AAWCC Board Retreat Notes
February 7-8, 2003
Lincoln City, Oregon
Friday, February 7, 2003
2:00 5:00 p.m. Arrival
6:00 p.m. Dinner and Sharing
8:00 p.m. Board Transition Time
Friday, February 8, 2003
Dawn DeWolf commenced the meeting at approximately 9:15 a.m. and reviewed
the proposed agenda.
Dawn DeWolf, President, Shirley Anderson, Past President, Lisa Tomlin, President
Elect, Denise Martin, VP Finance, Chris German, VP Membership, Diane Watson,
VP Professional Development, Julie Huckestein, VP Special Projects,
Abby Lee, VP Communication, Denise Swafford, Board Member at Large, Secretary,
Ann Smart, Board Member at Large Conference Registration; Jan Woodcock,
Board Member at Large, Archivist; Linda Riesser
Absent: Angela McMahon, Ex-Officio Member
- OILD Transition Plan
- Board members discussed one-year transition plan for
change in leadership of the Oregon Institute of Leadership Development, as
Mary Spilde will be stepping down from that responsibility. Lisa Tomlin and
Miriam Jordan are prepared to continue their roles.
- It was suggested that
Angela McMahon attend as an understudy at this years conference (June 16-19).
The boards past president will serve as board liaison to OILD. This will
require a change to the by-laws.
- Format Considerations - The board will
work on format changes such as:
The purpose of OILD
is to support future leaders some adjustments to the program need to
be made for more structure, including the ice-breaker and other activities.
said posters need some TLC, as they are becoming dog-eared and photographs
are falling off. It was suggested the OILD committee consider using electronic
photographs and/or using folding poster board for future displays.
for nominations for OILD is April 11. Diane Watson will participate.
- Changing the reception to Wednesday instead
of Tuesday and using reception time for spontaneous story-telling
- Discuss issues related to dealing with change
- Consider alternate speakers or a new twist/freshness for regular
speakers who are beginning to feel burn-out.
- Add more problem solving exercises, including personal case studies
(specific personal themes).
- Brainstorm about other speakers and new ideas
Board members are invited to June 18, 4:00 p.m. reception to meet participants.
The OILD Committee needs to determine how to help Miriam with invitations
to all prior board members. This will be the presidents responsibility.
It was suggested an E-mail be forwarded to campus contacts (email@example.com)
regarding the June 18 reception. OILD, NILD, college presidents, board
past board members should all be invited.
The OILD Committee will decide
what needs to be done next and keep the board informed on progress.
- Dawn proposed the board
consider appointing an advisory council to assist with communication
of events like the Annual Conference and OILD Conference. This year,
for example, the fall conference conflicted with an OCCA Presidents Council
meeting due to a communication error.
- Board members agreed with this
proposal and the goals and responsibilities for such a council were discussed
including possible members:
- All Women Community College Presidents
- Cam Preus-Braly, CCWD (Department of Community
College and Workforce Development)
- Andrea Henderson, OCCA (Oregon Community College
- Liz Goulard, CIA (Council of Instructional Administrators)
- Ann Smart (other former board members)
- Berta Dargen, UCC (Umpqua Community College)
- Nan Poppe, PCC (Portland Community College)
- Brenda Brecke SOCC (Southwestern Oregon Community
- Mary Louise Doran, RCC (Rogue Community College)
Serve as advisors for AAWCC with ideas and suggestions for planning
and activities; assist with logistics for individuals interested
in participating in OILD and annual conference, but unable to due
to time or budget restrictions; encourage and support AAWCC membership.
- Considering that most of these women already have very
busy schedules and the responsibilities should be very minimal/low-key
- It was recommended that this group be referred to as
the Executive Advisory Council (EAC).
- The EAC should be set up within
next two (2) months. Dawn, Lisa and Shirley will work on a letter inviting
participation. Dawn will follow-up with call to each invitee. Draft letter
will be forwarded to the board for input/review.
- The EAC should be introduced/recognized
at the fall conference.
- The summer conference is scheduled for June 20 (approximately
10 a.m. 4:00 p.m.)
in Grants Pass at Rogue Community College.
- The topic from last meeting
was Thriving, Striving and Coping with Change. Swafford noted she had
a commitment from Linda Willis, Ph.D. to speak (without charge on the
importance of diet and exercise). Willis teaches a program in southern
Oregon called, The Balanced Weigh, but she would not be a key speaker.
The board said this workshop would probably not be broken up with
afternoon sessions one key speaker would be all that is needed.
possibilities that Swafford was entertaining are Sarah Fiske, Ph.D.
and Larry Holmes, Ph.D. Managing at the Speed of Change. Sarah may
not be available and Larry is too expensive.
- Swafford suggested the
option be made available for participants to go on a jet-boat dinner
cruise on the evening of the workshop. She will also book some rooms
at the Riverside Inn at the corporate rate of between $55 and $65 (tbd).
a keynote speaker had not yet been identified, the board discussed
ideas for speakers and possibly changing the topic/title:
- Mark and
Rosemary (re Non-stop Change) - (if necessary, Julie could follow-up).
Hude Resiliency to Change - (if necessary, Lisa could follow-up)
- Leslie Bunker (humor in the workplace (if necessary,
Lisa could follow-up)
- The Balanced Weigh sounded interesting to some
and perhaps that could somehow be incorporated into the program
- Marilyn Hart-Reed (Affirmation)
- Julie will work
with Swafford on securing a speaker once Sarah Fiske replies regarding
her availability. Julie will also help with post cards, flyers
and marketing of the event. RCC, UCC, KCC and SOU should be main
targets for this.
- Swafford was reminded that RCC can register participants
for FTE for RCC
- Note: After the Conference Julie, Swafford, and Lisa
talked about asking Ellen Levine
to be the keynote speaker. (Swafford will follow-up).
Newsletter (Electronic Format, Survey Results)
- Chris German reported after being acknowledged for
her good work in organizing the membership database and renewal letter.
Of those surveyed (number unknown) regarding their AAWCC membership
certificate 14% - recycled it; 11% - displayed it; 37% - filed it;
38% - have it somewhere but not sure where.
- A discussion followed regarding
cost effectiveness of certificates. There was consensus that some form
of membership recognition is appropriate. Other ideas included:
- Lapel pins (popular, but expensive)
- Post card sized certificates (four (4) per page)
could be laser cut by a vendor such as Kinkos pretty inexpensively
- Certificates could be print in different colors
- Current, more expensive certificate could be
replaced with a custom/home designed certificate (less expensive)
- Chris will research cost and availability of
different forms/designs for certificates. If pins were ordered
in bulk through national, they would be more affordable. It was
noted the expense is in design set-up. Pins could also be sold.
Ann will research cost and availability of membership pins.
- It was
suggested that a question be added to registration forms asking participants
whether or not they would like a membership certificate; however, 99%
of registrants would likely indicate they want a certificate.
- Everyone was asked to check their inventory of t-shirts,
cups, pins and other items. Shirley will follow-up, including contacting
Miriam for report regarding total inventory and what may need to be
ordered for the conference.
- Membership: Chris 221 members currently -- last year
there were 273. 125 letters were mailed to those with expiring memberships
and 14 renewal replies have been received to date. Membership application
forms are on line.
- Consider asking participants at summer workshop and
fall conference about whether or not it is o.k. to list their names
on the AAWCC Website on-line membership list/directory.
- Chris also distributed and discussed a draft recruitment
brochure and requested feedback by no later than March 1.
- After a quick review of the brochure, the following
suggestions were offered:
- Add information regarding the connection with national
(Lisa will provide Chris with this) indicating Oregon is a chapter
of national association.
- Add information about networking and mentoring
- Colleges and agencies should be colleges, agencies
- No need to list all positions on the board just
state that there are nine (9) board member positions (this will
free up space for other information)
- Revise the introductory sentence to read: .
. . who supports the mission: To inspire, champion and celebrate
the talents within each of us.
- Someone asked about institutional membership
and Shirley indicated the timing may not be right for this but
the board should consider it periodically in the future.
- Abby Lee reported. Survey results indicate that 83% of respondents
prefer the on-line newsletter. The board agreed that the newsletter
should be sent electronically with a limited number of print copies
(half the usual amount).
- Abby suggested by down-sizing the newsletter from 16
pages to approximately 4, it might be possible to provide a more frequent
newsletter that is less time consuming and less expensive. Marketing
and showcase articles would need to be measured against news. She suggested
setting the communication up in categories on the Web for quick reference
to articles of interest.
- The fall conference is scheduled November 11-13, 2003 at Greenwood.
Swafford will e-mail dates to presidents and presidents assistants
- Everyone agreed the board should go forward with the
conference despite the current budget climate, perhaps with less extravagance
and more marketing.
- Diane and Denise M. will reconcile last conference.
Lisa and Denise M. will visit with the hotel representative to discuss
possible discrepancies with the budget for the last conference.
- All agreed conference theme should be upbeat a celebration
about becoming stronger and better and empowered despite changes due
to budget constraints.
- Note: Remember to honor retirees at the conference.
Brainstorm (Conference Themes):
- Empowered by Change
- Transition Time
- Celebrate the New
- From Chaos to Creativity (general consensus leaning on this theme)
- Beyond Survival
- Fun and Laughter
- Strive and Thrive
- Overcoming Fear
- What would you do with your life if you were brave/not afraid?Living
through fears to discover the positive
- Process Center Psych
- Discovering your passion
- Blunders to Blessings
- Brainstorm (Breakout Session Topics)
- Panel to discuss stories about career changes
- Share peak experiences
- Share bad experiences that became positive experiences
- Discover the gift in dreams and nightmares
- Nutrition and exercise tips
- Modeling clay craft
- Exercise on writing out fears and physically tossing them away
- Parents Aid
- Diversity Issues (Carla Gary)
- Violence in the workplace
- Chaos Theory
- Appreciative Inquiry
- Facilitation and/or Mediation
- Time Management
- Getting Organized
- Office organization via electronics/technology
- Financial planning
- Active Retirement (John Mauling)
- Christine Cress (sp?)
- Mentoring for those considering PhDs or Masters degrees (non-traditional,
- OCCA and CCWD updates
- Wisdom Circles
- Administrative services career track vs. instructional (due to anticipated
shortage in administrative positions)
- How to effectively use your assistant to save time/partnering with your
- Doing more with less
- Creative survival skills
- Decision-making processes
- Stepping outside your comfort zone
- Berta Dargen on how to deal with difficult people and not be difficult.
- Women in comic books
Music: Bring back Chica-Marimba (other ideas). Note: There were some complaints
about the music being too loud for conversation at the last conference. It
was suggested that breakfast be scheduled early (say 7:30-8:15 a.m. and the
band could begin playing at around 8:15 a.m.
Silent Auction/Gift Baskets:
- Presidents or local clubs to donate item(s) for silent auction.
- Consider personal services for auction.
- Postpone auction results from the end of the evening prior to last day
of conference to first a.m. on last day of conference.
- Consider selling raffle tickets for gift baskets (extra chances to win/fund
- Have thank you cards for baskets and auction items prepared in advance
so they will be timely and not forgotten.
Free-time Activity: Jan, Abby and Denise M. will work on planned dinner and/or
other activity for participants during free time evening such as:
- Karaoke bar
- Attend a play
- Theme dinner
- Networking activity
- Extended reception (8-10:00 p.m. in the board suite)
Other committees (Diane will serve as chair for each committee in her role
as VP, Fall Conference):
- Registration Diane and Ann Smart (consider electronic reg.)
- Registration Forms Chris and Julie
- Keynote/Programs Lisa T. and Diane W.
- Publicity Chris and Abby
- Volunteers/Awards President Elect (Lisa T.)
- Evaluations - Julie (consider question for evaluation about how learned
Reminder: A formal letter invitation will need to be prepared and mailed.
VII. Review By-Laws
Dawn distributed copies of the current by-laws for review and discussion at
the next board meeting in May.
Jan Woodcock reported. Her position as board archivist is new. She is taking
a lead on transferring all documents and files, including photographs to CDs.
Eventually photographs can be used to do a slide show at OILD, which could
replace the posters discussed earlier. Jan is working with Abby and Angela
to make sure relevant information is on the Website, including minutes of meetings.
Ann Smart indicated since the AAWCC is a non-profit agents all of its minutes
must be retained permanently.
IX. Budget Deadlines
Denise Martin distributed a discussed the current budget:
OILD scholarship will remain separate line item from regular scholarships.
Transfer $1500 from general fund to scholarship
Grants good best practice/one per term approximately $550. Some funds available
from national for grants also.
Greenwood has not paid board $10/room as agreed and rates were raised. Board
will look at another bookstore for the conference current vendor has decided
it will no longer be able to pay AAWCC percentage of sales.
A formal report will be discussed at the May 16 board meeting. Budgets need
to be submitted by no later than May 1.
X. Calendar/Follow-up Items/Other
Calendar - The next meeting of the board is scheduled for May 16, 10:00 a.m.
4:00 p.m. at Linn-Benton Community College.
Other calendar items:
June 18 Leaders Reception at Silver Falls (OILD) (4:00 p.m.)
June 20 Summer Workshop in Grants Pass (10:00 a.m. 4:00 p.m.)
September 12 Board meeting at Greenwood (Portland/Beaverton) (10:00 a.m. 4:00
November 11, 12, 13, 2003 Fall Conference (Greenwood/Portland)
November 12 Board meeting (Greenwood/Portland) (11:00 a.m. 4:00 p.m.)
1. Revise by-laws to include immediate past presidents responsibility to serve
as board liaison to OILD.
2. Angela will be invited to serve as understudy this year.
3. Dawn will help Miriam get invitations to prior state AAWCC board members.
1. Dawn, Lisa, Shirley will work on draft letter to recruit EAC members and
follow-up with call to each. Draft will be forwarded to board for review.
1. Julie will work with Swafford on securing speaker/advertising the event.
1. Chris will research different designs/sizes for membership certificates.
2. Ann Smart will research cost and availability of membership pins.
3. Feed back on recruitment brochure due to Chris by no later than March 1.
4. Lisa will provide Chris with info on national for brochure.
Newsletter, Electronic Format, Survey Results
1. Abby will cut Spring newsletter mailing by half and send it electronically
working with Jan and Angela on appropriate categories on current site.
2. Dawn will forward info to Abby (for newsletter) on grant from national.
3. Swafford will serve as RCCs new campus contact until further notice and
provide news info to Abby by February 21 for spring newsletter.
1. Diane and Denise M. will reconcile last conference. Lisa and Denise M. will
visit with hotel to discuss possible discrepancies with the last budget.
2. See Committee work under VI. Fall Conference (above).
3. Swafford will e-mail dates to presidents and assistants ASAP.
4. Shirley will follow-up and report regarding total inventory of saleable
items and what may need to be ordered for fall conference.
1. Budgets due to Denise Martin by no later than May 1, 2003.
1. Cost for retreat is approximately $46/person. Denise M. will bill each board
2. Anne Smart is compiling list of NILD participants. Forward names of participants
to her, if known for each campus.
The meeting adjourned at approximately 5:30 p.m.