Kentucky Division Home Page

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IAAP Ky Division Fall Board Meeting - October 25, 2008

OFFICER REPORTS
President
President Elect
Vice President
Secretary
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
2009 Annual Meeting
2009 Annual Seminar
Parliamentary Advisor
Retirement Trust Foundation (RTF)
MAL Liaison
Historian

Officer Reports

President Report
Mary Beth Shera CAP
Excellence In Action

• Kentucky Division held a Leadership Meeting on August 23^rd in Frankfort.  Education/Certificaiton Chair, Pam Cradic CPS, led the workshop which focused on “Putting Your Strengths to Work”.
• Kentucky Division had an Impact Meeting on August 22^nd in Frankfort.  In addition to several board/committee members, two (2) guests attended.
• Kentucky Division Parliamentarian, Jo Stratton CPS/PRP is conducting a self-paced study course on parliamentary procedure. Eligible participants are all members of the Kentucky Division.
• Kentucky Division is participating in the Pathways to Excellence program. 
  • Three (3) KY Division chapters are also participating in this program: Louisville, Blue Grass, and Paducah-KY Lake.
• I am in the process of sending letters to the following community colleges to see if I can meet and discuss IAAP with their Office Technology programs:
  • Ashland Community & Technical College
  • Big Sandy Community & Technical College
  • Hazard Community & Technical College
  • Maysville Community &Technical College
  • Somerset Community College
  • Southeast Kentucky Community & Technical College

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President Elect Report
Wanda Hart CPS/CAP

• The fall edition of Skylines has been distributed and posted on the website.

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Vice President Report
Jacky Ammerman CAP

• I am participating in the self-paced study course on parliamentary procedure that is being provided by the KY Division Parliamentarian, Jo Stratton CPS PRP.
• Distribution of the most current rosters for KY Division, MALs and all chapters - completed 10/16/08.
  • Murray chapter disbanded in September 2008; Members transferred to KY Division MAL status. This change is reflected on the current rosters provided by HQ.
  • Investigation occurring with HQ regarding the active status of the Audubon chapter. HQ has omitted them from Kentucky Division's lineup of active chapters since 8/1/08.
  • The absence of a Louisville chapter president is reflected on the KY Division roster. Louisville chapter President and President Elect resigned their positions in late September. I have not yet received information on who shall replace those key positions.

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Meeting Minutes
Cristy Poindexter

Special Business Meeting 8/22/08

• A special called business meeting of the Board of Directors of the Kentucky Division of IAAP was held on August 22, 2008 at the Hampton Inn, Frankfort, Kentucky, for the purpose of discussing whether the Kentucky Division should assume the responsibility for the planning of Annual Meetings, beginning with 2010.
• Kentucky Division president Mary Beth Shera CAP called the meeting to order at 7:45 p.m. after ascertaining that a quorum was present.
• In the absence of secretary Cristy Poindexter, president Shera appointed Gloria Stewart CPS/CAP acting secretary.
• A lengthy discussion was held and the general consensus was reached to draft a motion as such for the Fall Board to review and act upon.
• The meeting was adjourned at 8:15 p.m.

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Immediate Past President
Debbie Hooper CPS

Thank you for the opportunity to have served as the 2007-2008 Kentucky Division President.  I feel fortunate to have worked with so many active and innovative-thinking members who continue to search for ways to grow our division and bring educational seminars to our members as well as prospective members.  

I attended the Kentucky Division Leadership Conference held August 22-23, 2008, in Frankfort, Kentucky. Pam Cradic CPS presented the seminar entitled “Putting Strengths to Work”, which was an excellent program.  

I attended the awesome Educational Forum in Lexington, Kentucky, September 26, 2008, hosted by the Blue Grass Chapter at the Lexington Downtown Hotel and Convention Center.  This was a full day of great speakers and presentations.  I especially enjoyed Marquesa Pettway who presented “The You Factor Experience”, Executive Coaching Session and “How to Apply What You’ve Learned”.  The day continued with great presentations by Sylvia Lovely, who spoke on “Everyday Heroes” and Tracy Foster with Office Team, who spoke on “How to Transform Your Career”.  It was well worth the money for all the information obtained and the hospitality was wonderful. 

Gloria Stewart CPS/CAP and I presented the “Putting Strengths to Work” program for the Paducah-Kentucky Lake Chapter’s October 21 membership meeting.  We obtained recertification points for the one hour program and had a good attendance with one guest.

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Chapter Reports

Blue Grass Chapter Report
Pam Hogge, Chapter President

• At our August meeting, the Blue Grass Chapter signed the commitment for Pathways to Excellence program.
• On September 26, at the Lexington Downtown Hotel and Conference Center, the Blue Grass Chapter hosted the “Maintaining Star Status in Today’s Office Environment” Education Forum.  Three women, outstanding in their field, shared their knowledge and insight with attendees: Marquessa Pettway, MLPSpeak; Sylvia Lovely, KY League of Cities; and Blue Grass Chapter member Tracy Foster-Allen, Office Team.
• In September, Tonya Estes was installed as the chapter secretary for 2008 – 2009.
• Jacky Ammerman, CAP continues to keep our chapter informed and up to date as the editor of the BGC (Blue Grass Chapter) Journal and chapter website administrator.
• In keeping with our focus to encourage active membership, the chapter membership committee is going to begin conducting brief new member orientation sessions prior to our regular meetings.
• We conducted two fundraisers: ButterBraids and Candleberry candles.
• Joyce Jewell, CPS, KYDAM Chair, reports that plans are underway for the 2009 KY Division Annual Meeting which will be hosted by the Blue Grass Chapter in Lexington, June 5 – 7.  We hope that KY IAAP members will save the date and begin now to make plans to attend!
• After meeting at the Valvoline/Ashland Corporate Offices and Lab for the past several years, we are moving the location of our meetings.  Our new Platinum Sponsor, Spring Hill Suites Lexington Downtown at the Red Mile will be home to the Blue Grass Chapter meetings.
• Blue Grass Chapter extends a special invitation to anyone who can to attend our October chapter meeting, 5:30 PM on October 28 at Milestone Realty in Lexington (details).  The speaker is Laura Zink, Financial Advisor for Mass Mutual.  If we have 20 members/guests attending the meeting, $1,000 will be donated to the Susan G. Komen Foundation.

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

• The Hopkinsville Chapter is hosting a one-hour seminar at our November meeting. Beverly Poole from the National Weather Service in Paducah has agreed to present, “Encouragement Changes Everything.”
  • The seminar will be from 6:30 p.m. until 7:30 p.m.
  • There will be no cost to members or guests.
  • We have received notification from International that .1 CEU’s and one (1) recertification points were approved for the seminar.
  • Specific information regarding the seminar will be sent via e-mail at a later date.
• I am very excited to announce that one of our chapter members will be taking the CAP exam in November. We applaud this member for taking “Career Action with IAAP.”
• On October 16, we hosted the Executive Appreciation Night Banquet at the Frog Pond Restaurant in Oak Grove, which is owned by Nancy Bullard CPS/CAP who is one of our chapter members. Twenty-four (24) people in attendance including 6 Past Executives of the Year. Everyone had a very nice evening visiting with each other.
• Our Program Committee has scheduled several very educational programs this year.
  • September - Walter M. Lyon and Stuart Zieman presented “Financial Independence and Security.”
  • October - Michael Kissner, Computer Programmer/Analyst, presented the program on VISTA and Office 2007.  We are looking forward to many more programs throughout the year.
• We would like to extend an invitation to any Kentucky Division member who would like to attend our annual Christmas Auction on December 9 for an evening of fun and fellowship.
  • Our Ways & Means Committee will host our annual Christmas Auction to raise funds for the Dean Boggess Scholarship Fund.
  • Specific information regarding the Christmas Auction will be sent via e-mail at a later date.
• I am sorry to inform you that Luverta Gumkowski passed away on Thursday, September 25. Ms. Gumkowski had been a member of IAAP since July 1973.

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Louisville Chapter
Reba Baldwin, Chapter President

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

I. Marketing Plan

a. Web Site – http://www.iaapnky.com Sheila Leavitt, Web Master.
b. Chapter voice mail number posted on all marketing material.
c. Marketing Packets - Contain IAAP brochures and info regarding the Northern Kentucky Chapter mailed to prospective members.
d. Announce monthly meetings on community news publications.
e. Our newsletter, Turf Tracks, is being produced with Julie Lee as editor.
f. Annual Fundraiser – Entertainment Books

• The Northern Kentucky Chapter is selling entertainment books again this year for our fundraiser. Below is the link and our group ID # that needs to be entered at time of order so we will receive credit. The cost is $20.00 again this year. If you could please pass on to your chapters as we can receive credit for out of town purchases as well. http://www.entertainment.com/discount/fundraisingLookup.shtml.
  Northern Kentucky IAAP group ID: 665346
  
• Thanks to our newest member, Paula Zechella, for organizing and running this successful fundraiser this year.

II. Increase Membership & Improve Retention

a. Encourage members via e-mail, snail mail and yearly phone calls to come to meetings.

• Our meetings are now held at Perfetti Van Melle, the workplace of Juanita Trimpe CAP. It’s a wonderful facility; we’ve even been able to hold meetings on their outside patio in nice weather. The best part about it is that it is free, and has saved our chapter quite a bit of money….Thanks Juanita!!

b. Distribute Marketing Packets
c. Current membership as of October 1, 2008 is 15.

III. Foster Development of Leadership Skills

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

IV. Promote Career Development and Education Opportunities

a. Encourage CPS/CAP Testing
b. Monthly meeting topics and programs to broaden knowledge base.

• We are now working together to host an educational program on Administrative Professionals Day in April 09.
• We are looking for a Northern Kentucky Facility that will hold at least 50 people.
• Our topic will be “Street Wise”, a topic that provided CEU points to those who attended at International.
• An educational program is scheduled for our November meeting and will be presented by Kristin Metz of TRAKGROUP, a management recruiting firm.

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

On behalf of the Paducah-Kentucky Lake Chapter, the following report is submitted:

• We’ve had THREE new members join since July 1.
• Our Membership Committee is enthusiastically planning for the February Open House and membership drive, and will be contacting area business professionals prior to the meeting for their participation and attendance.
• Pathways to Excellence – Chapter of Excellence requirements distributed and discussed.
• 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 -- Member of Excellence requirements distributed and discussed.
• 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 is diligently collecting information for our website, and is currently working on the design for our updated site.
• As a Ways & Means project, we brought in a gold buyer for our August meeting, and he donated 10% of his pay-out to the Chapter.  This proved to be a fun and lucrative project for us!
• Debbie Hooper CPS and Gloria Stewart CPS/CAP presented the “Putting Your Strengths to Work” program to our chapter on October 21, 2008, for recertification points.   Many thanks to Pam Cradic for her wonderful seminar at Leadership, and for her help in getting presentation materials to the Paducah-KY Lake Chapter!
• CHEERS to Jacky Ammerman for maintaining the Division website!!
• We are looking forward to attending the 57^th Annual meeting in Lexington! 

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Standing Committee Reports

Bylaws & Standing Rules Committee
Jacky Ammerman CAP
Members: Jo Stratton CPS RPR

No updates at this time.

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Certification & Education Committee
Pam Cradic CPS

Members: Donna Brown CPS/CAP, Sheila Shields CPS

• We began our 2008-2009 Learning Journey for the KY Division at the August Leadership Training with our "Putting Our Strengths to Work" presentation.  The presentation outlined the tenets of positive psychology and it's effective use in work force development.  Specifically discussed was the book Now, Discover Your Strengths, by Marcus Buckingham and Donald O. Clifton, PhD. of the Gallup Organization.  Our Learning Journey continues with Part II of that presentation at the Fall Board meeting.  
• The Education/Certification Committee met via teleconference on Friday, September 5, 2008, to outline our plan and our commitment to fulfilling the education/certification criteria for the Division of Excellence.  We will be sending out updates and a detailed outline of our plan following the Fall Board Meeting.
• Update regarding recertification points/CEU's for Jo Stratton's parliamentary procedures on-line course:
  • I had a detailed conversation with Kathy Schoneboom CPS/CAP at IAAP Headquarters regarding the eligibility of our on-line training program both in regards to recertification points and CEU's.  Two things are very clear--a) the program does not address a topic that is covered by CPS/CAP certification b) the program does not qualify for recertification or CEU's under the "learning elective" as it does not have a beginning and an end.  As a group, the decision was made at the meeting that followed the August Leadership Training that the training would be "at our own pace". Therefore, recertification/CEU's will not be offered for this program.  

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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: tbd

• Need 2 additional members on this committee - they cannot be from the same chapters - each member must be from a different chapter
• Per the KY Division Bylaws and Standing Rules, Aricle 5, Section 2D, names and qualifications of candidates for division office must be postmarked no later than March 1, 2009. Nominations should be submitted to Wilma Yeary.

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Strategic Plan Committee
Susan Lannan CPS/CAP 

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,

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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

Committee Meeting Date.........Monday, 11/10/08

Time.......................................5:30pm

Location.................................Investor's Heritage in Frankfort

This committee works with the Department of Education. Due to the confidential nature of the materials that will be reviewed, participation in the meeting is by invitation only.

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Marketing Committee
Alice Schultz CPS

No updates at this time

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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

• Blog space developed for the Kentucky Division Board and Committee members to use to communicate various information
  • The goal of this project is to use email for urgent communications and use the blog to communicate non-urgent bits of information from committees and board members.
• Membership web page now displays a map of Kentucky with active site or email links to the curent chapters across Kentucky
• Website stats:

  Statistics	August	September
  Unique visits	691	535
  Avg pages viewed per visit	1.66	1.74
  Top 3 pages viewed	Home page Board Meeting page Parliamentary page	Home page Newsletter page Membership page
  Top 3 referral domains	www.iaap-hq.org www.google.com www.iaap-bluegrassky.org	www.google.com www.iaap-bluegrassky.org www.iaap-hq.org

• Future Goals:
  • Develop online registration for KDAM 2009 (with credit card payment option, etc.)
  • Develop a poll/survey for board members/committee chairs to assess the current website services and determine future needs for our website.

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Special Appointee Reports

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

• The budget outlined above does not include the Friday seminar
• Total expenses of $5,385 divided by 45 attendees = $119 per attendee
• Registration cost is $90 per attendee
• You can see that CORPORATE SUPPORT AND VENDOR EXPO ARE EXTREMELY IMPORTANT TO THE FINANCIAL SUCCESS OF THIS EVENT!
• Recent fundraisers have been silent auction of Theme Baskets donated by chapters and sale of raffle tickets.
• This year's raffle is yet to be determined, but will be something each person can benefit from. Please share your ideas for other fundraisers, remembering that the average number of attendees is usually 50-60.

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Kentucky Division Annual Meeting Seminar Coordinator (June 2009)
chair tbd

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Parliamentarian
Jo Stratton CPS/PRP

The Parliamentarian has been, and continues to be, available to assist the Kentucky Division Board of Directors, Chapter officers, and all members with parliamentary matters.  However, her primary activity centers around the Parliamentary Law study project that is in progress. 

• Twenty-seven (27) IAAP members joined the Parliamentarian in the study of Parliamentary Law.  The breakdown of the affiliation of those 27:

             5 Division Members at Large

             1 Association Member at Large

             7 Blue Grass Chapter Members

             1 Hopkinsville Chapter Member

             9 Louisville Chapter Members

             4 Paducah-Kentucky Lake Chapter Members

To date, participants have completed a pretest, the purpose of which was to provide each participant an evaluation of her pre-course knowledge about some of the basic principles of parliamentary law. 

The Introduction lesson provided a foundation for the study.  Participants learned basic information about Mr. Robert (author of Robert's Rules of Order Newly Revised) and a very brief history of parliamentary law and became familiar with the organization of the RONR manual.   

Lesson I covered "Basic Rules and Principles."

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Retirement Trust Foundation (RTF)
Joan Cooper CPS

No update at this time.

• Nose to Toes ticket purchase fundraiser at this meeting.. Susan Lannon CPS/CAP won the 50/50 jackpot. She donated her winnings back into the jackpot to be donated to RTF. Seventy dollars ($70) was raised in this activity.

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Member At Large Liaison
Elnora Shelby CPS

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Historian
chair tbd

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