Minutes

August 15 -16, 2006: Executive Board Retreat

Welcome/Ice Breaker
Jan Treff, President welcomed everyone in attendance at the meeting. She then called the meeting to order.

History Last Year's Goals/Accomplishments
Debbie did a PowerPoint where she reviewed the goals that were set at last year's retreat.

Vision
Tad reviewed meeting agreements:

1. Think Strategically
2. Think Creatively
3. Avoid Blocks
4. Think Big Picture
5. Consensus Decisions
6. Listen Actively

Desired outcome  a consensus on CASCWA's vision over next 5 -7 years

Reviewed current vision statement  states what we do, not who we are or what we want to become

Reflect on Mission Statement ORID

1. Objective What's there?

2. Reflective Does it move you?

3. Interpretive What's it mean?

4. Decisional What do you want to do?

CASCWA is an organization comprised of school and community professionals who are dedicated to improving school climate, safety, and increasing school attendance. We create a network of professional support, mentors and educators, and we influence relevant legislation and advocate for the needs of students, families, and schools.

Gut Responses:

We're not as "influential: as we could be (not quite there yet)
Adequate
Mundane didn't move me
Commitment to assist others
Social ministry
Guidepost
Provided necessary support
What does it mean beyond this room?
--Do members need to read it or does the Board just need to act on it
--Should help focus our work
Historical progress
--Need to make this personal should fit personal focus
It's our blueprint, tool for explaining what we do, my M.O.

What should we do with mission statement?

Set Goals/Measurable Objectives
Bring it to Life
Promote it/Sell it
Website - should show what we're doing is tied to mission statement
Slogan
What is Legacy
Condense

In 5- 7 years, if we stay true to our mission, where will our organization be?

Legislation
Voice in Legislation
Proactive Instead of Reactive Legislatively
Our Input will be Sought by Political, Social Entities (Policy Committee)
Improved Access to Legislature
If each Section, were aware of legislation they could report back to members

Membership
1500-2000 Members Represented in every District/COE in California
Statewide Representation Membership Growth
Larger, More Regions, Expansion

Membership - Continued
Road show to unrepresented areas
Involvement of membership more i.e. committees, surveys (direct) including at the section level
Develop logo/slogan and other promotional items to enhance immediate recognition
Regular ongoing communication (State and Section)
Contact lapsed members
Investigate feasibility of membership cards
Develop list of membership benefits
Evaluate membership costs in relation to benefit
Members will use organization for assistance/support in their jobs
Members need to fill they have a voice and not have to participate on a daily basis

Professional Development
"Go To" People for Training
The "Go To" Organization
Clearinghouse Experts on Student Attendance, Ultimate Authority, Major Information Resource (Univ., CWA)
Mentioned in the same breath as ACSA, CTA, CSBA Strong Members of a Statewide Coalition
University Connection, Credential Program CWA
Conference Planning
Continue to Provide Training for New Staff in CWA Field

Communication
Capitalize on Communication Technology
Electronically Connected
Website

There was discussion about the current layout of the website and how it is very busy and looks like a message board. Tom M. stated that he would welcome any suggestions or ideas that would help improve the website. Jeff O. passed around copies of other websites as examples. A communication committee headed by the webmaster and a representative from each section will be responsible for redesigning the webpage. Their task is to redesign a webpage that is easy to navigate, will increase communication with members, will market/promote CASCWA, and decide what should be available/what should be behind the firewall.

Promotion
Pride in Membership (Co-sponsorship)
CASCWA is the Organization of Choice
Broadly Recognized - CASCWA never seen as a whole always seen as individuals
It's All About Family
Active with other Statewide Professional Organizations (Partnerships)

Organizational Structure
Executive Board will serve Longer Terms
Dedicated Staff
--Director/CEO
--Membership
--Communication
--Lobbying
Expand to having Professional Staff
--Administrative Support
--Executive Staff
Committee on each circle

Desired outcome  Yes, it is where we are going as an organizational structure moving towards 5 - 7 years out

Discussion on Jerry Brown
Jerry Brown was asked to be the Keynote Speaker for the Delta-Sierra Section/Bay Section Spring Workshop. He was not able to participate at that time, but stated that he would be interested in participating at a future date. The Delta-Sierra Section made a request through SI&A for Jerry Brown to be their Keynote Speaker at their Fall Workshop in October. His staff person stated that at this time they could not commit because his schedule needs to be flexible as the election nears. The staff person asked if he could come and speak to the organization at one of their meetings in hopes that CASCWA would endorse him as Attorney General. There was discussion on whether CASCWA as an organization can endorse a candidate because they are a 501C3. There was also discussion on whether or not to invite both candidates to the CASCWA State Executive Board Meeting on September 1, 2006.

There were two questions for discussion:

1. Are we legally able to endorse?
2. Should we endorse?
Motion to invite Jerry Brown and Chuck Poochigian to come and share their views at one of our meetings without CASCWA agreeing to endorse them for Attorney General. Organization may be willing to list on website what each candidate supports that relates to CASCWA instead of endorsement.

Jeff will contact Jerry Brown's office and let them know that both candidates are being invited to speak. He will also share that CASCWA will not give endorsements; he may still come to the meeting and speak to the organization. The Delta-Sierra Section would still like him to be their Keynote Speaker for their Fall Workshop.
If unable to attend meeting, phone conferencing with Jerry Brown would be okay.

The staffers need to research CASCWA. They should be willing to share the following:
--How do their views coincide with CASCWA vision?
--How does their platform coincide with CASCWA organization?

Motion pending legal research, CASCWA will not endorse any candidates in upcoming election, November 2006.
Second by Dr. Donna
In Favor 10
Opposed 2
Abstained 2

If research shows you can endorse, should we endorse or not?
Need to take more cautious road in legislation, more open minded, and flexibility going back to statement of having more clout. Evolution should be movement in small steps. Never supported candidates in past. May need to decide in future.

By September 1, 2006, we will not know if organization can endorse.

Motion to invite Jerry Brown and Chuck Poochigian to September 1, 2006 Executive Board Meeting.
Second by Dr. Donna
In Favor 12
Opposed 1
Abstained 3

Legislation

1. Write letter to all legislators announcing our presence/existence
[Education Senate & Assembly] (Timeline: January 2007)

2. Participate in ACSA Legislative Day March 25 26, 2007
(Sherman contact person)

3. Establish Legislative Committee by 11/06 and set process for Bill response

4. Update webpage listing

Membership

1. Each Section will contact lapsed members in their area by December 31, 2006

2. Develop slogan by November 6th Board meeting
--Section contest (winner will receive free state conference registration)

3. To increase membership by June 30, 2007 each section will conduct a meeting in an unrepresented area

4. Establish Section level committees, i.e. legislative, as meets their needs through the use of surveys of membership needs

5. Develop list of membership benefits

6. Each Section will designate a membership chair

Motion that State CASCWA will pay for registration to the State Conference for the winner of the Slogan contest
Second
In Favor 13
Opposed 0
Abstained - 1

Professional Development

1. Present or promote at conferences other than CASCWA
(as measured by numbers reported)

2. Each board member contacts one organization to determine how they conduct professional development and report back at November meeting

3. Research University Certification (CWA) and CEU's
(Tad Kitada appointed)

Communication

1. Redesign website by 8/07
--Section representatives will work with webmaster (give name to President Jan Treff by Nov. 6, 2006)

2. Feature a session during academy on CASCWA website

3. Intercom should include: legislative update, training & conference information, professional development, job opportunities, professional articles (from Sections), opportunities for publication, awards & recognition, scholarship information and reprints of other publications (3 x year)

Promotion

1. Develop press releases and PSA's

2. Investigate possibility of P.I.O.
(Jeff Owen appointed) Report at November meeting

3. Partner with State SARB and CDE

Organizational Structure

1. Explore fiscal impact of hiring professional staff, i.e. Conference Planner, PIO (Jeff O.)

2. Investigate what other organizations do (Jeff O.)

3. Analyze current CASCWA structure to determine what potential staff positions are warranted (Jeff O.)

4. Amend Constitution regarding terms of office (Debbie M.)

Benefits

NOW	THEN
Intercom - Hard Copy - Internet Access	Access to Lobbyist/Advocate
Regional/Section Workshops -- Free and/or reduced	Develop FAQ's (SG)
State Conference Discount	Membership/Discount Card (Joe T.)
Job Openings
Internet Access -- Legislative Updates -- Ask the Expert -- Regional Information

EduAlliance
Jeff Owen will send information to Jerry Hime regarding the Ready to Learn, Helping Students Survive and Strive Conference on October 1 4, 2006 in Hollywood, CA. SIA will have a booth at the conference and said that they would be willing to let CASCWA advertise.

CVENT
There was discussion on whether or not to enter into a contract with CVENT a company that manages conferences. It would be a two year commitment, the cost would be $1500.00 a year and $6.75 per person (Total cost about $7000.00). The company does not invoice for payment. The hours of operation are East Coast time and their help desk is in India (only answers minor questions).

Motion to enter into contract with CVENT
Second by Russell S.
In Favor 1
Opposed 9
Abstained - 1
The State Executive Board agreed to support and assist the Bay Section with the State Conference.

Boundaries
As a result of the last committee meeting, changes in boundaries would have the greatest impact on the San Joaquin and Southern Sections. Dennis will chair the Boundary Committee and will need a representative from each Section to participate. Dennis will send out an email with information on a meeting date.
The representatives from each section are:

Frank Valadez, Bay Section
Joe Taylor, Delta-Sierra Section
Greg Bass, San Joaquin Section
Mark Michaels, Southern Section

Budget
Dennis gave an overview of the current State budget.

State Scholarship
The following is a proposal for implementing state level scholarships for this year:

1. The Board will establish 4 state level scholarships. One for each section.

2. For 2006 - 2007 each scholarship will be set at $2000.00. This amount may vary yearly depending on the state budget.

3. Each section wishing to participate will select the three top local scholarship applicants and forward them to a committee that will review, rank and select one winner from each section.

4. The applications must be turned into the state committee no later than
March 1, 2007. Sections may need to adjust their scholarship timelines to meet this timetable.

5. The awards will be presented during the 2007 annual state conference. Committee members may also make a local presentation representing CASCWA.

CASCWA State Executive Board Rotation

2006-2007	President	Jan Treff	Bay Section
State Conference Bay Section	President-Elect	Sherman Garnett	Southern Section

2007-2008	President	Jan Treff	Bay Section
State Conference Southern Section	President - Elect	Sherman Garnett	Southern Section

2008-2009	President	Sherman Garnett	Southern Section
State Conference Delta-Sierra	Section President Elect	Joe Taylor	Delta-Sierra Section

2009-2010	President	Joe Taylor	Delta-Sierra Section
State Conference San Joaquin Section	President Elect	Benita Washington	San Joaquin Section

The President should be the face/voice of the organization. They need to be able to establish them self and a one year term is not long enough as they end up spending all of their term planning the State Conference. By changing the rotation, this will allow the President to focus on the needs and tasks of the organization. It will also allow the President Elect to be more involved by serving as the "Go To" person for the Section planning the State Conference.

Motion to suspend portions of the Constitution to allow for current officers, i.e. President, President Elect and Vice President to remain in their positions for another term.
Second by Jerry H.
In Favor 12
Opposed 0
Abstained - 0