238th National Board Meeting · FILE: NBM-238 | OCTOBER 16 & 17, 2015 | FOR NATIONAL BOARD APPROVAL 238 Minutes October 2015 APPROVED Page 2 Professionalism Through Education Le professionalisme

MINUTES ASSOCIATION OF ADMINISTRATIVE ASSISTANTS

ASSOCIATION DES ADJOINTS ADMINISTRATIFS

238 Minutes October 2015 APPROVED Page 1

Professionalism Through Education Le professionalisme par l’éducation

For National Board Approval

238TH NATIONAL BOARD MEETING

MEETING TIME: 6:00 p.m./9:00 a.m. EDT DATE: October 16 & 17, 2015

LOCATION: Best Western Plus – Toronto Airport Hotel

5825 Dixie Road, Mississauga, ON L4W 4V7

Toronto, ON

FILE: NBM-238

PARTICIPANTS

National Board

Jackie Pontin, President (JP)

Arlene Stone, QAA, Director Vice-President (AS)

Katherine Vaillancourt, Director-Treasurer (KV)

Pamela Armstrong, Director-Secretary (PA)

Gale Belcourt, QAA, Director-Registrar (GB)

Wendy Neelin, QAA (MAL) Nominations/Constitutions Chair (WN)

Branch Presidents

Chantalle Freeborough, QAA, Barrie/Simcoe County Branch (CF)

Erika Giesl, QAA, Toronto Charter Branch (EG)

Charlene Hands-Lourie (Hamilton Branch) (CH-L)

Chrisy Burton, QAA, Edmonton Branch (CB)

Evelyn Serbout, Calgary Branch (ES)

Regrets

Bridget Cochrane, Fort McMurray Branch (BC)


FILE: NBM-238 | OCTOBER 16 & 17, 2015 | FOR NATIONAL BOARD APPROVAL



1.0 OPENING REMARKS

Jackie Pontin welcomed everyone and thanked them for coming and the meeting was called to order.

2.0 NOTICE/DETERMINATION OF QUORUM

Notice of the 238th National Board meeting was provided on September 9, 2015.

Pamela Armstrong confirmed quorum was present with 11 National Board members in attendance.

Proxy was received from Bridget Cochrane.

3.0 REVIEW OF AGENDA

3.1 Acceptance of Directors Reports as a Consent Agenda

MOTION: To accept the Directors reports on the consent agenda

MOVED: Charlene Hands-Lourie

SECONDED: Chrisy Burton

OPPOSED: None

MOTION CARRIED.

3.2 Additional Agenda Items

Jackie Pontin called for additional agenda items. There were no additional items or changes to the

agenda as presented.

3.3 Approval of Agenda

MOTION: To approve the 238th National Board Meeting Agenda

MOVED: Evelyn Serbout

SECONDED: Katherine Vaillancourt

OPPOSED: None

MOTION CARRIED.

4.0 MINUTES OF PREVIOUS MEETING

4.1 Approval of the 236th National Board Meeting Minutes

Item 8.1 page 9, remove 5th bullet regarding balanced budget for next year.

MOTION: To approve the 236th National Board Meeting Minutes as amended

MOVED: Arlene Stone

SECONDED: Chrisy Burton

OPPOSED: None

MOTION CARRIED.





4.2 Approval of the 237th National Board Meeting Minutes

MOTION: To approve the 237th National Board Meeting Minutes

MOVED: Katherine Vaillancourt

SECONDED: Gale Belcourt

OPPOSED: None

MOTION CARRIED.

5.0 REVIEW OF ACTION ITEMS FOR COMPLETENESS

5.1 FAQ’s for the Website (236th Item 3.1)

Status: Work in progress. Carry forward to January 2016.

5.2 925journal.com (236th Item 3.3)

Status: Gale Belcourt has not received a response as of yet. Carry forward to January 2016.

5.3 Window Decals (236th Item 6.3)

Status: Quotes were distributed. There was a discussion on having a mixture of magnets and front

cling. This is not a member give back; it is a promotional item for marketing the Association. Note: if

we want to use the logo it may require a higher resolution.

ACTION: Arlene Stone to request samples of promotional stickers and magnets

ACTION: Chrisy Burton will get a comparison quote

5.4 AAPNZ (236th Item 6.4)

Status: Carry forward.

5.5 Article for Executive Secretary Magazine (236th Item 6.5)

Status: Arlene Stone will update the Board in January. She has the guidelines for submitting an article.

Note: Executive Secretary has an events section on their website in which we could put our annual

workshop, there is no cost associated. www.executivesecretary.com/events AAU is free as well;

however, events have to be provided up to three months in advance.

ACTION: Arlene Stone to develop FAQ’s for new Branch development by January

2016 NBM

ACTION: Arlene Stone to find out the deadline for posting our workshop to the

events section of Executive Secretary





6.0 BRANCH UPDATES/ISSUES

6.1 Barrie/Simcoe County

6.1.1 AdWords (see Item 7.0)

6.1.2 MailChimp

http://mailchimp.com/features/ is an online tool that provides email statistics i.e., how many are

clicking links, which links, and who is and isn’t opening emails, subscribe and unsubscribe capability.

MailChimp works with social media and can be set up with calendar notice. There are templates that

can be used.

Charlene Hands-Lourie offered to do a demo session on it in June.

Note: requires disclosure of emails

ACTION: Charlene Hands-Lourie to provide a demo session on MailChimp at June

NBM

6.2 Calgary

6.2.1 Storage of AAA files – using Google Docs

Discussion regarding data protection.

Membership list password is changed one time per year. On Google Drive permission is set to only

Treasurer and Secretary. Personal information is stored; however, payment information is not.

Access to the membership list by way of email is limited to Branch Presidents and Membership

Coordinators when it is sent out by the Treasurer.

With recent layoffs in the oil and gas industry, a Calgary Board member that has Association

documents on her work computer is concerned about losing the files. Calgary is looking into investing

in a portable hard drive.

6.2.2 Have other branches experienced difficulty in retaining their Social Media person,

if they had one?

In Calgary the combined Social Media and Yearbook position has had a lot of transition. Edmonton’s

position is a public relations position; Chrisy Burton has a role description for that position.

The group shared their thoughts and success from Facebook and LinkedIn.

Katherine Vaillancourt will set up weekly tweets, at the National level.

ACTION: Chrisy Burton to send PR position description to Charlene Hands-Lourie

ACTION: Katherine Vaillancourt to set up weekly tweets from National on the AAA

Twitter site

http://mailchimp.com/features/





6.3 Edmonton

No issues. Membership is doing well and branch has new members attending meetings.

6.4 Fort McMurray

Currently at 10 members.

National has put a stop on transfer of members to MAL’s.

Branch has a new member that has agreed to take on the position of Secretary. Bridget Cochrane has

agreed to stay on as President for the year. Katherine Vaillancourt will offer support as needed.

Nothing is planned regarding meetings at this time.

We continue to encourage to keep the branch thriving.

6.5 Hamilton

Hamilton executive are all new; are excited and ready to go. First budget passed. Website has been

updated. Branch has 10 new members.

Membership turn out at meetings has been positive. Two meetings a year are held at Mohawk College.

6.5.1 Membership Renewals - move to Item 16.22

6.5.2 Role Descriptions Require Updating

Role descriptions are very outdated and need to be aligned with what the National Board Executive are

doing.

6.5.3 Bylaws Require Updating

Are currently going through the bylaws to update.

6.6 Toronto Charter

Have great speakers coming in.

Discussed the venues Toronto uses and turnout at each.

Have not been using “current news” for their meetings. A lot can be done but without the manpower

it’s difficult. Could students assist with this work?

6.6.1 Attendance/Marketing (see Item 17.0)

Would be nice to get more people. Would love to get more LinkedIn/social media. Katherine

Vaillancourt previously set up LinkedIn for Toronto.

6.7 Vancouver

Still getting new members. There are no members interested in the leadership. The Branch has been

officially deactivated. Will be revisited at the next NBM (October 2016) following the June 2016 AGM.





6.7.1 Email Introduction for Arlene to Darlene Leitch (236th Item 15.0)

Provide an email introduction for Arlene to Darlene Leitch (Kwantlen College).

6.8 Members-at-Large

6.8.1 Ottawa Meeting (236th Item 7.10)

No one available to take a leadership role.

ACTION: Charlene Hands-Lourie to update board position descriptions and Branch

By-laws

ACTION: Arlene Stone to change title on website from “Vancouver Branch” to

“Welcome to Vancouver”

ACTION: Arlene Stone to check with Darlene Leitch if Kwantlen Polytechnic would

like to have a booth at the AGM

ACTION: Charlene Hands-Lourie to compile a list of sponsors and activities to target

for the 2016 NBM/AGM

ACTION: Planning Committee to organize open houses on June 1 or 2

7.0 MITIGATION PROCESS FOR PRIVACY BREACH

Open discussion.

8.0 SOCIAL MEDIA

8.1 LinkedIn

Open discussion regarding branches use and success.

9.0 QAA UPDATE

9.1 QAA Name Change AS/GB

Arlene Stone / Gale Belcourt presented the four QAA designation name changes discussed at the AGM.

Discussion was held to determine if the designation name changes are right for the Association.

Will take more time to make the right decision to move forward; deferred until January 2016.

Canadian Certified Administrative Professional CCAP (pronounced “c-cap”) was discussed; see

Item 22.0.

9.2 Are Trademarks Available? (236th Item 10.0)

Open strategy session/discussion. Names and designations were looked up online for potential and

availability; see Item 22.0.





10.0 WEBSITE UPDATE

10.1 Quotes (236th Item 17.0)

Wendy Neelin had received feedback from developers in regards to a website revamp several years

ago. No quotes were received at that time.

A revamp on the website would require new quotes.

10.2 Subcommittee Update

Proposed committee: Chantalle Freeborough, Deborah Alcock, Annette Gerdes, Katherine Vaillancourt,

Lisa Lowe.

ACTION: Katherine Vaillancourt to provide Website revamp next steps in January

2016

11.0 NEW BRANCH DEVELOPMENT

Arlene Stone provided an update on new branch development opportunities in Lloydminister,

Newfoundland, London (ON).

Open discussion on tapping into colleges; having affiliations or “student branches”.

Having a Maritimes/Atlantic provinces virtual Branch would require an update to the bylaw.

ACTION: Arlene Stone to work with Kelly Taylor-Hulan to develop a proposal for the

January 2016 meeting

ACTION: Arlene Stone to scan program course handout with all the office admin

programs to share with National Board members

ACTION: Wendy Neelin to update the By-law to reflect student and retired

membership fees payback to branches

12.0 MARKETING

12.1 AdminAdvantage

Arlene Stone requested this be deferred.

12.2 Prepared Advertising

Patricia Lamoureux, MAL, presented Jackie Pontin with a marketing opportunity. Jackie made the

decision to go ahead with a footer for an e-blast with a cost of $300.00. Copy of the publication was

passed around to the Board.

There is a need to have a collection of prepared ads that we can utilize when necessary.





12.3 CSAE Bookstore

Jackie Pontin provided a brief overview of the CSAE Bookstore.

Open discussion regarding creating a library of advertising/resources? Books that are offered through

the bookstore include:

The Art of Membership: How to Attract, Retain, and Cement Member Loyalty by Sheri Jacobs, CAE

The ROI of Membership: Today's Missing Link for Explosive Growth by Ed Rigsbee, CAE

Creating Value for Members: A Strategic Guide for Associations by Donald Belfall

Membership Trends: A CSAE Research Report

ACTION: Arlene Stone to send link to the Canadian Society of Association

Executives bookstore

12.4 Marketing Strategy

12.4.1 Marketing Position

Jackie Pontin suggested the possibility of having a Marketing position on the National Board. The NB

discussed what that individual would do, whether it would be a volunteer member/position with an

honorarium or not (subject to review annually)? Someone who works in marketing and

communications, with a focus on digital transformation/marketing would be ideal.

www.deskdemon.com, www.wufoo.com were mentioned.

Jackie Pontin asked to establish a marketing sub-committee: Wendy Neelin, Evelyn Serbout, and Gale

Belcourt offered to sit on the committee.

ACTION: Jackie Pontin to provide an update in January 2016

MOTION: To adjourn

MOVED: Evelyn Serbout

SECONDED: Arlene Stone

OPPOSED: None

MOTION CARRIED.

Note, resume tomorrow at 9:00 a.m. EST, October 17, 2015.

13.0 GOOGLE ADWORDS (236TH ITEM 7.9)

Chantalle Freeborough and Arlene Stone provided a brief overview of the benefits of using Google

AdWords.

Keyword search can come up with once a month.

http://www.deskdemon.com/

http://www.wufoo.com/





Cost associated – can set a budget e.g. $500.00/month. You have the ability to set a threshold of what

you will pay. Could start as early as December 26, 2015 for those surfing the internet over the holidays.

Two lines for the advertisement; descriptive line and tag line.

Will try “office” “office assistant” “administrative” “professional” “secretary” for three months.

You can cap and see what words are working.

Generic email will be created for this initiative.

Can be set up in advance. Words picked. Cap at $5 a day, keep an eye on what people are clicking, cost

per people clicking on. Money was already set aside in May 2015.

MOTION: To pay a $100 honorarium to Eric at Georgian College for assisting

setting us up on Google Ad Words

MOVED: Chantalle Freeborough

SECONDED: Charlene Hands-Lourie

OPPOSED: None

MOTION CARRIED.

ACTION: Chantalle Freeborough to set up Google Ad Words

ACTION: Wendy Neelin to provide support and monitor Google Ad Words

14.0 BANKING

14.1 Banking Regulations re Payee

Hamilton branch is with First Ontario bank and has had signing issues, electronic banking, is there an

advantage of all the Branches going to one bank?

All branches with the exception of Hamilton are banking with TD.

Electronic transfers cannot happen at a National level for security reasons. National accepts e-

transfers but is unable to issue payments by e-transfer.

Calgary branch plans to pilot a credit card and have regulations around it.

TD cheques and money orders must be made out to the “exact name”, however options can be

provided to the bank of what exact names they will accept.

15.0 TREASURER

Treasurers Report Updates

On track based on budget.

Branch dues have been mailed out.

Katherine Vaillancourt to email Branch Treasurer/Presidents to let them know cheques are in the

mail. If they have not been received please advise Katherine Vaillancourt of the same.





Revenue from job postings $6250, $2000 still outstanding as of Sept 30. Outstanding payments for job

postings were discussed.

Have $9,000 in slush fund which we have access to.

$1400 received in QAA fees.

One $900 sponsorship.

Sponsorship moved to Item 19.0.

Financial Statements as of Sept 30, 2015

Net Income $29,265.42

GIC Balance $9830.60

TD Bank Balance $59,338.00

PayPal Bank Balance $12,041.55

Accounts Receivable $2003.00

Total Revenue $53,457.00

Total Expenses $24,191.58

MOTION: To approve the Treasurers report as presented.


SECONDED: Evelyn Serbout

OPPOSED: None

MOTION CARRIED.

ACTION: Katherine Vaillancourt to email Branch Treasurer/Presidents to let them

know when branch dues cheques are in the mail

16.0 MEMBERSHIP

16.1 Leave of Absence as it Pertains to QAA

Gale Belcourt suggested that we need a policy regarding a leave of absence request. Suggested a one

year maximum. The timeline to earn recertification points will not change, remains three years in total;

two considering the one year LOA.

A graduate from May 2015 requested a one year leave of absence, prior to receiving the pin and

certificate. Request was granted. Gale Belcourt to inform member that the renewal period does not

change and following the LOA, if they do not renew they cannot not use designation. This may require

a policy change.

16.2 Membership Renewals

Charlene Hands-Lourie asked if there is a way to streamline the renewal process with National. MAL

renewals go straight to Katherine Vaillancourt however there are different set ups per branch.





Discussion around whether renewal should go to the branch, and whether this could be accomplished

online?

16.3 Members 'not yet renewed/paid' Cut-off Date for Email Distribution

Members that have not yet paid lapse and terminate as of August 31.

Membership renewal clause says they have until December 1 to pay and a late fee will be applied. They

do not receive any emails from September 1 until they have renewed, up to December 1.

Certificate vs. whole designation change for existing QAA’s was discussed.

16.4 Fee Refunds

Applies to membership only as QAA fees are non-refundable.

Two members have paid the wrong fee and payment is outstanding.

Each circumstance will be considered independently; however, this will not be included in the policy

guideline for now.

Policy Guideline #24 was discussed, should we implement something in our policy guidelines for

refunds based on approval from the Branch President?

16.5 Student Fees

$50.00 membership fee, complimentary meeting fees, should be worked into curriculum. List of

students with one cheque, paid by the school.

Katherine Vaillancourt advised this is the case with University of Toronto.

16.6 Branch Dues Rebate

Arlene Stone asked for discussion on branch dues rebates for all membership levels.

Currently: annual membership fee is $156, branches receive $52 and National receives $104.

It is recommended that the next budget be changed at 2016 AGM to include 50% of student and

retirees dues goes back to the branch.

MOTION: Effective September 1, 2016, student and retired membership will be

paid back to the branches at 50% of the incoming fee.


SECONDED: Evelyn Serbout

OPPOSED: None

MOTION CARRIED.

ACTION: Wendy Neelin to update policy guidelines #5 and #10 in regards to a leave

of absence that the timeline to earn your points will not change, remains 3

years in total; 2 considering the 1 year LOA





ACTION: Katherine Vaillancourt to connect with membership chairs to see if the

current set up for membership renewals works for them, and then will

adjust accordingly per branch

ACTION: Wendy Neelin to update Policy guideline #11 and bylaws. Simply state

“Membership year is September 1 to August 31” without additional

verbiage

ACTION: Wendy Neelin to update policy guideline #24, that in the event of a branch

deactivation, membership will automatically roll over to MAL

ACTION: Katherine Vaillancourt to provide AAA presentation she presented to post-

secondary students in Toronto to Charlene Hands-Lourie and Evelyn

Serbout

17.0 2016 AGM

Hamilton provided information and financials from the 2015 AGM.

Empire Landmark, Vancouver hotel was introduced and discussed along with potential speakers.

Wednesday hospitality, Thursday professional development workshop, Friday National Board

Meeting, Saturday Annual General Meeting and QAA graduation.

Discussion as to whether there were funds available to add on a day of travel for NBM to split up and

go out on the Wednesday to promote the association?

GIC’s come in next year.

Registration form to be online. Will be discussed further at the Committee level.

ACTION: Charlene Hands-Lourie to contact Vancouver tourism

ACTION: AGM planning committee to research outreach opportunities for an

additional day during the 2016 NBM/AGM events. Budget proposal and

numbers to be presented at the January NBM

ACTION: Chantalle Freeborough to test run the Registration form prior to the

January 2016 NBM

18.0 POLICY GUIDELINES

18.1 Voting Privileges for Appointed National Board Positions

This is shown in the bylaws, is it needed in the policy guidelines? Couldn’t find anywhere where it says

it’s voting or not voting. Bylaws confirm Wendy Neelin is a voting member. Does it need to say,

“appointed”? Position was taken on as the nominations chair person, not appointed as Past President.

MOTION: To provide Wendy N. voting privileges on the National Board, in her

appointed position






SECONDED: Gale Belcourt

OPPOSED: None

MOTION CARRIED.

18.2 Transfer of Membership – PG 16

Arlene Stone recommended changes to Policy Guideline 16 – Transfer of Membership.

It was decided to eliminate the membership transfer form. An email of approval and recognition from

the incoming and outgoing branches will suffice.

Notice of transfer must be provided to the National Treasurer

ACTION: Wendy Neelin to update Policy Guideline 16 to reflect new transfer of

membership process via email

19.0 SPONSORS UPDATE

19.1 Trip Officials (236th Item 11.1)

Arlene Stone indicated that Trip Officials is going through a revamp.

Guusto, www.guusto.com, want to be on our member benefits page. Would they want to sponsor for

door prizes for the AGM? Sponsors for each of the sessions. Can he give a credit of some sort to use?

Sky View Suites, business rental company, 5% gross rent, for every client referred. They have 100

furnished rental suites in downtown Toronto core.

Independent licensed mortgage consultant. If used would pay $100.00 towards members membership

dues. Is based out of Vancouver. Could set up a booth at the AGM ($100-$200). Note: sponsors at the

Hamilton AGM were given a table.

We do not want to be advertising without benefit back to the Association. Could we sell advertising on

the site? This can be deferred for the marketing individual the Board will be seeking.

19.2 Sterling Marking Products Inc.

ACTION: Jackie Pontin to forward correspondence from Sterling re: becoming a

National Sponsor to Arlene Stone

http://www.guusto.com/





20.0 GOOGLE DOCS

20.1 Problems / Questions / Usage

National Board discussed the differences between Google Docs and Google Drive.

Chantalle Freeborough offered to provide training via GoToMeeting. Chantalle will need the

conference call ID for this event. Pamela Armstong will provide support to west.

Will revisit the issue in January.

ACTION: Chantalle Freeborough to provide Google training for the east and west via

GoToMeeting

ACTION: Pamela Armstrong to provide Chantalle Freeborough with conference call

ID

ACTION: Chantalle Freeborough to advise Jackie Pontin and Katherine Vaillancourt

when the conference service is being used

ACTION: Pamela Armstrong to add Google Docs Problems/Questions/Usage to the

January 2016 agenda

21.0 NEW BUSINESS

21.1 Neuvoo

Neuvoo is interested in being listed on the job postings webpage http://www.aaa.ca/careers_e.php.

Could be conflict of interest with those who are paying for job postings on our website.

22.0 PARKING LOT ITEMS

6.2.1 Calgary branch, hard drive issue; will work with Pamela Armstrong to transfer files to Calgary

Branch’s Google Drive.

9.1 Certification name change - What happens with current QAA designation holders? This would be

an across the board name change. An official certificate would be issued to existing QAA graduates,

with a letter to their employer (if they want). Logistics to be worked out.

Check to see if (CCAP/CAPC/CAP/CPOA) are registered/available. CAAP Canadian Association of

Administrative Professionals name change was discussed. Could be left to the new Marketing

position the board is hoping to create.

12.4.1 Marketing position discussion continued on whether to hire a consultant or student? Board

members offered suggestions of who may be appropriate for the position. Janine Violini could be

considered; Evelyn Serbout could ask for some assistance. Katherine Vaillancourt could consult her

friend. Arlene Stone to ask her contact at Georgian College to present rebranding.

6.5 Discussed Hamilton board adopting Google for document storage.

Hamilton’s Vice President is stepping down as they have adopted a baby.

http://www.aaa.ca/careers_e.php





236th Item 6.3 Logo’d Items

Discussion surrounding current memorabilia inventory. There are a few padfolios left. Barrie and

MAL’s still getting luggage tags, credit card sleeves, cord storage, identifier bands. Are there other

items of interest? Pens with highlighters, coffee cup sleeve, phone stick-on card holder.

What to add to new member giveaways?

Planning calendar is in members only area, should this be in Google Drive?

ACTION: All Branch Presidents to take inventory of logo’d items, and post

photographs to the “Branch Product Inventory” folder in Google Drive.

Filename should include branch name, product and quantity” i.e. “25 cup

holders - Edmonton”

ACTION: All to bring new product ideas and quotes to the January NBM.

ACTION: Katherine Vaillancourt to email soft copy of letter that goes with the

member give back to the Branch presidents

ACTION: Pamela Armstrong to put a copy of the National Board planning calendar in

Google Drive

23.0 CLOSING

The meeting adjourned at 3:27 p.m. EDT.

Jackie Pontin thanked everyone for giving up their weekend and wished everyone safe travels.

Next Meeting: National Board Meeting, 9:00 a.m. EDT, Saturday, January 23, 2016, Conference call.

MOTION: Motion to adjourn

MOVED BY: Katherine Vaillancourt

SECONDED: Charlene Hands-Lourie

OPPOSED: None

MOTION CARRIED.

Documents

238th National Board Meeting · FILE: NBM-238 | OCTOBER 16 & 17, 2015 | FOR NATIONAL BOARD APPROVAL 238 Minutes October 2015 APPROVED Page 2 Professionalism Through Education Le professionalisme