Florida Association of International Educators Board Meeting Rollins College, Winter Park, FL June 28, 2013
Meeting conducted by: Jenifer Ruby, Chair
Minutes taken by: Rachel Errington, Chair-Elect
Meeting called to order at 9:07 a.m. by Jenifer Ruby
Attendance:
1. Welcome and introductions
Jenifer Ruby – Chair Kelly Hall - Website Coordinator Cecilia Wolf - District Coordinator – Tampa Katie DeGuzman - Study Abroad Coordinator Daren Caine - District Coordinator – Orlando Jenny Frankel – District Coordinator – Jacksonville East Rachel Errington – Chair-Elect
Online/Phone:
Zhe Tan Edgerton - District Coordinator – Jacksonville West Alejandra Parra - Admissions Coordinator Cynthia Aversa - Secondary School Coordinator Carmen Ternette - Conference Registrar Sara Brake (after 1 p.m.) – FILC Coordinator
Angeles (Angie) Carioni - Alejandra will send CV for review by board for ELP coordinator position
Need recommendations from board for treasurer by end of July.
Would like to have account balance be able to sustain one conference and perhaps one FILC. Good cushion there, but not quite at these levels yet. Balance of about 11-13000
Tax exempt certificate obtained by Vanina. May be possible to get taxes paid in past reimbursed. This will be a new treasurer responsibility. 2. Reports
Darren - Orlando Finalized district list, contacted members. Sept 13 meeting tentative. ICE, DMV, CBP and SSA representatives scheduled to attend. Has received positive feedback from prospective attendees. Panels in morning, lunch and optional presentations in afternoon. Expected attendees to be 50+. Possibility of venue at student union at UCF. Katie recommends adding study abroad component and she would assist. Katie to look into possibility of free pizza or recommendation to buying/bringing own lunch.
Jenifer- Secondary schools interested? Orlando Prep has contacted Darren
Cindy mentioned including for profit agencies in attending. Jenifer suggests maybe a presentation/session by agent
Jenifer suggests creating a list of secondary schools we could all add to once we see students transfer from particular schools. Rachel to create Google Doc to share with board.
Cindy- Secondary Schools
Working with Florida Consortium of Public Charter Schools in presenting webinar end of July to present on how to complete I-17. In February will present to Florida leader turn around program and doing presentation on innovation and international education. Jenifer recommends giving materials from FAIE so she can promote. Possibility of flyer or business card to use for promotion. Kelly will work on mock-up of business card. Add QR code that links to FAIE website
Jenny – Jacksonville East
Working on getting complete list to coordinate district meeting. Possibility of joint Jax-East/Jax- West meeting. Will connect with Tan on organizing.
Cecilia-Tampa
Sent email through Yahoo listserv to create district distribution list. Received feedback from about 10 people. Will visit DMV and SSA directly to address concerns from district members.
Board reports a number of issues with new I-94 process, ie; website case sensitivity, omitting letters, etc. Jenifer recommends an issue log for state to post on website, so we can create issue log to share.
Katie – Study Abroad Will assist with Orlando district conference and state conference. Need to look at ways to get more EA people involved in the state. Alejandra recommends a panel or round table from EA professionals to share processes.
Alejandra-Admissions
Supports blog idea in regards to admission information being added. Would like to see a collaboration between ESL coordinators and admissions to assist with students making that transition. Discussed desire for SEVP official meeting with Miami district. Continuing to add members to district list.
Cynthia would also like to receive information from board with admission contacts.
Tan – Jacksonville West
Willing to host at FSU. Rachel to provide list of contacts.
3.Website
Addition of photos of board - Kelly to add. Please send photos to Kelly. Member tab updated with clickable map that shows members. Board needs to think about how to rename regions. Add counties to list for clarification. Add area of expertise to membership list. Jenny recommended a blog that board members could add to website. Jenifer likes idea and recommends coming up with guidelines. Currently, resource page on site has a similar function. Jenny will come up with parameters and Kelly will assist along with the board. Evelyn can also assist as communications coordinator.
4.Meeting minutes from February
No minutes were taken at state conference. Jenifer will try to create minutes and board can approve virtually.
5.Travel grants
Discuss how awardees should give back. Jenny suggests adding a web piece to show how FAIE has given with video, photo, testimonials, etc. Cecelia will ask Rosa and other previous recipients for testimonials.
Need to update application and set deadline, proposed August 16 deadline and notification will be made to recipients by August 30. Katie, Cecelia and Jenny to serve as review committee for proposals and updates to application form. Committee to send instructions on how to submit travel reimbursement, etc upon notification.
Will continue with 3 recipients for regional and 2 for state Will ask Marcia about a way to have Region 7 acknowledge recipients of awardees from FAIE
6. Conference
Board toured conference sites on Rollins' campus
Dates scheduled for February 24-25 with welcome reception in Sunday, February 23. Conference on Monday, February 24, On-demand workshops on Tuesday, February 25
Inn on campus will be open for the conference. Rates not confirmed at this time. Need to determine how to go about blocks for rooms.
Rollins will not charge fees for conference space. Insurance will be required for conference.
Reviewed areas for and assigned members to committees for conferences. Local arrangements -Jenifer and Darren Logistics - Cindy and treasurer Marketing -Kelly and Evelyn Sponsors/vendors - Katie and Daren Sessions - Alejandra, Katie, Rachel Workshops - Tan Grant and awards - Katie, Cecilia and Jenny
Board agreed to forego theme for conference
Guest speaker ideas: John Bersia and Enrique Gonzalez
Jenifer to ask Tim Wooten about releasing program file for us to update
Darren to assist with government panel. Katie to assist with EA panel/speaker
Evaluations - Cecilia and Cindy to work together on this. We should have four members to serve in breakout rooms to collect evaluations. Jenifer will check with Marcia about a best in state session being able to present at region 7
Optional excursion on Sunday -Boat tour
Possibility of service learning project. Collection of canned goods, school supplies, etc. have funded organization speak. Board submit ideas to Jenifer for what to support. Donation made in lieu of a conference bag.
7. Communication Share member lists board has with Evelyn so she add or check to be sure they are on yahoo listserv. Jenifer will review listserv issues with Evelyn. Suggest a like us on Facebook signature on board members’ email signatures
8. Study in Florida initiative
New group of higher education admission personnel interested in creating organization. FAIE wants to be sure efforts are not duplicated. Jenifer will reach out to person coordinating this initiative.
Florida Consortium of International Educators (FCIE) is made up mostly of linkage institute directors. FAIE prepared to work with FCIE. Katie will discuss with her colleague that is involved with FCIE.
9. FILC
Sara needs to research insurance for event. Jenifer will be researching insurance and to get quotes as well. Proposed dates are February 7-9. There is another location near camp Ocala. It may be an issue because of liability insurance.
10. Government contact list
Add local contacts to list for Jenifer for use with conferences and district meetings
11. Travel expenses for board members
Jenifer and board to explore reimbursement for board meetings. This should be written into policy.
12. Review bylaws
Addition of board member requirements in membership in article III Addition of required attendance of board members at state conference Clarify term length of board members Request revisions of bylaws to Jenifer for approval at Florida meeting in February Board members to review their position descriptions
Meeting adjourned at 4:26 by Jenifer Ruby