AIA Continental Europe Board Meeting Minutes
Milan, 17 January 2009
Attendees:
Voting members:
- Marc DiDomenico AIA, President (proxy for Sandra Zettersten, AIA, Germany Section Director)
- Charles Croigny AIA, First Vice President
- Maureen Reinertsen AIA, Vice President
- Gregg Brodarick AIA, Secretary
- Steven Scamihorn AIA, Past President (proxy for Steve Miller, FAIA, Southern Europe Section Director)
- Esteban Cruz, Section Director Italy
Non-voting members:
- Richard C. Spenser President AIA UK
- Bertrand De Sénépart, AIA
- Giancarlo Alhadeff, FAIA
Content
1. Welcome
President Marc DiDomenico, AIA called the board meeting to order at 11:00. Five chapter members eligible to vote were present, as well as two representatives by proxy. The minimum quorum was reached.
The minutes from the Milan/Tuscany Meeting were reviewed and a motion was made to approve the meeting notes.
Vote: Unanimously approved.
2. Reports:
2.1 Treasurer’s report:
Marc DiDomenico brought up the urgent need to appoint a substitute for the 2009-10 Treasurer’s position which was left vacant by Sergio Danese. Giuliana Barbano from Torino Italy was nominated for the position by the board. There was a motion for the approval.
Vote: Unanimously approved.
Marc DiDomenico presented the Treasurer Report for 2008. Marc pointed out that although limited, the Athens conference showed the first economic loss in recent years for a chapter conference. This was primarily because of the decline in the number of sponsors. The board discussed that the global economic situation could have an effect on sponsors in the near future for the chapter.
The board was reassured that the chapter is economically sound. It was reminded of the chapter’s reserves dollar account in the USA which led to further discussing regarding how to handle the chapter finances in the future by way of term deposits. The discussion was tabled until a clear proposal with alternatives can be created without jeopardizing the available funds to cover operational expenses.
The board also discussed the possibility to invest a portion of the chapter funds towards advertizing for the chapter. There are a great number of potential chapter members that don’t know about the chapter, as well as potential sponsors. It was agreed that some advertising in a thoughtful and minimal way would be beneficial to communicating the opportunities that our chapter offers, possibly even advertising through AIA communication channels. Other suggested means of advertising could be through international magazines, web sites, English yellow pages, etc. It was asked that board members take a look into costs and will bring proposals to the next board meeting.
Steve Scamihorn also reminded that all changes in bank accounts and eventual additional spending for advertising or other new programs should really be a part of an annual budget which is reviewed and approved by the board. Steve reminded that, as indicated in the chapter bylaws, the treasurer must prepare and the board must approve an annual budget each year in order to evaluate more initiatives in the future like advertising and to correctly allocate chapter funds.
2.2 Membership report:
Gregg Brodarick reported that the total number of paid chapter members for 2009 reached 100 at the time of the meeting. The total number of members for 2008 was 226. Although the number of paid members seemed low, it was noted that we were slightly ahead of schedule in respect to the previous year. It was decided that Gregg Brodarick would follow up with letters to all unpaid previous members to solicit outstanding invoices. It was mentioned once again that the chapter should invest more time and energy to look to expand the chapter with more members. It was said that this should become a priority for the sectional directors in organizing more events and activities in their local areas.
2.3 Section reports:
- Esteban Cruz, Associate AIA (Italy): Estaban did a brief review of the Tuscany conference in October of 2008 which was considered a success by the Board. There still appeared to be issue about credits for the event and that Estaban would look into having this resolved. Esteban Cruz also proposed a possible mini-conference event in Barcelona, since a government agency there has proposed availability and interest to help sponsor and organize an event for AIACE members. Considering the allocation of other AIA/AIACE events, timing was discussed, and two possibilities were agreed between members for Barcelona: February or March of 2011. In addition, the board agreed that this event could be a full conference, in the event the tentative conference planned for that year cannot materialize, hence an "alternative". The issue to include a "Southern Europe Section" into the Conference's organization was discussed, since technically Esteban is the Italy Section Director. Esteban is to prepare and send the Board a first sketch proposal of content for a conference in Barcelona, upon his meeting with this potential sponsor during his next scheduled trip to Barcelona planned for the first week of February 2009.
- Ray Spano, AIA, (France): not present, no report was given.
- Sandra Zettersten, AIA, (Germany): not present, no report given.
- Suzanne Marhefka, AIA, (Switzerland) not present, no report given.
- Gerry Meagher, AIA, (Northern Europe) not present, no report given.
- Steven Miller, FAIA, (Southern Europe) not present, no report given.
- Nóra Demeter, Int. Associate AIA (Eastern Europe): not present, no report given.
2.6 Operational reports:
Elizabeth Heudebourg requested the installation of a POS credit card machine to be able to receive payments (via credit card from members), the procedure for credit card payments involved more bureaucracy in the past. There was a motion for the approval.
Vote: Unanimously approved.
The same report by Elizabeth Heudebourg raised the following question: “Should AIACE dues for a new member joining be pro-rated in exactly the same way as National? Notably, 100% if joining Jan. 1-March 31; 75% if joining April 1-June 30; 50% if joining July 1-September 30 and offer the same 15-12 plan for any new members joining local-only from October 1-December 31. Note that new AIA, Int’l Assoc. AIA and Assoc. AIA joining Oct 1-Dec. 31 automatically receive the 15-12 benefit.” This issue was discussed but voting was deferred until a budget can be provided.
Marc DiDomenico presented a report for a fee restructuring proposed by Dominique Tomasov. The proposal was for an increase in the fee for CES consulting and accreditation, in accordance with the proposal presented to the board. It was noted that there had been no change in fee for three years. There was a motion for the approval.
Vote: Unanimously approved.
Steve Scamihorn presented a report by Ralph Lerner, FAIA (AIA International Director). It was reported to all the overseas component presidents that he presented a motion at the National board meeting in December 2008 to create an international region and to lengthen the international director’s term to three years. Although the general reaction and discussion seems positive, the motion was tabled to permit the national board to evaluate relative cost implications, so the creation of a formal region will be delayed, again. The Dubai conference will, however, be an opportunity to gauge the level of interest in and degree of support for an international region. AIACE will be appointing the next AIA International Director for the 2010-2011 term.
3. Chapter Events:
Report given by Steve Scamihorn: Steven Miller is organizing the AIA International Dubai conference will be held in conjunction with ‘Cityscape’ between Tuesday the 5th and Friday 8th of October 2009. An agreement with Cityscape has already been signed which allows our members to attend the general convention plus allow for tours and meeting rooms for AIACE sessions. The general 'Cityscape' lectures will be structured to provide AIA Learning Units.
Richard C. Spenser gave a report on the status of the upcoming Manchester UK event. The budget for the Manchester conference was approved with the following modifications to registration costs and expenses:
AIACE Registration costs should be as follows. Early Registration: Members - 290€, Spouses of Members - 190€, Non members 380€, Saturday and Sunday- 200€ Late Registration+70€.
Gala dinner of Saturday night is to remain, but lunches and tea break costs should be negotiated down or eliminated where possible.
AIACE will provide the badges for the registrants of both AIACE and AIAUK.
The issue of how to divide sponsor money, losses and surpluses, was raised. Richard Spenser is to compose a formal document which will implement the following concepts. CE and UK will each utilize the funds contributed from ‘past sponsors.’ However new ‘conference only’ sponsors should be divided between the chapters’. Conference losses/surpluses will be applied to each chapter’s final balance biased on the number of participants for ‘per head costs’. Losses/surpluses will be divided in half for ‘fixed costs’ such as venues and publicity.
The following observations were made by the board on the Istanbul program scheduled for April 2010.
Istanbul conference dates could be moved closer to Easter (Sunday, April, 4th 2010) to allow for better attendance.
The program currently has a good balance of historic and new, however there needs to be careful attention given to how the historical sites are chosen/presented, if they are going to provide learning units. Dominique Tomasov can best advice on this topic.
The choice of the Topkapi Museum should be rethought, because many participants will have already visited. It was suggested that the Koç Museum or Sabaci Museum may be better choices.
For modern sites; the shopping center ‘Canyon’ was suggested.
General lecturer “Suhaozkan” should be considered for a guest speaker.
The organizers should avoid any political overtones within their choices of topics, speakers or building sites
2009 AIA Grassroots (Washington): Marc DiDomenico, and Charles Croigny will be present
