JACC Board of Directors Meeting
February 7-8, 2009
DoubleTree Hotel, Sacramento, Calif.
ATTENDING:
Jay Seidel, Faculty President
Danny Edwards, Faculty Vice President – SoCal
Aaron Dobruck, Student Vice President - SoCal
Bhavisha Patel, Student Vice President - NorCal
Timi Poeppelman, Events Coordinator
Beth Grobman, Secretary
Jacque Thomley, Treasurer
NOT ATTENDING:
Rich Cameron, Communications Director
Alison Kirkham, Student President
Dympna Ugwu-Oju, Faculty Vice President – NorCal
A. Call to Order
1. Minutes
The minutes were approved with several minor corrections.
2. Agenda
The agenda was approved (Edwards/Dobruck moved) with a request from Poeppelman to include discussion of the Extra Mile Awards, Volunteer of the Year Awards and Service to Journalism Awards, and an e-mail request from Ugwu-Oju to discuss whether the convention should be scaled back due to the recession.
B. Reports
1. State Faculty Report – Seidel
Seidel reported that the Morro Bay faculty conference was successful.
2. State Student Report – Kirkham
Kirkham was ill and unable to attend, thus no report.
3. NorCal Faculty Report – Ugwu-Oju
Ugwu-Oju had a scheduling conflict and was unable to attend, thus no report.
4. NorCal Student Report – Patel
Patel said that the NorCal Editors Camp will be held Feb. at Cosumnes River College. Nancy Kaplan-Biegal has given Patel suggestions for topics to talk about. Patel has created a flyer and will call all the newsrooms and send out e-mail to all JACC papers, and will send an informational e-mail to one of the faculty members to send out to advisers on the listserv.
5. SoCal Faculty Report – Edwards
Poeppelman has been looking at locations other than the Wilshire Grand to hold the even-year JACC conventions at, starting in 2012, including the Doubletree in Ontario and the Town and Country Resort in San Diego. Edwards reported Lori Medigovich sent an e-mail to Seidel on Feb. 5, stating her concern about moving the conference from L.A. to Ontario. Poeppelman said she doesn’t have a recommendation at his time, but she will bring one to the Board either by e-mail or by the May board meeting. At the state conference faculty meeting in late March, she plans to be able to tell members the options. Faculty will have a chance to respond, but board will cast the deciding vote.
6. SoCal Student Report – Dobruck
Dobruck and Cameron hosted the Southern California editors meeting earlier today at Cerritos College. The event went well. Attending were 33 students from seven colleges: Cerritos, El Camino, Glendale, Moorpark, Riverside, Pierce and Southwestern. Cameron was the only adviser in attendance. To publicize the event, Cameron used a “multi-pronged approach.” He posted a flyer on the SoCal listserv, the JACC Web site and the JACC Facebook page. He wrote a personal letter to Southern California editors and invited their editorial staffs to come. Today’s event began in the Talon Marks newsroom, moved to the student union building. They broke up into small groups, so that there was no more than one person per college at a table. Dobruck and Cameron reported good collegial interaction: editors discussed issues such as how to resolve staff conflicts and found many editors had the same issues. After lunch the editors broke up into groups by specific job titles for discussion and networking. Cameron’s editors’ day blog is available http://jaccblog.wordpress.com/. It is the Feb. 7 entry.
Dobruck reported that he and finished the election procedures and a ballot for the upcoming student officers, and e-mailed them to Jay. They spent about 40 hours on the project, which will be published in the convention program. “
7. Communications Director – Cameron in absentia
Dobruck commended Rich for hosting an amazing editors’ camp meeting today. Poeppelman said that Cameron is working on the transition to the new database. He showed Poeppelman a sample of the new entry form at the Morro Bay conference, and she OKed it. Getting the registration for the convention up and running is the current priority. Poeppelman hopes the complete database will be up by June, thus ready for the new fiscal year.
8. Secretary’s Report – Grobman
Grobman reported that her term would be up in June. The Board will discuss this later in the agenda.
9. CalJEC Report – Cameron in absentia
There was no CalJEC report.
10. Events Coordinator’s Report – Poeppelman
Poeppelman reported she has five interns to help her at the convention, and that Patel has taken ownership of a lot of duties. She has selected a keynote speaker, Pulitzer Prize wining investigative journalist Marjie Lundstrom. Poeppelman asked Apple for a loan of 20 computers, and is planning to borrow 25 laptops from Sacramento State. The computers will be used for Team Feature 2.0 and for design contest.
The design competition will probably be on Thursday night and will be held the traditional way. The top 5-10 (depending on how many computers we have to use) entrants will complete their design on computers, and those will be an awards based on critics’ choice and peoples’ choice, in the style of “American Idol meets JACC.”
Students will Twitter the convention, modeling the news model of Twittering, using NPR and CNN as a model, with a headline or lead in 140 characters, but including the writer’s name and organization. Patel will be in charge. Clearly, conciseness is imperative.
Joanna Miller will send details for the bring-in contest three weeks before the convention. One of the bring-in contests will be an audio-slide show. In addition, delegates will be told at the photo orientation that they can take photos at the convention, and then the best ones will be run during the Saturday night dinner.
Poeppelman is working on the tours. There will be a shuttle arrangement from the airport. Every breakout room will have a projector.
11. Treasurer’s Report –Thomley
JACC currently has six bank accounts in addition to a money market account. Thomley would like to reduce the number of bank accounts, while still keeping the JACC accounts separately in order to save money on bank charges, and because the American Express bill is paid from several accounts, which necessitates moving money around between bank accounts. Poeppelman said that with the QuickBooks accounting system we are now using, there’s no need for a separate bank account for each JACC account, as the bookkeeping system can serve the function of keeping the accounts separate.
Edwards/Patel moved that the Board authorize Thomley to merge and/or consolidate bank accounts, as long as the books indicate separate accounts for the General Fund, Morro Bay, NorCal, SoCal and the State Convention. Motion passed unanimously.
Thomley recommends that the Board increase the fees, as JACC is operating “too close to the wire.” She said the books indicate a $10,000 - $12,000 balance, but it’s probably closer to $8,000 since all the invoices aren’t in. She also recommended that colleges send in their mail-in fees at same time as their membership fee.
Thomley passed out two reports. The “Payments Received by College” statement from July 2008 through June 2009 totals $61,632.44. The “Profit and Loss by Class” statement from July 2008 through Jan. 2009 totals a negative $4,508.12 for net income. The breakdown is:
-$10,038.86 for General
+$4,032,24 for Morro Bay
+$4,409.36 for NorCal
-$6,396.95 for SoCal
+$3,486.09 for State
-$4,508.12 TOTALThe board discussed the need for a student project budget. Cerritos absorbed the expenses of the SoCal Editors’ meeting, but Cosumnes River is unable to absorb the expenses of the NorCal Editors’ meeting.
Edwards/Dobruck moved to make $100 available to the Northern California student president for the Nor Cal editors’ camp. Motion passed unanimously.
C. Discussion Items
1. 2009 Mid-Winter Faculty Conference Report - Poeppelman
Poeppelman reported about 25 people attended the Blue Heron pre-conference and about 30 attended the rest of the conference, which included a panel on the state of journalism today and a new presenter on media law. Both the presenters from Apple and the attendees were pleased with the success of the multi-media training during the Blue Heron.
2. Future State Conference Locations - Poeppelman
Poeppelman is not yet prepared to make a suggestion to the board for the location of the 2012 and 2014 conventions. She said there are a lot of opportunities because of the economy, but that our requirements are difficult for many hotel and convention centers to meet. Two of the requirements are enough space from a sit-down dinner for 700 people and a hotel with a sufficient amount of double rooms. The likely candidates are the Ontario Doubletree and the Town and Country in San Diego, but the Wilshire Grand in L.A. is still under consideration.
The Wilshire Grand is not as easy to work with as some of the other hotels, and the cost is higher, and JACC has been losing money when it holds its conferences there. For example, the least expensive meal at the Wilshire Grand is $40, while the least expensive meal at the Doubletree in Sacramento is $28. Thus, at the Sacramento conventions during the odd numbered years, JACC makes about $15,000, while at the L.A. conventions during the even numbered years, JACC loses money. In addition to the higher food costs, other items bring up the costs at the Wilshire Grand. Parking is free in Sacramento, while it costs in L.A., and JACC pays for parking for speakers and volunteers. In L.A., JACC can’t move any of their own equipment because of union rules, and the moving/shipping/storage costs extra. The room rate is one of the factors that made the Wilshire Grand attractive, but is has gone up from $99 to $110 per person. Poeppelman will have a meeting with the Wilshire Grand sales rep on Tuesday to talk about parking and food costs. She is also getting formal quotes from the Town and Country in San Diego and the Doubletree in Ontario. She has also looked at Burbank and Riverside, but neither are a good fit because of accommodations.
Patel said that she stayed at the Town and Country in San Diego for an April JEA conference and was very impressed with the location, facilities and transportation. Poeppelman said that the Town and Country offered to pay for a continental breakfast for JACC and to reduce parking to $7/night. An advantage to the Town and Country is that it is next to a light rail, which could inexpensively take delegates to old San Diego. (At the Sacramento Doubletree, JACC spends about $6,000 on busing, which wouldn’t be necessary at the Town and Country.) Flights to San Diego from Northern California are about the same as flights to L.A. A disadvantage with the Town and Country is that it is in a row of hotels, and a problem would be created if delegates decided to stay in other hotels, because JACC would lose the lowered or free rates for the meeting rooms. Another problem is that there is no appropriate inside place to hold the vendor booths, but they could be located in an outdoor courtyard.
Poeppelman said that the Doubletree in Ontario has good prices for food, is close to an airport, has sufficient double room, has free parking and is easy to work with.
The group reviewed Medigovich’s e-mail of Feb. 5, which emphasized that the “convention isn’t about parking and airports; it’s about providing the students, faculty and other attendees a great learning experience.” She described the rich experience that students have had in downtown Los Angles, and that the L.A. Times, for tours, is within walking distance of the hotel. She recognizes that the Wilshire Grand is expensive, and believes that “a majority of the JACC membership would be willing to pay an extra $10, $15, %25 in registration fees for the opportunity to be in Los Angeles, where news is happening, where newsmakers live, where print and broadcast stations are located so that their reporters can be a part of our convention and our students can feel that energy and excitement of being in a big city.”
Poeppelman said she is still waiting for a proposal from the Wilshire Grand, which is the only hotel in L.A. that can accommodate JACC. The last time JACC was in L.A., the L.A. Times would not give tours to JACC, nor is the Wilshire Grand in walking distance from the Times.
Edwards said that no matter where JACC holds its conventions, there will be problems. Dobruck said that San Diego is easy to get around and offers a lot.
Poeppelman also looked at a location in Long Beach, but their weekend hotel rates are expensive. When she asked for a bid five years ago, the best deal on hotel rooms was $162 a night if the conference was in the middle of the week.
The cost to fly from Northern California to San Diego and Ontario are about the same cost as to L.A. Rooms in San Diego would be about $137/night; rooms in Ontario would be about $126/night. The Wilshire Grand has not given Poeppelman an estimate for hotel rooms yet.
Poeppelman said she still needs to get formal bids and make a recommendation to the board. If we are able to make a decision soon, we may get a better deal than if we wait.
The board discussed whether there should be a change to the 25 delegate limit per school, but took no action.
D. Old Business
1. Student Election Updates – Dobruck/Patel
Poeppelman passed out a sample election procedure statement and ballot that Dobruck and Kirkham wrote and designed.
The document reads:
Journalism Association of Community Colleges Election Procedures
Procedures for State Student Election Meetings:
I. Call To Order
A. The State Student President shall introduce the outgoing Student Board and the Election Moderator. The Moderator’s purpose is to ensure that election procedures are conducted according to the JACC Constitution, follows the accepted procedure for State Student Election Meetings (this document) and is done in the order prescribed by this document. The Moderator is to be appointed by the outgoing State Student President no later than one hour before the Student Assembly Meeting.
B. The Moderator will call roll and produce a record for presentation to the outgoing State Student President. At least one student member is required to attend from each delegation. Only one vote is permitted per delegation.
II. Elections
A. The State Student Assembly shall be divided geographically, with NorCal on the left hand side of the room and SoCal on the right with a clear delineation between the two. Ballots will be included on the Election Procedure page of the convention program. These will be collected and tallied by the Election Moderator after each vote.
B. All candidates must be nominated from the floor. Only one student from each college will be eligible to take office. All votes must be tallied and the winner announced immediately following each vote. Only delegates from the region in question will be allowed to comment on and vote to fill a regional position.
C. The State Student President MUST BE elected prior to the Regional Vice Presidents. In order to allow more students to run for office, students form the same college will be allowed to run for different positions. If a student56 form one college is elected to the State Student Presidency, all students who are members of the same delegation must withdraw from the regional election. If a student runs unsuccessfully for the State Presidency, he or she may then be nominated for regional office.
D. If a student resigns as President elect or Vice-President elect, the members of the outgoing board will hold a second election to fill the position immediately if the Student Assembly is still in session. If the assembly as adjourned, the outgoing board members will hold interviews with each candidate for the position and announce an appointment before the convention is over.
III. Student Assembly Meeting
A. Only once elections are finished and the new Board Members are elected, the outgoing board shall hold the assembly meeting and address issues brought to them by the student assembly, the remainder of the agenda is to be set by the outgoing Student Board. The State Student President presides over this meeting.
The Board discussed whether the ballot should be part of the program or an insert, and decided that an insert was best.
Edwards/Dobruck moved accept the procedures as written, except that the ballot will be an insert instead of printed within the program, and with a change in formatting. Motion passed unanimously.
Dobruck will make the changes and will bring a camera and a laptop to the convention for publicizing the nominees. Poeppelman will bring a printer.
2. Grant/Endowment - Poeppelman
Poeppelman suggested that the board look into obtaining grants and/or creating an endowment.
3. Conference suggestions
Grobman suggested that the convention program include a map, and that the Web site include a flyer for the convention, which could be downloaded.
4. Plagiarism Letter to Chancellor - Edwards
Edwards brought up an issue that had been brought up to him from Janna Braun. The state chancellor’s office is sent a memo, dated Dec. 19, 2007, to Chaffy College in response to a question on plagiarism. The memo said that faculty can’t flunk students who plagiarize, but can only give an F for the assignment. The Board believes that the plagiarism policy should be left of to faculty members. The Board asked Edwards to draft a letter to the Chancellor’s Office, and bring the resolution to a vote at the faculty meeting at the convention.
E. New Business
1. Increased membership fees to cover costs - Poeppelman
The board discussed the problem with the surcharge that the regionals pay the larger group, and the concern that it isn’t equitable. One solution is to eliminate it, and make up the funds another way, such as raising the annual membership fee to $500 from $200. With 60 schools as members, this would increase JACC income $18,000. Another option is raising the membership fees. The Board may raise convention fees without a vote of the General Assembly, but needs a vote by the General Assembly to raise membership fees.
Edwards/Patel moved that the Board ask the General Assembly to raise the annual membership fee to $500 a year in lieu of the surcharge that the regionals were paying the state. Motion passed unanimously.
At the General Assembly, the board will present budget numbers with and without a membership increase, so that delegates can get a clearer picture of effect of an increase.
2. Preparation of measures for the General Assembly - All
The Board suggested adding new language about adherence to the JACC Canons of Journalism to the Constitution under Article III and Article VII, as follows (proposed addition underlined):
Article III: Officers
Section 1: The elected student directors will be a student president and one student director from each geographical region, who will serve as vice presidents. The region electing the state student president will alternate annually. At the time of election and throughout the director’s term of office, the student will be in a journalism program of a JACC-member college and adhere to the JACC Canons of Journalism.
Section 2: The elected faculty directors will be the JACC president and one faculty director from each geographical region, who will serve as vice presidents. At the time of election and throughout the director’s term of office, the faculty member will be a teacher in a journalism program of a JACC-member college and adhere to the JACC Canons of Journalism.
Article VII: Term of Office, Removal, Vacant Positions
Section 3: By two-thirds vote of the Board of Directors, any director may be removed from office for non-performance of duties or for nonattendance at meetings. Directors may also be removed for not upholding the JACC Canons of Journalism.
Dobruck/Patel move to present the new wording to the General Assembly for a vote to change the JACC Constitution. Motion passed unanimously.
3. First amendment Scholarship in Over beck’s name
The Board discussed instituting a new scholarship contest geared to the First Amendment, in which entrants would produce a video on a first amendment issue. The winning video will be placed on the JACC Web site. Seidel volunteered to oversee this contest, which will be called the “Wayne Overbeck First Amendment Media Law Award.”
Edwards/Dobruck moved that we create First Amendment video contest in the name of Wayne Overbeck to recognize his many contributions. Motion passed unanimously.
4. Other awards - Poeppelman
The Board discussed nominees for the extra mile awards, volunteer of the year, and service to journalism award. The distinguished service to journalism education award should go to someone outside of the organization. Annual scholarships are awarded under this person’s name.
Dobruck/Edwards moved to nominate Beth Bingham Evans for this award. Motion passed unanimously.
Edwards/Patel moved to nominate one of the JACC members as volunteer of the year. Motion passed unanimously.
Edwards/Dobruck moved to spend money on a plaque for another person who went beyond what is typically given to JACC. Motion passed unanimously.
5. Recession Affecting Conference
The Board discussed the concern raised by Ugwu-Oju about whether it would be necessary to scale back the convention due to the recession. Poeppelman will send out an e-mail surveying members about the effects of the recession and budget cuts on convention attendance and compile the data.
6. Directory
Cameron is compiling the directory from the database and will send the PDFs to Grobman to get printed. The Board authorized Grobman to spend up to $800 for printing, which is what the directory cost last year. The directory will be dated to last two years rather than one year, and will be distributed at the convention.
7. Secretary’s position
Grobman’s second three-year contract as secretary is ending in June. The Board discussed whether other Board Members could absorb the duties of the secretary to save money by no longer paying the secretary’s stipend. Grobman said her duties consisted primarily of: (1) attending the Board meetings and taking minutes, (2) making travel arrangements for Board members to attend meetings, (3) dealing with JACC correspondence and (4) creating the JACC directory. By phone, Cameron agreed to take over taking the minutes and Poeppelman agreed to take over making travel arrangements. The Board agreed that correspondence can be handled by the president, communications director or events coordinator, depending on the topic, and that the Board can make a decision on the directory in two years, when it needs to be updated. Thus, the Board decided not to replace the position of secretary, and the March and May/June meetings will be Grobman’s last meetings as JACC secretary.
F. Next meeting/Adjournment
The Board will decide on the date of the May meeting at the March meeting.
Aaron/Patel moved to adjourn. Motion carried unanimously.
