EASTERN DISTRICT ASSOCIATION
American Alliance for Health, Physical Education, Recreation and Dance
EXECUTIVE BOARD MEETING
August 13-14, 2010
Crowne Plaza Hotel, Enfield, CT
MINUTES
1.0CALL TO ORDER
The August meeting of the 2010-2011 Executive Board was called to order by President Deitra Wengert on Friday, August 13, 2010 at 1:20pm.
1.0.1Review of Value Statement
President Wengert reviewed the following statement of ethics adopted for Executive Board members:
Issues discussed by the Board will stay within the Board. Discussions will add new information or debate, and not simply reaffirm previous points. Board members will:
Read materials; keep well-informed of developments relevant to issues that may come before the Board
Respect others opinions
Be receptive to new ideas
Communicate accurately
Strive for unity of decision and values
Represent all those whom this organization serves
Use the strategic goals
Consider themselves “trustees” of EDA and do their best to ensure that it is well-maintained, financially secure, and always operating in accord with its stated objectives.
2.0ROLL CALL & ROSTER UPDATE
PresidentDeitra Wengert
President-electGene White
Immediate Past-PresidentLynn Johnson
District Representative to BOGIrene Cucina
VP Physical EducationPeter Rattigan
VP-elect PEJudy LoBianco
VP DanceJennifer Ellis (Abs)
VP-elect DanceTeresa Lukes (Abs)
VP HealthShawna Southern (Abs)
VP-elect HealthSusan Yesalonia
VP Physical Activity & RecreationBarbara McCahan
VP-elect Physical Activity & RecreationJill Goldman
Student Rep (Pres. Appt. MD)Ian Cook
Student Rep (Rotation-PR)Michele Fuentes
Student Advisor (non-voting)Christine Brett
Parliamentarian (non-voting)Linda Woods Huber
Executive Director (non-voting)J. Richard Polidoro
Also attending by invitation of President Wengert was Paula Summitt, EDA Web Manager and Debra Ballinger, Editor of the Easterner Express.
3.0REVIEW OF PARLIAMENTARY PROCEDURES
Parliamentarian Linda Woods Huber reviewed the following rules of order for this meeting:
* District Executive Board meetings are governed by Robert’s Rules of Order and are subject to
the bylaws and policies of AAHPER
* The approved agenda will be followed unless there is a motion to consider an item out of its
approved order.
* Only voting members may make a motion. The President must “relinquish the chair” to make a
motion.
* When preparing motions, use the KISS principle...Keep it smart and simple. A motion should
stand by itself and not be open to interpretation at a later date.
* All motions shall be written on the approved motion form and signed by both the maker of the
motion and the second. The carbon copy shall be retained by the maker and the original shall
be delivered to the President. The maker of the motion may seek the advice of the Parliamentarian as
to the motion’s format.
* No discussion should be permitted on an item until a motion has been properly made,
seconded, and placed on the floor by the President.
* Debate on one subject shall be limited totwenty (20) minutes unless a motion is approved to
extend debate for a specified additional period. The Parliamentarian shall serve as timekeeper.
* No individual shall speak to an issue a second time until all who desire to speak have been
heard for the first time.
* Members of the Board should utilize, whenever possible, the least complicated procedures
(within Robert’s Rules) in making and adjusting motions. As a rule, one should not offer
substitutemotions. It is easier to request the maker of the original motion and the second to
either withdraw or modify their motion (with the Board’s approval). If this is not accepted, the
original motion can be acted on and a new motion proposed if the original motion is defeated.
* To request a vote, a member may call out “question” at any time. This, however, does not
stop discussion. The president will ask, “Are you ready for the question?” If others wish to
talk, discussion continues; if not, the vote is taken.
* To stop debate, a member must seek recognition and then say, “I move the previous
question.” If the motion is seconded, no further discussion can take place, and the president
must call for the vote on stopping debate. If the motion receives two-thirds of the votes the
President must immediately call for the vote on the pending motion.
* Motions to receive reports shall not be made. The presentation of a report is, in effect, the
receipt of the report and the Executive Director will so note its receipt in the minutes.
* Motions made by a subcommittee of the Board shall be accepted without the formality of a
second (a committee recommendation implies a second). Motions presented by other than
Board committees, however, do require a second.
4.0APPROVAL OF AGENDA
Motion 1 - IT WAS MOVED AND SECONDED (CUCINA/JOHNSON)TO APPROVE THE AGENDA WITH PERMISSION TO DEVIATE AS NECESSARY.
MOTION CARRIED
Unanimous
5.0APPROVAL OF CONSENSUS ITEMS
MOTION 2 - IT WAS MOVED AND SECONDED (CUCINA/LOBIANCO) TO APPROVE THE FOLLOWING ITEMS BY CONSENSUS.
5.01Minutes of the May 7-8, 2010meeting of the Executive Board.
5.02Receipt and Filing of Officer Reports
MOTION CARRIED
Unanimous
6.0EXECUTIVE DIRECTOR REPORT
6.01Informational Items
Executive Director J. Richard Polidoro briefed the Executive Board on financial policies relative to funding for this particular meeting, including a review of the housing reservations for Board members. He also reviewed the status of submitting vouchers for reimbursement based upon recent custodial care negotiations with AAHPERD. He outlined the procedures to follow for this meeting in requesting reimbursement for expenses.
6.02Interim Financial Report
Executive Director Polidoro presented an Interim Financial Report for the 2009-2010 fiscal year dated July 23, 2010. He indicated that all of the District funds, with the exception of a petty cash fund and the Margaret Paulding Lecture Account are under the custody of AAHPERD. Executive Director Polidoro reported that fund balances as of July 23, 2010 were $157,895.62 in unrestricted operating and investment accounts ; $29,019.00 in the Robert M. Pate Scholarship Fund; $18,140.77 in the Margaret Paulding Lecture Account; and $6,775.40 in the Petty Cash Account for total assets of $211,830.79. In reviewing the report, major sources of revenues and expenditures were highlighted.
7.0ANNOUNCEMENTS
7.01President Announcements
7.02EDA Student Leadership Conference With PSAHPERD - October 8-10, 2010,
Stony Acres, PA
7.032011 EDA/NJAHPERD Convention – February 16-19, 2011, Ocean
Place Resort & Spa, Long Branch, NJ
7.042011 EDA Spring Executive Board, Councils Meetings, May 13-14, 2011, Marriott
Hotel, Saddle Brook, NJ
7.052011 AAHPERD Convention – March 29 – April 2, 2011, San Diego, CA
7.062011 EDA August Executive Board/ Councils/State Leaders Conference - August 19-20,
2011, Holiday Inn Hotel, Enfield, CT
7.072012 AAHPERD/EDA Convention – March 13 – 17, 2012, Boston, MA
8.0 EXECUTIVE BOARD REPORTS
8.01President Deitra Wengert
8.02Past President Lynn Johnson
8.03President-Elect Gene White
8.04District Representative to AAHPERD BOG Irene Cucina
8.05Vice President, Health Shawna Southern
8.06Vice President, Physical Education Peter Rattigan
8.07Vice President, Recreation and Physical Activity Barbara McCahan 8.08 Vice President, Dance Jennifer Ellis
8.09Vice President-Elect, Health Susan Yesalonia
8.10Vice President-Elect, Physical Education Judy LoBianco
8.11Vice President-Elect, Recreation and Physical Activity Jill Goldman
8.12 Vice President-Elect, Dance Teresa Lukes
8.13Student Representatives Michele Fuentes
Ian Cook
8.14Student Advisor Christine Brett
8.15Executive Director J. Richard Polidoro
9.0OLD BUSINESS
9.01Updated 2010-2011 Committee Rosters - Deitra Wenger
President Wengert reported that an electronic copy would be sent to members of the Executive Board on Saturday morning, August 14, 2010. Copies were electronically received by Board members as indicated.
9.02Nominations for 2011 Alliance Awards - Deitra Wengert
President Wengert reviewed the current status of gathering materials and sending forward nominations for Alliance awards. Nominations and responsibilities for writing letters of endorsement were reviewed. President Wengert will send complete application packets for all award nominees to AAHPERD by October 15, 2010.
9.03Review of Procedures for District and National Association Awards - Debra Ballinger
Debra Ballinger, chair of the National Association and District Awards Committee discussed district and national association awards, the time lines involved and the procedures to following in submitting nominations. The chair reviewed the procedures to follow and indicated that all nominations are due by October 15.
9.04Final Report of the 2010 Rye Convention - J. Richard Polidoro
Executive Director Polidoro presented a final report for the 2010 Rye Convention. Registration figures were
reviewed in a variety of categories. The net profit to the District was $23,839.03. He also reviewed the record
of recent Convention profits from 1987 to date.
9.06 Easterner Express Information - Debra Ballinger
Debra Ballinger, Editor of The Eastern Express presented information pertaining to the deadline and content
design for the Fall 2010 issue. She reminded Board membersthatarticles were overdue and should be submitted
in Word Times Roman 12 font format.
MOTION 3 - IT WAS MOVED AND SECONDED THAT THE DEADLINES FOR THE EASTERN
EXPRESS BE ONE WEEK (SEVEN DAYS) AFTER THE SPRING MEETING AND ONE WEEK
(SEVEN DAYS) AFTER THE AUGUST MEETING.
MOTION CARRIED
Unanimous
9.07 Update on Sites for 2013/2014 EDA Conventions - Irene Cucina
Irene Cucina, Chair of the Convention Site Selection Committee reviewed the status of sites identified for the 2013 and 2014 EDA Conventions. She reported that the team is now making plans to negotiate with a Valley Forge, PA site for 2013. The 2014 site will be negotiated at a later date.
9.08 Update on 2010 Student Leadership Conference - Christine Brett
Student Advisor Christine Brett reviewed details of the upcoming 2010 Student Leadership Conference. This year, the conference will be held jointly with the Pennsylvania State AHPERD. The conference will be held October 8-10, 2010 at Stony Acres (East Stroudsburg University) in Pennsylvania. Registration will be $50.00 per person.
9.09 Status and Review of ASP Updates/Revisions - Lynn Johnson
Past President Johnson reviewed the importance of including the ASP goals when completing Board officer reports.
9.10 Update on Criteria for Success Report and Rejoinder - Irene Cucina
District Representative Irene Cucina reviewed the current status of the District’s Critical Indicators of Success Report. EDA currently has a score of 89 of the total possible points available. The final report will be reviewed when the financial data are completed by the Alliance.
9.11Update From EDA Web Manager - Paula Summitt
Paula Summitt, EDA Web Manager reviewedher report submitted to the Board.She indication that any information from the District to be posted on the web must first be approved and then forwarded by the Executive Director.
9.12 Report of Committee to Acquire Sponsorships - Judy LoBianco
Judy LoBianco, Vice President-elect of Physical Education thanked committee members Shawna Southern and Sally Nazelrod. A proposed sponsorship menu was presented for Board review. No action was taken at this time. A final report will be presented at the 2011 Convention meeting of the Board.
9.13Report of EDA Convention Task Force - Marian Franck
Marian Franck, chair of the Ad Hoc Committee to Study the Structure and Function of the District Conventions presented the board with an interim written report. The Executive Committee reviewed the report. Gene White , a member of the committee, reviewed the proposal with members of the Executive Board. President Wengert will instruct the committee to continue working on the proposal and to present a more complete report at the 2011 Convention meeting.
9.14Update on Purchase Logo Items - Lynn Johnson
Immediate Past President Lynn Johnson provided the Board with an update on purchasing logo items as gifts fromEDA.She reported that she is still finalizing the item(s) to purchase.
9.15Recommended Convention Registration Refund Policy - Deitra Wengert
President Wengert reported on the recommendation made by the Executive Committee regarding the refund policy for District Convention registrations.
MOTION 4- IT WAS MOVED BY THE EXECUTIVE COMMITTEE THAT THE FOLLOWING POLICY REGARDING CONVENTION REGISTRATION REFUNDS BE APPROVED:
ALL CANCELLATIONS MUST BE RECEIVED IN WRITING THIRTY (30) DAYS PRIOR TO THE DATE OF CONVENTION OPENING DAY. A $25.00 PROCESSING FEE WILL BE APPLIED TO ALL CANCELLATIONS. THERE WILL BE NO REFUNDS FOR CANCELLATIONS MADE LESS THAN THIRTY (3) DAYS PRIOR TO CONVENTION, BUT SPECIAL CONSIDERATIONS MAY BE GIVEN ON A CASE BY CASE BASIS.
MOTION CARRIED
Unanimous
9.16Development of Webinar Format for Conference-typePresentations
to Provide for Continuing Professional Development - Barbara McCahan
Barbara McCahan, Vice President of Physical Activity & Recreation recommended that the Executive Board consider the use of webinars and podcasts as a way of increasing service to our members.
MOTION 5 - IT WAS MOVED AND SECONDED (WHITE/LOBIANCO) THAT THE BOARD OF GOVERNORS’ REPRESENTATIVE FROM EDA BRING THE IDEA OF THE NATIONAL ASSOCIATIONS AND DISTRICTS COLLABORATION ON PROFESSIONAL DEVELOPMENT WEBINARS TO THE SEPTEMBER 2010 AAHPERD BOG MEETING.
MOTION CARRIED
Unanimous
Disposition: District Representative Irene Cucina will take the motion forward to the September 2010 Board of Governors’ meeting.
9.17Status of Ad Hoc Committee to Exam Ways of Attracting andGetting
Volunteers to Run for Office - Deitra Wengert
President Wengert reported that the committee is currently studying the charge and will present a final report at the February 2011 meeting of the Executive Board.
9.18Composition of Officer Files - J. Richard Polidoro
Executive Director Polidoro reviewed the composition of officer files. Discussion ensued relative to what needs to be stored electronically and what needs to remain in hard copy. It was decided that Executive Director Polidoro and District Representative Cucina will develop recommendations for Board review at the February 2011 meeting.
9.19Update on AAHPERD Financial Issues - Irene Cucina
District Representative Cucina briefed the Board on financial issues within AAHPERD. She reviewed the current deficits being experienced at AAHPERD, particularly in reduction of reserves and investment returns. She reviewed current proposals dealing with reductions in staff, programs, products, and services.
The meeting recessed at 4:30PM on Friday, August 13, 2010. At 4:30 pm, members of the District SAM joined with members of the Executive Board to discuss items of major concern. This meeting concluded at 5:30 pm.
The meeting of the Executive Board reconvened on Saturday, August 14, 2010 at 5:15 PM.
10.0NEW BUSINESS/DISCUSSION/ACTION ITEMS
10.01EDA Social at San Diego AAHPERD - J. Richard Polidoro
This item was withdrawn.Due to financial constraints, there will be no District/States social at the San Diego Convention.
10.02Motions to be Presented by District Representative to AAHPERD Board of
Governors (see report 8.02)
MOTION 6 - IT WAS MOVED BY THE EXECUTIVE COMMITTEE THAT ALL EDA FUNDS PLACED WITH AAHPERD AND ANY INTEREST EARNED THROUGH INVESTMENTS FOR CUSTODIAL CARE (SAFE- KEEPING) SHALL BE CONSIDERED EDA FUNDS AND SHALL NOT BE USED FOR ANY PURPOSE OTHER THAN THAT DESINATED BY EDA OR THE BYLAWS OF EDA.
Considerable discussion ensued.
MOTION 7 - IT WAS MOVED AND SECONDED (MCAHAN/RATTIGAN) TO EXTEND DISCUSSION FOR 15 MINUTES.
MOTION CARRIED
Unanimous
MOTION 8 - IT WAS MOVED AND SECONDED (MCCAHAN/LOBIANCO) TO TABLE
MOTION 6 UNTIL ITEM 13.01 IS DISCUSSED.
MOTION CARRIED
9 yes; 0 no; 1 abs
MOTION 9 - IT WAS MOVED BY THE EXECUTIVE COMMITTEE THAT EFFECTIVE OCTOBER 1, 2010, THE AAHPERD CUSTODIAL CARE OF DISTRICT FINANCES BE PROVIDED AS AN OPTION TO ALL DISTRICTS AS WAS ORIGINALLY IMPLEMENTED IN FY’09. THOSE
DISTRICTS OPTING OUT OF THE AAHPERD CUSTODIAL CARE WOULD HAVE ALL FUNDS RETURNED INCLUDING ALL INTEREST EARNED AS OF SEPTEMBER 30, 2010.
MOTION CARRIED
Unanimous
RATIONALE: The AAHPERD policy of mandating that district finances be under AAHPERD’s custodial care has proven to be very costly in both time and finances to the Districts and to AAHPERD. The workload of the Eastern District Executive Director has increased three-fold since the implementation of the custodial care policy. This will ultimately require additional compensation for the position of the EDA Executive Director. As indicated in the recent budget letter from the Chair of the Alliance Finance Committee, the cost being passed
onto Eastern District is over $7900 for the partial fundingof the District Coordinator position. In addition, Eastern District has lost funds due to the elimination of the District convention allocation and to investmentlosses incurred by AAHPERD.
Disposition: District Representative Irene Cucina will take the motion forward to the September 2010 Board of Governors’ meeting.
MOTION 10- IT WAS MOVED AND SECONDED (MCCAHAN/LOBIANCO) TO TAKE MOTION 6 OFF THE TABLE.
MOTION CARRIED
Unanimous
MOTION 11 - IT WAS MOVED BY THE EXECUTIVE COMMITTEE THAT ALL EDA FUNDS PLACED WITH AAHPERD AND ANY INTEREST EARNED THROUGH INVESTMENTS FOR CUSTODIAL CARE (SAFE- KEEPING) SHALL BE CONSIDERED EDA FUNDS AND SHALL NOT BE USED FOR ANY PURPOSE OTHER THAN THAT DESIGNATED BY EDA OR THE BYLAWS OF EDA. (See Motion 6)
MOTION CARRIED
Unanimous
Disposition: EDA BOG Representative Irene Cucina will take this action forward to the September 2010 Board of Governors’ meeting.
10.03 NDA Maryland Workshop
MOTION 12 - IT WAS MOVED BY THE EXECUTIVE COMMITTEE THAT EDA AGREES TO COLLABORATE WITH THE NDA FOR THEIR DANCE WORKSHOP TO BE HELD IN ELLICOTT CITY, MD, FEBRUARY, 2011.
MOTION CARRIED
Unanimous
10.04 Easterner Express Hard Copies
MOTION 13 - IT WAS MOVED BY THE EASTERNER EXPRESS COMMITTEE THAT THE MAILING OF HARD COPIES OF THE EASTERNER EXPRESS BE LIMITED TO RETIRED EDA MEMBERS AND TO EDA PAST PRESIDENTS WHO ELECT TO RECEIVE A HARD COPY . ONE COPY SHALL ALSO BE AVAILABLE FOR THE DISTRICT ARCHIVES.
MOTION CARRIED
5 yes; 2 no; 3 abs
Disposition : President Wengert will inform the Editor of Easterner Express of the Board decision.
10.05 Funding EDAStudent Representatives to the Student Leadership Conference in October
MOTION 14 - IT WASMOVED AND SECONDED (JOHNSON/YESALONIA) THAT EDA FUND THE TWO STUDENT MEMBERS OF THE EXECUTIVE BOARD FOR THEIR TRAVEL AND REGISTRATION TO ATTEND THE 2010 STUDENT LEADERSHIP CONFERENCE , TO BE HELD OCTOBER 8-10 IN STONY ACRES, PA.
MOTION CARRIED
8 yes, 0 no, 2 abs
11.0 COUNCIL FOR CONVENTIONS - Lynn Johnson
10.01Meeting Highlights and Program Information
Immediate Past President Johnson reported on the meeting of the Council for Conventions held on Saturday, August 14, 2010. She indicated that the meeting was very productive and reviewed several items that were discussed by the Council.