Board Meeting 4/09/15 Call-In Meeting Led By: President Amber Albrecht, APR Secretary: Sarah Sweeney-Gerardi Call to Order: 8:03 a.m. Adjournment: 9:01 a.m. In Attendance: Meeting held via conference call. See below. Call In: (16) Amber Albrecht, APR, Jenny Corsey, APR, Melissa Cameron, Goldin Doles, Bill Gay, APR, Fellow PRSA, Jessica Geiszler, Ed Herrera, APR, Nikki Jimenez, , Rana Kay, Reema Makani-Boccia, APR, Blake Nelson, APR, Kristin Reinhardt, Sarah Rossetto, Julie SmithTaylor, APR, Sarah Sweeney-Gerardi and Krystin Williamson Absent: (2) Brooke Joller, Heidi Baldwin New Pros: (1) Anne Marie Price Guests: (0) None TOPIC / ISSUE DISCUSSION • Eva Irving • • • • Donate Life • Each year the chapter gives up to $250 to the 501c3 of choice of the recipient of the Eva Irving scholarship. This year the executive committee recommended the full $250 Jessica Geiszler motioned that the chapter approve a $250 donation to the 501c3 of the 2014 Eva Irving award winners choice, Reema Makani-Boccia, APR seconded. Board approved unanimously via roll call vote. ACTION • Donate Life California has provided PRSA for a space to meet each • month for over a year. Albrecht, APR suggested that, given that generosity, the chapter donate $150 to Donate Life, along with a $50 gift certificate to Brianne Mundy of Donate Life California who arranged and coordinates the use of the space. Makani-Boccia, APR motioned that the chapter donate $150 to Donate Life, along with a $50 gift certificate to PRSA member Brianne Mundy PERSON RESPONSIBLE Treasurer, Sarah Rossetto will assure the funds are dispersed to the 501c3 Rossetto Treasurer, Sarah Rossetto, will issue the $150 to Donate Life.California. Albrecht, APR will also assure that Brianne Mundy receives a $50 gift certificate. Rossetto 1 Board Meeting 4/09/15 TOPIC / ISSUE DISCUSSION ACTION PERSON RESPONSIBLE of Donate Life California who arranged and coordinates the use of the space. Smith-Taylor, APR seconded. A roll call vote resulted in unanimous approval • Diversity Survey • • • • • Bernays • • • Summer Social • • Herrera, APR will resend the diversity survey results prior to next meeting. Herrera, APR ALL • Bernays committee is also looking for sponsors in the previously mentioned categories, Board members are encouraged to present suggestions. Geiszler has vendor suggestions for committee Cameron, Joller ALL Each board member is asked to secure at least one silent auction item. Geiszler, Williamson, Nelson, Ed Herrera, APR reported that the results of the diversity study had been sent via email to each member of the board in March. He will present the national vs. chapter results at the May board meeting Herrera also confirmed that the results will be available on the chapter website so they can be publically accessed. The Bernays are tentatively scheduled for October 14 at the Prado. It will have a vintage circus theme. PRSA SD/IC is pairing with the Charlotte PRSA chapter for judging. Cameron advised that Elevator had been selected to work on the online platform for Bernays submissions. This platform will serve as a one-stop shop—submit, pay, upload. Submission will be limited to 50 megabytes and those submitting will be encouraged to submit entries as one file whenever possible. The committee is also working on a contingency, and Dropbox will be available, in case of any issues. The Call for Entries will be issued sometime between May 4 and 15. Bernays Committee seeks sponsors in these areas: one audio/visual, one reception and a signature cocktail sponsor. Geiszler reported that Stone Brewing World Garden and Bistro at Liberty Station, venue for Summer Social, has waived the food and beverage minimum. • • 2 Board Meeting 4/09/15 TOPIC / ISSUE DISCUSSION • • • • • • • Programming • • The committee has a team of volunteers. One will be dedicated solely to the silent auction, another to the media mixer. Nuffer, Smith, Tucker has created the logo. My Creative Vision is creating the print material. Melissa Jacobs will be the photographer. There will be a furniture sponsor and a branded silent auction. The social media and other communications will be complete soon and will be submitted to the Communications Committee for eblasts, social media etc. Nelson, APR offered to help out with efforts to secure sponsorships. Senior Roundtables o Makani-Boccia, APR reported that the first senior roundtable event went well. o Key Takeaways: Roundtable participants would like dedicated pre or post time with guest speakers and others. o Another senior roundtable is in the works. For the moment, the process is intentionally fluid to give the new program a chance to come together in the best way to serve the senior practitioners. Diversity Mixer o Corsey, APR provided details about the April 28 Diversity Mixer at Gordon Biersh. o Guests will receive one drink ticket and will be treated to an array of finger foods. o Herrera, APR reports that they are working closely with San Diego-area’s top diversity groups to partner in encouraging attendance. o Gay, APR, Fellow PRSA also confirmed that new APRs will be presented during the mixer May Event ACTION PERSON RESPONSIBLE • Nelson/Geiszler/Williamson to finalize sponsorship options. ALL • Makani-Boccia, APR and Nelson,APR will work with vested parties on the next event. Board members are encouraged to attend the diversity mixer and are requested to reach out to their assigned members to encourage them to attend, as well. Nelson, APR, MakaniBoccia, APR Corsey, APR Herrera, APR Doles Reinhardt ALL • 3 Board Meeting 4/09/15 TOPIC / ISSUE DISCUSSION ACTION PERSON RESPONSIBLE o Doles reported that committee is close to contracting La Jolla Shores Hotel for the May 19 event featuring Joan Gladstone o Event will be a sit-down lunch. o Reinhardt reported that communications materials would be available soon and will go to the communications committee. • Archives • • • • • New Pros • Albrecht, APR reported that the archives, discussed at February’s meeting, are up at SDSU. They can be accessed here: http://scua2.sdsu.edu/archon/?p=collections/findingaid&id=396&q= The PRSA SD/IC archives committee has disbanded, so chapter is currently weighing options for the committee. Anne Marie Price reported that the March event went well. For the April event, New Pros are planning a Twitter chat. A date and topic are being determined. Price also reported that the spring mentorship program is underway, with 7 mentors and 7 mentees. Additionally, Price suggested devising methods that encourage communication between New Pros and PRSA SD/IC board. • Those interested in serving on the archives committee should contact Albrecht, APR Albrecht, APR • Suggestions on how to encourage communication should be directed to Nikki Jimenez and to Anne Marie Price. Those interested in further details on the Twitter chat can reach out to Marie Price. Price to invite full committee to next PRSA SD/IC Board Meeting. Price Jimenez ALL • • Western District Roundtable • • Smith-Taylor, APR reported that the Western District went very well. During the sold out 2-day conference, there were 350 attendees, 3 keynote speakers and 18 breakout sessions. • Western District attendees are encourages submitting content for blog, eblast and other communications detailing their experience. SmithTaylor, APR • Doles: Goldin’s husband has accepted a position in Seattle and she will be leaving San Diego in May. Herrera, APR: The Diversity Committee is in the process of creating a diversity scholarship for high schools and community colleges. There • Board members to send recommendations for programming committee to ALL • 4 Board Meeting 4/09/15 TOPIC / ISSUE DISCUSSION • Next Meeting ACTION will also be diversity spotlight feature on the website in the coming months. Gay,,APR, Fellow PRSA: The next APR readiness reviews will take place in June. Applications are due in late April. Thursday, May 14 8 a.m. to 9 a.m. Donate Life California • • PERSON RESPONSIBLE Albrecht, APR by April 14. Board members interested in APR should contact Gay, Fellow, APR. Those who would like to discuss diversity should reach out to Herrera, APR. Anyone with suggestions on replacements for Doles should address them to executive committee. If you are not able to attend, please ALL let Albrecht, APR know ASAP so that we are able to reach a quorum. Committee Reports March 2015 President-elect’s Report March 2015 See Sponsorship & Roundtables reports. Treasurer’s Report March 2015 Financial Update • Bank ending balance as of 2/28/15 – $93,455.69 5 Board Meeting 4/09/15 Activities Accomplished • Received final committee budgets for 2015 • Compiled all committee budgets for 2015 • Provided reimbursements for chapter activities • Paid invoices • Deposited national membership checks Activities & Projects in Progress • Reconciling February activity • Preparing 2014 taxes Anticipated Projects and Activities • File 2014 taxes by May 15 • Collect sponsorship income • Provide reimbursements for chapter activities Secretary Report March 2015 Activities Accomplished • Updated Outlook calendar announcements • Roster updates • Compile committee reports • General executive committee counsel • Summary of Board Retreat created and sent Activities in Progress • Gathered Policies and Procedures updates, sent to rest of leadership team for input Chapter Manager Report March 2015 6 Board Meeting 4/09/15 Activities Accomplished • Completed website updates during the month, including New Pros, member news, Diversity Mixer and Summer Social. • Drafted, sent out for review and set up eblasts for distribution; update eblast distribution list with new members, email changes, and requests to join. • Resource Directory call to action button created and placed on website, site changes regarding Resource Directory and creating new listing. • Conference call research for board. Activities and Projects in Progress • Work with Blake to redefine Resource Directory and re-launch with changes Anticipated Activities and Projects • Create May luncheon event page on website • Create Volunteer Listings section of website • (Ongoing) Website updates, prepare chapter eblasts, membership list updates Past-President Report March 2015 See Roundtables report. Advocacy Committee March 2015 Activities Accomplished • Planned April 28 diversity mixer o Finalized Gordon Biersch venue o Coordinated logistics with sales manager o Reviewed and signed contract o Edited all copy for communications o Conducted outreach to secure co-sponsor partner organizations o Developed Google Docs tracker 7 Board Meeting 4/09/15 • • • Held call with communications committee to discuss thought leadership planning o Worked with Nikki to identify program volunteer, Jill Monroe, and set up April planning meeting Re-launched speakers bureau program o Met with and onboarded Kathleen Czech, committee volunteer for speakers bureau o Revamped speakers bureau request form and added new topics o Revamped speakers bureau speaker feedback form Set up coffee meetings sister communications organizations to discuss partnerships Activities and Projects in Progress • Executing April 28 diversity mixer o Continuing outreach to spur co-sponsor partner organizations to promote event o Encouraging board to conduct direct member outreach to increase attendance • Working on revamped speakers bureau communications toolkit • Reaching out to sister communications organizations to discuss partnerships • Managing thought leadership program o Brainstorming ideas for thought leadership topics o Drafting writers guidelines for thought leadership blog o Working on short list of content contributors Anticipated Projects and Activities • Launch thought leadership blog • Identify events volunteer • Begin planning second partner-themed mixer • Work on maternity leave plan for summer absence APR Committee Report March 2015 No report submitted. Assembly Delegate/Western District Rep Report March 2015 8 Board Meeting 4/09/15 No report submitted. Bernays Committee March 2014 Activities Accomplished · Chose online submission platform · Finalized theme · Prepared schedule for entries · Secured collateral and communications chairs Activities in Progress · Preparing calendar for 2015 · Drafting call for entries · Finalizing award subcategories · Preparing draft collateral concepts Anticipated Projects and Activities · Site visit to Prado · Meet with AV vendor · Reach out to potential sponsors · Find judging and events chairs Communications Committee March 2015 Activities Accomplished • Conducted onboarding and brainstorm meeting with new volunteers o Sarah Mojarro, Digital Content Chair o Jessica Ipolitto, Digital Content o Heidi Youngman, Social Media Chair • Posted new chapter sponsor and programming info on Facebook and Twitter 9 Board Meeting 4/09/15 • • Created two weekly e-blasts, as well as one dedicated e-blast to promote the Diversity Mixer Participated in call with Advocacy regarding the new Thought Leadership blog and how we can assist Update on Social Media • Current Facebook fans is 1,134 and current Twitter followers are 4,635 • Our highest-engaged Facebook posts have was JPR’s sponsorship recognition post with 11 “likes” • Posted 11 times on social media throughout the month o Sponsor recognitions o Event promotion o Industry articles of interest o PRSA national items Activities in Progress • Brainstorming/planning meeting Monday, April 6 • Brainstorming Thought Leadership blog names • April New Member Spotlight – Deborah Linggi • Starting new e-blast feature – Journalist Spotlight Diversity Committee March 2015 Activities Accomplished • Herrera, APR met with Shawn Turner , President of Black Public Relations Society of Los Angeles • San Diego Diversity Mixer partnerships secured • San Diego Diversity Mixer marketing materials generated and distributed • Diversity Survey Completed with 68 respondents • Herrera, APR participated in Crisis Management Training and Western District Conference • Three new committee members added with orientation completed Activities and Projects in Progress • P.R.E.P. (Public Relations Embracement Program/Pipeline Program) – Program development • PRSA SD/IC Diversity Scholarship – Program development 10 Board Meeting 4/09/15 • San Diego Diversity Mixer – On going communications and marketing • Diversity Spotlights – Program development • Diversity Certification – Examination Anticipated Projects and Activities On-going support for current projects and programs Ethics Committee March 2015 No report submitted. Membership and Volunteer Committee March 2015 Activities Accomplished • Sent welcome email to all new members in 2015 Ø Sent email to all prospect members in 2015 • Emailed all re-instated members in 2015 thanking them for renewing • Hosted first PRSA New Member Breakfast Ø Attendance ~20 • Visited PLNU Intro to PR class to talk about PRSA • Emailed all SD/IC APRs about volunteer opportunities • Discussed membership/volunteer issue with PRSA LA Membership Coordinator, Denis Wolcott and PRSA National chapter/district relationship manager, Candice Bellittera • Placed more volunteers on committees • Met with PRSA member who newly joined and placed her on Summer Social Committee • Confirmed three new sponsors for Diversity Mixer- AAJA, SDABJ, Filipino American Chamber Activities and Projects in Progress • Placing volunteers on committees 11 Board Meeting 4/09/15 • • • Coordinating more college/university PR class visits o Visiting SDSU PRSSA April 8, 2015 Identifying where membership/volunteer bylaw located Writing social media content for 2nd quarter 2015 Anticipated Projects and Activities • Promote April PRSA discount codes • Identify members whose memberships are about to expire • Reach out to PRSA members whose membership lapsed end of 2014 As of April 1: Total active SD/IC chapter members: 262 Total PRSA members associated with our area: 313 Total new members in 2015: 32 New members in last month (March): 11 Dropped members in last month (March): 0 New Pros Committee Report March 2015 No report submitted. PRSSA SDSU March 2015 See report in minutes. Professional Development/Programs March 2015 12 Board Meeting 4/09/15 Activities Accomplished • Received and paid the final invoice for David Grossman, the February 2015 speaker • Confirmed May 19, 2015 as our next Professional Development event • Reached out and secured Joan Gladstone, Fellow PRSA, APR as our speaker to talk about crisis communication • Met with committee volunteer, Ryan Cherenson, who will be helping the committee research and select event venues Activities and Projects in Progress • Confirming venue for May 19th event • Adding registration and program information to Eventbrite • Including program information on the PRSA website Anticipated Projects and Activities • Meeting with other event chairs and communications chairs on April 6, 2015 to discuss and strategize about the best communications plan for all the upcoming PRSA events Prepare web/email blast copy along with social media c Quality Time with PR Minds Committee March 2015 No report submitted. Roundtable Committee March 2015 Activities Accomplished • Hosted first successful Roundtable at Panda Inn in Horton Plaza • With nearly a dozen attendees, we received rave reviews and high marks for hosting such events in the future Activities and Projects in Progress • Confirming availability of luncheon speaker on May 19 • Considering hosting separate social event in June 13 Board Meeting 4/09/15 • Mulling takeaways and how to organize future events (cost, whom to invite/open invitation, etc.) Anticipated Projects and Activities • Confirm May event details • Confirm June social (?) Sponsorship Committee March 2015 Activities Accomplished • Finalized sponsorship with PR Newswire • Finalized Resource Directory listing for CIM Inc. Activities and Projects in Progress • Finalizing FOCUSCOM sponsorship • Developing sponsorship program for Southwest Strategies • Working on plan to restructure Resource Directory • Refining Bernays sponsorship opportunities Anticipated Projects and Activities • Begin outreach for summer social sponsorships • Continue outreach for existing sponsor levels Summer Social Committee March 2015 Activities Accomplished • Presented venue options to board and coordinated vote • Co-chairs held meeting to discuss event logistics and sponsorships • Solidified venue and paid deposit payment for Stone Brewing World Bistro & Gardens 14 Board Meeting 4/09/15 • • • • • • • • Drafted Summer Social event information for April 1 chapter email, website and Eventbrite page Drafted social media posts for April for communications committee Secured volunteer for the Media Liaison role Developed event logos Secured vendors for: o Photography o Graphic Design o Décor o Event Materials & Support o Print Communications/Graphics Secured sponsorships for: o Graphic Design o Décor o Logo Compiled February committee report Participated in February board meeting Activities and Projects in Progress • First committee meeting held on April 2 at Stone Brewing • Identification of other volunteers Anticipated Projects and Activities • Develop sponsorship packages, overview packet and solicitation letters (public and board versions); begin outreach • Develop media invitation; begin outreach • Develop silent auction item solicitation letters (public and board versions); begin outreach • Work with graphic designer on print materials to include drink tickets, signs and sponsor packets. ### 15
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