24:2 (2009:05) February 2009 Executive Board Meeting Minutes

April 22, 2009 at 12:57 pm | Posted in Executive Board | Leave a comment

NASIG EXECUTIVE BOARD MINUTES
Joyce Tenney, NASIG Secretary

Date, Time:    February 25, 2009, 2:05 p.m-3:45 p.m.
Place:        Conference Call

Attending:
Jill Emery, President
Rick Anderson, Vice President/President-Elect
Peter Whiting, Treasurer
Char Simser, Past President
Joyce Tenney, Secretary

Members-At-Large:
Bob Boissy
Anna Creech
Kim Maxwell
Jeff Slagell
Virginia Taffurelli
Sarah Wessel

Ex-Officio Member:
Kathryn Wesley, NASIG Newsletter, Editor-in-Chief

1.0 Welcome (Emery)

Emery called the meeting to order at 2:05 p.m. She welcomed all to the meeting and reviewed the rules of order.

2.0 Secretary’s report (Tenney)

Tenney reminded all liaisons to work with their committees and task groups to review entries in the Working Calendar and send updates to her before the June board meeting.
3.0 Treasurer’s report (Whiting)

Whiting reported that he consulted with the Schwab investment advisor. Three possible financial strategies were proposed by the advisor:
•    Move money currently in aggressive investments to cash (this was their first and primary recommendation).
•    Move money to less aggressive investments.
•    Leave as is and ride out the economic storm.

After the meeting and discussions with the NASIG executive officers, Whiting had the money moved to a savings account and NASIG incurred no penalties for this move.  Approximately $11,000 of the account (38%) was lost in the stock market drop.  Emery will address this issue in her president’s column in the NASIG Newsletter.

ACTION ITEM: Whiting will update the treasurer’s manual to reflect the need for yearly consultation with the investment advisor.

Whiting reported that D&D had experimented with a free conference calling service, but it was not a successful experiment. He suggested a task force to study possible lower cost alternatives to our current conference calling arrangement.

ACTION ITEM: Anderson will appoint a task force to review conference calling options.

4.0 Electronic Communications Committee update (Creech)

Creech reported the following:
•    Old html links for Newsletter have been removed.
•    Nancy Beals will be co-chair next year and is in training to be list manager.
•    Beth Ashmore is in training to be Web manager.

Creech noted that she had been trying to move the NASIG blog to a newer version of WordPress to stop the hacking problem.  In the process it became clear that we needed to make some decisions on what the blog is needed for and how much effort should be expended to get it functional.  After discussion the following course of action was agreed upon.

•    The blog was not used very much, so for now it will be retired.
•    A new version on WordPress.com will be set up, much like the current Newsletter’s blog site.
•    The new blog will initially be used by the 25th Anniversary Task Force for collecting information for their work, if needed.
•    The new blog will be used as a back-up for “What’s New” items and to generate RSS feed for them.
•    Current blog content will be archived and the content from “What’s New” to move over to the new site.

ACTION ITEM: Creech will work with ECC to get the new blog established and functional.

5.0 Conference Planning Committee (Wessel)

Emery thanked CPC for the good job in advertising within NASIG. She emphasized the need to have more external advertising to alert non-NASIG members to the great offerings of the conference.

Wessel discussed the options of busing attendees from the Asheville airport to the hotels.  It was agreed to accept the proposal to have a looping bus on Thursday and Sunday for airport transportation with a small fee to those using the service.  It will require advanced registration.

Registration testing will start soon with conference registration going live in early-mid March.  Simser noted that preconferences should be heavily promoted on external lists and other venues. These often attract many non-members.  Wessel suggested sending the Newsletter announcements about the conference to the NASIG Publicist for distribution to various lists.  It was agreed that intense publicity was needed and CPC would work with the NASIG Publicist as needed to get the announcements out.

6.0 Program Planning Committee (Anderson)

Anderson discussed the preconference options offered by PPC.  Creech moved to have the following fee structure for the preconferences and Taffurelli seconded the motion.

•    Member rate ½ day  $75
Member rate 1 full day $150.00
Member rate 1 ½ days $225
•    Non-member rate ½ day $100.00
Non-member rate 1 full day $200.00
Non-member rate 1 ½ days $275.00

The vote was unanimous in favor of the motion.

It was agreed that the cancellation threshold for the sessions would be 10 for each session, but would be reviewed as registration progresses. Lunch will not be offered to save expenses; however lunch break will be extended slightly to allow for those attendees that wish to leave the hotel for lunch.

Anderson reported that the joint program with SSP did not have enough interest to proceed.  It will be reviewed again next year.

7.0 Committee appointments (Anderson)

Anderson reported that all new committee co-chairs had been invited and accepted their appointments for next year and those eligible for re-appointment have been contacted. He noted that volunteer forms are trickling in.  It was agreed that co-chairs that could not attend the conference would need to notify liaisons in April, so alternate plans could be made for committee meetings at conference.  If both co-chairs cannot attend, liaison may need to chair meeting, or possibly look into doing a Web conference.

ACTION ITEM: Emery requested that each liaison work with the incoming committee to have a Web liaison for each committee. That person will need to attend the training being offered by ECC during the conference to see how to use the new website and use the administrative functions available.  Date and time for this session will be announced. Each committee should have a person dedicated to monitoring the discussion forums and help drive discussion and topics to keep members informed and connected.

8.0 Sharing membership list (Anderson)

After discussion it was agreed to table this idea until after the discussions of Vendor Expo and institutional memberships.  There will need to be an investigation of how much it would cost to have an “opt out” option programmed into the renewal form.  It was agreed to proceed with the investigation of cost for the “opt out” box on the renewal form.

9.0 New committee leadership document (Emery)

After discussion, Anderson moved to accept Emery’s proposed document and Simser seconded.  The motion passed unanimously.  It was agreed that it would be posted on committees section of the website and sent to all committee co-chairs.
10.0 Other business (All)

Boissy reported that he will check on the progress of the Spanish translation of the new membership brochure.  The French translation is completed. When both are ready, they will be sent to the printer.

Taffurelli reported that Lori Terrell will be the incoming co-editor for the Proceedings.

Anderson reported that the co-chairs for CPC for 2010 are Mike Markwith and Corey Tucker.

Slagell reported that CEC will have additional offerings soon for consideration.

Simser reported that 24 people have registered for the UnConference in March.

Emery called for any additional items.  None being received, she adjourned the meeting at 3:45 p.m.

Respectfully submitted,

Joyce Tenney
NASIG Secretary

Approved 4/2/09

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