President Spoonemore called the meeting to order at 9:40 a.m.on Friday, June 18.

He reminded all Board members that minutes are now approved via email after review on the web Board's Corner.

MOTION (Rubertone): To accept the consent agenda exclusive of the discussion and action as noted. Seconded (Besspiata): All in favor, therefore approved.

As shown in the attached Audit Report, detailed accounting spreadsheets and graphs, APPA's finances for 1998-99 year-end yielded a net surplus of $385,333. The key contributors to this substantial positive bottom line were: 1) Education - both Institutes and the Annual Meeting & Educational Conference in San Jose, California; 2) membership dues renewals; 3) advertising in the Facilities Manager magazine; and 4) office operations reduction in expenditures. It was noted that not only were revenues significantly higher than budgeted, but expenses were consciously reviewed and reduced without compromising quality. Given the positive direction and solid footing financially over the past couple of years, we were able to place $150,000 in our cash reserves account at the end of this fiscal year. Lander reiterated that the refinancing of the office headquarters building is still on track. The final papers for the new mortgage will be delivered Monday for review at the Wednesday Board meeting.

Lander gave a brief update on the fiscal situation thus far for 1999-2000: 1) publications sales are down, however this seems to be the normal pattern during the first quarter; 2) Annual Meeting attendance is down as well as the number of exhibitors is significantly down from previous years; and 3) achieving the 3% cash reserve over budget is questionable. There should still be funds available for the BPRs that will be discussed by the full Board later in the meeting.

MOTION (van der Have): To accept the audit as outlined and presented. Seconded (Reuck): All in favor, therefore approved.

MOTION (Gardner): To explore the co-location of an Annual Meeting with NACUBO. Seconded (Christenson): All in favor, therefore approved.

Nominations Committee Meeting

Past President van der Have reported that as chair of the Nominations Committee Meeting, he was impressed with the focus and desire by the senior regional representatives to clearly support the best possible candidates for each elected office.

BPR as presented:

Professional Leadership Center (PLC) Research & Recognition components

Description: The PLC was assigned the task of determining the structure and process for delivering the research and recognition components of the Center which included the following tasks: 1) find out if the representative bodies within the proposed structure agree with the vision and would be willing to participate; 2) develop a research methodology and proposed process for conducting the research element; 3) finalize the criteria, process and functioning of the Fellows program; 4) and prepare to launch the Leadership Advisory Council as envisioned and approved by the Board.

Benefits: To provide a professional link between the facilities management profession and higher education to meet the challenge of becoming the "association of choice". To enhance the credibility and value of the profession with both senior institutional officers and members of the facilities industry (APPA's strategic plan initiative #4)

Outcome: BPR tabled for review by the Board prior to the end of the meeting.

Maggie Kinnaman began her report by touching on APPA's Strategic Plan and the objectives that were originally established four years ago: 1) to increase meaningful participation and involvement of APPA stakeholders and, 2) provide equal access to educational programs. Her report detailed the accomplishments to date or work in progress under each of the strategic initiatives which are:

• Increase the effectiveness of education for APPA stakeholders. Ensure that it is easily available and affordable.
• Forge stronger links between the Regions and APPA.
• Expand the use of APPA Net's electronic on-line services. Aggressively develop on-line services to improve access to and ensure responsiveness to all members.
• Promote awareness of APPA among senior officers of the institutions served by facilities management personnel.
• Establish a process through which stakeholders' needs can be identified and understood.

There is a high need to create the connections between our Strategic Plan's objectives and initiatives so that members have a clearer understanding of what we are doing and where we are headed to support and educate the facilities professionals.

Plan: James Cole will attend the Wednesday, June 23, Board Meeting to facilitate a session with the Board to revisit the strategic plan to determine where we are to date, if the current initiatives are still applicable, and help us move forward into the future. The original Long-Range Plan developed in the late 80's/early 90's will be incorporated in the review process. Individual objectives and strategies will be collected from each Board member and annual meeting attendees as willing and culled for use on Wednesday.

Status Report on Evaluation of the Facilities Management Evaluation Program (FMEP)

The Professional Affairs Committee (PAC) reworded the FMEP criteria to include the existing topics in a new framework of Baldrige headings, benchmark criteria from "SAM", and generally applicable categories from the Baldridge program. PAC continues its work on the criteria language and on specifics of the new format for the self evaluation and the team's evaluation and documentation.

Status Report on Evaluation of the Award for Excellence (AFE)

The Professional Affairs Committee will utilize the revised Facilities Management Evaluation Program (FMEP) criteria to revamp this program as well. A new point driven evaluation system will be used to select submissions worthy of the award and emphasize the importance of "continuous improvement" versus winners/losers. Another new section was added to recognize Innovations and Best Practices. The committee believes this revamped sponsorship for cash awards could be considered. The committee also believes that this revamped program will raise the visibility of the award and will enhance recognition of award recipients. "Roll-out" of the new Award format will occur as marketing materials are developed.

Guidelines for APPA Institute and Academy Scholarships

Based on the senior regional representative's feedback to the Board in February, APPA scholarship funds will continue to be distributed to the regions in lieu of shifting the funds to AFE cash awards.

The committee has concluded its current activity on scholarships by sending the notices of the guidelines to each regional President and to the Senior Regional Representatives for each region.

APPA Seat on NEC/NFPA Technical Committee

Mike Anthony at the University of Michigan reports that our first application for a seat on one of the NEC technical committees is still pending but may not result in a seat being awarded. Therefore, he will apply for a seat on another committee where we may have a better chance for success.

ASHRAE Committee Participation by APPA Members

Attempts have been made to contact the Chair of the ASHRAE committee on district energy. Our goal is to identify an APPA liaison to the committee to represent higher education issues for district energy systems. Efforts will continue to identify a representative to attend the committee meeting.

Award for Excellence Awards (AFE) for 1998-99

Board action in February confirmed the committee's recommendation to grant the Award for Excellence to the Georgia State University, Building Services Division.

Submissions for East Carolina University and Memorial University of Newfoundland were evaluated. Board approval was conducted via the fax ballot and awards will be presented at the Annual Meeting Banquet, June 22. The recipients will also be recognized at their regional meetings and in the Facility Manager magazine.

Currently the submissions by the University of Southern California and Slippery Rock University are being evaluated.

Annual Meeting

The meeting will begin June 20^th in Cincinnati, Ohio and conclude on June 22^nd where the theme will be "Making the Connection-Facilitating Learning in a Changing World". Fort Worth, Texas is the location for the July 16-18, 2000; and Montreal, Canada on July 22-24, 2001. The normal regional rotation would put the 2002 Annual Meeting in the Rocky Mountain region. They have subsequently recommended Denver as their first choice. However, staff are having difficulty finding space in Denver for our preferred July dates.

At the Fall Educational Committee meeting there was considerable discussion about the target audience for the Annual Meeting. The Committee concluded its deliberations with the consensus to target the Vice President/Director/Associate Director levels for APPA's Annual Meeting & Educational Conference with the concept that the regional annual meetings would provide peer interaction and educational opportunities for Assistant Directors, Managers, and Supervisors. If the annual meeting truly focuses on this audience, it will have major implications for meeting and program content, suppliers, etc.

Discussions will continue during the Educational Committee meeting at the Annual Meeting.

Institute for Facilities Management

Registration for the January Institute in Reno, Nevada achieved record levels and was sold out before Christmas at a little over the target of 480 participants. Because of our increased participation and tuition, and staff's excellent job of keeping down expenses, we had a record net profit of $209,000. This is 48% higher than any previous net profit.

Leadership Program (PLC Academy)

The three week-long programs were offered this year. Professional Leadership Skills at the University of Maryland, College, Park, February 7-12, 1999; the Individual Effectiveness Skills program at Stanford, March 14-19, 1999; and the Organizational Leadership Skills program at Notre Dame, April 11-16, 1999.

Attendance is still a concern. The Professional Leadership Skills program offered in February only had 12 participants and lost $41,133 (which included a penalty from the conference center). The Individual Effectiveness Skills program had 27 participants, was very well received and made a small profit of approximately $5,500. The Organizational Leadership Skills program had 27 registrants and is expected to break even.

Although these programs have not done well financially in comparison to the Institute, adequate advance marketing and increased visibility as to their existence is expected to change this situation over time.

K-12 Initiative

A meeting with Dave Petersen of the K-12 Initiative Task Force was held. The discussion centered on how the Education Committee could support that effort. There are approximately 15,000 school districts in the country and there is a need to provide a lower cost information transfer process than the current Institute for Facilities Management provides. The idea of developing a one week "condensed" version of the program that would be based on only the absolutely essential issues was explored. Also a discussion took place whereby Dave would review the present Institute curriculum and APPA's Facilities Management manual to identify a core curriculum. In addition to the changes that would need to be made in the course syllabus, we must identify faculty and develop a marketing strategy. This one week program may also meet the needs of a number of members who operate in a similar functional way as the K-12 school districts function.

PETS (now called Speakers' Bureau on APPA's web site)

This program has been moved onto the Web and is identified as the Speakers' Bureau. The first phase of development includes a speakers' list, resumes, and other information on how to plan for a seminar. This model will allow our membership to have access to the information they need to organize a seminar at their convenience. There is a search engine where you pick from our four competency areas and list of key words. The site then returns a list of speakers from which to choose. The committee will continue to work with staff to develop policies to ensure that it remains a quality service.

International Seminars
A seminar of Utilities/Electric Deregulation is anticipated for Fall/Spring delivery on a regional/geographical basis.

In summary the major thrust of this year's Education Committee work will be to fully explore options for the Annual Meeting and to nurse the new Leadership Academy along to ensure full attendance, successful programs, and the expansion of the Speakers' Bureau. Now that re-design of the Institute is substantially complete, it will be important to ensure that the Annual Meeting and Leadership Academy continue to meet the needs of our membership.

CCAS
The Comparative Costs and Staffing survey for 1997-98 will be mailed to the membership by June 1^st with a return date of July 16, 1999. Report publication should be completed by October, 1999.

APPA Net
The APPANet home page has been redesigned. In an effort to insure the viability of the four core competency sections, a sub-committee was appointed to assist in implementation.

General Administration and Management
Chairperson - Vickie DeWitt
Assisted by Phil Cox

Maintenance and Operations
Chairperson - C.R. Lyons
Assisted by Joe Rubertone

Energy and Utilities
Chairperson - Larry Givens
Assisted by Duane Timmerman

Planning Design Construction
Chairperson - Sue Kirkpatrick
Assisted by Neville Thiele

Each sub-committee's chair was able to meet by conference call. From that conference call a series of new initiatives and recommendations were laid out as follows:

• It was unanimous that "Best Practices" as they appear on all four core competencies should be changed to "Success Stories".
• The terminology of RFP/Samples should be changed to RFP/Contracts
• There was general agreement with Phil Cox's Mission Statement. However, there were mixed feelings on the term "godparent". There were, however, no alternatives offered. This concept will be discussed when the group meets in June.
• Everyone agreed that a prepared format for gathering "Success Stories" would be very helpful. This form would provide an Executive Summary of a procedure or practice and then supply the persons' name, address, email address and phone number to encourage the members to call for more information. Steve Glazner, staff liaison, has agreed to work on this form.
• It was agreed the work would be done quickly to recruit/solicit "Success Stories" and RFP's and Contracts from our own institutions, as well as from Regions, chapters/state organizations whenever an opportunity presents itself.

SAM
As a result of Board action at the February Board Meeting, the following individuals have been appointed to the SAM Task Force. The members are:

Maggie Kinnaman, University of Maryland (Chair) David A. Cain, Illinois State University Tom Harkenrider, Construction Concepts, Inc. William S. Rose, University of Alaska/Anchorage Don J. Briselden, Philips Exeter Academy Douglas K. Christensen, Brigham Young University Laura Long, LTL Collaborative, LLC Joseph D. Rubertone, Quinnipiac College Larry Givens, University of California, Irvine

This task force met in Alexandria on May 3-4, 1999 and will again meet during the Annual Meeting & Educational Conference in Cincinnati, Saturday afternoon from 1-5:00 p.m., June 19, 1999.

An Action Item regarding continuance of the SAM Task Force will be presented later in the meeting by its chair, Maggie Kinnaman.

Publications
The following publications will be made available during the Annual Meeting:

"APPA's Strategic Assessment Model (SAM) Handbook by numerous contributors

"Charting a New Course: Capital Renewal and Deferred Maintenance Symposium" by Rod Rose

"A Metering Handbook for Managers" by Mo Qayoumi

APPAInfo
APPA's Listserv, called APPAInfo, continues to grow with subscriptions at 421. This is up from 320 in February, 1999.

Review of Awards and Recognition Inventory

The committee met on April 16-17, 1999 where the inventory review was complete.

Pacesetter Award
The nomination form for the new award appeared in the Nov/Dec issue of Facilities Manager Magazine. The committee developed the evaluation forms that were used to conduct the evaluation. Information regarding the award as well as Meritorious Service was sent to the regional presidents and senior regional representatives to promote the awards and to encourage them to develop processes to identify potential nominees.

Charter and Mission Statement for Awards and Recognition Committee

Work was finalized on the Charter and Mission statement for the committee at the

April 16-17,1999 meeting. The new statement is as follows:

' To identify and honor excellence of association member's contributions to the profession of facilities management.'

The new charter reads as follows:

• The ARC shall be comprised of representation from each region.
• The ARC shall be chaired by the VP of Professional Affairs. The VPPA will appoint a committee member to serve as chair in his/her absence.
• Committee members are appointed to a three-year term. Appointments will be staggered to minimize turnover each year.
• The Committee shall meet during the Annual Meeting and at other times when necessary.
• The Committee annually reviews and votes on the nominations for APPA's Meritorious Service, Pacesetter, and other Awards, making recommendations to the APPA Board for their approval.
• The Committee may make recommendations to the APPA President or Board for considering nominees for other awards.
• The Committee is responsible for the periodic review of all components of the inventory of awards for relevance ad continuation.
• The Committee explores, develops, and evaluates opportunities and other avenues for additional awards making recommendations to the APPA Board as appropriate.

Meritorious Service Award and Pacesetter Award Recommendations for 1998-99

Nominations from the regions were received by the April 7 deadline. The nominees were evaluated at the April 16-17 meeting. The recommendations to the Board were voted on by Fax ballot during May. Notification of these awards will be made to the regions in August prior to the regional annual meetings in lieu of the January notification used last year.

Proposal to Name the New Pacesetter Service Award

The proposal to name the Pacesetter Award after Lee Newman was discussed at length by the committee. The main issue of debate was the practice of naming any award. The committee determined that the practice of naming any awards for individuals should be strongly discouraged. It was felt that any request to name awards should be referred to the committee for evaluation and recommendation to the Board. In the event that the Board determines that naming of an award is prudent, then naming must be in relationship to the nature of the award to be named.

Outcome: This recommendation was made to and accepted by the Board on June 18^th.

Proposal to establish a Meritorious Service Award for International Members

The committee carefully evaluated this issue. It was determined that the present criteria may bias the voting towards North American members who have better access to Board service. The committee is not in favor of a separate award for International members but instead would like to revise or amend the existing criteria to eliminate the bias by giving credit for the equivalence of Board service in the international country or region.

Outcome: This recommendation was made to and accepted by the Board on June 18^th.

Honorary Membership for George B. Wright

The committee received approval by fax ballot from the Board to bestow Honorary Membership to Mr. George B. Wright at the Annual Meeting.

Matt Vehr, presently PGMS' Secretary/Treasurer, joined the Board meeting in the afternoon and made a short and impactful presentation about our present strategic alliance, its importance to us both, and the the valuable contribution it will make to both our membership bodies.

Ron Hicks reported that he met with the regional representatives on Thursday evening (June 17^th) and discussed various issues and concerns which included such topics as scholarship guidelines; business partner relationships; regional meetings' funding and attendance by International APPA; Annual Meeting site selection and Welcome Committee responsibilities; web links with the regions; and advice concerning the military reception. Generally, the feeling was positive, upbeat and supportive.

Lander updated the committee on the status of membership.

Membership Database
The data base is in place. We are currently updating data as invoices are returned for payment and members utilize their membership cards and notify APPA via on-line changes of their individual record.

Membership Directory
The directory has been re-scheduled for production and dissemination by late September which will align with the actual drop date for non-renewals of August 1, 1999. This will ensure that we are running the directory from a clean and accurate database. It will also coincide generally with the fall school opening and regional annual meetings.

Dues Collection Update
As of May 31^st, 70% of institutional members, 65% of affiliate members and 46% of business partner members have submitted payment on the 1999-2000 invoice.

Member Opinion Survey

Lander referred to the two articles that she has written under the EVP's column detailing the results of the Member Opinion Survey which are appearing in the May/June and July/August issues of the Facilities Manager magazine. An executive summary of the outcomes of the survey was also provided in the packet of review materials forwarded to the Board as background and preparation for the Strategic Planning session at the Wednesday, June 23, Board meeting.

General Discussion

It was stressed that a formal meeting by the full committee is necessary during the year to ensure dedication and continuity to the needs of the membership.

OUTCOME: Explore the need for a meeting with the full committee during its Saturday morning session and return to the Board with a recommendation.

K-12 Task Force

BPR as presented by Ed Smith:

Description: The K-12 Task Force was established for an initial two year period to evaluate President Pete van der Have's charge to explore the possibility of APPA's support to the K-12 community. The Task Force's response to the charge appears in the accompanying report. It strongly recommends a growing and maturing relationship with K-12, offering its representatives exposure to APPA's resources and educational programs. Request Board approval to extend the Task Force for an additional two-year period, to start integrating a formal K-12 philosophy within APPA's programs and across the APPA regions.

Benefits: To date, even though increased membership is not a goal of this initiative, APPA still has benefitted from a 30% increase in K-12 affiliate memberships since the Task Force was created. Without question, emphasis in the K-12 market has had a positive influence on this increase. The K-12 community certainty presents APPA with the potential of increased revenues through additional members and educational programs. It provides the opportunity for professional growth and appears to meet a need that can provide APPA positive feedback and publicity.

The Board felt more tangible outcomes should be explored and recommended the Chair work with the incoming President to prepare a new BPR recognizing this need.

Outcome: BPR tabled for revision and re-submission to the Board on Wednesday June 23, 1999.

BPR as presented by Maggie Kinnaman:

Description: During this past winter Board meeting, a BPR was approved to establish a Task Force to breath new life into APPA's Strategic Assessment Model (SAM). The charge was articulated as establishing an inventory of reliable and meaningful performance indicators that would greatly increase the credibility of the facilities management professional, while providing stewardship over his/her institutions greatest and most costly resource. The Task Force was to revisit the original SAM model, review its purpose, how it could be used by our members, review the model's structure, make appropriate changes, clarify definitions and identify how the tool could be validated in the future.

Benefits: SAM is a strategic tool that looks at specific performance indicators that are indicative of overall organizational effectiveness and brings them together in a model that captures levels of effectiveness for a number of institutions. We are basically creating "pars for the profession" (as opposed to the CCAS report which is seen as an effort to collect data and performance indicators that are operational in nature). Once an institution has access to the information they could choose to use it for self improvement or they could use it to benchmark performance with peers. This, in turn, could lead to best practices that might eventually add value to our institutions of higher education. This tool will also enhance the credibility and value of the profession with both senior institutional officers and members of the facilities industry. (APPA's strategic plan initiative #4)

Outcome: BPR tabled for review by the Board prior to the end of the meeting.

Trades Cost & Staffing Task Force

BPR as presented by Ted Weidner:

Description: The APPA and CMD Group/RS Means Task Force was appointed to flesh out the feasibility of developing a set costs and staffing guidelines for each of the technical trade groups in facilities maintenance. It was determined that the task of establishing a set of staffing guidelines for the technical trades is a feasible project for both APPA and CMD Group/RS Means. (A 'preliminary scope of work' was attached to the February 1999 BPR which provided additional details of the milestones.)

Benefits: A set of industry staffing guidelines will increase the credibility of the facilities management professional when establishing budgets, setting staffing levels, or just determining maintenance estimates for daily, etc. work orders.

Outcome: BPR tabled for review by the Board prior to the end of the meeting.

MOTION (Reynolds): to approve the BPRs (PLC Research & Recognition Task Force; SAM Task Force; Trades Guidelines Task Force) as presented. Seconded (Besspiata): all in favor, therefore approved.