President Spoonemore asked if there were any corrections to be made to the February 4, 1999 Executive Committee Minutes and the February 5-6, 1999 Board of Directors' Minutes that were approved via e-mail on March 25, 1999.

No modifications were made.

• 1998-99 Audit Presentation

  Charles Tate from Tate and Tyron was invited to present the 1998-99 Audit to the committee.

  (See DRAFT AUDIT REPORT and copies of slides for specific details of his presentation.)

  As shown in the attached Audit Report, detailed accounting spreadsheets, and graphs, APPA's finances for 1998-99 year-end, we closed the books with 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; 3) advertising for 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 are able to place $150,000 in our cash reserves account at the end of this fiscal year. Lander reiterated that the refinancing of the headquarters building is still on track; just a delay by the bank and its processing requirements plus a backlog in completing appraisals and title work in the area in general. In the meantime, we have secured a 15-year fixed mortgage at 7.4%.

• Professional Leadership Center

  Background: As a result of Board Action at their February 5-6, 1999 meeting the Professional Leadership Center (PLC) task force was granted approval to meet in Alexandria at the APPA Headquarters to finalize the research and recognition components of the PLC.

  The meeting was turned over to Pieter J. van der Have. Pete updated the committee on the outcome of their 1 1/2 day meeting that was held on Friday, April 30th and Saturday, May 1, 1999 by himself, Doug Christensen, Bill Daigneau, Bill Middleton, and Lander Medlin to discuss the "Research and Recognition" components of the PLC.

  The group reworked the original proposal that was submitted to the Board in February.

  Some specific discussion items were as follows:

  Although the size of the "Leadership Advisory Council"(LAC) was reduced to 11 members, it was understood that APPA's financial responsibility would only be for its three (3) members and those expenses were further minimized by meeting in connection with APPA's Annual Meeting & Educational Conference.

  Since the group could potentially become a significant part of APPA's programs, it was suggested that the group be established as a task force first, then reassess after one year.

  Outcome: A presentation on the structure and characteristics of the research and recognition components of the PLC, along with a recommendation and a BPR will be submitted to the Board at the June meeting.

Maggie Kinnaman began her report by touching on APPA's Strategic Plan and the objectives that were established to increase meaningful participation and involvement of APPA stakeholders and 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 APPANet'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. (INPUT form: ideas, notions, proposals, understandings, thoughts)

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 professional of the future.

Outcome: Have James Cole attend the Wednesday, June 23, Board Meeting to conduct a session with the Board to revisit the strategic plan to determine where we are to date and if the current initiatives apply. The original Long-Range Plan developed in the late 80's/early 90's will be incorporated in the review process.

• 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 Baldrige 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
  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 is being 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 Awards format will occur as marketing materials are developed.

• Guidelines for APPA Institute and Academy Scholarships
  Based on the senior regional representatives feedback to the Board in February, APPA scholarships 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 notices of the guidelines to each regional President and to the Senior Regional Representatives for each region.

• Award for Excellence Awards 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 are being evaluated. A site visit will be scheduled to complete the evaluation. Board approval may be by fax ballot. In addition, a couple more submissions are considered forthcoming.

• Annual Meeting
  The meeting is planned for Cincinnati, Ohio for June 20-22, 1999 with the theme "Making the Connection-Facilitating Learning in a Changing World". Fort Worth, Texas is the location for the July 16-18, 2000 and Montreal, PQ, 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 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 at the Education Committee meeting at the Annual Meeting in June.

• 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 our target of 480 participants. Because of our increased tuition and staff's excellent job at 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 in March 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.

• PETS
  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 and put on 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 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 on Utilities/Electric Deregulation is anticipated for Fall 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 and successful programs. Now that the re-design of the Institute is substantially complete, it will be important to ensure that the Annual Meeting and the Leadership Academy continue to meet the needs of our membership.

• CCAS
  The Comparative Cost and Staffing survey for 1997-98 will be mailed to the membership by May 21st with a return date of June 25, 1999. Report publication should be completed by September 1, 1999.

• APPANet
  The APPANet home page has been redesigned. In an effort to insure the viability of the fourcore 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-committees'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, e-mail 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 that 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, Constructive 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

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

  Outcome: Results from this meeting will be presented to the Board in June. An educational presentation is also scheduled during the Annual Meeting & Educational Conference.

• Publications
  The following publications are scheduled for print by June:
  
  "APPA's Strategic Assessment Model (SAM)" by numerous contributors
  "Capital Renewal and Deferred Maintenance Symposium" by Rod Rose
  "A Metering Handbook for Managers" by Mo Qayoumi

• Rex Dillow Award
  The committee is currently evaluating and scoring 16 eligible articles that were forwarded to them for the award. Scores are due back on May 7th for tabulation, the winner will be announced at the Leadership Awards Breakfast at the Annual Meeting.

Lander updated the committee on the status of membership noting that not much has changed since the presentation to the Board at its February meeting.

• Membership Database
  The database is in place. We are presently updating information to prepare for dissemination of the "APPA Member Card" scheduled for mailing on Monday, May 3rd.

• Membership Directory
  The directory has been re-scheduled for production and dissemination by mid-September which will align with the actual drop date for non-renewals of August 31, 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.

• Member requests concerning the dues matrix
  Discussion ensued on the current dues matrix and the perceived fairness or otherwise of the cost within specific cells of the matrix (of which there are 64 total for the institutional member category alone).

  Outcome: After much discussion, it was agreed to table this item to the Membership Committee to discuss at its meeting in June and bring a recommendation(s) to the Board for discussion at the Wednesday, June 23, Board Meeting.

• Review of the 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 the 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.

  Outcome: Update to be brought to the June Board meeting.

• 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 will be voted on by FAX ballot in the next few weeks. 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 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 a 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 will be made to the Board in June.

• Proposal to establish a Meritorious Service Award for International Members
  The committee carefully evaluated this issue. It was determined that the first 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 will be made to the Board in June.

• Honorary Membership for George B. Wright
  The committee will recommend to the Board that Honorary Membership be bestowed on Mr. George B. Wright at the Annual Meeting in June. If the Board approves, this will be presented as a "surprise".

• K-12 Task Force
  The Task Force has their final meeting May 16-18, 1999 in LaGrange, Georgia at the Milliken complex and is prepared to put forth a report and recommendations to the Board in June. It was suggested that the President-Elect touch base with the Chair and reinforce delivery of recommendations in alignment with the original charge and provide guidance regarding future directions. Gary also spoke about a meeting with Dave Peterson, education liaison for the task force, to explore the possibility of creating an Institute program specifically for the K-12 folks primarily using faculty from their area of responsibility. Gary will pursue this further with the task force and the education committee.

• Grounds and Staffing Task Force
  The Task Force met in late February and had a productive first meeting with PGMS and APWA. NPRA may still become an active participant and is most welcome. An outline is attached as an outcome of the meeting. Their next meeting will occur in July.

• Trades Cost and Staffing Guidelines Task Force
  The Task Force met in late April in Kingston, Massachusetts at the R.S. Means, Company headquarters. The meeting was very productive. Content, direction and milestones were completed. An educational session is planned for the Annual Meeting. The Co-Chairs will attend the Board meeting in June and make a presentation on their progress to date.

• College Task Force
  The Task Force will have an opportunity to meet at the Annual Meeting on Saturday and it is anticipated that they will make a report and provide recommendations at the Wednesday Board meeting.

Lander provided a status report for each of the five (5) strategic alliances (PGMS, CSI, DOE/RBA, ACUHO-I, & CMD Group/R.S. Means). She also included an informational update on other partnerships and collaborative activities. (See attached for a separate, more detailed report.)

The group was asked to identify emerging issues in the field of facilities. The following issues were raised:

• Y2K (both staffing issues and risk management and contingency planning)
• OSHA (ergonomics)
• ADA Regulations
• EPA Hazardous Materials (chemicals and waste disposal)
• International Codes
• Confined space
• Underground tanks
• Environmental compliance
• Sustainable Building Design (Green Buildings)
• SMART Buildings

• Restoring APPA Name
  The group did not feel it should make a name change at this time.

• AFE Certification Proposal
  This exact issue or proposal was discussed two years ago. At that time we agreed that we would not formally endorse AFE's certification program to our members but would informally let folks know as requested. Lander will retrieve the actual Board minutes for this decision/action and Joe will respond directly back to the requestor.
• Individual Membership Category
  It was not deemed appropriate given our mission and in recognition of the fact that we are primarily an "institutional" membership association.
• Establishing a Formal Association with AUDE
  A formal association with AUDE is desirable but requires significant interest on the part of the UK institutions. In fact, the by-laws and Board administrative policies adequately cover the procedures and requirements for such an association/membership.
• Staff Workload
  Concerns were expressed about staff workload given the significant delay in disseminating the CCAS survey. The EVP will handle these concerns directly with staff.
• Executive Vice President Contract/Performance Objectives
  The EVP's contract and performance objectives were specifically reviewed with the EVP by the Presidents.