Over the weekend of August 14, 2004, members of the 2004 Pacesetters program attended the VBI Business Retreat. Despite poor weather conditions the first day, both the Pacesetters and the workshop presenters called the event a success.

 “This two-day seminar [was] designed to provide the Pacesetter Fellows with a different leadership perspective that will ultimately improve their business planning,” says Bob Robinson, executive director.

 The purpose of this after-action report is to catalog and present the reactions of some participating speakers and attendees.

 The Facility

 The seminar was held at the Aqueduct Conference Center, a retreat facility located on 23 wooded acres in Chapel Hill, NC; just 34 miles from the RBTC. According to the center’s website, it is open for groups to have day meetings in its three conference rooms.  Each room has a 55-person occupancy limit, with a total capacity for 125 people attending simultaneous conferences at the facility. On the center grounds are two cottages, each with eight bedrooms, a lobby and refreshment area. Pacesetters who attendee both sections of the retreat stayed in the cottages.  Lena Sharpe, of Triangle Tax & Accounting, described the housing and sleeping arrangements as “out of this world.”

The Aqueduct Center, according to many of the Pacesetters, provided an ideal environment for the weekend retreat.  “Being able to see the actual facility [prior to starting the workshops] made everything pleasant and inviting for us,” said Ken Rose, owner of Rose’s Ribs.  “It warmed us up to the people who would be presenting throughout the weekend.”  Both Terrence Dunn, owner of Dunn’s Grading and Hauling, and William Hall, owner of Ever Ready Maintenance Services, LLC, agreed that having the retreat outside of the RBTC had a positive impact.  Dunn described the retreat as “a weekend where everyone could get away into a new atmosphere, and collectively listen to the speakers.”  Hall said the location “allowed us to become closer to the fellow Pacesetters.  That was one of the benefits that I felt.  Getting away from all the stresses of the business.”

 The Agenda

During the course of the two days, the attending Pacesetters participated in 11 workshops and seminars. Topics included leadership, insurance for business owners, factoring, marketing, HR management, business ethics, networking and workplace diversity.  Despite the large number of sessions, some of which ran over their allotted times, participants were given ample break, rest, and networking periods, with one event taking place as a dinner presentation on Saturday evening. 

 What follows is the agenda for the two-day retreat.

The VBI Business Retreat and The Pacesetters Program

 One question that was posed to some of the participants was, “What did you get out of the retreat that was different from what you get out of the weekly meetings?”  There was one uniform answer given to this question:  A strengthened relationship with fellow Pacesetters.  Beyond the information and practical applications presented in each of the retreat’s sessions, this extended opportunity to network with peers seems to be the retreat’s most valued benefit.  Terrence Dunn felt that the Pacesetters could participate at leisure, “Without everyone being rushed.  The Thursday classes are limited to just 6 to 9 p.m., and everybody is just crammed.”

 Although peer bonding was not cited in the VBI Business Retreat’s mission statement, its consequence was significant: It is an outcome that fits with the notion of community building expressed in the Pacesetters Program’s mission:

The Aqueduct Conference Center also facilitated the Pacesetters’ efforts to build better inter-relationships.  In addition to being in a partially secluded, wooded environment, the Pacesetters had no other means of distraction available to them.  According to Shirley Brown, owner of Grandma’s House Family Childcare, “We had no televisions in the rooms and no phones, so it was totally relaxing.”  When asked about the benefit of having a weekend retreat, Lawrence Wray, Assistant City Manager for Raleigh, said, “I think it gave [the Pacesetters] an opportunity to get to know each other, while having the time to really find out what their businesses were about.  They can figure out how to help one another improve [themselves], which requires spending more than 15, 20, or 30 minutes together.”

 Views from Presenters

 The resources that Hall references will most likely come in the form of long-term relationships with many of the Pacesetters Program’s guest speakers and subject-matter experts.  “[The Pacesetters] were enthusiastic,” said Dr. Hackley.  “I don’t expect in a workshop on ethics to get applause, but there was a lot of applause afterwards and lots of questions.”  Louis Belcher also mentioned applause after his marketing seminars. Janis Clark said the attendees were positive. “There was a lot of energy and attention, and everyone was very interested in what was going on.  I thought it was a very positive group.” Clark hopes to work further with program graduates.

 There have already been instances of Pacesetters and retreat presenter follow-up, some of which have led to immediate improvement in the Pacesetters’ businesses.  Dr. Hackley fielded many questions about business ethics.  “They were asking questions about how to make certain that [ethical] lines aren’t crossed, [especially] when you don’t know those lines as clearly as you think.”  Dr. Hackley also was asked if he would perform other workshops on ethics for schools, churches and organizations of which the Pacesetters are members.

 Louis Belcher has already begun working with some of the Pacesetters, most notably Ken Rose and William Hall.  “I was able to travel with [Ken] on a couple occasions when he was explaining his product,” said Belcher.  “I would note whether or not something was missing from his presentation.”  Additionally, Belcher is helping Rose develop professionally designed menus, business cards, and brochures, as well as providing Rose’s Ribs with a uniform “so he looks more professional.”  Belcher has also helped Rose make inroads with two prominent hotels in the area, one of which is planning to contract catering services from Rose’s Ribs, while the other has tentatively agreed to add some of Rose’s product to their menu.  Similarly, Belcher has introduced Hall to a couple of hotels that are considering contracting his janitorial services.  “I like to think that my work is making a difference, and I feel that what I’m doing at the RBTC is,” said Belcher.

 Priscilla Bullock, Vice President of Small Business Services at First Citizens Bank, mentioned a comment she heard from one of the retreat’s presenters who talked about business-oriented insurance.  “He was so pleased with the participants and their questions that he basically said if the opportunity ever presented itself again he would welcome the chance to talk with the Pacesetters and provide them information.  I thought that was such a positive feedback, with him being a first-time participant with the program.”

Critiques and Suggestions

 Janis Clark suggested that the retreat feature multiple breakout sessions, which would provide the attendees with a choice of topics.  “You may be interested in benefits, and someone else may be interested in lending and borrowing, so have breakout sessions and different workshops for the participants.”

 Carolyn Covington, who runs one of the few retail businesses in this year’s Pacesetters class, agreed with Clark.  “What really worked well for me, which no one else had actually touched on, was the difference between profit margin and profit.  [The presenters] gave us a nice notebook that had guidelines to go by when you’re structuring pricing levels, so you can really see what percentage you’re making from each item.  That was the most beneficial for me of all the people that have come [to talk to us].  We have all kinds of seminars, but no one has touched on actual product cost, profit margin, and things like that.”

 Dr. Hackley saw that the agenda needed to be revised.  “There needed to probably have been a little more attention paid to ethical [business concerns].  I could tell the group wanted more.”  Because the two sessions before Hackley’s exceeded their allotted time, the Pacesetters weren’t able to get as deeply into his topic as he would have liked.  “My suggestion would be to keep the agenda as it is, but move ethics into a place where it doesn’t get slammed against a closure time.”

"I would certainly like to see more exposure for the program,” said Louis Belcher, “because that would be a good morale boost for the Pacesetters.  That would keep them going, keep them motivated.  It’s not easy being a Pacesetter and having your own business.  At the office it’s a lot easier to cut your lights on and then cut them off at the end of the day.  The most important thing, though, is to be able to keep them on.”