President Harrod opened the meeting at 8:15 a.m.

All permanent standing committee chairpersons reported their committee's preliminary draft of annual action items aligned underneath the goals of the new Strategic Plan. (A listing of each will be posted on the web site in late winter.) Lander Medlin also shared the organization's objectives with the Board as they align with the Strategic Plan and will forward via e-mail listserve to the Board in the fall.

A. Professional Affairs Committee and the Awards and Recognition Committee Jack Colby, Vice President, Professional Affairs Committee
The Professional Affairs Committee expects to complete training materials for the FMEP. They will begin outlining the structure for the APPA Fellow Award and the Innovation Award. They are in the process of reviewing the AFE submittals for the University of Cincinnati and Texas Teach. The committee is also working on getting a representative on an ASHRAE technical committee.
Chris Christofferson asked if APPA had looked at a strategic alliance with IDEA. Lander Medlin said yes, but would like to target some volunteers to help with relationship building. Chris Christofferson agreed to take the lead.
Regarding Innovative Practices, it is the committee's hope that APPA could submit its top five winners to the CHEMA Effective Practices web site. Since CHEMA consists of 32 sister organizations, this would give APPA member institutions broad visibility and exposure. Spring 2001 is the target date for APPA to submit its top five Innovative Practices winners via a link from the APPA web site to the CHEMA web site. Ultimately, APPA should recognize all submittals even if they are not one of the top five winners. In the interim, APPA will send some materials, such as examples from magazine case studies or SAM materials.

B. Annual Meeting Questions/Comments
Joe Kish offered feedback on the Annual Meeting regarding two social items that were either missing by accident or design. There was no time for a military reception and no hospitality suites were available for group/individual use.

Gary Reynolds emphasized that APPA needs to be careful about endorsing special subgroups. APPA agreed that if someone came forward and asked for space, it would be provided. However, no official marketing would be forthcoming.

No company or individual came forward with a request.

In feedback from other CHEMA organizations, most business partners are less interested in sponsoring hospitality suites per se. They prefer the message to be that they are supporting educational programming and the facilities profession more specifically. They want to be associated with the content of the annual meeting.

However, it was further discussed that APPA needs to make available additional opportunities for social networking at the Annual Meeting. There is no place for 8 or 10 people to separate out.

The idea was shared that one CHEMA organization has a resource room with snacks, extra handouts, flip charts, and seating arrangements for small groups. The lounge is open 24 hours a day. The room is available for talking and networking generally with peers and business partners.

The Board concluded that APPA should pursue having an APPA lounge where attendees can have quiet conversation, utilize flip charts and whiteboards, and enjoy free coffee, drinks, and snacks. APPA will work towards this arrangement for next year's annual meeting in Montreal.

Philip Cox reported that the Membership Committee had a great meeting. They had representation from all North American. In addition, three visitors attended the meeting - two K-12 members and a College Task Force liaison. Phil agreed that there is value in including a college liaison. The Membership Committee will continue to stay the course set last November in Alexandria.

Neil Swarnes, CAPPA representative to the Membership Committee, provided a lessons learned sheet for review.

The generic wording in which higher education was not emphasized in APPA's Strategic Plan had a unanimous appeal to the committee. It seemed very inclusive and adds to the diversity goal of the association.

The Membership Committee is also trying to define an individual membership category.

The following APPA membership data was presented.

Gary Reynolds shared with the Board at its July 14th meeting some thoughts about how to bring more structure to APPA's research efforts that are similar to what has been developed by the Educational Programs Committee over the past ten years. Gary is proposing a structure to bring these seemingly disparate items of research together in a more formalized and focused way. He proposed aligning with Vicki DeWitt to create a more formalized structure under the Information Services Committee so that the research component could really take off. Gary said that much thought still needs to occur before bringing a BPR to the Board of Directors in February 2001.

Chris Christofferson said that the Research Institute could be an incubator for various research ideas and projects, and then a decision could be made as to where it would best fit within APPA governance/structure.

Gary Reynolds will take the lead with John Harrod and finalize the proposal in the form of a BPR.

Lander Medlin introduced Dean Kazaleas and Jeff Buenting. They have been contracted to perform a communications audit for APPA. Jeff is a member of APPA and on staff at Illinois University at Champaign./Urbana.

The purpose of the audit is to further assess and refine what information APPA members want, how they want to receive it; assess where APPA is; where the association should be going; and create a plan to do so.

Lander feels this effort will support everything the Board is trying to accomplish. The goal is for the survey to be sent out in December/January 2000, preliminary results to be received by February 2001, and a final report to be delivered at the Montreal 2001 Annual Meeting.

Dean Kazoleas and Jeff Bueunting conducted a communications audit for the University of Illinois and for MAPPA. The results of these audits and the process were presented at the Annual Meeting at Fort Worth.

Dean Kazaleos provided a slide presentation explaining that a communication audit examines communication and information collection and delivery within an organization, how it works, and what doesn't. A communications audit also focuses on timeliness, member needs, member preferences, and national/regional leadership needs, and how the leadership communicates with members.

This should assist APPA ultimately to increase membership value so members get what they need when they need it. It will also help improve customer service by enhancing coordination and delivery systems.

APPA is recommending the conducting of interviews, focus groups, fax surveys, e-mails, meetings, etc. at the regional meetings. From the focus groups' surveys, APPA will know the right questions to ask. Once APPA has a highly focused survey, it can send the survey to a sampling of 1500 domestic members and survey every international member. APPA will combine all the information to produce a preliminary report. Every Board member is expected to participate and inform regional boards by stressing and reinforcing the value to the organization. Furthermore, Dean will need the Board's help in prioritizing the issues. Finally, APPA staff will also be interviewed.

Gary Reynolds will be going to the Australasia regional meeting and will take a document/questions to gain face-to-face feedback. Robert Kelly asked for advance information from Dean Kazoleas so that Robert could put the information on the AAPPA listserve and give their members advance notice.

This is a year-long process in order to devote adequate time to develop a resultant plan of action. This effort will culminate with a presentation to the Board at Montreal. Dean Kazoleas will make the information available through the APPA web site.

Joe Kish said that this is very interesting and exciting. It's a means to an end as long as we don't lose focus of APPA' Strategic Plan. Dean Kazoleas responded that the communications audit will enable APPA to implement its strategic plan more effectively and productively.

The Executive Committee and standing APPA committees normally meet in early November; however, some of the Board members expressed a strong preference to meet the first weekend in December.

The Board decided that the various committee members would arrive in Alexandria on Thursday, November 30, 2000. The Presidents will host a brief plenary session on Friday morning, December 1, for all the committee members. The committees will meet all day on Friday and a half-day on Saturday (December 2nd). A group dinner will be arranged for Friday evening. The Executive Committee will meet in the afternoon on Saturday and finish up on Sunday by 12 noon.

For its February Board meeting, the APPA Board of Directors has traditionally met in Alexandria. However, in 2001 the Board faces a unique opportunity. APPA, along with several other organizations is sponsoring the Emergent Building Technologies Conference in Las Vegas, Nevada, on February 12 and 13, 2000. There are meeting and hotel rooms blocked at Bally's (the host hotel). Chong-Hie, APPA's Director of Finance and Administration, and Lander Medlin did a cost review. There is virtually no cost difference between Alexandria and Las Vegas. Does the Board want to meet in Las Vegas just before the Emergent Building Technologies conference?

The Board agreed to meet in Las Vegas. The Executive Committee will meet from 12 noon to 5 p.m. on Friday, February 9; the Board will meet all day Saturday, February 10 and a half-day on Sunday, February 11 (till 12 noon). The regular regional representatives meeting will occur Friday night from 5:30 - 6:30 p.m. It is hoped that all Board members will attend the EBTC to follow on Monday, February 12, 8 a.m. - 7 p.m. and Tuesday, February 13, 8 a.m. - 3 p.m.

APPA will make room arrangements for both the meetings and the conference; however, the Board members are required to cover the cost of their room on Sunday and Monday, and the registration fee for EBTC if they decide to attend. APPA would pick up the cost of travel and for accommodations on Thursday, Friday, and Saturday.

Philip Cox reported that in the past APPA hasn't had the opportunity to address the question of what does the association do with its money. Now, however, it finds itself with a considerable surplus of money. He feels that APPA should consider putting the never spend money in a long-term investment, according to APPA's long-term investment policy. He is looking for an endorsement to begin investing some of the long-term funds in equities without taking much risk. Chong-Hie Choi has done some research. A report/proposal was distributed. He suggested not prescribing a specific mix; however, he does support the existing investment plan.

Chong-Hie Choi said that APPA is now in a position where it can invest some funds in equity. APPA already invests in certificates of deposit (CDs) and shops for highest rates with no risk. APPA can do better but there is always the possibility of some risk of losing some money. Thus, she said we are seeking Board guidance.

Johnny Torrez said that he was a little concerned about turning over the management to a broker or investment firm and letting them manage the investments.

Lander Medlin said she could not in good conscience have the organization/staff manage both APPA's cash flow and this type of an investment program. The APPA staff would develop the necessary relationship that would enable the APPA staff to provide responsible review and oversight.

Although some members wanted to move forward with the plan as presented, with an investment firm, it was decided that the Board "table" the proposal. Also, it would invite the investment firm's representative to the Executive Committee meeting in December, and proceed with further deliberation and a decision at the February 2001 Board meeting.