Locaton: General Butler State Park.
................1608 Highway 227
................Carrollton, KY
............... Phone: 866-462-8853

Agenda

OFFICER REPORTS
President
President Elect
Vice President
Secretary
Treasurer
Immediate Past President

CHAPTER REPORTS
Blue Grass Chapter
Hopkinsville Report
Louisville Report
Northern Kentucky
Paducah-Kentucky Lakes

STANDING COMMITTEE REPORTS
Bylaws and Standing Rules
Certification and Education
Finance
Membership
Nominations
Strategic Plan
Wilma Yeary Award

SPECIAL COMMITTEE REPORTS
Administrative Skills Task Force
Marketing
Past Presidents Council
Procedures Manual
Webmaster

SPECIAL APPOINTEE REPORTS
2010 Annual Meeting
Parliamentarian
Retirement Trust Foundation (RTF)
MAL Liaison
Historian
Delegate & Alternate EFAM Report

Officer Reports

President Report
Wanda Hart CPS/CAP
Power of Commitment

Looking to the future, Administrative Professionals Week® will be a busy one as I have plans to attend a seminar in Louisville, an open house in Northern Kentucky, and a seminar in Hopkinsville.  Also, preparations are already in full swing for a fantastic Annual Meeting.

Looking to the past, the months since Fall Board in October have been both hectic and slow. How is that possible? The hectic was mostly personal, with my husband’s emergency surgery and subsequent recovery and slow because I was confined to the house as a nurse! While the time seemed to creep some days, it became a blur of waking, sleeping, and waiting on the “patient.” IAAP took a bit of a backseat to personal needs for about six weeks.

Since the Fall Board Report, I have participated in two telephone conference calls with the Southeast District Director. I was not available to participate in the February call. A synopsis of the topics of those calls include:

• Some members are still questioning the dues increase amendment and the parliamentary method for the action.
• Discussion of the real “disconnect” between HQ and the general membership population. Participants of call are glad HQ did survey hope it’s taken “to heart”.
• Tia Theriaque - this is still being discussed throughout the Southeast.
• One division had three certification sites…have been cut to only one. This means members who want to take the exam will need to travel and stay overnight due to the exam location.
• Some feel they are not getting information in a timely manner.
• Member have voiced frustration with the HQ website to the point they rarely use it because it’s difficult to navigate and time consuming and cannot find information…the use of the Library “search words” does not find information.
• Monthly chapter Statistics Reports and the Active Member Roster Links still not available on the Website.

I met with staff at the Holiday Inn in Bowling Green, Kentucky regarding Annual Meeting in June. I very much appreciated Mary Lou Tipgos CPS attending that meeting with me. She was instrumental in getting several questions answered that I would have missed. Thank you, Mary Lou!

I completed the Avery Great Results Application. This was distributed to the Board for review prior to submission. A few additions from the Board were noted and included.

A list of the CPS and CAP recipients since July of 2008 was forwarded to the Certification and Education Chair. I also signed and mailed the contract with Coach Micheal Burt for the Annual Meeting Seminar.

Strategic Plan Committee meeting in Central City – I thought since we covered the Strategic Plan in the large group and in a thorough manner the past several years, it was expedient and sufficient to have the Committee review the Plan and suggest to the membership  any changes. A few changes will be made in the proposed plan to be presented at Winter Board.

From a suggestion at the Board Planning Retreat, I researched online fundraising opportunities. I signed up with Current Fund Raising for the Division to receive 50 percent of the cost of each item sold through the online program (http://currentfun.com/). As the Treasurer will report, we did receive a check from Current Fund Raisers for the proceeds of the online fundraising effort. The only complaint so far expressed to me is the limited selection of products. Simply put, these are the products they are willing to allow us to purchase where Current receives only 50 percent of the sale price. This does limit the number of items available for purchase to receive credit. The items do change periodically, however, so continue to check for new and different selections.

In mid February I mailed nine corporate packets to companies in Kentucky. To date, I have not received a response from any of them. I will be mailing letters and brochures and visiting in Bowling Green prior to Annual Meeting and hope I can make some contacts there for possible membership and for attendance at one or both of the Annual Meeting seminars.

I am excited and thrilled to report that the Chapters have been forward thinking and have been using the Power of Commitment and taking the dares to introduce others to IAAP. We have several new members since the beginning of this year and I have been ecstatic at each new membership roster. Not just because a number was recorded, but because we have a brand new opportunity to get to know and network with another administrative professional. We also have the opportunity to share our skills and experience with that person. How truly exciting that is and will continue to be. Again, thank you for including me in so many of your activities and accomplishments (including those who passed the CSP and/or CAP exams and received degrees!). Thank you for continuing to work so diligently to promote IAAP. It has been a year of Sunrise Thinking!!

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President Elect Report
Jacky Ammerman CAP

• Successfully solicited a $500 corporate sponsorship from Toyota.
• Drafted a Corporate Sponsorship Opportunity form/guideline for use by KY Division- will review with leaders at Winter Board.

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Vice President Report
Julie Lee

No update

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Meeting Minutes
Penny Weller CPS

MINUTES OF THE FALL BOARD MEETING

Paroquet Springs Conference Center

 Shepherdsville, KY

 October 24, 2009

CALL TO ORDER

President Wanda Hart CPS/CAP called the meeting to order at 8:55 a.m.  

INTRODUCTIONS

President Hart thanked Ms. Jacky Ammerman CAP for her presentation last night on Networking and Social Websites. Those seated at the Head Table were then introduced and President Hart also acknowledged Past Kentucky Division Presidents in attendance, Debbie Hooper CPS 2007-2008, Alice Schultz CPS 2005-2006, Kay Hays CAP 2004-2005, Dottie Everly CPS 1990-1991, and Jo Stratton CPS, PRP 1971-1972.

ROLL CALL

Secretary Penny Weller CPS called the roll.  The following members responded, constituting a quorum. 

APPROVAL OF AGENDA

Gloria Stewart CPS/CAP, Paducah-Ky Lake Chapter, made the motion to adopt the agenda as presented. There was a second and the motion was approved.

APPROVAL OF MINUTES

President Hart announced the 2009 Annual Meeting minutes were approved and signed by both Immediate Past President Mary Beth Shera CAP and President Hart.

Alice Schultz CPS, Northern Kentucky Chapter, made the motion to approve the minutes of the Joint Board of Directors held June 7, 2009. There was a second and the minutes were approved as corrected.

REPORTS OF OFFICERS

The report from President Hart was posted online and additional copies were made available for those in attendance. The report included details about the activities of the division over the past three months. Also of note was the general consensus of the attendees of the Officers Retreat in September that education and membership awards would not be presented this year.

President-Elect Jacky Ammerman CAP had no report.

Vice President Julie Lee had no report.

Secretary Penny Weller CPS had no report.

Treasurer Laura Dziekonski made the motion for approval of the financial report as presented. There was a second and the report was approved.  Treasurer Dziekonski reported the division membership as of 8/31/09 was 196 and as of 9/30/09 was 198. On behalf of the Finance Committee, Treasurer Dziekonski made a motion that the proposed 2009-2010 budget be adopted as presented and that Treasurer Dziekonski be granted the authorization to pay bills, as submitted, if the amounts are within the budgeted amounts. The motion was adopted.

REPORTS OF CHAPTER PRESIDENTS

Reports from Chapter Presidents were either posted online and/or handouts were made available at the meeting, plus verbal reports were given. There were no reports from the Audubon and Northern Kentucky chapters.

REPORTS OF STANDING COMMITTEES

Debbie Hooper CPS/CAP presented the Certification & Education Committee report. It was also posted online.

Gloria Stewart CPS/CAP presented the Nominations Committee report. It was also posted online and handouts were available at the meeting. Nominations for Division Officers for 2010-2011 must be postmarked or dated by March 1, 2010.

Kay Hays CAP, Chair of the Wilma Yeary APOTY Committee, announced that Jean Stegmann CPS will assist her with this responsibility.

REPORTS OF SPECIAL COMMITTEES

Joyce Jewell CPS, 2009 Annual Meeting Coordinator, announced the final registration for the 2009 Annual Meeting Seminar was 25 full and 8 partial registrations.

Kay Hays CPS, on behalf of the Audit Committee, made the motion to adopt the 2009 Audit report for the period July 1, 2008 to June 30, 2009. The motion was adopted. Ms. Hays asked that attention be paid to the committee’s recommendations as stated in the report.

Jacky Ammerman CAP, Kentucky Division Webmaster, announced that handouts from last night’s training have been posted online. There will not be a rate increase for the web site.

The report from Jo Stratton CPS, PRP, Member at Large Liaison, was available online and handouts were provided at today’s meeting.

REPORTS OF SPECIAL APPOINTEES

Kay Hays CAP, 2010 Annual Meeting Coordinator, on behalf of the Annual Meeting Committee made the motion to adopt the 2010 Annual Meeting budget. The motion was adopted. Ms. Hays distributed to Chapter Presidents copies of the Kentucky Division’s Annual Meeting Procedures Manual. Changes will need to be made due to the revised structure of the committee. This year assignments are as follows: Hospitality-Hopkinsville; Friday Night-Northern Ky.; Luncheon-Paducah-Ky Lake; Banquet-Louisville; Sunday’s Joint Board Meeting-Bluegrass.

Jean Stegmann CPS gave a verbal report for the Retirement Trust Foundation. The White Elephant sales at each of the division meetings has been fun and successful.  She reminded everyone who brought or bought an item to put their names in for a special drawing at each meeting.

NEW BUSINESS

President Hart announced the resignation of Susan Lannan CPS/CAP as Chair of the Strategic Planning Committee and that Cheri Collins CPS/CAP, MOUS, has graciously agreed to chair the committee. Jacky Ammerman CAP made the motion to approve Cheri Collins CPS/CAP, MOUS as Chair of the Strategic Planning Committee. There was a second and the motion was approved.

GOOD OF THE ORDER

President Hart and Treasurer Dziekonski both thanked the membership for sending them as delegate and alternate, respectfully, to the International Education Forum and Annual Meeting. President Hart’s report provided handouts of her report at today’s meeting and Treasurer Dziekonski’s report was posted online.

Alice Schultz thanked Jacky Ammerman for pulling together the Division’s holiday cookbook. 

ANNOUNCEMENTS

Current fundraising kits will be mailed to Chapter Presidents. This online fundraising will replace the chapters’ baskets silent auction previously conducted at our annual meetings. Be sure to put Kentucky in the state blank, and KY DIV IAAP in the organization blank on your orders.

Deadline for Skylines submissions to President-Elect Ammerman is Monday, October 26, 2009.

The members-at-large meeting is tentatively scheduled for November 6-7 at Georgetown Country Inn and Suites.

The Kentucky Division Winter Board Meeting will be held March 19-20, 2010 at General Butler State Park in Carrollton. Registration forms will soon be available online.

The Kentucky Division Annual Meeting will be held June 4-6, 2010 at Bowling Green Holiday Inn and Convention Center in Bowling Green.

President Hart encouraged members to pursue the Member of Excellence award this year. More chapters are well on the way to becoming a Chapter of Excellence this year.

The deadline for proposed amendments to Division Bylaws is March 1 and should be sent to Vice President Julie Lee.

Headquarters has begun the Gift Program, wherein you can purchase a membership online as a gift. Feel free to ask any of the division officers for more information or visit the HQ site.

Members were reminded that well in advance of their due date, they can pay membership dues online at current rates before the dues increase takes effect January 1, 2010. There are also some package discounts for advance registrations to attend the 2010 EFAM.

ADJOURNMENT

There being no further business to come before the board, President Hart adjourned the meeting at 9:50 a.m.

Penny Weller CPS

Secretary

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Treasurer
Laura Dziekonski

Financial Report (print attached document)

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Immediate Past President
Mary Beth Shera CAP

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Chapter Reports

Blue Grass Chapter Report
Rebecca Lucas, Chapter President

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Hopkinsville Chapter
Linda Durham CPS/CAP, Chapter President

The Hopkinsville Chapter has added one new member.  This brings our total to date to two new members and one reinstatement.

Three members attended the Fall Membership Forum & Board Meeting.

Our Program Committee has presented programs on using Microsoft Outlook and Marketing.  Six members walked in the Heart Walk this year and in June we will participate in the Relay for Life.

An evening seminar has been planned for Tuesday of Administrative Professionals Week and members have been out inviting other administrative professionals to this event.

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Louisville Chapter
Reba Baldwin, Chapter President

• Penny Weller obtained her CAP certification in December 2009.  Congratulations to Penny.
• Former member, Helen Barnes, died in December.\
• We have had four new members that have joined over the past several months.  Welcome to all!
  • Rodnita Allen
  • Brooke Ballard
  • Janice Johnson
  • Rebecca Middleton (pending receipt of check at HQ)
• Kimberleigh Deignan, Vice President, resigns due to personal problems.  Joan Cooper, CPS is appointed as Vice President for remainder of the year.
• April 19, 2010 - Louisville Chapter APW Event 

Chasing Porcupines: How to Work with Prickly People
presented by Steve Iwersen
and
Fashion Stylist Wendy Anguiano

• CPS/CAP testing will be held at Sullivan University, Louisville, KY on May 7-8, 2010.

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Northern Kentucky Chapter
Alice Schultz CPS, Chapter President

• New member: Kim Trout
• Sold Entertainment Books as a fundraiser
• Plan to have informative meetings during AWP
  • April 19th – Lawrenceburg, Indiana
  • April 20th – Boone County, Kentucky
• Secured speaker for Annual Meeting o Bowling |Green Community College

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Paducah - Kentucky Lakes Chapter
Gloria Stewart CPS/CAP, Chapter President

• Installed two new members at February meeting, with prospects of possibly two or three more.
• Membership drive was held in November, with the program being titled “Disaster Preparedness.”  We are continuing our membership recruitment drive by sending flyers to area businesses, and distributing them among our members to encourage them to “invite, invite, invite".
• The chapter is helping one of the area churches in collecting empty prescription bottles (labels removed) to send overseas to the soldiers in Iraq. 
• We have started having our own “White Elephant Sale” at chapter meetings (where feasible).  This is starting to catch on.  We made $31.00 on our first sale.
• The chapter is collecting empty ink cartridges, and (with Jean Stegmann’s help) we have collected around $120.00.
• Our March program was on “Social Networking” with demonstrations on Twitter and Facebook.
• The Paducah-KY Lake Chapter now has a Facebook group:   IAAP – Paducah-KY Lake Chapter.
• Our Administrative Professionals Week event will be held on April 15th at the Maiden Alley Theater in Paducah, with a movie (Up in the Air, starring George Clooney) and social, complete with hors d’oeuvres.  More details will be available soon, and the announcement will be sent to Jacky for posting on the web.

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Standing Committee Reports

Bylaws & Standing Rules Committee
Julie Lee
Members:
Advisors: Dottie Everly CPS, Jacky Ammerman CAP

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Certification & Education Committee
Pam Cradic CPS

Members: Debbie Hooper CPS, Pam Hogge

Annual Meeting Speakers Update

1. Debbie Hooper has secured our speaker for the Annual Meeting.
1. Michael Burt will present his workshop “This Ain’t No Practice Life” as our main seminar.
2. Laura Dziekonski has secured our Awards Luncheon speaker. 
1. Dr. Sue Sroda.  Her topic will be International Communication.

 Recognition of the CPS/CAP and Recertifications for 2009:

CPS Recipients
Eleisa Mason...........5/2/09......Louisville Chapter
Laurie Pardieu.........5/2/09......Louisville Chapter  
Pamela Hogge.........11/7/09... Blue Grass Chapter
Rebecca Lucas........11/7/09... Blue Grass Chapter
Terry Keown...........11/7/09....Blue Grass Chapter

CAP Recipients
Debra Boyd...................CAP...........5/2/09......Louisville Chapter
Meoldy Grapperhaus.....CPS/CAP...5/2/09......Louisville Chapter
Barbara Lay..................CPS/CAP...5/2/09......Louisville Chapter
Rhonda Jones................CPS/CAP...5/2/09......Louisville Chapter
Penny Weller.................CAP...........11/7/09....Louisville Chapter

Recertifications through 12/31/09
Juanita Trimpe, CAP......11/3/09.......Northern Kentucky
Jean Stegmann, CPS......7/6/09.........Paducah-Kentucky Lake

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Finance Committee
Laura Dziekonski

Members: Wanda Hart CPS/CAP, Mary Beth Shera CAP

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Membership Committee

Juanita Trimpe CAP

Membership

We currently have 206 members in the Kentucky Division. This is a gain of 4 members since June 2009.

 

MAL (Southeast District)

There are also several Kentucky residents who are Southeast District Members at Large.

 

Recruiting and Retention

With regard to retaining and recruiting members, members who have been IAAP members for less than a year were contacted. Along with a welcome message, they were asked if their membership is what they expected; if they are getting out of their membership what they need. We want to know if they feel their membership is relevant, and helping them to further their careers. There was minimal response.

 

One respondent said someone made a presentation about IAAP to the company. This member said they were using their membership; liked Office Pro; and is planning to pursue certification, even while working on a degree.

 

We encouraged new members to contact KY officers and other members if they have any questions, or need other information.

Past Members

Contact was also made to a few members who did not renew their membership to find out if we could help them, and what would encourage them to rejoin if their circumstances changed. No responses were received.

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Nominations Committee
Gloria Stewart CPS/CAP

 Members: Dottie Everly CPS, Pam Hogge

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Strategic Plan Committee
Cheri Collins CPS/CAP/MOS

DRAFT Strategic Plan 2010 - this revised document will be presented for approval at Winter Board.

The Strategic Plan Committee met on February 13, 2010. We discussed bylaw issues that would help the Division run more in compliance with the Strategic Plan. We submitted two bylaw changes to the Bylaws and Standing Rules Committee before the March 1 deadline. We also reviewed and revised the Division Strategic Plan. This Plan will be presented for approval to the Board of Directors at our Winter Board Meeting in March.

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Wilma Yeary Award Committee
Kay Hays CAP
Members: Jacky Ammerman CAP, Gloria Stewart CPS/CAP,

Ex officio member: Wilma Yeary CPS/FLMI

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Special Committee Reports

Administrative Support Skills Task Force
Gail King CPS

Members: Wilma Yeary CPS/FLMI, Joyce Jewell CPS, Jo Stratton CPS RPR, Jacky Ammerman CAP, & Evelyn Bowles CPS/CAP

Administrative Support Skills Task Force REPORT (print attachment)

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Marketing Committee

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Past Presidents Council
Mary Beth Shera CAP

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Procedures Manual Committee
Suzanne Stimson CPS

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Webmaster Report
Jacky Ammerman CAP

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Special Appointee Reports

Kentucky Division Annual Meeting Coordinator (June 2010)
Kay Hays CAP

• Report - the document contains graphics and formatting that were not compatible with posting in this page format

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Parliamentary Advisor
Dottie Everly CPS

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Retirement Trust Foundation (RTF)
Jean Stegmann CPS

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Member At Large Liaison
Jo Stratton CPS/PRP

• As Kentucky Division Members-at-Large (MAL) Liaison, it is this member's mission and responsibility to see that every Member-at-Large (MAL) has information, opportunities, and involvement to the extent that she/he wants.  This includes D-MALs (Division Members-at-Large) and A-MALs (Association members living and/or working in Kentucky who are not members of a chapter or a division).

   

  The Liaison has been conducting an ongoing review of roster information from Headquarters, comparing listings for indicated follow-up action.  The Division President then wrote "welcome" messages to new members, after which the Liaison followed up.  Recently, the Headquarters roster of A-MALs became inaccessible to us, so we can get only names and cities, not contact information.  The Liaison will continue to count such members as "Unable to Contact."  The Liaison writes to non-renewals, wishing them well and inviting them to rejoin. 

   

  The MAL meeting scheduled for November 6-7, 2009, was canceled because of insufficient registration. 

   

  Statistics, Members-at-Large

  Members, October 14, 2009 (corrected) Additions Deletions  Members, February 27, 2010

  A-MALs 36   2   0 38

  D-MALs 20          1          0        21

   

   

  Communication with Current MALs

   

  Current Members Communicate with via E-Mail Communicate with via Mail Unable to Contact Not Interested MAL Liaison

  A-MALs *    38 **        34          0          3          1

  D-MALs     21 ***      17        2          1        1

   

                                                                                                                                                                

              *       The Headquarters roster of A-MALs is no longer accessible to us, so we cannot get contact information.

              **    As of January 28, 2010

              ***  As of February 27, 2010

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Historian
Debbie Hooper CPS

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Delegate & Alternate Report - EFAM

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