ISM Cleveland, Inc. An Affiliate of ISM 2016-2017 Annual Board of Directors Reports Presented to Membership on April 20, 2017 Board Motto LEAD people, MANAGE tasks, and FACILITATE decisions with Guidance Respect Accountability Creativity Excellence
Mission Statement ISM Cleveland, Inc. exists to provide value, leadership opportunities and education while promoting a higher level of performance for Purchasing and Supply Chain Management professionals. It also provides a forum for the exchange of ideas and information. Vision Statement Members of ISM Cleveland, Inc are recognized as world-class professionals. Our members work toward excellence in establishing and maintaining professional standards of competency. We work toward research, education and certification in all areas of the supply chain.
2016-2017 President Report ISM-Cleveland Members, Believe it or not, the first of these annual notes I wrote was for the 2012-2013 program year. In contemplating this letter, I took some time to read through the annual reports since then. Oh My! The places we have been.and are going! We have done so much over the last several years and I have been extremely proud to have led this awesome group of people during these last few years. As most of you know, I will be exiting the board to give others the opportunity to lead this organization. And, quite frankly, after 9 years on the board, it is time for others to step forward to offer their insight and leadership. Have no fear, my friends. I have one last item in my bag. It is my belief that we have accomplished so much over the last 4 to 5 years because we have maintained one vision for the future. It is the responsibility of the Board to maintain current operations and to be looking at the next 12 to 18 months of activities. In order to maintain this forward search of ideas, challenges and future vision, I feel it is essential to have a body to provide oversight for consistency and continuity to the board. Thus, I would like to announce the CY+3 Team. This new team will comprise of Past Presidents and the purpose of this team is to mentor the Executive Officers, advise on long range goals and bring challenging new ideas to the Board. With this, I believe we will maintain effective leadership, present dynamic growth opportunities and make an impactful outreach to Supply Chain professionals in Northeast Ohio. I am looking forward to my new role in our organization. I invite any Past Presidents to be part of this team. I thank you for allowing me to serve as your president for an unprecedented four years. It has been my honor and privilege. Respectfully Submitted, Amy L. Gress, CPSM President, 2016 2017
2016-2017 Vice President Report Excellence Awards The Affiliate Excellence Awards program was established to recognize those affiliates that demonstrate operational and educational excellence. The 2016 award criteria has been simplified to streamline the submission process and encourage participation by all affiliates. This year, ISM National has selected the below criteria: o 1. Membership growth and/or retention o 2. Percentage of certified members (CPSM, CPSD, C.P.M.) o 3. Dues payment status o 4. Number of members who attended ISM2016 Bylaws I would like to thank the Bylaws committee and several long-standing members for your input and outstanding effort in reviewing our newly proposed Bylaws. They are an integral part of who we are at ISM-Cleveland. We will be voting on the proposed Bylaws during our April 2017 dinner meeting. Committee members Over this past summer, we met as a group in June at the Parma Snow library and formulated our Committee teams. Some of the teams have met throughout this past year and we thank you! Our next annual committee dinner meeting will be on June 8, from 5:30-8:30. Please reserve the evening! It will be held at the Snow Library. A reminder will be sent. Being part of a team is an excellent way to develop future board members as well as an excellent learning tool and meeting new acquaintances. New Board Member Nominees This year I d like to introduce you to two new Board Nominees: We are excited to have them join us!! o Chuck Verderber o John Revey Several of our existing Board of Directors will be coming off of the Board: President (Amy Gress), Pro-D (John Bauman) and Communications (Rich Pennell). We will definitely miss you and appreciate all of your dedicated hours of contributing to the success of ISM-Cleveland. Respectfully Submitted, Christine Lang, MBA, CPSM Vice President, ISM-Cleveland
Treasurer Report (for FY2016) Where it comes from and where it goes Income Expense Membership Dues Special Events Regular meetings Special Events Regular Meetings Operating Expenses 30% 35% 35% 13% 22% 65% 2015 vs 2016 Cash position 2015 2016 Change $ 21,919.24 $ 26,533.14 $ 4,613.90 $ 51,493.05 $ 51,503.32 $ 10.27 (Interest income) $ 73,412.29 $ 78,036.46 $ 4,624.17 Key Highlights from 2016 IRS Form 990 (filed and complete) Replaced phone based credit collections with virtual terminal Fifth straight year of cash positivity. Submitted By: Nick Kousma, CPSM, CPSD
2016-2017 Professional Development Annual Report o Committee Members: Jessica Mayhew, Amanda Grandt Maintaining CPSM practice question and table topic on comment sheet 2016/2017 speakers arranged and confirmed, biographies and topics acquired for meeting information 2017/2018 speakers being sought. List of possible speakers available for next ProD chair CSPM Certification Readiness Class conducted in fall for Module I. Module II not conducted due to only one person showing interest. Strategic Sourcing seminar scheduled for May 2017 Continuing education hours compiled for members for 2015/2016 and distributed. CEHs for 2016/2017 being logged Arranged joint meeting with APICS and ISM Akron 2017 2018 Goals and Objectives Establish and conduct CPSD certification class Respectfully submitted, John Bauman, CPSM
2016-2017 Marketing/Special Events Annual Report ISM-Cleveland Annual Trade Show Held in March, 2017 Upcoming: May Spring Tour TBA Upcoming: Fall 2017 Fall Tour TBA Respectfully submitted, Mike Hakes, CPSM 2017 2018 Goals and Objectives 2017 Develop repeat/rotational and unique new tours. 2017 Begin planning for 2018 ISM-Cleveland Trade Show
2016-2017 Communications Annual Report Update member directory and member company directory Respond to membership requests for information Publish speaker presentations to the Member s Only section on the website when available Publish Career Opportunities as available Update all Events on the Events Calendar Provide additional information via handouts to the membership regarding special events Offered ISM-Cleveland clothing to membership Respectfully, Rich Pennell, CPSM, CPSD
2016-2017 Membership Annual Report New Membership This year, we have successfully maintained our membership numbers. Keep sharing ISM-Cleveland with your colleagues! Welcome: New Members Process: a. Present and approve new members with the Board of Directors b. Establish contact with new members via phone/email and send welcome letter c. Provide complimentary dinner to 1st meeting d. Generate new certificates and present the framed certificates to new members at monthly ISM meetings e. Follow up with new members to involve them in organization (committee) and obtain exposure within the organization. Existing Membership a. Developed a Membership Growth Plan b. Developed Retention Plan including letter for annual membership distribution Membership Committee a. Communicate on a monthly basis with Volunteers new members b. Volunteers print new certificates and assemble certificates 2017 2018 Goals and Objectives: 2017: Target Growth and improve member retention 2018: Coordinate All-Ohio ISM Cleveland meeting Respectfully Submitted, Lynn Milicevic, C.P.M. Membership Chair, ISM-Cleveland
2016-2017 Student Liaison Annual Report ISM-Cleveland Dr. Kenneth Killian Scholarship - Develop new program for scholarship, created application format, distributed to CSU supply chain students and faculty, developed description of criteria to review scholarships and recruited selection committee. Award the scholarship and present to student at May meeting. Send check to school in student s name. 2017 2018 Goals and Objectives 2017 Get rackspace email to accept incoming emails. 2017-2018 Work on mass distribution of scholarship availability more marketing to increase number of responses. 2017-2018 Increase participation at CSU through monthly meetings with faculty and student membership. Offer CSU invitations to ISM meetings new year = new students Respectfully submitted, Rhonda Horan
ISM-Cleveland, Inc Operations and Chair Responsibilities Year-at-a-Glance June Event: Team Recruitment Purpose: To recruit members to teams. Place: Reserve a CCPL library conference room (on line) Meal: Light meal. Pizza, party sub Responsible Party: Vice President/Membership Chair Expectation: Each committee should endeavor to add at least 2 new members to the team. Event: New Board of Directors Transition Meeting Purpose: To pass off documents, training and other pertinent information to incoming board members Place: TBD (Conference rooms can be reserved at the CCPL) Meal: TBD Responsible Party: President Expectation: Each outgoing board member will mentor the new board member for a smooth transition of projects and duties. Publish Buylines (on line) in (covering May awards and upcoming events) July Event: BoD Planning Meeting Purpose: Long range planning by BoD Place: Host venue Meal: Provide Lunch Responsible: President facilitates meeting Expectation: Each BoD member to present an on-going 3 year plan with updates for current year. August Event: BoD Picnic Purpose: Kick off for the next program year Place: TBD Meal: TBD Responsible Party: President Expectation: To host
September Event: Bi Annual ByLaws Update or Mission/Vision Statement Review Purpose: To ensure that we are aligned with the ISM National recommendations as well as the developments within our Affiliate Place: TBD Meal: TBD Responsible Party: Vice President Expectation: It is expected that the ByLaws and the Vision/Mission Reviews occur every other year to ensure compliance and reflect our operations. Publish: Buylines Quarterly Newsletter for September meeting December Event: Preparation for the Submission of Excellence Award to ISM National Purpose: To achieve recognition from ISM national as an Affiliate of Excellence Place: Telecom Meal: None Responsible Party: Vice President Expectation: To lead the BoD in gathering the requirements (data, reports, graphs, etc.) necessary for the submission. Submission should be complete by January 15 of the next year. Event: Annual Membership Survey Release Purpose: To monitor the opinions and thoughts of the membership. This needs to be released in December with return by early January to be included in the Excellence Award package. Place: None Meal: None Responsible Party: Communications/Membership Chair January Event: Confirmation of Interest: Board Members Purpose: To confirm board members who are eligible to complete the term would like to continue or roll off of the board Place: TBD Meal: TBD Responsible Party: President Expectation: To confirm who will be on the Board of Directors and communicate any vacancies to the Vice President by the end of January. Event: BoD Planning Meeting Purpose: Long range planning by BoD Place: Host venue Meal: Lunch Responsible: President facilitates meeting Expectation: Each BoD member to present an on-going 3 year plan with updates for current year.
Event: Audit Committee Purpose: To review the previous year s accounting practices to ensure compliance and honesty Place: TBD Meal: TBD Responsible Party: Treasurer Expectation: To review all transactions and to verify the integrity of the process. A letter verifying that all bookkeeping is compliant should be presented in the annual report in April. Submittal of Affiliate Excellence Awards Purpose: Timely submission of information to ISM national Place: N/A Meal: No Responsible Party: Vice President Expectation: Submission to be on a timely basis according to the schedule put forth by ISM national. Publish Buylines Quarterly Newsletter for January meeting, (Sept, Oct, Nov) February Event: Nominating Committee Purpose: To form a committee to vet and recommend new Board members Place: TBD Meal: TBD Responsible Party: Vice President Expectation: To recruit and secure potential candidates to participate on the Board of Directors by the March dinner meeting. Event: S. Holmes Mansfield Committee Purpose: To form a committee to vet and select the recipient of the S.Holmes Mansfield Award Place: TBD Meal: TBD Responsible Party: President Expectation: To recruit and secure a committee chair to assemble a team. The recruit should be a previous S. Holmes Mansfield recipient. Event: Call for Budget Purpose: For all chairs to submit financial requests and requirements for the next program year. Place: N/A Meal: No Responsible Party: Treasurer Expectation: All chairs to determine expenses and/or revenues for the upcoming program year so that the Treasurer is able to present to membership at the Annual meeting.
March Event: Trade Show Purpose: Fundraiser/Promote Supply Chain Month Place: Host venue (2 salons/20 exhibitors) Meal: Yes Responsible Party: Marketing/Special Events Chair Expectation: To secure up to 20 exhibitors of varying industries to allow membership to interact with potential new suppliers. Event: Call for Annual Reports Purpose: To produce a document for the membership recapping efforts and highlights of the previous program year. Place: N/A Meal: No Responsible Party: President Expectation: Each chair will produce a simple document by the end of March to be collected as a report to be emailed to membership prior to the annual meeting April Event: IRS Form 990 filing Purpose: To maintain 501(c)(6) status Place: None Meal: None Responsible Party: Treasurer Expectation: To have the appropriate documents completed and filed prior to the deadline. Event: Annual Business Meeting and Elections Purpose: To conduct an annual business meeting presenting budget and any other information in the running of the organization. This is also used for election night for new board members. Place: Monthly Dinner Meeting place Meal: Yes Responsible Party: President Expectation: To hold the meeting according to Robert Rules of Order to present the annual budget, any changes to the ByLaws and the election of new members to the Board of Directors. Publish Buylines Quarterly for April meeting (Jan Feb Mar) May Event: Awards Night Purpose: To recognize S.Holmes Mansfield awardee, Scholarship recipient and any national awards received. Place: Host venue Meal: Yes Responsible Party: President Expectation: To coordinate with responsible teams all recipient information.
Responsibilities by Position President (Officer) Provide leadership to the Board of Directors Provide oversight to individual teams Oversee, drive and maintain 3 year strategic plan Facilitate monthly BoD telecom call (1 st Thursday of each month) Nominate individuals for Person of the Year awards annually to ISM National Point of Contact for host venue (negotiate rates, secure dates, monthly dinner selections, contracts) Vice President (Officer) Excellence Awards Lead Bylaw and Vision/Mission Statement Lead Nominating Committee Lead working with the President to develop needs list Committee should consist of at least one board member plus two regular members with slate of candidates prepared for March meeting. Operations Manual Treasurer (Officer) Proper collection of any and all dues or costs related to events (dinner meetings, seminars, etc) and payment of monthly expenses Prepare monthly financial reports and present to BoD Annual audit by Audit Committee or outside firm. Submission of tax documents Yearly Indemnification Insurance payment Preparation of Annual Budget Investment Advisory Committee lead Review and advisement on annual membership dues Holder of Contracts Manage front door at Dinner Meeting Risk Management Record Retention Policy Program Administrator (Officer) Contact person for info@ism-cleveland to route inquiries to appropriate board members Record, prepare and keep historical copy of all Board meetings Membership email blasts Coordination and preparation of monthly dinner meeting Agenda to be provided in hardcopy for meeting Provide Comment Sheets for dinner meetings. Comment Sheets should include meeting survey information, CPSM practice question and table topic. This is coordinated with the Professional Development chair. Create logo slide and News You Can Use for monthly dinner meetings Manage Crain s meeting notices for monthly dinner meetings.
Send out meeting invite for monthly BoD call (always 7:30pm to 9:30pm 1 st Thursday of each month unless otherwise agreed to alternate date/time) Pick up mail from P.O. Box downtown. Maintain Board of Directors Contact Sheet and terms Update ISM (national) Affiliate Board Of Directors information New Board of Director Employer letter Professional Development Chair Secure monthly speakers for dinner meetings (8) Speaker s biographies and topic to be acquired 6 to 8 weeks prior to the dinner meeting. This needs to be provided to CVent, BuyLines and Program Manager. CPSM/CPSD Certification Readiness Classes Set dates working with host venue for availability of Board Rooms. Must ensure contract is forward to President for authorized signature and payment information. Recruit instructors for modules. Comment sheets for dinner meetings Prepare for meetings. Include Question of the month. Collect and prepare data for BoD calls Seminars develop and manage a Fall and Spring seminar on relevant topic Administrative: Tracking of CEH s earned by each member and yearly report presented to the members. Student Liaison Chair (new June 2016) Develop Student Liaison Chair Establish scholarship process Develop Scholarship committee to select awardees Understand Student Case Competition Build ISM-Cleveland Student Chapter at CSU Communications Chair Website: Maintain Monthly dinner information, seminars, tours, ISM National related information, career opportunities Publish Buylines newletter quarterly. CVent: Publish electronic invite for dinners, seminars, tours and other activities of the organization. This includes the release of the Annual Membership Survey in mid-december in conjunction with the Membership Chair. Dinner invites should be released by the 1 st Monday of the month with reminders at appropriate increments. Social Media Lead
Membership Chair Download and distribute ISM month-end membership reports Update CVent with new or changing member information based on ISM reports Develop Membership Retention Plan: To track renewals starting in November with reminder emails in January and February to those who have not. Yearly reconcile in April of CVent database to ISM list with follow-up to unrenewed members New Member point of contact Work with Marketing Chair to develop a unified Membership Growth Plan Annual Membeship Survey in conjunction with Communications Chair Administrative: Print New Member certificates, print name tags for dinner meeting attendees Marketing/Special Events Chair ISM Cleveland Trade Show Lead Develop and manage Spring and Fall Tours Monthly sponsorship of dinner meetings (8) Contact and recruit local companies not already engaged with ISM-Cleveland Work with Membership Chair to develop a unified Membership Growth Plan Historical Monthly Dinner Meeting Theme or Events September - Open October - Open November Bring your Executive Night January - Open February APICS/ISM Joint Meeting March Trade Show April Annual Business Meeting and Elections May Awards Night