MinneTESOL Board Meeting

Minutes

March 25, 2006

@ MLC, 3-5pm

Attending: Anita Dualeh, Scott Endo, Kim Johnson, Andrea Poulos, Nima Salehi, Patsy Vinogradov, Peiling Liu, Helen Ahearn

Updates:

Executive Assistant (membership, finances)

Membership (Patsy)

503 total (70 new members at Fall MinneTESOL Conf.)

Elem-179
Sec. 136
Adult 113
College 50
Teacher Ed. 51

Need to remember to push hard for new members at next Fall’s conference

Budget (Patsy)

Patsy went through 2005 budget

$7967.11 checking balance as of 3/22/06
2005 actual budget ($56,035.11) exceeded 2005 proposed budget ($47,620) by $8415.11

« Set 2006 Budget

Expenses

Nima will check into tax status and requirements for Patsy’s position
Each IS budget increased from $250 to $300, with requests beyond amount to be considered by board
Discussed effectiveness of on-line membership renewal. With larger number of members, more internet-savvy, would on-line registration/renewal be more cost-effective than by mail?

Follow-up on membership renewal by email?

Patsy shared that at $10/month current cost of email marketing tool (GotCorp.com), we can send out maximum of 500 emails/month. $25/mo. allows for many more. This amounts to $180/year more. Discussed cost effectiveness.

Resolved that $300 be budgeted for 2006 membership budget for email follow-up for registration. Both paper and email renewal notices will be sent initially.

Resource Center—discussed how is it used, accessibility, use by MinneTESOL members (or mostly Hamline students)? Discussed how to promote use of resource center. Andrea will talk to Joy and visit resource center. $200 budgeted for Resource Center.

Income

Discussion about venue for MinneTESOL conference, due to large expense of conference. Patsy shared that MinneTESOL used to be money-maker for MinneTESOL, but now is money-loser. Difference between now and before is cost of venue and parking. Could different venue save money? Discussed Northwestern University, as State Assessment conference will be held at Northwestern U. and cost is much less. Also discussed idea of asking attendees to pay for own parking. Northwestern U. does not charge parking. Contacted Jennifer Leazer about possibility of change of venue for this fall’s MinneTESOL Conference. If not, consider for future conferences. Nima suggested negotiating with MCTC to lower costs with alternative venue of NW U. for comparison.
Will approve budget over email over next week.

« Tax Issue: Form 990?

Patsy shared that MinneTESOL income over last 3 years means we must file Form 990. Hire someone to file or do ourselves? Helen will get numbers from Patsy, complete form, and run it by Nima by April 15, then get pro bono professional (MN Non-profit or SCORE?) to check between April 15 and deadline.
Form due May 15.

TESOL affiliate meeting (Nima, Andrea)

Nima reported approx. 25 attendees at TESOL conference—fewer than expected
Next year will plan to have it earlier (5-7pm) so that people can go out afterward
Nima will do write-up about gathering with pictures, Anita will do write-up about conference to go into MinneTESOL newsletter on website

Interest Section activity (Andrea)

Andrea reported much IS activity:

Elem. IS will plan spring meeting
Sec/Coll. IS’s having joint meeting this spring

o Adult IS had phonics meeting in Feb. and planning April meeting on transition to college

o Teacher Ed. IS June 15—issues of “highly qualified teacher” rule.

Discussed possibility of having a middle school IS? Andrea reported that 6 have responded that they want their own MS IS. Nima reminded that by-laws require 10 minimum to start IS. Also need IS leader. Andrea will put in April newsletter note requesting members’ interest in starting MS IS.
Nima asked that MinneTESOL Computer Assisted Language Learning (CALL) IS be considered as an IS or as part of caucus.

Publications (newsletter- Patsy, journal- Nima, advertising- Anita)

Anita requested that Diane Pecoraro’s poem to go into spring Journal, then with permission reprint in newsletter in fall
Patsy reported that newsletter seems to going well. Positive feedback so far. Advertising is going well.
Nima reported that Journal is going very well. Accepting 5 articles, 6 reviews (record number of submissions), including 1 from Illinois. Authors have been contacted that they have been accepted. Those not accepted asked to re-submit next year. More submissions this year because of better advertising and word getting out.

MDE Spring Conference

MinneTESOL will have table at MDE conference. Peiling will arrange for volunteers and request volunteers 8am-3pm through newsletter (by Apr. 10)
Last year, Paul arranged gift certificate from Barnes and Noble to raffle as incentive to register/renew as members of MinneTESOL. Nima will look for donations from B&N, etc.
Patsy passed on MinneTESOL brochures to Anita to pass on to Paul to be distributed to ELL coordinators at Coordinators Meeting
Peiling will bring display, brochures and membership forms for table

Fall Conference (Jennifer)

MinneTESOL Conference will be first weekend in November
Kim will contact Jennifer about details (venue, cost, etc.), and will get back to Conference Committee about next steps. (Anita knows Northwest U. contact. Anita and Nima could contact NW U to inquire about possibility of holding conference there—need estimate of number of people expected and number of rooms needed. Will wait to hear from Jennifer via Kim whether to proceed)

Membership retention (see above discussions)

Advocacy Day with TESOL (Nima)

Nima shared information about Advocacy Day—June 20-21 TESOL affiliates send 1 member each to Congress to advocate for TESOL. TESOL will cover lodging and meals. MinneTESOL provides transportation there and around D.C.
Member would meet with other TESOL affiliate members, receive talking points from TESOL, advocate for affiliate and TESOL with MN reps and senators.
Scott and Andrea expressed interest. Nima will inquire about possibility of sending 2, cost would not be more as Scott would not require lodging Andrea would only be requesting lodging from TESOL (transportation through MinneTESOL).
Paul’s name was also suggested, as he has history/experience with MinneTESOL Bd., state Dept. of Ed., and currently school board. Nima will contact Paul.

Resource Center (see above—2006 proposed budget expenses)

New Business

Next meeting date: June 9 4:30-6:30pm Dinner Meeting (Place?)