jeanc.org

JEANC Annual Meeting Minutes

Saturday, January 21, 2012

CNPA Office • 2000 O Street, Suite 120 • Sacramento, CA 95811

Present: Ellen Austin, Michelle Balmeo, Don Bott. Ed Galdrikian, Karl Grubaugh, Randy Hamm, Sarah Nichols, Tracy Sena, Greg Stobbe, Rachel West, Joe Wirt (CNPA)

I. Call to Order (10:04)

II. Approval of Minutes (10:04)

a. Ed moved to approve. Don seconded. Motion passed.

III. Communications (10:05)

a. Tracy is resigning from JEANC board, effective at end of meeting today.

IV. Reports of Officers (10:05)

a. Treasurer — Randy Hamm

i. Categorical details were sent via email and included in separate documents.

ii. Cleared $12k this year

iii. We have increased from last year at this time $9,522 to $21,577.

iv. Things have significantly improved and we are in very good shape.

v. Ed said that this was one of the best fiscal conventions that JEANC has ever had.

vi. Ellen noticed that the annual contest has increased in revenue.

vii. A major duty of the treasurer this year was to complete an Attorney General’s report. This needs to be completed every year and hadn’t been done since 2002. Randy worked hard to do that.

viii. Last year there were W9 forms because of RENOvation, and this year there were not.

ix. Big kudos to Randy Hamm for all of his communication and professionalism in finding out about and taking care of these major details.

b. Membership — Michelle Balmeo (10:13)

i. Membership report: we have 60 current members. There are 23 memberships that just expired and are looking for their renewals. We have added an expiration month to all memberships now, so that all memberships have an exact expiration.

ii. 23 members did not renew their membership last year. Sarah wanted to know if there has been any tracking on why certain members have lapsed. Michelle said that there is currently not a system, but that she knows some of the advisers are no longer advising at their school sites since new advisers are in place.

iii. We need to a policy on how to contact and connect with members whose memberships expire and get them to renew.

iv. Membership projection for 2012: 85. We gain a lot of members for conventions, so this year we will have a harder time gaining more. However, we do have RENOvation, so hopefully there will be gains because of that.

v. There are not a lot of member benefits in non-convention years, beside the contest. We need to work to try to bring in new members because of the benefits, not market benefits to current members.

vi. JEA used to charge $50 for memberships and reimburse us $5 for each one we sent them. Now they charge $55 for memberships and we send them $50 and keep $5.

vii. We need to decide if we want to send a letter to expiring members for renewals. Sarah suggests that someone do it 2-3 times a year; it’s not fair to ask someone to take care of renewals every month. Randy asked Joe if CNPA would be able to help. If we share the GoogleDoc with Joe, someone from CNPA can access the spreadsheet and send the letter. Michelle suggested targeting only in January and August and send a renewal letter every six months. Discussion about effectiveness since many people wait for a deadline or need.

viii. Randy proposes that there be a monthly letter emailed to members for memberships that are going to lapse in the next month. Rachel proposes that this communication seems like a secretarial duty to do once a month. Everyone is in agreement.

ix. Rachel will send a letter to the 23 members whose memberships have lapsed during 2011 and encourage them to renew.

x. Part of this connects to paid-for services (contests, convention registration, trainings), because it’s important to make sure that the renewals are paid for BEFORE the service is rendered. This will need to be done for all paid-for services. Michelle thinks she can figure out a way to do on the website. Sarah suggested paying someone to train us to start this project and keep Michelle from spending a lot of time on trying to figure it out.

xi. Sarah moves that JEANC explore a workshop or specific tutorials to be done in-person, from a web consultant to make better use of our website for member services, not to exceed $1000 in the current calendar year. Don seconded. Motion passed.

c. President — Tracy Sena (10:45)

i. OMG Convention in October was well-done. There is an online document for suggestions for next time that has a lot of recap. Huge thank you to everyone for helping and making the convention so great. Several advisers approached Tracy after the event saying that it was “better than national” and that the students were very excited. We need to remember that teachers make a lot of these decisions at the last minute. Sarah reminded us that attendance was up, even though we were worried even 10 days before that we had enough registrations.

ii. Sarah asked if we should have a convention every year. JEA is talking about changing their model to only have conventions in specific locations – San Francisco, DC, major cities, not regions. Michelle asked if we should send a letter on behalf of JEANC sharing our feelings on this. This decision is deferred to new business. (Did not follow up in new business due to time.)

V. Old Business  (11:21)

a. Convention Wrap-up — Comments, questions, suggestions

i. Tracy said “thank you to all” to everyone who worked on the convention.

ii. A big difference was making fiscal decisions that were smart, cutting Sunday, and really being thoughtful about

iii. Still some “free” registrations not paid for. Scholarships should not matter; there needs to be someone to follow through on payment. Despite this, 47 registrations brought in through Steve O’Donoghue were paid for. Sarah thinks we need to thank Steve formally for continually bringing new people to our organization. Randy moves we send Steve a letter of appreciation for all of the recruiting he does for us. Karl seconded. Motion passed.

iv. Ed said we should all give ourselves a round of applause.

b. Induction of New President

i. Tracy Sena passes the gavel to Michelle Balmeo.

VI. New Business (12:10)

a. Possible positions for election/renewal:

i. President-elect (2-yr term)

1. Randy moves to nominate Rachel West for president-elect. Karl seconds. Motion carries.

ii. Treasury (appointment w/consent)

1. Randy Hamm accepts appointment. Unanimous consent.

iii. Recording secretary (appointment w/consent)

1. Karl Grubaugh accepts appointment. Unanimous consent.

iv. Membership Coordinator (appointment w/consent)

1. Rachel West accepts appointment. Unanimous consent.

b. State Director

i. California now has one state director in JEA instead of two. Randy graciously deferred the position to Mitch Ziegler in Southern California. This is the first time we are being represented by a non-Northern California adviser. This took effect on Jan. 1. This will impact our Arnetta Garcin scholarship because we need to choose a Northern California winner.

ii. Google hangout with Mitch Ziegler to decide. For this year, we’ll continue judging North and South separately and then choosing a state winner.

c. Journalist of the Year (Name chair and form committee)

i. Sarah volunteered to continue as chair.  Rachel volunteers. Don volunteers. We’ll also ask Steve O’D. Judging will take place at the judge’s convenience.

d. Recruitment of new board members

i. Distance should not be a factor, as we can do a lot of online meetings.

ii. There are people who attended the convention who would be good additions that we can ask.

iii. There are some new people helping with the SF convention committee who we can ask after the convention is over.

iv. New board members can be brought on at any time and appointed by the president.

VII. Workshop(s) (1:22)

a. Digital RENOvation

i. UPDATE: Zanny Marsh at UNR has been in contact with Michelle. Students are coming on Monday (Jan. 23) to unpack boxes in the new building. A new Dean will start in April. The new Dean is willing and able to host. However, the journalism school wants an as yet undecided financial contribution; last time we did not pay anything. Ad deadline for C:JET is next week; without knowing financial expectation, we don’t know if advertising now is a good idea. There is a lot of uncertainty.

ii. In the interest of wanting to do SOMETHING this summer, Michelle will explore options and email the board soon. If it seems like we can get something together and promote it, we will go forward.

b. Adviser one-day workshops?

i. Think about increasing the pay for the advisers for that – $100 doesn’t seem significant enough. Tracy moves to pay the instructors $200 of the $250 fee. Retroactively pay the two instructors an additional $100. Ellen seconds. Motion passed. The goal is outreach, not moneymaking.

VIII. Plans and projections for 2012

a. Annual contest:

i. Continuation as it has been run.

ii. Michelle is too overwhelmed doing the entire online task, especially the post-task. In addition to Rachel, Greg and Don will help with this task.

b. Convention plans:

i. Current calendar would be Fall 2013. San Francisco national convention is in Spring of 2013. Should we have one? Yes – we don’t want people to forget us and we can promote in SF.

c. What can we do in Fall 2012 so people don’t forget us?

i. One-day J-Day co-sponsored with CNPA

ii. Cheap, lunch included

iii. Critiques should also be on the agenda somehow

d. We do have money, and we do have momentum. Let’s think about bringing more people in and using that money to help them.

IX. Good of the Order (2:07)

a. Tracy is going to receive a Key from Columbia Scholastic Press Association.  She is also one of nine Sacred Convent employees in the country selected to go to Uganda this summer for 2.5 weeks to help with outreach.

b. Greg’s going to Europe. Karl’s going to Europe. Ellen might be going to England. (Rachel’s jealous of all of them.)

c. Karl’s finally going to take the plaque to Lynne McDaniel to thank her for her years of service.

d. Joe hopes we like the new CNPA location. Look after California, not nationally.

e. We all extend a huge thank you to Joe and CNPA for their continued support and services.

X. Adjournment (2:12)

JEANC MINUTES

Saturday, January 22, 2011

CNPA Headquarters | 708 10^th Street | Sacramento, 94814

Present: Tracy Sena, Sarah Nichols, Michelle Balmeo, Karl Grubaugh, Joe Wirt (CNPA), Don Bott, Ed Galdrikian, Randy Hamm, Rachel West

I.      Call to Order (10:06)

II.    Approval of Minutes (10:14)

a.    Ed motioned to approve the minutes. Sarah seconded. Motion Passed. 10:14

III.  Communications (10:07)

a.    Tracy contacted Wayna Polk (JEA) regarding the Journalist of the Year with our JEANC suggestions from our last meeting. There will be ribbons on nametags for the winners. There will be session/panel for the students to attend. The winning portfolios will be shown, at least in part. Sarah suggested they make the PowerPoint from conventions available to use for students who cannot attend.

b.    Tracy contacted Kelly Furnas (JEA) and Logan Aimone (NSPA) regarding the next Northern California convention – San Francisco 2013, but chairs and committee have not yet been named. There are some suggestions for Google tours and other things that are local, but require years of advance planning. Sarah and Ellen have also been brainstorming on this. There is some concern regarding overtaxing NorCal planning committees because of the JEANC state convention and the national convention having similar timeframes and using the same resources. Tracy told JEA that we are concerned about money for outreach. NSPA has plans to raise the amount per student registration that will go to the local committee – from $1 to $1.50.

c.     Northern California Press Women contest is February 15. Betty Packer is the contact person.

IV.  Reports of Officers (10:14)

a.    Treasurer – Randy Hamm

i.      Summary report – we spent $4600 more than we took in. But $5000 was spent in advance for the convention this year. Ed commended Tracy for that. Membership dues were $1100 of the $19K we took in. Combined the contests from Fall 2009 and Spring 2010. We were close to breaking even on this. The RENOvation workshop netted $1700. There has been no activity on the account to report since Jan. 1 of this year. Everyone appreciates the diligent job Randy performs.

b.    Membership – Michelle Balmeo

i.     We have 53 current members, counting those whose memberships are Lifetime or expire in 2012 or 2011. A year ago we had 58. 35 people joined or renewed their membership during 2010. Six people renewed their memberships in response to our fall mailing. 24 people whose memberships expired in 2010 have not renewed. Another 25 people whose memberships expired in 2009 did not renew. The spreadsheet contains 165 names and includes people whose memberships expired all the way back to 2006. Based on current numbers, it looks like we are losing around 25 members per year. Current spreadsheet from CNPA includes a lot of expired members and memberships. Observations: new memberships are not coming from beyond our current JEANC activities. Most members are joining to attend activities. If we provide more events, we are more likely to have members renew and join. Even if we provide small JEANC hosted/led activities, we would be more likely to retain/gain members. Michelle spoke with Kathy Schrier (WJEA) and their organization spaces everything throughout the year. They do summer, fall, winter and spring activities, and they are mainly for students. The summer workshop is a big event, but their fall journalism days are “simple” to organize and only one day. Events like this would increase membership. Is this something that JEANC would be open to and have ideas to promote?

ii.     Karl is concerned about the regions in California being so big and separate from each other. Sarah said that in Indiana the group split events and each board member became a “director” for whatever event they were in charge of, with complete support of the board. Sarah then asked why we don’t do a convention every year, since so many people ask why. Ed shared that the conventions used to alternate between Northern and Southern California every year until 2001. Karl recommended that we divorce ourselves from SoCal because we have been unable to coordinate with them.

iii.     Membership ideas:

1.     Sarah shared Steve O’Donoghue’s model of bringing students/advisers together once a month to meet speakers and put together a county newspaper. Karl recommended there be a place on the website for advisers to send in a question or request for advice – not just a spot that has names of board members. Randy made the point that not all of us are full time organizers like Steve.

2.     Michelle suggested advertising a service that is on in “as needed” basis. For example, if an adviser needed to redesign a website, he/she could contact us, and someone will go to the school for a fee ($275?) to work with students to do this. Included with cost may be a membership. If you can’t pay for it, you apply for a scholarship. Tracy suggested involving some of the other advisers who are in the area who have great programs and offer them free memberships to help us do the seminars. Karl says that we should pay teachers for their time. Karl also suggested that there should not be a complete scholarship to pay the cost. We can send advisers to CNPA for training grants. Schools could also share costs and have multiple staffs attend.

3.     We could also do an “amount off” of the member renewal costs if you get a colleague to join.

4.     Michelle suggested we do one-day sessions again, but instead of doing sessions are “same content, multiple places,” we could create a three-part sequence that started North, then worked its way down the state. Participants could come to all of or one of them, depending on level of expertise. Sarah suggested a certificate if they complete all of the sessions that are offered. This could be for both students and advisers.

iv.     Michelle will create some online proposals for concrete events and take some of these ideas. We can then vote online.

V.    President (11:00)

a.    Margie Bell has resigned from the board. Diane Honda and Lynn McDaniel chose not to run for reelection.

b.    Ed organized and completed the online vote for members. Michelle put the form online. Both worked hard to complete the election process. Good job to both.

c.     Attended the Cal-JEC meeting last week in SoCal. At the Anaheim convention there will be colleges to meet with. Steve Lopez from the LA Times. Lisa and Laura Ling will also be speakers.

d.    Summer workshops in 2011: NewsRoom by the Bay at Stanford will be June 27-July 1. This is a completely updated model from the former Newpapers by the Bay. $1200/registratant includes a flip camera. Note that BAMA at SFSU lost all of its funding and will now be charging $3000 for the two-week session.

e.    Tracy, Ellen Austin, and Paul Kandell went to Hawaii to teach advisers how to get their publications online. In Hawaii it costs twice as much to produce a paper as here, so the online model will be a huge support for them. There are now triple the number of Hawaiian advisers as members of JEA due to this session. It was a JEA initiative and it was highly successful.

f.      Tracy placed two ads in C:JET for the 2011 RENOvation workshop.

g.     At this point it looks like there will not be an online session at San Francisco State that Tracy and Paul have been doing for the last few years, but the information will be provided in Reno and Stanford.

VI.  Old Business (11:15)

a.    Arnetta Garcin Scholarship/JOY Additions for Journalist of the Year: There was no resolution on whether or not JEANC should pay a portion of the cost to attend the national convention if the JOY from California is from Northern California. Sarah said that we need to figure out whether the student is attending or not in advance, because we shouldn’t have to pay for students who are already attending. Karl said that the idea of a travel stipend in addition to the scholarship seems reasonable if we want to ensure that the student is in attendance. Sarah said that it shouldn’t just automatically given. Karl said that as long as there are receipts given, we should reimburse them for the amount of travel for up to $500. It would then become the student’s responsibility to provide the receipts for reimbursement. Don recommends that it be used for travel, lodging, and registration. Sarah motioned that JEANC create a written policy application for State JOY winner if the student is from Northern California to receive reimbursement up to $500 for attending the Spring National Convention at which he or she would be recognized, only to cover hotel, transportation, or registration. This would be payable to the student or school upon providing appropriate documentation of expenses. Karl seconded. Motion passed.

b.    Report on RENOvation 2010

i.     We made money. Five advisers taught. 32 attendees. People were wildly enthusiastic about the results. Jerry Ceppos, Dean of UNR Reynolds School of Journalism, said that the student work was at a very high level. Decision has already been made by online vote to have another one in summer of 2011. More information will follow.

VII.New Business (12:13)

a.    Election Report – See information above regarding online voting.

b.    Appropriation of new equipment: This came up at RENOvation. We would really like to have a kit to include video cameras, projectors, etc. for people to use at conferences and have available at conventions. This way people won’t have to bring equipment from their school sites. Tracy would like to purchase equipment so that we can use the equipment for JEANC sponsored workshops. Don is concerned about the geographical logistics of this. It would be convenient to own a projector, but it is for only a few days a year that we would need these, and people can bring them from their schools. But smaller items might be okay. Sarah said that we probably shouldn’t buy them now, when we don’t do anything to need them for. But it is a great idea. We could tie the purchase to a rise in membership, or after we have a certain amount of events, in a year. Michelle said that the likelihood of having it shipped or coming to Sacramento to get it seems like an unreasonable expense. Ed suggested that we move to have a certain amount that we set aside for board members to be able to purchase equipment if it is on an as-needed basis. Randy recommended the possibility of renting projectors or other equipment as needed. It seems that projectors are not the problem, but the smaller cameras, recorders, video equipments, are. Michelle suggested having “multimedia starter kits” available for the kids to sign up to buy at RENOvation. We could also offer “rental kits” available, that we would be as needed to supply to students. Consensus is that this is the way to go.

c.     Arnetta Garcin Scholarship/JOY – Sarah shared information about this. Information is on the website, portions of the current JOY portfolio are on issuu.com, there was an e-blast sent, and we are currently two weeks away from the submission deadline. Sarah needs judges. Rachel and Tracy volunteered. Tracy will recuse herself from looking at the Palo Alto portfolios in advance as she was asked to do so she can judge. The committee will meet as schedules and the submission deadline permit.

d.    JEANC Online-submission Contest:

i.     We did lose money on the spring contest last year; there were a few reasons why. The double contest year meant many schools didn’t enter. We also had a lot more winners, because we have added categories and there were few entries per category, so we had to purchase more plaques for winners.

ii.     Karl suggested that we downgrade the plaques to smaller, less expensive ones. Consensus is that this is a good idea to save money.

iii.     Michelle said that Rachel did a good job doing all of the printing and certificates and mailing of all of the certificates so that we could have them by the deadline. Rachel said that Michelle did an awesome job as well.

iv.     We still need to check on the eligibility of entries. Michelle will write a form email that we have received entries, but if the adviser is not a member, they will be informed that they need to join in order to have their entries judged.

v.     We did have an error in the processing of some of the entries. Even online entries. There was one mistake, because one entrant didn’t add a PDF to their entry form, and that PDF was not included in the judging. Michelle is changing it to not allow advisers to move forward without an uploaded file.

vi.     What happens if we have issues with their online entries? Do we need to go to the advisers and follow up on their mistakes? Consensus is that we should, at this point while the contest is small, that we should be helpful and contact individuals.

vii.     Feb. 1 is the open date for this year and the deadline is April 15 for entries from the prior year.

e.    State Convention

i.     Facilities update: Don reported that all rooms are reserved and is mainly paid for. Oct. 14-15. This is a new one-night model. The insurance waiver is taken care of. The AV/Internet situation: there is a new group who has the contract for
AV with the Convention Center. The new group has not currently responded to Don’s inquiries. The Internet situation has not been resolved either, as those inquiries have gone unanswered as well. Don assumes the AV will be around $2500. We need to look at how many meals/rooms we will need for the contests and judges. Meals need about a month’s notice. We will still have an office and hospitality, but we will not have the bookstore due to a lack of profit. Michelle really would hope for at least one room with Internet because from a registration standpoint, the Internet really needs to be accessible. This will also enable us to use credit card payments.

ii.     Committee volunteers and assignments:

1.     Don will do facilities

2.     Sarah will do schedule of sessions and rooms/AV

3.     Joe can do nametags if we get him the information

4.     Rachel will do the bulk of the contests, but Don, Tracy, and Sarah will help

5.     Michelle will do registration

6.     Everyone needs to recruit speakers for sessions

iii.     Theme/color/logo: Sarah will make something for Anaheim if we can come up with a theme. We can pass out postcards and things at the regional meet and greet. After discussion, consensus is that: “OMG – Our Media Generation” will be the theme for this year. Sarah will do some mock-ups and send out for review.

iv.     Promotion: Web, Cards, C:JET, Adviser Update: Tracy will get the information to Adviser Update and may be in C:JET as well.

v.     Registration will open August 1.

vi.     Sarah suggested that the local aspect – lower room rates, maps of the area, food, etc – is a job. Karl said he will work on this. We have no commitment to the Sheraton at this point, so it’s possible to work with other hotels.

vii.     Tracy wonders if we need to have Convergence training like last time. Michelle and Karl said that the sessions were fun for the students, but it may not have been overly educational, and the students did miss the contests. Michelle suggested doing an initial session on team reporting, and then there is a follow up session the next day to critique what students do. Sarah suggested making this a contest, perhaps the only contest that we want to have – produce something from the beginning of the convention to submit at the end of the convention. This seems like a problem in terms of revenue and to find a place to put students. Randy suggested putting in a cub (freshman/sophomore) and advanced (junior/senior) categories so you do more awards. Michelle suggested the doing a carry in contest as well. Sarah said that the yearbook contests especially would benefit from a carry in contest because at that time of year they can bring in their own work that they may be able to get feedback on. There will be more discussion on this as we progress.

f.      RENOvation 2011

i.     Progress: Will be able to top out at 75 students this year, which is June 19-24. Last year’s enrollment was 34, and we think we can double our numbers for this year. The enrollment cost will go up from last year – possibly between $50-$75. We would like registration to be open at Anaheim.

ii.     Faculty: Randy and Karl are interested in hearing about requirements for teaching. Number of faculty may change depending on enrollment. Tracy would like to up the staff stipends – maybe to $1000. We’ll discuss it further when we have figured out

iii.     Curriculum changes: The original idea was that morning would be for writing and afternoon for design. We did not end up doing it that way. It is a very big conversation right now, but there does need to be a lot of discussion about this in the upcoming months.

g.     Website

i.     Michelle has created a dummy WordPress site to replace the former Joomla site. This will make it easier for more people to ad and update content. The site will go live soon, probably at the same time we announce the new annual contest. Joe asked about advertisement availability; there may be some he can get for us. Many items on the original agenda can now be taken care at separate times because of the change in website.

ii.     There is a goal to add a lot a member database form so that advisers can look up their memberships, allow board members access from the back end of the site to see the member information, and overall be more convenient to keep updated and available for members.

iii.     Sarah suggested that there a place on the website where adviser members could be recognized for special honors and news items. It would be nice to have a page of recognition for JEANC members.

h.    Board members: CJE/MJE exam dates

i.     Any board member who wants to do this, Sarah is eligible to proctor the exam. Ellen is in the process of getting hers, and Tracy is interested. It is a project and a test. The exam is a five-question essay test, of which four must be answered. At least one is a law and ethics question. Sarah would like all board members to be MJE certified if possible.

i.      Motion(s) for honors: Ed makes a motion that the board awards retiring JEANC board members Lynn McDaniel and Margie Bell each the status of Board Member Emeritus for their contributions, which will include a plaque. Sarah seconds. Motion passed. Sarah will order the plagues. Ed would like a perpetual list of board members to be available. A perpetual plaque would not be realistic, since there is no true JEANC headquarters, but it will be appropriate to put on the website.

VIII.       Good of the Order (2:50)

a.    Michelle shared that she went to the Scholastic Journalism Institute at Reno, and there they selected an initiative to preserve scholastic journalism through grassroots efforts. Michelle’s project is to provide administrative outreach. Her principal went with her to Kansas City and did a session.  In Anaheim, the Deputy Superintendent will be presenting the session. Then, Michelle will go to administrative conventions to present to a group of administrators. The real effort is that journalism really isn’t an English class, and it really isn’t a CTE course, and we as advisers should be working to try to get true recognition for journalism.

b.    Joe said that at CNPA.com there is the second in a series of writings by Konnie Krislock. They also have a campaign about promoting scholastic journalism, the leader of which wants to incorporate testimonials from advisers who have used CNPA grants. He recommends that JEANC try to affiliate as much as possible with the broader community of newspapers and NorCal events.

c.     Randy sat down with the Associate Superintendent of Instruction of the Bakersfield High School District, and was able to share his vision of journalism being student driven. The Associate Superintendent, sadly, did not think most advisers thought this. But the good news is that he spent two weeks in Europe this summer.

d.    Don’s son is still applying for colleges and has not heard from everywhere yet. He will keep us posted.

IX.   Adjournment (3:02)

JEANC ANNUAL MEETING MINUTES

Journalism Education Association of Northern California

Spring Meeting Minutes

May 30, 2009 at 9 a.m.

Webconference hosted via Dimdim

Present:Sarah Nichols (President), Randy Hamm (Treasurer), Paul Kandell, Don Bott,Margie Bell, Michelle Balmeo, Ed Galdrikian, Diane Honda, Paul Kandell, EdGaldrikian, Greg Stobbe, Lynn McDaniel, Rachel West (Secretary)

I.              Call to Order (9:10)

II.            Approval of January Minutes(9:10)

a.    Michelle moved to approve.  Don seconded. Motion passed.

III.          Communications (9:16)

a.    Don shared that he received a communication from the internet company for the Sacramento Convention. We will discuss it further in Convention business.

IV.         Reports of Officers (9:19)

a.    Treasurer:

i.     Shared categorical details of income. We have roughly $9000 total net worth in the bank. We will be closing our old checking account now that we agree the two judges we were waiting on to cash their checks will not be doing so.

ii.     Mail-in contest netted $500or so after all of the fees were submitted. Sarah let us know that the cost is a variable, based on who wins. Many prizes this year were hand-delivered to board member schools, saving us the cost of mail.

iii.     We have paid a great deal of the convention facilities costs so far; obviously there will be more costs associated with A/V and other expenses.

iv.     Paid annual insurance premium to Hartford. Our premium is $531, but in the last convention year we had to spend closer to $1500. Someone will need to contact the insurance agent to see what we need to do to make sure we are covered. Don will make that contact after Randy sends the information to him.

b.   President (9:36)

i.     Mark Chrasta has respectfully resigned from the JEANC board. He is incredibly busy with his current obligations and feels that this is a good time to resign since his journalism class has been taken from him as well. Please remove him from your email list. We appreciate all of his service.

ii.     CAL-JEC business:Continually researching the state of scholastic journalism and doing surveys that are in regards to the “signs of the times” regarding journalism in California. There is a graduate student at Northridge who is compiling all of the information collected in the surveys. There is a blog, but with limited content. There is also a Twitter account, but often with not much to say.

iii.     Congratulations to those people whose students won Crown Awards, Best of Show placings, and other awards through the various conventions. There are so many students and advisers in our area that are doing great things!

iv.     Working with Mitch Zeigler from Southern California, who is trying to revitalize SCJEA. He would like to have a history of JEANC in terms of evolution. It would be great if Ed could answer some email questions regarding the evolution of the organization, and then have Don speak to questions related to the last 5-10 years as the past president. He needs the information by next Friday since he is presenting information next Saturday to his group. Mitch wants to really work with us and wants to attend our convention, so it will be great for us to help him out.

c.    Others

i.     None

V.           Old Business (9:47)

a.    Journalist of the Year

i.     We received six entries with portfolios. Sarah sent a personal note to Lauren Grubaugh who was the winner. There was also a Tweet sent out. Lauren was to meet up with the SCJEAwinner, but there was not even a single submission from Southern California.She received a $500 scholarship check from JEANC.

b.   Web Site (9:50)

i.     Michelle will be creating aPDF of instructions to people about how to post information and update our site. It will have screenshots and instructions. All board members will be made editors instead of authors so we can publish directly.

ii.     One of the biggest issues we have is getting enough content to constantly have updates on the site.Delegation of news might be the best way to ensure that Michelle doesn’t need to be the content creator in addition to all of her other duties.

iii.     It would be helpful if we create a schedule to update convention information and news information. Don suggested that everyone with different duties posts updates related to their own area. Randy noted that we need to decide what financials we are comfortable posting to the web.

iv.     Michelle is working on finding a better way than what she has to upload PDF information for mail in contest, but that is definitely a possibility for our future contest. She will keep us informed.

v.     Sarah said thank you to Michelle for all she is doing. The handout sounds great, especially with screen shots. She has been so busy lately that we are all amazed at what she’s been able to accomplish so far toward this. Thank you!

vi.     Ideas for news briefs are: CSPA, NSPA, mail in contest, updates from Steve O’D,adviser workshops, president’s message, convention updates, JEA information,etc.

VI.         Continuing Business (10:40)

a.    Convention

i.     Convergence project meeting was held February 28 with Paul, Don, Michelle, Tracy, and Sarah. We want to have an all-day activity for students to be able to sign up for at the convention. It will be the day before the convention and through the convention workshops. Students will be on the street and responsible for creating their own (with existing skills) story package. There will be something printed and online, organized, with the idea that these students have been to conventions before and this will help further their skills in terms of convergence.  Tracy is working on getting a mobile Maclab for student use. This will be organized and ready to go prior to August 1.Sarah has agreed to have a fact sheet on everything planned so far for the convergence project to board members by July 1.

ii.     Michelle reported on the online registration. We have a lot of desires for this ability, and there are a lot of special registration possibilities, as well as paying online. If we use a registration service we pay for, we will lose $2.50 per registration, and more if it is with a credit card. We essentially have 3 tiers of registration options:

1.    Tier 1: Highest: Online registration service; we would pay for the service. $2-3 per head. We can organize any payment option we would like, but credit card is more. The company will charge us per student, but advisers are still able to do one registration for their school site with multiple student names.

2.    Tier 2: Mid level: wouldn’t be able to go back and review registration, and the forms wouldn’t be as pretty, but it would be free.

3.    Tier 3: Lowest level: PDF form that is printable/emailable would require us to input the information ourselves. This is the messiest andmost complicated option, but still free.

iii.     Ed asked if we should raise registration cost by $5 to cover our expenses for the online registration. We cannot raise the registration costs now because we have already advertised it. Paul and Sarah both agreed that our time is precious and it would be worth the $2-3to simplify the process for everyone. Sarah reminded us that we have paid most of the facility costs, so we are financially sound – if we can get 300registrants. Lynn moved to enable Michelle to use whatever online registration company she wants and use a “tier 1” cost per registration site that will simplify online registration. Randy seconded. Motion passed unanimously. Michelle will have the registration up and ready by August 1.

iv.     Sarah wants to send an e-blast on the first of June, July, August, September, and October to our email list in order to remind people of the website, convention blog, and registration options. Do we have anything we should say? Don wants to ensure we have news on our website, such as awards, but also important to have a features/opinion presence relating to scholastic journalism anxiety. He is concerned that the present climate might keep people from going to the convention. He is willing to write something regarding what advisers may needto do to keep their program going, despite economic challenges. We want to make sure to address this so people are willing to attend (i.e. if you have to go online instead of print, we are available for you and can help.) Don will get that to us no later than tomorrow.

v.     Rachel gave an updateregarding photo scavenger hunt. Area will be around convention center so students can get back for keynote speaker. It should be fun. She will bewalking the area this summer. Sarah may join her if she is available.

vi.     Don reports on the AV contract. He has a PDF of the contract that he can post to the Google group.The bid is for approximately $2300. The contract right now has a table, a power strip, extension cords, screen, and microphone slated for every speaker room,but not the keynote room. We need to provide the projectors to not add to the bid for projector costs, and we will need to look at what each presenter needs to be able to schedule them according to materials. Don, Rachel, Sarah, and Michelle can provide projectors.

vii.     Don also brought up the need for judges and speakers for the students to write about at the contest. Lynn and Joe Wirt are getting judges for the contest on Friday evening. Lynn is willing to help get speakers for the students to take notes on for the Fridaywrite-off contest. Sarah will ask Karl if he will help with speakers. The speakers and judges get dinner on Friday night. There are a lot of supplies and handouts needed; Don is willing to provide those. Karl (pending approval) can work on the speakers, and Lynn and Joe will work on the judges.  Willing judges will be able to register that way online.

b.   Annual Contests

i.     Revising the name to“Annual Contest,” rather than a mail-in contest.

ii.     Greg and Paul have beenworking on the online categories of the contest we are adding.

iii.     Michelle and Rachel arecontest coordinators. Michelle is handling the PDF submission aspect for online rather than hard copies. The difficulty with that is finding a way for people not to fill out the form several times for multiple submissions. Difficulty is creating one over-arching form over all of the sub-forms as an online aspect.August 1 release date of entry forms.

iv.     Our deadline is received byOctober 15. Don raised the question of if we wanted judging to take place at the convention so we can announce awards Sunday morning. Is this feasible?Sarah doesn’t think the award certificate creation would be a problem, as she will have time. But there will definitely be a stretch for the amount of judges we would need to be judging write-off and annual contest concurrently. There isa consensus that we need to be very careful about how it looks for judgingpurposes; sending these outside from Northern California would be the most above board way to judge this. We will keep this as a submission contest(through online PDFs) that is judged outside of the state. Sarah suggested we loop the submissions somewhere throughout the convention so students can see everything and create an image gallery. Diane is concerned that this will compromise the submissions. Don said as long as we showed all of the selections without editing, it should be okay. The judges are all out of state, so students would know that no judges would be viewing anything without anonymity.

VII.       New Business (12:00)

a.    Summer Workshop

i.     Sarah and Steve O’D went toUNR and met with Jerry Seppos, Dean of School of Journalism in January. Earlier this month Michelle, Tracy, Don, and Sarah met in Saratoga with Jerry and anassociate of his, Zanny Marsh. Zanny is the contact for the newly formed press organization in that area. The workshop is coming to fruition now: June 27-July1, 2010 at UNR. This would be a joint venture between Reynolds School ofJournalism, JEANC, UNR, and a Reno adviser organization. This will be a camp for journalism students. Sarah will put together a fact sheet. We are not obligated to do anything yet. We have only committed to the idea so far. The camp will be about teaching systems of management, staff organization, work flow,and good journalism, rather than teaching a single software or platform and how-to. The facility is new and beautiful. Students would stay in the dorms and work in the morning and then do workshops in the afternoon. There will be tracks to determine skill sets of students to be placed appropriately. There will be on-site food and social events for the kids. There are multiple computerlabs available for students. We have no costs yet, but it most likely will not be a moneymaker. Sarah will ask Steve O’D if JEANC members can get a discount.

b.   Google Group/Docs

i.     Sarah invited all board members to join the JEANC Google group. This is a great place to upload and keep all of our files in a central area. There is a coding in place for type of documents that are posted. This will cause everything to be simply organized by alphabet. You can use this group to send emails to the entire group, which helps set your own preferences. This will also ensure we don’t forget anyone in our emails. Sarah will send a new invitation to each board member who is not a member of the Google group by Sunday (tomorrow) night.

VIII.     Good of the Order (12:18)

IX.         Adjournment (12:25)

JEANC Annual Meeting: January 24, 2009

CNPAHeadquarters

708 10^thSt., Sacramento, CA

Present:Sarah Nichols (President), Ellen Austin, Randy Hamm (Treasurer), Tracy Sena,Steve O’Donoghue, Michelle Balmeo, Diane Honda, Greg Stobbe, Ed Galdrikian,Marjorie Bell, Rachel West (Secretary), Lynne McDaniel, Karl Grubaugh, Joe Wirt

Notpresent: Paul Kandell, Don Bott

I. Call to order (10:07)

II. Approval of October Minutes  - (10:15) Randy made motion to approveminutes as they stand. Greg seconded. Motion passed unanimously.

III. Communications

a.      Effective immediately,Dwight Evans has chosen to resign from the board. Please remove him from youremail distribution list if necessary. Card for board members to sign available tosay thank you. We really appreciate all of the service that he provided in hismany roles as a part of the JEANC board.

IV. Report of Officers (10:18)

a.      Treasurer (Randy)

i.     All copies were emailed asattachments.

ii.     Category summary reportshows what we spent in every category this year.

iii.     Please note that theconvention expenses were during 2007, but many didn’t come through until 2008because the convention was in October.

iv.     $12 credit to travel: checkto reimburse speaker for gas expenses was never cashed. After 18 months,credited that check back to account.

v.     Have already spent almost$6000 on the 2009 convention. This is the bulk of the facilities cost for thisupcoming convention.

vi.     Mail in contest reflectseverything, except for trophies and postage to send out awards.

vii.     Adviser workshop in SF was$463 and we took in $235 dollars. Cost seems reasonable.

viii.    This year took in $1453 in dues from members.

ix.     Net Worth Report shows$11338.63 at the end of 2008.

x.     The Biannual Report to theSecretary of State was $20 and informs all of our addresses and officers. IRSannual report was also completed online.

b.     President (Sarah)

i.     Received an email from KevinRandall advertising his services (improveyourpaper.com). He has a blog thatstudents can send in technical questions for answering, and there is also a CDavailable for purchase. This does not seem to be anything that we need topurchase as a group, but wanted to share. Overall consensus seems to be thatthis is unnecessary for us, not something to advertise.

ii.     This is a great time forJEANC. We are starting 2009 with a bigger board than in the past, and very excitedabout all of the new and continuing advisers that are currently on the board.With our new website and ideas we are able to do more, and the entire board is “movingand shaking” and heading in the right direction. Yay JEANC!

iii.     We do not know the status ofMark Chrasta and whether he will be on the board or not. He has not respondedto JEANC communications lately. We will look to find out his status this comingweek.

iv.     High school journalism dayat University of Nevada, Reno was yesterday, January 23. It was a great day.This was their first attempt at a day like this, and it was hugely successful.Wanted to promote the convention and JEANC itself to the advisers in the Renoarea.

v.     Steve O’D reported that theDean of the school – Jerry Ceppos – used to be an editor of the Mercury News.He wants to be the place to go for high school journalism. He did not waste anytime to organize advisers in Northern Nevada. He has big plans for summer campin 2010. We can work with him to plan events and he is willing to work with us.Already has a full time person doing scholastic journalism

c.      Others

V. Old Business (10:37)

a.      Signature card

i.     Randy explained that we hadto switch bank accounts because we are a corporation, not an association. Manymonths ago started trying to switch so the people who are signers on the bankaccounts are registered with the bank. This has been an ongoing issue, but wefinally have it resolved and only Don needs to re-sign.

b.     Mail-in Contest

i.     Sarah reported the results tothe contest were posted before most schools went on winter break. Results havebeen coming in, and are now current on the website and certificates printed forthe winners. All results are in.

ii.     Sarah is also concernedbecause of the cost of the plaques. We order them each time from the cheapestvendor (approx. $7.50/plaque). This time they needed to be assembled. If thereis a better way, let’s find it. We also need to get more entries to at leastbreak even. It seems like it fluctuates and depends on the category. It iscurrently $5. Brainstorm:

1.     Michelle suggested not doinga plaque and a more special certificate for winners.

2.     Tracy believes plagues areimportant, and many schools hang individual plaques in the school newsroom. Theplaques are a huge part of this particular contest, and something that JEANC offersthat is special.  Consensus thatthis is something to continue.

3.     Possibility to geteverything done for the convention in October and passed out at the awardceremony on Sunday.

4.     Greg suggested that we canmake it an option for winners; they can choose to pay for the plaque if theywin. What if we sent out the fancy certificates with covers to the winners, butwe can give them the option to purchase the plaque if they wanted to. We canalso purchase in bulk so we cut our cost per item.

5.     Karl suggested looking forcorporate sponsorship and we can have the sponsor purchase the plaques.

iii.     Sarah provided backgroundinformation: contest is three years old. Discussed at length in the Octobermeeting. Categories do need to be revamped and we are looking into it.Submission process also needs to be streamlined. Online submissions ofuploading and judges able to get online to judge, but we return to the problemof changing entries for digital submissions.

1.     Steve’s great suggestion: asa way to combat changing PDFs before they are submitted would be include astatement that says all winners must be verified before they are announced andbe able to produce their original tear pages. This may open access to staffsthat cannot afford the mailing or have other issues. Most schools would bewilling to mail tear sheets

2.     Let’s plan on working thisout. Consensus seems to be that we should head towards digital submissions.

iv.     NSPA is interested inworking with us so that they can essentially host our contest. They wouldcharge for this as an initial cost, so at first glance, this was great.However, it does not seem to benefit us as much as it could. It’s probably abetter idea to keep it separate and keep a strong presence on our own.  Sarah will let NSPA know that we are notinterested at this time.

v.     Might be smart to push backthe entry deadline so that it is after the convention, as a way to encourageentries. However, consensus seems to be that the deadline should be the same asa way to keep it consistent.

VI. Continuing Business (11:41)

a.      Convention – October 23-25,2009

i.     Will be at the Sheraton inthe Convention Center. There will be no “convention hotel” and we will includelinks on the website for everyone to reserve rooms that they can afford.

ii.     The theme is “All of It” andwe are trying to show that journalists need to be able to do everything thesedays. However, we are not going to get away from the basics. Not just focusedon new media.

iii.     Big push to limit thingsthat are unnecessary and as a way to use our money with focus on technology andhands on activities, rather than on things we don’t need much.

iv.     Not continuing luncheon witheditor/adviser as we lost money and don’t have a program. Swap shop on Fridaynight would be alternative to dance and costume contest.

v.     Ellen suggested that we dothe tennis thing. (Look online for “layer tennis”) As a contest for studentswho don’t want the dance. Sarah said that there are a lot of options forjournalism “games” and contest to keep the journalism going.

vi.     One session should be“general membership” so that all members can get updates and be informed on howtheir organization is working for them.

vii.     Facilities again were almost$6K. A/V costs are undetermined at this point, but if we can all bringmaterials that would be helpful to cost. There will be costs for judging,dinner, speaker gifts, DJ and dance, and other incidental costs.

viii.    We do need to determine a cost for the convention itself. So far, the$10 write-off contest, $10 Best of the West entry, $15 publication critiquecosts all seem good, but we need to decide on the cost of the entireconvention. In 2007 the cost was $45/$55.

ix.     Hotel rooms for boardmembers needs to be discussed. We need a consensus on what our standard will be– or even that there will be different standards for different circumstances. Butthere does need to be a decision made today that we will stick to for thisyear. We do not want to ask board members who are donating their time to haveto pay for volunteering. There does need to be a “convention office” in theSheraton and Sarah and Tracy said they are willing to do that.

1.     We need to send out areservation request to board members who would need rooms so that we can planon their cost.

x.     Board members also do notneed to pay registration costs if they are working.

xi.     CNPA’s meeting planner canhelp out with contacts at the Sheraton as CNPA uses them a lot every year.

xii. Randy moved to pay thelodging cost of board members who have a job at the convention who don’t haveany other way to have that expense covered. We also pay the lodging based ondouble occupancy at a driving distance hotel, unless said member is a key pieceof the convention and needs to be closer. Greg seconded. Ed offered a friendlyamendment for the president to decide if there is any question. Not accepted.Michelle made a friendly amendment to name specific jobs being done that willhave a hotel room paid for. Amendment accepted. Ellen made a second friendlyamendment: that there is a list of expectations and time frames for boardmember advisers who will be participating and expecting a hotel room paid for.Amendment accepted. Motion passed.

xiii.    Rachel will be responsible for the scavenger hunt and can help withanything else needed. Marjorie will manage the bookstore. Greg will helpchaperone the dance and registration desk at some time. Randy will help withthe bookstore.  Lynne will help getjudges for contests.  Ed would liketo be a speaker, judge, and will also work the Friday morning registration.

xiv.     There will be no paperworksent out hard copy; all information is online.

xv.     Option to place an ad inC:JET magazine. Deadline is Tuesday. $70/quarter page. We will do this.

xvi.     Rachel thinks T-Shirtsshould be sold. Karl asked if we should pre-sell only or if we order a certainnumber and sell them on site. Both options are necessary.

xvii.    Sarah is in charge of all speakers. Let her know if you have anycontacts.

xviii.    We will really need someone to be in charge of critiques. Karl willcover that.

b.     Student journalist of theyear:

i.     All entries are comingthrough the CNPA office. Tracy, Don, and Sarah are the volunteer judges forthis contest. JEANC and JEASC will be bringing the journalists to the CAL JECmeeting and allowing them to decide. There was a discrepancy last year, asCalifornia sent both a Northern California representative and SouthernCalifornia representative, and a hastily convened group chose on the spot. Sothis year we are trying to ensure this will not happen.

1.     Action point: There needs tobe a formal letter of inquiry to JEA headquarters to follow up on last year’soversight. Diane will write the letter, as she is supposed to be informed ofall of this information and look into it further.

VII. New Business (1:36)

a.      Emeritus status (Ed)

i.     Ed moved to change the“JEANC Board Member Emeritus” to “JEANC Board Director Emeritus.” Randy second.Motion passed unanimously.

ii.     Hilda Walker has been on theJEANC board since the 1970s and just retired. She was highly involved and donea lot for the organization. Ed moved that Hilda Walker be inducted into theJEANC Board Directors, Emeritus Status. This honors those who have workedclosely with the board itself. Greg seconded. Motion passed unanimously.

iii.     Sarah would like to useJEANC money to set a precedent that when anyone reaches that status there willbe a plaque purchased and sent using to recognize their contributions.

b.     JEANC Web site (Michelle)

i.     Created our updated websitethrough Joomla, an open source software for web design. Many things are same,but a key difference is anyone’s ability to upload.

ii.     Send any ideas to Michellefor anything you want to have included on the page.

iii.     Working with student onSacramento promo.

iv.     Offering a free service tomembers to upload their PDFs and other images and be able to post them to ourgroup through Flickr. Anyone can create an account in Flickr and then have theirimages of the pages linked to our Flickr group. Please do that by March 1 if you have a staff. There is another wayto upload pictures without a Flickr account. Directions are on the website.

v.     Register on the site. Thatwill allow us to give all board members to upload articles and have “author”privileges.

vi.     Please spend time navigatingand looking for things that require editing.

vii.     Currently we are on a sharedserver. Eventually we should look to purchasing our own server eventually.Shared servers are relatively slow, and not sharing would keep the speed of oursite up.

viii.    Also need to look at security certificates so that it encrypts our memberinformation, but it can get to be almost $1200-1700. However, they do haveshared certificates. Right now, we only have money coming in through Paypal,and they are secured so we are ok, but if we choose to do registration throughour own site, we will need to purchase a security certificate.

c.      Photo Contest/NSPA

i.     See Mail-in Contest, itemiv, above.

VIII. Good of the Order

a.      Next meeting will be in theBay Area – Convent of the Sacred Heart in San Francisco. We will determine adate through email.

IX. Adjournment (2:19)

Journalism Education Association of Northern California (JEANC)
Minutes from Oct. 18, 2008 Board Meeting
2331 Moreing Road in Stockton, California 95204

1. Call to Order (10:27 a.m.)

Members Present: Michelle Balmeo, Marjorie Bell, Don Bott (Past President), Randy Hamm (Treasurer) Sarah Nichols (President), Tracy Sena, Greg Stobbe, Rachel West.

2. Communications
1. Letters of recognition sent out to Karl Grubaugh of Granite Bay for Adviser of the Year recognition, Senator Leland Yee for SB 1370 efforts
2. Will be sending recognition letters to NorCal members for Pacemaker Finalist
3. Reports of Officers (10:30)
1. Treasurer (Randy)

i.     Blue and green sheets handed out

ii.     $10,000 transfer to a CD in June

iii.     $15,217 current balance, with $10,000 in CD

iv.     Connie and Sharon “Oops, we’ll send you a check” for JEA curriculum guides

v.     Amy Wilkenson says will send a check but hasn’t

vi.     Made $4,000 at convention after late payments

1.     Joe deposited all convention/mail-in contest money together, so amount on sheet is misleading (We didn’t lose $730ish like it seems on the transaction report.)

vii.     Rachel shared promo items—pens, $429 for 300—which will be shared for speaker gifts, promotion, etc.

1.     Maybe each have a stack that we could hand out whenever appropriate

2.     Any formal motion to distribute to each new member? Maybe reserve for face-to-face interaction since not flat.

3.     Pens should be cheaper the next time we order from them.

2. President (Sarah) (10:41)

i.     Receiving a lot of emails about JEANC-related things.

ii.     Getting about one email a week asking when the next convention is—the interest is there.

iii.     Nov. 7 will be going to CalJEC meeting in Sacramento. Trying to reach advisers through survey. State of journalism in CA.

iv.     Wants to discuss how we can be more “green” in our meetings.

1.     Bring handouts on PDFs. Share on laptops.

2.     Tracy not giving handouts at conventions anymore. Puts all items on website. Gives out business cards.

3.     Randy agrees to send out PDFs before the mtgs.

v.     Sarah has “What’s in it for me?” and “09 Things Worth Knowing” handouts that she can email for distribution at any event.

1.     If anyone wants to make changes, email her.

3. Others—none
3. Old business (10:50)
1. Adviser workshop

i.     Fresno cancelled workshop because of too few applicants, though some showed interest after deadline.

ii.     San Francisco workshop: Don says good job for a small number of people, very intimate setting.

1.     Figure out if there’s a way to increase interest.

2.     Wavering at the last minute, but glad we stuck with it.

3.     Advisers seemed appreciative of the day.

4.     Sarah commended Tracy for hosting the workshop and coordinating the lunch (which was great).

iii.     Margie suggested perhaps we should send the announcement of workshops to principals.

1.     Problems sending email—getting blocked.

2.     Hard to know if people are receiving it.

3.     JEANC will probably not send snail mail any more.

iv.     If we are going to host again, would like to set the date far in advance so that we can remind people along the way.

1.     Set date at next meeting, so come with calendar. (TO DO FOR NEXT MTG)

2. Revised bylaws (Greg for Ed Galdrikian) (11:06)

i.     After board discussion last spring, Ed went through them and added items.

1.     Have been approved and updated on JEANC site.

ii.     Please email Greg with corrections, and provide article and section.

iii.     Ed worked over the summer with Sarah’s input/proofing and both feel confident that these are pretty complete.

iv.     Sarah noted that Ed spent a significant amount of time doing them and did a really good job.

v.     Please type and send Ed your bio: name, school, city, email and 60 words of background. If he already has it, please check yours on the website and send him any updates.

3. Officer ballots (Greg for Ed) (11:11)

i.     Ed wants it to happen by Dec. 5.

ii.     State intent to rejoin board. Posted on website and online voting.

iii.     Everyone present expressed intent to re-run for board position. Sarah will notify Ed.

iv.     Waiting for decision from Cindy Hopkins, who is taking a leave of absence. Update: Cindy has decided not to return to the board this year.

v.     Diane Honda going to run. Ed talking to Diane.

vi.     Nicole Gordon from Lynbrook may join. Michelle will talk to Nicole.

vii.     Not sure about Dwight Evans and Mark Chrasta. Also unsure about Lynn. Ed will follow-up with Lynn.

viii.     Tracy will contact and invite Ellen Austin to join the board. Update: Ellen will run for the board.

5. Continuing business (11:16)
1. Mail-in contest

i.     Working meeting to sort and collate contest items.

ii.     Sarah encouraged nominations for a new contest coordinator.

iii.     Taped or stapled forms, clarify full-page.

iv.     Each item clearly marked with arrow.

v.     Newspaper entry form lists news photo as category but no description.

6. Break for lunch (12:52)
7. Contest Discussion, cont.
1. Put forms in one place on JEANC site.
2. Create a how-to for preparation of entries as a separate document.
3. Sarah brought up the idea of adding an online component to the contests.
4. Divide newspaper and news magazine and online

i.     Complaints from Paul Kandell and others that there’s no online category

ii.     Everyone agreed that for the sake of simplicity, all writing categories should be just writing (not unique to publication type)

iii.     Overall web category?

1.     The group decided against having an overall category for just web after several pointed out that an equivalent category does not exist for newspaper or yearbook.

iv.     The group discussed some visual categories for just web related to design.

v.     How to enter

1.     Greg explained that NSPA does just URL, but they don’t have sub-categories (seven categories)

2.     Tracy said CSPA is doing categories and expanded this year

3.     Writing categories should be printed and submitted in general writing category

vi.     On general excellence

1.     Haven’t considered since Best of the West fizzled

a.     BoW part of conventions

vii.     Tracy thinks we should table the discussion until next meeting

1.     Sarah asks us to commit to make a decision next meeting

2.     Send out questionnaire to members to get an idea

viii.     Round the horn discussion of contest from board

1.     Greg: Are we going to repeat/imitate NSPA/CSPA? Likes the idea that it’s now and not past. Likes that it is small and competitive. (Rules state, though, that it’s previous year. Should we change?)

2.     Tracy: Let’s keep it to two entries.

3.     All: Let’s keep it so that any one kid could win.

4.     Randy: Delineate covers since very different. Newsmag cover vs. newspaper cover.

5.     Michelle: Interactive graphics, audio slideshows, video.

6.     Rachel: Agrees all around. Some newspapers are also doing computer illustrations.

7.     Margie: No opinion.

8.     Tracy: Cartooning in print and web (strip), opinion piece that’s not a staff editorial and not a column, enter three columns instead of one so they are judged on series, question the nameplate category, one entry per school.

9.     Randy: Best page design (inside page, one page) should be added.

ix.     Sarah will send out survey and create a separate how-to info sheet.

x.     Michelle and Rachel offered to serve as contest coordinators together next year. Sarah accepted this nomination and thanked them both.

5. Membership (1:48)

i.     Randy handed out membership list.

ii.     Has been doing the job of “Membership Chair” and coordinating with CNPA.

iii.     Please check names and look for anything that needs to be updated.

iv.     11 people who didn’t respond to 2006 request to update, 23 who expired in 2007 that did not respond—all will be dumped from the list.

v.     2008 expirations will get a letter to renew

vi.     Two that haven’t paid

vii.     Randy is willing to make sure that financial records and membership align, and willing to oversee CNPA actions, willing to follow up with unpaid members—no outreach. Don noted that all of our events and projects have outreach automatically.

viii.     We have not been sending out a “Thank you for joining” letter for the past six months.

1.     Joe would be willing to do that. Sarah will drop off cards.

2.     Margie asked about how we are learning of new advisers. Steve and mentors should be telling us who new advisers are in northern California.

8. New business (1:55)
1. Banking changes

i.     WaMu (the bank we use) is now CitiBank.

ii.     Bank never changed over to a corporate account. Now rules say we have to create a new account. We need to have minutes that reflect who signers on account will be.

iii.     Signers can go to their local branch and sign locally, and that information will be sent to the Bakersfield branch.

iv.     Randy Hamm will be a signer. Sarah Nichols will be a signer. Michelle Balmeo will be a signer. Don Bott will be a signer. Tracy Sena will be a signer.

v.     Corporate resolution will be signed by the secretary.

1.     We don’t have a secretary. Sarah volunteered to be the recording secretary at the end of her presidential term.

2.     Rachel offered to be secretary, so Sarah made the official appointment. Rachel West is acting secretary for the remainder of this officer term and will take all future minutes.

vi.     Tracy nominated herself as President Elect. Greg seconded.

2. Adviser support groups

i.     Michelle

ii.     Sarah’s area aligned groups by sports conferences.

1.     Also created newsgroups for kids to share information, eg sports.

iii.     Social component vs. resource list

1.     Perhaps resource list could be through website. Would be nice to list areas of expertise.

iv.     Website

1.     Create and discuss later. Michelle will put together a sample.

3. State convention
i.     Sarah receives emails once a week requesting information.
ii.     If we think we’re having one in October, we’re behind the ball.
iii.     Spring 2011 is not San Francisco for sure. Spring 2010 Portland.
iv.     We may change our minds and not do a convention.
v.     If we want Sacramento, convention center was affordable and centrally located. Convention center best option if we go with Sacramento.
vi.     NEED TO HAPPEN NOW: Selection of a date, assign jobs
1.     Sarah will get speakers and do convention program/schedule.
2.     Don is willing to give the organization a shot. Doesn’t think that it’s his forte.
3.     Budgeting job, available rooms, keynote speaker, on-site contests, bookstore, adviser hospitality, speaker schedules, puts together a program, donations and gifts, Best of the West, dance and DJ
a.     Critiques
b.     Budget
c.     Speakers
d.     Bags
e.     Bookstore/Hospitality
f.      Facilities—Don will call Monday Conv. Center, Randy will make a no-interest loan to JEANC for reservation
g.     Contest
h.     Keynote
i.      Vendors
j.      Social

4.     Late October
a.     Definitely going to hit HC or break. Just not JEA weekend.
b.     Possibly Halloween weekend.
i.     Sarah not comfortable with Halloween weekend due to adult activities in the city and safety concerns.

5.     From now until next meeting, we will communicate over email. We need to be more efficient online. Anyone not communicating through email will be out of the loop.

6.     JEA and JEANC will need to communicate, find a way to work out dates earlier.

4. Summer workshop—tabled
5. Speaker bureau or contact database—tabled
i.     Everyone going to try and get connected through Facebook

9. Good of the Order
1. Done

10. Adjournment (2:54 p.m.)