FLAPPA 3rd Organizational Meeting Embry-Riddle Aeronautical University July 15 & 16, 2004 Participating Members: Dan Young, ERAU; Allan Preston, UF; Diane Neff, UCF; Daniel Townsend, FIU; Ron Roux, Stetson University; Becky Griffith, ERAU; Joni Brown, ERAU; David Boehm, SPC; Matthew Taylor, UNF; Debbie Iglay, ERAU; Brian Wormwood, UCF; Donna Agerton, UF: Jerry Marshall, PBA Thursday, July 15, 2004Dan Young began the meeting with a welcome to Embry-Riddle, housekeeping issues and a general overview of the day ahead. A number of issues surviving the last meeting were needed to be dealt with Thursday, a review of the constitution being top of the list. As noted, this was a full work program for Thursday and Friday. Review of Constitution and Bylaws. The working group was going to take a look at committee definitions during the committee group work later on. We confirmed the FLAPPA logo for the front page and will keep it until the first meeting next year to confirm or change as desired by membership. Dan will be asking for a Bylaws committee that will review and present any problems with them between now and the annual meeting. If there are any upgrades or additions, the working group will review and finalize at the annual meeting. The group started by going page by page and asking for any input or changes that were further needed. Debbie was able to secure a copy of the 501 3C documents and along with the ERAU attorney will apply and secure that status for the Chapter. Items such as the number of members from the same institution voting on the Executive Board and differences between Subscribing Members and Business Partners were discussed. Also, Business Partners dues for local and regional memberships, bonding issues for the Executive Board and having a nominations committee look at separating the Secretary and Treasurer positions. The working group looked at the Executive Board term limits and recognized we needed some flexibility due to our size as our new Chapter begins. Fiscal year dates were discussed regarding being able to carry over $5000 in the state of Florida and the timing of the fiscal year. It was agreed upon to change the fiscal year for the time being to December 1st to November 30th. The Bylaws were agreed upon with the changes made on Thursday, committee definitions and reviews began shortly thereafter. Dan read an email to the group regarding the status of us as a state chapter. The email was from Lander Medlin welcoming us as a full-fledged APPA chapter. We are! Daniel Townsend commented on the people already involved in APPA on a national level may be committed to time at that level and will find their way to our chapter as those commitments change. Daniel suggested we not get discouraged if our numbers remain small as the chapter grows. Dan then reviewed the committee definitions as an introduction to our committee work. Discussion of the needs of the various committees were discussed, how to appoint or elect committee chairs and co-chairs, the need for a host committee to be working now on the upcoming annual meeting, the need to establish a host committee for the 2006 annual meeting, the language in the bylaws on appointment of chairs and co-chairs. Dan Young called for any further questions on the Bylaws for the Chapter, asked for a motion to approve the Bylaws and they were officially passed as the Bylaws for the Florida Chapter of APPA. After lunch the group worked on the committee assignments: MEMBERSHIP COMMITTEE Mike Steger Dave Boehm, (responsible for finding a Chair and Co-Chair) Gregory Gibson Matthew Taylor (alt)
EDUCATION COMMITTEE Donna Agerton Kevin Clarke Diane Neff (alt) Bob Priolo
CONFERENCE COMMITTEE Donna Agerton Kevin Clarke Alex MacNamara Ron Roux, CHAIRMAN Dan Townsend Allan Preston Joni Brown
BUSINESS COMMITTEE Matthew Taylor, CHAIR Mike Steger, CO-CHAIR Eric Cochran Becky Griffith Debra Hill
COMMUNICATIONS COMMITTEE Diane Neff, CHAIR Scott Collins Debbie Iglay, CO-CHAIR Richard Paradise The group worked on possible dates for the next organizational meeting – either the 16th & 17th or the 23rd & 24th of September. The University of Central Florida will host the 4th Organizational meeting of FLAPPA in September. Have email to everyone to select a date by next Friday then a confirming email to all saying when and where. Discussion involved how to handle dues payments until the 503 was in place, how will we be able to handle membership dues if we can sign people into the chapter right now. Dan Young will talk to the ERAU attorney next week and what our latitudes are regarding this. Also, Dan will have a chance to talk with Lander Medlin at the end of the month regarding APPA handling or helping in this area in some way. Also, looking at the possible site for the 2006, University of Florida has offered to host the 2006 annual meeting. Discussion was held regarding finding a site in western Florida for the 2007 annual meeting, it is not too early to get the planning started. Committees grouped separately and worked on not only the annual meeting material but also respective goals and challenges ahead. Dan Young reconvened the groups towards the end of the afternoon and reviewed the response and the work accomplished today. Most committees had presented their progress of the afternoon and further work to do on Friday. Dan closed the meeting with an overview of our progress and the work still left to do. July 16th, 2004 Committee reviews from Thursday afternoon work. Business Partners – Matt Taylor reviewed having all universities and colleges provide twenty names of vendors to contact and out of that we may get our solid base of Business Partners, looking at dollars amount that would be generated with membership dues. The committee also looked at membership dues, $250 plus $50 for each affiliate member. If we can get twenty five percent of all the vendors what sums this would generate for the chapter. Talked about things that need to be mailed out, we need a budget to begin some of our processes. Is it possible to get some financial support to make that happen from APPA or SRAPPA? Dan Young asked for some idea of what amount they needed to have it happen. Matt said they would be looking at doing a fair amount of it through our own organizations. This group also looked at how to process their communications through the communication committee. The committee would have their stuff ready to turn out when the time comes that FLAPPA can start handling money. Once the status is such that FLAPPA can, their stuff will go out. Having our web site access protected, one for members only can have access to, perhaps once dues are paid then Business Partners can access. Also a reduced cost for ads in the Newsletter, giving them some advertising. This committee would look for that information from the Communication Committee. Dan Young suggested we also check out what we can and cannot put on the web site, is something legal or not legal to put on there for advertising on the web site. Donna and Alan talked about what links we would have on the site, would we have vendor links and our member organization links (universities and colleges, etc.)? Discussion about making sure that each committee, as they met, would provide the secretary with meeting minutes that would get posted for all members to see. Membership Committee – Dave Boehm will contact the other comm. members, get the chair and co-chair appointed and get started with their work. Dave said he would get that information to us in two weeks. Education Committee – discussion held to start our programs with the 05 conference and launch from there with the two yearly educational conferences on a smaller scale around the state. Most of the people on this committee are also on the Conference Committee and we should be able to overlap and coordinate our efforts. We are trying to make the tracks cover all the different ranges and interests within our organizations. It was suggested that the original survey from last year be used and to base some of our tracks on that initial survey. Conference Committee – Submitted a tentative schedule for the upcoming annual meeting. Chair Ron Roux went over a tentative conference schedule beginning with a Wednesday afternoon opening sessions through a Thursday of educational tracks or sessions. A banquet Thursday night, Friday would start with an annual meeting, swearing in of officers, board meeting, then an Executive Board session, open forum, wrap up and then out by noon. This committee will be meeting on August 27th at Stetson University to confirm task lists and responsibilities, development of the schedule, theme, logistics, budget and financials. We would be working with the Education Committee regarding the training topics and presenters. Also working with the Business Partners Committee to work on the vendor coordination, also spouse and family entertainment and food and dining for the conference. Discussion held to talk about how to mix the attendees in with the vendors, food and meals to be held, that by the end of the day on Thursday the vendors would be gone and then Friday would be a wrap up. Discussion also held about vendor presentations at any of our conferences and how to decide the value of their sales pitch, also offering the vendors an opportunity to sponsor any of our activities at the conference. Communication Committee – worked on the brand recognition or notice of FLAPPA so that people would recognize when something goes out and recognize it is the Chapter. Work was done on the newsletter, it’s size, what it would cover, how it would be constructed, having an institution profile in each newsletter, etc. The newsletter would be quarterly. Having standardization on everything, people need to be able to recognize it immediately. It would have a President’s Corner in each issue, also to include in it something so that readers will keep it around, hang onto it and keep it long enough to look at. We want our newsletter to be attractive and engaging so that people will want to look through it. Discussion about the pictures in the newsletter led to discussion about all sending pictures to Carl and Diane to put revolving pictures on our web site. Newsletter would have FAQs, links, training opportunities, also a request for information. Contacts for questions that could be directed by hyperlink right to the person you want to ask. Matt asked about having a central point to receive mail from and particularly for receiving money. Donna suggested a generic business card that would have information for people we were talking about the Chapter with. The committee needs money for developing a letterhead, brochures, post cards for meeting reminders, any forms; we will need standardization and money. Joni asked, if possible, maybe at a private institution to set up an account where we could pay back as money came in to cover things, but most felt this would not be wise but still something to check out. Again, looking at start up capital from APPA and SRAPPA. Dan suggested that the work has been great, a lot of work identified, a lot to be done. We need to address the communication between committees, take a certain amount of time to do the work and then report back through all of us to report what progress is made and what is being done. We need to make sure, in the meantime, that the work is progressing; all need to participate and keep each other informed. Therefore lets look at having a formal report every two months. The next reports due will be at the meeting in September 16th and 17th or the 23rd and 24th at UCF – when these minutes go out to all, ask for confirmation of a best date to hold this meeting Dan is going to take a look at budgets in other groups like GAPPA and is asking all committees to form a budget estimate for the programs, so start preparing those and get them back to Dan. Raffles were done earlier in the day as Matt Taylor had another commitment and needed to leave before the meeting adjourned. Thanks were given to Debra Hill for her efforts with our vendors and asking for door prizes. Thanks were given to all the folks from ERAU for their efforts at putting the meeting together. The meeting was adjourned with some members staying to work on committee plans and tasks needed. Email addresses were passed out along with the request to copy the officers on all electronic communications as members and committees begin their work. Respectfully Submitted, Brian H. Wormwood
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