VCCA Executive
Committee
Meeting
Minutes
Those present: Jennifer
Allman, Linda Rhinard, Carolyn Haines, Barbara Moore, Bruce Carroll, Kay
Robertson, Shelia Chewning, Barbara Ratliff, Aileen Girard, Rena Mallory, Donna
Mayes
Those absent: Jim Bates, Debra Belcher, Terry Whisnant, Jerry Chaney
Welcome Jennifer
Allman called the meeting to order at
Approval of
Minutes A motion was made to accept the
October 3 Executive Minutes, October 6 Assembly of Delegates minutes, and the
October 6 Executive Minutes as written with corrections. The motion carried.
Treasurer’s
Report
Carolyn Haines read a note
from Deborah Canada of J. Sargeant Reynolds CC. Marti Leighty would like to
purchase VCCA shoulder bags for a conference at the end of February 2002. She
would also like to have five bags for door prizes. A motion was made to
purchase 300 more VCCA shoulder bags and sell them to Marti Leighty for $11 per
bag plus shipping if she is interested. The motion carried. Jennifer will
respond to Deborah Canada with the Committee’s decision.
Carolyn also reported the CD’s at
Wachovia National Bank and F&M National Bank have been closed and placed in
the checking account.
Carolyn distributed a handout listing
the 2001 Convention expenses.
Carolyn reported that she had sent the
1997 audit report to Jennifer Allman. In this report, it was suggested that the
Treasurer’s term of office go through December rather than end on the final day
of Convention in October. Terry Webster is conducting a current audit.
Carolyn presented the Treasurer’s
report. A motion was made and carried to accept the report as presented.
President’s
Report Jennifer asked Barbara Moore to
present the revised travel voucher and payment request voucher. Motion was made
and carried to accept the revised forms.
Jennifer distributed a flyer indicating
items to be sold at the March conference – VCCA umbrellas $20 plus shipping and
polo shirts with VCCA emblem $20 plus shipping. Motion was made to sell these
items. Motion carried. Donna Mayes will make 24 white polo shirts with the blue
emblem and 24 navy polo shirts with white emblem to be sold.
Jennifer
Allman expressed KUDOS to the following individuals:
·
Presented a desk plaque to Linda Rhinard for her term as
VCCA President for 2000-2001;
·
Margaret Dutton (TCC) for a JOB WELL DONE at the Student
Leadership Conference;
·
Lou Ziegler (TCC) for the outstanding job of providing
audio/visual equipment for the Convention.
Jennifer
indicated she had received notes from Betty Smith, Jim Geiger, Bobby Wrenn,
Holiday Inn-Chesapeake, Cheryl Creager and Judy Rinker expressing their thanks
for the cards, awards received, the VCCA’s thoughtfulness, and a wonderful
Convention.
Jennifer
distributed an updated Executive Committee Member grid; Commission Chair
listing; and a College Contact grid. She reviewed the working calendar dates
and the VCCA committee assignments.
Jennifer reviewed the updates to the
VCCA website. She will send any changes to Robert Jobin, VCCA Webmaster. Donna
Mayes will send Robert pictures from the 2001 Convention to be placed on the
website.
Jerry Chaney was attending a
Chancellor’s Faculty Advisory Committee (CFAC) meeting being held in
5,000+ FTE No
report
2,001-5,000 FTE Kay indicated she will send out an
email to the college contacts referencing the upcoming events.
1,001-2,000 FTE Shelia
called and sent emails to college contacts. Some voiced concerns on how to get
faculty involved with the VCCA again.
0-1,000 FTE Barbara Ratliff talked with college
contacts and received positive feedback concerning the Convention. Some voiced
concerns on the VCCA membership dropping.
Black Concerns Bruce
sent an email to commission officers announcing upcoming events.
Faculty/Instructional Affairs Linda
has been in contact via email with Virginia Hartman. Will send another email
summarizing items from today’s meeting.
Learning Resources Barbara
Ratliff submitted attendance rosters for the last two commission meetings. The
commission has also discussed the sessions for the March conference and October
convention.
Legislative
Action No
report.
Research and Publications Shelia
reported that Samantha Wilhelm (GCC) would be glad to get the judges for the
competition held every fall. Rhina Jones (SsVCC) will help with secretarial
support. However, no chair for the commission has been selected.
Student Services
Kay reported
that Margaret Dutton had sent an email to college contacts in search of a chair
for the commission.
Support Staff Commission Barbara
Ratliff reported a large attendance at the Commission meeting at the
Convention. Rappahannock Community College will host the Support Staff Summer
Workshop. She indicated the support staff were encouraged by the remarks of the
Chancellor at his Town Meeting.
Membership Rena Mallory
will design a new membership form to be reviewed at the January Executive
Committee meeting.
Publications No report.
PG&D Linda Rhinard
presented the revised PG&D guidelines. Motion was made to accept the
revised guidelines with corrections. Motion carried. Linda will make the
corrections and forward to Robert Jobin to be placed on the Website. Linda will
also email the Executive Committee, College Contacts, and Commission Chairs
with the revised guidelines.
Constitution
& Bylaws Jennifer
distributed a copy of the updated Bylaws. Discussion followed to add Showcase
Coordinator and Webmaster duties and extension of Treasurer’s duties to end of
December to the Bylaws. Motion was made and carried. Jennifer Allman will ask
Terry Whisnant and Jerry Chaney to handle the preparation of proposed By-law
changes prior to the 2002 Convention.
Duties &
Responsibilities Jennifer
distributed a copy of the 2001 Leadership Handbook. All changes are to be faxed
or emailed to Linda Rhinard. The Handbook will be reviewed at the January
Executive Committee meeting, and Linda will have it printed for the March
conference.
Showcase Aileen Girard
received very good feedback on the format of the Showcase. People liked the
recognition of all honorees being presented at one time by college. A suggestion was made to place the winners of
the publication competition in the booklet. It was also suggested that the
booklet be distributed at the door instead of putting them in the material when
registering. The guidelines for the 2002 Showcase were discussed briefly, and
Aileen will present a draft of proposed guidelines at the January meeting.
Jennifer
Allman and Margaret Dutton attended the Student Leadership Conference in
Charlottesville and presented the Student Showcase on Saturday morning during
the breakfast. A motion was made for the VCCA to
relinquish the responsibility of
presenting the Student Showcase and donating $600 toward the Student Leadership
Conference to be used where needed. Motion carried. Jennifer Allman will send a
memo to Joe Bardon indicating the Executive Committee’s decision.
2001 Convention Evaluations
from the 2001 Convention were reviewed.
A tour of the
Holiday Inn-Select was taken after lunch. Motion was made to have the 2003 VCCA
Convention at the Holiday Inn-Select, Richmond. Motion carried. Jennifer Allman
will take care of booking the hotel for the VCCA 2003 Convention.
Professional & Personal
Development Conference The theme for
the Conference and Convention
March 13-14, 2002 in 2002 was selected – “Catch The
Spirit of Education in America.”
A
draft of the agenda was reviewed. Possible speakers were discussed. Kay and
Rena will present a skit during the luncheon on Wednesday in place of a
speaker. Virginia Hartman and Al Roberts will be invited to attend the January
Executive Committee meeting to discuss the March conference and the Black
Concerns Commission Mid-Year Conference.
It
was decided to have a dinner on Wednesday evening for the Executive committee
and College Contacts.
The
registration form will be reviewed at the January meeting and will be sent to
the Executive Committee, College Contacts and Commission chairs by the first of
February 2002.
The
site for the 2003 PP&D Conference will be decided at the January Executive
Committee meeting. Linda Rhinard will send site
information for the Sheraton in Norfolk
and Virginia Beach as well as the Renaissance Hotel in Portsmouth to Jim Bates
for exploration.
2002 Convention Ideas were
discussed for the 2002 Convention to be held in Lynchburg.
Other A
motion was made for the Executive Committee to wear name badges rather than the
plastic holder name badges. Motion carried. Jennifer and Shelia will look into
the cost of the name badges.
Adjournment Having no
further business to discuss, the meeting was adjourned at 3:25 p.m.
Debra L. Belcher
2001-2002
VCCA Secretary
Approved
January 25, 2002
See file copy for signature.