Board of Directors Conference Call October 18, 2010

Opening

Call to Order

The meeting was called to order by President Michael Wehmeyer at 1:03 p.m. (EDT) via conference call.

Attendance: Members present—Michael Wehmeyer, President; Sharon Gomez, President-Elect; Joanna Pierson, Immediate Past President; Patti Martin, Secretary/Treasurer; Denis Keyes; Peter Smith; Karrie Shogren; Peter Smith. Member absent—Marc Tassé. National staff present—Maggie Nygren, Executive Director

Association Business:

Acceptance of Minutes: Patti Martin presented the minutes of the last board meeting.

M/S/P (Martin/Keyes): To pass the minutes of the September 20, 2010, board meeting, with modification of presidential remarks.

Reports

President: Michael Wehmeyer updated the IDD editor search. The anticipated start date of the new editor is July 1, 2011, with the publication staff handling interim editor duties after the January 1, 2011, end date of the current editor's tenure. He discussed our position in the global structure of international professional organizations, with a focus on services for people with intellectual disabilities. The goal is for collaborative relationships, such as participation in the 2012 International Association for the Scientific Study of Intellectual Disabilities (IASSID) meeting in Halifax, Nova Scotia. The development of an international Special Interest Group (SIG) might be a topic for the conference.

Financial: Patti Martin and Maggie Nygren reported that staff are holding tight on expenditures. Because revenues in general are slower than expected, staff members are increasing collection efforts. Revenues relating to non-SIS products sales ahead of schedule. An overall surplus for 2010 is projected unless market forces act deleteriously on investments by the end of the year.

Executive Director: Maggie Nygren reported that the leadership/mid-winter meeting is tentatively set to be the first week-end in February in the Orlando, Florida, area. She led a discussion on the selection of workshops for the possible Content day on Monday the 7th as well as highlighting local attractions for families, which might entice attendees. More details as they gel.

Religion/Spirituality: The SIG members have been canvassed and the majority are interested in gaining electronic access to the Journal of Religion, Disability and Health. The access cost would be passed along to the members of the SIG. Maggie confirmed that the process would not be a huge burden on her staff to accomplish. Board agreed. The new membership system software packet is about to begin.

Old Business

Membership: Maggie Nygren presented the latest edition of the membership categories. Karrie Shogren suggested that students should have access to both journals for what they are now paying for membership. Peter Smith suggested we track the frequency of student conversions to the new types of membership categories to determine whether the recent increase in student memberships show negative change. Maggie Nygren will let the membership know about the changes in membership categories via email, on the website, and at conferences.

M/S/P (Keyes/Freidman): To immediately use the new membership categories for the forthcoming membership drive.

Maggie was thanked for all of her hard and creative work on this project.

Strategic Plan: Sharon Gomez presented the plan and thanked all who contributed. The plan targets, objectives, and strategies will be placed on the website.

M/S/P (Smith/Pierson): To accept the plan with the first status review scheduled for the Leadership/mid-winter meeting.

Fellows Task Force: Sharon Gomez presented presented recommendations. Due to the number of recommendations, President Wehmeyer requested a written report from the Task Force to include the recommendations for the Board's continued consideration at the next Board meeting. Sharon Gomez will be in charge of the report.

2011 Conference Update: Sharon Gomez reported that planning is well underway. The call for papers will appear later this month.

Adjournment

The meeting was adjourned at 2:01 p.m. (EDT).

Respectfully submitted,

Patti Martin

Secretary/Treasurer

Board of Directors Meeting Conference Call November 15, 2010

Opening

Call to Order: The meeting was called to order by President Michael Wehmeyer at 1:02 p.m. (EST).

Attendance: Members Present— Michael Wehmeyer, President; Marc Tassé, Vice President; Joanna Pierson, Immediate Past President; Patti Martin, Secretary/Treasurer; Sandra Friedman; Denis Keyes; Peter Smith; Karrie Shogren. Member absent—Sharon Gomez. National staff present—Maggie Nygren, Executive Director; Paul Aitken, Director of Finance and Administration (for the fiscal report).

Association Business

Acceptance of Minutes: Patti Martin presented the minutes from the last Board of Directors meeting.

M/S/P (Martin, Shogren): To accept the October 18, 2010, Board of Directors minutes.

Reports

President: Michael Wehmeyer gave an update of the IDD editor search. He will serve as temporary editor role beginning January 1, 2011, so that new submissions will be acted on. The anticipated start date of new editor continues to be July 1, 2011. Wehmeyer and Executive Director Nygren continue to represent the AAIDD at various venues.

September Financial: This report was presented by Patti Martin, Maggie Nygren, and Paul Aitken. To date, revenues have exceeded expenditures. Sales revenues are larger than this time last year due to non-SIS product sales and SIS Interview engagement fees. Due to the robust sales revenues, there is more optimism about the accuracy of end of year projections. We are continuing to project an overall surplus for 2010. President Wehmeyer complimented Director Nygren for efficient budgeting of unexpected expenses, such as new membership software and personnel-related separation costs. The Budget Projections for 2011 are forthcoming.

Executive Director: Maggie Nygren reported that there has been positive response to the weekly membership emails. The annual membership drive includes the new membership structure. Recruitment letters were sent to other organizations and emails with invitation to join were sent to those with expired memberships going back to 2006. Online renewals are encouraging and premiums are being applauded. We will resend emails to addresses ending in .eddo using different email format to prevent email blocking.

Nominations & Elections Committee: Joanna Pierson presented an update. Nominations are now closed. At least one nomination was received for all Division Presidents and Board positions. The committee requests information for February 20, 2011, decision-making.

Inactive Components and Component Action Plans: This discussion was led by Marc Tassé. There was extensive discussion about how to fairly handle inactive Divisions and SIGs. President Wehmeyer asked Marc to identify which entities are dormant for continued discussion on the next call. Maggie Nygren will pull membership data on Families Action group (former SIG), email data on membership interest to Marc Tassé and President Wehmeyer to determine whether there is a need for a transition strategy. President Wehmeyer requested the Board to carefully review the Component Information/Action Plans prepared by Marc Tassé for approval and discussion at the next meeting.

Mid Winter Leadership Meeting: Maggie presented the planning status report. We are close to signing a hotel contract for Saturday, Sunday, and Monday, February 5–7, 2011 in Orlando. Popular topics identified from the conference were quality services and leadership in lean times. These will be first choice topics for Monday's content presentation.

People to People Delegation trip: Joanna Pierson presented the report. About 15 people traveled to India for 8 days in October. They visited services and dialogued with people interested in services. At the upcoming conference, Joanna will present the highlights of the trip and entice others to join in the next excursion.

Continuing Business

Fellows Task Force: The recommendations presented by Sharon Gomez at the October meeting and 2011 Conference Update will be delayed for a future meeting because she was unable to be with the Board on this month's call.

Adjournment

The meeting was adjourned at 2:04 p.m. (EST).

Respectfully submitted,

Patti Martin

Secretary/Treasurer

Board of Directors Meeting Conference Call December 20, 2010

Call to Order

The meeting was called to order by President Michael Wehmeyer at 1:05 p.m. (EST).

Attendance: Members present—Michael Wehmeyer, President; Marc Tassé, Vice President; Joanna Pierson, Immediate Past President: Patti Martin, Secretary/Treasurer; Sandra Friedman; Denis Keyes. Members absent—Karrie Shogren, Peter Smith. National staff present—Maggie Nygren, Executive Director; Paul Aitken, Director of Finance and Administration (for the 2011 budget presentation).

Association Business

Acceptance of Minutes: Patti Matin presented the minutes of the last board meeting.

M/S/P (Martin, Tassé): To pass the minutes of the November 15, 2010, Board of Directors minutes.

New Business

Reports

President: A letter will be sent soon to update the membership on current issues. A co-chair will be appointed for the Awards & Fellows group functions to aid Denis in the event that health issues prevent his full participation. Mike represented the association at the NIH-funded event on Bio-Banks databases and research on Down syndrome. He will explore the role of AAIDD in this endeavor. It appears that an initial and primary role will be the dissemination of information.

October Financial: This discussion was delayed until next meeting in lieu of 2011 budget discussion.

Executive director: Maggie Nygren discussed the paid-off margin load/interest and money placed back in the investment reserve. This has been possible because of SIS payments received. The full amount dictated by policy is anticipated to be placed in the reserve by February. The membership campaign has resulted in receipt of approximately one third of membership renewals. Paper invoices are being sent to those who have not renewed online. There is an expectation that a large number of renewals will be received in January. Corporate memberships have doubled in comparison to the same period in the last campaign. Premiums are being shipped. The Italian organization that is the counterpart of AAIDD is bringing Maggie to Italy in late January for their commemorative ceremony and discussions on ethics. The People to People report is forthcoming when conference call is completed.

Component Action Plans: Marc Tassé presented the plans. The Administration and Communication Disorder groups submitted no plans because they are in their election processes. The Bio-Ethics group's plan is forthcoming. The Humanist Action group asked for help from AAIDD for more web space and postage fees. The Board advises they make full use of the current web space available to them and to charge group members to support postage fees.

M/S/P (Tassé/Friedman): To accept the 2010 Component Action Plans as presented.

Budget for 2011: Paul Aitken commented on the 2011 budget. Questions about staff merit raise process were considered. Praise for the transparency of the budget format was given. The move toward less expensive marketing costs, mainly through use of electronic methods, the conservative projections of revenue sufficient to match expenses, a modest overall anticipated year end deficit, addition of 25% accrued vacation wages projections, and an optimistic outlook for a successful financial year were some of the highlights of the discussion.

M/S/P (Martin/Tassé): To accept the 2011 budget motion.

M/S/P (Pierson/Gomez): To give each staff member a $100 bonus in the last paycheck of the year in lieu of time off.

Continuing Business

Nomination & Elections Committee: Joanna Pierson reported that there is no longer a person nominated for each division because some people dropped out during the nomination confirmation process. As time allows prior to the Committee meeting in December, Joanna agreed to speak with those groups, who presented an action plan but who have a nomination for someone other than the action plan author and those groups with no leadership for whom a previous contact can be identified in a final attempt to solicit nominations for leaders.

2011 Conference Update: Fellows Task Force and Midwinter Meeting discussions will be tabled until the January meeting due to time constraints. The Draft Leadership Manual for the Assembly and Conference, provided with this month's Board materials, will be discussed at the January meeting.

Adjournment

The meeting was adjourned at 2:06 p.m. (EST).

Respectfully submitted,

Patti Martin

Secretary/Treasurer