Chapter Officer’s Meeting

December 17, 2013

Agenda

• Opening Remarks - Bill• Approval of Minutes – Andrea• Officer One-Pagers– Vice Chair – Joe– Treasurer – Tonya– Membership – Donna– Chapter Programs – Roger– Marketing – Sandra & Whitney– Web Master – Jennifer

• Special Topics

Mid-South Chapter Goals

• Provide education and networking through F2F and virtual venues– Host Monthly Chapter Meetings (10 meetings/yr)– Conduct one meeting/quarter outside of HSV– Conduct Monthly Officers Meeting– Government and Commercial focus

• Grow Membership– 2013: From 18 to 36– 2014: From 36 to 72– 2015: From 72 to 144

• Grow Corporate Sponsorships– 2013: From 0 to 5– 2014: From 5 to 10– 2015: From 10 to 15

• Establish partnerships with Universities & Associations– e.g., UAH, FIT, Vanderbilt, PMI, NCA

• Create, maintain, and grow a professional Chapter Website• Broaden awareness of APMP by issuing at least one Press Release per quarter

Bill’s Thoughts

• Email lists• More correspondence with members and potential members• Birmingham Marketing Campaign progress• Start Meeting Attendance Metric• Ideas to increase Meeting Attendance?• Desire smooth Membership Director Transition• Panel Discussion with Senior Leaders (Spring/Summer)• Start Sponsorship 2 min slots @ Jan Mtg• Mid-South offers Free Job postings (must link to specific req)• Emphasis dial-in for meetings for non-HSV members• Chapter Twitter @MidSouthAPMP operational• Inviting Harry Cleaver to speak

Secretary - Andrea

• No Report this month

Vice Chair – Joe

• Elections - Complete• Nominations – received solicited input

from 2 officers; I submitted via online by deadline

• Sponsors – No new activity

Treasurer – Tonya

Meeting RegistrationMembers 9@15.00 $ 135.00Non-members 2@20.00 $ 40.00Speaker – Non Charge

$ 175.00

Beginning Balance 11.18.2013 1,766.50$

Receipts

Receipts: Dec 3 Meeting $175.00

Total Receipts 175.00$

DisbursmentsFood 193.58$ Gift Card 25.00$ CC Charge 20.56$

Total Disbursements 239.14$

Balance 12.17.2013 1,702.36$

Financial Statement

Treasurer – Tonya

Developed first draft of budget Created, published and monitoring online registration for Jan

meeting. Reconciled November bank statement.

Next Steps : Complete 2014 Budget. (My apologies) Update online registration with February meeting details

immediately following January meeting.

Membership – DonnaMembership Metric

Current Membership 45

New members since last reportKristin HoffmanJyotshna Arjuna

Members lostAndrea Brumley

Last Officer’s meeting 44 members

June July Aug Sept Oct Nov Dec02468

1012141618202224262830323436384042444648

APMP Mid-South Membership(As of 12/16/13)

Membership Count

Membership - Donna

• Currently have 28 members in the Linked-In Group• All welcome letters to new members • All Linked-In invitations to new members.

Planning Chair Status - RogerActivity Status Notes

Plan fifth meeting in January January 7th, 5:30 – 7, AR, “Successful Methods for Winning Proposals” Ken Merwin, Catering by Apple Lane – Sandwiches, Chips, Banana Pudding, Tea/Water

Plan sixth meeting in February (Birmingham)

February 4th, 5:30 – 7:30, “You are the Evaluator – What evaluating proposals can teach you about writing better ones” Roger Campbell, Rojo – Buffet of Chips/Guac., Chipotle Pork Taco Bar, Black Beans, Rice, Blackberry Cobbler, Soft Drinks + Cash Bar

Plan sixth meeting in March March 4th, 5:30 – 7:30, “Moving From Proposal to Project: A Plea to Proposal Teams” Stephen Grenade, Location/Food - TBD

Plan seventh meeting in April April 1st, 5:30 – 7:30, “When Time is Not on Your Side: Winning in a Commercial Proposal World” Jennifer Hamaker, Location/Food - TBD

Potential Birmingham Venues

• John’s City Diner, 112 Richard Arrington Jr. Blvd N, Birmingham – Gastropub (set menu), private room seating 20+ with flatscreen parking difficult

• Rojo, 2921 Highland Ave, Birmingham – Latin + American, large sideroom with screen/projector

• Nabeel’s Café Capri, 1706 Oxmoor Rd, Homewood – Greek + Italian, seats <45

• Seasons 52 too expensive $60+/person• Village Tavern no private dining room

Rojo vs. Nabeel’s

Venue Menu Pricing Liability (10 – 18) Audio Visual

Rojo Chips/GuacamoleChipotle Pork Taco BarRiceBlack BeansBlackberry CobblerSoft DrinksCash Bar (with dedicated bartender)

$30 Members$40 Non-members

-$89 - $162 Projector, Screen, WiFi provided

Nabeel’s Greek Salad/BreadChoice of 3 Entrees: Lasagna Molfettese Chicken Skewers Spinach PieBaklavaTea/Soft Drinks/Coffee

$40 Members$50 Non-members

-$22 - $41 Projector, Screen not provided, WiFi questionable

December 3rd Presentation Feedback

95% A

Name: Is it a Program Manager or a Proposal Manager? No, it’s a Capture Manager! Smith

Date: 12/3/13

Key: 4 = Consistently 3 = Frequently 2 = Sometimes 1 = Seldom 0 = Never

MATERIAL 4 3 2 1 0

1. Met my expectations 5 2

2. Was organized in a logical way 7

3. Included good examples and illustrations 7

4. Will be useful to me in doing my job 2 4 1

PRESENTER: 4 3 2 1 0

1. Explained the material in a clear and concise manner 6 1

2. Was knowledgeable about the subject 7

3. Was enjoyable to listen to and demonstrated enthusiasm 7

Comments:

Very enjoyable, entertaining

Excellent job!!!

Good presentation

Unfortunate sound issues.

Innovative

What I appreciated most about this presentation:

Non standard approach kept it interesting

Kept me listening

Great speaker – humor, domain knowledge, intelligent and engaging

How can we improve?

I felt the meeting was well conducted

Marketing – Sandra & Whitney

• Twitter Account Complete & Operative– Who has ability to Tweet?– Need to actively Tweet relevant subject matter.– Post link on Chapter website to :

• Establishment of Facebook Group for Chapter– Link to Twitter (vice versa)– Post Meetings/Events– Post link on Chapter website to:

Marketing Responsibilities Revisited

MARKETING (PUBLICITY-COMMUNICATIONS) CHAIRHUNTSVILLE REGIONNASHVILLE REGION • Maintain the master e-mail distribution list for announcing chapter events.• Prepare and provide (via e-mail and chapter/APMP web site postings) all external and internal

communications for chapter activities/news, including meeting/program announcements, press releases, chapter newsletters, and special events.

• Receive a list (names and e-mail addresses) of all attendees of general membership meetings from the Secretary, and send an e-mail thanking them for attending the meeting and encouraging them to support the chapter.

• Maintain and update list of media/calendar contacts for providing press releases and/or meeting/event notices.

• Develop and distribute (in association with Membership Chair) chapter marketing/membership recruitment messages and materials.

• Submit chapter news for inclusion in APMP communications vehicles (www.apmphuntsville.org, www.apmp.org, The Perspective, The Journal of the APMP).

• Collaborate with Membership Chair to identify and solicit new members from all proposal domains

Webmaster – Jennifer

Recent Website Additions:

Websites Sponsors – Added Proposals To Go and Aerojet Rocketdyne Search Engine Optimization added Pictures added to both sites Membership List added to website – Internal password shared with fellow Officers Several website updates received – will continue to add more this weekend (in Delhi for 2 weeks)

Continue to feed me additional information to post – I will try to work all requests within one week of receipt!

Website Statistics for Month of September – Interest is GROWING:

• 76 Website Visits Over the Past Month – Up from 65 visits theprevious month

• Of those visits, 61 were “unique” visitors (visitors that did not go back to the site later) which is also up from 27 last time!