final minutes. of spring council of peers meeting may …
TRANSCRIPT
MINUTESSouthEastRegionalDirectorsInstitute
SpringCouncilofPeersMeetingMay18,2019
Wilmington,NorthCarolina
CouncilofPeersAttendees:AnthonyStarr,VicePresident(N.C.) RodneyLarsen,Treasurer(Ark.)GregClark(Ala.) SashaGrist(Ark.)PatSteed(Fla.) ScottKoons(Fla.)ChrisRietow(Fla.) LloydFraiser(Ga.)MikeBurress(Ky.) EricSexton(Ky.)LeanneMazer(Md.) RobertHiett(N.C.)DavidRichardson(N.C.) RonMitchum(S.C.)SarahSmith(S.C.) RandyImler(S.C.)MarthaShickle(Va.) KevinByrd(Va.)WayneStrickland(Va.) SheenaHunt(W.Va.)CarolJackson(W.Va.)MississippiandTennesseewerenotrepresentedatthemeetingOthersinAttendance:JenniferCodo-Salisbury(Fla.) DannaStansbury(N.C.)BillMolnar(S.C.) DennisStripling(Ala.)JoeMcKinney(NADO) VickiGlass(SERDISupport)JimYoungquist(SERDISupport) I. CalltoOrder AnthonyStarr,VicePresident,SERDICouncilofPeers
AnthonyStarr,VicePresidentoftheSERDICouncilofPeerscalledtheSpringMeetingoftheSERDICouncilofPeerstoorder,welcomingallandnotingthatSERDIPresident,SuzanneBurnette(Ala.)hadretiredearlierinthemonth.HethankedherforhermanyyearsofservicetotheLee-RussellCouncilofGovernmentsaswellasherleadershipinSERDIasacouncilofpeers’members,and,asPresidentoverthelasttwoyears.VicePresidentStarrhadallinattendanceintroducethemselves.
II. FinancialReport RodneyLarsen,Treasurer,SERDICouncilofPeers
RodneyLarsen,TreasureroftheSERDICouncilofPeerspresentedthelatestfinancialreport.Thecurrentbalanceintheaccountstandsat$126,862.42.SERDIfinancesareonsoundfinancialgroundwhichwasnotthecasein2015whenSERDIbecametheadministratorofitsownfinancesfromNADOthathadbeenthefinancialmanagemententity.ItwasatthattimetheSERDICouncilofPeersincreasedannualduesto$800annuallyandbeganitsclimbtofinancialstability.ThefinancialsolidgroundhasenabledtheCounciltofinanciallysupporttrainingand
Page|2May18,2019MinutesoftheSpringCouncilofPeersMeeting
SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin
thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia
501-766-5659www.serdi.org828-322-9191
conferencesaswellassubjectspecificfly-ins.HatsofftoTreasurerLarsenandhisfinancialassistantTinaRoushfortheirprudentadministrationofSERDI’sfinancialmanagementovertheyears.
AmotionwasmadebyWayneStrickland(Va.)andsecondedbyRonMitchum(S.C.)toacceptthereport.Themotioncarriedwithoutopposition.
III. MembershipReport AnthonyStarr,VicePresident
VicePresidentStarrcalledeveryone’sattentiontothe2019MembershipListinthemeetingpacketnotingthatmembershipwasthehighestithadbeensincetheduesincreasein2016,at82members.Thegoalformembershipfor2019was80.VicePresidentStarrchallengedtheCouncilofPeerstoimprovethemembershipfor2020to90.Thereare139councilsinthe12-statefootprint.Arkansashas100%membershipwhileSouthCarolinahas90%in2019.
IV. FundBalanceCommitteeReport CommitteeMembers:PatSteed(Fla.), CarolJackson(W.Va.),RonMitchum(S.C), RodneyLarsen,Treasurer,&Anthony Starr,VicePresident
TheSERDICouncilofPeerstookpositivestepstoimprovethefinancialpositionoftheorganizationoverthelast5years.Thesestepshaveresultedinbuildingahealthyfundbalancetomeetorganizationalandmembershipneeds.AttheFallPlanningMeetingin2018theCouncildiscussedtheneedtoestablishafundbalancepolicytoguidefuturedecisions.ACommitteewasappointedtoconsiderrelevantfactorsthatwouldgointothedevelopmentofafundbalanceincluding(1)cashflowneedsofSERDI(2)currentcontractedservicesbySERDI(3)SERDIAssessments;and,(4)SERDIExecutiveDirectorSearches.TheCommitteeestablishedfourpolicygoals:(1)Maintaincashreservestodealwithunforeseenexpensesorcircumstances(weatherimpactsontheconference,suddenchangesinmembershiplevels,etc.);(2)Meetcashflowneedstoaccommodatelowercashbalanceperiodsduringtheyear;(3)Maintainenoughcashreservestopayoneyearofcontractservices(currently$41,500);and,(4)MakefundsavailabletoactonstrategicopportunitiestofurthertheinterestofSERDIanditsmembers.
IV. FundBalanceCommitteeReport(Seeattachment)
BasedonthereviewoftheCommittee,itrecommendedthatSERDItargetafundbalanceof$65,000.FurthermoretheCommitteerecommendedthatanOpportunityFundbeestablishedforstrategicinitiatives.Attheendofeachfiscalyear,theTreasurerwouldtransferfundsinexcessofthefundbalancetotheOpportunityFund.ExpendituresfromthisfundwouldonlyoccurwiththeapprovaloftheCouncil.
Page|3May18,2019MinutesoftheSpringCouncilofPeersMeeting
SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin
thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia
501-766-5659www.serdi.org828-322-9191
AdiscussionoftheCommittee’sreportfollowed.Amotionwasmadebythecommittee,andseconded,toapprovetheproposedFundBalancePolicy.AmotiontoamendthemotionwasmadebyRandyImler(S.C.)andsecondedbyRobertHiett(N.C.)tonotusetheOpportunityFundforlobbying.Motioncarriedwithoutdissent.AsecondmotiontoamendthemotionwasmadebySashaGrist(Ark.)andGregClark(Ala.)tohavetheOpportunityFundfocusedonprofessionaldevelopmentperiod.Motioncarriedwithoutdissent.Themotion,asamended,toapprovetheFundBalancePolicywasapprovedunanimously.
V. MarketingYourRegionalCouncilFly-In MarthaShickle(Va.) BriefOverview Forthesecondtimein2years,SERDIhostedasubject-specificfly-ininFebruaryinAtlanta,Ga.
Thisyear’sfly-inwasonMarketingYourRegionalCouncil.Seventy-One(71)participantsattendingthefly-inthatconsideredallaspectsofmarketingandcommunicationstoenhanceregionalcouncilsandtheirstateassociationsinthe12-stateregion.EricaAllisonofFormationsPRinHendersonville,N.C.facilitatedtheevent.Whilethesummaryofthefly-inwasdistributedtoparticipants,theCouncilaskedJimYoungquisttodistributethesummarytoall2019members.MarketingandCommunicationsisaveryimportantaspectofthesuccessandrelevanceofregionalcouncils.ItwastheopinionoftheCouncilthatafocusonthisareaneedstocontinue.
VI. 2020Fly-InPossibilities JimYoungquist(SERDISupport)
AttheconclusionoftheAtlantaFly-In,therewasadiscussionofpossibletopics,if,therewasa2020fly-in.Therewereeight(8)suggestionsmadethatincluded(1)EmploymentLaw(2)FinancialIssues(3)HumanResourcesPractices(4)ManagingPeople(5)LeadershipDevelopmentofYourStaff&Yourself(6)EngagingYourBoard(7)SupervisorTrainingforMiddleandUpperManagement;and,(8)Technology.Athoroughdiscussionfollowed.ItwasdeterminedthatthereshouldbeaHumanResources/TalentDevelopmentfly-inin2020.ContinuingafocusonMarketingandCommunicationswasalsodiscussed.AmotionwasmadebyRonMitchum(S.C.)andsecondedbyKevinByrd(Va.)fortheCounciltosponsoraFly-IninFebruary2020inAtlanta.Motioncarried.AFly-InCommitteeconsistingofChrisMcKinney(S.C.),SashaGrist(Ark.),BrandonDavis(Va.);and,LoriCorley(Ala.)willworkwithJimYoungquisttodevelopthefly-infocusandagenda.MarthaShickle(Va.),RandyImler(S.C.);and,EricSexton(Ky.)willdeterminethenextdirectionforMarketing/Communications.
VII. At-LargeMemberNominations AnthonyStarr,VicePresident
Page|4May18,2019MinutesoftheSpringCouncilofPeersMeeting
SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin
thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia
501-766-5659www.serdi.org828-322-9191
TheSERDICouncilofPeershasthreeAt-Largeseats.Theseseatsareopentoassistantdirectorsorseniorstaffbynominationofastateassociation.OneofthethreeseatswasfilledgoingintotheSpringmeeting.TheFloridaRegionalCouncilsAssociationnominatedJenniferCodo-Salisbury,DeputyDirectoroftheCentralFloridaRegionalPlanningCouncilforoneoftheopenseats.TheNorthCarolinaAssociationofRegionalCouncilsofGovernmentsnominatedDannaStansbury,DeputyDirectorfortheLandofSkyRegionalCouncilforoneoftheopenseats.AmotionwasmadebyRobertHiett(N.C.)andsecondedbyChrisRietow(Fla.)toacceptthenominationsforthetwoopenat-largeseatsandcarriedwithoutdissent.Codo-SalisburyandStansburyjoinJohnByers,CommunityEconomicDevelopmentDirectoroftheThreeRiversPlanning&DevelopmentDistrict(Miss.)astheat-largemembers.
VIII. SERDITrainingandConferenceRefundPolicy AnthonyStarr,VicePresident
VicePresidentStarrnotedthatatthe2018FallPlanningMeetingtherewasdiscussionregardingtheneedtoconsiderarefundpolicyforSERDITrainingandConferenceregistration.Noformaldecisionwasmade.Howeverthemultiplenumberoflastminutecancellationsforthisyear’strainingandconferencehighlighttheneedtodeveloparefundpolicy.VickiGlassandJimYoungquist,SERDIsupportstatedthatlastminutecancellationshaveanimpactonmealcounts,meetingroomstructure,etc.AfterthoroughdiscussionMarthaShickle(Va.)madeamotiontoassessanadministrativefeeof$50priortoone-weekbeforethetraining/conferencewitharefundoftheremainderoftheregistrationfee.Therewillbenorefundforacancellationof7orlessdays.WayneStrickland(Va.)secondedthemotion.Motionpassedwithoutdissent.Itwasnotedthatthepolicyistoappearonfutureregistrationforms.
IX. ScholarshipFundDiscussion/MeetingStructure JimYoungquist,SERDISupport
JimYoungquist,SERDISupportstaffobservedthatthereweresomenewexecutivedirectorswhowereattendingtheNewExecutiveDirectorsTraining,butnotstayingfortheAnnualProfessionalDevelopmentConference.Somehadtoldhimtheycouldnotaffordtostayfortheconference.RelatedtothatwereconversationsthathehadhadwithsomeofthenewdirectorsfromthemillennialandgenerationXerasthatlikeSERDIbutdidnotlikethemeetingstructurecausingthemtogiveupweekendstoattend.JimnotedthathadreceivedmultipleemailsfromnewdirectorsthatdidnotbelongtoSERDIbecausetheywerenotgoingtoparticipateinorganizationsthatdidnotmeetonworkdays.ScottKoons(Fla.)notedthattheFloridaRegionalCouncilsAssociationpaysfor1st-YearexecutivedirectorstoattendSERDIasawaytoshowthemthebenefitsofparticipatinginSERDIandhopefullygettingtheminvolved.
Page|5May18,2019MinutesoftheSpringCouncilofPeersMeeting
SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin
thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia
501-766-5659www.serdi.org828-322-9191
TheCouncilofPeersdirectedJimtodevelopasurveythatwouldbepollall139regionalcouncilsintheSERDIfootprintontheirthoughtsofthecurrentmeetingstructureandtrainingandconferenceparticipation.VicePresidentStarrappointedaFuturesStructureCommitteeconsistingofDavidRichardson(N.C.),SarahSmith(S.C.),and,ChrisRietow(Fla.)willworkwithJimYoungquisttoanalyzesurveyresultsandpresentfindingsandrecommendationstotheCouncilofPeersattheirFallPlanningmeetinginOctober.
X. NominatingCommitteeReport RandyImler(S.C.), andElectionofOfficers NominatingCommitteeChair
NominatingCommitteeChair,RandyImler,referredtheCounciltotheirmeetingpacketsandtheNominatingCommitteeReportMemorandum.ChairImlernotedthatservingwithhimontheNominatingCommitteewerePatSteed(Fla.)andKevinByrd(Va.).TheCommitteepresentedthefollowingslate:President,AnthonyStarr(N.C.),Vice-President,MarthaShickle;and,CarolJackson(W.Va.)Secretary/Treasurer.ChairImlernominatedtheslateastheofficerspertheSERDIBy-lawsforthenexttwoyears.Theslatewaselectedunanimously.NewlyelectedPresidentStarrthankedtheCouncil,asdidVicePresidentShickleandTreasurerJackson.StarrpresentedaplaqueofappreciationofservicetoRodneyLarsenforhistimeasTreasurer.HepresentedagaveltotheAlabamadirectorstopresenttoSuzanneBurnetterecognizingherleadershipasretiringPresident.
XI. FallCouncilofPeersMeeting JimYoungquist,SERDISupport
JimYoungquistaskedtheCounciltheirpreferenceforthemeetingsitefortheFallCouncilPlanningmeeting.ThechoicesweretomeetinAtlanta,Charlotte,oranothersiteintheregion,or,tomeetinconjunctionwiththeNADOAnnualTrainingConferenceinOctoberinReno,Nevada.TheconsensuswastomeetattheNADOtrainingSundayOctober20that8:30AM.Breakfastwillbeserved.
XII. OtherAgendaItems&Adjournment AnthonyStarr,President They’rebeingnootherbusiness,themeetingwasadjourned.
Page|6May18,2019MinutesoftheSpringCouncilofPeersMeeting
SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin
thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia
501-766-5659www.serdi.org828-322-9191
ATTACHMENT
Page|7May18,2019MinutesoftheSpringCouncilofPeersMeeting
SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin
thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia
501-766-5659www.serdi.org828-322-9191
Approved Fund Balance Policy May 2019
Background: The SERDI Council of Peers (COP) took positive steps to improve the financial position of the organization in recent years. These steps, including wise financial management, have resulted in the building of a healthy fund balance to meet organizational and membership needs. At the fall meeting in October 2018, the COP discussed the need to establish a fund balance policy to guide future decisions. At that meeting, the COP authorized the appointment of a Fund Balance Policy Committee to draft a policy. Relevant Factors: The following represent the factors relevant to the organizations interests for an appropriate fund balance.
• CashflowneedsofSERDI.o Membershippaymentsmostlyoccurattheendofonecalendaryearandextends
intothebeginningofthenextyear.o Paymentsforconferencecostsoccurmostlyfollowingtheconferenceandafter
conferenceregistrationpaymentsbyattendeesaremadetoSERDI.o Conferenceregistrationfeesusuallycoverthecostsoftheconferenceanddonot
presentacashflowconcernasaresult.• CurrentcontractedservicesbySERDIincludeatotalof$41,500.
o Websitemaintenance($1,500,billedannually).o Staffing($25,000,dividedinto3paymentseachyear).o Meeting/conferencelogistics($10,000,billedannually).o Financialadministration($5,000,billedannually).o Membershipduesgenerateabout$64,000annuallyandcoverthecostsofthese
servicecontracts.• SERDIprovidesassessmentstolocalmembersatacostofabout$4,500.Aportionofthat
feeispaidtoSERDI($500)andtheremainingamountcoversthecostoftheparticipatingconsultants.PaymentsmadetotheparticipatingconsultantsaremadeaftertheemployingorganizationmakespaymenttoSERDI.
• SERDImanagesexecutivedirectorsearchprocessesforafeeof$10,000.AportionofthatfeeispaidtoSERDI($2,000)andtheremainingamountcoversthecostoftheparticipating
Page|8May18,2019MinutesoftheSpringCouncilofPeersMeeting
SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin
thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia
501-766-5659www.serdi.org828-322-9191
consultants.PaymentsmadetotheparticipatingconsultantsaremadeaftertheemployingorganizationmakespaymenttoSERDI.
Page|9May18,2019MinutesoftheSpringCouncilofPeersMeeting
SOUTHEASTREGIONALDIRECTORSINSTITUTEAprofessionaldevelopmentassociationforregionalcouncilexecutivedirectorsandwhereappropriate,theircouncilsandstateassociationsin
thestatesofAlabama,Arkansas,Florida,Georgia,Kentucky,Maryland,Mississippi,NorthCarolina,SouthCarolina,Tennessee,Virginia,andWestVirginia
501-766-5659www.serdi.org828-322-9191
Policy Goals: • Maintaincashreservestodealwithunforeseenexpensesorcircumstances(weather
impactsontheconference,suddenchangesinmembershiplevels,etc.).• Meetthecashflowneedstoaccommodatelowercashbalanceperiodsduringtheyear.• Maintainenoughcashreservestopayoneyearofcontractservices(currently$41,500).• MakefundsavailabletoactonstrategicopportunitiestofurthertheinterestofSERDIand
itsmembers.
Target Fund Balance: The target fund balance to meet the needs of SERDI is $65,000. Opportunity Fund: This policy establishes an Opportunity Fund to make cash available for strategic initiatives as directed by the SERDI COP. At the end of each fiscal year, the Treasurer shall transfer funds in excess of the fund balance target to the Opportunity Fund. These funds shall be held in a separate account and the Treasurer shall report on the balance and all activities to the COP with the regular financial reports. Expenditures from this fund shall only occur with the approval of the COP. No expenditures from the Opportunity Fund will be made for lobbying and the Fund will be used for professional development.