CMProfessionals - Board of Directors

• August 25 Bob Boiko chairs

Ann Rockley will schedule the phone bridge.

Whoever comes to the meeting is invited to participate, but the Board may go into Executive Session at any time.

Upcoming issues/actions

• Board Process (Bob Boiko Agenda Worksheets)
• Go Live Date > Press Releases announcing CM Professionals (Scott Abel)
• Press Releases for CM Summit (Summit Committee)
• Website Design
  • Template A or B, but with left navigation? (Rockley)
  • needs content audit (articles, features, forum, news?)
  • needs Logo and Logotype
  • IA in process, more members join the effort?
• CM Summit Website Page
• Program Schedule for CM Summit
• Practices Collaboration Process/Selection of Sessions, ballot results, "Good" or "Best Practices"
• Member Survey (test on G35?)
• Prototype of Online Registration (Membership and Summit)
• Job Board (needs more testing)
• Vetting Process for Glossary (contentious)
• Vetting Process for Resource Library

Ballot vote on Disbursement of Funds (still in progress)

• 5 Yes, 1 abstain
• Lesson learned, provide a "ballot by" date

• 4 draft messages done and reviewed
• Scott Abel will review, preferably by end of week
• Question: Can we release to magazines which have a long lead time with an "embargo" on it to hold until date?
• Answer: Yes, pending approval by Board
• Goal: Release date for Sept. 7. We will revisit the decision the last week of Aug.

• Paperwork still pending
• If received before Friday Aug. 20 TB will open the account, otherwise it will have to wait a week as TB is going on holidays

• Mary-Lee Kennedy is stepping out of the management role for the moment, Frank Gilbane is taking her place
• Suggestion by AR: Could the Good Practices committee take over the agenda for the moment?
• Suggestion by BD: Proposed that we survey the potential participants for topics. This elicited a lot of discussion since some remembered last week's discussion as indicating that topics had been chosen, while Bob D thought we were going to survey people to determine what they wanted
• Suggestion by AR: The decision should be up to the Good Practices Committee and the Summit Committee for recommendation to the Board
• Decision: The Good Practices Committee will meet Friday at 1:00 ET to make a final decision. All are welcome to participate.

• Design to be provided to Board end of week
• Action item: As soon as the spec is received BD will distribute
• Action Item: Board to comment/sign off on spec at Aug. 25 meeting. Comments are welcome from all members.

• Deferred to Aug. 25 meeting

Status of Incorporation and bank account

• Tony Byrne currently in process to create a C Corporation (U.S.). Once this is done we will receive an EIN (tax identification) number.
• The hope is to have all paperwork in place by Aug 18.
• We still need to look into Merchant ID (Bob Doyle to provide guidance in this area).
• As soon as the paperwork is in place we can apply for a bank account (shouldn't take more than a day to do this).
• Tony Byrne was advised to use a generic articles of incorporation for Delaware. These bylaws will eventually have to be replaced with the official bylaws. One of the reasons for using the generic bylaws is that it didn't need signatures (Action item to be added to Agenda to change these bylaws as soon as we are incorporated).
• Since this is not a non-profit, we will pay Federal tax on any revenue on a calendar basis, but very likely costs will exceed our modest revenues so taxes are unlikely.

• The day has been picked (Tuesday, November 30), and a tentative schedule posted. See http://www.cmsconsultants.org/Summit/Program.html.
• A decision was made to cancel the Wed. session at 3:00 (Open Business Meeting) as the activity could be accommodated in the closing session on Tuesday.
• A discussion on the nature of the sessions occurred. Most felt that it should not be standard lecture, rather it should begin with sharing from a panel of active working group contributors, but quickly move to an interactive session with all participants.
• No Powerpoint will be allowed.
• The panel participants will be responsible to keep interaction moving.
• State a best practice, conduct a discussion, then gather comments right there.
• At the end of the session have a revised draft? Or at least collect the suggestions (sessions will be videotaped).
• Make it clear to people that this will be an ongoing process, with revisions to the "work in process" documents on the website.
• Action item: Summit Committee to draft a paragraph on what to expect in these sessions and how to contribute to them before the summit. We welcome contributions from all, not just those attending the summit. Members should help decide what is discussed. This is their summit.
• We should make it clear that people can talk to Board members throughout the conference. We might want to identify ourselves with buttons.

• The best practices will form the core of the summit.
• The best practices committee has selected 4 initial topics, but we will ballot the members for their priorities and further working group contributions. Practices selected for the summit sessions will be determined by the membership.
• Action item: List the topics on the agenda and assign 1-2 people to be facilitator/leaders. Solicit the members to take an active part in practice working groups.

• Action item: Please review and approve materials created by Bob Doyle before the next meeting. See http://www.cmsconsultants.org > Resources > Job Board. Try submitting a job if you want to help test, and review the blog-style Job Listings.

• A vetting process was proposed by Bob Doyle. An editorial committee is needed for the Glossary as well as for the Practices and the Resource Library.
• Action item: Write up the vetting process and submit it to ballot.

• Bob Boiko has proposed a process.
• Action item: He will revise this proposal and resubmit for a vote next week. Once the Board has signed off on it it will go to ballot.
• Question was raised as to "how do we decide what goes to a vote?" Items that are considered to be contentious will go to a vote.
• Action item: Ann Rockley will be responsible for drafting a ballot for approval for the disbursement of funds. This ballot is online at http://www.cmsconsultants.org/timelines/FormRegister.html?FormID=7

• Bob Boiko thinks that paid staff should be the first thing we spend money on, thinks we won't survive on volunteer time alone. (Maybe summit expenses and logistics will come first.)
• Concern that a volunteer will do what they want or have time to do.
• As soon as we go live we will be inundated with administrative activities (e.g., memberships, questions, summit registrations).
• Decision was proposed that funds be dispersed in the following manner (Summit, Admin staff, Non-profit). Seek membership approval with a ballot, according to new Boiko process.

• Action item: Tasked with coming back to this group with the content of publicity messages for approval, it is critical path.
• Due Aug 18, present preliminary materials, for commentary and approval by general membership by end of the month.

Attendees: Bob Boiko (Chair), Bob Doyle, Hilary Marsh, Frank Gilbane, Ann Rockley, Donna Fritzsche

Issues discussed

• Go live critical requirements: who will be responsible for them?
  • Incorporation, EIN tax number, Bank account - Tony Byrne
  • CM Summit plans (see below)
  • Member Benefits in place (see below)
  • Website reorganization/redesign - Bob Doyle needs help
  • Membership online application form (pay by check, PayPal?, credit card) - Bob Doyle

• Summit: Status of summit activities and responsibilities
• Registration/payment for Summit (check, PayPal, credit card, pay at door?, mention Gilbane $100 discount) - Bob Doyle will prototype
• Program schedule, with provision for members to suggest what should be done in various time slots - Frank Gilbane (will coordinate with Mary Lee Kennedy) and Bob Doyle
• Website page - Bob Doyle will draft
• Schedule business meeting (open to all) and Board meeting, Wednesday?

• Expanding the Membership
• Circulate invitation letter to Board, for use inviting new members immediately
• Nomination process? (e.g., don't reveal names generally until people accept? Duplicate invitations no real problem.)
• Privacy Policy (are members required to be known to all other members, or can some hide behind aliases and lurk on the lists?)
• Encourage members again to send in nominations, and say whether we can use their name in the invitation.

• New committees - will be handled by at least one board member participating in each group.
  • Calendars -
  • Newsletter - tabled until future notice
  • Glossary - a vetting process will be proposed at the next meeting
  • Mailing Lists - Hilary Marsh and Bob Doyle are the Mailing Lists committee
  • Website - members with IA strengths and a design sense are invited to join Bob Doyle on the website committee to redesign the website for soft launch.
  • Member Survey - tabled until further notice
  • Resource Library - Scott Abel will join Bob Doyle, who is coordinating with AIfIA Resource Library

• Existing committees.
  • Member Benefits (some available at launch, others to come)
    • Mailing Lists
    • Knowledge Resources - Glossary
    • Knowledge Resources - Annotated Links Library
    • Summit
    • Website private pages
    • Member Directory (automatically produced from membership registration)
    • Job Board
    • Member Calendar for Face-to-Face and Regional meetings
    • Discounts on Conferences, Subscriptions

  • Marketing, Branding, Image - Frank Gilbane, Erik Hartman
  • Practices - Needs online collaborative authoring tools and a vetting process

Attendees: Bob Doyle, Hilary Marsh, Frank Gilbane, Ann Rockley

Issues discussed

Expanding the Membership to 50 (status)

• 15 people have been nominated and invited. 2 have responded with a yes. Bob D feels we need to invite another 10 people.
• Hilary Marsh is a new member. Hilary feels that there is a gap that we have no one who is doing this day to day in the business. They could provide a lot of insight for the organization.
• New members will be invited to join key committees (Web site, Job Board, List serve, Summit, Newsletter). All other committees are considered secondary at this moment. New committees will only be considered if they address the mission and if there are volunteers to support them.

The following are the critical activities to go live in early September.

1. Agenda for actual summit
2. Schedule for the summit
3. Summit activity details
4. Bank account
5. Mailing list (Hilary Marsh will join this effort)
6. Welcome letter (Bob Doyle will draft this)/membership information kit
7. e-Newsletter. This will start with a monthly member update then go onto include short articles. The first article-based newsletter could report on the summit. (Hilary Marsh volunteered to assist)
8. Website

Mary-Lee Kennedy has gone to England for 7 weeks. She does not know what her participation levels are going to be. We urgently need a back-up for this committee. Frank will ask Bill Trippe if he will step in for the moment.

Working Group - Ann Rockley (chair), Tony Byrne, Frank Gilbane, Bob Doyle, Donna Fritzsche

The Business/Governance Committee met June 30, 2004 with Ann Rockley in the chair.

After the Committee meeting a Board meeting was held, and a meeting of CM Professionals Officers.

Board members (Bob Boiko, Tony Byrne, Bob Doyle, Frank Gilbane, Ann Rockley)

Officers (Bob Boiko, President, Ann Rockley, Secretary, Tony Byrne, Treasurer, Bob Doyle, Executive Director).

Results of the ballot on Member Benefits.

• Mailing List - 10 Yes
• Share Resources - 10 Yes
• Share Resources - 10 Yes
• Website - 10 Yes
• Practices - 10 Yes
• Newsletter - 8 Yes, 1 Abstain, 1 No
• Member Surveys - 9 Yes, 1 No
• Member Directory - 10 Yes
• Professional Directory - 9 Yes, 1 No
• Job Board - 10 Yes
• Calendar - 9 Yes, 1 Abstain
• Education - 9 Yes, 1 Abstain
• Member Fee $50 - 9 Yes, 1 Abstain
• Other benefits comments/suggestions
  • I think this is a comprehensive list. My only reservation is on the qtrly, peer-review journal, which would be a lot of work (when we have limited resources), and somewhat redundant (e.g. Rockley Journal, CMFocus, etc.).
  • A CMS overview (based on CMSML) - one international even once a year (US, UK/Europe, Australia) - several smaller events every year (US, UK/Europe, Australia)
  • I think all these services, with the possible exception of the listserv, should be open to members only. We should consider, as AIfIA has done, a 50% discount for students.
  • Am opposed to paid professional staff in year 1 until we measure demand @$50 initially. Also, I strongly believe the permanent board should make this decision...
  • 
    
• Higher fees?
  • $75 - 1 vote
  • $100 - 2 votes
  • $125 - 3 votes
  • $150 - 1 vote

Actions taken

• Public announcements (press releases) are targeted for end of August.
• Tony Byrne was authorized to establish a bank account in Washington, DC. It needs a Merchant ID for MOTO (mail order, telephone order) credit card transactions. Bob Doyle will investigate the digital certificate and Verisign/First Data clearinghouse accounts needed to process credit card payments on the CM Professionals website. We considered PayPal, and may offer it as an option. But the goal is to have all transactions logged to a single database at CM Professionals (so a Yahoo store was considered but rejected).
• Membership expansion to about 50 members, by invitation from current members. The need is for fresh eyes to criticize our work and help us to test our infrastructure tools before public announcements around end of August.
• Bob Doyle was appointed Executive Director (unpaid) until CM Professionals has enough cash flow to hire one or until the CM Summit December 2, 2004.
• The CMPros mailing list shall be closed to the public (archives will be closed) and be a members-only list. The CMS mailing list will remain the public mailing list overseen by CM Professionals.

Working Group - Ann Rockley (chair), Frank Gilbane, Bob Doyle, Mary Lee Kennedy

The Business/Governance Committee met June 30, 2004 with Ann Rockley in the chair.

Results of the ballot on recommendations 4-7.

All the recommendations were accepted by a majority of the Group of 23.

Mission Statement - 16 Yes, 0 No , 2 Abstain
CM Professionals Summit - 15 Yes, 1 No, 2 Abstain
Bylaws - 14 Yes, 2 No, 2 Abstain

Board of Directors Nomination Results:

Bob Boiko - 18 (unanimous!)
Ann Rockley - 13
Tony Byrne - 13
Bob Doyle - 12
Frank Gilbane - 7
Erik Hartman - 3
James Robertson - 3
Scott Abel - 2
Mary Lee Kennedy - 2
Martin White - 2
Joseph Busch ? 1
Donna F. - 1
Jane McConnell - 1
Lisa Welchman - 1

Recommendations notes

• Tony Byrne says if we remove ?firm? in Bylaws Article 6 (Members)and change membership to individuals only then he will change his Bylaws vote to a yes.
• Frank Gilbane agreed individuals was the sense of the original discussion.
• Bob Doyle will post final results on the site

• Ann Rockley will ask (email then phone if necessary) if the top three members nominated:
  • Are interested in taking on a role?
  • What role they would prefer?
  • If one of the top 3 declines then Bob Doyle is willing to take on the role of secretary,
  • Frank will participate only if we can?t convince the top three into a role (he prefers not to be treasurer)
  • Tony was suggested for treasurer
• Mary Lee Kennedy will chair the effort for the CM Professionals Summit. Bob Doyle and Frank Gilbane will assist. Others are welcome.
  • A short two-sentence description should be prepared and approved by July 14 for use in the Gilbane Conference announcement.
  • We will ask all the Group of 23 to make an announcement on their websites.
  • Frank will get us a cost estimate for use of a room at his conference for the afternoon of Thursday, December 2.
  • CM Professionals will compensate Gilbane for this room, and if we exceed some target attendance may share some revenue.
  • A face-to-face business meeting of the current Group of 23 will be held, probably the evening of Thursday, December 2. (Bob Doyle offers to host a dinner meeting at his lab in Cambridge.)
• It was agreed that the business model is now highest priority.
  • A membership fee of $50/yr was proposed, and will be balloted.
  • Frank offered a discount of $100 off his conference registration.
  • The CM Summit fee might be as little as $100? We need to cover the cost of a meeting facility large enough for the estimated attendees. Bob Doyle will research low-cost facilities at area schools.
  • An additional fee might be charged for listing in the public CM Professionals Directory (All members would be listed in the members directory - visible to members only, and then only if members opt-in).
  • Bob Doyle reported that he and Scott Abel formed a Member Survey committee, and they posted a draft survey to the website.
  • The survey could also include some market research on membership fees and summit attendance.
• Member benefits were reviewed, and altered as follows.
  • Drop Health and Liability Insurance.
  • Drop certifications.
  • Add Good/Best Practices.
  • A quarterly newsletter (we will solicit articles soon from current members).
• Infrastructure needs for CM Professionals were reviewed.
  • Domain name, website, and hosting (we have already).
  • Mailing lists server (we have already).

Working Group - Bob Boiko (chair), Frank Gilbane, Ann Rockley, Bob Doyle

The Business/Governance Committee met June 16, 2004 and prepared four recommendations for approval by members.

Nominations for Board of Directors.
Approval of the Mission Statement.
A CM Professionals Summit in conjunction with the Gilbane Conference November 3 - December 2 in Boston.
Adoption of tentative Bylaws to be used for the Director and Officer selection process.

Here is the ballot

Voting deadline is June 22, 2004 11:30AM ET.

The audio archive of the meeting is online.

Most of these recommendations have discussion pages for your comments on the CM Professionals site

The next Business/Governance Committee meeting will be Wednesday, June 30. We expect to send out another ballot for the election of temporary Directors on or about June 24, with voting closed on June 29.

Working Group - Bob Boiko (chair), Frank Gilbane, Ann Rockley, Lisa Welchman, Bob Doyle

The Business Model committee met in joint session with the Governance committee and prepared three recommendations to be balloted by the whole CM Professionals membership. We prepared a ballot form.

• Recommendation 1 - Merge committees
• Recommendation 2 - Self-governing
• Recommendation 3 - Governance Model
• The Ballot

• Member fees the principal source of income
• CM Summit could also raise revenue.
• Fees will go into an escrow account pending decision on form of organization. Or we could accept credit cards and not charge until organization exists. Or we could accept pledges to join.
• Payment Methods - PayPal, eCommerce solution?
• Staff requirements
  • CM Summit Organizer
• Pro forma Budget
  • May need funds for legal incorporation (AIfIA spent about $7000)
  • May need funds for staff - Executive Director (esp. travel expenses to face-to-face and other meetings)

• Milestones, working backward from CM Summit end of November.
  • Board names first temporary acting officers (President, Secretary, Treasurer)
  • First public announcement. Note July/August issue of EContent closes soon. To get an announcement in we should tell them immediately. September issue would allow only 3 months organizing for December Summit
  • Announce CM Summit. Note we need plenty of time to determine attendance, select a venue, etc.
  • Circulate draft member survey to gauge interest, estimate revenues.
  • Expand founding/charter member group - any membership fees to be escrowed, or just take credit-card as pledges if concerns continue about abuse of funds.

• Another business model to study...KM Professionals!
  • 2500 international members @ $50/year
  • Chapters do not share these revenues
  • Certification workshops $4000/person
  • Boston chapter most active, 170 members
  • 9 breakfast meetings last year
  • Meetings fees $10 ~30 attendees
  • No member mailing list serv
  • Manual web calendar
  • KM Pro
  • KM Pro Purpose
  • KM Pro Body of Knowledge
  • KM Pro Chapters
  • KM Pro Links
  • KM Pro Calendar

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