National
Association of Fellowships Advisors
Board
Meeting Minutes
Present: Bob Graalman, Suzanne McCray, Mary Tolar, John Richardson, Steve Wainscott, Barbara Schowen, Jane Curlin, Beth Powers, Ann Brown
Absent: Bill Beesting, Betsy Vardaman, Jim Duban (present at Friday meetings and mini-conference)
The meeting convened at 5:00 p.m.
Welcome and Introductions Bob Graalman
Everyone said howdy do and introductions were made. Special commendations to Jane Curlin for her extraordinary work on the Portland Mini-Conference.
v
President’s report: Bob Graalman
o Things seem to be going smoothly since Tulsa, especially with so many projects, etc. Need to keep the momentum going; need to continue to incorporate “new blood” into NAFA
v
Vice-president’s report: Suzanne McCray
o There are 280 people now on the listserv. There was some discussion about how to reply to just the sender and not the entire listserv—Suzanne will investigate. More comment during the constitution section.
v Treasurer’s report: John Richardson
o Budget figures were distributed: Total revenues: $30,150.00
Total expenses: $ 7,502.46
Funds available: $22,647.54
v Membership report: John Richardson
o Currently membership at 130 members. Invoices for renewal have been sent out to members; Mary Tolar will send reminder to Foundation members. Suzanne to post reminder on listserv that membership on listserv will be terminated as of end of July (decision was made to give them an extra month to get in their renewals)
o We need to review the affiliate membership benefits
v Foundation report: Mary Tolar
o Mary expressed concern about the membership fee—to date we have only 6 foundation memberships in spite of our reducing the fee to $500 for the first year and $200 after that. The six foundation memberships are: Truman, IIE, Udall, Mellon, Gates and Beinicke.
o Want to put list of foundation members who are members and/or who have contributed significantly in some way to NAFA on the website
o Lew Larson of the Madison has expressed interest in attending Denver conference
o Brad Lawman, Great Lakes Field Representative for SECUSSA contacted Bob to see how we could work together. Mary will contact him to explain what NAFA is
v Newsletter report: Jane Curlin
o Things to include in the next newsletter:
§ Reports from the UK Trip
§ Cheryl Foster article about selection committees and interviewing
§ Denver conference information
§ Maybe four short articles all together
o Jane needs help with newsletter—it is too much for one person and an editorial board would be in order. Discussion continued under committee section, see below. Editorial board will be established as part of the Publications Committee
v
Constitution Issues
Suzanne McCray and Bob Graalman
o Discussion of Election issues and procedures:
§ 2001 5 Board members elected for four year terms; in 2003 will need to elect 5 more Board members for four year terms, as well as Vice President, Treasurer and Secretary. As current Vice President Suzanne will become President in 2003. Foundation Liaison position needs to be appointed by the President and needs to be a foundation member.
§ Reviewed nominating committee membership. Suzanne will appoint committee and Bob will convene in the fall and begin nominations procedure
§ Wording of couple sections of constitution revised and will go to full membership at Denver conference in 2003 for approval
v Website Mary Tolar and Suzanne McCray
o Tom Nagel of Midwest New Media, LLC, is designing new website. It is a very straightforward, user friendly design
o We need to decide on a slogan for the site
o Tom has developed the site, we need an editorial policy and someone to maintain the site and update the membership and calendar—NAFA’s Webmaster. It was decided that Bill Beesting should be that person, since he has been working so well with the current site and has the requisite skills to do this.
o Concern about who should update and have editing access—this needs to be refined.
v
Programming, Trips and Conferences (past, present
and future)
o Portland Mini Conference Jane Curlin
§ Everything is ready to go! Again, kudos to Jane.
o UK trip update and discussion Suzanne McCray & Ann Brown
§ Ann and Suzanne will make short presentation on Saturday about UK trip
o Denver Conference 2003 update and discussion Beth Powers & Suzanne McCray
§ Lengthy discussion of particulars of Denver conference. Some new suggestions:
· Pre conference workshops
· Poster sessions—1/2 sessions on less common topics
· International opportunities
· How to best showcase foundations
· Beth has a good committee and will keep us updated
o Ireland trip update and discussion Bob Graalman & Suzanne McCray
§ Dell Pendergrast has expressed interest in assisting with a trip to Ireland in 2004. Would be similar to our UK trip, perhaps with one week in England and one week in Ireland. Discussion to make them stand alone weeks—participants could attend one or both weeks. Preliminary discussion about how to make arrangements, e.g. plane tickets.
§ Jane Morris from Villanova has expressed interest in coordinating the Ireland portion of the trip
o NCHC in October John Richardson and Bob Graalman
§ Preconference workshop developed for NCHC meeting in Salt Lake
§ Bob, John, Suzanne, Beth and Edwin Goff to be on a panel
§ Bob Spurrier helping with promotion of NAFA and cooperation with two groups
v Committees Ann Brown et. al.
o Extensive discussion of committees, structure and assignments. Concern that we not become “over committeed” and that we have real work for the ones we establish.
o It was decided that we would establish four committees, set up loose assignments/guidelines for those committees and assign chairs who would then select and contact their committee members and who would develop and articulate the “charge” for their respective groups.
o Following committees were established:
§ Constitution and Bylaws Committee Chair: Steve Wainscott
§ Publications Committee Chair: Barbara Schowen
· To include newsletter, website and other publications (e.g. “products” resulting from trips, conferences, etc.)
§ Conference Planning Committee Chair: Suzanne McCray
§ Nominations and Elections Committee Chair: Bob Graalman
§ Ad Hoc Committes (past, present and future) were discussed, and will often be established for specific projects and purposes. For example:
· UK Trip Committee
· Ethics Committee
· Database Committee
v Political Action/Taking Stands Bob Graalman
o Lengthy discussion about NAFA’s role vis a vis taking stands about issues involving foundations and scholarships. This is a risky role for us, and most board members did not feel comfortable taking stands on issues. It is not in our mission statement and is not appropriate
o What IS appropriate is to distribute information to the membership about issues and have them take action as individuals
o We need a working code of ethics for NAFA(cf. ad hoc ethics committee)
v Consulting Bob Graalman
o There have been a number of inquiries/requests for consulting, and discussion ensued about issues related to NAFA providing this service
§ Quality control
§ Consultant training
§ Liability
§ Distribution of consulting opportunities, how and to whom to distribute information
§ Payment
o Bob will develop concept further
Meeting adjourned at 7:00 p.m.
Respectfully submitted,
Ann Brown
Secretary