Tag: Board of Directors

MEETING RECAP
AIA Virginia | 2019 Board of Directors
February 15, 2019
The Branch Museum of Architecture and Design

Motions Made and Approved:
The Board of Directors of AIA Virginia voted as follows:
● Approval of the December 13, 2018, Meeting Minutes
● Approval of the December 14, 2018, Meeting Minutes
● Approval of the Appointment of the 2019 Honors Committee
● Approval of the 2018 Financial Audit Report

The Strategic Plan work plan document was reviewed and the importance of obtaining feedback from AIAS members was discussed.

Written reports were provided for the following consent agenda items:

• Blueprint for Better – National Mall Initiative
• Art of Practice Update
• 2019 General Assembly Update
• PAC Update
• Publications Update
• Membership Update
• Virginia Values Veterans (V3) Program Update
• Safety Assessment Program (SAP) Training
• Emerging Leaders in Architecture Update
• ACE Update

Questions regarding the written reports were answered to provide additional clarification. Members may request a copy of these written reports by emailing AIA Virginia Executive Vice President, Corey Clayborne, AIA at cclayborne@aiava.org.

AGENDA ITEMS BASED ON STRATEGIC PLAN GOALS:

Advance knowledge and expertise of members:

A presentation was provided on the final work product of the Architecture Exchange East Task Force. In 2018, a task force was convened to conduct a review of fiscal performance, attendee and vendor satisfaction, and make recommendations to the board about the future of the program. Three proposals were offered for consideration. It was highly recommended that a planning committee is convened to shepherd annual planning and content curation.

Implement a communication program that informs and facilitates connections:

Ms. Reader abstained from voting on the 2019 Honors Committee appointments.

An update on Virginia Tech activity was provided which included the establishment of a residency program, in partnership with Autodesk, that facilitates the integration of innovative technology into the learning experience. The University Directors from Hampton University and the University of Virginia were not able to be present for the meeting.

A Director from each local component shared an update on local component activity.

DISCUSSION ITEMS:

Treasurer’s Report:
The organization’s Balance Sheet indicates the cash and cash equivalents is approximately $70k greater than at this point last year. Expenses are currently at 61% of the budget. To date, the organization has an excess of revenue over expenses of $221,494. This funding is used for operations during the spring and summer months when program revenue is minimal.

EVP Report:
An update was shared on the construction of the Bookbindery space. Construction is expected to be complete at the beginning of March. The plan is to have an Open House function for the membership in the April/May timeframe.

President-Elect’s Report:
A joint task force consisting of AIA Virginia and Branch board members was formed at the beginning of 2019 to look to the future, determine recommended collaboration strategies, identify tactics, and develop a Memorandum of Understanding (MOU) that can be supported by both boards. It is expected that the MOU will outline the relationship between the organizations as it relates to mission, finance, and programming.

New Business:
A discussion was held regarding AIA Northern Virginia and AIA Richmond’s use of The Branch’s 501c3 status to accept tax-deductible contributions.

Delegate David Toscano included AIA Virginia in his press release on a climate change/renewable energy agenda.

AIA Virginia signed onto the Governor’s Broadband Coalition letter on January 21 in an advocacy effort to provide broadband access to 660,000 Virginians.

The Region of the Virginias dinner at Grassroots will be held on Thursday, March 7 at Matchbox.

A reception will be held on Thursday, April 11 at Hampton University to allow the AIA Virginia Board of Directors to engage with the AIA Hampton Roads Board of Directors, Hampton University school of architecture faculty, and 4th and 5th-year architecture students.

AIA Virginia endorsed Senate Joint Resolution 277 which would make the first week of September of each year “Resiliency Week”.

The next meeting of the 2019 AIA Virginia Board of Directors will take place Friday, April 12, 2019, from 10:00 a.m. – 2:00 p.m. at Hampton University.

MEETING MINUTES
AIA Virginia | 2019 Board of Directors
December 14, 2018
The Branch Museum of Architecture and Design

Motions Made and Approved:
The Board of Directors of AIA Virginia voted as follows:
● Confirmation of the AIA Virginia PAC Board of Trustee nominations to the Political Action Committee
● Approval of the appointments to the 2019 Audit Committee
● Approval of the appointments to the 2019 Finance Committee
● Approval of the appointments to the 2019 Secretary’s Advisory Committee
● Approval of the appointments to the 2019 Nominating Committee

AGENDA ITEMS BASED ON STRATEGIC PLAN GOALS:

1. Position Architects as vital contributors to our built environment:

• The forum for the Blueprint for Better Communities: National Mall Initiative was held on October 26 which engaged 13 carefully selected architects/planners that represent a cross-section of the stakeholders that have an impact on the National Mall. The key takeaways provided to the AIA from the participants were that this conversation should continue, the AIA must develop core philosophical principles that will guide when and how it engages on different topics regarding the National Mall, and that the AIA should be a “unified voice”.

• AIA DC is assisting the National Capital Planning Commission as a “think-tank” regarding the re-envisioning of the link between the Lincoln Memorial and the Kennedy Center. AIA Virginia will host another Forum with stakeholders tentatively planned for April 2019. The next Steering Committee meeting will be held in Washington, DC on February 13.

2. Advance knowledge and expertise of members:

• There were 718 attendees at Architecture Exchange East 2018. There was an increase in Architect members and a decrease in student attendance. This year, more attendees rated the conference as a good value for the expense and that the experience was either “good” or “excellent”.

• The 2019 Emerging Leaders in Architecture (ELA) class has been selected. The volume of applicants for the at-large positions increased over that of last year. It was noted that the University of Virginia will not fill its designated student seat due to ELA sessions being held on Fridays, thus conflicting with studio schedules. The Steering Committee held its planning retreat on December 7 to solidify the details and structure of the 2019 program. The class project will occur in Northern Virginia.

• Planning for the Art of Practice is underway. A planning meeting was held on December 13 to explore venue options, content, and program structure. The event will be held in Northern Virginia.

3. Advocate for the Profession:

• Our proposed bill to close the Qualifications Based Selection loophole in the Virginia Public Procurement Act will be carried by House Majority Leader, Del. Todd Gilbert. Meetings with legislators on key committees are concluding as the 2019 General Assembly session is preparing to commence. The Joint Legislative Committee has begun to review bills submitted to date and will hold an organizational meeting on December 20.

• An overview of the PAC Opt-In Communications Strategy was presented which includes in-person outreach with each local component’s Board of Directors, a hard-copy mailing, the Virtual Membership Meeting, and electronic communications. If passed by the Board, it is expected that the PAC Opt-In would take effect in 2020 by way of a $10 dues increase.

• Members have invested approximately $19,500 in the PAC since December 2017. This is believed to be the most successful year for PAC fundraising in the organization’s history.

4. Implement a communication program that informs and facilitates connections:

• The Communications and Outreach Advisory Council will participate in a branding retreat in the coming months for the publication that will conclude with a June launch date. Work on the Firm Directory will begin in December with an expected launch in the first quarter of 2019.

• Work is underway to begin archiving Inform with US Modernist. The organization will explore the inclusion of Virginia Record archives as well.

• The Design Awards exhibition opened at the Branch on November 15 and will be on view until January 14. Honorees for both, the Design and Honors Awards programs, were celebrated at Architecture Exchange East and Visions for Architecture. Videos and image galleries recognizing these achievements have been posted to AIA Virginia’s YouTube channel and website.

• AIA Virginia leveraged its programming at Architecture Exchange East into a public outreach initiative by inviting members of the public to attend the Blueprint for Better Housing panel discussion as well as strategically identified sessions.

5. Become a model of a strong nonprofit and vibrant membership organization:

• There are currently 2,430 total AIA Virginia members. As of November 30, 2018, the organization has experienced a 2.19% increase in membership over the same time in 2017.

• 2019 Supplemental Dues payment requests will go out in January.

• The Virginia Tech Practice-Based PhD Symposium was held at the Washington-Alexandria campus on November 12-13. This is a key initiative under Dr. Blythe who serves as the Dean of the College of Architecture and Urban Studies.

• An update was provided on the Virginia Values Veterans (V3) program which is administered through the Commonwealth of Virginia’s Department of Veterans Services. The Department is interested in partnering with AIA Virginia in improving the pipeline to architecture for veterans.

DISCUSSION ITEMS:

University Report:
• The Virginia Tech FutureHAUS won the 2018 International Solar Competition. It was noted that the studio project in Malawi continues to move forward.

• Planning continues for the University of Virginia School of Architecture’s centennial celebrations. The Master of Architecture track will now have focus areas.

• Hampton University will host the AIA Large Firm Round Table and Deans Forum on October 22-25, 2019.

Treasurer’s Report:
• The organization’s Balance Sheet indicates the cash and cash equivalents is approximately $100k greater than at this point last year. Currently, the organization’s expenses exceed its revenue by (-$869). This is expected at this point in time in the year. For comparison, the organization was at (-$17,580) at this same point in time in 2017.

• The 2018 Audit Committee reviewed the audit on December 12. The opinion of the auditors was that the financial statements present fairly, in all material respects, the financial position of AIA Virginia and Affiliate (PAC). The Committee requested the audit to be finalized.

EVP Report:
• It is expected that AIA Virginia’s operations will move to the Bookbindery Building by March 1, 2019.

• An overview of the Supplemental Dues Replacement Plan was presented. The goal of the organization is to strive for a budget neutral impact within five years. The plan identifies ways to reduce annual expenses incurred combined with finding strategic ways to increase revenue within the existing staff’s workload.

President-Elect’s Report:
• The Executive Committee will hold a facilitated planning retreat on January 11-12 in Winchester, Virginia. This meeting will set the stage and form momentum for the strategic plan update process.

New Business:
• The April Board meeting will be held on April 12, 2019 to avoid Easter holiday conflicts. The meeting location will be at Hampton University.

The next meeting of the 2019 AIA Virginia Board of Directors will take place Friday, February 15, 2019 from 10:00 a.m. – 2:00 p.m. at The Branch Museum of Architecture and Design.

MEETING MINUTES
AIA Virginia | 2018 Board of Directors
October 12, 2018
The University of Virginia

Motions Made and Approved:
The Board of Directors of AIA Virginia voted as follows:
Approval of the August 3, 2018 Meeting Minutes

SUMMARY ITEMS BASED ON STRATEGIC PLAN GOALS:

Position Architects as vital contributors to our built environment:
This initiative will continue under AIA National’s “Blueprint for Better Communities” initiative with the support of AIA DC and AIA Maryland. There will be a forum on October 26 at the District Architecture Center that will bring together carefully selected participants to discuss how the AIA can be a resource to National Mall stakeholders.

Advance knowledge and expertise of members:
An Architecture Exchange East Task Force work session was held on October 5. The Task Force will be seeking feedback at the upcoming Architecture Exchange East.

HipHop Architect, Michael Ford, Assoc. AIA, has been added to the General Session of the conference. In addition, a panel discussion on housing equity, including Roy Decker, Principal of Duvall Decker; Bernard Rogers, Vice President of Real Estate Development with Better Housing Coalition; and Christine Marra, Director at Virginia Poverty Law Center has also been added. AIA Virginia is partnering with the AIA Hampton Roads Young Architects Forum to launch [yaf]CON as part of the conference. It is noted that the organization has partnered with AIAS National and Preservation Virginia for content.

Nominations for the Emerging Leaders in Architecture (ELA) program are open. The 2019 class project will be held in Northern Virginia. The ELA Steering Committee is seeking a Vice-Chair from AIA Hampton Roads. The Steering Committee will hold a planning retreat on December 7. Tuition for the ELA program has been increased for 2019 to provide additional funds for program enhancement.

Advocate for the Profession:
In-District educational outreach efforts continue with legislators on key committees to explain the importance of Qualifications Based Selection (QBS) and the 2019 legislation that will be introduced by AIA Virginia and ACEC Virginia to close the existing QBS “loophole” in the Virginia Public Procurement Act.

AIA Virginia members have invested approximately $12,500 since December 2017 in the PAC.

The PAC Board of Trustees recommends a $10 PAC Opt-In option for the 2020 dues cycle. This recommendation is the result of research around several AIA state components that have implemented similar programs combined with the vitally important need to increase AIA Virginia PAC participation by its members. It was agreed that a plan such as this requires extensive communication with the membership.

Implement a communication program that informs and facilitates connections:
The Communications and Outreach Advisory Council recommends engaging a branding consultant for the digital publication. This effort would delay publication but not expected to impact the budget.

Become a model of a strong nonprofit and vibrant membership organization:
Membership has increased by 35 members since July 31, 2018. There are currently 2,397 total AIA Virginia members. The Council is planning a membership drive aimed at Emerging Professionals.

AIA Virginia was represented at the NCARB Region 2 Symposium at Drexel University on October 4–5, 2018 by its Member Services Vice President. The symposium’s content focused on the interactions between education, practice, and the regulatory environment.

University Update:
The Virginia Tech FutureHAUS is on its way to Dubai for the 2018 International Solar Competition.

The University of Virginia is in the process of planning the university’s bicentennial and the school of architecture’s centennial celebrations.

DISCUSSION ITEMS:

Treasurer’s Report:
The organization’s Balance Sheet indicates the cash and cash equivalents is approximately $75k greater than at this point last year. The majority of expenses associated with Architecture Exchange East are still being incurred.

President-Elect’s Report:
The Firm Roundtables will be held during Architecture Exchange East. The meeting will take place at the Greater Richmond Convention Center and the Welcome Reception will take place at The Hippodrome.

New Business:
Due to time constraints, there was board consensus to move the Supplemental Dues Replacement Plan and V3 Program discussions to the December board meeting agenda.

Next Meeting:
The next meeting of the 2018 AIA Virginia Board of Directors will take place Thursday, December 13, 2018 from 4:00 p.m. – 6:00 p.m.

MEETING MINUTES
AIA Virginia | 2018 Board of Directors
August 3, 2018
The Branch Museum of Architecture and Design

Motions Made and Approved:
The Board of Directors of AIA Virginia voted as follows:
● Approval of the June 15, 2018 Meeting Minutes
● Approval of the motion to award Reggie Jones, Esq. the Architecture Medal for Virginia Service
● Approval of the AIA Virginia Honors Committee award recommendations
● Approval of U.S. Modernist request to include INFORM in digital archive
● Approval of placing the proposed bylaws change regarding the creation of a Disaster Assistance Committee before the membership in November at the Annual Meeting
● Approval of the 2019 AIA Virginia Slate of Officers

Motions Made and Approved in Closed Session:
The Board of Directors of AIA Virginia voted as follows:
● Notify Branch House Associates, LLC that the existing lease agreement will not be renewed.
● Empower the Executive Committee to make decisions on behalf of the Board of Directors regarding the execution of a lease at a location suitable for the organization’s operations

SUMMARY ITEMS BASED ON STRATEGIC PLAN GOALS:

1. Position Architects as vital contributors to our built environment:
National Mall Initiative: This initiative will continue under AIA National’s “Blueprint for Better Communities” initiative with the support of AIA DC and AIA Potomac Maryland. The three components are working together in strengthening the AIA’s voice as a resource on the National Mall. AIA DC and AIA Virginia recently submitted grant applications to the Institute. AIA Virginia will hold a one-time gathering on October 26 that brings together approximately 20 carefully selected participants, predominantly architects, to discuss how the AIA can be a resource to National Mall stakeholders.

Documenting Modern Architecture: The Department of Historic Resources would like to reconvene in the fall to hold a survey training workshop for the selected AIA members interested in surveying the Highland Hills neighborhood.

House Select Committee on School Safety: Bill Brown, AIA and Rob Winstead, AIA will present to the Infrastructure and Security subcommittee of the House Select Committee on School Safety on either August 16 or 17. On behalf of AIA Virginia, they will present on the design trends of schools since Columbine, the types of school spaces architects design, recent research findings regarding learning environments, and the differences in designing for new construction versus renovation.

2. Advance knowledge and expertise of members:
The Architecture Exchange East Task Force work session was held on June 29. The Task Force explored the format, content, and financials of Architecture Exchange East. There will be a progress check-in call in September, and a follow-up meeting will be held on October 5. The group is also exploring a way for members to give feedback at the upcoming conference in November

The AIA Virginia Student Prize will be moved to January.

The Art of Practice will take place in Northern Virginia and be similar to the Meeting of the Roundtables in format. The event will coincide with the Fellow’s Fete.

The Emerging Leaders in Architecture Steering Committee is exploring modifications to the existing program. Next year’s class project will be in Northern Virginia.

The next ACE Event will be in September in Lynchburg with Western Virginia Higher Education clients.

3. Advocate for the Profession:
The organization is investing $17,000 in closing the Qualifications Based Selection loophole in the Virginia Public Procurement Act. Williams Mullen will undertake educational sessions with pertinent legislators around the Commonwealth prior to the start of the General Assembly session. AIA members will be invited to participate in these educational sessions.

The PAC is currently at 76 investors.

4. Implement a communication program that informs and facilitates connections:
The Communications and Outreach Advisory Council recommends retaining the name INFORM but refreshing the identity and tagline. Work has begun on the branding of the new digital publication.

Work has commenced regarding the build out of the Firm Directory.

5. Become a model of a strong nonprofit and vibrant membership organization:
Membership increased by 30 members since June 30, 2018. There are currently 2,362 total AIA Virginia members.

The Member Services Advisory Council sent a survey to approximately 1,000 licensed resident architects from Virginia who are not AIA Virginia members. The organization incurred a 34% response rate. It was noted that 70% of respondents had once been AIA Virginia members. Another key takeaway was the tie between the perceived value of membership and dues were not in alignment.

The Memorandum of Understanding between AIA Virginia and the local AIA components was endorsed by all signatories.

6. University Update:
Robert Easter, AIA will Chair the Diversity Task Force, and it will focus on the participation of African Americans in the profession of architecture. The Large Firm Roundtables at the national level is collaborating with Historically Black Colleges and Universities.

DISCUSSION ITEMS:

Treasurer’s Report:
• AIA Virginia’s total excess revenue over expenses is over $124,000 greater this year than at this point in time last year.

• A contribution of $25k was made to the Financial Contingency Fund.

President-Elect’s Report:
• The Supplemental Dues Replacement Plan is being reviewed by the Director of Finance and will be reported to the Executive Committee in September and full board in October.

• The updated AIA Virginia website is currently in place.

Executive Vice President’s Report:
• The Executive Vice President attended the State Government Network Conference in Madison, Wisconsin from July 9-13. This is AIA National’s government advocacy meeting and covered topics like school safety, resiliency, Political Action Committees, the regulatory environment and qualifications based selection.

• AIA Virginia will be a sponsor of the 2018 International Code Council Annual Conference in Richmond.

New Business:
• A first draft of the Business Continuity Plan, which details how the organization would continue in the event of a disaster or interruption of service delivery was presented.

• The Board discussed a Public Outreach Plan document, which has four primary areas that demonstrate how AIA Virginia will support the efforts of the Branch. These areas are an annual exhibition, scholarships, Virginia By Design Awards, and Architecture Camps.

Next Meeting:
The next meeting of the 2018 AIA Virginia Board of Directors will take place Friday, October 12, 2018, from 10:00 a.m. – 2:00 p.m. at The University of Virginia in Charlottesville.

MEETING MINUTES
AIA Virginia | 2018 Board of Directors
June 15, 2018
The Branch Museum of Architecture and Design

Motions Made and Approved:
The Board of Directors of AIA Virginia voted as follows:
● Approval of the April 6, 2018 Meeting Minutes
● Confirmation of the new 2018 AIA Virginia PAC Board of Trustees
● Approval of the revisions to the AIA Virginia Directory of Public Policies and Position Statements – Category I: The Architect through June 2019
● Approval of the revisions to the Rules of the Organization
● Approval of a minimum contribution of $10,000 to the Financial Contingency Fund
● Approval of the AIA Virginia 2018-2019 Annual Budget

SUMMARY ITEMS BASED ON STRATEGIC PLAN GOALS:

1. Position Architects as vital contributors to our built environment:
• Safety Assessment Program (SAP) Training: AIA Virginia’s first-ever SAP Training was held in Norfolk on June 9. The training credentialed architects, engineers, and building inspectors so that they can assist the Commonwealth of Virginia in the evaluation of facilities and buildings in the aftermath of a disaster. AIA Virginia is exploring hosting another training in conjunction with Architecture Exchange East.

• Gubernatorial Appointments: A slate of nominees approved by the Executive Committee for the Commonwealth of Virginia’s Art and Architectural Review Board and Department of Housing and Community Development Board were submitted to the Commonwealth of the Secretary’s office.

• National Mall Initiative: This initiative will continue under AIA National’s “Blueprint for Better Communities” initiative with the support of AIA DC and AIA Potomac Valley. The identified “Champions” will attend the State Government Network conference in Madison, Wisconsin in July.

2. Advance knowledge and expertise of members:
• The Council is creating a checklist for content deployment of AIA Virginia’s signature educational events.

• The Architecture Exchange East Task Force held its initial organizational teleconference on May 2 and will have its in-person kickoff meeting on June 29 in Richmond. Programming for the 2018 conference is underway including securing Francis Kéré, Hon. FAIA as the keynote speaker.

• The Emerging Leaders in Architecture leadership team is engaging alumni to serve on the Local Organizing Committees.

3. Advocate for the Profession:
• The state budget was passed with the expansion of Medicaid. Williams Mullen will provide targeted educational outreach to legislators over the summer as an additional service as the Joint Legislative Committee looks to close a loophole in the Virginia Public Procurement Act regarding Qualifications Based Selection.

• PAC participation is at 100% for the following Boards: AIA Northern Virginia, AIA Hampton Roads, and AIA Virginia. Outreach efforts continue as less than 3% of the total membership has participated to date.

4. Implement a communication program that informs and facilitates connections:
• According to the Member Publication Survey, there is a clear desire by the membership for a free publication with a preference toward digital delivery.

• The Council is researching tools that will allow the segmentation of email lists based on member-selected preferences. AIA National expects to release a tool next year that would facilitate these efforts.

• The AIA Virginia website update is in the final stages for expected release in July.

5. Become a model of a strong nonprofit and vibrant membership organization:
• The membership count to date is 2,307 members. As of April 2018, there has been a 1% increase in membership over April 2017.

• Twelve leaders representing all six Virginia components met on May 18 in Richmond to discuss the AIA accreditation process. All components will be submitting proof of the delivery of the seven core member services this year beginning September 15. The Memorandum of Understanding between AIA Virginia and the local AIA components will be updated by September 1.

6. University Update:
• The AIAS chapter at the University of Virginia is growing in membership. The University recently appointed a new Chair of the Architecture Department. In addition, the School is preparing for its bicentennial year.

• Virginia Tech will host a reception at A’18. The College of Architecture and Urban Studies’ initiatives shared at the AIA Virginia April Board of Directors meeting continue to progress.

DISCUSSION ITEMS:

Bylaws Taskforce Update:
• The Task Force has focused primarily on the Financial Contingency Fund requirements, inclusion of the Advisory Councils, and addition of the Disaster Assistance Committee. The Board discussed the current size and composition of the AIA Virginia Board. It was decided that the board composition should be reviewed holistically and will be discussed further as an integrated topic of the Strategic Plan.

Dues Indexing:
• The annual dues increase for the 2019 membership year as approved by the AIA National Board of Directors was reviewed and discussed. The AIA Virginia Rules of the Organization indicates that an annual dues increased indexed to AIA National’s annual dues adjustment shall be enacted without further action of the Board.

Treasurer’s Report:
• Booth sales for Architecture Exchange East 2018 continue to progress. AIA Virginia’s total excess revenue over expenses is nearly $143,000 greater this year than at this point in time last year. The organization has exceeded its dues revenue goal by $17k. It is estimated that approximately $20k will be received in Design Awards revenue in June.

• A contribution of at least $10k will be made to the Financial Contingency Fund at the end of the fiscal year.

President-Elect’s Report:
• Significant progress was reported in Areas 2, 4, and 5 since the April Board of Directors meeting on the execution of the 2017-2020 Strategic Plan. Activities responsible for this progress include website redesign, Architecture Exchange East Task Force work, and development of the Board Leadership Succession Plan.

• The draft of the Board Leadership Succession Plan was reviewed and discussed. An outreach component will be added to the plan.

New Business:
• The 2018 Candidates for National Office were discussed. Voting will occur at A’18.

• An update was provided by a Trustee on the Branch Museum of Architecture and Design activities which included the Coloratura exhibit, financial position, and fundraising efforts.

Next Meeting:
The next meeting of the 2018 AIA Virginia Board of Directors is August 3, 2018 at The Branch Museum of Architecture and Design.

MEETING MINUTES
AIA Virginia | 2018 Board of Directors
February 16, 2018
Summary of Actions

Motions Made and Approved:
The Board of Directors of AIA Virginia voted as follows:
● Approval of the December 8, 2017 (Morning Session) Meeting Minutes
● Approval of the December 8, 2017 (Afternoon Session) Meeting Minutes
● Approval of the Executive Committee to work with the Virginia Department of Emergency Management to refine and finalize the Memorandum of Understanding
● Approval to finalize the Memorandum of Understanding with the Virginia Department of Historic Resources regarding the Survey of Modern Buildings Pilot Program
● Appointment of the 2018 Secretary’s Advisory Committee
● Approval of the 2017 AIA Virginia Financial Audit
● Appointment of 2018 Finance Committee
● Appointment of the 2018 Nominating Committee
● Appointment of the 2018 Honors Committee

SUMMARY ITEMS BASED ON STRATEGIC PLAN GOALS:

1. Position Architects as vital contributors to our built environment:
• Resiliency Partnership with Virginia Department of Emergency Management (VDEM): A discussion was held regarding the contents of the draft Memorandum of Understanding provided by VDEM. Board comments were provided for incorporation into the final document.

• National Mall Initiative: The “Resolution to Request the AIA Pursue Legislative Action Regarding the National Mall” as adopted unanimously by the AIA Virginia Executive Committee at its meeting on January 16, 2018, was shared. The Board of Directors approved requesting AIA National to lead a visionary planning effort of the National Mall at its August 18, 2017, meeting. It was noted that AIA Maryland adopted an identical resolution.

• Virginia Department of Historic Resources (VDHR) Survey of Modern Buildings Pilot Program: A draft Memorandum of Understanding was presented that delineated the scope of the pilot program. The goal of the program is to inventory historic buildings in Virginia from the 20th century which VDHR has a significant need of. The pilot program will occur in one local AIA chapter.

2. Advance knowledge and expertise of members:
• The Virginia Design Forum XIII will occur April 6-7, 2018 at the Taubman Museum in Roanoke, Virginia. The title of the Forum is called Blur: The Shifting Boundaries Between Art, Technology, and Architecture. Local legislators will be invited to the event.

• The Fellows Fete will occur on April 28, 2018, in Richmond to celebrate five new Fellows in the Region of the Virginias.

• The Professional Excellence Advisory Committee is currently establishing the scope and boundaries of the Architecture Exchange East Task Force.

• The new leadership structure for the Emerging Leaders in Architecture (ELA) program has been established and consists of a Chair, Vice-Chair, Past-Chair, Emeritus Advisor, and one leader from each local AIA Chapter.

3. Advocate for the Profession:
The 2018 PAC goal is $15,000.

The first ACE Joint Owner Forum event, a joint venture of the Virginia components of AIA, AGC, and ACEC will be held on February 20, 2018, in Richmond. This forum will be with the Commonwealth of Virginia’s Department of General Services and be followed by a legislative reception.

4. Implement a communication program that informs and facilitates connections:
The findings of the E-Communications survey were presented which had over 540 respondents.

The Communications and Outreach Advisory Committee is currently working on the scope of a Publication Workgroup. The workgroup would define the audience, provide aesthetic guidance, and general content boundaries for a future publication.

5. Become a model of a strong nonprofit and vibrant membership organization:
The 2017 membership count ended at 2,389 members.

The final fully executed Chartwell Capital Advisors Memorandum of Understanding that seeks to provide Financial Planning Services, Legal Services, Health Insurance, Commercial and Personal Lines Insurance, and Ancillary Benefits to AIA Virginia members was presented.

DISCUSSION ITEMS:

Treasurer’s Report:
AIA Virginia’s total revenue is nearly $50,000 greater and expenses are approximately $45,000 less than at this point in time last year.

EVP Report:
A briefing was provided on the December 2017 APELSCIDLA Meeting. The next APELSCIDLA Meeting is scheduled for March 20, 2018.

Outreach efforts continue and include events in Alexandria, Charlottesville, Danville, and Hampton.

President’s Report:
AIA Grassroots is in San Diego from March 12-14, 2018.

Next Meeting:
The next meeting of the AIA Virginia Board of Directors will be held on April 6, 2018, at Virginia Tech (Blacksburg).

Read a summary of actions from the final meeting of your 2017 board of directors.

AIAVA Board Meeting Recap_12.08.2017_Components

MEETING MINUTES
AIA Virginia | 2017 Board of Directors
August 18, 2017 (Virtual Meeting)
Summary of Actions

Motions Made and Approved:
The Board of Directors of AIA Virginia voted as follows:

• Approval of the June 16, 2017 minutes.
• Approval of the 2017 AIA Virginia Honors Awards recommendations.
• Approval of endorsement of the National Trust for Historic Preservation advocacy letter for preserving the federal Historic Tax Credit.
• Approval of requesting AIA National to lead a visionary planning effort of the National Mall.
• Approval of the AIA Virginia 2018 Slate of Officers and Associate Director.

SUMMARY ITEMS BASED ON STRATEGIC PLAN GOALS:

1. Position Architects as vital contributors to our built environment:
   1. Documenting Historic Buildings Initiative: Discussions are underway regarding an initiative that would involve inventorying and documenting 20th century [modern] buildings located throughout Virginia. This initiative is an opportunity to engage AIA Virginia members, universities, The Branch Museum of Architecture and Design, and the Virginia Department of Historic Resources (VDHR). This initiative would likely begin as a pilot-program in one local AIA chapter.
   2. Design Awards Update: Yvonne Szeto, FAIA is serving as the jury chair. She is a partner with Pei Cobb Freed & Partners and has served as lead designer on numerous civic, institutional, cultural, academic, and corporate headquarters projects. She has worked on the Grand Louvre (Paris, France) and several Virginia-based projects at Christopher Newport University and Virginia Tech.
2. Advance knowledge and expertise of members:
   1. The AIA National Research Summit occurred this past June in St. Louis and was attended by AIA Virginia staff member, Marshall Dreiling. AIA National plans to engage in research with academia to advance the practice and profession at large.
   2. Registration for AIA Virginia’s annual conference, Architecture Exchange East, opens on August 28.
   3. An Emerging Leaders in Architecture (ELA) program Visioning Summit will be held in mid-September to evaluate what the program should encompass to be viable for another 10 years.
   4. The Virginia Design Forum XIII will occur in April 2018 in Roanoke, Virginia.
3. Advocate for the Profession:
   1. The second annual AIA National SpeakUp conference was held in Denver, CO from July 19 – 21 and was attended by Sean Reilly, AIA on behalf of AIA Virginia. SpeakUp is the AIA’s flagship advocacy training event and attendees participate in a multi-phased group campaign strategy and team building experience.
   2. Christine Snetter, AIA was reappointed to the APELSCIDLA board and Mel Price, AIA was appointed to fulfill a vacated position on the APELSCIDLA board. These are gubernatorial appointments.
   3. On August 16, 2017, AIA Virginia participated in a meeting with U.S. Senator Warner’s office in Richmond to discuss the extension of the Energy Efficient Commercial Building Tax Deduction (Section 179D). Section 179D expired at the end of 2016.
4. Become a model of a strong nonprofit and vibrant membership organization:
   1. The AIA Virginia Bylaws requires a ‘mea culpa’ clarification that will be voted on at the AIA Virginia Annual Meeting at Architecture Exchange East on November 2, 2017. This change makes the Component Director a more inclusive position which was the intent of the committee during the bylaws review.
   2. The Listening Tour has commenced by the Executive Vice President and is being received favorably by the membership. The purpose of the visits is to establish the member’s perception of the value of membership and to better understand firm needs in today’s practice environment.

DISCUSSION ITEMS:
Component Director Allocation:
The results of the Component Director Allocation were discussed as a result of the recent bylaws change that mandates 13 of these directors. Previously, the bylaw language indicated up to 13. AIA Northern Virginia and AIA Richmond will each receive an additional director for 2018. A letter from the Executive Vice President is forthcoming to these respective chapters.

Treasurer’s Report:
Currently, there is a 10% improvement over last year’s financials at this time regarding the excess of revenue over expenses.

EVP Report:
The Executive Vice President attended the CACE Annual Meeting in Portland, OR from August 9 – 11 and continues to initiate partnerships with collateral and allied organizations such as AIAS, ASLA, Preservation Virginia, and AGC.

President’s Report:
The AIA Women’s Leadership Summit is occurring at the Grand Hyatt Hotel in Washington D.C. on September 14-16. AIA Virginia is a sponsor of the host reception that will be held on September 14 at AIA National Headquarters.
AIA Hampton Roads Board of Directors has 100% PAC participation.

Next Meeting:
The next meeting of the AIA Virginia Board of Directors will be held on October 20, 2017

TALKING POINTS
From AIA Virginia 2016 Board of Directors Meeting – October 14, 2016
With all but two board members in attendance and the inclusion of several guests for portions of the meeting, the following business was conducted by the board:

Check-in on Strategic Plan:
President-elect Brown noted that staff had developed a plan to facilitate the focused work of the Councils and staff team around the Strategic Plan. They will create a visual dashboard to allow tracking against the plan as well as a standardized agenda and report format for each council and committee, intended to facilitate higher level planning and greater engagement.

President’s Topics:
President Vlattas:

• Recognized the staff team for its work in preparation for ArchEx as well as in other areas.
• Offered advanced introduction of anticipated guests and topics related to the APELSCIDLA Board, including their mission and vision, NCARB Model Law, and collaborative opportunities.
• Encouraged board members to seek supporters and sponsorships to help close the revenue gap created by the phased elimination of supplemental dues.
• Reported on his participation in the HRTC Joint Subcommittee Hearing August 29, at which he was slated to speak. The Virginia Historic Rehabilitation Tax Credit is under evaluation by legislators for potential reduction or elimination. There was a strong contingent in attendance who support the program due to its value; while he was not able to speak due to time constraints, an AIA Virginia position statement was distributed.
• Noted that the John Braymer Leadership Circle (AIA Virginia’s past presidents) will meet at ArchEx.

President-elect’s Topics:

President-elect Brown indicated that the AIA Virginia Large Firm Roundtable will meet at ArchEx; the agenda includes a legislative update, a presentation of the new Strategic Plan, the phased elimination of supplemental dues, his 2017 vision, engaging emerging professionals, and a roundtable discussion.

Treasurer’s Report (Ms. LeFever):

• The cash position is up $48,640.92 mostly due to Architecture Exchange East.
• Accounts payables increased by $3,453.69 from the August 2016 month end, and are holding steady, thus leaving current year earnings at $18,869.34 (up $40,696.91).
• Revenue for September increased by $126,319 compared to August 2016, while expenses increased by $85,631 due to increase in payables for upcoming events.
• On the 2017 Dues Collection Report, all income received has been placed on prior year amounts. 2016 totals will be updated at the bottom of the report, which will ensure that the current numbers of members and income received is reflected.
• Rolls show eight new Architect members and six new Associate members for September.
• The dues invoicing process is moving forward based on input from the local components.

Secretary’s Issues:
Secretary Keplinger reported on the work of the Bylaws Task Group:

• Revisions to the Bylaws and Rules of the Board have been a large task for which he thanks the task group.
• The Bylaws are nearly finalized and will soon be shared with the Board.
• They will serve as a guideline; much of the prescriptive language is being transitioned to the Rules of the Board.
• With the resignation of one of the task group members, incoming Secretary Jeanne LeFever will be joining the task group.
• By October 27, a draft of the revised Rules of the Board will be provided to the Task Group. They will meet November 10 to review that document.
• The task group may move forward the date each document is available to the Board to allow more time for board review since the Bylaws, in particular, will be ready sooner.
• Mr. Keplinger will continue to chair the group in 2017 to finalize its work.
• Board members were asked to save the date of February 9, 2017 at 4:00 p.m. for a special board-only webinar-style presentation to review the documents in detail. This is in preparation for the Board of Directors meeting on February 17, 2017 where a vote is anticipated.
• Mr. Keplinger encouraged all Board members to attend the Annual Membership Meeting at Architecture Exchange East and to remind others. He reviewed the planned agenda for the meeting, noting that it will not be necessary for the Membership to vote on supplemental dues. A resolution recognizing sponsors and exhibitors will be acted upon, as well as the election of 2017 officers.

ADVISORY COUNCIL REPORTS:
Communications + Outreach (Mr. Reis):

• Board members were encouraged to attend Architecture Exchange East and to be active on the exhibit floor, thanking vendors and sponsors. All are encouraged to invite others to the event, as registration numbers are somewhat behind expectations.
• The council discussed the Strategic Plan and its implementation and developed the following strategy: (a) Create a strategic plan for C&O; (b) Investigate tools and plans to engage the public; (c) Increase relationships with media; and (d) Share relevant info from educational event with broader community.
• The council also discussed communication tactics including the website and a blog. Consultants will be engaged to assist in some of these.

Government Advocacy (Mr. Colley):

• Further to the Aug. 29 meeting of the Joint Subcommittee to Evaluate Tax Preferences, the AIA Virginia contingent urged lawmakers to reject any efforts to eliminate or cap the credit. Legislators are primarily interested in data on the ROI, particularly post-construction benefits.
• At the request of AIA National, AIA Virginia organized a meeting scheduled for October 20 with Senator Warner’s staff to request his support for an extension of the Energy Efficient Commercial Building Tax Deduction 179D.
• Like the other councils, the Government Advocacy Council is developing a process for implementation of the Strategic Plan.
• Ms. George participated in a panel discussion for the Virginia Association of Government Procurement’s Fall Conference in Fredericksburg October 13; the panel outlined typical insurance and risk management issues around standard of care, indemnity, and other uninsurable Terms & Conditions.
• The AIA is monitoring the Allow Act, which removes regulation for different types of occupations for those in overregulated professions.
• Contributions to the AIA Virginia PAC were encouraged.

Professional Excellence (Ms. Reader):

• Panelists for the opening session of Arch Ex are set. As registrations are somewhat low, the staff team is developing strategies for more targeted outreach to encourage participation.
• The ELA’s first public presentation is today at 5:00 p.m., focusing on their solutions for eliminating food deserts in the City of Richmond. Recruitment for the 2017 ELA class is underway and nominees are being sought.
• AIA Virginia Prize judging will occur October 19 and the winner will be announced at Architecture Exchange East.
• The Art of Practice conference is set for March 31, 2017 in Northern Virginia; development of content with the help of chair Maggie Shubert is ongoing.
• Planning for Design Forum XIII has begun; it will be held spring 2018 in the Blue Ridge region, likely at the Taubman Museum of Art.
• The Fellows Breakfast will be held at 9:00 a.m. on Saturday, November 5 at LuLu’s, Richmond.
• The Fellows Fete is scheduled for March 18, 2017 in Blacksburg with Jack Davis, Bob Dunay, and Donna Dunay handling much of the local planning.

Executive Vice President’s Topics (Ms. Dreiling):

• Ms. Dreiling referenced her written report that was sent electronically the day prior.
• Regarding ArchEx, targeted outreach efforts towards additional attendees are underway along with efforts to boost exhibit booth sales. She thanked Board member firms which had particularly high attendance.
• A Member Service Agreement has been entered into with AIA Richmond to assist them with administrative, clerical, legal, and planning efforts after the loss of their admin help.
• The Branch Museum of Architecture and Design is structuring a financial model to facilitate scholarship and other 501(c)3 (tax deductible) donations by members to local chapters.
• The Component leadership call will occur October 19 and the agenda is on the Board site.
• All board members are encouraged to attend Visions for Architecture at the VMFA.
• The December meeting will include a Thursday evening social/dinner December 1 followed by Board meetings on Friday, December 2 for both the 2016 and 2017 boards.
• Under a new initiative, research has been conducted relative to the number of states with the position of “State Architect.” This effort is intended to determine whether it makes sense for AIA Virginia to propose or resolve to support the creation of a State Architect position in Virginia. Advocacy for this would be of great interest to our members.
• Research about how other states operate in terms of their State Licensing Boards has been provided on the board’s site.

Engagement – Board for APELSCIDLA:
Mr. Vlattas welcomed Bob Boynton, FAIA, member, and Kate Nosbisch, Executive Director, both of the State Licensing Board in Virginia.

Mission of the Board – Ms. Nosbisch noted that all their meetings are open to the public. The Virginia state board is a “composite board” under the umbrella agency of DPOR, where there are 18 boards. Virginia has just over 7,000 resident and non-resident licensed architects. Virginia’s licensing and renewal fees are low due to the nature of the composite board; all of their income is from licensing fees. They accept all related CE’s (HSW is not required). The collaboration among the various professions is very positive; this is a pro to the composite board structure compared to an autonomous (single-entity) board.

Alignment with NCARB Model Law – Many items recommended by NCARB are supported but can’t be implemented due to certain processes and statutes. She wishes to compare NCARB Model Law with regulations currently in place so that changes can be made.

Areas of collaboration with AIA Virginia – She commented on the positive relationship that already exists between the two executive directors. Ms. Nosbisch would appreciate having a way to more appropriately recognize newly-licensed individuals and there could also be collaboration on newsletters/news. She encouraged board members to sign up online for electronic updates and to receive state board meeting notices.

Mr. Vlattas presented a Presidential Citation to Bob Boynton in recognition of his 17 years of meritorious service to the board on behalf of the profession.

A working luncheon was held with guests and all joined the ELA for a brief time. This was followed by an Executive Session where items of a confidential nature were discussed.

In summary, the Board of Directors of AIA Virginia voted to approve:

• The August 19, 2016 Meeting minutes.
• (No other formal actions were taken by the board.)

TALKING POINTS
From AIA Virginia 2016 Board of Directors
Meeting – June 17, 2016

In a meeting that was well-attended and quite intense due to the insertion of a virtual membership meeting, the following business was conducted by the board:

Strategic Planning:

AIA Virginia First Vice President/President-elect Bill Brown, AIA sought and received Board support (which was unanimous) for two crucial items:

• Adoption of the Strategic Plan: The 2017-2020 plan was developed with board engagement and was reviewed by board members prior to the meeting. It includes five primary goals:
• Elevate public awareness by positioning architects as vital contributors to our built environment.
• Advance the knowledge and expertise of members.
• Advocate for the profession.
• Implement a communication program that informs and facilitates connections.
• Become a model of a strong nonprofit and vibrant membership organization.

Discussion included an ongoing check-in on the plan for progress; implementation tactics by staff team members; and appreciation to those with key roles in the process.

• Elimination of Supplemental Dues: A key element of the Strategic Plan includes the phased elimination of Supplemental Dues for firms. This is something that has been called for by our members for many years.  Upon much study, a four-year approach was adopted.  It eliminates the dues on architect members in the first year (2017), Associate members in the second year (2018), non-member architects in the third year (2019), and technical employees in the final year (2020).  Firms will be invited to support the special initiatives of the organization on a voluntary rather than compulsory basis into the future.

While the dues amount is set by the board, the member obligation for Supplemental Dues is included in the Bylaws; thus, this item will be considered and voted upon by the membership at the Annual Meeting during Architecture Exchange East on November 3, 2016.

Treasurer’s Report:

Treasurer Jeanne LeFever, AIA reported on:

• Financial updates: Fiscal year 2016 will conclude with a surplus. While some revenues were not as high as anticipated, expenses have been held down.  Given the elimination of Supplemental Dues, the board decided not to make a contribution to reserves/net assets.  Additionally, non-dues revenue opportunities will be aggressively sought.
• 2017 Budget: Because of the reduction in revenue from Supplemental Dues, all other areas were carefully studied. With explanation provided by Jeanne, the budget passed unanimously.
• Budget Projections: Jeanne also reviewed budget projections into the year 2019, which has been carefully studied in light of the elimination of Supplemental Dues.

At this point, the group joined the AIA Virginia virtual Membership Meeting.

President’s Report:

AIA Virginia President Nick Vlattas, AIA offered a report on the AIA Convention in Philadelphia.  As the official delegate for AIA Virginia, he attended all business meetings and caucuses, and found the overall experience to be extremely enlightening, rewarding, and inspiring.  A reception was held for all attendees from The Virginias region, where many gathered to network.  During another regional event, Brian Frickie, AIA was elected as the new Regional Representative; he will represent The Virginias region on the AIA Strategic Council.  The next convention is in Orlando, Florida in April 2017.

President-elect’s Report:

AIA Virginia President-elect Bill Brown, AIA provided several updates:

• Large Firm Roundtable: The AIA Virginia Large Firm Roundtable met earlier in the week to discuss issues of mutual interest and concern. They received updates on many AIA Virginia initiatives, and held a ‘round robin’ session regarding their major ideas and issues.
• Nominating Committee: A meeting of the Nominating Committee will follow the Board meeting. The committee, comprised of Bill Brown, AIA (Chair); Nick Vlattas, AIA; Valerie Hassett, AIA; JW Blanchard, AIA; and Corey Clayborne, AIA, will develop a slate of 2017 officer candidates.

Secretary’s Report:

On behalf of Secretary Eric Keplinger, AIA, EVP/CEO Helene Combs Dreiling, FAIA, covered:

• Bylaws: As a part of the process for a comprehensive review and revision of the AIA Virginia Bylaws, AIA General Counsel Jay Stephens was brought in. Based on Jay’s comments, the Bylaws Task Group will proceed with finalizing the draft, which will be considered by the board in September and the membership in November.
• Dues: The board voted to index dues in alignment with the AIA’s CPI of 2.1%, providing for an increase of $6.00 per architect member and $3.00 per Associate member.
• AIAVA SAC: As provided for in the Bylaws, the AIA Virginia Secretary’s Advisory Committee was formed. Chaired by the Secretary, the group will include these Presidential appointments:  Rebecca Edmunds, Assoc. AIA; Ellen Cathey, AIA; Sean Reilly, AIA, and Mitch Rowland, AIA.
• Rules: The Rules of the Board were approved to incorporate name changes for AIA Virginia and The Branch Museum of Architecture and Design, as well as several clean-up items.

ADVISORY COUNCIL REPORTS:

Communications and Outreach:

Vice President Rob Reis, AIA noted that:

• As part of the strategic plan (and because of reduced revenues from Supplemental Dues), evaluation of Inform as a traditional magazine will continue. The magazine is being reimagined as a mode of communication, something new and great, rather than as a specific vehicle.
• Aspects of the Strategic Plan will be communicated to the membership over time.

Government Advocacy:

Vice President Tim Colley, AIA reported that:

• Donations to the AIA Virginia PAC are up; consideration is being given to mid-term donations to legislators. More Trustees are being sought for the PAC Board.
• The Joint Legislative Committee needs one or two more architect members.
• There is a great deal of discussion surrounding the Federal 179D program; some have been urging evaluation of the program.
• Discussions are underway between NCARB and AIA Virginia relative to continuing education.
• The Speak Up Conference on government advocacy will take place in DC in July; he and Rhea George (Managing Director) are attending on behalf of AIA Virginia.
• AIA Hampton Roads has garnered 100% participation from their Board of Directors to the AIA Virginia PAC. This is an excellent accomplishment and a great model for others to follow.

Professional Excellence:

Vice President Beth Reader, FAIA reported that:

• Architecture Exchange East continues to be refined based on a successful session in 2015. Additional seminars have been added to allow members to secure their 18 LU’s.  The Branch Museum of Architecture and Design will be responsible for scheduling tours.
• The new practice conference, “The Art of Practice,” is scheduled for spring 2017, likely in Northern Virginia. It will be geared to those in all career stages and will focus on topics within: firm culture, growth, technology, and marketing and promotion.

Staff Team Perspectives and Discussion:

EVP/CEO Helene Combs Dreiling, FAIA offered the following:

• Governance: Several refinements will be made to governance processes and reporting: agenda and background materials will be numbered for easy cross-reference; in addition to single-item materials, an inclusive .pdf document will be provided; and talking points will be issued to board members following each meeting.
• Benefits: A benefits package for individual members and member firms is being considered for piloting. This program differs from others already being offered in that it will link members to one of hundreds of companies depending on what best suits their needs.  Approximately 20 firms will pilot the program for nine months before the program is hopefully extended to all.

NEW BUSINESS:

Discussion took place on several important issues and items:

• The attempt to save the API building in Reston, the only Marcel Breuer building in Virginia – AIA Northern Virginia has encouraged members to sign a petition, as has AIA Virginia. AIA President Russ Davidson, FAIA has sent a letter urging that the building be saved, and the Virginia Department of Historic Resources has also voiced their support.
• The “missing middle” – attention needs to be paid to the group of professionals aged 30-45, many of whom fled the profession during the former recession. This is having a significant impact on firms.
• Tax credits – we have recently learned that the Virginia Historic Rehabilitation Tax Credits may be in peril. The board authorized the Government Advocacy Advisory Council to act on its behalf to advocate for the retention of this important program.
• The Branch – the deadline is drawing near but the finish line can be seen. With two weeks left in the Cabell Campaign, The Branch has under $100K to raise to meet the match.  Upon raising the full $1 million, the Cabell Foundation will award The Branch $500,000.

In summary, the Board of Directors of AIA Virginia voted to approve:

• The April 15, 2016, Meeting minutes.
• The 2017-2020 Strategic Plan.
• The elimination of Supplemental Dues through a phased reduction.
• Dues indexing for the 2017 membership year.
• Minor revisions to the Rules of the Board.
• A benefits package pilot program.