Monday, March 20
President Vertis Lane called the meeting to order at 9:15 AM.
Members present were: Vertis Lane, Merry Ortega, Edward Upthegrove, Lynda Roser, Victor Lopez, Glenda Jones, David Mulder, Susan Arkin, Betsy Kaplan, Ralph Gilchrest, Phil Wharton, David Fultz, Karen Bradley, Dale Jensen, Jeanne Reynolds, F. Lewis Jones, Duane Hendon, Reginald Nicholson, and Judy Stone.
President Lane recognized Lewis Jones for his outstanding service to the Florida music education community, noted that he had been presented with the FMEA Leadership Award at the January conference, and his contributions as one of the founding board members of the Florida School Music Association. She presented Mr. Jones with a commemorative plaque. The board members expressed their appreciation with a round of applause.
President Lane asked board member, Betsy Kaplan, to come forward. She recognized Mrs. Kaplan’s outstanding contributions to the music education community, noting that she had been the recipient of the FMEA Distinguished Service Award at the January conference. She further noted that she had first hand knowledge of Mrs. Kaplan’s commitment to music and the arts in her experience with Dade county, and went on to present Mrs. Kaplan with a commemorative plaque from FSMA. The board members expressed their appreciation to Mrs. Kaplan with a round of applause. |
President Lane called for approval on the minutes from the September, 1999 meeting. The minutes were approved without discussion.
President Lane asked Mr. Perry to present the budget report. Mr. Perry went through the budget as presented in the board notebooks, showing the line item narrative, discussing the cash flow, and the financial position of the association.
President Lane made her President’s Report, noting that she is pleased with the direction of FSMA’s progress, especially in acting as advocates for music education. She remarked on the Models and Tools publication, and how well that has been received among principals. She suggested that the board will be focusing on the Ends statements during this meeting, and reviewed each of the four statements. Mrs. Lane commended the board for having the foresight to establish these Ends, as well as the action taken in the first two years to support those elements.
President Lane also reviewed the progress of the association since the beginning meetings to form FSMA.
President Lane called on Mr. Perry for the Executive Director’s Report.
Membership numbers were reviewed, and were described as being stable from the first year to the second at 865 – 869 schools (99 and 00). Mr. Perry noted the large amount of money saved by the counties that enroll all of their schools.
Lobbying activities were discussed, along with the hiring process of Tony Carvalho by the association. Mr. Perry noted that although the contract for Mr. Carvalho spanned two years ($10,000), approval of the board was required for that amount to be expended, and that the contract was with the Florida Cultural Alliance for the services of Mr. Carvalho.
The Adjudication Certification Committee set up with the component associations was discussed and the language that came out of that meeting was presented. The gradual phase-in was described over a period of several years. Mr. Perry noted that all three boards (FBA, FVA, FOA) had approved the plan and process, and that FBA was, in fact, already moving on training for the certification.
The plan for District Alignment was presented and the maps of the variety of methods of dividing the state were shown. Mr. Perry noted that the FBA and FOA have yet to finally approve the alignment.
Mr. Perry reviewed the progress on Board of Regents Rule 6C and the designated credits for college admission that preclude any of the Fine Arts for admission. He reviewed the history of the issue and the meetings with officials at DOE, Lt. Gov. Brogan, and Rep. Lynn. He noted that as of this date, our prospects were more improved than earlier in the Legislative session and he hoped for a positive outcome.
Mr. Perry pointed out a grant letter that had been written, and that FSMA would be exploring grant possibilities in the future.
The Rules and Regulations for Interscholastic Music Activities, 00-01 were reviewed and the changes were noted and explained.
The Models and Tools publication was also briefly reviewed, and that every member campus received a free copy of the publication. Remaining copies will be sold at $15 to assist in defraying the printing costs.
Mr. Perry expressed his appreciation for the cooperation and assistance from the FBA, FOA, and FVA, noting the help and cooperation received from members appointed to committees, the executive directors, and the presidents.
President Lane recessed the meeting for a 15 minute break.
10:50 AM
President Lane reconvened the meeting, and recognized Susan Arkin for the report of the Policy Committee.
Mrs. Arkin presented the changes recommended by the committee for the Board of Directors Policies for Governance.
Committee motion: Page 6, under Financial Planning/Budgeting: Fails to provide for a $100,000 cash reserve by July 1, 2002. Reserves shall never exceed one year’s operating expenses. Passed.
Committee motion: Page 6, under Financial Condition and Activities, #8: Permit audit findings to be uncorrected in a timely manner. Passed.
Committee motion: Page 7, create the section “Investment of Funds” to read: the Executive Director shall not hold or invest funds in such a way that jeopardizes principal, or that does not balance the needs for adequate cash flow and maximum yield.
Accordingly, he/she shall not:
1. Invest or hold operating capital in insecure instruments, including uninsured checking accounts and bonds of less than AA rating at any time, or in non interest-bearing accounts except where necessary to facilitate ease in operation transactions.
- 2. Fail to maintain the first $100,000 in short-term, interest bearing investments.
- 3. Fail to use the services of a well respected financial planner to invest 30% of any reserve over $100,00 in a conservative stock and bond portfolio.
Mrs. Arkin amended the motion to delete #9 under Asset protection, since the new language addressed that item thoroughly. The amendment passed.
Motion passed.
Committee motion: Page 5, add “Investment of Funds” to the items to be monitored in the Executive Director policies. Passed.
President Lane recognized Merry Ortega, chair of the Finance Committee for the report of that committee.
Committee motion: $10,000 will be allocated in June, 2000 for the boards of directors of FBA, FVA, and FOA to attend Leadership training. Passed.
Committee motion: $10,000 total will be allocated for lobbying. Passed.
Motion: Arkin/Ortega – Page 6, #7 (Policies for Governance), strike “greater than” and add “or more” – sentence will read: Make a single purchase or commitment of $10,000 or more. Passed.
Committee motion: The FSMA 401K retirement account may be changed to a 403B retirement account. Passed.
Discussion followed these motions about the distribution of FSMA reserves and concerns about the development of a legislative platform.
President Lane asked for discussion to be consolidated into motions – or for committees to be appointed to look into the issues.
Motion: Ortega/Kaplan – The issue of distribution of FSMA reserves for component associations be referred to the Finance Committee to be reported at the next board meeting with recommendations. Passed.
President Lane created a committee to devise a legislative platform for FSMA.
Volunteers for that committee: Betsy Kaplan, Glenda Jones, David Fultz, Victor Lopez, Duane Hendon, Linda Roser, Jeanne Reynolds, Reginald Nicholson
President Lane recessed the meeting for lunch.
1:35 PM
President Lane reconvened the meeting and asked for a report of the Executive Committee by Merry Ortega. Mrs. Ortega gave a brief overview of items covered, touching on legislation, and the subcommittee reports.
President Lane moved to the Monitoring Reports on the Executive Director and explained the process to the board, asking the members to review the information in the reports prior to the Tuesday meeting, and asked that any comments be referred to her for discussion in the Executive Committee as they consider the reports.
President Lane asked for a report from the Nominating Committee from Edward Upthegrove.
Motion: Upthegrove/Kaplan – to table the Nominating Committee report until Tuesday. Passed.
President Lane asked for a report from the Foundation Committee. Mrs. Ortega reported the committee had met and they wished to work with the Florida Music Educators Association. She said the FSMA Executive Committee would be meeting with the FSMA Executive Committee to work out elements to insure the idea was cooperative. The committee would like to continue to work with FMEA and bring back more information in September.
Pres. Lane moved to Unfinished Business.
Motion: Kaplan/Thomas – On Second Reading, approve the changes in the FSMA Constitution as presented. Passed.
Motion: Kaplan/Thomas – To approve the changes in the Bylaws on page one, as presented. Passed.
Motion: Thomas/Roser – To approve the changes in the Bylaws on page two, as presented.
Passed.
Motion: Wharton/Roser – To approve the changes in the Bylaws relating to Quorum, as presented. Passed.
Motion: Bradley/Roser – to approve the changes in the Bylaws relating to Attendance, as presented. Passed.
President Lane called for any New Business.
Motion: Fultz/Bradley – to set a deadline of Oct. 31 for FSMA membership dues for the school year. Motion withdrawn.
Motion: Fultz/Bradley – A school must pay membership dues by September 15 or that school’s music groups will not participate in FSMA sponsored activities for that school year. In the event of extenuating circumstances, a principal may seek a waiver of the deadline from the FSMA Executive Director.
Passed.
President Lane recessed the meeting until Tuesday morning at 9:00 AM
Tuesday, March 21, 2000 9:00 AM
President Lane reconvened the meeting.
Motion: Upthegrove/Wharton – to bring the report of the Nominating Committee from the table.
Passed.
Committee Motion from the Nominating Committee: Ralph Gilchrest selected for President-elect of FSMA.
Passed.
President Lane introduced Jennifer Coolidge, Executive Director, Arts for a Complete Education (ACE). Mrs. Coolidge presented information to the board about the activities of ACE.
President Lane reviewed the monitoring reports and the discussion from the Executive Committee. The Executive Director was found to be in compliance with the Governance Policy. She shared with the board comments about the reports: the need to continue development of a clear understanding of services – continuing to solicit more ideas and build an awareness of the FSMA mission; financial planning – the issue of the reserve and work closely with the Financial Committee; all statements in the reports were found to be accurate and in compliance with the Governance Policies. Exec. Committee commended Mr. Perry for leadership and proactive decisions in establishing the association.
President Lane opened the floor and permitted members of the board to address comments to Mr. Perry. A number of members responded with most favorable comments.
President Lane asked for any further issues of business.
Meeting sites were to be at the convenience of the Board members – the central portion of the state was preferable (Tampa or Orlando).
Motion: Arkin/Ortega – to suspend Robert Rules of Order and permit open discussion.
Passed.
Motion: Wharton/Kaplan – to reinitiate Robert’s Rules of Order.
Passed.
Mrs. Arkin noted a Policy Committee motion had been omitted from Monday’s business.
Committee motion: Policies for Governance, page 3, “Investment of Funds” added under the Finance committee charge.
Passed.
Motion: Gilchrest/Fultz – to adjourn.
Passed.
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