CAFCS Executive Board Meeting
February 19, 2005
St. Gregory Luxury Hotel and Suites, Washington, D.C.
Minutes

Members Present: Kitty Coffey, Billie Collier, BJ Friedman, Richard Glotzer, Julie Johnson, Janet Pope, Mary Pritchard, Diane Richardson, Frances Shipley, Deborah Tippett, and Duane Whitbeck. Guest: Eddie Gouge.

1. President Mary Pritchard called the meeting to order at 11:00 a.m. on Saturday, February 19, 2005.

President Pritchard introduced Eddie Gouge, Associate Director of Federal Relations for Food and Agricultural Sciences for NASULGC (National Association of State Universities and Land-Grant Colleges). He reported 91 had pre-registered for the conference, two or three persons had registered on site, and 68 rooms had been contracted per night. He expressed dissatisfaction with the hotel's room set-up for the first day and described ways in which the hotel had sought to improve the meeting space and meals. The conference should break even with income and expenditures. He described the conference as productive and stated that overlapping membership between CAFCS and NASULGC made this a beneficial collaboration.

2. President Pritchard appointed Frances Shipley as Parliamentarian.

3. Minutes and Approval of Agenda. The minutes from February 16 were not available for review. The agenda was reviewed. BJ Friedman suggested that a discussion of the Task Forces be added to the agenda.

4. Next Meeting. President Pritchard announced that the next CAFCS Executive Board Meeting has been scheduled for Thursday, June 23, 2005 from 8:00 - 10:00 a.m. at the Annual Meeting of the AAFCS in Minneapolis.

5. Treasurer's Report. BJ Friedman had nothing new to add to the Budget Report, which had been given at the CAFCS Business Meeting on February 18. She indicated that four people had volunteered to serve on the Task Forces for allocating funds for special projects. The scholarship for the annual meeting needs a committee to establish criteria. It was suggested that the Membership Committee would work on this project and share their findings with the Budget Committee.

6. Standing Committee Reports.

• Nominating Committee. Frances Shipley announced that Carol Kellett and Nancy Kingsbury had been elected to serve on the Nominating Committee. There will be two positions (President-Elect and Vice President-Elect) and two individuals to serve on the nominating committee that need to be filled next year.
  
  
• Strategic Planning. Frances Shipley had no report to give at this time.
  
  

• Bylaws and Handbook Committee. Richard Glotzer reported there was some overlap between the bylaws and handbook. Since it was last revised in 2004, he indicated there was nothing specific to change at this time. He stated that his committee would continue working on ways to reduce the overlap. Several suggestions were made at the board meeting on February 16.

• Budget Committee. BJ Friedman reported that the surplus money in the budget would be distributed through recommendations of the Task Force. It was suggested that the expenditures be closely linked to the Strategic Plan. President Pritchard indicated that the Emerging Leaders Conference would need seed money and she had requested a proposal from the committee working on this conference to be given at the June Executive Board Meeting.

• Membership. Diane Richardson gave the report from former chair, Candace Fox. She stated there was a need to separate the mailing list from the membership list. This lack of a separate list created problems with voting for officers and there was a problem with the Web site list of members. She indicated the membership dues notice was mailed December 22, which was too late. This was slowed down to combine the dues notice with the information on this conference. The conference information was late from NASULGC since their meeting has typically been held in March. While they worked hard to collaborate to host the meeting with CAFCS, it did present problems with late details on the meeting to the membership. Ways to expand the membership of CAFCS were discussed. It was suggested that the members of the BOHS be sent a letter inviting them to this meeting and to join CAFCS and that Deans encourage their department chairs to attend this meeting. It was also suggested that program coordinators be sent an invitation to join and attend the meetings. The issue of Lifetime Membership, which is given to members when they retire, was discussed. It was suggested that they be sent a letter informing them that Lifetime Membership was being granted. Home addresses of Lifetime Members are needed so they can be informed of upcoming meetings. Diane Richardson indicated that there was a need for separate mailing lists for the Lifetime Members, since the addresses are listed on the CAFCS Web site. She stated she would work with the Communications Committee to post members to the Web site.

• Annual Meeting. Janet Pope announced that the next annual meeting of CAFCS would be held on February 16-18 at the Peabody Hotel in Memphis, Tennessee. She discussed the hotel contract and noted the number of rooms booked could affect the meal and meeting room rates. Janet reported there were mixed evaluations from the joint meeting with the Board on Human Sciences. The Local Arrangement Committee wants more interactions among members and sessions that allowed for networking time with small groups. Janet indicated she would be signing the contract with the Peabody Hotel on Monday and Lisa LeBleu had agreed to work with Local Arrangements. It was suggested that information about the meeting and hotel be posted on the Web site and that a tentative program be discussed at the June meeting. It was also suggested that a notice of the meeting be posted in other associations' newsletters, such as ADA, AAFCS, BOHS, KONu, ACCI, and PhiU. President Pritchard indicated she would post it immediately on the list-serve to members and would contact AAFCS, BOHS, KON, and ACCI. Julie Johnson volunteered to contact NAEYC and PhiU.

• Future Collaborations. A discussion was held about the benefits and disadvantages of meeting jointly with BOHS. The discussion centered around the differences between the two groups - CAFCS more concerned with leadership development and BOHS with issues affecting state universities at the national level. It was suggested that a conversation be held with BOHS about alternating years for meetings. It was suggested that President Pritchard contact Shirley Baugher about the possibility of meeting together in 2007. Since the BOHS typically meets in March, a discussion was held about the advantages and disadvantages of changing the time. Spring breaks at many schools are held in March and members of CAFCS typically plan for a meeting in early February. President Pritchard announced that Kay Wilder has expressed interest in hosting the meeting in San Diego. A possible date of 2008 in San Diego was proposed with the joint meeting in 2009 and the 2010 50th Anniversary Meeting in Chicago. It was suggested that the conference evaluations be closely examined to see the views of the membership on the joint meetings and that questions be added to the membership survey about collaborating with other groups for meetings.

• Program of Work. Billie Collier reported that Karla Hughes and Shirley Hastings had contributed much to the committee and requested that suggestions for improving the Program of Work (as presented at the Business Meeting) be sent to her. A suggestion was made to make the dates in the Program of Work more consistent with the actual timeline.

• Communications Committee. Dorothy Mitstifer sent a written report for her committee. A discussion was held on how to access the Web site. It was decided that Frances would send the directions to Deborah Tippett who would circulate the directions with the first draft of the minutes to Board Members. The directions would then be omitted when the minutes were posted to the Web. It was also decided that after the board members had a chance to review the minutes, they would be posted to the Web for members to read.

• Archives. Kitty Coffey presented ideas for collecting archival materials for the association. It was suggested that she scan materials so they could be electronically stored and posted. She was given the approval to buy a scanner if needed and to pay student workers for scanning the materials. She asked that a new section be added to the Web site for the archives. Reminding board members of the 50th Anniversary in 2010, Kitty suggested that future budgets allocate funds for this celebration. She also recommended that a committee be established next year to plan this event and to consider ways to involve the past presidents.

7. Old Business. There was no old business.

8. New Business. Strategies were discussed to implement the Program of Work for 2005-2006. Under Program Viability, it was suggested that CAFCS will maintain the Web site. Frances Shipley will participate in the next conference call and will clarify funding for the Web site. President Pritchard will develop ideas for mentoring new members and will look at Program of Work to determine if new Task Forces are needed. President Pritchard requested names of people who could chair the Emerging Administrators Planning Committee. It was announced that Dennis Savaiano will be the FAISE representative from CAFCS.

9. Announcements. President Pritchard reminded members that the next CAFCS Executive Board Meeting would be on June 23, 2005 at the AAFCS Annual Meeting from 8:00 - 10:00.

10. Adjournment. President Pritchard adjourned the meeting at 12:33 p.m.

Deborah Tippett
Secretary