Executive and Chair/Co Chair Committee Meeting September 16, 2011 Central Michigan University East Lansing Center 2900 West Road, Suite 301 East Lansing, MI 48823 10:00 AM 3:00 PM Attendees: Debbie Harju, Karen Hutslar, Tammy Grossbauer, Carrie Jeffers, Katherine McMullen, Dorene Root, Kristin Schuette, Janail Silver, Vicki Stewart Absent: Pete Lacey Chairs and Co Chairs: Emily Clement, Linda Falkiewicz, Chris Marx, John Meldrum, Nicole Rovig Call to Order The meeting was called to order at 10:10 AM by Debbie Harju. The minutes from July 15 were moved for approval by Karen Hutslar and the motion was seconded by Carrie Jeffers. Comments from the Floor None. Committee Reports Articulation Committee (Emily Clement) Emily Clement reported that 66 people attended the Summer Summit and that a profit of over $600.00 was made this year. They also have a Power Point uploaded to the web from Summer Summit. Chris Engle has contacted the Articulation Committee to inquire about doing a joint venture next year and combining the Summer Summit and the Spring Drive In. He will attend an Articulation Committee meeting in the future to discuss this idea further. The Michigan Uniform Guest Application (MUGA) has been created in a fillable format and sent to Carrie Jeffers. Debbie made a motion to approve the new format and the motion was seconded by Katherine. The document will be on the MACRAO website and future responsibility for it will transfer to the Enrollment Management Committee.
The Committee has had two submissions for the Outstanding Transfer Award. Emily will have the information on the winner to Dorene by September 30. The new Chair will be David Johnson and the Co Chair will be Cary Vajda. Emily asked if there were any updates on House Bill 4325. The Bill deals with improving the transferability of core classes between two year and four year institutions. John Meldrum will review and report on this issue. Emily and Chris Marx will present a session at the Michigan Youth Pre College Conference. They will discuss articulations between two and four year schools, MACRAO and the MACRAO website. Cornerstone University has been accepted and signed the MACRAO Transfer Agreement. Grace Bible College has also indicated they would like to be a member of the transfer agreement. The Committee is looking to update the MACRAO Transfer Agreement Brochure and make the brochure more user friendly. They would also like to update the logo. The Committee would like to update the MACRAO Transfer Agreement form. They would like to have one document for two year and four year school. Currently, there are two separate documents. The Executive Committee will review the proposed form and make a decision at a later date. Emily presented a Transfer Information Form for the Executive Committee to review. Linda Jensen devised the form as a way to collect transfer information from institutions. This information possibly would go to the Articulation Committee for review and to decide how to use it. The group discussed the pros and cons of the form as well as alternatives. Debbie liked the main idea, but thought we needed to think more about how would we collect and maintain this type of information. Debbie asked Linda Falkiewicz to take the lead and to see what kind of information the membership would like to see collected. It was suggested Linda form a small working group made up from other Committee Chairs. Carrie recommended she wait until the new Chairs were in place. College Day/Night Carrie reported that the Committee has submitted their year end report. They have also selected the Chair and Co Chair for next year. Data and Technology Applications/Michigan transfer Network (MTN) Governance (Linda Falkiewicz)
This is the end of the first year of the combined committees. Linda reported the Committee has had occasional requests for changes and for support to help with uploads. The Committee has not physically met, due to locations of members. They are still looking at ways to meet electronically. Linda will stay on another year as Chair, but she still needs to find a Co Chair. After the annual conference, there will be three committee members left. Linda asked for suggestions for new Committee members. Katherine and Karen had suggestions that will be pursued. Karen also suggested that a call for committee members be put in the Newsletter with a link to the application. Carrie will also send an email in October to the membership asking for members to join committee. She will also let Linda know the when the terms of the current Committee members expire. The Committee is sponsoring two sessions at the annual conference. The sessions are Imaging on the Cheap and Degree Audit Curbside Service for Transfer Shoppers. Enrollment Management Carrie reported that Dawn Aubrey will be the new Chair and that Dawn has also recruited a lot of new members for the Committee. They still need to find a Co Chair. Equity in Education Carrie reported that the Committee has selected a winner for the Equity in Education Award. The Chair for next year will be Stephanie Jordan, but they have no Co Chair to date. They also need to find more members for the Committee. Legislative Issues (John Meldrum) John will stay on as Chair for another year and Kurt Kruschinska will remain as Co Chair for another year as well. John reported that the Budget Bill has multiple changes that would affect higher education. He has synthesized all impacts of the Budget Bill into a handout, which he would like to send out to the general membership at large. He is waiting to decide how to report denial of transfer credits, which would include creating a template. Debbie made a motion that John and Sally Lindsley from the University of Michigan represent MACRAO and take the lead in creating a template. The deadline to report on the denial of credit is February 15, 2012. Reverse transfer credit was discussed. Look for an email from John Meldrum regarding more information on this issue. Each school must present a report to the State Legislature on what that institution has done to publish text book information by February 1, 2012.
John reported he had not had a chance to review the Department of Defense changes. Per Nicole, you will have to sign a Memorandum of Understanding by January, 2012 if wish to continue to provide tuition assistance. This notice just came out yesterday. There were many concerns and questions as to the stipulations of agreement. Debbie recognized John for all the work he has volunteered and stepped up to do. Local Arrangements (Katherine McMullen) Katherine reported that her committee has been great and thanked everyone for their help and support. To date, they have 40 registrants for the annual conference and five exhibitors. They picked up a new exhibitor from Michigan and will purchase bags from him in order to keep the money in Michigan. They have their first sponsor as Debbie Harju donated $100 to the conference. Katherine also reported she asked different businesses in the mall for some giveaway prizes and she scored some great gift cards. Additionally, she has secured some other great gifts such as an Ipod Shuffle, 18 holes of golf at the Inn at St. Johns and a Keurig Coffee Maker. She is hopeful she will secure more prizes before the start of the conference. Chris Marx suggested that she try Meier. They are doing surprisingly well with rooms and need only 47 more rooms to be booked. The entertainment for Wednesday night is almost all booked. So far, they have Oakland Community College massage graduates scheduled, a psychic session, card and board games, and Carl s Golf Land. Thursday night there is a DJ and Karaoke, Rock the Booth, cards and board games, and Carl s Golf Land. This year MACRAO will be donating to the Coalition of Temporary Shelter (COTS). A list of items needed by COTS will be in the next Newsletter. Katherine asked for volunteers for the Round Table sessions. Debbie will do the First Timers session, Karen will do the Registrar s and the Articulation Committee will do the Articulation Round Table. Due to waning travel budgets, the LAC may survey the membership to see about alternative locations for the annual conference and not necessarily a hotel. The Travel Grant Application was sent out late and it did not go to all members. The deadline for the application is Monday, September 26. There was discussion of offering five travel grants next year instead of two. Professional Development
Carrie reported that Donna Dunford will be the new Chair and Doris Davis will be the Co Chair for next year. This Committee currently has only three members. Registrar s Practices (Nicole Rovig) Nicole reported that the Committee is working on the year end report. Chris Engle will be the new Chair and Rose Klee will be the Co Chair for next year. Secondary School Relations Carrie reported that the Secondary School Relations Committee has submitted their end of year report. Mike Hull will serve as the Chair for next year and Angela Marzolo will serve as the Co Chair. Sustainability Committee Ad Hoc (Chris Marx) Chris reported that the Committee got off to late start and has not yet begun to focus on the SWAT Analysis. After the annual conference, the Committee will begin to get the survey out and continue to move forward. Chris volunteered to do an update session at the annual conference if the LAC needed a time block filled. Katherine will send him a session form in case of a cancellation. There was discussion as to whether to continue or disband the Committee. The Executive Committee will review and discuss at a later date. UIC/LDS Committee Ad Hoc (Kristin Schuette) Kris emailed the Executive Committee the results of the membership feedback regarding the IHE request for the UIC process and the STARR data collection. Kris asked the EC if they want her to forward the results to CEPI. Debbie felt it would be important to convey that it is from the membership and we welcome to opportunity to continue discussions. Karen had additional items/suggestions to add. Debbie made a motion to communicate the membership feedback to CEPI. The motion was seconded by Karen. Kris will also inquire of CEPI as to what is next and suggest we be more proactive Executive Committee Reports Treasurer
Funds Available as of July 31, 2011 Savings = $32,861.58 Checking = $42,709.04 Balance = $75,570.62 Funds Available as of August 31, 2011 Savings = $32,866.02 Checking = $47,317.02 Savings = $80,183.04 Pete reported via email that we have received $9,450 in membership dues so far. He will be sending out reminder membership dues bills to the 26 schools that have not yet paid. Pete also reported that he had met with our representative from Chase Bank in August and by switching to them as our Merchant Account, we will save money. The EC will have to decide if they want to make this move and we ll need to have some paperwork updated, inform Cvent, etc. Even though he will not be at today s meeting, we can discuss the move and we have his yes vote if we make a decision. Or we can decide at the October meeting and then make the change. If we cancel before our contract expires in May of 2012, we will pay a small penalty. He will be prepared with forms/details at the October meeting. There was some question about what the small penalty would be. We will clarify this with Pete and vote via email. A motion to approve the Treasurer reports was made by Karen ad seconded by Carrie. President Debbie proposed that the Executive Committee participate in a webinar on the Form 990 and Unrelated Business Income being presented on the last day of the annual conference. After some discussion, a motion was made by Karen to purchase the webinar and it was seconded by Carrie. The EC will view the webinar at a later date and then will also have it for future reference. President Elect Katherine reported that the Chair/Co Chair leadership retreat will be December 9 at the Lansing Community College West Campus from 9:00 AM until 3:00 PM. Mary Ann Troy from Oakland Community College will present a session on the Tuckman Process in the morning and the
afternoon session will be a review of the Leadership Manual. Carrie and Katherine will work together to update the manual Katherine inquired about tax information for sponsors/giveaways/gifts as she would like to have a protocol in place. She will consult with Pete. The AACRAO State Leadership meeting in December was discussed. It was decided that the President elect and the Treasurer should attend. A motion to this effect was made by Karen and seconded for approval by Katherine. Vice President Carrie reported that she has requested the year end reports from the committees. To date, she has received a few reports back. Past President Karen reported that the Executive Committee member nominations need to be in the next Newsletter and she will provide that information to Janail today. There was some discussion as to whether or not we need to open/invite nominations from the floor at the annual conference business meeting when the nominations are presented. Dorene will do some investigation as to what AACRAO does. Secretary Vicki inquired about the certificates for the annual conference. Debbie will create and sign the certificates and bring them to the next meeting for Vicki to sign. Vicki will provide the name plates and reserved table signs for the conference. Historian Dorene reported that she is on track with the plaques to be given at the annual conference, but she is still waiting on the Outstanding Transfer Award. For the Honorary memberships, Dorene asked Dan Eversole to write a tribute for Mike Owens and Kristin as well as Scott McMillan to do the same for Scott Owczarek.
Web Editor See UIC/LDS Committee Ad Hoc report. Newsletter Editor Janail reported that she is almost ready with the next Newsletter, but she still needs an article on the New Professional Workshop. The next Newsletter will include a Save the Date for the Chair/Co Chair Leadership Workshop, a reminder about the annual conference, Executive Committee nominations with pictures, Maurice McCall s retirement, an update on Paul Schmidt and more. Membership Coordinator Tammy reported that she has two applications for membership. The first application is Grace Bible College. They are accredited and recognized by the State of Michigan. A motion was made by Karen to approve their membership application and it was seconded by Carrie. The second application is from Van Andle Institute Graduate School. Van Andle is not accredited and is not in the State data base. It was decided that they would be eligible as an affiliate member only. Tammy will be attending the Professional Alliance Leadership Association (PALA) meeting. She will be the only one from MACRAO attending and wondered if we should add another person. PALA meets three times a year in Lansing and representatives from different organization from around the State attend. Tammy will send information on PALA to Carrie and Katherine for their review. Tammy has also been working on setting up Cvent for the annual conference. Old Business Compass College of Cinematic Arts (formerly Compass Film Academy) Membership Application (Tammy) The State of Michigan is approving Compass College of Cinematic Arts to operate as a nonpublic school. Their membership application will not be approved at this time. We will wait until CHEA formally changes their name.
Guest Application Update (Carrie) See above under Articulation Committee. By Law Changes/Updates Enrollment Management Guest App Maintenance (Debbie) See above under Articulation Committee. Annual Calendar (All) The annual calendar has been posted on the website. Katherine will create a calendar of Executive Committee meeting dates for the next year. President elect s Leadership Summit Proposal (Debbie) This proposal was approved by the Executive Committee via email on August 23, 2011. Secondary School Relations Mentorship Program Proposal (Debbie) The Mentorship Program proposal was approved by the Executive Committee via email on August 24, 2011. New Business MACRAO Participation PCSUM: Required Report on Transfer Credits to State Gov t (Debbie) Legislative Issues Committee to take the lead on developing a standard MACRAO form to satisfy the reporting requirement under Section 232 of the 2011 12 Appropriations Act, PA 62 which was approved and filed with the Secretary of State on June 21, 2011. This was approved by the Executive Committee via email on August 24, 2011.
Michigan College Application Week: Invitation to Participate on Implementation Committee (Karen) Karen will attend for MACRAO. The committee will meet on Tuesday, September 20. Karen will report back to the Executive Committee after the meeting. Comments from the Floor None. Adjournment The meeting was adjourned at 2:16 PM. The next meeting will be October 21 at the Central Michigan University East Lansing Center. Respectfully submitted, Vicki Stewart MACRAO Secretary
Treasurer's Report to the MACRAO Executive Committee - September 2011 Friday, October 21, 2011 FUND BALANCE -August 31, 2011 Savings: $32,866.02 Checking: $47,317.02 $80,183.04 RECEIPTS: Savings Interest-Savings - August 2011 $4.04 Checking Membership Dues, and Fall Conference 2011 $21,955.00 TOTAL MONTHLY REVENUES $21,959.04 TOTAL ACCOUNT BALANCE $102,142.08 DISBURSEMENTS: Executive Committee EC Meeting chair/co-chair lunch $91.93 AACRAO Leadership Conference $602.80 Local Arrangements Committee - Fall 2011 Meeting Conference vests for LAC/EC $572.00 Entertainment $100.00 Secondary Schools Relations Committee New Professionals Workshop - Gifts $60.00 New Professionals Workshop - Hotel/Food $4,616.14 Cvent Expenses Capital One Merchant Fees $77.30 Michigan Transfer Network (MTN) Monthly Service Fee - September 2011 $193.00 TOTAL MONTHLY DISBURSEMENTS $6,313.17 FUNDS AVAILABLE, September 30, 2011: $95,828.91 Savings: $32,870.06 Checking: $62,958.85 $95,828.91 Respectfully submitted, Monthly Report - September 2011 Pete Lacey Treasurer