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Wednesday, July 26, 2017

BOARD of DIRECTORS MEETING 8520 Allison Pointe Blvd. Suite 220, Indianapolis, IN 46250

MINUTES

Present:

Peter Clonts, Rich Bayley, Erin Hervey, Jason Jackson, Austin Stewart, Matthew Chambers,

Lucia Villalobos, Tom Cook, Myra Ansley, Myles Watson

Phone:

Pru Strain-Gamso, Alli Johnson, Jim Tilton, Paula Hoback

Last Meeting Minutes

Approved by Rich, Tom seconded the minute approval.

Past Open Action Review:

Quarterly Business Review

o Once we receive feedback, we will be able to review for board meeting.

o Received report for the 2017 year and remain a premier chapter.

o Peter to schedule a review for next board meeting.

Student Case Competition

o Highest scoring team was Ball State University team.

o Only one student who competed from the team will be attending.

o Peter to follow up with Dr. Chai once he returns to campus in August.

Indiana Logistics Directory

o Peter and Tammy to work on getting in this publication. Item open.

Peter to update programs reports for attendance. Closed.

Everyone on the board must be a member of APICS. If your membership is not current, please

update and pay dues. Item closed.

o However, Myra, Myles and Austin are not currently affiliated with our chapter.

Peter to schedule Strategic Planning Session in August, outside of board meeting.

Rich to schedule website training in July. Item open.

Peter to ensure volunteers and new members are on distribution list to get meeting invite and

reports.

o Need to add Alli and Miles and committee members.

New Actions for Next Meeting:

ALL: Send Budget Proposal to Tom Cook

President Update: Peter Clonts

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Volunteers

o Unassigned volunteers from May callout

Shelby Childers, Timothy Brunemer, Shannon Anderson, Dusty Roser

o Areas of focus for this year:

Education: Assist advertising for classes and logging in corporate system

Marketing:

Programs:

o Will split remaining volunteers into above areas based on needs.

Strategic Planning Session

o Will be held in August. Will send out Survey for best days and times.

Marketing Update: Jason Jackson

Requested to move marketing update programing update since all marketing agenda updates will

relate to program agenda updates.

Programs Update: Lucia Villalobos

o Evaluating options for a tour, tech center at Cummins or Rolls Royce are options

September is the Indy Eleven Event

October will be Alice Bowman.

o Alice Bowman is NASA’s first female Mission Operations Manager for the New

Horizons mission to Pluto.

Its mission launched in 2006 (the same year it became a dwarf planet).

The goal was to perform a historic close flyby of Pluto in 2015, which it

accomplished, and was the first spacecraft to do so.

o In APICS, we mention Engineer to Order, but we really don’t spend a lot of time on it,

because it’s more uncommon. NASA likely is the best example of ETO.

o “The essence of planning is replanning.”

Already reaching out to speakers for November’s PDM

Education Update: Pru Strain-Gamso

Had Strategy Session in June.

Had Check-in Session on 19th

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o Limited input from people on the phone.

o Will lose one IDP Certified Instructor.

o She let the group know if we will be in good standing or not.

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Received suggestions that we should have at least one phone number on our website site to get a

very quick response. Should put on future agenda to discuss. Good continuous improvement

opportunity!

Question: Do we still have the opportunity to give out awards for instructors? Willing to look at

criteria again.

o Had enough clients to maintain goal status.

o Will gather candidates and vote at October PDM for who should be awarded.

o Next year we will keep it on schedule and get it done on time.

Pru is coming back in one to two months for pay scale increases for the classes.

o Several classes were extended, but the pay remained the same.

Question: Typically, the chapter sends a few members to the National Conference. Who is going

this year, and is there budget for the Education VP?

o The President (Peter), Ex VP (Tammy), Programs (Luci).

However, Luci employer is paying for her fee so there is a position open.

o Then, the chapter would send either, Programs, Marketing, or Education.

Of those, Pru has had most time in her role without that privilege

Motion: Send Pru to the National Conference

Resolved: Motion tabled until we have set the budget.

The education schedule will be available towards the end of August.

Marketing Update: Jason Jackson

Propose $20,000 marketing budget for 2017 – 2018

o LinkedIn Side panel Ads, IBJ, Education events, Networking, PDMs

If we set our program schedule ahead of time that will help us align our budget

o Spent over from our budget from last year.

Free resources

o Publications, news stories, photos, press, membership, and newsletters.

o Internal promotions, though our own website, promoting our own resources.

o College students to work for us for extra credit.

APICS launching STEM actively.

o Rolls Royce will do a STEM event at Wendell Phillips Public School

o APICS should do a STEM event this year as well.

Conduct member survey by end of November

Will complete Three Year Marketing Plan, and bring to September Board Meeting.

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LinkedIn has changed how invites can be sent to new members. You must be personally

connected first, before inviting to APICS.

o Any APICS LinkedIn admin can invite their connections.

Kudos: Paula and Pru! They are very good at liking conversations and news articles, which is

important to increase our awareness.

Made table tents at Rolls Royce to promote CPIM.

o Peter created 75 them, cost around $20.

o Several people mentioned and provided positive feedback.

o Should create more and put them out at networking events, PDMs, etc…

Quality Update: Paula Hoback

We had an innovation document 370 score.

o The final draft of CBAR is prepared.

o How does district rep feel with the score?

o The Minimum is 340.

Anticipate another platinum year.

There is a new template for CBAR, which is en route, not currently here.

o She will redo the board report templates, so they align with the new templates.

Retention report

o Have we submitted? It is not in yet. Peter wanted to review narrative and will send it in

tomorrow.

o We didn’t meet our goal for 2016-2017.

Student Ambassadors: Myles Watson and Austin Johnson

Student Events

o SunKing event 21+

10 students and 10 professionals

The tour would not “How to Brew Beer” but “How to Operate a Brewery”

Myra: Visited Bacardi plant in Puerto Rico, had a similar tour, but I was asking

the tour guide supply chain questions like, “when do you determine which final

product the WIP rum will be? When it’s casked, when it’s 8 years, or when it’s

12?”

When Andrew held his networking event, he had question cards, to help spark

conversations.

Question cards could be supply chain questions that relate to brewery

options. Hold times, WIP, inventory management, etc.

It’s a $180 to hold the room.

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o Events could be quarterly, each with a different theme or location.

o Event with all student chapters downtown

Required essay on why they would be a good student ambassador

August task is to create a list of all student affiliated chapters in Indiana.

o Include which schools offer supply chain degrees or programs.

Next task is to create LinkedIn and Facebook pages just for students

o Goal is to engage more students, so the students can show their interest to the

professionals.

o Will recruit other students and assign separate social media accounts to each

o Peter and Jay: We will share our brand guidelines, to make sure we have a consistent

message.

OCM will be huge on campus next year.

o Jay recommends working with Lucia to ensure we have a consistent message so we don’t

confuse membership.

o Myles had trouble logging into the APICS website.

Is Affiliation Confirmed? IUPUI, Kelley, OSCM

o Have not gotten a confirmation. Will confirm with Karl.

o Matt: Currently, we have 3 members. The chapter is recognized.

When new members sign up, they should now have a drop down option to sign up

as IUPUI Kelley Indy.

If Board needs anything promoted student wide, they can send it to Myles

Their new Dean is heavily involved with Supply Chain.

Student Chapters: Mary Ann Sanchez

4 new student memberships from Karl’s report.

Her plan is to reach out to them with information like links to the LinkedIn, etc…

She Reach out to Noland for student numbers, but if that’s something she can do herself, Matt

can pull that data himself.

Membership: Matthew Chambers

Submitted board report.

July 1st first month of the year.

Several data points build on others throughout the year, so several are very low right now.

Revenue is based on rebates, which has a month lag.

o Peter: If you want to pull that data on the same day each month, that would consistently

track that data month to month.

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Company Coordinators: Jim Connor

No update, not in attendance.

Publicity: Erin Hervey

Need help getting started. Erin will schedule time with Peter to learn BackOffice.

When anyone schedules events, LET ERIN KNOW, so she can include them appropriately.

IT/Web: Rich Bayley

No update.

District Representative Update: Jim Tilton

The Fall District is on Friday and Saturday, September 15th

and 16 in Fort Wayne, Indiana.

o Focus is to transition new officers to better meet the requests and demands of the chapter.

o The 4 Pillars are not finalized yet.

o There is a huge demand for content about marketing and programs, things that also drive

revenue.

o Overview of content

In the morning, a speaker from corporate will come.

The high point is sharing best practices, then a break-out section.

Networking session, new officers debrief.

Working lunch, will have a speaker from each break-out sessions so if you were

in the marketing group, you get to hear about the other break-out groups.

o Peter strongly urges us to go to the district meeting.

The chapter will cover your expenses.

If you are new to a role, this is a great resource to learn how to do your role.

Expands your network to who is doing your role in other chapters and other

states.

o Group rate at $99 a night.

Administration: Myra Ansley

No update.

Finance Update: Tom Cook

2017 – 2018 Budget:

The Education, Programing, and Marketing budgets are the major budget items.

o Pay increases to the instructors will be a large change.

o All the others are minor expenses.

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Last year, Board planned to operate at a loss.

o Made money anyways through our education program.

o Peter proposes to operate at a loss again this year.

Rich wants to make sure that we are investing the money properly and are spending it wisely on

solid education and marketing programs.

Tammy sent out what the Spend was for last year. We were all supposed to come to this meeting

with what our proposed budget will be.

o Need to support these numbers with lines items.

Jay would like a $15,000 increase to the marketing budget.

o Will need to provide support, budgeted line items, to review at next meeting.

Peter: Any program or event that has membership attendance the expenses for that event should

go under programs, not marketing.

Myles requests more promotional materials prior to September, for campus recruiting.

o Peter can offer any current inventory, prior to budget approval.

o Before placing another order, will need to meet offline to coordinate a larger order.

Other student chapters will need giveaways as well.

Last time we paid an expediting fee to get them here in 2 to 3 weeks.

Motion: Jay requests $5,000 for marketing LinkedIn advertisement and other

marketing items, until the next board meeting.

Second: Tammy seconds.

Discussion:

o The $5000 will cover us for the costs of the tour, and the promotional material for it.

o Will advertise on LinkedIn.

Advertising on LinkedIn: We place a bid for $X of dollars. That doesn’t mean

that it will be spent all at once. All the other companies are auctioning to get

space too. If we get selected, then we will pay based on numbers of clicks we

actually get.

Capabilities to create different ad campaigns.

Target it different demographics, by company

o We can only promote when we have an event.

o If we want until the next meeting for any money, that prolongs when the tour can be held,

or when any promotional material can be displayed on LinkedIn.

Vote: Ayes have majority, some nays.

Resolved: Motion approved

Motion: The I Terminal used to make payments at events has been discontinued;

Tom needs funds to have it replaced.

Second: Yes

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Vote: Ayes has majority

Resolved: Motion approved

Adjourn: Meeting is adjourned at 8:21 pm

Board Updates:________________________________________________________________

Education

Marketing

Membership

Quality

Student Chapters

Finance

2016—2017 Budget

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