MACRAO Executive Board Meeting Agenda 10:00 a.m.-2:00 p.m. December 17, 2013 Holiday Inn Executive Center in Columbia, Mo.

Transcription

1 MACRAO Executive Board Meeting Agenda 10:00 a.m.-2:00 p.m. December 17, 2013 Holiday Inn Executive Center in Columbia, Mo. I. Introductions a. In attendance - Lenell Hahn, Jen Crump, Victor Price, Jay Haugen, Tyson Schank, Dixie Williams, Jennifer Thorpe, Maggie Herron, Denise Westrem, Rob Hornberger b. Not in attendance Doug Swink, Tammi Grow, Debbie Schatz, Terri Vogel II. Secretary s minutes (Lenell) a. Minutes were approved III. Treasurer s report (Victor) a. As of December 15, we started with $33,749 and now sit at $10, in checking after conference fees. Still have 3 CODs. Total assets of $44, Copy of report is on the dropbox. i. Dropbox login information: 1. username: webmaster@moacrao.org, password: missour1 b. Treasurer s report approved IV. Old Business a. Evaluations of Conference/Feedback i. Overall evaluations (Lenell) 1. All results were either good or excellent with networking opportunities being largely excellent. 2. Overall satisfaction of Camden on the Lake is much higher this year from last year. 3. More people are supportive of staying in the Lake Ozarks area. 4. Interest in MOACRAO supported transportation is largely No or Maybe. 5. Drive-in workshops are still widely supported and coordinated/individual MASFAP/MOACRAO sessions are growing in support. 6. Many people commented on the tight scheduling of the sessions. 7. Comments on luggage and doors. Maybe we didn t follow through with requesting door service from Camden? 8. Concerns were expressed about the ability to grow the program at the current location. ii. Session evaluations (Lenell)

2 1. Professional Development is working on selecting an outstanding session awardee. 2. Most of the negative comments revolve around internet connectivity. iii. Ocherman and other award nominations 1. Whoever is selected as the most outstanding session will be nominated for the Ocherman award. iv. Encourage presenters to submit for 2015 Baltimore AACRAO 1. AACRAO is encouraging people to submit presentations. Chairs should ask members of their committees if they have sessions to submit. 2. Dixie will send a listserve out to encourage all members to submit presentations. b. Conference Vendor Revenue Summary (Lenell) i. We brought in $11,500 in corporate sponsor revenue. ii. Two platinum, four gold, and five bronze. No one took us up on the silver package of $600. This is an increase from last year, but pretty similar. iii. Not much room to expand in vendor opportunities. iv. It s important to keep the vendors in the same area as our general sessions to increase vendor networking opportunities. This is a big hit. v. We do have room for one more platinum sponsor. vi. One request from a gold vendor to do a 45 minute session. c. Continued MASFAP Collaboration (Lenell) i. Jay knows the president of MASFAP and they are interested in continuing the collaboration. ii. MASFAP s contract is up in 2014 for their current location and they would entertain a joint conference or one day overlap. iii. Lenell will respond back that we don t have the ability to change our dates. She ll ask if they would be willing to move their conference up to coincide with our dates. iv. Discussion about not abandoning the support staff workshop and work with MASFAP to add another drive-in conference and split the cost. Lenell will ask them about this as well. V. New Business a. Authorization for bank accounts and debit card (Lenell) i. Motion to give Lenell Hahn, President; Rob Hornberger, President-Elect; and Victor Price, Treasurer access to the account. ii. Motion approved.

3 b. Secretary of State s advice on proper way to store records (Rob/Terri) i. Keeping on the agenda for February to review and approve for dissemination to the members. c. Report from AACRAO State and Regional Officers Meeting (Lenell/Rob) i. Rob and Lenell attended the State and Regional Officers Meeting. ii. Lenell distributed some ideas about strategic planning for MOACRAO. The website needs some updating to reflect our current operation. This will be held over for the February meeting for further review and discussion. iii. Jay mentioned the possibility of becoming part of the ASAE, the association of associations, which provides information and guidance for smaller associations such as ours. iv. Lenell pointed out that Georgia does not hold their conference in Atlanta due to concerns about limited networking, which is similar to our concerns. v. Victor mentioned the possibility of some formalized way of cultivating future leaders of the organization. This could occur as part of the firsttimers track. 1. This could also be an communication prior to the conference, or right after the conference. 2. Dixie mentioned the possibility of having long-term members to write articles about how their career evolved to promote involvement. vi. AACRAO budget went from $5 million in 04 to $10 in A 1.5% increase in dues is coming down the pipe. vii. A task force has brought up the excessiveness of regulation around higher education. viii. Rob mentioned that networking with other states was very beneficial and how our meetings could evolve from business meetings to strategic planning meetings. An understanding of AACRAO s structure was also helpful. ix. Both Lenell and Rob pointed out that our group seems to be working very well in comparison to other states. x. AACRAO is looking into offering an app similar to Guidebook that it could offer to its state groups. xi. Lenell will distribute a flyer about a workshop related to understanding IPEDs data and doing benchmarking studies. This is co-sponsored by AIR and we could bring it to our state if we d like.

4 d. Conference Video Services by V-cube USA, Inc. (Jay) i. This would involve streaming video of conference sessions. ii. Costs have come way down in the past two years. iii. We need to decide our philosophy for how this would be integrated into our conference. iv. To do something like this, we need to have a wired connection. Right now, Camden would not be a viable option. v. Jay will take this to the technology committee to come up with a list of options we can talk through. vi. This will be carried over to the February meeting. e. Summer Drive-in Workshop (Jen) i. Date and location is secured, but keynote speaker and topic needs to be determined. ii. Budget of $1,000-$1,500 for speaker(s). This is the priority. 1. Humor is key and making them feel appreciated. 2. Jen will do some research and bring a list of options to the group. Any recommendations should be sent to her. iii. Food was good last year, but the set-up was not ideal. The build-yourown model is slow. iv. Workshop speaker, topic and promotion materials will be approved at the February meeting. f. Site Selection for 2015, 2016, 2017 (Lenell) i. Lenell received the 3-year proposal from Camden and Tan-tar-a, but waiting on other proposals before discussion as a board. ii. Branson Hilton has offered to host our February meeting that would allow us to evaluate their facilities. 1. February meeting is February 21 st and Lenell will confirm. 2. Site selection team will meet on the afternoon of February 20 th. iii. Lenell will reach out to Tan-tar-a for a 10:30 a.m. meeting on June 8 th prior to our June meeting. g. Other VI. VP and Committee Chair Reports a. VP for Programs and Projects (Jennifer) i. Theme, Logo, Social 1. Theme Winning Together 2. Speaker, Dewey Thompson, is tailoring a topic for us and will also do a break-out session. Contract rate is already approved from last meeting.

5 3. Social tailgating theme 4. Dates October 26-28, 2014 ii. Pre-conference workshops 1. Possible options: a. Looking at the IPEDs workshop. b. AACRAO 101. c. Transfer Admissions session iii. Timeline for conference / program development 1. Call for proposals a. February 1 st with an April 15 th deadline. 2. Save the Date a. Blurb already on the website. b. Dixie posted it on social media. c. Jennifer will send out an blast. 3. Registration Opens a. July 1 st 4. We will discuss the scheduling concerns from evaluations at our February meeting. iv. Records & Registration (Terri) 1. No report. v. Admissions & Enrollment Management (Tyson) 1. Tyson will ask the admissions folks what topics they would like to hear and discuss issues brought up at this meeting. vi. Professional Development (Maggie) 1. Had a conference call with her committee. 2. Maggie will bring recommendations at the next meeting. 3. Need to get more people involved in getting people to nominate. Teaser will go out in February. 4. Would like to put the nomination online. This would be a longerterm goal. 5. Want to recognize people who have been with the organization for five years. Also felt recognizing people with 20 years. 6. Discussion about how to best recognize those who hit milestones. Could range from recognition to their employer to a token to the person during the conference. 7. Gifts (key chains and pens) will go to the first-timers and we will recognize milestones by asking them to stand, and then follow-up with a letter to their supervisor.

6 8. Maggie will take our discussion notes back to the committee for feedback. vii. Technology (Jay) 1. Try to keep the sessions school neutral so that they fit all audiences. 2. Discussion of other resources we could purchase or utilize to better manage web content, list-serve archiving, etc. Haven t found anything like this that exists yet, but there might be something out there. viii. New Member Orientation (Denise) 1. Had over 40 first-timers registered for 2013 conference, and 32 attended. 2. Put together handouts for first-timers to use to navigate the organization. b. VP Elect for Programs and Projects (Jen) i. No other report at this time. c. VP for Membership and Communication (Dixie) i. Still need to work with Rebecca to make updates to the handbook. ii. Need to try to find out what more can come from communication, particularly from social media. iii. Dixie will reach out to members about following us on Twitter and Facebook. iv. Discussion about whether to develop a newsletter or not and what the pros and cons are of various communication models. v. Dixie will take thoughts back to her committee. She will bring back some recommendations to the February meeting. vi. Motion made to not increase membership dues for the next membership year. Motion passed. vii. Dixie will send out a list of institutions that will be contacted so we can identify institutions not on the list that we may want to contact. viii. Membership drive: 1. Late April the membership drive will begin. 2. Some institutions have had issues with making payments. Dixie will talk to Doug and Rob about this. d. VP of Web Services (Doug) i. Doug is working to get the conference presentations on the website. ii. Rob and Doug and working to make the handoff from Rob to Doug. If anyone needs something, they should both.

7 e. President Elect (Rob) i. Vendor & Advertising Fee Structure is underway. 1. Will be discussed at the February meeting. ii. MACRAO Dinner at AACRAO in Denver is also underway. 1. Budget is between $1,000-$1, Location should be within walking distance 3. Recommendation to be made in February. f. Past President Nominations Committee (Debbie) i. Nominations committee has been formed and members are posted on the website. g. Volunteer and Conference Dinner Discussion (Denise) i. Also reported that getting volunteers for the registration table and moderators went well for the 2013 conference. We saw an increase in volunteers. ii. Discussion about the dinner sign-up options and whether we should continue doing this or not. VII. Announcements a. Future meetings: i. Friday, February 21, 2014 Branson at the Hilton 1. Thursday, February 20, 2014 (afternoon) Site Committee will meet to see facilities. ii. Sunday, June 8 and Monday, June 9, 2014 Camden on the Lake 1. Reservations have already been made for everyone on the Board. iii. Friday, September 12, 2014, TBA VIII. Adjournment