Council Minutes for 2001 Governing Council Meeting During the second annual C & P Conference, the Council met and made a variety of decisions regarding its structure and future conferences. This was followed up by a series of on-line LISTSRV discussions among the entire Council. Below is a summary of these. The Third Annual Curriculum & Pedagogy Conference with Arts-Based Research will be held in Decatur, GA. Details were presented by Donna Adair who will post specific information to the main Conference LISTSERVS soon. This information will also be posted within a couple weeks on the Conference website. Each annual conference will have a “registrar” who is a Council member. This person will work closely with the site coordinator and the treasurer. All registration monies will be collected by the registrar. The site coordinator will be responsible to serve as our liaison with the hotel/resort as well as to work closely with the Program Chair (another Council member) on meeting room assignments, evening events, etc. Conference attendees will be responsible for directly booking their rooms at the host hotel or making other accommodations. The role of the Council is to set policies for C & P. Individuals assuming specific roles are empowered to carry out those policies along with the necessary communication back to the Council. Each member of the Council will have at least one specific responsibility during the year (jobs and persons are listed below). Additionally, each Council member is expected to participate actively on the Council LISTSERV. Should any Council member be inactive for more than 90 days, her/his seat will be declared vacant and another person will be nominated by the Council which will then be submitted to the Conference membership for approval/disapproval. If elected, this person will serve out the term of the individual replaced. Jim Sears was selected as the Council Chair. The registration fee for future conferences will include our cost for meeting rooms, entertainment, breaks, publicity, and publications. There will also be an additional percentage set aside as contingency money. The annual registration fee will be set by the Council no later than February. Members of the Council (including the site coordinator) will not be reimbursed for travel or housing expenses and are expected to pay the full registration fee. There will be no refunds given for individuals unable to attend the conference. Call for Proposals will be disseminated in the early spring including extensive distribution at AERA and related conferences. Deadline for proposals will be in June with notification of acceptance/rejection no later than August 1. Only when a person actually registers for the conference will his/her proposal be slotted into the program; requests for day/times preferences will be accorded on a first come-first serve basis. Final decision for slot assignments is made by the Program Chair. There will be a two-tiered registration fee. Full-time graduate students (with an appropriate letter from their chair or faculty advisor) will be charged at 50% of the registration rate. Only those graduate students/practitioners who have been awarded fellowships will have their registration fee waived. Payment of early registration will be encouraged by setting a September 1 deadline for receipt of standard registration fee. After that date, the fee will increase 50% beyond the assessment established by the Council that past spring. No exceptions will be made. The program will consist of papers, workshops, experimental sessions, panels, etc. that are strand-specific. No proposals will be accepted that do not fall within one of the conference strands. Aside from Town Meetings, there will be no plenary sessions. The Conference LISTSERV will be solicited to generate possible strands for the conference, with final determination of the strands made by the Council. Each strand will have a program chair who also sits on the Council and is assisted by other non-Council members. All proposals will be peer-reviewed. Slots for each Strand will be allocated by the Conference Program Chair based on meeting space availability, proportion of total proposals submitted, and Council advice. Several strands were identified by the Council as to be included in the 2002 Program at this point: ABER; Social Action; Creative Writing; “Theory-Practice.” The Conference Program Chair is a member of the Council whose major responsibility is to receive and record all proposal submissions, distribute proposals to specific strand chairs and communicate with them, coordinate meeting spaces with the Site Coordinator, and make assignments for days/times of all sessions. It is anticipated that more proposals will be submitted than will be accepted but the Program Chair will work with the various strands to insure a reasonable representation of participants and strands. Only in exceptional cases will individuals be allowed to present at more than one session. Like most other committees, The Program Chair will solicit volunteers from the general membership to work with her/him in planning this program. In addition to coordinating the proposal review and session assignment process, the Chair and her/his committee will also be responsible for producing the Program and Abstracts that will be available on our website and distributed to attendees prior to the conference. The selection of the Editors for this year’s peer-reviewed conference proceedings was made by the Council. Tom Poetter will be the senior faculty member who will coordinate a team that includes practitioners and graduate students from the U.S. and Canada. Tom will post the details of his proposal separately to the Council and Conference LISTSERVS, including a call for submissions. This book will be produced in conjunction with EIP Press with whom we have a three-year contract. Patrick Slattery and Jim Sears are the general editors for this series. Preliminary estimates from this year’s conference and expenditures from producing the first edited book is that we will end up with roughly a zero bank account balance. Louise Allen, C & P treasurer, will be posting her report within the next week. Once that has been reviewed—in line with our policy of transparency—this will also be posted on the website and shared to all on the main LISTSERV. We will return with open Town Meetings next year that are connected directly to the conference theme and hosted by a combination of graduate students and faculty/practitioners. Donald Blumenfeld-Jones will coordinate these meetings next year. In addition to sponsorship from the Illinois State University and Georgia State for the 2002 Conference, we will also be seeking supportive sponsorship from other colleges. Patrick Slattery will be heading up this initiative. Additionally, external conference funds will be sought through an application to the Spencer Foundation. Susan Finley will head up that effort. Three additional individuals were invited to join the Council: Susan Edgerton; Jim Sanders; Kris Sloan. These individuals were submitted to the general conference LISTSERV and were approved. Each of these individuals will fill the unexpired terms of Miryam Espinosa-Dulanto, C. T. Patrick Diamond, and Beverly J. Moore. Elections for one-third of the Council will be held at the 2002 Conference. A nominations chairperson will be selected from the Council to coordinate this process. There will be a need for a simple set of bylaws for the Council and Conference. These will be developed over the course of this year and presented at the 2002 Conference for review and a vote. The chairperson of each program strand will organize a group of reviewers who will collaboratively develop a definition of the strand and criteria for proposals. This definition and criteria will be presented to the whole council for discussion and approval. After any revisions each of the strands would give their materials to the Program Chair as part of the call for papers and to the Web Master so that these are also put into the call. The Following Committees/Roles have been identified. Each member of the Council is expected to chair at least one of these during the year: 2002 Registrar: Donna Adair 2002 Site Coord: Daron Boyle 2002 Program Chair: Kris Sloan Treasurer: Louise Allen External Grants: Susan Finley Business Planning & Archivist/Historican: Jim Sanders Internal Support: Patrick Slattery Graduate Student Coordinator: Rebecca McElfresh Town Hall Coord: Donald Blumenfeld-Jones By-Laws Com. Chr: Patrick Slattery Public Schools Liaison: Susan Edgerton Book Display Coord: Susan Edgerton Web Mistress: Karen Anijar LISTSERV Moder: Jim Sears 2001 Sr. Editor: Tom Poetter Video/Photographer Coord: Marilyn Doerr Nominations Chair: Lisa Cary 2002 Strand Chairs ABER: Susan Finley Social Action: Karen Anijar Creative Writing: Tom Poetter Theory-Practice: Donald Blumenfeld-Jones, Marilyn Doerr, & Susan Edgerton Council Chair: Jim Sears There are 14 elected persons on the Council and one ex-officio person (Site Coordinator for the Conference).