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January 2020 Print

Board Meeting Minutes

Minnesota Chapter NIGP

Board Meeting – November 2019

Date

15 November 2019

Time

10:30 a.m. – 2:00 p.m.

Meeting called by

Ginger Line, MN NIGP President

Location

Department of Natural Resources, 500 Lafayette Rd, St. Paul, MN 55155

Type of meeting

Board Meeting

Called to Order

10:43 AM

Note taker

Glen Carpenter

Attendees

Attending:  Sally Dybdal (Nominations Chair), Lenny Klevan Schmitz (Treasurer), Ginger Line (President), Abby Malkerson (Governance Chair), Nicki Castro (Professional Development Chair), Glen Carpenter (Secretary), Kristi Anton (Membership Chair) and Tiffany Audette (Vice-President).

Board Reports

Discussion

Board Member

Action

Secretary’s Report

·         The Secretary presented the September 2019 Board meeting minutes and the Board moved to approve the September 2019 Board minutes.

Glen Carpenter

MOTION CARRIES.  September 2019 Board Meeting Minutes Approved.

Motion to approve the September 2019 Board Minutes: Abby Malkerson

Second: Nicki Castro

Vote:      8 In Favor         0 Opposed        0 Abstain

 

 

 

 

 

 

 

Treasurer’s Report

·         Treasurer’s Report for October 2019:

Checking Account Balance            $  96,984.00

Income                                                  $    6,551.21

Expenses                                              $    (7,752.42)

Ending Balance                                  $  95,782.79

Lenny Schmitz

MOTION CARRIES.

October 2019 Treasurer’s Report approved

·         Expenses were for website fee, Zoom membership fee, credit card monthly fees, Fall Conference costs, and NIGP class incentive reimbursements.

·         Income came from bank account interest, memberships, NIGP class rebate, and Fall Conference registration fees.

Motion to approve the August 2019 Treasurer’s Report.

·         Tiffany Audette

Second:

·         Ginger Line

Vote:

8

In Favor

0

Opposed

0

Abstain

                               

 

 

 

 

 

 

 

Committee activities

Discussion

Committee Chair

Action

Membership

·         No Report.

Kristi Anton

No Action Taken.

No board action required on this report.

Vote:

0

In Favor

0

Opposed

0

Abstain

Governance

·         The Chair is revising the membership/cancellation policy to provide language that specifies how refunds will be reviewed and approved. 

·         The Chair is revising the policy on Board member attendance.  Language will be included requiring Board members to fulfill duties.

·         A draft policy that will add a new Board position is being worked on and will be presented at a future meeting for review.

·         The Chair plans to present revisions to the Chapter Bylaws that align outdated provisions with current Board practices.  This will be presented at the January 2020 Chapter meeting for approval by membership.

Abby Malkerson

No Action Taken

Professional Development

·         The Chair announced she is inserting a couple questions about 2020 classes into a 2020 survey the President is issuing to membership about desired goals.

·         Preliminary course topics ideas include legal aspects, risk management and public contracts, and contracting with federal grants.

·         The 2020 course schedule will be established after the Spring Conference dates and topic(s) are determined.

Nicki Castro

No Action Taken

No board action required on this report.

 

Vote:

 

In Favor

 

Opposed

 

Abstain

Nominations

·         The Chair is working on nominations for all awards.  Nominations are due today, November 15, 2019.

·         The Chair clarified with the Board that nominees may be considered for all available awards, not just for the award a nomination was submitted.

Sally Dybdal

No Action Taken

Programs

·         The 2019 Board Boot Camp will be held on December 12, 2019 at the Dakota County Government Center in Hastings, MN.

·         The next Chapter meeting will take place on January, 24, 2019 hosted by the City of Bloomington.

Ginger Line

No Action Taken

Fall Conference / Spring Conference

·         The Vice President provided a brief recap of the 2019 Fall Conference.  93 members attended.  Survey results received from 20 attendees indicated a positive experience.

·         Tips for future conferences included providing clearer instructions for dining options on Wednesday evening, add a dinner option on Wednesday, and keep the educational event on Wednesday night.

·         The Board decided to hold a second annual Spring Conference in 2020.

Tiffany Audette

No Action Taken

Reverse Vendor Fair

·         No report.

Glen Carpenter

No Action Taken

OLD business

 

 

 

 

·         The Board reviewed a revised draft of the Point System program.  The Secretary will incorporate discussed revisions and bring a draft to the December Board Bootcamp.

 

 

 

Vote:

0

In Favor

0

Opposed

 

Abstain

 

 

 

New business

 

 

 

 

·         None.

 

 

Future meetings

 

 

 

 

·          The next Board meeting will in February, 2020.  Location and time are TBD.

·         The 2019 Board Boot Camp will be held on December 12, 2019.

 

 

Action items

 

ASSIGNED

STatus

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

All Board Members

Ongoing

2.      Email updated membership list to the Board members.

Jessica Richardson/Kristi Anton

Monthly

3.       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

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

Lenny

Ongoing

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

Ginger

Open

6.      Add number of professional development hours to Chapter meeting invites.

All Board Members

Ongoing

7.       Develop a new award category for “Rising Star/Young Professional of the Year.”

Sally

Open

8.      Draft scholarship application for general member to attend the National NIGP Forum each year.

Ginger

Open

9.      Develop a promotion strategy to recognize 2019 award recipients.

All Board Members

Open

10.   Draft revision to bylaws that creates new board position.

Abby

Open

ADJOURNMENT

 

 

Motion to adjourn:

·         Tiffany Audette

Second:

·         Nicki Castro

 

MOTION CARRIES.
The meeting was adjourned at 1:55 p.m.

Vote:

7

In Favor

0

Opposed

0

Abstain

 

 

 

INTERIM BOARD ACTION

 

 

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Chapter Meeting Minutes

 

Minnesota Chapter NIGP

Chapter Meeting – October 2019

 

Date

Friday, 11 October, 2019

Time

10:20 a.m. to 10:33 a.m.

 

Called to order

Chapter President Ginger Line called the meeting to order at 10:20 a.m.

 

Location

Cragun’s Resort on Gull Lake; 11000 Craguns Dr, Brainerd, MN 56401

 

Type of meeting

Chapter Meeting during the 2019 MN NIGP Fall Conference

 

Note taker

Glen Carpenter, Secretary

 

Board Reports

Discussion

Board Member

Action

 

Secretary’s Report

·         Minutes of the July 2019 Chapter meeting were presented for approval.

Glen Carpenter

MOTION CARRIES. 

July 2019 meeting minutes approved

 

Motion to approve the July 2019 minutes: 

Motion:  Tiffany Audette

Second:  Lenny Schmitz

 

Vote:

93

In Favor

0

Opposed

0

Abstain

 

Treasurer’s Report

·         Copies of the Treasurer’s report ending 30 September 2019 were provided to the attending members for approval.

·         Income was generated through interest paid from the bank, membership fees, and 2019 Fall Conference registrations.

·         Primary expenses were for the website fee, credit card fees, Zoom fee, NIGP National forum costs, meal costs for September Board meeting, and costs for September course.

Lenny Schmitz

MOTION CARRIES. 

September 2019 Treasurer’s Report approved

 

Motion to approve the June 2019 Treasurer’s Report:

Motion:  Marie Ozanne

Second:  Pam Marszalek

 

Vote:

93

In Favor

0

Opposed

0

Abstain

Committee REports

Discussion

Committee Chair

Action

Membership

 

·         The President announced that the Board voted to appoint Kristi Anton to serve out the Membership Chair position on the Board through 2020.

·         Currently the Chapter has 216 members.  This means we are viewed as a “Large” chapter by National NIGP.

Ginger Line

No action taken.

Governance

·         The Chair announced that at the January 2020 chapter meeting she will present proposed revisions to the bylaws.  The revisions are not substantial, but will outdated aspects of the bylaws with the way the chapter is currently operating.

Abby Malkerson

No action taken.

                               

 

Professional Development

·         The Chair stated 2019 was a successful year for courses.  Four courses were held with 15 attendees at each.

·         The Chair plans to schedule the same amount of courses in 2020 and aims to schedule them at similar dates.

Nicki Castro

No action taken.

Nominations

·         The Chair announced an email has been sent to members requesting nominations for 2019 awards.  November 15, 2019 is the deadline to submit nominations.

·         Winners of the election were announced.  New elected members to the 2020 Board include:

-       Vice President = Glen Carpenter

-       Treasurer = Emily Connolly

-       Board Chairs = Laura Sobeck and Pam Marszalek

Sally Dybdal

 

No action taken.

Program

·         The President announced the next Chapter meeting will be held on January 24, 2020.  The City of Bloomington will host.

·         The Board will hold a meeting in November and hold the Board Boot Camp for newly elected board members in December.

Ginger Line

No action taken.

Fall Conference

·         No report.  This meeting took place during the Fall Conference.

 

No action taken.

 

Spring Conference

·         No Report.

Ginger Line

No action taken.

 

Reverse Vendor Fair

·         The 2019 Reverse Vendor Fair experienced lower attendance from vendors than the past, but was still profitable.  Twenty-one agencies staffed tables during the fair.  The Board will determine whether the Fair will be held in 2020.

Marie Ozanne

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 on January 24, 2020 hosted by the City of Bloomington.

ADJOURNMENT

 

 

The President, requested a motion to adjourn.

Motion to adjourn:  Kristi Anton

Second:  Abby Malkerson

 

MOTION CARRIES.

Meeting adjourned at
10:33 a.m.

Vote:

93

In Favor

0

Opposed

0

Abstain

                               

 

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