Meeting called to order 3:04pm October 17, 2010 Governing Council Welcome, Introductions, Updates Gay Perez: How to use microphone demo. Please be sure to speak up so everyone can hear each other. Expectations of meetings please answer cell only in emergencies. We need everyone in room during business to operate. Introductions of members of Governing Council (Pass out copy of current organizational structure: This handout shows you the positions and who has voting rights) Please introduce yourself, your institution, role here at SEAHO. Introductions. All voting positions represented except past host. Overview of schedule The schedule has been changed since last printing. Times are the same, but some of content has changed as to when we will discuss items. Everyone needs to be here at 8:30 (whether you have breakfast or not [Ann M: it s a great one]) to tour hotel and convention center. Please be patient with time periods be flexible. 2011 Conference host report Ann: Excited to welcome everyone to Mobile. Let us know if you have questions. If you need to get a location for dining ask us. Everything is moving on schedule/time. Small but hardworking group. Conference program committee report Lindsae: 137 total submissions. 130 on time. 7 late. AL 11, FL 34, GA 16, KY 14, LA 3, MS 5, NC 23, TN 14, VA 4, SC 8, TX 4. We are holding slots for Best Of states, 4 DREAM core programs, 2 SEAHO research grants and 1 slot for Scholar in Residence. There are 70 programs to slot. Balancing based on topic, state, subject matter. We have also been working with Deb Boykin for CHO program needs. Roundtables be more intentional and identifying experts, smaller. Keynote Speaker is Dr. K.B. Melear from the University of Mississippi. Secretary s report Jon: Proxy votes membership approved allowing two proxy votes for Florida and Louisiana. Please remember to vote when the Minutes are posted on the website!
Treasurer s report Andrea: Paul: Balance of checking account, transfer banks, if you have budget needs, get your requests in through Ralphel. Talked about IRS audit and what it meant and that we passed. It was very time intensive. One of highlights was creation of business manual that helped answer questions with the audit. Thank You Paul for all the time that you took with making this happen. Technology Overview and Website Update Azfar: Showed current sites and mock up of new web as well as discussed how committee guided the planning and creation of the web site. Ten minute break. Meeting closed at 3:37 to break out to State Reps and Committees.
October 17, 2010 Governing Council Part II Meeting Called to order at 7:55 I hope everyone had a lovely dinner. We will try to stay with 9:30 closing. Passed around NHTI fliers. Please talk to professionals on your campus and in your state about NHTI. This is the first year it is in Georgia. Review of Strategic Plan Steve: The Strategic plan was Approved in Williamsburg, and driving is some of the changes we are presenting this conference. Review of the 9 goals with brief status update Leadership Manual Updates Draft of Constitutional Changes LOTS of items discussed. Still more changes being made to adapt to GC ideas. Steve will work up a new version to be mailed out and voted upon. Governing Council gave go ahead to keep moving forward. Steve: Updated the LM based on changes in Constitution and Strategic Plan. Still be finalized. Be here by 8:30am (if you don t want breakfast) for Tour. Then we will come back and begin with SEAHO Report proposal. Meeting Closed at 9:35pm
October 18, 2010 Governing Council Meeting called to order at 10:24am Our tour was fantastic. Everyone needs to please go back and get states and schools fired up and excited. Thank you Mr. Ssippi for the tour. SEAHO 2010 Report Maggie: Host committee was nervous about how the economy would affect our numbers. We made lots of decisions to save money and reduce expenses. We reduced our room block (960 got 98%, guaranteed 75%) with help of Experient and got $1,000 credit for Mid Year Meeting. Total attendance 469 delegates, 80 associate booths (could have sold almost 110) but ran out of room. Total revenue was $193,424.44, total expenses were $122,770.17 (including payback of $5,000 SEAHO Advance), total conference return to SEAHO was $70,648: add on fee was $13,790 so surplus return was $56,858.27. It was a great year! We did not spend a lot on giveaways from the money collected from registration fees we got support from vendors. One of biggest savers was to move from off-set binders and printing to photocopies and folders (they were $0.01 from Staples!!!). Having SEAHO own our own LCD projectors has paid for itself already (Thank you Paul!). Also, having Experient on site and working for us was great. They helped us when we were dealing with band cancellation. Hope everyone had a great time and good luck to Mississippi. 2012 Report Richard & Michelle: TACUHO is having state conference now and talking about the hosting duties. Introduced host committee. SEAHO Dates: Feb 14-17 at Chattanooga Convention Center. Hotels are Marriott, Sheraton Read & Staybridge Suites. Mid-Year will be October 23-24. Registration fees are $185 for professionals/$110 for grads and a $90 daily rate. These prices may go down as we work on the food costs. The theme is I SEAHO since we start on Valentines day. We should have our official logo in few weeks. We already have a Facebook page launched be a fan! Our committee has met several times already we are meeting again in November and then have a teleconference scheduled for January. Our Conference Schedule based on previous years (see attachment). Chattanooga has requested $6,000 conference advance to start their work.
Member at Large States Maggie: Had excellent meeting to discuss how to enhance role of State Rep. We reviewed training for February for how to be a Rep. A team will review the report template as we don t feel we are getting any substance to it. We are also collecting position descriptions of each state for the rep position to compare with what is in Leadership Manual. We are looking at the role of state rep and state editor and how to determine future of position. More on this at SEAHO in Feb. Scott Nelson (SEAHO EDITOR) & I have been talking about SEAHO Report more on that later. Some common themes among states: lots of state conferences, RA conferences coming up, challenging to maintain commitment from membership/leadership, economic stress. Exciting things going on: AL recruit new member institutions and created packet for interest; FL meeting in Nov. Joe Paulik has moved to NYU and Jeff Novak will finish term; GA new professional workshop and hosting SAACURH at UGA; KY- combining RA and student leadership into one group and trying to improve rep in KAHO; LA budget cuts still hitting pro dev; MS state conference & RA conference & SEAHO; NC small college coffee house series ½ day meetings with drive in discussions. Very successful; SC state conf this weekend; TN TACUHO this weekend and working on SPE (9 th ); VA drive in conference with 90 delegates and state meeting in few weeks. Member at Large Committees Ralphel: The Committee Chairs met to go over changes to host process and how committees affected. We also looked at the report template. The group discussed our Budget allocations and how to request money. The Chair-select process was discussed and we recognized the need for more clarity in understanding the process. How changes to Membership committee will evolve. Placement active this year and writing articles, job search 101, resume building, SEAHO placement website, marketing campaign, SPE Liaison; Associates had several years where there was a struggle with purpose and role, the new model will change this and make committee become really important; Educational Programs we now have a scholar-in-residence for SEAHO 2011 Dr. Muleer From University of Mississippi. We have talked about grants and their impact on what we do; the case study programwatch schedule so they don t miss much; Graduate Issues article for SEAHO Report, pro-am program, no SEAHO advance this year, we want to do something (webinar) to connect them and give them resources; Human Relations working on initiatives (book club) field trip at end of year. DREAM series continues, oppression gallery, planning on having 30 second clips to show during conference about their experiences.
Member Services in flux as we move to MOP. How to improve services, ride sharing, roommate matching, blogs, use web site, don t forget SOLOs when at conference; RELI increased number of applicants, become institute to compete for, moving to DUKE for summer 2011, registration scholarships still appreciated; Research & Information good progress with surveys and getting info about conference success. Hope staff for 2011 and 2012 using this info. Can programming committee look in 2012 provide 2 spots at conference to present research data at conference. A proposal from Jolanda Taylor (LA) in regards to the Outreach Coordinator was reviewed. Jolanda asked about serving in the role. The Outreach Coordinator was supposed to be focused on institutions not involved in SEAHO. The first person in the position really focused on HBCUs to be involved. After that, there was confusion over whether the charge/mission was to work with HBCUs or other schools. The Committee chairs reviewed the proposal and found lots of things in the proposal to consider, but that the overall proposal was not exactly what they felt the Outreach Coordinator was supposed to be. The group felt that this should become part of Marketing and Organizational Promotions Committee chair s responsibility and that the chair could create sub-committees to bring in under-represented institutions. More time is needed to review and address this proposal. Thank you to the committee chairs for reviewing this proposal. A special thank you to Jolanda for this proposal. By February, we will have better expectations for this committee. SEAHO Report Proposals Scott: Proposal for online options presented to group. Discussion Break for lunch Paul: we need to be careful of selling space in report due to IRS regulations. Andrea: we also want to be careful of overburdening associates with demands for support Ralphel: that is why we stopped looking for ad space Eddie L: could some of associate registration go to advertising? thanks to Maggie and Scott for all their work and Scott will fine tune proposal and positions. Will require vote in February. Stephen Rogers (GA) moves to approve option 2, second by Dei Allard (FL), vote (19-0-0). Motion Passes
Meeting resumes 1:36 Introduction of the SEAHO 2011 committee members We will meet till 3:00 and will be working hard, then we will break for dessert and come back. [Anne: you get to vote on official dessert for conference!] We will try to finish the meeting by 7:30pm tonight and get done early. Lorinda has arranged to have a courtyard reserved for us right across street for dinner. Conference Hosting Model Steve: Talked about members of conference hosting model plan lots of calls. Went over full guide and new organizational chart with voting rights and new reporting lines. We need approval to present this to business meeting to implement these changes (see outline) KD Linkous (LA) moves proposal forward to Business Meeting (fix constitution and LM to reflect org chart), Michelle ( ) seconds Motion passed 19-0-0 We will post this information online prior to Business Meeting please make sure you start talking about it. Budget Andrea: Andrea: Budget was presented, various questions answered. Open floor to motions Maggie Evans (MAL-SR) moves, Ralphel Smith (MAL-C) seconds Motion passed 19-0-0 For those of you who don t know, we don t write out checks the old way. Carefully check mail because the new system does not look exactly like a real check. Checks come from an electronic processing center so be sure to be careful. Remember that you can t bring receipts to Andrea T. and get a check, must be processed, but can send receipts all year long. SPE Travel Liaison Guidelines Dei Allard: We learned some lessons about this from last year we needed written guidelines for what role of SPE Liaison is at SPE and at SEAHO, travel expectations, travel reimbursements, etc. Please read attachment. From a historical perspective. 3-4 years ago SPE asked SEAHO to provide person to help with coordination of conference (SPE) from SEAHO. We agreed and provided some financial support. Found that people had dual roles (interviewer/interviewee) so we wanted clarification on that. Also provided a blank check and some people did not use the most economical travel arrangements. We want to support SPE and value SEAHO
while still providing financial support for their travel. Will be placed under Placement Committee Chair in LM (not in Constitution). Dei Allard: The SPE Liaison appointed by Placement Committee chair. Their role is to help with host committee, working as staff of conference, talk about SEAHO, work registration, not on Leadership Team of SPE, but make it happen at Conference. Motion to accept proposal to add to Leadership Manual? Michelle (?) moves to approve, Michelle S. (?) seconds. Motion passed 18-0-1 Positional Changes Sage & Archivist & Tech coordinator Tech Coordinator move to same line as Executive Board to attend summer executive meeting, serve as consultant, request budget Sage Deb helped define duties (see attached). Archivist Kathy helped define duties (see attached). I would like to propose three resolutions of appreciation to three individuals for their work with SPE. Covered till after SEAHO 2010 Lorinda Krhut Justine Hollingshead Peter Groenendyk Motion to appreciate above individuals at SEAHO- Stephen Rogers moves, Dei Allard seconds. Motion passed 19-0-0 Discussion about dessert choices Ann: KD Linkous: Ann: Options are Chocolate Molten Lava Cake or Banana Crème Brulee or both (people still only get one). Can we have hot water with Tea Crème Brulee WON Announcements/General Discussion In the past Governing Council Meetings we have discussed all items on the Agenda, then gone back and voted after all were discussed. This year we did the discussion and voting together, so we are much farther along. Steve will be sending out changes to
Constitution, 1 week to review, and then we will put out on website to let people review. Will be ready by Thanksgiving. Lindsae T: Ann: Dei Allard: The Programming Committee has selected all programs and slotted in. Confirmation emails will go out in next two weeks. Sending around keynote speaker list for people to put ideas for speakers to go on the list as back ups. Conference schedule shared. Reviewed and edited. Questions about internet access for programs. Will need to know who needs it to put them in same rooms in order to control costs. Stephen Rogers: Question about ART certification option during morning of Wednesday (preconference) to see if we can offer it. Ralphel: What is the demand for ART sessions. Could Stephen work with Nicole to see what members are interested in? Stephanie Roy: Could we ask on the Registration form. May be too forward?. Ralphel: Stephen S: Eddie Lovin: Stephen S: Let s use Nicole to figure out what they need. May be too late for rushing it into this system for this year. Conference registration is Nov 1 not enough time for this. This could be an action item for Ed Programs. Thanks for comments about ART and Eddie for taking responsibility for ART. We will be done 1hr and 10 min early. Did 4x as much HUH? HEY! Connie Carson was inducted into Parthenon at the ACUHO-I conference in Austin, I did the Fun Run, this year s ACUHO-I will be in New Orleans. Jill Ekhardt (President of ACUHO-I) will be here in SEAHO, New foundation rep will be appointed and he/she will be announced soon. Dinner? Who is going? Heartfelt thank you for attending meeting, commitment from everyone, thank you Executive Board, Steve for task force on conference hosting and constitution, Scott & Maggie for SEAHO Report online, Azfar for Website, Andrea for Pro Bono services for Legal services, Jon for the minutes. Motion to adjourn Dave (KY), Second by Andrea Trinklein (Treasurer). Meeting closed at 4:52