Southern Criminal Justice
Association
Annual Board Meeting
Members Present:
Robinson, Crews, Wood, Mustaine,
Members Absent: Fields, Hunter
Motion to dispense with the reading of the minutes from the last meeting. Motioned seconded and carried.
Welcome to the new members!
Up until this morning everything went really well with the Hotel. Nothing became serious. However, this morning, registration was not set up and the hotel people were nowhere to be found. Robinson was unable to meet with Patty Corn. The presentation rooms were messed up. Hotel really dropped the ball today. Nonetheless, everyone has been raving about the conference, the food, etc.
Report of the 1st VP: Crews
Crews’ big focus this year is the procedural manual. Also, he will be getting ready for Raleigh, NC. Robinson gave Crews a list of his duties and things to look out for in planning conferences with the hotel.
Report of the 2nd VP: Wood
He’s already tapped several people for membership on the committees, and is working on getting things filled out. The awards are no longer the Glencoe/McGraw Hill awards. He will work on where he wants to go for the 2006 conference by the mid-year meeting. We also discussed the educator of the year award and who would be on the committee.
She will be working on the nonprofit status, looking into the patterns of spending our money and maybe putting it into a more responsible location. She will also check into using credit cards for registration, possibly on-line registration. We made $310.00 on the raffle. We also made some good money on the silent auction.
Committee
Reports:
Hensley indicated that he doesn’t want to resign, as he indicated he might 3 nights ago. He has confronted some important issues at this conference. He was a bit blind-sided about the special issue topic that came up at the last board meeting. Robinson assured him that these ideas are at his discretion. Robinson qualified the idea about the conference issue: these early submissions that are complete papers would be considered for publication. However, publication would not a given, these papers would still undergo the regular review process. The idea here is that we would like to stimulate more papers from the conference being submitted to the journal.
The timing of the audit committee is difficult because of pregnancies of Miller and Mustaine, given that the committee is supposed to meet in January. The BOD decided to replace Miller on the committee, and appoint Kunselman and someone from the University of Central Florida. The committee will meet in Orlando in January. Everhart has agreed to continue serving on this committee if we need him to.
The committee is filling out.
We have a budget. We have money. Robinson will e-mail everyone an updated budget soon.
We exist once again. Camp went to the Secretary Of State’s office and paid us up. We are on the books once again. We will pass out the draft of the constitution and bylaws to board members via e-mail so we can comment on them. Robinson will set some deadlines, so that we can have final comments at the ACJS meeting. Then, after ACJS, we will have a mail ballot.
We are going to continue doing the shirts. Crews will do this again. Perhaps we will have a SCJA day, where all of our members wear their shirts. Crews will have the Raleigh shirts ready for sale at the ACJS meeting.
We raised $675.00 via the raffle and silent auction.
Robinson has names for people who may be willing to do local arrangements. Let’s put a call for papers into every mailing. We need an ad in the ACJS program about the meeting. Make sure that people really know the hotel cut-off date. Robinson emphasizes that he would like all of us to organize a panel for Raleigh.
We’ve been trying to generate more members. This is going to be Robinson’s big push as President. He will not go into details. But the gist is to have a huge committee, of people from each state, and these people will blanket the state with information. The membership application will be updated. He will e-mail these people some information soon to come up with ideas to increase membership.
We will be electing 2nd VP, Sec/Treasurer, and 1 board member. So there will be an election.
No report. Robinson will ask Camp to do it again.
No report. We need the thank EKU for sending a staff member to help with registration.
Site Selection 2005:
Crews
Seemed like membership was excited about Jacksonville Beach. So we are going to pursue that. The site selection committee will meet for about 2 days and check out all the possible properties.
Suggestions include New Orleans, Memphis, something in the western region, maybe Virginia. Members of the BOD noted that members like Savannah and Atlanta. Also members like cities with airline hubs. We went over where we had been in the past so we don’t go back anywhere too soon. Another consideration is the location a place where it will draw people away from the conference. Those conferences are not as good.
New Officers please send Robinson your complete correct information. Crews will update and post all of BOD phone numbers and e-mails.
Constitution and Bylaws draft will be in e-mail soon.
West will continue to do the post conference survey. Perhaps she should cut down the survey to just the basics this year.
CRAP Committee (College Rep Ad Program): Robinson: This year this committee will do something. We are all contact people for ads for the program from our region/area/university. We have a list of college/universities/agencies in every area. People with lists should send them to Robinson. Prices for ads are on-line. Prices will stay the same next year, as they are this year.
Procedure manual: Crews: he will be in touch with people to firm up specifics. He will try to get it done by Vegas.
New
Business:
2004 Site Visit. Robinson and Crews will visit in the Spring to firm up details with the hotel.
Diversification Ideas: Our board is very diverse, so that’s good, but our membership is not so diverse. We would like to add some more diversity. Do we have any ideas on how to add under-represented groups into our organization? Ferguson is interested in helping with this initiative. If we have any ideas please e-mail them to Robinson or call him.
Student Participation: Morgan noted that she and West were trying to figure out how to increase student participation. One idea was to have a student reception. We could tie in Alpha Phi Sigma to this.
Miller noted that the increase in student registration on-site may be off putting for local students. As such, a new policy was suggested:
03-05 Student on-site registration remains the same as pre-registration. Robinson motioned. Morgan seconded. Unanimous vote to accept.
Maybe when contacting people for ads we can talk up student participation. Perhaps we could have some panels that speak to student issues, such as workshops for beginning and finishing graduate students. Roundtables are good for students. Another thing is to be nice and inclusive to our students. Robinson is going to establish an ad hoc committee to recruit new students. He will chair. Robinson will e-mail us to get ideas for the recruitment of students. Morgan indicated that she would like to have an event that is just for students. We don’t want to get them here and have nothing special for them.
Woods questioned whether we could pay lodging and airfare for student award winners. It doesn’t seem to matter in terms of awards submissions whether or not we pay for their way. It is an expense that we can’t always afford. Let’s find out what our financial situation is and whether or not we have a sponsor before we make such a commitment.
A final thank you to the inmates: Let’s authorize a payment to the inmates for their hard work on the artwork that we auctioned off. Tewksbury suggested 5% of total proceeds to each of the 4 inmates’ accounts. This is 20% total. Crews seconded the motion. Motion passed unanimously.
Advertisers: We need to verify who paid bills for ads and who needs to be billed for conference ads. We will do this in the next week or so.
Motion to adjourn: Woods, Tewksbury seconded.
Next meeting is our mid-year meeting at the ACJS annual conference, Las Vegas, NV, March 9-13, 2004.