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  CIPR  Council  Meeting  Minutes  –  24  February  2011   Public  Relations  Centre,   52-­‐53  Russell  Square,   London,   WC1B  4HP     Present:       Adrian   Anne   Anthony   Caroline   Catherine   Dave   Deborah   Elspeth   Gill   Imelda  

Wheeler   Gregory   Henderson   Cecil   Worboys   Sanders   Copeland   Graham   Dandy   Topping  

Jane   Jay   Jenifer   Jo   John   Julio   Keith  

Wilson   O’Connor   Stirton   McCarthy   Brown   Romo   Johnston  

Liam       Lyndsey   Matt   Matthew  

Fitzpatrick   Whiteside   McKay   Francis  

Natasha       Paul   Paul   Phil   Richard   Rob   Sally   Sean  

Tobin   Mylrea   Wynne   Morgan   Andrews   Brown   Keith   Trainor  

Stephen       Steve  

Waddington   Falla  

Stuart     Sue  

Ross     Wolstenholme  

    Apologies  received:     Bernard  Carey   Caroline  Binnie     David  J.  Crundwell       Iain  Anderson   Justin  Wilkes   Matt  Appleby   Matt  Stalker     Mark  Douglas   Miti  Ampoma     Pamela  Mounter   Quentin  Langley       Rachael  Paddick   Ross  Williamson     Sally  Sykes   Sarah  Hall   Sarah  Pinch   Tony  Halmos   Tracy  Playle   Val  Bodden    

   

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1.  Introduction  by  Paul  Mylrea     Apologies  were  noted.     Paul  Mylrea  started  by  going  through  the  agenda  items  before  Council  members  went  around   introducing  themselves.       Paul  then  reminded  new  members  of  signing  NDA  and  Declaration  of  Interest  documents.       Paul  also  thanked  Jay  O’Connor  for  guiding  the  CIPR  through  a  difficult  year  in  2010.  Going   forward  Paul  pointed  out  there  are  lots  of  challenges  including  public  sector.     Paul  reported  that  the  governance  working  group  is  reviewing  the  Charter  and  Regulations   including  the  relationship  between  Council  and  the  board,  and  that  John  Brown  chair  of  the   group  will  update  Council  with  details  next.     Paul  also  reminded  Council  members  of  their  responsibilities  of  being  an  ambassador  of  the   CIPR.     Paul  pointed  out  that  priorities  of  this  year  include  consolidation  in  finance  and  discussions  of   diversity  issues.     Jay  O’Connor  briefly  introduced  the  2010-­‐2012  Strategic  Plan  to  give  new  Council  members   background  info.     Sean  Trainer  asked  if  the  PR  professionals  should  have  a  role  to  play  in  promoting  the  benefits   of  diversity  to  the  business  community  instead  of  just  focusing  on  statistics.  Paul  responded  that   diversity  issues  should  be  discussed  around  the  country  and  be  relevant,  not  just  about  statistics.   The  PR  professionals  should  talk  to  the  wider  society  about  it.     Jo  McCarthy  asked  how  the  CIPR  is  attracting  younger  members.  Paul  responded  that  we  have   credited  courses  in  colleges.  Jay  added  that  we  have  Young  Leaders  Forum  where  young   practitioners  reaching  out  to  young  people  in  local  regions.         Anne  Gregory  commented  that  from  her  experience,  recruitment  is  not  the  core  problem,  but   retention  is.  She  feels  a  good  example  with  strong  retention  and  diversity  is  the  medical   profession.     Paul  added  one  of  the  membership  issues  is  low  retention  rate  among  students,  which  our   membership  committee  needs  to  look  at  this  year.  As  part  of  the  2011  planning,  membership   journey  at  the  CIPR  will  integrate  professional  development  and  membership  grades.               Page  2  of  5    


2. Governance  Working  Group  –  John  Brown       John  reported  that  following  last  council  meeting  and  requested  by  Paul  Mylrea  as  the  incoming   president,  the  governance  working  group  composed  of  volunteers  was  set  up  to  review  the   Charter,  By  Law  and  the  Regulations.         The  first  meeting  of  the  working  group  took  place  a  month  ago.  Members  of  the  group  raised   that  transparency  of  the  CIPR  business  should  be  improved  so  that  all  CIPR  members   understand  how  decisions  being  made.    There  needs  to  be  a  greater  clarity  between  the  board,   Council  and  the  management  team.  Board  should  be  elected  rather  than  being  appointed.       At  the  President’s  request,  the  working  group  discussed  whether  or  not  appointing  the  2012   board  at  the  last  Council  meeting  this  year.     The  key  issue  is  that  the  Council  is  not  working  as  a  governing  body  at  the  moment.  The  working   group  took  the  view  that  the  Council  should  be  the  governing  body  of  the  Institute.    All  board   members  except  for  the  officers  elected  by  members  should  be  voted  by  the  Council.  The  timing   of  the  voting  either  at  end  of  year  or  beginning  of  year  will  be  resolved.    Chairs  of  the  standing   committees  also  need  to  be  voted  by  the  Council  either  physically  or  virtually.       Council  meeting  frequency  and  ways  of  meeting  also  have  been  discussed.  Group   representatives  /  substitutes  at  Council  meeting  also  was  discussed.  The  current  3  year   presidency  term  was  discussed  and  the  view  of  the  working  group  was  that  it  should  be  reduced   to  one  year.     In  regards  to  voting  right,  the  working  groups  believed  associate  and  student  members  should   be  given  voting  right  and  affiliate  members  may  be  given  the  right  as  well.     Procurement  of  goods,  services  and  facilities  also  need  clarification.  John  stated  that  according   to  the  Charter,  the  individual  who  is  providing  services  should  not  be  involved  in  the  decision-­‐ making  process  of  procurement.       For  some  recommendations,  Council  may  amend  the  regulations  at  the  AGM  this  year.  For  some   more  complicated  issues,  they  will  be  resolved  later.     Paul  Mylrea  pointed  out  that  the  intention  is  not  having  to  go  to  Privy  Council  to  change  things.   Any  changes  to  the  Regulations  only  need  to  be  approved  by  the  Council.  Paul  also  reiterated   that  the  2012  board  will  be  appointed  by  this  Council  and  Sally  Sykes,  the  next  President  is   aware  of  that.     Dave  Sanders  suggested  all  members  should  have  voting  right  except  for  student  members.     Jane  Wilson  stated  that  in  regards  to  transparency,  board  meeting  minutes  will  be  circulated  to   the  Council  with  some  redaction  on  commercially  sensitive  info  and  staffing  issues.       Anne  Gregory  asked  if  individuals  can  lobby  to  be  elected  and  commented  these  details  need  to   be  included  in  the  review  too.  Paul  Mylrea  responded  that  in  the  strategic  plan,  there  is   Page  3  of  5    


competency  frame  for  board  members.  Board  election  should  be  based  on  competency  and   representation,  not  popularity.       Matt  McKay  asked  if  there  is  any  review  on  the  size  of  the  Council  as  it  seems  too  large.  John   Brown  responded  that  the  working  group  did  have  a  discussion  on  this  and  the  view  was  if  the   size  of  the  Council  was  reduced,  representation  from  regional  and  sectoral  groups  would  also   need  to  be  reduced.       Julio  Romo  commented  on  the  fact  there  are  2700  members  in  GLG  across  wide  range  of  sectors   and  only  one  representative  on  the  Council.  Paul  responded  that  at  this  time  we  are  trying  to   find  a  good  enough  solution,  not  necessary  the  best  solution.    The  key  now  is  to  create  sense  of   responsibility  of  the  Council  and  transparency.    Jay  O’Connor  agreed  and  emphasised  that   currently  the  most  important  thing  is  to  get  the  relationship  between  board  and  Council  right.   Things  can  be  improved  once  that’s  done.     There  were  more  comments  and  discussions  on  representation  on  the  Council.       One  member  asked  if  there  is  any  benchmark  against  other  organisations.  Paul  Mylrea   responded  that  PARN  provides  industry  benchmark  but  we  also  have  Charter.     Paul  Mylrea  asked  existing  committee  members  to  stay  on  their  committee  for  continuity   reasons  and  asked  those  who  are  new  to  choose  a  committee.  Paul  also  asked  the  Council  to   approve  the  current  board  composition  for  now.    Paul  also  asked  the  authority  to  appoint  chair   of  the  committees.    He  added  the  board  will  look  at  bringing  co-­‐opt  members  onto  board  from   committee  chairs  later.       Jane  Wilson  asked  Council  members  to  email  in  two  choices  for  committees  and  whether  or  not   they  would  be  interested  in  becoming  the  chair.     The  Council  approved  the  board  composition.     3. Finance  Update     Paul  Mylrea  updated  the  Council  that  2010  surplus  is  higher  than  it  was  reported  before.  One  of   the  reasons  for  this  is  cost  savings.  Issues  such  as  membership  payment  accruals  in  accounting   practice  and  PRide  also  contribute  to  the  higher  figure.    The  accounts  need  to  be  reviewed  by   auditors  before  the  final  figure  can  be  confirmed.         4. 2011  Plan     Jane  Wilson  reported  that  we  will  promote  our  uniqueness  as  an  organisation  for  individuals  in   2011  to  provide  personal  and  bespoke  services.  We’ll  need  to  focus  on  the  first  two  years  of   membership  as  people  tend  to  leave  after  first  or  second  year.  We’ll  develop  a  program  “My   CIPR”  and  this  means  membership  and  professional  development  will  need  to  work  closely   together.       Page  4  of  5    


We  will  focus  on  four  key  areas:  membership  Journey  which  is  also  linked  to  professional   development,  which  will  be  headed  by  James  Petre;  senior  practitioners  who  will  be  looked   after  by  Phil  Morgan;  regions  which  will  be  looked  after  by  Jane;  B2B  which  will  be  headed  by   Elspeth.     Jane  stressed  that  she  is  focusing  on  the  UK  market  at  this  stage  rather  than  exploring   international  market.       5. AOB     Research  Working  Group   Jay  O’Connor  reported  that  a  small  volunteer  working  group  is  set  up  to  develop  a  proposal  to   support  the  creation  of  a  Research  and  Development  Unit  within  the  CIPR.  This  proposal   supports  the  Charter  and  the  strategic  plan.  Jay  asked  the  Council  to  approve  the  working  group   so  that  it  can  commence  its  work.  The  Council  approved  it.     Sean  Trainer  asked  how  the  groups  (such  as  social  media  group)  would  fit  into  the  frame  work   of  clarity,  competency  and  transparency  of  the  overall  structure  in  the  governance  review.     Rob  Brown  responded  that  these  groups  don’t  have  representation  on  the  Council  and  act   primarily  as  a  resource  of  information.  Members  of  these  groups  were  self  selected.  It’s  not   representative,  therefore  it’s  not  formal  CIPR  group.     Paul  Mylrea  also  confirmed  these  groups  are  not  permanent  structures  of  CIPR,  but  just   providing  advice.  The  function  of  these  groups  is  to  provide  recommendation  which  needs  to  be   accepted  by  board  and  Council  before  being  undertaken.     Stephen  Tallents  Medal   Jay  O’Connor  presented  Stephen  Tallents  medal  to  Adrian  Wheeler.             Next  Council  meeting  will  take  place  at  4pm  on  9  May.  

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Council Meeting Minutes 24 Feb 2011 - Redacted version for Members