Board of Directors Meeting Minutes, August 6, 1999, Boulder, Colorado

Attending:Laurence Alvarez , Jill Arnold, Pat Battin, Ron Bleed, Bill Graves, Brian Hawkins, Polley McClure, Don Riley, Marty Ringle, Mely Tynan, and Richard West
Also Present:Carole Barone, Richard Katz, Mark Luker, and Julie Rudy

The meeting was called to order by Chair Polley McClure at 8:45 a.m. August 6, 1999.

Motion:That the minutes from the April 29, 1999, Board meeting be approved.

Motion made by:Laurence Alvarez
Seconded by:Jill Arnold

Passed by unanimous vote

Highlights of President Brian Hawkins's Report:

  • Membership is going extremely well, despite the article in the Chronicle. Dues are coming in far ahead of schedule, and all Carnegie groups are responding at the same percentages, so there isn't any backlash from any given group. Our membership after the dues implementation will be larger than at the time of incorporation.
  • Network failure impacted our ability to communicate for a short time in June. We are working on a more refined disaster recovery plan, but part of the problem is that there is only one access pipe into our complex. We are looking for redundancy and need to find a way to not be captive to this potential for disruption of service.
  • Board meetings have been scheduled through 2000. The next Board meeting will be on Monday, October 25, from 1:30 - 5:00 in Long Beach, California, immediately preceding the annual conference. This working session will be followed by a dinner. The winter meeting of the Board will be held on January 18th and 19th in New Orleans, Louisiana, and on the 19th the Board is invited to the NLII opening reception. The first day and a quarter will be a planning session that will again be facilitated by Pat Sanaghan. This will be followed by a business meeting that will end at 5:00 p.m. Dinners will be held both the evenings of the 18th and the 19th. The spring board meeting will be held Thursday night, March 30th in Washington, D.C. during the Net2000 meeting. SAC of 2000 is the 6th - 9th of August, with the board meeting Saturday the 5th in Snowmass. The Nashville board meeting will be Sunday the 8th of October prior to the reception.

Highlights of Vice President Carole Barone's Program Report:

  • NLII has done a member dues billing, and has lost one member (UNC) and gained two new members (Carnegie Mellon and Rice).
  • NLII is transitioning from the awareness stage to implementation and the program is beginning to show this shift. Three focus sessions are planned, the first at the University of Washington on faculty engagement and support, the second at the University of Michigan, and the third is undecided.
  • NLII is working toward a partnership with Carol Twigg's new program to avoid duplication and ensure that our respective programs go in the same direction.
  • A component for student readiness is being added to the institutional readiness program.
  • Carole Barone has been meeting with selected registrars to discuss the linking of student records systems with academic systems.
  • The IMS executive position search is continuing according to schedule. The broader list of candidates has been narrowed, and the transition team will interview six candidates in Chicago on the 23rd of August and one to three will move forward for further interviews by Brian Hawkins and the IMS Transition Team in mid-September. The hope is to have an executive director announced by the meetings in Sidney, Australia, in October.
  • IMS will spin off from both EDUCAUSE and NLII, but EDUCAUSE will have a seat on the IMS Board as well as a permanent seat on the Technical Advisory Board.

Highlights of Vice President Richard Katz's Program Report:

  • EDUCAUSE delivered nine educational events since the last board meeting, beginning to fill some "holes" in the PD program. Events have all had record levels of attendance.
  • There will be a thank-you lunch for corporate members at the conference on Tuesday of the conference week. The corporate forum originally scheduled for that morning has been cancelled, due to an activity that CHEMA is scheduling - a conference being organized by higher education for corporations to be tentatively held in June of 2000, maybe in Washington, D.C. EDUCAUSE will explore ways to enhance this conference experience for our corporate constituents.
  • Two books have come out in the past three months, and there will be some changes to Educom Review, beginning with a change of name to EDUCAUSE Review. We are planning a special issue for the millennium that will have a theme of looking forward/looking back, featuring key leaders anchoring articles in eight areas, with a panel of experts asking questions about the future in each of those areas.
  • HRIT (Human Resources/Information Technology) discussion groups are having a great success in addressing issues related to the national IT workforce shortage and its impact on campuses.

Highlights of Vice President Mark Luker's Program Report:

  • An NSF-sponsored workshop on PKI and digital certificates was held at Snowmass immediately following SAC and featureerd renowned leaders on this subject. This is not a theoretical topic anymore; the PKI train is going down the tracks, but we are not driving it. Some groups are farther along than higher ed and it's urgent that we get on board. Many CIOs are not aware of some of the key movements that are taking place.
  • The EDUCAUSE extension project called Advanced Networking for Minority Serving Institutions is close to being funded by NSF for just under $6 million. $5 million will be administered by EDUCAUSE for programs for the broad community, $1 million will be administered by the EOT-PACI program to advance a small number of these institutions to supercomputing partners. The funding will not buy network circuits, but will be applied toward developing a standardized approach to both skills and technology that can be used by most campuses.
  • Mark Luker discussed the various policy initiatives his area has been involved in. There is evidence that EDUCAUSE has been influential on the hill, even though federal funding for IT research has not gone as well as hoped for. Although our initiatives have been rated as top priorities, there may not be enough funding to cover them with the overall limitations and budget cuts NSF may experience. EDUCAUSE has recently distributed a letter that emphasizes support for IT research and full funding of NSF for FY2000. We are working with many others on this issue and copyright and intellectual property issues as well.

Following these reports, the Board met for an executive session.

Business Meeting:

1.Review of Financial Statements and Investments

The board reviewed the material in the agenda book on financial statements and investments. It was noted that no irregularities were found in the audit.

2.Consideration of the EDUCAUSE Preliminary Program Plan and the Budget for 2000.

The president explained the program plan structure and its timetable and reviewed budget highlights. Final approval of the Program Plan and budget will occur at the October board meeting, so that it will iterate the strategic planning process. Included will be assessment/measures so that we will know how we did in the 1999 timeframe, but also to help look ahead for the next year or two.

NLII and [email protected]

It was suggested that the label of Outreach, Liaison and Technology Transfer in the Program Plan is a misnomer for those NLII and [email protected] activities that actually are more "alpha" activities. Leading-Edge Initiatives was suggested as an additional category to highlight those activities that are on the forefront. But since these categories are also used for budgets, this may create a challenge. It was recommended that the non-leading-edge financials be moved into member services in the budget, keeping in mind that the executive team needs to have the freedom to manage the budget as necessary.

Some Board members felt that we need to refocus teaching and learning as an EDUCAUSE initiative, not just an NLII program. It was pointed out that the "bridging" initiative and readiness self-assessment tool development activities are supposed to do that. NLII and [email protected] are content development foci, and the usual EDUCAUSE mechanisms are the delivery mechanisms. It's also important to not have EDUCAUSE promoting solutions that are not congruent with the NLII message.

New initiatives and challenges

The new Advisory Group on Administrative Information Systems and Services is a program activity where we can encourage thinking about new initiatives we need to create that will lead to the next "big" challenges in this area. This group will behave like NLII and [email protected] regarding administrative issues, a group of forward-looking members to help identify what we need in the administrative area.

It was suggested that we need to emphasize enterprise solutions and issues.

A new consumer guide to campus technology, which EDUCAUSE has been working on, will be helpful to campuses as they prepare their promotional materials. It will help them focus on the consumer view of a technology environment as opposed to rankings and ratings.

Electronic PD is deliberately going slowly as we think we need to be delivering this because of a need, not just to use the technology.

The Frye Institute has been endorsed, and will hopefully provide much needed professional development opportunities for the next generation of CIOs. It will not be delivering a course that ends in certification for a profession. It's not about a "profession" but is about transforming to a broad field that includes the library community, the IT community, and the faculty community. Deanna Marcum and Rick Detweiler will be the two deans of this Institute. There is a Web site about this, including a fantastic reading list (http://www.fryeinstitute.emory.edu/). The timetable includes finalizing curriculum and faculty in the next couple months; beginning a selection process at the conference; and holding the first Institute in June of 2000.

Overall, with regard to new initiatives, for this year we are trying to be able to deliver what we promise. We don't want to be so ambitious that we can't deliver. The role of EDUCAUSE is to recognize the problems and come up with the framework within which the next big challenge can be addressed. Developing an electronic communities space on the Web will facilitate the grass roots bubbling up of these innovative new programs.

Awards

Brian Hawkins highlighted changes in the recognition program, and noted that the Paul Peters Award will come to fruition at the spring CNI meeting.

The Board concluded that the new award to recognize technology-based teaching and learning will be an EDUCAUSE award but the criteria will be driven by standards and directions set by the NLII, not "in compliance with" but certainly not in contradiction to what NLII promotes. A suggested name is the EDUCAUSE Award in Systemic Progress in Online Teaching and Learning.

3.Amendment of the Process for electing Board Officers

In August of 1998, the Board approved the following motion:

That the elections of officers be effective until the winter Board meeting of 2000, thus making the terms of office approximately 18 months, in order to provide continuity during this initial phase of EDUCAUSE, and then establishing annual elections as called for in the by-laws.

The motion was made by Richard West, seconded by Elliott Haugen, and passed by unanimous vote.

What we failed to consider at that time was that by extending the length of service through the winter meeting, we have the potential of having a Board Officer who no longer sits on the Board, since terms end at the end of the calendar year. Therefore, we need to hold elections at the meetings held at the annual conference (usually October), with the new terms of the officers beginning on January 1 of the following year. This captures the spirit of what was originally passed, and doesn't provide any legal exposures. Secondly, the current by-laws (Article VII - Officers, Section 2) state the following regarding elections of officers:

Selection and Term. The Board of Directors, at its next meeting following the close of the annual meeting of the members, shall select the Officers of the Board. Officers shall serve one year terms and until their successors are selected and qualified.

This would mean that elections would need to occur at the February meeting and this implies that the "new board" would decide its own officers. The other alternative, leaving the by-laws as they are, means making us hold the board meetings after the conference is concluded (usually on a Friday afternoon when there is little attention, energy, or attendance). As stated earlier, our decision to have Board terms correspond with the calendar would create some inherent conflicts already described. If the Board is comfortable with the "old board" electing officers, then an amendment to the by-laws would be appropriate. Therefore, the following amendments would be in order to rectify this situation.

Motion:That the process of electing officers, originally adopted on August 8. 1998, be amended to read: That the elections of officers be effective until December 31, 1999, thus making the terms of office approximately 18 months, in order to provide continuity during this initial phase of EDUCAUSE, and then establishing annual elections as called for in the by-laws.

That Article VII, Section 2 of the EDUCAUSE by-laws be amended to read:

Selection and Term. The Board of Directors, at its fall meeting shall select the Officers of the Board. Officers shall serve one year terms from January 1 to December 31 and until their successors are selected and qualified.

Motion made by:Marty Ringle
Seconded by:Laurence Alvarez

Passed by unanimous vote

4.Discussion of candidates for the soon-to-be-open appointed director position, presently held by Patricia Battin, whose term ends on December 31, 1999.

Names were put forth for consideration. Additional names may be put forth between now and the October meeting, when a vote will determine the next appointed position.

5.Discussion of EDUCAUSE assuming the responsibilities for the administration of the .edu domain

Mark Luker reported that we have come to the conclusion that a separate corporation should not be set up to oversee the .edu domain as it would have to be so separate that it would be out of our financial control. The new recommendation is that EDUCAUSE take over policy responsibility for .edu as soon as procedures permit. At the moment there is a preoccupation with ICANN/NSI feuds and hearings. The operational plan has not changed since our last report. MERIT continues to serve as one potential registrar and registry, but at least one other university has expressed an interest in doing this as well. Recent discussions indicate that a new, non-profit registry may be established that all the domain name governing bodies could use. No decision is needed at this point. A definite proposal is not yet ready to be brought to the board.

6.Ratification of the 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. This motion merely ratifies that decision to officially incorporate it into the minutes of EDUCAUSE.

Motion: That the slate of Connie Dowell, Joel Hartman, Joanne Hugi, and Steven Relyea be put forth as the slate to be voted on for Director positions by the membership

Motion made by:Richard West
Seconded by:Marty Ringle

Passed by unanimous vote

7.Review of IMS Articles of Incorporation and By-Laws

The board reviewed the Articles of Incorporation that had been distributed in advance of the meeting. They are modeled after the UCAID articles because of 501c3 concerns. Bill Graves, Carl Berger, and Carole Barone would be the three initial incorporators and the organization would go forward with the Board as listed for the year 2000. By-laws are modeled after the EDUCAUSE by-laws, very simple, with as little codification as possible, but they cover all required points. The Technical Advisory Board is described in Article 6. There will be a representative from every contributing member.

Motion:That the Articles of Incorporation and By-Laws (subject to checking the referral to the Director of Technical Services by title and any substantive changes that might occur) be approved.

Motion made by:Marty Ringle
Seconded by:Mely Tynan

Passed by unanimous vote

8.New Business

There being no new business, the board approved a motion to adjourn (moved by Marty Ringle and seconded by Jill Arnold) and the meeting was adjourned at 3:25 p.m. by Chair Polley McClure.

Respectfully submitted,

Donald Riley
Secretary