Board of Directors Meeting Minutes, April 18, 2002, Washington, D.C.

Attending:Board members Kathy Christoph, Perry Hanson, Joel Hartman, Brian Hawkins, Joanne Hugi, Greg Jackson, Joel Meyerson, Susan Perry, Steve Relyea, Martin Ringle, and David Ward. Absent was Amelia Tynan.

Also Present:Staff members Carole Barone, Cynthia Golden, Mark Luker, and Julia Rudy. Clifford Lynch, executive director of the Coalition for Networked Information, joined the meeting to provide an update on CNI's activities.

The EDUCAUSE Board of Directors meeting was called to order by Chair Martin Ringle at 10:30 a.m. on Thursday, April 18, 2002.

Motion:That the minutes from the January 2002 Board meeting be approved.

Motion made by:Greg Jackson
Seconded by:Joel Hartman

Passed by unanimous vote

I: Reports

Highlights of President Brian Hawkins' Report

President Hawkins reported that we said in January that the state of the economy would be a more significant influence on EDUCAUSE than security after the 9/11 attacks. We are beginning to see those economic effects now in our programs, with many state budget cutbacks and travel bans.

  • While NERCOMP, EduTex, and the Southeast regional conferences are 9%, 5%, and 30% above last year, respectively, and NET2002 and the Institutes are level in attendance, CUMREC is 37% behind last year's registrations at this time. Initially, we thought this conference would be a bellweather for the annual conference, since it's a national event. However, we have found that the registration patterns are different this year, with people making commitments at the last minute. So maybe CUMREC will pick up a little at the end. There are 464 people scheduled to attend, and the housing block is not sold. We are at 80% of budget for corporate commitments right now.
  • The annual meeting is now at 90% of budget for corporate participation, but we have budgeted conservatively. We will open up registration for the annual conference on the 23rd of this month for registrations for EDUCAUSE 2002 and begin to see what happens.
  • Professional development travel is often the first thing to go in tough times. We will be broadcasting some of the key sessions at EDUCAUSE 2002 (with the help of Internet2) and that will help serve people who can't physically attend. Will this hurt attendance? We will take our chances. We think people will come if they can. But our strategy during economic bad times will be to mount the PowerPoints and audios from presentations as quickly as possible to serve those who were unable to attend.
  • Other associations had a very bad time last fall; we were the only one in higher education that didn't suffer big losses. It is predicted that it will take at least a couple of years for economic recovery in the higher education sector. Steve Relyea pointed out that the WACUBO meeting is down 12-14% from the previous year and would normally be up, so it's probably even worse that that. The state of Washington has a complete travel ban and has traditionally sent a lot of people to this event. And according to David Ward, associations are overall experiencing a 10% typical drop this spring.
  • On the up side, we are in the process of securing a grant from NSF that will allow us to do even more with regard to security issues. New staff have been hired and we are up and running programmatically in this area.
  • A staff change worth noting is that Cynthia Golden is apprenticing with Julie Rudy to take over the function of liaison with authors and editors with regard to content development for our books series. Julie will be cutting back her hours as she works toward retirement.
  • The sixth book in the Jossey-Bass Leadership Strategies series is hot off the press. Edited by Hawkins, Rudy, and Bill Wallace, this one offers a campus agenda related to IT workforce issues. It will shortly be mailed to primary representatives at all EDUCAUSE member institutions and organizations. It is worth noting is that Peter Freeman, author of a chapter in this book and a good friend to EDUCAUSE, has left Georgia Tech to work at NSF, to be Director of CISE.
  • We have added a new column to EDUCAUSE Review, called E-Content, which will be edited by Deanna Marcum.

Highlights of Vice President Carole Barone's Program Report

  • The NLII annual meeting will alternate venues between San Diego and New Orleans.
  • The 2002 NLII Annual Meeting was the largest ever. Evaluations were very good, and there was a very good mix of people, about half traditional EDUCAUSE members and half academic affairs, provosts, deans, and faculty members. Thus the dynamic of this meeting is very different from other EDUCAUSE events.
  • NLII held a focus session on March 15 in Denver on assessment. Such focus sessions create a significant amount of content. The session on assessment was followed by an online workshop, which is a pilot for electronic professional development. Twenty-three participants signed up and so far the level of discourse is good. It is taking a great deal of effort to do it right but we are learning from it.
  • NLII fellows and fellow alumni continue to be productive. Both of this year's fellows were at the Leadership Institute and all of the fellow alumni have advanced in their careers.
  • IMS members have all renewed and this organization is moving aggressively into the specification process for learning design standards.
  • The Advisory Committee on Teaching and Learning (ACTL) wants to stay actively engaged throughout the year, and we are seeking tools to support that. Currently we are making conference calls every other month but we are challenged to find ways to help people stay engaged.

Brian Hawkins shared that staff are working on a Web redesign that will incorporate community tools to help committees, working groups, and other groups of colleagues who are working on EDUCAUSE projects stay in contact throughout the year as a group.

Highlights of Executive Director Cynthia Golden's Program Report

  • The Professional Development Committee has also been working online continually throughout the year, not just meeting face to face annually.
  • The Program Committee for 2002 met in March in Boulder to put the program together. The number of proposals increased from last year. The 2003 committee will meet next week in Anaheim, California.
  • Program planning committees for regional events (the Middle Atlantic, Midwest, and the Southwest) will meet electronically, not face to face.
  • Conversations with ACE about executive education have taken place and we have put together a draft curriculum and are currently working on the details.
  • EDUCAUSE institutes are evaluating curriculum and revising as needed. Policy issues are going to be incorporated into the Leadership Institute, with Margie Shaw added to the faculty.
  • The Current Issues Committee provided lists of topics to the program committees for roundtables; ACTL provided an article for EDUCAUSE Quarterly about getting the most out of a conference.

Highlights of Vice President Richard Katz's Program Report

In Richard Katz's absence, his report was given by Brian Hawkins.

  • The first major ECAR research report is now in production; the topic is outsourcing and ASPs. The next report, on wireless, is on schedule and looks very good. A third report from Eduventures on technology media and course delivery is scheduled for August release.
  • ECAR has published ten research bulletins as of mid-April and these have received positive reactions from ECAR subscribers.
  • The ERP in-depth study is going really well, under the direction of Bob Kvavik, Paula King, Ed Lightfoot, and Richard, who are doing this research in-house. It should be released around the time of the conference.
  • ECAR is still on schedule with regard to subscriptions; corporate sponsorships are a little slower than anticipated because of the economy.
  • The ECAR symposium is scheduled from the 5th to 7th of November.
  • Response to the RFP for the teaching and learning report is greater than the others - more than two dozen organizations indicating an interest. This selection process is expected to be completed by the third week in May.

Highlights of Vice President Mark Luker's Program Report

  • After the NIH pilot, HEBCA (Higher Education Bridge Certificate Authority) was presented to a number of federal organizations to strong acclaim and expressions of appreciation for EDUCAUSE's partnership in the project. This project was recognized by the e-government conference with a "Pioneer Award." Other agencies are joining the project pilot, most notably NASA and the Federal Student Assistance Office, which plans to run a pilot on financial aid that may promote significant significant additional use of the HEBCA.
  • With regard to the Homeland Security initiative of the federal government, we are participating with the Critical Infrastructure Assurance Office in getting input on behalf of higher education for the national strategies document. Richard Clarke, the president's special assistant on cybersecurity, extended the deadline for our submission to ensure broad input from higher education and to help us build consensus through workshops and related communications. In a joint press release, Internet2 and EDUCAUSE that we now have the support of the higher education presidential associations for a framework for action to devote more resources, attention, and priority to security. This represents a pledge to move security concerns out of the silo of the IT department and into the sphere of campus leadership. The agreement also pledges to support coordination of security information across higher education and with the federal government, to be organized by EDUCAUSE and Internet2. ACE president and EDUCAUSE board member David Ward was instrumental in getting a sign-off from the various presidential associations before the announcement this morning (on April 18,2002).

II.CNI Update

Clifford Lynch reported that the Coalition for Networked Information is healthy organizationally, with a stable membership of around 200 members. Any attrition is due to mergers and acquisitions, for example, but for every member that drops CNI continues to pick up new members, such as the American Museum of Natural History. CNI is also doing outreach to smaller liberal arts colleges and expects to add several members in this category. Other activities reported included:

  • The CNI budget is on track for a balanced budget this year. A 2% dues increase is planned for the coming year. CNI follows a philosophy similar to EDUCAUSE, that is, it asks for small dues increases on an annual basis, rather than subjecting the membership to a periodic large increase.
  • The CNI spring meeting in conjunction with Networking 2002 which went well, with a good attendance. The fall meeting is scheduled in December in San Antonio.
  • CNI is conducting a joint meeting with JISC in UK in Edinborough in June. This brings together people working on similar projects in the US and UK and provides a valuable opportunity for good information interchange.
  • A series of invitational workshops have been conducted: one in March on the digitization of our cultural heritage and one on evolving architectural contexts for designing information access systems in May (learning management systems, portal systems, and evolution of library automation systems). And we are working with Internet2 on rolling out their Shiboleth project for the publishing community.
  • CNI continues to co-sponsor the EDUCAUSE Networking meetings and will cosponsor with ACM and IEEE the Joint Digital Libraries meeting in Portland.
  • CNI thanks EDUCAUSE for the service of Richard West, Susan Perry, Larry Levine, and Brian Hawkins on the Steering Committee.
  • The CNI program plan is formalized annually and issued in conjunction with the fall meeting. This year we have included not just material looking forward but also what was accomplished in the previous year's program plan. CNI takes the opening plenary slot as an opportunity to verbally take people through the same exercise
  • We structure the program plan in four areas:
  1. Collaboration and advocacy (given greater emphasis in 2001-2002 plan)
  2. Content (creation, organization, management)
  3. Organizational area
  4. Infrastructure, standards, and technology issues

III.Business Agenda

1.Financial Update

Our financial picture was one of good news for the first two months, and March was even better. We have not yet had to draw on the reserves that the Board authorized.

2.Investment Update

With a better market, we are $292,000 more positive than on February 28.

3.Review of 2001 audit and management letter

The only negative comment in the audit was that we have too small an accounting staff, noting that it would be better if we had greater separation of duties and controls. Wendy and staff deserve special kudos in the grants management area and documentation.

4.Board member appointment

With the death of board member Diane Balestri, there is a term to fill on the board of directors. According to the association's bylaws, we have discretion in the filling of this term, as reflected in the following provisions in the by-laws.

ARTICLE V - BOARD OF DIRECTORS

Section 7. Vacancies. Vacancies on the Board of Directors and any Directorship to be filled by reason of an increase in the number of Directors, may be filled by majority vote of the remaining members of the Board of Directors, though less than a quorum of the Board. A Director appointed to fill a vacancy shall be appointed to serve the unexpired term of the Director's predecessor in office and until his or her successor is elected or appointed and qualified. In the event of a vacancy and appointment pursuant to this Section, the number of appointed Directors serving on the Board may exceed the number of Member Directors.

After some discussion, the following motion was made and passed unanimously.

Motion:That Willie Pritchard be appointed a member of the board to complete
the term left open by the death of Diane Balestri, to serve until December 31, 2004.

Moved by:Greg Jackson
Seconded by:Multiple seconds

Passed unanimously.

5.Consideration and approval of the 2001 Policy Program

The Higher Education Information Technology Alliance has been engaged in some major policy issues (Homeland Security, intellectual property, and so forth) and EDUCAUSE participates strongly in this group. HEBCA is another example of an activity that will have strong policy ramifications. Many members do not understand the EDUCAUSE policy program, so Mark Luker has put together an explanatory article that will appear in EDUCAUSE Review to help educate members and readers about what this program does.

Motion: Moved that the 2001 policy priorities, as discussed and amended, be approved

Motion made by:Susan Perry
Seconded by:Multiple seconds

Passed by unanimous vote

Mark commended his policy staff and commented that they are the envy of other organizations and associations in Washington. David Ward commented that there are few if any other associations as well organized on their areas of policy interest and advocacy than EDUCAUSE does with IT.

6.Discussion of .edu policy issues

President Hawkins provided some context to the discussion of a question that is before EDUCAUSE in the .edu policy area. EDUCAUSE agreed to be the .edu domain administrator for two reasons: (1) so that higher education would never be held ransom for a .edu domain name; and (2) to maintain the integrity of the .edu domain, i.e., so that .edu would mean something. The current policy process is that we have a contract with the Department of Commerce to act as their agent, so everything we do needs their approval.

The criteria stipulated at the time we took over management of the .edu domain were that in order to have a .edu address, an institution must be degree-granting and be accredited by one of the regional accrediting associations. That allows community colleges but not trade schools. The Career College Association (CCA) is challenging this set of criteria and we need to respond to their challenge.

The policy group, made up of David Ward from ACE, Brian Hawkins from EDUCAUSE, and Kathleen Santora from NACUA, met on Tuesday, April 16 and approved a policy process to put out any proposals related to changing these criteria. The process calls for a period of 90 days for public comment, and then a period of 90 more days for these responses to be synthesized and presented to the Policy Board for its review and consideration. This group would then make a decision and send it to Commerce with a recommendation, if a change in the current policy is viewed as appropriate.

7.Proposed By-Law change

The following change is proposed in order to bring the bylaws into conformance with actual practice:

ARTICLE VII, OFFICERS

Section 8. Treasurer. Subject at all times and in all respects to the direction and approval of the Board of Directors and subject to the terms of any gift, bequest, or devise made to the corporation, the Treasurer shall have the custody of, and be responsible for all funds of the corporation, shall periodically monitor the disbursement of such funds (or oversee disbursement thereof) as ordered by the Board of Directors, and shall keep require full and accurate records and accounts in books belonging to the corporation showing the transactions thereof, its accounts, liabilities, and financial condition. The Treasurer shall render or have rendered a statement of the condition of the finances of the corporation at each regular meeting of the Board and at such other times as the Board shall require. The Treasurer shall provide a full financial report to the Board annually. The Treasurer shall do and perform all other duties pertaining to the office of Treasurer as ordered by the Board of Directors.

Motion: Moved that Article VII, Section 8 of the EDUCAUSE bylaws, dealing with the duties of the Treasurer, be amended as shown above.
Motion made by:Susan Perry
Seconded by:David Ward

Passed by unanimous vote

8.New Business

Kathy Christoph mentioned the pending scholarship for Diane Balestri proposed by a group of women who were her friends, and she will keep the board apprised about these developments.

Chair Marty Ringle said in closing that a good board meeting should be substantive and brief, and this meeting has met both of those criteria.

9.Adjournment

The next Board Meeting will be held Friday, August 2, in our offices at 4772 Walnut St., Suite 206, Boulder, Colorado, from 8:00 am - 4:00 pm. The fall board meeting will be held prior to the conference on Monday, September 30, from 1:00 to 5:00 p.m. in Atlanta. The winter board meeting will be held on the 29th of January in New Orleans.