may 2016 board meeting...may 2016 board meeting friday, may 13, 2016 8-9:15 a.m. board meeting...
TRANSCRIPT
May 2016 BOARD MEETING
Friday, May 13, 2016
8-9:15 a.m.
BOARD MEETING LOCATION:
United Way Suncoast (Tampa Bay Office)
5201 W. Kennedy Blvd. #600, Tampa, Fla. 33609 Attendees can park anywhere that is not marked reserved. There is a row of visitor parking on the side of the building closest to Crowne Plaza.
Once inside, take the elevators to the sixth floor and go through the wooden double doors. If you get lost and need assistance, please call Jamie
Williams at 352-272-4085.
CONFERENCE CALL INFORMATION:
712-775-7031 / Access Code: 566-994-181
AGENDA
Welcome / President Report Jenn Dunn
Treasurer Report Jenn Dunn
- Financial Report for April
- Use of Budget Codes
- CPA Update
- Savings Account
Secretary Report Kim Polacek
- Minutes from April
Awards Mary Margaret Hull
Digital Communications Sarah Kettenburg
- Website Redesign Update
Programs Jenna Stock
Recruitment Bart Graham
JUNE MEETING:
Friday, June 10, 2016
8 – 9:15 a.m.
CONFERENCE CALL INFORMATION:
712-775-7031 / Access Code: 566-994-181
April 2016 Program: Inside Look at Media Relations for the Tampa Bay Buccaneers
Total Revenue
Registration $1,695.00 Attendees = 50 (33 members, 17 guests)
Comped sponsors (with Code) $25.00
Total Revenue $1,670.00
Total Expenses
Food, beverage, taxes and gratuity $0.00
Food and Beverages (One Buc Place covered
all food and beverages)
Total Expenses $0.00
Total Profit/Loss $1,670.00
Starting total balance as of March 31, 2016 $54,224.98
Expenses Code #
Date Purpose Amount Check Number Posted?
4/8/16 128 Bank Fees - monthly $3.00 debit yes
4/11/16 100 PRSA Miami $275.00 debit yes
4/11/16 126 Accounting monthly fees (multiple months) $250.00 1811 yes
4/19/16 280 Digital Communications - Monthly website fee (Starchapter) $100.00 debit yes
4/20/16 192 Besito Mexican APR Mixer $750.00 debit yes
4/21/16 290 Semper Fi Fund- Miscellaneous Memorial/Charitable Donations $100.00 debit yes
4/21/16 290 CavRescue - Miscellaneous Memorial/Charitable Donations $100.00 debit yes
4/22/16 287 Website Mobile Design $299.00 debit yes
All 122 Digital Communications - Website merchant fees (Authorize.net + PowerPay) $61.32 debit yes
Total $1,938.32
Deposits
Date Purpose Amount Posted?
4/5, 4/27 198 Chapter Dues (2 checks) $1,394.33
4/19/16 192 APR Mixer $75.00 yes
All See below Amex Deposits $48.40 yes
All See below All Visa/Mastercard/Discover Deposits $24.41 yes
Total $1,542.14
April P/L -$396.18
Wells Fargo Account Balance (4/30/2016) $53,853.80
Paypal Balance (4/30/2016) $100.00
Total Balance (4/30/2016) $53,953.80
Item Revenue Expenses P/L
282 Jobsite Profit (1 member @$25 and 1 non-member posting @$50) 75.00$ 75.00$
220 April 2016 Program 1,670.00$ 1,670.00$
172 Agency Leaders program revenue 75.00$ 75.00$
2016 PRSA Tampa Bay Budget
Office Code # Item Income Expense Qty
100 Sunshine District Meetings (mileage) $ (100.00) 2
102 Gavel for incoming president $ (50.00) 1104 Sunshine District Conference $ (775.00) 1
105 PRSA Tampa Bay Branded Notecards $ (100.00) 1
108 Miscellaneous (Postage, copies, etc.) $ (150.00) 1
110 Leadership Rally (Travel expenses) $ (550.00) 1
112 Board Development $ (250.00) 1
114 Sunshine District Meetings (mileage) $ (100.00) 2
116 Gift for outgoing president $ (75.00) 1
120 Taxes Preparation - CPA Fee $ (200.00) 1
122 Website bank card processing fees $ (60.00) 12
124 Miscellaneous (Postage, supplies, copies, etc.) $ (100.00) 1
126 Accountant Monthly Fee $ (50.00) 12
128 Wells Fargo Monthly Fee (to view checks online for Sandy) $ (3.00) 12
129 P.O. Box Annual Rental Fee $ (98.00) 1
130 Annual Assembly Delegate Meeting $ (1,000.00) 3132 Sunshine District meetings (mileage) $ (125.00) 4
Committee Item Income Expense Qty
Accreditation 140 Information/Session Mixer $ (1,500.00) 1
141 APR Volunteer Training $ (500.00) 1
144 APR Supplies (snacks for training, copies, etc.) $ (500.00) 1
145 APR Instructor Manuals $ (200.00) 4
148 APR Pins $ (30.00) 10
150 Volunteer Annual Awards Program $ (80.00) 7
151 PRestige Awards $ (100.00) 23
152 Venue and food $ (2,000.00) 1
153 Graphic Design-logo, brochure, program $ (500.00) 1
154 Postage (postcard to agencies etc.) $ (200.00) 1
155 Photographer $ (220.00) 1
156 Advertisements $ (1,000.00) 1
157 Award submission revenue $ 1,625.00 1
158 Ticket Sales $ 3,750.00 1
Diversity 160 Program Fees $ (500.00) 1
Agency Leaders 170 Speaker, program fees $ (500.00) 1
172 Program Revenue $ 200.00 1
President
President-Elect
Assembly Delegates
Treasurer
Awards
Media Roundtable 180 Target program revenue $ 3,770.00 1
182 Catering $ (1,613.85) 1
190 Sunshine District annual chapter dues $ (3.00) 215
194 Fall 2016 Membership Mixer $ (1,200.00) 1
192 Spring Event $ (700.00) 1
196 Complimentary Program Vouchers (members, non-members) $ (25.00) 20
198 Chapter membership dues ($50 - $5 nat'l admin fee) $ 45.00 215
199 Miscellaneous (copy expenses, etc.) $ (50.00) 1
Past Presidents
Council
200Networking event $ (750.00) 1
210 Venue and food $ (1,500.00) 1
212 Speaker fee (National) $ (2,500.00) 1
214 Hotel fee (National Speaker, two nights) $ (450.00) 1
216 Target program revenue $ 3,500.00 1
220 Target revenue per program $ 200.00 6
222 White adhesive name badges for nametags (400) $ (200.00) 1
224 National Speaker $ (500.00) 1
226 Miscellaneous (printing, flyers, etc.) $ (100.00) 1
Public Service 230Post-volunteering Happy Hour (end of year chapter event) $ (500.00) 1
241Annual Sponsorships (Gold and Silver) $ 4,000.00
240Signature Event Sponsorship - PRestige Award sponsorships $ 750.00 1
242Signature Event Sponsorship - Professional Development Day $ 750.00 1
248Signature Event Sponsorship - Media Roundtable $ 750.00 1
249Online Advertising $ 1,500.00 1
246Sponsorship Cultivation $ (300.00) 1
Strategic Planning 250 Snacks for planning committee $ (100.00) 1
260 International Conference *March 1 $ (1,195.00) 1
262 Quick Start Conference and Partial Travel/Lodging $ (350.00) 5
266 Sunshine District Conference Regisration and Partial Travel/Lodging $ (375.00) 2
264 Member Special Scholarship (Silver Anvil Appllication, Judging) $ (475.00) 1
Professional
Development Day
Chapter Scholarships
Programs
Sponsorships
Membership
270 PRSSA student attending monthly program (1 per month) $ (25.00) 10
272 PRSSA Networking Event $ (500.00) 2
274 2016 Chapter Dues Scholarship $ (50.00) 4
280 Monthly web site fee (StarChapter) $ (100.00) 12
282 Member job postings $ 25.00 12
284 URL semi-annual maintence fee (.org & .com) $ (25.00) 2286 Non-member job postings $ 50.00 30
287 Website mobile responsive redesign $ (299.00) 1
288 Social media Advertisements $ (250.00) 1
Miscellaneous 290 Memorial or Charitable donations $ (200.00) 1
$ 20,915.00 $(25,951.85)
Student Scholarship Walter E. Griscti Scholarship $ 1,000.00 1
* Endowment John Cassato Scholarship $ 1,000.00 1
Total profit/loss for 2016Expenses outside of chapter operating budget
PRSSA/New
Professionals
Digital
Communications
(Website & Job Site)
Total
Allotted Balance
$ (200.00) -200.00 going to be 3 out of the area
$ (50.00) -50.00 In 2015, was $41.68 $ (775.00) -775.00 Figuring $275 reg.; $300 driving roundtrip; $100/night hotel $ (100.00) -100.00 $ (150.00) -150.00
$ (550.00) -550.00
$ (250.00) -250.00
$ (200.00) -200.00
$ (75.00) -75.00
$ (200.00) -200.00
$ (720.00) -720.00 Was $43/month but last year was $57/month - increased to $60?
$ (100.00) -100.00
$ (600.00) -600.00
$ (36.00) -36.00
$ (98.00) -98.00
$(3,000.00) -3,000.00 $ (500.00) -500.00
Total
Allotted $(1,500.00) -1,500.00
$ (500.00) -500.00
$ (500.00) -500.00
$ (800.00) -800.00
$ (300.00) -300.00
$ (560.00) -560.00 7 given out last year
$(2,300.00) -2,300.00 By entry (last year $90/award)
$(2,000.00) -2,000.00
$ (500.00) -500.00
$ (200.00) -200.00
$ (220.00) -220.00 went over last year - $202
$(1,000.00) -1,000.00
$ 1,625.00 1,625.00 $1,570 last year
$ 3,750.00 3,750.00 $2,665.00 last year $ (500.00) -500.00 $ (500.00) -500.00 $ 200.00 200.00
$ 3,770.00 3,770.00 $(1,613.85) -1,613.85 $ (645.00) -645.00
$(1,200.00) -1,200.00 $ (700.00) -700.00 increased from $400 for speed networking event
$ (500.00) -500.00
$ 9,675.00 9,675.00 $ (50.00) -50.00
$ (750.00) -750.00 $(1,500.00) -1,500.00
$(2,500.00) -2,500.00
$ (450.00) -450.00
$ 3,500.00 3,500.00
$ 1,200.00 1,200.00
$ (200.00) -200.00 Just for program $81.31 for 400 - 100 for Media Roundtable and 50 for each program
$ (500.00) -500.00 $ (100.00) -100.00
$ (500.00) -500.00
$ 4,000.00 4,000.00
$ 750.00 750.00
$ 750.00 750.00
$ 750.00 750.00
$ 1,500.00 1,500.00
$ (300.00) -300.00 Received budget request for sponsorship cultivation; is revenue to remain the same? Get together with Noelle $ (100.00) -100.00
$(1,195.00) -1,195.00
$(1,750.00) -1,750.00 Conference is $250 - includes $100 travel stipend
$ (750.00) -750.00 Conference increased to $275 - includes $100 travel stipend $ (475.00) -475.00
$ (250.00) -250.00 $(1,000.00) -1,000.00
$ (200.00) -200.00 One scholarship per quarter new professionals/students
$(1,200.00) -1,200.00
$ 300.00 300.00
$ (50.00) -50.00 $ 1,500.00 1,500.00 $ (299.00) -299.00 New national cost won't be until the International Conference in October $ (250.00) -250.00 Increased by $150
$ (200.00) -200.00
$(4,941.85)
$(4,941.85) -$4,941.85
$ 1,000.00 1,000.00
$ 1,000.00 1,000.00
Expenses outside of chapter operating budget
COMMITTEE REPORT: Awards
Prepared by: Mary Margaret “MM” Hull, APR and Lori Hudson, APR – Co-chairs Committee Members: Jennifer Dunn; Bobby Eagle, APR; Kathlyn Fitzpatrick; Mike Flanagan; Lou Grossman, APR; Peveeta Persaud, APR; and Marissa Segundo, APR Activities Since Last Report:
Committee teleconference held May 10
Added 2016 Call for Entries and new content to PRSA TB webpage
Finalized postcard mailer and mailing list
Finalized ePostcard
Updating 30-second and 2-minute awards program videos with minor updates
Contacted Digital Communications team to develop digital plan to promote awards program Upcoming Activities:
1) Sign contract with Tampa Marriott Westshore to secure venue — $23/plate for lunch (same as last year’s cost) Friday, Oct. 21 at 11:30 a.m.
2) Mail postcards to targeted list from Tampa Bay Business Journal and email postcards to: Current/prospective members, TB program visitors, Radiance and Palm award entrants as well as Silver/Bronze anvil entrants from Florida
3) Develop marketing plan 4) Plan WebEx in June 5) Next teleconference – Friday, June 3 at 1:30 p.m.
Additional Information/Updates: 2016 PRestige Awards Timeline
Identified another chapter for judging – February/March
Added 2016 Call for Entries on webpage – April 12
Update videos on webpage to market program – May
Mail informational postcard and email e-postcard – May
Market awards program – May-July
Webinar on how to submit a winning entry – June
PRestige Awards early deadline – June 24; Final deadline – July 8
Outside judging – July-August
Order awards; Design program; Event coordination – September
Awards luncheon at Tampa Marriott Westshore – Oct. 21 at 11:30 a.m. Questions or Requests for Officers/Board: We are looking for your input on a great keynote speaker for the luncheon. Should we push Oct. 21 luncheon back to reduce close proximity to September’s signature event? Please take PRestige Awards postcards to share with your coworkers and colleagues. Consider forwarding the ePostcard to your networks. We need your help getting the word out about the awards program. Thank you.
COMMITTEE REPORT: Digital Communications
Prepared by: Kim Polacek / Andrea Sauvageot / Sarah Kettenburg Activities Since Last Report: The website redesign has been pushed live. Multiple socials posts promoting events, member spotlight, APR Month. Our social chair has resigned so if anyone is interested or knows someone interested in the position, send them to Sarah. Job Board: In April we had two job postings. Account Director PRmediaNow
Job Posting Apr. 12, 2016
PR Account Executive (PR Specialist I) National Strategies Public Relations
Job Posting Apr. 5, 2016
Upcoming Activities: Continued promotion of chapter’s events, membership and members through our various communication channels.
PRSATampaBay.com – other information: Top content: We had 1482 sessions, the Job Board received 799 page views and we had 797 unique visitors. Traffic Source: 606 visits came from Google, 518 visits were direct, 47 were from Bing Referrals: prsatampabay.org was 83 Social Media Referrals: Facebook 19, LinkedIn 15, and Twitter 13 Mobile visits: 255 visits were from mobile phones – 190 were iPhones and 41 were from iPads.
Facebook: 513 likes (gained 13 since March)
Twitter:
5,304 followers (gained 33 since March)
COMMITTEE REPORT: Membership Prepared by: Christie Ebanks Activities since Last Report: Committee planning speed networking event. Upcoming Activities: Speed networking event May 26 Additional Information/Updates: Active members as of 4/30: 227; Dropped in April: 9; New in April: 7; Reinstated in April: 1 New members: Lisa Marie Roy, Chelsey Andreasen, Lauren S. Pace, Amy Calvin, Veronica Rodriguez, Lynne A. Tucker, Karen E. Varga-Sinka Reinstated members: Timothy DeClaire
COMMITTEE REPORT: Programs Prepared by Jenna Stock Activities Since Last Report: Media Roundtable, Professional Development Day and monthly programming planning efforts are underway. Upcoming Activities: Register for one of our upcoming programs and continue to spread the word through your personal networks and social media channels. Marketing & Communications with USF Health’s Chief Communications Officer John Robinson
Date/Time: Tuesday, May 24 from 11:30 a.m. to 1 p.m.
Location: Brio Tuscan Grille, International Plaza
Speaker: John Robinson, chief communications officer at USF Health
Registration: 14 (11 members, 3 guests) Media Roundtable
Date/Time: Thursday, June 23 from 8 a.m. to 10 a.m. (7:30-8 networking)
Location: The Centre Club
Media Lineup (still confirming 1-2 more): o Ashley Kritzer, Reporter, Tampa Bay Business Journal o Ernest Hooper, Columnist, Tampa Bay Times o Kisha Wilkinson, Weekend Planning Editor, Bay News 9 o Lissette Campos, Director of Public Affairs, ABC Action News
o Mark Gordon, Managing Editor, Business Observer o Maureen Famiano, Executive Producer-Studio 10 Live, WTSP-TV o Steve Fenske, Planning Manager, Fox 13 o Vicky Benchimol, Planning Editor, ABC Action News
Registration: 27 (18 members, 9 guests)
Special kudos to committee chair Sara Greco for leading the planning efforts and coordinating this event with FPRA. She’s done a wonderful job of keeping the group on track and informed.
Peter Shankman
Date: Thursday, August 18
Location options: Port Tampa Bay, Marriott Tampa Westshore Professional Development Day
Date: September
Location: Chester Ferguson Law Center, Renaissance at International Plaza, Tampa Club, Westly Event Center
Committee chair Katy Parsons has done an excellent job leading the planning efforts. Speaker and venue outreach is underway.
COMMITTEE REPORT: Recruitment Prepared by: Bart Graham April activity: I targeted the guest attendees of the Buc’s program. We had 16 guests. 1 was a return guest and 15 were new guests. I reached out to the 15 new guests, 3 by e-mail (got 1 response) and 12 by LinkedIn (got 8 connections). Anytime I see a guest from a company that is not a member I will send an e-mail and a LI invitation. Guests of member companies will get a LI note from me. Activities since Last Report: I received no feedback for suggestions from the board. Upcoming Activities: I will put together a strategy plan for this position and will tweak as needed. I will be handing out our business cards at our board meeting and at our May event. Additional Information/Updates: The feedback offer to the board is still open. Questions or Requests for Officers/Board: Help recruit for the chapter by handing out business cards. Items still in progress: -Do we get a prospective member list? Pending. -I will put together an intro e-mail so any information such as new member specials would come in very handy. I would need to know what membership deals are taking place currently. -There will be outbound calls involved in the recruiting cycle. -Are there any company sizes you would like to target? I am assuming cities are fair game. -All board and committee chairs should carry a small supply of those PRSA biz cards on them, just as they would their own biz cards. I would also suggest current members carry at least one or two cards with them. I will also hand these cards out at our events.
-The IT sector is a ripe sector for us to recruit to. What other sectors would you like for me to reach out to? I am thinking of BAMA for manufacturers as an example. I will research the TBBJ Book of Lists.
COMMITTEE REPORT: Sponsorship Committee Prepared by: Noelle Fox, APR Activities Since Last Report:
- Continued outreach to prospective sponsors and online advertisers - Confirming availability to offer Presenting Sponsorship for Media Roundtable, given this event is hosted in
partnership with FPRA Upcoming Activities:
- Continued outreach to prospective sponsors and online advertisers - Confirmed Featured Sponsor Status for May program for Annual Sponsor True Blue Communications - Confirmed Featured Sponsor Status for August program for Annual Sponsor AAA
COMMITTEE REPORT: Volunteer Prepared by: Bart Graham Activities since Last Report: April activity: I recruit volunteers usually at least 3 times a week. For Sponsorship I am reaching out to our C-level members (after checking with Noelle) as they may end up wanting to sponsor the chapter instead of volunteering. I have to say that the last 10 days have been quiet in regards to getting answers back. Membership reported that Donna Chen is moving creating an opening on this committee. Christie Ebanks is doing both Donna’s and Shereen’s job now. Kasey Coryn and I are the other two members on Membership (Kasey doing registration desk and me doing Volunteer and Recruitment). This is a critical need committee. The good news-Programs and Digital Communications are now full but will accept new members if needed. I am checking with Betty to make sure she is all set with Diversity. I got from Paula 4 new names of APR’s that she recruited. I reached out to 30 people in April: -3 were follow-ups (2 regular members (got one not interested response) and 1 2015 new member) -7 new members (Sherry Robinson, Deborah Bowen, Veronica Rodriguez (yes), Amy Calvin (later), Karen Sinka (interested), Lynne Tucker, Lisa Roy (bad e-mail)) -2 reinstated members (Tara Tufo and Jason Mudd-No response from either) -15 regular members (4 responded (1 on call, 2 interested, 1 yes) and 11 did not respond)
-3 C-level members for Sponsorship Committee (2 did not respond, 1 said not interested) April 1 registration desk-I used Amy Binder, Brandon Graham, and Josh Carrasco for check in. They are now part of the “on call” volunteers. As an FYI, I have a list of 18 names on this list in various stages of availability. Upcoming Activities: Continue to try to fill the remaining committee seat openings (Sponsorship-1, Membership-1). Continue to improve the registration desk process. At the Media Roundtable we will share the registration desk with FPRA. Additional Information/Updates: Once Membership and Sponsorship is filled I will move on to help Paula with Accreditation. Christie Ebanks is now providing me new member information. Questions or Requests for Officers/Board: It still would be nice to know how much time is spent on committee activities and when the busiest times of the year are. I have many folks that say they are busy and want to know this information.