Board of Directors' Meeting AGENDA January 24,2018

Call to Order - additional items for the agenda?

Secretary: Minutes of previous Board meeting Motion to change signing authority on Vanguard and TD Bank accounts by adding Dr. Martin and removing Dr. Coutu

Treasurer: Financial report 2017 annual report Investment Committee 2017 annual report

Committee Reports: LEGISLATIVE - Harris

Legislative - Harris Third Party - Tseng

President: Report on Presidents' Council meeting Distribution and Board approval of committee structure and appointments

President-Elect: Budget presentation for 2018

Committee Reports (continued):

MEMBERSHIP - Griffin Development and retention - Griffin Leadership Development

MEETINGS - Shippee Industry Relations - Mocklis

COMMUNITY OUTREACH - Oleksiv Public Relations/TAYE - Bryant Philanthropy/Diabetes Initiatives - Oleksiv

INTERNAL OPERATIONS - Bryant, Klinger Newsletter - Thurber Website - Oleksiv, Klinger Audit Committee - Huffer Investment Committee - Caban, Emery, Martin Awards - Lessard By Laws Review Policies Review Long Range Planning - Bryant, Huffer

State Board: Lessard

ED Report:

Old Business:

New Business:

Announcements/Good and Welfare:

Minutes — Board of Directors' Meeting — November 15, 2017

The regular meeting of the Board of Directors of the New Hampshire Optometric Association took place on Wednesday, November 15, 2017, at the Dupont Group in Concord, NH. In attendance for the Board were Drs. Angelique Sawyer, Kristen Bryant, Jeanne Thurber, Ron Coutu, James Belanger, Erica Griffin, Mark Harris, Scott Huffer, Nadiya Oleksiv, and Sam Shippee, along with the Executive Director, Dr. Brian Klinger. In attendance by special invitation were Curtis Barry of the Dupont Group, and NHOA members Drs. Christopher Daldine, Donna Martin, Sarah Radny, and Winnie Tseng.

President Angelique Sawyer, 0.D., called the meeting to order at 7:01 pm.

Secretary: Jeanne Thurber • Minutes of the previous Board meeting on October 13, 2017, were approved as presented.

Treasurer: Ron Coutu • Dr. Coutu reviewed the Account Balances sheet for 2017. (Attached)

o The checking account is up about $18,000 over this time last year. The account is expected to have a balance of about $20,000 for the start of 2018.

• Dr. Coutu reviewed the 2017 Budget vs. Actual Comparisons Year to Date. (Attached) o Most items have come in on or under budget. The budget is in good standing.

• The Financial Report was received as presented. • A motion was made and passed to grant Life Membership to Drs. Lasky, Douville, Frangos

and Holmes effective January 1, 2018.

President: Angel Sawyer • Dr. Sawyer announced the 2018 BOD meeting dates: Jan 24, Mar 14, May 9 after CE at the

Grappone Center, July 18, Sept 12, and Nov 14. She will look for a northern venue in the Plymouth area for the July meeting. All dates are Wednesdays; unless otherwise noted, meetings will take place at the Dupont Group in Concord.

• Dr. Sawyer announced Dr. Winnie Tseng as her second 2018 BOD appointee. • A motion was made and passed to increase NHOA dues for 2018 by $13. • Dr. Sawyer appointed the following members to the 2018 Budget Committee, Drs. Bryant

(chair), Huffer, Martin, Klinger, Coutu, and Sawyer. An email will be distributed shortly with the budget request deadline.

• A motion was made and passed for Dr. Sawyer to appoint up to three attendees at Presidents' Council January 18-20, 2018, in Clearwater Beach, FL. (NH will be hosting the New England regional meeting at Presidents' Council.)

President-Elect: Kristen Bryant (No report)

Committee Reports ADVOCACY: Mark Harris, Chair Legislative: Mark Harris • Mr. Barry provided an update to the BOD on bills he is watching. A couple concern driver's

license, one limiting on-line renewal to one time only, and another would protect the identity of anyone reporting a driver as not capable of driving. Other legislation includes a bill on balance billing that was held over for the last session, rights of conscience for medical personnel, and some single payor legislation. He will forward information as they progress.

• Dr. Harris discussed the telemedicine and internet prescribing legislation. At this point in time, the NHOA is under the gun, and would need to have firm language in the next few weeks.

NHOA Board Minutes, 11-15-17 — Page 2

o The Medical Society has been approached, but they have not committed to supporting this effort.

o Dr. Harris has reached out to some key Senators, but he feels we do not have the grass roots effort in place needed to go forward at this time.

o The goal of the legislation is to include telemedicine in our statues, while protecting consumers from kiosk and on-line refractions, which are hazard to public health.

■ Telemedicine is already defined for physicians and nurse practitioners — we would like to parallel their language. We would not prevent disruptive technologies, but want to require the need to establish an in-person relationship.

o Procedurally, we are not in a good position to move forward. We need to have firm language for our sponsor to move forward and gain additional support. Also, the ophthalmologists have not responded to our efforts to contact them.

o Dr. Harris' recommendation is that unless the ophthalmologists come on board in the next few weeks and we can finalize the language, we do not move forward at this time. Instead over the next year we need to: 1. Define the language of the bill and include enforcement measures; 2. Work on getting the ophthalmologists' support; and 3. Improve our grass roots efforts, establishing senate key persons.

• Regional Meetings: Mark Harris & Angel Sawyer (No report) • NHOA-PAC: Tony Sacco (No report) • AOA-PAC: Sarah Hetu-Radny (No report) Third-Party: Joe Raczek, Sam Shippee, & Scott Huffer (No report) • Helms Group Oversight: Scott Huffer (No report) • CAC: Barton Higley (No report) State Legislative/Third Party Conference Report: Drs. Bryant & Daldine • Drs. Bryant and Daldine attended AOA SGRC/TPC meeting November 3-5 in New Orleans.

• It was a good meeting because it was a small group with a focused agenda. o Attendees were asked to stay in contact with our national congressional delegation to

support the FTC letter on the proposed informed consent contact lens prescribing regulations.

o Telemedicine in person requirements often do not match frequency of exam rules, which has posed a problem in other states. Many of the on-line contact lens sellers are not following current FTC rules.

o Enforcement measures need to be a part of any legislation put forward. o There is a trial of VA technicians running refractions with ophthalmologists signing off on

them.

MEMBERSHIP: Erica Griffin & Angel Sawyer, co-chairs Development & Retention: Angel Sawyer & Erica Griffin • Currently there are 4 of the 15 non-members originally identified by the AOA for the United

in Possibilities campaign. • Dr. Sawyer requested that Dr. Griffin work on a new OD/new graduated member event for

early 2018. Leadership Development: Angel Sawyer • Drs. Sawyer and Tseng attended the Leadership Development meeting at MCPHS

November 11 & 12 sponsored by RI. o The meeting was good, helping to generate enthusiasm to get more involved. o An issue with BOBS in RI transpired just before the meeting. BCBS sent letters to the

15 most expensive ODs in the state, drooping them from the panel effective January 1, 2018. They didn't look at why these 15 ODs bill the most (such as if they provide more

NHOA Board Minutes, 11-15-17 — Page 3

specialty medical care like a dry eye clinic). They were going to be dropped simply because they bill the most. RI has been able to have these doc's put on a "probation period," whatever that may mean.

Meetings: • Dr. Tseng volunteered to prepare the application for the 2018 VSP general education grant. ❖ Logistics: Brian Klinger & Jeanne Thurber (No Report) ❖ CE: Kelly MacDonald (No Report)

COMMUNITY SERVICES: Kristen Bryant & Paula Ting, co-Chairs Professional Relations: Kristen Bryant, Guy Lessard, & Paula Ting (No Report) Public Relations: Kristen Bryant, Guy Lessard, & Paula Ting (No Report) Philanthropy: ❖ Diabetes Initiatives: Nadiya Oleksiv

o Dr. Oleksiv is looking into applying for the 2018 Health Eyes/Healthy People pediatric grant with hopes of having a clinic in the summer.

INTERNAL OPERATIONS: Kristen Bryant Communications • Newsletter: Jeanne Thurber (No Report) ❖ Website:

o Dr. Oleksiv expects to have the new website completed by the end of the year. Finances: ❖ Budget Committee: (See President's Report) ❖ Non-Dues Revenue:

o It was recommended that the members be made aware of the NHOA non-dues revenue agreements, such as HMI.

❖ Audit Committee: David Hartenstein (No Report) ❖ Investment Committee: David Caban (No Report) Awards: Guy Lessard (No Report) By Laws Review: Angel Sawyer (No Report) Policy Review: Kristen Bryant • The updated NHOA Travel reimbursement guidelines were distributed in the Board packet.

(Attached) Long-Range Planning: Angel Sawyer • Please submit your LRP goals to Dr. Sawyer if you have not done so yet.

SPECIAL ITEM: There was a presentation by Cindi Warmington of Shaheen & Gordon, PA. • Ms. Warmington is an attorney focusing on health-related business and regulatory issues. She

assists health care providers and businesses with issues such as employment contracts, corporate matters, third party payor contracting, and HIPAA compliance including compliance plans, training and education of staff, and if need be handling breaches.

• Her firm produces a newsletter 8-9 times per year on healthcare law. • After her presentation, the board decided that it would be beneficial to invite Ms. Warmington

to make a brief presentation to the membership regarding health-related business and regulatory issues.

State Board: Guy Lessard, Liaison (No report)

Executive Director: Brian Klinger • Dr. Klinger expressed his gratitude for all the good wishes during his recent gallbladder

episode. He thanked Drs. Sawyer and Belanger for running the NHOA Annual Meeting in his absence.

NHOA Board Minutes, 11-15-17 — Page 4

• Dr. Klinger recommended that the NHOA not renew membership in the IAOE — International Association of Optometric Executives. He feels that membership might benefit a new ED, but the NHOA is not currently gaining anything substantial for its $120 yearly membership dues

Old Business: None

New Business: • Dr. MacDonald has proposed a 5-hour billing and coding education program for Friday,

October 13 in conjunction with the NHOA Annual Meeting. It would be presented by Dr. Christopher Wolfe, formerly with KMK, the group who presented the board certification review course. After discussion, a motion was made and passed to approve a billing and coding CE program in conjunction with the NHOA Annual Meeting on Friday, October 13. The program will be provided at our typical CE hourly rate, and will be open to staff members. Staff members may attend with their sponsored OD at 50% reduction in fees; staff members attending without their OD will be charged the normal CE rate.

• Dr. Sawyer appointed the 2018 members of the Meetings Committee: Drs. Shippee, Daldine, Klinger, and MacDonald along with an industry vendor member TBD.

• Dr. Coutu was thanked for his years of service on the BOD and as NHOA Treasurer.

After Good and Welfare, the meeting adjourned at 9:09 pm.

Respectfully submitted,

Jeanne Hein Thurber, O.D. Secretary

NEW HAMPSHIRE OPTOMETRIC ASSOCIATION 466 Washington Road, Rye NH 03870

(603) 964-2885 Email: bsk.nhoa@gmail.com

Website: www.nheyedoctors.org

January 24, 2918

I hereby certify that the following motion was adopted my majority vote of the Board of Directors of the New Hampshire Optometric Association on January 24, 2018:

"To authorize the addition of Donna Martin, O.D., the Treasurer of the New Hampshire Optometric Association, to the

list of people authorized to conduct any banking business, including withdrawing funds and signing checks, on behalf

of the New Hampshire Optometric Association, and to remove Ronald Coutu, O.D., from the list of people authorized

to conduct banking business on behalf of the Association."

Signed,

Jeanne Hein Thurber, O.D. Secretary of the Association

I 111111 Affiliated with

11 1111 American Optometric Awx:iation

ACCOUNT BALANCES 1/1/2017 12/31/2017

Operating (current-use) Funds: Checking Account Available Balance (per Quicken !eager): 10,720.45 14,114.37

Total Operating (current-use) Funds: 10,720.45 14,114.37

Set-Asides (monies held for future payments we have to make): for AOA Dues, per Quicken ledger 44,440.07 0.00 for PACs, per Quicken ledger 1,125.00 0.00

Total Set-Asides: 45,565.07 0.00

TOTAL CURRENT ASSETS (Checking Account Balance per bank statement, less items in transit): 56,285.52 14,114.37

Long-Term Reserve Funds (Vanguard account): Investment Account Unrestricted 272,733.98 320,560.59 Restricted for Legislative and PR Activities (formerly "AG Edwards account") 14,354.42 16,871.61

Total Long-Term Reserve Funds (per Vanguard statement): 287,088.40 337,432.20

TOTAL AVAILABLE ASSETS: 297,808.85 351,548.57

TOTAL ASSETS (Available Assets plus Set-Asides): 343,373.92 351,546.57

2017 BUDGET and ACTUAL YTD

I 1 Checking account balance start of year $10,788.60

2017 Budget 2017 Actual as of 12/30/17

INCOME: Dues - Net to NHOA 77,829.00 124.33 FT Es t a a 69,573.64

TAYE assessment 7,460.00 6,668.82

Grants 1,500.00 0.00 Meetings (Net after expenses and carried-over credits) 12,000.00 27,869.37

Royalties 1,600.00 3,193.53

TOTAL INCOME 100,389.00 = 107,305.36

EXPENSES: Administrative: dt 30,332.00 29,760.40

Administrative and ED expenses 2,500.00 1,901.88

Board of Directors 720.00 761.67

Contributions 0.00 253.02

ED Salary 22,000.00 21,999.96

Equipment/Software Purchases 500.00 54.99

Insurance: 1,412.00 1,402.00

General Liability 273.00 257.00

0 & D Liability 1,139.00 1,145.00

Treasurer's Bond 0.00 0.00

Telephone 300.00 271.75

Officers' Rooms at Annual Meeting NEW LINE 1,500.00 1,755.99

Board Dinner at Annual Meeting NEW LINE 900.00 822.14

Expenses for AOA Trustee Visitation NEW LINE 500.00 537.00

Advocacy: 47,300.00 48,155.26

Legislative Activities (includes Eye Opener breakfast) 3,600.00 4,555.26

Lobbyist fees and expenses (Dupont Group) 43,200.00 43,200.00

Third Party Committee (includes Helms fees) 500.00 • 400.00

Other 0.00 0.00

Effective Management: 100.00 87.63 Finance , 0.00

Operations (includes awards) 100.00 87.63

Member Services: 1,908.00 1,404.43 Membership Development/Retention (incl. AOSA dues) 1,000.00 697.59

NHOA-OD (Newsletter) NET 683.00 474.78

Regional Meetings 125.00 0.00

Website development and Maintenance 100.00 232.06

Community Outreach: 8,100.00 4,350.00 Community Service Activities (NHAB Walk) 500.00 500.00 Inter- and Intra-Professional Relations 0.00 0.00 NHPHA membership 0.00 0.00 Public Information 7,600.00 TAYE participation fee 3,850.00

Leadership Development: 0.00 0.00

Long-Range Planning: 0.00 0.00

Other Programs and Committee Activities: 200.00 0.00 Diabetes Initiatives 0.00 0.00 ByLaws Review Committee 100.00 0.00

Meetings Committee 100.00 0.00

Travel: 12,400.00 13,174.03 AOA DC Congressional Conference 1,000.00 2 ppl 2 days AOA 1/2 A 1,000.00 AOA Optometry's Meeting 8,400.00 4 ppl 4 days + dinner , 5,288.57 AOA Presidents' Council 3,000.00 2 ppl 3 days 2,475.08 AOA State Legislative/Third Party Mtg 0.00 1,800.00 Other Volunteer Travel 0.00 2,610.38

TOTAL EXPENSES $100,340.00 598,931.75

Net Income Over (Under) Expenses $49.00 610,373.61

Actual collected (NHOA portion) per spreadsheet, regardless of when collected 87,361.15

less dues cc fees per Quicken =

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Net collected =

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divided by 686 to get FTEs — - 1"Ill"a, " 120.01 FTI

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Green is calculated numbers Yellow is data entered from original sources

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NH Optometric Association

Investment Committee Report

January 3, 2018

2017 was an exceptional year for the stock market and the NHOA investment portfolio performance followed the Markets lead. The bull market, which is now 9 years old, is the second longest and second strongest in history. There were over 70 record closes in 2017 with the Dow closing the year 25 % higher than 2016. Not surprisingly, the Dow was not alone, with the S&P closing 19 % higher and the Nasdaq rocketing up by 28 %. Catalysts for market performance were resurgent economic growth, blockbuster corporate profits and the anticipation of sweeping tax cuts which were passed by the Republican controlled Congress at the close of the year.

Performance

Here are the year to date balances and performance numbers for the NHOA Investment account:

Total portfolio value December 31, 2016 $285,999

Total portfolio value December 31, 2017 $337,432

(unrestricted, 95%, restricted to Leg and PR, 5%)

This represents a year over year increase of 18 % or $51,433

A closer look at individual positions shows the following year over year increase

Federal Money Market Fund $30,288 increase nil

Small-Cap Index Fund $80,320 increase 16 %

Total Stock Market Index Fund $144,977 increase 21 %

500 Index Fund $81,847 increase 22 %

On January 3, 2018 the Federal Money Market Fund position was increased to approximately $34,000 to remain compliant with the Investment Committee by-laws and cash reserves.

Investment outlook

We continue to wait for the long predicted and overdue correction. However, timing the market is a fools game and we continue to believe that a long term buy and hold strategy makes sense for the NHOA investments. We do not recommend any change in our investment portfolio at this time.

Respectfully submitted,

David Caban, Keith Emery, Donna Martin

Serving on the Boardof the unique aspects

Unique Terminology

Not-for-Profit refers to the legal corporatestatus of the organization. (It does not implyan exemption from paying or collecting statesales tax.) Nonprofit is the casualreference to Not-for-Profit

Exempt Organization is a reference to theIRS designation exempting the organizationfrom paying most federal income tax (withexception of UBIT - Unrelated BusinessIncome Tax.) The most common exemptdesignations:

IRS 501(c)(3) often refers to organizationswith a religious, charitable, scientific oreducational purpose.

IRS 501(cX6) refers to trade associations,business leagues and professional societies.

BOARDS GOVER]IISTAFF MAilAGE

Goyernance: Volunteer leaders areresponsible for the direction of theorgantzatton. The board governs,develops policy and sets a course.The mission statement should frameall discussions. Purposes of a boardof directors:

. Governance

. Policy & Position Development

. Visionary - Future Focuso Fiduciary

Management: Staff are responsiblefor administration of theorganization. Staff partner with theboard to advance goals andstrategies, while taking care of thedaily administrative needs unique tononprofit or ganization s .

ircHls#Ei6 - 1 6 O R C H f f i

ffi.ffi*p*trt*t Bil *_*?I €soof Directors is a rewarding and impoftant responsibility. This guide informs leadersassociated with governing a volunteer, membership organization.

Board Responsibilities

1. Determine and advance theor ganrzation's mis sion and purposes.

2. Select the chief paid executive (notstaff) as well as CPA and attomey.

3. Support the chief executive and assessperformance in the organization (i.e.budget, goal achievements, etc.)

4. Conduct organrzational planning.5. Ensure adequate resources (funds,

time, volunteers, staff, etc.)6. Resource and financial oversight.7. Determine, monitor and enhance

programs and services.8. Promote the organization.9. Ensure legal and ethical integrity and

maintain accountability.10. Develop future leaders.

(Adaptedfro.ffi

Good Governance

Scrutiny has increased on nonprofitsfrom media, government andmembers. More recently the IRS hasfocused on organization governanceand policies. Boards are expected tobe accountable, independent andtransparent.

Policy questions in IRS Form 990include:

a

o

o

a

o

O

o

Audit and Audit CommitteeWhistleblowerCompensationDocument DestructionConflict of InterestPublic RecordsBoard and Committee Minutes

Insurance and Volunteer Immunity

State and federal governments afford certainprotection to volunteer leaders. While thevolunteer may have some protection, theorganization is still open to legal suits.Insurance coverages add further protectionfor volunteers and organization, include:

Legal Principles

Duty of Care requires leaders to usereasonable care and good judgement inmaking their decisions on behalf of theinterests of the organization.

Duty of Loyalty requires leaders to befaithful to the orgatization, avoidingconflicts of interest.

Duty of Obedience requires leaders tocomply with governing documents (i.e.bylaws, articles of incoqporation,policies, etc.)

Directors and Officers (D&O) Liabilitymay cover legal defense for employment,copyright, and antitrust claims, for instance.

General Liability insurance covers propertydamages and injuries relating to theorganization.

Fidelity Bond covers losses resulting fromfraudulent or dishonest acts committed by anemployee.

Meeting Cancellation covers the loss ofrevenue due to a cancellation, curtailment,postponement because of weather, strikes,etc.

(Contact legal and insurance counselors for ttssistance.)

Board Tools

Documents available to leaders, often in aLeadership Manual or board portal.o Statement of Purpose (Mission)o Articles of Incorporationo Bylawsr Policy Manualo Strategic Plano Financial Statement - Budgeto Meeting Minutesr OrganizatronalChartso IRS Form 990

Treat board discussions anddocuments with confidentiahty.

#1 lie --- "You won't have to doanything when you get on the board!"

Rules of Order

Quorum is the minimum number ofdirectors required to conduct business.

Agenda ensures that important businessis covered and discussions are on topic.

Motions are proposals for action,beginning with, "I move we......:"

A Second is required for the motion tobe discussed.

Amendments may be made to mostmotions if they improve the intent orclarify the original motion.

Tabling lays the motion aside.

Calling the Question refers to endingthe discussion and voting on the motion.

Voting is the official action afterdiscussion to adopt, amend, kill or tablethe motion.

Minutes protect the organization byrecording the time and location of themeeting, participants, and the outcomeof the motions. They are not a place torecord conversations, assign*"ntr,reports, etc. Audio and video recordingsare discouraged.

Recommen ded: " ABC's of ParliamentaryP ro c edure " www. channing -b et e - c om

Committees

Committees supplement board and staffwork. Organizations are strearnliningor eliminating all but essentialcommittees; aligning them with goals inthe strategic plan. Short assignments arepreferred.

Standing - identified in the bylaws,appointed annually, on-going committeework.

Ad Hoc - formed for specific orimmediate needs and disbanded uponcompletion of work (a.k.a. Task Force)

Quick Action Team - very short term,precise call for volunteers.

Micro-Tasks - opportunities to engagemembers on brief projects.

Environmental Influences

Directors should be aware of memberand environmental concerns andinfluences, for example:

o Regulatory Threatsr Economy, Employment. Relevance, ROIo Technology Advancements. Generational Diversity. GovernanceAdaptability,structure

Guiding Principles

Organizational values develop over timethat guide the board, for example:o Transparencyo Accountabilityo Respect, Diversityo Innovationr Member Focusedo Integrityo Outcome Driven

Strategic Planning

A strategic plan focuses the board onmission and goals for 3 to 5 years. It servesas a roadmap.

Board members should be sble to tldnkbeyond their term of office.

Environmental Scan - Review of externaland internal influences on organizatton, aswell as gtrengths, weaknesses, qpportunitiesand lhreats (SWOT).

Mission - Purpose for existence; conciselystated.

Vision - Inspiring statement of image ofsuccess.

Values - Guiding principies of board andstaff.

Goals - The priorities to advance themission. Usually 3 to I goals so as not todeplete resources.

Strategies - Fresh and continuedapproaches to achieve the mission and goals.

Tactics/Performance Measures -Delegation, deadlines, accountability andmetrics.

Business Plan - Break down the strateeicplan into a one year action plan.

Plan Champion - A director assigned tomonitor and report on plan progress.

Risk Management

Be aware of potential risks and ways toreduce or avoid.

Public Records requests for theorganrzation's annual federal tax return(F'orm 990) must be made available for thelast three years. Significant fines occurfor noncompliance.

Antitrust Violations occur when two ormore persons from the same industry orprofession discuss suppliers, processes,prices or operations. Remove yourselffrom any conversation that would changehow business is conducted because of anagreement among competitors.

Apparent Authority arises when a boardchair, though not grantrng actual authority,permits directors, committees or chaptersto behave as if they have authority.Authority rests with the chief electedofficer and malz not be usurped.

Financial Audits by an independentfinancial expert to assets; appoint an auditcommittee to oversee and report on theprocess.

Conflicts of Interest disclosed at the startof the term and throughout the year.

Board Responsibilities - Laminated @$12 ea. or $10 ea. for 2 or more + s/hPayable: Harris Mgmt Group, Inc.335 Beard St., Tallahassee, FL32303Or e-mail quantitlz to bob@rchcae.com

Also available, laminated:'/ CommitteeResponsibilities'/ Guide to Strategic planning

Seminars and Consulting

o Strategic Planningo Board Orientationo Operational Audits; Systemsr International

Bob Harris. CAE 6-16 @ RCH

Why Have a Strategic Plan

1 . Roadmap - The plan identifies the"destination" and guides the boardof directors, committees and staff.

2. Continuity/Sustainability -

Without a plan the organization issusceptible to mission drift andsimply being reactionary.

3. Prioritization - Planning allowsleaders to identify the importantissues and programs; and to dropprograms that are ineffective orirrelevant.

4. Allocation of Resources -

Planning is the discipl inedallocation of resources (time andmoney).

5. Assignment and Timelines -

Good plans include performancemeasures and assignmentsindicating how and when projectswil l be done.

6. Awareness - The plan should becompelling to members andstakeholders.

Terminology of Planning

Understanding of and consistentuse of terminology is important toguide discussions.

Mission - The purpose forexistence; crisp sentence or two -easy to articulate.

Vision - Statement of aspiration;how the organization will affectthe future of the organization,community or stakeholders(members.)

PLAHI i I IHGOrganizations with a good strategic plan are more successfrrl. The plan provides a roadmap for leadership and staff.They work as a team to achieve consistent goals over several yens. T\e Strategic Planning guide describes thepreparations for planning, developing the plan, and implementation.

Values - Guiding principles ofthe leadership and staff.

Goals - The core competencies towhich resources will be allocated.In setting goals, consider theacronym SMART - Specific,Measurable, Attainable, Relevantand Timely.

Strategies - Approaches andprograms for achieving themission and goals.

Tactics - Assignments,accountability and deadlines.

Performance Measures -Methods to measure progress.

Business Plan - An annualdetailed program of work linkedto the strategic plan.

,#";.,/ coals

Strategies \,/ Performance Measures \

/ and Tact ics \

Trends in Planning

Set just 3 to 7 goals; allowingthe organtzation to focusefforts on its corecompetencies.

A mission statement that isvisionary can replace the needfor separate mission andvision statements.

o Promote the plan to membersand prospects by converting itto a brochure or posting on thewebsite.

o Report on the plan's progressby reviewing at boardmeetings and at leastannually.

Span of the Plan3- 5 Years

Most plans span three years.Planning annually tends to causeshort-term thinking. Plansexceeding 5 years may beunrealistic in rapidly evolvingenvironments.

Planning RetreatWith preparation, focus and theright set up a strategic plan can bedeveloped in a day or two.Because discussions will beintense, it is best to do the planover two consecutive days ---giving everyone a relaxing breakafter the first day.

The room should be set up in anopen-U, with a flip chart at thefront. Ensure that seating iscomfortable, and food andamenities are nearby. Naturallight is preferred to a roomwithout windows.

Brand StatementsThe mission, as well as vision andvalues, serve as a "promise" tothe community. The statementshelp to distinguish theorganization. While the vision

and values are optional, themission or purpose statement isrequired.

501000 Foot Perspective

Encourage discussions to remainat the 50,000 foot level. There istendency for discussions to dropto 25,000' (committee work) orlower, say 10,000' (staff workand tactics.) Leave the tactics tocommittees and staff. Stay out ofthe "weeds" at the planningretreat.

Facilitation

An experienced facilitatorinvolves everybody indiscussions, while focusing oncompleting the planning in thetime allotted. There aredisadvantages to having the staffor a board member facilitate. Aplan's success may be linked tothe right facilitator. Provide thefacilitator with all the informationthey need to understand theorgantzation.

Environmental ScanPlanning is not done in a vacuum;there are environmentalinfluences. Directors should bequalified to recognize trends andcommunity needs. Often thediscussion is built around theacronym SWOT - Strengths,Weaknesses, Opportunities andThreats.

Surveys and focus groups may beconducted to gain valuablestakeholder input.

Strategy or TacticWhat's the Dffirence?

Strategies are innovativeapproaches to achieving the goals.They often identified as

progftIms, issues, priorities,benefits, events and services.

Tactics are a lower leveldiscussion - how will it occur,who will do it? Tactics are theresponsibility of committees, staffand consultants. Tactics areusually set after strategicplanning.

Precautions

Plans fail for many reasons:

Too many people at theplanning retreat; 15 to 20 areideal for meaningfuldiscussions.Too many goals - simply alist of what the board wants toseefinished. Successfulorgarnzations focus on just 3to 7 goals.Short term thinking; it's not astrategic discussion if leaderscannot think beyond theirterms of office.An inexperienced facilitator orone with a personal agenda.No final report formatted as astrategic plan.Meetings over several monthsrather than completing theplan in one sitting.Distractions during theplanning meeting.The wrong people at theplanning table; it is aresponsibility of the board ofdirectors who should bevisionary leaders.Failure to includeperformance measures andtimelines.Leaders and staff ignore theplan and go back to doingthings as before

Implementation afier theRetreat

There will be a temptation to putaside the new plan and return todaily tasks. Focus onimplementation and integrationinto the culture of theorganization.

o Appoint a "Plan Champion"to monitor and report onprogress.

o Align every committee underthe goal areas.

o Add performance measuresand deadlines.

o Promote the plan to membersand stakeholders.

o Create a yearly program ofwork for committees alignedwith the strategic plan.

o Promote the plan at meetingsand on the website.

o Include the plan on the boardagenda.

o Conduct an annual review ofprogress.

o Share with the staff to gettheir buy-in of the board'sstrategic direction.

Board Responsibilities@ LAMINATEDCommittee Responsibilities@LAMINATEDStrategic Planning@ LAMINATED

$12 or $10 ea. for 2 or more + s/trPayable: Harris Mgmt Group, Inc.335 Beard St., Tallahassee, FL32303.Or email quantity and street addressto bob@rchcae.com and request to bebilled.

Seminars and Consulting. Strategic Planning. Board Development, Orientation. Operational Audits; Systemso Best Practices, Mgmt. Seminars

Bob Harris, CAE 2014 @ RCH850/570-6000 FAX 850 297-2800

2018 COMMITTEE STRUCTURE AND CHAIRS/MEMBERS

❖ LEGISLATIVE — Harris + Daldine

➢ Regional Meetings — Harris, Tseng

➢ NHOA-PAC — Lasky

➢ AOA-PAC — Hetu-Radny

❖ THIRD PARTY - Raczek + Tseng

➢ Helms Group oversight — Huffer

➢ CAC — Higley

❖ MEMBERSHIP — Griffin

➢ Leadership Development —Sawyer, Bryant, Belanger

❖ MEETINGS — Shippee

• CE — MacDonald

D Industry Relations — Mocklis

❖ COMMUNITY OUTREACH — Oleksiv

➢ Public Relations/TAYE - Bryant

D- Philanthropy/Diabetic Initiative - Oleksiv

❖ INTERNAL OPERATIONS — Klinger, Bryant

➢ Newsletter — Thurber

➢ Website — Oleksiv, Klinger

➢ Budget Committee — Bryant, Huffer, Martin, Coutu, Sawyer, Klinger

➢ Audit Committee — Huffer, D. Hartenstein, Bryant, Belanger (Martin and Klinger, advisors)

➢ Investment Committee — Caban, Martin, Emery

➢ Awards — Lessard

➢ By Laws Review (PRN), Policy Review (PRN)

➢ Long-Range Planning — Bryant, Huffer

(as of 1/18/2018)

2018 PROPOSED BUDGET and ACTUAL 2017 YTD

Proposed 2018 Budget

89,153.92 127.54 FTEs (included in J8)

10,000 00 27,000.00

3,000.00

129,153.92

35,062.00 2,200.00

700.00 300.00

23,200.00 500.00

1,412.00 273 - 00

1,139 00 0 00

250.00 5,000.00

900.00 600.00

48,700.00 5,000.00

43,200.00 500.00

0.00

100.00 0.00

100.00

2,952.50 1,000.00 1,452.50

200.00 300.00

8,100.00 500.00

0.00 0.00

7,600.00 TAYE participation fee

Checking account balance start of year 514.114.37

2017 Budget Actual YTD as of 12130/17

INCOME: Dues - Net to NHOA 77,829.00 124.33 FTEs 69,573.64 TAYE assessment 7,460.00 6,668.82 Grants and Non-Dues Income 1,500.00 0.00 Meetings (Net after expenses and carried-over credits) 12,000.00 27,869.37 Royalties 1,600.00 3,193.53

TOTAL INCOME 100,389.00 107,305.36

EXPENSES: Administrative: 30,332.00 29,760.40

Administrative and ED expenses 2,500.00 1,901.88 Board of Directors 720.00 761.67

Contributions 0.00 253.02 ED Salary 22,000.00 21,999.96 Equipment/Software Purchases 500.00 54.99 Insurance: 1,412.00 1,402.00 General Liability 273.00 257.00

0 & D Liability p 1,139.00 1,145.00 Treasurer's Bond 0.00 0.00 Telephone 300.00 271.75 Officers' Rooms at Annual Meeting 1,500.00 1,755.99 Board Dinner at Annual Meeting 900.00 822.14 Expenses for AOA Trustee Visitation 500.00 537.00

Advocacy: 47,300.00 48,155.26

Legislative Activities (includes Eye Opener breakfast) 3,600.00 4,555.26 Lobbyist fees and expenses (Dupont Group) 43,200.00 43,200.00 Third Party Committee (indudes Helms fees) 500.00 400.00 Other 0.00 0.00

Effective Management 180,00 87.53 Finance ,., 0.00 Operations (indudes awards) 100.00 87.63

Member Services: 1,908.00 1,404.43 Membership Development/Retention (ind. AOSA dues) 1,000.00

, t1 697.59 NHOA-OD (Newsletter) NET 683.00 474.78 Regional Meetings 125.00 0.00 Website development and Maintenance 100.00 232.06

Community Outreach: 8,100.00 500.00

4,350.00 500.00

Community Service Activities (NHAB Walk) Inter- and Intra-Professional Relations 0.00 0.00 NHPHA membership 0.00 0.00 Public Information 7,600.00 TAYE participation fee 3,850.00

Leadership Development: 0.00 0.00 0.00

200.00 0.00 0.00

1,500.00 8,400.00 4,500.00 2,000.00 1,000.00

3 ppl 2 days AOA 1/2 4 ppl 4 days + dinner 3 ppl 3 days 2 ppl 2 days

Long-Range Planning: 0.00 0.00 0.00

Other Programs and Committee Activities: 200.00 0.00 200.00 Diabetes Initiatives 0.00 0.00 ByLaws Review Committee 100.00 0.00

Meetings Committee 100.00 0.00

Travel: 12,400.00 13,174.03 17,400.00 AOA DC Congressional Conference 1,000.00 2 ppl 2 days AOA 1/2 1,000.00 AOA Optometry's Meeting 8,400.00 4 ppl 4 days + dinner 5,288.57 AOA Presidents' Council 3,000.00 2 ppl 3 days 2,475.08 AOA State Legislative/Third Party Mtg 0.00 1,800.00 Other Volunteer Travel 0.00 2,610.38

TOTAL EXPENSES 5100,340.00 $96,931.75 $112,514.50

Net Income Over (Under) Expenses $49.00 $10,373.61 $16,639.42