NDFBSA – Annual Board Retreat Minutes
Tuesday June 28, 2016
Holiday Inn, Fargo ND
Members Present: Amy Oehlke, Angie Schon, Amber Nelson, Allison Bitz, Rachel Silbernagel,
Heather Joyce, Andrea Olson, Luke Klefstad, Marisa Misek, Kathryn Roemmich, Rebekka Freije,
Nicole Justesen, Morgan Nerat, Ashley Kottsick
Members Absent: Diana Weber
1. Call Meeting to Order – President Amy Oehlke
a. Mission of NDFBSA
2. Introductions and Ice Breaker (Two truths and a lie)
3. Robert’s Rules – quick overview
a. Definition of quorum – we do have rare occasions where we vote on topics via email.
b. Passing a motion – it is ok to disagree with a motion.
c. Reinforcement that we are a team with many diverse talents.
d. Full description of Robert’s Rules is in your binder to review.
4. Secretary Report – Amber Nelson
a. Review & approval of minutes
i. This writer will send out minutes prior to meetings for review as well as bring
copies to the meetings for everyone.
ii. 3/11/16 – There was no president’s award last year. Tim and Marcia were
considered for nomination; however, the notes were made to reflect that there
was discussion of other possible options instead. Potential board member
recruit’s names were listed, since they were contacted their names will remain in
notes. Revision misspelled names.
b. Luke made a motion to accept the revised minutes for 3/11/16 as well as 4/8/16 and
Kathryn seconded this motion. There was no discussion. All members present were in
favor. Motion carried.
5. Audit – was completed last year. This came idea came about due to issues from years’ prior
with taxes, loss of non-profit, etc.…
a. Due to hard work on part of Jenni Boeckel, we were able to get all those issues resolved
and obtain nonprofit status again. Jenni will stay on to help the current treasurer.
b. Request for payment form distributed and reasons for use explained.
i. A copy will also be emailed out by Amy.
6. Review of Board Contact List for any revisions
7. Board Information – refer to Board of Directors Manual & Reference
NDFBSA – Annual Board Retreat Minutes
Tuesday June 28, 2016
Holiday Inn, Fargo ND
a. Bylaws
i. Revisions were made two years ago by Kathryn
ii. Kathryn and Amy also put together our manuals and forms
b. Membership to NDFBSA: comprised of all conference attendees
c. Board meetings: must happen quarterly, but we generally have them every other
month. They coincide with conference meetings. Face to face meetings will occur in
Fargo. If we do not meet in person, we use polycom.
d. Officers
i. Review of what specific officer roles entail and term length.
e. Members Roles and Responsibilities
i. Attend meetings as well as be an active participant in planning/committees.
ii. Always bring new ideas to the board to explore.
8. Committees and Assignments – should be formed within 30 days of annual meeting.
Descriptions of the committees were also reviewed. Members from committees can also be
from the community (does not have to be on board).
a. Membership Committee: currently has an open chair, however Morgan agreed to take
the chair position.
i. Amy Bakken will aid the current chair and committee members with RegOnline.
ii. Committee members: Amber, Rachel
b. Standards Committee: Kathryn is current chair as president elect.
i. Committee members: Heather, Allison, Angie
c. Nominating Committee: currently has an open chair, however Ashley agreed to take the
chair position.
i. Discussion on the nomination process as well as how we vote members into the
board.
ii. Committee members: Luke, Nicole, Marisa, Andrea
iii. Any board member can suggest nominees, does not have to solely be a
nominating committee member. Start talking about this now as member
nominations should be presented at February meeting.
iv. Brief discussion on parent representatives and how that works if they hold officer
position. We can have up to three parent representatives.
v. We will have two for sure openings for board members next year as Angie and
Rachel are at the end of their second term.
1. Discussion on where everyone is in relation to terms served. Keep the
board updated on if you plan to continue for another term so we know how
many nominees we need.
2. There is one parent representative opening – this is something we
nominate. There is currently someone interested in this.
d. Newsletter and Public Relations Committee: currently has an open chair, however
Kathryn and Nicole agreed to be co-chairs for this committee.
NDFBSA – Annual Board Retreat Minutes
Tuesday June 28, 2016
Holiday Inn, Fargo ND
i. Newsletter: we do not currently do a newsletter, but are open to it if anyone is
interested in taking this on.
ii. PR: current focus is social media (Facebook, Twitter, Instagram).
1. Kathryn is also working with Good for Nothing group to update our logo
and display board. This will hopefully generate more community interest
in our association.
iii. Website: Sonja continues to update this for us.
iv. Potential bylaw change to the name of this committee – look at getting rid of the
newsletter portion.
v. Silent Auction also falls under this committee.
vi. Committee members: Sonja, Nicole, Rebekka, Kathryn, Rachel, Luke
e. Conference Committee: Rachel is the current chair as outgoing president.
i. Board members do not have to be on the conference committee, however the
majority of members are. Level of responsibility and commitment to this
committee was reviewed.
ii. There are quite a few people outside the board who are interested in being on the
conference committee. Rachel will contact those people to see who is still
interested as well as explain the responsibilities/commitment that are associated
with this.
iii. Contemplation of Wednesday evening supper meeting (7/27) as a conference
committee meeting since there will be people in Bismarck for the Children’s
Justice Symposium. Other dates/times were discussed.
1. Date decided on: 7/22. Location: Fargo, ND – Path conference room.
Time: 10 am.
iv. Preconference: start thinking about if we want to have one, topic, sponsors, etc.…
1. Lack of preconference was commented on in past surveys. Positive
reviews of our preconference from last year. Figure out our current state
needs. Using our association as collaboration with other organizations for
preconference.
2. Survey report from our most recent conference will be presented in our
July meeting.
3. Gift card drawing from survey completion will be completed today.
9. Conference Committee 2017 – Rachel Silbernagel
a. 2016 Post Conference Report – Amy Oehlke printed for everyone.
i. Amy Bakken added to this from our most recent conference – she did an exit
interview with the Holiday Inn which adds some additional information.
ii. This is a running document.
iii. It will be gone through in more depth during the July conference committee
meeting.
b. 2017 Conference
NDFBSA – Annual Board Retreat Minutes
Tuesday June 28, 2016
Holiday Inn, Fargo ND
i. Wednesday, April 6-8th, with possible pre-conference on April 5th
ii. Start thinking about speaker ideas.
iii. Different “tracks” last year appeared to go well, so we can look at continuing this
next year.
iv. Contracts are signed with the Holiday Inn through 2022 for future conferences.
We don’t pay anything, but it just holds our spot.
10. New Business
a. Schedule meetings for 2016-2017 year – Face to face meetings in Fargo and three
polycom meetings for winter months/poor weather. Third Friday of every month, with
the exception of March.
b. Meetings start at 10 am and generally go until 1 pm or 2 pm. Conference meetings are
held first when there are conference/board meetings.
i. 7/22/16 – conference
ii. 8/19/16 – board and conference
iii. 9/16/16 – conference
iv. 10/21/16 – board and conference
v. 11/18/16 – conference (polycom)
vi. 12/16/16 – board and conference (polycom)
vii. 1/20/17 – conference (polycom)
viii. 2/17/17 – board and conference
ix. 3/10/17 – conference (potentially at Holiday Inn, but will be in Fargo)
x. 4/4/17 – supper board and conference meeting
c. Logo: already talked about briefly. Kathryn and Nicole will meet with Good for Nothing
over the lunch hour. Kathryn will take the current display board to show them and we
can talk more about purchase of display board following this.
d. Display board
i. Need pictures of new members. Older board members can send an updated
picture if preferred (size 4x6). Amy will take on updating the pictures. Look at
budgeting for the purchase of a new board. Morgan will check with Amy Bakken
to see how much the purchase of a board for a different organization costed.
11. Kathryn made a motion to approve the board paying for the board lunch and Luke seconded
this motion. There was no discussion. All members present were in favor. Motion carried.
a. The board members paused the meeting for lunch from 11:30 pm through 1 pm.
12. Treasurer Report – Jennifer Boeckel
a. Review of Conference report and General Account report.
i. PO Box price increased a little bit. Not a lot of general operating expenses this
past year. Website hosting has gone down significantly due to changes made with
NDFBSA – Annual Board Retreat Minutes
Tuesday June 28, 2016
Holiday Inn, Fargo ND
the website. No parent representative reimbursement costs from the past year,
but we will see some costs this next year with the addition of another parent
representative. Money donating to Project IgniteLight will still come out of our
balance on hand.
ii. Things to keep in mind when seeing the total on hand: planning for a rough year
(should always be able to cover the next year).
iii. Last year we came in under budget and made more money than planned.
iv. Conference registration reimbursement clarification – reimbursement for those
who do not attend the conference. Fee associated dependent on when they
cancel.
v. CEU fee: specifically for social work. As far as we are aware, counseling does not
charge CEU fee.
vi. There was a review of specific Holiday Inn charges including: board dinner,
speaker rooms, speaker food, coffee/tea/lemonade, assorted soft drinks,
breakfast, lunch buffet, grease board/markers, skirting fee, facility set up fee, and
service charge.
b. Rachel made a motion to approve the treasurer’s report and Amber seconded this
motion. There was no discussion. All members present were in favor. Motion carried.
13. Spending Plan/Budget 2015-2016 – handout was provided to board members to more easily
follow along.
a. Review of 2015-2016 Spending Plan
i. Add in survey monkey account expense, add candy fund budgeting, add
budgeting for new display board.
b. Create 2016-2017 Spending Plan
i. General Operating Expenses:
1. Board Retreat – budgeted $315
2. Non-Profit Status Fee – budgeted $10
3. PO Box Fee – budgeted $82
a. Keep PO Box fee the same to reflect the increased pricing.
4. Miscellaneous – budgeted $300
a. Discussion on various costs that would fit under this category as
well as whether or not to budget less for this category.
b. Logo: change the forms, but would not need to update binders as a
whole. Would need new letterhead. Look for ways to showcase the
new logo – for example: thank you cards. Unveil logo with
registration in January 2017.
ii. Media/PR Expenses:
1. Display Set Up Fees – budgeted $150
NDFBSA – Annual Board Retreat Minutes
Tuesday June 28, 2016
Holiday Inn, Fargo ND
a. Look into costs of purchasing a new board. Kathryn will send out
an email to the PR committee to aid in delegating obtainment of
quotes for a new board.
b. Can use money saved on website to use for purchase of a new
board.
c. Question raised - Would local businesses be willing to give us a
discount on our board?
d. Discussion of potential conferences we could take the display board
to and set up fees.
2. Web Hosting – budgeted $150
a. Sonja talked to Amy about upgrade to new features for the website,
but did not inform of any additional costs for this. Tentatively leave
$111 amount the same as we don’t foresee any additional cost –
decided upon rounding up the number instead.
3. Display Board Purchase – tabled for now.
a. Line was not added to spending plan as this is a one-time cost and
would be coming out of 2015-2016 fiscal year.
b. Nicole obtained a quote for $365.
4. Dakota Medical Foundation Training – discussion about adding a line for
this, however it would be part of last year’s budget. We will wait until the
save the date comes to plan further for this. Kathryn will send out
additional information to the board on this.
5. Path phone conferencing system – cost of this brought up as we needed to
utilize it once last year due to poor weather. Cost was waived last year, but
this will not be the case if we need to utilize this in the future.
iii. Parent Representative – budgeted $1500. Will look at increasing this budget
dependent on how this year goes. State rate will be utilized where possible.
1. Hotel – budgeted $370
a. Maximum of 14 people on board. Can bring a parent representative
on at any time, however there are no open positions. Will only need
one hotel room for the 2017 conference.
2. Mileage – budgeted $780
a. $0.54/mile
3. Meals
4. Childcare
iv. Conference
1. Speakers – budgeted $15,000
a. CFS – will get $6000 again this year and $11,000 in stipends.
i. The $6000 is included in the overall total budgeted for
speaker fees.
2. Holiday Inn – budgeted $30,000
NDFBSA – Annual Board Retreat Minutes
Tuesday June 28, 2016
Holiday Inn, Fargo ND
3. President’s Room – budgeted $450
4. Pre-Conference – budgeted $0
a. Goal is to obtain a free or sponsored preconference.
5. Giveaways – budgeted $1000
a. Will be a fee associated with a new template when we change the
logo.
b. Past 400 pens at $2.27/pen – will stay with pens for this year’s
giveaway.
6. Registration Website Fee – line removed.
7. Printing Cost – budgeted $200
8. Supplies – removed line. Went under other misc. and general operating
expenses.
a. There were comments about folders, but we went “green”. Look at
getting more reusable cloth bags donated from BNC and Gate City.
Or see if someone would donate folders. RegOnline Application.
9. Postage – removed line. Went under other misc. and general operating
expenses.
a. Resource Fair was kept via email versus general mail.
10. Awards – budgeted $450
11. Gift Cards – budgeted $125
a. Gift cards are given for conference chair and survey.
12. CEU fee – budgeted $25
13. Conference Registration Reimbursement – unable to budget for this.
Leave empty, but will continue to track.
14. Other Miscellaneous – budgeted $100
a. Included: candy, survey monkey, yoga.
15. Survey Monkey – budgeted $78
16. Silent Auction – budgeted
v. Income
1. Discussion: Do we want to donate our silent auction proceeds again
(agency, student)?
2. A motion was made by Kathryn approve the donation of silent auction
proceeds from 2017 conference and Angie seconded this motion.
Discussion on adding a line item to either Media/PR or Conference for this
donation from silent auction. There was no additional discussion. All
members present were in favor. Motion passed.
3. Continued discussion of what conference registration (income) entails.
Other income was defined as family members of rewards recipients who
attended the lunch meal.
4. Conference Registration – budgeted $50,000
c. Total amount budgeted for expenses $51,434 and income $57,500
NDFBSA – Annual Board Retreat Minutes
Tuesday June 28, 2016
Holiday Inn, Fargo ND
d. Marisa made a motion to approve the spending plan for 2016/2017, and Heather
seconded this motion. There was no discussion. All members present were in favor.
Motion passed.
14. New Business continued
a. Website Updates – Sonja would like to update the website.
b. Contract Form for Speakers
i. Addition: speakers will be paid within 30 days of the close of the conference.
ii. Change: check box for speakers to check off if speakers need any additional items
for their session.
iii. Addition: address for payment.
iv. Addition: include social security number or employee id number for costs over
$600.
c. IgniteLight
i. Previous approval for silent auction proceeds to go to Project IgniteLight.
ii. A motion was made by Nicole to write a check of $2456 to Project IgniteLight,
Rebekka seconded this motion. There was no discussion. All members present
were in favor. Motion carried.
d. PO Box
i. Amy Bakken had been checking this, however she is no longer a board member.
This should be passed on to a current board member, preferably one living in
Fargo since this is where the PO box is located. Morgan will take over checking
the PO box.
e. Treasurer Accounts
i. Transfer of names on accounts from Jennifer Boeckel and Rachel Silbernagel to
Angela Schon (current treasurer) and Amy Oehlke (current president).
15. Adjourn
a. Luke made a motion to adjourn the meeting, and Nicole seconded this motion. There
was no discussion. All members present were in favor of adjourning the meeting.
Motion passed.
Respectfully submitted,
Amber Nelson MS/LAC, LPC
NDFBSA Secretary