PAACEBOARD MEETING  6/11/02
Wilkes Barre

Attendance:

JoanLeopold, Linda Herr, Dave Manzo, Mary Kay Peterson, Deb Burrows, Mary AnneVaracalli, Bob McNeil, Mary Hohensee, Raiana Mearns, Ella Morin, Jennifer Wood

The meeting began with a formal apology to Joan for any embarrassment Joan had experienced as a result of events stemming from the 2002 Mid-Winter Conference.  Linda went on to acknowledge Joan's years of dedication and contributions to the board, the membership, and the organization.EXECUTIVE REPORTS

1stVP (Deb Burrows)

  1. MWC report/update – Deb began the report by passing out folders containing Midwinter Conference materials including draft press releases, conference Web site screen shots, Call for Papers screen shots, etc.  She announced that the planning committee had solicited theme suggestions from the membership and then conducted a vote.  The theme receiving the most votes was PAACE Setters:  Higher Goals, Higher Dreams.  Deb explained how the site would work and everyone approved of the look and content. 
  1. Deb raised the question as to whether press releases needed to go through any approval protocol?  It was noted that press releases should go through our PR chair – Carol Sawchuck.  Dave Manzo noted that Carol had been difficult to reach and discussion ensued about how to handle time sensitive Midwinter Conference releases in the event that Carol was not available.  Deb indicated that her first course of action would be to run things past Carol, but that if Carol could not be reached, she would contact the Executive Committee.
  1. Deb indicated that Carol Shefrin had contacted her concerning having the Strolling Strings play at the 2003 conference.  Deb asked for a motion concerning the Strolling Strings. Mary Kay motioned to have the Strolling Strings return to MWC next year.  Deb seconded and then the motion was approved.
  1. There was a discussion about next year’s MWC Keynote speaker.  Since Laura Bush’s schedule could change at the last minute, it was decided to have two speakers at the conference (a Featured and a Keynote) speaker.  In this way we will have at least one and possibly two interesting and entertaining speakers.  Several suggestions were made for a Featured speaker (e.g.  Sam Deep, Ben Carson, Jean Robertson, Mr. Bethune of Continental Airlines, Mike Hanna and Jim Hightower).  Deb will check out availability and cost on some of the possible speakers and report back to the board on her findings.
  1. Deb reported that Bob Madsen is interested in being part of the MWC and would also like to pursue the possibility of having a Correction Division added to the PAACE structure.  There was a discussion as to the possibility of Eastern LINCS sponsoring a speaker for BOB (because Eastern LINCS maintains the corrections website for NIFL).  It was noted that to have a Corrections Division created there would need to be a petition brought to the board with at least 25 signatures.  Deb will pass this information on to Bob.
  1. There was a lengthy discussion about ACT48 credit.  The issues included how it would be handled at the conference this year and what exactly the specific requirements were for documenting ACT48 credit.  As to the requirements, Deb reviewed them with the board.  There are four pieces of information necessary for Activity Hours (as opposed to Credit Hours, which are documented by official transcript):
    1. The provider (PAACE, in our case) must obtain and maintain a properly completed sign-in sheet for each activity (the conference being one activity)
    2. The provider must obtain and maintain a properly completed signed evaluation of the activity from each participant
    3. The provider must obtain and maintain a properly completed faculty data for each presenter at the conference
    4. The provider must maintain a properly completed description of the activity

Further,all four pieces of information must be kept on file in hard copy by theprovider.  Finally, all informationmust be uploaded by the provider into the PDE certification database.

Therewas more discussion about the work involved in making sure all of this ishandled properly.  It was thegeneral consensus that the onus of making sure all of the paperwork getscompleted and handed in to PAACE should be on the member, and not on the PAACEvolunteers who handle ACT48.  PennyMcCloskey and Stefanie Lucas will handle the administration of ACT48 credit thisyear at the conference.  This issueand the question of whose responsibility it is to oversee all of the paperworkwill be revisited by the board next year.

Onefinal note, both Deb and Joan asked that the minutes record the difficulties andmiscommunications that occurred last year at MWC with regard to the handling ofACT48 credit for participants.  BothDeb and Joan indicated that the other did not properly fulfill her duties and/ordid not readily facilitate the process surrounding the documentation of ACT48credit.  Both agreed that there wereproblems with the system last year that could hopefully be addressed andrectified in the coming conference.  (Itshould be noted that there is some dispute concerning the accuracy of thesecretary’s recollections regarding this specific interchange. The secretary regrets any misrepresentation of either member’sstatements, and leaves this part of the minutes open to debate and/or consensuson the part of the attending board members at the June meeting. It should be further noted that such attention is only being given tothis issue because both parties were very clear in their desires to have theinterchange represented in the minutes.)

  1. Deb announced that June 19th would be the next MWC program planning meeting.  It will be/was held in Lock Haven.  Discussion of the registration process began and Deb stated that the Board had made a decision at the April meeting to proceed with online registration (using the new Peopleware software) if Karen Warner indicated that she did not want to handle registration for the 2003 conference.  Deb stated that Karen had indicated in an e-mail message to Jim Yeager, which was forwarded to Linda Herr, that she was not interested in being responsible for conference registration this year.  After additional discussion and a presentation by Jennifer Wood concerning the Peopleware training, the Board let stand the decision to proceed with online registration using Peopleware for the 2003 conference
  1. Deb indicated that the transition to online systems for midwinter would go more smoothly if it were done in steps.  She recommended to the Board that PAACE delay obtaining a Merchant Account and accepting online payments until the 2004 conference.  The Board agreed not to pursue a Merchant Account at this time. 

2ndVP (Dave Manzo)

1.       Update on the strategic plan – Dave received a few responses to e-mailshe sent out asking people if they would be willing to collaborate in thiseffort.

2.       The Personnel Policy subcommittee (Mary Kay, Dave, Barb, and CathyForsythe) is continuing their efforts to outline and draft policies for currentand future guidance on personnel issues.

3.       It was noted that the Operations committee is comprised of Bob, Mary Kayand Dave

4.       A draft of the new Guidelines for Usage of PAACE Letterhead wasdistributed, but the guidelines could not be approved because there were only 9voting members in attendance.  Davemotioned to table the draft until we have a quorum. Mary Kay seconded the motion.  Itwas decided that this issue would be added to other discussion items slated forthe scheduled July conference call.

Treasurer(Mary Hohensee)

1.       Mary noted that the vote taken at the last meeting to spend a sizableamount on the Peopleware software was not good policy, it should not have beencarried out without consulting the office of treasurer. These decisions should always be pending consultation of the treasurer.

2.       Mary suggested that the Finance committee look into moving all accountsto one institution for reasons of convenience.

3.       In answer to a question raised at the April meeting regarding that higherexpenses at the conference this past February, Mary said the expense was due toa higher level of participation at the conference.

4.       The Certificate of Deposit came to maturity at Sovereign and will betemporarily moved to a Money Market account. The Finance committee will have to make a decision on the balance ofliquid vs. non-liquid assets with respect to this investment.

5.       Another item for the July conference call was added to the agenda – theboard will discuss whether the treasurer should have some discretion on payingvendors up to a certain amount without Finance committee approval. Linda noted that any decision regarding this policy would need to go inthe by-laws.

6.       Deb made a motion that, until any further decisions are made on thefrequency and format of board meetings, the treasurer should be able to send anemail to the finance committee for approval of payment on outstanding debts,rather than having to wait up to two months for approval. Mary Anne seconded the motion and all approved.

7.       Mary handed out the financial reports and balance sheets.  There was some discussion as to the varying total cost of MWCfrom year to year.  Mary handed outcopies of the revenues and expenditures for the 2001 conference and indicatedthat the 2002 conference figures were forthcoming.  It was noted that once we have documented three years offinancial history on conference expenditures, we can look into developing aprojected (recommended) budget for future conferences. Deb elaborated on this point by stressing the need for a conferencebudget and stating that previous PAACE Boards had agreed that MidwinterConference revenue and expenditure reports for 3 successive conferences would beused to establish line item budgets for future Midwinter Conferences. The figures for 2000 and 2001 have been documented and are available. Deb recommended that, once 2002 figures are available, the Board followthrough on that intent and establish a line item budget for Midwinter Conferencethat would provide budgetary guidance for future conferencechairs.

8.       Mary Kay motioned to pass the budget for April 2002 through June 2002. It was seconded and all approved.

Secretary(Jennifer Wood)

1.       A motion to approve the April 2002 minutes was made and seconded. All approved. 

ExecutiveDirector (Joan Leopold)

1.       Joan is working on completing the updated PAACE board directory and askedeveryone to read and edit (if necessary) the draft.

 

DIVISION REPORTS

ABSE(Mary Kay Peterson)

1.       Mary Kay has been talking with Bob Madsen and may arrange a coffeesession for his area

HigherEd (Mary Anne Varacalli)

1.       Seventeen Higher Ed. Institutions in the Pittsburgh area hosted an Expoprovide an opportunity for networking and referrals. They have a board meeting coming up in July.

2.       Mary Anne shared a Hightower report announcing new monies available forareas such as vo-tech.

ESL

1.       It was announced that the new co-chair for the eastern part of the statewill be Elaine Green from CFL (Center for Literacy).

FamilyLiteracy (Ruth Love-Schooley)– no report

TLC(rep is needed)

1.       Mary Hohensee (as president of TLC) announced the upcoming TLC planningmeeting for their board next month.  Theywill be examining priorities and looking at how they can increase theireffectiveness.  Mary will asksomeone to sit as TLC rep for the PAACE board. Amy Wilson was suggested

 

REGIONAL REPORTS

EasternRegion (Rose Brandt)– no report

WesternRegion (Mary Jendry)– no report

CentralRegion (Cathy Forsythe)– no report

 

COMMITTEE REPORTS

Awards(Bob McNeil)– no report

Budgetand Finance (Karen Warner)

1.A call is in to Karen

ResearchTask Force (Gary Dean via Barb Van Horn via Linda Herr)

1.       Gary Dean has started a listserv of PAACE members who are interested inworking with the research task force to develop criteria and procedures for theresearch award(s).

Membership(Dave Manzo)

1.       The demographic database is growing.  Shelly Moore and Lydia Hale may be able to help with this effort.

Legislative(JoAnn Weinberger via Joan Leopold)

1.       The state budget may be passed the 19th of June. There may be some TANF alerts.

PR – no report

1.       Carol may not be able to continue with this committee

Nominationsand Elections (Jeff Woodyard via ????????)

1.       The offices of secretary, treasurer, 2nd VP and Eastern Rep.are up for re-election

Publications(Tana Reiff via Linda Herr)

1.       Next Monday is the deadline for submission to the newsletter. We are required to submit something.

Technology(Deb Burrows)

1.       This report was tabled until the Peopleware report later in the meeting

CommonwealthLibraries (Leanne Stasiulatis)– no report

HigherEd– there will be no replacement for this rep. until after the election for aHigher Ed person within PDE

PDE(Ella Morin)

1.       Cheryl Keenan is officially in office in DC. Michael Westover is the new Southeast Area advisor. Raiana Mearns will be the South Central advisor.

2.       Raiana announce that the new PR campaign will run in September andOctober.  There will be TV and radiospots to promote general public awareness of services available to them for helpwith literacy.  Each provider/sitehas been asked to submit a description of their services for the AmericanLiteracy Directory and database.  Peoplewho make inquiries will be able to locate the site nearest them. ASPEN will send out information to anyone requesting it. Customers will get an immediate response.

 

OLD BUSINESS

Executive Director Status – As there was no quorum to vote on this issue, the matter was tabled.

Peopleware(Jennifer Wood)

1.       Jennifer handed out a summary report outlining the training that she andJim Yeager attended in Washington, DC.  Thereport also made recommendations for training, usage, and future applications ofPeopleware.

2.       Some of the issues discussed were: What kind of training is needed bywhom?  How much of the software canbe implemented for this year’s MWC (e.g. on-line registration)? What kind oftech support is available and who will provide it?

3.       Jennifer also recommended that PAACE purchase the networked version ofthe software, so that all who need it can have access to it remotely.

4.       It was decided that a list of trainees, their needs, and possible datesshould be generated and approved by the next conference call in July.

5.       Regarding MWC, it was decided that the registration committee should namea liaison to report to Joan and Mary, and that all of that committee would needPeopleware training for registration.

6.       It was decided that on-line registration could move forward, pendingtraining.

  

NEW BUSINESS

Itwas decided, due to time constraints, that all new business and unfinisheddiscussions would be tabled until the July conference call. The preliminary agenda for the July conference call is:

1.       New (higher) prices for meals at MWC

2.       Training schedule for Peopleware

3.       PAACE letterhead usage guidelines

4.       Budget approval (and future procedures for treasurer to act withoutFinance committee approval)

5.       Research Award Criteria

6.       Personnel Review

7.       Outstanding Adult Education Award Protocol

8.       Creating a record of PAACE’s administrative history

9.       Frequency and format of board meetings (Deb asked that we all post oursuggestions for this issue so that we could review the ideas BEFORE theconference call)

10.    Regarding Peopleware – how will Joan get the information she needs forMWC (until such time as a networked version can be set up)?

 Motionto adjourn was seconded and passed