BLACK HILLS SOCIETY FOR HUMAN RESOURCE MANAGEMENT Board of Directors Strategic Planning Meeting Minutes January 26, 2013 Chapter #336

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BLACK HILLS SOCIETY FOR HUMAN RESOURCE MANAGEMENT Board of Directors Strategic Planning Meeting Minutes January 26, 2013 Chapter #336 Place: Present: Absent: Call to Order: Guests: Christen Hall of

1 BLACK HILLS SOCIETY FOR HUMAN RESOURCE MANAGEMENT Board of Directors Strategic Planning Meeting Minutes January 26, 2013 Chapter #336 Place: Present: Absent: Call to Order: Guests: Christen Hall of Fame School of Mines and Technology Mary Drumm, Margaret Erz, Cathy Druckrey, Alexis Benne, Eric Lowe, Connie Ryan, Keliee Shuman, Katee Guzman, Kristen Strissel, Ahmed Al-Asfour Rhianna Stainbrook, Cheryl Templeton, Gayle Steiger, Nick Stroot, Jody McClendon Mary Drumm called the meeting to order at 8 AM. A quorum was present. Nancy Conway, Field Services Director, North Central Region IA, MN, ND, NE, SD, WI 9:30 to 10:30 am Webcast Action/Discussion Items: 2012 SHAPE Deadline First business item was to work on SHRM SHAPE which is due January 31. Alexis has completed most of the report but needed additional information from each position. The following reports were provided. Certification Cathy Druckrey 2012 Report Five people took the PHR/SPHR certification in 2012 and passed. The class was only offered in the fall of 2012 since there were not enough participants for a spring class. Cathy suggested for 2013 that the Board considered offering a scholarship for anyone participating in the study group. One idea was to offer $250 scholarship to be distributed as follows: $100 at beginning of class and $150 if they pass the test. It was agreed that we should continue recognizing those that pass in the newsletter, newspaper and during membership meetings. Another idea was to provide testimonials from current members who have taken the study group and the benefits of certification and SHRM. There was discussion about preparing a flyer with this same information and sending it out to those members that are not certified. College Relations Kelli Shuman 2012 Report Met with BHSU student group trying to get an understanding of what BH SHRM could do for them. The students want real live examples to help prepare them for getting a job and working. Kelli talked to them about Affirmative Action and Karen did a customer service presentation on Angry Birds. Kelli suggested we look at also working the University Center in Rapid City. BHSU has about 40 students working on Masters in Organizational Development. BH SHRM Board Minutes January 26,

2 She also suggested doing a presentation to the Rapid City Young Professional Group about BH SHRM. It was also suggested that we create our own HR Young Professional Group. Membership Katee Guzman 2012 Report The Chapter had 36 new members join in 2012, instituted a welcome letter for new members, developed BH SHRM Facebook linked to twitter. One area to focus on for 2013 was the Office Manager in small businesses that are dealing with HR issues along with other duties. Diversity Eric Lowe 2012 Report Participated in SD SHRM Diversity Project which brought in $600 to the Chapter, Quarterly Newsletter by SD SHRM; SHRM booth at Rapid City Job Fair in March; October Disability Awareness Month Geri Jewell speaker 100 people attended; Day of Hope Workforce Readiness Nick Stroot No Report 2012 Report Board Members present looked backed over the year and new of the Day of Hope interviews tips, professional dress, resume writing. Nick will have more information. Government Affairs Connie Ryan 2012 Report Due to it being an election year, it was a slow year. Did provide reports at several membership meetings i.e. Cliff, voting reminder, encourage members to write to their congressman. She provided articles to the monthly newsletter. For 2013, Connie would like to see if there was a way to track how many BH SHRM members write to their congressman. She would also like to speak at a meeting(s) on how important is to respond to the Alerts we receive from SHRM National and how to do it. Publicity Gayle Steiger No Report 2012 Report Board members present looked back over publicity done i.e. purchased pens, created and printed Program Advancement Cards for 2013, created a BH SHRM brochure, membership meeting dates in paper, PHR/SPHR certification in paper; sponsored with WIN High Heels in High Places fall seminars. Foundation 2012 Report Jody McClendon No Report Communications/ Cheryl Templeton No Report Website Board members present discussed that Constant Contact had been purchased in Report to newsletter and members information. We need to know how we can utilize this software more in BH SHRM Board Minutes January 26,

3 Nancy Conway, Field Services Director, Webinar 9:30 am to 10:30 am During the webinar, Nancy reviewed the SHRM Connect, VLRC (Volunteer Leader Resource Center ) web page, SHAPE and Resources for Chapters which all can be located at shrm.org Communications VLRC Membership List Request Form: Fundamental of Chapter Organization: Website Questions Chapters can complete this form to obtain a list and address of members at large. We have to provide SHRM a sample of what we will be sending the members at large before they will provide the list. This has been updated and Nancy suggested we review. Storing BH SHRM Historical Data on SHRM website Since our Chapter is using the SHRM website to host our local site, we can create a space for only the Board to access to store past and current records. There is a form we need to complete with SHRM National to get this done. Website contact person at SHRM SHRM Connect has a Website Program group that we can post questions to and Nancy will Mary a name. Social Media We would like to add a blog, twitter, and Facebook to the website and wanted to know if SHRM has any requirements. Nancy will follow-up and give us information on social media. I Chapter Roster Nancy reported that it has been tested and is now being rolled out to chapters, in order of number, and should be completed in the spring This will allow SHRM chapters to access the National SHRM membership data base to obtain current membership information. Kristine Hoffmann is the resource for membership roster. Joint Billing This will not happen in SHRM Connect Allows SHRM members to interact in specialty groups/chapters with questions. Chapter Presidents can talk to each other. It was suggested we use this to learn what other chapters are using for billing (Pay Pal) SHRM Board Initiatives The BH SHRM Board will focus on five initiatives during the 2013 year. 1) Membership and Engagement; 2) Programs; 3) Technology; 4) Publicity; and 5) Succession Planning. Each position on the Board will be encouraged to do their part to meet these goals for The ideas discussed are as follows: Membership National Membership Point of Contact Ambassadors Table Topics Welcome Orientation Getting Them Involved Grow Membership Drive importance of National Membership add reasons to become a National Member to membership meeting PowerPoint; Ask Nancy to discuss at March 13 presentation. Create a point of contact/ambassador for new members. Each Board member will call and welcome a new member. Then we can assign an ambassador (volunteer from membership). Board Members signed up for following months: Jan - Margaret Feb- Connie; March Eric; April Debbie; may-mary; June-Kristen; July??? Aug???? Sept Alexis. It was suggested at the monthly membership meetings to have a table topic about pertinent HR issues or the speaker topic. Kristen will create each month and post BH SHRM Board Minutes January 26,

4 on website, twitter, have on each table; to members. We also want to ask members for table topics. Kristen suggested utilizing a blog. National SHRM Membership Brochures Highlight Members Monthly Meetings Lunch and Learn SHRM Young Professional Group We have brochures and set them out at the monthly meetings. It was suggested we also have these brochures at the Rapid City Job Fair in March and Business to Business Expo on February 12. Do a monthly interview of someone that is a SHRM member doing something special. How can we share the speakers and information with members that can t attend do due to distance, i.e. BHSU students and faculty; other SHRM members in Northern Hills. Suggested recording and putting on U2; send out webcast including pictures and points of meetings. Have BH SHRM do a presentation to the Young Professional Group. Create our own group for young HR Professionals Program and Publicity/Marketing Initiatives Speaker Evaluation Form At each meeting, ask members to complete evaluation form and suggest speaker topics. Speakers/Programs Need to be more than basic we want to Kick it up a notch for 2014 Program Advancement Committee Days of Excellence April 3, 2013 We want more members involved. We need to work with Leadership Rapid City to see if we can submit information for HRCI credits. Many of BH SHRM members attend this program. Zappos June 4 th, 2013 Business to Business Expo Alexis will be heading up this committee and asking for help from Board members and membership. Need to contact Helen Merriam, Executive Director of WIN, to see if they can help promote by sending out mailings, press releases, taking registration, etc. The Expo will be held on February 12 at the Ramkota Convention Center in Rapid City from 5 to 8 pm. Cost for a booth is $200 in a Rapid City Chamber member. The Board discussed this as an opportunity to promote BH SHRM and to increase membership. Kathy moved that BH SHRM have a booth at the Business to Business Expo. Katie seconded. Motion passed. Margaret moved that we pay the $200 for the booth the Expo. Kristen seconded. Motion passed. Connie volunteered to organize and setup the booth with Margaret, Kenda Scott (member) and Gayle. We want to use the banner, brochures, business cards, pens and maybe do a door prize. BH SHRM Board Minutes January 26,

5 Dues/Monthly Meeting Charge Initiatives Dues Structure Complete Chapter dues structure for 2014 by May Dues Deadline The 2013 Dues are due by January 31. Need to send an to all members reminding them. Also do a reminder at the January 29 membership meeting. Meeting Place Nonmember Dues Where we meet also has to be considered when determining dues. Rhianna is scheduling the 2013 meetings at the Holiday Inn. We have some National SHRM members that are not BH SHRM members. It was agreed by the Board that nonmembers of BH SHRM attending the monthly meetings should have to pay a higher fee. The following fee structure was discussed: $15.00 for members, $25 to $30 for nonmembers and $15 for one time guest. The guest would have to be brought by a current BH SHRM member. Katie moved that starting February 1 we charge members $15; nonmembers $25 and members be allowed to pay $15 when they bring a potential guest. If the same guest attends future meetings, they will be charged the $25 non-member fee. Margaret seconded. Motion passed. If we get Pay Pal set up members can register and pay on line. Guests and nonmembers pay at the door Budget Margaret and Mary are working on the budget. Communications/Website/Technology Initiatives BH SHRM Website Add welcome section to website for new members Have welcome letter that is ed linked back to website Push website- hyperlink newsletter, have newsletter in PDF format to download, all reminders linked to website; hyper linked the linked in page to website Try to make it easier to access for members Add a blog site that will be private. Redesign website we have to insure it meets SHRM National criteria i.e. logo size, etc. Add list of business that have SHRM members to website March Board Meeting conduct a tutorial of BH SHRM website to teach Board members how to navigate and find info. This will be done by Cheryl and Kristen. Add to website that program take 4 weeks to get HCRI certification approval. Technology Tips Pay Pal Constant Contact Provide technology tips in PowerPoint at membership meetings i.e. how to resister yourself for social media i.e. Facebook, twitter, how to set up hash account Review and determine if we can get Pay Pal working for annual dues payment, monthly meeting payments and Zappos registration. Review and determine if we could be utilizing this more for information we want to track i.e. attendance, guests, addresses, etc. Monthly Meeting Reminders The board discussed having three reminders go out each month to remind members to register for the monthly meetings. Initial Reminder go out by 5 th of each month in Second Reminder Newsletter sent out by second Friday of the month Last Reminder sent out the Monday of the Thursday deadline. BH SHRM Board Minutes January 26,

6 Newsletter Board members need to submit newsletter articles to Cheryl by or on the 2 nd Tuesday of each month. Mary will discuss with Cheryl. Succession Planning Initiatives Job Descriptions Need to update Board job descriptions BH Gmail Account All Board members will receive the BH Gmail account so we can begin setting up electronic records for each position detailing job duties and past information to be stored on this site. Board Committee Goals for 2013 Past President Alexis Benne 2013 Initiatives Complete SHAPE by January 31, 2013 Complete documents for SHRM Follow up with IRS on nonprofit status Work on Job Descriptions Heading up Zappos Committee Website Technology Kristen Strissel 2013 Initiatives Pay Pal Social Media education Update Website Membership Katee Guzaman 2013 Initiatives Pushing National Membership Point of Contact/Ambassadors Create talking points January 31 Dues reminders Feeding membership info to various Board positions as needed Succession planning for her position Diversity Eric Lowe 2013 Initiatives SD Diversity Project Use Diversity Toolkit How does someone with a disability use BH SHRM website Rapid City Job Fair organize members to help Governmental Affairs Connie Ryan 2013 Initiatives Track how many BH SHRM members write to their congressman. Discuss at meeting(s) on how important is to respond to the alerts we receive from SHRM National How to steps to write to your congressman Certification Cathy Druckrey 2013 Initiatives Scholarship for BH SHRM member taking the course Recognizing members who pass the test at meetings, newsletter and in newspaper Testimonial flyer created to send to non certified members College Relations Kelli Shuman/Nick Stroot 2013 Initiatives Continue working with BHSU HR students/facility BH SHRM Board Minutes January 26,

7 Work with University Center in Rapid City Rapid City Young Professional Group Workforce Readiness Ahamed Al-Asfour 2013 Initiatives Need to to Mary Foundation Jody McClendon 2013 Initiatives There is a 10% increase in donation amount required for SHAPE. In 2012, we met that goal by $6. Increase donation amount to 15% increase. Encourage the board to meet the 100% participation goal for SHAPE of donating $25 toward member drive. Increase general awareness of what the Foundation money goes toward. Find another item (like the Kindle) for a raffle Publicity Gayle Steiger 2013 Initiatives Need to to Mary Communications Cheryl Templeton 2013 Initiatives Send out three reminders each month for membership meetings Topics to discuss at the February 2013 Board meeting. Succession Planning Job Descriptions Final plans for each area Board Attendance CLA Call Participation Board Biographies and pictures Updated list of Board members Bylaws have been approved by SHRM National. We need to submit new bylaws to membership for approval. Meeting Adjourned: Meeting was adjourned at 1:00 pm Next Meeting: February 12 at 11:30 am First Interstate Gateway Bank Board Room BH SHRM Board Minutes January 26,

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