Credential Counselors and Analysts of California Board of Directors/Advisory Committee Agenda Wednesday, December 6, 2017

Transcription

1 Credential Counselors and Analysts of California Board of Directors/Advisory Committee Agenda Wednesday, December 6, 2017 Call to Order After a quorum was determined, the December meeting of the CCAC Board of Directors and Advisory Committee was called to order by President Jenny Teresi at 9:06 am. BOARD OF DIRECTOR S PRESENT: Myla Adeva, Debbie Brumfield, Jaci Griffen, Denise Payne, and Jenny Teresi PRESIDENTIAL ADVISORY COMMITTEE PRESENT: Susan Carlisle, Paul Deal, Jason Drewry, Susan Jones, Shannon Nelson, and Rachelle Sousa EXCUSED ABSENCES: Tina Torres Approval of Agenda J. Teresi requested approval of the December 6, 2017 Board of Directors & Advisory Committee Meeting Agenda. Action: A motion was made by J. Griffen and second by D. Brumfield. None opposed, no abstentions, motion carried, the vote to approve was unanimous. A copy of the agenda is attached to the minutes. Approval of Minutes J. Teresi requested approval of the October 12, 2017 Business Meeting minutes. Action: A motion was made by D. Brumfield and second by M. Adeva. None opposed, no abstentions, motion carried, the vote to approve was unanimous. Reports of Officers and Committees A. Immediate Past-President Denise Payne Policies Policies has outdated language so edits will be made and a draft will be presented at next BOD/AC meeting

2 Any edits or suggestion should be sent to Denise between now and the next BOD/AC meeting By-laws Any edits or suggestion should be sent to Denise between now and the next BOD/AC meeting Room Arrangements Denise is responsible for making all hotel room reservations for each BOD/AC meeting. She will send out prior to each meeting for check-in & check-out dates. As a reminder, it is easier to remove a night than to try to add a night (i.e., If you think you might be able to stay until Friday, book until Friday.) If it then turns out that you can t stay until Friday, let Denise know right away so she can cancel the Thursday night reservation. If you only book up to Wednesday night and decide you want to extend your stay until Thursday night, Denise might not be able add an extra night to the reservation because it will depend on availability. Therefore, it s better to book the extra night just in case. B. Registrar Myla Adeva Conference Refund Approvals Fire related refunds 22 Refund requests submitted 4 The four requests were reviewed by Board and decided as follows: 1 denied, 2 approved and 1 needed additional information Conference Attendance Total Registrations on Eventbrite = 880 Attendees = 809 No-shows = 27 C. Vice President for Membership Myla Adeva Membership Numbers Total Membership for new Membership Year County 147 District 520 IHE 158 Charter 49 Other 8 D. Vice President for Programs Jaci Griffen Steering Committee Meeting Theme was discussed for next conference. One suggestion: 40 Years of Innovating Education. Storage unit has been cleaned out, the extra giveaway items will be given out during registration at next conference. Conference committee meeting dates have been sent out via

3 Debbie will take care of food orders for meetings Conference committee will meet on September 5 th instead of the week of the CTC meeting. Tina will attend CTC meeting. CTC Thank You Reception Reception is scheduled for February 6, 2018 at CTC, from 3:00 4:00 pm Debbie will order food for reception Jenny & Jaci will give a brief thank you talk at the beginning of the reception Post Conference Survey Jaci will create survey asking members if they want to continue receiving a printed program, once survey is ready she will have Edith send it out through the list serve. Eventsential App Paul will find out what other features the app has (surveys, registration etc.) Double Tree Contracts Dates to be determined for 2020 Dates for 2019 are October Contracts have been signed through 2019 Future Registration Steering Committee proposed an increase in registration fees as follows: Early Bird: $300 to $340 ($40 increase) General Registration: $350 to $380 ($30 increase) Late Registration: $460 (no increase) Action: A motion was made by D. Brumfield and second by D. Payne to increase the registration fees as discussed. None opposed, no abstentions, motion carried, the vote to approve was unanimous. Payment Options: Action Item It was proposed that checks will only be accepted during the early bird registrations. Credit card payment will be required for general and late registration. Action: A motion was made by J. Griffen and second by M. Adeva to change payment options. None opposed, no abstentions, motion carried, the vote to approve was unanimous.

4 Conference Coordinator The Conference Coordinator position will be formalized and description will be added to the bylaws. Jaci will provide the written text to Denise. Jennifer will be the new coordinator E. Treasurer s Report Debbie Brumfield Financial Reports: Action Item Action: A motion was made by D. Payne and second by J. Teresi to approve the financial report. None opposed, no abstentions, motion carried, the vote to approve was unanimous. Expense and Reimbursement Review Travel claim form was reviewed F. Secretary s Report Tina Torres (absent) G. Advisory Committee Member s Reports Reports given H. President s Report Jenny Teresi Meeting Schedule meeting scheduled was reviewed Proposed 2017 Budget Changes: Action Item A separate line item to be added for Conference Registrar and Website/Listserve Administrator Highlights will increase to $2,200 because there will be 2 meetings that are off calendar Several line item descriptions were discussed for clarification Comment will be added to membership line item. ( VP Membership ) Shannon will look for places to order name badges for BOD/AC and will send results to Jenny On Supplies/Services line item, Survey Monkey will be added in comment section (currently, Survey Monkey is in VP Programs line item) On Supplies/Services line item, Traveling Mailbox will be added in comment section (currently, Traveling Mailbox is in Conference Expenses line item). Action: A motion was made by J. Griffen and second by D. Payne to approve all the proposed changes to the 2017 budget. None opposed, no abstentions, motion carried, the vote to approve was unanimous. Spring Regional Meetings Dates are set for 7 locations, if Santa Barbara location works out Jenny will follow-up with UCSB regarding room

5 Old Business None to report Registration fee will stay the same as last year ($35) One of the meetings will be recorded to be viewed at a different location CCAC Expectations and Policy Review Jenny provided a review of the following items: o Etiquette for CTC meetings and attendance at meetings o Advisory Committee interaction with constituencies o Travel Advances in cases of hardship o Expenses requiring prior approval CCAC website Jenny asked BOD/AC to look over the CCAC website and provide her with any suggestions for changes/additions. Pearson Conference TBD Jenny is waiting to hear from Nicole Amador if they will have one next year; they didn t have one this year Ted Andrews Winter Symposium Jan. 3-5, 2018 Jenny will attend and represent CCAC CTC Leadership Meeting Leadership team: Jenny, Denise, and Jaci will meet with CTC leadership on February 6, 2018, after the thank you reception. CCAC Goal setting for 2018 Review and update Mission Statement Holiday cards Holiday cards for CTC/CDE staff and hotel contacts (Holiday Inn and Double Tree) were circulated for signature New Business/ Proposals Policy for posting to the CCAC Listserv - Jenny Teresi Draft was reviewed and edited by the BOD/AC Questions and answers should never have any names attached to it Jenny will revise draft and resend it for review Technology proposal - Jaci Griffen Jaci and Eventsential team wondered what other possibilities ES app can provide; they will look into this It was suggested members personal s should be replaced with organizational addresses It was suggested that Dropbox files be streamlined

6 Update organizational practices proposal -Jaci Griffen Jaci volunteered to do this Jaci will send out invitations for Conference Committee: Lynda Nichols, Susan Taylor, Lisa Delmar, Laura Koger, Erin Naudin, and Edith Thiessen Announcements: None Topics for future consideration Advisory Committee and Charter School Representation - Jenny Teresi/Denise Payne Bylaws state that regular members are those who are employed by IHE s, COE s, and Districts. Adjourn Motion was made to adjourn the meeting at 5:00 p.m. Action: A motion was made by D. Brumfield and second by J. Griffen to adjourn the December 2017 meeting. None opposed, no abstentions, motion carried, the vote to adjourn was unanimous. Next meetings: Board of Directors/Advisory: Tuesday, February 6, 2018, 8 a.m.-2 p.m., TBD. CTC Thank You Reception, Tuesday, February 6, 2018, 3-4 p.m., CTC, Commission Room Conference Committee: Wednesday, February 7, 2018, 8 a.m.-3 p.m., TBD CTC: Thursday, February 8, 2018 and Friday, February 9, 2018, CTC, Commission Room. Respectfully submitted, Tina Torres CCAC Secretary

7 ADDENDUM: On December 12, 2017 via the following action items was presented by J. Teresi: Approval to pay the Double Tree invoice in the amount $4, Action: A motion was made by J. Griffen second by D. Brumfield to approve the Double Tree invoices from the December meeting, in the amount of $4, None opposed, no abstention, motion carried, the vote to approve the invoice was unanimous. On December 13, 2017 via the following action item was presented by M. Adeva: Requested a vote to approve or deny the refund request in the amount of $ for Donna Roberts. Action: A motion was made by J. Griffen second by D. Brumfield to approve the refund request for Donna Roberts. None opposed, no abstention, motion carried, the vote to approve the invoice was unanimous.