Board of Directors Meeting July 16 and 18, 2010

Opening

Call to Order

The meeting was called to order by President Michael Wehmeyer at 6:55 p.m. (EDT) on July 16, 2010, and at 9 a.m. (EDT) on July 18, 2010.

Attendance: Members present: Michael Wehmeyer, President; Sharon Gomez, President-Elect; Marc Tassé, Vice President; Joanna Pierson, Immediate Past President; Patti Martin, Secretary/Treasurer; Sandra Friedman, Denis Keyes, Karrie Shogren, Peter Smith. Members Absent/Guests: none. National staff present: Maggie Nygren

Association Business

Acceptance of Minutes: Patti Martin presented the minutes of the last Board meeting.

M/S/P (Pierson/Smith): To pass the minutes of the June 21, 2010, Board of Directors meeting.

Reports

May Financial Report: Patti Martin and Maggie Nygren jointly presented the report. There was favorable acknowledgement of the more reader-friendly format. Both revenues and expenditures are greater than this time last year. Maggie Nygren discussed the 2010 Annual Meeting financial statement, as of June 30, 2010; with the exception of overhead allocations, the revenues of the Annual Meeting exceeded expenses and attendance exceeded that of the 2009 Meeting.

Presidential Remarks and Business Items: Michael Wehmeyer welcomed new Board members. He noted that there was excitement in anticipation of a productive 135th year of AAIDD. He then reviewed the Presidential Appointments for committee leadership, discussed approval to honor request from the Association for Successful Parenting for Board member appointment, clarified communication protocol for staff members that he would be a funnel for communication with Maggie Nygren whenever there is a protocol or staff performance issue. Wehmeyer noted that Maggie Nygren would present performance objectives for Board approval tentatively scheduled for the next Board meeting and thanked Joanna Pierson, past president, for her work on this project. He assigned Board members to independently review each ARC position statement and present highlights to other Board members.

M/S/P (Smith/Gomez): To accept all position statements as written.

Wehmeyer assigned facilitation of group review and update of the 12/08 strategic plan tasks: assignment of a task force of Sharon Gomez, Marc Tassé, Maggie Nygren, and himself to complete the columns entitled Person Responsible, Activities, Due Date, and Anticipated Outcomes/Other. Task force work is targeted for completion by the September 2010 Board meeting. He directed Board members to review Board manual and personnel policy updates already distributed for vote at Board meeting in August. He then recapped methods in which Board members donate to AAIDD, the largest of which are expenses associated with attendance of Board and annual meetings.

Executive Director. Maggie Nygren presented details of meeting with AAIDD office building manager to entice reduction of rent amount and/or term of lease and to continue discussion with broker of building owner. She presented a synopsis of annual meeting evaluation results built upon the 41% response rate; each comment made by the 199 respondents were made available for Board review; annual meeting coordinators committed to the use of the comments to tailor the planning for the 2011 Annual Meeting to membership feedback.

Adjournment

The meeting was adjourned at 8:45 p.m. (EDT) on July 16, 2010, and at noon (EDT) on July 18, 2010.

Respectfully submitted,

Patti Martin

Secretary/Treasurer

Board of Directors Meeting August 16, 2010

Opening

Call to Order: The meeting was called to order by Sharon Gomez, President-Elect, at 1:03 p.m. (EDT)

Attendance: Members present—Sharon Gomez, President-Elect; Joanna Pierson, Immediate Past President; Marc Tassé, Vice President; Patti Martin, Secretary/Treasurer; Denis Keyes, Sandra Friedman, Karrie Shogren. Members absent—Michael Wehmeyer, President; and Peter Smith. National staff present— Maggie Nygren, Executive Director, and Paul Aitken, AAIDD Finance Director (present for financial discussion).

Acceptance of Minutes: Patti Martin presented the minutes.

M/S/P (Keyes/Pierson): To accept the July 16, 2010, Executive Board minutes.

Reports

Financial: Patti Martin and Maggie Nygren jointly presented the report, with questions entertained by Paul Aitken. The Supports Intensity Scales (SIS) sales, although trailing in June, are predicted to have a favorable reversal in July. July subscription revenue trails June 2009 comparative revenues but exceeds budgeted estimates by over $4K. Dues revenue projected to fall short of predicted revenue by as much as $25K. Both revenues and expenditures are greater than this time last year. Staff members managed costs of Special Events (including meal functions at the annual meeting), so there was a reduction of more than $26K less this year in comparison to the 2009 annual meeting. Rent costs are higher by over $16K to date, relocation in 2009 is credited. The Board acknowledges with appreciation a bequest received.

2011 Conference: Sharon Gomez discussed details. The tentative dates are June 6–9, 2011, in the Twin Cites Minnesota area. The hotel contract is not yet firm. The Board will meet at the conference on Sunday, June 5, 2011.The Call for Papers is almost ready to disseminate.

Fellows Task Force: Sharon Gomez presented recommendations, with further discussion to occur at next meeting. Recommendations that were listed but not voted on were: reward to Fellows who recruit most new members with waived dues for one year; revisit criteria for mentoring of Fellows because no new Fellows were presented last year; provision of a sponsored Fellow Forum at the annual meeting for the local community on a topic of interest to parents and family members; hosting a Webinar prior to the annual meeting to introduce graduate students in the region about the benefits of attending the meeting; hosting a preconference event for students at the annual meeting on a topic of interest to this group.

Board Policy Manual Draft: Joanna Pierson discussed several modifications that have been proposed. The revised draft will be presented at the next board meeting.

Employee Handbook Draft: Maggie Nygren discussed the draft. She updated the 1999 edition to reflect current employment and other law compliant updates, and introduced a new short-term disability benefit.

(M/S/P) (Pierson/Friedman): To accept the new Employee Handbook.

Continuing Business and Executive Board Session Only (review of Executive Director's Objectives)

These topics were tabled until next meeting due to time constraints.

Adjournment

The meeting was adjourned at 2:05 p.m. (EDT).

Respectfully submitted,

Patti Martin

Secretary/Treasurer

Board of Directors Conference Call September 20, 2010

Opening

Call to Order: The meeting was called to order by President Michael Wehmeyer at 1:04 p.m. (EDT).

Attendance: Members present—Michael Wehmeyer, President; Sharon Gomez, President-Elect; Marc Tassé, Vice President; Patti Martin, Secretary/Treasurer; Sandra Friedman, Denis Keyes, Karrie Shogren, and Peter Smith. National staff present— Maggie Nygren, Executive Director

Association Business

Acceptance of Minutes: Patti Martin presented the minutes.

M/S/P (Martin/Friedman): To accept the August 16, 2010, minutes, with name spelling corrections.

Reports

Financial: Patti Martin and Maggie Nygren presented the report. The end-of-year budget projections that were adjusted were: Most larger revenue items, such as membership dues, publications, rent, and annual meeting sponsorships, were adjusted down. Larger expenditure items such as personnel, marketing, and program-related expenses were adjusted down, except for unused vacation wages. An overall surplus is projected, dependent upon market forces. The original budget projected an operating loss due to extremely slow payments of state SIS customers, which has prompted accelerated collection efforts. The auditor search was completed by staff. They presented the Board with a proposal to review from the recommended audit firm, Larson Allen, LLP, of Arlington, VA.

M/S/P (Martin/Pierson): To accept the proposal.

2011 Conference Update: Sharon Gomez discussed the progress of the plenary sessions and workshops and the Call for Papers, which is due out in October.

Executive Director: Maggie Nygren reported the hiring of an additional staff member who will be a community coordinator.

Board Policy Manual: The final draft from the last meeting was discussed and Joanna Pierson and Maggie Nygren were thanked for their excellent work on the manual.

M/S/P (Pierson/Gomez): To accept the Board Policy Manual.

TASH Resolution on Diversity: Maggie Nygren presented the resolution, which was discussed.

M/S/P (Smith/Gomez): To pass the TASH Resolution on Diversity.

New Membership Categories: Maggie Nygren discussed the new customized membership types that individuals may choose in an al a carte fashion. This customization may entice member retention in times of economic flux. Denis Keyes gave positive comments about the new categories. Karrie Shogren requested the Board to consider lower rates for students so that they may continue to have access to journals. President Wehmeyer directed Board members to bring specific recommendations for modifications to the next meeting so the categories can be accepted before the fall membership campaign.

New Business

IDD Journal Editor Search: The Board decided to move forward, with the process timeline to be determined by the President and Executive Director.

M/S/P (Wehmeyer/Smith): To accept the search process.

Presidential 2010 and TASH Request Appointments presented by President Wehmeyer.

Strategic Plan and Fellows Task Force This report was tabled until the next meeting due to time constraints.

Adjournment

Meeting adjourned at 2:05 p.m. (EDT).

Respectfully submitted,

Patti Martin

Secretary/Treasurer