PAECT

Board of Directors Meeting

State College, PA

September 11, 2004

Proposed Minutes

President Jim Bolton called the meeting to order at 9:41 a.m.

Present: Jim Bolton, Jack Day, Marty Friedman, Karen Galbraith, Mary Beth Hengelbrok, Linda LaCoe, Wally Leech, Sean McDonough, Dan Shelley, Kathleen Smith

Present via Conference Call:

Video – none

Audio – Holly Jobe, Jacqueline Smith, Ron Bennett

Handout from Holly Jobe – NECC ’05 Update. Holly reviewed the handout. She stressed to get the word out – go to the ISTE website and get right to where you need to send proposals. Holly reviewed rooms and how Michael Golden would really like to highlight the Keystone Integrators (teachers using technology effectively – 100 across state – might be two groups by then so 200 by then.) program. Wally wondered if PAECT should be doing more to integrate this group of individuals into PAECT. Should we send a letter congratulating and welcoming them? Holly stated that the program is through Bucks County IU. Carol Titlemen is the coordinator and PDE coordinator is Lance ??. Holly feels we could use the room to showcase some of this. President Bolton asked if we are still thinking of hosting a “town meeting” by Michael Golden in that room. It has also been referred to as a “Kitchen Cabinet”. Holly thought that would be great. The thoughts are to maybe touch base with Michael on when it would be best for him and we could work around his schedule. Holly also wants to know if we should call it a “Town Meeting” or “Kitchen Cabinet”. Holly will talk with Lance. Holly would also like to blow up pictures big. She thinks one of the IUs has a poster printer. It could be pictures of kids using technology or from our showcase. Student voices is the theme.

Holly continued by stating that Monday will be a critical partners meeting. Internet 2, the fiber company, etc. will all be there. She thinks all the people that ISTE people need to meet will be there. More discussion occurred about the transportation issues – how to move that many people at one time, etc. Jim thinks we should sponsor a bus for volunteers. It could start in Erie. We could possibly allow PAECT members to ride free. Another thought is maybe 6 buses, 1 from each region. Another thought is maybe to have a vendor sponsor the buses. The next issue is housing. President Bolton asked if there is cheap housing. Paula Donn has been in contact with the University of Pennsylvania. Holly invited all of us to stay at her house; just two stipulations, we have to feed the cat and water the plants! A suggestion was made that someone from the group could work with Paula to host housing. At this point, we only have maybe 80 volunteers. We need about 700 or more! Wally reviewed how Holly mentioned to have things ready for PETE&C and why do people want to belong to PAECT. The regional directors are coming up with 4 or 5 solid ideas. Wally imagines a team can come up with a more solid thing to develop. He stated we need a directory. Wally continued by stating that he is sure he speaks for all of us in saying that Holly is doing a fantastic job. The last thing discussed is the newcomer’s session. ?? and Jim would be doing this. A Newcomer’s PowerPoint will be coming. We can create a brochure of whatever we want and put it in .pdf form and ISTE will place it on the website and send to registrants. We have about $500 to spend on gifts/giveaways for newcomers.

Sean updated us on the TLA and promoting leadership aspect at PETE & C for technology coordinators and curriculum people. PDE has asked us to put together a one-day workshop for Technology Directors. It was originally supposed to be for technology directors and curriculum directors but since it occurs on the Sunday and that’s the day before a holiday, it is only for technology directors. Sean McDonough, Holly Jobe, and President Jim Bolton are on the planning committee for this. Sean and Holly both want one of the goals to be networking! Jim talked to Lance about tech coordinators list but they are worried about privacy issues so we still do not have the list.

President Bolton reminded the board that before we continue, we must approve the last meeting’s minutes. Sean McDonough made a motion to approve the minutes from the May 15, 2004 board meeting. Dan Shelley seconded. Minutes approved.

Jacquie Smith made a proposal regarding the Educational CyberPlayground. Karen Ellis runs this. It is the website at the bottom of the document she sent us. She would like to know if PAECT would like to take on sponsoring a number of schools in our area to send in folk songs. There might not be a cost. It could possibly be a regional scheme. President Bolton questioned exactly what is expected of us. Jacquie thinks someone could show up at regional meetings to do presentation to see if anyone would like to participate. She thinks it is for K-20. Jacquie wants PAECT to say we will sponsor and that it is a good thing. She reminded the group that the site is: www.edu-cyberpg.com. Marty Friedman said he looked at the site and felt it wasn’t easy to get information out of site. He thinks we should have Karen come in and talk to us before we would distribute to any regions. That way, we can look at the site and she can discuss with us what we can do. President Bolton was also to the site and he feels there is a lot more there than what he expected. Jacquie discussed that it is one of the biggest websites and has won many awards. Jim reminded us that our next meeting is November 13 and something must be happening in Penn State since the hotels are already booked. Wally is willing to host in Hershey but the site is not definite. Jim asked Jacquie to invite her (Karen Ellis) for that date.

Jacquie continued her corresponding secretary report by stating that any mail that has been received in the PAECT mailbox has been forwarded to the appropriate persons. The renewal for that box was sent the beginning of June but she was not reimbursed yet. Jim wants Jacquie to send happy card/get well card to George Pavlik. George donated a kidney to his daughter. Jacquie will report back to Holly that she will help all she can with NECC ’05. Kathleen Smith asked Jacquie to find out about room possibilities at her campus for NECC ‘05. Jacquie stated she will find out and get back to her.

After a reminder that one was needed by President Bolton, Wally Leech made a motion to accept the resignation from Regional Director Paula Laholt. Linda LaCoe seconded. The motion carried. President Bolton will tell Jacquie to send a letter thanking Paula for her service.

President Bolton talked to Carol Titleman about being the Southeastern Regional Director. Carol accepted. Jim would like to accept her to complete Paula’s term. Carol is currently at Bucks County IU as the IMS Director and involved with the Keystone Integrators. Marty Friedman made the motion to accept Carol Titleman as the Southeastern Regional Director to complete Paula’s term. Sean McDonough seconded the motion. Motion carried. A question was raised regarding membership. Membership answer --- there is a database!!!!

Sean McDonough reported that Stephanie Edel-Malizia will be his alternate rep. She is from IU9. Her contact information is: smalizia@iu9.org, phone number 814-887-5512. WallyLeech stated that his backup is William Craig. Dan Shelley said he doesn’t have a backup yet. Jim gave Dan some possible names. Jim will also give names to Carol.

Jack Day reminded people of elections and awards. He is working with the regional directors and will forward to them dates to forward names to him. He wants to try to see if we can give an award from each category this year since it has been a while since we gave all the awards. He also stated that we need to update the list of past winners. The last data we have documentation on is from 1998. Kyle might have more recent. Some known winners are: Jaime Plaster – Friend Award 2004, Ed Ponikvar – Special Award 2004, Kyle Peck– Mary C. Renner Award 2004, and George Pavlik – Pioneer Award 2004. There weren’t any winners from 2003 since we didn’t have a conference that year. Some winners from 2002 are: Jacquie Smith - ??, Karen Galbraith – Mary C Renner, Marty Friedman – Eero Davidson, and Natalie Xantopoulos – Friend. George might have a list also. Jack will work on getting more complete information on this.

Karen Galbraith, the co-chairperson of the student showcase for NECC made a plea for money (see handout). She discussed the NECC ‘05 Student Showcase Proposal and how to subsidize student groups to come. The handout lists options. Some thoughts from Karen are to have the student showcase for ½ a day. The goal is to have fifty student groups as a breakdown of 10 tables for 5 different sessions. She reminded members present that these are nationwide, not just from Pennsylvania. Discussion occurred on how to invite, request funding, and distribute money. The group definitely wants funding to be limited to Pennsylvania groups since that is our target area in PAECT. A thought was to send letters to schools through PennLink. Kathleen wants to see every region represented but according to Jim, students must send in proposals and be accepted by ISTE so we can’t control this. Jim asked if the NECC student showcase just K-12? Karen responded yes. Jim then asked if there is anything for higher education since the poster sessions is for teachers. It was determined that there isn’t anything for higher education. Kathleen Smith thought it might be extended for K-16 but she wasn’t sure. Proposals end October 6. Marty wants to discuss a maximum budget amount to work with and within those means for funding. Various discussions occurred. Jim told Karen to put a letter together saying please apply to student showcase and that if you are accepted to be a showcase participant at NECC, PAECT is offering up to $500. Jim says not to go above $5000 total for this but Dan reminded the group that we still need to check other budget constraints before determining this maximum total. It was also stated that possible special consideration could go to application that have the signature of a PAECT member. Kathleen wants to go out not only through PennLink but also to school districts. It was strongly suggested from the group that we should call the available funding a “Student showcase NECC mini-grant”, not a scholarship.

Karen Galbraith discussed the PAECT Pins (see handout). Some discussion occurred about possibly having different backgrounds for different members – general members, board members, etc. Marty wants simple elegance. A concern was mentioned from a woman’s standpoint (due to wearing on clothing). Many like a simple, PAECT Member for everyone with maybe special pins for years of service for special years such as 5, 10, etc. Marty made a motion that we accept a pin that has both simplicity and elegance and that we make that pin available to members, new members, and VIPs but we also have a pin that designates years of service – 5, 10, 25 – that we would provide to worthy members at our award ceremony. Sean whole-heartedly seconded the motion (but Sean wants to keep the current keystone and script of PAECT that we have but this look is not being discussed). Marty wants “jewelry” not a pin. It was questioned if it was still possible to have Edinboro’s graphic arts students redesign the logo. Dan will check with Lisa or contact the Edinboro teacher himself about doing. Note: We may or may not be changing the logo but we do want to retain the scripting of letters.

Linda LaCoe made a motion to have Dan Shelley proceed to have a possible logo change with Edinboro graphic arts class. Wally Leech seconded. Motion carried.

Mary Beth Hengelbrok reported on membership. She has inputted all of the paper memberships, but hasn’t gone back yet to log in all the PETE&C memberships and to verify updated memberships. Mary Beth is looking at many non-current members in the database. She would like to do one mailing this year to say your membership renewal is due and allowing members to either return this reminded card to renew, renew when they register for PETE&C, or renew at the PETE&C conference. This quick postcard can also have reminders of PETE&C and NECC. Jim asked how fast can you have all the information in and burned to a CD to give to all the regional directors? Mary Beth said she can have it done by the virtual meeting in October. Sean requests to have the entire listing, not just the names from his region. Jim wants a copy for everyone on the board. Kathleen thinks we should “press” to renew now. Jim has a president’s message almost done.

For the Treasurer’s report, Ron Bennett connected via audio and requested members to see the budget copies distributed (3 handouts --2003-04 Revenues, 2003-04 Expenditures, 2004-05 Expenditures – Proposed). Ron reviewed the various budgets. There was a question why we were billed for $3720 for PAECT meals/banquets; Wasn’t that included in registration? Another question was for guest expenses where we paid for keynote speaker’s meal and the entire group that went out with her that night. Why wasn’t this out of PETE&C funds for keynote budgeted expenses? The same for her travel from Philadelphia. It was stated that we will learn from this event for future. These items will be brought up at PETE&C meeting according to Jim. Ron requested a copy of the financial policy or a financial policy written on what pay for, etc.

Ron did receive monies from PETE&C for membership (about $5500). Other memberships listed in revenues are from mailings. He showed that we received $23,390 from PETE&C. According to Ron, this will be our major portion of income each year. The credit card machine is out of date. We would need to renew. Ron questions if we should. Marty asks if this could be used to accept memberships online. Ron not sure and would have to check. Ron will be checking with our current bank – S&T. Jim questioned Ron on when the CDs mature. He also asked if we can consolidate them. Ron said the Citizen’s $2500 and $3000 mature on 1/2005 and 10/2004 respectively. The ones at M&T for $350, $200, $200 mature 3/05, 6/05. These are from lifetime memberships. Jack Day made a motion to “authorize the treasurer to cash in each of our 5 CDs as they mature to be held in deposit for future determination”. This was seconded by Martin Friedman. Motion carried. Ron will place these in a separate line item so we can determine where they came from.

Ron continued with this year’s budget. Marty said under 305-02 we need to budget $175 for web hosting. It is due April 8, 2005. Marty is unsure when the domain name is up. Marty feels we should register the domain with godaddy for 10 years for about $100. Need to switch domain name to whoever is chairing the presence committee. It was suggested that since we talked about sending out a membership renewal mailing, we might need to increase mailing costs. Ron already has monies budgeted in 302. Regional directors have a budget of $1200 each. Sean questioned what is national conventions. This is for the President or his designee to go to AECT. Dan asked why there is a line item for interns. Ron stated that he has left line items the same as they’ve been in the past few years. Our fiscal year is July 1 – June 30. Wally Leech made a motion to “accept this 04-05 budget as temporary and to adjust as necessary”. Marty Friedman made a second. Approved. Several regional directors had specific questions about reimbursements for regional expenses. Question – do we have a PAECT credit card? Not that Ron is aware of. There was a motion by Marty Friedman “to obtain a credit card for PAECT in the name of PAECT”. This was seconded by Sean McDonough. Motion carried.

“Great job!” to Ron from various members.

Marty Friedman is the conference manager for PETE & C – Marty. He didn’t attend the last PETE & C board meeting however, the report is that the website is set up to do proposals electronically and all is put up on the web. According to Marty, we have about 60 people registered for proposals at this time. The deadline is in about 1 month. He has a concern about labs. The concern is that companies “take over” labs as vendors and close the door on other presentations. The question for PETE & C to deal with is basically are there any special incentives to the vendors to not do this and open up to other presentations? This discussion occurred at the last meeting according to Jim and a percentage was discussed that the vendor should relinquish to be used for other uses (such as 50%). Jim says this will also be stated when vendors sign up. Marty needs to know if there are any other needs for labs other than presentations. Marty is lining up proposal reviewers. He wants more PAECT members helping. He’s looking for about 15 people so he can have at least 2 reads per proposal. Concerns of graduate students and their proposals was voiced by Kathleen Smith. Jack suggested to put 3 graduate students together for one 75 minute time period. Regional directors are responsible to find at least 3 proposal reviewers from their region to give to Marty. The directors should find graduate school representatives to review research proposals. Marty suggests maybe to take two rooms during lunch sessions and run them as research sessions. The directors wanted to know the approximate time needs for reviewers. Marty stated that he would like the review process to start around October 22 and it should be completed within 3 weeks (mid-Nov) with the numbers completed and back to Marty.

President Bolton said we need volunteers to do the evaluation piece for PETE&C this year. The intern piece did not completely work out last year. The evaluations would need to be organized and make sure they are placed in the correct room and then picked up. We need interns! We had 35 last year and could use more. The conference chair will need to submit a request for a booth for this year for PAECT booth. Jim continued by stating that Holly has asked that we pay for ISTE’s booth. Sean McDonough made a motion for PAECT to pay for ISTE’s booth at PETE&C at a cost of $100. Wally Leech seconded the motion. Motion carried. Jim stated that there are no free booths anymore so the conference chair will need to submit a request for a booth for PAECT this year. Jim proposes that we pay for Principalia’s booth at a cost of $100. Marty would like to pay for this but feels that should be a conference cost, not a PAECT cost. Marty Friedman proposed that we would pay for a booth for Principalia at a cost of $100 if PETE&C refuses to pay for it. Wally Leech seconded.

Dan discussed the Pittsburgh Technology Council. This group is almost in direct conflict with us. It does a lot for people there such as Act 48 training, etc.

A review of the regional director’s meeting was discussed. Most items (letter, pin, card, online directory, paper copy of directory, CD copy) were already discussed but there was a request to make us a professional PAECT brochure that is pretty, classy, a tri-fold, and professional looking. Kathleen was asked to head up and accepted the task. It was requested to send Kathleen an email about what you want or don’t want.

Marty Friedman reported on the PAECT web presence. A memo went out to the presence committee in the summer about where we were. A group of students from Penn State have agreed to redesign our site. Marty met with them online. Students were supposed to give Marty a mock-up in July. It was not as expected. There has been a break-down. The project will continue through the fall. We are still moving forward. In the plan is still that various people are site editors to manage own areas. Karen Galbraith should be on the presence committee. Marty is hoping we will have a mock-up site before the end of the fall semester (November).

There was a motion to adjourn at 3:07 p.m. made by Jack Day. Sean McDonough seconded. Approved, meeting adjourned.