Officer's Meeting 9/8/2002 - 9/8/2002 Location: Home of Steven Estrella In Attendance: John Dunphy, Tom Rudolph, Steven Estrella, Lee Whitmore First the action items: DAVE: Officers are requesting that Dave adds language to the Board of Advisors section of the Bylaws to establish an honorary board member position that would not be active on standing committees. We will propose that we have 50 active members and as many honorary members as the directors deem appropriate. JOHN and LEE: Create a proposal for executive director stipend and cost of additional support services needed. Submit to executive committee and officers for review before a vote at the October directors meeting. Tom suggested the job would take 16 to 20 hours per week. JOHN: Add advisory board renewal to October 2003 officer's meeting agenda as an annual task. Contact Advisory Board to alert them that we only had room for 13 of the nominees. JOHN: Report on officer's duties from the bylaws. Propose Tom's idea for music technology teacher of the year. Make proposal for member privacy policy. JOHN: Set up conference call and contact Dave Mash, Bill Bauer, and Rocky Reuter for phone information. JOHN: Speak to Stef about finishing the newsletter with delivery to our membership by October 1. Draft newsletter must be delivered by September 12. Ask her for the files from the last newsletter (April 2002). LEE and DAVID: Officers suggest the change in bylaws. The minutes contain a suggested list of 13 persons to be added to the Advisory Board as of March 2003 for a three year term of service. Send this list in advance to the directors for approval at the October 2002 meeting. If approved at the Directors meeting then John has to invite the nominees to join us. If any decline, John will invite nominees from our alternate list or ask for additional nominations from the advisory board. LEE: ask Mike Kovins to recommend NAMM members and NARAS members to serve on the advisory board. STEVE: Add advisory board term and directors term to database for tracking. STEVE: create a proposed budget for newsletter with itemized costs. STEVE: Make sure all advisory board members are TI:ME members of one sort. Create an in-kind (IC) designation for Electronic Musician and other big contributors. Create an honorary membership designation for individual luminaries. TOM: Add to October agenda to add advisory board honorary member and discontinue director emeritus position. Honorary would be in excess of active board members to make sure committees are staffed. TOM: Amend final agenda item to reflect first choice for board of directors meeting of March 16, 2003, second choice would be Feb 22 or 23 at Korg. AGENDA ITEM (344): Agenda DISCUSSION: Bylaw revision Advisory Board Membership issue Committee Executive Director stipend ACTION ITEMS: AGENDA ITEM (345): Advisory Board Membership DISCUSSION: From TOM: Advisory Board membership, I brainstormed the following list of action steps to get the 50 people on the Board. 1. determine the number of current members of the Board (37 according to our web site) 2. review the list of nominees that were submitted at the last Advisory Board meeting. 3. determine a plan to request for nominees from the members of the Advisory Board not in attendance at the meeting 4. determine a plan for selecting the new members to fill out the 50 members listed in the bylaws. 5. develop a 3 year plan for membership Does this sound like a reasonable plan? Current 3 year term for current advisory board members begins March of 2001. John expressed concern about how to enforce Section 6.4 of the bylaws that requires board members to participate in standing committees. Tom and Steve agreed that we should encourage participation and those who don't participate should not continue to be on the board. Shall we have honorary members like Bob Moog who don't participate much but lend their names in support of the organization. The officers decided that it is not necessary to have a director emeritus position. We will bring this up at the directors meeting. National Advisory Board as of February 25, 2002 Ms. Debra Barbre* Roland USA Mr. Mike Bates* Yamaha Corporation Dr. Bill Bauer* Case Western Reserve University Mr. Michael Blakeslee Music Educators National Conference Dr. Tim Brimmer Butler University Ms. Joy Cardin Yamaha Corporation Ms. Debbie Cavalier Berklee Press Prof. Marc Dicciani University of the Arts Mr. John Dunphy* Villanova University Dr. Steven Estrella* StevenEstrella.com - part of Shearwater & Company, Inc. Ms. Tyson Harper Silver Burdett Ginn/Scott Foresman, a division of Pearson Education Dr. George Hess Central Michigan University School of Music Prof. Doug Hicks University of Akron Mr. Ken Johnson* Korg USA Mr. Tom Johnson Coda Music Technology Mr. Mike Kovins* Korg, USA Mr. Joe Lamond NAMM Mr. Mike Lawson ArtistPro Ms. Stefani Langol* Saint Ann's School Mr. David Mash* Berklee College of Music Dr. Peter McAllister* Ball State University Mr. Bob Morrison VH1 Mr. Don Muro* Long Island University/C.W. Post Campus Dr. G. David Peters Indiana University Ms. Valerie Pippin Publisher, Keyboard and MC2 magazines Mr. John Pledger Publisher, Mix and Electronic Musician magazines Mr. Mike Purdy J. W. Pepper & Son, Inc. Prof. Bill Purse Duquesne University Prof. Lynn Purse* Duquesne University Dr. Sam Reese University of Illinois at Champaign-Urbana Mr. Bill Reilly Sibelius Dr. Rocky Reuter* Capital University Dr. Floyd Richmond* West Chester University Mr. Gerson Rosenbloom Medley Music Corporation Dr. Thomas Rudolph* Haverford School District Dr. David Sebald University of Texas at San Antonio Mr. Brad Smith Hal Leonard Publishing Mr. Greg Smith Lentine's Music Dr. Kim Walls Auburn University Dr. Lee Whitmore* Cablevision Systems Corporation Of the list above the following might be honorary: Dr. G. David Peters Indiana University Mr. Bob Morrison VH1 Mr. Joe Lamond NAMM The list below should be removed as requested. Mr. Ken Johnson* Korg USA Additional Honorary members proposed are: Tim Lautzenheiser Bob Moog Sammi Bradley from NARAS We will propose that we have 50 active members and as many honorary members as the directors deem appropriate. Current advisory board members term ends. Of the nominees for advisory board, the officers have placed the following on a list of most desirable. The remaining nominees will hear from the Executive director to propose they serve in a committee and be voted upon in March of 2004. Most desirable list: Ken Simpson (Tom Rudolph) Keith Mason Dennis Mauricio David Dvorin Kim McCord, Studies with Sam Reese James Frankel, ABD at Columbia Paul Lehrman, from mix magazine Sandy McCloud, Vermont MIDI Project Julie Romeo, from Brook Mays Frank Clark, University of South Alabama Fred Reese, IUPUI Someone from Grammy/NARAS - Sammi Bradley or another (see Lawson) Scott Lipscolmb, Northwestern Other nominees: Mark Wingate, School of Music FSU (John Pledger) Tim Lautzenheiser - H Sarah Hagen, North Dakota Frank Dorritie, author of audio theory text from California nominated by Mike Lawson Karl Swearingen - ? Dwayne Ducksberry, in Washington (nominated by Dave Sebald) Melissa Hair, Holidaysburg, PA - ? Bob Tozier, North Allegheny High School - ? Scot Emends, University of Wisconsin Bob Morris, Fender - ? Ted Scalzo, Bayshore High School (nominated by Ken Johnson). ? Ask Peter Webster and David Williams again about getting involved again. Maude Hickey, Northwestern - ? Once the process is approved, the officers (or executive director) establish a precise plan for ensuring smooth transitions and staffing of the advisory board. We will propose that our "most desired" list begin to serve three year terms in March of 2003. Lee proposed that the officers would create a list of very active members who would be renewed early to create a staggered renewal schedule. We would do this in October of 2003. ACTION ITEMS: TOM: Add to October agenda to add advisory board honorary member and discontinue director emeritus position. Honorary would be in excess of active board members to make sure committees are staffed. LEE: ask Mike Kovins to recommend NAMM members and NARAS members to serve on the advisory board. DAVE: Officers are requesting that Dave adds language to the Board of Advisors section of the Bylaws to establish an honorary board member position that would not be active on standing committees. We will propose that we have 50 active members and as many honorary members as the directors deem appropriate. STEVE: Add advisory board term and directors term to database for tracking. STEVE: Make sure all advisory board members are TI:ME members of one sort. Create an in-kind (IC) designation for Electronic Musician and other big contributors. Create an honorary membership designation for individual luminaries. JOHN: Add advisory board renewal to October 2003 officer's meeting agenda as an annual task. Contact Advisory Board to alert them that we only had room for 13 of the nominees. LEE and DAVID: Officers suggest the change in bylaws. The minutes contain a suggested list of 13 persons to be added to the Advisory Board as of March 2003 for a three year term of service. Send this list in advance to the directors for approval at the October 2002 meeting. If approved at the Directors meeting then John has to invite the nominees to join us. If any decline, John will invite nominees from our alternate list or ask for additional nominations from the advisory board. AGENDA ITEM (346): Committee Reports and Issues for Board of Directors meeting DISCUSSION: The officers approved the agenda for the October Board of Directors meeting. Tom proposed dates for the next Advisory Board meeting. The officers agreed that Sunday March 16, 2003 is the date we should propose to the board of Directors. ACTION ITEMS: TOM: Amend final agenda item to reflect first choice for board of directors meeting of March 16, 2003, second choice would be Feb 22 or 23 at Korg. AGENDA ITEM (347): Executive Director Duties DISCUSSION: Project management and general oversight of mission critical activities of the organization. Communication with committee chairs. Speak for the organization. ACTION ITEMS: AGENDA ITEM (348): What do we pay for? What do we get for free? DISCUSSION: Officers agreed that mission critical activities should be compensated to be sure the organization continues to fulfill its obligations. Steve emphasized that the vendor needs to have a substantial interest in fulfilling commitments. Mission critical activites: Membership Fulfilling member benefits - retention Newsletter and all other benefits Web site columns Monthly news email Regular communication with membership Getting new members Conferences and Promoting the organization Advertising/Press releases Marketing Co-marketing plans Developing and Implementing a 5-year plan Courses and Educational component IC and Education Institution memberships Development and grants General Administration Running the office, mail, budget review, hiring and firing Monthly reports to the officers and board of directors Long-term planning ACTION ITEMS: JOHN: Speak to Stef about finishing the newsletter with delivery to our membership by October 1. Draft newsletter must be delivered by September 12. Ask her for the files from the last newsletter (April 2002). STEVE: create a proposed budget for newsletter with itemized costs. JOHN and LEE: Create a proposal for executive director stipend and cost of additional support services needed. Submit to executive committee and officers for review before a vote at the October directors meeting. Tom suggested the job would take 16 to 20 hours per week. AGENDA ITEM (349): New business DISCUSSION: The officers agreed that more frequent face-to-face meetings are needed to ensure progress. Tom's idea for an award for outstanding music technology teacher of the year will be presented at the October 2002 director meeting. Member privacy policy Past practice - sold list to Bill Purse to market TI:ME courses (co-marketing). Give members a way to opt out of TI:ME-partner mailings. Mailings include info from member institutions like Duquesne about courses, newsletters and articles from member organizations like Roland, Korg, Yamaha, etc. ACTION ITEMS: JOHN: Report on officer's duties from the bylaws. Propose Tom's idea for music technology teacher of the year. Make proposal for member privacy policy. JOHN: Set up conference call and contact Dave Mash, Bill Bauer, and Rocky Reuter for phone information.