BACK TO MINUTES Pi Kappa Delta National Council Minutes NCA Meeting: November 21-24, 2002 New Orleans, LA Friday, November 22, 2002 The meeting was called to order by President Glenda Treadaway.  Glenda provided the agenda for the meeting and then proceeded with the President’s Report. President’s Report Glenda provided an update on plans for the 2003 convention including an update on the Hunt Valley Inn debacle, the need for additional public relations for the convention, and information indicating that Parli nationals will conflict with our event.  She then provided an update about the nominations process and indicated that any current council members who intended to run for President-elect should notify Phil Voight of that intention immediately.  Glenda then indicated that we would have the Graduate School fair as usual and that the Voting Delegates Guide would be out in January 2003 and would be distributed by mail with the invitation, would be put on the webpage and distributed via other electronic means. Local Host Report Carl Hyden provided the local host report.  He indicated that rooms for the tournament have been “technically” secured, including the ballroom.  He indicated an apparent conflict in site scheduling of the designated tab room and suggested that he is trying to resolve the conflict.  Carl also indicated that the Bookstore will “probably” be open on Saturday and that campus union food service would definitely be available on Thursday and Friday, and “may be” available on Saturday.  Council members encouraged Carl to finalize any reservations still in doubt.   Carl summarized campus support for the convention and tournament.  He indicated that his students will design a publication and that he will secure a new campus map.  He also indicated that he has made contact with a numbers of HBCU’s regarding tournament participation and has received a positive response from Hampton. Carl indicated that local funding for the student reception is a possibility and that he will need a list on necessary supplies to have on hand. Finally, Carl was authorized to provide a reasonable number of free banquet tickets as necessary for local dignitaries. Being province governor, Carl also provided an update regarding the Province reception.  To date, no plans have been formalized.   Carl was made aware of the payment problem he would have at the Hunt Valley and was encouraged to bill the reception under the name of the university rather than the province. Tournament Director Michael Bartanen presented his report as Tournament Director.  Michael reported that all tournament materials are developed an that he is in the process of identifying tab room personnel.  In addition, he raised the issue of membership and the Council affirmed the basic principle that tournament participants need to be members of PKD. Issues regarding local arrangements including judging, computers, and printing, and the tab room location still need to be resolved. Secretary-Treasurer Bill Hill presented his report as Secretary-Treasurer.  He summarized the excruciating and frustrating negotiation process with the Hunt Valley Inn. The central issues were the line of credit, pre-payments, and banquet costs.  He reported that all was finally resolved and that the Hunt valley inn agreed to a proposal for credit and pre-payment that had first been submitted five months earlier and that they had confirmed the banquet price quoted during the summer to Glenda. Under the agreement, PKD will pre-pay $5,000 toward national organization expenses by December 1, 2002.   We will receive a $7,500 line of credit and agree to pay any balance following collection of registration fees. The banquet price will be $25/person inclusive. Bill then provided an interim financial report indicating the total net worth of the organization and a summary of the summer 2002 meeting expenses.  Bill reported that our net worth was stable over the past year even accounting for the required $5,000 pre-payment to the Hunt Valley Inn.  He attributed this to the revenue generated at the 2002 tournament and explained why this “off-year” event has become critical to the financial stability of PKD. Past President’s Report Scott Jensen presented his report as Past President.  He provided updates regarding the NCA convention submissions and indicated that PKD had 14 panels, more than previous years, placed in the convention. He also indicated that panels and papers had been competitively reviewed and ranked.  Scott reported that all entries for the 2003 convention will be posted on line and that we are guaranteed 12 panels for that event.  All reviews and submissions will also occur on line. Scott provided some detail on the new paper submission process.  In the new system, we, the organization, will do all scheduling, reviewers will rank all submissions, and we will put all non-traditional times and rooms in the program. We will have more slots in 2003 than AFA.  Scott also suggested that PKD play a leading role in sponsoring a “thematic conference,” although there was no detailed discussion of how such an event would work or be arranged. Scott also reported that three awards would be presented at the general business meeting.  Finally, he indicated that work continues on the Oral History project and that some of the Past Presidents would be interviewed at NCA. President Elect’s Report Susan Millsap presented her report as President-Elect.  She identified a possible site for the 2004 tournament and proposed that the Council accept the bid from Middle Tennessee State University to host the event on their campus. The tournament would be held either the 3rd or 4th week of January 2004.  The Council accepted the preliminary bid. Susan then announced a bid for the 2005 convention and tournament from Webster University in St. Louis.  Susan had completed a site visit and reported that there would be approximately 80 competition rooms available and a ceiling of $95/night for rooms at the Sheraton Westport, the site for the 2000 and 2002 tournaments. She moved that the Council accept the Webster bid and it was unanimously approved.  Having two viable bids in hand, Susan breathed a sigh of relief! Historian’s Report David Ray presented his report. He indicated the need to better advertise the necrology service held in conjunction with the convention.  That is an important part of our agenda and we need to try to do more to make the time accessible and to better inform members about the service.  Next, David indicated the need to continue to investigate security and accessibility arrangements for the archives at Ripon.  Work still needs to be done to resolve those issues before we entrust the archives to that institution. Charter and Standards Suzy Amundson presented her report as Chair of Charter and Standards.  She brought forth a motion to approve four new chapters including: (1) Carroll Community College, MD; (2) Western Kentucky University; (3) Bridgewater College, VA; and (4) University of Arkansas. The four new chapters were approved.  Suzie then indicated that she has received inquiries from two other institutions, Tufts University and Berea College. The Council then discussed the current process used to approve chapters.  It has become apparent that considerable time lapses between completion of paperwork and regularly scheduled Council meetings where applications can be approved. In order to streamline the process and more efficiently sign-up new chapters, the Council approved the following revised procedure: (1) Joyce Kruger would become a standing member of the Charter and Standards  committee. (2) Once all necessary paperwork and fees are collected, Joyce will distribute on an email consent calendar the name of prospective new chapters; (3) Council members will have 48 hours to raise an objection to a new chapter; (4) In the absence of any stated objection, Joyce will notify the petitioning chapter that their application has been accepted. Province Coordinator’s Report Sandra Alspach presented her report as Province Coordinator.  She provided an updated list of province officers and contact information.  She indicated that the minutes from the summer meeting were posted on the PiKap-L, but did not generate any response or discussion. She also provided an update on “off-year” tournaments indicating that only two provinces had such events—the Greater Northeast and the Southeast.  She noted that two provinces, the Northern Lights and the Great west planned but cancelled events.  The remaining two provinces did not plan events. Sandra noted the difficulty in obtaining responses from provinces and surmised that the fact that she has had so little feedback means that provinces are largely happy with the work and decisions of the national Council.  She also noted that the Constitutional directive to hold an “off –year” event needs to be reexamined. Based upon her experiences as Province Coordinator, Sandra suggested five questions that should be addressed at the developmental Conference at the 2003 convention: • Is a provincial structure serving a useful purpose? • If so, how could communication between the Provinces and Council be improved? • If not, what role should local chapters play in furthering national objectives? • What kind of organizational arrangement would best serve this role? • What kind of leadership would this arrangement require? Professional Development Thomas Bartl presented his report as chair of Professional development.  He noted that he still needs to get names of individuals who can produce specific topic area instructional videos.  He also noted that he has not received any panel submissions for the developmental Conference, but will solicit bids from panelists who presented at NCA.  He indicated that there will be an open forum on the future of the Province System following the luncheon at the 2003 convention and that he will be the moderator. Student Representatives Neither student representative was in attendance.  Neither student sent a written report. Editor Nina Jo Moore presented her report as Editor. Nina Jo summarized the publications she has produced to date. She then indicated that the publications have essentially been delivered on time.  She requested that Council members make a better effort to contribute articles to the Key in order to ensure that it remains a worthwhile venture. She noted that Scott Jensen will be guest editor of the next issue. The winter 2003 issue will focus on the theme, “The Family and Forensics.”  Nina-Jo also indicated that she had only one complete article for next issue.  The Council recommended that she not produce an issue with two or fewer articles.  The Council discussed the possibility of sending the Key electronically.  Nina Jo agreed that she could do this.  It was decided that the next issue of the Key would be sent as usual, but would contain an announcement that all future issues would be sent electronically.  Nina Jo concluded by summarizing other activities in which she has been successfully engaged this year and noting that this has been an enjoyable year for her as Editor.  She encouraged all to consider sending articles to the Forensic. The National Council recognized the excellent job Nina Jo has done as editor. Discussion Items Following presentation of reports, the Council discussed several important issues.  First, Scott led a discussion about the reasons chapters did not attend the 2001 convention in Boise.  Based upon his contacts with several individuals, Scott identified the following factors as significant: • The perception that ours is not a “competitive” national tournament; • The perception that our tournament needs to be more specific toward our mission; • The perception that some of our rituals are “inappropriate;” • Class conflicts created by our Thursday, Friday, Saturday schedule. Susan led a short discussion about ways to revise the convention to include a “banquet-less” awards assembly.  She offered the suggestion of moving from a full meal to a formal dessert awards assembly.  Doing that would shorten the time of the final event, but still preserve some of the formality that many members appreciate.  Glenda led a short discussion about ways to streamline business meetings.  All agreed that any effort to accomplish this would be appreciated by the membership. Michael presented a fairly extensive analysis of tournament schedule option.  He indicated that the tournament schedule is as compact now as possible within the prescribed parameters. He identified the following options which would require a modification of parameters. • Make the first day exclusively Debate or exclusively IE • Hold province meetings (at lunch ) on campus • Compact IE into two rather than three flights • Hold awards on Saturday afternoon followed by some debate out rounds • Schedule policy debate rounds against some IE’s The Council then and discussed possible changes to consider including the following. • Changing the date • Having IE Finals • Having a “virtual” tournament or events • Re-focusing divisions • Changing the mix or competitive to non-competitive events At the conclusion of the discussion, all agreed that the organization needs to consider ways to improve the product we offer our members.  The Council also agreed that financial realities make changes inevitable, but that within any change we should attempt to preserve those qualities of our event (e.g. formality, interaction) that have come to make the PKD experience special to so many over the years.  The last issue discussed focused on receptions at the 2003 convention.   Glenda explained that unlike past years, some receptions would be paid for out of non-organizational funds.  These include: (1) Student reception ($1,200) —local funding; (2) Past President’s Dinner ($500)-Bill Hill and Nina Jo Moore; (3) Coaches’ reception ($250 est.)—Glenda Treadaway and Michael Bartanen. Summary of Actions Taken 1. Joyce Kruger was approved as an ongoing member of the Charter and Standards Committee. 2. The process to approve new chapters was modified to require that Joyce collect all necessary paperwork and fees and then submit applications to the Council on a consent calendar as they are completed. 3. Nina Jo Moore was encouraged not to publish the next issue of the Forensic with fewer than 3 articles. 4. The Council affirmed the notion that all participants at the national convention must be members of PKD with the standard provision that potential members form the local host area may be invited as guests. 5. The Council approve in principle converting the Key to an electronic publication following the next scheduled issue. 6. The Council approved the acceptance of the four new chapters as indicated in the report from the Chair of Charter and Standards. 7. The Council approved Middle Tennessee State University as the site of the 2004 tournament. 8. The Council approved Webster University as the site of the 2005 convention and tournament. 9. The Council endorsed the need for a complete discussion on the current province structure at the 2003 Developmental Conference. 10. The Council endorsed in principle that it continue to find ways to modify the current convention and tournament format to make them more appealing for the membership. Saturday November 23, 2002 General Business Meeting President Glenda Treadaway called the General Business Meeting to order.  She noted that the meeting was well attended and thanked all for their participation.  All Council members present for the November 22, 2002 meeting were in attendance.  Each Council member presented a report which essentially captured the highlights of the reports presented and discussed at the November 22, 2002 meeting.  There were two new items of business. Scott Jensen presented the annual organization awards. For the first time, the organization presented competitively selected awards for papers/panels presented at NCA.  Those awards included: Top Panel: Josh Compton and Shannon Dyer, Southwest Baptist Top Student Papers: Brian Kaylor, Southwest Baptist Brian Amston, Truman State Top Overall Paper: Josh Compton, Southwest Baptist Scott then presented the standing awards.  These awards included the following: Bob R. Derryberry Award: Shannon Mcservan, Albertson College Jennifer Talbert, Ball State The Larry Norton Award: Dr. Russ Church, Middle Tennessee State University The E.R. Nichols Award Dr. Ed Hincke, Central Michigan The John Shields Award: Margaret Greynolds, Georgetown College (retired) Following the awards presentation, President Treadaway encouraged all to attend the 2003 convention and tournament.  She announced that nominations for positions could be submitted to Phil Voight, Chair of the Nominations Committee.  She also announced that we would once again have the Graduate Fair at the 2003 convention.  Finally, she invited all to attend a reception that evening to be held in her room.  Standard reports were then presented from Carl Hyden (local host), Michael Bartanen (tournament director), Bill Hill (secretary-treasurer), Scott Jensen (past- president), Susan Millsap (president-elect), David Ray (historian), Suzy Amundson (chair of charter and standards), Sandra Alspach (province coordinator), Thomas Bartl (chair of professional development), and Nina Jo Moore (editor).   Following those reports the members in attendance discussed the current convention model.  Four major themes emerged from that discussion: • Members do not enjoy the Banquet program and would like to see it revised; • Members would like to have shorter Business Meetings; • Members would like to see costs reduced; • Members would like to preserve some aspects of our formality Following this open and fairly lively discussion, our assigned time expired and the meeting was adjourned. 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