TCA Governing Council Meeting Minutes

July 2008

TCA Governing Council

LDC Meeting 2008

Meeting Minutes

July 11, 2008

Randy Gambrell welcomed everyone to LDC.  Each member introduced themselves to the group and the emerging leaders were recognized.

Jim Gray welcomed us to TTU, again.  He has hosted us in Cookeville for several years.

Immediate past president, Anna Shelsky, asked members to look online for her full report.  She reported that TCA won in all five areas that we applied in.  Later today she will take nominations for President-Elect-Elect and treasurer.  Anna suggested members begin thinking about nominations for awards (lifetime member and conference partner) for conference.  Anna passed the gavel to the new president, Jan Turner.

President, Jan Turner, welcomed everyone and talked about her journey to presidency.  She requested members self-reflect on their roll in TCA, encouraged us to celebrate our gifts and talents, and set a goal to develop new services for members.  Jan called the meeting to order. 

Aimee Hensley called roll for the secretary.

Watagua is having a legal and ethical issues conference in March, 2009.  Smoky Mountain is having a one day conference on September 27, 2008.  There will be over 25 breakout sessions.  It will serve school counselors, mental health counselors, and counselor educators.

President Turner pointed out that we are starting the meeting today with an updated agenda.  Committee chair appointments are announced on the agenda.  Committee reports are available for review on the website.  They may give an oral report if they have an issue they feel need discussed.  Nita Jones made a motion to accept the agenda and her recommendations.  Anna Shelsky 2nd the motion and called the question.  The agenda was approved.

Jan reminded members when they have written reports due for submission and asked that any reports that have not yet been submitted to be submitted to the technology chair and the president within one week of LDC.  The next deadline for reports is in November.  She asked that reports be submitted two weeks before conference.

Conference Advisory

The standing conference advisory committee is made up of not more than five past presidents.  The chair will be the immediate past president from that region.  Each year one will rotate off the committee, making room for the immediate past president.  Their roll is to advise, share experiences, and help provide consistency as needed to the conference chair.  The 2008 conference is coming along on schedule.  This committee was put into place by the conference oversight committee.

Jan Turner reported that the 2^nd edition of the journal will be published in November of 2008.  Submissions are currently under review.  The journal has a new logo and website- www.mtsu.edu/~tcajournal.  A copy of the 2007 journal, mission statement, and guidelines for authors are on the website.  Joel Diambra and Robin Lee will be reviewing applications for a member of each division to serve on the editorial board.  Applications were given to each division.  Nita Jones asked why the most recent journal was titled journal #1 as we have had a journal in the past.  Anna Shelsky reported that the journal was reinvented and is different now than it has been in the past.  It is now smaller and is refereed.  Jeffrey Freiden asked if we should discuss whether the journal is to be published online only.  This has been discussed in the past.  The minutes from the 2007 meeting were reviewed.  Jan asked that we allow a focus group to cover that issue, which is covered in the consent agenda.

Jan clarified an issue in the minutes regarding the hospitality suite.  She is not against a hospitality suite, but felt the behavior of our members should be self-monitored.  She feels TCA may be involved, but should not promote the hospitality suite.  Jan feels the hospitality suite should be available to all members throughout the conference with snacks.  Barbara Guinn asked that the minutes be amended to capitalize Union University and to change school counselors to counseling professionals.  Barbara also asked that the  grant application for Union University be changed from motion to recommended.

Rob Shelsky made a motion to approve the minutes.  Kat Coy 2^nd the motion.  Minutes approved.

Jan reported we need an awards chair.  She suggested that if no one steps forward there could be a group of volunteers to handle this responsibility.  Anna Shelsky reported that it is not an incredibly hard job and can be fun.  It can also prepare members for further leadership.  Kat Coy from SMCA volunteered.

At the spring meeting the leadership discussed sponsorship of the Southern region conference as Jeffrey Freiden is the conference chair.  Nita Jones recommended that we do sponsor the conference and support Jeffrey and the conference.  Jeffrey told members about Southern Region and the conference.  John Mitchell reported there is a $4,000 line item in the budget for Southern region.  Jeffrey clarified that he would like the grant money to bring members with him to help run the conference and pay their expenses.  Anna Shelsky reported we spent $3,474.42 last year for the ACASR conference.

David Kaplan was a process observer for the meeting.  He is from ACA.  He praised us for acknowledging emerging leaders, that we are all very comfortable with each other, and focusing on the members.  He reported though that as a perspective member looking in he feels they would want TCA to help counselors get more money.  He feels we need to move through the agenda more efficiently.

Jan Turner called for a motion to adopt the consent agenda.  Jane Gough made a motion to accept.  Christina Burns 2^nd the motion.

Jan Turner, president, called for nominations for President-Elect-Elect and treasurer for 2008-2010.  Becky Murray nominated Judy Steele for treasurer.  Barbara Guinn nominated Kenya Newby for treasurer.  Mary Brignole nominated Don Loskot for treasurer.  Rob Shelsky nominated Aimee Hensley for President-Elect-Elect.  Kat Coy nominated Kitty Pruett for President-Elect-Elect.  There will be an election which will be brought before the membership.  Bios of the nominees will be online and in the next newsletter, and ballots will be in the next newsletter.    

Jan Turner led us in an activity in which we reflected on how events affect us as counselors and what services we could put in place to help.  Joel Diambra suggested the ideas may be something which could be taken to the focus groups and Christina Burns also suggested we could have a drawing to get people to participate.  Nancy Johnson suggested chapter presidents participate in an email discussion to work out the details.  Jan suggested we may start an email listserv for the governing council.  Motion was made to table this to committee.

Jan asked permission to form a small committee (Jan, Mark, John, and Becky for number 4) to handle items 1,2,4. Jane Gough made motion.  Rita Waller 2^nd.  Discussion.  Judy Steele called for the question.  Motion carried.

There was discussion about having only the president or president elect attend the November meeting.  This would violate the by-laws.

There have been two submissions as proposals.  Nancy Johnson told us about how TMHCA broke up because there was not enough offered for mental health counselors.  Nancy suggested presenters without a product not have to pay conference fee, which would enable them to get a higher quality speaker.  Jan pointed out that we try to mirror ACA.  Anna Shelsky reported this is the conference chair’s discretion.  Discussion.  Christina Burns made a motion to allow the conference chair the discretion to waive the conference fee for presenters not attending the conference.  Debra Watson 2^nd.  Question called.  Motion carried. 

Rob Shelsky reported the newsletter deadline is actually August 10^th, not what was reported in the report.  It must go out on time as the ballots must go out with 30 days notice.  Nominees must submit a bio.  Submit current and future information.

Jan Turner called meeting to order at 9:07.  Jan acknowledged and thanked Randy Gambrell for organizing the lake excursion and work in TCA in the past.  Jan asked everyone if they received the membership form and to review it briefly.  Jan then asked if there were any questions. 

President Elect Mary Brignole discussed conference and reported the theme of the conference (Counseling in a Multicultural Mosaic World) She stated that the keynote speaker is going to be Dr. Sue.  Dr. Sue is going to give a pre-con session Sunday afternoon.  Mary told presidents to go back and encourage members to attend conference.  Mary acknowledged her committee chair members for conference.  Mary reported she has already had the first meeting with committee chairs.  Mary discussed activities and events that will be held at conference.  Mary encouraged presidents to start working on getting items for silent auction.  Karen Weatherly is chair for silent auction.  Mary stated student research posters and university students being encouraged to present and volunteer.  Dr. Nishimura is still accepting proposals until July 15.  Mary encouraged members to wear multicultural clothing.  Mary stated conference dates. 

Executive Director Becky Murray went over membership report.  She discussed membership fluctuation and trends in report.  Becky reviewed membership links and how to review exact number of members on-line.  Becky reported only 4 active divisions.  Membership is up 11 % to 863 members, 117 lapsed members.  New system developed last year contacting lapsed members.  Each month Becky contacts lapsed members- does this up to 6 months.  Becky reported working over 20 hours some weeks.  Several mistakes were made in directory.  Becky will be emailing additions to put in the directory.  Smokey Mountain has proposed a grant- having a one day conference on September 28.  SMCA want to give add incentives and discounts.  SMCA asked for 800 dollars (estimate) contingent on number of people who join that day.   Money not used will be returned.  Nita Jones proposed a motion to give grant to Smokey Mountain.  Christina Burns 2^nd motion.  Question by Dr. Frieden.  Discussion.  Dr. Frieden reported membership is up because of grants.  TMHCA picked up additional members from grants.  Jan Turner asked about TMHCA receiving 2000 dollars-clarification.  Call for questions.  Vote/motion passed. 

William Matthew Jackson discussed cost for conference sponsors. He wants Martha Polk to call potential sponsors for conference. He discussed having middle and east representatives calling sponsors for conference.  He discussed Jan and Mary appointing committee for next 5 years.  He discussed past goal of having reserve.  Strategic plan was just redone.  He gave cautionary note- find ways to raise more money.  He wants us to get back into a proper balance.  Look at both expenses and revenue.  He asked us to look at tax exempt status.  Right now we are not tax exempt.  He discussed money we would save.  Look at alternatives- set up a foundation for conference and training.  TCA is contracted out through 2011.  He will look at contracting in Knoxville 2012-2015 at Hyatt.  Nancy Johnson had a question about moving from Chattanooga to Knoxville, she wanted clarification.  Nita Jones stated having conference in a central location make the most money.  William Matthew Jackson asked us to explore locations of conference in terms of attendance.  Discussion.  Deborah Watson reported that vendors have stated that it is easier for them to come to centrally located conferences.  Joel questioned about price to pursue tax exempt status.  Jan asked us to concentrate on what Dr. Kaplan said about considering members and asked their input. (Ex. possibly through survey)  Joel Diambra raised question about individual chapters pursuing tax exempt status.  Discussion. 

Judy Steele the Technology Chair, discussed Survey Monkey and the yearly cost for the organization.  She wants better use of technology.  She discussed personal things on list serve going out to entire organization.  She wants to educate members on how to use list serve more effectively.  She also discussed ezanalyze.com.  She asked for ideas about what members want on website.  She asked members to email her with suggestions.

John Mitchell passed out the treasurer report to all members. He explained proposal for executive director and Mary Nell salary increase.  He gave treasurer report.  He asked members to cash checks soon and explained there would be a fee if it was not cashed in 90 days.  He also stated reimbursement form is on the web.  There was discussion about going over budget in many areas.  Discussed whether you have to justify when you over spend.  John stated you explain to governing council.  Jan reported this has been a concern in the past.  By-laws state president has the makes decision.  Discussion.  Deborah Watson asked about forming a finance committee to oversee accountability. Discussion. John discussed issue of getting receipts for reimbursement in timely fashion.  Discussion.  Becky Murray said she turned in receipts that were under budget but the budget shows she is over.  John Mitchell says he recorded the money as it came in.  Discussion.  Jane Gough moved for finance committee to be utilized to resolve budget issues annually.  Dr. Frieden suggested past president committee come up with ways to resolve budget issues instead of finance committee.  Jane Gough makes a friendly amendment to have finance committee and 2 past presidents in order to resolve budget issues.  Discussion.  Jan Turner asked to repeat motion.  Discussion.  Jan Turner called for questions.  Gough moved for finance plus a steering committee.  2^nd motion Margaret Schingle.  Members vote with cards.  Jan clarified that the Chapter and Division President and President Elect get a vote. Mary Brignole called role by office.  The vote was 3yes, 19 no, and 2 abstain.  Nita Jones motions that finance committee plus 2 past presidents resolve the budget.  The motion was 2^nd by Judy Steele.  Gough made a friendly amendment to use committee to balance budget.  Motion carried.

Mary Nell said when she started there were 2000 bills, now there is 5000.  She explained her role and responsibilities. She reviewed a bill on student loans.  Mary closely monitored bills on social workers.  Nancy raised concerned about bachelor level social workers becoming licensed.  Clarification of social worker bill.  Bachelor level social workers will be supervised by masters level social workers.   Discussion.  Kim Jessee brought up how this could affect school counselors.  Governor sent out letters re: voluntary retirement after 30+ years.  Mary Nell discussed governor recently appointing children’s director to oversee various issues.  Discussion.  Dr. Frieden brought up issue of uniform salary across state for school counselors.  Discussion ended.

John Mitchell asked if anyone had any more questions about the budget.  Dr. Frieden raised concerns about salary pay increase when members are losing jobs.  Jan Turner asked if this was the appropriate time to discuss this issue.  Deborah Watson asked for a report from the finance committee.

The finance committee has taken measures to cut costs in various areas.  Discussion.  Jan Turner made motion to accept budget.  The motion was 2^nd by Rita Waller.  Voting- motion passed. 

Jan talked about items that need to move to archives.  She expressed concern about addressing issues at a various time.  Nancy Johnson brought up issue is related to having a central conference location. 

Door prizes

Meeting was adjourned by Jan Turner at 12:10pm.