BACK TO MINUTES Pi Kappa Delta National Council Minutes July 5, 2002 Baltimore, MD Meeting called to order at 9:10 am by Glenda Treadaway. President's Report: The meeting was called to order at 1:20 pm, on Friday, July 5, 2002, by President Glenda Treadaway.  Glenda presented the Presidents Report.  She indicated that packets showing the various facilities and floor layout of the facility had been provided by the Marriott Hotel for all council members.  She then explained the agenda and the report items that would be covered at the meeting.  President Treadaway gave a brief report of the 2002 honorary tournament held in St. Louis and indicated that the tournament was very successful.  She also indicated that the financial report to be presented later in the meeting would demonstrate that it was absolutely critical for the organization to continue hosting this tournament.  Glenda then led a brief discussion about the logistics of NCA reception held in 2001 in Atlanta.  She indicated that the reception was very successful and very cost effective (less than $100) and that the reception, although held in a single room rather than in a suite, attracted a fair number of attendees and seemed to be well - received.  She indicated that the reception for 2002 at NCA in New Orleans would again be held in her room and would follow a format similar to that of 2001. Next, President Treadaway introduced a discussion of the 2003 National Convention and Tournament to be held at Morgan State University in Baltimore Maryland, March 26th -29th , 2003.  She indicated that plans are well underway for that event and that a substantial portion of this council meeting would be devoted to completing necessary plans.  After brief discussion of the various logistical needs associated with the 2003 National Convention and Tournament, the Council agreed to make financial assumptions on the basis of 540 participants and to plan all social functions accordingly.  President Treadaway also indicated that we would continue to use the same trophy vendor as has been used in the past three years (Waltman’s Trophies from St. Louis, Missouri).  She next made assignments of the planning responsibilities for the various social functions for the 2003 convention and tournament.  Those assignments include the following: - Thomas Bart - the Development Conference luncheon on Wednesday, March 26th - Michael Bartanen - the coach and judges reception on Wednesday, March 26th - Scotty Kehoe & Stephan Collins-Stepney –  the student reception on Thursday, March 27th - Sandra Alspach - the Province Officer's Reception Thursday, March 27th - Scott Jensen - the Hall of Fame and Past Presidents dinner Friday, March 28th - Glenda Treadaway - the Convention Awards Banquet Saturday, March 29th Glenda concluded her report by indicating that the host school, Morgan State University, was well prepared and enthusiastic about hosting this event.  She indicated that the local host Carl Hyden would provide an extensive report on Saturday.  Finally, Glenda indicated that the graduate school fair had been successful in Boise, Idaho and would be continued at the 2003 Convention and Tournament. Past President's Report: Scott Jensen presented the Past Presidents report.  Past President Jensen is preparing a collection of the accumulated oral history of Pi Kappa Delta.  To collect that history Scott will video tape past presidents of the organization who will respond to a prepared list of questions.  Scott has distributed those questions to past presidents in anticipation of video taping.  Some past presidents will complete video tapes and send them to Scott and in other cases he will actually visit the past presidents and conduct the taping himself.  He indicated that students at Webster University will do all editing and prepare a final video tape free of charge.  Tapes will be available during the 2003 convention. Scott next indicated that Pi Kappa Delta has received fourteen slots for the 2002 NCA Convention.  Eleven of those slots are filled by panels, programs or poster sessions and the remainder are filed by business meetings.  This total is an increase in the number of convention slots held by Pi Kappa Delta at the NCA Convention.  Scott selected papers and panels using a peer review process and identified the “top panel presented” for this year’s convention.   That panel was submitted by Shannon Dyer of Southwest Baptist University and she will be appropriately recognized at the convention.  Scott also extended an opportunity for authors of papers to submit completed papers for a peer review competition.  Only fully completed papers will be considered for such review. Scott placed a call for the four standing PKD Awards in the Key and all Forensic Listservs.  He indicated that nominations were received for all four awards and recipients will be determined by the awards committee at this summer meeting.  He indicated that Hall of Fame nominations have been received and that the biographies of the nominees would be distributed to the Council along with ballots for voting.  Scott asked all council members to return their ballots on Saturday.  Scott then indicated that he will initiate contact with Audra Colvert of Towson State University and Melinda Schultz of Boise, Idaho for their assistance in planning alumni activities at the Baltimore Convention.  Finally, Scott indicated that he continues to work on the PKD code of ethics and hopes that this project can be completed soon. Secretary/Treasurer’s Report: Bill Hill presented the Secretary/Treasurer’s report including the 2001 Net Worth Statement of the organization, the 2001-2002 Income Expense Summary, the Summary of Expenses for the National Office, a Summary of Expenses for the 2001 Summer Meeting and a Financial Summary of the 2002 National Honorary Tournament.  Bill indicated that at the present time Pi Kappa Delta has assets totaling $52,195.76 and liabilities totaling $3,630.00, leaving the organizational total net worth of $48,565.76.  He indicated that for the current year 118 chapters paid their chapter dues and the organization received 247 new individual members.  Combined with receipts from tournaments, Province dues, merchandise, publications and interest on held accounts the organization had $35,627.20 in income.  This compares to organization expenses for the current year including operation of the national office, tournaments, publications, summer meeting and Province rebates totaling $33,102.14.  Bill indicated that the national office has streamlined its operation in a number of respects including mailing and will very soon be issuing computer generated membership cards to reduce printing costs.  He also indicated that cutting down or eliminating the publication of two issues of the Forensic had resulted in a substantial savings for the organization.  Next he indicated that the 2002 National Honorary Tournament had been a financial success generating $9,293.33 in total net income for the organization.  Bill stressed the importance of maintaining this activity for Pi Kappa Delta to ensure the financial solvency of the organization. President Elect’s Report: Susan Millsap presented the President Elect’s report.  She identified three possible sites for the 2004 and/or 2005 tournaments.  Those sites include Rice University, Marshall University, Middle Tennessee State University, and Creighton University.  Susan is still in the discussion process in terms of securing a final bid.  She hopes to be able to present at least two bids for the 2005 convention and tournament to the National Council at the 2002 meeting at NCA.  She led a discussion about possibly changing the format of future convention and tournaments including the possibility of utilizing a hotel format for the bi-annual convention and tournament.  The Council discussed these items at some length and that discussion led to additional convention assignments presented at a later meeting. Susan then discussed her efforts to increase non-forensic communication activities.  She indicated that she had extended an invitation to all province officers to schedule such events at their province tournaments.  Although, three province tournaments were actually scheduled, none included non-forensic communication activities in their schedules.  She further indicated that she would continue to pursue that goal with the hopes of increasing non- forensic communication activities in the tournament schedules.  Finally, she identified a need to update the rituals to include non-forensic members. Editor’s Report: Nina-Jo Moore presented the editor’s report.  She explained that thus far she has produced two issues of the Key and one issue of the Forensic.  The winter 2002 issue of the Forensic was a special issue which included three of the four articles assigned to Pi Kappa Delta at the Tahoe Conference in 2001.  Nina-Jo indicated that six articles are in various stages of the review process for the next issue of the Forensic.  She also announced that Scott Jensen will serve as guest editor of the winter 2003 issue of the Forensic and that the issue will focus on “the family and forensics”.  In addition to her duties producing the Key and the Forensic, Nina-Jo took an active role in developing a panel for the NCA Convention.  Her panel “leadership, training by fire:  administrators and the skills they learn from being forensics educators”, was accepted and includes participants from a wide array of administrative offices.  Nina- Jo indicated that at least a portion of a future issue of the Forensic will be devoted to that topic.  Finally Nina-Jo shared a strategy she used to help increase interest in Pi Kappa Delta.  At the Appalachian State University tournament, Nina-Jo included Pi Kappa Delta publications in the packets of all schools attending the tournament.   Apparently this strategy was successful in generating interest in Pi Kappa Delta among the schools. Historian’s Report: David Ray, Historian, was unable to attend the summer meeting due to health needs.  He had prepared a written report and discussed issues of that report with Glenda Treadaway.  Glenda presented the Historian’s report and focused on two primary issues.  First, due to the increasing number of individuals inducted into the Hall of Fame, the size of the traveling Hall of Fame continues to increase.  Transportation is becoming a logistical issue and David is exploring ways to ensure that this important display remain portable to all future Pi Kappa Delta conventions.  The Council empowered David to take whatever actions necessary to ensure that this was logistically a feasible endeavor.  Second, David expressed his concerns about establishing the Pi Kappa Delta archives at Ripon College.  After conversations with the archivist at Ripon as well as receiving advice from the archivist at the University of Arkansas in Monticello, David is not convinced that the Pi Kappa Delta holdings will be secure in Ripon.  Apparently Ripon does not have a formal checkout procedure to ensure that materials are properly accounted for and returned.  David recommended that the Council postpone moving the archives to Ripon until this issue could be further investigated. 2002 Tournament Report Scott Jensen presented the 2002 tournament report.  He summarized the highlights, problems and suggestions for that tournament.  Scott indicated that the 2002 honorary tournament which was held in St. Louis, January 25th-28th, 2002 was successful.  Although, slightly smaller than the 2000 tournament, the level of competition was excellent and the tournament was successful financially.  Highlights for the 2002 tournament included resolving the hotel difficulties encountered during the 2000 tournament and securing more representation from other honor aries.   Scott identified the following problems.  He noted that there continues to be logistical concerns for the hotel tournament including reliance on elevators and the use of sleeping rooms for competition.  He also indicated the need to secure more formal support from other honor aries for this event.  Finally, Scott noted that several schools chose to leave prior to receiving their ballots and awards and that this created a logistical and financial problem for the tournament staff. Scott proposed the following suggestions for future tournaments.  First, that we should vary the site so that St. Louis does not become perceived as “the honorary national site.”  Second, he suggested that we hold the next tournament on a campus, to avoid the perception that the honorary tournament is always a “hotel tournament”.   Third, he suggested that we look into identifying a set weekend in order to facilitate scheduling and planning for this event.  Fourth, he suggested that we expand the role of the National Council in administration of this tournament.   Finally, he suggested that all schools choosing to leave the tournament prior to receiving their ballots or awards be required to pay postage and provide addressed shipping containers, so that the ballots and awards can be shipped to the appropriate schools without cost to Pi Kappa Delta.  The Council, after reviewing Scott's report, reiterated their commitment to this national tournament as an important part of the activities of the organization. 2003 National Tournament Report Michael Bartanen presented the 2003 National Tournament report.  He first identified the proposed events for the tournament.  Debate and individual events will be the standard events included in the last several PKD National Tournaments.  In addition, we will include other events such as discussion, oral history, and Readers Theatre.   Finally, we will include three non-traditional experimental events.  The first experimental event is called “To Honor Women”.  In that event students will present an impromptu, a public address and a programmed oral interp, focusing on some theme of rhetorical or literary composition by a woman or women.  The second experimental event will be broadcast journalism.  In that event, a contestant will present a well organized, clearly communicated, simulated news broadcast.  The third experimental event is public relations analysis.  The description of that event is to be determined. After listing the events, Michael identified potential tab room staff and indicated that he is continuing to secure additional staff for the tab room and attempting to ensure that there is appropriate diversity among tab room staff members.  Next, Michael presented two scheduling options for the tournament, one a block scheduling option and the other an integrated scheduling option.  After extended discussion the Council voted to utilize the integrated scheduling option with the modification that all A events, B events and all C events will occur on the same day.   Finally Michael indicated that he will offer a tournament administration internship during 2003.  This internship will provide the opportunity for a limited number of individuals who are inexperienced in tournament management to secure hands on experience.  The Council discussed and fully endorsed inclusion of such an internship.   Tournament invitation and entry forms will be posted on the web with a link from the Pi Kappa Delta website and will be printed in the Key.  All tournament entries will be either web-based, by fax or by mail. Following an explanation of the logistics of the tournament, Michael introduced a proposal regarding fees.  This proposal served as a springboard for extended discussion about the need for the national convention and tournament to make money in order to ensure the solvency of the organization.  All council members participated in the discussion and various options were fully explored.  The Council fully discussed the implications of adopting various types of fee structures, and judge requirements, and uncovered judge fees After discussing the tournament entry fees, judging requirements and uncovered judging fees, the Council then discussed the convention participation fee.  Based on estimates from the Marriott, Glenda Treadaway reported that the least expensive inclusive individual banquet charge is $30.  The Council discussed the need to ensure that the convention participation fee cover at a minimum the banquet cost for each individual from each chapter.  The Council also discussed the need to provide funding for various other social activities including the Province Officers’ Reception, Past Presidents’ Dinner and Student Reception.  Recognizing the need to keep cost as low as possible yet maintain the financial integrity of the tournament, the Council established a $150 budget for the Province Officers’ Reception and a $1,200 dollar budget for the Student Reception.  Funding for those two events will be secured through a combination of contributions from the Provinces and local individuals.  The Council next discussed the Past Presidents’ Dinner and the importance of maintaining that event in the convention.  After discussing the various funding options, the Council determined that the Past Presidents’ Dinner likely could be funded by donations. 2003 Local Host Report Carl Hyden from Morgan State University presented the 2003 Local Host report.  Carl indicated that Morgan State University is very excited about hosting the tournament and promises their full support.  He also indicated that the Communication Department at Morgan State University will take an active role in providing assistance during the tournament and that Morgan State has a large base of alumni in the area who can be counted on for support.  He indicated that there will be a good pool of judges for individual events, but few if any local judges for debate.  He also indicated that he will contact other key people in the area and in the province to fill key needs.  Carl reported that Morgan State University will attempt to provide some form of shuttle for the tournament, that the University bookstore will be open, and that he is currently negotiating hours for food services at critical times.  The Council stressed the importance of having food service available on campus during competition hours.  He also indicated that they are attempting to arrange an inner harbor shuttle and that he will provide a complete restaurant guide and menus from various restaurants for convention and tournament participants. Special activities Morgan State is planning for the tournament include the following: (1) attempting to provide a University music group for the opening reception; (2) providing an exhibition of art in the Student Center, and (3) providing an inner harbor shuttle.  Carl indicated that he will provide a copy machine for the tab room and that the province will run a Pi Kappa Delta store.  Finally, Carl indicated that he likely will be able to have a video similar to that in Boise produced and that the logistics regarding pre tournament printing have been arranged. Students Report Scotty Kehoe and Stephan Collins-Stepney presented the Students’ Report.  Scotty and Stephan indicated that they are going to secure a list of historically black colleges and universities and invite schools off of that list to attend the convention and tournament.   Scotty is engaged in an ongoing effort to attempt to establish communication with students in Pi Kappa Delta and to set up email and web links.  He reported that he has had very limited success in getting students from individual chapters to respond.  Based on his experience in Boise, Scotty recommended that we have only one student caucus session and that it is held on Wednesday evening.  Scotty and Stephan then briefly outlined plans for the student reception and scheduled a meeting with a representative from the Marriott to discuss various options available to them. Charter and Standards Suzy Amundson presented the Charter and Standards Report.  She indicated that two schools have requested to charter with Pi Kappa Delta since our November meeting, King College in Bristol Tennessee and Swarthmore College in Radnor Pennsylvania.  She also indicated that five schools have asked to be reactivated including Carson-Newman College, Stephen F. Austin State University, Rocky Mountain College, Stetson University and the Marietta College Alumni.  She then identified eleven schools who need to be placed on inactive status due to their failure to remain current in their chapter dues. Public Relations Report Suzy Amundson presented the Public Relations Committee Report.  Suzy identified the following accomplishments of the public relations committee:  (1) all schools currently listed on active status have been reviewed and (2) letters or e-mails have been sent to all schools who have asked to be placed on inactive status currently on inactive status.   Suzy indicated that she continues to pursue the public relations goals that she outlined at the beginning of her term on National Council. Professional Development Thomas Bart presented the professional development report.  He has developed specification sheets for individual events videos and distributed those specification sheets to the Council.  He also developed specification sheets for debate videos and distributed those to Council.  He indicated that he intends to identify individuals to produce the individual events and debate videos at the beginning of the 2002 Forensic season and that hopefully that those videos can be produced promptly.  He asked Council to give to him recommendations of individuals to produce the various videos.  Next, Thomas discussed the professional development conference for the 2003 convention.  He indicated that the theme for the conference will be “From theory to practice, from ideal to reality”.  He explained that this theme will allow the conference participants to focus on the ideas of inclusion and diversity as well as other ideas.  Thomas indicated that he intends to contact participants on panels at NCA to invite them as participants for the 2003 developmental conference. Province Coordinator’s Report: Sandra Alspach presented the province coordinators report.  Sandra discussed the various problems she has had establishing ongoing communication links with the province officers.  Based on her experiences, she made the following recommendations.  First that the province coordinator should expand the email list from governors to include all province officers.  Second, that the province coordinator should post vital information and reminders to all provincial officers following each National Council meeting.  Third that minutes of the National Council meeting should be posted on Pi Kap-L.  Fourth that the province coordinator should encourage governors to file annual reports through the province coordinator, so that those reports can be shared with the National Council.  Sandra then discussed the need to establish mentor schools in each province to assist new coaches in Pi Kappa Delta.  She reported that no province officer has identified any attempt made to establish such mentorships within their province.  Based upon this finding Sandra made two recommendations.  First she recommended that the province coordinator identify a mentor in each province to work with new and at risk chapters.  Second, she suggested that the province coordinator work with the PR coordinator to create a brief Pi Kappa Delta chapter sponsor brochure for all new schools.  Finally, Sandra reported that three provinces -- the Southeast, the Greater Northeast and the Greater Heartland -- held PKD tournaments during 2001-2002.  Two provinces attempted to schedule events, the Northern Lights and the Great West, but due to various factors (weather, mailing) were unable to hold those events.   The lower Mississippi did not attempt to schedule a PKD event. Discussion Items Following presentation of all of the standing reports, the Council then discussed a number of issues.  There was an extended discussion about the lack of activity in provinces, including the inability to establish ongoing contact with province officers, lack of province tournaments and the overall role provinces play in the national organization.   Glenda Treadaway also discussed the difficulties she had getting volunteers to serve on various committees.  After numerous efforts to attempt to recruit committee volunteers, it has become clear that a number of committees for 2001-2003 will not be fully staffed.  The Council endorsed Glenda’s request to simply attempt to complete critical committee functions during the remainder of her term.  The Council also discussed membership forms and was advised that Joyce in the national office will begin producing membership and other forms via computer, rather than printed materials.  Joyce will use the same sort of format currently employed by the National Forensics League. The Council also discussed the need to reinvent our convention and tournament model.  This discussion was predicated upon the assumption that the national convention and tournament must be financially successful in order to ensure the solvency of the organization.  It has become clear that the traditional model can no longer be assumed to accomplish that goal.  As a result, the Council agreed to investigate alternative models for the 2005 convention and tournament and to devote at least one full session at the National Communication Association meeting to developing a written description of what a new model might embrace.  Pursuant to that task the following assignments were made and all Council members agreed to complete their assignments in a timely manner. - Scott - Survey those members who did not attend the Boise convention to find out why they did not attend. - Sandra - Collect information via the Pi Kap-L about chapters perceptions of ways to modify the national convention and tournament. - Thomas - To develop scheduling alternatives for the national convention and tournament. - Nina-Jo - To develop alternative fee structures for the national convention and tournament. - Glenda - To suggest modifications  of the general business and provide meetings within the national convention. - Scotty & Stephan - To suggest ways to modify the national convention and tournament, while retaining those aspects most valued by students. - Susan - To explore ways to have a “banquet-less” awards assembly at the national convention and tournament. - Bill - To survey past presidents regarding their thoughts about modifications of the format of the national convention and tournament. - Sandra - To survey alumni regarding their thoughts about modification of the national convention and tournament. - Michael - To develop alternative models of competition for the national convention and tournament. Summary of Motions Passed at the 2002 Summer Council Meeting 1. The Council approved the motion to offer a convention and tournament shuttle in Baltimore, if the shuttle was free but voted not to provide any funding to support such a shuttle. 2. The Council voted to suspend authorization to move the Pi Kappa Delta archives to Ripon College until David Ray determines it advisable to do so. 3. The Council voted to adopt an integrated scheduling format for the 2003 tournament, with the modification that all A pattern events, B pattern events and all C pattern events will be offered on the same day. 4. The Council adopted the following fee structures for the 2003 convention and tournament.  Individual event entries $10, discussion entries $10, Lincoln Douglas entries $30, IPDA entries $30, readers theatre $50, debate teams $70 and PR cases $50. 5. The Council adopted the following judging requirements one to six IE entries = one judge; one to six discussion entries=one judge; four Lincoln-Douglas entries=one judge; and two debate teams=one judge. 6. The Council adopted the following judging fees for the 2003 tournament:  $15 for each uncovered IE or discussion judge, $50 for each uncovered Lincoln-Douglas or IPDA judge, $105 for each uncovered debate team, $15 dollars for each uncovered discussion entry. 7. The Council approved the requirement that all Readers Theatre entries for the 2003 convention must be accompanied by a judge and that PR case entries would not be required to provide judging. 8. The Council adopted a $30 participation fee for the 2003 convention and tournament. 9. The Council approved budgets of $150 and $1,200 respectively for the province officers reception and the student reception. 10. The Council approved chartering of King College and Swathmore College, as well as the Marietta Alumni Chapter. 11. The Council approved the reactivation of Carson Newman College, Stephen F. Austin State University, Rocky Mountain College and Stetson University. 12. The Council approved that the eleven schools recommend by a Charter and Standards be placed on inactive status:  Austin Peay State University, Trevecca Nazarene University, University of West Florida, Texas Southern University, Herbert Lehman College, Marist College, Black Hills State University, Mayville State University, University of Wisconsin at Oshkosh, University of Nebraska-Kearney and William Jewell College. Actions to be Taken by Council Members 1. Determine feasibility of providing convention pennants for chapters entering the 2003 convention and tournament. (Bill) 2. Modify rituals to include non-forensic participants. (Susan) 3. Place call in Spectra for the Forensic. (Nina-Jo) 4. Explore possibility of establishing a link with the NCA website. (Glenda) 5. Create a specification sheet for the archives. (David) 6. Check on status of 2001 Hall of Fame Awards. (David, Glenda and Bill) 7. Obtain list of historically black colleges and universities. (Scotty and Stephan) 8. Provide suggestions to Thomas for individuals to produce debate and individual event instructional videos. (All) 9. Send minutes to David Ray for posting. (Bill) 10. Send minutes to province officers. (Sandra) 11. Write article on Pi Kappa Delta for the NFL rostrum. (Bill, Thomas, graduate student) 12. Invitation letters to two year schools. (Joyce) 13. Complete assignments on developing new convention tournament model, prior to NCA meeting. (All) 14. Send material for next Key to Nina-Jo Moore by September 1. (All) 15. Send material for 2003 invitation to Michael Bartanen by August 15th. (All) 16. Secure funding for cost of Past Presidents’ Dinner. (Bill and Nina-Jo) 17. Secure local funding for Student Reception. (Carl) 18. Secure funding from provinces for the Province Officers’ Reception. (Sandra) PKD Home