Meeting opened 6:12 p.m. by Pres M Cook

Welcome and introductions.

Old Business.

*Error – October 07 meeting minutes is what we are voting on.

Arneson, Goodman approve minutes

Treas report KTB

Business checking: 3,663.71
Bus savings: 1,008.77
CD 5,317.62
Total: 9991.10

(317.62 was CD int),

which brought CD 5317.62

Total 9990.10 cash on hand

Nikki—what we brought in an expenses

92 paid conference attendance
8 of those need to be investigated

12 int gps and 17 panels

Fantastic PR woman AG from DU – sold ads over 900 dollars

PSU gave coffee chocolate bar. We probably broke even and maybe 100 or 200 ahead or behind

Editors’ reports

Donna W. 3-year editor on Annual

Donna gives Kristen Lynn Majocha accolades; is her right and left hand person.
Thanks board. 20% acceptance rate now. Helpful and sage advice given be reviewers

Needs submissions. Jan 1 is deadline. Cost of Annual was $1100.00.

We can advertise in Annual and in Scholars

MC asks Groom to work with both editors to sell ads

KTB asks question: Conference fees and publications issues – where does the money come from

Donna – cost 1100 last year, too. Was in budget for more $ than actually cost. Only reason we talk about what journals cost at convention is because it’s the only time everyone every gets together. It’s parallel to convention but doesn’t come out of convention budget.

RCA mentions that we need to cover our costs for journal, etc. Need to cover costs for everything.

Discussion of issues of fees

DW – cost is about $4.00 if break it down.

AG -- ad sales is important.

Ann J – reason they are distributed at conference is to defray postage.

RCA – Mging editor of PA Scholar Series. Herman Cohen journal. Calvin Troup was editor, assisted by Jill Seibert Burk, assistant editor of journal. We don’t yet have final expense of the journal. In the past, DU has paid for it; we’d prefer not to have to do it each time, but will try to help if needed.

Recommendation of someone for next scholars’ annual. Dr. R. T. Oliver would be the one. We need 3-5 scholars’ names and preference a woman for 2010. KHJamieson from Annenburg; Diane Casagrande is another possibility. Can we have an agenda to invite in speaker of the year; speakers need plenty of time to come in. Ted Windt was another person. Donald Eckroyd.

RCA: If anyone thinks of another name, please let us know. Needs to make sure person has genuine national reach in terms of scholarship.

New Business

Bylaw changes. Chrys will go through again after MC and RCA did the bylaw changes. Ken Bohl turned it into PDF.

Issue of bylaw changes

*One was issues that affect officers.
Some things were old (we don’t have membership committee).

P. 2 major issue with taking out all of the former aims and goals: we wanted to deemphasize privileging some roles while not touching others. Suggestion was to make it simple – advance field of comm etc.

Paul Frye – at some point name changed. 2003 says Bonnie the Archivist.

Donna W offers comments: she agreed not to privilege one part of research & teaching over any other, but two stood out as part of mission

Encourage recognition of communication as fundamental area of research and teaching

Very last one: Communicate concerns regarding emerging and ongoing communication practices to decision makers in government, marketplace, organizations, and the arts.

Add executive director to titles in page 4; added editor to committee (page 4)

Liaison between executive director and membership; no longer newsletter committee; P and VP switch and do it

P 5 financial issues; semi-annual reports and not quarterly

P 6 exec director – chief rep to NCA; assist with annual awards process; writing commendation letters; look to organize finances and move to nonprofit status

P 7 adds executive director – exec director is nominated, and the process of how that’s done is explained

Final big thing: we struck ad mgr and membership chair and states advisory chair; advertising is PR duty. We could make PR an officer and not a chair since has many duties. All sorts of reasons why. RCA says that for our discipline, we need to do that.

States advisory committee at NCA is now role of ED.

Voices of Tomorrow

Old fashioned rules about how to go about getting people for awards; practices not practical anymore. JL will circle away from these matters because he and others worked on it.

K-12 and govt liaison – doesn’t mean we can’t have an ad hoc; right now, ED will be govt liaison and can do others

Section 11 Pg 10 PR committee had some job duties added to it, and therefore will attempt to make it an officer and add more because of journals

P 13 Interest Councils – we had to have outgoing and incoming chair and people revolved in every 3 years. Now we have a better way to do it.

Last thing that is not here: the treasurer’s duties will be moved to ED position. Could still have a treasurer, maybe, but will not be the doer.

KTB explains how making the procedure tighter will be better.

Bylaws will move to an e-mail blast in next newsletter and will be voted on in 2009.

Bonnie Sanford’s archival work. Explains that she acquired, for free, 6 or 7 archival boxes. Dirctor of archives at Tom White. Will send letter of thanks to him. He gave her archival folders. She needs a couple of additional boxes and will give them to her with mylar sleeves. She’s orginzed verything in a data base; wasn’t to scan 10 or 11 boxes in. Goal: web site. Tom W has offered to house the archival materials, but not official in a giving to DU; safe and temporary.

Ken Bohl: 501C3 KB was asked to look into the question of whether we have tax exempt status. Review of TE status – what would be involved and what are the benefits. We want org to grow – main issue.

Non p isn’t owned by anyone; run by Board of Dir
Members and board not personally liable
Extensive grant and foundation funding available
Donations are tax deductible

(that’s nonprofits in general)

Can file IRS if gross receipts are over 25,000
Must be organized and operated exclusively for charitable services
May pay reasonable compensation, but can’t pay out profits

That’s all 501 3 C in general.

Another possibility is to become a group within ECA, which is a nonprofit. Legal expense of filing, etc. Synergy would be great.

What is involved in that? There is a process called “group” to become a subset of 501 3 C. We’d still be independently acting – own BOD – but there would be oversight – an agreement between the organization.

Benefit to IRS and to organization
Exempt orgs that plan to have related, very similar orgs may apply

ECA constitution does make allowances for affiliate organizations

RCA says that’s been an interest of his, but if ECA or this PCA body didn’t want it. Could we connect with DU? Maybe.

MC asks for benefits and costs. KB says here they are

Initial cost – one time cost of filing for 501 3 C (on our own)

Synergy gained (ECA connection)

A Jabro suggests that we should get the information given to us to think about. KTB says that we have been discussing it for years, and maybe it’s an exec level decision. Look at time it will take and just do it . . .

Jack Ciak – what’s the track record with other state organizations? KB - -don’t know. JC says that if other states have done it, they might have information.

RCA: synergy issue is an issue – org is healthier when all orgs are healthy . . . nat is healthy when regionals are healthy, and regionals healthy when states are healthy

Chrys G: There is the SAC – State Association of NCA. Let’s check that out – how have other state orgs got tax exempt status? We were one of the strongest state orgs back when CG was pres.

DWeimer: can we say support for this idea? Unanimous yes.

Elections: KGR recommends Linda Schifino as VP. Are there any nominations from the floor? None. Linda by acclamation.

New member at large: Amanda McKendree. Acclamation; discussion with Dianne Garyantes, who may be moving out of state; she’ll be willing next year if she stays in PA.

Next convention: will have to do with neighbors – across the table/yard world – won’t you be our neighbor and come, please?

Dates: October 15-17 contract hasn’t been signed; Thursday through Saturday.

Report from ad hoc committee on internet: Ann J was working on it, and Kristin Rauschenthaler Wolfe is reporting. Lost Jeanne P. PCA.org is available. Al M ED of ECA said they could use the research for ECA – e.g., looking at other sites. May have to move from DU because of size; hosting fees could be as low as 12 dollars a month.

Installation of new president: Nichola Gutgold.

Resolutions: Exec Director charged with writing letters for all officers and publicity chair to appropriate administrators. Will send to up to three places and cc to winner. Send to Jill Seibert Burk

7:07 adjournment

Updated August 13, 2009