ARMA Northern Virginia Chapter Executive Board Meeting November 14, 2012 Marco Polo

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1 Present: Elizabeth Adkins Elisabeth Butler Rebecca Conner Anna Seiss Cooper George Darnell Goodwin Charlie Herbek Carolyn Offutt Absent: Jack Frost John Krysa Leanne Peterson Suzanne Swenson ARMA Northern Virginia Chapter Executive Board Meeting November 14, 2012 Marco Polo Secretary s Report Rebecca began the meeting by going through the action items from the previous meeting and marking items complete. Action item follow-up is in the minutes following. As a rule, if Rebecca receives no objection to the meeting minutes by the Friday following the Executive Board meeting, the minutes are approved. Rebecca is exploring using AirSet s list features to populate action items. Sponsors Charlie sent a copy of the list of benefits of attending to all members, including current sponsors. He will speak at the meeting about those benefits. When the spring seminar information is nailed down, he will use that to pitch sponsorship. Some vendor issues with the seminar last year have been addressed: Sponsor tables improved, have a table for each sponsor There remain some restrictions on signage Sponsors should receive lists of attendees. This will be publicized during the registration process. Treasurer s Report Current balance is $15, Outstanding expenses: 1

2 Catering bill for the ICRM: $1, Doug Smith handled the catering, and provided the bill to. After the bill is paid, the remaining funds will be distributed evenly among the three chapters. Reimbursement for Susan Cisco s travel expenses. This will be split between ARMA NOVA and the ARMA Boston chapter. The Board approved purchase of twenty (20) gift cards from American Express for speakers. Cards will be $25 each with free shipping while a promotion is ongoing. The Board discussed providing a modest travel reimbursement to speakers. Next year s budget should include some funds for speakers. Membership Jack sent a membership report. There will be a survey on attendance sent to members. Education Spring Seminar: Rebecca is chair. She will call a meeting in the next two weeks. Members of the committee include Elizabeth,,, and Mark Mandel. Carolyn will contact DGI about co-sponsorship of the March event. Speakers are scheduled for every month save February and March. o John needs to contact Penny Sayle o was going to contact John Montel while Jack contacted Ed McKeney o Rebecca will confirm Tod s appearance in June o confirmed Training Futures. She is requesting more student graduates of the program attend. The meeting will include: Ticket raffle (hosted by Suzanne) $250 donation from the chapter Matching funds over $25 for each member who attends, up to $1,000 Members get meals for free with a $25 donation The AirSet receipt states it is a charitable donation We can reuse and revise the previous flyer, currently on the website will check with Training Futures for more promotional items will check with Click and Pledge about the possibility of paying via PayPal for meetings There will be a survey of participants in the CRM Seminar. There may be a followup seminar in the spring. Elizabeth will draft the survey. There was question on partnering with outside organizations. Elizabeth received an regarding partnering with 1105 Government Events on an Enterprise Architecture Summit in November. The Board agreed that co-sponsorships should be made with parameters of partner criteria. George agreed to set up a forum to discuss this on AirSet in which we can propose criteria by which we would judge partnership opportunities. Chapter of the Year Suzanne sent Chapter of the Year information to Anna. 2

3 Newsletter Elisabeth will explore the possibility of adding an RSS feed to the website for the newsletter. Notification that a newsletter has been posted should be sent to members via AirSet. Website The new website will include a blog. Elisabeth will proceed with AirSet s blogging capabilities. The plan for the new website is ongoing. Elisabeth is designing the main page. She is investigating adding a banner rotator image. This is available as an add-in for Expression Web for a limited free trial. There was question as to whether this would take up too much space above the fold. This will be part of the review process. The Board approved a budget of $500 for the website improvement, including the $245 spent on Elisabeth s training, for the fiscal year. ARMA International ARMA s Leadership Academy is offering a Professional Leadership Certificate. This is free to all members of the Board. Meeting adjourned at 5:40 PM. 3

4 Action Owner Status Check on Marco Polo dates to identify conflicts with other meeting room? Research speaker grants? Chapter of the Year submission Anna Ongoing Approve or comment on meeting minutes Board Ongoing; to be done by Friday following meeting for the following month Obtain ARMA Professional Leadership Certificate (optional) Board Use blog to brainstorm Board Blog to be established Contact DGI about co-sponsoring March event Carolyn Submit increased fees to ARMA by May 1, 2013 Carolyn Revisiting fees Include attendee list as sponsor benefit Charlie During Seminar registration Target sponsor renewals Charlie Ongoing Develop plan for new website Elisabeth Ongoing Explore RSS feed for website Elisabeth Post minutes on website Elisabeth Rebecca to post minutes on AirSet Investigate blogging capabilities Elisabeth, George Will use AirSet blogging capabilities Contact CSC SharePoint person about speaking in May Develop survey question for CRM Seminar participants Elizabeth Elizabeth Complete, confirmed Serve as Acting Education DIrector Elizabeth Ongoing Update education plan Elizabeth, Rebecca Complete 4

5 Set up forum to discuss partnership parameters Contact Ed McCeney Contact Penny Sayle Contact John Montel Draft survey for members on meeting attendance issues Send attendance survey to members Add budget items for speaker travel reimbursement in next year s budget Explore options for using PayPal for meeting registration Purchase American Express gift cards Request more graduates and publicity from Training Futures Send amended budget to board Plot member locations to determine best meeting locations George Jack John Location Task Force Explore AirSet list capabilities for action items Rebecca Ongoing Have certificate from ARMA awards luncheon scanned and sent to Elisabeth for website Rebecca Complete Lead seminar committee Rebecca Ongoing Schedule and hold conference call for Spring Seminar Rebecca Send meeting summaries to for newsletter Rebecca To be done by Monday following meeting Assist Anna with Chapter of the Year submission Suzanne Ongoing Run raffles for AIEF Suzanne Will begin with meeting on 12/19 5

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