May 2016 BOARD MEETING

Friday, May 13, 2016

8-9:15 a.m.

BOARD MEETING LOCATION:

United Way Suncoast (Tampa Bay Office)

5201 W. Kennedy Blvd. #600, Tampa, Fla. 33609 Attendees can park anywhere that is not marked reserved. There is a row of visitor parking on the side of the building closest to Crowne Plaza.

Once inside, take the elevators to the sixth floor and go through the wooden double doors. If you get lost and need assistance, please call Jamie

Williams at 352-272-4085.

CONFERENCE CALL INFORMATION:

712-775-7031 / Access Code: 566-994-181

AGENDA

Welcome / President Report Jenn Dunn

Treasurer Report Jenn Dunn

- Financial Report for April

- Use of Budget Codes

- CPA Update

- Savings Account

Secretary Report Kim Polacek

- Minutes from April

Awards Mary Margaret Hull

Digital Communications Sarah Kettenburg

- Website Redesign Update

Programs Jenna Stock

Recruitment Bart Graham

JUNE MEETING:

Friday, June 10, 2016

8 – 9:15 a.m.

CONFERENCE CALL INFORMATION:

712-775-7031 / Access Code: 566-994-181

April 2016 Program: Inside Look at Media Relations for the Tampa Bay Buccaneers

Total Revenue

Registration $1,695.00 Attendees = 50 (33 members, 17 guests)

Comped sponsors (with Code) $25.00

Total Revenue $1,670.00

Total Expenses

Food, beverage, taxes and gratuity $0.00

Food and Beverages (One Buc Place covered

all food and beverages)

Total Expenses $0.00

Total Profit/Loss $1,670.00

Starting total balance as of March 31, 2016 $54,224.98

Expenses Code #

Date Purpose Amount Check Number Posted?

4/8/16 128 Bank Fees - monthly $3.00 debit yes

4/11/16 100 PRSA Miami $275.00 debit yes

4/11/16 126 Accounting monthly fees (multiple months) $250.00 1811 yes

4/19/16 280 Digital Communications - Monthly website fee (Starchapter) $100.00 debit yes

4/20/16 192 Besito Mexican APR Mixer $750.00 debit yes

4/21/16 290 Semper Fi Fund- Miscellaneous Memorial/Charitable Donations $100.00 debit yes

4/21/16 290 CavRescue - Miscellaneous Memorial/Charitable Donations $100.00 debit yes

4/22/16 287 Website Mobile Design $299.00 debit yes

All 122 Digital Communications - Website merchant fees (Authorize.net + PowerPay) $61.32 debit yes

Total $1,938.32

Deposits

Date Purpose Amount Posted?

4/5, 4/27 198 Chapter Dues (2 checks) $1,394.33

4/19/16 192 APR Mixer $75.00 yes

All See below Amex Deposits $48.40 yes

All See below All Visa/Mastercard/Discover Deposits $24.41 yes

Total $1,542.14

April P/L -$396.18

Wells Fargo Account Balance (4/30/2016) $53,853.80

Paypal Balance (4/30/2016) $100.00

Total Balance (4/30/2016) $53,953.80

Item Revenue Expenses P/L

282 Jobsite Profit (1 member @$25 and 1 non-member posting @$50) 75.00$ 75.00$

220 April 2016 Program 1,670.00$ 1,670.00$

172 Agency Leaders program revenue 75.00$ 75.00$

2016 PRSA Tampa Bay Budget

Office Code # Item Income Expense Qty

100 Sunshine District Meetings (mileage) $ (100.00) 2

102 Gavel for incoming president $ (50.00) 1104 Sunshine District Conference $ (775.00) 1

105 PRSA Tampa Bay Branded Notecards $ (100.00) 1

108 Miscellaneous (Postage, copies, etc.) $ (150.00) 1

110 Leadership Rally (Travel expenses) $ (550.00) 1

112 Board Development $ (250.00) 1

114 Sunshine District Meetings (mileage) $ (100.00) 2

116 Gift for outgoing president $ (75.00) 1

120 Taxes Preparation - CPA Fee $ (200.00) 1

122 Website bank card processing fees $ (60.00) 12

124 Miscellaneous (Postage, supplies, copies, etc.) $ (100.00) 1

126 Accountant Monthly Fee $ (50.00) 12

128 Wells Fargo Monthly Fee (to view checks online for Sandy) $ (3.00) 12

129 P.O. Box Annual Rental Fee $ (98.00) 1

130 Annual Assembly Delegate Meeting $ (1,000.00) 3132 Sunshine District meetings (mileage) $ (125.00) 4

Committee Item Income Expense Qty

Accreditation 140 Information/Session Mixer $ (1,500.00) 1

141 APR Volunteer Training $ (500.00) 1

144 APR Supplies (snacks for training, copies, etc.) $ (500.00) 1

145 APR Instructor Manuals $ (200.00) 4

148 APR Pins $ (30.00) 10

150 Volunteer Annual Awards Program $ (80.00) 7

151 PRestige Awards $ (100.00) 23

152 Venue and food $ (2,000.00) 1

153 Graphic Design-logo, brochure, program $ (500.00) 1

154 Postage (postcard to agencies etc.) $ (200.00) 1

155 Photographer $ (220.00) 1

156 Advertisements $ (1,000.00) 1

157 Award submission revenue $ 1,625.00 1

158 Ticket Sales $ 3,750.00 1

Diversity 160 Program Fees $ (500.00) 1

Agency Leaders 170 Speaker, program fees $ (500.00) 1

172 Program Revenue $ 200.00 1

President

President-Elect

Assembly Delegates

Treasurer

Awards

Media Roundtable 180 Target program revenue $ 3,770.00 1

182 Catering $ (1,613.85) 1

190 Sunshine District annual chapter dues $ (3.00) 215

194 Fall 2016 Membership Mixer $ (1,200.00) 1

192 Spring Event $ (700.00) 1

196 Complimentary Program Vouchers (members, non-members) $ (25.00) 20

198 Chapter membership dues ($50 - $5 nat'l admin fee) $ 45.00 215

199 Miscellaneous (copy expenses, etc.) $ (50.00) 1

Past Presidents

Council

200Networking event $ (750.00) 1

210 Venue and food $ (1,500.00) 1

212 Speaker fee (National) $ (2,500.00) 1

214 Hotel fee (National Speaker, two nights) $ (450.00) 1

216 Target program revenue $ 3,500.00 1

220 Target revenue per program $ 200.00 6

222 White adhesive name badges for nametags (400) $ (200.00) 1

224 National Speaker $ (500.00) 1

226 Miscellaneous (printing, flyers, etc.) $ (100.00) 1

Public Service 230Post-volunteering Happy Hour (end of year chapter event) $ (500.00) 1

241Annual Sponsorships (Gold and Silver) $ 4,000.00

240Signature Event Sponsorship - PRestige Award sponsorships $ 750.00 1

242Signature Event Sponsorship - Professional Development Day $ 750.00 1

248Signature Event Sponsorship - Media Roundtable $ 750.00 1

249Online Advertising $ 1,500.00 1

246Sponsorship Cultivation $ (300.00) 1

Strategic Planning 250 Snacks for planning committee $ (100.00) 1

260 International Conference *March 1 $ (1,195.00) 1

262 Quick Start Conference and Partial Travel/Lodging $ (350.00) 5

266 Sunshine District Conference Regisration and Partial Travel/Lodging $ (375.00) 2

264 Member Special Scholarship (Silver Anvil Appllication, Judging) $ (475.00) 1

Professional

Development Day

Chapter Scholarships

Programs

Sponsorships

Membership

270 PRSSA student attending monthly program (1 per month) $ (25.00) 10

272 PRSSA Networking Event $ (500.00) 2

274 2016 Chapter Dues Scholarship $ (50.00) 4

280 Monthly web site fee (StarChapter) $ (100.00) 12

282 Member job postings $ 25.00 12

284 URL semi-annual maintence fee (.org & .com) $ (25.00) 2286 Non-member job postings $ 50.00 30

287 Website mobile responsive redesign $ (299.00) 1

288 Social media Advertisements $ (250.00) 1

Miscellaneous 290 Memorial or Charitable donations $ (200.00) 1

$ 20,915.00 $(25,951.85)

Student Scholarship Walter E. Griscti Scholarship $ 1,000.00 1

* Endowment John Cassato Scholarship $ 1,000.00 1

Total profit/loss for 2016Expenses outside of chapter operating budget

PRSSA/New

Professionals

Digital

Communications

(Website & Job Site)

Total

Allotted Balance

$ (200.00) -200.00 going to be 3 out of the area

$ (50.00) -50.00 In 2015, was $41.68 $ (775.00) -775.00 Figuring $275 reg.; $300 driving roundtrip; $100/night hotel $ (100.00) -100.00 $ (150.00) -150.00

$ (550.00) -550.00

$ (250.00) -250.00

$ (200.00) -200.00

$ (75.00) -75.00

$ (200.00) -200.00

$ (720.00) -720.00 Was $43/month but last year was $57/month - increased to $60?

$ (100.00) -100.00

$ (600.00) -600.00

$ (36.00) -36.00

$ (98.00) -98.00

$(3,000.00) -3,000.00 $ (500.00) -500.00

Total

Allotted $(1,500.00) -1,500.00

$ (500.00) -500.00

$ (500.00) -500.00

$ (800.00) -800.00

$ (300.00) -300.00

$ (560.00) -560.00 7 given out last year

$(2,300.00) -2,300.00 By entry (last year $90/award)

$(2,000.00) -2,000.00

$ (500.00) -500.00

$ (200.00) -200.00

$ (220.00) -220.00 went over last year - $202

$(1,000.00) -1,000.00

$ 1,625.00 1,625.00 $1,570 last year

$ 3,750.00 3,750.00 $2,665.00 last year $ (500.00) -500.00 $ (500.00) -500.00 $ 200.00 200.00

$ 3,770.00 3,770.00 $(1,613.85) -1,613.85 $ (645.00) -645.00

$(1,200.00) -1,200.00 $ (700.00) -700.00 increased from $400 for speed networking event

$ (500.00) -500.00

$ 9,675.00 9,675.00 $ (50.00) -50.00

$ (750.00) -750.00 $(1,500.00) -1,500.00

$(2,500.00) -2,500.00

$ (450.00) -450.00

$ 3,500.00 3,500.00

$ 1,200.00 1,200.00

$ (200.00) -200.00 Just for program $81.31 for 400 - 100 for Media Roundtable and 50 for each program

$ (500.00) -500.00 $ (100.00) -100.00

$ (500.00) -500.00

$ 4,000.00 4,000.00

$ 750.00 750.00

$ 750.00 750.00

$ 750.00 750.00

$ 1,500.00 1,500.00

$ (300.00) -300.00 Received budget request for sponsorship cultivation; is revenue to remain the same? Get together with Noelle $ (100.00) -100.00

$(1,195.00) -1,195.00

$(1,750.00) -1,750.00 Conference is $250 - includes $100 travel stipend

$ (750.00) -750.00 Conference increased to $275 - includes $100 travel stipend $ (475.00) -475.00

$ (250.00) -250.00 $(1,000.00) -1,000.00

$ (200.00) -200.00 One scholarship per quarter new professionals/students

$(1,200.00) -1,200.00

$ 300.00 300.00

$ (50.00) -50.00 $ 1,500.00 1,500.00 $ (299.00) -299.00 New national cost won't be until the International Conference in October $ (250.00) -250.00 Increased by $150

$ (200.00) -200.00

$(4,941.85)

$(4,941.85) -$4,941.85

$ 1,000.00 1,000.00

$ 1,000.00 1,000.00

Expenses outside of chapter operating budget

COMMITTEE REPORT: Awards

Prepared by: Mary Margaret “MM” Hull, APR and Lori Hudson, APR – Co-chairs Committee Members: Jennifer Dunn; Bobby Eagle, APR; Kathlyn Fitzpatrick; Mike Flanagan; Lou Grossman, APR; Peveeta Persaud, APR; and Marissa Segundo, APR Activities Since Last Report:

Committee teleconference held May 10

Added 2016 Call for Entries and new content to PRSA TB webpage

Finalized postcard mailer and mailing list

Finalized ePostcard

Updating 30-second and 2-minute awards program videos with minor updates

Contacted Digital Communications team to develop digital plan to promote awards program Upcoming Activities:

1) Sign contract with Tampa Marriott Westshore to secure venue — $23/plate for lunch (same as last year’s cost) Friday, Oct. 21 at 11:30 a.m.

2) Mail postcards to targeted list from Tampa Bay Business Journal and email postcards to: Current/prospective members, TB program visitors, Radiance and Palm award entrants as well as Silver/Bronze anvil entrants from Florida

3) Develop marketing plan 4) Plan WebEx in June 5) Next teleconference – Friday, June 3 at 1:30 p.m.

Additional Information/Updates: 2016 PRestige Awards Timeline

Identified another chapter for judging – February/March

Added 2016 Call for Entries on webpage – April 12

Update videos on webpage to market program – May

Mail informational postcard and email e-postcard – May

Market awards program – May-July

Webinar on how to submit a winning entry – June

PRestige Awards early deadline – June 24; Final deadline – July 8

Outside judging – July-August

Order awards; Design program; Event coordination – September

Awards luncheon at Tampa Marriott Westshore – Oct. 21 at 11:30 a.m. Questions or Requests for Officers/Board: We are looking for your input on a great keynote speaker for the luncheon. Should we push Oct. 21 luncheon back to reduce close proximity to September’s signature event? Please take PRestige Awards postcards to share with your coworkers and colleagues. Consider forwarding the ePostcard to your networks. We need your help getting the word out about the awards program. Thank you.

COMMITTEE REPORT: Digital Communications

Prepared by: Kim Polacek / Andrea Sauvageot / Sarah Kettenburg Activities Since Last Report: The website redesign has been pushed live. Multiple socials posts promoting events, member spotlight, APR Month. Our social chair has resigned so if anyone is interested or knows someone interested in the position, send them to Sarah. Job Board: In April we had two job postings. Account Director PRmediaNow

Job Posting Apr. 12, 2016

PR Account Executive (PR Specialist I) National Strategies Public Relations

Job Posting Apr. 5, 2016

Upcoming Activities: Continued promotion of chapter’s events, membership and members through our various communication channels.

PRSATampaBay.com – other information: Top content: We had 1482 sessions, the Job Board received 799 page views and we had 797 unique visitors. Traffic Source: 606 visits came from Google, 518 visits were direct, 47 were from Bing Referrals: prsatampabay.org was 83 Social Media Referrals: Facebook 19, LinkedIn 15, and Twitter 13 Mobile visits: 255 visits were from mobile phones – 190 were iPhones and 41 were from iPads.

Facebook: 513 likes (gained 13 since March)

Twitter:

5,304 followers (gained 33 since March)

COMMITTEE REPORT: Membership Prepared by: Christie Ebanks Activities since Last Report: Committee planning speed networking event. Upcoming Activities: Speed networking event May 26 Additional Information/Updates: Active members as of 4/30: 227; Dropped in April: 9; New in April: 7; Reinstated in April: 1 New members: Lisa Marie Roy, Chelsey Andreasen, Lauren S. Pace, Amy Calvin, Veronica Rodriguez, Lynne A. Tucker, Karen E. Varga-Sinka Reinstated members: Timothy DeClaire

COMMITTEE REPORT: Programs Prepared by Jenna Stock Activities Since Last Report: Media Roundtable, Professional Development Day and monthly programming planning efforts are underway. Upcoming Activities: Register for one of our upcoming programs and continue to spread the word through your personal networks and social media channels. Marketing & Communications with USF Health’s Chief Communications Officer John Robinson

Date/Time: Tuesday, May 24 from 11:30 a.m. to 1 p.m.

Location: Brio Tuscan Grille, International Plaza

Speaker: John Robinson, chief communications officer at USF Health

Registration: 14 (11 members, 3 guests) Media Roundtable

Date/Time: Thursday, June 23 from 8 a.m. to 10 a.m. (7:30-8 networking)

Location: The Centre Club

Media Lineup (still confirming 1-2 more): o Ashley Kritzer, Reporter, Tampa Bay Business Journal o Ernest Hooper, Columnist, Tampa Bay Times o Kisha Wilkinson, Weekend Planning Editor, Bay News 9 o Lissette Campos, Director of Public Affairs, ABC Action News

o Mark Gordon, Managing Editor, Business Observer o Maureen Famiano, Executive Producer-Studio 10 Live, WTSP-TV o Steve Fenske, Planning Manager, Fox 13 o Vicky Benchimol, Planning Editor, ABC Action News

Registration: 27 (18 members, 9 guests)

Special kudos to committee chair Sara Greco for leading the planning efforts and coordinating this event with FPRA. She’s done a wonderful job of keeping the group on track and informed.

Peter Shankman

Date: Thursday, August 18

Location options: Port Tampa Bay, Marriott Tampa Westshore Professional Development Day

Date: September

Location: Chester Ferguson Law Center, Renaissance at International Plaza, Tampa Club, Westly Event Center

Committee chair Katy Parsons has done an excellent job leading the planning efforts. Speaker and venue outreach is underway.

COMMITTEE REPORT: Recruitment Prepared by: Bart Graham April activity: I targeted the guest attendees of the Buc’s program. We had 16 guests. 1 was a return guest and 15 were new guests. I reached out to the 15 new guests, 3 by e-mail (got 1 response) and 12 by LinkedIn (got 8 connections). Anytime I see a guest from a company that is not a member I will send an e-mail and a LI invitation. Guests of member companies will get a LI note from me. Activities since Last Report: I received no feedback for suggestions from the board. Upcoming Activities: I will put together a strategy plan for this position and will tweak as needed. I will be handing out our business cards at our board meeting and at our May event. Additional Information/Updates: The feedback offer to the board is still open. Questions or Requests for Officers/Board: Help recruit for the chapter by handing out business cards. Items still in progress: -Do we get a prospective member list? Pending. -I will put together an intro e-mail so any information such as new member specials would come in very handy. I would need to know what membership deals are taking place currently. -There will be outbound calls involved in the recruiting cycle. -Are there any company sizes you would like to target? I am assuming cities are fair game. -All board and committee chairs should carry a small supply of those PRSA biz cards on them, just as they would their own biz cards. I would also suggest current members carry at least one or two cards with them. I will also hand these cards out at our events.

-The IT sector is a ripe sector for us to recruit to. What other sectors would you like for me to reach out to? I am thinking of BAMA for manufacturers as an example. I will research the TBBJ Book of Lists.

COMMITTEE REPORT: Sponsorship Committee Prepared by: Noelle Fox, APR Activities Since Last Report:

- Continued outreach to prospective sponsors and online advertisers - Confirming availability to offer Presenting Sponsorship for Media Roundtable, given this event is hosted in

partnership with FPRA Upcoming Activities:

- Continued outreach to prospective sponsors and online advertisers - Confirmed Featured Sponsor Status for May program for Annual Sponsor True Blue Communications - Confirmed Featured Sponsor Status for August program for Annual Sponsor AAA

COMMITTEE REPORT: Volunteer Prepared by: Bart Graham Activities since Last Report: April activity: I recruit volunteers usually at least 3 times a week. For Sponsorship I am reaching out to our C-level members (after checking with Noelle) as they may end up wanting to sponsor the chapter instead of volunteering. I have to say that the last 10 days have been quiet in regards to getting answers back. Membership reported that Donna Chen is moving creating an opening on this committee. Christie Ebanks is doing both Donna’s and Shereen’s job now. Kasey Coryn and I are the other two members on Membership (Kasey doing registration desk and me doing Volunteer and Recruitment). This is a critical need committee. The good news-Programs and Digital Communications are now full but will accept new members if needed. I am checking with Betty to make sure she is all set with Diversity. I got from Paula 4 new names of APR’s that she recruited. I reached out to 30 people in April: -3 were follow-ups (2 regular members (got one not interested response) and 1 2015 new member) -7 new members (Sherry Robinson, Deborah Bowen, Veronica Rodriguez (yes), Amy Calvin (later), Karen Sinka (interested), Lynne Tucker, Lisa Roy (bad e-mail)) -2 reinstated members (Tara Tufo and Jason Mudd-No response from either) -15 regular members (4 responded (1 on call, 2 interested, 1 yes) and 11 did not respond)

-3 C-level members for Sponsorship Committee (2 did not respond, 1 said not interested) April 1 registration desk-I used Amy Binder, Brandon Graham, and Josh Carrasco for check in. They are now part of the “on call” volunteers. As an FYI, I have a list of 18 names on this list in various stages of availability. Upcoming Activities: Continue to try to fill the remaining committee seat openings (Sponsorship-1, Membership-1). Continue to improve the registration desk process. At the Media Roundtable we will share the registration desk with FPRA. Additional Information/Updates: Once Membership and Sponsorship is filled I will move on to help Paula with Accreditation. Christie Ebanks is now providing me new member information. Questions or Requests for Officers/Board: It still would be nice to know how much time is spent on committee activities and when the busiest times of the year are. I have many folks that say they are busy and want to know this information.