Southern Criminal Justice Association

Executive Board Meeting

March 5, 2003

Boston, MA

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

Members Absent: Sloan, Morgan, and Sanborn.

1. Meeting called to order by President Tewksbury at 1:35pm

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

3. Report of the President (Tewksbury):

Former board member Britz was informed about her removal from her position. Etta Morgan has accepted the invitation to finish out Britz’s term.

4. Report of the First Vice President (Robinson):

SCJA 2003 is in Nashville. There is a call for papers out at this meeting. The board members were quite excited about the cowboy’s belt buckle and it’s symbolism with southern rural criminal justice. Robinson has added poster session (at the request of student members). He passed out a list of colleges and universities in Tennessee. The intention is to contact them and solicit their participation in the meetings as well as ask them to buy ads in the program book. We all acknowledged that this was a great idea and it could be used as a good model to follow for future meetings. Robinson indicated that he would like Tewksbury to do a Presidential Address at the Nashville meeting. Further, perhaps all board members could organize a panel. Tewksbury noted that Robinson will need to come up with a budget for the 2003 meeting. He will work with Mustaine on this.

The 2004 meeting will be in Raleigh-Durham, NC. The hotel looks fine and the surrounds look like it will be a great place. Some specifics:

§ Hotel rooms will be $115.00 per night.

§ We have a contract with the hotel.

§ Dates of the meeting will be Sept. 21-25.

Robinson gave Mustaine the hotel forms to arrange for credit.

Doerner suggested that we entice local area students to attend by offering a $5.00 registration feel and telling instructors they can give students credit for attending – presenters can sign the page of the panel in the program booklet.

5. Report of the Second Vice President (Crews):

Awards Committee: Crews handed out a call for awards nominations. Is Glencoe paying again? Members of the board were uncertain.

Site Selection Committee: He will form this committee and use the survey results to inform it.

T-Shirts: Crews indicated that he had found a place that would do the shirts reasonably. Basically they will be Russell Athletic short-sleeved shirts. There will be a small logo on the front and a large design on the back of the shirts. Shirts will be multiple colors and will be available in the standard sizes. Crews went over the cost of the shirts. The bottom line is that we will have 90 shirts made. The board discussed selling the shirts for $12.00 each. The registration form will allow members to purchase shirts and have them available at the meeting. Also, shirts would be available for sale on the web site. Crews will scan the design and e-mail it to board members for their approval as soon as it is finalized. However, board members noted that we trusted him and we would likely be willing to go with whatever design he felt was a good one. The suggestion was made to coordinate the color of the shirt with the color of the coffee mugs. Crews and Tewksbury will finalize the color of the shirts/mugs.

6. Report of the Secretary/Treasurer (Mustaine):

Mustaine gave the financial report. Basically we have taken in a total of $30,973.73 and have spent a total of $3,980.96. As such, we have $26,992.77 in the account at present.

As previous Sec/Treas., Fields reported that with a forwarded balance of $39,484.45, the society had taken in a total of $8,835.00 and spent a total of $48,319.45. The general account was closed in Richmond, KY on 1/31/03 with the remaining balance forwarded to Mustaine.

7. Report of the ACJS Regional Representative (Hunter):

Election results: All constitutional amendments passed. Laura Moriarty was elected Second Vice President.

ACJS is finally out of the debt it incurred during and after the move to Washington, DC.

Hunter noted several events of interest (receptions, meetings, and awards banquet) at the present meeting.

8. Committee Reports:

A. AJCJ Editor (Doerner):

Volume 27, number 1 just came out. There were not many papers submitted for the issue, and it is a bit short. Doerner noted that we should consider whether we really want to keep the journal, if we do, we need to support it better. The editor search has turned up a couple of possible candidates. Tewksbury challenged the board members to support the journal.

B. Audit Committee (Miller and Everhart):

The audit went fine and the committee actually watched Fields close the account. The committee had several recommendations:

§ Treasurer should computerize the books.

§ At the end of the annual conference, the treasurer should conduct a self-audit.

§ Treasurer information should be placed in the archive.

The committee submitted this written report to Tewksbury.

C. Dialogue Editor (Robinson):

Robinson passed out the editor search. No one has stepped forward yet. Fields suggested that we incorporate The Dialogue into the web page. As part of the post conference survey that West and other conducted, she reported that less than half of the membership is satisfied with The Dialogue. Further, 1 in 3 don’t read it. Tewksbury suggested that maybe we don’t need The Dialogue. Other board members echoed this view. Everhart made a motion to do away with The Dialogue as it is currently published and have the web page take over its current content. Motion was seconded and called to question. Motion carried unanimously. Tewksbury thanked Robinson for all of his hard work over the years on The Dialogue.

D. Fundraising (Crews):

Crews and Robinson will solicit publisher participation for the 2003 meeting, and Morgan will run a raffle.

E. Local Arrangements (Miller):

Miller reported that the committee (Miller, Bruce Mallard, and Deborah Newman) have made great progress regarding activities and events for the 2003 meeting in Nashville. Some highlights include:

§ Larry Wallace, Director of the TBI is the only nomination received for the Southern States Police Benevolent Association Professional Award. She will go to the TBI and try to get them to sponsor a reception for him at the meeting. Or, perhaps the local sheriff will be interested.

§ She is trying to get Carol Swain, faculty at Vanderbilt and author of The New White Nationalism, to speak at the meeting.

§ There will likely to a prison tour at both, Riverbend Maximum Security Prison for Men and TN Prison for Women. She will also be asking to use a Department of Corrections bus to get members to the prisons. We may be able to tour a jail.

§ Other arrangements include possibly transportation to Opryland/Gaylord mall and hotel, information on country music stars tours, Ryman Auditorium, Grand Old Opry, and the Country Music Hall of Fame.

§ We won’t be able to tour the Titan Coliseum because they are all freaky about security issues.

Tewksbury noted that the committee would need to coordinate with Robinson so that there would be minimal presentations going on during tours.

F. Nominations and Elections (Sanborn):

Sanborn submitted his committee report in writing. He indicated that the call for nominations when out on schedule, identifying the correct number of needed board members.

G. Secretariat (Fields):

Fields handed out 3 membership summaries in the traditional format (which includes pink, blue, and green paper). He also handed out the Membership Application pamphlet.

H. Site Review Survey (West):

West summarized the survey which indicated overall positive views of the Clearwater conference. The full report will be available on the web page. Tewksbury thanked the committee for their important work.

I. Site Selection 2005 (Crews):

No site selected yet.

J. Webmaster (Robinson):

Everything that has been submitted is on the web site.

K. Procedure Manual (Crews):

Crews passed out an example of a list of duties. He would like board members to do a list and timeline for our jobs so that he can compile them into the procedure manual. Turn these into him by May 1, 2003.

L. C.R.A.P. (West, Everhart):

The committee is looking at people to contact at each institution to encourage all relevant departments to purchase ads for the conference program booklet.

9. Old Business

The Bylaws Revision Retreat Planning committee consists of Camp (Chair), Crews, Fields, Robinson, Mustaine, Sanborn, and Tewksbury. Fields has volunteered to host a retreat so that the committee can revise the bylaws. Crews will make sure the retreat happens. A suggestion was made to have this retreat at the beginning of the Nashville conference (committee members could arrive early and devote a day to this task). This suggestion is probably what will happen.

10. New Business

Tewksbury, Robinson, and Miller need to coordinate the site visit to the hotel in Nashville in order to make conference arrangements.

Crews is in charge of the gavel.

West indicated that Alpha Phi Sigma students are gung-ho to get involved. She suggested that we could let them have a T-Shirt contest with an entry fee (to off-set costs). Board members indicated that it should not interfere with the standard conference T-shirt, but that we would let them take this on as their project and support them. West will follow up on this.

Next Meeting: SCJA Annual Meeting; Nashville, TN; September, 2003.