Officer's Meeting 9/19/2006 - 9/19/2006
Location: Phone Conference
In Attendance:
TI:ME Officers Meeting
Date: Sept. 19, 2006
Time: 4:00 pm
Call information:
866-248-0560
*9766901*
ACTION ITEMS:
FLOYD: In the future we need to include more specific information about what is missing in the mailings to instructors
LEE: Complete the timetable proposal for Officer elections.
TOM: Contact Floyd regarding scheduling the "editing and updates of course books" much earlier in the Fall for a February 1st deadline.
TOM: Contact Floyd regarding reviewing the current TIME course offerings and brainstorming "new" offerings or reworking current Level 1 offerings.
#1 JOHN: Complete
wording of proposal by Friday 9/22 and send to Officers for review and comment
and return ASAP ( Monday 9/27).JOHN: Complete self
evaluation material and send to Lee ASAP #1 priority.
#2 JOHN: Send
personal self evaluation to Lee for review ASAP prior
to the BOD meeting.
#3 JOHN: Contact committee
chairs by phone with reminders for action items and to verify
BOD attendance.
#4 JOHN: Re - contact Directors concerning BOD attendance.
JOHN: Change the current wording in the OP - Create application for Teacher of Year to: "Implement application notice process for Teacher of the Year"
JOHN: Need to include confirmation of Conference Plan in the OP during the Spring and Fall to stay on top of things.
JOHN: Instruct Steve to post the membership services forms from Christine to Directors site.
JOHN: Add review of Christine's forms on an Oct Officers Call.
JOHN: Ask Christine to review the forms prior to posting. Summer course and instructor evaluation reports should be included as part of the responsibility to member services.
JOHN: Speak to Christine regarding hourly rate for helping Debbie with membership report training.
JOHN: - Call for presentation proposal for the National Association of Schools of Music
conference. This is to be submitted to NASM by December 1. For November 2007 conference. MOVE THIS TO EXECUTIVE DIRECTOR OP ITEM
JOHN: Add Conference Committee confirmation / status review of the Conference 5 year plan in both the Fall and Spring OP plan.
JOHN: When setting up future Officer call agendas follow Tom's suggest format:
1. Review the operational plan (1st meeting of every month)
2. Review the action items from the previous meeting
3. Review new business items as needed
4. Review the committee progress
5. I also suggest that you (and the officers) develop a list of projects on a quarterly basis that we identify. These are things that only the officers can accomplish or items that are crucial to the future success of time.
AGENDA ITEM (1184):
1. Operational Plan review
DISCUSSION:
October
Executive Director
- Send TI:ME a list of your TI:ME courses that start on or after next quarter
- Get list of students who took courses in previous quarter
- Hold board of directors meeting
- Present strategic plan for vote at board of directors meeting
- Contact committee chairs by phone with reminders for action items.
- Plan weekly phone calls for the following month with officers and committees by
mid-month
Conference Committee
- Call for presentation proposal for the National Association of Schools of Music
conference. This is to be submitted to NASM by December 1 ** MOVE THIS TO AN EXECUTIVE DIRECTOR ITEM
*Need to include confirmation of Conference Plan in the OP during the Spring and Fall to stay on top of things.
MarCom Committee
- Ad deadline for the Conference newsletter
Education Committee
- Plan, organize and edit the updates of course books for a February 1st deadline
- Plan for adding new TI:ME sites
- Plan for adding new TI:ME instructors
*Need to brainstorm ideas on courses, including new courses, why many courses aren't running.
President
- Create application for Teacher of Year
*Change the current wording in the OP - Create application for Teacher of Year to: "Implement application notice process for Teacher of the Year"
*All materials are currently on the website. The link to the TI:ME teacher of the year in the public section of the website is: http://www.ti-me.org/teacherofyearapp.html
The link on the Directors site is : http://ti-me.org/director/TIMETeacherOfYear.htm
*This link should be listed in all correspondence sent out. We should wait until after Oct. 1, until after Board meeting and proposed name change is approved to send out the mailing.
*MarCom could help produce press release to be sent to education channels to help promote and encourage new districts to join. MENC journal.
*The Officers should review the materials and process in October and make any changes that are needed.
Website Committee
- Submit articles for the Web site, plan articles for next month
- Publish the approved strategic plan on the Web site
Member Services
o Create membership report vs. planned growth
* Memberships are up to 745 as of 9/06.
* To make the BOD deadline only membership information needed for the meeting will be entered. The complete, detailed report will follow the BOD meeting.
* Deb has sent and will resend Christine's forms regarding Membership Services job descriptions and John will have Steve post those forms on the Directors Site.
JOHN: Ask Christine to review the forms prior to posting. Summer course and instructor evaluation reports should be included as part of the responsibility to member services.
Suggested that Christine be offered an hourly stipend if she is available and willing to help Deb get up and running. Agreed to cap the monthly amount and have her work on a project by project basis. We need to get an hourly quote from Christine and move ahead with the work prioritized by Deb and the Officers. Reconciling membership reporting. Approx time needed is 6 hours or training help.
Deb will report back to John after the first meeting on the membership reporting project is completed and let as know how long it took. Christine can then invoice TIME for payment. If additional help is needed, Debbi should make the request for more time.
ACTION ITEMS:
JOHN: Contact committee chairs by phone with reminders for action items and to verify BOD attendance.
JOHN: - Call for presentation proposal for the National Association of Schools of Music
conference. This is to be submitted to NASM by December 1. For November 2007 conference.
MOVE THIS TO EXECUTIVE DIRECTOR OP ITEM
JOHN: Add Conference Committee confirmation / status review of the Conference 5 year plan in both the Fall and Spring OP plan.
TOM: Contact Floyd regarding scheduling the "editing and updates of course books" much earlier in the Fall for a February 1st deadline.
TOM: Contact Floyd regarding reviewing the current TIME course offerings and brainstorming "new" offerings or reworking current Level 1 offerings.
JOHN: Change he current wording in the OP - Create application for Teacher of Year to: "Implement application notice process for Teacher of the Year"
JOHN: Need to include confirmation of Conference Plan in the OP during the Spring and Fall to stay on top of things.
JOHN: Instruct Steve to post the membership services forms from Christine to Directors site.
JOHN: Add review of Christine's forms on an Oct Officers Call.
JOHN: Ask Christine to review the forms prior to posting. Summer course and instructor evaluation reports should be included as part of the responsibility to member services.
JOHN: Speak to Christine regarding hourly rate for helping Debbie with membership report training.
AGENDA ITEM (1185):
2. ACTION ITEMS:
DISCUSSION:
LEE: Devise a timetable for Officers elections and send to Officers review on the call on 9/19/06
LEE: Send out budget requests from committees
A - Send out last years budget
B - Priorities set for each committee last year
C - Identify priorities and cost
D - What income will activities generate
Budget information due by 9/22/06
LEE: Add the creation of endowment proposal as part of the EXCOM report
TOM: Review with Rocky the status of his proposal for the Committee Chair position and stipend.
TOM: Contact Rocky and inform him that the Officers have approved the request for salary increase for 2007 conference season. A request for services bid proposal will be implemented for the 2008 conference season.
TOM: Contact web committee members concerning Web Chair position. If no interest, send out a request to the membership.
TOM: Add to committee chairs memo for them to review the current member listing and revise and return to you ASAP.
TOM: Setup a Grants Committee meeting for Danny Rocks
TOM: Complete BOD agenda and send memo to officers for review by 9/11/06. Send final agenda to directors by Wednesday 9/13/06
JOHN: Contact Jim Frankel to discuss and refine the conference itinerary discuss today.
NebraskaMEA 11/16-18 - NO
FMEA 1/10/13 - CHAPTER
NAMM 1/18-20 - EXECUTIVE DIRECTOR (if invited)
GMEA 1/24-27 - EXECUTIVE DIRECTOR (a regional conference / a state chapter meeting)
IllinoisMEA 1/24-27 - NO
OMEA 2/8-12 - EXECUTIVE DIRECTOR
TMEA 2/14-17 - CHAPTER
NJMEA 2/22-24 - CHAPTER (no cost - John will attend chapter meeting)
MMEA 3/22 - 24 - CHAPTER
PMEA 4/19-20 - CHAPTER (no cost - John will attend chapter meeting)
OTHERS:
ISTE / NECC (6/24-27) - Need to first establish an affiliate relationship with ISTE prior to attending. Very expensive booth space. Possible 2008 session should be considered
NASM (11/17-21) - EXECUTIVE DIRECTOR - submit a session proposal on TIME
IAJE (1/10-13) - NO
Future State MEA presence (confirm with Jim Frankel)
NYSMA - develop a state chapter and a meeting at the conference
CaliforniaMEA - regional presence
IllinoisMEA -
ColoradoMEA -
ConnecticutMEA - (Charles Menoche)
JOHN: Write-up the MOTION items below and send to Officers ASAP for review.
* MOTION: To rename the Teacher of the Year award to the Mike Kovins TI:ME Teacher of the Year award (implement 2006)
* MOTION: To create in a new Lifetime Achievement Award to Music Education and Music Technology (implement in 2007)
JOHN: Add as a main objective the Article X Interested Directors issue for clarification at the March 2007 BOD meeting.
JOHN: Write up revised proposal for MENC / TIME by 9/15/06 for officer review and inclusion on Executive Directors report.
JOHN: Place the list of people who volunteered and were interested in committee work on a future call for Officer review
JOHN: Place naming a new Executive Com Chair for the next officer call.
JOHN: Need to contact Mike Bates and SoundTree contact secretary: joana@korgusa.com for current IAEKM member list and submit invoice to IAEKM.
JOHN: Contact Mike Bates regarding the past practice and the discuss TI:ME's involvement with IAEKM
JOHN: Contact Mike Bates to ASAP to confirm 2007 IAEKM attendance.
JOHN: Add the following IAEKM items to OP under Executive Director
September - Instruct Data Management to invoice IAEKM for $125 memberships
September - Contact IAEKM President regarding TIME invitation to IAEKM meeting.
November - Send a TI:ME update activities report to the President of IAEKM
December - Instruct Data Management to invoice IAEKM for Teacher of the Year award ($5000) (Done)
JOHN: Ask Steve to add a listing of committees in the non-member section of the website, listing committee chair, and an email contact. Include an invitation for people to join a committee (Done)
JOHN: Request summer course reports from Debbie by Friday 9/15/06. (in process per phone conference)
JOHN: Contact Deb today and get Christine on a call ASAP to review work that needs to be done. (Done)
#1 - need copies of Christine's work check list forms from Debbie for posting on the website
#2 - need the summer course reports
#3 - regular monthly membership reports
JOHN: Ask Debbie to make the August membership report at the BOD meeting. (Done)
JOHN: Add OP review on the Officer Call 9/19/06
OFFICERS: consider possible names for a new Executive Com Chair.
OFFICERS: Next Officer face to face on December 10th in Villanova ( 10 - 4 pm)
ACTION ITEMS:
AGENDA ITEM (1186):
3. New Business
DISCUSSION:
a. Discuss Ex. Comm Chair
b. Review Board of Directors items (agenda, etc)
12:05 -12:45 Executive Director,
1. Proposal for changing the name of the Teacher of the Year award
2. Discussion and vote on the Lifetime Achievement Award proposal
3. Discussion and vote on the proposal for MENC collaboration
4. Update with progress on the Strategic plan
Review/self evaluation materials for Executive Director needed from John.
10:30 am on 10/1/06.
*JOHN: Complete wording of proposals by Friday 9/22 and send to Officers for review and comment and return ASAP ( Monday 9/27).
*JOHN: Complete self evaluation material and send to Lee ASAP #1 priority
1:00 - 1:30 Treasurer Report, Lee Whitmore and the Executive Committee, Henry Panion, Chair
1. Committee report (activities update)
2. Discuss and review the TI:ME budget for 2006-2007
3. Review the TI:ME policy for soliciting quotes for all services.
4. Proposal for timetable for Officer elections
5. Discussion and vote on the creation of a TI:ME endowment
*Logitics for BOD meeting
Who is coming?
JOHN: Re - contact Directors concerning BOD attendance.
John will setup the room for LCD projection, Internet connection, Speaker phone, meals etc.
ACTION ITEMS:
JOHN: Complete wording of proposal by Friday 9/22 and send to Officers for review and comment and return ASAP ( Monday 9/27).JOHN: Complete self evaluation material and send to Lee ASAP #1 priority.
LEE: Complete the timetable proposal for Officer elections.
JOHN: Re - contact Directors concerning BOD attendance.
JOHN: Send personal self evaluation to Lee for review ASAP prior to the BOD meeting.
AGENDA ITEM (1187):
Future Officer Call Agendas
DISCUSSION:
Board meeting notes:
- Review the agenda for the meeting
- need to confirm the reports that have been received - due this Friday - and be sure all are submitted prior to the meeting.
- need to confirm all logistical details for the meeting.
1. Review the operational plan (1st meeting of every month)
2. Review the action items from the previous meeting
3. Review new business items as needed
4. Review the committee progress
5. I also suggest that you (and the officers) develop a list of projects on a quarterly basis that we identify. These are things that only the officers can accomplish or items that are crucial to the future success of time.
ACTION ITEMS:
JOHN: When setting up future Officer call agendas follow Tom's suggest format:
1. Review the operational plan (1st meeting of every month)
2. Review the action items from the previous meeting
3. Review new business items as needed
4. Review the committee progress
5. I also suggest that you (and the officers) develop a list of projects on a quarterly basis that we identify. These are things that only the officers can accomplish or items that are crucial to the future success of time.
AGENDA ITEM (1188):
TIME Member Services - Deb Grillo
DISCUSSION:
A review of missing instructor summer course items.
In the future we need to include more specific information about what is missing in the mailings to instructors.
Invitation to Deb to log on to any Officer call if she has concerns that need to be addressed.
Deb was asked to make the membership report at BOD meeting at 1:30 pm and will try to make the call. If she can't make the call she is requested to contact Sandi or Walt and provide the information to them to make the report.
ACTION ITEMS:
FLOYD: In the future we need to include more specific information about what is missing in the mailings to instructors