Executive Board Agenda Department of Revenue 6400 Linderson Way SW, Tumwater Tuesday, February 21, :00 p.m. 4:00 p.m.

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1 Executive Board Agenda Department of Revenue 6400 Linderson Way SW, Tumwater Tuesday, February 21, :00 p.m. 4:00 p.m. Enter the 6400 building and go to the right to the building receptionist. She will direct you to the Conference Center. Main Outcomes Understand board roles and responsibilities Develop annual goals and milestones Agreement on next steps 1:00 1:10 Welcome & Agenda Review Leatta Dahlhoff, Chair Missy Lipparelli, Vice-Chair Jennifer Kennedy, Communications Amee Bahr, Historian Absent, Ex. Ann Bartholomew, Health and Wellness Melissa Cheesman, Legislation and Policy Andrea Duane, incoming Treasurer 6/2017, Absent Ex. Lonna Hocker, Legislation and Policy Debbie Holcomb, Treasurer Karin Johnson, Membership - Phone Michelle Jorgensen, Public Outreach Kristin Ramos, Executive Secretary Pamela Smith, Professional Development Erika Summers, Leadership Conference Cindy Varley, Information Secretary Agenda Additional Consideration for a template for communicating abbreviated meeting minutes from General Membership for sharing with representing state agencies o Kristin can provide a single paragraph summary and a link to the web page for the full minutes If unable to attend a meeting, please communicate with Leatta or Missy; the ICSEW is a guilt-free organization SharePoint access Ann has access, but Michelle still needs access recommended she contact Karina at WaTech Karin Johnson to draft a letter appointing Amee as historian Leatta Dahlhoff 1

2 1:10 1:30 1:30-1:45 General Membership meeting Save the Date to go out three weeks in advance Leatta may be out of the office for the next General Membership meeting There will be a raffle (state employee appreciation $5 Gift Cards) drawing for the feminine hygiene drive Cindy to advertise the drive over social media March 21, 2017 General Membership Meeting L & I (Tumwater) Review and Edit/Approve (Kristin to work with Ann to finalize) Registration and Networking All Attendees Welcome and Announcements Leatta Dahlhoff Ice Breaker Inspirational Notes Drive for Interfaith focus on feminine products (Kristin to add verbiage Topic: Stress to Strength Work Life Balance Speaker Name Break Topic: Toastmasters Governor s Policy Briefing Paulette Avalos & RaShelle Davis Lunch Wellness Activity Health and Wellness stretching video Subcommittee Meetings and Reports Break Topic: Historical ICSEW Susan Rohr Meeting Recap May 16, 2017 General Membership Meeting BIIA (Olympia) General Membership meetings RSVP o Identify maximum attendee limits and establish procedures for RSVP (use of Survey Monkey give a deadline to RSVP a week in advance if catering, and if not catering, then the Friday prior) If a representative is unable to attend, then the representative needs to Karin Catering o Potlucks may not be the best use of the Executive Board or the Subcommittees time to arrange o The current budget allows for catering o The last Leadership Conference brought in $16,000 Ann Bartholomew Leatta Dahlhoff 2

3 1:45-2:15 o Consider every other meeting to be catered, depending on the meeting location and access to local eateries Pam Smith made motion for the bullet above Jennifer Kennedy provided the second Discussion - None Vote: Motion carried by unanimous vote o Ann to upload a presentation/catering document under Executive Board on SharePoint o Michelle has a list of potential speakers for May, with a target of over 50 attendees final draft of the agenda would be presented at the next Executive Board meeting o Lonna to try to get meeting space at DOR for the March meeting Swag Identification from Subcommittee Chairs o From the 05/17/2016 meeting, the Executive Board voted up to $3,000 on swag $900 in swag has been purchased since the approval o Items to order ($2,000 pre-approved remaining) o The Executive Board can vote to approve purchases up to $999 o Jennifer has inventory and swag location Pens, lint brushes, scarves, T-Shirts, note pads, Mini notebooks, a watch The Public Outreach subcommittee will bring a box of swag at each meeting Michelle will coordinate with the subcommittee Ann will make sure that speakers receive a thank you card and a small gift o At each Executive Board meeting, the EB staff should make thank you cards to have them on hand for General Membership and Leadership Conference speakers o For swag, there is no established price point, but the goal is to get the most bang for the buck o For the Leadership Conference, lanyards, inserts, and clips will need to be purchased. A state agency sponsorship needs to be confirmed. The end of June for sponsorship is required. The kits are $60 per box, with a minimum of 6 boxes. The lanyard decision will be made at the June Executive Board meeting 3

4 2:15-2:30 Break All 2:30-3:00 3:00-3:20 3:20-3:40 Remaining Policies and Procedures There are a few remaining policies and procedures for review and then providing edits for Kristin to make o Jennifer and Cindy volunteered ink changes to be made and then scanned and ed to Kristin to make changes on the SharePoint document Cindy still to post approved Policies and Procedures to the website Leatta to send PDF out to the Executive Board for a voting approval at the May Meeting (Agenda Item for May General Membership Meeting) Kristin to put blank template for General Membership meeting on the ICSEW SharePoint site Update Calendar Year at a Glance Karin to send out to the Executive Board Update from Subcommittee Chairs Membership Karin Johnson o Consider magnetic name tag holders - Karin said we can get about 60 for about $125 (for General Membership meetings) Motion to approve purchase of badge holders package, with a limit of $500 Cindy made the motion Pam provided the second No additional discussion Motion carried unanimously o Still securing locations for the following year for the General Membership meetings and will send out the draft location schedule to the Executive Board o For the Leadership Conference, there is a proposal to have a representative pre-meeting to provide leadership conference enthusiasm The Membership Committee can help with the organization Information Secretary o Post on website updated bylaws and policies and procedures o Social Media is going well and has been working with Jennifer to work with subcommittees on guidelines for log posts and social media posts for Wellness Wednesday ideas (Health and Leatta Dahlhoff All All 4

5 Wellness Subcommittee) perhaps a volunteer to cover one month at a time. Tuesdays could be Leadership Conference. Monday could be historian or the Interact. Public Outreach Thursday. Friday would be Legislative Update. Amee would provide history items. Subcommittee support is needed to help keep content fresh. 52 blurbs from each subcommittee for fresh content for each week of the year. Each subcommittee member can have something to contribute. If a week is missed, that is okay, too. Relevant material is more effective to post. Also promote next meeting material to generate interest. Send content to Jennifer for editing and Cindy for posting These submissions could be in lieu of Interact Articles, depending on how well the request for information is received. The spreadsheet tracking subjects is on SharePoint o Working on proclamation for Women s Health Week May 23 rd is Women s Health Day (May 8-14) Do we want to coincide with the National Week or coincide with the Health and Wellness Fair Next year, the Health and Wellness Fair will coincide with the National Women s Health Week Health and Wellness o Proclamation is good o The flyer for the Health and Wellness fair will be through the Communications group for consistency in branding details can be sent to the Communications Subcommittee for style consistency o Working on the Health and Wellness Fair Slow Food can provide additional information Missy made a motion for up to $499 for Slow Food to prepare and have samples Melissa provided the second Additional discussion None Motion carried unanimous 5

6 o Going to investigate the phone fans as part of swag purchase o Consideration if an agency can sponsor T-Shirts Shirt samples may be able to be provided ahead of time to see if the shirts are true to size Scarves can be used as well to add to existing shirts Polo shirts fit better than the button-up style Propose bringing T-Shirt blurb for listserve Ask the General Membership if there is an interest in purchasing shirts (agency paid or individual paid) Ask the Health and Wellness subcommittee to see if folks wanted to borrow shirts from the EB members last year who wore them to the Leadership Conference Last year, the shirts were from VistaPrint (try to order from minority or women owned Washington business) Piggy back the style so the same shirt is used for Health and Wellness and the Leadership Conference Make time on the March General Membership Agenda for shirt presentations (Leadership Conference & Health and Wellness) o There is no official budget for individual subcommittees Conference Erika Summers o All hands on deck for subcommittee support Membership morning huddle (see above) Communication - Publicity Health and Wellness - Activity Information Secretary - Publicity Public Outreach Social Media Leg and Policy table for bills being tracked or session on how to track bills o Do we need to track who got a shirt last year and who will get a shirt this year volunteers helping with conference did not have to pay for their shirts 6

7 o Perhaps have an option to have representatives and alternates get T-Shirts to promote ICSEW visibility o Collected $900 of outstanding $1000 registration from last year DOC is working on the last $100 o Shout out to Bonnie for tracking folks who came to Conference and were not registered o Poster same overall theme as brochure maintain similar theme as a part of branding o Working on morning coffee and snack availability o Consider having the Key Note speaker at different part of the day, but not at the end perhaps right before lunch o For the flyer draft needs three bullet points why people should come, the cost, lunch provided, contact information, link to registration, etc. o Special needs and handicapped parking available o Invite YMCA and LBGTQ resources for state employees Review Governor s website for other organizations that could be invited as well Provide a table and offer advertising space in the program and with social media, similar to a sponsorship community involvement partners There is also the Latino network and Veterans representatives o Be careful with the paid versus non paid sponsorships so that no toes are stepped on ( Community Partners can define who is paying and who is not) o PLU has a new software program for the different portions of conference, resulting in a separate contract for the media What needs to be vetted through the EB for approval? Similar items as last year are being requested. ($ ) The overview of costs will be voted on Michelle made a motion to approve the above amount Pam provided the second Discussion none Carried Unanimously 7

8 Schedule time on the agenda for the motion and vote by General Membership Public Outreach o Working on May meeting o Will have a table at the Health and Wellness Fair o Working on the speaker list and would be a great idea for inclusion of non-profits o Would like to see more outreach and highlighting the work that is occurring in the community statewide focus on statewide for drives and locally for volunteer opportunities (CFD, other online sources) o Working on identifying subcommittee members Legislative o Provided legislative handout include online resources include state websites where to find representatives o Continue to work with communications and YWCA o Sent out second update last week waiting to see what happens with special session o Consider listserve to help distribute information following discussion with subcommittee o Mentorship draft was approved and the next step is to create an Executive Order to accompany the document Professional Development o Distribution of speaker list for General Membership and Professional Development events o Support needed o Keynote possibilities: Vini Samuel, Mary Yu, etc. o List Serve to go out to request names for possible speakers due to Leatta from Pam by 2/24/17 o Approval received to send out a Survey Monkey on a career panel good response last year o A resume review panel would be needed career panels are in the afternoon Secretary o Nothing to add Treasurer 8

9 o Forward thinking: allocating a budget for each subcommittee and tracking allotments and expenditures for a year in planning o Jan 31 - $63, o $450 deposit and Jan $ for last meeting catering o Erika will need funds shortly o As items are ordered, receipts need to go to OFM o Monthly P card statement has had minimal activity o Keeping Andrea up to date for transition and POC for registrations Communications (See Information Secretary) o SharePoint Access o Thank you notes for speakers o Stickers on swag o Has a workable camera again the camera stays with the Communications workgroup o One laptop is with the Secretary and the projector and other laptop is with Missy o Kristin to create an inventory list for SharePoint Swag list Michelle (inventory pins) to send the list to Kristin and Leatta Electronic List o Searching for a place to store pictures, such as Box.Com created an ICSEW account for us there is a meeting on Thursday to show how the site works Cindy is working with Erika to update the spreadsheet of logins and passwords o Thank you cards are almost ready to go, and envelopes have been purchased, and stickers are ready o Working on an advocacy flier o Jennifer has been requested by manager to develop a PPT presentation for her agency and invited the Chair Chair o Summary of meeting discussion points and recognition of participants time Vice Chair o Who all is able to access the ICSEW account? On Outlook for Debbie, Jennifer, Leatta, and Missy 9

10 4:01 Adjournment Leatta Dahlhoff 10

Mission: To better the lives of state employees by advising the Governor and agencies on policies that affect state employed women.

March 20, 2018 Department of Labor & Industries 7273 Linderson Way SW Tumwater, WA Mission: To better the lives of state employees by advising the Governor and agencies on policies that affect state employed