Minutes November 16, 2007

Board Meeting (Part One – Board Meeting; Part Two – Host Committee)

November 16, 2007

Minutes

Meeting Convened at 10:10 a.m.

Board Members Present:

Leon Bivens, Dennis Bohlayer, Jim Burcham, John Jensen, Paul Mace, Kevin Mann, Derek Thornton, Sheri Vucci, Nancy Yeroshefsky

Board Members Absent:

Michelle Frederick, Gary Viola, Phil Brown

Host Committee Members:

Rich Weil (present at Board Meeting & Host Meeting)

Anne Babcock (present at Host Meeting)

Sarah High (present at Host Meeting)

Lisa Press (present at Host Meeting)

BYLAWS:

Sheri reviewed updated Bylaws to familiarize new members (Jim & Paul) with the requirements of their office, including attendance at meetings. [Sheri will email updated bylaws to the Board; Dennis will edit with wider margins]

CONFERENCE CALLS (Full Host/Board) (Nancy to email Lou Dursi so he knows about the calls)

Every two weeks – Thursdays at Noon to 1:30

11/29, 12/13, 1/3, 1/17, 1/31, 2/14, 2/28…….

There will be times when only the Board will need to be on the conference call vs. the full group (to be determined prior to each "meeting."

MID-YEAR MEETING IN BALTIMORE (discussed further on 11/17):

Thursday, March 13 (Sarah and Kevin will be there and take care of tour)

Friday, March 14 - ERAPPA Committee meetings during day; full host committee for dinner 6:30 and overnight (Canada had 50)

Saturday, March 15 – breakfast, ERAPPA Committees Meets and HOST Committee (9-12) – 12-1:30 LUNCH, 1:30 presentation by Host Committee (1:30-3)

　

FEEDBACK TO 2010 HOST COMMITTEE (in response to email Sheri received asking for input from chapter presidents…)

Hot topics/challenges:

Benchmarking

Sustainability/Green/Leeds/Carbon Footprinting

Energy

Emergency Preparedness – Communication (e.g, text alerts)

Campus Wellness/Literacy/Healthy Workers

Staffing for new facilities

Deferred Maintenance

Diversity

ERAPPA COMMITTEE REP REPORTS

Technology (Kevin reported out, filling in for Phil): ERAPPA still wants consistency in web addresses (The board agreed that we do not want to change our address); Dan G. from the ERAPPA board has offered assistance in website actions.

o Kevin - show and tell of chapter website; minutes to go on web; board to review new format; set up place on web for Board Access only; make sure we have clean camera-ready MD/DC logo. [Kevin will send the Board an email asking for additional feedback on our site.]

Education: Michelle absent; no report

Membership (Leon): APPA analyzing membership trends – looking at how to increase membership and retention; ERAPPA will look at APPA’s evaluation, once done; they want to do more to promote first time attendees; marketing more for scholarships. We discussed MD/DC success with increased membership. Why? Good educational programs, personal contact and outreach. Next year looking for VP/Membership – Kevin interested in position. (We need to get ERAPPA mailing list from APPA)

TREASURER’S REPORT (John Jensen)

Distribution of budget summary

Balance low - be careful of spending – consult with John before using credit card

Conference Costs (ERAPPA) billing thru CVS (tax exempt)

Some outstanding payments due from Goucher meeting

John trying to reconcile Rocky Gap – a duplicate charge?

Everything that goes thru CVS has to have their name on it…

Dennis asked about a one year view of expenses (John had it available)

John to follow up re: regarding use of credit card payments (either thru APPA or Wachovia) – Board approved increase in meeting registration fee to $40 to cover the increase in the cost

2008 CHAPTER MEETINGS, CALLS, ROCKY GAP, ETC. [MARK CALENDARS]

November 29: Conference Call (all calls, Noon to 1:30 unless otherwise directed)

December 13: Conference Call

January 3: Conference Call

January 17: Conference Call

January 31: Conference Call

February 1: Planning Meeting

February 14: Conference Call

February 28: Conference Call; continuing on every two weeks…

March 4-6: NFMT (Baltimore Convention Center)[will need booth and volunteers]

March 7: Spring Chapter Meeting at Villa Julie (alternate March 28)

March 13-15: Planning Meeting @ Baltimore

April 11: Planning Meeting for Rocky Gap

June 18-20: Rocky Gap (18^th is Board Meeting) 19-20 Program

(July 9-11: APPA 2008)

Sept. 5 –Planning meeting at Gallaudet (FALL meeting)

(Sept. 6-11: Toolkit in Austin)

Sept. 25-October 1 – ERAPPA 2008

November 7: Fall Meeting at Gallaudet (Sarah confirmed!)

November Planning Meeting (?) maybe move to December or January

TOPICS suggested by membership for future sessions:

BIM: Building Information Modeling

Surviving Budget Cuts

Recycling Turf

Licensing Regs for Maintenance Personnel

Establish buffer zone

Campus Security

Green Cleaning

Wayfinding/Signage

UFD’s/motors

Lighting/Lighting Controls

Alarm System Maintenance/Fire, Security…

Emergency Preparedness

Commissioning/Retro Commissioning

Carbon Footprint

Benchmarking/Performance Indicators

Facility Condition Index

BAS-Open Protocol

Custodial Staffing Reg (APPA)

Collective Bargaining

Facility Audit

Outsourcing vs. In House

Customer Service

Workplace Wellness Programs

Ergonomics

Empowerment

Humor in the Workplace

Quality

Diversity

Deferred Maintenance

Sound Proofing; abatement

Creativity

Recycling

TOPICS decided for upcoming meetings:

ROCKY GAP (June 19-20; June 18^th – Board Meets)

Jim Collins-Good to Great (Michelle to find out information?) (Michelle got back to us via phone and said that Billy Riggs is the ERAPPA circuit speaker)

Humor/Wellness in the Workplace/Customer Service (Maybe Wally, Nancy, Michelle can put something together) [Nancy to follow-up]

Commissioning / Recommissioning Panel; energy efficiency, lighting (Sebesta) – [Dennis to follow-up]

Brochure information to Karen/Dennis by: March 1, at the March 7 meeting - give out save the date flyer/postcard and by same date send out email. Have brochure ready to mail by April 15, June 1^st registration cut-off

Villa Julie / Spring Meeting - March 7:

Green Cleaning – Diane/Rutgers (John J) Nancy to get Diane’s contact info

Sound Abatement – panel? (Dennis)

Ergonomics in the Workplace (Nancy)

Raise rate to $40

Sponsors for Villa Julie? Structural Preservation? United Sanitary? (John Jensen will contact) Daycon? Maybe a second choice if US doesn’t pan out. Sound Abatement vendor (Dennis to look into)

Have brochure information to Karen by January 15

MD/DC APPA MEETING DATABASE

Distributed to Board

WEBSITE STATUS AND UPDATES (discussed above with Committee Reports)

UPDATE ON CHAPTER PRESIDENTS’ CONFERECE CALL (11/7)

Phil took call since Sheri was not available; still working on the APPA affiliate agreement, no other news to report.

EMERITUS MEMBERS

Review draft letter re: free registration – have Board review (Nancy will email Board)

Meeting adjourned at 5:00 p.m.

　

　

November 17, 2007

Host Committee Meeting

Meeting convened at 9:00 a.m.

COMMITTEE REPORTS

Hotel – Sarah reported. Sarah and Gary met with hotel rep

HOTEL AND FOOD:

FOR March Mid-year Meeting:

11 hotel nights for Thursday

60 hotel nights for Friday (ERAPPA Board, host committee and all of ERAPPA committees); lunch and dinner planned for everyone for Friday, breakfast and lunch for Saturday for the 60 plus 14 on Host Committee (Food count due January 29 for March)

PARKING: $22 for parking, valet $24

Hotel Ready to start reservations: 1-800-228-9290; for Mid-Year and ERAPPA 2008 (identify as Mid-Year ERAPPA or ERAPPA 2008 annual conference)

Mid year - $189/night

ANNUAL Meeting Hotel Rates: $199 (not final)

Lisa said Marriott is working on online registration website

Folks are starting to call the hotel – we need to get the information out….

Food picked out for mid-year, not annual meeting

Kevin to scan and email Mid-Year contract

Lisa Press, Gary Viola, Sarah High – should be the only contacts the hotel will work with (the only ones who can make changes to master account). Lisa should handle all contract matters!

Discussion of hotel costs; Anne waiting on final report from Mystic (next week), still getting numbers together from Ottawa – Sheri looking for history from the last several meetings - Anne to get us Mystic and Ottawa soon

CONTRACT: Contracts being review by UMCP Procurement Office to override – and change it to UM - for tax exempt purposes

　

ENTERTAINMENT/SPECIAL EVENTS/SPOUSE/TRANSPORTATION

(Phil/Rich)

Monday Night event (Crab Feast)

Harbor Cruises – good for crab feast; includes entertainment and they could pick us up by Pier 5 near our hotel (350 people) [Lisa reviewed menu] 260 people – $18,000-19,000; doesn’t include alcohol and complimentary sodas - $80/person? (we should keep the cost to the attendee down to or below $75 – maybe get a sponsor to subsidize)

B&O Railroad Museum – out for crab feast

Museum of Industry – could do crab feast at outside pavilion (view not great)

Ed Cole (Kohl?) Ayers St. Gross – had suggested they may wish to be a sponsor

Outside caterers – cost $23.50 plus 15%, transportation and facility, beverage package $27/person……lisa reviewed different menus

Group agreed to the BOAT, but - Lisa still to explore with Camden Yards

Spouse/Guest:

Ideas: Inner harbor, power plant, trips to Annapolis or DC; (B& O, Museum of Industry, Ft. McHenry, Visionary Museum; Grand Tour of Baltimore; Duck bus…..walking tours, coach bus(es) from UMCP; aquarium, science center, fells point, little italy, Ships, look campus tour for Sunday…[have set by end of January]

Room set-up for spouses during the conference to have water, beverages, etc.? (Hospitality suite?) Maybe have voucher system for spouse – coffee shop? Breakfast?

Wednesday AM Walk/Run:

Hotel can coordinate – maybe thru Little Italy and/or Fells Point

Idea: Baltimore (MD Zoo) – but would need a bus

Banquet:

At hotel

Need entertainment: ideas: doesn’t have to be music

Sheri shared idea about collecting "points" from business partners and then have an auction at the banquet….

Bingo was another idea tossed around…

BUSINESS PARTNERS & HOSPITALITY:

Waiting on response Drayage information for exhibit hall; Lisa reviewed bid information received to date.

Shepard is the company most often used by the Host Hotel/Marriott but most expensive - Ask for best and final from all

BP Committee to review and recommend to the Host Committee

Electrical for exhibit hall is separate ($60/booth at Ottawa) $100 per booth at Marriott/day, plus tax, plus service charge, etc. (check into this); may need to tell BP’s any special electrical needs will require additional fee; booth fee includes one hook up

Floor Plan – will drive what we send to the BPs

Shoot for 100 booths

By end of January – everything out to BPs

We can sign this contract, not ERAPPA

Looked at John’s draft of graphics for letterhead/form

Pulled following sponsor levels from previous minutes to have handy in the minutes!

Platinum $7,000 (10 opportunities)

Gold $4,500 (20 opportunities)

Silver $3,500 (20 opportunities)

Exhibitor $2,000 (35 opportunities)

Bronze $1,500 (20 opportunities) –no booth

Hospitality suites?

ERAPPA president gets a suite (use comps)

Hospitality Suite for board use….

BP Hospitality Suites? If BPs want to have a hospitality suite, Marriott says they have to rent a room and make purchased thru them…

Look into Internet Café – laptops, rent vs. buy and raffle off at auction? (Kevin?)

EDUCATION

(Sheri did not have minutes from Committee meeting….but shared info re: John Waters)

Still investigating Monday speaker

Ben Carson - $20,000 – maybe for Monday?

$25K best we can do for Mike Rowe – tell them no

John Waters - $15K; contracted for Tuesday plus travel and expenses (DONE)

Track ideas to be brainstormed further

APPA wants to offer the EFP at our conference (Credential prep course and exam)

Call for Presentations: December goal preferred - January 7 deadline

Willy’s letter – welcome for webpage – (Kevin read it to the Board) – needs some editing (reference to Francis Scott Key; don’t say call for proposals will be out soon….cause once the call goes out, the language would need to be revised)

PUBLICATIONS/MARKETING/REGISTRATION (Leon)

Leon/Committee is working on mailing list; Anne sent APPA mailing list already

Business Partner (BP) mailing lists for Ottawa and Mystic (Anne has and will give Nancy)

Lisa – looking at different companies for the publication design work;

Campus estimate $1,500 original design and layout and proofing (call for papers, program, post card, schedule at a glance, etc.)

Off-campus quote considerably higher –

Budget discussion

Two mailings – postcards (total - $2,000) AND email save the date – refer to website (larger postcards) – mail early

ACTION: Michelle – send Lisa Press the electronic files for the ERAPPA 2008 logo artwork

Get website up SOON!

Online registration – Anne will send screen print of online registration forms to Lisa; will get information from Chuck from programmer

Registration Packet – what will it contain? Sponsor marketing material; bag? What type? $15,000 ($6K for signage) – revise budget – badge holders ($2K), maybe a small ½ size portfolio – order by August

Accommodations statement should be included in all meeting programs (re: signing for hearing impaired, dietary restrictions, special needs, access, etc.); Signing for keynote speakers at ERAPPA 2008 (by Gallaudet)

GOLF (John)

Golf course – 30 min. ride; one bus; can accommodate 144 (see John’s handout for details)

Discussion of budget and sponsorships

By Mid-January – final cost information

FINANCE (John)

Copy of most recent budget distributed

Anne discussed problem with banquet registration – to confirm with BPs – part of registration process

Bronze sponsors – Kevin asked Anne what they contributed towards….could include golf balls

PHOTOGRAPHY (Sarah)

Will look into hiring a photographer for entire event

MID-YEAR MEETING W/ERAPPA – MATERIAL PREP

FOR March Mid-year Meeting:

11 hotel nights for Thursday

PARKING: $22 for parking, valet $24

Kevin – send Board Members PDF file of CVS executed contract

Meeting adjourned at 2:00 p.m.

　

Minutes prepared by Nancy Yeroshefsky

　

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