Fillable Printable Team Meeting Agenda Template
Fillable Printable Team Meeting Agenda Template
Team Meeting Agenda Template
Audit Division Annual Business Meeting Agenda
October 16, 2008, Augusta, GA 6:00pm – 7:30pm
Agenda/Minutes
Call to order: Welcome and introduction by John Mascaro, Division Chair.
Business: Verify a quorum is present in order to conduct business (2 division elected officers and 3 voting
members of the division management committee.) John Mascaro Chair, Nancy Boudreau,
Secretary, Peter Gauthier VP Admin, Cindy Miller, Membership Chair, George Callender, Chair-
Elect
The first business is the reading and approval of the minutes. Minutes are posted on the website
and all members received an email with a link to the minutes.
Are there any corrections to the minutes?
Approved / corrected. Approved as is by unanimous vote.
Reports:
Division Chair John Mascaro: Overall Division Activities and Accomplishments:
John called the meeting to order at 6:10 pm. John talked about the plan to
move the division forward and give the members what they are looking
for. He requested the help of the membership regarding input. He told
everyone there is a monthly officers conference call and a DMC
conference call every quarter. He reminded everyone that the contact
information for the board members is on the Audit Division website.
VP Admin Peter Gauthier Peter spoke about the focus group that he is establishing. He said 5
people have shown an interest in the new focus group which will have no
board members as voting members.
Treasurer Ruby Ivens, given by
John Mascaro
June is the last available report we have due to issues at ASQ. When we
get another report it will be published on the website.
Auditing Jenifer Barr (Peter
Gauthier to Report)
The financial audit took place the weekend of 8/8/08. Ruby and Peter met
in Milwaukee. No issues were observed. This is only an overview of the
processes because the money handling is audited through ASQ. There
were some missing documents. Some expenses were filed late which is
particularly important at the end of the fiscal year. We go through
between 250,000 and 300,000 dollars throughout the year. Committees
filed their budgets to the board the 3 elected members of the board
approved the budget. We have records and invoices and we are doing
well.
Membership Cindy Miller. Comparing Sept of this year to Oct. of this year; Regular members -
down 496 members, seniors - up 211 members, fellows - up 4 members,
students - up 4 members, sustaining - up 7, from up 5, associated
members up 2.We have 20 organizational members. Total membership is
9725 for a loss of 266. Unpaid members included 10,725, loss of 457
members from the previous year. Increasing membership is a goal. We
want to improve the value proposition. We will be surveying the
membership to see what kind of value we can provide. We would like to
survey the CQAs that aren’t members and ask what value they see and
why we aren’t reaching them.
Arrangements
Quitman White: Quitman explained arrangements, logistics and support for all activities,
including equipment, and meals for all conferences. We are currently
looking for a book display coordinator that can support the book display
for a while. Eight or nine months prior to the conference this person
arranges for the books and discounts. This person is also responsible for
coordination of activities of audit division logo merchandise. It a year
long commitment.
Process for conference venue selection. It has taken us 10 years to get to
Augusta. The first time the hotel didn’t have enough space. We contact
visitor bureaus and get information from the hotels based on our
requirements package. We have an expectation that the hotel will be a
sponsor for $4000 or $5000. Next, some of the committee members visit
the hotels we have selected based on the proposal returned to us. After
that, we narrow it down and select a venue. The 2009 conference will be
at the Hilton Conquistador resort in Tucson, AR. This is our first time at a
resort hotel. For 2010 we are looking at Orlando Disney Hilton in
Orlando. Currently we are haggling over hotel rates. For the 2011
conference which will be our 20th conference we want to go to Las
Vegas because there is so much to do and we can get good rates,
especially during the week. We are also looking at Reno.
We have our own AV equipment. We used to spend $40,000 for rental of
AV equipment. So we bought our own and the costs were reduced to
$12,000, plus we rent out the equipment to other divisions for additional
income. Now other divisions are buying their own. We want to upgrade
the equipment and that includes maintenance and storage. If anyone has
ideas on things we can do to help attendance at the conference please let
us know.
Certification Mike Villa (Doug Berg
to report)
Since the last business meeting we have had 3 workshops, each had 10 to
12 workshop volunteers. Ten exams have been given since last business
meeting. In total 2645 participants sat and 1845 have passed for a 70%
pass rate. In 2005 and 2006 there was a pass rate of 78%. We are seeing a
decline in pass rate but the number of people sitting for the exam is up.
Currently we have 31,583 CQAs.
Standards Ric Conover (Doug
Berg to report
One of the speakers at the conference gave an overview of new
standards.
Education/Trai
ning
Nancy Boudreau Education/Training has been focused on the CQA Exam Refresher and
the Train the Trainer program. At the conference we presented the
refresher again and held a Train the Trainer session during which we
certified 6 new regional councilors to present the refresher in their
regions. The RCs will be advertising this opportunity to their sections.
One of our goals for this year is to survey the membership to determine
what other educational opportunities they would like the division to
provide.
Chair-Elect George Callender to
Report For Regional
Councilor.
The division has taken a large step forward in training the RCs to get the
CQA refresher out to the sections. Our intent is not to compete with the
sections we will make the offer to them and leave it up to them as to
whether or not they would like us to present. Nancy suggested this course
over a year ago and we did the first part at WCQI and the final one here.
Now we have 6 certified instructors. George introduced the 6 regional
councilors that were present. Dr Rama region 4 from Canada has said
that he has contacted sections to introduce himself and audit division, and
is offering to present a detailed presentation. He currently has one
scheduled in Nov. He is working on the future based on requests for the
CQA training and is planning to communicate the strategic plan to all of
the sections.
Greg Stewart region 10 is developing relationships with his 15 sections.
He is planning to visit all sections by the end of the year. He has
identified a deputy to work with him because his region is very large. He
is also in a leadership role in his section.
Sandra Stoli region 12 has sent emails to her sections introducing her role
in the audit division. She is working with the quality college and is about
to give the CQA refresher in house. She feels it is much more cost
effective for the sections to have the regional councilors in the regions.
Larry Mossman region 13 sends out welcome letters to new and
renewing members about the audit conference and the web site
information. He is also working with 2 sections that may want the CQA
refresher course. Throughout the year he sends emails to the section
leadership.
Regional Councilor Shyam Banik passed away about a month ago and he
will be missed. He has always been very active at the regional councilor
level and with audit division activities.
The Gauthier Award given to JP Russell this year. The award committee
consisting of Nancy Boudreau, Gil Andrade and George Callender, based
on nominations received, selected a candidate and made the
recommendation to the Chair. Each year we will give the award if
someone is deemed worthy.
We had a strategic planning meeting in April 2008.
Thanks to effort of the Audit Division leadership the Audit Division
received the Mcdermond award.
We have vacancies for regional councilors in regions 2, 3, 7, 9,11. We are
looking for suggestions on how we can better serve the sections and
improve the audit division.
Unfinished Business: John Mascaro, Division Leadership & Membership We need volunteers.
New Business: John Mascaro, Division Leadership & Membership October is quality month. John introduced
Daniel, the new marketing chair. We are always looking for articles and people to help marketing
and membership. The Web liaison position is currently open. Dave Homen can no longer do it
since he has received a promotion at work and no longer has the time. Gil Andrade is the
nominating committee chair.
We are using the Zoomerang survey tool for feedback on the conference. You will get an email and
be asked to respond.
The DMA has been revised. An appeal was made to DAC to change the tenure of the Chair and Chair
elect based on the tenure of the other board positions. That was approved at the DAC meeting.
We have a knowledge center at www.asw.org. From the home page click on the left side. A lot of
helpful information there.
Announcements: Next Audit Division Business Meeting will be at the 2009 Audit Conference
in October, in Tucson AR.
Adjournment: adjourned at 6:55 pm. Move and seconded and ayes unanimous.
