Executive Board Meeting March 15, 2012 ~ 1pm- 6pm SUNY Cobleskill

Transcription

1 Executive Board Meeting March 15, 2012 ~ 1pm- 6pm SUNY Cobleskill I. Call to Order at 1:05 pm Present: Phone: Mike Hamilton, Raz, Kristen Eldridge. Kathi Bradford, Cindy Long- Porter, Steph Ketterl, Gary Bice, Casey Wall, Kim Gagne, Angela Kang, Shruti Tekwani, Eric Rollo, Joe Murphy Tim Touchette, Pete Nardone, Tanika Mangum, Kristen Murphy, The Minutes from January 23, 2012 WebEx Meeting were approved. II. New Business A. Strategic Plan Update The document contains a summary, a key and summaries from each of the think tanks. We started with a charge, there were 5 areas to review, 50 volunteered to serve in the end 39 stayed with us. The steering committee gathered and of the 38 priorities from the Think Tanks, we combined them into 6 priorities by looking at what each one suggested. The vision statement needs to be first. The next piece is that we need to put our finances in order. That needs to be the first thing to work on. The third priority is the governance structure, part came from the finance committee, but we can separate that from our budgeting process. There are many challenging issues with the governance process and it will take a great deal of conversation and will effect elections. We hope to make constitution changes all at once, and give it a long time frame to work out and communicate about. What can and should be edited is the Executive Summary and the Strategic Plan. We have been editing as a task force as we have been going along. 1. Vision: Raz: A mission talks about your objectives and purpose, a vision statement is about values, it evokes emotion. A vision statement should be something that you have for a long time. Options are discussed with the final version being: NEACUHO VISION : To be the premiere housing and residence life organization in the northeast. B. Financial Guidelines Recommendation: reviewed by the board and will be revised and voted during unfinished business at the next meeting.

2 C. Membership Rates for Kim and Steph move to accept a 10 year plan to slowly increase and diversify membership rates to more evenly spread costs among institutional size groupings Gary: Friendly Amendment, vote only on phase I with discussion at the business meeting to discuss the future years, Joe seconded, Kim accepts. Small $60 Medium $80 Large $130 Ex Large $300 Motion Passes: D. Corporate Affiliate Plan for : Kathi: We met recently as a subcommittee after we received some feedback about what we offer and what we can do in the future and we revised the Plan. We deleted the fluffy things that were in there and went with things that very specific and tangible. We also looked at the cost of the programs and what they were getting so we are increasing the Corporate fees. A final version will be voted on during unfinished business at the next meeting. E. Time and Place Committee Report for Annual Conference 2013 Cindy: We were unable to generate a large number of bids, a number of things are going on with individual campuses, but we got a great proposal from UNH, and their facilities are beautiful. They have been flexible and helpful, I move that we approve UNH from June 21st to June 24 th as the site of the 2013 Annual Conference. Joe seconded Motion passes F Conference Locations/Schedule Cindy presents a proposed slate; the final version will be submitted at the next meeting when all locations are finalized. G. Past Host Committee Interview Report : Carol and Beth are putting together a host committee manual that we will see to edit. They have interviewed 10 past host chairs to create. Some themes they have come up with are: some host chairs did not feel comfortable on Eboard typically you are thrown on the board and you may not understand what the board does and that can be a surprise. Sometimes they felt that the host chair and committee felt that they were only to service the board. We don t know if they meant the Eboard or past presidents. It s in the portal if you want to go and read it. They want us to consider how the host chairs are received and how we treat the volunteers. This is for us to review and comment.

3 After a full discussion, the board appreciates the feedback and can make adjustments in the future; they look forward to the full manual to have better guidelines for future hosts. H. ACUHO- I Foundation Representative Report: Chuck: I had the opportunity to attend the AUCHO- I Foundation Board meeting in January, it was a one day meeting. We reviewed what had occurred; look at the future and what services the organization wants to support. There are other regions that are stronger supporters than we are but I have come to realize that NEACUHO is a NP and Mid organization and those folks don t have the deep pockets and giving isn t part of our culture yet. So what I ve been trying to do is to get the name out there and let them know what the foundation can do for them. We send people every year to the ACUHO- I Annual Conference and those are wonderful opportunities and it s incredibly important for our folks to interact with people we don t usually. I would like some air time at our annual. I have reached out to the heavy hitters and we d like to have more individuals in that category because it eventually comes back to help us. We d like to have some nice things for the silent auction. As your rep I am responsible for bringing a gift, I am working with MacGray; Wayne, Val and I are working to bring Bob into the Parthenon or the $2500 level. Bob s son will be there to accept the award and MacGray will fly is wife there. I am honored to rep NEACUHO and I think what we need to do is raise the profile of the foundation and let folks know what it does. It has been a great opportunity. Thank you for assisting me to go to the meeting. I. The Future of the Social Issues Retreat Series: After a full discussion of the retreats, it was decided that another year of the new format is necessary for full evaluation. There is a recommendation to do away with individual chairs, but to utilized content experts and sub chairs. The SIC chair must have a hand in each topic. J. NP/MLI Overview and Conference Facilities Tour: Casey and Kristen completed. K. Past President Concern: The board reviewed and discussed the Past President concern regarding non- housing/reslife staff being part of the elected or appointed executive board. Since Strategic Planning is underway, and the election is in process, no changes will be made at this time. The general sentiments of the eboard is that diversity makes us stronger and all student services personnel, as defined in our constitution, can hold office; further, it seems that certain expertise can be considered beneficial for example, if a former reslife director now works in information technology, but wants to be our technology coordinator this can only benefit the board. Great discussion topics for

4 strategic planning. Thanks to the past presidents for their continued interest in NEACUHO. III. Unfinished Business A. RD2B Wrap- Up Reports: Casey: The summary reports are on the portal, it all went very well. We got feedback from the fall that we put in place for the spring. The professionals enjoyed having something to do during the day. The other thing I heard was that their students really liked connecting to CHOs and those folks because they don t have contact with them on the campus. We added more mock interviews and that went well. The virtual RD2B is in the works! B. 501 (c)3/incorporated Updates: The financial files were corrupt, but we still need to be audited so we can get our insurance renewed. We also need to file taxes, which Rich Bova is working on. We are looking at getting incorporated we ve talked to lawyers and risk managers there doesn t seem to be a down side to becoming incorporated. If there is something catastrophic that happens our risk is limited. Also good if we are working with corporate they also prefer to work with an incorporated. All the other regions are incorporated for so long they can no longer tell me why it s of benefit to them. Rollo: I move that NEACUHO becomes incorporated, seconded by Kathi Motion Passes IV. Committee Chair & Appointed Board Member Reports 0n portal A. Annual Conference Tim: We are happy to announce that we have signed our 21 st vendor we are having great success with vendors, we are moving quickly with confirming spaces. We need to talk about PayPal fees. The fees were not worked into the budget. Kim: keep it with the conference costs Tim: It will work for Northeastern this year B. Media and Publications Pete Nardone: Submission date is 26 th of March for April C. Risk Management/Legal Issues Shruti Tekwani: the webinar was good and successful and have asked for the powerpoint which we have shared V. Officer Reports on portal VI. Upcoming Events/Reminders March 19, 2012 Elections Conclude March 20, 2012 Run- Off Elections begin as needed March 23, 2012 Program Selection Meeting at Northeastern University

5 March 26, 2012 Application for appointed board positions available March 30, 2012 run- off elections (if needed) conclude April 1, 2012 NEACUHO Award Selection April 1, 2012 Early Bird Registration for the annual closes April 9, 2012 Application for appointed board positions due April 9, 2012 Board Reports due through portal April 9, 2012 Navigator Distributed April 13, 2012 E- NY/VT District Roundtable at RPI April 15, 2012 Annual Conference Registration closes April 20, 2012 Appointed Board members notified of positions April 23, 2012 WebEx Meeting 1pm- 4pm April 25, 2012 CT/RI District Social in Connecticut May 1, 2012 items for business meeting due to May 2, 2012 Late Registration for the Annual Conference Closes May 7, 2012 Navigator Articles due for June Issue May 22, 2012 Board and Transition Reports Due portal and June 2, 2012 Committee applications available June 4, 2012 Navigator Distributed June 5, 2012 Board Meeting 2pm- 6pm at Northeastern University June 6-9, 2012~ NEACUHO Annual Conference at Northeastern University VII. Items for the DCs to Communicate to Membership Invite institutions from your district to register for the annual conference! Appointed Board Member Applications available March 26, Continue to reach out to your district for new and renewed memberships Encourage Newsletter submissions (due May 7) for the June Navigator VIII. Announcements March 15, 2012 ENY/VT District Social and Conference Eve Gathering at the Best Western April 13, 2012 E- NY/VT District Roundtable at RPI April 25, 2012 CT/RI District Social in Connecticut IX. Adjournment at 6:00pm