NAKPEHE Board Minutes
January 5 - 6, 2005
Hilton El Conquistador Golf and Tennis Resort
Tucson, Arizona

Members Present: Mandi Anderson, Charles Ash, Marilyn Buck, Steve Estes, Ron Feingold, Bill Forbes, Anna Marie Frank, Jimmy Ishee, Betty Jones, Jackie Lund, Carolyn Mauck, Beverly Mitchell, Gloria Napper-Owen, Richard Oates, Camille O'Bryant, Ginny Overdorf, Robert Ruhling, Bill Sparks, Anne Stewart, Carol Wood.

1.0 Call to Order
President Bill Sparks opened the meeting at 8:32p and each member present introduced themselves.

[Due to weather and travel conditions, the annual pre-conference Board meeting began Wednesday evening and continued Thursday morning]

2.0 Approval of Minutes
2.01 April 1, 2004, Board Meeting
The Board approved the minutes of April 1, 2004, in New Orleans, LA

3.0 Approval of Agenda - Bill Sparks
The Board approved the agenda as amended

4.0 Officer Reports
4.01 President - Bill Sparks
A new 3yr year contract has been signed with Human Kinetics for the publication of Quest. Board suggested that since Jake Jaquet, Director, Journal Division, is at this conference it would be a good idea to invite him to the board meeting on Thursday. Jackie reminded the Board of the on-line version of Quest.

4.02 Past President - Marilyn Buck
Year-to-year compilation of award winners and past presidents should be posted and available on the website not only for ready access but as historical record.

4.03 President-Elect - Ginny Overdorf
The concern for more effective leadership and follow-through by committees prompted Ginny to develop additional charges to specific committees that go beyond the operating codes. Suggested that these "charges" should be a responsibility of the President-Elect to ensure that committees are doing their work. Ginny reminded the Board of the importance of passing along our working files to new committees.

4.04 Vice President - Bill Forbes
Several things were done in preparation for the conference to increase registrations and ensure quality programs: 1) accessed several databases to identify about 1,000 faculty and administrators as potential attendees, 2) created an abstract review committee to review for accuracy, 3) several ideas were implemented in an effort to save $ for the organization with regard to audio-visual equipment and conference program. He will have additional recommendations to make post-conference. President Sparks thanked Bill for the significant time and effort put into the planning for this conference.

4.05 Vice-President - Elect - Camille O'Bryant
Call for proposals was announced for the 2006 conference in San Diego. The hotel will be closed for renovations until mid-summer but this should not affect our conference at all.

4.06 Secretary - Beverly Mitchell
All minutes from the last three meetings (April, January (new board), and January Business Meeting served as the report and were posted to the web. The motion form should be used to record each official action taken by the board.

4.07 Executive Secretary/Treasurer - Jackie Lund
Numbers reflecting an accurate count of members may not be available for a while since the renewal notices were mailed later than usual. Jackie expressed concern that OPERA is providing a significant portion of the organization's income. PayPal was effective and maybe it's time to consider on-line renewals. Service fees are charged with each transaction. The funds are strong enough that more $ is being put back into the Oppenheimer account. The diversity fund which has been included in the general account will be put into a separate account.

5.0 Old Business
5.01 2005 Conference Report - Bill Forbes
B. Forbes prepared and presented an "Estimated Conference Budget as of 1/5/05." J. Lund reminded the Board that honoraria for lecturers come from a different budget.

5.02 Signing of Contract with Human Kinetics - Bill.Sparks
The 3yr contract with Human Kinetics has been signed.

5.03 Gender Rotation - Office of Secretary - Bill Sparks
After much discussion regarding the matter of gender rotation for the office of secretary, the Board agreed to continue with the plan of asking the membership to vote on the recommendation from the Elections Committee to remove the requirement to alternate male/female candidates. R. Oates reported that the "requirement" is stated in the Operating Code, not By-Laws, thus allowing the Board to make changes without obtaining consent from the membership. R. Feingold raised the larger issue regarding the stipulation of gender rotation and other offices. The By-Laws Committee will add this to their list of charges this year.

5.04 Strategic Planning Process - Bill Sparks
The strategic plan draft was presented and discussed at length with some suggestions for revision and implementation: 1) needs to parallel the committee structure, and 2) need to have a group responsible for the strategic plan and consider setting goals for 3-5 years as well. The plan will allow the organization to have continuity from year to year.

Motion 1: Move that NAKPEHE have a strategic plan. By G. Overdorf and seconded by C. Mauck. Approved. Responsibility: FDC Due date: April - update

5.05 By Law Changes - Richard Oates
The committee will come back to the Board with recommendations on clarifications to Operating Codes.

6.0 New Business
6.01 Appointment of Carolyn Mauck as Necrologist
Motion 2: Move approval of Carolyn Mauck for Necrology. By S. Estes and seconded by R. Feingold. Approved. Due date: Effective immediately

6.02 NAKPEHE Directory - Steve Estes
Steve has followed up on M. Buck's work identifying physical education programs in the country. The work involves gathering demographic data on every department chair and program in all states. To date, data on 161 institutions have been compiled. This project will be good for the organization as it will provide a much needed database on all programs.

6.03 Naming of the Doctoral Poster Presentation - Bill Sparks
Motion 3: Move that the Doctoral Poster Presentation session be named in honor of Jody Davenport. By R. Oates and seconded by C. Bryant. Approved. Reponsibility: President Due date: Effective immediately

6.04 Complimentary copies of The Chronicle to non-member authors - Bill Sparks
Contributors already receive two copies. Several other issues were raised during discussion including requests from libraries for single issues of The Chronicle and paid membership of a library staff member in order to receive the publications at a highly reduced rate. These matters will be considered by the Publications Committee and will work with the Executive Committee.

6.05 Posting of a Research Survey on NAKPEHE web site by "non-member" (and sending to NAKPEHE members) - Bill Sparks
Concerns were raised about opening up the organization's website for research (surveys and responses by members) where the perception might be one of endorsement of the study. R. Feingold commented that anything on our website is a reflection of us. Suggestion was made to create a committee to look at these requests and establish guidelines to handle future requests particularly as we develop the database directory of programs. S. Estes will take this matter to the Technology Committee.

Motion 4: Move to not allow the "non-member to post a research survey to the NAKPEHE website. By M. Buck and seconded by M. Anderson. Approved. Reponsibility: President Due date: Immediately

6.06 Membership - 2nd Yr free as an incentive - Bill Sparks
The Membership Committee did discuss this matter in Clearwater in January, 2004, and have corresponded by e-mail as well. J. Lund reported that the 2nd year free will cost the organization $40 for each membership awarded (amount we pay Human Kinetics for the publications).

The Membership Committee was charged to discuss several suggestions and ideas identified by the Board: 1) pre-conference for new faculty related to promotion and tenure matters, 2) effective and lasting ways to mentor new/young faculty, 3) strategies to attract new faculty, 4) strategies to attract more interest from doctoral candidates, and 5) consider designating a time for the Board to discuss the matter of membership.

The suggestion was made to have the chair of membership attend the next Future Directions Committee meeting.

6.07 Membership Recruiting Effort - Gloria Napper-Owen/Newton
A company (member acquisition marketing campaign) has contacted the organization about helping our membership grow. The Board is not interested in pursuing since detailed information about additional costs and privacy protection were not provided.

6.08 NAKPEHE Budget 05 - Jackie Lund
J. Lund applies a conservative management of the organization's money ("save as much so we don't have to make as much"). The preliminary budget report will be presented for approval at the new board meeting on Saturday.

6.09 Increase of Member Dues - Jackie Lund
OPERA has been a major source of income. J. Lund is trying both e-mail and paper renewal. Do we want to increase dues? If we vote now, the effective date will be a year from now.

6.10 Raising of Dues for Academy Members - Jackie Lund
Currently, academy membership dues are $20. The margin of profit is greater for our own membership. The Board discussed the matter of attracting more academy members (currently at 20) and possibly raising dues. The matters are referred to the Membership Committee.

6.11 2008 NAKPEHE Conference Location - Bill Sparks
This matter will be presented at the new board meeting on Saturday.

6.12 Survey of Non-Renewing Members Following "Reminder Mailing" (March, 2005) - Jackie Lund
This was not completed. However, it could be easily done through Ball State as was done for the polling of views regarding our organization's name change over a year ago.

6.13 Policy on Travel Reimbursement (per diem) for FDC - Bill Sparks
Motion 5: Move that NAKPEHE reimburse FDC members $25 per diem for costs associated with attendance at FDC meeting that occurs at their meetings held at future conference sites. By C. OBryant and seconded by S. Estes. Approved. Reponsibility: Executive Secretary Due date: Immediately.

7.0 Committee Chair Reports
7.01 Awards - Charles Ash
The 2005 distinguished award recipients are as follows: Mike Metzler (scholar), Steve Estes (service), and Charles Ash (administrator).

A suggestion was made to consider sponsoring a Distinguished Teaching Award. The Awards committee will determine feasibility and criteria and bring to the Board at a later date.

C. Ash raised the concern about the precarious position one is put in when a member of the committee is nominated for one of the awards. The Operating Code does stipulate procedures in the event this occurs; nonetheless, the situation is particularly awkward when the individual is in the position of committee chair. Charlie also recommended that the new committee clarify the Operating Code (and resolve discrepancies) with regard to whether the Board or Executive Committee of the Board approves the candidates for the award.

More nominees are needed for these awards. The May issue of the Chronicle is the vehicle for notifying the membership. The new chair will work with J. Lund to solicit nominations as well.

7.02 Bylaws - Richard Oates
The committee will be making recommendations at the AAHPERD meeting and will get the By-Laws and Operating Codes posted to the web.

7.03 Elections - Mandi Anderson
Motion 6: Move to approve the results of the 2004 elections: Mel Finkenberg (President-Elect), Jimmy Ishee (Vice-President-Elect), and Bob Stadulis (secretary). Approved.

7.04 Foundations - Judy Bischoff
The only sponsorship received this year was from Human Kinetics for the Homans lecture. The committee worked on revisions to the Operating Code and will have a proposal at the next meeting.

7.05 Future Directions - Steve Estes
The principle charge was to consider NAKPEHE as a leadership organization and market this identity as well as target chairs, deans, directors, graduate coordinators and senior faculty for membership. The committee also suggested that NAKPEHE continue discussions with CUAC to co-sponsor the annual conference.

7.06 Membership - Gloria Napper-Owen/Newton Jackson
The committee is charged with considering the numerous suggestions made by the Board and by the FDC.

7.07 Public Affairs - Anne Stewart
The work of the committee continues to be done by its chair who has assumed the role of official photographer and maintained the picture boards over the years. More recognition of our members and their accomplishments is encouraged through interviews and notifying newspapers in the hometowns of members.

7.08 Publications - Jimmy Ishee
Jimmy is completing his 3yr term as chair at the close of this meeting. The deadline for future Chronicle issues is February 15 for the May issue, June 15 for the fall issue, and November 15 for the February issue. There is a possibility that OPERA may be looking for a new site if the new administration at Cal State decides not to support the service.

7.09 Social Justice/Cultural Diversity - Anne Frank
Although the membership of the committee is under transition, plans are to make a panel presentation at the next conference.

7.10 Technology - Carol Wood
B. Forbes will provide the committee with all lists dealing with past presidents, award recipients, etc which can then be posted on the web.

8.0 Liaison Reports - No Reports (to be dissolved)
8.01 AAKE - - John Dunn
8.02 AAHPERD - Beverly Mitchell
8.03 AAHPERD Research Consortium
8.04 National Coalition for Promoting Physical Activity - Sandy Gallemore

9.0 Affiliated Organizations
9.01 AIESEP - Ron Feingold
Reported on the annual upcoming conventions and the invitation to join the organization.
9.02 CUAC - Betty Jones
No report
9.03 SAWPASH - Penny England
No report
9.04 WCPES -
9.05 WSPECW - Sharon Guthrie
No report

10.0 Presidential Appointments 
10.01 Archivist - Richard Swanson
Report submitted
10.02 Necrologist - Carolyn Mauck
The Board voted earlier to have Carolyn serve as committee chair. She will be checking with D. Swanson about archives and the status of archives at UNCG. The Past President should be collecting correspondence and other documents to be sent to the president later, then archived.

10.03 Oral History
The position of chair has been vacant for 3 years with no prospects of filling this year as well.
10.04 Parliamentarian - Robert Ruhling

11.0 Other New Business
President-Elect G. Overdorf and the Board congratulated B. Sparks for his good work as President of NAKPEHE this year.

12.0 Adjournment
Meeting adjourned at 11:10a on Thursday, January 7, 2005

Respectfully submitted,

Beverly Mitchell

Addendum To The Minutes
Motions Approved and Suggestions
January 5 - 6, 2005


Motions:
Motion 1: Move that NAKPEHE have a strategic plan. By G. Overdorf and seconded by C. Mauck. Approved. 
Responsibility: FDC Due date: April - update

Motion 2: Move approval of Carolyn Mauck for Necrology. By S. Estes and seconded by R. Feingold. Approved. Due date: Effective immediately

Motion 3: Move that the Doctoral Poster Presentation session be named in honor of Jody Davenport. By R. Oates and seconded by C. Bryant. Approved. Reponsibility: President Due date: Effective immediately

Motion 4: Move to not allow the "non-member to post a research survey to the NAKPEHE website. By M. Buck and seconded by M. Anderson. Approved. Reponsibility: President Due date: Immediately

Motion 5: Move that NAKPEHE reimburse FDC members $25 per diem for costs associated with attendance at FDC meeting that occurs at their meetings held at future conference sites. By C. OBryant and seconded by S. Estes. Approved. Reponsibility: Executive Secretary Due date: Immediately.

Motion 6: Move to approve the results of the 2004 elections: Mel Finkenberg (President-Elect), Jimmy Ishee (Vice-President-Elect), and Bob Stadulis (secretary). Approved.

Suggested Items for Committees:

1. The concern for more effective leadership and follow-through by committees prompted Ginny to develop additional charges to specific committees that go beyond the operating codes. Suggested that these "charges" should be a responsibility of the President-Elect to ensure that committees are doing their work.

2. (Bill Forbes) Several ideas were implemented in an effort to save $ for the organization with regard to audio-visual equipment and conference program. He will have additional recommendations to make post-conference.

3. R. Feingold raised the larger issue regarding the stipulation of gender rotation and other offices. The By-Laws Committee will add this to their list of charges this year.

4. The strategic plan draft was presented and discussed at length with some suggestions for revision and implementation.

5. The committee will come back to the Board with recommendations on clarifications to Operating Codes.

6. The Membership Committee was charged to discuss several suggestions and ideas identified by the Board: 1) pre-conference for new faculty related to promotion and tenure matters, 2) effective and lasting ways to mentor new/young faculty, 3) strategies to attract new faculty, 3) attracting more academy members (currently set at $20) and possibly raising dues, 4) strategies to attract more interest from doctoral candidates, and 5) consider designating a time for the Board to discuss the matter of membership. The suggestion was made to have the chair of membership attend the next Future Directions Committee meeting.

7. The matters are referred to the Membership Committee.

8. The Awards committee will determine feasibility and criteria (Distinguished Teaching Award) and bring to the Board at a later date. Also, identifying discrepancies in OC and clarifying process in event committee member is nominated for award.

9. The committee also suggested that NAKPEHE continue discussions with CUAC to co-sponsor the annual conference.

10. The Past President should be collecting correspondence and other documents to be sent to the president later, then archived.