LACEC Board Information

Louisiana Council for Exceptional Children

Executive Commiittee Agenda for January 29, 2007

1.0       Executive Committee CEC Reports
            1.1       Minutes {Bridgette, 2006 Ex. Comm. Sec.}
            1.2       Treasurer's report {Donna, 2006 Ex. Comm. Treasurer}
            1.3       President's report {Wanda, 2006 Ex. Comm.}

2.0       Introduction of 2007 Executive Committee
            2.1       Each member introduces self and provides a little information about CEC
                        experience.
                        2.11 Introductions used for role call purposes

3.0       Super Conference 26 Reports
            3.1       Initial comments from president [see attached]
            3.2       Registration [Donna/Reed]
            3.3       Program [Donna]
                        3.31     Strand coordinators confirm monitor identifications and schedules
            3.4       Exhibits [Cindi]
            3.5       Finances to date [Reed]
            3.6       Schedule for balance of conference [Bill/Donna]

4.0 Old Business

5.0       New Business
            5.1       Emergency approval to authorize bill payments prior to budget approval
            5.2       Establishment of ad-hoc committee [see attached]
            5.3       other

6.0 Adjournment

3.1 Initial Comments

There is a distinct possibility that this Super Conference will lose money. The 2006 Executive Committee is fully aware of the exhibitor problems caused by the actions of the state department of education. In addition there were significant and major communication difficulties between LACEC and potential exhibitors. I want to give some special kudos to Larry and Donna for pitching in with helping secure some exhibitors, though it added to their responsibilities. Since fees from exhibitors usually provide us with $15,000 or more in income, the loss of exhibitors could easily cost us the difference between profit and loss.

It also looked like our attendance was going to go down, but a late surge in registrations has made that unlikely. In all probably we will have more than we had last year, but not as many as we traditionally have.

Through this time, especially before the surge in registrations, there were those who suggested cut-backs to conserve funds. I decided to continue to plan the overall conference sticking to the high level of quality we have always delivered. I suppose the concept is that anything worth doing is worth doing right. If this is destined to be out last two-day Super Conference, it will be remembered as a good one; we will go out with a bang, not a whimper; we owe our attendees a quality experience worthy of the title "Super Conference"!

I am laying this out here and now because I do not want any acrimony or negativity at our meeting with respect to the conference. I am reminded of two expressions of the late President Harry Truman: (1) if you can't stand the heat, get out of the kitchen and (2) the buck stops here. So, if there is anything you do not like about the conference or the financial situation, blame me; I can take the heat and should as your president.

Bill

5.2

Establishment of the Ad Hoc Committee for Long Term Conference Planning

Whereas the history of attendance at Super Conferences has, of late, been lower than traditionally experienced and whereas the Constitution of the Louisiana Council for Exceptional Children requires an annual convention. It therefore is in the best interest of the organization to examine long-term options for future conferences. Acting under the authority of Section XV of Article IX I am creating an Ad Hoc Committee for Long Term Conference Planning. The duties of this committee are:

1. To analyze the data from Super Conference 26 with respect to attendees preferences on time and duration of conference and report to the Executive Committee by the February meeting.

2. Based on the results and the direction of the Executive Committee to research state department dates and patterns of activities as they may impact future Conferences.

Louisiana Council for Exceptional Children
Executive Committee Meeting
January 29, 2007

Call to order by Dr. Bill Rieck

Presentation of gavel by Jackie David

Minutes from last 2006 Executive Committee meeting were read by Bridgette Alvarez.
Minutes were accepted as read.

Introduction of Executive Committee members present:

Dr. Bill Rieck
Dr. Gerlinde Beckers
Larry Aucion
Jackie David
Dr. Barb Duchardt
Dr. Sarintha Stricklin
Ashley Allerdyce
Sara Dubois
Bonnie Wise
Bridgette Alvarez
Marcy Boudreaux-Johnson
Dr. Donna Wadsworth
Dr. Karen McFerrin
Cindy Owens
Dr. Reed Rhodes
Charlotte Ducote

Not present: Dr. Teresa Rheams, Dr. Paul Mooney, and Wanda Richard

Treasurer’s Report by Dr. Donna Wadsworth:

Overview of finances going into Super Conference was given by treasurer. Savings and CDs remain the same.
Registration- counting students/vendors there are 781 registered at this time.
Some glitches in school board registration such as Calcasieu ARC that is still not straightened out. $100 paid but no paperwork was sent as to who they were registering to attend.
Through Saturday (before the Conference) $21,876 was deposited for registration and $7, 870 for vendors. On Wednesday we will have a better idea on where the Conference stands financially.
According to projections, if we have 200 on-site registrations we will be in the black this year.
Turn in expenditures to Dr. Wadsworth ASAP.

Dr. Rieck requested we meet on Wednesday at 3:30 PM as an Executive Committee to “debrief.”

Program Chair Report by Dr. Donna Wadsworth:

Session changes will be posted by registration table.
Note- Wednesday’s cancellation of “Direct Instruction”
Strand coordinators must monitor all sessions and make sure CLU stickers are handed out at the end. Student volunteers are assigned to most sessions but strand coordinators are responsible to see to it that their strands are covered.
Jason Leonard will be serving as our Technology Assistant. Jackie will have the walkie talkie to locate Jason and report tech. problems.
Dr. Rieck and Dr. Wadsworth will have Cajundome walkie talkies. Report any Cajundome related problems to either.
We were lucky to secure several great speakers at NO COST to La. CEC!
We have six great invited speakers as well

Vendor Report by Cindy Owens:

16 out of 27 booths have checked in.
Positive feedback was received from vendors.
Some vendors requested extra tables upon arrival. The price for extra tables goes up since these requests were made after pre-registration deadline.
Information packets were handed out to all vendors at check-in. Vendors were invited to the President’s Reception.
Dr. Rieck commented that this year there was an area with tables near the vendor booths for participants to use during continental breakfast and/or lunch.

Membership Report by Dr. Reed Rhodes:

Conference attendees will have an opportunity to register for a “One Year Free Membership to CEC.” This will be paid for out of the 2006 budget and only applies to non-members.

Old Business by Dr. Bill Rieck:

Motion to authorize payment of bills. Jackie moves to authorize and Larry seconds. All members approved.
Sassy agreed to chair the Ad-hoc Committee to research long term plans for Super Conference.
There is a survey in the back of the program requesting feedback from attendees. We hope to gain insight from this year’s participants.
Jackie asked if everyone had a copy of the constitution that Dr. Rieck sent out with the handbook.
Dr. Wadsworth stated that travel invoices will be handed out Tuesday.
Reminder: The Executive Committee pays for the room but you are responsible for any additional fees/extras.

Open discussion:

Jackie praised the work of Dr. Wadsworth as Program Chair for this Conference. She also commented on vendor problems and thanked Donna, Reed, Larry, and Bill for helping out Cindy. She reminded us that without the cooperation of the entire committee the conference would be done by a small few. We need to spread the work through out the board.
Donna thanked the strand coordinators for their tremendous help as well as Shawney Rhodes (Reed’s wife) for helping out with name cards. Donna also stated that she would not be interested in being Program Chair again. She will share her concerns with Sassy for future conferences.

Grant/Scholarship Report by Marcy Boudreaux-Johnson:

We ended up only awarding one scholarship and it was difficult to get grant winners to return acceptance forms. Perhaps we need to consider raising the amount of the award for grants?

Jackie moved to adjourn the meeting.
Dr. Rieck seconded.