NCCCAEA Board Meeting

September 24, 3013

Hilton Executive Board Room

In Attendance:

Lou Stout, Kristin Braswell, Randi Whitfield, Margaret Roberton, Unita Knight, Jamie Glass, TerethaBell, Joyce Hamilton Fleming, Tamara Bryant, Joy Callahan, Shelly Gardner, Joanne Elkins, JW Simmons, Barbara Boyce, Ann Morris

The meeting was called to order by Lou Stout, President, who welcomed all members.

Approval of Minutes / Secretary Report:

Minutes of January meeting were presented and David made a motion to accept as is. Jamie seconded and motion carried.

Treasurer’s Report:

2013 Conference, Treasurer Shelley Gardner reviewed financial and registration information and provided the Board with a handout. Shelly reported that 90% of registrations were mail-in instead of online.

Old Business:

  1. David Lusk - Read slate of officers. David said he will call out the names members and see if there are any nominations. If not, someone should make a motion to close the nominations.
  1. 2014 - 2018 Conferences have all been confirmed for RDU Hilton. The dates are in the Beacon, which is on the NCCCAEA website
  1. Don Buie Award given to Frances Wheeler. We will honor her memory with some photos during the opening session. Jeanie Moore wrote a letter about her family's thoughts on the award and what it meant to Frances.
  1. Lou brought up for discussion the possibility of offering a one-day conference rate for people who can drive in and can only attend the full day. Jamie likes the idea of a one-day conference rate. Margaret suggested that it be Thursday only. Joy pointed out that with so many drive-ins at RTP it may give us more people. Discussion on how much of a hit we might take if we sell fewer rooms. Motion made by Joy Callahan that we move forward with a one-day conference recommendation but let the planning committee decide on amount. Seconded by Unita. Motion carried.
  1. Lou asked the Board for thoughts on limiting number of people on planning committees. Currently approximately 20 people are on the planning committee. Joyce said there were a number who did not fully participate. Of the 20 about 15 or 16 actually participated. Discussion that 15 was a good number. Recommendation was made to be sure to include people from all program areas. Discussion on whether or not there should be a limit on how many terms members could serve. Jamie indicated that those who will be conference chairs, co-chairs should at least stay on four years. Joyce will talk to next year's chairs and bring a recommendation to Joy at January's Board Meeting.
  1. Board continued the discussion from last meeting regarding committees. At last Board meeting recommendations were made to change some of the committees. It was announced at conference and put on the website. Only a few comments were received. Membership was supposed to vote on changes to the committees but since that did not occur, the constitution could not be changed. Lou recommends the Board look at the committees and decide whether to make a recommendation regarding combining or doing away with some of the committees. Lou will send the Board a list of committees. We will look at the list and email recommendations back to her.

New Business:

  1. Conference rate for retirees - Lou received some emails from retirees asking if there could be a reduced conference rate for them. Board decided to waive registration fee and charge $25 to cover the cost of the reception for Thursday night. J.W.Simmons discussed reasons we should welcome back our retirees. Many of our colleges still utilize retirees as administrators and adjunct faculty. Shelley would prefer that there be only one retiree rate regardless of how many years a person has been retired. J.W. recommends that the retiree rate cover the entire conference. Jamie Glass made a motion to look at a retiree rate, seconded by Lou, and discuss atJanuary Board meeting. Motion carried.
  1. Leadership Institute – There is a change for hotels for 2014 because dates and rates were not available. The Institute will be held on Monday and Tuesday, March 24 & 25at TheBrownstone Hotel on Hillsborough Street. Contract has been signed and sent back. Special rates begin on Sunday. Barbara will be putting together a planning committee.
  1. Margaret gave an update on the mentoring program that NCCCAEA is co-sponsoring with the System Office. The Board voted by email a couple weeks ago to approve paying for the online set-up of the program. The System Office has already built the shell in Blackboard.Dianne Beck will soon begin building the content. The purpose of the program is to assist new senior leadership in Continuing Education by capturing experience from seasoned leaders before they retire. The leaders will be matched with a corresponding group of CE administrators who are new. Margaret will do a MOU with Dianne and with NCCCAEA.
  1. Lou brought up that the Board should re-name the Board Position of Community Service representative to Self-Supporting. Motion was made by Jamie and seconded by Shelly. Barbara indicated that the rewrite of the SBCC supports the re-naming. The change will need to also be made in the By-laws. All changes will be taken to the membership after review of committees. Motion carried.
  1. Margaret gave an update regarding the NCCCAEA website. It has a new look and is a much better resource. The only people who can make changes now are Lou, Margaret and Mark.
  1. The Board discussed that JW Simmons will be on the ballot as a retiree liaison. Membership will vote on him officially this year at the business meeting.
  1. Margaret Roberton officially rolled off as Member at Large when she was hired by the System Office. Suggestion has been made that Margaret fill a System Office Continuing Education seat that is a non-voting position. Discussion - Board can invite as many ex-officio, non-voting members as needed. Margaret will continue to attend meetings
  1. Lennie Stephenson will be Conference Chair in 2014. Kelly King will co-chair and Chair in 2015.
  1. Beacon is now an online edition only. John Smith will still serve as editor even though he has retired.
  1. Joy shared information about the LERN Project Management Institute. Feb. 4 – 7, 2014 in Raleigh at the System Office for up to 30 people. Joy is asking the Board if our budget could offset cost by paying a portion such as half. Total cost is $15,000. Some colleges may want to send several people but fees could be cost prohibitive. The Board discussed how to use funds to support members who support the conference since that is how funds are generated. Motion made by Unita that we pay $7500 of total fee to LERN and market it as a slashed price (supported by NCCCAEA). The motion was seconded by Ann. Discussion that we mention it at Friday's meeting and market to the same group we market conference to. The motion carried.
  1. Barbara Boyce shared that the Economic and Workforce Development Leadership Committee will have one spot open for an Adult Ed representative. Barbara would like to suggest that the position go to the president of NCCCAEA in order to bridge that group with the NCCCAEA. Jamie made the motion which was seconded by Unita. Motion carried.

Committee Reports:

No reports

Other items:

  1. There will not be a Braswell hospitality event this time.
  1. President's reception Thursday in the outside veranda at the convention center.

C. Lou thanked Board for support and said she has enjoyed her time as NCCCAEA President.

D. On behalf of the Board, Jamie thanked Lou for her service.

Board meeting adjourned at 3:36 pm. Motion made by Jamie, seconded by Unita.

Respectfully submitted,

Ann Morris, NCCCAEA Secretary