Minutes of the MASS-CUE Governing Board Meeting
August 31, 1987
Members present: Alan November, Lucille Harper, James Modena, Len Huber, Martin Huntley, Algot Runeman
Alan called the meeting to order at 10:40 A.M.
Alan reported that the conference fliers would be color coded for
easier assessment of the value of the mailing lists we would use.
Handout-yellow
member list-salmon
Quality Ed. Mailing-blue.
Item #2 Tax exempt status
Jim reports that we will make the filing deadline. The accountant
we hired sees no problem. We should expect a response within one
year.Smith and Fercaferty is the firm we must pay for the services
$250.00 to $500.00 fee.
Approved 6/0.
We have a tax filing due November 15, 1987. Alan will ask Sue
Coppell of the Wellesley business department to do the audit. She
may also do the taxes.
Approved 6/0
Jim moved that we incorporate a phrase in the bylaws that the board
members be "held faultless" for liability resulting from accidents and
that we further pursue getting liability insurance for the board
members. Alan will attempt to locate officers' insurance.
Approved 6/0
Jim moves that we file for an extension for filing our taxes to delay for receipt of our IRS letter of determination.
Approved 6/0
Moved that we place a financial limit for "SIG" spending.
SIG coordinator has authority to approve up to and including $200.00
with only treasurer's approval. Over $200.00 requires approval
from president or vice president. There should be an effort made
to determine availability of corporate support by consulting the vendor
coordinator.
Approved 6/0
All meetings open to #all# members. A MASS-CUE member is a
#member# of all SIGs and may attend any MASS-CUE meeting. This
statement should be written in the calendar each month.
The question came up "Who should code membership by region, adding the
necessary fields to the database?" Lucille will contact Lelia
Richardson 237-4614 (Alan's contact). To distribute the
membership file, Lelia will send a copy of a MacFile disk to Martin who
will send an Appleworks file to Lucille and a blank template to Jim and
a copy of the file to John Marion. Algot will prepare zip sort labels
to send to Meg Bryant at Wellesley for the membership mailing of the
Conference flier. Also send one copy to ICCE for the reduced
membership offer and one to the Dept. of Ed. for the Computer Month
mailing.
Bad debt - Westfield State College still owes for the spring
conference. This issue will be brought up again if the next few
weeks do not produce results.
Lucille - banner will cost $240.00 for the 5X8 size.
Northern Essex March 26? Newburyport max 350? Auditorium 700 Alan will call John to discuss our options.
#MASS-CUE Reports# 2-6 paragraph description of conference
workshops and presentations. MASS-CUE Reports is paid for by
conference income - not advertiser supported.
PRIMARY AGENDA ITEM - JOB DESCRIPTIONS
PRESIDENT: 1. Monitor state funding processes and promote
expenditures for computer education. 2. Outreach to other education
organizations. 3. Support new programs such as summer workshops and
international tours. 4. Provide leadership to the executive board with
the month to month details of setting MassCUE policy. 5. Support and
direct MASS-CUE's involvement of Superintendents as support vehicle for
their staffs.
VICE PRESIDENT: 1. Provide leadership for the organization. 2. VP
directs membership services. 3. Develop membership systems and
procedures. 4. Support and help coordinate committees which are set up
for various needs. 5. Participate on the conference committee.
PAST PRESIDENT 1. Provide transition between administrations 2.
Maintain goals and philosophy outlook of new board. 3. Keep board aware
of long term and chronic issues. 4. Pick up special assignments that
require high level officer of the organization.
TREASURER: 1. Keep financial records. 2. Make disbursements as
authorized by board. 3. Prepare annual financial report). 4.
Present financial reports as needed. 5. Serve as member of finance
committee. 6. Deposit revenues. 7. Hire and advise accountants. 8. File
tax returns and other reports. 9. Hire and oversee clerical help (as
needed). 10. Develop financial systems and procedures. 11. Assist and
advise in all fund raising.
CORPORATE OUTREACH COORDINATOR: Chair vendor committee. Conferences
1. Responsible for vendor relations 2. Maintain a database of
vendors that attend conferences, advertise, etc. 3. Prepare and
distribute vendor flier to advertise conference (2-3 per conference)
4. Maintain records of which vendors are attending, how many
tables they want, electric requirements, etc. 5. Send confirmation and
directions to vendors. 6. Set up tables at conference, select
sites for vendors 7. Keep good public relations with vendors during
conferences. Advertising: 8. Send flier to ask for advertising in
newsletter. 9. Send all ads to (Earle currently) newsletter publisher
making sure ads are camera ready. 10. Send a copy of newsletter to all
vendors Coordinate with treasurer about income and expenditures. 11.
Keep records of corporate sponsors. 12. Invite free vendors to
conferences (museums, state dept., nonprofit organizations. 13. Send
all monies to Treasurer. 14. Serve as Grant Liason - Direct grant
writing effort.
SIG COORDINATOR (correct job title?) 1. SIG coordinator be liaison with
SIGs 2. provide support, assistance etc. to
SIGs -3. Be spokesperson for SIGs at Executive Board
meetings. 4. Facilitate development of new State House Computer Open
House organizer: 5. Organize team to manage the various tasks involved.
6. Coordinate the team's activities (potentially this second segment
will come under the purview of a new board position.of conference
coordinator, if created).
SECRETARY: 1. Record the minutes at all board and general business meetings. Distribute these minutes to attending
members. 2. Prepare, and submit for publication, a summary of
board actions. 3. Ensure effective communications in the organization.
4. Serve as chairman of the communications committee. 5. Prepare and
distribute agendas for goverining board and general membership
meetings. 8. Collect, correlate and prepare calendar information for
MASS-CUE. 9. (Members of the board are requested to send comments
and corrections concerning my rendition of the final job descriptions
of each board member. There was a great deal of discussion about
this part of the meeting, and I did not get very good detail into my
notes as I marked the description sheets that went out with the
agenda. There may be errors of omission, where I left out a job
we agreed would be present for a member, and there may be errors of
:commission, where I added jobs that we had agreed to leave out.
Please help to get the record straight by comparing my final versions
with yours. We can correct the minutes at the next board meeting
if necessary. -
Algot)
According to Alan "Overattempting" is the best description for our
board. We should try to separate the low level details out of our
board meetings. Stick with the idea that if you can't do all
things of your job well, then get a committee, or secretary or other
kind of support. It is Alan's feeling that each of us should ask for
help from other members who will, in turn, ask other members for help,
thus spreading the load and getting more members involved in the
running of MASS-CUE.
Future SIGs South Coast SIG (Herb Tracey), Special Needs, Elementary,
Language arts, Media, Graphics/Art, Visioning. After a lengthy
discussion of the job descriptions submitted in the agenda, the
following jobs were not covered by the board at present. ICCE contact,
Publications, Conference (Retreat chair under general heading of
conference).
Martin moved that the conference chair should be on the board or be at
a board level equivalent. Algot - There should be a report to the board
from each member in written form to avoid needing to have such reports
delivered orally. Alan - add two people to the board. 1)
Communication/publications: 2) Conference chair to oversee all
conference type meetings. Amendment: The vote for this motion should be
made during a conference call to allow for development of position
statements by all board members so that the decision need not be made
today in the waning moments of the
meeting. Move to table Martin's motion for vote by phone. To prepare
for the vote: 1) Write out Motion, Algot will distribute written
explanation of the procedure to all board members. (1 wk) 2) Board will
submit written responses (position papers) and give date exceptions
when call cannot occur from dates of Oct. 4-11. 3) Discussion of the
motion will be limited to 5 min. whether a position paper is submitted
or not. 4. The compiled position papers and the "best night" for the
conference call will be distributed to all board members. 5. Order of
discussion: Martin, Lucille, Len, Algot, Gail Alan. 6. Vote will occur
during phone conference.
Jim moved (linked to the concept of Martin's motion) to limit the
number of agenda items to 8 each with a 15 minute discussion limit
(extendable by vote at meeting). These agenda items should be
policy not programmatic details. At the conclusion of the 8 item
agenda, each board member should be allowed 5 minutes of open
discussion time.
Approved 5/0
Adjournment: 4:08 P.M.
Respectfully submitted 9-27-87, Algot Runeman, secretary