MD/DC BOARD ANNUAL PLANNING MEETING
DECEMBER 5, 2003

Present : Sherri Vucci, Gary Viola, John Jensen, Dan Branigan, Sarah High, Kevin Mann, Vassie Hollamon, Don Hetrick, Richard Weil, Michelle Estep 

1.            Strategic Planning

a.            Review ERAPPA Strategic Planning Questionnaire and Board Responses

b.            Provide MD/DC Board feedback on results and add our responses 

·        Sherri passed out the ERRAPPA bylaws and the responses to the Strategic Planning Initiatives that ERAPPA had received from SNERAPPA. 

Question #1

·        The board agreed with the current ERAPPA board structure.

·        APPA is looking at student chapters.  These chapters will be made up of students who are in a program to become future facilities professionals.

·        The group would like to see more references to the chapters that make up ERAPPA in the bylaws.  This could be included in Article III.

·        The question was raised concerning the function of APPA.  Is the organization intended to function from the top-down with local chapters supporting the Executive Board of APPA or is it intended to function as a bottom up organization with the Executive Board supporting the local chapters.

·        Sarah just attended an APPA Membership Committee meeting.  She told us that APPA counts on the local chapters to recruit and retain members. 

Question #2

·        Vassie stated that the MD/DC chapter focus and APPA’s focus should be on outcomes and supporting our institutions mission. 

Question #3

·        One of the strengths that we see is in the makeup of the membership.  It is diverse and offers a broad view of many common issues.

·        Another strength is in the ability of members to have multiple contacts within the chapter and outside of the chapter. 

Question #4

·        One weakness was that we often present ideas that may be above the level of our audience and do not map out a pathway for those in attendance to get to the issue presented.

·        Another weakness is in the appearance that the organization (ERAPPA and APPA) can appear closed to outside participation.

·        A third weakness is that we do not take advantage of our combined purchasing power. 

Question #5

·        The board thought that packages targeted at first time attendees should be distributed at chapter meetings.  ERPAPPA does this already but we need ERAPPA and APPA information to distribute at our meetings. 

Question #6

·        One threat is the sense that we are an organization that is not open to new ideas or new members.

·        Another is that we are strictly a higher education, thus the name, and not available to the K-12 markets and others who may be interested in joining. 

Question #7

·        Nothing to add.

2.            Planning for the coming year meetings 

a.            Locations for the Spring and Fall Meetings.

If we can lock down locations ahead of time, that would take one major item off our plates at the meeting so if you have some contacts out there please reach out to them and discuss the possibility of their hosting a meeting.  We usually have the most success meeting around Baltimore for one meeting and Washington for the second meeting but Gary suggested that we may want to reach out to the Eastern Shore of MD this year to include those that won't travel to the west.  He also suggested St. Mary's as a possibility.  These suggestions can be sent to John Jensen and he will compile a list.  They should include the location, contact person, and if the possibility of a meeting has already been discussed with that person. 

·        We discussed the need for a more formalized business meeting at our chapter meetings.  Although they take up time, the board feels that we have gotten away from this very important way to convey information to the attendees.

·        The Spring Meeting will be on March 26, 2004, at Towson University.

·        The planning meeting will be on February 27, 2004, also at Towson University.  Directions and details will be forwarded from John Jensen who is the contact.

·        Topics for this meeting will be:

o       Reliability Centered Maintenance - Sherri is the point person for this session.

o       Diversity – Michelle is the point person for this session

o       Master Planning – John Jensen is the point person for this session

All session descriptions are due to John by February 15^th for the mailing. 

Sponsors for this event will be solicited from:

·        Ayres St. Gross – John Jensen

·        York International – Sherri

·        Nalco – Gary

Sponsorships are $300.00 each and will offset the cost of the meeting. 

·        The planning meeting on February 27^th will be used to discuss Rocky Gap IV.  Plan to spend the majority of the day at Towson. 

·        The Fall Meeting will be Friday September 10, 2004, at a location to be determined.

·        Vassie will contact AACC or the school board office in Anne Arundel County to see if we can encourage the K – 12 markets to attend this meeting.

·        Topics for this meeting may be:

o       Roofing – Garland Roofing and Kevin Mann

o       Building Envelopes – Gale and Associates

o       Specialty Coatings – Belzoa 

·        Follow up meetings will be held at Towson and Rocky Gap to work out the details concerning this meeting. 

3.            Discussion of By-law revisions 

·        Vassie passed out that he had prepared comparing APPA, ERAPPA, and the MD/DC APPA by-laws.

·        We reviewed past discussion on this subject which included:

o       Change MD/DC by-laws to better reflect the structure of ERAPPA.

o       Leave our by-laws as they are.

o       The current review committee is Dan, Vassie, and Kevin.  They are to review the by-laws and changes and try to map our by-laws after ERAPPA and APPA. 

o       It was suggested that the new structure could include a director’s pool.  We could face the problem of not filling the president elect, treasurer, or secretary because of the current limitations in the by-laws.  These positions could be elected from the director’s pool.

o       The issue was raised that a board member in the director’s pool with little experience could be elected as president elect. It was pointed out that anyone that would be elected to the director’s pool would be in that position for at least one year before they would be eligible to run for any other position because of the election process.  If they were elected in the fall of 2004, they would not be eligible to run for president elect in the fall of 2004.  They would be eligible in the fall of 2005 after completing one year.  This would resolve the issue.

o       The decision was made to have Dan, Vassie and Kevin make recommendations at the February planning meeting. 

4.         Topics for education sessions for both meetings.  This is another topic that can be compiled into a list and readied for discussion at the meeting.  If you have some suggestions provide them to John and he will compile the list of suggestions and the presenters that are available.  We may want to include the three areas that APPA focuses on, Operations and Maintenance, Administration, and Design and Construction. 

See topic #3 

5.         Topics and ideas for Rocky Gap – Again send the ideas to John and he will compile a list of them to be discussed.  These topics should include What will be presented, who will present, and how long the presenter will need for the topic (ideally we can use the same presenter for both days but this may not be possible and we may need a backup for the second day)  

• The dates for Rocky Gap IV are June 24, 2004, and June 25, 2004.
• The planning meeting for the event is at the February 27, 2004, regular planning meeting at Towson University.
• Topics for Rocky Gap IV:
• ERAPPA Workshop concerning staffing guidelines (Michelle)
• Performance Measures – Dennis’s book about how to manage the white space in an organizational chart – (John will follow up with Dennis)
• The APPA Leadership Institute – What can we do with this in a short form and who can present it? (Michelle)
• Marketing Facilities Services (no volunteer)
• How to deal with difficult personnel issues (Michelle)
• Jack Cadre’s Nightmare – (personnel related – I have a contact)
• KIA – (Sherri - I don’t recall what this was)
• GAP Options – (Vassie) 

• Board members mentioned with each topic are to resent follow up information at the February meeting.

6.            Discussion related to having each Board Member attend another local chapter meeting. 

• Sherri suggested that our board members could attend other chapter meetings in order to get ideas and contacts for our organization.  Michelle will gather meeting schedules for these meetings from ERAPPA if available.

7.            Discussion of format for Business Meeting prior to the start of each chapter meeting. 

• The board decided that we would begin more formal, documented business meetings at the Towson Meeting in March.  These meetings will include: 

            a.            Committee Reports 

• President’s report??
• Education Report –
• Treasurers Report –
• Minutes from last business meeting – These will not be available at the Towson Meeting but will be posted on the web site after the Towson meeting.
• Membership Report - 

            b.            ERAPPA/APPA update 

• Reports from the various ERAPPA committees we serve on

            c.            Any additional items? 

• Gary presented the treasurers report that was handed out.

• APPA Mentoring Program – It was decided that the chapter would not pursue this at the present time.

• 2004 APPA International – Washington D.C.
• Michelle will coordinate this through Willy Suter
• Question was asked whether or not we are part of the Host Committee??
• Question was asked whether or not we have to register for the event if we are volunteering to work at it.
• John will handle speaker introductions and will need other board members to volunteer to assist.

• Sarah reported on her meeting with the APPA Membership Committee.
• She sent the MD/DC Board Members a list of contacts to make.  She asked if anyone had done this to date.  She was met with quite a few blank stares.
• She will resend the list and asked that everyone follow up with these contacts.
• The point was made that APPA has paid positions on their staff for membership.  How do they assist us??
• Sarah reported that on idea from SNEAPPA is that they offer free admission to new attendees at their regional meetings.
• Sherri suggested that we put together a new attendee welcome package that includes information about MD/DC APPA, APPA in general, and ERAPPA.  We will need to gather the ERAPPA and APPA information.  We should direct people to APPA as the main contact so they can refer to their literature when we contact the new member.  

Respectfully Submitted 1/6/2004 – John F. Jensen

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