IPMA News : November 2008
November 17, 2008, ANNUAL PLANNING MEETING
Summary of the Actions and Decisions of the IPMA 2009 Planning Session
Mission and Goals
- Participation rates dropped again in 2008 by 4.86%
- Largest drop off was in Professional Development by 17.5%
- Executive Seminar was down, primarily due to state travel restrictions and budget reductions.
- Forum attendance by state employees was up slightly.
- Membership was up.
- CIO participation was down due to low turnout at the Executive Seminar.
- Decided to extend contract with Campbell’s for two more years
- Continue providing a free bus service, partly as a means of keeping attendance up on the
- Develop a policy and value statement for all IPMA events that deals with cancellations
and refunds and provides a clear statement of the value provided to the State IT
community by the event. It was felt that a refund for cancellation before 30
days of the event was acceptable.
- Some discussion on reducing cost by forgoing gifts in the future.
- CIO Breakfast program was successful although attendance was down in October due to
budget considerations and travel reductions.
- Committee will plan two more sessions in 2009
- Committee will contact the DIS Director to determine whom the IPMA should invite as CIO
participants. Jim Albert has been the sole invitee and this may be expanded to
include DIS’s internal CIO and others.
- The committee will try to attract CIO’s in 2009 who have not typically attended.
Those that have attended seem to stay engaged.
- The Board will provide a $100 gift certificate to Shelagh Taylor as a thank you for
facilitating the October CIO breakfast.
- The CIO list will be maintained on the IPMA web site for Board access only.
- The Forum will shift emphasis to more of an educational event and less of a
technology trade show.
- Forum 2009 will feature only one day of booths and two days of educational breakout
sessions with 8 to 16 sessions, each lasting 3 ˝ hours or 1 ˝ hours.
- Rates for Forum vendors and corporate sponsors will stay the same as 2008. The
reduction of booth hours and the increased emphasis on education will hopefully
draw more attendance and more booth traffic and will minimize Forum financial
- The Board asked for a proposal from the CFO for bringing the timing of the corporate
sponsor fee into alignment with the IPMA fiscal year. (Currently Corporate
Sponsor fees cover the Executive Seminar in one year and the Forum in the next
- The Board asked the committee to bring forward a proposal on whether to have a
featured “well known” keynote speaker in 2009 or perhaps several “lesser know”
speakers for some of the breakout sessions.
- In about June of 2009, the Board should meet to discuss the success of the changes
for 2009 Forum and the recommendations for 2010 Forum.
- The Forum should specifically draw on IT managers to help form the 2009 Forum agenda
and to help market the 2009 Forum. This will require creation of the IT manager
list in early 2009.
- The members of the Forum planning committee will each chair a committee focused on
one or more of the breakout sessions.
- Forum costs will be significantly reduced by reducing exhibit equipment (45 booths,
carpet, etc. This will mean using a local firm vs. GES), reducing facility
costs, reducing speaker costs and eliminating IPMA gifts at the Forum.
- Committee will focus on increasing attendance. IT managers will be solicited for their
ideas and will be a focus of marketing.
- Discussion panels can continue to use a mix of agencies and vendors but there must not be
an endorsement of the vendors by the agencies.
- The January PD session will be for the graduates of the LeaderPath program.
- One of the six PD sessions will be held as part of the Forum (one of the 3 ˝ hour
breakout sessions). The topic of the event will probably be the Project
- One of the PD sessions (possibly October) may be a paid speaker format. It may be
designed in consultation with CIOs and IT managers as a way to provide needed
training that would not be affordable to individual agencies in these tough
budget times without help in aggregating demand. ITIL awareness certification
was mentioned as a possibility but subsequent research of the costs makes this
- Estimated revenue from dividend income was reduced from $7,000 to $5,000 for 2009.
- The Board asks that the CFO provide a way of reporting the full costs and revenue
accounting for an event when some of its revenue and expenses span two fiscal
years. (Should only be a problem when a paid event is held late or early in the
fiscal year – e.g., December or January.)
IT Managers Committee (LeaderPath)
- There will not be a LeaderPath training program in 2009.
- There will be a PD event in January aimed at LeaderPath graduates. This session will
in part be used to:
- Ask about potential changes to the LeaderPath curriculum and format
- Ask about needed training for IT staff and managers – particularly training that may
be difficult in tight budgets
- Ask about ideas for creating and maintaining an IT Managers list.
- Provide a list of LeaderPath graduates to post on the IPMA web site – for Board use only.
- Committee will recommend a plan for maintaining an IT managers list and move forward with
quickly implementing the accepted solution.
Communications and Marketing
- The committee has a lot of work in 2009 related to marketing, communications and the
implementation of a redesigned web site. The committee asked to add one more
board member to the committee to help with the workload.
- The committee recommended that the Board enter into a time and material contract
with the web master rather than the traditional honorarium.
- It was agreed to drop the “shield” from the IPMA logo – at least for purposes of
the new web site. Other committees may begin to drop the shield in the future.
- It was agreed to develop a proposal for standardizing on a shared data file and
document storage strategy. The strategy may include use of collaboration tools
(e.g., Google Docs or Microsoft Office Live) or just shared storage (e.g., Files
Anywhere, Amazon S3 service).
Corporate Sponsor Committee
- The IT work Group asked the IPMA to help organize and host IT work group discussions
with the IT vendor community. Work is underway to conduct these sessions in
November or December.
- The letter inviting vendors to these sessions will be an opportunity to briefly
describe the IPMA and the benefits of being a Corporate Sponsor or Forum Vendor.
- The goal will be to have at least 22 Corporate Sponsors sign up this winter for the
2009-2010 time period.
IPMA Board Operations
- Appointed Ron Seymour CIO at Financial Institutions to fill the vacancy created by Mike
- The Activity Status report worked well and will be continued
- After successful use on three events in 2008, EventVille was approved to use as the
IPMA registration system.
- A proposed outgoing Board member recognition policy will be presented at the
December 2008 Board meeting.
- Board agreed to develop annual budgets based on a view of the upcoming state budget
climate and election cycle.
- Board asks the CFO to check the IPMA endowment balance at SPSCC. There was some
recollection that the initial amount endowed was $25,000 vs. the reported $18,000.
- Ask the CFO to inquire at TESC about their student selection criteria. The current
recipient is seeking a degree in Environments Studies.
- The costs for preparing the annual tax return and for rental of the Storage Unit was
not shown in the 2008 actual cost column of the proposed budget because they had
not yet been paid for 2008.
- In the future, the Board will invite newly elected or appointed Board members to
attend the annual planning session along with the outgoing members.
- CIO participation held up well in 2008.
- Web site redesign and registration system were addressed as priorities in 2008
- IT Manager List was not built and IPMA was not able to gain focus on IT Managers during 2008 as planned
- Marketing Priorities for 2009
- Gain CIO participation from agencies where CIOs have not been participating in the
CIO Breakfast. A list of agencies to focus on will be provided and the Board
will try to contact the top 10 to 12 agencies.
- Focus on marketing to IT managers. This effort is primarily aimed at increasing
attendance at PD events and Forum. Engaging the IT managers in helping define
training opportunities will be part of the strategy. This effort requires a
process of identifying names and e-mail addresses of the state’s IT managers.
- Gain increased event participation in PD and Forum from agencies where participation
has dropped off. A list of the top 12 agencies where participation has dropped
off will be provided. The Board may decide that each Board member will “adopt”
an agency from this list for a more focused marketing effort.
- The CIO committee will keep the CIO list current and the IT Manager Committee
(LeaderPath) will develop the IT manager list.
- A new e-mail capability will be explored that will allow more flexible development
of mailing lists (going beyond what we now have in a single listserv) and the
development of more attractive e-mail marketing messages.
- It would be good to have a marketing check list for Board members to use in
planning various events.
Budget and Finance
- The monthly financial report should continue to have a transaction report and a
modified Balance Report that shows both current month and prior month. The
report should also include an investment portfolio report that shows monthly,
quarterly and year to date performance as provided by the IPMA investment
- A new quarterly report is requested that will show the hours and amount spent on
each IPMA contractor for the specific committee activities and events they
supported during that period.
- The proposed 2009 budget was modified as follows:
- Portfolio Interest and Dividends estimate was reduced from $7,000 to $5,000
- Web site redesign and support was increased from $3,500 to $4,500.
- Gift expense at the Executive Seminar was questioned but left to be resolved later in
the year as budget problems became clearer.
- Fees for Corporate Sponsors remain unchanged
- Fees for Forum Vendors remain unchanged
- Corporate sponsorships were assumed to go down from 27 to 22.
- The number of Forum vendors was assumed to be 20.
- The number of Executive Seminar attendees was revised from 72 to 55.
- The paid PD event may change. The budget assumes 100 attendees at $65 each. This may
change based on providing a 3 day session like ITIL awareness certification. The
PD committee will work to refine this estimate before the budget is finalized.
- Extend Phil Coates’ contract as CFO.
- Extend Jim Andersen’s contract for event and administrative support through 2010
- Create a time and material Contract for the web master, Bob Monn at $50.00 per hour. Make it similar to Dennis
Jones’ contract. (Dennis to send copy of his contract to Fran Muskopf)
- Award Bob Monn a $3,000 honorarium for 2008.
- Budget, Finance and Operations Committee - The three officers comprise this committee.
- Communications and Marketing – Add a third member to the committee.
- Professional Development – Continue with three members. Add EventVille administration to
- Forum – Continue with three Board members plus other members from the IT community.
Eight of the members of the Forum planning committee will each be responsible
for one or more of the Forum breakout sessions.
- Executive Seminar – Continue with two members
- CIO Committee – one member may be sufficient. The Board chair should be the chair of
- IT Manager Committee- (Formerly LeaderPath) – one member may be sufficient.
- Corporate Sponsors – one member may be sufficient
- Web Redesign Project Team – continue this project team as currently composed until
web site is implemented.
- Registration System Project Team – Abolish this team now that the project is completed.