Executive Committee Call Meeting Minutes

Date 05/23/2017 06:00 PM

Academy, 1120 Connecticut Ave, Suite 460, Washington, DC 20036

 
Motions/Votes
Motion 1: Approve Sponsorship of Fighting Food Insecurity:  The Importance of Increasing School Breakfast Participation for 2017: use of DCMAND logo

1st: Kari

2nd: Tricia

Vote Results: 7 abstain, 2 no, 1 yes; fail

Motion 2: Approve budget for FY 2017-2018 and match member donations to Second Century Campaign up to $750 from reserves from FY17-18 budget

1st: Robyn

2nd: Lindsay

Vote Results: Pass

Motion 2: Approve new Volunteer Agreement and Conflict of Interest Policy

1st: Robyn

2nd: Carolyn

Vote Results: Pass

Motion 5: Post DCMAND Town Hall Session to eatrightdc.org

Vote Results: No vote was taken, Board decided a vote was unnecessary

Motion 6: Approve proposed 2018 annual meeting registration pricing, as follows: Early Bird AND member: $75 (unchanged)

  • Early Bird non-AND member: $110 ($5 increase)
  • AND member regular rate: $105 (unchanged)
  • non-AND member regular rate: $135 ($5 increase)
  • Walk-up rate: $135
  • Poster author: $10 with 1 max per poster
  • Poster co-author: $25 ($7.50 increase) with 1 max per poster
  • Regular student: $40 ($5 increase)
  • DCMAND Board members receive Early Bird rate throughout registration (unchanged)

1st: Kris

2nd: Stephanie

Vote Results: Pass

Motion 7: Confirm refund policy in writing for every annual meeting: “No refunds after two weeks prior to the meeting. Name transfers (to be handled by attendees, not DCMAND) are allowed.”

1st: Kris

2nd: Hannah

Vote Results: Pass

1.0 Call Meeting to Order/Role
2.0 Approval of Consent Agenda Motion: to approve consent Agenda from April

1st: Robyn

2nd: Tricia

Vote Results: Pass

Motion to approve consent agenda for May

1st: Robyn

2nd: Hannah

Vote results: Pass

3.0 Approval of Meeting Minutes Motion: for meeting minutes for April 25

1st: Robyn

2nd: Stephanie

Vote Results: Pass

    1. Past Business
4.1 (Robyn Douglas): American Dairy Association NE sponsor

  • Cannot sponsor Flavored milk initiative…against our policy; breakfast for annual meeting because against by-laws
  • Fighting Food Insecurity campaign: asking for DCMAND to support this effort in exchange
  • Concern about use of logo and perceived conflict of interest due to this request from lobbying entity that is also a sponsor for our annual meeting
  • Discussion around logo use for sponsorship

4.2 (Robyn Douglas): Second Century Follow-Up.  Unable to get data from ANDPAC regarding affiliate donations, however we have donation data from ANDF.  DCMAND has not donated money since 2006.

  • ANDF: the DCMAND board has not donated since 2006, but members of affiliate have donated
  • ANDPAC did not report on DCMAND donations; internal knowledge recalls that donations were given for at least 3 years
  • Second Century Initiative has requested 5%
  • $51k, so 2.5% $602
  • Match donations for members

4.3 (Megan Smith): Seeking assistance for get feedback about new sponsors. Should we send it as a separate e-mail or include it in the DCMAND blast e-mails?

  • After each meeting, should email members if they knew connections for new sponsors or if there were entities that they would be interested in seeing at Annual meeting?
  • E-blast to request what members are interested in participating in sponsorship committees
  • Section on consent agenda for board members
  • Ask question on survey to members for suggestions in sponsorship
5.0 New Business Budget

NBC4: cut this event

Reduce food expense for orientation

Venue for orientation: $500 to $75

Donate $750 to Second Century

5.1 (Robyn Douglas) Using the plan of work submitted by the BOD, the Strategic Planning Survey, current FY experience, and BOD comments, the draft FY 2017-2018 was compiled by the Financial Committee.

5.2 (Robyn Douglas): Volunteer Agreement and Conflict of Interest were developed and personalized for DCMAND as a result of last year’s orientation request for introductory documents.  This document handles DCMAND’s expectation of the board member and collects any conflict of interests at the beginning of the year.

  • Upfront agreement for Board starting in fy17-18
  • COI would be disclosed at time of start of term; not list all affiliations but name employer if applicable and agree to consent
  • Include for those who are reviewing the rewards

5.3 (Kris Sollid): We have a recording of the Town Hall session. What ideas to people have to distribute the session?

  • Will post the session on the website

5.4 (Kris Sollid): We have discussed over the last couple of years how we should get our registration fees more in line with standard CPE pricing. This year, we increased the Early Bird AND member rate from $65 to $75. For non-AND members Early Bird went from $85 to $105. Regular rates also increased in 2017. We rose rates for AND members from $75to $105 and for non-AND members from $95 to $130. Student rates remained unchanged ($0 for presenting authors (2 max per poster), $17.50 for co-authors and $35 regular rate). DCMAND Board members were offered $75 Early Bird rate throughout registration. See motion above 2018 annual meeting.

5.5 (Kris Sollid): Every year we get inquiries from at least one attendee at the last minute about a refund. In past years, I believe it’s been stated explicitly on our website or in meeting communications. We must remember in future years to continue to post our policy in writing for all potential attendees.

5.6 (Stephanie Johnson): Please review the following templates as possible options for the website update. I would like feedback about what features you like and do not like.

https://themeforest.net/item/association-civic-society-third-sector-nonprofit-theme/19510441?s_rank=2

http://themes.leap13.com/wiz/?utm_source=ThemeForest&utm_medium=Live%2520Preview%2520Button&utm_campaign=ThemeForest%2520Page

http://demo-ninetheme.com/demobar/?product=confidence

5.7 (Megan Smith): Carrie do you still want to delete page 6 from prospectus ?

6.0 Miscellaneous Items
7.0 Adjourn