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Region 2 Steering Committee Meeting

Minutes

June 1-2, 2006

In attendance: Suzanne Trump, Jenna Dolan, Carolyn Quinci, Kim Brown, Sandy Waters, Linda Lantaff, Mike Martin, Chuck Allen, Joanne Damminger, Kate Bruffett, Steve Pajewski

Meeting called to order by Suzanne Trump at 1:20 pm.

State Reports

Eastern PA - Planning Drive-In for Fall (November 10) at Bucks County Community College. Committee already formed, planning meeting on 14th. PA numbers are now over 500, just under 400 two years ago. Looking for replacement as Chuck goes off in December.

Western PA - Scott tried email survey in area. Didn't go as well as hoped. But he was able to pull small group from that to work with on events in the area. Planning a Drive-In for September 19th at PSU Altoona. Has committee assembled, and is looking for keynote speaker on recruitment and retention issues.

New Jersey - See Paula's report.

Delaware - Carolyn excited by DE attendance at Regional. Interest in Drive-In in Fall, using interest generated from Regional. Tentative commitment from Del-Tech to host. Ready and excited for Regional in 09 and has two co-chairs lined up.

Virginia - Lynchburg College will host Drive-In on November 13th. Working with planning committee currently. Heidi Koring is chairing event. Some concerns about resources at Lynchburg, but working to alleviate.

Maryland - Jenna spoke for Bill Elliot who wasn't able to attend. Trying to generate interest in splitting MD area (similar to PA; East, West).

DC - Kate is the new DC Rep. Talked with Bill briefly about combo DC-MD event. Trying to generate interest this coming year with Regional slated for DC-area in 07.

Liaison Reports

Membership/Awards - Joanne presented numbers on membership growth, which detailed consistent increase since 2003. Joanne will check with EO on developing links to other professional associations. Other ideas for initiatives were suggested (postcards, contacting central advising offices, etc). Again, Joanne will look into. Joanne then reviewed status of awards program. Two areas that need improvement: promotion and web page. It was decided the deadline for submission this year would be November 15th. Publicity would start in August/September.

Publicity - NACADA has changed layout of web site, so status of newsletter is up in the air. We've requested a link on page for easier access. Design of web page was addressed. Inconsistencies in mapping and linking causing confusion, and bringing up outdated information. Linda researched other region web sites as well. Found much repetition. Suzanne will check with EO to see if some items can be taken off page to simplify and make navigation easier.

Site Selection - Mike talked about better publicizing for upcoming regionals. This would include adding a link from our web page for Upcoming Conferences. Included on that page could be a link to send Mike hotel suggestions in that particular area. Discussion will come about 2007 Regional later in the meeting. Steve indicated hope is to be back in Station Square in 2008, which previously held a regional. Issues are already being looked into for Delaware in 2009. South Jersey is being targeted for 2010. 2011 Western VA, 2012 Central/Eastern MD, 2013 North Jersey, 2014 Eastern PA, 2015 Eastern VA.

Planning

Region Chair Report

Money went back to EO from this budget year ($2720). There is always a set amount left in the budget in a given year. Anything over that gets returned. Issues involving money in the region were discussed (lack of refunds for cancelled trips at regional, how March-to-March memberships affect registration at regional). State funds were reviewed. Suzanne distributed a copy of all state accounts for review. State reps were reminded that accounts need to be used in a two-year period or they could be returned to EO. In May, a Chairs conference call...all regional conferences held. 2,253 total delegates. Some financial issues still outstanding, being addressed by NACADA. They want 2007 hotel contracts done by July 1, already starting on 2008. Pre-conference presenter reimbursements - Issue is too hard to keep track of how many are actually preconference sessions. Suzanne said EO would prefer we follow their policy of 1 total comp for all preconference presenters, not one for every presenter. So, our policy is amended to say: One complimentary registration per preconference regard of attendees.

Year-End Reports

Strategic plan - Suzanne distributed copies of the Leadership Report and the Strategic Goals report. Some problems with the ability to modify things on the reports. The committee then went through the strategic report, looking at tasks, and then the status of the activity (progress/completion). Action items from this included:

• Revisiting ways to survey members (perhaps at drive-ins)
• Jenna has a training manual developed and assembled, needs updating
• Job descriptions for committee positions need to be submitted for manual
• Consider adding research grant to next year's budget
• Add some duties to Section 4-State Coordinator details
• Summary of Steering Committee meetings will need to be done

Suzanne will take some issues back to EO for further consideration (March-to-March, web site, bureaucracy, etc.).

Metric report - in terms of recruiting/retaining new generation of academic advisors, Mentor Program will help. Ideas for better publicizing/recruiting for the program were explored (pins/ribbons, recognition at regionals. raffles for mentors/mentees, etc.). Ways to measure success were examined: number of returning mentors/mentees, longevity in NCADA. In terms of promoting diversity within the organization, our community college initiative needs to be furthered. Identification of members in the region that could be involved in the initiative is important. Ideas to do so could include having speaker at regional speak to specific topics, identifying session "tracks" at regionals, etc. Ways to measure could include number of community college institutions now and then, individual member diversity numbers, numbers of attendees/presentation submissions at regionals. Costs for these activities would include cost for ribbons or pins, costs for any items that may be included in raffles, mailings for community. The committee then decided to select addressing the academic advising needs of higher education as the third goal. Ways to meet it would be through the Gardner Scholarship, furthering the development of an advising professional, thus, increasing quality service at the home institution.

Jeff's Scholarship - Linda and Paula tweaked EO rubric on scholarship application guidelines. Due date for scholarship at same time as awards, but use different committee to decide on. Discussed how selection committee would be comprised. It was agreed it would be called the Jeff Gardner Scholarship for Professional Development. Chuck volunteered to lead the Gardner committee. Kim would replace Chuck on the committee. Others to ask included Donna Dunn, Tom Steen, Dana Baker. Linda will chair, with Chuck assisting.

Regional Budget

Suzanne distributed a copy of the approved 2006 region budget. Line items were then reviewed as to its ending balance. The Gardner Scholarship will need to be added for next year ($900). Cost of Mentor Program and pins/labels ($1000) also needs to be added. Community college initiatives/mailings estimated at $100. Jenna will price continual supplies for regional registration area. Money will also be added to Awards area (for service award) and for Gardner committee meeting and mileage. Budget must be approved in November, but procedures are in place to allow for revisions through year.

Thursday meeting ended at 5:23.

Friday began at 9:12 am.

Conference Planning

Review of 2006 Conference - Susan not able to make meeting, so Suzanne covered. She distributed copy of conference evaluation to committee. All areas received good comments. Suggestions for improving next year's regional were made including: an additional sign interpreter, keeping poster session number in order with table order (possibly using table tents), getting proposal acceptances to presenters sooner for planning purposes, A/V master list at registration list, getting conference sessions up on web site sooner, setting hard-line deadline for conference program to make sure all information is included, possibly moving proposal deadline up in November, extra programs at registration.

Received: From this, it was agreed to make proposal deadline the same day as the Awards deadline (November 15). A suggestion was made to send this through the region soon, so members can begin planning.

2007 Conference in Tyson's Corner - The dates being looked at are March 22-24 and March 29-31, 2007. The hotel is the Holiday Inn in Tyson's Corner and the adjoining Marriott (for overflow). Jenna went over the package presented by the hotel, including room rates, meeting space, area attractions and other amenities. The hotel is also offering the conference rate on Saturday night as well. The conference committee is also being assembled. Many members have volunteered their help, and two schools (George Mason and Montgomery College) have volunteered members of their respective staffs. In addition, adding someone to handle job postings/listings and someone to handle vendors was suggested.

Conference themes were then looked at. Chuck distributed possible theme ideas. They centered on technology, diversity, the definition of advising, etc. After some discussion, it was decided that "From MySpace to I-Pod: Advising an Online Generation" would be the theme for the 2007 Regional. Suggestions were then made for the give-away. The group agreed on looking more toward a portfolio (similar to what was given at VA Beach) than a bag, perhaps also looking into service project, say donating extra NACADA bags).

Proposal review has been previously addressed. The review committee will be assembled. Steering Committee members will forward volunteers to Chuck and Jenna.

Poster session will continue, with the previous note to better organize the tables on the floor. Suggestions were made to offer some space for commissions/interest groups.

The Pre Conference issue was discussed previously. We will publicize that one member of the presenter group will receive a comp registration. The possibility of organizing the workshops so that members could attend two in the same day was suggested.

The topic of keynote speaker was addressed. Now that a theme has been selected, committee members will work to identify possible speakers in the area. The idea of having a panel presentation, with members focusing on different areas in technology use, was presented. Panel could include a student, who could bring up sites/information.

In terms of conference budget, once the 2006 conference budget is finalized, Jenna and Chuck will work with EO on estimates and fees. The contract is currently being negotiated. Knowing A/V needs and food are the greatest expense, host schools will be contacted to inquire about sponsorship opportunities. A discussion was then held on where to hold the registration fee. Traditionally, it has been held under $100. For now, we will attempt to hold the fee at that price, but the committee agreed that (if need be) the registration could be increased up to $110.

2008 Conference

Steve talked about the progress toward Pittsburgh in 2008. As indicated previously, they're looking to return to Sheraton Station Square (2003). Initial room rate is $119 for Wednesday through Friday conference. He may go back now and explore alternative dates for a better price.

There are three co-chairs, Steve and two from Pitt/CMU. Looking at early April in 2008, possibly early March 12-14 (though weather may be a concern). Dates of holiday/religious observances were identified.

In terms of theme, ideas are being examined. Topics could include: assessment of student satisfaction; META-related, how advising fits into higher education in general.

2009 Conference

As previously indicated, Carolyn is working with Mike Martin and looking for possible host site in Delaware for 2009. Interest still remains high. Two members in the area have expressed an interest in co-chairing.

Position Descriptions for Steering Committee Members

Suzanne reminded that we need to get position descriptions together. She will forward the wording she has for each. At that point, committee members would review/revise responsibilities. They could then be included in training manual Jenna is compiling. Suzanne will look to see if any other related information should be included.

Concluding Issues

Keynote speaker issue was addressed. Suzanne is taking the issues regarding this back to EO.

No new business was brought forth.

It was agreed by all that the next Steering Committee Meeting will be November 31-December 1, 2006 in Tyson's Corner.

The June 2007 Steering Meeting date and location were discussed. Sandy will follow up with the committee with details (May 31-June 1).

The meeting was adjourned at 11:58 am.

 

Respectfully submitted,

Chuck Allen

Eastern PA Representative

Region 2