Maine Chapter ASTD Board Meeting Notes (rev. 1/27/2014)
Thursday, January 16, 2014 4:30pm – 6:30pm
Location: Unum in Portland
Attending: Joyce Bailey, Pamela Davis, Adele LeBorgne, Kristin Wheelock, Bethany Wiles, Sally
Wilson, Matt Woodside
Not Present: Mike DiRobbio, Shirley Broomfield, Michelle Winn, Tricia Richardson
The meeting was called to order at 4:30pm by Sally Wilson, President. She recognized two new
Board members: Bethany Wiles (co- membership with Tricia Richardson, VP of Membership; and
Kristin Wheelock, VP of Operations).
Financial
Sally and Michelle are working together to develop the operational budget for 2014. Each member
received a budget worksheet (see attached) to be completed by each with their input and expected
expenses for the upcoming year. All information is due back to Michelle by 1/31/2014.
 Locating a CPA to assist with the chapter’s financial audit may be cost prohibitive. The going
rate for a non-profit is $2,500. The committee discussed that the need may not be as
intensive as a full audit. We need a review of the books. Joyce has offered to check a couple
of resources (contact information is to be sent to Michelle W. for further action).
 Once the year- end figures have been completed, Sally will submit to Kristin for record
keeping.
 Adele reported that the Woodland’s fee for breakfast is the same as the member registration
fee. Our chapter will not make any money for the next four months.
 Michelle reports that the Financial Review Team is convening on Wednesday, January 29th to
conduct the yearly finance review. Upon completion, their written review will be submitted to
the board. National ASTD gives us the option to use a CPA or a team of volunteers and, given
our time line for completing the task (1/31/2014), the volunteer team is ready and willing to
complete the work for us.
Chapter Newsletter
 Reminder of the newsletter target dates.
The process and due dates have been determined for 2014 as follows:
MeASTD Board Meeting Minutes 10.8.2013
Page 1
2014 Dates for Newsletters
 February 15, 2014

 Reminders for articles to be sent out on the 25th of the
prior month
 May 15, 2014
 Submission of articles to Shirley by the 1st of the month
 September 15, 2014
 Final copy to Sally for approval and Pam for editing and
formatting by the 12th of the month
 November 15, 2014
 Approved newsletter added to website on the 14th of the
month
The question remains, “Who will be responsible for the newsletter?” Currently it is part of the
VP of Communications/Registrar’s role. Further conversation is needed to determine which
role will assume the responsibility – maybe Marketing?
Registration, No Calls/No Shows, Cancellations

The committee discussed the cutoff time for registration. It needs to be by the end of the day
on Wednesday. Adele has reported close to 50 attendee registrations with a few who
registered a day after the cutoff. Kim and Adele will work together to determine a way to close
the registration by the Wednesday prior to the meeting at 8:00pm.
Strategic Planning and Chapter Operating Requirements
Sally has proposed a retreat for the Chapter’s strategic planning process. Most likely two full days
with a teambuilding session. Target date to be sometime in May or June, 2014 that will include an
overnight. Sally will inquire with Tricia about the venue.
The committee members received the Chapter Operating Requirements Workbook, 2013. Each is to
review and supply information for their area. Sally needs the information electronically by 1/24/2014.
 National is expecting participation with the 18 elements base – set up like a non-profit
business. We may want to include past chapter presidents for the historical perspective. The
overall packet is due to National by 1/31/2014. Sally will compile and submit to National.
 Bethany reported that we have made the 42% for membership. Some members will be
attending on a trial basis at the next meeting.
 Most of the workbook questions require answers from Membership, Finance and the
President.
The Board discussed potential risks for the chapter that may need actions. The committee
brainstormed some ideas as follows:
Reputation
 Linked-in is a communication tool that allows members to post
comments. Matt W. is the gatekeeper and conducts periodic
reviews – he removes items if inappropriate.
 Wild Apricot retains the membership information. It is
assumed to be a safe site as national endorses and uses the
site. Pam D. will check on this and obtain terminology for due
diligence.
 The Maine ASTD member application – Bethany to check for
wording of “no contact” or “wanting to share” email lists with
other members. MeASTD does NOT sell its mailing list.
MeASTD Board Meeting Minutes 10.8.2013
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Financial
Safety
 The website has a legal notice of the Privacy Policy Statement.
 Paypal is one of the current payment methods for members. It
is not clear what responsibility level they have – Bethany will
look into this as a third party outsource.
 Monthly chapter meeting cancellation: there is currently
enough money in the account to cover the reimbursement to
the members.
 Currently one person is responsible for the bank deposits – the
committee discussed setting up “dual control” for the counting
of the money received and being deposited.
 Obtaining financial audits helps to mitigate risk.
 Does the host venue have liability insurance? Adele will
inquire with the Woodlands.
 Sally will review the insurance policy and inquire with Mike
DiRobbio.
 Web access is password protected and it includes a members’
only area.
The Operating Requirements workbook does not have to have all items completed as long as we can
make clear that discussion has taken place; that action plans have been developed; that the items will
be reviewed at another Board meeting and be ready for 2015.
All action items need to have follow-up and be sent to Kristin W. by Friday, February 14, 2014.
Membership satisfaction is to be periodically evaluated in order to meet CORE requirements. Current
practice is having members complete a monthly evaluation sheet at the end of each presentation. It is
assumed that we may need to do something in addition to the evaluation sheets. Kim D. will reach
out to Katie V. to see what has been done in the past and inquire as to whether or not we have a
Survey Monkey account.
Board Positions
Three members have terms ending in 2014:
 Tricia Richardson – VP of Membership
 Pam Davis – VP of Technology
 Adele LeBorgne – VP of Communications/Registrar
The committee discussed having the positions be transitional throughout the summer. Sally will
inquire with Mike D. about the process for succession planning.
Marketing for the positions might include role descriptions and call for candidates via the resource
table. Elections are held in May.
The VP of Marketing role description needs to be reviewed. The committee needs to determine if
social media should be added to the role.
Adele presented the VP of Communications/Registrar role. The committee discussed and suggested
possible edits.
MeASTD Board Meeting Minutes 10.8.2013
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Upcoming Monthly Programming
Shirley B. has programming scheduled through June, 2014. Presenters historically receive $50
towards a Maine Chapter membership. It is not clear what is done for presenters visiting from another
state. Joyce will seek clarification from Shirley.
Bethany mentioned that members would like to have an advance listing of the topics. The committee
discussed the pros and cons. It could be risky in the event that the presenter cancels and we have to
make changes. Pam suggested that we make a list of competencies covered for the upcoming
months. This would involve less risk and provide members an opportunity to plan their schedules for
attending.
The last couple of months, the emailed registration memo has not included enough information. Pam
switched to a new template that will include pictures and topic info of the monthly presenters.
Other Items:
Adele had an idea for badge collection – intentionally collect the badges in a bowl and use them for a
drawing. We have three books that can be used for the drawing.
It was noted that Matt W. currently checks the P.O. box for mail and distributes at the monthly
meeting. This includes membership payments.
To Do’s
Action Item
Complete budget information and submit to Michelle
Check resources for CPA to assist with chapter audit
and report back to Sally
Develop a process for closing the monthly registration
on Wednesday 8pm prior to the Tuesday meeting
Inquire about strategic planning venue
Review and complete operating requirements
workbook sections and electronically submit to Sally
Develop a statement to be added to the member
application regarding whether or not members want
their email shared with other members
Determine the responsibility level of Paypal
Check to see if the Woodlands is an insured venue
Review of the insurance policy with Mike D.
Determine the best method of collecting membership
satisfaction information
Submit Board registration information to Sally: email,
street address, job, company
Alert Michelle to set the Woodlands on bill pay for
electronic invoicing
MeASTD Board Meeting Minutes 10.8.2013
Who
All Board Members
Joyce Bailey
Target Date
1/31/2014
ASAP
Adele LeBorgne & Pam
Davis
Sally Wilson
All Board Members
2/12/2014
Bethany Wiles
3/6/2014
Bethany Wiles
Adele LeBorgne
Sally Wilson
Pam Davis
3/6/2014
3/6/2014
3/6/2014
3/6/2014
Kristin Wheelock
Bethany Wiles
Adele LeBorgne
ASAP
3/6/2014
1/24/2014
ASAP
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The meeting was adjourned at 6:30pm.
Next meetingis on Thursday, March 6, 2014 - location to be
determined. A request will be made to TD North for hosting.
MeASTD Board Meeting Minutes 10.8.2013
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