March 2024 Executive Board Meeting Minutes

[IPMSUpdates]

Strategy Planning The EBoard spent more than two hours engaging with Jake McKee, a strategist who has built his career connecting with online and offline communities and focusing on building brand awareness. He connected with the IPMS/USA EBoard by responding to the virtual chapter survey in January. His overall message was to identify what matters most to our members and create a mission/vision that aligns with it. He provided guidance on how to get started. He offered to reconnect with us again. Call to Order This meeting was called to order on March 17, 2024, at 8:35 PM (EDT) by Phil Peterson after the Strategy Planning Session. Agenda – Topics for Discussion Old Business - Action Item (AI) Updates New Business Round Table, Open Discussion Action Items Updates Old Business 60th Anniversary Recognition – JN sent a donation request via email on 3/13/24 to companies we’ve previously worked with. The team continues to meet to determine ideas for recognition. RA is creating a new logo, and ERT is working on a visual representing modeling through the decades. – AI Remains Open. Conflict of Interest Form – JI circulated the 2024 Conflict of Interest forms to IPMS/USA Board Members and Regional Coordinators. She created an index list to support tracking available in the IPMS/USA shared Dropbox. She sent reminders on 3/15/2024 to a brief list of members who have not returned their acknowledged forms. – AI Remains Open Code of Ethics for IPMS/USA Members - Draft sent to EBoard by JF on 2/19/2024. Revisions suggested by JN were posted to the IPMS/USA shared Dropbox for review and approval. – AI Remains Open E-Board goals for 2024-2025 – Guest Speaker provided options to EBoard. – AI Remains Open "Press Kit" for promoting IPMS/USA – New publication team to meet to determine content. – AI Remains Open Tri-Fold Brochure – The EBoard agreed to slow the creation of this brochure due to aligning with IPMS/USA's mission and vision based on the outcome of our strategy development efforts. – AI Remains Open New Business Challenge Coin Proposal, submitted by Mark Sandvigen, IPMS/USA number 39440, of IPMS Eastern Carolina; the EBoard discussed options to support this proposal by utilizing the IPMS/USA website, not the store, specifically. We must be mindful not to devalue the recognition with a coin. We should consider the cost of setup and who will present these coins. PP recommended a “Design a Coin” contest to encourage participation. – AI Remains Open EBoard Voting Positions - IPMS/USA Chief Judge and DSM: Article II(B) of the by-laws provides the EBoard with the power to grant the DSM and Chief Judge voting rights on the EBoard. On 2/27/2024, voting rights were granted to the DSM position through EBoard email. This will be updated in the CB&L at a future date. – AI Closed Request for a Review of the IPMS/USA Judging Protocol, Request for a Review of the IPMS/USA Judging Protocol, submitted by Dana Mathes – SH responded requestor. SH working with NCC on revisions for “class rules.” In-progress “How to Judge” standards for Contest Class Rules inclusion. A draft will be reviewed and approved before the National Contest in July 2024. Additional activities include how judging is expected to be conducted, focusing on educating judges in a streamlined manner. SH plans to work with NCC to create YouTube videos to educate members/judges on judging the different classes. - AI Remains Open Meet the Board Articles for IPMS/USA Journal – Requested by PP; First response received from JN for publication. – AI Remains Open IPMS/USA Membership Discount - Each One/Reach One – Request to confirm this program still exists and if any content is available to members. DK confirmed it does. – AI Closed Open Discussion National Contest General Update – SH reported on registration: 350 registrants, including two juniors and 190 guests, are confirmed; 354 vendor tables have been confirmed; 228 banquet tickets out of three hundred have been sold; and 252 T-shirts have been purchased. Transportation is being managed to support tours and access to the event from area hotels. EBoard members completed a recent visit to the venue (SH, MO, RA, JF) while attending the Mad City Modelers annual contest. SH reported a sizeable open area down a set of escalators to the vendor area, including space for SIGs and a display area for the Tiger meet. Theater seating for the Awards ceremony will be available in this same location on Saturday evening. A series of brief (less than 5 minutes) video “walk-throughs” of the event could be captured to raise awareness and promote the event's benefits to members who cannot participate. Adjournment The next meeting is scheduled for April 21, 2024, including the IPMS/USA EBoard and staff. Status reports are expected to be presented. The meeting was adjourned at 9:35 PM (EDT) by Phil Peterson. These meeting minutes are submitted on 3/24/2024 by Jessica Ivancso, IPMS/USA EBoard, Secretary.

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