MD/DC APPA Chapter Planning Meeting
November 17-18, 2006
Minutes
Meeting Convened at 9:15 following breakfast. All Board Members were present:
Leon Bivens
Dennis Bohlayer
Phillip Brown
Michelle Frederick
Sarah High
John Jensen
Kevin Mann
Derek Thornton
Gary Viola (departed mid-day 11/17)
Sheri Vucci
Richard Weil
Nancy Yeroshefsky
By-Law Discussion
What is on the website is most current
By-Laws call for a By-Laws Committee –
Action Item: President-Elect (Sheri) and 2nd Term Directors – to conduct a review (should be an annual process)
Under Section C-1-B – an edit should have been made from $100 to $500 re: authorization by President to spend….
Action Item: By-Laws need to be modified to reflect this previously approved item.
Under Member Article II – since Charter Members’ names have changed; have a foot note to identify current name of institution, e.g., Allegheny Community College, now Allegheny College
Action Item: By-Laws Committee should considered recommending the change
Do the by-laws address responsibility for maintaining web-site? John mentioned role of Technology rep. (defer discussion on this to By-Laws committee).
Action Item: By-Laws Committee to recommend where technology responsibility should lie.
Discuss by-laws at Planning Meeting for Spring Meeting at UMES
Action Item: Put on agenda at Spring Planning Meeting.
ERAPPA Committee Reps Reports
Technology (John/Phil)
Education (Michelle)
Awards and Scholarships (Dennis – APPA Committee)
Membership (Sarah)
Technology Report – John handed off committee membership in July to Phil. Mid-year meeting to be in Ottawa and at Annual Meeting.
Web site still hosted at Towson.
Discussed problems with current issues – website is frozen; can’t be changed. Needs redirect fixed; ERAPPA suggests chapters use their name first, e.g., www.erappa.org.mddcappa; this may cause problems since not everyone knows about ERAPPA – we should keep our domain. Vote taken – we will retain our current domain (www.mddcappa.org)
Need someone to work out technical stuff; Rance at Towson has helped in past, but not as responsive as we need. In short term, need immediate assistance. Long-term – need for 2008 site (Section C – discussion of website for ERAPPA 2008) Dennis shared concern that we need a professional – take caution with one person vs. a company. Our Technology Rep (Phil) needs to be involved.
Action Item: Suggestion: we all go back and see if we have someone able and willing to serve as consultant – "do you have capability and skills to get a redirect working?" What would cost be? Beyond that, design and maintenance. What is availability?
Education Report – Michelle (Michelle to provide minutes from last meeting)
ERAPPA Education Committee – updating resource library, currently housed at AU; in the process of buying more cd-roms, dvds, etc. For speakers; using Northern New England as a prototype – getting speaker bureau information. Looking for ideas as circuit speakers – if you have ideas, let Michelle know. (Jim Whitaker’s name has come up.) More involved w/host committee ed groups; met with Ottawa to help guide; ensuring no redundancy. Ed Committee helps, but host committee makes decisions.
For ERAPPA meetings, have liaisons for speakers.
Evaluations process – need to make sure there are end-of-program evaluations
APPA Education Committee – Michelle to help on committee to help redesign APPA annual meeting. (1st met in May). Michelle, Jay Klingle, Polly Pinney, and others…how to set apart from Regional Meetings. Michelle shared with APPA that we have more people attend regionals because of better educational programs. Need to quit recycling people. "Back to the Future" for 2007: Michael J. Fox may be the keynote speaker. (Not locked in, yet.) To be future oriented – different themes. Hall of Resources; Sustainability and Energy; break-outs and panel-discussions (hot-topics). Workforce Demographics (day two) (Morris Massey speaker); break-outs, panels. Tools of the Future (Technology Futurist) – panels. No call for papers. Open Programming – Run Toolkit at the same time. Certifications….
(stopped for guest presentation)
Awards & Scholarship – Dennis (ERAPPA rep to APPA)
APPA level awards – leadership, emeritus service, pacesetter
ERAPPA regional awards – Not an ERAPPA award, but an APPA.
If people knew they were being nominated, we could get better information for nomination letters. The committee is considering notifying nominees. Refer to website if you have any questions.
Membership Report - Sarah
1st Time Attendee Reception at Mystic – went well
We should expand our chapter efforts with 1st time attendees – more introductions, self-intros by member and board members; idea – after business meeting have 1st time attendees stay for five minutes and meet the Board
Diversity – need to market ADA; accommodations; daycare, sign language interpreter?
Initiatives for Recruitment – ridesharing; registration waiver?
Retention – court institutions that are inactive – maybe send voucher for free meeting.
At ERAPPA meeting – do intro of chapters, etc.
Guest Presentation: GEP Baltimore, Global Events Partners
Cynthia Lavery (Senior Sales Manager) – GEP Baltimore, Global Events Partners – Premier Destination Management Company; they also have an Operations Manager staffed here. (office in the Waterfront Hotel where the conference will be held)
They call themselves a Full Service company, providing services including:
airport arrivals/departures
tours/spousal activities
off-site catered events
theme décor
transportation
5K run
golf
entertainment
everything outsourced to vendors
staff to execute events
2005 opened at Marriott Waterfront – only destination company in Baltimore; because of volume – great discounts from vendors
Registration? Check-in only services only.
NOT: Pre-registration – they do not offer this service; would sub-contract out
NOT: PR – Publications – they do not offer this service.
Would recommend out-sourcing the registration piece (not sub it out).
Examples of clients: Campbell Soup, Merck, groups up to 2500 for transportation, 500 plus? For dinner events – References available
Upcoming Events – could she tell us so we could observe?
CONTRACT: Time of Signing – 30% of total cost; Credit Card? Pricing based on cash/check
Some quick ideas of locations for events: Sports Legends museum (Camden Yards); Jeppeys? Comic Books; Science Center; Water Taxi comes to hotel
Action Item: Asked Cynthia to provide references; send her sample of what we are looking for as far as events and scheduling.
MD/DC APPA Meeting Database (Tab F)
Board decided to not give out email member list to vendors but we can send out educational opportunity announcements that the Board feels will benefit the chapter. MD/DC APPA should be the go to source for information locally, which would mirror APPA’s campaign.
Put together list of past chapter Presidents and keep list running. Place on the website once complete.
Action Item: Nancy will try to get this started but needs information from others
Treasurer’s Report (Gary)
$6,140.20 checking
$18,708.45 money market
TOTAL: $24,848.65
Action Item: John Jensen to resubmit reimbursement from ERAPPA for speaker ($1,500)
Educational Topics (Brainstorming) (Tab H in binder has some ideas)
See list at end of minutes
Speaker Ideas for Rocky Gap (Tab H in binder has some speaker ideas)
Redicheck Associates – Document Review Service (Contract Review)
Leadership Academy Segment- Non-Covey piece þ
Jim Collins – Good to Great
Structural Preservation
Stewardship of Building Envelopes þ
Rocky Gap VII
Dates June 21 & June 22 (June 20 – Board Meeting)
Spring Meeting – UMES – Leon to Host - Friday, March 23
Planning Meeting: Friday, February 2 (Feb. 9 as Snow Date)
Action Item: Leon to firm up arrangements for space, etc.
Make sure to have an evaluation and gather ideas for future topics
Upgrade Name Tags
Workshop Ideas:
Decided on 3 topics:
Different Floor Types (Tandis – Kevin is contact)
Email Etiquette (Michelle/Nancy)
Some type of Safety subject: Indoor Air Quality –CEI or Innovative Safety Practices (Sheri to research along with the rest of us)
Action Item: Michelle to order more pins for 1st time attendees
Fall Meeting will be at Goucher
Harold Tinsley will be the contact person
October 2007 – date to be determined [need to stay away from Ottawa dates; 9/29-10/3]
Suggested Topics for the Fall Meeting:
Fire & Ice (Joe Caruso et. al.) (John Jensen to follow up)
Conflict Management (Michelle and Nancy to find speaker)
Gale – Roof Asset Management Programs (Kevin to follow up )
Emeritus Members
Free registration to attend chapter meetings (including Rocky Gap or Chapter annual meeting).
Action Item: President to send letter to Emeritus members advising of this action. (Nancy to draft.)
Business Partners
Update and add to directory that is in binder.
Business Partners for Rocky Gap – need to look at who was on waiting list from last year
Action Item: Board Members to review and add names
2- Business Partners for UMES
$300 sponsorship; proposed partners: All Shred and Victor Stanley
Action Item: Kevin to solicit All Shred and Victor Stanley
APPA – Randel Edwards – 2007 Annual Meeting, July 15-17
What will be the MD/DC Chapter role?
Randel distributed and reviewed the "Welcome Committee Chair & Committee Guidelines/Duties."
Sarah volunteered to be the Chair of the Welcome Committee.
UMB, Villa Julie – two sites for tours
Meeting adjourned at approximately 5:15 p.m.
Meeting Re-convened on Saturday, November 18, 2006, 8:25 a.m.
APPA 2007 Welcome Committee
Sarah High will serve as the Chair; Board Members will serve as committee members. (Nancy & Michelle may be running Toolkit at the same time so may not be available to help on-site.)
Action Item: Kevin to ask about waiver of registration fee for committee members.
Rocky Gap – Planning
Decided on 2 topics for the two tracks:
Stewardship of Building Envelopes (Phil to follow up)
Leadership Academy Segment- Non-Covey piece (Michelle to follow up)
Food: Leon will handle food this year, again; will ask about box lunches for lunch on 2nd day
Giveaways: Michelle to get prices on Pullover/Jacket
Review of Program Schedule (see last year’s)
First day schedule still OK; on Friday – change schedule to start a little earlier to be able to start golf earlier.
Friday Changes:
7:00 a.m. to 7:45 a.m. Breakfast
8:00 to 11:30 Education Track
11:30 to 12:30 – Lunch (Box lunches?) Leon to look into menu choices
12:30 – Golf (Whack ‘n Hack)
New Name for event? Discussion about not continue to number them, so it will not be Rocky Gap 7. Keep Same Registration Fee
Maybe just call it: MD/DC APPA ’07 at Rocky Gap:
MD/DC APPA ’07
at Rocky Gap
Timeline for Rocky Gap –
January 8 - brochure information to Dennis
Room rates, deadlines, president’s letter, workshop descriptions, bios
February 2 - Draft Rocky Gap brochure ready for Fall Chapter Planning Meeting (or send via email for review and edits, earlier if ready)
February 16 - Save the Date Spam Starts
February 23 – Send Final to Printer
March 23 – Brochure ready for distribution at Spring Meeting
April 9 – Send out Another Reminder
May 1 – Time is Running Out; deadline for room & registration is May 18?
*Make sure contract reflects discount for State employees
Phil – has someone looking at other locations (Wisp, Cambridge, St. Michaels…) – use information for future years
Do we do a 2008 overnight retreat? Most members thought we should hold the annual retreat even with the 2008 conference activities. Discussion that we could probably still do it if we stay at Rocky Gap and develop content in advance. Nancy and Michelle had some concerns about workload.
Chapter Meeting Time Line –
At Spring Meetings – always have calendar of events for the upcoming year
For the upcoming meeting:
Spring Brochure in hands (and on line) five weeks prior to meeting – Mailing by 2/16
Brochure information should be provided to Karen Carmer via Dennis by 1/5
(send to both Karen & Dennis)
ERAPPA 2008
Themes (adding on to list in binder)
ERAPPA 2008 – Your Key to Success
Where you learn about xxxx from your peers
From the Harbor to the Bay, ERAPPA Leads the Way
ERAPPA – Your Key to Harboring Success
ERAPPA 08- Cohesive Approach to Success
Harboring _____ ~ Flagging ______
O Say, Can you See: A (Your) Key Vision
Say, Can you See - Your Constellation of Stewardship Choices
Some ideas to include Hairspray and Hon themes
ERAPPA 2008
Your Key to Harboring Success
We need to continue brainstorming and have a theme decided upon well before March Ottawa planning meeting.
Board Member action: Go thru Annual Meeting guide – review committee responsibilities and what your committee needs to focus on…
Need to look at dates for the ERAPPA 2008 Planning Meeting in March 2008 in Baltimore; need contract for meeting space. Can’t interfere with March/Spring Chapter Meeting (don’t have UM calendar yet to see when spring break will be?) (Kevin to handle?)
Guest Presentation: Event Planner: Gardner Mills Group (10 years in business)
Renee Garner, Mary Ann Mills (Renee – Smithsonian experience);
They consider themselves more customized than destination management groups
4-full time staff; network of seasoned professionals as needed (IT, money, budget, event management-fund raising; events-meetings). Graphics partner. Audiovisual company; very hands-on. They have experience with Nonprofits and For-profit customers – nationwide work.
Services include, but not limited to:
Marketing & Communications
Transportation
Registration
Media
Mailings/lists
Social
Spouse
Off-Site
Communications (and strategy)
Logistics/Breakouts in Hotel
Expo set up? Surprised that hotel did not handle
They have experience in Baltimore
They work with character impersonators – recommended Francis Scott Key
(some had concern that they did not share enough experience with Baltimore area)
Their needs – looking at Mystic book; looking at a sample blueprint. Want to understand our goals, how we are planning, what we want as the outcome. What about the audience? What are past themes? They will come back to us with questions. They can help us with our planning process and timelines. (Nancy can send PDF of Mystic brochure or will give it to Kevin to forward?)
2007 Calendar
JAN 1/5 Spring Meeting brochure information to Dennis & Karen
1/8 Rocky Gap Brochure Information to Dennis
1/20 – 1/26 - Michelle/Nancy away at Toolkit (FYI)
FEB 2/2 Planning Meeting at UMES, snow date: 2/9
2/2 Rocky Gap brochure draft ready for review by Board
2/16 Spring Meeting Brochure mailed and online
2/16 Save the Date for Rocky Gap email goes out to membership
2/23 Rocky Gap final brochure to Printer
MAR 3/15-17 Ottawa (ERAPPA Board Planning Meeting)
3/23 Spring Meeting at UMES
3/23 Rocky Gap brochure ready for distribution at Spring Meeting
APR 4/9 Reminder re: Rocky Gap sent out
MAY 5/1 Time is Running Out reminder for Rocky Gap
JUNE 6/20-23 Rocky Gap
JULY 7/15-7/17 APPA 2007 in Baltimore
AUG
SEP Institute/Toolkit (AZ) Michelle or Nancy Away (FYI)
OCT ??? FALL MEETING AT GOUCHER (TBD)
9/29 – 10/3 ERAPPA 2007/Ottawa – Board should attend
NOV TBD Board Planning Meeting for Upcoming Year (2008)
DEC
2008 Calendar
JAN TBD Spring Meeting Brochure Information done by Spring Planning Meeting
TBD If we’re doing Rocky Gap – need Rocky Gap brochure information
FEB 2/3-2/7 Institute & Toolkit (Nancy and/or Michelle away (FYI)
TBD Planning Meeting for Spring Meeting
TBD Rocky Gap brochure ready for review
TBD Spring Meeting brochure mailed and online
TBD Save the Date for Rocky Gap mailing
TBD Rocky Gap brochure to printer
MAR 3/27-29 ERAPPA 2008 Planning Meeting in Baltimore (this may conflict with Spring Meeting?)
TBD Spring 2008 Chapter Meeting (March 21 or March 28?)
APR TBD Reminder for Rocky Gap
MAY TBD Time is Running Out for Rocky Gap registration
JUNE 6/19-20 or 6/26-27???? Rocky Gap 2008
JULY TBD APPA 2008
AUG
SEP 9/28 – 10/1 ERAPPA 2008
OCT TBD Fall Chapter Meeting
NOV TBD Fall Board Planning Meeting for 2009
DEC
Educational Topics – Brainstorming Activity
Building Automation Systems (BAS)
Diversity workforce issues
Energy Cost Calculation/Tracking
Campus Security
Operable vs. Non-Operable Windows
Business Writing
Email Etiquette
Quality Control Programs
Customer Service
Leadership Development
Different Floor Types (Tandis)
Building Envelope problems
Change Management
Disease identification and control (horticultural)
Wayfinding (signage)
Green Cleaning
Storm Water Management (Apex – Matt?)
Life Cycle Costing
VFD’s
Managing white space on the org. chart
Managing hazardous materials
Waste Management Generators
OSHA – Right To Know
Ergonomics in the Workplace
Indoor Air Quality
Conflict management
Lighting and Lighting controls
Fiscal responsibility for facilities supervisors
Alarm system maintenance
Master Planning
Ethics
Strategic Planning
Electric Motors and Motor Maintenance
Fleet Maintenance
Understanding schematics and wiring diagrams
Pest control management
Networking among peers
Chilled water systems
Pandemic Plans
Innovative Practices
Increasing recycling rates
Snow removal emergency response plan
Steam system maintenance
Fire & Ice
Public Relations (PR) for Facilities Management (educating the customer)
Retirement Planning
Performance Contracting
Commissioning & Retro-Commissioning
Benchmarking/Performance Indicators
Document Review
Creative and cost effective training
Disaster Recovery
Automating FM
Safety Programs
Stewardship
Redicheck
Facility Conditioning Index
SUMMARY OF ACTION ITEMS (may have missed a few!)
See Minutes for more information (items listed as they appear in minutes)
Sheri and 2nd Term Directors – By-Laws Review – Need Committee to Meet
ALL Board - Web-Site FIX – identify potential person/company to help with immediate needs (redirect fix) and maintenance and design
Michelle – Provide Nancy with minutes from Educational Committee
Kevin/Sheri – Provide Meeting Planners with sample of what we are looking for as far as scheduling of events, etc.
Nancy – Create and maintain list of Board Members; ultimately to keep on web. Need information from others – Nancy does not have!
John – Resubmit reimbursement from ERAPPA for speaker from Rocky Gap ($1,500)
Leon – Confirm Planning Meeting space arrangements for February 2 Planning Meeting (snow date of 2/9) and Meeting Space(s) for March 23rd
Workshops for Spring Meeting:
o
Kevin – contact Tandiso
Michelle (or Nancy) – to develop Email Etiquette programo
ALL Board – come up with Safety subject; Sheri to explore innovative practices?Michelle – order more pins for 1st Time Attendees
Workshops for Fall Meeting:
o
John –follow up re: Fire & Iceo
Michelle/Nancy – look for speakers for Conflict Managemento
Kevin – follow up with Gale re: Roof Asset Management programo
Kevin – follow up with Harold Tinsley re: date (can’t conflict w/Ottawa dates!)Nancy – draft email for Kevin to send to Emeritus members re: free registration
ALL Board – review list of Business Partners in binder and provide additional names
Kevin – solicit sponsors for UMES meeting: All Shred and Victor Stanley
Kevin – ask about registration waiver for 2007 Meeting for Welcome Committee (Board)
Rocky Gap Planning and Educational Sessions
o
Phil – follow up re: Stewardship of Building Envelopes after staff member attends and provides feedbacko
Michelle – follow up re: Leadership Academy segment after 12/2 APPA Education Committee meetingo
Leon – explore box lunches for Friday’s lunch to expedite golf outingo
Michelle – look at prices for Pullover/Jacket for Registration GiftERAPPA 2008
o
ALL Board – work on Theme ideas! (a priority! Email board when you have ideas)o
ALL Board – review Annual Meeting guide; think about committee responsibilities, etc.o
Kevin – follow-up on when we will have the 2008 ERAPPA planning meeting in Baltimore. Need to make sure it won’t conflict with Spring Meeting (don’t have spring break 2008 dates yet?)o
Kevin – once date is determined – need to contract with Hotel for 2008 Planning Meetingo
Nancy – will send Mystic Program PDF file to Kevin/Sheri so whoever sends information to Event Planner or Destination Company will have sample document.