OCSS BOARD MEETING AND RETREAT

MAY 22, 2004

 

 

 

President Brett Dickerson called the meeting to order at 9:15 am.  Members present – Brenda Chapman, Matt Holtzen, Denise Rhodes, Kelly Palmer, Brett Dickerson, Richard Killgore, Kelly Curtright, Pam Merrill, Mary Oppegard, Bob Ehrle, Lyndal Caddell, Barbara Schindler, Ann Kennedy, Eugene Earsom, Bill Amburn, Greg Thralls, and Shirley Nero.

 

Minutes from the 3-27-04 board meeting were presented by Brenda Chapman and accepted by the Board.

 

Treasurer’s report  presented by Ann Kennedy – most of the activity is membership renewal activity.  The question was asked  can the board operate in a deficit?  There are no rules in the constitution about this.  We presently have a negative cash flow because of the winter conference expenses, but we are really not at a deficit.  Treasurer’s report was accepted by the board.

 

Membership report presented by Eugene Earsom.  We presently have 305 members, 8 corporate members, and 17 reciprocal members.  We have a post office box change.  It will be PO Box 892514 , Oklahoma City, OK 73189.  We are just waiting for the transition to take place.  Membership report accepted by the board.

 

Old Business –

1.     Pam Merrill has created a 2004 election CD with power points and primary resources.  She would like to make these available to members.  We talked about advertising on the website for members if they want to ask for a CD and then we talked about sending one to each member.  The materials are not copyrighted so no problem with that issue.  The CD label would cost 30 cents a CD, the paper envelope would cost 10 cents a CD, Mailing envelope would cost 40 cents a CD, and the postage would cost 90 cents a CD.  The total cost would be about $2.15 for each CD.  This would be about $700 if we sent a CD to each member.  It would be good PR for OCSS and the teachers could share the information.  Maybe we should include a letter that talks about this CD being a benefit of membership in OCSS.  Pam will not have time to keep track of extra copies and requests.  Should we send to student members because a lot of them will have already moved?   The CD consists of word documents and power points – if a teacher has MAC with windows – should be fine to run on a MAC.  Should we consider only sending CDs to those members who have paid by a certain date?  Eugene mentioned that he would be sending letters out to those people who haven’t renewed encouraging them to renew and this CD would be an incentive.  Eugene mentioned that most people do renew after being reminded.

Motion to distribute one disk to each member minus student and corporate members with a letter giving permission for teachers to copy – passed.  Amendment to send a CD only to paid members who paid by a certain date  - failed.

 

 

2.     Communications

The Board had voted to do away with the newsletter and do a monthly single sheet mailer.  Bonnie has been paid $150 per newsletter and we did 5 newsletters per year.  If we paid her the same amount yearly – this would mean she would get $60 per monthly mailer.  The communications committee was not preceding with the Scholarly journal at this time.  Would like to pursue this in the future.  The website is growing with Pam as our webmaster.  Pam reported that she picked some dates in April and the first of May to look at how many website hits we were receiving.  The reason she picked these dates is because this was right before CRT and EOI testing dates.  The number of visitors from Friday, April 2nd to Thursday, April 8th was 392 and the daily average was 56.  The number of visitors from Friday, April 30th to Thursday, May 6th was 266 and the daily average was 38.  The number of visitors that came directly to our site without a referral was 237 or 89.1% of the visitors so this means people know our website address.  The most used page is the index.htm – with 218 hits (42.4%).  The comment was made that 237 would be a high percentage of our membership.  The report, however, does not show how many times the same person hits the site.

 

3.     VISA –

We had a discussion about setting up online registration using a credit card.  We can set this process up for free, however, we would be a merchant.  The fee would be .03 -.05 cents for each dollar.  It would be a bank transaction – we would have to hand write out all the forms and run them manually through the imprint machine.  This would be .05 – 1 cent for every dollar.  We would lose 18-20% on conferences and this would be very labor intensive.    The bank will charge us each month whether we have charges or not.  For example – NCSS paid $42,000 in bank charges for Visa Charges and NCSS has staff members who can spend the time doing this service.  Maybe if we decide to do this in the future we could recruit a retired educator who would want to help us with online registration for conferences.  There was a suggestion that maybe in the future OCSS and OCEE might partner together.  

    

4.     OCSS Winter conference –

The previously submitted Preliminary Winter Conference Report was submitted as the Final Winter Conference Report by Brett Dickerson.

 

Members were then given the task of writing ideas on sheets of paper around the room so that we could discuss ideas with board members as we were writing on the sheets of paper.

 

Board Recessed for lunch at 11:00 am and reconvened at 12:30 pm.

 

 

 

 

Discussion of ideas written on the sheets of paper –

We first looked at common themes running through all the sheets and we decided on five topics of discussion.

 

1.     Communications –

A.    Regionalized OCSS Representatives at colleges and universities to visit methods classes.  A committee should be set up to handle this.  Greg Thralls, Bill Amburn, Bob Ehrle, Kelly Palmer, Lyndal Caddell, and Matt Holtzen agreed to serve on this committee.  We would like the committee to report to us at each board meeting  - How many colleges are being visited and contacted and how many students and faculty we have coming to conferences.

B.    Monthly newsletter – 8 issues

Bonnie will be putting together the newsletter and we will be using a mailing service.   There was discussion about the size – should it be 8 by 11 or some other size – does it always have to be the same size.  Communications committee will be in charge of the newsletter and monitoring for  - are we getting more hits to the website after the newsletter has been mailed out?  Communications committee will report each board meeting on this.

Ann Kennedy will also check into if we can put flyers in their monthly statements.

C.    Professional Development List

We would like to make a list of our members who can present on certain topics and make that available on our website.  Brenda Chapman will contact people and Pam will add them to the website.  We will monitor this by how many requests we are getting for speakers and etc.  Will report as we have requests.

D.    Moderated groups on line (live discussions) – Eugene says the state department used to do this – for right now we will use Kelly Curtright’s list serve but will look into what it will cost for a bulletin board or a chat room.  Pam Merrill will check with our provider and Kelly will ask at SDE.

E.     National Board Candidates

Brenda will see if she can get a list of members who are nationally board certified and see if they would be contacts for members going through the process.  Will report in September.

F.     Junior College Clubs – Encourage faculty members to be involved in OCSS – maybe even making a rep from each college a board member.  People visiting the colleges could get feedback on this topic.  Will report when have information.

G.    Booth at the Curriculum and Assessment Conference in August – we think Aug. 2nd and 3rd.  People who are already at that conference will look into that.  Pam and Denise said they may be there.

H.    OSAA conference – trying to get coaches involved

I.       CDs to superintendents

Motion was made and seconded to approve the communication agenda items listed above.  Motion passed the board.

 

2.     Collaboration –

A.    Partner with other organizations/associations (For example – Reading Association where Linda Gunsalis is involved)

Brett Dickerson will set this up and report by Sept. 25

The Board felt this would be a good way to involve elementary teachers in OCSS as they have to teach all subjects and they all teach reading.

B.    Centennial Conference- Golden opportunity to reach out to all teachers.  This could be a huge super conference and involve other social studies associations and other disciplines.  For Example – NEH, OKAGE, OCEE,  Historical Society, Museum, and NCGE will be here in 2007.

Kelly, Eugene, Ann, Bob, Shirley would be willing to head up a committee to look into this possibility and discuss at the Sept. 25th meeting.  If we want to do this we need to start planning now.

 

                          Motion made and seconded to approve the collaboration agenda                                              

                           Items listed above.  Motion passed the board.

 

3.     Growth –

A.    Increase membership benefits – corporate discounts, magazine, special tours, lesson plans, conference options, drawings and prizes, promoting HOUSSE connections.  (Membership counts for 10 points on HOUSSE)  Could we get discounts with our membership card – for example – museums or museum gift shops (Sam Noble – State Museum)  Also NCSS publications – selling these or giving them out as membership perk – Bill Amburn will look into the publications.  Bob will head up the effort with our corporate members.  Will report back on Sept. 25th.

B.    Increase Dues – this will be decided after we look into adding membership benefits.  We will revisit this idea in the September meeting after discussing new membership benefits.

                      

C.    Executive Director – we have researched and discussed this and we will vote on this topic on Sept. 25th.

 

D.    Regionalized Representatives – headed up by Greg Thralls

 

E.     Flyers – deliver the disk to regional representatives and they could print these out on their computer in color and hand out.  If  this is approved – the board will be giving permission for the treasurer to reimburse the person for printer cartridges.

 

 

 

F.     PR and Board shirts –  Denise volunteered to search out designs for a denim or golf shirt for the board members to have to wear at events or when recruiting members.  Bill Amburn said his wife’s class may be able to embroider them as a service project.  Richard Killgore also said he could silkscreen.  These people will look into this matter and report to us on Sept. 25th.

 

G.    Drawing for a free NCSS membership or a conference registration fee for members who recruit 5+ members.  This would be good closer to our big conference. 

 

H.    Calendar – try to clear things on a social studies calendar so we are not having our conferences the same time as other conferences.  The winter conference chairmen will look at scheduling conflicts.

 

I.       Big – well known speaker at our conferences if possible.  More people will come and be interested to hear a well-known speaker.

 

J.      OCSS student award – given to students who score advanced on CRT and EOI tests – Kelly will head this up.

 

                          Motion made and seconded to approve all the growth agenda items

                          Listed above – Motion passed by the board.

  

 

4.     Training and Conferencing –

A.    TTIs – in partnership with Kelly Curtright at SDE.  Geography TTIs are in the works – SDE is putting in funding, OKAGE is putting in funding and then OCSS would help with labor.  NCLB funds now may be used for this purpose.  This is a 3 day conference 1 day in October, 1 day in November, and 1 day in February – the teachers would sign up for all at the same time.  One of them would be on a school day and the others on Saturday.  Focus on content, depth of knowledge and test taking skills.  Promote membership at the TTIs.  OCSS would like to take the lead on setting up US History TTIs – maybe Kelly could help at SDE. 

B.    Joint Conference – the idea to partner with other groups, have OCSS members speak at other conferences, and have other organizations speak at our conferences.  Brenda Chapman will contact Linda Gunsalis and report by the Dec. board meeting on any chance we could partner with the reading association.

 

Motion made and seconded the approve the training and conferencing agenda items listed above – Motion passed by the board. 

 

5.     Legislative –

A.    Creation of Social Studies Fund  - this was SB 701 that was vetoed by Gov. Keating.  We are already finding sponsors for a new bill.  The legislative committee is already working on this.

B.    API – inclusion of Social Studies – We need to get information from other states as to who already includes social studies in their reporting system.  OCSS should show leadership by talking with Sandy Garrett about adding social studies to the API.  It is important to get Sandy on board and include her in our talks.  The legislature will ask her even if we lobby them – so good to start with her.  Maybe we could be a line item in the SDE budget.  If going to Sandy doesn’t help us, possibility for the members to lobby the legislature.

C.    Political Activity – educate members on why being politically involved is important. (why we need legislative activity)  We could use a section of our newsletter as a regular feature – legislative agenda items.  We could also have a written debate on issues that were important.  President could write a letter to place on the website about how important it is for us to get out and vote.  We could publish candidate positions.  Brett will write the letter and Lyndal and Brett will continue to lobby. 

D.    OCSS Day at the Capitol.  Maybe give flyers/cd/newsletter or something to legislators as we are lobbying.  Magnets with website listed so they could visit the website.  Maybe pass out flyers for TTIs.  An election CD for the legislators would be a good idea. 

 

                    Motion made and seconded to approve all the Legislative agenda items

                    Listed above.  Motion passed by the board.

 

 

Mailing service information –  prices are for black and white printing

  1. Del Strand - $190 – this would not be labor intensive – they do the work.
  2. Mailboxes - $130 – we do mailing labels each month
  3. Post Office - $108 – we do everything

 

Motion made and seconded to go with Del Strand because it is less labor intensive for us and we will use this until there is a vote by the board to change mailing services.

 

FASSE discussion was moved to next meeting Sept. 25th.

 

 

 

 

 

 

 

NCSS Conference funding – who do we fund to go?  The constitution says that the NCSS delegate, President and President –Elect are our automatic representatives.  If we get more delegates, the vice-president would be next.  The treasurer, as per board approved policy, also gets to go as a reward for doing our toughest job.  The treasurer is our first alternate.  The secretary is our next alternate.  Bill says we had four last year and most likely will have four this year.  Delegates to the House of Delegates are determined by membership.

 

How much funding should the board give to the delegates?

We give $700 for the leadership conference and we gave $500 last year to delegates as expense money.  There was some discussion that necessities should be paid so the delegates don’t have out of pocket expenses and comments were also made that the members should be going anyway and this was a way to help out our official delegates.  A question was asked if the delegates needed to turn in receipts to the treasurer.  We don’t make enough money for us to have to have receipts in reporting our taxes, but the accountant doing our audit asked about our policy on receipts.  If we have receipts – it covers the board. 

 

Motion made and seconded that we authorize $600 (with receipts) for officers, NCSS board members, and NCSS committee members if they are delegates to the House of Delegates and the treasurer if the treasurer chooses to go as a reward for the treasurer’s job and the treasurer would also serve as an alternate.  An amendment was proposed to send up to 8 people and pay $600 and other expenses with receipts – this amendment was defeated  (8 – against  1-for -abstention)

Motion passed the board (10 yes – 1 opposed – 1 abstention)

 

Dates for the winter conference – board voted to hold a Friday/Saturday conference in February.  Feb 4-5 is the board’s first choice.

 

Purchasing Stock – Bill Amburn made a presentation about the board buying stock as a way to get return on our money.  Example – Six Flags (PKS-B) – Common preferred stock has a 7.25% dividend.  PAR - $25 and currently is $21.50 (88%)  The call date on this is 2009 at $25 a share.  100 shares @$22 = $2,200  200 shares @$22 = $6,600 value is $25 - $7,500.  There are other companies out there this is just an example.  (Guarantees don’t lose money) Common preferred stock is ahead of other stock in the pay out.   Question is 501(C)3 – legal to make money?  Equiserve costs Bill Amburn $11 on line to purchase stock.  We can set up an account with a specific group.  Money market – no penalty for pulling money out of account.  When they call stock do we have to fill out IRS papers?  Florida Council has already been investing money. 

 

 

 

 

 

 

 

Membership Renewal Date – When you join, your membership renewal is that date next year and probably half of our memberships are due around the winter conference time.  When we had Darles, she handled membership and Bonnie put them in the newsletter when it was time to renew.  Eugene had pre-printed membership renewal letters that he personalized and then sent out to remind members.  Since Darles can’t do this anymore, it is hard to get a handle on all of this.  Eugene suggests that we have a membership renewal date for everyone – ie calendar year membership.

 

Motion made and seconded to have our annual membership dues be renewed at the first of the year.  Renewal will be at the same time we do our big winter conference and then we can send out renewal notices right after the conference.   There would be a transition time – after July, if you renew your membership, you would have a few extra months to make it due then Jan. 1, 2006.  We would advance paid forward to Jan. 1st.  Students and new members who joined after July would then get a 15 month membership.  Motion was approved by the board.

 

 

Budget – We have not had a budget for the awards we give out and if Shirley has a budget every year – it would be easier for her to know what items to get and how much she had to buy them. 

Motion made and seconded to have a yearly budget of $550 for awards.  Motion was approved by the board.

 

It was decided not to have a summer meeting as we couldn’t work around everyone’s busy schedules.  Next meeting is September 25 – the Meeting will be at Shirley Nero’s house from 9:00 am – 12:00 pm.  Since we have a lot of agenda items that need discussion and action at the September board meeting – please email to everyone your reports by Sept. 1st so if people need clarifications, they can email you before the meeting.  The board also approved a meeting for Oct. 30th and Dec. 11th with times and places to be named later.

 

Meeting adjourned at 5:15pm.