ASQC Section 0511 Executive Committee Meeting Minutes On August 3, 1995, the Executive Committee of ASQC Section 0511 met to conduct the Society's business. The attendees were: Barbara Lembcke, Vice-Chair (703-993-8834) Harvey Shaw, Publicity (703-892-2740) Patty Adair, Secretary (202-745-7805 (w)) Walt Mendus, SMP/Historian (703-354-5932) Russ Carstensen, Programs (703-739-0084 (w)) Henry Kling, Membership (703-360-9134) Jim Wilson, Education (703-255-9560) Tom Richards, Programs (703-354-4921) David Simmons, Health Care (703-938-5227) Judy Semplak Treasurer (703-491-8227) Roger A. Semplak (703-491-8227) Bill Toth (301-924-6131) Faisel Saeed, Newsletter Editor (301-434-6513 (h)) The Executive Committee meeting started at 7:05 PM in the Intertek Board Room, 9900 Main Street, Suite 500, Fairfax, VA. For convenience, follow-up action items for Executive Committee members are summarized at the end of these minutes. 1. Minutes. The Executive Committee members accepted the Executive Committee minutes of the July 13 meeting. Members thanked Russ Carstensen for doing an excellent job of recording the minutes. 2. New Members. The Executive Committee welcomed Mr. Bill Toth (SAIC). Mr. Toth's address and phone numbers are attached to these minutes. The Executive Committee welcomed Mr. Faisel Saeed. Dr. Saeed holds a Ph.D. in computer science and will be taking over the duties of Newsletter Editor. His address and phone numbers are attached to these minutes. 3. Election of New Officers. Russ Carstensen reported that John Mathewson has been receiving the ballots. John M. is currently on leave; he will report the results on August 9th. The results will be reported to Mary Ann Stasiak, who will then call the Executive Committee together. Russ Carstensen agreed to fill in if Mary Ann Stasiak is unavailable. 4. New Bylaws. Harvey Shaw reported that the new bylaws have been accepted by National, but not yet acknowledged. The current OnQ only lists 2 officers--Harvey Shaw as Vice-Chair (not Chair-Elect) and Judy Semplak as Treasurer. Action: Harvey Shaw will submit a complete roster to Headquarters and Regional Director as soon as election results are reported. 5. SMP. The Section 0511 Management Plan is due October 31, 1995. Walter will need a complete roster to submit with the SMP. Action: Patty Adair will send a roster to Walter Mendus as soon as the election results are reported. The SMP should be published by October 31 and sent to Headquarters. A summary should also be published in Quality Matters. 6. Annual Reports. Barbara Lembcke still needs a few committee annual reports. Barbara stressed that these reports are to be used as a communication piece, and should be written with that in mind. Still missing are Programs, Health Care, Treasurer's Report. Walter Mendus emphasized that it is good for these reports to be as complete as possible. Action: Dave Simmons will send his report in to Barbara on Aug. 4. Action: Any others should be e-mailed to Bill Casti. 7. Review of ASQC policy and implementation into Section 0511: Co-Venturing with Other Groups. A summary sheet is attached to these minutes. National stresses that when we do a co-venture, we need to include an explanation of the relationship between the groups. Harvey reported section 0509 would like to do more co-ventures with our section. Officer Dishonesty and Forgery. A summary sheet is attached to these minutes. Barbara Lembcke suggested having 2 authorized signatures on large checks. As soon as election results are in, the new officers will need to go to the bank for approved signatures. Action: Treasurer Judy Semplak will make recommendations at Sept. Board meeting as to what dollar amount is considered for a large check. Judy will also walk through the reimbursement process at the Sept Board meeting. Use of member roster. A summary sheet is attached to these minutes. Henry Kling reported that Bill Casti has control of the roster in electronic media. When welcoming new members, Henry asks them if they want to be listed. Action: Henry Kling will consider whether the membership roster will be published, and if so, in what format. Henry will make recommendations at the Sept. 7 Exec. Board Meeting. Library Guidelines. A summary sheet is attached to these minutes. Walt Mendus proposed collecting quality books to contribute to Marymount, as they have offer a quality degree. This may become a future community project. Harvey Shaw enlightened the Board to the fact that we do have a Section library. It is maintained by Harvey Shaw at ADI. The library books were purchased with section money. Action: Faisel Saeed will put a notice in the newsletter regarding the library to let all members know of its existence. Action: Harvey Shaw will put together a bibliography to go into the newsletter and to go to Bill C. for posting on Quality.org. Involvement in State and Local Quality Awards. A summary sheet is attached to these minutes. Hiring members. A summary sheet is attached to these minutes. Director and Officer Indemnity. A summary sheet is attached to these minutes. Host Liquor Liability. A summary sheet is attached to these minutes. 8. National Quality Month. NQM Chair Bill Eastham was not present to give his report. Action: Harvey Shaw will call Bill E. to give Patty Adair a report to attach to these minutes. 9. Quality Matters. The newsletter is in need of reengineering. Faisel Saeed will take over as Newsletter Editor starting immediately and will work toward process improvements. Henry Kling suggested that the Newsletter Editor and Publicity Chair alert him that the newsletter is on its way, to avoid delays in production and mailing. The newsletter will be published on a bi-monthly basis. The next newsletter will be the Sept/Oct issue. The deadline for submissions is August 10. Submissions should be sent to Faisel Saeed. 10. Deming Lecture. All is progressing well for the Deming Memorial Lecture. A flyer is being sent out to all members. Tom Richards will act as "greeter" in Henry's place and will bring the materials, brochures, etc. for recruitment of new members. Tom Richards stressed that meeting, greeting and recruiting new members is everyone's job. 11. September 7th Executive Board Meeting will be at NEC Herndon. Henry Kling is doing a mailing with directions to NEC. 12. Committee Reports. Education, Jim Wilson. There will be an Education Committee Planning meeting on Aug. 10 at Jim's house. Jim has asked National to give us numbers on examination pass/fails. The Education Committee will make a presentation of their strategic plan at the September Exec. Board meeting. Our agenda will be how to help them implement their plan. Exams/Certification. The decision was made to do certification exams at NEC. We will recognize those who pass certification exams at the dinner meetings, beginning with the November meeting. Tom Richards will consider this in the design of the dinner meetings. Action: Patty Adair will look into small gifts to present to newly certified members (e.g., pens, calculators, coffee mugs). Action: Roger Semplak will summarize how many of our members are certified at the next Exec. Board meeting. Treasurer's Report. June July Beginning balance: 15,763.04 Beginning balance: 11,277.53 Deposit: 1,361.19 Deposits: 2,192.50 Withdrawal: 5,846.70 Withdrawal: 1,010.00 Ending Balance: 11,277.53 Ending balance: 12,460.03 Roger Semplak is preparing final treasurer's report. Barbara L. emphasized the need for the Exec. Board to know where we make money and where we lose it -- in order to do strategic planning. SMP. Walt Mendus thanked everyone for the cards and notes sent to him. His telephone number remains the same. The SMP of previous years is completely different from the new SMP. Action: EVERY member of the Executive Committee must read the new SMP before the Sept. Board meeting. If you don't read it, you cannot report properly. Walt needs to receive feedback in the form of a written follow-up report from committee chairs on all events, courses, etc. for the SMP. The new Regional Director should receive both the monthly minutes and the newsletter. The newsletter also goes to Archives at the U. of Illinois and National Headquarters. Action: Henry Kling will check with Archives to make sure we have the correct address and will be sure to print labels for them. Walt Mendus made the recommendation that he turn over the SMP to Bill Toth. Action: Bill will study the new SMP and make recommendations at the next meeting. Publicity. Harvey is helping Susan Stuckwisch with publicity. Susan is looking at local area newspapers and newsletters for potential advertising. Several members suggested government agency newsletters, the military, and corporate newsletters. Susan has updated the phone message. It is up to all members to communicate program information and changes to Susan so that she can update the message. Harvey Shaw is now Deputy Director for Region 5. As Deputy Director, Harvey will travel to different sections in Virginia and possibly New Jersey. Tom Richards stressed programs should reflect the goals and objectives of the session. Asked for suggestions from everyone for programs. Also suggested that we develop a list of colleges and universities with quality classes/degrees and target these people for new members. Barbara L. reiterated using Baldrige winners for future speakers. Action: Faisel will put a notice in our newsletter asking for publicity suggestions, i.e. other newsletters in which to advertise. Health Care. Dave Simmons reported on the Health Care plan to begin this Fall. Statistical foundations will be taught. Abbie Beamer will report to the Education Committee on the Health Care plan. Jim W. will include health care education at the Sept. Exec. Board meeting. Walt suggested targeting Fairfax Hospital for potential new members, course participants. Action: Dave Simmons will contact Susan Stuckwisch to develop a list of hospitals, health care associations. Membership. Henry Kling reported that he had nothing new, just more of it. Barbara L. cited a suggestion from National to develop a buddy system for new members. Harvey Shaw noted the need to expand membership. We should look into strategic plan and new SMP for ideas to increase our membership. ACTION ITEMS SUMMARY: Harvey Shaw will submit a complete roster to Headquarters and Regional Director as soon as election results are reported. Patty Adair will send a roster to Walter Mendus as soon as the election results are reported. Dave Simmons will send his report in to Barbara on Aug. 4. Any other committee reports should be e-mailed to Bill Casti. Treasurer Judy Semplak will make recommendations at Sept Board meeting as to what dollar amount is considered for a large check. Henry Kling will consider whether the membership roster will be published, and if so, in what format. Henry will make recommendations at the Sept. 7 Exec. Board Meeting. Faisel Saeed will put a notice in the newsletter regarding the library to let all members know of its existence. Harvey Shaw will put together a bibliography to go into the newsletter and to go to Bill C. for posting on Quality.org. Harvey Shaw will call Bill E. to give Patty Adair a report to attach to these minutes. Patty Adair will look into small gifts to present to newly certified members (e.g., pens, calculators, coffee mugs). Roger Semplak will summarize how many of our members are certified at the next Exec. Board meeting. EVERY member of the Executive Committee must read the new SMP before the Sept. Board meeting. Henry Kling will check with Archives to make sure we have the correct address and will be sure to print labels for them. Bill Toth will study the new SMP and make recommendations at the next meeting. Faisel Saeed will put a notice in our newsletter asking for publicity suggestions, i.e. other newsletters in which to advertise. Dave Simmons will contact Susan Stuckwisch to develop a list of hospitals, health care associations. The meeting was adjourned at 8:50. Respectfully submitted, Patty Adair Section 0511 Secretary END OF MINUTES