Board of Directors Meeting Minutes, August 3, 2001, Boulder, Colorado

Attending:Board members Diane Balestri, Ronald Bleed, Brian Hawkins, Joanne Hugi, Joel Meyerson, Susan Perry, Donald Riley, Martin Ringle, and Amelia Tynan. Absent were Joel Hartman and Steven Relyea.

Also Present:Staff members Carole Barone, Peter DeBlois, Denny Farnsworth, Nancy Hays, Richard Katz, Mark Luker, Karen McBride, Wendy Milburn, Julia Rudy, Vicki Suter, and Beverly Williams.

The EDUCAUSE Board of Directors meeting was called to order by Chair Ron Bleed at 8:30 a.m. on August 3, 2001, in the Boulder office of EDUCAUSE.

Motion:That the minutes from the April 2001 Board meeting be approved.

Motion made by:Susan Perry
Seconded by:Diane Balestri

Passed by unanimous vote

I: Reports

Highlights of President Brian Hawkins's Report

President Brian Hawkins deferred to various program directors, who gave brief reports on activities in their areas.

Conferences: Beverly Williams

  • There is an increase in conference attendance overall and generally our meeting activities are doing very well.
  • Two new regional meetings were launched this year and evaluations have been wonderful. The regional events so far this year have served nearly 2,000 people who have not attended the annual conference.
  • There will be two more new regional events, one in the Midwest in 2003 and one in California in 2003.
  • EDUCAUSE has standardized evaluations through an online template that is employed after every event, which makes it possible now to analyze data consistently across all events.
  • Current registrations for the annual conference are at 2,336 (compared to 1,105 last year), but the great increase is due to our having implemented the new Passkey system, which has made people register early. There are thirteen hotels, with five filled already. There are more pre-conference seminars than in past years and more track sessions (140). We have just about sold out the corporate exhibit space and have sponsorships for almost everything on the list.

Publications: Nancy Hays

  • The Publications Advisory Committee completed their report and thus fulfilled their charge, so their meeting at the conference in Indianapolis will be their last. Their advice included suggestions related to finding authors, differentiating the two periodicals, using editorial boards more strategically, choosing book topics more strategically and using professional editors to line up authors for books, and using constituent groups as a source of information. They also suggested that the new Effective Practices and Solutions service offer incentives for contributions and that EDUCAUSE should do some assessment with regard to our Web site.
  • Nancy distributed mockups of Joel Meyerson's new book from the Futures Forum, which is in press. The partnership between EDUCAUSE and the Forum has been excellent, and the program for next year is very promising in terms of content, especially with Clayton Christiansen on the program.

Effective Practices and Solutions: Julia Rudy

  • The EPS service was launched in June and has received some significant acclaim to date, although we have not received as many contributions as hoped for from the launch. We continue to proactively solicit contributions on an ongoing basis, and this strategy is working fairly well.
  • George Brett, who has been working with Internet2 on several projects, approached EDUCAUSE to suggest that rather than I2 developing a similar database it would make sense for I2 participants to contribute their effective practices into the EDUCAUSE database. Then I2 will link to these practices from their effective practices pages.

Highlights of Vice President Carole Barone's Program Report

  • The READY tool is slowly rolling out. Tor Cross and Constance Humphries have worked with CUDA at Cal State and are now doing a heuristic assessment of the tool.
  • Peter DeBlois and Carole did a READY demo with a group of AAU registrars in Aspen and got good feedback.
  • A group from Minnesota State Colleges and Universities will be using the READY tool to help with the MnSCU project to create an e-learning environment for the 21st-century student. The project will provide a roadmap of the technical and policy issues Minnesota will face in implementing this vision. One goal is to identify policy impediments early on.
  • Project MERLOT has appointed a chief executive officer, Ed Cooper, formerly of Regis College.
  • IMS continues to move forward very effectively, consistently rolling out standards. They have established a good, positive working relationship with IEEE and have also established a European Center.
  • Brian Hawkins has written a letter supporting the Internet Equity and Education Act of 2001 (H.R. 1992), which will make it easier for distance education programs to award financial aid.
  • The ACE monograph on distributed education is a best seller and ACE is about to reprint it as it has sold out already.

NLII: Vicki Suter

  • The upcoming September NLII focus session is on the topic of assessment in partnership with CNI and the Flashlight Project. Plans include following up with an online workshop after the focus session. Participation in NLII focus sessions is a great mix of types of schools and types of professionals, and faculty also participate in these activities. The September session is already overbooked, which is causing some adjustments in the space planning.
  • NLII is now recruiting new fellows for 2002. Current fellow Helen Knibb is working on the topic "learner-centered by practice" and fellow John Ittelson is working on the topic "e-portfolios."
  • Highlights of Vice President Mark Luker's Program Report
  • [email protected] activities are largely driven by the working groups, all of which have been active over the last year. [email protected] members will meet to discuss all group projects at a brunch just before SAC, and all of the working groups will report at E2001.
  • The PKI working group has three new areas of focus: (1) In a project known as the Higher Education Bridge Certification Authority, or HEBCA, members and staff of the PKI Working Group will work with Internet2, MitreTek, NIH, and the federal PKI Steering Committee to demonstrate a working bridge for higher education. Success would allow campuses to communicate using PKI between each other and with the federal agencies, a significant step forward in the implementation of PKI. (2) The PKI Group has applied for a major NSF award in this area along with Internet2 and SURA. (3) The PKI Group will host the third annual PKI summit between higher education, government, and corporate partners following the meeting in Snowmass.
  • The VoIP working group has been renamed ICS, for Integrated Communications Strategies, and will host an NSF-sponsored summit after the Snowmass meeting.
  • The Broadband Pricing working group held its third forum in Boulder in late June; both higher education institutions and vendors participated and shared their campus experiences and insights on the market, respectively.
  • The Wireless working group has hosted a major national meeting on campus wireless networking. A steering committee will meet at E2001 to chart the working group agenda for 2002.
  • The regional aggregation points group has spawned a new organization, called TheQuilt, of large GigaPoPs that will be hosted by Internet2.
  • With regard to the .edu domain, a sub-award will shortly be signed with VeriSign and the Department of Commerce.
  • Policy activity is going full speed. EDUCAUSE sent a letter to Congress on the gambling issues and we have signed onto letters other associations have written on a variety of related issues. The Policy Initiatives Web page has been improved so that new and hot items are more easily identified.
  • The national meeting of State Networks has been hosted under EDUCAUSE for the past three years as a professional development activity, so that state network folks could share their experiences. EDUCAUSE will continue to host this meeting annually along with CoSN.
  • The I2 K-20 initiative is in operation but smaller in scope than previously defined. Bill Mitchell, Director of MoreNet, and Louis Fox, VP for Outreach Programs at the University of Washington, are now co-leading the project. They have visited states that have sponsored their K-20 activities and are working with people who are recognized leaders in the K-20 community, encouraging them to work with I2.

Highlights of Vice President Richard Katz's Program Report

  • Richard delivered keynote addresses at EDUCAUSE in Australasia, the WebCT Users Conference and the Seminars on Academic Computing during this period and published several book chapters and articles, including one in the London Times Higher Education Supplement. He is working on a monograph on Partnerships to Support Distributed Learning as part of ACE series on distributed learning.
  • ECAR has 14 confirmed subscribers; the response to the subscription drive has been gratifying. ECAR print publicity was just only launched ten days prior to this report, so we are optimistic that the drive will continue to be successful. We hope to exceed the planned subscription goals of business plan by the time of the annual conference.
  • Becky Granger has developed a prospect management system that has been very helpful and many of the EDUCAUSE staff members have provided support for what amounts to the launch of a major new business.
  • As one indicator of the rising interest in the e-learning research domain, IBM's research director has just dedicated 20 researchers to the e-learning space, indicating the continued significance of research in this area.
  • Two new senior fellows, Mary Beth O'Conner and Robert Albrecht, have joined ECAR under contract. Mary Beth will oversee ECAR research studies while Bob will develop research bulletins in conjunction with Diana Oblinger.
  • At least nine organizations will be submitting responses to the RFP that was issued for research projects. The plan is to select 2-3 proposals from those who respond, to pursue as research projects. EDUCAUSE will work closely with the selected contractors to ensure the final products are well suited for our audience.
  • EDUCAUSE organized and delivered a second executive forum with NACUBO in May. This event focused on the new business architecture articulated by the University of California system. Nearly 50 CIOs and Chief Business Officers participated in this event. A monograph, and articles in The EDUCAUSE Quarterly, Business Officer are planned from this event.

II. Business Meeting

1.Discussion of new initiatives for 2001 Program Plan

President Hawkins explained that the program plan is discussed initially at this meeting, with the aim to finalize it in the fall. Directors were more involved this year in the planning process, and there was more discussion internally within management. The theme for the coming year is to "conclude major things we've started" rather than start many more new projects. The following are the major initiatives that we will focus on for the 2002 program:

  • Creation and establishment of the EDUCAUSE core data survey/service
  • Creation of pilot projects on a virtual communities initiative
  • Formulation of the Institute for Computer Policy and Law (ICPL)
  • Continued expansion of regional conferences
  • Establishment of EDUCAUSE as registrar of the .edu domain
  • Pilot testing of a Higher Education Bridge Certificate Authority (HEBCA)
  • Implementation of the EDUCAUSE Center for Analysis and Research (ECAR)

With regard to the third item, formation of the Institute for Computer Policy and Law, a motion was necessary to proceed:

Motion: Moved that EDUCAUSE formally affiliate with Cornell, and another possible partner, to establish the Institute for Computer Policy and Law, as defined in the "Proposal for a Collaborative Sponsorship of the Institute for Computing Policy and Law" included in the Board Agenda Book.

Motion made by:Martin Ringle
Seconded by:Susan Perry

Passed by unanimous vote

2.Review of 2001 Program Plan

Overall, the Board confirmed the program plan initiatives as being significant and agreed with the directions that have been proposed.

3.Budget parameters and highlights

The EDUCAUSE membership is now up by 200+ members since the merger. The dot-com crash and down-turned economy have affected some corporate participation, but we are doing well across the board and so far the slower economy has not affected institutional participation.

4. Discussion of awards policies

Karen McBride presented a summary of the directions the Recognition Committee felt we should take with regard to eligibility for awards, primarily precluding the winning of certain awards by someone serving on the board or the selection committee.

5. Overview of results of Balanced Scorecard analysis

President Hawkins presented the results of the Balanced Scorecard process developed by the staff over the past year. The board applauded this effort, but also requested the ability to go deeper into the data for those board members who would like to do so.

6.Discussion of the nomination and slate selection process and ratification of the slate of board candidates

The board discussed the confusion that existed in their recent review of the slate proposed by the Nomination and Election Committee for the EDUCAUSE Board of Directors. The following decisions were arrived at to prevent confusion and to clarify the intent of the Board in this matter.

  • The Board amended the charge to the nominations and elections committee to ask that each year, the committee provide the Board with between five and eight candidates, from whom the Board will select the final four.
  • The Board also decided to ask the committee to give the Board feedback as to its rationale for its recommendations as it saw fit to include, and to communicate that the Board would welcome the committee to rank the candidates when nominations were sent to the Board.
  • Finally, the Board decided that a special phone call meeting of the Board would be scheduled each June to fully discuss the Board selection of a final slate.

The following motion ratifies the decision made by the board via e-mail during their slate deliberations from June 10-25, to officially incorporate it into the minutes.

Motion: Moved that the slate of Kathy Cristoph, Perry Hanson, Bonnie Neas, and Willie Pritchard be put forth as the slate to be voted on for Director positions by the membership

Motion made by:William Graves
Seconded by:Gregory Jackson

Passed by unanimous vote

Denny Farnsworth reported that this year's election will be the first all-electronic board election in our history. The IS team has worked to do coding and write specs which have been reviewed and approved by the audit team.

7.Financial Update

Wendy Milburn explained that the loss shown in the current budget report is because conference revenues have not yet been captured; this is a timing issue. CUMREC and NERCOMP did better than budget. Also, we will be spending some money on Web redesign next year that had been budgeted for but not spent this year.

8.Investment Update

Denny Farnsworth explained that EDUCAUSE breaks investments into three categories: operating and short term, medium-to-long-term, and long-term equity. We made a conscious decision to allow the operating and short-term fund to grow beyond its established ceiling of $1,500,000, based on the slower economy. We do not want to put any more into equities at this time, and Janus was producing better than agency notes and CDs. We have now reached the threshold when it's time to go back to agency notes and CDs. Comparing our equity funds to the S&P 500 Index, Growth Fund of America is 0.5%, Bear Sterns is +10.4%, and Washington Mutual is +30.9%.

9. Discussion of the mission statement and "tagline" for EDUCAUSE

Motion: Moved that the mission statement of EDUCAUSE be changed from:

The mission of EDUCAUSE is to help shape and enable transformational change in higher education through the introduction, use, and management of information resources and technologies in teaching, learning, scholarship, research, and institutional management.

to the following:

EDUCAUSE advances higher education by promoting the intelligent use of information technology.

And the "tagline" for EDUCAUSE remain as it has been:

Transforming Education Through Information Technologies

Motion made by:Gregory Jackson
Seconded by:Martin Ringle

Passed by unanimous vote

10.Discussion of new board members

It is time for the board to begin to think about a candidate to fill the director position that will be vacant when Bill Graves retires from the board at the end of this year. The type of person being sought was discussed and a number of potential appointees were proposed. The board directed President Hawkins to approach an agreed-upon individual and to report back the results at the fall meeting, when the actual appointment will be confirmed.

11. Adjournment

Motion to adjourn was made by Gregory Jackson and seconded by Joanne Hugi. The meeting was adjourned at 2:50 pm.

Respectfully submitted,

Mely Tynan
Secretary

The next board meeting will be held Saturday, October 27, 2001, in Indianapolis, Indiana, from 1:00 - 5:00 p.m. at the EDUCAUSE Annual Conference. This working session will be followed by a dinner. The winter meeting of the board will be held on January 29-30 in San Diego. That meeting will include a planning session that will start after lunch on the 29th, and conclude by lunch on the 30th. This will be followed by a business meeting that will end at 5:00 pm. A dinner for the full board will be held the evening of the 29th and there will be an informal dinner for those who do not fly out the evening of the 30th.