minute_FALL2007CONFERENCECALL

FALL 2007 CONFERENCE CALL
2007-2008 ACCA EXECUTIVE COUNCIL
November 4, 2007
8:00pm, CST
In Attendance: Rick Hanson, Kevin Gaw, Paul Fornell, Carol Holland, Greta Davis, Tina Alessandria, Derrick Paladino, Carolyn Kern, Joyce Thomas.
Absent: None
I. CALL TO ORDER
Rick called the meeting to order at 8:05pm. The agenda was reviewed. Rick commented on the tremendous amount of work that has been accomplished since our retreat, most of which has been communicated and processed via email.
II. APPROVAL OF MINUTES
MOTION: Carol Holland
Move to approve Minutes from the summer 2007 ACCA Executive Council Retreat in Kansas City, MO, July 23-25, 2007.
SECOND: Tina Alessandria
PASSED
III. Savannah Conference-Kevin Gaw
Kevin shared the following updates and needs from Sylvia Shortt concerning planning for the
2008 Savannah Conference.
A.Registrations. Issues with ACA’s processing of our Conference registrations have occurred.
These challenges are similar to those experienced with previous Conference registration
processing and Sylvia is working with ACA to resolve the issues.
1. There are 202 registrants as of 10/29/07. (On 11/5, Kevin updated that there were 235
registrants).
2. As there are only 5 people registered for Dr. George Parks’ (“Talking with College
Students about Drinking”) and only 3 registered for Dr. Tom Ballestreiri’s (“Traditional
Lore and the College Counselor”) pre-conference workshops, Sylvia has requested that
the EC consider canceling these workshops. Sylvia recommended that the EC offer the
following options to the registrants: 1) Transfer the registrants to Dr. M. David Rudd’s
workshop (“Assessing and Managing Suicide Risk”) or, 2) provide a refund. There are
currently 23 registrants for Rudd’s workshop. If we refund the 8 registrants of Parks’ and
Ballestreiris’ workshops, approximately $1,300.00 would need to be refunded. The EC
requested that Sylvia communicate with the 8 about their preferences.
MOTION: Kevin Gaw
Move to cancel the pre-conference registrations for the programs (above) and offer to transfer the pre-conference registrations for those people affected to Dr. Rudd’s “Suicide Risk” program or provide those people a refund.
SECOND: Paul Fornell
PASSED
B. The Hyatt in Savannah will raise the room rate by $8.00 for the additional blocks of rooms
that Sylvia has had to request. Sylvia will be proceeding with additional rooms at this higher
rate.
C. Registration bags. The deadline for including any additional materials into the
registration bags is December 1. The EC recommended the following be considered for
inclusion in the bags:
1. Carolyn suggested including a schedule of ACCA events for the ACA Convention in Hawaii and the EC agreed. Rick will take responsibility for this.
2. Tina requested that ACCA pens be included. Kevin will check to see if Sylvia
3. Tina reminded that our State Divisions Committee plans to do a Needs Assessment Survey. The suggestion was made to place information
concerning the Survey into the bags. Because materials in Conference bags often
go unread, the EC agreed that the Survey would be better placed at the tables for our Business Meeting and Luncheon in Savannah. Tina will check with Scott Borne to see what can be developed in this regard.
4. Greta suggested including materials about our Graduate Student Committee activities and
she will check with Angela Shores to see if anything from Graduate Students could be included. Greta will take responsibility for the development and duplication of a flyer (400 copies will be needed).
D. Sylvia has expressed the urgent need to fill Rhonda Perry’s soon-to-be vacant Professional
Development Chair Committee position to ensure fluid and continuous assistance with
Conference and post-Conference details. Derrick and Rhonda stated that member Joshua
Watson has indicated interest in filling this position. Derrick will follow-up with Joshua to ensure that he is willing and able to fulfill the Chair responsibilities. Derrick has committed
to assuming the Chair duties in the event that Joshua cannot step in immediately.
E. Sylvia has requested that Carol contact our keynote presenter, Dr. Richard Kadison, to firm-
up his travel arrangements. Carol shared that she has been in communication with Dr.
Kadison and will contact him again. Dr. Kadison has indicated that he has another speaking engagement immediately prior to the Savannah Conference and plans to share travel expenses with this organization.
F. Sylvia has requested hiring an AV professional from West Georgia University to
coordinate/assist with AV needs during the Conference. This was done in Reno and worked
well. The EC would cover this individual’s travel expenses to Savannah and possibly per
diem. The EC discussed offering this individual a shared room with either Carol or Paul
(depending on the individual’s gender) to save in expenses. A motion was not yet made in
this regard as we are waiting on further details from Sylvia.
G. Reception
1. It was noted that although the ACCA will be the sole cost-bearer for the reception,
introductions and presentations might be shared with GCCA representatives as well. Rick will communicate with Sylvia and the GCCA to determine what role they would like to play with the reception activities.
2. The GCCA will host their silent auction and ACCA will raffle door-prizes during the
reception.
3. Kevin will be providing the foam board posters of the new Journal cover to be placed
next to the two reception cakes.
4. We will enlist reception participants to cut the cakes.
5.
Sylvia is currently lining up entertainment for the reception.
H. Business Meeting
1. Kevin is in the process of developing the Business Meeting Program and will include the
following: Names of award recipients and ACCA Committee Chairs, remarks from the President and Treasurer, awards, elections, By Laws vote, and the Raffle.
2. Rick will conduct the vote for the proposed By Laws changes during the Meeting. EC recommended having copies of the proposed changes placed at each table. Joyce will be for producing
and duplicating this document.
3. Sylvia and Kevin are working to streamline the raffle process as it was very lengthy at the Reno Business Meeting.
4. Kevin is confirming details for inclusion in the Program including names of award
recipients and ACCA Committee Chairs.
IV. 2010 ACCA CONFERENCE
The EC was reminded that Sylvia has volunteered her assistance in organizing Conference bids for 2010 and indeed, she has been moving forward with her commitment. Kevin expressed
urgency in making a determination about the location of the 2010 Conference as time is running out and it is critical we know the location of the 2010 Conference prior to Savannah.
A. Kevin communicated that Texas was to have submitted a proposal for the 2010 conference by
October 1.
1. Texas has not yet submitted a proposal as the initial quotes they had received from one hotel were far too expensive.
2. After discussion, it was recommended that Texas be given a deadline of December 15 to submit a final proposal. Greta will communicate this to the Texas contact.
3. Carolyn has indicated her experience with Conference planning and her willingness
(along with Greta) to become more involved in the Texas bidding process.
B. The EC briefly discussed the possibility of hiring an individual or organization to coordinate
the next Conference versus having the Conference coordinated through a state division.
1.
Rick indicated that Kansas City and St. Louis might still be considered as our 2010 Conference location. 2. Rick will follow-up with Perry and the Blue Ribbon Committee as soon as possible to
determine the committee’s recommendations in this regard.
V. Drive-In Workshops
During the past several months, the EC has been communicating about states’ interest in conducting drive-in workshops.
A. Currently, two States (KS and PA) are planning drive-in workshops and have requested
financial assistance from the ACCA. North Carolina has also indicated interest in a drive-in opportunity.
B. The ACCA has sponsored drive-in workshops in the past, however, a clear policy in this regard has not yet been firmly established. The EC agreed a policy or at least clear guidelines must be developed.
C. Sponsoring/subsidizing drive-in workshops has primarily been done to financially assist state groups to bring in quality, national (or regional) level speakers. Such assistance can
strengthen our state/regional groups and also help build ACCA membership.
D. The EC agreed that in the future, ACCA sponsored drive-in workshops should be scheduled during years when an ACCA Conference is not taking place.
1. We will make an exception to this policy this time around as we do not yet have a firmly
established policy or guidelines and both Pennsylvania and southwest Kansas are
requesting assistance for their drive-ins during the semester of our ACCA Conference.
For future drive-ins, requests for funding may only be considered if the drive-ins do not occur during Conference years.
2. This year, the EC agreed to a maximum dollar amount for sponsorship of state/regional
drive-in workshops rather than limiting the number of drive-ins per year.
MOTION: Carolyn Kern
Move that, during the current fiscal year, the ACCA set aside a maximum of $1,000.00 to help sponsor State and/or Regional Drive-In Conferences. ACCA affiliated groups can apply for funding assistance from this line-item up to $500.00 per State/Region to conduct Drive-In Conferences.
SECOND: Tina Alessandria
PASSED
VI. Blue Ribbon Committee
Greta shared Perry Francis’ recent communication re: the progress of the Blue Ribbon
Committee. The Blue Ribbon Committee has conducted two Conference Calls and is working on several additional items to present to the EC for consideration. Perry has committed to moving Array
report of the committee’s work and recommendations prior to Savannah. Rick will follow up
with Perry to confirm this.
UPDATES
VII. COUNCIL
Council members had previously submitted their progress/completion of action items
from the 2007 EC Retreat. Some of the specific items discussed are as follows:
. Since the EC’s discussion of in August, no
additional information has been heard from Peter Begella of . EC
began brief discussion whether the ACCA will consider another vendor for our on-line
programs. This discussion was tabled and will be considered further in Savannah. In the
meantime, information has been removed from the ACCA website and
membership letters.
B.MEMBERSHIP: Membership numbers are at 1,641, which is down slightly from this time
last year.
C.BY LAWS: Joyce has submitted the proposed By Laws changes to Melanie Bullock for the
fall edition of VISIONS but has not heard a response from Melanie as to when VISIONS will Array be published. The EC recommended that the proposed By Laws changes also be included as
a link on the website and a message sent to the listserv indicating the proposal and website
link. Joyce will be responsible for making this happen.
D.VISIONS. Carolyn will be following-up with Melanie Bullock concerning our next VISIONS
publication.
1.Two EC members were unsuccessful in contacting Dr. Bullock (Melanie recently
changed institutions) and it is unclear when the submission deadline for the fall VISIONS
will occur.
2.It is critical that information concerning the Savannah Conference/Savannah events along
with the By Laws updates and call for nominations for the 2009 EC be included in the
next VISIONS.
ERNING COUNCIL: Carolyn recently attended Governing Council, however, due to
limited time this evening, a report was not given during this Conference Call. Carolyn will
submit her summary in this regard via email.
F.AWARDS/NOMINATIONS. Paul indicated that the officer nominations for the 2008 EC are
on track, however, we have no EC nominations for the 09/10 cycle nor have there been any
award nominations.
1.The positions that will be open for 2009 include President-elect, Treasurer and State
Divisions Members-at-Large. The 09/10 Call for Nominations will be presented in the
fall edition of VISIONS. Names must be submitted to ACA by January ’08 and will be
published in the summer 2008 edition of Counseling Today. EC recommended that Paul
request that our nominations be submitted following our Hawaii Convention (rather than
by January 8) and Paul will explore this option with the ACA.
2.Meritorious Service, Outstanding Professional Knowledge, Advocacy for College
Counseling, Professional Leadership, Emerging Leaders and Special Meritorious
Service). All EC members are strongly encouraged to consider nominating.
G.MEMBER-AT-LARGE: Tina Alessandria
1.International Committee: Tina reported that Dr. Raymond Ting has been in contact with
Yan Shu to determine her interest in Chairing the International Committee. Yan has
agreed to this position and she will be taking over at Chair in January.
2.Scott Borne had previously submitted his State Divisions report. The State Divisions
Committee plans to conduct a needs assessment survey in the immediate future. For the
present, the State Divisions’ committee is focusing on the needs of existing State
Divisions rather than attempting to grow the number of State Divisions.
H.PRESIDENT: Rick Hanson
Rick will be submitting an update of the projects he has been working on in the very near
future.
Meeting adjourned at 9:25pm, CST.。