VCCA EXECUTIVE COMMITTEE

MEMORANDUM FOR THE RECORD

NOVEMBER 10, 2000

Members and Guests:

President - Linda Rhinard (TCC)

President-Elect Pro Tempore - Jennifer Allman (SVCC)

Secretary - Debra Belcher (TNCC)

Treasurer - Carolyn Haines (LFCC)

Member-at-Large (0-1,000 FTE) - Barbara Ratliff (PDCCC)

Member-at-Large (2,001-5,000 FTE) - Kay Robertson (JTCC)

Member-at-Large (5,000+ FTE) - Bruce Carroll (NVCC)

Media Liaison – Aileen Girard (TNCC)

Guest: Shelia Chewning (GCC)

Those absent:

Immediate Past President - Lori Wack (BRCC)

Member-at-Large (1,001-2,000 FTE)

Membership Liaison - Linda Bursey (LFCC)

Publications Liaison - Donna Mayes (TCC)

Parliamentarian - Barbara Moore (SVCC)

Archivist – Sue Captain - SwVCC

Linda Rhinard, President, called the meeting to order and all present were asked to introduce themselves and their respective colleges.

Approval of Minutes

The minutes of October 4 & 7, 2000 were reviewed. A motion was made by Jennifer Allman and seconded by Aileen Girard to accept the minutes with minor revisions. Motion carried. They will be emailed to the Board next week.

Linda asked that the Constitution and Bylaws become part of the secretary’s responsibility so that it could be passed down to the next person in that office. A motion was made by Kay Robertson to accept this change. Carolyn Haines seconded the motion. Motion carried.

The Board was asked to review the Constitution for changes and bring to the January meeting.

Treasurer’s Report

Carolyn Haines reported that as of November 8 there was a balance of $53,206.52 in the account. She noted there were some payments for the convention still outstanding and some invoices that need to be mailed as well. Jennifer Allman made a motion to accept the Treasurer’s report and Bruce Carroll seconded. The motion carried.

Committee Reports

President

Linda gave all in attendance a folder with several important lists and copies of emails. She made note that on the list of members of the Executive Committee officers there was a blank space for the Member-at-Large for the 1,001 – 2,000 FTE. This was due to the resignation of Susan Coffey, which was enclosed in the folder. The Committee accepted the resignation. Linda read Bylaws Section 5.5.2, Vacancies in Office. She stated she would accept e-mail nominations and the results would be announced within 45 working days. She asked the Secretary to send e-mail to the Voting Delegates of the affected colleges within this FTE category with a copy to the contacts with the indication of the resignation. The Delegates should submit a nomination to Linda via email and copy Jennifer Allman and Debra Belcher. Once nominations are received, a ballot will be sent to those Delegates for vote. Announcement of the new Member-at-Large will be made before the January 26, 2001 Executive Board meeting.

A copy of the College Contact list was also in the folder. Linda asked that it be reviewed for any changes. The College Contact list will be put in the packets for the March conference.

A list of the Board meeting dates was also included. The meeting in January will be to review the facilities of the DoubleTree Inn and make final plans for the upcoming conference in March.

Linda asked Board members to stress that the March conference is a combination of three (3) meetings: Leadership Conference; Support Staff Semi-annual meeting and the Faculty/Instructional Affairs Mid-year meeting. It is now called the VCCA Professional and Personal Development Conference. Linda expressed thanks to Kay Robertson on behalf of the Board for planning of today’s meeting at John Tyler. She reviewed the meeting dates until the October convention.

Commission Officers

Linda has not received the list of Commission Officers for all commissions. Liaisons to the Commissions were asked to get this information to Linda as soon as possible. She thanked Bruce Carroll for being the first to submit his commission information.

Inventory List

Linda gave a list of the current VCCA inventory. Tidewater Community College has agreed to do the printing and copying for VCCA at no charge. Donna Mayes will be redesigning the letterhead and envelopes. It was requested that note pads also be printed.

Members-at-Large

Bruce read some comments from some members of his campus. A concern about the VCCA getting involved in personnel and legislative matters was raised. Linda explained that we are a professional and personal development organization, which gives us an opportunity to network, develop and improve our skills. Linda explained conference rates. A question was raised about times of commission meetings. Some people would like to attend more than one. This is being looked into for the upcoming Convention.

Kay reported that she received good comments from the convention.

Barbara had nothing to report.

Publications Liaison

Donna Mayes had surgery and will be out for a couple of weeks. Linda stated that information for the March conference would be sent out the first week of January. The spring newsletter will be sent to the Contacts in February. The Board was encouraged to get any information to Donna no later than February 1. The newsletter will focus on upcoming Commission events, Master Teachers information, recap of the 2000 Convention, list of Commission Officers, Campus Contacts, membership information, the March conference, the President’s message and information on the media showcases. If anyone has changes to the membership application, please get them to Linda Bursey as soon as possible.

Membership Liaison

Linda requested that an updated membership list be sent to her for the January 26^th meeting so that it can be distributed at the March conference.

Media Liaison

Aileen Girard explained this newly appointed position and that she is going to compile the Support Staff Showcase, the Faculty Showcase and the publications awards into one showcase. The college president or designee will be asked to present the awards for each college as a whole. Aileen is looking to get the information to contacts early in the year.

PG&D Report

Jennifer Allman submitted a grant from Southside Virginia Community College for a Women’s History Month presentation by Laura Mann. A motion was made by Kay Robertson and seconded by Bruce Carroll to approve the grant for $1,200. Motion carried.

Convention Report

Linda noted there was a poor response on the return of evaluation forms. She went over the analysis of the evaluations. There was some discussion about roundtables for peer groups. Kay Robertson has volunteered to get this started.

A motion was made by Bruce Carroll and seconded by Aileen Girard for the Board to purchase a copy of Robert’s Rules of Order for the Parliamentarian.

Jim Bates took pictures at the Convention and they are posted on the website www.sv.cc.va.us/vcca/vcca/htm. He will also take pictures of the March conference and October Convention.

Web Page

Southside Virginia Community College has volunteered to take over the web page and make necessary changes.

Presidential Liaison

After much discussion about having a Presidential Liaison appointed to the Board, it was decided to ask the President of the service area college join us for lunch at the Executive Board meetings.

The VCCA Lifetime Membership will be awarded to Mr. Bobby Wren at the 2001 Convention.

Sue Captain has requested copies of any information that is available from the Commissions for the archives.

There was discussion about using the nametags for the door prizes. This will be looked into for the 2001 Convention.

2001 Convention Preview

Jennifer Allman passed out a draft of the program and asked for ideas. Several things were brought up such as putting all the awards together by college and having a display of door prizes for review. She mentioned that she had been in touch with several people for keynote speaker and passed around information on Carol Anderson. If anyone has any ideas for speakers, please forward them to Jennifer as soon as possible.

A beach theme was discussed and was well received by the Board as something different and upbeat.

March Conference

A theme for the March Conference was discussed. The theme will carry over to the Convention. Creating Opportunities, Maintaining Excellence (COME) was decided to be the 2001 theme.

The registration fee for the March Conference will be $75 for VCCA members and $90 for non-members. Partial registration for Thursday only will be $60 for VCCA members and $75 for non-members; for Friday only will be $25 for VCCA members and $40 for non-members. The Faculty Instructional Affairs Commission will sponsor a speaker on professional development, the Support Staff Commission will sponsor a speaker on personal development and the Executive Board will sponsor a speaker on Leadership.

Suggestions for 2002 Convention site were discussed. The dates are October 3-5, 2002. Areas mentioned were Blacksburg, Harrisonburg, and Lynchburg.

Having no further business to discuss, the meeting adjourned at 2:40 p.m.

Debra L. Belcher

VCCA Secretary

2000-2001

Approved 1/26/01