Pmibuffalo.org



|[pic] |BOARD MEETING AGENDA |

| |6:00pm – 8:00pm on June 14, 2016 |

| |Conference Call |

| | |

1. Open Meeting:

• Called the meeting to order at 6:05PM.

• Attendees:

|A |Adam Almeter |A |Carrie Myers |P |JoAnn Boehm |

|P |Mark Gaynor |A |Mary Harris |A |Mark Kwandrans |

|P |Jeff Manhardt |A |Kevin Galvin |A |Julie McGuire |

| | |  | | | | P = present A = absent PP = planning to be present PA = planning to be absent NR = no response

2. Agenda:

- Incoming VP Logistics:

- Recommendation regarding how to include incoming VPs in emails for July-December orientation period:

o Ajay to create email groups for each VP position. He would then have the groups forward emails to both the current and incoming VPs’ preferred email addresses.

o Each VP to then change their Google Email account to forward to the new group Ajay created for them.

o Expected routings:

▪ Professional Development - Mark Gaynor, Teresa Lawrence, Erin Keding

▪ Marketing – Mary Harris, Steve Tunmore

▪ Technology/Bus. Services – Kevin Galvin, Tony Pappagallo

▪ Finance – Jeff Manhardt, Ellen Hagerty

▪ Trustee – group already exists. Add Mary Harris.

- Actions:

o Kevin and Ajay to work with above people to obtain preferred email addresses, fix below NDA issue, etc.

o Chris Reed is trying to get incoming VPs to submit Volunteer form, but NDA link isn’t working.

o Barb Cosgrove and Melissa Marando to begin onboarding process once Volunteer forms received.

o Melissa also to ensure newspaper articles appear, and alert Board to when.

Professional Development (Mark Gaynor)

- PMP prep classes have been posted for a few weeks. One at Moog and one at M&T – Wednesday and Thursday PMs.

- Engineering/PM Change Management Panel dinner is coming along nicely for September 13th. It is not posted yet, but will be soon. Sang Muk Kwark is still working through accreditation matters. Praxair has volunteered to host the dinner.

- Jill McAnaney reported that attendance for June 21st afternoon is 18 and pm is 22. Jill has sent additional emails out to Board and Directors encouraging spreading the word.

- Metrics for Scorecard – is working on and should be able to share actuals and calculations shortly.

Finance (Jeff Manhardt)

- Action: Jeff will send email to Board to request vote to onboard Ellen Hagerty as VP Finance. Ellen would go through similar orientation period as incoming, elected VPs.

- 1st Qtr financial reports issued. Mark and Jeff are reconciling some of revenue/expenses still.

- Chapter has more than recommended PMI Global revenue saved; i.e. 6 months’ worth.

- Credit cards in place for Mark Gaynor and JoAnn Boehm. May need an additional card in future when 2nd VP comes onboard for prof dev.

Marketing & Communications (Mary Harris) (email update provided)

- No change in sponsorship right now. Still green no additions but going to be working with the PDD team for Fall PDD opportunities. Going to do the passport tables like we did a few years ago, so once we

determine how many tables we can have, how many are already spoken for membership, speakers and current sponsors we can work on that.

- I do not have exact ambassador counts – but have gained and lost a couple. Will report scorecard actual asap.

Outreach (Adam Almeter) (email update provided)

- We are organizing efforts to accept POTY. POTY will be merged in with a monthly (+/-) short article that Outreach will prepare, tentatively called "Project Spotlight". This will be a 3 paragraph (+/-) highlight of a local project written by outreach. We would like to have it published via social media and the newsletter. The hope is that it will provide additional content to our existing media, generate interest in PMI, and also provide a ready-made source for about 12 entries for the POTY. 

o Action: Adam, Jim Graham and JoAnn to discuss expediting POTY marketing due to late start date.

- We had very favorable survey results from our UB outreach efforts. Tammy and I are working with Mark G and UB to ensure interested students will be eligible for the CAPM through additional PMI Buffalo provided training. There is significant interest in this (I believe >80% of participants), even at a cost. 

- Tammy Ashraf will be presenting at LIM, showcasing her work in educational outreach. Global will be covering her registration. I'm hoping the chapter can cover her travel and lodging. Similarly, global would like to have a student come to LIM to speak about the program. I believe the funding arrangement from global is the same.....do we have room in the budget to pay travel and lodging?

o Recommendation from attendees: If GOC would like a student to attend, then we recommend that they be asked if they will pay for registration and all travel and expense. Other ways to approach this could be videotaping testimonials.

- Tammy is currently Dir of Community Outreach. I would like to have her continue in this role, and also have her take on the role of Dir of Educational Outreach. She has been acting in this role for quite some time, and I feel it is appropriate to make it official and replace Shelly Bush who has been unresponsive. 

o Action: JoAnn will speak to Adam off-line. Prior coaching and recommendation was to inform Shelly Bush she was being removed from her position, and then to recruit for a new Director of Educational Outreach.

- Our involvement in the corporate challenge has been cancelled due to lack of participation. I plan on doing a lessons learned from this to file away for future efforts. Hopefully this is something we can resurrect in the future and make it more successful

- Outreach is looking into the possibility of establishing a presence (virtual, physical, or even some fliers) at the Innovation Center where we can reach some newer companies in their infancy. 

President (JoAnn Boehm)

- Jeff Manhardt, Mary Harris, Barb Cosgrove and JoAnn just returned from Region 4 LIM in Hudson Valley. Excellent meetings and venue. Will put together key learnings to share.

- NA LIM being held in San Diego on September 21-24.

o Votes for recommended Directors received from Jeff, Mary and Mark.

o Definite attendees are: Jeff Manhardt, Carrie Myers, Erin Keding, Teresa Lawrence, Tammy Ashraf. (Note: Tammy’s registration is being paid by GOC since she will be speaking at the LIM.)

o Action: JoAnn will proceed to offer the 1 open seat to Ajay Bhala, then Lydia Parent.

o If more than 1 seat is offered it will exceed the budget by > $999 and JoAnn will need to have Board approve.

- Orientation session on July 12th – will be at Marriot hotel on Millersport.

o Reviewed agenda.

o Action: JoAnn to incorporate feedback into agenda, and wrap up ppt slidedeck by getting feedback from Carrie, Kevin and Adam.

Technology and Business Services

- Updating the Organizational Chart to reflect the current state of Buffalo PMI

i. Suggestion to create a revised 2017 organization chart

- Working with Dave Hunt to setup technical training

i. Will hold (2) sessions about 1.5 each and will include Tony P, Brian H, and others to start the knowledge transfer

1. Looking for the second and third weeks of July

ii. Sessions will be reordered for future reference

- Looking for new volunteer for Director, Web Site Administration

- Will review with Tony P new in coming VP

3. Close Meeting

• Next meeting - Orientation – July 12, 2016 (in person) – Marriot Millersport

• Adjourned meeting at 7:15PM

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