Board of Directors Meeting Minutes, September 30, 2002, Atlanta, Georgia

Attending:Board members Kathy Christoph, Perry Hanson, Joel Hartman, Brian Hawkins, Joanne Hugi, Greg Jackson, Susan Perry, Willie Pritchard, Steve Relyea, Martin Ringle, and Amelia Tynan.

Also Present:Newly elected Board Members: Jeff Noyes and Robyn Render.
Staff members Carole Barone, Denny Farnsworth, Cynthia Golden, Richard Katz, Mark Luker, and Julia Rudy.

The EDUCAUSE Board of Directors meeting was called to order by Chair Martin Ringle at 1:00 on Monday, September 30, 2002.

Motion:That the minutes from the August 2, 2002 Board meeting be approved.

Motion made by:Greg Jackson and Amelia Tynan
Seconded by:Willie Pritchard

Passed by unanimous vote

Highlights of President Brian Hawkins' Report

EDUCAUSE 2002:

  • This meeting is the largest in EDUCAUSE history - 6500 registrants total
  • This is 16% larger than last year, with 32 countries represented
  • We used HTML e-mails to promote the conference and we think this may have had an impact on last-minute registrations
  • The trade show is sold out. We could have made it larger but were worried about having a loss of traffic in a bad year.

Fiscal Year Status Report

  • At the close of September, it looks like instead of a half million dollar loss projected at the August Board Meeting, we will be $200K to the positive
  • The impact of this better financial picture is that we will be able to push harder and faster on the key initiatives we identified for pursuit in the coming year.

Membership

  • We recently achieved a new membership number - 1903 members - which represents roughly 100 new institutions.
  • We are experiencing the usual small churn in turnover, with members dropping and then rejoining as their financial capabilities improve.
  • We are running 9% ahead of last year's dues collection, so cash flow is good.
  • We plan to do a membership drive next year to small colleges to leverage the break in membership dues most of these schools will receive when the new dues schedule is implemented.
  • We now have the largest institutional membership of any higher ed association

Core Data Service

  • The Core Data Service will be launched in November with the invitation to participate in the core data survey
  • The interactive database service component will be available in the spring, with data available identifiable by institution to those who participate in the survey.
  • Aggregated-data reports will be available to the higher education community in May.

Highlights of Vice President Carole Barone's Program Report

  • Three new NLII members have joined in the last two weeks. We believe these new members are being drawn by the NLII program and the opportunity to participate in NLII activities. The new members are Cape Atlantic Community College, the University of Wisconsin at Eau Claire, and Case Western Reserve.
  • NLII Key Themes are an important part of the success of NLII (see the document in agenda book; the key themes are also presented on the NLII Web site).
  • NLII has moved away from evangelism to "here's how you can take action to change things on your campus."
  • The two new NLII fellows are Darren Cambridge from AAHE and Patricia McGee, an assistant professor of education from the University of Texas at San Antonio.
  • There will be an NLII Focus Session on E-portfolios this fall, to advance our understanding of E-portfolios and bring together the disparate projects that are under way in this area. Three is an enormous amount of interest in this topic, evidenced by the fact that this session is completely filled with a waiting list.
  • The IMS Corporation is about to hold a major strategic planning event. It is a healthy organization, sustained by major contributions and annual dues by corporate members. IMS will be housed at MIT for administrative purposes and that should help collaboration opportunities with the Open Knowledge Initiative.
  • Joel Hartman and John Hitt published an ACE/EDUCAUSE monograph on leadership for distributed education, with another monograph in the pipeline by Sally Johnstone, Peter Ewell, and Karen Paulson on student learning as the new academic currency.

Executive Director Cynthia Golden's Program Report

  • We have appointed annual conference chairs through 2005. Chair for 2003 is John Bucher, for 2004 the chair is Hilary Baker, and for 2005 it is Lucinda Lea.
  • The professional development catalogue was updated and there is a copy of this in all conference packets. This publication lists all events and all opportunities in one place.
  • The program committees for regional conferences are in various stages of working on calls for proposals or evaluating proposals, including the new Midwest Regional. All of these committees are doing their work electronically.
  • Presidential IT awareness seminars are in the program plan for next year. ACE is doing a draft of a proposal for funding, so this seminar series will happen.
  • The Professional Development Committee will meet during the conference. This committee has been very active and is especially focused on online professional development activities in the future.

Highlights of Vice President Richard Katz's Program Report

ECAR

  • ECAR has reached a point of maturity and is very successful, exceeding expectations with 118 subscribers. Our subscription base continues to grow, even though it is based on a strict annual subscription. At this time of year, would normally not expect any new subscriptions, but they are still coming in.
  • Datatel has signed on as a sponsor for this and next year, and WebCT has also committed to join and be an ECAR sponsor.
  • Currently we are focused on the finalization of the next two studies, Web-based online distance education and ERP. The level of analysis ECAR is doing is tremendous compared to the outside industry.
  • Our November symposium has come together nicely, and promises to be a spectacular event.
  • We had a great experience in Cambridge, bringing together 20-25 early implementers of ERP in higher ed. CapGemini provided an accelerated solutions environment, and the insights gained will be part of the ERP study.
  • One of next studies is of support requirements for instructional use of technology; working with IDC, we will be deploying a survey much shorter than the ERP survey.

Corporate Forum

  • The Corporate Forum will take place at this conference, with 67 registered corporate guests, and 26 from campuses. This is an annual opportunity to interact with the most supportive corporate sponsors of EDUCAUSE activities.
  • Our corporate members have told us that the part of the program they get the most satisfaction from is the structured interaction with campus representatives. They want a sense of the higher education technology market of higher ed which is why they appreciate this forum.

Highlights of Vice President Mark Luker's Program Report

  • The PKI Working Group hosted another NSF-sponsored, Higher Educations Summit on PKI after the SAC meetings, with both federal and state government participation. The main thrust now is to move from the successful demonstration of the HEBCA technology to a production system over the course of a year. Campuses will need to work together on developing appropriate policies to meet the legal requirements of a production system. EDUCAUSE has also strengthened bonds with the office of Federal Student Aid in the Department of Education, whose leaders are hosting a meeting with campus CIOs prior to EDUCAUSE 2002.
  • The AN-MSI program has been active on the technical front, having completed wireless backbone networks on three tribal colleges using new technologies that illustrate emerging policy challenges to the traditional methods of spectrum allocation.
  • In the .edu domain arena, the policy forum on eligibility for institutions accredited by nationally-recognized agencies is nearing completion as the period for on-line comments has ended. The policy board will consider the results in a few weeks.
  • The Institute for Computer Policy and Law (ICPL) is essentially operational but has not yet been formally announced.
  • The TEACH Act is moving forward again, involving EDUCAUSE at the center of related discussions of digital rights management systems.

Security Efforts

  • EDUCAUSE continues to participate on behalf of higher education in the National Strategy to Secure Cyberspace. There will be workshops this fall funded by NSF that address security practices, the values of higher education, and research computing. Higher education is an important piece of the nation's critical infrastructure, both because of our role in teaching security methods for the future and because we operate many of the nation's largest networks. Howard Schmidt and other top federal leaders will participate in an EDUCAUSE-hosted summit involving leaders from across institutions and associations, which will result in a white paper.
  • Key points that need to be conveyed regarding higher education and national security:
  1. It's a national strategy, not a government strategy.
  2. It will not work if it is "ordered top-down" - the plan must be based on cooperation, not regulation or mandate
  3. The message to go back to your campus is to secure your own part of cyberspace.
  4. Each sector is being asked to figure out how best to do this and to share the results.
  5. A general change of attitude and permanent adoption of new ways of operating are fundamental to success.
  • The EDUCAUSE/I2 role in this effort has been primarily from the CIO and operational side of these issues, as opposed to the teaching side. EDUCAUSE will connect with the teaching effort at an upcoming meeting at the National Security Agency of the Centers of Academic Excellence (college and university academic programs that focus on the preparation of new professionals in this area).
  • Some continue to suggest that the federal government should write new regulations into federal grant procedures so that no awards can be made to campuses that haven't met security standards. The large funding agencies do not favor this; this will be a major topic at the third NSF workshop in October.
  • Indiana University is announcing an ISAC (information sharing analysis center) for research and education networks as a sharing point for security threats and warnings, starting with Abilene-connected institutions.

Business Agenda

1.Approval of EDUCAUSE 2003 Budget

Motion:That the revised budget, showing a surplus of $7,227 for 2003, be approved.

Motion made by:Joel Hartman
Seconded by:Amelia Tynan

Passed by unanimous vote

2.Approval of the 2003 Program Plan as reviewed and amended.

Motion: That the 2003 Program Plan be approved.

Motion made by:Susan Perry
Seconded by:Steve Relyea

Passed by unanimous vote

3.Approval of appointed Board member.

Motion:That the appointment of George Strawn as an EDUCAUSE Board member be approved.

Motion made by:Amelia Tynan
Seconded by:Steve Relyea

Passed by unanimous vote

4.Election of Board officers for 2003

Officers elected for 2003 are:
Chair:Joel Hartman
Vice Chair:Joanne Hugi
Secretary:Kathy Christoph
Treasurer:Perry Hanson

5.Approval of Required Resolutions

Motion: Moved that the following banking resolutions be approved:

Motion made by:Susan Perry
Seconded by:KathyChristoph

Passed by unanimous vote

Wells Fargo Bank of Boulder, CO, Checking; Wells Fargo Investment Services, Money Market, Federal Securities, Repurchase Agreements, and Certificate Accounts--Signature Resolution

"RESOLVED, That Joel Hartman, Chair; or Perry Hanson, Treasurer; or Brian L. Hawkins, President; or Richard N. Katz, Vice President; or Mark A. Luker, Vice President; or Denton K. Farnsworth, Director, Administrative Services; or Susan A. O'Rourke, Office Manager; of this organization, be and are hereby authorized to withdraw funds of this organization from said Wells Fargo Bank of Boulder checking, money market, federal securities, repurchase agreements, and certificate accounts by transfer to other EDUCAUSE bank accounts and upon checks of this organization, signed as provided herein with signatures duly certified to said bank by the Secretary of this organization, and said bank is hereby authorized to honor and pay any and all checks so signed, including those drawn to the individual order of any officer or any other person authorized to sign the same. Any check exceeding ten thousand dollars ($10,000) requires two authorized signatures."

Wells Fargo Bank of Boulder, CO, Safe Deposit Box--Access Resolution

"RESOLVED, That a safe deposit box at Wells Fargo Bank of Boulder be leased in the name of EDUCAUSE from said institution under the terms of the printed lease forms prescribed by said institution, that such lease agreement in behalf of EDUCAUSE shall be executed in its behalf by any of the following officers of this company: Joel Hartman, Chair; or Perry Hanson, Treasurer; or Brian L. Hawkins, President; or Richard N. Katz, Vice President; or Denton K. Farnsworth, Director, Administrative Services. RESOLVED FURTHER, That any of the above persons will have the right of access to such box and will have the right to remove from and /or add to contents thereof and have full absolute control of the same, and that this company hereby waives any liability of said institution arising out of the exercise by any said named persons of the powers herein granted. RESOLVED FURTHER, That neither cash nor other negotiable assets will be stored in the Safe Deposit Box."

6.Update on a [email protected] initiative

EDUCAUSE. Through the Boadband Pricing Group of [email protected] has worked with a number of interested campuses in exploring a new approach to national networking.
The point of this effort is to get greater bandwidth for less money and get much more control of it.

  • mobilize the federal government to see if they would start a new kind of federal support program based on lambdas
  • have a public white paper to take to local community and campus to educate people to be sure they look at all possibilities

Mark Luker met with Peter Freeman at CISE who promised moral support. The NSF plans more investment in cyber infrastructure in the future. Peter will meet with the broadband pricing group once a month, as he has already indicated that he believes in the importance of network infrastructure.

Companies are currently going through bankruptcies and have fiber available at very low prices. It's an opportunity to actually purchase this fiber for the purpose of creating a higher ed network.

Mike Roberts has been hired to provide some administrative oversight to wade through the politics and ensure that the opportunity be explored. The political and economic fabric is very intertwined and this is why this issue is so complex and EDUCAUSE needs to be a part of the discussions. EDUCAUSE is one of four or five partners investigating the potential for the BPG proposal. The National Lightrail Project is not affiliated with the BPG or EDUCAUSE.

7.Discussion of planning segment for the January meeting.

Every year the January board meeting is devoted to a strategic planning exercise. The business meeting and planning exercise will be on the same day next year, with the planning session occurring in the morning and the business meeting in the afternoon. The purpose is to step back and look at the big picture to envision where EDUCAUSE is going in the future. Board members need to provide input to President Hawkins. The board was asked to think about the following: from your perspective, what are the key pressure points that need attention and that EDUCAUSE could begin to convert into programmatic planning?

8.Date for August Board Meeting

In August the meeting was held in Boulder so that staff could interact and board members could see the office. This met with success the first year and less success this past year. It was decided to hold the August Board meeting in Snowmass on Wednesday afternoon at the end of the Snowmass seminars.

9.Executive Session

The Board went into executive session, and Brian Hawkins recused himself and left the meeting, so that a discussion of the President's performance over the last year could be discussed.

The winter meeting of the Board will be held on January 29 in New Orleans, Louisiana, from 8:00 a.m. until 5:00 p.m. There will be a dinner for all members who can conveniently attend on the evening of January 28th, and a dinner for those who do not fly out the evening of the 29th. The spring meeting will be held May 1, 2003, immediately following Networking2003 in Washington, D.C.