Winter Board Minutes 2008
January 18-19, 2008

I. Welcome and Introductions

President Don Knitt welcomed the members of the FAHPERDS Board to the Board Retreat. Members introduced themselves.

II. Alliance – Association Relationship Defined (w/ discussion)

Executive Director, Karen Dowd presented a document and led a discussion about the differences and similarities between and the definitions of Alliance and Association. (See document.) An excellent discussion ensued.

III. Role and Duties of Board Members

President Knitt reviewed a file document provided to the Board related to the roles and duties of association leaders. (See document.) Again, a superb discussion and question and answer session resulted.

IV. Review Strategic Plan

A copy of the FAHPERDS Strategic Plan was distributed and reviewed. (See document.) The resulting conversation was both informative and instructive.

Saturday, January 19 8:00 – 4:00 Board Meeting

I. Call to order 8:30 AM

II. Introductions and Welcome

III. Quorum/Rules of Order, review of Agenda

President Knitt filled in for Parliamentarian Wilbur and briefly reviewed the operating procedures. A question about the use or lack thereof of the “S” in the acronym FAHPERD / FAHPERDS was posed by Susan Mullane. Dowd indicated that legally, the official tax name is the Florida Association for Health, Physical Education, Recreation, Dance and Driver Education. The addition of Sport was never legally included into the official title; it was only added for operating purposes. The website is FAHPERD because at the time the domain name was captured, Sport was not a part of the configuration. Past President Ewbank indicated that it would require a Board vote to change the logo or legal name. Dowd added that the articles of incorporation would also need to be changed. The Agenda was approved with additions. (Carel / Ewbank) V. Minutes of the Fall Board Meetings (already approved) Dowd

VI Officer Reports (a brief review of the more unique or unusual aspects of the detailed reports that were distributed by each officer)

A. President Knitt reported that he has been in contact with Dr. Susan Lynn, FSU regarding the Teacher Education website that was supposed to be directed by FSU and USF. He is trying to get the project moving toward operation. Knitt indicated an interest in having some programmatic interaction between physical education and dance. He has been in contact with state Wildlife personnel about an archery workshop. Peggy Johns indicated that CODA is interested in school administrators with oversight responsibilities for Dance being involved with CODA. Finally, President Knitt urged every association to have more frequent communication with their constituencies and to CC. the Executive Committee on those communications.

B. Past President Ewbank focused his report on the 2007 Conference follow-up. A total of 1237 persons participated in the conference (members, exhibitors, volunteers). Ewbank indicated that he will support Don as needed and that he looks forward to participating.

C. Executive Director, Karen J. Dowd indicated that her new role as a member of the Governor’s Council on Physical Fitness has stressed advocacy for FAHPERDS’ mission; numerous trips to meetings and the recent signing of the Physical Education Bill in Miami at the Dolphins Training Center. She indicated that the website was taken ‘dark’ in an effort to totally re-design the site to become user friendly, current and more interactive. With some luck, the site will be back up by February. The technology to design and maintain the website will be much costlier than the previous website.

D. Health President, Lisa Ross reported that she and elect, Peggy Johns were active with the Health Education bill that they are trying to move forward to the Legislator. A primary sponsor has been identified. They are working closely with Fely Curva, FAHPERDS Lobbyist. Ross indicated that they are already seeking proposals for the next conference and that they are looking at a Human Sexuality Pre-Conference Workshop with Marilyn Volker as lead presenter.

E. Jeanne Fifer reported that the JRH-HH year is going well and that more schools are signed up to conduct events than there were last year. She indicated that FAHPERDS member, Charlene Francisco has been selected to receive the AHA Hoops for Heart Coordinator of the Year. The Award will be presented in Ft. Worth at the AAHPERD Convention.

F. Susan McKay, President of the Council of District Administrators (CODA) recommended that in light of the Governor’s interest in physical education and the recent K-5 mandate of 150 minutes per week of physical education, a letter be sent by FAHPERDS to UCF to urge them not to cancel their teacher education program in physical education.

G. Student Representative, Michelle Smith indicated that she has been busy with efforts to promote FAHPERDS to other students in her area. She is working with elect Joshua Steele to improve service to the students. She indicated that the students were active during the 2007 Conference with support of the coat and food drive.

H. Susan Mullane, President of Sport, indicated that she is working to interact with other organizations to the benefit of the Sport Association. She indicated that many of the e-mail addresses in the database she received of Sport members have failed. Dowd indicated that many of the addresses are old and no longer function. Dowd indicated that when they move the FAHPERDS membership database out of QuickBooks, the new program will allow members to enter their own database records to update their member information.

I. Physical Education President, Bill Carel reported on the details of the Tri-County (Broward, Dade, Palm Beach, and Monroe) Conference scheduled for February. He indicated that he would seek funding from FAHPERDS to support the conference.

J. Kelly Burnette, President of Dance reported that the Dance Association is working with area universities to expand membership and Dance presentations. She is also working with Sportime for support. She indicated that she had some ideas for Dance vendors that she will share with Dowd.

K. Educational Leadership President, Barbara Thompson reported that she is working with Janet Sermon, Michelle Smith and Joshua Steele on behalf of initiatives and program sessions. Her students are volunteering at the Field of Dreams facility in Tallahassee for persons with disabilities. She has made contact with the department chairs at each university.

Break (10:50 – 11:00)

VII. Old Business

A. Notebook Review – this task was handled during the retreat on Friday night.

B. Review of Basic Protocol –

Executive Director reviewed the funding formula for Associations. The formulas were originally developed when FAHPERDS moved from an Association model to an Alliance model. Each Association receives $4.00 per check mark (first or second); Educational Leadership also receives $2.00 for each student member and the Student Association receives $2.00 for each student member. Since the website is down for re-design, the membership allocations will not be made until the website is live and those members whose membership expired in 2007 have ample time to renew their memberships (approximately 600+).

C. Conference Overview –

Executive Director, Karen J. Dowd provided a brief overview of the 2007 FAHPERDS Conference. She began her presentation with the story of the 212 degrees, a motivational movie clip. The approximate revenue was $139,627.38; expenses were approximately $114,774.37 for a net of approximately $24,921.91. Some revenue and expenses are still outstanding. Dowd noted that we brought in $14,500 in cash and in-kind sponsorships, up from the zero reported in 2006. The attendance included the following:

Attendence
1101		Registered / volunteers / invited speakers
136		Exhibitor Participants
400+		Exhibitor Extravaganza
187		Thinking on Your Feet Pre-Conference Workshop
11		First Aid / CPR / AED Pre-Conference Workshop
350+		Awards General Session
16		Past Presidents Luncheon
625		Tailgate Party
330+		Grand Finale
10		Invited Speakers
12		Special Volunteer Corp

Executive Director reviewed the Post Conference Member Participation Survey. She also reported on the 2007 areas of enhancement; areas that need improvement and possible actions to make the improvements.

D. 2007 Pre-Conference Workshops –

Ewbank and Dowd reported that over 200 persons participated in the two Pre-Conference Workshops (189 in the Jean Blaydes Madigan Workshop and 11 in the First Aid / CPR /AED Workshop).
E. Legislative –

FAHPERDS Lobbyist, Fely Curva presented an overview of the Governor’s Draft budget, which at this moment includes $100 M incentives for Middle School Physical Education. However with the current fiscal challenges being faced by Florida, the budget will be problematic. The variations of physical education bills for Middle School are still in flux in terms of sponsors and content. The Health Education Bill is moving nicely, with Sen. Justice and Rep. Long signing on to sponsor it. Fely encouraged everyone to have letters of support sent to Rep. Pickens and his committee to urge support. She also mentioned that once details become clear, she will alert Roberta Stokes to activate the FitNet communication tool. Curva indicated that up-to-date information about legislative initiatives can always be found at www.myflorida.com.

Dowd mentioned that the annual FAHPERDS Fit to Learn Day at the Capitol will be May 2, 2008 from 9:00 – 3:00 in the Rotunda and children will be demonstrating contemporary physical education activities in the Capitol Courtyard, just outside the Rotunda.

F. Advocacy Strategy Panel (ASP) –

This Ad Hoc Committee begun in 2006, will meet again in July to review legislative initiatives and plan for the 2009 legislative session. Ewbank indicated that the work of the ASP in 2006 and 2007 played a large part in the recent success we have experienced in legislative efforts. President Knitt will select, charge and convene the committee.

G. Website –

Dowd reported that in December the website was taken ‘dark’ to totally re-design the site. After reviewing dozens of other websites, she developed a navigational mapping chart for the designers. The new website is expected to be attractive, interactive, and multi-functional, allow for many ‘online’ functions such as submission of program proposals, memberships, exhibit contracts, surveys, etc. Most importantly, it will be current in content. It is proving to be more costly to accomplish the project than first anticipated. After Dowd’s report, discussion evolved about allocating additional dollars to support the re-build of an excellent website and monthly maintenance contract. (see Motion at end of Minutes).

H. Ad Hoc Committees –

President Knitt reported that Ad Hoc Committee have or will soon be named to handle the following important tasks: Bylaws Review; Awards Review and Revise; Committee on Committees; Journal Review.

I. 2009 AAHPERDS Conference – FAHPERDS Duties

Relative to committees, Dowd indicated that as co-hosts of the 2009 AAHPERD Convention in Tampa, she has been asked to serve as Local Arrangements Chair, a position that oversees a series of local committees to handle important tasks prior to and during the 2009 AAHPERD Convention. She encouraged all board members to consider volunteering to serve on one of these special committees. Jeanne Fifer shared that when the 2000 AAHPERD Convention was in Orlando, she and many of the Orange County teachers served on committees and that it was ‘a blast’.

VIII. New Business

A Journal –

A brief review of the recent changes made to the FAHPERDS Journal that has resulted in cost increase of about $8K to produce Journal.

B Area Workshops –

Physical Education President, Bill Carel indicated that on behalf of the Tri-County and Escambia County Area Workshops, he wanted to access about $1000 from PE Association funds to support each of these events. Discussion involved concerns that the area workshops are regional in nature and they are not the responsibility of FAHPERDS or the Physical Education Association. Further it was stated by President Knitt that traditionally FAHPERDS would support up to seven (7) area workshops at $100 per workshop. Discussion evolved into a financial motion found in the motions at the end of the agenda.

C. Funding TOY to Area Conferences –

Carel requested that funds be made available to fund the Florida Teachers of the Year (TOYs) to attend area workshops. Knitt indicated that consideration would be given to the idea in the future budget build.

D. 2008 Pre-Conference Workshop Concepts Paper –

Dowd prepared and distributed by e-mail this concept paper.

E. “Sport” in FAHPERDS Logo –

Brief discussion about costs and legality of adding Sport to the logo. No decisions were made.

F. Advocacy -

Fifer requested that advocacy funds be made available for up to two FAHPERDS members to attend the Sporting Goods Manufacturers Association Advocacy Day in Washington, DC to support continued funding for PEP Grants ($73M was already authorized for 2008-09). See motion at end of Minutes.

G. Keynote with Other Group –

With the Governor’s Prevention Conference being held on dates in October 2008 overlapping and at the same site as the FAHPERDS Conference, FAHPERDS has been approached to consider co-sponsoring Coach Carter as a Keynote Speaker. These discussions will continue.

IX. Personnel A. Executive Director Evaluation Feedback - Discussion conducted by President Knitt.

IX. Discussion only

A. Preparation for Conference 2008 Planning Meeting - President Knitt indicated that the March 8, 2008 Conference Planning Meeting will be held at the Caribe Royale facility. By that time, associations should have at least tentative plans made for major sessions and Pre-Conference workshops .

X. Motion Items

A. Motion PASSED to allocate an additional amount up to $20,000 from current budget and/or reserves to continue improvements and reconstruction of the FAHPERDS website during this budget cycle. (Ross/Johns)

B. Motion PASSED that FAHPERDS will not support area, regional workshops or conferences to be held within 60 days before or after the state FAHPERDS Conference. (Carel / Mullane)

C. Motion PASSED to fund Jeannie Fifer and Jayne Greenberg to attend the Capitol Hill Lobbying day (SGMA) up to $400 per person for travel expenses. (Thompson / McKay)

XI. Announcements - none

XII. Adjourn – 3:30 p.m. (Mullane / Ewbank)

Respectfully submitted:

Karen J. Dowd Executive Director