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Core
Committee Minutes
March 24-25, 2006, Chicago, Illinois
Approved May 2006
N.B. All committee reports from spring
2006 are also a part of these minutes. A summary of
actions taken precedes these minutes. Action items within
the minutes are indicated in bold and by an *.
Summary of
Actions Taken
-
Issues
relating to the Innovative Award Subcommittee -- number of
names on plaques, certificates/plaques, differentiation
between an individual and an institutional/ unit award
were referred back to the Subcommittee for further
discussion. (See minutes for additional details.)
-
The
candidate recommended to receive the Bob Pierlioni Spirit
of POD award was approved, and the award will be presented
at the 2006 conference.
-
Diversity
Committee: It was agreed that we would have within the
conference organizational structure a person designated as
the liaison from the Diversity Committee, and this person
will be named annually by the Committee.
-
It
was agreed that a POD committee/subcommittee could submit
a conference session proposal on behalf of the committee
with the committee therefore to be considered as the "proposer".
Thus, whoever is the "proposer" (chair of the committee)
will not be considered as the principal presenter so as
not to affect consideration of submitting other proposals
as a lead or secondary presenter.
-
During
the discussion of the ECRC report, it was agreed that the
Membership Committee should move to act quickly on the
Executive Directors’ proposal for revamping the “”Program
Descriptions” segment of the website.
-
It
was agreed that the current “Program Descriptions” of the
website could be removed.
-
Governance
Committee: It was agreed to accept the Committee’s
recommendation for the new divisions in the Manual,
and committees will be requested to closely review the
division of policy and procedures for next year.
-
Governance
Committee: It was moved and seconded to accept the
proposed change in Article II, Section 11, “removal of
members from Core”. Motion carried.
-
It
was agreed that the Governance Committee will consider the
issue of due process and definition of “cause” for removal
from the Core Committee.
-
Governance
Committee: It was moved and seconded to accept the
proposed change in Article III, Section 5, replacing the
word “may” with “shall” (appoint the Executive Director).
Motion carried.
-
Governance
Committee: With regard to the proposal for change in
Article IV, Section, 2, relating to who can initiate a
recommendation for a change in membership dues, it was
agreed that this language should include the Finance and
Audit, Membership, or Executive Committees. It was moved
and seconded to include these three committees. Motion
carried.
-
Governance
Committee: It was agreed that there should be no changes
made in Article VII on “Loans”.
-
Governance
Committee: With regard to the question raised about
Article VIII, “Appointment of Agents”, it was suggested
that the responsibility for passing along this information
should be added to the “duties of the president”, and the
section should be reviewed legally (Tuesday Cooper might
be willing to do so.)
-
Governance
Committee: It was agreed that the position of Executive
Director should not have a designated “term of service”.
This will be taken care of by a contract for services
rendered.
-
Governance
Committee: It was moved and seconded to incorporate a
policy statement in the Bylaws to read as follows: “The
Executive Director must be willing to accept a contract
negotiated by the Executive Committee and approved by the
Core Committee, with regular review to be no less than
annual.” Motion carried.
-
Governance
Committee: It was moved and seconded that the sentence
about term restriction shall be eliminated from Article
III, Section 2 of the Bylaws. This sentence reads:
“Officers of the POD Network (President, Past President,
and President Elect) will be restricted to a single
three-year term during their membership in POD.” Motion
carried.
-
Governance
Committee: It was moved and seconded to add the following
sentence to Article III, Section 2 of the Bylaws: “A past
president must serve a second term as an elected member of
the Core Committee before being selected again as
president.” Motion carried.
-
Governance
Committee: After discussion, it was agreed that chapter
authors for To Improve the Academy need not be POD
members, and this restriction should be removed from the
manual.
-
Graduate
Student Professional Development Committee: The proposal
to include indication of graduate student development
activity on the Program Description website segment was
referred to the Membership Committee (as this segment is
in flux right now).
-
Graduate
Student Professional Development Committee: The request
for funding to support a day-long meeting of the editorial
board of the Journal of Graduate and Professional
Student Development was not approved.
-
Graduate
Student Professional Development Committee: It was agreed
that we should have an ad hoc group, consisting of Jim
Groccia, Matt Ouellett, Leora Baron-Nixon, Elizabeth
Chandler, and Michele DiPietro to consider this issue with
appropriate members of the graduate student developers
group (such as Laura Border) and discuss about the journal
and the relationship with POD. Jim will pursue talking
with them in about a month.
-
Grants
Committee: It was agreed that the call for grant proposals
for this fiscal year could be reissued. (Only one grant
proposal had been received by the Grants committee, and it
was not recommended for funding.)
-
The Grants
Committee is requested to review the impact of the grants
program over the past 5 years and report back to the Core
Committee in the fall.
-
The Core
Committee accepted the recommendation of the Search
Committee, and Hoag Holmgren will assume the position of
Executive Director as of July 1, 2006.
-
It was
agreed that Hoag should join in the 2006 conference site
planning visit.
-
Membership
Committee: The term “ambassadors” for membership regional
coordinators was accepted.
-
The
recommendation for the dues increase, based upon the
membership cost analysis and explanatory information
provided by the Executive Directors, was accepted with one
change. The membership fee for student/retired membership
will be $40.
-
Membership
Committee: This new membership fee structure will go into
effect as of July 1, 2006, the beginning of the new fiscal
year.
-
The
Membership Committee will consider this proposal for a
membership survey.
-
It was
agreed that the Diversity Committee would incorporate the
international grant selection process into its processes
for this year only.
-
It was
agreed that the International Subcommittee of the Outreach
Committee needs to further refine the guidelines for the
international grants program, and this can be decided
electronically (so as to be able to announce the program).
-
Publications Committee: It was agreed to accept Mark
Evans as the co-editor, with Ed Neal, for the NTLF online
resource center.
-
Publications Committee: The proposal for a web-based
series of papers on educational development matters to be
available on a members-only segment of the website was
accepted, and the Publications Committee will proceed with
planning for this.
-
Outreach
Committee, National Associations Subcommittee: It was
agreed that POD would serve as a lead co-sponsor for TLT
group events if the presenter(s) are POD members, in
accord with the MOU already signed with the TLT group.
This means that we would announce the event(s) on our
POD-Members list.
-
It was
agreed that the National Associations Subcommittee of the
Outreach Committee in conjunction with the Executive
Committee should develop a template for putting in a
conference proposal of this sort (i.e., faculty
development).
-
Outreach
Committee, Regional Associations Subcommittee: There was
approval to continue with the startup grants for the next
fiscal year.
-
Professional Development Committee: The
proposal for a new subcommittee, Adjunct/Part-Time Faculty
Subcommittee, was accepted. (This now needs to be added
to the Governance Manual.)
-
2006
Conference Committee: It was agreed that more information
on the existing conference proposal website and
alternatives would be brought to the Core in the fall.
-
The
possibility of combining the Research and Grants
Committees is referred to both committees for
consideration with the understanding that this would not
dilute the mission of the grants program to include
projects that might not be perceived as “research”.
-
The budget
for fiscal year 2006-07 was adopted as proposed.
-
It was
agreed that the spring Core meeting would be held at the
same place next year and within the same time frame, i.e.,
the last weekend in March.
-
By action
of the Core Committee, Frank Gillespie is granted lifetime
membership in the organization.
-
By action
of the Core Committee, the conference registration fees
and hotel costs for Frank and Kay Gillespie will be paid
by POD for attendance at the 2006 conference.
Minutes
Members
Present
Virleen Carlson, President; James Groccia,
President-Elect; L. Dee Fink, Past President; Mathew
Ouellett, President-Elect 2006-07; Frank and Kay
Gillespie, Executive Directors; Leora Baron-Nixon;
Elizabeth O'Connor Chandler; Milton Cox; Cynthia
Desrochers; Michele DiPietro, Donna Ellis; Peter Felten;
Catherine Frerichs; Alan Kalish; Barbara Millis; Leslie
Ortquist-Ahrens; William Rando, Michael Reder, Connie
Schroeder; Michael Theall; Catherine Wehlburg; Peggy
Weissinger, Todd Zakrajsek
Friday,
March 24
The Core Committee convened informally over
dinner with introduction of all members.
Virleen distributed and explained the
agenda for the meeting. The dossiers for the candidates
for the Executive Director position were also distributed
for pre-reading before tomorrow’s meeting and
recommendation from the Search Committee
There was recognition of Frank and Kay's
service as Executive Directors (and Frank and Kay say a
warm thank-you for that wonderful celebration!).
Saturday,
March 25
The Core was reminded that in general the
conduct of meetings and decision making is by consensus
rather than by vote or by Robert's Rules of Order.
By consensus the e-minutes were approved as
distributed.
The "parking lot" was explained. This is
where we make notation of ideas which we want to remember
for possible future attention but which don't quite fit
tidily anywhere else within the course of business.
Virleen welcomed new Core members
officially. New members do not begin their official terms
until the end of the meeting.
Committee Reports (with action items)
Budget requests from committees will be
considered within the budget discussion.
Awards and Recognition Committee
Innovation Award
Subcommittee. The issue of recognition for a selected
award program with multiple persons identified was
considered. Ideas included 1) having a principle
innovator (PI) designated, i.e., one person identified as
the principal innovator to receive a plaque; 2) having
additional names listed on the plaque and certificates
provided to those persons so listed; 3) putting a cap on
the number of persons who could be designated as involved;
4) providing plaques only to those who are POD members
and certificates to non-members; 5) giving two kinds of
awards for innovation -- one for the "bright idea" and one
for the more project-like effort of collaborative nature
or one award or one for an individual and one for an
institution/unit.
Spirit of
POD Subcommittee.
A
candidate's name was brought forward by the Subcommittee.
Diversity Committee
There was discussion of the suggestion to
have a conference liaison as requested by the Committee.
Further discussion: Other special interest
groups may be interested in doing this as well.
The issue of "protected sessions" within
the conference was discussed, and there was, in general,
disinclination towards that concept.
-
It was
agreed that a committee/subcommittee could submit a
conference session proposal on behalf of the committee
with the committee therefore to be considered as the "proposer".
Thus, whoever is the "proposer" (chair of the committee)
will not be considered as the principal presenter so as
not to affect consideration of submitting other
proposals as a principal/lead person.
Michele explained this year's approach to
selection of proposal reviewers, and this procedure was
also followed last year. Not all volunteers are accepted.
There is a process for assessing qualifications to serve
as a reviewer.
Electronic Communication and Resources
Committee (ECRC)
Connie explained further the material
provided in the ECRC report. The committee will be
bringing a budget request forward and may request approval
by electronic meeting.
Kay and Frank explained issues relating to
the "Program Descriptions" section of the website, and
they have submitted a proposal for completely revamping
this segment to the Membership.
-
It was
agreed that the current “Program Descriptions” of the
website could be removed.
-
During
the discussion of the ECRC report it was agreed that the
Membership Committee should move to act quickly on the
proposal for revamping the “Program Descriptions”
segment of the website.
Finance and Audit Committee
The report was received.
Governance Committee
Alan explained the rationale for separating
the materials as proposed, i.e., separating policies from
procedures.
The proposed changes in the Bylaws were
considered and action taken by formal vote.
-
It was
moved and seconded to accept the proposed change in
Article II, Section 11, “removal of members from Core”.
Motion carried.
-
It was
agreed that the Governance Committee will consider the
issue of due process and definition of “cause” for
removal.
-
It was
moved and seconded to accept the proposed change in
Article III, Section 5, replacing the word “may” with
“shall” (appoint the Executive Director). Motion
carried.
-
With
regard to the proposal for change in Article IV,
Section, 2, relating to who can initiate a
recommendation for a change in membership dues, it was
agreed that this language should include the Finance and
Audit, Membership, or Executive Committees. It was
moved and seconded to include these three committees.
Motion carried.
-
It was agreed that there should be no changes made in
Article VII on “Loans”.
-
With
regard to the question raised about Article VIII,
“Appointment of Agents”, it was suggested that the
responsibility for passing along this information should
be added to the “duties of the president”, and the
section should be reviewed legally (Tuesday Cooper might
be willing to do so.)
There was discussion of the additional
issues raised by the Governance Committee.
-
It was
agreed that the position of Executive Director should
not have a designated “term of service”. This will be
taken care of by a contract for services rendered.
-
It was
moved and seconded to incorporate a policy statement in
the Bylaws to read as follows: “The Executive Director
must be willing to accept a contract negotiated by the
Executive Committee and approved by the Core Committee,
with regular review to be no less than annual.” Motion
carried.
-
It was
moved and seconded that the sentence about term
restriction shall be eliminated from Article III,
Section 2 of the Bylaws. This sentence reads:
“Officers of the POD Network (President, Past President,
and President Elect) will be restricted to a single
three-year term during their membership in POD.”
Motion carried.
-
It was
moved and seconded to add the following sentence to
Article III, Section 2 of the Bylaws: “A past president
must serve a second term as an elected member of the
Core Committee before being selected again as
president.” Motion carried.
-
After
discussion, it was agreed that chapter authors for To
Improve the Academy need not be POD members, and
this restriction should be removed from the manual.
Graduate Student Professional Development
Committee
-
The
proposal to include indication of graduate student
development activity on the Program Description website
segment was referred to the Membership Committee (as
this segment is in flux right now).
-
The
request for funding to support a day-long meeting of the
editorial board of the Journal of Graduate and
Professional Student Development was not approved.
-
It was
agreed that we should have an ad hoc group, consisting
of Jim Groccia, Matt Ouellett, Leora Baron-Nixon,
Elizabeth Chandler, and Michele DiPietro to consider
this issue with appropriate members of the graduate
student developers group (such as Laura Border) and
discuss about the journal and the relationship with
POD. Jim will pursue talking with them in about a
month.
Concerns mentioned about this budget
request included: consideration of the context of other
Publications, i.e., POD does not pay anything for the
editors of To Improve the Academy to come to the
conference or hold any meetings; no other journal receives
support from POD; the journal is commercially owned by New
Forums Press; there would be definitely be financial
questions and issues if we were to do this.
Grants Committee
-
It was
agreed that the call for grant proposals for this fiscal
year could be reissued. (Only one grant proposal had
been received by the committee, and it was not
recommended for funding.)
-
The
Grants Committee is requested to review the impact of
the grants program over the past 5 years and report back
to the Core Committee in the fall.
Alan agreed to coach the next chair of the
Grants Committee.
Suggestions: Consider the timing of the
call for proposals and the deadlines. Promote more
dissemination of outcomes. Do a better job of announcing
what is of interest.
Search Committee, Executive Director
Position
After lunch, Virleen divided the Core into
small groups for discussion of the applicants for the
position of Executive Director, with a member of the
Search Committee in each small group.
The Search Committee recommended the
appointment of John (Hoag) Holmgren as the new Executive
Director, to be appointed in accordance with the position
description and consulting fee as announced.
The 2006 Conference Committee requested
that Hoag be invited to join in the site planning visit in
May. (Hoag will indeed be able to do so.)
Membership Committee
Frank and Kay provided data in 3 reports
reporting on the membership growth of POD (70% since
January 2001), the information on percentage of
institutions with POD membership in each Carnegie
classification, and membership by states. This is the
third year such data has been provided.
Suggestions: Perhaps we should consider a
marketing strategy (Kay and Frank reported on how they
provide promotional materials for persons attending other
meetings). In light of our seeming growth of special
interest groups, we should seek ways to provide time for
them to meet during the conference; scheduling separate
breakfasts might be one way of doing so. If anyone has
creative ideas on how to carve more time slots out of the
conference schedule, they are requested to let Michele,
Peter, or Therese know about that.
-
The term
“ambassadors” for regional coordinators was accepted.
-
The
recommendation for the dues increase, based upon the
membership cost analysis and explanatory information
provided by the Executive Directors, was accepted with
one change. The membership fee for student/retired
membership will be $40.
-
This new
membership fee structure will go into effect as of July
1, 2006, the beginning of the new fiscal year.
The new dues structure will be as follows:
-
Individual membership (U.S.A, Canada, and
Mexico): $80
-
Institutional membership (U.S.A. Canada,
and Mexico): $210
(covers a
minimum of 3 persons, additional persons @ $70)
-
International membership: $95
-
International institutional
membership $240
(covers a
minimum of 3 persons, additional persons @ $80)
-
Retired/Student membership (U.S.A.,
Canada, and Mexico): $40
-
Retired/Student membership
international: $48
The Executive Directors have proposed a
significant survey of the membership to gather data,
similar to the extensive survey effort done in 1994-95.
It was pointed out that one does not need a statistician
for oversight of this undertaking.
Outreach Committee
International Subcommittee. There was discussion of the proposal for
the international grant program. Comments included the
following. There was concern expressed about the
selection process not being defined beyond the indication
that the application should be sent to the Executive
Director. There was question about the exclusion of
Western Europe. Perhaps we need to encourage applicants
to think about “what can you do for us”. An assessment
mechanism is needed. The important thing is for the
applicant to demonstrate need.
-
It was
agreed that the Diversity Committee would incorporate
this grant selection process into its processes for this
year only.
-
It was
agreed that the Subcommittee needs to further refine
these guidelines, and this can be decided electronically
(so as to be able to announce the program).
National
Associations Subcommittee.
There was discussion of the TLT proposal that POD become a
lead sponsor for some TLT events, as per the proposal sent
by Steve Gilbert.
Catherine and Peter reported on their
presentation at the recent AAC & U conference. There was
good attendance at their session. Suggestions: we need a
session like this again next year. Question: how do we
identify the people to do the “POD session”? Do we need
to do MOU’s conference by conference? What about their
main conference? We need to be at all the meetings of the
accrediting associations, go through the approval
process.
Regional
Outreach Subcommittee.
Professional Development Committee
Publications Committee
-
It was
agreed to accept Mark Evans as the co-editor, with Ed
Neal, for the NTLF online resource center.
-
The
proposal for a web-based series of papers on educational
development matters to be available on a members-only
segment of the website was accepted, and the
Publications Committee will proceed with planning for
this.
Research Committee
Mike explained the kind of session offered
by this committee at last year’s conference, and this was
recognized as a valuable offering. Kay made the
suggestion to consider combining the Research and Grants
Committees.
Peter commented that we should be
intentional about defining “scholarship” and “research”
and that we should be clear about what are our most
important priorities.
Ad Hoc National Project Committee
Dee provided a handout and update about
this committee’s work. Catherine, Michael, and Barbara
volunteered to be involved with this committee.
2006 Conference Committee
Michele summarized the kinds of problems
that exist with the conference proposal website.
Budget
New Business
Spring Core Meeting 2007
Miscellaneous
-
By
action of the Core Committee, Frank Gillespie is granted
lifetime membership in the organization.
-
By
action of the Core Committee, the conference
registration fees and hotel costs for Frank and Kay
Gillespie will be paid by POD for attendance at the 2006
conference.
These
minutes were prepared by Kay Gillespie, Executive
Director.
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