Southwest College Bookstore Association
Spring Board Meeting
Forth Worth, TX
March 10 – 11, 2011
I.
II.
III.
IV.
V.
VI.
Call to Order by David Ritz, President
Roll Call by Jacque Ochs, Secretary Treasurer
Present:
David Ritz, President
Rita Widder, Past President
Tom Fox, President-Elect
Jacque Ochs, Sec/Treasurer, NACS Trustee
Todd Cragg, Arkansas Trustee
Brenda Bartlebaugh, Louisiana Trustee
Brenda Reinke, Oklahoma Trustee
Tammy Smith, At-Large Trustee
Corrie Thibodeaux, Associate Trustee Book
Arlinda Bush, Associate Trustee Non-Book
Starla Clawson, Administrative Assistant
Absent:
Melanie Sparks, New Mexico Trustee
John White, Texas Trustee
Approval of Agenda
Motion was made to approve agenda with adjustments due to time constraints
by Brenda Reinke.
Motion seconded by Tammy Smith
Motion carried.
Approval of February 18, 2011 Conference Call Minutes
Motion made to approve February 18, 2011 minutes by Tom Fox.
Motion seconded by Brenda Reinke.
Motion carried.
President’s Information Report
a. Camex Reception
David Ritz reported the SWCBA Reception at Camex was very well
attended. Membership seemed to enjoy it.
b. President’s Letter on Web
David has sent a letter to Starla regarding Camex to be posted on the
website.
c. Trustees’ Letter on Web.
David would like each trustee to write letters for website quarterly. Please
send to Starla who will get them to David Browne to be posted to web.
2012 Camex SWCBA Reception
a. Do we continue?
The board discussed rather or not to continue the reception because of the
expense. It was decided the membership enjoys the reception and to
continue.
VII.
VIII.
IX.
X.
XI.
XII.
b. How to manage the event.
The board decided to continue with the partnership with RMSBA. Maybe
adjust the budget and the time of the event.
SWCBA Calendar
a. Posted on Web
David reminded everyone to review the calendar.
b. Look at the deadlines
There are deadlines posted on the calendar and more would be added to
keep everyone on track for the upcoming fall show.
c. Add helpful information
Send information to be posted to the web to Starla
Value and Resources for SWCBA Membership
a. What is currently being offered
Networking, Education, freight program
b. What should be looked at to offer membership
Store survey, display of the month
c. Should a committee be formed?
Purchases for SWCBA
a. Recommendation to purchase a projector.
Motion was made to purchase a projector by not to exceed $1,000.00 by
Todd Cragg.
Motion was seconded by Tammy Smith
Motion carried.
b. Review any recommended purchases for the SWCBA
Todd Cragg volunteered to donate a digital camera to the SWCBA for use
in its activities.
Motion was made to accept Todd Cragg’s donation by Tammy Smith.
Motion was seconded by Tom Fox.
Motion carried.
Life Time Achievement Award
a. Review Nominees
Starla provided copies of all nominations to each board member.
b. Vote on Nominees
Motion was made to accept the nominee as the 2011 Life Time
Achievement Award recipient by Tom Fox.
Motion was seconded by Arlinda Bush.
Motion carried.
Approval of New Vendor
a. Wai Lana
Motion was made to approve Wai Lana as a new vendor by Brenda
Reinke.
Motion was seconded by Brenda Bartlebaugh.
Motion carried.
NACS Foundation
a. Current Support Overview Report
Jacque Ochs, Secretary/Treasurer reported the SWCBA and its
membership had received $185,000 and given $30,000 in contributions.
b. Status of SWCBA Support Agreement.
The SWCBA is current with our agreement.
XIII. Report of Trustees
a. Arkansas
Todd Cragg reported that Pam White will host the Arkansas State meeting
April 15th in Beebe. There was a good turnout of Arkansas stores at
Camex.
b. Louisiana
Brenda Bartlebaugh reported that Louisiana did not take another budget
cut. Also, Southern and Univ of New Orleans are talking about
combining.
c. New Mexico
No Report
d. Oklahoma
Brenda Reinke reported there were no plans for a state meeting at this time
and there was no new legislation to report.
e. Texas
No Report
f. At-Large
Tammy Smith reported the Mississippi State Association has fallen apart.
She would like to see the SWCBA invite the stores again and waive the
membership fee.
g. Book
Corrie Thibodeaux reported losing more stores to lease.
h. Non-Book
Arlinda Bush also reported losing more stores to lease.
XIV. Committee Updates:
a. Budget and Finance
Brenda Reinke reported the Audit Committee had reviewed the records
per the “Agreed upon Procedures Audit” and everything was in order. A
signed letter from the committee was presented to the board and given to
Starla to retain with the SWCBA records.
b. Annual Meeting and Site Selection – Rita Widder, Todd Cragg, Starla
Clawson
I.
Recommendations for future meeting sites
Starla reported that Eddie was working on Albuquerque for 2012.
David would like for us to start getting at lease 2 years out on
booking meeting locations.
c. Education – Tammy Smith, Corrie Thibodeaux, Starla Clawson
Corrie reported he will have a preliminary to the group for the next
conference call.
d. Membership and Growth – Arlinda Bush, Corrie Thibodeaux, Starla
Clawson
Nothing to report.
e. Nominating – Rita Widder
Will send emails out and have done by next conference call
f. Strategic Planning – Tom Fox
Nothing to report
g. Technology – Todd Cragg
Web site is good but can be updated.
h. Joint Venture Super Regional – Starla Clawson
Starla reported on findings. The board decided to dissolve the committee
because current meetings are financially better for us than a joint venture.
XV. Tour of Hotel
a. Discover Hotel Layout
Eddie took the board on a tour of the hotel.
b. Review with hotel any SWCBA concerns
XVI. October Regional Meeting
a. Budget
b. Dates
Board Meeting dates and times are Saturday, October 15th 1-6pm.
c. Signage and Artwork
Brenda Bartlebaugh will do the signage and Todd will take care of the
Artwork.
d. Sponsorships
Starla will take care of along with the Boards help.
e. Store Registration Form and date to be completed/mailed
Yet to be determined
f. Vendor Registration Forms and date to be completed and mailed.
Yet to be determined
g. Program design and date for completion
Yet to be determined
h. Schedule of Events
Yet to be determined
1. Chairperson for each event
Opening – Brenda B/Eddie
Closing – Rita/Arlinda
Food – Jacque/Eddie
2. Pre Meeting event
Networking – Todd/Corrie
i. Food
Jacque and Eddie
j. Education
Education Committee
k. Trade Show
Corrie and Arlinda
1. Time 10am – 4pm
2. Date Tuesday, October 17, 2011
3. Location
4. Happy Hour and Time 3-4pm
XVII.
XVIII.
XIX.
XX.
XXI.
XXII.
XXIII.
5. Vendor Lay-out and Set-up Sheet
Corrie/Arlinda
Administrative Assistants Report
a. Current Dues Payment Status
Starla submitted a report to the board stating 40 stores and 28 vendors had
paid their dues.
b. Review current Store/Members
Starla provided a current listing of all members
c. Discuss action to reach out to those non paid members
The board talked about trustee’s calling members who have not paid their
dues. Discuss at the next conference call
d. Penn Security
Starla submitted a sales proposal/partnership from Penn Security. The
board is to review this proposal and discuss at the next conference call.
Administrative Assistant Evaluation
a. Discussion on renew of contract
Contract was presented to Starla and signed through December 2011.
b. Who will prepare contract for signature
Motion was made to retain Starla as the Administrative Assistant by Todd
Cragg.
Motion was seconded by Tammy Smith.
Motion carried.
Board Policy Handbook
a. Review for updates
Tom Fox will review and report to the board with a target date of May 1,
2011.
SWCBA By-Laws
a. Review for update
b. Determine deadlines
Tom Fox will review and report to the board with a target date of May 1,
2011.
Secretary/Treasure’s Report
a. Status of the SWCBA
Jacque submitted Profit and Loss reports for review
b. Action Items for Review
c. Budget Review
Jacque submitted Profit and Loss reports for review
d. Posting all Financial Information to the web site
The board decided to post only the “Audit Reports” to the website.
SWCBA Financial Audit Review
a. Discussion Items
Brenda, Rita and Tom reported all items were in order.
b. Posting to the web
The committee recommended and the board agreed to submit the letter
signed by the committee on the website.
Old Business
XXIV. New Business
XXV. Adjournment
Motion was made to adjourn by Brenda Bartlebaugh.
Motion was seconded by Todd Cragg.
Motion carried.