JUNE BOARD MEETING JUNE 8 & 9, 2001
Holiday Inn/Gateway Conference Center Bethlehem, PA

I. Call to order - 4:03 p.m., Friday, June 8

II. Pledge of allegiance

II. Moment of silence

IV. Roll Call - Paul Darlington, Jerry Cookus, Bill O'Connell, Gary Bean, Ralph Avery, Lee Struble, Dan Songer, Ken Lupole, George Barron, Amanda Warman, Conference Committee Co-chair /Sean Tallarico.

V. Minutes - Motion by George Barron to accept, second by Ken Lupole. Motion passed.

VI. Conference 2001 Lehigh Valley June 10-13th - Ken Lupole
Ken presented the budget. Sixty-eight attendees expected, 20 vendor companies, 20 guests (22 first time attendees). Local student affairs folks were also invited on a per diem basis and other folks for vendor areas. Transportation will be provided by area colleges for events and other needs. Review of program. Vendors will be able to set up at 10:00 a.m. on Sunday. Registration will begin at noon, staffed by local college personnel. Lafayette, Muhlenberg and Moravian provided mugs for gifts. There was discussion about whether or not to provide an open bar for the banquet. There was some difference of opinion. Board members felt that because our members are all over 21 and this is a reception prior to dinner, that this would not be counter to our purpose. Sean Tallarico reviewed the sessions and activities for the conference. Ken Lupole was excused at 4:35 p.m. Sean walked the Board through each of the rooms and the activities taking place in them. George Barron extended his thanks to Lee Struble, Sean and Ken for their work on the conference.

The audit committee will meet immediately following tonight's adjournment.

The scholarship committee will meet at 8:00 a.m. on June 9.

Meeting recessed at 5:20 p.m. until 9:30 a.m. on Saturday, June 9.

Meeting called to order at 9:30 a.m. on 6/9.

Pledge of Allegiance
Roll Call - Paul Darlington, Bill O'Connell, Jerry Cookus, Gary Bean, George Barron, Lee Struble, Ralph Avery, Dan Songer, Ken Lupole, Amanda Warman
VII. Executive Officer Reports
President Paul Darlington - Thought we had an excellent year. Expressed thanks to Secretary Warman for work on the web site, to Gary Bean for his work during the transition this year in Treasurer's position, to Ken Lupole, Sean Tallarico and Lee Struble for their work on the conference. Conference 1st time attendees are at an all time high.
Executive VP Bill O'Connell - Reiterated Paul's thanks. Discussed the possibility of a Fall Board meeting and/or a brainstorming session for long range planning. The Board has really come together to bring more to the membership. Thanks to George Barron on his work on Life Members area. Also commented on increase in interest in self-reliance awards and Board positions.
Vice President Ken Lupole - Appreciated submission of articles to The Clipboard.
Immediate Past President Jerry Cookus - Has done some work on new membership in the Scranton/Wilkes area. Jerry is enjoying his "retirement" from the President's position.
Treasurer Gary Bean - Submitted Treasurer's report (see attached) with membership report. Fifty-two new members. Gary's been working on breaking down the deposits and payments into more specific detail. The new software program enables us to have a detailed picture of expenditures in different areas. Motion to accept the Treasurer's report by Jerry Cookus, second by George Barron, motion carried.
Secretary Amanda Warman - Purchased new printer and travel tote. Updating forms and Constitution and By-Laws so we have a more unified look. Work on web site continuing.

VIII. Committee Reports
Advisory Committee - Jerry Cookus - No report.
Audit Committee - Dan Songer - The Association's books are in good order and all income and expenditures are appropriately accounted for.
Awards Committee - Ralph Avery - Several nominations were received for awards, including several for the Bunker Award. Jerry Cookus, Paul Darlington and Sandy Haas (University of New England) assisted Ralph in determining the winners of the awards. After some discussion, the committee decided to also award letters of commendation. Ralph reviewed the accomplishments of the award winners. There was also a nomination for the Lucky Talbot Award. Ralph will try to contact the winners and have them come to the awards dinner.
Conference - Lee Struble - We're in good shape for this year's conference and next year's conference at Saratoga Springs. The pre-planning done over the last few years, especially the work done by former Conference Chair Timon Linn, has decreased the amount of work required by the host. Social activities will be less structured so folks can pick and choose how they want to spend their downtime. Lee extended his thanks to Ken and Sean for their work. Lee has a database of approximately 250 vendors to which he mails conference information. This has increased our response from vendors. Any vendor recommendations should be sent to Lee. There was discussion about sending out "Save The Date" postcards for conferences in advance of conference registrations. There was also discussion about moving the dates, possibly a week later than the current week. Conference 2003 will be our 50th conference year. Looking at various locations.
Constitution/By-laws - Bill O'Connell - Proposed revisions were passed out and reviewed. Wording in one of the revisions was reworked. Will be presented for a vote at the Business Meeting.
Membership - Bill O'Connell - Letters were sent out by Lee in conjunction with the conference registration. We have 52 new members. There are still areas in which we historically have lower membership and conference attendance.
Nominating - Dan Songer - Three nominations for the one Board position. Lee will be running for the vice president's position. Nominations will also be accepted from the floor. There was discussion about filling another Board position (one has been vacant for at least a year) since we have interest. Some members felt that we should wait on adding another position since we made a commitment 2 years ago to controlling Board costs. The general feeling was that we should maintain our current numbers for the time being and utilize non-Board members for assistance on committees, etc. This issue will be revisited. Professional Development - Amanda Warman - Fall 2001
Amanda & Ralph Avery have scheduled the program for November 8 & 9 in Northampton, MA. Two presentations are confirmed - Campus Watch Program and MADD. Other areas - Internet harassment and dealing with demonstrations. Also trying to get a presentation by someone from Dartmouth. Other possible topics, GenX employees, leadership. We are looking at programming on a broader range of topics that include people from different disciplines. Hope to include NASPA on mailings.

Meeting break at noon. Meeting reconvened at 12:45 p.m.

Publications - Ken Lupole - Ken spoke with Sue York after the Winter Board meeting to resolve some paper quality and scheduling issues. A lot of articles were submitted initially but it has dropped off for the last issue. The publication is much improved.

Per issue costs:
Layout and design cost/issue - $200.00
postage - $398.60
printing - $1993.71
Total costs - $2592.31

There was more discussion about time line and scheduling. Suggested publication dates are the last day of February, August, November. Deadline for submission will be the 1st day of the months in which it is published. The May issue will have a publication date of May 1, with a cutoff date for submission of March 30 (to include conference info). There was also discussion about sending The Clipboard out to a professional print/mailing house. Members will research costs.
Self-Reliance Award - Gary Bean - Twelve applications were received this year. There was discussion about increasing the number of scholarships based on the proceeds from Professional Development and keeping a balance in the account. Lee Struble made a motion to grant 5 awards this year. Second by Ralph Avery. Motion passed with one abstention. A motion was made by Lee Struble to maintain a minimum $1000 balance in the self-reliance award fund and award the appropriate number of $500 awards to qualified candidates based on the amount of money generated by professional development and other funding sources. Second by Jerry Cookus. Motion passed with one abstention. There was a suggestion to Gary Bean from member Bob Drapeau about moving the submission date up so it could be announced at graduation. Discussion followed regarding this. It was determined that the awards may end up in the hands of the institution instead of the students.
Life members - George Barron - George extended his thanks to Jerry Cookus for initiating the Life Member representative on the Board. George sent out letters to Life Members for feedback, copies of The Clipboard, information about discounted rates for attending the banquet, etc. George also made phone calls to try to locate people. George put together a life membership directory. President Darlington is waiving the application requirement to make Mike Callahan a Life Member and enter him in the directory as a deceased Life Member. The Board expressed their appreciation to George for his work with the Life Membership. The lists of past presidents and conference sites will be sent out to the Board members.

II. Old Business
Web site - Amanda Warman will continue working with the web designer to add and update information including past presidents and conference sites, membership lists, member information and links and sustaining member information and links, once all information is received. Will also create links to home pages for departments that we have addresses for. Will continue to pay to have the site maintained.
Advertisements in The Clipboard - Gary checked with our accountant and he stated there is no problem with selling space as long as we account for it as income. There was some discussion about whether or not we wanted to sell space. Lee and Ken will prepare information on rates and the implications of advertising on the membership and present it at the Winter Board Meeting. Directory - Bill O'Connell asked about the cost of a photo directory. Lee spoke with a vendor and the approximate cost would be about $2000.00

III. New Business George Barron made a motion to pay bills for conference and board meeting. Second by Dan Songer. Motion passed.

IV. Good of the Order Jerry Cookus expressed his appreciation to the Board as he retires from the chairs.

Motion to adjourn by Jerry Cookus. Second by Ralph Avery. Adjourned at 2:35 p.m