Southern Criminal Justice Association

Mid-Year Executive Board Meeting

September 28, 2002

Clearwater Beach, FL

Members Present: Tewksbury, Robinson, Crews, Mustaine, Sloan, Everhart, Miller, West, Doerner, Hunter, Fields, and Sanborn.

Members Absent: Britz

1. Meeting called to order by President Tewksbury at 9am.

2. Motion to suspend the reading of the minutes from the last board meeting. Motion carried.

3. Report of the President (Tewksbury).

Noted that this has been a good meeting, things have gone well, there has been great food. Other board members echoed this sentiment.

Mentioned that we should do a post conference evaluation, and it should be out in the next two weeks. West enthusiastically volunteered to be the chair of this committee. Crews and Miller will also be on this committee.

4. Report of the First Vice President (Robinson)

Some great stuff is a brewin’ in Nashville.

Tewksbury mentioned that it would be great role modeling if all executive board members were on the program.

Robinson indicated that we should have poster sessions; the students would like it. Robinson will send the Nashville contract to Crews to double-check it.

5. Report of the Second Vice President (Crews)

Got a list of duties, and it was very helpful. He is considering the possibility of putting a procedural manual together.

Agenda suspended (even though we don’t have one):

Ralph Alderman, Sales Manager spoke to us about coming back to the hotel for a future meeting, or using another hotel in the Interstate Hotel Chain for future meetings.

Back on Agenda:

6. Report of the Secretary/Treasurer (Mustaine)

We raised $223.00 during the raffle. Fields has written a check for $10,000 to start the new bank account in Orlando. Board members will receive minutes of this meeting in two weeks. When all corrections, additions have been made, Robinson will post them to the web.

7. Report of the ACJS Regional Representative (Hunter)

Hunter gave the Regional Report. ACJS is probably firing the conference manager, Conferon. This has been up in the air for awhile but was resolved last week. The two candidates for 2^nd VP are L. Moriarty and J. Crank.

8. Committee Reports:

A. AJCJ Editor (Doerner)

A new Editor for The American Journal of Criminal Justice is needed. Several people may be interested. Doerner will put together a list of qualifications. The search committee for the journal will consist of: Crews, Doerner, and Tewksbury. The fall issue of the journal is coming out soon.

B. Audit (Everhart)

Everhart will chair this committee, and noted that the audit was conducted at the mid-year meeting last year in Anaheim, but this year it must take place in January. It will happen at EKU. Miller and Everhart will join in the audit. Mustaine will also attend so that the books can be transferred over to her at that time.

C. Awards (Crews)

Crews will be reviewing committee members and will get a list of awards sub-committees to Tewksbury in 2 weeks.

D. Budget:

Tewksbury announced that the budget was the same this year as it was last year. A motion was made and seconded to approve the budget. The motion carried unanimously.

E. Constitution/Bylaws:

Tewksbury suggested that the bylaws need a thorough revision. Fields has offered to put up a group of us at EKU. We will spend several days going over the bylaws and making any necessary revisions. The ad hoc committee will consist of: Dave Camp (chair), Crews, Fields, Robinson, Sanborn, Mustaine, and Tewksbury. After this committee’s work is completed, a new constitution will be brought back to the board.

F. Dialogue (Robinson):

There will be a new issue soon. Robinson indicated that he will not remain editor when he is President, so he will issue a call for a new Editor. A discussion followed regarding whether or not we need The Dialogue. The suggestion was made to put a question on the conference evaluation to see how many people read it. In the meantime, Robinson, Fields, and Doerner will work to find a new Editor, and Robinson will issue the Call over the list-serve.

G. Fund Raising:

Tewksbury indicated that SCJA needs to raise more funds. The suggestion was made to sell T-Shirts again. We could put the T-shirt offering on the conference pre-registration form so that we would get the right sizes and not too many extras. Fields noted that he could use the Secretariat funds for the initial offering. Crews will head up this effort. The SCJA 2003 Nashville shirt will coordinate with the logo on the coffee cups.

H. CRAP (College Representative Ad Program).

This committee consists of Everhart, Sloan, and West. They will coordinate with every school in the region (at which we have members) to get an institutional representative to facilitate getting a school ad for the conference program. We could also try to get Journals to advertise in the program as well.

I. Future Raffles

Perhaps we could raffle off prison art in the future. Etta Morgan has volunteered to coordinate this effort.

J. Intergovernmental Relations

Tewksbury wondered what was up with this group. It was explained that initially this was a good experiment. The association found out what issues politicians were concerned about then hooked them up with members who were experts on those issues. But, we probably don’t need this committee anymore. Committee was thanked for their efforts and Tewksbury will not re-appoint.

K. Local Arrangements/Program (Robinson)

Robinson noted that Alexis Miller is working as the local arrangements person. So, if we have ideas or places that we would like to go in Nashville, we should let her or Robinson know. Also, we should talk up the Nashville meeting so we have better attendance.

L. Membership (Sloan)

Sloan noted that he would develop a plan for how to combine CRAP with a membership drive.

M. Elections (Sanborn)

Sanborn questioned who should be on the teller committee (the committee that counts votes in elections). He will get together with Doerner to work something up. It was noted that appearances are important. Robinson reminded us that any kind of call for elections should be sent to him so that he can put it online.

N. Secretariat (Fields)

Fields mentioned that we need more letterhead. Should we put board members on the side bar again? Discussion ensued, it was decided that we would keep the present design and add board members names on the side.

O. Site Selection (Robinson)

Robinson is working on site selection for 2004 in Raleigh-Durham, NC. Sanborn moved to have Raleigh-Durham be the site for the SCJA meetings in 2004. This motion was approved unanimously. When Robinson gets the contract he will send it on to Crews and Tewskbury to be double-checked. Tewksbury noted that we need to get people to attend the meeting and to stay at the conference hotel.

Crews will appoint the committee for selecting the site for 2005. We are looking into Orange Beach, AL or St. Augustine, FL. Some discussion ensued about whether people would like these places. Several noted that as long as the prices are ok and the plane there isn’t too pricey or lengthy members should be fine with it.

P. Webmaster (Robinson)

Please send address updates to Robinson. Also, Robinson noted that there is a section entitled, “Presidential Message” and it is empty. Tewksbury indicated that he would write up his message and pass it along.

Tewksbury noted that everyone’s contact information needs to updated. Probably a committee is best suited for this. Robinson and Doerner will be on this committee.

9. Old Business

Tewksbury brought up the issue of board membership. Member Britz has not come to any meetings since her election in 2001 and she has not contacted nor returned calls from board members. Tewksbury noted that we could recall her membership from the board. Sanborn moved to remove her from her position. Discussion ensued. After a call to question, the motion carried unanimously. The President appoints the person who will fill this vacancy. Tewksbury appointed Etta Morgan. She will finish Britz’s term. Morgan will do some fundraising for SCJA.

10. New Business

None

11. Next meeting

At ACJA, March 4-8, 2003, in Boston, MA.

12. Adjournment.