ICHRIE Executive Committee meeting

Nov 12, 2012

  1. Call to order (9:26am)
  2. Roll: Josette, Susan F., Stephanie, Dennis, Chris, Chad, Carl B., & Kathy M.
  3. Secretary’s report
  4. Do we want to officially create a marketing committee (bylaws change)?
  5. Carl B. spoke in favor of needing a committee, both at the federation level as well ICHRIE level.
  6. The full exec committee was in favor of creating this new committee.
  7. The bylaws committee is charged with writing up a new bylaw to add a marketing committee (#15, move #16; Susan motioned, Dennis 2nd). Passed.
  8. Compliance with bylaws.
  9. Nominating and awards committees did not bring recommendations to the board this past year for review and approval.
  10. Josette suggested that all committees create a summary of the separate committee meeting processes.
  11. Awards committee is sensitive and information should be presented in a summary fashion.
  12. The awards and nominating committee is going to be asked to make a recommendation about how the oversight role of the full board is to be performed.
  13. There is no provision for the president to appoint a director at large. We shouldn’t have done that last year,as it is not in compliance with the current bylaws.
  14. Susan recommended that the bylaws by changed to permit the president to appoint no more than one non-voting at-large director as needed. (2nd Dennis). The bylaws committee are asked to address this request.
  15. Dennis suggested (Stephanie 2nd) that the nominating committee bylaws be expanded to recognize chapter officers. (Article 5, Section 3, subparts C, D, E & F (#2, “federation/chapter”).
  16. Nominating committee has a fixed structure. The four members are elected positions. This year, two members are quite active and two members are very inactive. It creates a tension. Also, the current structure doesn’t represent the federation model that we currently have. Susan is suggesting that we make a bylaws change to reconstruct the membership of this committee more representative to have the federation past presidents be added to the committee and eliminate the elected positions, but allow the current and newly elected to complete their terms. (Susan, Dennis).
  17. Cycle for electing the VP has followed a pattern: 4-year US, international, 2-year US, and another 4-year US. It is intended to represent the membership profile. It was suggested that we create a standing rule and conduct an electronic process of the full board to review and approve. We will include a statement about the intent to mirror the membership profile.
  18. Federation bylaws:Chris will contact SE and APAC to advise them of the secretary/VP succession issue in relation to the ICHRIE bylaws about those positions.
  19. Exec committee supports the creation of the Past President’s Advisory Council. The bylaws committee will craft language about this new committee for the full board in January.
  20. Standing rules were reviewed. Chris made a number of recommendations for revisions, corrections, updates, etc. The executive committee reviewed each of Chris’ edits and asked him to write them up for full board review in January.
  21. Conference report – Chad
  22. Difficulties locking in keynote speakers because of locale, but almost done with a full slate.
  23. Reports from networking sessions held Friday of the annual conference were shared with Chad to take back to the conference planning committee.
  24. A recommendation was made to create two tracks for the conference with separate schedules (that overlap in a concurrent fashion): teaching and research. That way, the separate schedules/approaches would better appeal to the different constituents. Submissions for Symposium and those that identify their work in the education track will be group into Teaching and Learning. All other submissions will be grouped into the Research track.
  25. Stephanie brought forward comments from the finance committee regarding the annual conference. She will get a copy of those notes to Chad for inclusion in committee thinking.
  26. CEO report (Kathy)
  27. Covered her submitted report. Josette asked about the privacy statement. Our attorney is working on it and will get back to us once he sorts through a legal concern in involving Routledge. Kathy expects a resolution within a few weeks and will report an update for the full board meeting in January 2013.
  28. The executive committee issued special thanks for Kathy, Kevin and the entire ICHRIE staff for their consistent high performance in delivering the services that we need, when we need them.
  29. Immediate Past President (Susan F.)
  30. Nominating and award committee concerns; covered in earlier discussion of the bylaws.
  31. President’s report (Josette)
  32. Strategic planning committee: name change (Dennis will cover with his VP report).
  33. Committee rosters have been done. A careful balancing of committee size was a concern, so specific committee recruitment was done. The result is committees of a more manageable size. Committee assignments/letters are now being sent out. Chris asked if we could do something to ensure that federation officers and directors were aware of the committees that they were automatically enrolled by virtue of their election to their individual position. Josette recommended that we bring this matter to the full board in January when the federation presidents are present.
  34. Peter Starks has asked about creating a certification of business acumen. A small group led by Josette has suggested that this could be an activity that would be appropriate for the federations.
  35. Steve Hood of STR is looking to conduct a train-the-trainer program to prepare faculty for the STR certification program.
  36. SIGs: three are not active (Int’l relations, managed services, and quality/ethics). Josette will bring a full report of SIG levels of activity to the full board to consider in January. We can then take a look at the larger set of SIGs to determine which may be dissolved for inactivity.
  37. VP report (Dennis)
  38. The research committee has an idea for a new ‘white paper’ process. The executive committee endorses the idea presented and recommends that it be presented to the full board in January. Some minor suggestions were made for approval, and we will await the updated presentation in January.
  39. Strategic Planning Committee looked at the potential name change. A survey was issued asking members about the name change (2 Communiqué articles were issued explaining it, and two email blasts were issued to invite a vote). 216 voted in favor of some sort of name change. 1,280 members are in our organization, so less than 20% have shown an interest (over 1,000 members did not respond at all). SPC has suggested that we shelve the issue for at least five years. Chris suggested that we simply issue another article in the Communiquéthat reports this finding, and then set it aside.
  40. ESD breakfast was a success once again.
  41. Treasurer’s Report (Stephanie)
  42. Budget is tight ($140 surplus currently forecasted for the draft version of the 2013 budget). Close coordination is underway with the ICHRIE office to ensure each line is tightly managed. We have discussed an increase in the conference fee of $55 (moving it from $495 to $550; last increase was 2003-2004 time frame), which could generate $20,000 as an additional surplus as a cushion against the unexpected. ESD will no longer incur the postage charge, resulting in in a net surplus of $4,040 rather than $140.
  43. Chris motioned that we accept the draft budget ($4,040 surplus version) and send it forward to the full board for their review in January. Dennis seconded the motion. Approved unanimously.
  44. NEMA report (Joy)
  45. A number of federation activities are underway (see report).
  46. Request for assistance with roster of member schools, non-member in their territory is something that the ICHRIE office will work to address.
  47. Review of Director Reports requesting Executive Board action (Josette)
  48. Membership committee (Godwin C.) requests are extensive. We deferred them all to the full board meeting when he will be present to address the depth of the requests.
  49. Susan Gregory asked for staff job descriptions. The executive board agreed that the ‘who does what’ page of the ICHRIE website should address that request. Staff job descriptions will be not shared.
  50. New business (Josette)
  51. Susan F: Nomination process for awards could be made electronically and voted on via a survey process. Nominations could be created via the survey process plus allowing the attachment of a document of support (CV, letters, etc.). Is it OK with the EX COM if the awards committee tries a new process for accepting nominations? The executive committee supports the committee to trial different approaches as long as they do not lose the critical functions such as carrying forward for three years those qualified nominations, accepting CVs and supporting materials from the candidates beyond the nominator, etc.
  52. Executive session: the board entered executive session at 4:15pm. Returned from executive session at 5:23pm.
  53. Adjournment: Stephanie moved that we adjourn at 5:25pm, Susan F. seconded. Approved unanimously.