January meeting.
Breakout sessions were held by volunteer job Duties. Notes attached from each session.
Sponsorship
Clay Smith facilitated.
 Don’t reinvent the wheel. Local chapters are already doing this well. TSHRM & HRMAG offer
sponsorships by levels for the calendar year.
 Don’t be afraid to make the ask. You can only gain because you started with nothing.
 Consider annual sponsorships versus a monthly. This was your profit/earnings will be known upfront at
the beginning of the year and will assist with membership planning.
 Clay shared the HRMAG Sponsorship Model which was modified from the TSHRM model.
Workforce Readiness and Community Service
Who facilitated?
 Workshops for small businesses who do not have HR Staffs
 Setup a hotline for small businesses to ask questions
 Volunteer with Goodwill, Urban League, etc.
 Prepare young professionals for next career steps – help them answer their questions such as, look for
what? Use knowledge how?
 Work with Dress for Success by donating career related books and holding clothing drives.
 Allow students job shadowing opportunities.
 Work with transitioning populations victims of domestic violence, prisoners, etc.
 Work with the Millennials generation on organizational culture, e.g. are tattoos acceptable now in the
workplace, are piercings?
 Help Millennials identify the gap where they are and where they want to be in their career.


Help traditionalists get up to speed on technology and how to use.
Work with entire families on basic needs – sheets, toiletries, clothes, etc.
Presidents
Paula Harvey, Kim Mills, and Shelly Trent facilitated.
Delegation is key.
Gave handout on legacy
Stressed importance of the President-Elect
Legacies of the past
Build chapter
Inclusion of consultants of association
Phenomenal conference
What do you want to accomplish during your year and have the members remember
Plan, set goals and empower others to achieve.
Definitions of
Legacy – custom, heritage, gift
Leadership – the ability to create followers
Legend – marvel star, chronical
Legacy ideas
Shake it up is what Charlotte is doing
Innovation
Diversity
Community focus/impact
Workforce focus
Brand awareness
Legacy is about impact on people, chapter and profession and NOT about leaving a personal mark. It’s about
what the leadership has done to help the chapter/profession and helped the members to evolve.
Community initiatives
Drop box for families in need
Food drives
Backpack buddies
Dress for success and book drive
Resume/interview skills
Mini workshops for schools
Members in transition support (MIT)
Monthly meetings for MIT
Post job openings for them
This will add to regular local chapter membership as well (HRMAG)
Reach out to Community Colleges to speak for PHR/SPHR course students
Potential database for state for PHR/SPHR courses
Study Groups – formal/informal
To be an effective leader you must first be a servant.
Booklist from presentation
SHRM Orientation Presentation is on VLRC (needs update Mission statement as well as SHAPE vs. CAP)
Areas to continue/improve
Have successful/meaningful chapter presentations that make members want to attend and leave
meaningful and helpful information
Utilize ALL Board members during your meetings
Pre-certify your programs
Networking sessions seem to bring in higher attendance versus regular chapter meetings
New Member Orientation
Ambassador programs
Release of Board/Volunteer members who are not fulfilling their commitments
Use performance management process
Accountability is very important in these roles
Membership
Melissa Mills facilitated.
What can chapter do?
Schedule meetings for at large members only
Charge $10 for regular members but free for at large members
Partner with another local chapter (or more)
Hold an HRCI credit meeting with your Local Members Only. Have a past president speak and provide lunch.
Raffle off a SHRM membership. This has been very successful. Have NCSHRM State Council members
speak. This is especially helpful for members who belong to a company that will only provide payment for one
of the member’s memberships to local vs. SHRM. A good location, time, food and temperature is very
important when planning.
If members of the Board joined SHRM, local chapter would provide $60 towards their cost.
VLRC – use it!!
SHAPE – 6% growth for SHRM and make sure to reach that goal. Have each Board member pick 3-5 nonSHRM members to try and “sell” SHRM membership. Can select by doing a roster audit. Set goals! Board
members compete.
Brainstorming:
 Have SHRM application link on the chapter website
 Advertise SHRM cost at New Member Orientation
 Member referral program – stay with chapter for one year and either give gift card or take $20 off their
cost of dues for the following year – add a place on application on who referred you
 Be My Guest cards
 Work on branding your local chapter
 Mingle/Networking events
 Have the local Chamber include local chapter information to all their new members and available for
pick up on their wall
 Send out mailers to all members about meetings
 HR Generations
 Book & Coffee social
 Sports Event for group (baseball, hockey, etc.)
Governmental Affairs
Connie Culpepper facilitated.
While efforts to organize a “Day in the District” in 2010 were not successful, we feel that this is a goal still worth
pursuing.
Action items:
 Contact Gretchen Ewalt (Raleigh chapter) to see if she has any contacts in the State Legislature (John)
 Poll local GA chairs to try to determine interest
 Find out when the State legislature will be in session in 2011 (Connie)
 Arrange a conference call with Bob Carragher (National SHRM GA) to get guidelines on organizing the
event, whether a one-day meeting in Raleigh or individual meetings with local lawmakers in their home
districts (John)
 Contact Alabama’s GA Director for advice, as this state has a very active GA effort (Connie)
 Encourage individual chapters to dedicate a meeting during the year to advocacy
 Divide local chapters into east (Connie) and west (John) making it easier to develop relationships with
local GA CLA’s at the chapter level
Treasurers
Alison Nolan facilitated.
Shared with others in our group the spreadsheet we use for State Council. The front page consists of the
information rolled up from the other tabs: itemized by debits and another tab itemized by credits and sorted to
individual budget lines. On a monthly basis take the bank statements (and other financial statements if have
various accounts) and reconcile what you’ve done for the month. Make a binder for backup documentation by
year.
Non-profits have a different mileage reimbursement set by the IRS other than a regular business mileage
expense. Chapters may want to look into this to more closely reflect the correct reimbursements to chapter
board members reimbursed for travel which may have tax implications. The 2011 rate for no-profit mileage will
be $0.14/mile (while business travel will increase to $0.51/mile).
A good website resource for non-profit accounting is http://www.notforprofitaccounting.net/.
Secretary/Communications
Rick Williams facilitated.
Job description for Secretary Position distributed from the Shrm website.
Chapter Communications – what are some things you would like to see changed?
Engage and identify new members
Introductions of new members at meetings
ID new members by sticker color on name badge
How do you keep members informed when you don’t meet?
Weekly emails or how to reduce random emails
Survey members on topics/speakers/what members are looking for from chapter
Communication is key to keep your members engaged.
At end of meeting Paula made her announcements of 2011 open position appointments:
Beatrice Runyan is appointed to the 2011 Director-Elect vacancy
Joanne Forbes is appointed to the 2011 Secretary vacancy
Kim Mills is appointed to the District Director IV position created by Beatrice’s appointment.
Note: All NCSHRM state council appointments are made annually except for elected positions. Also, no person
may hold the same appointed position for longer than three years in a row.
Respectfully submitted,
Alison Nolan
2010, Interim Secretary/Treasurer NCSHRM