April PAACE BoardMeeting 4/9/2002

Attendance:

LeanneStasiulatis, Ella Morin, Cathy Forsythe, Linda Herr, Deb Burrows, Jeff Woodyard,Barb Van Horn, Dave Manzo, Mary Anne Varacalli,

BobMcNeil, Mary Kay Peterson, Dehra Shaffer, Jennifer Wood

Approval of February Minutes

Amotion to approve the minutes was made and seconded

1stVP (Deb Burrows)

1.Wanted to use membership email list to solicit suggestions for the next MWCtheme and vote on one of these themes at next MWC meeting.

2.Reported that Linda Herr has issued an invitation to Laura Bush to be nextyear’s MWC keynote speaker.  Abackup keynote speaker should be in the works as well, as Laura Bush may onlysend a video message to be played at the conference.

3.Introduced a new software package – “Peopleware”.  This could be useful for MWC registration, as well asplanning and organizing the conference.  Further,the software could be used to consolidate PAACE tasks (such as membership,periodical distribution, registration for local events, etc.). Jim Yeager and Greg Stump presented an overview of the software to theboard later in the meeting. 

2ndVP (Dave Manzo)

  1. Strategic plan update – Joann had a question about the feasibility of regional workshops with respect to advocacy.  Who would be responsible for that?  Would it fall under leadership or professional development?  It was also noted that Karen Mundie and Dehra Shaffer would be good resources for other areas of the plan (collaborative effort, membership, PR).  The demographic form (aggregate data) will also be helpful in strategic plan development.

Treasurer (Dave Manzo for Mary Hohensee)

  1. The Hershey Bill (MWC) was quite a bit larger than last year.  It was suggested that the bill be only partially paid until a detailed statement is received.
  2. The treasurers report is approved with the stipulation about the Hershey bill

Secretary (Jennifer Wood)

  1. This was Jennifer’s first meeting.  She gave a general greeting – is pleased to be a part of the organization

ImmediatePast President (Karen Mundie)  -no report

ExecutiveDirector (Joan Leopold via Linda Herr)

  1. Sent out a letter to encourage people to renew their membership.  15 renewed and the membership list is at print.
  2. Contacted Hershey about fees – they gave us a discount for AV equipment
  3. Sent bills for MWC to Mary Hohensee

ABSE(Mary Kay Peterson)

  1. Noted a good turnout at MWC Friday lunch.  Also noted good feedback from New Reader’s Press regarding the popularity of MWC amongst national materials representatives
  2. Linda congratulates Mary Kay on the increase in vendor revenue at MWC
  1. Mary Kay suggests that next year programs might bid on space for family literacy
  2. The issue of materials disappearing in the Marketplace is raised.  It is suggested that something should be posted to say “display only” very prominently next year.  It was also noted that some of the disappearing materials were the result of attendees who were new to conference and simply didn’t know.
  3. The vendors have suggested “coffees” around the state to promote new GED materials

CHE (Mary Anne Varacalli)

  1. Received a thank you note from Evelyn Mayer for ___________________________.
  2. There was an adult expo in the Pittsburgh area last weekend – 12 organizations contributed to supporting the event.

ESL(Michael Westover)

  1. He is resigning from the board – Catholic Charities does not see the value in his continuing.  There are some possible candidates that Linda will pursue (from Raiana)

FamilyLiteracy (Ruth Love-Schooley via Linda Herr)- no report

TLC(No Rep currently)

  1. Linda would like a TLC representative present and active on the PAACE board.

Workforce(Ella Morin)

  1. Reported PAWIN and Workbased foundation skills are doing well
  2. Dehra added that, at a MWC meeting, ESL in the workplace was a hot topic – needs to be added/addressed under the foundation skills umbrella

EasternRegion (Rose Brandt)  - no report

WesternRegion (Mary Jendry)- no report

CentralRegion (Cathy Forsythe)- no report

Awards(Bob McNeil)

  1. Thought things went well at MWC
  2. Reported that a lot of PR resulted from the award for PAACE Outstanding Adult of the Year to Mary Lou Burke
  3. Phoebe Novakovick, Victoria Fisher - made suggestions about the outstanding student awards.
  4. Ella wanted more info/background for the press office regarding the recipients of the higher ed student awards.  Bob will follow up on that
  5. Bob – would like to do nominations/applications on line through Jim Yeager as webmaster.  Deb remarked that Peopleware can do that well
  6. Bob – commented that the application for the adult ed award might contain more information than is necessary.  He will look into the establishment of the qualifications and compare this to the current application form.

Budget&Finance (Jeff Woodyard)– Jeff asked for clarification on the duties of this subcommittee

ResearchTaskforce (Gary Dean)

  1. Barb reported that 8 people attended a meeting at MWC.  We need to move forward with identifying criteria for a research award to both a higher ed student and a practitioner.  Dehra will help Barb to move this along.

Membership(Dave Manzo)

  1. Website demographic data input is growing (almost 200 people).  The e-mail site is being used (e.g. requests for research).
  2. Sent e-mail to division chairs asking for the name of someone who could be a liaison at various division meetings and then repot to the Membership Committee
  3. Sent e-mail to Carol Sawchuck  (new PR chairperson) asking if PR or Membership wants to buy an ad in other conference programs (e.g. AAACE)  Some discussion ensued about modeling a brochure after the AAACE brochure (regarding the promotion of membership
  4. Fordham University is starting a NY Journal of Adult Learning.  It was suggested that guidelines for submission of articles should go on the PAACE website.
  5. Dave suggested working with NYAACE in terms of a collaborative effort on the strategic plan (referring to Fordham and their journal).

Legislative (Joann Weinberger) no report

  1. Barb wanted to know if regional reps would be willing to facilitate workshops (referring to strategic plan concerns).  Cathy thought yes, but was not sure what will be involved.  Cathy will talk to Joann about this.  Mary Kay said position papers were sent out - Linda said they are also online.
  2. Dehra noted that turnover in governor is imminent, and that there are federal alerts for fund capping.  Barb reiterated the need to keep contacting them.  Deb said the replacement for Pugsley is strongly influenced by data-driven lobbying, and that accountability demonstrated through data is key for future funding.  Maybe we need to include data reporting as a bigger priority so that we can demonstrate our successes.  Many agencies do not pay enough attention to this.

PR(Carol Sawchuck via Dave Manzo) –no report

  1. Linda said Carol is forging ahead on the coalition.  She is also in the process of moving.

Nominationsand Elections (Jeff Woodyard)

  1. Jeff assumed responsibility for this committee.  Karen Mundie is now in charge of Budget and Finance
  2. Dehra clarified the duties of these offices.

Publications(Tana Reiff via E-Mail)

  1. The Spring issue of  PAACE Journal has been released – there have been lots of hits to the web page
  2. The unusually high expenses are for mailing, not for the journal itself.  Is the expense of mailing justified? ($400/issue (or per year?)).  Many say yes. 
  3. Deb noted the list serve will slowly replace most members’ need for hard copy mailing
  4. There was a discussion about the need/usefulness of an electronic directory (with online updating of personal information by individual members).  The points addressed were the importance of keeping a paper option for those who want/need one, and that we should use the opportunity of creating an electronic directory to address all the issues of updating membership demographic data and mailing information.
  5. A lengthy discussion on the format of the directory ensued  A recommendation was made to examine and possibly restructure the membership directory before the next printing (cutting costs and making it more useful).  Dave and Joan will follow up on this recommendation

Technology(Deb Burrows)– Deb’s report was given later in the meeting to coincide with thePeopleware presentation

ABLECommunity Libraries (Leanne Stasiulatis)

  1. MWC experience was positive.  Lots of interaction.

HigherEd. -Linda said we need a representative for this office

OldBusiness– already covered in the 1st VP report (Laura Bush)

NewBusiness (Linda Herr via Carol Shefrin)

  1. Email from Carol Shefrin asked if a PAACE representative should attend COABE?  Barb – in the past the 1st VP went to either this or to AAACE.  COABE occurs at the beginning of a presidency, so a president could benefit from going, but AAACE is at the end of a presidency, so maybe 1st VP should go to that.  Deb is already scheduled to attend, so could she attend the affiliates meeting too?  Only if there is no conflict with her (Deb’s) presentation.
  2. Linda said that if Deb’s presentation is in conflict, then another officer of the board should attend COABE.
  3. Joan’s status – Mary Kay moved that the discussion of compensation of the Executive Director be tabled until next meeting.  Bob amended that any adjustments be retroactive. Dave seconded.
  4. Dehra added to Joan’s compensation issue – Dehra originally made salary a line item in MWC budget.  But as needs and duties of the Director increase, maybe the salary needs to be part of the bigger picture.  Currently, MWC needs to make enough money to cover this and the journal.  Dave asked – if you made it part of MWC as a whole, then would losses be covered across all items?  Dehra – maybe her salary should be a part of the total budget, not just MWC budget.  Bob – shouldn’t her salary be tied to a review of what she does?  Mary Kay – how do we develop a performance appraisal for the job of Executive Director?  And how do we make the Director aware of these expectations?  Barb – is it part of the strategic plan?  Bob – Joan has lightened the load of the Executive Committee.
  5. The Fiscal Year is Jan –Dec.  Dehra – how can salary be increased now when the FY budget is still in place?  Barb – part of the strategic plan is to have Joan write down what she does – this relates to the personnel part of the strategic plan (job descriptions, etc.).  Linda – what about subcontracting the Executive Director through another agency because of liability issues, etc.  Deb agrees – a sub contract would be good.  Bob – to whom, then, would the Exec. Director report? – the board.  If the Director is an IU employee, what about the legal implications for the board?  Deb – it has to be laid out what the board does, then it becomes part of the legal obligation of the subcontractor.  Bob – does Joan get a 1099?  She has to.  A separate sub contract could be run with a 1099 and taxes would not have to be reported through the host agency.  Bob – does Joan need separate workman’s compensation?  Does the board have insurance?  Linda asked Bob and Mary Kay to follow through on exploring possibilities and ramifications of this issue.  Bob asked Jeff to join him and Mary Kay on this.  Dehra said to involve PAACE’s accountant.

PeoplewarePresentation (Jim Yeager and Gregg Stump)

  1. Deb gave a background on why we pursued online software…for conferences, etc.
  2. Jim started with an overview of the software’s capabilities and passed out some sample reports.  Many technical questions were asked and answered satisfactorily about the software’s capabilities
  3. Bob motioned to limit the extensive discussion on Peopleware (money, capabilities, pros and cons) until later.  It was seconded.
  4. Linda asked how do we proceed… Bob asked who would be responsible for the use and application of the software.  Debate ensued over whether to purchase this or wait another year.  Money, investment of time and resources, is it worth it?
  5. Dehra – what about deciding over a conference call next month?
  6. Bob – how will this software affect the roles and responsibilities of people involved in not only MWC but in other areas like membership?
  7. Linda – could we use only part of it (software) initially?  Meaning we would have time to work out the procedural questions we still aren’t clear on.
  8. Deb raised the point that all software is initially difficult in the beginning stages of implementation, and since this year’s organization of MWC will be her responsibility and therefore managed through West Branch Technology center and its capable staff, this is the perfect year to tackle those initial difficulties
  9. There were a lot of unanswered questions about use, access, responsibility, timing, and procedural implementation.
  10. Linda – asked for a motion for a conference call on 4/16
  11. Dehra – many questions have been raised.  Do these questions need to be taken back to the technology committee?
  12. Cathy motioned to purchase the software but use the “ease in” approach. With the idea that all of it will be utilized eventually but that certain policies and procedures need to be decided before other areas of the software are implemented.
  13. Deb thought that Jim Yeager should attend the training and then teach the rest of the technology committee (the training is very expensive beyond one person).
  14. The group asked Jennifer to restate the motion: “Basically, the consensus is that the software is worth the expense in the long run, especially since it can be used to consolidate other management tasks like membership, mailings, on-line updating of information, etc.   The concern is that since it is a “stand-alone” version, questions exist as to the physical location of the software, how many people will be able to use the software, who will have the control and the burden of managing and utilizing the software and the information, and the mobility of the software from year to year as responsibilities change hands and locations.  The “ease-in” approach does not preclude the eventual full utilization of the software (thus justifying the expense down the road), it allows for the time necessary for the board and other relevant parties to develop policies that clearly and sufficiently answer the questions and concerns raised above.”