March 15, 2008
Twenty-two attended representing all seven association affiliates in Kennebunkport, Maine
President Peter Drescher (VT) called the meeting to order and passed the presidency to Dennis Crowe (ME).
Association Name: Discussion regarding the official name of the association concluded that the name will remain the same. Peter will contact ISTE to confirm the affiliate name will remain NEISTE.
Rotation of Officers: Early meeting discussion focused upon leadership rotating between affiliates. Peter predicted other state library associations are likely to join and states need to have state internal conversations about the systematic flow of NEISTE leadership. (this concept was revised later in the meeting).
NECC Receptions: Peter reported that NEISTE is one of three new official ISTE affiliates joining New Mexico and Georgia.
Because we are an ISTE affiliate, NEISTE is invited Friday June 27, 2008 to a NECC pre-conference reception at the Marriott Riverwalk from 7-9 PM. We have two complimentary spots for the full day June 28 affiliates meeting. Email Peter if anyone would like to attend.
The ISTE reception open to all NECC attendees from New England will be Tuesday, July 1 from 5-7 PM in Conference Room s 17-18 at the Marriott Rivercenter San Antonio. Peter has requested a room with a capacity of over 100.
The cost of the 2007 reception is unknown. Walter McKenzie (past MassCUE President) handled arrangements last year. Pat Palmer (CT) reported we have $500 from PC Connection. Annamaria Schrimpf (MA) will report to the group via email on MassCUE payments for the 2007 reception and if payment was received from Open Text (FirstClass). Lee Rabbitt (RISTE) will contact Andrea Walsh of Open Text to find out what they committed.
Norm Chapman (RISTE) to investigate Virtual Iron of MA sponsorship of NEISTE reception at NECC ‘08. Dennis Crowe suggested limiting the number of sponsorships. Cyndy Currier (NH) suggested first refusal be given to the five vendors we currently have deals with and allow them at least ten minutes.
Jeff Kessler (NH) moved and Crystal Priest (ME) seconded to form a sub-committee to arrange our reception sponsorship at NECC and that each affiliate will be responsible for up to $500 each to cover additional reception costs.
Discussion: Pat Palmer cited Cyndi Dunlap(NH) and Walter MacKenzie’s tier sponsorship system used in 2007 which is displayed on the NEISTE website.. The motion passed unanimously.
Treasurer report: Association Treasurer Pat Palmer reported a balance of $2250 currently which includes the $500 from PC Connection designated for the NECC reception. All affiliates paid last calendar year. Currently we do not have a separate NEISTE bank account. Annual dues will remain at $250 per affiliate, payable to CECA (reference NEISTE) by May and sent to:
ATTN: Rick Wood
CECA
POB 31
Bethlehem, CT 06751-0031
Dennis Crowe suggested each affiliate designate a contact for dues. Pat will email invoices for 2008 dues to:
VT Neil Manders
CT Pat Palmer
NH Jeff Kessler
MA Annamaria Schrimpf
RISTE Lee Rabbitt
ME Craig Dickinson
REMA Phyllis Humphrey
By-Laws
Peter proposed breaking up into four groups to work on different sections of the By-Laws. Norm Chapman suggested ignoring yellow “legalese” at this stage.
Group 1 (Articles 1-3) Gary Lanoie reported. Changed name back to NEISTE. Article II thought wording should include “organization” For IRS should leave “purpose.” Dissolution piece should be a separate article at end of total document.
Need to establish an official Assn. address which currently is Peter’s home. We are required to include Articles of Incorporation in attachment when applying for Non-Profit 501(c)(3) status and NEISTE will need to make a determination on which state group should file for incorporation and what the listing of the official address will be.
Norm Chapman will chair a committee for incorporation, the 501(c)(3) filing and establishing an address. Jeff Kessler will assist.
Group 2 Articles 4&5: Discussion focused upon state Dept. of Education representatives being “ex-officio” members of NEISTE. Consensus expressed that they are valued advisors to the group.
Regarding electronic voting, AnnaMaria Schrimpf suggested a time limit on electronic submissions. Proxy votes are to be determined by the President on a case-by-case basis.
Group 3 Article 6: Sheila Adams (NH) reported. Changed officers to four positions stipulating that Secretary and Treasurer would be separate positions, but the same individual may hold both positions.
Vice Pres no duties so “shall assist” during meetings.
The meeting “minute taker” submits the notes to the Secretary who is responsible for saving them and archiving (will be on FirstClass website also).
Probably eliminate how President and Vice President are determined from Article 6 (see Article 7 below).
Article 7: Group suggested President’s term be two years because of only two meetings annually, with the Vice President being the President Elect (a 4-year commitment on the part of the Vice President). The organization should consider specific duties for the past president. The group consensus was that sequential rotation of the presidency from one affiliate to another might exclude a potentially dynamic individual. To ensure continual leadership energy, it was recommended that each affiliate have the opportunity to nominate candidates for Vice President. Language to the effect that an individual may only serve as President once during an 8-year period was discussed. Additional language for the
position of Executive Director might read: “In the absence of an Executive Director these duties shall fall to the President.”
Plan for By-Laws: Cyndy Currier pointed out we may not have a quorum at NECC San Antonio to take action on the By-Laws. The aim is to formally vote on the acceptance of the By-Laws at the fall 2008 meeting. Dennis Crowe will continue to serve as President, subtracting from his term “time served for good behavior” pending passing of the By-Laws.
Peter will reconstruct sections of the By-Laws and post the updated draft in FirstClass By-Laws section. A deadline for changes will be established.
Current Vice President: With thunderous applause Jeff Kessler (NH) was acclaimed the current NEISTE Vice President.
NEISTE FirstClass Website: Neil Manders reviewed the NEISTE website and accounts that have been assigned to NEISTE participants. The March 14 FirstClass workshop summary is posted on the NEISTE site and details procedure for down loading the FirstClass client and includes a summary of how things work in FC. Neil urged the group to use the calendar feature on the NEISTE site. Most of FirstClass operates under email and Neil recommends reviewing the help session on email.
Neil emphasized the importance of remembering your state color for calendar work.
Committees may establish a work group and designate members. Work can be dragged out and put in the general discussion area.
“New document” would be the better choice for collaboration instead of “new message.” A document is edible where an email is not. This is the way to edit the By-laws.
Regional Vendor Purchases:
Cyndy Currier emphasized the need to get the word out on NEISTE buying consortium promotions as advertising to members is expected by the vendor.
netTrekker: We already know NEISTE will receive the lowest available netTrekker price during the promotion period, 99 cents per student with $395 minimum order. Promotion period runs May – June and even first week of July orders will be accepted. For March 17 – April 18 schools new to netTrekker can get Apr-June free and the next year for the pricing listed above. P.O.s dated July 1 accepted. If your affiliate would like SERESC to handle it let Cyndy know. SERESC site tools for teachers. netTrekker would like to know the contact for each state on the order form. If you would like SERESC to handle netTrekker orders for your state Cyndy would offer physical presence to present the
product.
ATOMIC Learning will aggregate orders over the six states and determine the price for all at the end of the promotion. Orders to be submitted by end of June and they will accept first of July. Order is for a school or a district and to include students and staff. Parents are automatically included extending the offering into home. Atomic Learning will keep track of orders by state. A requirement is for each school or district to submit a non-binding Letter of Intent available online. One problem is we will not know final pricing so most schools may have to figure on $1.38 per seat with sliding scale to $.99. Anyone can go to Atomic Learning and get the first couple of demos and Atomic Learning will
establish a trial for an interested school upon request.
Craig Dickinson was asked about possible levels of commissions as ACTEM has experience with similar promotions. Craig initially recalled the netTrekker commission as 3% but after the meeting reported the commission was 2%. The Atomic Learning commission was 5% of “new sales.” Commission checks are not received until all invoices have been paid by individual schools.
Neil Manders stated that as we get more and more vendor deals it is important to designate how profits and commissions from sales are to be dispersed.
Norm Chapman informed the group that the IRS requires filing of a 999 form if a non-profit exceeds $25,000 in annual profits.
Vendors interested in presenting
CBI from Canada, Resara (NH) and Print Recovery Concepts (ME) have expressed interest in presenting to the group. The group expressed some concern about being deluged by requests.
Dennis Crowe suggested we have a vendor present before or during the Friday night dinner session of NEISTE meetings. First charge to the Vendor Committee is to get set for NECC in June. Second is to be a filter for vendors to present to group.
What’s Next:
Conference Reciprocation: Gary Lanoie shared information that any NEISTE members will be awarded in-state rates for the MAINEducation conference. Registration cost for the full-day October 17 conference will be $85 per individual for any NEISTE members. October 16 Pre-conference workshops will also be offered with some free. Would other states be interested in reciprocating by offering similar conference arrangements?
There was brief discussion of possibly offering a combined conference in the future. Gary cited the initial Nashua meeting in October 2006 where attendees recognized the state conference as essential revenue generators and NEISTE’s intent not to interfere with state conferences.
Debbie Miller offered that CECA profited from combining with librarians for a state conference..
Second Life:Jeff Mao, Coordinator of Educational Technology for the Maine Dept. of Education, delivered a brief overview of ISTE Island on Second Life.. Jeff informed us that it is less expensive to purchase a virtual meeting space from ISTE directly than possibly in the future for a separate purchase.
ISTE is a totally open space and PG offering occasional speakers and presentations. Jeff’s interest is getting teachers to talk to other teachers. Possibly a space where NEISTE can hold meetings, sell products, offer podcasts.. podcasts. Current cost for a parcel is $512/yr with an unlimited number of avatars who can participate.
Lee Rabbitt sees Second Life as a potentially powerful media for Profesional Development. There is a learning curve. Distance learning tool, capacity for voice chat, streaming video.
Review of decisions:
1. Cleaning up Money owed to MassCUE. Andrea will be contacted and a memo will be sent to all. AnnaMaria has contacted Walter and will handle that.
2. Vendor Committee will take a hard look at NECC reception cost, solicit sponsorships and inform the group of additional cost to members.
Dennis Crowe will contact and take care of food for NECC reception and the affiliate work .
3. Dues are $250 and Pat Palmer will invoice. All affiliates are comfortable with fact that more funding may be required from each organization.
4. Peter is going to clean up by-laws and post.
5. ISTE affiliate status Dennis to take care of.
Future Meetings:
Lee Rabbitt of Rhode Island will check on Newport location for possibly first weekend in November meeting.
Debbie Miller of Connecticut will explore spring meeting location for March 2009.
Craig Dickinson
ACTEM Business Manager
P.O. Box 910
Moody, ME 04054
(voice) 207-646-2918
(fax) 207-641-2556
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