Welcome and Roll Call:
Rick called the meeting to order at 8:01 am and Randy performed the roll call. All chapters were represented with the exception of Golden Gate, Solano, Southern Oregon, and Sundance (the same as January 25, 2008).
District Director Report:
APICS Organization
Mel reviewed the roles and responsibilities of the position, District Director: member of the APICS Board of Directors (provides recommendations on philosophical direction, policies, procedures and educational offerings) and assists the District Manager.
There are seventeen members of the APICS BOD: nine district directors, five directors-at-large, and three APICS officers (Chair & CEO, Chair and CEO Elect, and the Secretary-Treasurer). The Executive Director and COO, does not have a vote.
Please contact Mel for all governance issues as he is on the APICS Governance committee. The names and email contact information for the APICS BOD as well as the upcoming board meeting dates will be posted on the District website.
Qualified Instructor Program:
The Qualified Instructor Program is being revised; it is 2-1/2 days in duration and will be offered in three test sites next month. This program will be expanded into other areas of the Pacific Western District. It combines TTT and LDI training.
The process is as follows:
- Apply - active instructors with proven experience need to apply for the program
- Participate - in the multiple instructional delivery modalities and multiple layers of competency development
- Self Assess - based on established competency model, applicants perform a self-assessm
- Be Evaluated – in a live training environment by a master instructor
- Advance – there will be ongoing professional development requirements to ensure quality and growth
The Qualified Instructor Program will be presented to the BOD in April, a phased launch program is planned to begin in July, and the first pilot should begin in September 2008.
Leadership Committee (formerly Executive Committee):
This committee has the authority to hire, fire, and set performance measurements for the Executive Director/ COO. The Leadership Committee no longer meets separately from the BOD (but rather in conjunction with it) and determines what agenda items are presented to the full BOD. They also act on Emergency items.
APICS Headquarters move and Operations Management Body of Knowledge (OMBOK):
APICS headquarters will relocate from Alexandria, VA to Chicago, IL. Printing will remain in Alexandria. Only thirteen of the existing staff will transition. This will result in cost savings and has nothing to do with the dues increase.
OMBOK courseware is being aligned to match the exam content manual/ tests. New courseware revisions such as those for CPIM and CSCP will not be released until reviewed and approved by master instructors.
Membership Dues Increase:
An email was sent Friday evening justifying the membership dues increase. Please review this email as it contains valuable information and addresses topics such as group membership. In the short term, APICS projects a decrease in membership because of the decision to increase membership dues.
Please go to the following link which contains valuable tools (on the topic of membership dues increase).
www.apics.org/Membership/Volunteers/MmbrStrategy_Dues_Toolkit.htm
This link contains Q&A section for leaders, Q&A section for members, power point presentations for district and chapter leadership, and a newsletter article (communicating the value of APICS) for district and chapter newsletters.
CMS / C-BAR:
The CMS / C-BAR program sets minimum standards for chapter maintenance in the areas of customer expectations, communications, professional development events, education, and financial responsibility and APICS participation. The goal is for every chapter to participate.
Submissions are due in July of each year. Chapters who do not participate or submit incomplete forms will be automatically considered in a revitalization status (a three-year process). At that time, the District Manager has 30 days to conduct a review and may accept variant standards with supporting documentation: provide exemptions.
Technology Roundtable
Chapters today are utilizing technology to reduce overhead as evident by the use of chapter websites and emails (direct to members or to company coordinators) to publicize educational offerings.
To save on printing costs, many chapters converted entirely to electronic newsletters while other chapters supplement electronic newsletters with mailing quarterly printed newsletters. Due to the longevity of printed matter, the cost can be justified.
Post cards can also be effective in publicizing events such as PDMs and certification classes.
Other media such as radio (Redwood Empire Chapter), cable television streaming advertising banners, social networking sites such as Linked-In and Chamber of Commerce tag-on advertising were also discussed. Upcoming chapter events can also be posted in the monthly APICS magazine.
The discussion then shifted to the use of i-Chapter. Several chapters utilize i-Chapter to process credit card transactions, tracking expenses, and general reporting. While set up is time consuming, i-Chapter is connected to APICS.org and updated automatically. The fee is based on the number of transactions (about $250 per year), but the added functionality may be worth the cost.
A demonstration of i-Chapter might be beneficial.
Not to be confused with i-Chapter is My Chapter which can be found on APICS.org. My Chapter is a chapter management tool.
Membership: you can search for new members and send them a welcoming email or look for non-renewing members and solicit feedback. Samples are listed on the APICS website.
Finance: account payables and receivables can be processed as well as credit card payments. Reporting can be done through utilizing the Quick Books online feature for a fee.
The APICS bookstore search engine is cumbersome and difficult to use. Something should be done to make it more user-friendly.
Action Item: Mel will follow up on this and advise everyone.
Marketing
The ongoing changes mentioned above have given us an opportunity to re-brand APICS; we cannot lose this chance to capitalize on this opportunity.
The District can assist chapters by becoming a repository for chapter education offerings: a monthly calendar of events within the District, facilitate the sharing of best practices, and communicate items of general interest.
Other ideas were to share a speakers list, cross-pollinate marketing efforts (post PDM, seminars, and upcoming class schedules on each other’s websites).
Some chapters have offices – we could list the phone numbers and physical addresses of each office so that members could use this as a “home base” when traveling.
By working together, we can meet the needs of our customers and provide the value they are seeking.
Websites / Identity Manual/ Logos
The vision for District and Chapter websites is to evolve from an information placeholder to information conduit. The websites will be content-oriented, personalized and a resource for not only chapters but for members.
The website can host eNewsletters, Webinars, Pod casts, Job Boards, and Blogs. There was a discussion on restricting job boards to APICS members only.
The APICS Identity Manual and Style Guide for APICS Chapters provides APICS standards for each chapter’s webmaster to follow.
Action Item: Sue will provide parameters for job board postings.
General Discussion – District Mentors:
To assist chapters in meeting minimum standards, District Staff members were assigned to provide guidance – hence District Mentors (formerly Care Teams). District Staff need to establish communication lines with the respective Chapter Presidents. A performance metric needs to be determined.
Certification Maintenance
As certification maintenance was an agenda item last September, further discussion was not needed on its purpose. However, there was a short discussion on the use of technology in tracing certification maintenance points. It was suggested that i-Chapter has this capability.
Action Item: Sue will contact i-Chapter for more information and distribute to all interested parties.
Chapter Success Story
Though one of the largest chapters, Santa Clara Valley experiences the same challenges (member retention) facing smaller chapters.
They have found success by partnering with other associations, other chapters (Mission Peak) and with their customers with in-house classes and plant tours.
Besides certification classes, Santa Clara Valley offers seminars, Train-the-Trainer workshops, and new innovative classes: Business Combat Training by Robert DeNeve.
It all starts by setting SMART goals and objectives and holding board members accountable.
Group Exercise
Recruiting is an ongoing process. To be successful, it is important to portray a positive image of the Chapter and Association, have clear roles and responsibilities, know what the potential officer wants (networking, travel, recertification points, career development), and carefully match the person to the position (considering the volunteers’ strengths).
Volunteers can be found at PDMs, conferences, classes, and by posting volunteer assignments on newsletters, websites and business journals. Be prepared when opportunity knocks.
Start with an effective transition meeting and leadership training program.
Feedback and recognition are important factors in retaining volunteers. Give plenty of encouragement, support, and above all, provide clear expectations (including time commitments). Address performance issues when they arise.
Finally, be certain to recognize contributions. What motivates one person might not motivate another – so be flexible with recognition: provide certificates, logo apparel or award dinners. Don’t forget the power of a personal and heartfelt “Thank You”
Open Forum
Membership dues increase:
We discussed the email from Abe Eshkenzai on the membership dues increase. Abe addressed the return on investment for members: new, enhanced or updated offerings such as the International Conference and Expo, APICS learning center, magazine, and AMA Business and Management Training.
Part of the dues increase ($50) will come back each respective chapter as a rebate. Chapters will determine how to utilize the additional revenue.
Adequate time is needed to digest this information; Chapter Presidents will need to discuss the dues increase announcement with their respective boards.
Action Item: Merri will schedule a conference call on Saturday February 9 at 9:00 am Pacific Time with everyone after Chapter Presidents had a chance to review the membership dues increase announcement with their respective BOD.
C-BAR:
The April Chapter Presidents Meeting is a good time to review C-BAR submissions prior to the deadline. Mentors will be available to review potential submissions with their respective chapters.
Marketing ideas:
To assist chapters in marketing their programs and educational products, a Calendar of Chapter Events could be posted on the District website. A speakers list could also be posted allowing chapters to share resources.
The District could also publish a newsletter that features special interest stories such as a chapter spotlight or biography on a particular APICS member.
Action Item: Chapter Presidents are to send a list of their respective upcoming activities to Sue Nelson in two weeks.
Wrap – Up
Randy reviewed the action items and Rick then adjourned the meeting at 3:50 pm.
Meeting Minutes respectfully submitted January 29, 2008 by Randy Au.
