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Board Minutes

APPA Executive Committee Meeting
February 3, 2000
Alexandria, Virginia
Approved via e-mail

1. CALL TO ORDER

   President Kinnaman called the meeting to order at 1:05 p.m.

2. PLC GOVERNANCE
   Doug Christensen
   

   Doug Christensen presented a graphic version of a proposed governance structure for the PLC Advisory Committee. In essence, the Advisory Committee will report up and through the present Vice Presidents and their permanent committees.

   REPORT FROM VICE PRESIDENTS ON HIGHLIGHTS FOR BOARD MEETING

3. EDUCATIONAL PROGRAMS COMMITTEE
   Vice President, Gary Reynolds
   

   Annual Meeting Gary Reynolds discussed various approaches the committee is taking to review the quality and delivery of the Annual Meeting. They are focusing on strategic management and leadership issues and using provocateur panels; moving toward the model of selecting key cities and rotate; considering historical or family locations which seem to do well; cutting back on the number of exhibitor booths; making our suppliers strategic and high-profile; cutting costs by not having to use a convention center; improving the ratio of members to booths, etc.

   Institute for Facilities Management The Institute for Facilities Management went very well in San Antonio last week. We were aiming for 480 attendees but had 532. Kudos to Andria, Suzanne and Stephanie. There were problems with printed materials versus Internet registration. We need to keep attendance limited to around 500 to maintain the quality. Andria said there was a very high number of new attendees; only fifty graduates (connotes a high number individuals in the pipeline).

   APPA will not produce the same brochure next time. We will offer more help with travel. We will send a postcard for on-line and fax-upon-demand registration. As soon as classes are filled, we will delete classes from the web matrix and the fax matrix response document. The Institute is now starting on Sunday afternoon and ending on Thursday with a banquet.

   APPA should recognize Institute graduates at the regional meetings.

   The President of APPA should also send a letter to the graduates and one to the Vice President of the attendee's institution.

   Professional Leadership Academy (PLC) Gary Reynolds feels that the PLC Academy is poised to take off. It will be in Palm Springs in June. APPA was able to effectively and significantly reduce the price of tuition ($1,450 down to $995) with the new delivery model of the three tracks being co-located. The $500 scholarship match with the region is still available (one per region).

   Kathy Smith's Contribution and Departure

   Gary Reynolds publicly acknowledged Kathy Smith for her support and creativity over the years. Some form of recognition from the Board would be appropriate.

4. INFORMATION SERVICES COMMITTEE
   Vice President, Joe Rubertone
   

   CCAS Report

   The CCAS survey solicited 183 responses. Joe Rubertone thought it was a fair representation of what the committee would like to accomplish. He could not find any outlyers. They intend to reissue the survey next October in a streamlined version. Special efforts will be made to increase the credibility and the number of responses. He would appreciate input. They outsourced the review to Constructive Concepts, Inc.

   APPA Net

   A series of job descriptions have been added to APPA net. APPA is slowly building the content. List serve is up to 532 members. It's receiving constant use.

   List Notes

   A List Notes column is now in the Facilities Manager Magazine which captures the best of the List Serve and the material is also archived.

   Data Collection

   There was some discussion about a one-time, all-encompassing survey approach to data collection. No action at this time was decided upon; however, it was strongly suggested that the Information Services Committee pursue this matter.

5. PROFESSIONAL AFFAIRS COMMITTEE
   Vice President, Jack Colby
   

   Innovations and Effective Practices Award An Innovations and Effective Practices Award will be formalized over the next year.

   Facilities Management Evaluation Program (FMEP) and Award for Excellence (AFE) The FMEP and AFE are complete and hopefully the new brochures will be available for the Annual Meeting. Awards to Duke University and University of Southern California (USC) for the Award for Excellence will be action items for the Board. Slippery Rock's submission for the Award for Excellence did not meet the criteria at this time.

6. AWARDS AND RECOGNITION COMMITTEE
   Vice President, Jack Colby
   

   Awards and Recognition Committee They have a meeting scheduled for April. They included information about the awards process in the Facilities Manager magazine. They are planning on updating some inventory items. This is the last funded meeting of the Awards and Recognition Committee. It will be done electronically in the future. If the consensus is that they need to meet face to face, then they will come back to the Board for support in July.

   Gary Reynolds said that the reason for a BPR is to allow a reasonable process for the Board to exercise its fiduciary responsibility. There was a discussion over when is a BPR used. What is a budget item and what is a BPR item? The BPR is like a budget amendment.

7. MEMBERSHIP COMMITTEE
   Secretary-Treasurer, Phil Cox and Lander Medlin
   

   Membership Committee The Membership Committee met in November by virtue of the BPR submitted last June in Cincinnati. The meeting went very well and all committee members are working hard.

   Individual Memberships Phil Cox stated that he is going to recommend that there be a new category for "individual memberships". Although there are very few, we don't want to turn them away. He will have this on the agenda for the By-Laws Committee.

   Membership Directory The Membership Directory is at the printer and will be available February 15.

   Database Migration APPA has gotten through the database migration for the most part at this point.

   HBCU's There was a brief discussion about HBCU's.

   Membership Gary Reynolds stated that since 1995 our "institutional membership" has been going down. He has a concern with the increase in dues. The increase in institutional memberships noted in 1990 -1991 was the result of a Lily grant for seminaries. However, associate memberships are going up.

   He thinks that this tells us about the elasticity of our membership. Further discussion ensued surrounding the proposed budget -- its components, justifications, etc.

   Finances Lander explained one of the differences in expenditures for 1999 and the proposed budget approach for 2000-2001.

8. SENIOR REGIONAL REPRESENTATIVE'S REPORT
   Senior Regional Representative, Mike Besspiata
   
   At-Large positions on the Board seem confusing to regular members at this point. What is the purpose? What would be gained?
   HBCU complimentary membership by APPA and all the regions has been positively received.
   Co-location in Hawaii would be a challenge. This requires more discussion at the Board meeting.
   The group needs more discussion about the Annual Meeting: effective use of the Welcome Committee; relationships with our business partners; sponsorship opportunities, etc.
   CCAS remains useful but its complexity and timeliness remain an issue.
   Although there was not opposition to the regions supporting a spring meeting of the committees, the purpose, value, and usefulness needs to be further substantiated before the regional representatives would be willing to go to their respective boards.
   

9. REVIEW OF FINAL DRAFT OF APPA'S STRATEGIC PLAN, ACTIONS, AND MEASUREMENT
   President, Maggie Kinnaman and Lander Medlin
   

   President Kinnaman would like the Vice Presidents to talk about how each one plans to bring about the desired outcomes and goals. It might help to give a comfort level with Draft 4 of the strategic plan. Then we would begin to prepare material for the general membership at Fort Worth.

10. OLD BUSINESS
    At-Large Member(s) to the Board
    

    Maggie Kinnaman stated that the At Large members help us know what we don't know. There are two at large positions that we could nominate. Do we want to do that? Is there a need? It must be board approved. Maybe there is a logical tie to constituency groups. This topic will be raised with the Board.

11. NEW BUSINESS

    Spring Executive Committee Meeting

    The Spring Executive Committee Meeting will be May 6-7, 2000 in Alexandria, Virginia.

12. MEETING ADJOURNED