September 3, 1998

The meeting was called to order at the Hotel Roanoke in Roanoke, Virginia by Melba Taylor, president.

Members present:
Melba Taylor (VHCC) - President
Virginia Hartman (LFCC) - President Elect
Elizabeth Smith (SWVCC) - Immediate Past President
Monica Terry (TCC) - Secretary
Claudia Macon (TCC) - Treasurer
Chris Smith (PDCCC) - Member at Large 1-1,000 FTE
Nancy Penney (LFCC) - Member at Large 1,001-2,000 FTE
Deborah Canada (JSRCC) - Member at Large 2001-5,000 FTE
Gwen Smith (TCC) -Member at Large 5,000+ FTE
Pat Bussard (SWVCC) - Publications Liaison
Sue Captain (SWVCC) - Publications Liaison
Terry Whisnant (SVCC) - Parliamentarian

Members Absent:
Sandra Spain (TNCC) - Membership Liaison

A motion was made and seconded to approve the minutes from the June 25 and June 26, 1998 Executive Committee meeting. Motion carried.

Claudia Macon presented a treasurer’s report. She noted that the VCCA financial information is not recorded on Quick Books. Claudia noted that all institutional dues have been paid except one school who will be submitting payment soon.

The VCCA uses Wachovia Bank and it was noted that with the new conversion from Central Fidelity Bank to Wachovia they now charge a monthly service fee that was not previously charged.

Claudia Macon was asked to inform the Committee of the rollover date for the VCCA CDs so that the possibility of splitting them into smaller increments can be discussed.

A financial statement will be distributed at the Convention. A motion was made and seconded to accept the treasurer’s report. Motion carried.

Elizabeth Smith presented a P G & D report. She noted that Dr. George B. Vaughn will present at the convention. There was also a request from the Financial and Instructional Affairs Commission for P G & D funding in the amount of $1,507 for a workshop on Wednesday, September 30, 1998 prior to the Convention. A motion was made and seconded to approve funding in the amount of $1,507 for a P G & D workshop sponsored by the Financial/Instructional Affairs Commission on September 30, 1998. Motion carried. It was noted that this is not a VCCA pre-convention workshop but a P G & D workshop that is scheduled for the day before the Convention.

The Executive Committee reviewed a P G & D proposal request for a Graphic Design Workshop submitted by Lord Fairfax Community College. It was noted that the workshop is scheduled for October 2, which is the second day of the Convention. There was discussion concerning approving a grant for a workshop that occurs during the Convention. The Committee discussed the fact that everyone does not and/or can not attend the Convention, it was also noted that LFCC schedules the dates of the Convention as Professional Development Days and this means that those who do not attend the Convention are still able to attend other workshops. The Executive Committee agreed that funding the workshop in the amount of $500 would not be a conflict of interest. A motion was made and seconded to accept the P G & D proposal from Lord Fairfax Community College for the Graphic Design Workshop to be held on October 2, 1998. Motion carried by a count of 4 for, 2 opposed and 1 abstention.

Gifts for the Convention presenters were discussed. The following items will be on sale at the Convention: VCCA t-shirts for $10, VCCA sweatshirts for $15 and VCCA briefcases for $35. The money will be deposited in the VCCA account.

A brochure with plaques was distributed for review to decide on a plaque for the Executive Committee award. Sue Captain, Claudia Macon and Monica Terry will work on ordering an award.

Copies of the Convention brochure were distributed to the Executive Committee for review. It was noted that the program needs to go to print ASAP and the Executive Committee was asked to review the brochure and submit corrections at the meeting the next morning. A special thank you to Sue Captain and Pat Bussard for their hard work.

Each registered Convention attendee will receive a VCCA canvas tote bag.

The nomination committee noted that Lori Wack is running for VCCA president-elect, Evelyn Tobian is running for secretary, Nancy Lewis is running for Member-At-Large 0 to 1000, Gwen Smith and Bruce Carroll are running for member-at-large for schools in the 5000+ FTE category.

It was noted that this is the end of Chris Smith’s term on the Executive Committee. The Executive Committee expressed a special thank you to Chris for all of his hard work with the Executive Committee and the Black Concerns Commission. He will be truly missed on the Executive Committee.

The winner of the "recruitment drive" will be announced at the banquet on Friday night. It was noted that the current membership is at 621 and they are coming in daily.

The calculations of the voting delegates will be done by Terry Whisnant. The voting delegates will be invited to a breakfast buffet prior to the Assembly of Delegates. The contacts will be asked to forward names of delegates and alternates to Terry Whisnant.A location for the 1998 Leadership Conference was discussed. A motion was made and seconded to hold the 1998 Leadership Conference at the Richmond, Hyatt on February 25 & 26. Motion carried.

The logistics of the Conference was discussed. It was noted that the membership information was not entered due to medical problems experienced by the Membership Liaison. To get the information entered in the database the Executive Committee used an outside source. A motion was made and seconded to pay Ms. Rayna Terry the amount of $100 for input and coordination of membership information. Motion carried.

Monica Terry