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December 2017 Print

Board Meeting Minutes

Minnesota Chapter NIGP

Board Meeting – October 2017

Date

26 October 2017

Time

11:30 a.m. – 2:00 p.m.

Meeting called by

Debra Lesmeister, MN NIGP President

Location

Dakota County Administration Center

Type of meeting

Board Meeting

Called to Order

11:32 a.m.

Note taker

Glen Carpenter – Secretary

Attendees

Attending:  Debra Lesmeister, Jessica Brokaw, Glen Carpenter, Neil Normandin, Lenny Klevan Schmitz, Ginger Line (virtually attended), Marie Ozanne

Not-Attending: Tiffany Audette (excused), Heidi Scholl (excused)

Board Reports

Discussion

Board Member

Action

Secretary’s Report

  •          The Secretary presented the August 2017 Board meeting minutes.

Glen Carpenter

MOTION CARRIES.  August 2017 Board Meeting Minutes and Secretary’s Report Approved.

Motion to approve the August 2017 Board Minutes: Neil Normandin

Second: Marie Ozanne

Vote:      7 In Favor         0 Opposed        0 Abstain

 

 

 

 

 

 

 

Treasurer’s Report

  •          Treasurer’s Report for September 2017:

Checking Account Balance            $90,406.90

Income                                                  $ 7,177.05

Expenses                                              $ 5,917.31

Ending Balance                                  $ 91,666.64

 

Cert of Deposit                                           -

                                                                ___________

                                                   Total   $ 91,666.64

Lenny Schmitz

MOTION CARRIES.

September 2017 Treasurer’s Report approved

  •          Expenses in September were for the 2017 Fall Conference, the Legal Aspects of Procurement course, and monthly credit card fees.
  •          Income in September was from registration fees for the 2017 Fall Conference and new memberships.
  •          Revenues through September 30 are $8,607.88 over budget largely due to increases in membership, increases in registrations for the 2017 Fall Conference, and the 2017 Reverse Vendor Fair generating $1,700 more dollars in revenue than budgeted.
  •          The Treasurer noted that in 2018 the budgeted expenses for National NIGP dues and insurance will need to be larger due to the increase in membership.

Motion to approve the July 2017 Treasurer’s Report.

  •          Jessica Brokaw

Second:

  •          Marie Ozanne

Vote:

7

In Favor

0

Opposed

0

Abstain

 

Committee activities

Discussion

Committee Chair

Action

Membership

  •          There are currently 191 paid members and 1 honorary member.  The honorary member is the President of the Alaska/Hawaii NIGP Chapter per the terms of the sister chapter agreement signed by the Board in September 2017.

Ginger Line

No Action Taken.

No board action required on this report.

Vote:

0

In Favor

0

Opposed

0

Abstain

Governance

  •          The Governance Chair requested the 2016 Governance Chair confirm what was specifically included in the “Donation Policy” approved in 2016.
  •          The Chair confirmed that there is currently no policy in place for signatures.  The Chair will begin drafting two separate policies.  One policy for signing checks/financial appropriations and another policy for signing contracts/legally binding documents.  Factors to be considered in each policy are who should sign, line of succession if someone is unavailable, and providing the Vice-President discretion to sign in matters relating to the Fall Conference.
  •          The Chair, in collaboration with the Nominations Chair, determined it would be beneficial to have a policy in place for elections.  Example issues to be addressed through a policy include what to do with unsigned ballots.  The Nominations Chair volunteered to draft the policy.
  •          The Chair discussed the benefit of having a policy in place for the annual auditing of the Chapter finances.  The Board discussed the possibility of including in the draft policy a provision requiring the finances to be audited by a non-chapter member every few years.
  •          Due to the Board’s decision to budget for sending two Board members annually to both the Leadership Symposium and the NIGP National Forum, the Chair indicated that the policy for these two events will need to be updated to account for the change.

Marie Ozanne

No Action Taken

No board action required on this report.

Vote:

 

In Favor

 

Opposed

 

Abstain

Education

  •          The Education Chair is preparing a survey to send out to members to gauge interest in 2018 course offerings.  Questions intended to be added to this year’s survey include the need for accredited courses versus non-accredited courses and whether a member’s agency has available budgeted resources to pay for their attendance at a MN-NIGP hosted course.  The survey will most likely be issued in November.
  •          Two of the five scheduled 2017 courses were held.  The three classes that were not held failed to reach the minimum number of registrations required to hold the course.
  •          The Nominations Chair discussed the idea of holding classes un-affiliated with National NIGP.  The Chair intends to look into alternative course options including at the Hamline Center for Public Administration and Leadership.  He will report back to the Board after gathering information.

Jessica Brokaw for Tiffany Audette

No Action Taken

No board action required on this report.

 

Vote:

 

In Favor

 

Opposed

 

Abstain

Nominations

  •          The Nominations Chair reviewed the results of the 2017 MN-NIGP Board election.  89 total ballots were received, 18 electronic ballots and 71 paper ballots submitted at the 2017 Fall Conference.  Six ballots were not signed, but were counted after determining they would have no effect on the election results.  In one race, one ballot voted for more candidates then allowed for by the rules, so that portion of the ballot was not counted.
  •          The Vice-President reviewed and certified the results for all elections.  Marie Ozanne and Heather Boettcher served as election judges. 
  •          The Chair indicated his goal to make the election more formal next year, including the idea to create bios for all nominated candidates that will be available electronically prior to the vote at the Fall Conference.
  •          The Chair indicated he will send out another email to membership requesting nominations for the year end awards.

Neil Normandin

No Action Taken

Program

  •          The final Chapter meeting of 2017 will take place on November 17 at the Dakota County Government Center.  Jack Mateffy will present.

Debra Lesmeister

No Action Taken

Fall Conference

  •          The Vice President presented the results of the 2017 Fall Conference evaluation to the Board.  52 evaluations were received from the 90 attendees.  The top reason to attend the Conference was networking and personal development.  One primary criticism was the cost.
  •          Next year the Vice President advises posting the Chapter cancellation policy with the registration announcement.
  •          Another goal of the Vice President for next year’s conference is to attempt to get more supervisors to attend the Conference and become members.
  •          The goal to hold the Fall Conference in non-metro locations going forward remains a goal of the Board. 

Jessica Brokaw

No Action Taken

Reverse Vendor Fair

  •          No Report

Heidi Scholl and Neil Normandin

No Action Taken

OLD business

 

 

 

Action Items

  •          The Board agreed to budget in 2018 to send two Board members to the Leadership Symposium and National NIGP Forum.  The Governance Chair will draft updates to the policies to determine the succession order of who will attend each annual event.  So long as the budget allows, it is the Board’s aim to continue this practice each year indefinitely.
  •          The Treasurer and Nominations Chair are working to engage in trials of a virtual presence attendance option at Chapter and Board meetings.  The first trial will be using WebEx at the November Chapter meeting.
  •          Beginning in January 2018, the Board intends to bring back the practice of forming organized committees open to participation from any member of the organization.  The Board committee chair will lead and organize each committee. 

 

 

 

No board action required on these items

 

 

Vote:

 

In Favor

 

Opposed

 

Abstain

 

New business

 

 

 

 

  •          The Board discussed revising the terms and positions of the Board in the future.  Ideas included eliminating the formal past president position, expanding the term of the president and vice-president to two years, and eliminating the automatic succession of the vice-president to the role of president.  Any changes would most likely need to be implemented over a two year period.  Discussion on this matter will continue.

 

 

 

 

 

 

 

 

 

 

 

 

Future meetings

 

 

 

 

  •          The next board meeting is scheduled for Thursday, December 7, 2017, from 11:00 a.m. to 1:30 p.m., at the Dakota County Government Center, 1590 Highway 55, Hastings MN 55033-2343.

 

 

Action items

 

ASSIGNED

STatus

  1.        Review MN NIGP position descriptions.  Ongoing reviews part of each position’s responsibility.

All Board Members

Ongoing

  1.       Email updated membership list to the Board members.

Ginger Line

Monthly

  1.        Notify members of log-in and password information.  Create a ‘how-to’ for completing this task. (Annual email to remind members of website and how to access)

Glen/Lenny

Ongoing

  1.       Draft updates for the Leadership Symposium and National NIGP Forum policies to reflect the Board’s intention to send two Board members annually to each event and develop a line of succession for each event.

Marie Ozanne

Open

  1.        Budget for two Board members to attend both the Leadership Symposium and National NIGP Forum in 2018.

Lenny

Open

  1.       2016 Governance Committee Chair is going to confirm with the 2017 Governance chair whether the “Donation Policy” approved in 2016 replaced the existing “Solicitation Policy.”  Additionally, the 2016 Chair will confirm what specifically was approved in the new “Donation Policy.”

Ginger Line

Open

  1.        Draft polices for signing authority.

Marie

Open

  1.       Deliver donations policy to Marie Ozanne to put on website.

Ginger

Open

  1.       Draft policy for Chapter election operations.

Neil

Open

  1.    Draft policy for auditing the Chapter finances.

Marie

Open

  1.    Research alternatives to National NIGP approved courses.

Neil

Open

  1.    Treasurer annually re-file non-profit status of the Chapter.

Lenny

Ongoing

  1.    Determine future of Fall conference planning.

All Board Members

Open

  1.    Email Board about StarChapater’s ability to host a Chapter discussion forum.

Glen

Open

  1.    Conduct trial of virtual presence services at the November and January Chapter meetings.

Neil/Lenny

Open

  1.    Make MN NIGP electronic letter head, note cards, and business cards.

Ginger

Open

 

 

 

ADJOURNMENT

 

 

Motion to adjourn:

  •          Lenny Klevan Schmitz

Second:

  •          Jessica Brokaw

 

MOTION CARRIES.
The meeting was adjourned at 2:40 p.m.

Vote:

7

In Favor

0

Opposed

0

Abstain

 

 

 

 

 

 

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Chapter Meeting Minutes

 

Minnesota Chapter NIGP

Chapter Meeting – November 2017

 

Date

Friday, 17 November, 2017

Time

9:00 a.m. to 11:30 a.m.

 

Called to order

Chapter President Debra Lesmeister called the meeting to order at 9:07 a.m.

 

Location

Dakota County Administration Center in Hastings, MN

Host:  Dakota County

 

Type of meeting

Chapter Meeting

 

Note taker

Glen Carpenter, Secretary

 

Board Reports

Discussion

Board Member

Action

 

Secretary’s Report

  • Minutes of the October 2017 Chapter meeting were presented for approval.

Glen Carpenter

MOTION CARRIES. 

October 2017 meeting minutes approved

 

Motion to approve the October 2017 minutes: 

Motion:  Jessica Brokaw

Second:  Tiffany Audette

 

Vote:

38

In Favor

0

Opposed

0

Abstain

 

Treasurer’s Report

  • Copies of the Treasurer’s report ending 31 October 2017 were provided to the attending members for approval.
  • Income was primarily generated through new memberships and registration for the Fall Conference.
  • Primary expenses were for the 2017 Fall Conference and credit card fees.

Lenny Schmitz

MOTION CARRIES. 

October 2017 Treasurer’s Report approved

 

Motion to approve the October 2017 Treasurer’s Report:

Motion:  Debra Lesmeister

Second:  Marie Ozanne

 

Vote:

38

In Favor

0

Opposed

0

Abstain

Committee REports

Discussion

Committee Chair

Action

Membership

  • There are currently 191 paid members plus one honorary member.
  • The Membership Chair is working with the Treasurer to prepare 2018 membership renewal invoices to send out at the end of December.

Ginger Line

No action taken.

Governance

  • The Governance Chair is working on drafting a signing authority policy.  The draft policy will be provided for members to review at the January 2018 Chapter meeting.
  • The Chair is working to update the policies for the NIGP Leadership Symposium and the National NIGP Forum to reflect the recent Board decision to send two Board members to these events.

Marie Ozanne

No action taken.

 

Education

  • The Education Chair is drafting a survey to gauge interest in 2018 course offerings.  The survey will be finalized and issued after the National NIGP 2018 course catalog is finalized.
  • Five courses were offered in 2017, but only two met the minimum registration requirements to be held.
  • In 2018 the Chair intends to advertise whether courses are National NIGP accredited or non-accredited and to investigate options for non-NIGP course offerings.

Tiffany Audette

No action taken.

Nominations

  • The Nominations Chair received two nominations over five categories of awards.
  • The Chair is working to draft a policy for elections procedures.

Neil Normandin

 

No action taken.

Program

  • No report.

Debra Lesmeister

No action taken.

Fall Conference

  • The Vice President presented member feedback received from the 2017 Fall Conference survey.  Networking opportunities was the number one highlight expressed by members who attended the Conference.
  • The Vice-President Elect informed members that Brainerd and Duluth are locations being considered for the 2018 Fall Conference and called for volunteers to join a 2018 Fall Conference planning committee.

Jessica Brokaw and Ginger Line

No action taken.

 

Reverse Vendor Fair

  • No report.

Heidi Scholl and Neil Normandin

No action taken.

 

Old business

Discussion

 

Action

 

 

  • None

 

 

 

 

 

New business

Discussion

 

Action

 

  • None.

 

No action taken.

 

No motion required.

Motion: 

Second: 

 

 

 

Vote

0

In Favor

0

Opposed

0

Abstain

 

 

Action items

 

ASSIGNED

Action

 

 

 

Next Meeting

 

 

The next Chapter Meeting will be held in January 2018.  Location and speakers are to be determined.

ADJOURNMENT

 

 

The Vice-President, Jessica Brokaw, requested a motion to adjourn.

Motion to adjourn:  Jody Jacoby

Second:  Lenny Schmitz

 

MOTION CARRIES.

Meeting adjourned at
9:25 a.m.

Vote:

38

In Favor

0

Opposed

0

Abstain

 

 

 

 

 

 

Professional Development

 

 

Jack Mattefy, president of Mateffy and Company, presented on the topic of Participating in Teams.

 

 

 

 

                                  

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