Ypt boston Chapter Board Meeting

Teleconference (Snow Event)

February 10, 6:00PM – 7:30 PM

Meeting Minutes
Board Members Present: Eric Halvorsen, David Baumgartner, David Moyer, Sam Piper, Jennifer Slesinger, Tegin Teich Bennett, Mike Tremblay, Matt Moran
Others Present: Alex Smith

1. 
   Call to Order – Eric Halverson
   
   1. 
      Introductions
      

2. 
   Approval of Meeting Minutes – January 2015 Meeting Minutes
   

Approval delayed until March due to necessary corrections

3. 
   Chair’s Report– Eric Halverson
   
   1. 
      Eric provided an update on the status renewal for the Boston YPT lawyer
      
      1. 
         Eric is working on this issue but has not had resolution yet.
         
      2. 
         Action Item: Eric to continue coordination with the lawyer
         

4. 
   Deputy Chair’s Report– Tegin Teich Bennett
   
   1. 
      Coordination with International about coordination among chapters
      
      1. 
         Tegin Bennett has contacted international to see what the status of this issue is. She has heard nothing so far.
         

5. 
   Treasurer’s Report– David Baumgartner
   
   1. 
      Monthly Finance Report
      
      1. 
         Report on Drop Box
         
      2. 
         Everything is up to date through Feb.
         
      3. 
         Budget – spent 13% of budgeted amount so far for a grand total of $994.
         
      4. 
         YPT Boston has $2600 in revenue so far.
         
   2. 
      David Moyer is owned a reimbursement and a check will be mailed.
      
   3. 
      Bocce Ball check was also mailed.
      

6. 
   Old Business-Matt Moran
   
   1. 
      Administrative Items
      

Matt will send out GreenLinks Lunch and Learn thank you note.

7. 
   New Business
   
   1. 
      Membership Update - Sam Piper
      
      1. 
         Monthly Membership and Stats
         
         1. 
            Paid Members: 150, increase of 10
            
            1. 
               Continues 2-months in a row of surpassing goal
               
         2. 
            411 likes on Facebook
            
         3. 
            Twitter has increased by 12
            
         4. 
            Sam is still working on following up with international
            
      2. 
         Action Item: Follow up with International on membership discrepancies from trivia and Bridj events and on discrepancies between number of friends and number of email recipients
         

2. 
   Sponsorship Update – Mike Tremblay
   
   1. 
      Cambridge Systematics renewal forms were mailed a few weeks ago. The CS renewal form is currently in the process of being renewed right now.
      
   2. 
      I sent a thank you notes and receipts to Transsystems
      
   3. 
      After CS, we have a few months of no expirations.
      
   4. 
      We have heard nothing from PB regarding renewal and it has been a few months since it expired. Questions regarding how to proceed.
      
   5. 
      Should we take down PB?
      
      1. 
         David B – try contacting them via phone. If the are not processing it currently, then we should take it down. Leave us with no platinum sponsor.
         
   6. 
      We also need to get contact person at Parsons. Need to contact someone at VHB. Alta planning might be interested in a few months.
      
   7. 
      David M – I know people at VHB and can reach out to them.
      

3. 
   Programming Update– David Moyer
   
   1. 
      A programming committee was formed with Natalie
      
      1. 
         This committee will include two other people, including Laura Regal, Paul Carbone
         
      2. 
         I will use them for help for planning and upcoming events
         
   2. 
      January Events Recap
      
      1. 
         South Station Expansion Lunch and Learn
         
         1. 
            This was canceled but we hope to reschedule for April. We are looking into other dates.
            
      2. 
         Bocce
         
         1. 
            This event was successful, had a good turnout, and we might have received new members as a result.
            
   3. 
      February Events
      
      1. 
         Feb. 23 - Doug Most L&L
         
         1. 
            22 people are currently registered for this event. An other e-mail will go out.
            
      2. 
         Feb 9 - MBTA Tech Tour - Update on Reschedule
         
         1. 
            Rescheduled to the following week due to a training exercise.
            
         2. 
            Other individual, Ed, had scheduled training. He suggested an other date next Tuesday.
            
         3. 
            Four paid members resulted from the MBTA Tech Tour registration.
            
         4. 
            David will send an other, personal e-mail to confirm with people who are signed up to attend.
            
   4. 
      March Events
      
      1. 
         David M.
         
         1. 
            When is a good time to get e-mails out?
            
      2. 
         Alex
         
         1. 
            Jenn is on vacation end of this week and early next week but they will go out when she is back.
            
      3. 
         ZipCar Lunch and Learn will take place on March 11^th at Zip Car headquarters in the Seaport District. Food will be provided by Zip Car.
         
         1. 
            YPT’s annual bowling night will take place on Friday, March 20^th at 6:00 PM. Bowling costs $80 for two hours with four lanes.
            
            1. 
               Mike – bump it up to six lanes. Friday night worked well for all last year.
               
            2. 
               All Agreed. This will provide sufficient space for 30 bowlers.
               
         2. 
            Food
            
            1. 
               Four pizzas from a local pizzeria will be picked up ahead of the event. The event is also BYOB.
               

1. 
   March 23 – Possible Legion or APBP Event
   
   1. 
      Eric – there is a pedestrian modeling expert will be visiting Boston from the UK and might be able to present to YPT. STA could be a co-sponsor of this event. This is one of the few pedestrian simulation models out there. He will be coming from a conference. This will not be a sales pitch. This software has been used for Olympic cities and we could use this as a part of the lunch and learn.
      
   2. 
      Tegin – Are there other models out there? Could he just discuss the application of the product rather than making it a product sales pitch.
      
   3. 
      Eric – We will be really clear about not making it a product sales pitch.
      
   4. 
      Tegin – Are there others who do projects with Ped modeling? Possible to include them too?
      
   5. 
      Eric – I believe this person is a modeler rather than a marketer.
      
   6. 
      Mike – This is something a lot of people will find interesting and can bring back to their companies. A lot of people don’t have a solid understanding of this.
      
   7. 
      David Mm – The European prospective would be very interesting.
      
   8. 
      Eric – I will follow up with the individual at SVA and confirm the date/time.
      
2. 
   End of March - Possible Strong Towns Event with Jim Kumon (Exec. Dir.)
   
1. 
   April Events
   
   1. 
      Distinguished Speaker Update - Eric
      
      1. 
         Planning should happen soon.
         
      2. 
         Gabe Klein does not have any time before April.
         
      3. 
         Jeff Speak – travels a lot. Not sure of schedule
         
      4. 
         Stefanie Pollak
         
         1. 
            Tegin - We’ve done this in the past.
            
         2. 
            Alex - Others have already had her. Would it make sense to have her again? Fatigue?
            
         3. 
            Eric – We could make this part of the a longer term context.
            
         4. 
            Mike - Were a lot of YPT-ers actually at other events?
            
      5. 
         Others?
         
         1. 
            Eric – Strong Towns, but the price would be too high. The executive director was supposed to be in Fitchburg, but not going to work out. Exploring other leads with organizations in the Boston region to see if that would be possible.
            
         2. 
            Alex – Rich Davey in his new role as the Boston Olympic chair.
            
         3. 
            David M. – reach out to other organizations to co-sponsor for this event.
            
      6. 
         This is a Distinguished Speaker “series”, could this be additional?
         
         1. 
            Yes, but the money could be an issue
            
         2. 
            People like networking nights
            
            1. 
               Dr. Scott and other big names for evening networking night.
               
   2. 
      Transportation Camp on April 11^th
      
      1. 
         Should we have a spot lined up for that?
         
      2. 
         Go through David B. to get more information.
         
      3. 
         Happy Hour Again.
         
         1. 
            Other places besides Champions to host the happy hour?
            
            1. 
               State Park, etc.
               
   3. 
      Rescheduled South Station L&L will happen in the spring.
      

4. 
   Communications Update- Jennifer Slesinger
   
   1. 
      Jenn will set up an e-mail schedule when she returns from vacation.
      
   2. 
      Email schedule
      
      1. 
         Feb 23^rd? Monday to send an invite/reminder?
         
      2. 
         Include Zip Car and Bowling
         
         1. 
            Headline event for next e-mail
            
         2. 
            Facebook for status links day of or day before.
            
            1. 
               Something similar to last event.
               

3. 
   Website updates for new Board, email links, and new photos for website
   
   1. 
      Spots on the website still reflect the old board.
      
   2. 
      Tegan created professional photos area.
      

4. 
   Update on website meeting with James Arthur
   
   1. 
      Eric – Met with website consultant in January. Very helpful but he said it was going to be expensive and beyond the budget. Given the functionality we need, could be beyond our scope. Could/should be done with an “out of the box” website program, would be a lot cheaper and faster than doing it ourselves. If there are certain functionality programs that are not in this website in a box program, small scale solutions could be found.
      
   2. 
      Alex – He was giving us a consultation and options. He was really helpful. He might be able to help us connect with the proper people for this project.
      
   3. 
      Eric - All might benefit from a more comprehensive understanding of what the options are.
      
      1. 
         David – Could we use a page on the international website? Is it necessary to have a Boston YPT website?
         
      2. 
         Eric – We have had the website for four years. All marketing materials are on this site and it would be disruptive to redirect people to a new site based on the international version.
         
      3. 
         Mike - Is there a survey where we can ask people? We could also just have it redirected to the International website. Once we go there, we probably can’t get it back.
         
      4. 
         Eric – The only way this is cost-prohibitive is if we have a person design the site that is not “site in a box” design.
         
      5. 
         Alex – What do we need that is not an “out of the box” site design solution?
         
      6. 
         Eric - Weebly or Square Space are “out of the box” and are apparently functional.
         
      7. 
         Alex – NationBuilder, Word Press, Junebug are also “out of the box” programs. If someone were to design a site for us in WordPress, it’s very easy to use and we wouldn’t have to worry too much about future changes to the board.
         
      8. 
         Alex – what is the purpose of this website? If I’m registering for an event, we have to go to the YPT international site more. If we are going to have our own site, there should be a business justification for it.
         
      9. 
         David B. – Branding is important. It’s a great idea to have this.
         
      10. 
          Eric – what is the purpose? We should come up with a list of pros and cons.
          
      11. 
          Jenn – some sort of survey of users. Upcoming events. I will take the lead on this.
          

8. 
   Other Business
   
   1. 
      Tegin will be taking over as chair for a couple weeks in early March, but Eric will be checking e-mails and providing continuity.
      

9. 
   Adjournment
   

1. 
   Eric
   
   1. 
      Action Item: Renewed agreement with lawyer
      
      1. 
         Working on this issue
         
   2. 
      Other March Event (March 23?) with pedestrian modeling expert – Look into and confirm
      
      1. 
         Eric – will follow up with the individual at SVA and confirm the date/time.
         
   3. 
      Coordinate Distinguished Speaker Series
      
   4. 
      Continued Discussion/Thought on Boston YPT Website
      

2. 
   Tegin
   
   1. 
      Action Item: Follow up with International about coordination among Chapters
      
      1. 
         Contacted international, chair forwarded, follow up and see what is happening to coordinate. Still working on Issue
         
3. 
   Matt
   
   1. 
      January Meeting Minutes Revise
      
   2. 
      February Meeting Minutes Craft
      
   3. 
      February Action Items Send
      
   4. 
      Annual Report Send
      
   5. 
      Green links L&L Send
      

4. 
   Dave B.
   
   1. 
      Monthly Finance Report
      
   2. 
      Mail Dave Moyer a check for previous amount owed
      
   3. 
      Transportation Camp -
      
5. 
   Sam
   
   1. 
      Following up with international on membership discrepancies from trivia and Bridj events. Specifically on discrepancies between number of friends and number of email recipients
      
6. 
   Mike
   
   1. 
      Status of PB? Follow up and ask about Sponsorship.
      
   2. 
      Get contact at Parsons.
      
   3. 
      Get contact at VHB.
      
   4. 
      Follow up with Alta planning (might be interested in a few months for sponsorship).
      
   5. 
      Send receipt to HDR and TranSystems for sponsorship
      
7. 
   David M.
   
   1. 
      February Events
      
      1. 
         Feb. 23 - Doug Most L&L
         
         1. 
            Send second e-mail for event.
            
      2. 
         MBTA Tech Tour - Update on Reschedule
         
         1. 
            Send an other e-mail to confirm attendance.
            
   2. 
      March Events
      
      1. 
         March 16 – Bowling
         
         1. 
            Confirm Location and Time
            
         2. 
            Send out e-mail with RSVP
            
   3. 
      April Events
      
      1. 
         Transportation Camp on April 11^th
         
         1. 
            Happy Hour Location Decision and Discussion
            
            1. 
               Other places besides Champions to host the happy hour? State Park, etc.
               
   1. 
      Jenn
      
      1. 
         Set up schedule when she returns from vacation.
         
      2. 
         Email schedule
         
         1. 
            Feb 23^rd? Monday to send an invite/reminder?
            
         2. 
            Zip Car and Bowling too?
            
            1. 
               Create Facebook for status links day of or day before.
               
         3. 
            Website updates for new Board, email links, and new photos for website
            
            1. 
               Drop Box – Tegan created professional photos area.