IPMA Home | IPMA News IPMA News : June 2008

June 12, 2008, Board Meeting

Members Present: Thomas Bynum, Phil Grigg, Andy Hill, Andy Marcelia, Mace Maciejewski, Fran Muskopf, Christy Ridout, and Allen Schmidt. Phil Coates, CFO, Dennis Jones, Registration System requirements project contractor and Jim Andersen, the Forum Events Manager were also present.

Allen Schmidt, IPMA Chair, opened the June 2008 meeting of the IPMA Board of Directors at 7:25 a.m.

Secretary/Treasurer: The minutes from the May 2008 Board meeting were approved.

The Board approved the May 2008 financial status and activities reports.

COMMITTEE REPORTS:

Business and Finance: Phil Coates reported that a Credit Card payments web page has been implemented.

A semi-annual budget status report will be developed for presentation at the July board meeting.

Executive Conference: Phil Grigg presented the conference status report. The committee has held several meetings and the agenda is coming together. The conference dates are Tuesday, October 14^th through Thursday, October 16^th.

Phil needs an economic forecast speaker for the Tuesday afternoon session. Several board members volunteered to check out some sources within their organizations. Wednesday morning DIS is scheduled for one session. DIS would like to cover two topics. This could present a scheduling issue if both topics can’t be covered in one session.

Representative Mark Ericks will be the speaker at the Wednesday afternoon session. The networking session normally follows that session at about 3:00 p.m. There is an issue about whether to have the networking activity as normal or should another session should be planned to take advantage of Representative Ericks availability. The board decided that the networking activity should be scheduled as usual. A less formal gathering could be arranged depending upon his preferences.

The CIO breakfast will be on Thursday morning the last day, rather than the morning of the second day, as in the past. Representative Ericks will attend the CIO breakfast. The CIO committee is planning that session.

It was also decided that we should provide a bus again this year. It was suggested that the larger sized bus be used. It was the board’s opinion that ridership will be higher than in the past given the high cost of driving personal vehicles.

CIO Events: Allen reported that the task of developing a list of nominations for participation in the Information Technology Workgroup was completed. Ten people were nominated and those names were sent out to agency CIO’s to vote on. Frank Westrum was the top choice. The entire list was given to the Workgroup committee for consideration.

Shelagh Taylor is going to facilitate the CIO breakfast at the Executive Conference. The details of the breakfast meeting are being worked out.

Forum: Jim Andersen presented the 2008 summary report.

1. Corporate Sponsors:
   • We have commitments from 29 sponsors, 25.5 have paid to date.
   • Three sponsors did not use their booths this year.
2. Vendor booths:
   • We paid GES for 70 booths
   • Sponsors used 25 booths
   • Vendors bought 26 booths (down from 39 last year)
   • We donated 4 booths to miscellaneous groups
   • We paid for and did not sell 15 booths
     • Costs - 15 x $177.65 = $2,665.75
     • Loss of income - 15 x $895 per booth = $13,425
3. Forum session counts: Counts were down for all sessions. There were a couple of spikes but average attendance numbers across concurrent sessions were down by approximately 25-30%.
4. Forum attendance:
   • Pre-registration = 309
   • Pre-registration no shows = 128
   • Tuesday walk in registration = 324
   • Wednesday walk in registration = 162
   • Final net attendance = 667 (down from 742 last year)
5. Registration process:
   • The online registration system used the same system that the Professional Development events use.
   • A customized on-site registration system was provided by Scott Bishop.
   • There was a need to reconcile data between the two systems because we collected less data at the door to speed up registration.
6. Forum brochure: The cost to produce the brochure was:
   • Graphics design = $2.405
   • Printing = $3,187
   • The March flyer setup cost was $98. Xerox printed the 300 flyers at no cost.
7. Saint Martin’s costs: The costs for Saint Martin’s facilities were about $2,000 more than last year. Over all cost was $12,588
   • Marcus Pavilion - 3 days @ $1,800 = $5,400
   • Worthington Center - 3 days @ $1,125 = $3,375
   • Coffee service for two days = $880
   • Box lunches - 2 days @ 150 lunches per day @ $6 each = $1,800
   • Services gratuity = $402
   • A/V equipment = $660
8. GES contract: The overall costs for GES was $24,399. The breakdown is as follows:
   • Booths = $7,749
   • Aisle carpeting = $5,037
   • Booth carpeting = $4,869
   • Carpet cleaning = $912
   • Electrical services = $3,883
   • Miscellaneous services = $85
9. Forum gifts: The IPMA cups were handed out. We purchased 672 plastic water bottles for $2,395 and handed out about 60% of them.
10. Forum planning committee: The full Forum planning committee will meet next in late June.

Corporate Sponsor Events: The 2008 Corporate Sponsor Appreciation event will be held at Pellegrino’s Grill at the Tyee Center on June 26^th, 11:30 a.m. through 2:00 p.m.

All board members are expected to attend.

Professional Development: Christy Ridout reported that the June 23^rd session titled "The Adaptive Enterprise: Security in a Changing World - The Convergence of Physical Security and IT" has 58 people registered to attend. 

The committee has been working on identifying topics for the 2009 PD program.

Communications and Marketing: Fran Muskopf presented the results from the board survey regarding the IPMA Web Site. The results show that the preferred approach is to start small and refresh the format and content rather than a major re-design. Dennis Jones will contract to do a high level requirements document for the web site upgrade.

IT Management/LeaderPath: Mace Maciejewski reported that the Department of Personnel seems to prefer an every other year schedule for the LeaderPath program. Allen indicated that DOP has sent out questionnaires to the supervisors of all previous course attendees to see how effective it has been.

OTHER BUSINESS:

Registration System: Andy Hill reported that we contracted with Dennis Jones to put together an Event Registration System Requirements Review. Dennis presented the review document to the board.

Dennis recommended we use a product called EventVille for the next PD event and the Executive Seminar. It is inexpensive and appears to meet the IPMA needs. He proposes a training/demonstration session for event coordinators before setting up the first event.

Succession plan for Forum events manager: Jim Andersen’s contract expires with the completion of the 2009 Forum. Allen Schmidt brought forth a proposal that should provide some continuity with a transition to a new Forum events manager.

Jim has been talking to Dalene Sprick of Eclipses about her interest in helping out the IPMA. She plans to change her career path and work part time from home. Allen and Jim met with Dalene and discussed the possibility of her replacing Jim when his contract expires. Allen reviewed her resume. The proposal is to contract with her to work with Jim in the implementation of the 2009 Forum as an understudy. Allen requested the approval of the board to contract with Dalene starting now. The board requested that a cost estimate be prepared for presentation at the July meeting.

2009 Forum Planning: Jim Andersen presented a list of issues and discussion items to be addressed in planning for the 2009 Forum. Allen indicated that it is his intention to have Dalene help Jim in addressing those issues and discussion items by developing surveys for Corporate Sponsors and CIO’s, to do the analysis of the survey data and to develop a preferred alternative for how the board should deal with them.

Next Board Meeting: July 10, 2008, at the Shipwreck Café

The meeting was adjourned at 9:00 a.m.