Leadership · Education · Networking

IPMA News : July 2007

July 12, 2007, Board Meeting

Members Present: Mary Ellen Bradley, Pam Derkacht, Phil Grigg, Andy Hill, Andy Marcelia, ‘Mace’ Maciejewski, Fran Muskopf, Christy Ridout, Darrel Riffe and Allen Schmidt. Phil Coates, CFO and Jim Andersen, the Forum Events Manager were also present.

Allen Schmidt, IPMA Chair, opened the July 2007 meeting of the IPMA Board of Directors at 7:25 a.m.

Secretary/Treasurer: The minutes from the June 2007 Board meeting were approved.

The Board approved the June 2007 financial status and activities reports.


Business and Finance:

Budget Status: Phil Coates presented the semi-annual budget status report. He noted that there will be a deficit of $3,700 for 2007 operations due to the Forum income shortfall and the addition of the LeaderPath subsidy. In spite of that, the projected cash balance at the end of the year will be about $24,000

FilesAnywhere: Phil also reported that he has subscribed to a file service that allows shared off site storage, version control, archiving, etc. The current cost is $8.95 per month for one login and 2 GB of storage. Jim Andersen and Phil used the system to sort out the registrations for the Neal Whitten seminar. He proposes setting up directories for each committee.

The board approved and directed Phil to develop some instructions on how to use the system.

MyFaxCentral: Phil notified the board that he was planning to subscribe to a Fax sending and receiving service for all board and support staff use. The cost of the service is about $10 per month for 10 faxes. He and Jim Andersen have need to send and receive faxes in conjunction with IPMA business. Currently they are both using Jim Andersen’s personal subscription to this service. Since IPMA business is basically the only reason Jim has the account it seems that it should be an IPMA account.

There were no board questions regarding the subscription. As with the FilesAnywhere subscription, Jim and Phil will prepare an instruction sheet for board members on how to use the service.

Purchase replacement Laptop: Mary Ellen indicated that Bob Monn (IPMA Web Master) would like to either upgrade his laptop or replace it with a new model and pass his existing unit to Phil Coates for use in the organization’s financial management. Phil noted that $1,500 was included in the budget to replace the financial management laptop. Phil noted that having Bob replace his laptop and taking his old unit would work fine for him. Phil’s laptop could then be passed off to the Professional Development committee to be devoted to running the projector and any other uses to be determined.

Forum: Jim Andersen presented a summary of statistics gleened from the registrations and break-out session evaluations.

The top three break-out sessions:

  Number of attendees Average score
.Net 3.0 Developer’s Update Session 88 4.11
User Centered Design for the web 78 4.66
Get ready for Ajax 61 3.85

The top twelve agencies attendance:

Department of Social & Health Services 110
Department of Employment Security 54
Department of Transportation 53
Department of Information Services 45

Office of Financial Management

Department of Ecology 35
Department of Labor & Industries 35
Department of Revenue 29
Washington State Patrol 27
Office of the Attorney General 25
Department of Health 21
Department of Licensing 16

Type of work:

Applications development & maintenance 309
Computer, server and network administration 263
IT management 231
Data & database administration 150
Desktop support 145
Security administration 96
Document, image and records management 79
Other 86

Forum Budget Status: Jim presented a table showing Forum Income vs actual expenditures. He noted that much of the $7,600 deficit was the result of fewer vendor booth purchases than budgeted. He suggested that the board devote time at the November planning session to address strategies to deal with the changing character of Forum support by vendors and attendees.

Professional Development: Andy Hill reported that the June 25th Neal Whitten event was a success. There were 107 paid registrations, that was up from 70 just two week prior to the event. Attendees evaluations gave the seminar high marks. Attendees were given one of Neal’s two books on project management for free and the opportunity to buy the other one during the break.

There were 42 copies of his first book, “Neal Whitten’s Guide to No-Nonsense Project Management” left over. The IPMA bought them to be given out at the CIO breakfast meeting at the October Executive Seminar.

Andy reported that the Whitten seminar made a profit of about $4,000. That, plus the $1,500 profit from the April Troutman seminar, bring the Professional Development program near a break even point.

Andy summarized the PD committee meeting held on the 9th regarding planning for the 2008 PD calendar.

LeaderPath: Allen reported that LeaderPath is a go for this year. Twenty-five registrations was the break even point and only 22 people have registered to date. However, it was agreed at last month’s board meeting that if we came within two of the number needed, IPMA would subsidize the balance. The fixed cost per student is $3,500, so rather than subsidizing individual enrollments, IPMA will pay the $10,500 fixed cost to bring the program up to the break even point. Mace noted that we will be willing to take additional registrations right up to the start of the program on July 31st. It was agreed by all the board that subsidizing the program this year was preferable to canceling it as that would be equivalent to sun-setting it.

There is still a need for “Capstone Project” sponsors and stewards.

There was some discussion about changing the focus or audience of the program for future iterations. The subject will be highlighted at the November planning session.

Executive Seminar: Phil Grigg reported that the registration invitations will go out the last week of July. This will give us two months to get registrations processed.

Phil went over a draft agenda and schedule. At this point topics have been pretty well decided on and organizations responsible for the topics identified. The next step is to get commitments from those who will actually do the presentations. Half of the speakers have committed and half have not.

Allen noted that Dennis Jones is working with the CIO’s to develop the CIO breakfast program and will coordinate with Phil and Darrel.

Communications: Fran Muskopf noted that she had distribute a “Lessons Learned” document regarding the IPMA experience with trying to use the EventWare system. She encouraged board members to read the document and provide any input they deem appropriate.

She noted that Phil Coates had looked into an alternative registration system during the past month. Phil stated that he had been looking for options on the net and came across a system called “EventRegister.” EventRegister is a division of a company by the name of Thriva out of Bothell. The system has been on the market since 1999 and a few of its customers are Six Flags, US Army, San Antonio Zoo, Texas A&M, Oregon Dental Association and Audubon Naturalist Society. Phil was given a demonstration of the system and suggested that all or part of the test team also see the demonstration as part of the process of determining what to do next.

Allen suggested that the committee look at what the Seattle chapter of the PMI uses for registration.

It was agreed that the committee should proceed with the demonstration but should not move beyond that step till the November planning session.

Mary Ellen reported that the IPMA brochure is moving forward for completion prior to the October Executive Seminar.


Annual Planning Session: Christy Ridout noted that she had distributed the Dennis Jones Statement of Work document related to his role at the November Board Planning Session. She asked the board for input on the document as well as the event.

The next board meeting will be August 9, 2007, at the Shipwreck Café

The meeting was adjourned at 8:40 a.m.