FAIE Board Meeting July 19 201111:00 – 1:30

In attendance (either in-person or on the conference call): Rachael Errington, Jennifer Ruby, Katie DeGuzman, Marcia Taylor, Kelly Reid, Dawn Wooten

Meeting called to session: 11:00 am

  • Replace Board Positions: FAIE needs to replace the open positions on the board: Website Coordinator, Admissions, Jacksonville East, and FILC Coordinator. Current board members were asked to nominate individuals who could fulfill the job description. All nominations must go to Marcia Taylor. Rachel Errington will take over Rita Crider’s position on the Board.
  • FAIE Annual Conference 2012: Discussion on the details and planning of upcoming annual 2012 conference at Florida Atlantic University in Boca Raton. Dates reserved: February 24 and 25, 2012.
  • Hotel: Fairfield has been selected as the “conference” hotel based on price and proximity to campus. Dawn will follow-up with Fairfield to see if FAIE can have a room to use for the reception. FAIE can pay for the room if not included with guarantee of rooms. FAIE can offer a 50 room guarantee.
  • Pre-conference workshops:Annual conference will offer three pre-conference workshops: F-1 beginner, F-1 intermediate, and Health & Safety for Study Abroad. Jennifer Ruby will head the committee to organize the workshops (select presenters, liaise with NAFSA regarding materials). FAIE will not utilize the NAFSA online registration of preconference workshops for 2012 and instead accept payment directly and then reimburse NAFSA. Preconference Workshops: February 24 (Friday), 3 rooms from 7:00 am to 6:30 pm. Coffee/Tea/Bagels provided in room and Lunch provided in the Student Cafeteria. Each Pre-conference workshop can accommodate up to 40 people. Two (maybe three) presenters will be selected to train.
  • Pre-Conference Social Reception (early check-in): FAIE will have the reception as in previous years and seek sponsors for the reception. Possibly IFS will sponsor this event as they have in years past. The reception might be at the conference hotel. If so, FAIE can cover the fee (depending on amount). Dawn will follow-up with hotel.
  • Conference: the conference will be on Saturday February 25th at FAU Boca campus. Start time 7:00 am to end time 7:00 pm. The exact time break-down will come later as Marcia receives more info from the government offices and panels. Ideally, the conference will offer 9 breakout sessions (3 break-out sessions at 3 different times, 60 min each), 2 coffee/cookie breaks (20 minutes each), one government panel and one SEVP panel. Dawn will clarify the cost estimate for the rooms with FAU student services.
  • Conference committees: Marcia wants to have conference committees like we did last year. The breakdown is as follows: Katie DeGuzman-Vendors/Sponsors, Jennifer Ruby-Pre-conference workshops, Kelly Reid- Session proposals (with help from Katie), Dawn Wooten-Local Arrangements, and Marcia Taylor & Kelly Reid- marketing and Logistics.
  • Conference Theme: This year we will have a theme : “Looking towards new Horizons in International Education”
  • Conference proposals: this year, all proposals accepted will receive a $25 reduction in fee (valid for up to 2 presenters per session).
  • Conference Fees: FAIE will keep the same fee structure as last year, except for a few slight changes.

Conference Fee$85 ppMembers/Professionals

Conference Fee$70 ppRetired Professionals

Conference Fee$60 ppStudents

Onsite registration$100 ppAll of the above

Pre-conference workshops$200 pp

Vendors$150 Includes one conf registration, table, parking, lunch,

Reception Addtl, staff pay $85 each.

Embassy/Government Officials$02 free from each entity/agency. Addtl must pay fee.

  • Registration/Fee Collection: Marcia will consider a volunteer Registrar to aid with the registration and collection of money for the annual conference because it is a large undertaking for the Treasurer to do alone.
  • FAIE Website: Kelly Reid will look over the website and its host, Go Daddy to see if improvements/modifications can be made. Also, to see how the fee registration is handled. Kelly will consult with her husband for assistance and feedback. Kelly may become the new website person and give up her current board position.
  • FILC: Needs a new coordinator as Jennifer has agreed to become the next FAIE chair. Jennifer has a few people in mind who might be able to become the coordinator. Jennifer will host a conference call with past FILC members and boards to strategize about coordinator replacement and keeping the momentum of the FILC going. Jennifer will send out an email to schedule meeting.
  • Monthly Board Meetings (in-person/conference call): Marcia is going to conduct monthly board meetings to vacillate better communication and involvement among the board. The dates are to be determined and members will be able to call into a conference call line to take part. The FAIE does not have the budget to pay for each member to attend a face-to-face meeting.

Dawn had to leave the conference call for a meeting. The members attending the USF meeting went to lunch. Notes were taken by Marcia Taylor.

  • District Meetings – the group discussed the importance of District Coordinators hosting some type of meeting in their district each year.In the past, District Meetings became “mini state conferences”. This was never the intent of the founding board members and we certainly don’t need these meetings to be confused with or compete with the annual State Conference. The yearly meetings were intended for district members to have the opportunity to meet new people in the field, network with colleagues in their area, to come together to discuss hot topics or areas of interest. With that in mind, we suggest that each DC hold some type of “Drive-In” meeting. This could be as simple as a lunch meeting where everyone pays for their own lunch or short meetings (2-3 hours) designed around a hot topic or short meetings with discussion leaders for general best practice sharing/hot topics on admissions, immigration, and education abroad. DC are encouraged to think of other simple ways to bring their district together.
  • By-Law Updates – the group looked at the by-laws for possible updates and changes.
  • Article III, Section 2 Application was discussed. Do we need to change to state membership is by joining FAIE on our website or by joining our listserv OR does it need to state that all IE professional in the state of Florida are automatically members and there are no membership fees?
  • Another point of discussion was the inclusion of terms of office for the following board positions – Treasurer, Admission Coordinator, Study Abroad Coordinator, ELP Coordinator, Secondary School Coordinator, Listserv Coordinator, Website Coordinator, and FILC Coordinator. These positions have no set term and there is concern that this turns off interest in the position.

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