CTAM Executive Committee Meeting Minutes

Saturday, May 15, 2004, Holiday Inn North, Arden Hills

Present: Tom Kuster (President), Jill Lofald (President Elect), Gregg Sawyer (Past President), Larry Schnoor (Treasurer), Karen P. Wilson, Secretary

Meeting was called to order at 11:00 a.m. Minutes from Sept. 18, 2003 were approved.

Reports: President: See convention minutes below.

Past President: Gregg is enjoying his past presidency and all the perks!

Treasurer: Larry reported the current balance is $7842 -good shape at this point.

Historian: Cynthia reported (in absentia) that she is still storing CTAM items. Is sorry she cannot be at this meeting.

Journal Editor: Nanette reported (in absentia) that there were 16 manuscripts submitted and 7 selected for publication. Expects to send out journal in August prior to conference. Next year she would like to accept only digital submissions. Gregg would like to see a CTAM centerfold in the journal (please refer all questions directly to Gregg)!

Newsletter Editor: Dan reported (in absentia) that July 15 is the next deadline for the newsletter. He would like convention materials, high school competition information, historian’s article, tentative schedule of conference program, etc. by July 15. If Jill gets material to him earlier can it go on the website right away?

Convention 2004:

-Site: Jill summarized the conference site. There will be 6 sessions at a time. Can we use any of the area theater facilities for the performance-type workshops? Can area theaters offer CTAM members discount tickets?

-Program: Jill distributed summaries of session proposals. She has received nothing from the debate association. MDTA has its own conference the last Sat. of Sept. in Redwood Falls and this seems to be causing less enrollment from MDTA at the CTAM conference. The big workshop on debate topic analysis is no longer held at CTAM. Is MDTA going to remain under the umbrella organization of CTAM? Jill distributed a sample convention program grid. Discussion followed about the use of space in the hotel, an 8:30 starting time instead of 8:00 a.m., scheduling of specific sessions, possibility of two sessions for Saturday morning. Lambda Pi Eta session will be moved to Saturday. Suggestion was made to move the discussion between high school and theater people session (Saturday 9:15 a.m.) and replace it with the Theatre/Dance licensure issues session.

Discussion followed about the MSHSL not allowing anyone to judge who was not a registered or certified judge this past Spring. Could result in more people seeking certification at the upcoming convention. Jill will try to address the fact that some people come for the judging certification and then leave by moving some other enticing sessions closer to this time slot.

Jill will send out a preliminary proposal to each participant for proofing, etc and will get this back by June 31. Discussion followed about who from the BOG are offering sessions.

Conference finance summary: We need to spend at least $6000 to get the stated costs.

Continental breakfast for 150 on Friday morning at $6.25

Lunch $12.99 each, estimated 200 people

Reception for 175 @ $6.95 each

Saturday buffet for 100 at $9.99 each

Coffe/break stuff is $6.99

60 box lunches

BOG meeting is not included here yet

$8,600 is estimate for above and does not include the BOG dinner so it looks like there should be no problem reaching the goal of $6000.

Discussion followed about whether or not we need the Friday night banquet. Perhaps the luncheon is an easier place to offer the awards (allows for easier guests to participate, etc) Jill will look into a survey of the membership at this year’s luncheon to get some feedback.

Luncheon on Friday will include the award ceremony.

Speaker, Featured artist: Sally Wingert , 5-6:30 on Friday. Hors d’oeuvres will be served, cash bar. Gregg will follow up with Sally this week. Jill and Larry will talk about costs, etc. Jill will contact colleges for donations for the reception.

Awards: A call for awards should go out on the list serve prior to the newsletter. Tom will get this out shortly. The executive board can deal with this over email. US Engraving in Makato is used for the award plaques- Tom will take care of these.

Fees: Registration fee . Larry will ask the foundation to support student registrations again- consensus was that this was a great idea. This information will go out with the newsletter. Larry will line people up to help with registration. Larry is going to encourage people to register electronically by a registration form on the web page. Registration will then be paid upon arrival.

Country Suites may need to be contacted in case Holiday Inn fills up. Dan should include this in the newsletter.

Tom will send Larry the estimated room rental cost.

Jill is in charge of doing the program and Gregg will help with the program layout (before July 25). Packets can be donated by a college or someone can buy these. Information about convention, evaluation forms, certification, etc are included in the packets and usually are stuffed after the Sept. BOG meeting.

Convention 2005: Mankato was selected as the location. Larry had an inquiry about the possibility of Rochester as a future site. Tom distributed a summary of proposals from various locations in Mankato including Best Western, Country Inn and Suites and Holiday Inn (used last time CTAM was in Mankato).

Other: CTAM needs to find someone for the 4 year position on the MSHSL Board of Directors. Tom described the official process here (the information is on the web site with the bylaws). This person must attend a July meeting and a retreat in August. A reminder that CTAM does not cover any of the expenses of this person (i.e. cost of substitute teacher). Mileage and housing are covered by the League. Gregg will follow up as the current representative must begin this process and get a letter out soliciting nominations.

Request for Foundation Funds from the Playwrights Center. Tom distributed copies of this proposal. Motion was made and passed that Larry will follow up with the Foundation for an amount of $2500 and the Conference Registration form will include a place for the membership to offer donations (tax deductible) to the Playwrights Center. Karen will contact the Playwright’s Center about a panel session for the conference- Saturday, 10:45-12:00 noon session.

Discussion followed about CTAM membership getting the Communication Teacher downloaded on their computers. Tom will follow up with Dan.

Meeting was adjourned at 1:20 p.m.

Respectfully Submitted,

Karen P. Wilson, Secretary