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Board Meeting Minutes
February 12-13, 2014
Savannah, Georgia
Call to Order
The meeting was called to order on February 12 at 9:08 AM EST by Ann Mitchell
Suspended discussion at 4:30 PM EST on February 12
Reconvened at 9:00 AM EST on February 13
Ann Mitchell, Joan Gamble, Desiree Noah, Karen Hollebeek, Susie Picar, Janna McDonald, Thomas LeBeau, and June
Hagler were in attendance. Carolyn Thorpe was not in attendance with notification.
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Entire Board—SEE Board positions for individual Action Items
ACTION ITEM: provide Ann Mitchell with ideas on how to practice inclusion within Board for discussion in 2014
ACTION ITEM: provide Annual Board & Committee reports to President by December 16-completed
ACTION ITEM: review NSEA Mentoring proposal to report back to Desiree by December conference call
ACTION ITEM: communicate individually with conference attendees—especially newcomers—about getting involved
with committees—discussion for this to continue at conference--completed
ACTION ITEM: provide timelines and job descriptions for all Committee and Board positions to eventually be posted on
the NSEA website “Leadership/Info” sections—in progress
ACTION ITEM: help Ann Wessman identify authors for remaining Work Book chapters—still in progress
ACTION ITEM: Board to review link from Brea College on Student Employment Assessment and give input to Joel—
still in progress
ACTION ITEM: board to send Carolyn benefits of serving NSEA to include on the list of perks for recruiting new Board
members—still in progress
ACTION ITEM: board to send proposed Operational Plan, Procedure & Form to Ann Mitchell
president Ann Mitchell
Presented ground rules for meetings
Showed leadership DVD
Finalized 2014 President’s calendar
Updated 2014 organizational chart by adding Membership Development-Cindy Meekins; Public Relations-Ann
Wessman; Awards & Recognition-Ann Bahvala; created new ad hoc committee reporting to VP Marketing &
Membership for new board member, Susie Picar. Janna confirmed with Cindy Meekins she will also continue to chair
the Volunteerism Committee
Presented worksheet for Board to prepare Operational Plan, Procedures and Form
Summer Board Meeting will be in Portland, Maine, June 4-5, 2014
Presented proposed 2014 NSEA Budget
o Motion by Joan to accept 2014 NSEA Budget as amended; second by Thomas LeBeau; motion passed
Discussed and encouraged ways to practice inclusion within Board. Identified the following as areas NSEA currently
practices inclusion: 1. NSEA Board is diverse; 2. NSEA offers Diversity Scholarship; 3. NSEA provides a session or
speaker about diversity at the annual conference.
Discussed adding procedure to travel reimbursement for driving mileage vs. airfare
Appointed Ad Hoc committee to rewrite NSEA Long Range Strategic Plan: Ann & Desiree with more TBD
Discussed Board members’ attendance at Fall Board Meeting & Annual Conference.
o Motion by Karen for NSEA to fund travel expenses for Board members to attend Fall Board Meeting beginning
in 2014; second by Susie; motion passed
ACTION ITEM: update 2014 President’s calendar and resend to Board & regional presidents/president-elects
NSEA meeting minutes
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ACTION ITEM: contact Carolyn with an email copy to the Board to get her appointments for P&P/Bylaws, Elections, &
National SEOTY chair positions and follow up with items on her report
ACTION ITEM: send completed Operational Plan, Procedure & Form to Desiree for updating NSEA Long Range
Strategic Plan
ACTION ITEM: write policy for driving travel vs. airfare for vote by Board to add to P&P
ACTION ITEM: notify region Presidents of 2014 HED directory purchase and their cost if they want to participate
ACTION ITEM: notify region Presidents of one-time SEE Training grant
ACTION ITEM: notify regions Presidents of increase in maximum they can charge for each track of SEE Training for
2014 and beyond
President ELECT Desiree Noah
Held discussion of hiring for Office Manager position as Chair of the Ad Hoc Committee. Ann excused herself from the
room since she will be applying for the position
ACTION ITEM: use recommendation from Desiree regarding to include funds for USPS postcard mailing for
membership recruitment to be included in the 2014 budget-completed
ACTION ITEM: check with Scholarship Committee Chair to see if scholarship certificate for Lynn Hoehn was sent-not
completed
ACTION ITEM: use recommendation from Joan regarding funds for two possible National SEE Trainers at the February
Train the Trainer session to be included in the 2014 budget-completed
ACTION ITEM: send Scholarship Chair information on conference expectations for presentation of awards
ACTION ITEM: order approximately 60 t-shirts for use during conference by approximately 20 board members and
committee chairs that will have the conference logo printed on the front/pocket area
Scholarship Chair report:
All 2014 scholarship & grant applications have been updated & posted to the website
Vice President for Administrative Services Carolyn Thorpe
ACTION ITEM: contact Federal Relations committee chair to expand committee so it can function as described in the
P&P
ACTION ITEM: will coordinate with Volunteer Chair on notifications of volunteer interest and required budget for 2014in progress
ACTION ITEM: will compile job descriptions for next year’s open Board positions and a list of benefits for serving on
the Board to have at the 2013 conference-in progress
ACTION ITEM: will send reminder about SEOTY to members via listserve and newsletter
ACTION ITEM: will publish election guidelines and benefits of serving on the board to call for nominations for 2015
board election
ACTION ITEM: will coordinate with National SEOTY chairs for 2014 regional winners
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Federal Relations Committee Chair report: no report
Volunteerism Committee Chair report: no report
National SEOTY Chair report: no report
P&P/Bylaws Chair report: no report
ACTION ITEM: compose message to membership for vote on substantive changes (Article IV; Section E & Article V;
Section F) in Bylaws to reflect new Board structure; send to June to have set up for membership vote on ATACcompleted
ACTION ITEM: Add Train-the-Trainer procedures to P&P-completed
ACTION ITEM: Change P&P regarding maximum ($189 per track) Regions can charge for SEE Training
ACTION ITEM: add the qualifications to be a National SEE Trainer to the P&P
ACTION ITEM: add new policy for NSEA to fund travel for Board members to Fall Board Meeting to the P&P
ACTION ITEM: move Above & Beyond Certification Program in the P&P to VP for Conference Services
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Vice President for Marketing & membership Janna McDonald
Fill Membership Development Chair position with Cindy Meekins and Public Relations Chair with Ann Wessman
NSEA meeting minutes
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Erin Schwartz will continue with Newsletter Editor and Joel Carstens will remain as Advancement Committee Chair
Discussed adding Meet & Greet session with Newcomers at conference
Identified committee name for Susie’s position on the Board as Membership Initiatives
Will work with Susie and Cindy Meekins together on Best Practices survey to membership
ACTION ITEM: give Janna McDonald 3rd membership campaign USPS postcard mailing for completion end of January
2014-completed
ACTION ITEM: pass notes and comments received from Board on NSEA Mentoring Program to Janna McDonald for
2014 discussion-completed
ACTION ITEM: clarity to be developed for responsibility of Above & Beyond Certification program—completed—
moved to VP Conference Services
ACTION ITEM: develop mentorship plan—work in progress
ACTION ITEM: have student staff finish up design of conference’s 40 th anniversary logo and send to Karen
ACTION ITEM: develop Best Practices survey
Public Relations Committee report: No report
Publications/Newsletter Editor report: No report
Membership Development Committee report: No report
ACTION ITEM: send USPS postcard advertising NSEA membership to 2014 HED directory contacts (approximately
5,000)
Advancement Committee report: No report
Committee Chair Membership Initiatives Susie Picar
Presented a detailed analysis of topics on the NSEA Discussion Board. Made suggestions of ways to improve value to
members, including adding a moderator to the discussion board, and discussed viability of non-members participation
Discussed changing Discussion Board to members only access
o motion made & tabled until further investigation
Discussion about expanding resource portion of website to include forms and/or surveys collected from members
ACTION ITEM: create popular FAQ’s to be posted on website and Discussion Board from postings on Discussion Board
and Listserve
ACTION ITEM: Write a newsletter article informing members about the Discussion Board
Vice President for Professional Development Joan Gamble
Identified two NSEA members to train at Train the Trainer to become certified as National Trainers in Savannah
Asked Training & Development Chair, Lynn Hoehn, to identify someone to develop a SET Training on FERPA
ACTION ITEM: make National SEE Trainer qualifications document edits (Joel & Ann W. to send suggestions) and
send to Board for e-vote by December 9-completed
ACTION ITEM: notify Training & Development Chair to change maximum amount Regions can charge for each Track
of SEE Training in the Regional SEE Training Guidelines-completed
ACTION ITEM: develop survey questions to include on conference/separate/membership surveys to get input on SET
training topics, creators, presenters-in progress
ACTION ITEM: ask for members’ input on future SET topics in next NSEA News-in progress
ACTION ITEM: contact Kathryn Jackson about possibly developing SET Training on community service
ACTION ITEM: appoint Ad Hoc committee to explore options for electronic training uses-completed
ACTION ITEM: will do survey from membership and possible other demographics and/or targeted office with topics
wanted for SET along with VP M&M for increased membership survey-in progress
ACTION ITEM: will contact Regions about possible SET Trainings in their area—Asked Lynn to contact Regional
Training Coordinators about International Student Employment training in their region—in progress
The National SEE Coordinator report: no report
ACTION ITEM: compile 2014 SEE Training evaluations to be posted on website
The Workbook Chair report:
JoEllen Sturgeon & Paula McLain collaborating on “Evaluation Your Student Employment Program” chapter
NSEA meeting minutes
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Kathryn Jackson submitted an outline for “Community Service” chapter
ACTION ITEM: send Funds Management draft to June to review
ACTION ITEM: check with Kathryn Jackson who is writing the Community Service chapter to see if she would be
interested in developing a SET Training on Community Service
The Journal Editor report:
Publish Journal about February 2014 with five articles with a good range of topics
Plan to publish again in 2015
Training & Development Committee Chair report:
SET trainings held on Funds Management in St. Paul and Dubuque in 2014
ACTION ITEM: clarification needed for duties of Training & Development Chair and other training job descriptions for
P&P-completed
ACTION ITEM: compile 2004 SET Training evaluations
ACTION ITEM: identify someone to develop SET Training on FERPA
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Committee Chair Electronic Training Thomas LeBeau
Researched web services to plan which would be best for NSEA use. Go to Webinar/Meeting could be the best
match.
Discussed various social media sites, i.e. Twitter, Facebook, LinkedIn
Discussed training tutorials such as employment manuals, student outcomes, etc.
Discussed that training tutorials could be available on website for members only—need to decide on fee or not
ACTION ITEM: further research into number of presenters/moderators/administrators with Go to Webinar along
with cost
ACTION ITEM: create model presentation on Student Employment Manual for possible first web training and
session at conference
ACTION ITEM: set up Twitter and Facebook accounts (already NSEA Group on LinkedIn)
Vice President for Conference Services karen hollebeek
Anna Bahlava has accepted Awards & Recognition chair position and Tari Witherspoon will continue as Diversity Chair
Discussed creating a new conference committee, Hospitality Chair, to address some of the comments on the 2013
conference evaluations. Intended chair & committee members will be dedicated to making everyone feel welcome,
answer questions, and make suggestions of ways to improve in future conferences
Decided to have all Board members and conference committee chairs wear distinctive t-shirts each day of conference to
be visible for attendees to find to ask questions
Discussion about location of President’s Reception in St. Paul. Decided to utilize Windows on the River room at the
hotel for reception with plated dinner & cash bar, decorations, etc. to celebrate the 40 th anniversary
Discussed offering pre-conference activities on Wednesday morning
Discussed changing breakout sessions’ time to 45 minutes to allow 5 sets over Wednesday PM and Thursday AM & PM
Discussed having Friday morning session of Everything you always wanted to ask a SE Professional general session
Discussed having Business Meeting, Awards, and celebrations at first general session at Wednesday lunch
Discussed conference logo with Janna helping to modify design presented
Decided to order wallet/name badge holders for conference with 40 th anniversary logo
ACTION ITEM: work with Lynn Hoehn, 2014 Conference Chair, to change conference to begin on Wednesday morning
instead of Wednesday afternoon -completed
ACTION ITEM: add President’s Reception Conference Committee to conference job descriptions & duties-completed
ACTION ITEM: add Above & Beyond certification program to P&P after developing the text—still completing
ACTION ITEM: develop conference information page for website to go live by mid-March with target for registration to
go live by mid-April
Awards & Recognition Committee Chair report: no report
Diversity Committee Chair report: report submitted after meeting
Recruiting more Diversity Committee members to enhance diversity awareness at conference and with membership
Working on expanding workshop/breakout session presented at 2013 conference
NSEA meeting minutes
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Conference Committee Chair report: no report
National office June hagler
Historian Report: 2013 end of the year financial report and 2013 end of the year conference report have been added to
the website under Leadership/Board reports. The NSEA Almanac has been updated with all 2013 names and events and
posted to the website.
Encouraged Board to review website links for accuracy of information for their positions
Reported Bylaws voting, December 29 through January 28, was completed with 94% of 115 members voting approved
changes; notified membership; updated Bylaws document; and posted to website
RFP for 2016 conference location has been sent to Pittsburg visitor and convention bureau—no responses yet
Discussed cost of 2014 Higher Education Directory license;
o Motion by Karen to purchase 2014 HED license and offer regions their states’ list of contacts from the directory
if they pay $249; second by Desiree; motion passed
Discussed need to adjust operating/checking, savings/reserve, and investment accounts balances to optimism NSEA
funds
o Janna made a motion to move funds and maintain $20K in checking/operating account, maintain $25K in
savings/reserve account, and maintain $50K in the money market portion of the investment account; Karen
seconded; motion passed
o Motion by Karen to accept Gary Rodgers Investment broker’s recommendations “to move funds that should
perform better in a rising interest rate environment; as well as the equity mutual funds moving lateral to keep
NSEA in the best performing funds”; second by Desiree; motion passed
ACTION ITEM: have membership vote on changes to Bylaws set up in ATAC with 30 day voting period- completed
ACTION ITEM: buy new tape recorder to be used during conference times that Office Manager cannot be in attendance
at meetings to take minutes in person—in progress still determining if really needed
ACTION ITEM: prepare report for Board comparing 8 years of conference income and amount paid to regions for Board
to decide by e-vote to increase amount paid going forward to regions from conference profit (proposed-$55 per region
attendee/$25 per non-region attendee) -completed
ACTION ITEM: review Funds Management chapter for the Work Book after receipt from Ann W.-in progress
ACTION ITEM: update 2014 org chart on website
ACTION ITEM: add board and committee timelines and job descriptions as they are received to the website in
appropriate Leadership sections
ACTION ITEM: add Above & Beyond Certification Program tracking to Office Manager job description
ACTION ITEM: write Above & Beyond Certification Program description for P&P and write job description & timeline
for conference committee
ACTION ITEM: present cost and sample wallet/name badge holder for approval at Summer Board Meeting
ACTION ITEM: draft application for regions to apply for a one-time $3,000 grant to hold a SEE Training and send to
Board for edits
ACTION ITEM: work with ATAC to address Discussion Board adjustments suggested by Susie to make it a value to
members
ACTION ITEM: work with ATAC to add new fields to membership application to collect data for Susie initiatives on
resources and FAQs
ACTION ITEM: move checking and savings account funds
ACTION ITEM: work with Gary Rogers Investments to adjust money market and investment account balances according
to their recommendation
ACTION ITEM: pay Higher Education license fee of $1997 to receive 2014 directory of U.S. schools/colleges contact
information
ACTION ITEM: provide Joan with definition of SEE Trainer Expense line item in budget
Old business
Ann encouraged all board and committee positions to complete timelines and job descriptions for inclusion on website
Discussion of Past President, Nedra Goodrich, suggestion to grant regions a one-time goodwill grant of $10,000 based
on discussion at the 2013 Audit meeting
NSEA meeting minutes
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Karen made suggestion and presented facts to encourage regions to hold SEE Trainings instead of $10,000 goodwill
grant. Suggested NSEA pay each region a one-time grant in 2014 of $3,000 if they hold SEE Training separate from a
conference. Regions must apply and be approved for the grant.
o Motion by Joan to award with completed application a one-time grant for 2014 to Regions for holding a SEE
Training; second by Desiree; motion passed
New business
Adjournment
Motion by Thomas LeBeau to adjourn meeting with second by Susie Picar at 2:47 PM EST on February 13, 2014
March 4, 2014 at 1:15 PM CST – Ann called for an e-motion; motion by Desiree to accept the Winter Board Meeting
minutes as corrected; second by Thomas; motion passed with 6 ayes & 1 abstain.
NSEA meeting minutes
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