Board of Directors Meeting Minutes, February 2-3, 1999, New Orleans, LA

Attending:Laurence Alvarez , Jill Arnold, Pat Battin, Ron Bleed, Susan Foster, Bill Graves, Brian Hawkins, Polley McClure, David Pierce, Don Riley, Marty Ringle, Mely Tynan, and Richard West.

Also Present:Carole Barone, Denny Farnsworth, Richard Katz, Mark Luker, and Julie Rudy

The meeting was called to order by Chair Polley McClure, at 1:30 pm February 2, 1999.

Motion:Moved the minutes from the October 12, 1998 Board meeting be approved.

Motion made by:Don Riley
Seconded by:Laurence Alvarez

Passed by unanimous vote

Reports:

Highlights of President Brian Hawkins' Report:

  • Estimates of corporate participation in EDUCAUSE '99 now appear to be conservative, as we have already exceeded those numbers. This means that the assumptions for the budget we are currently operating on are sound.
  • We are in the process of finalizing the conference program, with Colin Powell, Barry Munitz, and Rita Colwell confirmed as general session speakers. We still have eight slots for featured speakers to fill so suggestions are welcome.
  • Diane Balestri has agreed to chair EDUCAUSE2000; there will be a two-day retreat in Nashville in mid-May to check out the site and begin plans for the conference. Norma Holland will chair the EDUCAUSE2001 conference in Indianapolis. Michael McRobbie will facilitate involvement of the state (especially the Abilene Project) and city in planning this event.
  • Brian has written an article for CAUSE/EFFECT about the makeup of the EDUCAUSE membership to convey the complexity of the constituencies we serve and what a broad spectrum of higher education we represent.
  • John Gehl and Suzanne Douglas have resigned and their contract is now phasing out. An appropriate contingency strategy is being devised to continue Educom Review and Edupage.
  • Joel Kolbensvik has been hired as EDUCAUSE Director of Publishing. He will lead a strategic evaluation of EDUCAUSE publications to determine future directions under the consolidation. Results of a survey conducted last fall will shortly be available to inform this process. The survey was sent to members to capture feedback primarily about CAUSE/EFFECT and Educom Review, but also sought members' responses about other publications and preferred delivery media.
  • A new organizational chart in the agenda book reflects the current structure of the EDUCAUSE staff organization. A major change is the creation of a new position, the Director of Conference Services and Educational Activities. Brian explained the history of the disparate conference/professional development staffing approaches and the need to integrate this set of activities with other programs. Debbie Smith has resigned her position as Director of Conferences, but is working with Brian currently to define a contractual relationship whereby she will likely work on the CUMREC conference. A search is under way to fill the new Director position.
  • Erin Kelly's resignation caused a reevaluation of staffing in this area. EDUCAUSE has hired a CPA, Wendy Milburn (who has already proved to be an excellent addition to the staff), which should translate to more efficiency, integration, and depth of skills in this area.
  • EDUCAUSE overall has two offices in Boulder, one in D.C., and eight people in other locations. A new facility is being built in Boulder that will house all Boulder staff under one roof. Expected occupancy is May 15. The DC office has a lease through April of next year and the plan is for DC staff to move to a new location no later than the expiration of that lease. We are looking for contiguous space with I2 and CREN near Dupont Circle, with independent leases rather than EDUCAUSE being a landlord.
  • All board members should have received the Board Orientation Manual, to which we will add updates as they become available, usually in conjunction with a Board meeting.
  • We are in discussions with CUPA (the College and University Personnel Association) about doing a joint IT salary survey and will have more to report later on this. Association relationships are exploding. There is much demand for EDUCAUSE to partner with others, especially presidential groups. NASULGC, AASCU, Council of Independent Colleges, and others are seeking information and asking for speakers for their events. There will be ample opportunity for EDUCAUSE members to be asked to speak, not only Board members but others in the association. EDUCAUSE membership on the ACE secretariat will be decided in June.

Highlights of Vice President Carole Barone's report:

  • More than 200 people attended the NLII meeting and the program now has 90 members, 11 new since the last meeting. Fifty-four are higher education institutions, 23 are associations or government-related, and 13 are from industry.
  • The IMS project has 34 investment members (who pay $50,000) and 150 members in the developer's network (paying $1,000). The IMS is a three-year EDUCAUSE project with a scheduled end date of December 31, 1999. The IMS Futures Committee, appointed last year by the IMS Advisory Board, has forwarded three options for the structure and governance of the IMS in the future:
  1. Retain the current structure, with the higher education participants making recommendations to be approved by EDUCAUSE
  2. Rely on volunteers, who would serve in a coordinative role, retaining the skeleton of the existing organization and membership dues would be $1,000
  3. Adopt a coalition approach (this is the preferred option), which would be similar to the current organization but would rely on relationships with sister organizations to reflect consumer interest. There would be dues at the investor level with $1,000 dues also possible, but no in kind options. EDUCAUSE would play a significant role in advising on behalf of higher education, and other associations would have relationships.
  • An acknowledged aspect of the third scenario is that it would be basically a corporate model and that would need a lot of consumer input. Current vendors are not interested in a long-term EDUCAUSE-controlled model, rather they would prefer a those-who-pay-govern versus those-who-pay-advise model.
  • There are issues regarding the locus of authority and liability. The board consensus was that we will need to find an acceptable way for higher education to be represented. A requirements-gathering formal structure is needed. And in fact a more formal management structure is needed if this is going to move forward successfully. More players are coming on board, and there is a feeling that it needs to be more mature and have a policy structure to support it. It also needs to be put on a firm legal basis with a well articulated governance structure. EDUCAUSE's ongoing role and continued investment need to be clarified.
  • This Board discussion needs to be taken to the Futures Committee advisory group on February 12, and their recommendation will be brought back to the EDUCAUSE board.
  • The EDUCAUSE Board needs to articulate some principles that relate to our role in ventures such as these, i.e., acting as a catalyst to initiate a project but then understanding the roles as the projects become mature.

Highlights of Vice President Richard Katz's Report:

  • EDUCAUSE has engaged in a variety of assessment efforts to put programmatic definition on strategic directions, having conducted surveys of members about publications and other communications, a well as the professional development program.
  • Some conclusions of the initial PD consulting activities include:
  1. we are perceived as being a leader in our area (but don't get complacent);
  2. we need to focus on just-in-time information delivery for our members' needs;
  3. we need to integrate our Web activities with our PD activities;
  4. EDUCAUSE needs to look to the outside more, with respect to understanding best practices in other sectors; and
  5. EDUCAUSE needs to be the "knowledge link" (and we need to do focus groups to find out more what this entails).
  • Summary findings on CAUSE98 indicated many positives but it's important to recognize that there are components of the program that are less well received and may need to be jettisoned. Financial performance was excellent. There is a summary available of the four sets of focus groups that were conducted about the association's conference activities in the past and in the future. One thing is clear: some former Educom-only members are afraid the conference will be too focused on administrative computing, some former CAUSE-only members are worried about it no longer addressing administrative computing, and vendors want to be treated as they have been in the past by CAUSE.
  • We have done well in creating "channels" for professional development but now we need to move toward creation of a cohesive "step" curriculum, to build pathways across the events that we have put into place to accomplish specific development goals or learning outcomes. We also need to go into the electronic teaching and learning space with a little caution, looking for a business model, and make sure we do it well.
  • We have had very successful publications in the last quarter (with the Jossey-Bass book selling very well). The R&D program continues to move forward, especially our Information Resources Library (aided by a cybrarian staff position) and engagement of a consultant to help with an electronic services strategy, especially focused on a Web restructuring.
  • Jim Roche, Julie Rudy, Joel Kolbensvik and Richard Katz visited Jossey-Bass to discuss other partnership opportunities. The new executive book series is under way with Mark Luker's title on preparing for a networked future being the first.

Highlights of Vice President Mark Luker's Report:

  • The strategic planning process regarding EDUCAUSE policy positions has been completed. There is an initial list of priorities on policies that EDUCAUSE will address and these are aligned with the policies identified by the Higher Education Information Technology Alliance.
  • Mark recently agreed to sign a letter related to the distance education component of the Digital Millennium Copyright Act (DMCA).
  • In the networking arena, the Institutional Opportunities for Advanced Networking (IOAN) conference was successful in identifying directions for spreading advanced networking outside of I2 membership activities.
  • Voice over the Internet is a top issue of CSG, ACUTA, and I2 - this will be the focus of the next workshop planned.
  • Another issue is inter-realm authentication (e-commerce). There hasn't been an umbrella organization to bring together all the different segments that are dealing with these issues and EDUCAUSE can provide this kind of umbrella.
  • EDUCAUSE can also play a central role in administrative technology issues - the government is likely to support a summit for top players on these issues.
  • Net'99 is April 29-30. The meeting will include visits to Capitol Hill by EDUCAUSE reps with their federal representatives from their campus.

Business Meeting:

1.Review of Financial Statements

Denny Farnsworth distributed handouts with updated information, including financial statements as of December 31. He noted that small changes will still need to be made and that the statement of financial position, liability section, accounts payable is higher than usual because it includes estimated CAUSE98 income still due. Additionally, Denny reported:

  • The transition to accrual accounting in the consolidation was difficult but is nearly complete. There will be a balanced budget, and it is expected that the bottom line will be better than expected due to conservative estimates.
  • The dues picture looks good, with no negative impact from the new dues structure.
  • A letter from the auditing firm outlines the auditors' findings and EDUCAUSE responded with a series of operational changes and staffing issues to address these concerns.
  • The board approved guidelines for investment in October and we have acted on those recommendations. All investments have been moved to the DC firm and procedures are fully in place.

2.Policy on the Use of the EDUCAUSE Name

This policy defines the terms of use of the EDUCAUSE name for a number of different kinds of activities.

Motion: That the proposed basic policy for use of the EDUCAUSE name be approved. (URL to be connected here)

A friendly amendment was added to the motion to the effect that the policy should be generalized not to focus just on the EDUCAUSE name but all registered trademarks of the EDUCAUSE organization.

Motion made by:Ron Bleed
Seconded by:Bill Graves and Don Riley

Passed by unanimous vote

5.EDUCAUSE Management of the .EDU domain

Mark Luker outlined the history, potential benefits, and potential risks of the issue of managing the .EDU domain. One of the characteristics of the domain name history has been the preponderance of lawsuits that resulted from "cybersquatting." Today the program is much more stable and guidelines are in place that have removed the ambiguity surrounding the granting of .EDU status.

Mark pointed out that the world will not stay the same if EDUCAUSE does nothing; the .EDU domain will go to someone to govern. EDUCAUSE applied to become the managing organization for the .EDU name for two reasons: (1) protection of a policy and service important to members; and (2) wider promotion of EDUCAUSE as "the" association for IT in higher education.

There are costs and risks involved in operating the service. A panel would need to be set up to administer this program, but its cost would be small (primarily an annual meeting that could be affiliated with another meeting). Another cost would be establishment of a database.

If .EDU begins to behave the way .COM does, there would be legal fights, some of which could involve the registry. Mark consulted legal counsel with expertise in this area, for an estimate of the risk. The bottom line is that there are some risks but they appear to be small because of the nature of our community. However, an unaccredited institution might sue to obtain .EDU status, despite the rules. Another kind of risk might come from outside the U.S. challenging the current U.S. ownership of the .EDU domain.

We have addressed how we could limit the liabilities. One thing that would help is a strong letter from the Department of Commerce stating that EDUCAUSE will continue to enforce current rules. This would spread out the responsibility. There is also a potential for the .EDU to be opened up in the future to international membership through a "federation" approach, with EDUCAUSE only doing the registry for the U.S.

Some specific comments and suggestions by board members included the following:

  • That EDUCAUSE look to ACE and how it defines its membership, and CHEA as the accrediting body, to provide some protection, and to seek endorsement from ACE.
  • That this is an opportunity for EDUCAUSE to show leadership, keeping us at the table where decisions are being made that will affect the future.
  • That EDUCAUSE would bring value to the registry by including community colleges.
  • That EDUCAUSE investigate the idea of creating a separate entity / corporation to limit the liability, with EDUCAUSE and ACE the primary agents.

Motion:That the board favors the recommendation that EDUCAUSE continue to track and explore the ongoing privatization of the Internet DNS with a goal of assuming ownership of the .EDU domain and requests that the president proceed along this track.

Motion made by:Bill Graves
Seconded by:Jill Arnold

Passed by unanimous vote

6.Approval of the 1999 Program Plan as reviewed and amended.

President Hawkins introduced this agenda item by stating that the program plan equals the sum of what CAUSE and Educom had been doing as separate organizations, plus a little extra value added. Now we have the opportunity to shape the future program of the consolidated association with the resources we have, and potential additional money that can go toward some additional, specific program directions.

Key suggestions made during a lengthy discussion of the plan included the following:

  • NTTF doesn't seem to have a "next, exciting thing" aspect any more and we should be aware of this change and keep a close watch on [email protected] membership and its relationship to other organizations such as UCAID and I2.
  • The next "big thing" may be collaborating to develop the shared digital resources we need in higher education and the issues that surround it.
  • EDUCAUSE needs to be concerned about the benchmarking efforts of other organizations and should work toward developing tools for our members to use to assess their IT activities on their own campuses.
  • EDUCAUSE needs a best practices award in the teaching and learning space.
  • EDUCAUSE needs to reach the right person (probably the academic VP) on small college campuses where there is no IT officer.
  • EDUCAUSE should pursue encouraging consortia among small colleges to share IT resources.
  • EDUCAUSE needs to evaluate our constituent group/listserv activities to better define the association's role and better promote this activity.
  • A good performance measure for EDUCAUSE '99 would be to ask conferees if they were able to connect with their colleagues.
  • We need to make sure Edupage is a bullet under priorities in the program plan publishing section.

Motion:Moved that the 1999 Program Plan, as discussed and amended, be approved.

Motion made by:Richard West
Seconded by:Susan Foster and Ron Bleed

Passed by unanimous vote

7.Approval of the EDUCAUSE policy process, and adoption of the 1999 priorities

Mark Luker reviewed the principles of the EDUCAUSE Policy Program that the Board approved at the last meeting, for the benefit of new Board members. The plan is to publish an annual policy report to communicate the issues, but movement will be much more frequent during the year.

Several board members expressed admiration for the process Mark developed and he was commended for his good work.

Motion:Moved that the EDUCAUSE policy process and initial priorities be approved. (URL to be connected here)

Motion made by: Ron Bleed
Seconded by: Susan Foster

Passed by unanimous vote

8.Approval of the EDUCAUSE Bank Account Resolutions

Motion:Moved that the 1999 EDUCAUSE banking resolutions be approved

Motion made by:Laurence Alvarez
Seconded by:Susan Foster

Passed by unanimous vote

9.New Business

Laurence proposed that the board recognize the work of the EDUCAUSE staff and officers during the consolidation period, which required extra effort on their part.

Motion: Whereas the two organizations, CAUSE and Educom, consolidated to form a new organization, EDUCAUSE, on July 1, 1998, and

Whereas the staff and officers of that new organization throughout the first seven months performed their duties with remarkable aplomb and diligence, and

Whereas the achievements of EDUCAUSE during this initial period have been extraordinary,

Be it now resolved that the Board of Directors of EDUCAUSE in session on this third day of February, 1999, recognizes, commends, and applauds the outstanding work of the EDUCAUSE staff and officers during this first seven months,

Be it further resolved that the President convey to the entire staff the thanks of the Board of Directors for their excellent work in bringing the initial vision for EDUCAUSE to reality;

Be it further resolved that the Board of Directors specifically recognizes the accomplishments of the Vice Presidents and Director of Financial and Administrative Services during this period;

Be it further resolved that the Board of Directors congratulates the President for his leadership which has brought EDUCAUSE through this initial period with flying colors.

Motion made by:Laurence Alvarez
Seconded by:Bill Graves and several others

Passed by unanimous vote

Annual conference dates for 2002, 2003, and 2004 are tentatively as follows:

  • Atlanta, October 9-12, 2002
  • Anaheim, November 4-7, 2003
  • Denver, October 20-23, 2004

The meeting was adjourned at 5:00 p.m. on February 3, 1999, by Chair Polley McClure.

Respectfully submitted,

Donald Riley
Secretary