PAECT

Board of Directors Meeting

Hershey, PA

May 15, 2004

Proposed Minutes

President James Bolton called the meeting to order at 9:42 a.m.

Present: Mary Ann Achorn, James Bolton, Jack Day, Martin Friedman, Karen Golbreath, Holly Jobe, Linda LaCoe, Paula Laholt, Wally Leech, Sean McDonough, George Pavlik, Kyle Peck, Dan Shelley

Present via Conference Call:

Present via audio conference call: Mary Beth Hengelbrok, Virginia McGinnis, Sally Bair

A motion was made by Sean McDonough to accept the minutes from the last meeting. Dan Shelley seconded. Motion carried.

George Pavlik handed out and discussed the two budgets, namely the revenues budget and expense budget. The revenues are based on 200 members. Some funds still lie in PETE funds. The only revenue generated now is from membership since we haven’t had anything come from the PETE & C conference yet. We did receive back the initial seed money that we put into PETE. Kyle questioned what our conference usually brought us. George estimated approximately $10000 net from just the conference on average but noted that this is not separate from membership.

George addressed several questions.

President Jim Bolton discussed the need to make the transition from George Pavlik being the treasurer to our newly elected treasurer, Ron Bennett. Jim wants to put together a fiscal committee to plan for the future year and to get numbers filled in.

Holly Jobe thinks we need to have a line in our budget for the ISTE Conference.

Several questions were raised regarding funds such as if we know the amount coming from PETE and if we’ve received any membership money from PETE yet. George responded no to both of the above. Sean McDonough questioned if the proposed budget is put in place must we have it approved and in place by July 1. Jim said we will try to have this happen. George made some final comments that he thinks we should “beef up” the amounts in the publications and regional categories.

Sean McDonough made a motion to approve the treasurer’s report. Martin Friedman seconded. Motion carried.

Jack Day thanked George for doing a major amount of work cleaning up the treasurer’s stuff and for doing such a great job!

Dan Shelley reviewed recent activities including a recent conference in which he used the banner, displayed student projects, and passed out applications.

Paula – no report

To work on membership, Sean McDonough contacted Intermediate Unit 9 and made presentations at Intermediate Units 16 and 17 Technology Coordinator meetings. As another avenue, he is working with different colleges in the eastern area although he hasn’t been able to contact people at Penn State University. Finally, he is also working with different businesses for support.

Jim Bolton questioned members present what the criteria was for businesses to be listed as site sponsors on the old webpage. George responded that PAECT used to sell ads in the program and, based on the fee structure, the businesses were listed there. Jack thought there were two different fee structures, one if we linked to their site and one if they were just listed on our site.

Wally Leech updated the group by discussing how he has been having meetings with vendors and how to bring people together. He will also be talking with Intermediate Unit people. He also mentioned that he wants to pay for some graduating seniors from Milton Hershey to bring some new blood in to PAECT and their new ideas and abilities.

Michael Golden – couldn’t be here due to the Governor calling a meeting today.

Jack Day – CoPP – no activity

Presence Committee - Website – Martin Friedman – We have a new website host which is located in Delaware. This new host is a commercial site and includes an email account so we now we can set up a generic email such as president@paect that can transfer to various people as elected officials change. Martin Friedman has been working with John McCullough to move files over. The front page has been updated to go to the EdTechAction network. The student showcase page has also been updated. Jim, Holly, and Mary Ann informed him of things that need to be updated. The presence committee needs to address a total re-design of the site. This committee is made up of Mary Ann Achorn, Barb Landon, John McCullough, Martin Friedman, and Mark Jones. If any additional people are interested in serving on the committee please contact Martin Friedman. Even though the site is hosted somewhere, Martin runs the site from his laptop. Jim stated that it is important that different people have access to the site to update areas so all responsibilities don’t fall on one person. Wally discussed the importance of updating the site and keeping the site interesting. Kyle thinks he could get a team of students to re-design the website. He explained that this team just updated the AECT website. Holly says she sent things and not done. She said we must have a system of when things need to be done, need to be done! Holly says must be accurate. Wally says the site needs to be SAC -- simple, accurate, current. Jim wants to get Kathryn’s group involved for total overhaul. He also stated that we need to get accurate inform to get things updated asap.

Wally Leech made a motion made for Kyle to contact Kathryn and her team for providing us with a website redesign. Martin Friedman seconded. Motion passed.

Martin Friedman then made a motion that with a positive response from Kathryn and her group, Kyle Peck has the authority to accept and give information of contact people of current website. Holly Jobe seconded the motion. Motion approved.

Holly gave Martin an updated email list and emailed it to Linda LaCoe.

Jack Day discussed the election schedule after handing out an election schedule (see Election Schedule). He also stated that we need a nominating committee and would like to appoint the regional directors as the nominating committee today.

Jack Day discussed the PAECT awards. He does not think that all of these awards must be done each year. (See PAECT Awards Handout). Martin Friedman would like to see added to these awards a statement of who these people are (that the award is named after) and that these people should also be added to the webpage. He also thinks the explanation should be on the award somewhere, such as on the back. We need to know this. He also suggested that we laminate this information on the back of the award. Wally suggested including pictures of them. Another suggestion is that past awardees should be listed to add that much more richness to all we do. Probably will have to consult Paul (archivist) to help. Jack will do this.

Paula asked a question of what our fiscal year is and, is that also the same dates for officers? George Pavlik replied July 1 – June 30 with officers taking office as soon as they are elected. Paula also asked if we do audits of financial records. George responded yes, although we haven’t done this past year’s yet.

Karen Golbreath updated the group on the Student Showcase that occurred on May 3. 26 schools were represented including 175 students and faculty. There were lots of representatives. Lt. Governor Katy Noll was also in attendance and got involved. Karen had extra programs and write-up copies to distribute for members in attendance that wanted them. The NECC representative also made a flyer and gave out. Jim thanked Karen for doing a great job! George and Pat Pavlik helped a ton and Kirk McMinn helped also. Sean McDonough questioned if this event is always the first week of May. Karen wasn’t sure since she always tries to do it when the senate is in session. Jim Bolton thanked Jack Day for filling in for him. Jim suggested that the chairperson would probably want to contact the news people next year and that would be a great lead in to NECC. There was a question on how many years we’ve been doing this showcase. It was thought that the first one was in 1990 or 91 so we are maybe on the 14^th annual. Rod Ferrell thinks we started in 1992.

Jack Day made a request that the regional directors help our new regional director (Lisa) out on what do and welcome her into the family.

Marty discussed several items for Sally Bair who was not here at this time. She sent two postings (see handouts). The state needs to put together an advocacy plan. Sally is currently working on this. Sally now signed in via audio. Sally highlighted the testimonials piece. She feels we definitely want these although not all necessarily get published. Sally wants a committee (Sally, Martin, and regional directors) to distribute information no joining. Another idea she had is that she would like to try to do a local advocacy day in relation to PETE & C next year or the student showcase. She proposes that we find a student studying this (intern) that could take the lead to do the gopher work to set up the day and event since Sally doesn’t have the time during the upcoming year. She feels this person would probably be needed in late fall. She also wants to define who are the state supporters of technology at the state level so we can invite them to events. Jee Hang Lee wants to meet with the committee at NECC to discuss. Sally also reviewed the link and postings on our website. Holly asked Sally if she could send out an email to members of what the network is and ask them to xyz action. Sally replied that it wouldn’t be a problem.

Sally discussed the website as members present reviewed the ETAN (EdTechAction Network) site online via an LCD projector. She reviewed key features including: joining, alerts, how to be an advocate, and key members of Congress. If anyone has questions they should contact Sally.

Kyle enthusiastically discussed what a great conference we had at PETE&C. The committee was hoping for 1500 people and ended up getting between 2300 and 2900. Kyle discussed how many people did a lot of work including Marty who did tons of work. He proudly announced that money was made including over $110,000 of revenues after expenses. Kyle discussed how there still must be agreement on appropriate percentages of the money distributed to groups involved. The committee asked people to estimate the number of hours spent and then asked for an estimate of what people did (reported vs. estimates of what people thought item would take). PAECT shows about 24% at this point. Kyle would like to see the committee approve column a (what people estimated time actually took) where PAECT has about 24%. He would then like to take column b and list what each piece is given a percentage for future. George questioned if the committee is keeping money for next year for planning purposes and upfront costs. Kyle responded that $25,000 is in a separate fund for this (this amount is not included in the $110,000 amount). Some discussions occurred from Marty on his thoughts of PETE & C and the funding and money distribution issues. Jack still wants to see each group retain its own identity for the conference. Kyle wants to know what PAECT wants our board to recommend they do. A motion was made “to represent to PETE & C to approve column A and develop a subcommittee to refine the financial distribution for the future”. Sean asked if we even need this motion because we’ve already given Kyle the power to go to meetings and make decisions for PAECT in PETE & C. Sean would add to bring back information back to our board on the details of Column A and what has happened. Jim Bolton stated that he would like to retain Kyle on the committee so the voting position is the VP (Martin Friedman) and his designee. He designates Kyle so the voting members are Martin and Kyle.

The dates of the next PETE & C are the week of Feb 20, 21, 22, 2005. The conference will remain at Hershey for two more years. A subcommittee is needed to investigate future locations since the current location is limiting our attendance and abilities.

Dan Shelley asked if we still have a partnership with PASCD. According to Kyle, there is no longer a partnership. But, Jim says “let’s go build bridges now -- we are a new PAECT”.

Holly Jobe gave us an update on NECC ’05. She showed us the poster display, mentioned the 6 people on the program committee, and discussed that ISTE was here. Holly got a list of registrants for NECC in New Orleans. There are about 300 going from PA. Wally and Bill are chairing the PAECT booth in New Orleans. Eric Rosendale took the logo and will put something like “ask me about NECC 2005” on button pins to give out to people. There is also a NECC 2005 booth where shirts, etc. will be sold and someone from the convention bureau will be there the entire time. Others will be needed to sit at the booth. We really want to promote NECC 2005. We are also responsible for the closing session at NECC ’04. Wally is working on this. Paula Lawrence and Holly have gotten permission to use Philadelphia stuff and any music they want (Rocky, Philadelphia Freedom, etc). Kyle wants to play Mr. T if we do a skit! Holly reminded us to go to www.mciu.org and go to the right side of the screen for NECC 2005 volunteers and sign up. Encourage all to volunteer. Volunteers still must pay registration but they get a t-shirt. A note to volunteers – when you put your name in the database, it is not a commitment for any specific time but something you might be interested in doing. Kirk McMinn and Shirley Campbell are in charge of volunteers – need 1000!!! So, start pulling volunteers! The website also has a link to PAECT and a link to ISTE and a call for proposals for 2005. Proposals will start to be taken in August with close in October. Sean asked about vendors and Holly responded to check the website. The committee is still trying to get Bill Cosby as the keynote speaker. For Sunday night we really want a blowout but there is nowhere available without a ½-hour bus ride. We also choose our own keynotes so if you have people you would really like to hear, make sure she knows. PAECT has been given a great piece of real estate so we have a year to decide how we want to host people that are here and members.

Wally is trying to get many people to help so we don’t have to man the booth all day but can still go to other events. Wally discussed the end event for NECC ’04 to introduce NECC ’05. Wally handed out a script of this end event about two great figures from Philadelphia -- Ben Franklin and Rocky Balboa – and walked us through his thoughts on the script.

President Bolton reviewed with regional directors that they need to be present at the meeting or have a designee present. Jim reminded committee chairpersons that they need to have a committee. These chairpersons must identify 3 committee members that are not on the board. These names should be given to Jim Bolton so they can get posted.

President Bolton wants PAECT to host a breakfast on Tuesday morning of PETE & C. We would make this our business meeting so we have better attendance.

Update on membership. Jim will talk with Mary Beth and Virginia to get numbers and list updated and corrected.

Jim discussed that our focus is on NECC, the Student Showcase, PETE & C, and advocacy.

Sean requested that Jim send a letter to current members identify this focus and post this information on the website, etc. Then, regional directors can mail a follow-up letter to identify what is being done in their respective regions.

Holly Jobe suggested that we look at all other affiliates of ISTE from other states and what they do for their members.

Email him sending for this meeting – nice communication tool – reply all so all can have

Jim asked where we are on the 5013c changeover. Jim Bolton made a motion “to give Martin authority to contract an accountant to complete the 501 3c process”. George Pavlik seconded the motion. Motion carried. Note: Without having this, ISTE cannot put our logo on the front of their mailings, they must put it inside. Sally shared her past experiences and time involved in obtaining this status for another organization. Holly stated that ISTE would help us.

Jim Bolton congratulated Kyle for being elected to ISTE board and PETE & C.

Marty asked where we are with our logos. No one knows where the original logo is. This is part of the presence committee. The question was raised if we could get a logo made? Mary Ann will now do. It is needed in eps vector quality (not bit-mapped image) and get to ISTE. ISTE has real concern of responsiveness of this group according to Holly. Holly says need to strengthen infrastructure of PAECT.

A student at Hershey Milton, Colin Reed, was present. According to Wally Leech, he is everything Mr. and Mrs. Hershey thought of when they set up the school. A small museum is being created for hands-on and Colin is a head of this. The basis for the museum is from his creation in AutoCad. Colin has done a lot of research to make cards, took pictures for where items should go, lighting, and trained undercover officers how to use the canon 1. Colin will be going to Drexel. We’ll see him next year at PETE & C and hopefully at NECC.

Martin would like to see a greater participation with PETE & C. He wants some input on the future application for conference to make online. Please send your thoughts to him. He also wants to modify all the strands to reduce the number. Special note to board members: Jim Bolton requested Martin to send to an email to the board with the current proposal as an attachment.

Another thought for regional directors is to think about how we could incorporate the suite at PETE & C and have regional meetings throughout the conference. An example might be at lunchtime to feed them and meet their regional director.

Jim Bolton reminded members to use the email venue to have these discussions.

Meeting date reminders:

June 12, 2004 – Virtual meeting

September 11, 2004 – State College

October 16, 2004 – Virtual meeting

November 13, 2004 – State College

December 18, 2004 – Virtual meeting

January 22, 2005 – Virtual meeting

February 20, 2005 – PETE & C

February 22, 2005 – PETE & C

Jim wants the September meeting to be an all day thing (for example from 9 – 3).

Holly asked Sean to be on the committee to help head the Technology Leadership Academy for Technology Coordinators and Curriculum Coordinators. It will be Sunday at PETE & C.

Mary Ann Achorn distributed a handout for the 2004 National Cyberconvention. This guy is asking for support with the cyberconvention. Teachers need to register in August and go through the election. Mary Ann is asking members to pass this along. She assured the group that this is legitimate. ISTE sells his books. A question was raised if we can get PAECT’s name in front of this to support it? Sean made a motion to “support and promote the 2004 national cyberconvention through our presence committee”. Martin Friedman seconded the motion. Motion carried.

George Pavlik gave the policy manual to Jim Bolton to make copies and maybe revisions to be done by committee.

Jacquie Smith submitted the correspondence secretary’s report via email dated 5/5/2004.

Meeting was adjourned at 12:54 p.m. with a motion by Linda LaCoe and a second by Wally Leech.