Board of Directors Meeting Minutes, October 12, 1998, Orlando, Florida

Attending: Polley McClure, Ron Bleed, Laurence Alvarez, Don Riley, Bill Graves, Jill Arnold, Brian Hawkins
Absent: Susan Foster, Richard West
Also Present: Mark Luker, Richard Katz, Carole Barone, Denton Farnsworth, Erin Kelly
The meeting was called to order by the Chair, Polley McClure, at 1:30 p.m. on October 12, 1998.

Motion: Moved that the minutes from the August 7 and 8, 1998 Board Meeting be approved.
Motion made by: Don Riley
Seconded by: Laurence Alvarez

Passed by a unanimous vote

President's Report

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

  • Erin Kelly, Director of Administration in the D.C. office, will be leaving EDUCAUSE at the end of January to be a full-time mother. Brian and the Board expressed their gratitude to Erin for her efforts in the formative days of the consolidation effort that led to EDUCAUSE and expressed good wishes to her in the future. Julie Rudy will serve as the Board Liaison after Erin leaves.
  • Colin Powell has accepted our invitation to speak at EDUCAUSE '99.
  • Brian is creating a Board Manual to serve as an orientation for new members of the EDUCAUSE Board of Directors. His goal is to have it completed by the first of the year.
  • Issues of new space in both Boulder and DC are being pursued. In Boulder, two locations are being looked at, one of which abuts the current location. The other location is Louisville, near Boulder. A list of criteria are being developed for analysis of the space. DC has hired a consultant who has forwarded a list of available properties for our consideration and is showing the current space to prospective sublettors.
  • We are working with our intellectual property attorneys to warn a Pennsylvania company using the name "Educom" that we hold the trademark rights to that name. The attorney has let them know that they must stop or we will litigate.
  • Brian outlined the results of a recent staff retreat at which the staff was engaged in a similar strategic planning process as the Board went through in August. He distributed a summary of the values that the staff identified, as well as the SWOT analysis. There were some differences relating to the work environment, but the results were otherwise quite similar to those of the Board. The process identified ten different areas which need work and management intends to follow up with the staff in the next few weeks on these areas.
  • Upcoming Board Meeting dates were outlined. They are as follows: February 2, 1999 beginning at 1:00 and continuing all day on February 3, 1999 in New Orleans following the NLII Meeting; August 6, 1999 in Boulder (the Friday before the annual Snowmass meeting); and April 29, 1999 in the evening in Washington, DC after the Net99 meeting adjourns for the day.

Vice Presidents' Reports

Carole Barone

Carole Barone has had conversation with former EUIT members about the broader issues of teaching and learning and plans to continue that conversation. She noted that the NLII annual conference in New Orleans is coming up in early February and that a call for proposals has gone out and proposals are due back November 1. She is looking forward to an interesting and somewhat different mix of programming this year. Carol Twigg has signed a contract to work with EDUCAUSE focusing on issues such as enhancing productivity and intellectual property. In addition, Vicki Suter has signed a contract to serve as a project manager. Carole announced that the IMS has three new investment members. They are Australia; Virginia Polytechnic and Arthur Andersen.

Richard Katz

Richard Katz distributed a brochure outlining the EDUCAUSE 1999 Professional Development Program. He reported that this schedule fulfills the mandate to put events throughout in various geographic regions of the country. Jossey-Bass Publishers is putting out several publications for EDUCAUSE including Dancing with the Devil: Information Technology and the New Competition in Higher Education. Richard and Julie Rudy met with KPMG Peat Marwick to discuss the next steps in our goal of restructuring the EDUCAUSE research program. Finally, Richard reported that staff is working to translate the Board-approved corporate relations directions into a concrete program with associated publicity.

Mark Luker

Mark Luker reported that [email protected] had its first meeting at the SAC conference and that it was a success. A report was distributed which summarized a forum exploring how the National Science Foundation might best support the development of the next phase of advanced networking for research after the expiration of the current vBNS program on March 31, 2000. Mark also reported on a forum on pricing issues held by [email protected] which served to allow participants to discuss pricing options with the vendor representatives who participated. A white paper on this meeting is now available on our web site. The EDUCAUSE program for outreach in advanced networking is off to a good start with presentations being made at workshops in Mississippi and Washington, DC as well as at a special conference of the American Society for the Advancement of Science for the presidents of the EPSCoR universities. EDUCAUSE has been playing a major role in the discussions regarding privatization of the Internet Domain Name System.
Educom'99 Opening Speech

Brian Hawkins distributed copies of the speech he intended to give at the opening sessions of Educom'98 and CAUSE99 and requested Board review and comment.

Business Meeting:

EDUCAUSE Process for Policy Determination

Luker outlined the strategic planning process used to by DC program staff to determine a policy framework for EDUCAUSE. He presented a proposed process for policy determination to the board for approval. The process is as follows:

EDUCAUSE shall organize a program in government relations and policy analysis that represents the issues of the entire association.
The policy program will be staffed by the DC office, but will involve the entire executive team as ambassadors and strategists. It will operate according to procedures (below) that appropriately involve members, staff, partners, the Board, and other stakeholders in the EDUCAUSE policy process.

EDUCAUSE shall maintain an up-to-date list of policy issues and positions in order to frame and communicate our chosen concerns and directions.
The advice and opinions of various stakeholders within EDUCAUSE will be collected in an organized fashion as defined in this policy to inform the development of EDUCAUSE policy positions. Issues will be selected and positions developed according to known criteria such as:

  • importance to our members,
  • impact on higher education,
  • the interests and activities of other organizations,
  • availability of resources, and
  • probability of successful action.

Recommended actions might commit EDUCAUSE, for example, to lead the support or opposition; follow others in support or opposition; support or oppose only if asked; take no position; or just watch and wait. The EDUCAUSE policy issues list will serve as a coordinating basis for policy communications as well as a framework for more specialized discussions with groups such as [email protected], NLII, CNI, the CIO List, and our partners.

Policy staff shall maintain a regular and effective means of communications with EDUCAUSE stakeholders to seek their input and advice on issues as they emerge and evolve.
The most effective communications methods will vary by stakeholder group. Informal comments from all sources will be collected through the policy and executive staffs. Professionally designed surveys will be used annually for all EDUCAUSE members and for the [email protected], NLII, and CNI. Focus groups will be organized at the EDUCAUSE annual meeting, [email protected], NLII, CNI, other policy interest groups, and selected professional conferences. EDUCAUSE executives and policy staff will participate personally in selected EDUCAUSE programs, presidential associations, and partner organizations in academia, government, and industry. Government hearings and the publications of other associations, industry, government, and media will be monitored on a regular basis, as will database and search services. It will be an important activity of the policy staff to collect and assemble all such intelligence into a form that is useful for analysis and recommendations.

EDUCAUSE policy positions shall be recommended by the staff, approved by the executive team, and confirmed by the Board.

In general, no public positions will be taken unless a policy has been established.
In the normal case (i.e., when there is time) staff will gather information and recommend positions and actions as described above. Recommendations will be revised and adopted by the executive staff, who will forward them to the Board for confirmation.
In the case of fast-breaking developments which permit no delay, staff will communicate at the highest level consistent with the circumstances. They will always involve the executive team, and minimally, attempts will be made to poll the Chair of the Board and other key opinion leaders.
Staff will always report all substantive decisions and actions to the Board.

EDUCAUSE shall develop a family of new communications products for policy issues.
The centerpiece will be an annual report with a title such as, "EDUCAUSE Policy Issues for 1999" that will outline the key issues, how they were chosen, what they mean to members, and how members can respond. Quarterly updates will outline the status of each issue. "Special Alerts" may be used for fast-breaking developments. These policy documents will be coordinated professionally in formats for paper, web, email, list-serve, and presentations; and will be targeted to different audiences for best effect and value. Special groups such as congressional aides, the Board, [email protected], NLII, CNI, and CIO List, and the Alliance will receive tailored, face-to-face discussions. (The staff also plans to explore communications for grass-roots activities such as a "Day in Washington" for member representatives around the NetXX meetings.)

EDUCAUSE shall work with its partners in industry, government, and other associations on policy issues of mutual interest, using its special expertise to best effect.
EDUCAUSE should be recognized as a principal and trusted source for information and advice on policy issues of information technology for higher education. To this end it should maintain a portfolio of activities including presentations, reports, white papers, testimony, and advice based on hard data and compelling anecdotes. It should be a quick and reliable channel to the expert services of members. It should play an active role with partners in the form of participation, formal membership, interlocking boards, and other joint activities that can effectively unify the voice of higher education on important issues.

Motion: Moved that the proposed EDUCAUSE process for Policy Determination be approved.
Motion made by: Bill Graves
Seconded by: Ron Bleed

Passed by a unanimous vote

Motion: Moved that the revised budget, showing a surplus of $152,700 for 1999, be approved.
Motion made by: Laurence Alvarez
Seconded by: Jill Arnold

Passed: 6 Ayes; 0 Noes; 1 Abstention by Don Riley

Motion: Moved that the First Income Securities Network (FISN) be approved as the EDUCAUSE investment manager.
Motion made by: Laurence Alvarez
Seconded by: Jill Arnold

Passed by a unanimous vote

Motion: Moved that the target amount for Liquidity Funds be $500,000, that the target amount for Operating and Short Term Funds be $1,000,000, that the target amount for Medium-Long Term Fixed Income (Reserves) be $3,000,000 and that the target range of Long Term Equity (Reserves) be all funds in excess of $4,500,000.
Motion made by: Laurence Alvarez
Seconded by: Bill Graves

Passed by a unanimous vote

Motion: Moved that FISN be approved as the EDUCAUSE investment manager for the Paul Even Peters Endowment Fund.
Motion made by: Bill Graves
Seconded by: Laurence Alvarez

Passed by a unanimous vote

Motion: Moved that beginning annual disbursements be targeted at $5,000.
Motion made by: Bill Graves
Seconded by: Laurence Alvarez

Passed by a unanimous vote

Motion: Moved that the following mission statement be approved:
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.

Motion made by: Jill Arnold
Seconded by: Laurence Alvarez

Passed by a unanimous vote

Motion: Moved that the following policy statement on Executive Compensation be approved: "To ensure that EDUCAUSE can fulfill its mission for higher education, compensation for the executive officers (President and Vice-Presidents) shall be sufficient to attract and retain highly qualified people. This compensation of executive officers shall be based upon the value that the marketplace places on equivalent positions within higher education. This value shall be determined by the comparable salaries commanded at the types of institutions that would be able to attract the talents of these individuals. Salary increases shall be based solely on performance and equity within the marketplace, not on cost of living. Compensation for the Vice Presidents shall be approximately equal for equivalent work, with variance depending on scope of responsibilities, experience, specialized knowledge, advanced degrees, etc. that are relevant to the effectiveness in which they are able to execute their positions."
Motion made by: Don Riley
Seconded by: Jill Arnold

Passed by a unanimous vote

Meeting was adjourned by Chair Polley McClure at 5:25 p.m. on October 12, 1998.