KY Division Meeting

President Mary Beth Shera CAP welcomed everyone to the 2008 Fall Membership Forum and Board Meeting. She introduced Pam Cradic CPS, a member of the Louisville Chapter and the Kentucky Division Education and Certification Chair, to lead Part 2 of “Putting Your Strengths to Work.”

Welcome and Introduction of Seminar

After the seminar, the President declared the assembly in recess for lunch until Noon.

Recess

President Shera called the meeting to order at Noon with a quorum present. She introduced those seated at the head table and recognized the following Past Division Presidents in attendance: Susan Lannan CPS/CAP, Jo Stratton CPS/PRP, Gail King CPS, Wilma Yeary CPS/FMLI, and Dottie Everly CPS. Also introduced was first-time attendee Pam Hogge from the Bluegrass Chapter.

Call To Order and Introductions

Secretary Cristy Poindexter called the roll. The following members responded, constituting a quorum.

Roll Call

	2008-2009 Board of Directors
President	Mary Beth Shera CAP	Present
President-Elect	Wanda Hart CPS/CAP	Present
Vice President	Jacky Ammerman CAP	Present
Secretary	Cristy Poindexter	Present
Treasurer	Laura Dziekonski	Present
Audubon	Theresa Morris	Absent
Blue Grass	Pam Hogge	Present
Hopkinsville	Buffy Gaddis CPS/CAP	Present
Louisville	Reba Baldwin	Absent
Northern Kentucky	Julie Lee	Absent
Paducah-KY Lake	Gloria Stewart CPS/CAP	Present
Member at Large	Elnora Shelby CPS	Absent

President Shera stated that a copy of the Agenda was made available to the Board and the Assembly. Pam Hogge made a motion to adopt the agenda as presented. The motion was seconded and approved.	Adoption of Agenda

The minutes of the Joint Board of Directors Meeting held June 8, 2008, and the minutes of an Interim Board Meeting held on August 23, 2008, were made available to the Board prior to the meeting. The minutes were approved as presented.	Approval of Minutes

President – Mary Beth Shera CAP reported on the Kentucky Division Impact Meeting in Frankfort, the Division and Chapters participating in the Pathways to Excellence program, and the letters she has sent to community colleges to promote IAAP.

Reports of Officers

President-Elect – Wanda Hart CPS/CAP reported that the Division and Chapter rosters were distributed. Any changes should be submitted to her in writing. She stated that there are several incorrect e-mail addresses on International’s website, which was discovered when she sent the fall edition of Skylines. Members were asked to make sure that their information was correct before the spring edition is sent.

Vice President – Jacky Ammerman CAP reported that her report was provided on the Division website and that there were no additions.

Secretary – Cristy Poindexter had no report.

Treasurer – Laura Dziekonski presented the Statement of Condition, which will be filed for audit.

Dziekonski presented the Division Annual Meeting financial report. She stated that in accordance with Kentucky Division Standing Rule No. 14. A., any profit realized or loss incurred as the result of business functions shall be the income or expense of the Division. A motion was made by Dziekonski to approve the financial report as presented. The motion was seconded and approved.

As of October 16, 2008, membership in the Kentucky Division totaled 225 as follows: Students – 3; Paducah-Kentucky Lake – 33; Northern Kentucky – 15; Louisville – 95; Hopkinsville – 20; Bluegrass – 32; Audubon – 2; and Division MALs – 25.

The Finance Committee submitted to the Board, via e-mail, a proposed 2008-2009 budget and the request to grant the Treasurer the authority to pay bills as submitted if the amounts are within the budgeted amounts. A copy of the budget is filed with these minutes. The budget was approved by e-mail vote on October 9, 2008, with 8 votes in the affirmative and 0 votes in the negative. A motion was made by Dziekonski to ratify the budget as approved via e-mail on October 9, 2008. The motion was seconded and approved.

2008 Division Annual Meeting Financial Report Approved

Ratification of Board Action Approving 2008-2009 Budget

Written reports from Chapter Presidents were made available on the Division website prior to the meeting. Presidents in attendance presented a two-minute report of their Chapter’s activities. Jean Stegmann CPS was appointed as official timekeeper. Reports were presented by Bluegrass Chapter President Pam Hogge, Hopkinsville Chapter President Buffy Gaddis CPS/CAP, and Paducah-Kentucky Lake Chapter President Gloria Stewart CPS/CAP.

Reports of Chapter Presidents

Education/Certification – Pam Cradic CPS stated that she was waiting on the approval from Headquarters for CEUs for today’s seminar. She felt there would not be a problem since CEUs were awarded for Part 1.

Cradic reported that CEUs or recertification points were not approved for the parliamentary study since there were no beginning and end dates. The development of a parliamentary resource group within the Division will provide benefits to the individuals as well as IAAP.

Reports of Standing Committees

Nominations – Wilma Yeary CPS/FLMI reported that the Nominating Committee's notification concerning nominations for Division Office will be submitted to Chapter Presidents and MALs by November 1. Nominations must be submitted to the Committee by March 1. Two more members from different Chapters are needed for this Committee.

Strategic Plan – Susan Lannan CPS/CSP reported that the Strategic Plan was available on the Division website. It will be reviewed at the Winter Membership Forum and Board Meeting on March 21, 2009. Members were asked to review the Plan prior to this meeting.

Wilma Yeary Award – Jean Stegmann CPS reported that the rules from the prior year are still in effect. Notice of when to submit applications will be communicated at a later date.

Administrative Skills Task Force – Gail King CPS reported that three new members have been added to this Committee: Jo Stratton CPS/PRP, Jacky Ammerman CAP, and Evelyn Bowles CPS/CAP. Existing members are Gail King CPS, Wilma Yeary CPS/FLMI, and Joyce Jewell CPS.

Reports of Special Committees

2008 Annual Meeting Coordinator – Jean Stegmann CPS stated that the 2008 Annual Meeting lost money, which was to be expected due to the circumstances involving the hotel. She was pleased to report that comments were favorable.

2008 Audit Committee – On behalf of Marion Hale, Laura Dziekonski presented the 2008 Audit report, a copy of which is filed with these minutes. She was pleased to report that the records provided an accurate statement of the Division’s financial condition as of June 30, 2008, and the receipts and payments for the period of July 1, 2007 to June 30, 2008. The Committee made the following recommendations:

Each receipt of funds be listed separately, instead of by category, on the Statement of Condition.
Items submitted for reimbursement should not be combined for payment. Each request for reimbursement should have its own payment.

On behalf of the Audit Committee, a motion was made by Dziekonski to approve the Audit report as presented. The motion did not require a second and was approved.

2008 Audit Report Approved

Webmaster – Jacky Ammerman CAP stated that her report was provided on the Division website and that there were no additions.

2009 Annual Meeting Coordinator – Joyce Jewell CPS presented the budget for the 2009 Kentucky Division Annual Meeting. A copy of the budget was made available on the Division website and is filed with these minutes. Jewell stated that the budget is conservative because of the economy. A speaker has not yet been selected. On behalf of the Annual Meeting Committee, Jewell made a motion to approve the budget as presented. The motion did not require a second and was approved.

Reports of Special Appointees

2009 Annual Meeting Budget Approved

Parliamentary Study– Jo Stratton CPS/PRP commented that 13 of the 26 members participating in the self-paced parliamentary study were in attendance. A pre-test and introduction to General Robert have been provided; the first lesson on basic principles will follow.

Old Business

Parliamentary Study

President Shera stated that at the Interim Board Meeting on August 22, the Board discussed the Division being responsible for the planning of the Division Annual Meetings beginning in 2010. It was felt this would make it easier on the host Chapter and be cost effective.

After considerable informal discussion, an Ad Hoc Committee was formed to develop a detailed proposal for the Division to take over the planning for the Annual Meeting beginning in 2010. The Committee will be comprised of the following members:

Wanda Hart CPS/CAP, Kentucky Division President-Elect, Chair
Jacky Ammerman CAP, Kentucky Division Vice President
Laura Dziekonski, Kentucky Division Treasurer
Gloria Stewart CPS/CAP, Paducah-Kentucky Lake Chapter President
Dottie Everly CPS, Member at Large and Past Kentucky Division President
Pam Cradic CPS, Chair of Kentucky Division Education and Certification Committee

Action will be taken on the Committee's proposal at the Winter Board Meeting. The Committee will present its proposal to the Board for review prior to that meeting. It was suggested that members use the Division website to share ideas for the Ad Hoc Committee to consider.

New Business

Annual Meeting Ad Hoc Committee Formed

A ten-minute session was allowed for Good of the Order. Jean Stegmann CPS served as timekeeper.

Good of the Order

President Shera showed a video for the 2009 International Convention and Education Forum and made the following announcements:

Announcements

March 9-11, 2009: Spring Education Conference, Nashville, TN
March 20-21, 2009: Winter Membership Forum and Board Meeting, Elizabethtown, KY
June 5-7, 2009: Kentucky Division Annual Meeting, Ramada, Inn, Lexington, KY
July 26-29, 2009: International Convention and Education Forum, Minneapolis, MN

The meeting adjourned at 1:20 p.m.

Adjournment

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Immediate Past President
Debbie Hooper CPS

.

Chapter Reports

Blue Grass Chapter Report
Pam Hogge, Chapter President

As of March, the Blue Grass Chapter has 29 active members. We are focusing on our membership and quality education programs that benefit the admins professional development.

Our chapter is striving to reach the Chapter of Excellence designation for 2009. Currently we have completed 9 criteria:

One member has earned CAP Certification;
Signed Chapter of Excellence Agreement;
Published at least 6 newsletters;
Published meeting calendar;
Officers participated in IAAP Leadership Event;
Sent a delegate to KDAM and (proxy) to International Convention;
Three (3) chapter members serve on division board;
Sponsored a Professional Development Seminar;
Submitted an Avery Chapter Awards application.
(In progress) On target to have 60% of our chapter meetings offer certification points;
(In progress) Membership Impact Meeting is scheduled for April 30;
(In Progress) Plan a new member orientation program; One more member meets the net increase; and
(In Progress) Working on a member/interest survey.

The chapter has a busy spring ahead as we are making plans for the 2009 Kentucky Annual Meeting in Lexington. We look forward to it and hope many of the KY IAAP members plan to attend.

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Hopkinsville Chapter
Buffy Gaddis CPS/CAP, Chapter President
Career Action with IAAP

Members participated in several community service projects this year. We participated in the 2009 Christian County Heart Walk on Saturday, February 28 for the American Heart Association. We plan to participate in the American Cancer Association’s Relay for Life annual event.

The Ways and Means Committee raised $225.50 at the Annual Christmas Auction in December. All proceeds of the auction go to help fund the Dean Boggess Memorial Scholarship.

We have two members attending the Kentucky Division Winter Membership Forum and Board Meeting on March 20 & 21 in Elizabethtown, Kentucky.

The Program Committee hosted two seminars this year that were approved for CEUs. Beverly Poole presented a one-hour seminar entitled “Encouragement Changes Everything.” Pam Cradic CPS presented a one-hour seminar on “Putting Your Strengths to Work.” In March, we were also pleased to have Mary Beth Shera CAP, 2008-2009 IAAP Kentucky Division President, present our monthly program entitled, “Leadership and Development Opportunities in IAAP”.

The Administrative Professionals Week® (APW) Committee has planned a luncheon and seminar on Tuesday, April 21. Fred Landiss, from F&M Bank in Clarksville, will present a one and a half hour seminar entitled, “Chicken Salad Strategies” at the BB&T Bank in Hopkinsville. We look forward to a successful APW.

So far, one member is planning to attend the International Convention in Minneapolis, MN.

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Louisville Chapter
Reba Baldwin, Chapter President

Administrative Professionals Week will be celebrated by the Louisville Chapter with the following lunch and seminar:

Administrative Professionals Day
“Excellence in Action”
April 21, 11:00 am – 4:00 pm
University Club, Louisville, KY
All are invited, please see Louisville Chapter website:
www.iaap-louisville.org for details and registering

Louisville Chapter assisted Brown Mackie College in becoming an associate member of IAAP
Louisville Chapter has partnered with Sullivan University for the CPS/CAP testing: May and November 2009 testing will be at Sullivan University
Louisville Chapter is updating the chapter’s strategic plan
IMPACT Meeting was held on February 12, 2009. Mary Beth Shera, Division President was our featured speaker.
Member survey to be sent to all members in April
Scholarship Letters were mailed to high schools and colleges January 31, 2009
Six members of the Louisville Chapter received CPS/CAP certification:

Lauren White, CAP
Melody Grapperhaus, CPS
Barbara Lay, CPS
Debbie Hilbert, CPS
Mary Ransdell, CPS
Rhonda Jones, CPS
Penny Weller appointed Nominating Committee Chair
PR/Publicity Chair, Susan Lannan resigned in December

Northern Kentucky Chapter
Julie Lee, Chapter President
Motivating Each Other To Excel!

Marketing Plan

Web Site – http://www.iaapnky.com Sheila Leavitt, Web Master.
Chapter voice mail number posted on all marketing material.
Marketing Packets. Folders that contain IAAP brochures and information regarding the Northern Kentucky Chapter mailed to prospective members.
Announce monthly meetings on community news publications.
Our newsletter, Turf Tracks, is being produced with Julie Lee as editor.

March edition to be published the week of 3/23.

Annual Fundraiser – Entertainment Books

Increase Membership & Improve Retention

Encourage members to come to meetings via e-mail, snail mail and yearly phone calls.
Distribute Marketing Packets
Current membership as of March 10, 2009 is 15.

Foster Development of Leadership Skills

Encourage members to be present at IAAP meetings.
Encourage members to present programs at companies on behalf on IAAP.
Encourage members to be active on committees.

Promote Career Development and Education Opportunities

Encourage CPS/CAP Testing

Northern Kentucky member Sheila Shields CPS recently received her recertification!

Monthly meeting topics and programs to broaden knowledge base

Addendum:

Our Administrative Professionals Day event will be Tuesday, April 7^th at the Main Boone County Library. We will have an educational presentation from Street Wise worth one certification point and a catered lunch. Let me know if you are interested in attending.

The Northern KY Chamber of Commerce is providing an event for Admin. Professional week, as well. The date is 4/22; place is The Gardens of Park Hills; Cost is $15.00. The speaker is Courtney French, the scheduler for KY Governor Beshear. More information can be found on the Chamber’swebsite:http://www.nkychamber.com/cwt/External/WCPages/WCEvents/EventDetail.aspx?EventID=506. Alice Schultz CPS, Paula Zechella and Julie Lee will attend the Northern KY Chapter of IAAP booth at this event. Alice Schultz CPS will bring updated brochures to the next meeting. These brochures will be available at the booth.

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

Open House was hosted on February 17th in conjunction with West Kentucky Community and Technical College. A free seminar on preparing a personal webpage was offered.

The chapter is looking forward to hosting an Office Professionals’ Night Out on April 21, 2009. This year’s program will be Kent Radar, well-known comedian and motivational speaker, with the topic being “Laughter Matters.” We will be applying for one recertification point for the seminar.

Pathways to Excellence – The chapter is aggressively seeking the Chapter of Excellence award. We have 10 points to date, with distinct possibilities of achieving the remaining 4 points.

Our program committee has wonderfully planned educational and special interest programs for the remainder of the year. A list is available upon request.

Pathways to Excellence – We have two who are interested in applying for Member of Excellence.

Member retention efforts have included member interest surveys using www.surveymonkey.com; contact with members as their membership expires; and the implementation of a new-member orientation program.

Our webmaster continues to collect information for our website.

Standing Committee Reports

Bylaws & Standing Rules Committee
Jacky Ammerman CAP
Members: Julie Lee, Pam Cradic CPS, Joan Cooper CPS, Margaret Ramage CPS
Advisors: Jo Stratton CPS PRP & Wanda Hart CPS/CAP (ex officio)

Will discuss/present information at Winter Board regarding amendments that may be proposed at KDAM. Current working/bashing draft is available on the blog on the page created for the Bylaws and Standing Rules Committee.

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Certification & Education Committee
Pam Cradic CPS

Members: Donna Brown CPS/CAP, Sheila Shields CPS

The Education/Recertification Committee will be swinging into high gear. We have a lot on our plate as we prepare to meet our goals in the Division of Excellence criteria and the certifications/recertifications that have happened thus far.

Our Division President is preparing a wonderful seminar for the Winter Board Meeting, which matches up perfectly with our Strengths training.

Happenings...
I had an opportunity to take my show on the road (so to speak) when I visited the Hopkinsville chapter last month to deliver the first of our two Strengths training seminars. I cannot say enough great things about this wonderful group of dedicated IAAP professionals. They are role models for sure. I'm happy to assist in facilitating this seminar/information to any of the other chapters should the opportunity present itself. In these trying economic times, knowing your strengths and how to harness them could be the key factor needed to accelerate your career.

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Finance Committee
Laura Dziekonski

Members: Mary Beth Shera CAP, Debbie Hooper CPS, Jean Stegmann CPS

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Membership Committee
Alice Schultz CPS

No updates at this time

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Nominations Committee
Wilma Yeary CPS/FMLI

Members: Dottie Everly CPS, Debbie Hooper CPS

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Strategic Plan Committee
chair tbd

Strategic Plan - due to the complexity of this document, it is provided as a separate document. Please access the link for the most current version on this document.

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Wilma Yeary Award Committee
Jean Stegman CPS
Members: Kay Hays CAP, Jacky Ammerman CAP, Wilma Yeary CPS (ex-officio member)

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

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Marketing Committee
Alice Schultz CPS

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Past Presidents Council
Kay Hays CAP

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Procedures Manual Committee
Suzanne Stimson CPS

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Webmaster Report
Jacky Ammerman CAP

Website stats:

Statistics

SEP

OCT

NOV

DEC

JAN

FEB

Unique visits
535

743

738

524

548

570

# pages viewed per visit
1.74

1.59

1.52

1.30

1.8

1.52

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Annual Meeting Procedures Ad Hoc Committee
Wanda Hart CPS/CAP

The meeting of the Ad Hoc Committee, formed to explore Annual Meeting procedures, was held at Hopkinsville, Kentucky, on Saturday, January 17, 2009, at 10 a.m.

Present:
Dottie Everly, CPS
Gloria Stewart
Jean Stegmann, CPS
Mary Beth Shera, Ky Div President, CAP (ex officio)
Pam Cradic, CPS
Wanda Hart, Chair, CPS/CAP

Absent:
Laura Dziekonski
Jacky Ammerman CAP

The Committee discussed the decline in the number of Chapters and the decline in the number of members in those Chapters, and the stress related to hosting Annual Meeting while continuing to conduct Chapter business. Also discussed was the availability of Members at Large, who are sometimes not involved in Annual Meeting planning due to not being a Chapter member.

Discussion regarding the appointment of an Annual Meeting Coordinator concluded that a recommendation be made to establish a new Standing Committee called Annual Meeting Coordinating Committee.

It was decided that the Annual Meeting Procedures Manual would be updated to reflect any recommendations presented to the Board by this Committee, which are approved. It was the Committee’s decision that the duties of the current Annual Meeting Committees be included in the duties of the following current Division offices and the current Standing Committee:
            Division Secretary – Add the responsibility for Registration/Credentials Committee duties for Annual                             Meeting
            Division Treasurer – Add the responsibility for Finance Committee duties for Annual Meeting
            Division Certification and Education Committee – Add the responsibility for Division Annual Meeting                         Seminar Committee

It was the consensus of the Ad Hoc Committee that the Annual Meeting Coordinator be responsible for appointing the Chairs of any other committees deemed necessary by the Coordinator.

Based on the above discussions the following recommendation from the Ad Hoc Committee will be presented at Winter Board:

The Ad Hoc Committee concerning Annual Meeting recommends:

That a new Standing Committee be established titled Annual Meeting Coordinating Committee;

That the Coordinator be selected by the President-Elect during the Committee Chair selection prior to Annual Meeting and be approved by the Board of Directors, along with the other Standing Committee Chairs, at Annual Meeting;

That this appointment be made at the Annual Meeting one year prior to the year in which the Committee Chair will function as Annual Meeting Coordinator;

That the duties of the A.M. Finance Committee be added to the Kentucky Division Treasurer's duties;

That the duties of the Registration/Credentials Committee be added to the duties of the Kentucky Division Secretary;

That the duties of the Annual Meeting Seminar Committee be added to the duties of the Kentucky Division Certification and Education Committee;

That the Annual Meeting Coordinating Committee Chair be selected from designated regions of the Division (regions to be established later);

That the A.M. Coordinating Committee Chair be responsible for selecting the remaining committees and committee chairs as needed and desired. These committees may include: Arrangements/Hospitality, Banquet, Decorations, Exhibits, Open House, Printing, Program Book, Recognition Luncheon, and/or Sunday Breakfast;

That the President-Elect remain, as indicated in the current ByLaws and Standing Rules, as an advisor to the Annual Meeting Coordinator and as a liaison between the A.M. Coordinator and the Division President and/or Board of Directors; and

That the ByLaws and Standing Rules Committee, in conjunction with the Parliamentary Advisor, devise and present proposed amendments to the current ByLaws and Standing Rules at Annual Meeting in 2009 for the recommendations of this Ad Hoc Committee to become effective for the 2010 Annual

Thanks to all who were willing to serve on this Committee and who gave time and consideration to all these many changes. And, to Jo Stratton CPS, PRP, who served as consultant. It was all much appreciated!

Respectfully submitted,

Wanda Hart CPS/CAP
Ad Hoc Committee Chair

Special Appointee Reports

Kentucky Division Annual Meeting Coordinator (June 2009)
Joyce Jewell CPS

The Blue Grass Chapter is busily making plans for the Kentucky Division Annual Meeting to be held June 5-7, 2009. We are excited about the opportunity to be the hosts for this important meeting of the division.

We are placing our emphasis on education and are planning some great educational seminars starting with Marquesa Pettway who is a professional speaker, leadership consultant, and success coach on Friday afternoon! Those of you who were able to join the Blue Grass chapter in the fall to hear Marquesa know what a dynamic speaker she is. She is one you don’t want to miss hearing!!

The Ramada Inn Hotel & Conference Center is near shopping, restaurants, movies, downtown Lexington and many other places of interest. We still have more plans to put in place for this most exciting weekend in the Bluegrass!! Each of us looks forward to seeing each and every one of you in June!!

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Parliamentarian
Jo Stratton CPS/PRP

The Kentucky Division IAAP Parliamentarian has continued to be available to Division and Chapter leaders and members concerning parliamentary procedure and has been consulted on several occasions.

She also has continued with "Meet Mr. Robert," the parliamentary procedure course being taken by 26 members. Feedback from this effort has been positive. The Lessons released since Fall Board Meeting are:

            Lesson II   - "The Conduct of Business in a Deliberative Assembly"
            Lesson III -    "Description of Motions"
            Lesson IV -     Part One, "Meeting and Session"
                                    Part Two, "The Main Motion"
            Lesson V -      "Subsidiary Motions"

It is anticipated that Lesson VI will be released the last week in March.

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Retirement Trust Foundation (RTF)
Joan Cooper CPS

To date there has been $70.00 collected for the Retirement Trust Foundation from the Kentucky Division. The method of collection was half & half raffle tickets - the person who won the half & half at the Fall Board Meeting donated her half to the RTF - this made the total of $70.00.

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Member At Large Liaison
Elnora Shelby CPS

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Historian
chair tbd

Statistics	SEP	OCT	NOV	DEC	JAN	FEB
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