Curriculum and Pedagogy Governing Council Meetings October 16, 17, & 18 Held on Thursday October 16, 2003 at the Holiday Inn Select, Decatur Georgia. Present: Donna Adair, Louise Allen, Karen Anijar, Nancy Brooks, Jacob Easley, Catherine Haerr, Tom Kelly, Tom Poetter, Jim Sanders, Jim Sears, and Kris Sloan. Absent: Susan Finley, Gerda Wever-Rabehl and Becky McElfresh. Jim Sears reviewed the business to be considered in the meeting and the series of sessions slated for the conference -- Setting Transition Between What Has Been And What Will Be Done. Those Officially rolling off the Governing Council: Jim Sears Jim Sanders Tom Poetter Donna Breault Susan Finley Gerda Wever-Rabehl Open Seat Becky McElfresh * Member responsibilities As chair, James Sears opened the meeting at noon with a discussion of Council Member responsibilities, and Curriculum and Pedagogy By-Laws offer provisions for removal of members. A motion was made by Louise Allen and seconded by Karen Anijar that Becky McElfresh be removed from office for lack of involvement for 90 days, (By-Laws article V (1) (5) and the motion passed without dissenting or abstaining votes. Review of the ways council members performance could have been executed better -Jim Sears noted his lack of direct involvement in the few weeks leading up to the conference. C&P website -Karen Anijar mentioned the C&P website, noting the need to get a call for papers up on the subsequent year's site, and offering to leave it up on ASU. She noted there were practically no images from last year's conference, and further suggested that the discussion board had little activity and rarely anything posted through that interface. Membership Jacob Easley, who maintained and moderated the list serve in recent months didn't have membership lists and noted he could not complete his duties without that data. Donna Breault and Catherine Haerr agreed to forward a roster of members to Jacob Easley, along with a copy to Jim Sanders for the C&P Archives). Timing of submissions/payments of fees Louise Allen voiced concern regarding the timing of submissions in relation to the payment of fees, and suggested that the larger listserv be notified and/or reminded of deadlines in the future. Council's production schedule Tom Kelly called for a timeline/organizational flow chart regarding the council's production schedule for the year that could be repeatedly distributed to the full listserv. Registration Catherine Haerr noted that communications (names updated and added to the listserv) had not been as thorough as might be desired, given registrants paying by pay pal thought they were getting added to the list serve by paying through this method and/or being formally registered for the conference. She also noted having $5,695.34 with 138 registered (19 on site) to date. (Applause) Emails Jim Sears recommended running emails of general concern from committee through the council, and if one feels it is there responsibility and no one has objected to the posting, to go ahead and post the text to the larger list serve. C&P journal Tom Poetter opened discussion of the publication of a C&P Printed Journal (Jim Sears, Jim Henderson, Patrick Slattery, Chris Join created initial mission statement: Issues Adding an additional $25 for the publication of a journal with library distributions and marketing materials to order journal and marketing conference. Kris Sloan argued for its need as a print and not an online publication. Adjournment With no time remaining before afternoon sessions were to begin, the meeting adjourned at 1:00 p.m. October 17, 2003 at 12:10 p.m. at the Holiday Inn Select, Decatur Georgia Present: Susan Edgerton, Jim Sears, Kris Sloan, Tom Poetter, Nancy Brooks, Tom Kelly, Louse Allen, Donna Adair, Karen Anijar and Jim Sanders. Absent: Susan Finley Guests Present: Patrick Slattery and Walter Gershon Nominations Discussed the nomination process. Balloting to continue at the Agnes Scott dinner. The ballot needs names and a couple of paragraphs about the potential C&P Governing Board Member, including their qualifications to serve as well as their room number. C&P Paper Journal Tom Poetter presenting for Jim and Patrick Slattery regarding the C&P Paper Journal, with editing team from Penn State and Texas A&M, hoping to sustain a transparent and open dialogue with the council regarding the editorial process. They noted that they wanted to maintain autonomy in editorial vision, but that the product of the Journal itself be the property of C&P. self-publishing and working with a nonprofit: Concerns: Getting Bids for its publication Determining the amount of funds from the C&P Surplus Determine what, if any dollar from each years' registration fees for C&P to go to the journal subscription. If pursuing for profit: No start up expenses, as these interests cover: Production Promotion Distributions Subscriptions Attendance 85 to 90 faculty members paid full price of the 142 registrants at the conference, as well as 40 full time students. Journal Financing The proposal: $3,000 from surplus in current year and from next years' registration, for $6,000 total. Jim Sears moved and Karen Anijar seconded a motion to have the Council commit $6,000 for two years, providing persons registering for the conference receive subscriptions to the proposed Curriculum and Pedagogy journal. Tom Poetter as chair of the publications committee will get bids and negotiate publishing options with discussions to conducted by year's end. The motion passed without dissent. Currently the proceedings book is being published for a cost of $14 - $16 per publication. Bill, our contact person with the publisher is happy with us. Curriculum and Pedagogy Group's current EIP contract is for three years. In discussion regarding the sustainability of the journal, the Council agreed to guarantee 100% of the expense for the first two years/editions of the journal and for the third year, funding at the level of 75% and subsequently reducing the level of financial support by 25% annually (50% in year four and 25% in year five) until the journal as a publication is self sustaining. Jim Sears moved and Susan Edgerton seconded a multi-part motion regarding the creation of a Curriculum and Pedagogy journal that: a) Clarified that the council will be the sole owner of the Curriculum and Pedagogy Journal and will be in control of the journal, with all decisions of the journal and its publication ultimately on the council. b) That the content of the proposed journal shall be the exclusive responsibilities of the editors (Jim Henderson and Patrick Slattery editors elect). c) Proposing a by-law addition under Council Membership Section, authorizing the addition of the co-editors of the C&P Journal to the Governing Council for as long as they shall hold those posts. d) Clarifying that two members of the governing council shall serve on the editorial board of the Journal, including the Chair of the Publications Committee and another member of the Council, one of whom shall be a graduate student. e) Defining editorial positions of two years as being two complete cycles of the journal. With no opposing votes cast, the motion passed unanimously. C&P's web presence Walter Gershon presented his work on the C&P discussion board and noted that he would moderate and have the board posted within the week. He noted that the council has Michael Hayes at a site at the University of Washington, where the first two books are on line. Karen Anijar moved and Kris Sloan seconded a motion that the Council identify a permanent site for sustaining C&P's web presence and a permanent webmaster who will be a member of C&P, and further that Walter Gershon, as the moderator of the discussion board be granted access to the membership list through Jacob Easley, the membership coordinator. The motion passed unanimously. Kris Sloan questioned how we want to structure the discussion board and it was generally understood that the space would be open, solicited through email, and allow participants to propose separate subject lines. Jacob Easley as membership chair will continue to maintain the main list serve and to work with Walter Gershon in creating access to the larger membership group to distribute information on the web. Adjournment The meeting was adjourned at 1:00 P.M. Held on Saturday October 18, 2003 at 5:45 p.m. at the Holiday Inn Select, Decatur Georgia. Present: Louise Allen, Nancy Brooks, Jacob Easley, Susan Edgerton, Catherine Haerr, Cathy Hammond, Chris Higgins, Tom Kelly, Will Letts, Morna McDermott, Tom Poetter, Kent Reichart, Jim Sanders, Patrick Slattery, Kris Sloan, and Wendy Walter Bailey. Absent: Kathleen Kesson (not informed of meeting), Karen Anijar, Susan Finley and Leslee Trammell. Jim Sanders opened the Council meeting, circulating the minutes of the last two meetings and asking members to review and offer any changes or corrections. He then provided the additional results of the election process and noted the tie between the 8th and 9th highest vote. Acceptance of minutes The vote on acceptance of the minutes was moved by Kris Sloan. Tom Poetter seconded that the minutes be accepted as amended. The vote was unanimous. Discussion of election process for new council members Louise Allen requested that the process of electing new council members be revisited, as it could more transparent and efficient. There was general agreement that this should be done. Introductions Members introduced themselves. Election of new chair Jim Sanders opened the floor to discussion on the election of a new chair for the conference. Tom Kelly suggested Louise Allen, Tom Poetter and Kris Sloan as possible candidates. Jim Sanders was nominated by Louise Allen. Louise Allen and Jim Sanders declined their nominations. Susan Edgerton suggested having co-chairs. Tom Poetter proposed that he and Kris Sloan co-chair. Election of committee chairs The remaining positions were filled by a consensual process of identifying volunteers with appropriate expertise. The chairs of each committee will seek out standing members from the wider conference community The 2004 Conference Committee Chairs are: Co-Chairs: Tom Poetter and Kris Sloan Treasurer Finance: Catherine Haerr Treasurer Elect and Registrar for the 2004 conference: Wendy Walter Bailey Secretary: Chris Higgins Fellowships and Awards: Susan Edgerton and Morna McDermott Fundraising: Kris Sloan Fundraising Books: Susan Edgerton Legal and Archives: Jim Sanders Liaison Committee: Tom Poetter Nominations: Kent Reichart and Cathy Hammond Conference Programming: Nancy Brooks and Kris Sloan Publications: Louise Allen Site Conference: Tom Poetter (contingent on site location vote) Membership: Jacob Easley Website: Karen Anijar Journal Editorial Board: Louise Allen and Will Letts C+P Journal Patrick Slattery requested nominations for members of the editorial board of the new journal. Tom Poetter nominated Chris Higgins and Patrick Slattery nominated Will Letts Will Letts accepted a position on the board. Conference site location 2004-2005 Only one group created a proposal and followed the vetting procedures required to host the conference. The motion for acceptance of Miami University in Oxford Ohio was offered by Louise Allen and seconded by Tom Kelly. The vote was unanimous with 2 abstentions. Book editorial team nominations Two teams submitted editorial team nominations for the 2003 proceedings publication. In the discussion around the proposals it was noted that one proposal had representation from several institutions, while the other team were mainly from one university. Points supporting the former proposal included "it hooks in more people and extends the annual meeting more." Others also focused on a wider potential audience with the more varied group. Points raised in favor of the more homogeneous team included their physical proximity and previous successful partnerships. Tom Poetter commented that the most important aspect of any editing team is the presence of someone who can lead the group to completion. It was also noted that one proposal was more elaborated, and that this team had attended the conference session on the 2002 proceedings. Book editorial team vote Kent Reichart called the question of the book editorial team to a vote. Jim Sanders seconded. The result of the vote was 4 for Penn State and 9 for Choya, with 2 abstentions. Jim Henderson put forward the motion to approve team for next years proceedings, and Morna McDermott seconded. Louise Allen will to contact new editing team so that a call for papers can go out. Listserv Susan Edgerton inquired about the status of the conference listserv. Jacob Easley reported that Jim Sears had turned over the operation of the listserv to him, and that he was going to be provided with a membership list in order to facilitate this work. C+P Journal Patrick Slattery described some options for the makeup of 20 member board for the C+P Journal, and solicited suggestions that would offer a range of perspectives as well as lend prestige to the journal. Kris Sloan suggested that attendees of conference be considered. Patrick Slattery invited input on graphic design. He also defined a proposed first volume release date of summer 2004. Questions were raised about how the journal would be distributed. Several people commented that mailing was extremely expensive, and Catherine Haerr noted that the conference mailing list is less than 100% accurate. The journal will be distributed at next year's conference. Patrick Slattery also addressed a concern about competition between proceedings and journal for submissions by saying that the call for papers from the journal would be released after the proceedings call. Committee reports requested Tom Poetter requested that committee chairs submit their annual reports (1-3 paragraphs) by Dec. 1 2003 to the council listserv. Conference theme for 2004 In past the program chair initiated an online discussion on themes. A vote will take place online in the fall of 2003. Commendations for the outgoing conference chair Jim Henderson asked the group how we can to honor Jim Sears as he leaves the post of program chair. Kris Sloan was canvassed for precedents. A general consensus was that a publicly presented gift at the next conference should be at least part of our thanks to Jim Sears. Instructions for new members New council members were informed of their duties, including attending the next conference, participating in the online bulletin board at least every 90 days and reading the bylaws of the organization. Meeting adjourned at 7:25 PM The motion to adjourn was offered by Wendy Walter Bailey and seconded by Kent Reichart. All were in favor.