ICHRIE BoD mtg-19 July 2016President opened the meeting @ 9:05am.

Roll call: Kathy McCarty, Mokie, Qu Xiao, Martin O'Neill, Sheryl Kline, Rachel Chen, Stephanie Hein, Toni Repetti, Michael Wray, Amit Sharma, Kevin Anderson, Brooke Luedke, Michael O'Fallon, David Schoffstahl, Eric Brown, Tina (APAC), Amy So, Michelle Millar, Tom Schier (Central), Kevin Niehl, John Fong, Wanda Costen, Maureen Brookes.

Absent: Godwin-Charles (late), David Schweiger (late), Annette Graham (no proxy). Maureen extended Annette's apologies. 

All new members were asked to participate in the discussion, but are not eligible to vote. We’re moving forward with the assumption is that the Board notes have been read, so the focus in the reporting is on items for discussion and those needing a vote.

Edits to the Minutes: Stephanie Hein had Martin's proxy. Don Schoffstah moved to approve the minutes; Sheryl Klein seconded. Typographical error noted. Minutes approved.

Secretary reportSheryl recommended that we change the verbiage to reflect that the federations MUST charge a higher fee for non-members to attend their conferences. Michael commented that he's concerned about how high the fee needs be. This fee differential is up to the specific chapter/federation. 

Michael Wray asked if the chapters should also be required to have officers. Kathy noted that the remaining chapters have been allowed to use the same leadership as the Federation. Michael Wray also commented that we might want to also add a financial requirement, and the requirement of a majority vote by the Board. 

Michael O'Fallon suggested that HEMAR could be disbanded at the NENA Federation meeting. 

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Toni asked if there's a requirement for the Federation President to ask the chapter to disband. Yes, there should be a discussion with the chapter members, and the Federation President should ask the chapter members how they'd like to move forward. 

There are only two chapters remaining in ICHRIE: HEMAR (NY area chapter) & Illinois. 

Maureen noted that another by-laws issue is to separate the role of the Director of Conference, and the Director of Networking. Currently these duties are combined, which creates a LOT of work for this position. 

Sheryl commented that the current duties of conference planning is overwhelming for one person. She recommends adding a Dir of Conference as a member of the Board. She proposed making the current Dir of Networking position the Dir of Conference. Under this position would be a Networking Chair, along with the SIG Chairs. Given the size of the Board, she was somewhat concerned about adding another Board member. Currently the Networking Chair is more like a SIG level position.

Kathy noted that we initially had a Dir of Conference, but the strategic planning committee decided to broaden that position to create a networking component. This seemed appropriate, since this is the key aspect of ICHRIE for its members. Due to the heavy load of the conference, the only focus for the Dir of Networking has been the conference. There are networking needs that move beyond the conference, so we need to have both positions. Networking could address blogs, websites, connections, etc. Recommends adding this position (dedicated to the conference). 

Mokie recommended we separate the conference from Networking, because we need to expand the role of the Dir of Networking. One of the key benefits of membership is networking, and keeping connected is critical for maintaining membership levels, or increasing the number of members. 

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Sheryl noted that 80% of the Dir of Networking position is related to the conference. However, with the technology available, we could do blogs and continue conversations that occur at the conference to expand throughout the year. 

Brooke noted that it's critical to identify the people who are really good in these roles; who possess the necessary skills to be effective in these roles. This means that we need to tap the people in ICHRIE who have these talents/skills and ask them to serve in this role. This new position needs to be tech savvy. 

Maureen also noted that young people aren't joining associations anymore, because they're getting what they need from social media.

Kathy noted that networking is more than just social media. It also includes expanding the role & engagement of SIGs. 

Sheryl is also concerned about the significant overlap of these positions. Membership, Marketing, Networking all have roles that seem to overlap. Thus, it seems that we need to clearly identify each of these job descriptions. Kathy noted that we need to do a better job of getting people out of their silos. We need to work more closely together across our specific areas. 

Amit asked, and Stephanie responded, that the conference brings in almost 50% of ICHRIE funding. Thus it makes financial sense to add this position. 

Toni mentioned that the SIGs are good tools, but they aren't used as networking. No conversation happens in SIGs until the conference. This is part of the problem. Perhaps the SIG Chair could work with Networking. Toni noted that this would add value to the members: if there were more e-networking and communication throughout the year in the SIGs. 

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Michael O'Fallon noted that creating this position must also be reflected in each of the Federations. Eric noted that there are some federations where the Dir of Networking does manage the conference in a federation. In Michael's federation the Dir of Networking position does not manage the conference. Stephanie mentioned that it's critical that the person has the same engagement as the other Board members. 

Kathy noted that creating this position sends the message that networking is important on its own. Amit noted that we need to have a vote according to the by-laws, since Sheryl was selected by the membership as the Dir of Networking. However, Shephanie & Mokie noted that this person can be appointed.

Stephanie made the motion to separate the conference role from the networking role. These will be two positions will be members of the Board. Don seconded the motion. Vote was unanimous.

President's reportMaureen believes that her role has been about communication. Her focus has been to enhance us as a global community. She also noted the importance of addressing federation issues, especially those of EuroCHRIE & APac CHRIE. She was also very ambitious about the strategic plan. She was very delighted about the progress made on the strategic plan, and what has been accomplished (special addition Communique, mentoring program, Rachel's role, Sheryl's role, master teacher sessions, and a new website). She shared her heartfelt thanks for the support she has received! She also acknowledged and appreciated the support of Kathy, Kevin, Amy, & Sam.

We have challenges in terms of membership growth, and partnerships/sponsorships. In terms of the topic areas for the Communique: July is Education, Oct is Research, Jan is Education, April is Research. 

CEO report

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The conflict of interest form was distributed and signed by all Board members. Federation Presidents & the Dir of Membership must sign for contact information privacy. This is necessary for federations to get their membership lists. The next mailing of membership list is in Oct. 

Kathy thanked the staff for their long hours to ensure the new aspects of the conference are up & running. Joy Rush is the new membership/networking staff member. She has definitely hit the grown running. 

Kevin put everything in his report. The conference has been quite a challenge this year, but hoping for a quality conference. Attendance last year was approximately 400. We're down by approximately 50 papers. Traditionally the NE is a big draw for all conferences, so expecting a good turnout next year. There are 69 new attendees; and Gaylord provided a 10% discount for Friday lunch, and the mentors & Career Academy attendees. 

Past President's reportMartin was able to get enough candidates to fill all Board positions. Thanks to Michelle Millar for her assistance. It took a lot to get folks to step forward. The challenge was getting financial support from institutions for Board roles.

Awards committee questions: There doesn’t appear to be documentation of the process & criteria that govern the awards, and the follow-up. Martin didn't get quality nominations for some of the awards, so perhaps we need some criteria for the nomination & submission process. 

The global conference report has been an issue. This was part of the strategic planning process: to explore the feasibility of a global conference. The report yielded more questions than answers, but we received good feedback. The report was shared with the entire board. The biggest concern is the financial impact. George Fenich is frustrated about the inability to publish the results of the report. 

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Mokie noted that George was charged with exploring a global conference by the Past President's. He will present his findings at that meeting, and they will make a decision/recommendation to the Board. That's the process, and George should not be sharing this information as a formal presentation, or any other means, before sharing the results with the Past President's Committee. 

Vice President's reportThere are concerns about membership & the growth of membership. We need to build/grow future ICHRIE leaders to get them in these roles, and get them engaged in ICHRIE. The education & industry committees need members. Strategic planning also needs committee members. The by-laws make certain positions automatic membership on committees. Mokie noted that this doesn't necessary ensure consistency and committee knowledge. Thus we each need some new members, who are not in Federation positions.

We need to consider the benefits for each of the levels of membership, and why people should join ICHRIE; more specifically committees. Networking is a critical component of associations. P&T is critical for most faculty, and seems to spur membership. Another draw could be to learn about one's discipline (research opportunities). Why do people come to ICHRIE? Let's understand this.

All member meeting: ALL Board members are going to give a short presentation on what they've done to increase membership during the all member meeting. What are we selling & why should people become members? We need more members from 2-yr institutions involved at the Federation & ICHRIE leadership level. Mokie created a 2-yr forum that has spurred some interest. These topics are of interests to all educators. 

ACTION ITEM: Eric was charged with clarifying the levels/categories of membership. He will work with Michael O’Fallon. Maureen also noted that we have the opportunity to have a more concerted & collaborated effort for membership & recruitment. For example, half of the Canadian provinces aren't even included

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although they have hospitality programs. We really need to explore the following question: WHAT IS THE VALUE OF BEING A MEMBER OF ICHRIE? 

Sheryl & Maureen also noted that we need to be more specific about what we're offering industry. We need to attract them as well. We need lots of input to fully understand why an organization would want to be a partner. This is also the first year that each of the Federations hosted a conference, which may have also impacted ICHRIE attendance.

Amit is hoping for a short list of action items for Saturday's meeting, which will inspire us to get something done this upcoming year. Mokie commented that we need to continue this discussion throughout the year, and work together to move things forward. This is a challenge, because all of us have "real" jobs that require a significant time commitment. 

When we’re engaging with new members/first time attendees, we need to remind them that they are welcome to attend the business meeting. 

Mokie noted that the charge is to bring 2-3 items that we can work on this upcoming year to the Saturday Board meeting. Martin mentioned that we might want to ask the new members & first time attendees why they are attending the conference. 

New board member orientationThe importance of job descriptions & position calendars. It became clear that many board members didn't know that job descriptions & position calendars existed. We also noticed some gaps in these position calendars (what needs to be done, & when). There is also an annual report that each Board member must complete. 

Treasurer's reportMay financials have been better than previous months, which is good. Membership is important to the organization from a sustainability and revenue perspective. We are below budget ($17K) in membership

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revenue. This is very disconcerting. There are concerns also with conference registration (this is 42% of the budget & membership is approximately 30% of budget). Expenses have been honed down and cut. We are not going to make budget on the conference (both registration & sponsorship). The room block hit 111; this is positive. 

Kathy noted that we didn't hit our anticipated numbers in terms of exhibits, sponsorships, and attendees. We normally hit 85-90% of our room blocks. 

We are under budget on the website & expenses, etc. Please post faculty positions on the ICHRIE website, since this helps the revenue a lot! We’re under budget on publications, slightly under by $233 net. Governance (expense only account) is under budget. This is a positive point! Administration is where we are ahead of budget! We are spinning off more than expected, and expenses are under budget. The ICHRIE office has cracked down on expenses, which is significantly appreciated.

ESD is slightly over budget in revenue, as are our expenses. 

Toni has a recommendation: Can we get the dollar amounts, as well as the numbers (in terms of attendees, sponsors/partners, exhibitors)? This could help us understand the membership numbers, not just the revenue dollars. This could help us to understand more fully where we're lacking (# of members & # of paying attendees at the conference). There are a few challenges, because of the different levels of membership. Her point is that sometimes the numbers don't tell the entire story. Stephanie recommended that this be a separate report; not part of the financials. Kathy noted that this would also inspire the Dir of Finance (and the finance committee) to work with the Dir of Membership (and the membership committee).

Our investment report looks good, especially given the current market. We’re still generating income.

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Three funding requests were submitted: Amit's was withdrawn. There was discussion on what we should fund. Sheryl proposed to increase the funding for the conference. We have challenges bringing in top level keynote speakers. We do pay for their lodging, but not the transportation. Sheryl believes if we had funds for an honorarium, as well as cover to transportation, we could attract more high level industry keynote speakers. These funds could also bring in people for the industry session. We have had issues getting keynote invitees to attend the conference. 

Brooke noted that we were able to get “free” conference registration for industry presenters. We didn't get executive level positions we desired, but we did secure people who haven't engaged at this level before. 

Another piece of the requested funds is to allow us to do more things that members have requested. We're doing a lot of new things this year, which created challenges for the staff. If we want to do more to make ICHRIE the “conference of choice”, then we need to have funds to do these things. We need a budget for entertainment, decorations, bringing in outside people, who could potentially be future sponsors (e.g. SAS or SPSS), etc. We could include WiFi availability or computers in presentation rooms, etc. We're trying to ensure that our conference has the things people expect to have at a conference. The conference/networking committee wanted to sponsor a networking luncheon, but there were no funds.

Maureen noted that it is quite unusual to not cover the transportation for keynote or general session speakers. We need to consider sponsorships for these session speakers. It's also challenging, because the membership generates the revenue, but membership is also based on having a high quality conference. 

Rachel noted that perhaps we target key professionals in the local area of the conference. Toni commented that this would also be a great way to connect with the locals, and a way to drive local attendance. 

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Stephanie questioned if these funds should be driven from partnerships & sponsorships. Mokie noted that one of the key aspects she’ll be working on why an industry partner should belong to ICHRIE. We've got to be able to build relationships. It’s also important to understand what the value proposition is. Mokie is concerned about the cost to do some of these things, even though she's supportive of the request. 

Sheryl believes the financial support for speaker transportation is mission critical (in order to attract high level executives). Toni noted that speaker support is value-added, but not sure having WiFi & computers in the presentation rooms will encourage members to attend the conference. Kathy was concerned about dedicating $10K for general sessions & industry sessions. Sheryl believes that $10K should cover 4 speakers. Kathy noted that we have never sold sponsorships for general session speakers. 

Amit asked how industry is responding to these requests for funding. Brooke commented that no one is taking us up on covering the sponsorships for the general sessions. Most industry partners do signage, and the Deans & Directors luncheon. We must be sensitive about the costs to sponsor a luncheon, versus doing a lot of little things for the same budget. Kathy noted that this means that there doesn't appear to be a value for our sponsors. Brooked shared that we have so few sponsors that there isn't enough funds to cover the keynote/general sessions speakers. 

Maureen noted that the key might be attracting a known name, which might inspire a sponsorship. We need to define what sponsorship of the general session speakers entails. Brooke believes clarifying what the funds cover is critical. She also noted that the sponsors do the same thing each year. 

Michael O'Fallon asked if an industry partner would sponsor another company's key leader as a general session speaker. His point is that the industry partner isn't sponsoring the person, but the session. Michael noted that we need to begin developing the quality

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relationships with industry that would lead to these increased sponsorships. Sheryl's point is to change up what we're doing to enhance conference attendance, and engagement with the conference. Michael noted that we were extremely aggressive on sponsorships in the budget, and his concern is whether we want to do even more. 

Sheryl noted that we require the meeting planner to get partners/sponsorships, which is unusual. We need to provide Kathy & Susan Perry the value proposition on why industry should invest in ICHRIE. We need to go mining for these sponsorships, and clearly articulate what partners & sponsors get. Kathy needs this information to approach sponsors, but the documents needed to do this were significantly delayed this year. These timelines need to be met, especially due to the financial impact on the budget. We can't afford to add $44K to the budget, given the challenges we had this year on meeting the revenue for the conference.

Maureen noted that we have two different items: 1) covering the transportation cost for general session speakers, & 2) increasing the overall cost of the conference. It is somewhat cyclical...Toni noted that we have to be willing to take the hit in the budget, if we're unable to raise the funds to cover these costs. 

Amit recommended we create a plan to raise the funds, then we can add these numbers to the budget for subsequent years. He recommended we create a development plan, and then move forward. Godwin-Charles recommended that we budget for this in advance (create an allocation) to project in future years. We could make this allocation to accumulate these funds now (a dedicated fund/endowment). 

Thomas Schrier noted that if someone sponsors now, they become a sponsor for this conference, but we reserve a portion of these funds for a future conference. Donald felt that the speaker issue is major (getting great session speakers), but we've got to figure out how to cover these costs. He recommended we create some minimums (a

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dollar figure for each piece-transportation, lodging-perhaps $1K each). If the funds aren't used, we can reserve them for the next conference. Kathy noted however, that we can't do that, because it's a different budget year.

Michael O'Fallon proposed that perhaps we use the FUTURE Fund. Kathy noted that these funds have been allocated to the Knowlege simulation competition. Amit wants us to cap what we're willing to spend, but aggressively go after even more funds. Toni recommended we prioritize & limit the costs for these general session speakers. Stephanie supports this notion of starting small and growing. 

Kathy shared that she typically asks sponsors/partners for a multi-year agreement, which could help in this process. Stephanie pointed out that the revenue must be recognized in the year the funds are given. Michelle noted that there seems to be agreement about supporting investment in covering the costs of lodging and transportation for general session speakers. 

Kathy clarified that we're not asking for an additional revenue item for sponsorship. Sheryl proposed that we agree to pay for the cost of getting general sessions speakers for 2017 ($1500). Stephanie clarified that we're asking for 2 keynote speakers. Brooke noted that the initial request included industry sessions. There are 4 speakers for industry sessions. Brooke is asking for financial support for industry speakers as well (perhaps $500 for two nights & transportation). Kathy noted that the budget includes a line item for speaker fees. $1000/person for two industry people, for a total of $5K. ICHRIE will cover the costs of 4 conference registrations.

Kevin Niehl recommended we allocate a maximum sum. He recommends that we forego the costs of the Board dinner to show the Board's support of this endeavor. Stephanie recommended that if we don't hit the budgeted sponsorships, then we eliminate the Board dinner. Brooke noted that this is actually a good business decision. 

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Michael Wray recommended we not try to tie the Networking Director's hands in how these funds are used. Kathy noted that we also have to be careful about how these funds are used, because some people want to fly first class, etc. Toni noted that we should earmark the funds for transportation, but not an honorarium.

Stephanie noted that the third request was $2500 for EuroCHRIE branding. Kevin is recommending these funds be used for updating organizational materials (e.g. marketing, brochures, etc.) to update its presence (adding Africa, etc.). This is really for print media, banners (the specific tagline "serving the geographical areas"). This would help them target new areas for growth. They don't want to destroy the EuroCHRIE brand, but they want to show commitment to the Middle East & Africa. 

Wanda asked why they couldn't use their EuroCHRIE funds. They currently have a contingency fund of $30K €. Kathy noted that they have an ICHRIE account. Michael Wray asked how much we've allocated in the past for these types of budget requests. Stephanie indicated that it varies, but often approximately $2K, however we have allocated up to $8K. Mokie noted that we need to find these funds in a revenue source. Stephanie also pointed out that we could also secure these funds through controlling expenses. 

Sheryl's request = $5K Sheryl's request to increase to conference budget expenses=$34,105.Kevin's request = $2500 EuroCHRIE rebranding

Stephanie recommended voting on each budget requested item separately.Mokie moved that we consider the three budget requests above. Donald seconded. 

Amit asked what this fund/budget is for each federation. The EuroCHRIE account has a balance of $8259. Amit asked Kevin Niehl if there's a reason these funds can't be used for the marketing issue. Kevin responded that they have whittled this contingency fund down,

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and are concerned about this going down too low. Kathy noted that each federation gets a rebate for ICHRIE dues. This is not the contingency fund for EuroCHRIE. 

Vote results: Unanimous (16) to fund speaker fees of $5K. 5 yes, 11 no for increasing the conference budget. 8 no, 7 yes, 1 abstention for EuroCHRIE rebranding. 

FUTURE Fund: Kevin Anderson is working with Gaylord to find the best location for the duck race. Also, be sure to purchase 50/50 and raffle tickets. Please support Bob Bosselman on this fundraising endeavor. There are concerns about the lack of participation. Bob does all of this work primarily on his own. 

Don commented that the Federation Presidents might be the best people to help with the FUTURE Fund. The Federation Presidents discussed having the incoming (newly elected) Federation Presidents help with the FUTURE Fund, including the Marketplace. This would ensure that there are people from the Board to support & help with the FUTURE Fund. Bob wants someone who will take over for him, as well as an entire committee. Mokie noted that we need to identify people to be on the FUTURE Fund committee.

APac-CHRIEThere were 300 attendees, including people from Europe, at the APac conference. They have concerns about two key areas: financial management & membership. Tina recommended the ICHRIE office send monthly statements NLT 15 calendar days after the month begins. She asked that "updated as of" be added to the ICHRIE website for members. Kevin Anderson noted that some members ask to not be posted to the ICHRIE website. 

Tina also recommended that the type of membership be reflected in the report. She needs to know who the institutional members are for effective communication. She would also like to know who the emerging & regular members are on the membership report, in addition to the Premium members. They have serious concerns about

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the accuracy of the membership lists. Tina feels that this accuracy is critical for the Federations to do outreach, recruitment, etc. 

There are challenges reconciling financial records with the membership lists. Can we put a 0 next to the emerging members, to balance the ledger with the membership list? 

Kathy noted that it's unlikely that the financials can be done by the 15th of each month. The ICHRIE office receives the financials the third week of the month, so this can be problematic. The audit is typically conducted in March. January & February financials aren't issued until after the audit. Kathy confirmed that the staff/ICHRIE office can identify a date by which Federations can get the financials. Tina asked that the financials be sent directly to the Federation Treasurers as well.

Kathy noted that most members don't update their profiles when they move locations/institutions. Perhaps we could all remind people to update this information. Kevin Anderson noted that in the last meeting, we agreed to indicate the type of membership on the report 

Sheryl noted that the new ICHRIE website will allow Federations to communicate via the website. Kevin Anderson also noted that any communication can go through the website currently. However, the priority for APac-CHRIE is membership, so they need accurate lists more frequently. This is critical since they have the lowest membership among the federations. They need these lists to work on the membership drive. 

There's concern about sharing membership contact information with others in the Federation (outside of the Presidents & Dir of Membership). Eric asked if APac-CHRIE could ask for the membership report when needed. Kathy's concern is to not do special things for some Federations, but not others. There are two lists: a membership list & the "get them back" list. The latter is to recruit these former members to rejoin. These are generated each month (Project Get ‘Em Back). 

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Kevin Niehl noted that EuroCHRIE has similar issues. He also shared that many people are saying that they're not getting invoices for renewal. EuroCHRIE has area/country reps that chase these non-renewing members. Kevin is asking for who is notified about renewals (who has received the reminder or renewal invoices). Kathy noted that we tried to do electronic-only invoicing. This was a failure, despite being less costly. She recommends that we do at least one paper invoice (perhaps the initial invoice). Stephanie recommended we do the first notice electronically, and then the subsequent paper invoice. This might cut down on costs. Kevin Anderson noted that there seems to be some challenges with email notices overseas, so will likely send a paper notice. 

Kevin Niehl asked if he could at least find out who received the notices. Kevin Niehl noted that the Federations can help in cleaning up email addresses, given their closeness to the membership. Toni recommended that perhaps Federations receive some notification about when renewal notices are sent. Kathy also asked that Federations let the ICHRIE office know who is claiming they didn't receive notices, so they can follow-up. Joy, the new hire, should help a bit with this issue. 

Maureen highlighted how important this process is, given our issues/concerns with membership (especially for revenue-generation). Kevin Anderson noted that the ICHRIE office is also following up on the Get ‘Em Back campaign. Tina mentioned that Australia is now joining another hospitality/tourism association, Council of Australian Universities in Tourism & Hospitality Education, instead of ICHRIE. These lists can help us retain these members, or even attempt to get new people (newly minted PhDs, or new faculty). 

Qu Xiao commented on how critical membership is, so would like to at least attempt to get another list more than twice a year. Kevin recommended that the Project Get 'Em Back list that is sent each month that goes to the Treasurer, also be copied to the Federation President. Maureen asked Eric to have a discussion about this topic in

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the Membership Committee meeting. A lot of the issue appears to be a communication issue. 

EuroCHRIE PresidentKevin did do the low & middle countries on the emerging nations list. He would like to reserve some flexibility on this list. Kevin has been asked by some people if EuroCHRIE could help members with funding to attend meetings. Kevin noted that there's tremendous support from colleagues that isn't really marketed.

Central Fed PresThey created an RFP for both the 2017 & 2018 conferences. There was a successful election, which resulted in a full Board. Alligator Hour was good. It's expensive, but the DePaul partnership is working well. Nick Thomas will stay on as Past President. 

NENA PresidentNo report submitted. The next conference scheduled 31 Mar-2 April at Temple. Pursue Your Educational Happiness is the theme. They’re doing a lot to support the 2017 Summer conference.

SESCA PresidentThey complies with the requested by-law change (adding the Dir of Marketing job description), and the vote is in process for the new Board. The biggest challenge is replacing Board positions moving forward. They held their first ever Federation conference hosted at Auburn. They had both an industry keynote, and an education session. All of the regions were represented at this conference, including international attendees. FIU will host the next conference in March. They’re currently in the rebuilding mode to be a successful Federation. Looking at splitting roles for membership. Maureen noted Don might want to work with APac-CHRIE & EuroCHRIE for their approach to country or region reps. 

The World Bank list is being used for emerging nations. The original goal was to create one list. SESCA used the World Bank list and compared it with the old emerging nations list from the ICHRIE website.

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Don also deleted the countries that should be excluded. He also cleaned up the ICHRIE list. There are two different lists: one from EuroCHRIE & one from SESCA. APAC-CHRIE is adopting the World Bank list in its entirety. Eric noted that the problem with the World Bank list is that it includes Honk Kong. Mainland China is on the list, but HK & Macao are not on the list of emerging nations (not considered part of mainland China). It was recommended that we use China excluding HK & Macau.

Martin made the motion to accept the list of emerging nations eligible for this designation. Sheryl seconded. Unanimous (except Mokie, who abstained). Kathy asked what the effective date is. This is effective for the next membership year (effective Jan 2017). Kathy noted that the emerging members number is capped at 10% of the Federation's membership.

West FederationThey have a full Board. The Dir of Membership resigned, but Jean Hertzman agreed to serve in this role. The next conference 10 & 11 Feb in SD, hosted by SDSU. They are creating scholarships for members to attend the West Federation conference. They’re also finalizing sponsorship guidelines so they can sell sponsorships in the future. They’ve added a Dir of Social Media position to test its effectiveness. Michelle is working with Michael Wray on a job description. 

Director of Education   Completed two special issues of Communiqué. Directors of Education from each Federation participated in the first edition. There was also good participation on second issue. There are two co-Chairs for each academy, with good cooperation. There are 17 speakers for the four academies! Lots of panel discussions for each academy. Currently 55-60 registrants for the academies. Rachel worked with Sheryl to identify master teachers for that session. Rachel is co-chairing professional development with Michael O'Fallon. Rachel needs guidance on what the professional development committee is and its charge. Maureen

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noted that the Master Teacher sessions look great, and is looking forward to the feedback.

Director of MarketingMichael O'Fallon asked for the Board members to review the strategic marketing plan by Saturday's meeting. This will be a critical discussion for Saturday. Those Board members rotating off should send comments to Michael as well. 

Director of Membership & DevelopmentThe mentorship program is in effect: 10 mentors and approximately 13 protégés/mentees. We need to continue to market this opportunity for members. Godwin-Charles recommends that we continue to promote this program.

The mentor-mentee lunch was scheduled at the River Walk Cantina on-site. They’re using a simplified first-time attendee meeting/session. There will be a scavenger hunt to kick-off the event and then an orientation to ICHRIE. Maureen congratulated Godwin-Charles for getting this program off the ground, and his many years of commitment to the Board.

Director of Industry RelationsThe VP of Opns for Best Western experiencing the conference for the first time, and there’s potential for a longer term commitment. Brooke has reached out to Jason's Deli, and well as Melissa from Hilton Worldwide. Martin noted that Dennis is closely connected to Melissa, so perhaps we can leverage that relationship to get a response. Brooke recommended that perhaps we create a smaller committee to outline what the benefits are for being partners or sponsors. She will chat with Kathy on this project. We can now add White Lodging to the list of faculty externships (now Hyatt, Marriott, & White Lodging). Unfortunately, not even 10 faculty applied for the Hyatt externship. She’s concerned about the low response. She’ll check with Marriott on their response rates. New companies are participating in the industry sessions (AirBnB, STR).

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Maureen noted that we need to ensure that there is good attendance at the industry sessions to show the value. All Board members need to attend and bring others. 

Director of NetworkSheryl commended Kevin Anderson & Amie, who have worked incredibly hard on this conference to make this happen. Lots of new experiences are planned. The Thursday night wine event has 26 attendees. She needs for the Board to be ambassadors and use the app as much as possible, and greet people when they arrive. After Glow for meeting in the evenings in one of the bars on-site. There are two great industry speakers, and the Master Teacher session has had a good response (handouts are in the app). This is a test to see how this function works. 

Sheryl is working with the research committee on how to make ICHRIE the best research conference for hospitality. Please post pictures in the photo gallery. Members can rate each session in the app. She would like feedback on the app. The conference committee will do a survey at the end of the conference. 

Sheryl proposed a new committee for working on the conference. (see pg 48 of the Board meeting materials). She wants to create a host committee. The ICHRIE staff member assigned to sit on the host committee will be Joy. Maureen commended Sheryl on her hard work on this conference. 

Director ResearchAmit is trying to develop an ethics guideline for journal publications and conference submissions. Currently, the COPE guidelines are used for JHTC, Penn State Reports, and conference submissions. The research committee will create its own guidelines based upon COPE. When the statement is developed, it will be shared with the Board. 

The strategic plan mentioned doing videos that might be of interest to the membership. NENA piloted this and it's currently posted to You Tube. Can we explore the possibility of doing this for the summer

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conference? What's the cost? Production is the primary cost. We can ask authors to create the videos, but we need clear guidelines. This would be for posters only, not stand-up presentations. Maureen asked if videoing the poster sessions would add value for members. Amit noted that this could be a nice starting point.

Sheryl asked how many people viewed the You Tube sessions from NENA. Qu noted that most posters are grad students or Asst Professors. This could be valued-added for these members (getting exposure). Maureen asked if the goal would be to have the posters streaming. Michael O'Fallon recommended that perhaps also ask the best paper awardee to do a 1-2 minute presentation on her/his paper. Mokie noted that we need to vet/review the videos before they are posted. Toni recommended we post to You Tube, but that access comes through the ICHRIE website (value-added). Thomas Schreir also noted that if they're posted in advance, it could serve as a marketing tool for the conference. 

Martin asked if a vote is needed to move this recommendation forward. Maureen & Martin felt that this is in alignment with the ICHRIE strategic plan. Amit commented that this will require a lot more effort. 

The Chair of paper review committee doesn't currently report to anyone. Sheryl believes that this person currently reports to the Dir of Networking (based upon the by-laws). Sheryl believes that this position should report to the Dir of Research. Maureen recommended that this item be presented at the November meeting. Jeff Beck is leaving next year. Sheryl, Mokie, and Maureen recommend that this is be an in-depth conversation with Amit, Jeff, & Qu to discuss how this relationship should work best.

JHTE editors were recommended to stay on and continue for another 4 years. The current editors' submission was significantly higher quality than the other submissions. Maureen thanked Amit for his contribution as Dir of Research. Amit moved to accept the nominees. Martin seconded. Unanimous vote to retain current JHTE editors for another 4 years. 

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Full Board meeting adjourned at 4:38pm. 

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