MinneTESOL Board Meeting

June 9th, 2006

Minutes

 

Present:  Patsy, Paul, Anita, Jennifer, Helen, Peiling, Nima, Andrea, Scott

 

Board approved previous meeting’s minutes                                            Scott

Spring Bilingual Conference

·                       Announcement about MinneTESOL membership made, but no raffle.  5 membership registrations

 

Executive Assistant Update                                                              Patsy

Membership Numbers

·                       453 current members—down from past

Renewals, issues

·                       Board discussed whether reason for lower renewal numbers K-12 is that it is not meeting needs

Grants

 

BUDGET WOES

            Current Finances                                                                    Patsy

·                       Patsy shared that there is just over $5000 total (CD cashed) in MinneTESOL account— this WILL NOT make it to end of year

·                       biggest expenses:  MinneTESOL Conference, Grants, Journal, directory, TESOL trip reimbursement, Patsy’s salary, MinneTESOL gathering at Nat. TESOL

·                       biggest future cost (if no changes made to current budget): MinneTESOL Conference, Grants, Journal, MinneTESOL printing cost, Patsy’ salary

Issue: Surplus funding is GONE.  We are barely afloat, and need to make some changes immediately. 

Why?   1. Conference used to be profitable, has now lost money since 2003.

2. We began spending more to get rid of surplus funding, mostly in the way of grants, in 2003. 

 

Paul facilitated budget discussion, suggesting that we as board prioritize 1-MUST, 2-maybe and 3-cut.  Need not to make cutting process personal, but understand that it is budget-drivenText Box: PROPOSED GOALS: 1. Make a goal to keep our surplus funding between $10,000 to $15,000. 2. Make it a budget item (as an expense) to set aside at least $500 each year until we have reached this goal. 3. Keep a cash base of $________ available. 4. Find ways for the conference to become a money maker rather than a drain on surplus funding (location, parking, meals, etc?). 5. Find ways to save on journal printing, directory printing by cutting expenses or finding a cheaper printer. .  Paul proposed that we start with 2006, then move to 2007 in order for cut impact for 2006 to inform cuts for 2007.  Board went down list, prioritized 1-3, discussed items.

·                       Grants:  No more grants this yearà$1500 saved

·                       All unexpended itemsà$1000 saved

 

Revenue:

 

Conference Update                                                                Jennifer

Board discussed MinneTESOL Conference cost reduction possibilities:

·                       Jennifer shared that MCTC is best option for next year and comparable in cost to other conference sites, even with parking (cost of approx. $1200).  Northwestern College is not an option because of exhibitor space.  Jennifer reported that MCTC said conference cost for next year would not go up.  In past, about 10% increase annually.

·                       Speaker fee and travel expenses will also be lower ($2500 less than last year).

·                       Parking at $3.50/person could be cut.  No.

·                       Catering also said that cost per person would not go up, and expected lower attendance would mean decreased actual cost (in past, about 10% annual increase).

·                       Discussed not offering meal Friday night or reduce amount of food offered.  Jennifer will explore

·                       Cutting fruit at breakfast would save $400

·                       Offer boxed lunch, rather than full lunch, which is $700 savings.

·                       Also, perhaps do not plan Friday night speaker event would save $500.

·                       Jennifer raised concern that great reduction in what is offered could have very negative impact on perceptions of conference and affect future conference success.  Therefore, perhaps do not cut both parking and offer boxed lunches, for example.

·                       Conference committee decided on raising conference registration fee by $10.

·                       Exhibitor fees will go up to $125/table or $200/2 tables

·                       Can charge higher for advertisements

·                       Expenses for lower attendance will be reduced

·                       Kathy Hand’s fees will be reduced, as she is paid per attendee.

 

MinneTESOL/WITESOL Journal                                                    Nima

Board members discussed MinneTESOL/WITESOL Journal

·                       Nima explained journal printing possibilities for reducing cost.  She presented two options for cost savings.

·                       Discussed possibility of producing on-line—not this year, but explore in future (conduct survey at fall conference?)  Also discussed possibility of charging fee for journal in future ($5?)

·                       Discussed possibility of delaying publication of journal until fall, so that we have better sense of income from fall conference—not feasible, as writers and advertisers have been told that publication will come out in summer.

 

·                       Need to consider that reduced membership this year, should project reduced revenue from membership (by approx. 10%)à-$1100 revenue

 

Savings:

$500                 State Fair

$440                 Misc. general budget

$1560               scholarships

$3600               MinneTESOL Conference

                        $2500               Speaker

                        $400                 Breakfast

                        $700                 Boxed lunch

$1000               Journal

--------

$7100               TOTAL Savings

 

Publications Updates

Newsletter (Ads, comments?)                                        Patsy, Anita

Journal

 

MinneTESOL Bylaws review                                                            Anita, others

·                       Patsy suggested tabling until next meeting

 

Advocacy Day                                                                         Scott, Andrea

·                       Meetings set up with education staffers for Dayton, Coleman

·                       June 21 is TESOL Advocacy Day in Washington, D.C.

 

Resource Center—how will it be used in the future?                            Nima

 

Picture and Thank you for Holly, CPA who helped with 990

 

New Business

 

Next Meeting:  Saturday, September 16, 4pm, Minnesota Literacy Council