Board of Directors Meeting Minutes, August 7-8, 1998, Snowmass, Colorado

Attending: Laurence Alvarez, Jill Arnold, Susan Foster, Bill Graves, Elliott Haugen, Brian Hawkins, Polley McClure, Don Riley, Richard West
Absent: Ron Bleed
Also Present: Carole Barone, Richard Katz, Mark Luker
The meeting was called to order by the Chair, Don Riley, at 10:45 am on August 7, 1998.
Reports:

President's Report

Brian Hawkins presented a President's Report, including the following highlights:

  • A draft form of a Program Plan was presented. Richard Katz distributed an illustrative sample to help the Board understand the program planning process that is being engaged. The goal is to create a program plan document that can be read and understood by any member or stakeholder in EDUCAUSE.
  • Brian has focused primarily in his first 70 days on internal issues, chiefly those related to revenues. This included the creation of a new dues structure and an analysis of the annual conferences. The next task will be to look at the expense side of the budget.
  • EDUCAUSE is undertaking two different evaluative processes to assess the effectiveness and directions for publications. One element is a study of 2000 readers of Educom Review and CAUSE/EFFECT, with data to be broken out by type of school, position of the reader, etc. The other element is a qualitative review of the publication strategy by an outside consultant.

Vice Presidents' Reports

Carole Barone

Carole Barone observed that we need to link the NLII to the rest of the EDUCAUSE program. She is determining ways in which to broaden the outreach of the NLII and the IMS project, and to encourage the adoption of proposed standards.

Richard Katz

Richard Katz reported on the headway being made with the presidential organizations in higher education, as related to IT areas. He reported on a successful CUMREC conference, NWACC Conference in June (about 200 attendees), program with the American Association of Community Colleges (120 Community College presidents), American Association of State Colleges and Universities (100 University Presidents), and an expected successful Seminars on Academic Computing. Two successful institutes were held in Boulder during the summer, and another is planned for Australia in September. Several books are forthcoming from EDUCAUSE in the next six months.

Mark Luker

Mark Luker reported on the successful merger of NTTF and FARNET which created the new organization [email protected] The new organization will continue to track and promote advanced networking for higher education, but will add specific programs that explore how to do networking "for everyone else" and how to meet the needs of institutions which are not research intensive. EDUCAUSE has received an NSF grant for a workshop on how the NSF grant programs in advanced networking should be redesigned. There is also to be a workshop in Chicago to help figure out pricing of bandwidth and what it means to CIOs. A white paper on this topic will result, to be followed by a series of meetings on how CIOs can best take advantage of the changing market in advanced telecommunications. EDUCAUSE is working on defining a process to reach common positions with other associations on policy in the federal policy arena.

Business Meeting:

Motion: Moved that Elliott Haugen be appointed as a Director-at-Large for a one year term; that Richard West be appointed as a Director-at-Large for a two year term; and that William Graves be appointed as a Director-at-Large for a three year term.
Motion made by: Susan Foster
Seconded by: Bill Graves

Passed by a unanimous vote

Motion: Moved that the by-laws of EDUCAUSE be approved and adopted.
Motion made by: Polley McClure
Seconded by: Richard West

Passed by a unanimous vote

Motion: That the dues structure (for 1999-2000 academic year) proposed by the administration of EDUCAUSE be approved, and that the plan to communicate this dues proposal in the early fall of 1998 be implemented.
The proposed dues structure is based on FTEs and Carnegie Classification
The goal of the dues structure was to maintain all present members
The dues structure is guided by a set of policy-driven principles
The dues structure should maintain and attract minority institutions
The proposal continues an option for system memberships
Motion made by: Polley McClure
Seconded by: Susan Foster
Passed by a unanimous vote

Motion: That the conference strategy proposed for EDUCAUSE'99 and subsequent conference directions be endorsed.
Quality of the conference presentations is of prime importance
Create a set of "conferences within a conference" to give a smaller conference feel and interest to the larger conference venue.
The conference would have 3 plenary speakers and 9 featured speakers
Use technology creatively to enhance the conference
Motion made by: Jill Arnold
Seconded by: Susan Foster
Passed by a unanimous vote

Motion: That the corporate relations strategy presented be approved.
A tiered approach (eg Platinum, Gold, Silver, etc.) for corporate sponsors
Clearly defined value proposition for their involvement
Better articulation of the corporate relationships and benefits
A quid pro quo approach to corporate relations.
Use guiding principles to clarify EDUCAUSE - corporate relations
Motion made by: Susan Foster
Seconded by: Polley McClure
Passed by a unanimous vote

Motion: That the funds provided by the five partners (including both CAUSE and Educom) to establish the Paul Evan Peters Award be set aside as a true endowment in order to guarantee that this award will last in perpetuity.
Motion made by: Richard West
Seconded by: Laurence Alvarez

Passed by a unanimous vote

Motion: That the parameters defined in the 1999 pro forma budget be approved.
The budget will be based on estimated revenue from the proposed dues structure and annual conference revenue, as approved
The 1999 staff salary adjustments will be effective for 18 months so that the performance appraisal cycle and the budget cycle can be brought into congruence
The final 1999 budget with cost center projections will be presented for approval at the October 1998 meeting of the Board
Motion made by: Richard West
Seconded by: Elliott Haugen
Passed by a unanimous vote

Motion: Moved that the banking resolutions necessary for EDUCAUSE to operate in Washington, DC and in Boulder, Colorado be approved.
Motion made by: Bill Graves
Seconded by: Don Riley

Passed by a unanimous vote

Motion: Moved that expenses incurred by EDUCAUSE Board members be covered as defined.
Expense reports for the board meetings must be submitted, and the same policies apply that govern all personnel associated with EDUCAUSE.
All lodging, meals, travel, etc. are covered during the board meeting, but each member is responsible for his or her own expenses for those time periods other than official Board meetings.
Registrations for all EDUCAUSE meetings attached to a Board meeting will be complimentary.
Motion made by: Richard West
Seconded by: Bill Graves
Passed by a unanimous vote

Motion: That the proposed Board business meeting cycle be approved.
August Associated with SAC
(1 DAY) Definition of budget parameters
Do program assessment from previous year
Define the agenda for the next year

October Prior to conference
(1 DAY) Finalize and approve the budget
Prepare final issues for Business Meeting
Prepare final issues before conference

February Associated with NLII
(2 DAYS) A retreat format
Strategic planning
Thinking three to five years out
Board development
April At NetXX Conference
(1 DAY) Program review - a detailed discussion
Policy review and environmental scan
Review special projects
Financial review of previous fiscal year

Motion made by: Polley McClure
Seconded by: Laurence Alvarez

Passed by a unanimous vote

Notice: The next meeting of the Board will be held at 1:30 p.m. on October 12, 1998 in Orlando, Florida associated with EDUCOM'98
The winter meeting of the Board will be held on February 2 and 3 in New Orleans, Louisiana associated with the NLII meetings.

Motion: That an Executive Committee of the Board be established as a standing committee of the Board of Directors. This committee would be comprised of the officers of the Board. The duties of the committee would be to:

  • Between regular meetings of the Board consider matters normally subject to Board approval and authorize action subject to ratification by the full Board at its next regular meeting
  • in conjunction with the EDUCAUSE president, establish annual objectives for the President and conduct an annual evaluation of the performance of the President in meeting the established objectives
  • determine the annual salary of the President
  • with the president, establish an executive compensation policy
  • approve purchase of any item valued at $50,000 or more, and approve disposal of any fixed asset with a book value of $50,000 or more
  • approve the acceptance of any gift to the association with a value of $50,000 or more
  • approve all contracts and leases of $50,000 or more, obtaining legal advice prior to final Board action whenever requested by a Board member
  • report to the Board any and all actions of the Executive Committee

Motion made by: Richard West
Seconded by: Susan Foster

Passed by a unanimous vote

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.
Motion made by: Richard West
Seconded by: Elliott Haugen

Passed by a unanimous vote

Motion: That the slate of candidates submitted by the nominating Committee be approved, and that the president be charged to seek out the candidates in a prescribed order to determine their willingness to stand election
Motion made by: Susan Foster
Seconded by: Bill Graves

Passed by a unanimous vote

Ron Bleed joined the meeting via conference call
Board officer elections were conducted, and the following Officers were elected to immediate service:

Chair Polley McClure
Vice Chair Ron Bleed
Secretary Don Riley
Treasurer Laurence Alvarez

Motion: That the resignation of Elliot Haugen be accepted with regret and great appreciation for his service during the period of consolidation.
Passed by acclamation

Meeting was adjourned by Chair Polley McClure at 11:30 a.m. on August 8, 1998