SCASP Board Meeting Minutes

SCASP Board Meeting: April 29, 2011 1:00 PM - Columbia, SC

Lynn Collins, Ashley Philp, Kim Hills, Maria Bernard, Mary Bryant, Laura Mohr, Marjorie Rehlander, Rochelle Altman, Ginny Gast (proxy for Melissa Hullett), Antigo Martin Delaney, Kathy Durbin, Lisa Lipscomb, Kelly Snipes, Rachel Long, Sarah Bassin

1.     Welcome

a.     Establish quorum – 7

2.     Approval of Agenda

a.     Motion by Hills, 2nd by Bryant

3.     Approval of Minutes

a.     Mohr indicates we can just accept without a motion

4.     President – Ashley Philp

a.     PPI 2011 – July 6 – 8

                                               i.     Kelly Snipes, pres elect nominated to attend by President

                                             ii.     $369 per person to attend, $179 per room (can find roommate), plane ticket cost

                                            iii.     Cost will need to be included in budget for next year

b.     Opposition to SDE 15 day regulation

                                               i.     To hold meeting after evaluation is completed – calendar days after completion of eval, regardless of 60 day limit

                                             ii.     Philp discussed difficulty in scheduling with breaks, getting team together, etc., Sets schools up to fail

                                            iii.     Altman – question regarding motivation for new regulation and discussion by group

                                            iv.     President will draft letter, send it for review to board, then send it out

c.     NCASP Conference

                                               i.     Sunset Beach, Sept 30 – Oct 2 (Near MB)

                                             ii.     Week before our conference

                                            iii.     Discussion on reciprocal relationship – Philp: possibly offering membership price as we have done for them

d.     Board Retreat

                                               i.     Have Sunday prior to Summer Institute?

1.     Sunday June 26, organization assist with cost of hotel

2.     Would need to amend budget to cover cost of board member rooms

3.     Retreat Sunday June 26, 12 pm to 5:30 pm

e.     Member update

                                               i.     Letter mailed first of April, Express, Certified, and received

                                             ii.     No response received

5.     Executive Director –Lynn Collins

a.     Fall Conference update

                                               i.     Oct. 6-7, Radisson in Columbia

                                             ii.     Post-Conference – Workshop on Friday, Oct. 7, Sam Ortiz: Cross Battery Assessment

b.     Summer Institute update

                                               i.     36 people registered

c.     External hard drive

                                               i.     Has been purchased so that SCASP has electronic backup

d.     New PO Box: PO Box 1177 Irmo, SC 29063

6.     Treasurer's Report – Kim Hills

a.     Amended to add line for Professional Development Services

b.     Motion to amend budget for Treasurer

                                               i.     Cost of stamps and bad check fee, as well as ink

1.     Increase cost to $150

2.     Increase purchased services to $1000 from $800

a.     Motion passes to increase budget – proposed by Hills, 2nd by Snipes, vote passes

                                             ii.     Do not have formal way to recoup cost of bad check

1.     Discussion

a.     Possibly send letter to ask them to pay cost

b.     Hold registration for workshop, etc., until fee and cost have been paid

c.     Hills will write policy to discuss at next board meeting

2.     Gast – brought up need to increase newsletter budget for hard copies that are printed

a.     Philp – suggests move money from postage to printing

b.     Gast – Motion to move $50 from postage to copying, 2nd by Hills, motion passes

3.     Snipes - $218 off on Pres-Elect, Philp is under budget

a.     Snipes – Motion to move $220 form pres to pres elect for travel, 2nd by Hills

****Motion to Suspend Agenda****

****Reconvene Agenda*****

7.     Constitution Committee

a.     Snipes – checked constitution and bylaws for accuracy and clarity

b.     Discussion of suggested changes

                                               i.     Remove wording regarding seasons, (i.e., elections at Spring meeting)

                                             ii.     Language regarding quorum may need to be adjusted/clarified

                                            iii.     Snipes - suggestion of extending the length of time for student membership and the wording for retired members and membership fee

                                            iv.     Snipes – pay attention to termination and the sequencing section

                                             v.     Policy to clarify membership amounts

                                            vi.     Requires vote by membership

1.     Present in Fall

                                          vii.     Collins – common address membership

1.     Some districts paying for membership for employees

2.     Snipes – consider a package deal

3.     Language would need to be revised

4.     Philp – Discount for districts that pay for certain amount of members

a.     Employer Supported Membership

5.     Need revision suggestions by June 4th

8.     Legislative

a.     Capitol Hill update – Sarah Bassin

                                               i.     Advocacy day cancelled – only 3 members registered

b.     Legislative breakfast

                                               i.     Provide breakfast for legislators – need to schedule far in advance

                                             ii.     Consult with Sandy prior to Summer Institute

c.     Networking brunch

                                               i.     With organizations with similar advocacy goals

                                             ii.     May want to do after Fall Conf before Capitol Hill Day

                                            iii.     After GPR training

d.     Corporal punishment petition

                                               i.     Discussed at last meeting, need to make sure petition that was signed was consistent with the NASP position statement

                                             ii.     Can complete via email vote

e.     NASP GPR Training update

                                               i.     Approved – NASP pays for speakers to come, advocacy training

                                             ii.     Can tailor training to how much time we need them to speak

1.     Registration 7:30 – 8:30

2.     Thursday 8:30-9:30 Annual meeting

3.     9:30-10:30 NASP GPR - Keynote

4.     10:45-12 sessions – ethics, break-outs, etc. – panel discussions?

5.     12-1 lunch

6.     1-3 complete sessions

                                            iii.     Friday – Have to start earlier with conference, so makes times consistent for both days

1.     Need call for presentations

a.     Discussion of new regulations on restraint?

                                                                                                     i.     Lynn will call Mike to discuss

***Suspend for a Break***

***Reconvene***

9.     Membership

a.     New applicants

                                               i.     Kristin Wilson (Anderson 5-Full), Julia Englund (USC), Antonio Cooper (Student – Howard), James Harvey (Full, unemployed), Lucy Bailey (Lex/Rich 5 Full)

1.     Motion to accept – Marjie, Snipes 2nd, motion passes

b.     Changes to membership application

                                               i.     Ethics code

1.     Compliance with NASP code

                                             ii.     Renewal period capped at one year

1.     Needs to be added to application

                                            iii.     Membership may not be tax deductible – need to check on this

1.     If not paying lobbyist, may be able to move back to 503 c3

10.  Newsletter

a.     Submission procedures recommendations

                                               i.     Gast – will take recommendations, have some on back of newsletter, may need procedure to indicate we do not have to publish an article just because it is submitted

                                             ii.     Philp – need it to be more formal than just on back of newsletter

1.     Snipes – add to bylaws and address postings using technology, as well

2.     Mohr- good info in front of journals for submission process, etc.

3.     Bassin- bias in peer review process, maybe anonymous peer review process (blind review)

4.     Minimum of 3 people, may be related to topic, should specify that this review should consist of board members

5.     Snipes – do we need general guidelines for submission or will peer review process take care of this

6.     Current letter not going out today because there are no submissions

a.     Need these ASAP

11.  Nominations Committee

a.     Officer Slate

                                               i.     Secretary – Ballot: Maria Bernard, Marjorie Rehlander

1.     Motion – Durbin, 2nd Snipes

2.     Need bios

b.     Awards

                                               i.     Dr. Sandra Manning – Outstanding Contributions in the Field of School Psychology – recommended by committee, 2nd by Snipes

1.     No additional nominations received, deadline has passed

2.     Durbin - Motion to extend deadline to May 15, 2nd Bryant

12.  Program

a. Spring 2012 Workshop

                                               i. Date: we need dates so we can seek a speaker. We are open we just need to avoid March 12-16 and NASP. Need to wait until summer institute to appropriately evaluate whether we are holding a spring convention and/or a "winter workshop" + summer institute. Will go on retreat topics. Board examined possible calendar options for spring/summer. Will revisit at summer retreat.

                                               ii. Topics: tabled until summer retreat.

b.     Summer Institute updates: we are set. Antigo handling the logistics of the registrants taking it for credit. Winthrop contributing proportionally to the number of people taking it for credit.

13. Scholarship

a. have award submissions. Directive from president to get feedback from the board members (voting and non-voting) via email. Ashley will scan the full files in and send them out to the board.

14. Research

a. Award Recommendations: 2 award applications. Jack could not be in attendance today so will defer to his committee for feedback and then will request an email vote from the board.

15. a. Jack Lieb's sister is ill, Melissa Hullett is doing well, she has had the baby.

16. Website: Ginny is recommending we use Drupal. It's a good way to organize the website beyond what we are limited to with HTML. Have a demo up and running so we can test it. Working out how to do photos/bios for the board. Ready to get that information posted in. Ginny will send out a link to the demo once she has it ready. Proposing to make it simple, with a few tabs, well-organized. Look out for the link coming up soon. If you want to be part of the demo, send Ginny an email and she can include you in the demo. Get the new site ready to discuss at our fall meeting/ready to go for fall. Ashley referenced the break out session that was held at NASP for State Association webmasters, some of that information might be helpful (NASP regulations on what state associations can do). Will put it on the agenda for the Retreat (Advocacy and Technology). Hope to launch new site by fall conference.                  

17. Adjournment

**Website added to agenda