Executive Committee Conference Call August 19, 2002

Opening

Call to Order

The meeting was called to order at 1:02 p.m. EDT on Monday, August 19, 2002, by President Ruth Luckasson.

Attendance

Members present—Ruth A Luckasson, president; Ann P. Turnbull, president-elect; David Coulter, vice president; Joanna L. Pierson, secretary–treasurer; David Rotholz, Conference; Mark Yeager, Assembly; National staff present—M. Doreen Croser

Report

Executive Committee Retreat: R. Luckasson outlined the agenda for the retreat for August 24 and 25, noting that the focus would be on future directions for the Association, with an emphasis on the financial picture. The auditor, Stuart Goldman, will attend on the afternoon of August 24 to assist in our review of the finances of AAMR. There was a discussion of information needed for the retreat, including the Smith Bucklin Report, financial analyses, reports from staff, and leadership articles. R. Luckasson reviewed the leadership responsibility of the Executive Committee and noted that at the retreat the group would have to make excellent, but difficult, decisions. These decisions require looking at the constituents of AAMR and what AAMR should do for them.

Adjournment

The meeting was adjourned at 1:19 p.m. EDT.

Respectfully submitted,

Joanna Pierson, PhD, FAAMR

Secretary–Treasurer

Board Of Directors Conference Call September 9, 2002

Opening

Call to Order

The meeting was called to order at 1:05 p.m. EDT on Monday, September 9, 2002, by President Ruth Luckasson.

Attendance

Members present—Ruth A Luckasson, president; Ann P. Turnbull, president-elect; David L. Coulter, vice president; Joanna L. Pierson, secretary–treasurer; Steven F. Warren, past president; Cathy Ficker Terrill; Sharon C. Gomez; Stanley D. Handmaker; Robert H. Horner; Yves Lachapelle; Genevieve D. Pugh; Alison Alya Reeve; David A. Rotholz; Frances E. Ulrich; Mark H. Yeager. Members absent—William C. Gaventa, Amy S. Hewitt, Neil J. Ross, Martha E. Snell. National staff present—M. Doreen Croser, Maria A. Alfaro. Guest—Stuart Goldman, auditor.

New Business

Acceptance of Minutes: J. Pierson presented the minutes.

M/S/P (C. Ficker Terrill, F. Ulrich): To accept the minutes of the Board of Directors meeting on May 28, 2002.

M/S/P (D. Rotholz, Y. Lachapelle): To accept the minutes of the Board of Directors meeting on May 31, 2002, with changing Lexy Lambert from “National Staff” to “Guest.”

M/S/P (F. Ulrich, S. Gomez): To accept the minutes of the Executive Committee conference call on July 1, 2002.

Report

Executive Committee Survival Plan: R. Luckasson reported on the Executive Committee Retreat on August 24 and 25, where all members of the Executive Committee met to discuss the future of the Association. The group utilized the budget and financial statements, financial analysis from the staff in terms of each Association activity and whether it raised or lost revenues, the Smith-Bucklin report, and the Strategic Plan. The committee also met with Stuart Goldman, the auditor. It became apparent that immediate cuts were needed to the 2002 budget as well as significant cuts in the 2003 budget to ensure a successful future for AAMR. The Executive Committee shared with the Board that the cost cutting is needed as a result of the declining economy and the fallout from September 11; most associations are in the same situation.

There was much discussion about the financial state of AAMR and the need to re-invest in priorities that will lead the Association into the future, along with cutting the activities that are less important for this. S. Goldman participated in the call as a resource, reinforcing the analysis of the Executive Committee. He reminded the Board of its fiduciary responsibility as the governing board of the Association. There was agreement that it is important to act immediately to assure the future of AAMR.

The Board reviewed the specifics of the Executive Committee plan to reorganize and restructure toward our strengths, redirecting resources to more critical functions that allow AAMR to build for the future. This includes significant budget cuts for the remainder of 2002 and for 2003. There was much discussion and questioning of the plan. Everyone felt this plan was well thought out and that it is time to begin implementation.

M/S/P (D. Rotholz, A. Reeve): That for the purposes of assuring operational and financial stability of the organization, to temporarily suspend the constitution and by-laws and empower the Executive Committee to act on behalf of the Association from now until May 31, 2003. As actions are taken between Board meetings, all Board members will be duly informed.

M/S/P (C. Ficker-Terrill, A. Reeve): That all rebates to divisions, chapters, and regions be eliminated; News and Notes only be provided electronically to members; and all nonessential committee business be suspended to support the financial stability of the organization.

A letter will be sent to AAMR leadership explaining the changes, which will be followed by a letter to the membership.

Adjournment

M/S/P (K. Pierson, F. Ulrich): To adjourn the meeting at 2:28 p.m. EDT.

Respectfully submitted,

Joanna Pierson, PhD, FAAMR

Secretary–Treasurer

Executive Committee Conference Call October 21, 2002

Opening

Call to Order

The meeting was called to order at 1:06 p.m. EDT on Monday, October 21, 2002, by President Ruth Luckasson.

Attendance

Members present—Ruth A Luckasson, president; Ann P. Turnbull, president-elect; David Coulter, vice president; Joanna L. Pierson, secretary–treasurer; David Rotholz, Conference; Mark Yeager, Assembly. National staff present—M. Doreen Croser.

Reports

Annual Conference in Chicago: A. Turnbull reported on the discussion with the Marriott Hotel in Chicago. The room block and related penalties have been reduced. The contract has sufficient meeting room space. The amount required for food expenditures is higher than we would like, but it was reduced from the original. We will need to locate sponsors for food events. Art Dykstra will handle the Local Arrangements Committee, which is excellent. There are over 170 submissions, and some of these are panels with more than one speaker. We will ask presenters to stay at the conference hotel. Agreement on the current negotiated contract was discussed.

M/S/P (A. Turnbull, D. Coulter): To accept the contract with the Chicago Marriott Hotel and follow-up with the hotel on their offer to assist us in our efforts.

The group discussed the need to start re-negotiations with the Philadelphia hotel for 2004 immediately. Concerning the possible Orlando penalties, D. Croser will continue to work with them, asking them to forgive the penalty. R. Luckasson offered the assistance of Executive Committee members to D. Croser if necessary in these efforts.

September Financial Report: On the financial statements, investment gains and losses have been moved from the operating statement as was recommended to reflect actual operating budget and activities. The current projected deficit is $150,000, including the Orlando penalty. This could be reduced to under $100,000 if the Orlando penalty is completely eliminated. Profits on training institutes were less than projected.

Disability Summit for 2005: On November 4, there will be a discussion meeting on the Disability Summit for 2005 with potential partners. J. Pierson and D. Croser will represent AAMR at this discussion. We will need to think about how we would have AAMR's business, including awards, completed at this type of cooperative meeting.

Executive Director: D. Croser reported on the status of the RFP for managing the Association's database. We have received proposals and are starting to review them. Although there may not be significant cost savings, the changing technology makes this a good direction. D. Croser reported that Jim Ellis prepared a guide to state legislation related to people with mental retardation and the death penalty. She noted that the official Board of Directors vote on the budget will probably be in January 2003.

Conference: D. Rotholz reported that he has sent an e-mail to Division presidents and Special Interest Group chairs informing them that they no longer have rebates to spend. No one has expressed a problem with this action.

Adjournment

The conference call was adjourned at 1:35 p.m. EDT.

Respectfully submitted,

Joanna Pierson, PhD, FAAMR

Secretary–Treasurer

Board of Directors Conference Call November 18, 2002

Opening

Call to Order

The meeting was called to order at 1:05 p.m. EST on Monday, November 18, 2002, by President Ruth Luckasson.

Attendance

Members present—Ruth A Luckasson, president; Ann P. Turnbull, president-elect; David L. Coulter, vice president; Joanna L. Pierson, secretary–treasurer; Steven F. Warren, past president; Cathy Ficker Terrill; William C. Gaventa; Sharon C. Gomez; Stanley D. Handmaker; Robert H. Horner; Yves Lachapelle; Genevieve D. Pugh; David A. Rotholz; Martha E. Snell; Frances E. Ulrich; Mark H. Yeager. Members absent—Amy S. Hewitt, Alison Alya Reeve, Neil J. Ross. National staff present—M. Doreen Croser, Maria A. Alfaro, Paul D. Aitken.

New Business

Acceptance of Minutes: J. Pierson presented the minutes.

M/S/P (F. Ulrich, S. Handmaker): To accept the minutes of the Board of Directors conference call on July 22, 2002.

M/S/P (D. Rotholz, D. Coulter): To accept the minutes of the Executive Committee conference call on August 19, 2002.

M/S/P (S. Handmaker, Y. Lachapelle): To accept the minutes of the Board of Directors conference call on September 9, 2002.

M/S/P (D. Rotholz, D. Coulter): To accept the minutes of the Executive Committee conference call on October 21, 2002.

Reports

President: R. Luckasson reported that it has been a very busy time with all of the Executive Committee members involved in the Association restructuring. Related to the annual conference, we need to secure more sponsorships to make it a success. She asked for volunteers. D. Coulter, S. Gomez (Chair), S. Warren, and W. Gaventa all volunteered for this committee. C. Ficker Terrill will provide the link between this committee and the Local Arrangements Committee. Classification activities include trainings in Washington, DC, and New Orleans and at the AUCD meeting. Additional trainings are being scheduled for Quebec and Colorado. Book sales are doing well, and translations are planned in numerous languages. There was a discussion of the need for a related adaptive behavior measurement scale. The Midwinter Board Meeting will be January 10–12, 2003. R. Luckasson reminded everyone that they would be paying their own expenses. Agenda items were solicited. Ideas included modification of the dues structure, the election of Division Presidents and SIG Chairs, an update of the Strategic Plan, AAMR survey issues results, a constitution and bylaws review, and a summary of Association restructuring.

President-Elect: A. Turnbull reported on the conference. With the reduction in staff, there is now much more conference responsibility placed on the volunteers. She is updating many of the conference-related materials. The submission and review process is now technology-based, which has assisted with coordination of specific sessions. S. Gomez was acknowledged for her work on the conference workshops. Networking activities in the evening that are fun and relaxing and that create a community atmosphere are being considered. A. Turnbull will do a tip sheet for attending the conference economically.

Secretary–Treasurer's Report: J. Pierson reported that in terms of revenue, membership is lower, publications have increased but not as much as originally projected, journal subscriptions revenues are increased, and the penalty for the last conference is reduced to $10,000. Marketing costs are higher, as are some program expenses. The projected deficit has been cut significantly from that projected in last month's financial statements. S. Warren recommended that AAMR should communicate this success to the membership, while also acknowledging that there is more work to do. On November 4, there was a meeting to discuss the 2005 Disability Summit. AAMR, The Arc, AUCD, DDC National Groups (NADDC and CDDC), the Council on Quality and Leadership, and Ancor are currently partners in this. The groups are looking into establishing a nonprofit to coordinate these efforts. Each group will need to contribute financially to this effort, but the plan is for it to be cost neutral in the long term.

Vice President: D. Coulter reported on the Strategic Plan. He will be preparing this for presentation at the January Midwinter Meeting. He will send the plan to Board members for review prior to that date.

Executive Director: Doreen Croser is sending Board members a written report every 3 weeks highlighting activities. The annual Governmental Affairs Policy Forum will be held March 8–11, 2002, in Washington, DC. AAMR is collaborating on the DD Commissioners Annual Forum in February, which will highlight quality issues. The AAMR election ballots have been mailed.

Assembly Speaker Pro-Tempore: M. Yeager is reviewing the AAMR Constitution and Bylaws, with the goal of simplifying them. He noted that policies and procedures can be used to complement general bylaws, which makes change easier when necessary.

Conference Chairperson: D. Rotholz reported on the status of the Supports Intensity Scale (SIS). The field tests are being completed. Three case studies are being prepared for the manual, which will be completed by February. There is a workshop on SIS at the May conference. There was discussion about the need to market this conference.

Adjournment

M/S/P (D. Rotholz, F. Ulrich): To adjourn at 2:18 p.m. EST.

Respectfully submitted,

Joanna Pierson, PhD, FAAMR

Secretary–Treasurer