MAEA Council Meeting Minutes, Fall Call to Order: Connie Shoemaker calls the meeting to order

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1 MAEA Council Meeting Minutes, Fall Call to Order: Connie Shoemaker calls the meeting to order 2. Roll Call: Connie passed around Council list for updating and schedule for council members to sign up for introductions to each workshop. 3. Officer Reports a. Secretary Report: Melanie Robinson absent. Approval of the minutes motion Cheryl Lamme, Jim Peters second. Discussion: Connie reviewed elected members vote and appointed members do not. No other discussion. 15 approved, no opposed, no obstension b. Treasurer s Report: Diane Mahoney-Statement of financial report shows revenue, expenses, and budget with a status of $82, total assets. The spring conference total is $31, The Spring Conference Profit/Loss summary is $15, Connie reports that we have been operated on an inflated budget. Our revenue does not cover our current budget. Projected amount $85,000 for the year, but only took in $63,000. Paypal currently has $11,000. Our approved budget is $102,000 but we are bringing in only $63,000. Call for input on projected budget for next year. We only receive $8500 from membership. The rest of the monies go to national. Executive council will meet tomorrow at 8AM to negotiate a proposed budget. Council may discuss their budgets with the President prior to the Executive Council meeting. Review 990 tax forms: put info and link on Show Me Incorporation status: Diana has no news on the status from our lawyer c. President s report-connie Shoemaker MAC Accelerated Grant report and analysis from the President. Good on leadership; work on knowing our mission; best kept secret; Resource development and board awareness: one ring out Engagement and board training: we are different than other arts groups who do fundraising and benefits; need to understand our financial obligations (membership and conferences); don t do donors bill of rights Next step can be taking the areas council is doing well and improve these to meet the target, or take the lower scored aspects of the report and work to achieving a better score. These areas include effective fundraising for a non-for-profit organization, bill of rights for the organization, and treasury report. Operations for the organization reports we are currently understaffed. Summer meetings will encompass more training and prioritizing meeting the needs of our organization, establishing roles and goal target dates. Summer meeting is Leadership and Training meeting. Fall/Spring Conference meetings are more business and organization meetings. d. Past President Report-Vicki Bean Elections are coming up. Survey Monkey nominations form will be revised as needed. Current council members need to express their interest in running or appointed positions. K-12 Division currently has no nomination. e. President-Elect Report-Shannon Engelbrecht

2 Due to costs of Knob Noster State Park, we are looking into a new venues for Fall 2014 to do cost comparisons of catering, tents, accommodations, heating/cooling, and location. Submit alternative venues to Shannon this weekend in order to do a thorough cost comparison. Laura Halter has submitted the name of a camp near St. Louis. An of information will be send to council members for feedback. Summer Meeting will be August 1-2 (start 9am Friday) at Marriott Hotel in Kansas City, MO at the Country Club Plaza. Spring Conference will be in Kansas City for 2015 and include meetings at the Nelson-Atkins, Kemper Contemporary, and KCAI. Rosie Rearden is our Nelson contact, giving us classrooms for free! Site coordinator for the 2015 Spring will Stephanie Mennemeyer. Spring Conference 2016 will either be in Rolla or St. Louis Budget Approval executive council will meet tomorrow at 8 AM to review budget 5. Unfinished Business-Connie Shoemaker a. Job Descriptions are on Google Docs. Elected position job descriptions are part of our bylaws. Appointed positions are asked to submit their information. Job descriptions will be used for contractual purposes to keep members accountable for the best effective run organization. Council members are asked to finish their reviews by Nov. 1. b. Art Educator of the Year Policy change was voted on in the Spring Clarification is the Art Educator of the Year may come from the nominations for the Art Educator of the Year or from the entire pool of nominees as long as they follow the 10 year moritorium. c. Tina Hyde makes a motion for the Executive Committee to make a decision and establish consequences for a Financial Policy in regards to expenses. d. Public Comments: (Connie went to meeting) Superintendents only wanted to measure test scores, SBOE has more FA support than in a long time, they came back with recommendation that they require the Resource and Process Standards and are pushing forward with it right now. Go to the DESE website 6. New Business a. Discussions regarding cost comparisons for services. A policy may be needed so Treasurer knows whether or not a company is overcharging above their bid, or cost comparisons are being made. b. Discussion about getting bids and consequences for over-budget spending c. Discussion for Division and District budgets. Teri Willett commented that she was in the original discussion in the past as a District Rep who needed $300 for postage reimbursement for the large amount of members in her district. d. Discussion for charging for just the resources without attending the conference. It was decided if a member wants the resources, they need to pay for the conference fee due to clerical nightmares and accountability. e. Strategic planning for MAC Accelerate grant Connie will post survey results for comment needed as soon as possible. f. Connie informed the council about budget concerns and asked for input on ways to increase membership and financial stability (increase dues, conference fees, decrease number or length of conferences, other ways to tighten the belt 7. Committee/Task Force Reports a. Registration-Linda Bowers Recruit a Member contest is still active! b. Conference Scheduling-Proposals for workshops are online. Currently 9 proposals have been submitted for spring. Guidebook app for conference schedule is available.

3 8. New Business a. cost comparisons when expenses are over $200 Should we have a policy? Should we have cost comparisons? Diana recommended getting bids whenever possible as good business practice. Janet moves Executive committee look at policy and report back to council. Keeli seconded. Comments: Kim and Ron stated concerns about requiring second bids as labor intensive, but make sure everyone does cost comparisons and bargaining. b. Over-budget consequences: workshop limit set for everyone, Shannon says no budget given as a guide for conferences, we are getting better at record-keeping and budget history, proposed budgets are out there but need to be clarified for on-site c. Budget based on district/division numbers? Ideas (cut from $300 to $150, submit proposals, need training on how to do a proposed budget, eliminate the $300, some districts use for postage, Teri Kay was in on discussion to raise to $300 and supported d. Looking for ideas in addition to these presented: Laura thinks we should do outreach as a resource, she has an administrator letter draft which presents MAEA as a resource; could make conference a Sat/Sun thing (Leesha); maybe a one-day Conference (Connie); Sunday may be an issue for some people; Carrie said colleges need to do a better job of promoting MAEA; Janice said conference PD has been eliminated at her school; council concerns about PD funds being cut and lost jobs; Amber Mintert mentioned rotation of PD at her school possibly do a lower rate for half day attendees; Laura Halter stated that perhaps we could do daily fees; Shannon pointed out that we need to do more marketing; Laura asked how we could be listed in MNEA resource lists 9: Committee/Task Force Report a. Fall 2013 update: Linda Bowers reported that this year s Knob registration is at 207 (or 211 with on site), lowest was 247, last year was close to 300; this is still the best deal around for PD; Membership is down 686 at end of Sept., up 9 since June, but down members since last year due to a variety of factors lots of teachers only join if they can come to conference 56 schools are paying with PO or school check this year. Everyone should have received with district numbers, still doing Recruit a Member contest. Only counts if you say so and so RECRUITED me and it s an expired or new member. Connie suggested that District Reps brainstorm on how to increase membership; Diana suggested offering access to previous year s resources for a fee, and taping some of the workshops so homebound, etc. could watch online also good for administrators b. Conference Scheduling i. Fall 2013 Keeli is handling Drag and Brag this year Ivan needs veteran teachers for first five workshop Shannon/Guidebook for this year secret link at bottom of written schedule ii. Keeli is putting together the schedule for next year, proposals are being taken on the website;

4 c. Awards: Leesha: Awards have gone totally digital, need middle school; process is easier than ever since it s entirely online; thank you and committee meeting right after meeting d. SPRING CONFERENCE: Sheryl Lamme nothing new, will be working on centerpieces, Holley s dad passed away so need to send a note Vendor presenting 2 hour workshop e. Students/New Teachers: no problem with $10 fee, Ivan said started with 15 members on Facebook and now 110! Have a table outside, Susan is giving a $10 gift certificate and goodie bags for them; for spring will have a picture book! f. Special Projects nothing new, please let him know if need photos or have problems g. Advocacy--Otto Bean Award Vicki reports two nominees so far, please submit more and invite your legislators to the Spring conference in Jeff City h. Senate Capitol Exhibit: Stephanie-- Submission are ready, vertical pieces are up, horizontal are on hold, Artsonia gallery is up, Senators are excited and there is talk about a picture book being put together of the Senator s pick; Guidelines are on Artsonia, must be a MAAE or MAEA ; school must be in the Senate district, Senate.mo.gov has listing, need the plus four i. YAM: Lori Laura helped revise next year s packet so it s easily filled out and access, will be on website soon, looking forward to increased participation since conference is in Jeff City next year, take down will be during conference so teachers can take pieces with them; working on getting sponsors, crayola and triarco, sergeant on board for New York, make sure District people talk about what they are sending; double check guidelines. The YAM packet has been updated to include form fields, so that teachers can type directly into it and we can capture the information j. YAM Flag: Cheri is waitig on new info from NAEA, K-6 grades only this year 10. District Reports: Connie asked for each District Rep. to her the numbers in their district and come up with ways to increase their membership. District reports tabled for this meeting, Connie wants numbers and for reps to meet on increasing membership 11. Special Projects a. YAM Flag Competition is now just K-6 so more younger students can be recognized. Flag info is also in the YAM packet. Cheri is waiting on new info from NAEA. b. We are looking for a new NBTC rep. Holley Smothers is stepping down. c. Rahila Weed- Nation Builder.com is going to be our new website with lots of support. This will help with communication issues. Members will be able to create an account and stay up to date with their own . d. ArtBytes : Kim updates ongoing e. Retired: Suzanne Walker need help with updating personal information and lists of retirees

5 f. Show Me Art: deadline Oct. 26, passed out sheet on how to write for Show Me Arts, Biz cards: send Tina the information, she will send you back a file and you submit to Vista Print, cost approx $15; Tina also composed a letterhead; getting with Rahila to change logo and color on web; energy, enthusiasm, flamboyance, and demand of attention, contemporary look. It will take a council vote to change our logo but will be taken under consideration. g. Technology Report (Website): Rahila Weed--The website continues to be the primary source of information for MAEA. Concerns about the site were noted this summer, and a partial debut of the new site will be used for the Fall Conference files. The site host we decided to go with was Nationbuilder, which has provided contemporary designs, ease of use by multiple council members, a web-based format (no software needed), and strong communication management. We may, however, need to go to a different web payment processor due to the way it interacts with PayPal. The full site will be up and working soon. Our web address will not change. Cost for Nationbuilder will be $20/month. We currently pay $12/month plus software costs. h. Teacher Resource List: Teri list of resources for PD; a few problems revolved around people or organizations trying to use this as revenue site; please sign up if you know someone that would qualify, make sure I have their location on the info; updated in spring; 12. Division Reports: Tabled for this meeting Division reps given direction on what to cover during division meetings, as follows: Comment Period for Accrediation with Distinction Visuals Arts Standards Meeting Adjourned 12:06 IMPORTANT DATES October 26, 2013: Show Me Art Reports due November 1 Registration for Spring Conference is open November 1: MAEA Art Educator of the Year name and bio submitted to NAEA for convention November 1: MAEA Spring Conference 2014 PROPOSALS DUE November 12-19, 2013: Online Elections November 26, 2013: Election results posted December 1: Spring Conference Presenters notified January 4, 2014: Winter Council Meeting, Jefferson City February 1: Deadline for mailing YAM exhibit entries February 1: Deadline for Spring Conference program information February 1: Deadline for Spring Conference Presenters to submit lesson plans digitally February 10, 2014: Capital Plaza Hotel Reservation deadline February 10, 2014: Spring Conference Registration deadline March 12, 2014 Fine Arts Education Day at the Capitol (MAAE) March 12-15, 2014: Spring Conference, Capital Plaza Hotel, Jefferson City March 13, 2014: Youth Art Month Awards and Recognition at the Capitol March 28, 2014: Delegates Assembly, San Diego, CA March 29-31, 2014: NAEA Conference, San Diego, CA May 15: Fall Conference Proposals due

6 June 21-22, 2014: Summer Council/Leadership Meeting, Kansas City July 24-27, 2014: NAEA National Leadership Conference, Santa Fe, NM August 1: Fall Conference Presenters notified October 1: Deadline for awards packet both MAEA and NAEA October 1: Deadline for Fall Presenters to submit Lesson Plans digitally October?: Fall Conference, Knob Noster April 9-11, 2015: Spring Conference, Kansas City June 19-21, 2015: NAEA Western Region Leadership Conference, Santa Fe, NM

I. Orientation Leadership orientation/qualities of an Effective Board, Connie Shoemaker Roberts Rules of Behavior, Tina Hyde will be Parliamentarian

I. Orientation Leadership orientation/qualities of an Effective Board, Connie Shoemaker Roberts Rules of Behavior, Tina Hyde will be Parliamentarian Missouri Art Education Association Summer 2012 Board Meeting University Plaza Hotel Springfield, Missouri July 30-31, 2012 10:00 A.M. Executive Council Present: Connie Shoemaker, President Shannon Engelbrecht,