VCCA Executive Committee
MEMORANDUM FOR THE RECORD

January 21, 1999

Page 1 of 5

The meeting was called to order at 6:30 p.m. in Room 116 of the Ramada Inn in Harrisonburg, Virginia, by the VCCA President.

 

Members Present:

Virginia Hartman (LFCC) – President

Lori Wack (BRCC) – President Elect

Evelyn Tobian (VCCS) -Secretary

Claudia Macon (TCC) – Treasurer

Melba Taylor (VHCC) – Immediate Past President

Nancy Lewis (ESCC) – Member at Large 1-1000 FTE

Nancy Penney (LFCC) – Member at Large 1001-2000 FTE

Sue Painter (LFCC) – Publications Liaison

Sue Captain (SWVaCC) – Parliamentarian

 

Members Absent:

Deborah Canada (JSRCC)- Member-at-Large 2001-5000 FTE

Gwen Smith (TCC) Member-at-Large 5000+ FTE

Monica Terry (TCC) – Membership Liaison

Sara Brown, (LFCC) Publications Liaison

 

Announcements were made for the off-site meals at Pano's.

 

A motion was made and seconded to approve the minutes from the November 19 and 20, 1998, Executive Committee meeting. Motion carried.

 

Claudia Macon, treasurer, reported that she collected PG&D reimbursement of $20,000.  A motion was made and seconded to authorize the treasurer to identify an accounting firm to assist with tax preparation and audit review of VCCA financial records.  Motion carried.

 

The treasurer distributed the new travel and expense forms that were developed.  She reported that she would bring the fund account numbers to the next meeting.  The Executive Committee commended Claudia Macon for her dedication and service to VCCA and the Executive Committee.

 

The secretary presented a rough draft of the October 1998 Annual Convention evaluations.  A formal report will be presented at the February meeting in Richmond. 

 

All Members-at-Large were asked to re-contact their colleges to confirm receipt of leadership materials and to remind them of the extended deadline for registration at the Hyatt. Registration was extended to February 11, 1999. 

 

Sue Painter reported on behalf of the publications liaison.  The VCCA Newsletter will be published in conjunction with the Leadership Conference in February and prior to the Annual Convention in October.  With the mailing of the Spring edition, each member will receive, addressed to them personally, a newsletter , membership renewal form and membership card.  Each member received this personal mailing because the publications liaison felt it was important for members to feel part of their association.

 

An inventory report was submitted of on-hand supplies

 

Sue Captain volunteered to research the early beginnings of the VCCA and to develop a history, which will be distributed at the fall convention.  All officers were asked to share their memories and to contact charter members for their recollections.  The history will cover 1983-1999.

 

The annual VCCA membership drive will begin following the Leadership Conference in February.  Because of the success of last year's cash contest for those who recruited the most membership, two contests will be in place this year:

 

Early Bird Contest - by June 30 - $100

(Most new or renewed memberships)

Join VCCA Contest - July 1 through October 1

                                      ($25 for second place, $50 for first place)

 

The committee discussed additional information that should be included on the VCCA web page:  photos of officers, Leadership Conference materials, monthly bulletin and bi-annual newsletter.  The Executive Committee recognized Robert Jobin of Blue Ridge Community College for his willingness to assist in being the VCCA Webmaster. 

 

Sue Captain reported on the progress of the archival of the VCCA records.  A written report will be provided at the next meeting.  This process was initiated by the Executive Committee to respond to questions asked about funds being held for the Support Staff Commission.

 

Virginia Hartman reported on the annual Master Teacher Seminar Scholarship, available through the VCCA Faculty/Instructional Affairs commission.  Two scholarships of $550 each will be available for the 1999 Master Teacher Seminar, which is sponsored by Southside Virginia Community College, hosted by Hampden-Sydney College, and will be held on July 11-15, 1999.

 

The PG&D report and new Proposal Grant Requests were submitted by Melba Taylor.  The approved Blue Ridge grant request submitted by Lori Wack was cancelled due to inclement weather.  A motion was made and seconded to reimburse the presenter for meals, hotel and mileage.  Motion carried.

 

The committee reviewed PG&D guidelines to clarify Article III, Allowable Expenditures and Article V, Guidelines After Approval:  Limitations on Use of Award, and Article VI, Records and Payment:  Request for Payment.  In Article III, speakers will be allowed honorarium and travel in accordance with VCCS and state travel allowances.  In Article V, the new statement will read:  "Funds can only be obligated during the award period specified.  In all cases, funds must be expended by May 15 of the award year.  Awarded funds may be expended only for approved budget items."  One additional bullet was added to Article VI:  "Individuals who receive honoraria for conducting professional development activities will bear the tax burden and meet the obligations of federal and state regulations."

 

The Executive Committee reviewed the 1998-1999 Professional Growth and Development Grant Proposal Guidelines. The Guidelines will be printed and distributed at the February Leadership Conference.  All applicants will be required to complete a proposal form.  Successful applicants will complete a final report, a contract for services, when appropriate, and necessary payment request and travel expense reimbursement vouchers.  All of the aforementioned forms will be available on the VCCA Web page.

 

A motion was made and approved to fund the teaching center proposal from Central Virginia. Motion carried.

 

A motion was made and seconded to proceed with Hotel Roanoke as the site for the VCCA 2000 Fall Convention.  Motion carried.  Further discussion included adding corporate sponsors for the next convention to help defray expenses.  The committee will investigate this and report back findings at a future meeting.

 

A motion was made and seconded to adjourn at 11:30 p.m. Motion carried.  The next meeting of the VCCA Executive Committee will be held on January 22, 1999.

 

Respectfully submitted,

Evelyn Tobian

1998-2000 VCCA Executive Committee Secretary

 

Approved June 16, 1999