MINUTES
CarolinaTesol Board Meeting
University Hilton, Charlotte, NC
February 6 & 7, 2009
Meeting called to order by Roberto at 8:32a.m.
Previous meetings read and approved.
Members Present:
Roberto Gonzalez-President, Tom Destino-President Elect, Larry
Savage-Treasurer, Deb O’Neal-Membership Coordinator, Tim Hart-
Historian, Crystal Fields-Upstate Regional Rep., Linda Ferguson-Low-
country Regional Rep., Erin Sebelius-Western NC Regional Rep.,
Connie Banks-SC K-12 Special Interest Chair, Gail Rogers-secretary,
Amy Hurka-Owens (joined for training of Wild Apricot)
Board Composition:
*The board is divided into two groups: Executive Board (including
Regional Representatives) and Appointed positions. Executive Board Members
have voting privileges. Appointed positions do not have voting privileged, but
may be invited to attend board meetings as requested by the board or appointee.
Discussion of Goals for 2009:
*Roberto stated we need a three year action plan.
The plan could be set up similar to National TESOL. Three
Goals with objectives. Goals and objectives should be posted on
website. One objective should be a focus on increasing mainstream
teacher membership by 100 within three years.
WebMaster: (Amy Hurka-Owens)
*Wild Apricot Training (crash course) provided by Amy Hurka-
Owens). Board members will have access to Wild Apricot. We need
to decide if we are going to move to this type of website or have a
webmaster updating web page. Each person responsible for
reporting information will need to maintain individually. There is too
much information for one person to maintain.
Wild Apricot:
*Pending renewal status has been a problem with Wild Apricot.
Discussion made regarding whether or not it is best program for our
Group. Decision not made at this time. Amy will continue to look at
other programs.
Membership Report: (Deb O’Neal)
*Wild Apricot has made maintenance of enrollment easier although
there have been some problems.
We currently have a total of 905 members.
Discussion among members as to advantage of being a member of
Carolina TESOL. Below is a list:
-Discounts to National TESOL
-Discounts for other events
-Member of a Professional Organization
* How can we increase memberships in areas where we have little or
no members?
Connie discussed CTESOL should have representation at all Teacher ED conferences.
Everyone agreed this would benefit our organization.
Eastern Carolina University is having a graduate conference on Feb. 21. Deb O’Neal will be present as rep for Carolina TESOL.
Interest Sections: (Roberto Gonzalez)
Special Interest Section:
*Linda moved that we make socio political concerns appointee a part
of the Special Interest Section. Larry seconded. Approved.
*Crystal Fields and Connie Banks were appointed South Carolina
Political Concern Reps.
*We need to find a North Carolina Rep. Tom will contact a potential NC Rep. who will be willing to be an activist for Carolina TESOL.
*Roberto discussed the importance of Carolina TESOL being active. We are
in need of activists for our cause. Larry mentioned we are non-profit.
Group must rally for cause, not political parties.
*Special Interest Chair for Adult Ed. Position open. Connie Banks will
contact an ESOL teacher in her area.
*Tom will contact Joy McLaughlin for names of Socio Political
Concerns rep for NC.
Regional Reps:
*Regional Reps will have a $1000.00 per year allowance to use when
providing staff developments for area ESOL/Mainstream Teachers.
These funds will be used to purchase food, printing needs, speakers,
etc. Regional Reps should attempt to have at least 3 meetings per
year. Vice-President will be the Board Liaison for Regional Reps.,
insuring meetings are being held and Regional Reps/Metro Reps
needs are being met.
*Requisition Forms:
Regional Reps must use requisition form when funds are needed
before meetings.
*What are locations that each regional rep serves? Tim will research.
Newsletter Report: (Pat Majors)
*Pat is thinking of changing newsletters from Quarterly to Monthly.
This would be in the manner of articles, etc. Table until Roberto
speaks with Pat.
*Email blast will be sent out when newsletters are ready.
Historian: (Tim Hart)
*Tim was welcomed as our new historian. Tim has been a supporter of
CTESOL for many years. He has served on Carolina TESOL in various
positions, even as President in the past.
Plan and goal is to update Carolina TESOL history up through 2009.
*Permanent location needed for all Carolina TESOL archives and files.
Deb brought up discussion regarding old paperwork and records.
How long do we keep these items? Tim stated he would be willing to
go through all boxes and determine what we need. We can send
materials to him via mail.
*Tim and Larry will research a company who will scan documents in
order for us to consolidate paperwork. Paperwork will be scanned
and electronic.
2008 Annual Conference Report: (Pat Majors)
*Pat was unable to attend meeting. Report will be provided at next
meeting.
Scholarship Form to Carolina TESOL Raleigh Conference
*Roberto sent our scholarship request form via email.
Decision made to offer 8 scholarships.
4 For SC, 4 for NC
2 for K-12, 2 for Adult Ed in each state.
Selection process:
First time conference attendees
Final decisions regarding selection progress will be made at next
board meeting.
Roberto made motion, Tom moved, Erin seconded. Approved.
2009 Annual Conference Budget Requests:
*Raleigh Conference: Larry reported on Conference.
Jeopardy: Due to budgets districts are not allowing out of state
travel. Some are not allowing out of district travels. South
Carolina teachers will be affected by conference being held out of
state. Limit on travel may be a real problem for attendance at the
Raleigh Conference. Larry will check to see if he can lower the
amount of rooms we must book if we see the need is not there.
*Advantage for Raleigh:
-surrounding school districts
-Early Bird Rate offered
Financial Report: (Larry Savage)
*Quicken used to prepare report
prepared by calendar year
$64,379.27 in bank account @Wachovia
*2009 Calendar Year Proposed Budget presented by Larry Savage
*Additional funding for Larry’s cell phone bill as Conference Chair.
Cell phone calls are numerous and there is a need for CTESOL to pay
for a portion of the cell phone bill.
*Larry made a motion to approve budget, Crystal seconded.
Appointing of Nominating Committeee: (Yvonne Mitchell)
*Nominating Committee will be discussed at next meeting. Yvonne is
out of the country due to death of her mother.
Meetings and Conferences:
May 7-8 Carolina TESOL Executive Board Meeting, Charleston SC
May 21-22 Alternative date for Executive Board Meeting
June 19-20 TESOL Academy-College Of Charleston
October 29-31 Carolina TESOL Conference in Raleigh
Constitution
*revised in 2006.
Bylaws can be changed by Board
Constitution has to be changed by members.
Need to be updated by March 31.
Election will be held at annual conference
Needs to be put in constitution.
Comments or questions:
Deb loaded Conference 09 materials
Notes from president. Look over.
Meeting adjourned at 12:25.
Respectfully submitted,
Gail Rogers
February 18, 2009