Officer's Meeting 10/17/2006 - 10/17/2006
Location: Phone Conference
In Attendance: John Dunphy, Tom Rudolph, Mike Moniz
AGENDA
DISCUSSION:
TI:ME Officers Meeting
Date: October 17, 2006
Time: 4:00 pm
Call information:
866-248-0560
*9766901*
ACTION ITEMS:
JOHN: Contact Rocky to find out what the current
status of
JOHN: Check with Deb and address the following urgent items:
#1- move the evaluation of summer courses & instructors ahead. No further evals should be expected at this late date. We need a deadline for the report (10/31/06).
#2 - students not receiving an email about their trial memberships
#3 -Getting the membership report done on a monthly basis
JOHN: Suggest that a meeting with Jim, Walt, Sandi and Larry to devise a plan to address increasing the membership is at the top of the organization's priority list.
JOHN: Ask Mark what he does on a regular basis to solicitate articles for issues.
JOHN: We need a decision from Brad Smith in the next few weeks or we need to move on to the secondary list of publishers.
JOHN: ADD TO OPERATIONAL PLAN (NOVEMBER/DECEMBER)
JOHN: ADD TO OPERATIONAL PLAN
JOHN: Review the email list of suggestions developed by Lee. Develop a plan with the Officers, Floyd, Christine and Deb for all aspects of summer course issues including class lists, instructor reports, evals, royalties, etc.
JOHN: Tom suggested a bi-weekly call with Deb and Christine over the next 4 / 5 months to go over specific things that need to done and provide structure and guidance to accomplish the tasks needed.
JOHN: Place the list of projects by Officers to number 1 on the next officer call.
JOHN: Rotate items to be addressed on Officer calls so that we cover different areas before running out of time on the call.
JOHN: Add a review of the BOD action items on the next call
JOHN: Add these items to the next call
2. MENC Report
3. Instructor summer report out ASAP
4. TI:ME Teacher of the Year plan
6. List all initiatives from the Oct. 1 meeting that fall on the Exec. Dir. And/or officers.
LEE: Review two candidates and make comments and suggest his preference.
Steve Estrella? Ken Rensaseller?
TOM: Ask Lee to vote on Steve's status. John, Tom, Mike agree that he can serve on the board without being a committee chair. Precedent already set with Muro, Barbre, etc. He may be able to chair another committee. Take a look at the policy to clarify the BOD requirements. Future rotation of officer terms will naturally lead to changes.
TOM: contact Danny to organize a committee call
AGENDA ITEM (1210):
1. REVIEW COMMITTEE PROGRESS
DISCUSSION:
Conference Committee
-needs 2008 National Conference Site
Executive Committee
-new chair needed
Education Committee
- evaluation of summer courses & instructors
Grants Committee
- moving forward with NAMM grant
- meeting on Wednesday
MarCom Committee
- to develop a marketing plan
- to meeting on Wednesday 10/18
Membership Committee
- Met 10/11
Newsletter Committee
- Mark Lochstampfor finishing the October issue
Publications Committee
- Awaiting Hal Leonard proposal
Research Committee
- note from Scott L promises more input
State Chapter Committee
- Met 10/12
Website Committee
- George Litterst to be new chair
- Shearspire moving site to new server
ACTION ITEMS:
JOHN: contact rocky to find out what the current
status of
LEE: review two candidates and make comments and suggest his preference.
Steve Estrella? Ken Rensaseller?
JOHN: check with Deb and address the following urgent items:
#1- move the evaluation of summer courses & instructors ahead. No further evals should be expected at this late date. We need a deadline for the report (10/31/06).
#2 - students not receiving an email about their trial memberships
#3 -Getting the membership report done on a monthly basis
TOM: contact Danny to organize a committee call
JOHN: Suggest that a meeting with Jim, Walt, Sandi and Larry to devise a plan to address increasing the membership is at the top of the organization's priority list.
JOHN: Ask Mark what he does on a regular basis to solicit articles for issues.
JOHN: We need a decision from Brad Smith in the next few weeks or we need to move on to the secondary list of publishers.
AGENDA ITEM (1211):
2. ACTION ITEM REVIEW
DISCUSSION:
1. John to contact Deb Grillo to let her know that Christine will be working for John in a specific role. . DONE 10-4-06
2. John to develop materials to share with Mike Bates and Joe Lamond. This will be done annually prior to the NAMM meeting. Lee suggested that John contact Joe Lamond. Lee offered to review these materials.
JOHN: add to operational plan (November/December)
3. John to contact Floyd to discuss the proposal for NASM. This should include mention of TI:ME and perhaps the undergraduate proposal.
4. John to contact Mark Lochstamfor for a list of the ads that were placed in the last newsletter. This list should be sent to Deb Grillo and she instructed to send the invoices. Mark must send a list of the ads to Deb Grillo each issue. John should review this with Mark. This should be added to the operational plan - each time a newsletter is produced. DONE 10-4--06
JOHN: add to operational plan
5. John to contact Larry Marchese by phone to find out if he is able to take on the tasks of the MarCom chair. This is a huge position and we need an active committee chair. John to find out when the next MarCom call is going to be and is he able to run the committee. We need him to review the items on the Operational Plan. Larry needs to schedule a call soon and review the OP regularly. (Sent email 10-04-06 to try to schedule a phone call)
6. John - to schedule a call with Mike Bates ASAP and inquire about their continued support of the TI:ME teacher of the year and IC memberships. - Phone tag in progress
7. John agreed to attend the NAMM grant recipient meeting Jan. 17th at NAMM. John to check about the meeting - John to ask Sandi if a grant person is needed. Jim Frankel is the grant administrator and if needed, John will make a formal request to Jim as soon as possible. - Will get agenda this week per Sandy Jordan
ACTION ITEMS:
JOHN: add to operational plan (November/December)
JOHN: add to operational plan
AGENDA ITEM (1212):
3. NEW BUSINESS ITEMS
DISCUSSION:
TR: we need to discuss Steve Estrella. Now that he has resigned from the web site committee and we have a new chair to add, does he come off the Board of Directors? Discussion and vote by officers needed.
TOM: Ask Lee to vote on Steve's status. John, Tom, Mike agree that he can serve on the board without being a committee chair. Precedent already set with Muro, Barbre, etc. He may be able to chair another committee. Look at the policy to clarify the BOD requirements. Future rotation of officer terms will naturally lead to changes.
1. Suggest a call with the officers, Floyd, Christine and Deb and come up with a plan to handle this for next year. We should try to schedule this in October.
JOHN: Review the email list of suggestions developed by Lee. Develop a plan with the Officers, Floyd, Christine and Deb for all aspects of summer course issues including class lists, instructor reports, evals, royalties, etc.
JOHN: Tom suggested a bi-weekly call with Deb and Christine over the next 4 / 5 months to go over specific things that need to done and provide structure and guidance to accomplish the tasks needed.
JOHN: Place the list of projects by Officers to number 1 on the next officer call.
JOHN: Rotate items to be addressed on Officer calls so that we cover different areas before running out of time on the call.
JOHN: Add a review of the BOD action items on the next call
2. NAMM meeting for grant recipients, Jan 17 at Grand Californian Hotel, Anaheim , 1 to 4:30pm and NAMM supporters at NAMM kiosk in Anaheim - Sandy Jordan to send details later this week
3. Is IAEKM going to continue to support/sponsor the TI:ME Teacher of the Year Award and continue to support TI:ME membership of the Board. - JD called Mike Bates. Still trying to make contact.
4. Review the "Tasks for TI:ME Administrative Person" on the TI:ME site
ACTION ITEMS:
TOM: Ask Lee to vote on Steve's status. John, Tom, Mike agree that he can serve on the board without being a committee chair. Precedent already set with Muro, Barbre, etc. He may be able to chair another committee. Take a look at the policy to clarify the BOD requirements. Future rotation of officer terms will naturally lead to changes.
JOHN: Review the email list of suggestions developed by Lee. Develop a plan with the Officers, Floyd, Christine and Deb for all aspects of summer course issues including class lists, instructor reports, evals, royalties, etc.
JOHN: Tom suggested a bi-weekly call with Deb and Christine over the next 4 / 5 months to go over specific things that need to done and provide structure and guidance to accomplish the tasks needed.
JOHN: Place the list of projects by Officers to number 1 on the next officer call.
JOHN: Rotate items to be addressed on Officer calls so that we cover different areas before running out of time on the call.
JOHN: Add a review of the BOD action items on the next call
AGENDA ITEM (1213):
4. Ex. Dir & officers list of projects for review on a quarterly basis.
DISCUSSION:
1. Need to find a National Conference Site for 2008
2. MENC Report
3. Instructor summer report out ASAP
4. TI:ME Teacher of the Year plan
5. TR;'s concerns about Data management:
* Jim Frankel's comment that his grade students have not received an email about their trial memberships - Jim mentioned this at the Board meeting.
* Getting the membership report done on a monthly basis - I have not seen a Sept. report.
6. List all initiatives from the Oct. 1 meeting that fall on the Exec. Dir. And/or officers.
ACTION ITEMS:
JOHN: 2. MENC Report
3. Instructor summer report out ASAP
4. TI:ME Teacher of the Year plan
6. List all initiatives from the Oct. 1 meeting that fall on the Exec. Dir. And/or officers.
AGENDA ITEM (1214):
5. List of the Exec. Dir. goals and review progress on these regularly NOT COVERED
DISCUSSION:
Executive Committee Goals for Executive Director
(copied the goals from the Oct. 1 review)
Essential Goals and Deliverables for 2007 - based on 2006 goals and the above performance comments:
1. Develop a comprehensive membership campaign, bringing together the Membership, MarCom and State Chapters committees, with a goal of growing membership by 20% in each of the targeted states (i.e., MA, FL, TX, NJ and PA).
2. Present to the Executive Committee, by January 2007, a concise plan for launching a development initiative that will raise significant dollars for a TI:ME endowment. Include targeted donors and a realistic fund-raising goal for next year.
3. Hold a conference call with each committee chair monthly, with a preset agenda, including those items for the chairs' committees found in the strategic plan. Keep a record of these conversations and resulting action items.
4. Develop and present to the Board for approval a new five year (2008-2012) strategic plan to be approved in October 2007.
5. Enhance strategic relationships, schedule a minimum of quarterly conversations or meetings with leaders of crucial partners, including MENC, NAMM, Midwest Band Clinic, IEAKM and GAMA. Report quarterly to the officers and Executive Committee on progress in this area.
6. To develop a plan for the TI:ME Board of Directors and TI:ME Advisory Board members to actively participate and contribute to one or more TI:ME subcommittees. TI:ME needs to increase and renew the membership in our committees annually.
- Continue to grow the membership to reach 1500 dues paying members:
- Establish three Local Chapters
- Refine and focus the convention schedule from 2006 to 2009 to ensure
maximum impact:
- Continue to investigate the option of establishing a TI:ME endowment
fund:
- Investigate ways to contain costs in record keeping
- Increase the effectiveness of the Research Committee:
- Continue to expand your presence and role with other organizations like
NAMM and MENC:
Additional Executive Director Goals:
* Register as a Service Provider in 12 states
* Continue to support and encourage participation on committees by members of the Advisory Board and members at large
* Promote the membership use of the website
* Review and rewrite TI:ME courses as needed
* Review and Revise the Five Year Strategic plan with each committee to prepare a new plan for the future