Executive Committee Meeting Minutes - March 4, 2015

CAFCS Executive Committee Meeting
Wednesday, March 4, 2015
Omni Shoreham, Washington, DC
Minutes

The meeting was called to order by Valerie L. Giddings at 8:45.

Members in Attendance:  Michael Newman, Lynda Martin, Nina Lyon Bennett, Doze Butler, Cynthia Smith, Jorge Atiles, Nancy Rabolt, Valerie Giddings, Vivian Fluellen

Approval of Agenda
Approved motion, Michael Newman; Seconded by Nancy Rabolt

The minutes were not available from the previous CAFCS meeting.

Members present gave brief introductions & updates from their respective University.

Valerie reported on Dorothy Mitstifer, Executive Director's illness. Valerie will send a card to Dorothy on behalf of the Executive Committee. Concerns were raised in regard to the management system within Kappa Omicron Nu and CAFCS and the organization (CAFCS) having access to information on the website. After much discussion, Valerie agreed to contact Lisa Booth to discuss maintaining the website and discuss suggestions for obtaining a contract for moving forward. Valerie agreed to keep us updated on this matter.

Treasurer's Report
Nancy Rabolt distributed the treasurer's report for Fiscal Year 2015 (May 2, 2014 - April 30, 2015. The net worth and opening balance of the Merrill Lynch portfolio as of January 30, 2015 was $66,320.00. The budget is based on income from interest on the Merrill Lynch portfolio and dues from an anticipated 80 members at $50, for a total of $6,500 and anticipated expenses were budgeted for $6,500. Nancy will revise the treasurer's report to reflect $2,500 for Emerging Leaders Award.
Nancy distributed and discussed the proposed FY16 Budget Fiscal Year May 1, 2015 - April 30, 2016. Nancy will add a line item for Pay Pal expense @ 160.00
Newman motioned to approve the Treasurer's report with corrections. Second, Jorge.

The committee discussed having an audit and budget committee. Greg Thompson, Lynda Martin & Valerie Giddings will serve on the Audit Committee. Mardell Wilson will be asked to serve on the audit committee as well.
Nancy recommended that we look into another finance company other than Merrill Lynch.
Discussions occurred about the possibility of switching to a new company to handle the funds and researching who the contact person is for Merrill Lynch. Michael Newman agreed to serve on the budget committee.

Budget Committee: Chair elect and one more person appointed by the chair elect, Linda Martin
Nancy Laura, Michael. Have a conference call with Merrill Lynch advisor to discuss other avenues for money.

Committee Updates:
Valerie indicated that everyone should have received an emailed copy of her report.
Reviewed rotation of committee members and will make recommendation to bylaws committee.
Discussed 2017 joint BoHS meeting in DC; 2016 meeting TBA
Esther Devall, annual meeting chair
Program of Work Committee: Michael suggested getting more people to serve on this committee.
Will need a president elect and update Bylaws Committee
Recommendations for Valerie: Revise bylaws and give revisions to the bylaws committee.

Nominating Committee Report: Jorge Atiles emailed the nominating committee report to everyone with the new slate of officers.

Annual Meeting: Michael Newman coordinated the 2015 Annual Meeting at the Omni Shoreham, Washington, DC. Valerie Giddings assisted as the BoHS program chair.

Membership: Vivian Fluellen reported the membership list is on the website and currently have 72 members. She encouraged everyone to pay dues and asked members to identify others who could be invited to join. The Experienced Administrator Award guidelines are posted on the website. Members are encouraged to submit packets for nominees by November 15th for presentation at the CAFCS meeting. BOHS is presenting the first Emerging Administrator Award at the meeting in partnership with CAFCS.

The Membership Committee will meet to develop a strategy to encourage membership.

Bylaws: Valerie Giddings reported for Kitty Coffey.

Communications:
Cynthia Smith reported on updating website and will contact Kappa Omicron Nu for insight.

Membership Survey: Michael Newman will coordinate the membership survey and disseminate to members.

Program of Work: Lynda Martin distributed CAFCS 2014 -2015 Program of Work and CAFCS 2015-2016 Program of Work (May 1 to April 30).
New officers will begin their duties at the end of this meeting.

2016 Annual Meeting Plans/Recommendations
Possible topics/themes:

  • Promotion & tenure
  • Budget management
  • Recommend topics for meeting next year, keep it varied
  • Having a theme, Early Childhood Education 2017
  • 2016 can use the survey to get ideas for program
  • Newsletter, can have short articles in newsletter, pictures
  • More communication

Made recommendations about the newsletter & website

The committee discussed the 2016 meeting site in Alabama. Cynthia shared information about possible sites, Montgomery and Birmingham, AL. Both have lots of interesting adventures. The committee will contact Esther Devall on additional meeting site possibilities.

FCS Alliance Update: Jorge Atiles & Valerie Giddings, will provide an update during the next meeting.

Upcoming Meetings:
AAFCS June 24-27, 2015, Jacksonville, FL
APLU November 15-17, Indianapolis, IN
BoHS - March 8-11, 2016 Washington, DC

New Business:
Discuss Executive Director
A motion was made that we contact Kappa Omicron Nu and/or see if any other organizations will consider taking us on. Contact existing director of Kappa Omicron Nu to see if we have an existing agreement and to explore the possibilities of obtaining new contract. Second, Nina

Meeting adjourned 12:18