VCCA Executive
Committee
Meeting Minutes
Those present: Linda
Rhinard, Jennifer Allman, Debra Belcher, Carolyn Haines, Kay Robertson, Bruce Carroll, Aileen Girard, Jim
Bates, Barbara Moore,
Those absent:
Sue Captain, Lori Wack, Donna Mayes, Barbara Ratliff, Linda
Bursey
Welcome Linda Rhinard
called the meeting to order at
Approval of Minutes A motion was made to accept the
Linda
used Presidential discretion and approved the complete
PG&D for Ms. Shoates.
The
motion carried.
Treasurer’s Report
Carolyn Haines reported that
she has received reimbursement from the VCCS.
Invoicing of the individual colleges for institutional dues will begin
soon. She stated that she is still
trying to get the Wachovia CD in her name.
A suggestion was made for her to forward the appropriate paperwork for
Claudia Macon’s signature. Carolyn also
reported that she placed $15,000 in a six-month CD that will come due in
October when the Convention expenses come in.
Carolyn
also mentioned that she is in need of all the receipts from the Black Concerns
Mid-year Conference.
A
motion was made to accept the Treasurer’s report. Motion carried.
President’s Report Linda brought the Committee’s
attention to the minuscule packets they were given at the beginning of the
meeting. She noted two changes for the
College Contact list:
John Tyler CC – Patty Cope –
Kay Robertson –
Linda
stated there had been some concerns regarding the contact person for the System
Office. She is going to contact Nancy
Nicholson and inquire if she will take the position.
The
next Executive Committee meeting will be at
5,000+
FTE No report.
2,001-5,000
FTE Kay
Robertson reported all is going well in her category.
1,001-2,000
FTE No report.
0-1,000
FTE
No
report.
Publications In
the absence of Donna Mayes, Linda reminded the Committee that bios and pictures
of candidates for office and speakers for the Convention program need to be in no
later than July 18.
Membership In the absence of Linda Bursey, the Committee was reminded that in order to be
considered for the drawing of the weekend getaway from Holiday Inn, memberships
had to be in no later than June 30.
Media Aileen
Girard stated that she would be sending out a reminder around May 1 requesting
the info for media showcase information.
PG&D Linda reminded
everyone that once a PG&D was approved, payment would only be for that
amount.
Institutional
Advancement No report.
Faculty/Instructional
Affairs Working on two concurrent sessions
for the Convention.
Support Staff
Commission Debra Belcher reported that there
were 39 people in attendance at the Commission meeting in March. The summer workshop will be held in July at
Piedmont CC. The date will be confirmed
soon.
Legislative
Action Working
on speakers for Convention.
Black Concerns There
were no officers in attendance at the Commission meeting in March. Jennifer reported there was good
conversation,
however,
no decisions could be made without the officers.
For
the 2002 March conference a suggestion was made to have the VCCA Professional
and Personal Development Conference on Wednesday and Thursday morning –
followed by the Black Concerns Commission holding their mid-year conference on
Thursday afternoon and Friday morning.
Logistics would need to be worked out with the registration form. In this manner people could attend both
conferences, have less paperwork, and a minimum of travel time. Bruce Carroll was asked to discuss this
possibility with the officers of the Black Concerns Commission and have an answer
for us at the June Executive Committee meeting.
Student
Services Kay stated that the Student Showcase would be held the week
following Convention, October 12-13 at
Howard
Weiner is scheduled to do a concurrent session in October, and there are two
sessions scheduled: document imaging and student services disabilities
Research and
Publications The competition was discussed. Jim will be getting with the officers of the
Commission and make a decision shortly.
Learning
Resources Bruce gave several topics
for possible concurrent sessions.
VCCA Professional & Personal
Development Conference Review Linda reported that she has received numerous
messages from people who were not able to attend, but said they heard about it
and were looking forward to next year.
She
thanked the Committee for their hard work to make the Conference a success.
She
read an email from Annette Dubrouillet who said she enjoyed herself and asked
for a testimonial letter to include with her packet. Linda will compose the letter.
There
were 72 people in attendance at the Conference, which included speakers, and
the Executive Committee.
Convention Preview Linda reported that she has
received three nominations for officers:
Jennifer Allman, President; Barbara Moore, Treasurer and Kay Robertson,
Member-at-Large 2,001-5,000 FTE. Please
encourage people to run for office.
Positions still available are: President-Elect
and Member-at-Large for 1,001 – 2,000 FTE. The information needs to be in no
later than July 18 in order to be in the Newsletter and the Convention
Program. Barbara Moore will ask Sylvia
Dye and Betty Sword to handle the balloting since Barbara is running for an
office.
Jim Bates has agreed to be the photographer for next
year, and Donna Mayes has agreed to continue with publications.
Linda
reminded the members-at-large that it is possible the colleges they would
represent would change in October. There
were some colleges who moved up into the next FTE category.
Debra
handed out the portfolio briefcases with the VCCA logo on them to those
present. The briefcases will be the
give-away gift to the convention participants.
Debra mentioned the gift for the showcase honorees would be delivered
the week of April 23.
The
VCCA Excellence Award honoree was chosen.
Jennifer Allman will get the bio on the recipient.
Linda
requested that each Committee member donate one door prize and also obtain one
from their college for the Convention.
Liaisons
were reminded to be present and check on the presenters during the concurrent
sessions and to remind the respective Commission chair they must be present to
introduce the speakers.
Certificates
will be given to the past VCCA presidents and college contacts at the Friday
luncheon. Donna Mayes and Linda Rhinard
will prepare these certificates.
Jennifer
Allman reviewed the registration letter and form for the convention that will
be going to members-at-large (who will in turn send to the college contacts in
their FTE group) and board members next week.
A fee for early-bird registration and regular convention registration
was decided. There will also be partial
registrations and ability to order meals for guests to attend the different
meals. She also reviewed the draft of
the program schedule. Jennifer will also
be sending out letters to the different vendors asking for their participation
at the convention.
Jennifer
will contact the
The
members discussed the content of the “friendship bag” to be placed in the
briefcases for each participant.
Adjournment Having
no further business to discuss the meeting was adjourned at
Debra L. Belcher
VCCA Secretary
2000-2001
Approved