Board of Directors Meeting Minutes, August 5, 2000, Snowmass, Colorado

Attending:Board members Laurence Alvarez, Ron Bleed, Bill Graves, Joel Hartman, Brian Hawkins, Joanne Hugi, Polley McClure, Don Riley, Marty Ringle, Mely Tynan, and Richard West

Also Present:Staff members Bob Burdick, Carole Barone, Denny Farnsworth, Richard Katz, Mark Luker, and Julie Rudy

The meeting was called to order by Chair Ron Bleed at 8:00 am, August 5, 2000. He welcomed Joanne Hugi to her first board meeting; introduced the new Director of Publications and Communications Services, Bob Burdick; and expressed the pleasure of the board to have Polley McClure well and in attendance after her recent illness.

Motion:That the minutes from the January 2000 Board meeting be approved.

Motion made by: Laurence Alvarez
Seconded by:Joel Hartman

Passed by unanimous vote

Highlights of President Brian Hawkins's Report

Membership Update:

  • Currently there is an $11,000 dues gain with a total of 1,533 higher education members and 190 corporate members, for a total of 1,723 members.
  • To date 69 percent of dues for 2000-2001 are paid, which is ahead of last year. The electronic dues collection process has been very effective.

Conference Update:

  • All hotel rooms are sold out, including the new fifth hotel that's been added. We think people have registered early for their hotels because of last year's room situation. We are suggesting that conferees get on the wait list of Opryland and closer hotels while booking at the more distant hotels.
  • We are 1.9% below last year at this time in conference registrations, and corporate support is 82 percent of last year's final, and it is expected that we will meet or exceed last year's record setting level.
  • The program will be excellent; Diane Balestri's committee has done a great job. The Neville Brothers will entertain Thursday night at the Wild Horse Saloon.

Other Activities:

  • Brian Hawkins made a presentation to a special federal commission on Web-based education in July. Senators and representatives took testimony from representatives of academe and industry, exploring this topic with the goal of making recommendations to the president by November. Testimony is on the EDUCAUSE Web site as well as the site of the commission.
  • EDUCAUSE has received a great deal of visibility in the press recently, as evidenced from the long list in the board agenda book.
  • The Colorado Society of Association Executives presented EDUCAUSE an award for the best publication of the year for EDUCAUSE Review.
  • NACUBO published their CUBA book recently, including a chapter edited by EDUCAUSE which was highlighted in Business Officer magazine and referenced as "worth the price of the book alone." Our chapter will be reprinted as a monograph and distributed by EDUCAUSE and NACUBO to our memberships.
  • The Frye Institute took place in June and was a huge success. Evaluations were excellent. There was great diversity both in the faculty and participants, but the IT community needs to be better represented next year. We need to promote the Institute to encourage more IT professionals to apply; December 31 is the application deadline. Alumni will meet at the EDUCAUSE and ALA meetings and will stay in touch electronically throughout the year as they complete their practicums on their own campuses.

Highlights of Vice President Carole Barone's Program Report

Highlights of the NLII program are included in a written report in the board agenda book. In addition the following are worth noting:

  • Vicki Suter has become a full-time staff member, Director of NLII Projects, on a two-year contract effective October 1.
  • An upcoming NLII Focus Session will be at the University of Central Florida September 15. This is a follow-on to the University of Washington session that focused on faculty engagement and support and the University of Michigan session that focused on transformation. The UCF session will meld those two topic areas and focus on how to scale the transformation process and sustain quality.
  • Work continues on the conceptual framework for assessing readiness to engage in distributed education which began with a foundation laid by Brian Hawkins and Diana Oblinger. The framework is intended to give people a decision tool to determine to what extent they should get involved in distributed education. EDUCAUSE hired an information architect to help build a Web-based decision engine that is backed up by a database.
  • MERLOT project is proceeding thanks to Cal State providing the breeding ground for this project and sustaining it during the period when it has needed support, guidance, and resources. There are now 23 members, with 19 new schools joining in June, from the University of Michigan to community colleges, from Canada and the U.S. The next step will be to appoint a small advisory committee and a full-time CEO. The search for the latter is under way.
  • NLII fellow recruitment is beginning. Paul Hagner and Anne Archambault have completed a very successful and full year as the initial fellows this past year. The deadline for applications for this program is October 5.
  • The Bridges Task Force will meet at Snowmass and a Teaching and Learning Constituent Group will meet at EDUCAUSE2000.

Highlights of Vice President Richard Katz's Program Report

  • EDUCAUSE member committee activity has been great over the past eight months. The Recognition Committee, Professional Development Committee, Publications Advisory Committee, and Network Award Committee have all met in the Boulder offices and contributed greatly to the association's programs. They have used as input the work of the board in January in their strategic deliberations.
  • Conference activity has been extraordinarily brisk and successful during this reporting period. All EDUCAUSE Institute programs (3) were fully subscribed and wait listed. The CUMREC conference in May was the third best attended CUMREC conference in the forty-year history of that conference. The Nercomp conference grew to more than 500 participants and the Seminars on Academic Computing were capped by mutual agreement between EDUCAUSE and the SAC Board of Directors.
  • The efforts of a working group on IT staffing challenges convened by EDUCAUSE in cooperation with NACUBO and CUPA (now the College and University Professional Association for Human Resources, or CUPA-HR) has come to fruition. A four-page summary of the group's online discussions that took place last summer is in press and is scheduled for distribution as an executive briefing. Retaining and Recruiting Information Technology Staff in Higher Education will be distributed in print to 3,700 presidents and chancellors of U.S. colleges and universities.
  • EDUCAUSE developed and implemented a Current Issues survey with input from the Current Issues Committee. Results of the survey appeared in the summer issue of EDUCAUSE Quarterly and the full survey results are on the EDUCAUSE Current Issues Web site.
  • The EDUCAUSE Advisory Group on Administrative Information Systems and Services (AGAISS) was created to keep a focus on administrative systems in the merged organization. The group met in February and put forward an aggressive agenda, especially to address issues related to portals/e-business and ERP implementations. An invitational symposium on e-business/portals was held in May in Arlington in cooperation with NACUBO with 52 participants (business officers and CIOs). EDUCAUSE then co-sponsored with Converge magazine a conference on portals in San Diego that was attended by more than 200 EDUCAUSE members. Some of these same presenters are being showcased as part of the EDUCAUSE2000 program.
  • With new director Bob Burdick on board, the publishing program is moving along. EDUCAUSE Review is in full swing and was recognized as Best Magazine by the Colorado Society of Association Executives. A new title in the EDUCAUSE Leadership Strategies book series was added, EDUCAUSE Quarterly was redesigned, and EDUCAUSE will be publishing and distributing our chapter from NACUBO's CUBA book. Works in progress include two new books and a monograph based on the e-business symposium mentioned earlier.

Highlights of Vice President Mark Luker's Program Report

  • The [email protected] working groups are maturing and becoming very active. The PKI working group has taken off and an agenda is in place to successfully integrate and interact with Internet2 and federal players in this area to ensure that systems will interoperate and campus-to-government communications will work seamlessly. EDUCAUSE is also supporting a national summit meeting of these groups after the Snowmass meeting. We have also met with NCURA and they will send a delegation to meet with us in Nashville. Attorneys, business officers, registrars, and so forth all want to meet with us to ensure a coordinated approach to PKI in the future.
  • The VoIP working group has successfully applied for an NSF grant and is hosting a workshop at Snowmass to address the many business and policy questions that arise with regard to this technology. The group will bring together campuses with experience in using VoIP and vendors in this area to explore campus needs.
  • [email protected] hosted a gathering of the state networks earlier this year that was very successful; leaders in this area will meet at Nashville.
  • The AN-MSI project is moving forward; many meetings are planned for the next year.
  • EDUCAUSE hosted a meeting to address the issue of the Digital Divide for Small Institutions at the request of PITAC. For PITAC the term "digital divide" means several specific things, one of which involves small institutions. White House and federal agency representatives were at the meeting and were impressed with the quality of the event.
  • ICANN has announced a new process for adding top-level domains. The "legacy" domain .edu may not be affected directly as it remains under the jurisdiction of the Commerce Department and not under ICANN. We are active in the non-commercial domain-name holders constituency group and the at-large membership organization. Since these groups present a very complex set of issues that involve many international meetings, we will need to address how active EDUCAUSE should be in this arena.
  • EDUCAUSE has created a new task force on system security, which is a very hot issue. We were approached by The SANS Institute (System Administration, Networking, and Security), a "cooperative research and education organization through which more than 96,000 system administrators, security professionals, and network administrators share the lessons they are learning and find solutions for challenges they face." EDUCAUSE was invited to work with the SANS Institute to organize a higher education response to the national security issue of hostile actions (such as denial of service attacks) on the Internet. We want to help mobilize campus responses to this problem and to get the campuses that are doing a good job highlighted in the press, rather than the opposite.
  • The DC office has officially been moved with the new address being

1150 18th Street, NW

Suite 1010

Washington, DC, 20036

  • An ad will be posted for a Director level position in the policy and networking area, reporting to Mark in a "second-in-command" capacity, as well as a Government Relations Officer position.

Program Plan Presentation

There are four major new initiatives for the coming year's program.

  1. EDUCAUSE will work with the American Council on Education (ACE) to develop a series of policy papers over the next two years to deliver a framework for higher education leadership. The series is expected to be outlined by November.
  2. EDUCAUSE will partner with the Futures Forum to deliver a Forum on the Internet and the University.
  3. EDUCAUSE will expand its regional conference program to the degree that we can do this well with the resources we have in place.
  4. EDUCAUSE will develop a Virtual Community Initiative that will include redesigning and reorganizing the EDUCAUSE Web site based on a Knowledge Management approach, as well as software that supports a variety of different kinds of communities of interest.

A Major New Program Activity

Brian Hawkins made a presentation proposing the establishment of an EDUCAUSE Center for Analysis and Research (ECAR). The Center's mission will be to provide thought leadership about the role and implications of technology on higher education and to understand the new competition in higher education resulting from IT. Such a center could:

  • identify, describe, and integrate emerging forces and trends
  • address systematically the grand challenges facing higher education
  • develop appropriate responses to fast-moving opportunities and threats

Hawkins indicated that the Center is the tangible manifestation of the strategic directions and objectives identified by the Board at its January 2000 planning retreat. In particular, the EDUCAUSE Board observed that unlike most associations, EDUCAUSE must focus on "... what [the academy] is likely to become." While EDUCAUSE has gained an international reputation for thought leadership in areas related to its mission, most of the published and presented work of EDUCAUSE is anecdotal information developed by member practitioners. As the need, as the EDUCAUSE Board expressed it, for educational leaders to choose "among multiple paths" becomes more acute and risky, the need for high quality, relevant, and timely research-based information is rising. The EDUCAUSE Center for Analysis and Research was proposed by Hawkins to meet this exciting and increasingly pressing opportunity.

Hawkins and the executive team presented a preliminary vision of the Center's mission, governance, and funding. The Center would be developed, with Board approval, with a small amount of seed capital from EDUCAUSE, capital that would be supplemented by corporate and foundation sources and, perhaps, by revenue generated through subscriptions to information generated by the Center.

There was a consensus that colleges, universities, and corporations feel the need for better research and information in our field, and that one of the greatest assets of EDUCAUSE is its position of trust within these diverse communities. The Board agreed that the Center proposal has a great deal of merit, appears to fill a great need, and that EDUCAUSE is in a position to deliver on the potential envisioned. Quality, timeliness, and cost are three key factors we will need to address to make this endeavor successful. The Board made clear that the funds proposed were probably insufficient to support the Center and encouraged the executive team to request additional funds as the vision for the Center became better defined.

Motion:That the board enthusiastically endorse the proposal to create a Center for Applied Research and approve the expenditure of $500,000 from the EDUCAUSE Leadership Fund over the next three years to initiate this activity.

Moved:Marty Ringle
Seconded:Don Riley

Passed unanimously.

It was noted that these funds would not come from the strategic initiatives fund, but from the $2 million Leadership Fund for investment in highly important initiatives.

Discussion of appointed board members

David Pierce's appointed position on the board is now open for a new appointment due to his retirement in July. Also, the position held by Richard West expires at the end of December. A discussion ensued about the background and characteristics such appointment might have.

Business Agenda

1. Presentation on investments by Mary Sotak, Senior VP, First Insured Savings Network

Mary Sotak, Senior Vice President of FISN, gave a presentation about the EDUCAUSE investment portfolio. Discussion centered on the philosophy of the EDUCAUSE investment strategy and on specific options proposed by Ms. Sotak. It was decided to expand the options presented, and to revisit the specific investment plan in October.

2. Review of the 1999 audit, management letter, financial statement and investments

The treasurer noted that the audit letter was very mild as such letters go. Brian Hawkins noted that we had to accommodate a few new things related to the federal grant reporting.

The Board reviewed the financial statement in the agenda book and it was noted that the footnote concerning the potential shortfall in annual conference revenues should now be ignored as it looks as though attendance at the conference will be significantly higher than projected six weeks ago.

3. Review of Balanced Scorecard assessment of EDUCAUSE

Brian Hawkins presented a preliminary proposal for the Balanced Scorecard assessment that the EDUCAUSE board brainstormed about during its January planning retreat. It was perceived as essential to receive specific feedback from the membership to know how well the association is doing; of special note are the warning lights to track member satisfaction by sub-components of the membership (small schools, research universities, community colleges, etc.). The next step will be to discuss the results of this year's effort with the Balanced Scorecard assessment with the Member Services Committee to get their feedback.

4. Review of directions for dues

As there hasn't been a dues increase in three years, a dues increase is proposed for the 2001-2002 academic year that will average a 3.23% increase across the various categories of membership.

Motion:That the proposed dues increase of an average of 3.23% be approved.

Moved:Polley McClure
Seconded:Bill Graves

5. Budget parameters for 2001.

Brian Hawkins reviewed the highlights of the proposed budget. There will be a formal adoption of the final budget in October. The next iteration of the budget will reflect the affirmation of the board for the new EDUCAUSE Center for Analysis and Research.

6. Ratification of Board decision regarding the fall slate of board candidates.

During the time period June 14-25, the board deliberated the slate of candidates to be offered for election via e-mail. The following motion merely ratifies that decision to officially incorporate it into the minutes of EDUCAUSE.

Motion: Moved that the slate of Diane Balestri, Gregory Jackson, Vijay Kumar, and Jack McCredie be put forth as the slate to be voted on for director positions by the membership.

Motion made by:Marty Ringle
Seconded by:Laurence Alvarez and Bill Graves

Passed by unanimous vote

7. New business

Future board meeting dates were reviewed.

Tuesday, October 10, 2000 Nashville 1:00 -5:00

Tuesday, January 30, 2001 New Orleans 1:00 - 5:00
Wednesday, January 31, 2001 New Orleans 8:00 - 5:00

Thursday, April 12, 2001 Washington, DC 8:30 - 3:00

Friday, August 3, 2001 Boulder, Colorado 8:00 - 5:00

Saturday, October 27, 2001Indianapolis, Indiana 12:00 - 5:00

The NLII meeting for 2002 is going to be in San Diego instead of New Orleans; the board meeting will be scheduled accordingly.

Motion:That the board prepare a thank-you for all of the committees for their
support and effort over the past year.

Moved:Marty Ringle
Seconded:Joel Hartman

The management of EDUCAUSE was also thanked for continued good work and effort.

8. Adjournment

There being no additional business the meeting was adjourned at 4:10 p.m.

Respectfully submitted,
Mely Tynan
EDUCAUSE Board Secretary