SHRM JACKSONVILLE BOARD MEETING Thursday, January 19, 2012 Compass Consulting Board Room 4:00 PM 5:30 PM Agenda: Call to order 4:00 PM Roll Call In Attendance Were: Leigh Mills, Yessica Cancel, Kristi Dennis, Katina Etheredge, Nancy Oglesby, Chris Scott, Chad Sorenson, Walette Stanford, Angie Tekin, Tammy Vlah, Linda Willey, Joyce Haworth Members Present After Roll Call: Danel Adams, Nicole Coleman, Natasha Slaughter Absent: Lori Mans, Patrick McCormack, Mary Beth Wimmer, Bill Haworth 2011 SHAPE Plan: Chris Scott gave an update on the Shape Plan for 2011 and stated the only outstanding item is the 2011 end of year financials which will be obtained and the plan will be submitted by January 31, 2012. The Chapter was unable to achieve the Platinum Level due to membership numbers and Foundation but the final submission does look strong. Leigh Mills stated that extra efforts will be made to hit the Platinum Level in 2012 and asked that each board member, if possible, to bring a donation to the SHRM Foundation so that Yessica Cancel can submit the donations to national. This action will ensure the points are received for Foundation in the 2012 SHAPE plan. Action: Each Board Member, if possible, bring a $25 check to the next Board meeting payable to SHRM Foundation and give it to Yessica Cancel to submit on behalf of the Board. New Member Breakfast: Danel Adams talked with the Board about the new member breakfast and how it was set up for 2011 and the proposed changes for 2012. Danel proposes having three breakfasts in 2012, start earlier, limit the breakfast to 90 minutes and the change venue to Latitude 30. Discussion began on the best room within the venue to have the breakfast, the date, times and gift to be handed out to new members. These changes are being implemented to try and capture all the new members in attending since there were a large number in 2011 that did not attend this function. It appears there had not been follow up with the new members to poll why they chose not to attend and that will be a focus in 2012. The final result will be three new member breakfasts in 2012 on March 29 th, June 20 th, and October 17 th from 7:30 9:00 AM, at Latitude 30 and the gift handout will be the SHRM Jacksonville name badge. All Board {23813536;1}Page 1 of 5
members will be invited and Leigh committed that a minimum of one Executive Committee member would be in attendance at each breakfast. Additionally, Danel is working with Nicole Coleman to change flyers for the monthly SHRM Jacksonville meetings with current board members and other information. Social Media: Kristi Dennis updated the Board on the SHRM Jacksonville website and efforts to clean up the format & font making the website more consistent and keeping with a professional look. During the HR Florida Leadership Conference, Kristi identified that pictures of the members added to the website making it more interactive and relevant so efforts will be made to upload pictures of SHRM Jacksonville members. Several members have emailed Kristi their ideas on how to spruce up the website and Kristi encouraged each Board member to share ideas which will be taken back to the committee and prioritized. Kristi also recognizes training is needed on the website and has secured Cyndi Rooks as the trainer. Kristi would like the training to be in person and hands on and needs to know what Board members would like to be included. Kristi and Cyndi will select a few dates for training and email them to the Board for final selection. Email, passwords and instructions have been sent to each Board member along with how to get the email on your mobile device. Kristi asked the Board to monitor the email box regularly and leave the passwords the same; if a change in password if required, contact Technology and a new password will be generated. Also, if the SHRM Jacksonville email is forwarded to a work email, Kristi reminded everyone that when responding to a SHRM Jacksonville member, log into the SHRM Jacksonville account. The Technology committee has one volunteer who will primarily be responsible for the LinkedIn site management and posting of a weekly topic including membership polls. Angie Tekin asked if someone will monitor posts on LinkedIn, since its members only, validating the integrity of the posts. Kristi will validate security settings and will ensure this is a priority. Leigh proposed posting a disclaimer letting members know this is not a solicitation of services. Finally, Kristi asked for feedback on a chapter Facebook page stating that several chapters have a page. Discussion took place with a conclusion that Kristi monitor other chapter s pages to see what the content was and perhaps this is an initiative for later in the year. Action: Email any SHRM Jacksonville website ideas to Kristi as well as interest in attending the website training with Cyndi Rooks. Community Relations: Nicole Coleman has been brainstorming about the SHRM Jacksonville monthly newsletter and the difficulty obtaining compelling articles. The first question posed was whether or not to continue with a monthly newsletter. Discussion commenced about the newsletter and everyone felt keeping the newsletter monthly was needed to continue exposure to the members and provide the sponsors with their electronic presence as promised in the sponsorship paperwork. Nicole proposed the each newsletter would be approximately 4 pages with the exception to the newsletters leading up to the conference. More pictures of SHRM Jacksonville members will be included and Linda Willey suggested {23813536;1}Page 2 of 5
monthly recognition of SHRM Jacksonville members. This is the chapter newsletter and more engagement from the members would help with the relevant content. An email will go out the SHRM Jacksonville members asking them to share member moments including charity participation, promotions, job changes, awards, certifications, marriages, births, etc. for publication in the monthly newsletter. Additionally, Nicole asked the Board to commit to a newsletter deadline date for article submission so the committee can manage a timeline. After some discussion, it was agreed that the deadline for article submission will be the 20 th of each month and the SHRM Jacksonville newsletter will be distributed the Monday, two weeks prior, to the SHRM monthly meeting. Nicole will be drafting a press release for the Jacksonville Business Journal and Florida Times Union announcing the new Board of Directors and promoting the SHRM Jacksonville Chapter. In an effort to manage the volunteers, Nicole asked each Board member to identify the volunteers on the committees. Following that information, Nicole will scrub the database for members who have shown an interest but have not been assigned to a committee and try getting them engaged. Nicole reminded the Board that volunteers need to have an active national and local membership. Following discussion on volunteers, the decision was made to move the volunteer coordinator position back under Membership. Danel asked the Board for any recommendations on a volunteer coordinator. After each Board member provides Nicole with the names of their committee members, Nicole will audit the volunteer list and turn the information over to Membership. Action Item: Each Board member will email Nicole Coleman the names of their committee members and other volunteers. If a Board member has a suggestion for a Volunteer Coordinator, that name should be provided to Danel Adams. Essentials Class: Linda Willey presented the idea of an essentials class to the group which would become a revenue builder for chapter and potentially expose the chapter to potential new members. This class would be a precursor if an HR employee or small business owner was not eligible to sit for the PHR exam and similar to the HR Generalist certificate. Linda visualizes the class having two hour breakouts and would encompass all the areas. Upon research, the initial investment would be about $1,000 which would include five essentials class, instructors information and shipping and handling. The class would be offered to current and non members but there would be a price differential based on membership and Chad Sorensen stated this would certainly an opportunity to recruit new members. Secondly, Linda stated a desire to have training for small business such as satisfying the manager training for sexual harassments, wage/hour law, for example, and providing these businesses with resources. Linda felt the legal members of SHRM Jacksonville would sponsor these events and donate time to conduct the training making this another revenue building opportunity for the chapter. Leigh asked Linda to pursue this with Patrick and to submit a budget to help encourage these initiatives. 2012 Initiatives: Leigh wanted to identify the requested initiatives and decide what we want to focus on and do well in 2012. Natasha shared the fundamentals of the Mayor Brown I am one campaign. The Workforce {23813536;1}Page 3 of 5
Readiness committee is working with the Duval County school system to assist students with skills in diversified programs at high school level. The committee is focusing on how Human Resources can be introduced to high school students as another avenue to pursue. The committee is working with two schools to get a feel for program and Natasha has secured a meeting on Friday, January 27, 2012 with a Duval County representative to discuss their programs and how the human resource curriculum can be added. Natasha wants to establish an advisory board at a Nassau County school and to open communication on how their program has been so successful. Finally, Natasha wants to employ partnership with city for job fairs and continuing the education pinnacle award program. Natasha also identified a need for a mentorship program within the SHRM Jacksonville chapter having an experienced member help another member once a new position is acquired and be a resource for them and their career. Leigh will share these initiatives with members in the next newsletter and ask for volunteers for the mentor program. Conference: Linda announced the World Golf Village was selected as the venue for the SHRM Jacksonville Conference and the dates would be November 1 2, 2012 with the theme being HR Leading with Credibility. The logo for the conference is being worked on and one keynote speaker has been secured. Lafern Batie, MBA will be the kick off speaker for the conference and will set the tone for a great conference. The second keynote speaker should be secured by mid February and once that commitment is in place a promotional video will be created. Buy chamber: Leigh shared that she would like to piggyback on an initiative the Jacksonville Chamber of Commerce has which is Buy Chamber. There would be a need to educate members to only use the services of companies that support the SHRM Jacksonville Chapter which will also make sponsorships more advantageous. This will help us promote the chapter and leverage the existing membership. Leigh asked Angie Tekin to write a newsletter article to promote this initiative and support those vendors which support our chapter. Diversity: Walette Stanford shared the ideas from the initial committee meeting which would elevate diversity throughout the year. Walette shared a Taste of Diversity Cookbook which was produced and sold as fundraiser. Angie stated she could get sell sponsors space in the book. The group liked the idea of this cookbook and having members submit recipes to be included and asked Walette to move forward with this idea. Walette also shared that several members of her committee wanted to obtain public speaking opportunities and would like mike time at each meeting to promote diversity. Discussion also took place regarding non profit organizations and giving them exposure at the monthly meetings. It was agreed one non profit organization per meeting would be given a table and lunch for two people. The non profits would get a few minutes of mike time but not permitted to distribute brochures on the tables. A disability experience was also discussed, promoting diversity, and would encourage the attendees to be involved during a meeting. Finally, the committee recommended a movie night where members could watch a movie and discuss different perspectives. {23813536;1}Page 4 of 5
Walette stated that the diversity speaker had not been confirmed but conversations have been initiated. Political Involvement: Leigh announced that February 15 th and 16 th are the dates HR Florida has earmarked for a Tallahassee trip to speak with legislators. Leigh will be sending an email to the SHRM Jacksonville members inviting them to attend for $25. This would include dinner Wednesday evening, sponsored by SHRM Jacksonville and breakfast which is sponsored by HR Florida. Members would need to pay for their own hotel room, however, if enough people signed up, Leigh suggested renting a bus to take everyone to Tallahassee. Membership: The focus for 2012 will be increased membership. Leigh mentioned there was discussion at the leadership meeting to bring a non member for free campaign. At a specific date, a SHRM Jacksonville member who is registered for a monthly meeting could register one, non member, for the meeting and the non member would be complimentary. After discussion on logistics and timing this idea was agreed and although the meeting in February was a great venue and speaker, the timing is too close so this will be earmarked for a monthly meeting later in the year. HR Florida has also focused on bringing senior members back and getting them reengaged in our chapter. Leigh has already ordered an at large membership list to initiate a calling campaign. New business: Leigh asked each Board member to submit a dream budget, for the Board position held, and it will be reviewed by the Executive Committee and the proposed budget will go out for an electronic vote as soon as possible. Action: Submit the budget to Leigh Mills as soon as possible. Linda stated that HR Florida is looking for presenters for HR Florida Conference. Please visit their website for further information or to suggest a presentation. Nicole reminded the board the marketing committee was available as support and to help draft marketing material to ensure brand consistently. Chad Sorenson made a motion to adjourn the meeting. Motion was seconded by Angie Tekin. Meeting Adjourned: 5:29 PM {23813536;1}Page 5 of 5