PCRID Board of Directors Retreat

February 26-27, 2011

MINUTES

Location: Morningside Inn; Fredrick, MD

Present:

Michael Labadie, President

Robert Soderholm, First Vice President (for Membership)

Gerard Williams, Second Vice President (for Professional Development)

Jessica Moseley, Secretary

Andrea K. Smith, Treasurer

Chante Frazier, Member at Large – Maryland

Erin Harrison, Member at Large – District of Columbia

Saturday, February 26, 2011

General Discussion

1. Google Apps Transition

1. Michael is working to create a Wiki Page
2. Yahoo Action Items will be transitioned to the Google Calendar

2. Communication needs improvement

1. Amongst Board
2. To Membership
3. To Organizational Members

3. Financial

1. Switched from Suntrust to NASA Credit Union
2. Will be investing in a Waterfall CD (12 CD’s/year)

Agenda Items

1. Legislative Affairs Update

1. Andrea K. Smith – Committee Chair

1. ACTION ITEM: ANDREA K. SMITH: 

1. Need to add more committee members. Will act as a working group, not a formal committee

2. Create a Vertical Response and share with the membership the bullet points within the bill to increase awareness
3. PCRID Position Paper: Reach out to membership to develop a position paper on the bill

2. Organizational Memberships

1. Create standard practice paper
2. Outreach
3. Educational Opportunities

3. General Meetings

1. 1st Meeting

1. Date: April 30
2. Location: College Park
3. Time: 9:00-1:00pm
4. Presenter: Andrea K. Smith
5. Topic: Legislative Affairs
6. Misc: Lunch/Platters will be provided, no charge to members
7. ACTION ITEM: MICHAEL LABIDIE:

1. Secure location & Food. Budget: $200-$500
2. Develop Advertisement to Membership

8. ACTION ITEM: ANDREA K. SMITH:

1. CMP Paperwork to Carol Tipton & CC Michael

9. ACTION ITEM: ERIN HARRISON:

1. Talk with DCAD to see if they want to be present in the meeting. Make them aware of what we are doing and see if they want to send a Representative

2. 1st Board Meeting

1. Date: May 3
2. Location: DC
3. Time: 6:00-9:00pm
4. ACTION ITEM: ANDREA K. SMITH:

1. Secure location & Food. Budget: $200-$500

3. 2nd Meeting

1. Date: June 26
2. Location: Germantown
3. Time: 2:00-6:00pm
4. Presenter: PDC?
5. Topic: TBD/Deaf-Hearing Teams/Implementing Dennis Cokely Keynote Speech call of action
6. Misc: Provide snacks only, no charge to members
7. ACTION ITEM: JESSICA MOSELEY:

1. Secure location & Food. Budget: $200-$500

8. ACTION ITEM: GERARD WILLIAMS:

1. Talk with PDC for Topic & Presenter

9. ACTION ITEM: ERIN HARRISON & CHANTE FRAZIER:

1. Talk with MDAD and DCAD to see if they want to be present in the meeting. Make them aware of what we are doing and see if they want to send a Representative

10. ACTION ITEM: MICHAEL LABIDIE:

1. Advertisement to Membership

4. 2nd Board Meeting

1. Date: June 28 (Gerrard’s Birthday)
2. Location: DC
3. Time: 6:00-9:00pm
4. ACTION ITEM: GERARD WILLIAMS:

1. Secure location. Budget: $200-$500

5. 3rd Meeting

1. Date: September 24
2. Location: Columbia
3. Time: 9:00-2:00pm (12-2: Kickball & Lunch)
4. Presenter: PDC?
5. Topic: TBD
6. Misc: Cookout/Lunch will be provided, no charge to members
7. ACTION ITEM: ERIN HARRISON:

1. Secure location & Food. Budget: $200-$500

8. ACTION ITEM: GERARD WILLIAMS:

1. Talk with PDC for Topic & Presenter

9. ACTION ITEM: ERIN HARRISON & CHANTE FRAZIER:

1. Talk with MDAD and DCAD to see if they want to be present in the meeting. Make them aware of what we are doing and see if they want to send a Representative

10. ACTION ITEM: MICHAEL LABADIE:

1. Advertisement to Membership

6. 3rd Board Meeting

1. Date: September 28
2. Location: DC
3. Time: 6:00-9:00pm
4. Pick the 2 awards that will be announced at Conference. (Registration is by Facebook & Attendance at meetings)
5. ACTION ITEM: CHANTE FRAZIER:

1. Secure location & Food. Budget: $200-$500

7. 4th General Meeting – CONFERENCE

1. Date: TBD – November
2. Location: DC
3. ACTION ITEM: GERARD WILLIAMS

1. ACC Committee to find location

4.  Scholarship and Awards Committee - SAC

1. Current scholarships are not working.
2. $3k budget for the SAC committee to create a proposal for 2011

1. Research Grant Proposals
2. Awards/Scholarships
3. Charitable Donations

3. Two Large Awards
4. ACTION ITEM: ERIN HARRISON

1. Inform SAC on new awards and budget

5. New Committee – “Giving Back by Action”

1. Chair: Rachel Birr (Need LOU & COI)
2. Position falls under MAL-MD (Chante Fraizer)

6. Membership Map

1. Location of members for meeting location
2. Google map for cities/zip codes – Use membership directory
3. Falls under VP1 & Membership Committee

7. Database

1. Michael is working on this.
2. Switched from Blue Water Media to Siteground

8. Zones, Districts, Regions

1. On hold. To be discussed at next meeting

9. Committees

1. Diversity Committee

1. No action lately
2. ACTION ITEM: MICHAEL LABADIE:

1. Reach out to Jinah to see what PCRID can do to help

2. Conference Committee benefits?

1. ACTION ITEM: GERARD WILLIAMS

1. Talk with Jessica Moseley about benefits and update in PPM

3. Membership Committee

1. Shana Windle’s request to step down in Summer 2011
2. ACTION ITEM: BOBBY SODERHOLM:

1. Talk with Shana and figure out why she wants to step down.

4. Committee Members List

1. ACTION ITEM: ALL BOARD MEMBERS

1. Provide a list of all current Committee Chairs & Members

2. ACTION ITEM: JESSICA MOSELEY

1. Confirm who has LOU & COI on file and if not, send to Committee Chairs

10. Communication/Time Expectations

1. Respond to emails within 1 week
2. Automated Response – develop standard language
3. If you need a response soon then put ACTION REQUIRED in subject line

11. Newsletter & Communication to Membership

1. Remove eNews, use Vertical Response
2. Monthly/Quarterly Newsletter via Vertical Response
3. Presidents Edition – Newsletter?
4. Establish a list and all board members to call members
5. ACTION ITEM: MICHAEL LABADIE

1. Create Membership document for Board to start contacting them

6. ACTION ITEM: ALL BOARD MEMBERS

1. Reach out to members

12. Communications Director

1. Nominated: Lisette Madelena
2. Editor & Sender of all communication to membership via emails & vertical response
3. Update FB & Twitter
4. ACTION ITEM: BOBBY SODERHOLM:

1. Create description for PPM

13. PDC Workshops

1. Language in PPM needs to be edited.
2. Supposed to earn a minimum of $10k in revenue/year
3. Must cover the SAC Committee budget - $3k
4. ACTION ITEM: GERARD WILLIAMS

1. Inform PDC of this

14. Communication policy at Conference

1. Be sure to follow the policy that was established in 2010
2. ACTION ITEM: GERARD WILLIAMS

1. Communicate with Jessica Moseley the need to follow the policy. She will need to update the Call for Presenters and Call for Interpreters and the respective contracts
2. Add checkbox to presenters contract for videotaping

15. Interpreters at Conference – CDI?

1. ACTION ITEM: GERARD WILLIAMS

1. When doing Call for Interpreters, be sure to have CDI for Keynote and Business Meeting

2. ACTION ITEM: ANDREA K. SMITH

1. Provide Gerrard Williams with feedback from 2010 Conference regarding Presenters & Interpreters

16. Education Workshops

1. ACTION ITEM: MICHAEL LABADIE

1. Contact other RID regional presidents to see if they have any workshops developed already on education

17. PCRID Social Activities

1. Need to do more than just Happy Hours
2. Bowling, Ice Cream, etc
3. ACTION ITEM: ERIN HARRISON and CHANTE FRAZIER

1. Contact MDAD/DCAD and the members to get more ideas for gatherings.

18. Yahoo Documents

1. ACTION ITEM: MICHAEL LABADIE

1. Move all the documents from Yahoo to Google

2. ACTION ITEM: ALL BOARD MEMBERS

1. Review action items and update the ones that apply to you

19. Communication with Previous Board

1. ACTION ITEM: MICHAEL LABADIE

1. Contact all previous Board Members regarding any remaining inventory or transition items.

20. PPM

1. Needs to be edited.
2. Michael is creating a Wiki for this.
3. ACTION ITEM: ALL BOARD MEMBERS

1. Review the PPM and provide changes to Michael for editing