NNJ-ASTD BOARD MEETING MINUTES

Wednesday, February 27^th, 2008

Meeting Start Time: Robin Moriates, Chapter President started the meeting at 6:00 p.m.

Attendees: Robin Moriates, Claudia Sandonato, Scott Cohen, Jack Appleman, Hania Qubein, Debra Hamilton, Karen Nowosad, Kathy Sherwood and Ed Parkin.

Bob Richards spoke to the BOD regarding a liaison position between SHRM and NNJ-ASTD.

Strategic Plan Overview:

• Kathy will provide the SIG Plan shortly. James is cosponsoring with Mid-Jersey. A discussion needs to take place between them and us. More to come. A plan overview will be provided.
• Jack spoke. Detailed mass mailing announcing/promoting (three postcard mailings = $2000.00) our future events. Issues with non-profits postage rates. Discussed hand-outs pushing ASTD benefits of membership. Future mass mailings emphasizing benefits of membership will be provided to all attendees, members, etc. Use of door-prizes to help mine addresses that are currently not being captured. The use of "give-ways" to help attended membership. We need to track the results/effectiveness of these mailings. Jack will look into cost reduction. Ed will check with Ricoh management to see if printing is possible.
• Hania spoke of membership in regards to chapter meetings held at the Holiday Inn. Orientation and proper greeting of the attendees is important, she will be implementing a process and a volunteer will assist at these functions. Claudia recommended that chapter orientation be added to the meeting schedule with sufficient time before the start of the meeting. Debra mentioned how other chapters implemented this. A formal orientation is effective. Karen agreed. Debra made notes to implement this into the chapter meeting schedule. Robin will reach out to national ASTD regarding pins/ribbons that indicate membership. Debra suggested a different ribbon for various member types and new members. Claudia spoke about the effectiveness of a proper orientation in increasing membership.
• Claudia - Discussed setting various corporate membership levels with the more expensive or "upper level" memberships providing a higher level of service or notice in our chapter's daily business.
• Debra - Handed out her printed plan for the year and discussed the individual line items. Next, she provided all with a copy of the latest "Member News" letter that would be mailed to all chapter members. This newsletter is also located on the NNJ-ASTD website. It was also suggested at this time to leave printed copies of the newsletter at all chapter meetings/events. Jack mentioned that our printer could help with finalizing (folding, inserting, labeling and mailing) the newsletter. Ed with Ricoh's support printed all the needed newsletters in color and folded (bi-fold) each. Claudia mentioned that the meeting materials now being placed during each chapter meeting/event were "all over the place." It was recommended that some type of "caddy" or "organizer" be implemented to help keep the materials in order. However the logistics of keeping this organizer and "carrying" it to each event posed a problem.
  Debra then handed out two sample "flyers" for distribution at our next event/meeting. Ed offered to check and find out if it were possible to print a sufficient number of these flyers also. It was recommended at this time that Debra should include her company/business info in the footer of these materials, as the work being performed warrants some type of notification supporting her.
• Ed discussed the DDoS attack on our website host's servers and the result of this attack, including the transaction failures that are now occuring. Ed has been in close contact with our hosting service's tech support and as they correct the issue, he is ensuring the needed site alterations are also made. He then spoke outlining the principle goals that he would like to achieve during his stay on the Board. These included:

Improve current website platform and hosting

Improve/create user documentation for successfully using the chapter website (Members and Admins)

Improve front page "look and feel."

Update Drupal modules as necessary, current versions are old

Add functionality, video, flash to website

Improve ease of data access (Admins)

Continue basic website support

Maintain site backups, including database

Maintain domain needs and renewals

User support

Content uploading

• The discussion then swung back to Debra and it was recommended that "The Voice for Workplace Learning in North Jersey" be added to the printed materials. Debra will work with Ed to update content to the site and will provide the new content regarding the latest events.
• Robin - Asked all to forward budgets using the provided spreadsheet and to use 2007 as the template. All VPs will finalize and forward their Strategic Plans and NNJ-ASTD Operations Manual sections (roles/responsibilities) to Robin by 3/20.
• As the conversation returned to the website, Scott suggested that Ed check on a "Google Grant." Also, as part of this discussion it was decided to help prevent accidental issues, the Board Members would only be provided the necessary rights to perform their responsibilities. At this point, all Board Members have total access to modifying, altering and downing the website. Ed will send an email to all Board members requesting what access on the site they need to complete their specific tasks.
• Robin then spoke - Debra was elected "Member of the Month" as a result of her tremendous effort in creating the printed materials. All the Board seconded the motion and the motion was carried. As a result, Debra does not have to pay for attending April's Chapter Meeting.
• Scott then emphasized that the Board responsibilities I will be requesting in my email should be provided in a "bullet format" with just the necessary tasks you must perform and the website access listed.
• Claudia mentioned that "All members have an obligation to bring back any items possible from National ASTD events/conferences, to share with our local members.
• Robin then reminded all that our next Board Meeting will be on April 10th at the Wayne Public Library.
• Debra handed out a draft flyer regarding "communication tools and previewed with the Board. A request by Kathy was made regarding what the "Chapter Planning Tool" as mentioned in docs was about. Debra provided a sample.
• Kathy, Debra and Scott then discussed event pricing. A determination will follow in the near future.
• Robin motioned to adjourn the meeting. Scott and Claudia seconded the motion.
• The meeting ended at 8:55 pm