CEFPI Southeast Region

Board Meeting, Williamsburg, VA: Saturday, March 28, 2009 at 3:00

Participants: Bill Brown

Michael Hall

Christina Lighthall

Cynthia Owens Richardson

Ray Maher

Wayne Roberts

Mike Satterfield

Don Shell

Ken Swann

David Waggoner

Len Wright (Recipient of the REFP San Diego State scholarship)

Bill Brown opened the meeting at 3:08.

Minutes were approved and entered into the record.

TREASURER’S REPORT:

Bill Brown reported on behalf of Doug Westmoreland that the operating account stands at $6,304.35, the money market account stands at $71,970.33, and 6-month CD at $98,796.87. There are checks to be written regarding the conference. Financials have been submitted to International. A yearly audit by International found everything to be in order.

PAST PRESIDENT’S REPORT:

Don Shell reported that he has done “absolutely nothing” (this recorder says not true). He noted that the year he was president was a “special time”, and went on to share the story of flying a kite, “It lifts my spirits to look up and see that kite flying.”, as an analogy of his experience.

PRESIDENT’S REPORT:

Bill Brown shared the need to identify recipients of the Regional Distinguished Service and Service Citation Awards. Names were submitted and approved. David Waggoner declined being nominated since he recently received one. Recognitions were given to: Service Citation: Spencer Graves and Bill Brown

Regional Distinguished Service: Doug Westmoreland, Cynthia Owns-Richardson, and Bill’s assistant, Stephanie Satterfield

Bill expressed the need to have a Honors and Awards committee and a Nominating committee – particularly with regards to approaching membership to assume leadership roles such as Vice President that will encourage members to consider leaders at the chapter level. There was discussion regarding providing Christina Lighthall administrative support should she consider the nomination. Michael Hall, Wayne Roberts, and David Waggoner all said they could provide support. Bill noted the need to fill certain positions in some states for the 2009-10 year.

Michael Mulheirn reported that his committee received two nominations from local chapters and selected the Planner of the Year accordingly. This person will be announced Tuesday night. The winner was not shared with the board, but has been provided to the engravers in confidence.

There was some discussion about the need to develop a history that records past presidents and Planner of the Year at both the chapter and regional levels.

Bill shared that planning was progressing for the International Conference to be held in Washington, DC in September. Both the Northeast and Southeast regions were providing assistance. The Program and Local Arrangements committee would meet tomorrow at 5:00.

He also shared information about the exchange program between the Northeast and Southern regions with the Southeast Region. He and Cynthia will be attending the May 3-5 NE conference in New Brunswick, NJ and Bill would be attending the Southern region’s conference in Austin, TX April 16-19.

Bill brought to everyone’s attention the brochure he was distributing regarding the Educational Planning Research prize with hopes of generating interest and participation.

“To further help raise the bar, we announce the creation of the CEFPI-SE Prize for Educational Planning Research, recognizing the importance of both theory and applied research in educational facility planning. The purpose of this prize is to encourage theoretical awareness, educational exchange, thought and research, both within academic institutions and within the offices of practicing educators, facility planners and architects. The resulting exchange of design research and scholarship will enrich the value and relevance of CEFPI as a leader in educational facility planning.”

(http://www.cefpi.org/i4a/pages/index.cfm?pageid=4226, second to last paragraph) Look for more information on our website. This will be a one year program, to be reviewed by next year’s Board for continuation.

PRESIDENT-ELECT’S REPORT:

Cynthia Owens Richardson shared the outcome of her, Michael Hall’s, and Bill Brown’s trip to Charleston, SC to identify the location for the 2010 Regional Conference. After much research and negotiations they settled on Kiawah Island Golf Resort, http://www.kiawahresort.com/, about a 20-30 minute drive south of Charleston, SC. They contracted “excellent rates” for 1 to 2 bedroom “Villas” at $155 per room with a $97 golf fee, with extended night stays before and after the conference at the same rate. The dates will be along the same lines as this year’s conference, the last week in March: March 27 – 31 (Saturday – Wednesday).

INTERNATIONAL BOARD REPORT:

John Ramsey, Executive Director/CEO, with International reported on the stimulus package that cut $16 billion for school construction during final negotiations. Even though Title 14 funds were removed, there is $8 billion for renovations targeting the poorest districts. Each state is to appoint a stimulus “czar” to report to the governor. All federally funded projects are to conform to GREEN standards, but not LEED.

John went on to share other funding sources including tax bond credited projects. He closed with the need for further refinement to determine how funds will be used as they are controlled through local administrations. Qualification for this funding will likely be formula-based.

MEMBERSHIP COMMITTEE REPORT:

Christina Lighthall passed out a summery listing (see attached) of new regional members since the international conference along with potentially dropped and dropped members. She encouraged those present and state directors to contact these individuals and assign mentors to the new members. She also passed out a summary report (see attached) noting a “first time ever” decline in membership since last year, likely a reflection of the economy.

OLD BUSINESS:

Len Wright was invited to share his experience taking REFP’s San Diego State Advanced Certificate Program. Len reported that this was a very rigorous program requiring 40 plus hours a week with a lot of reading. He has already found it beneficial and is encouraging architects and school planners to participate. He went on to say that it has broadened his perspective. A big benefit is the data provided that he has found to be helpful in selling a project or need.

There was board discussion to focus on awarding this scholarship to school personnel that would target young and/or minority architects/planners. This agenda should be shared at the chapter and international levels. The board approved offering this scholarship again to one or more school system employees.

FINANCIAL COMMITTEE REPORT:

David Waggoner passed out a summary listing of March 27 recommendations regarding establishing a policy for complimentary registrations and hotel rooms. (See attached) The Board approved the motion.

STATE REPORTS:

Alabama: No report.

Florida: No report.

Georgia: 100 people attended their last conference. The summer conference, June 14-16, is underway at Calloway Gardens with strong participation already identified. Sponsorship has been especially generous due to an approach to provide registration and 2 nights lodging for 100 school employees as part of their contribution. 68 school employees have already signed up. This strategy generated considerable interest from other Board members.

Jamaica: No report.

Kentucky: Completed their 3rd conference with a healthy bank account and growing participation. They have decided to move their state conference to early September.

Mississippi: No report.

North Carolina: It was noted that they postponed their conference to June 22-23 to be held in Raleigh. Their board is also attempting a sponsorship/school employee attendance connection to generate more participation.

Puerto Rico: No report.

South Carolina: Alive and well! They had 96 attend their conference in Charleston, but recognized the need for more school district participation. They are in the process of considering a voucher system.

Tennessee: Their chapter meeting attendance increased 300%!! from 4 to 12. They are in the process of working on projects to promote.

Virginia: Reported 98 people attended their conference, down from 160 last year due to the loss of school people who can not travel. They have put their presentations on their website and had a keynote speaker to pull the conference theme together. May try a conference in the fall.

West Virginia: No report.

SCHOOL BUILDING WEEK:

Encourage participation for 2010. One school submitted a design from the Southeast Region for this year.

NEW BUSINESS:

The meeting closed with John Ramsey and Dave Edwards (Governance Committee Chair) sharing the CEFPI Governance Interim Discussion Report – March 2009, Executive Summary. This report is the result of identifying different scenarios for determining a governance structure between the chapters, regions, and International taking into account standards and needs on an International level. An “Interim Discussion Report Feedback Form” was included.

ATTACHMENTS:

Membership Report – Summary

Membership Report – Detailed listing of new, potentially dropped, and dropped members

Financial Advisory Committee Recommendations

NOTE: Next Conference Call will be Friday, May 15, 2009 at 11:00.

The meeting was adjourned at 5:45.

If you have corrections or additions to these minutes, please contact Doug Westmoreland at .

Notes submitted by: Christina Lighthall