• MIDTESOL Board minute from Saturday, March 23, 2002 (Ron L.)
• MIDTESOL Exec Board Meeting agenda (Ron L.)
• MIDTESOL Matters Editor’s Report (Karen S.)
• "MIDTESOL.org" Report (William E.)
• MIDTESOL Fall Conference, October 25 and 26, 2002 (Dennis M.)
• Ballot (as of June 25, 2002) (Tom R.)
• Status of MIDTESOL board (Tom R.)
• TESOL 2003 large postcards (Tom R.)
• The Legal Status of MIDTESOL (Ron L.)
• MIDTESOL Treasurer’s Report – Sept. 28, 2001 – March 16, 2002 (Cheryl E.)
• MIDTESOL Treasurer’s Report – Oct. 31, 2001 – May 31, 2002 (Cheryl E.)
• MIDTESOL Reimbursement Form (Cheryl E.)

9:10 Ron Long calls the meeting to order and board members do introductions.

• Ron apologizes for failing to provide breakfast for the meeting
• MIDTESOL as an organization received an award from TESOL for 25 years of being an affiliate
• Sheet of contact info for board members sent around to confirm members’ contact information
• Ron requested that board members review the constitution and bylaws in the nest few weeks so that officers become more familiar with the roles and duties of the positions and to help promote the duties of each office when doing elections, seeking nominations, etc.
• Ron reports on the legal status (fed. IS #, tax exempt status, bulk mailing, etc.) and has a handout on the status. Highlights:
• Ron is the "Registered agent" (will do till Dec. 2004), a form needs to be filed by each August to keep non-profit status (and pay $15)
• Employee Identification Number (end of accounting period is Oct. 31)
• $125 fee due each June to keep the bulk mailing status
• Missouri Sales Tax Exempt status has been achieved (only for official use, only functions in Missouri)
• Status with TESOL (a report needs to be submitted to TESOL each year with minutes and dues (approx. $200))
• Rosa Schutte (Brefeld) is still registered with her address for the IRS (no tax return is required so long as income stays below $25, 000)

• Discussion of tax exempt status and whether to apply for it in other states; also discussed how it is used
• Ron, Cheryl, and Barbara have copies of the letter containing the Tax Exempt # for Missouri
• Discussion of getting sales tax exemption in Iowa (Tom R. will look into this)

Conference Update:

• The fall conference will be held October 25 and 26, 2002 in Ames, IA
• Rooms available in Union and local hotels
• ISU will handle registration
• Sessions begin Friday evening
• Cash bar (not open bar) will be available Friday night
• Mary Lou McCloskey will be the plenary speaker (president of TESOL 2002-2003)
• Lunch at ISU Union
• The topic is "ESL and mainstream classroom teachers talking"
• More information is up on the web at www.midtesol.org

• The MIDTESOL travel award went to Christine Rosine (from the Catherine McCully Center in Iowa) (5 people applied for the award) She will attend the conference in Orlando, FL
• Cathy needs another committee member (from a state that is not Iowa preferably)
• Questions on applications for the award (2 good applications, 1 said wanted money but didn’t name which academy he/she would attend)
• The award is for the amount of $650
• Discussion of giving two smaller awards in place of one
• Deadline for travel award for MIDTESOL conference is Sept. 30

• Local report on Fall Conference and more discussion on conference
• Tom R. asked about tax-exempt status, if it would help, Barb said she would look into it
• Dennis M. will handle registration for pre-conference institute
• Issue of who to address checks to was addressed (for registration: ISU; for conference: TBA; it will be updated on the website)
• Discussion of certification forms (Continuing Education Units - CEUs) (last Fall participants were asked to have presenters sign off on their attendance form after attending individual sessions) – not all states recognize them

ISSUE: a policy for refunds needs to be agreed upon and put on the registration form

• Tom R. suggests we use the TESOL policy for MIDTESOL
• Cathy suggests one month before, refunds available minus $10 processing fee
• Cheryl suggests a date for the deadline (October 1 cut-off for refunds)
• Cathy moves the refund policy be refunds allowed till October 1 minus a $10 processing fee (Barbara seconds, all in favor, motion passes) – [this should now go on the registration form and each year a new date will need to be set]

ISSUE: Low membership in Iowa, no incentive to join MIDTESOL when attending conference

• Dennis moves that a non-member registration fee of $15 more be used (to promote people to sign up a for membership); Cheryl seconds the motion; (Clarification: do we need different prices for early and late); Dennis and Cheryl withdraw the motion
• Added issue will be the membership form, when people sign up for the conference the forms will go to ISU but the board members need the membership info
• The issue is to create an incentive to sign up early and apply for membership
• Cheryl moves that Dennis be given the power to work this issue out with the people at Iowa State; Cathy seconds; all in favor, motion passed

Facilities – a computer lab, Barb will give us a tour

• Barb wants to know if the lab will be needed on Saturday (will depend on proposals)
• Board members took a tour of the facilities

Barbara provided a cherry danish and almond banket for our enjoyment!

• Submitted the Treasurer’s reports
• Cheryl proposes that October 1^st be used as the time to change treasurer
• Cheryl said that the fiscal year should start November 1^st
• Cheryl would like to see a change in the bylaws to reflect this (to be brought up at the annual meeting at the conference.)
• ISSUE: Ron states we now have 3 fiscal years (one for IRS (tax-exempt) (fiscal year ending Oct. 31^st), one for non-profit (fiscal year ending in December); one in the bylaws (30 days after the Fall meeting.)) We should try to make these consistent
• Cheryl moves to change the end of the fiscal year to October 31^st, Cathy seconds; Barbara adds that we need to change the bylaws and Ron adds that we also need to make these changes to any legal documents; all in favor, motion passed
• Cheryl brings up the issue of possible inconsistencies in the bylaws in terms of officers and period of term
• Barbara notes that we need a description of the webmaster in the bylaws; DJ volunteered to work with Barbara on that
• Jane suggests that officers be announced earlier in the conference, before the general meeting so that new officers know their role before going into the general meeting
• ISSUE: in discussing the bylaws everyone needs a current copy of the updated bylaws (Constitution is on the website—not the bylaws)
• Dennis has the updated bylaws

• Next board meeting is on October 25^th
• Ron would like to see revisions go out to the group at least 30 days in advance so that they can be reviewed and then members can vote on them at the annual meeting
• Suggestion is to put revisions in the newsletter, Karen requested that it go in the newsletter
• Only the amendments will go in the newsletter, this will save space

• Cheryl brings up the issue of consistency in paying for Exec board (to attend meetings)
• Tom said that for board meetings mileage and room are paid; for the Fall conference one night would be paid (no mileage)
• Cheryl hands out the "MIDTESOL Expense Reimbursement Form"
• Cheryl moves we use the current Missouri mileage reminburesement rate for MIDTESOL; Barabara seconds; all in favor, motion passes
• Barbara moves that for the Summer Board Mtg, Exec. Members be reimbursed for mileage and hotel expenses; for the Fall Conference, one night hotel. Tom amends that board members are not reimbursed for mileage for Fall Conference. Cathy seconds the motion. William suggests that mileage also be included.
• Scratch everything – all withdrawn
• Barabara moves that board members may be reimbursed for mileage and hotel expenses to attend exec board meetings; William seconds the motion; no further discussion; all in favor, motion passed

Membership – Theresa not present. Karen has the new directories, they will be mailed soon.

• the proposed ballot will go out in August
• Karen notes that Laura Stallings’ term should end July 2003 not 2004
• We are in "dire need" of a president elect and socio-political concerns rep
• Jan Harris of the Inter Language Institute is willing to be considered
• Discussion of other possible people to recruit for elections and appointments
• ISSUE: where will the next conference be? The rotation is: Missouri, Iowa, Nebraska, Kansas; so the next one should be in Missouri
• From summer meeting notes, Cheryl has: "item #3 Iowa 1999, Nebraska 2000, Kansas 2001, Iowa 2002" (The correct order is Iowa, Nebraska, Missouri, Kansas) (the order was taken off due to TESOL)
• Discussion of holding the next conference (Fall 2003) in Nebraska (preferably Omaha or Lincoln)
• Ron suggests we set out where the conferences for the next four years will go:
• Fall 2002: Ames, IA
• Fall 2003: Nebraska
• Fall 2004: Missouri
• Fall 2005: Kansas
• Dennis moves that we re-accept the above listed rotation; Cathy seconds; no discussion; all in favor, motion passes
• Tom adds that we need someone to run for Secretary

• William gives us an update on the website
• Over 29,000 unique IP addresses accessing the website
• The travel award recipient articles seem to be the most popularly accessed
• See handout
• Tom asked about how to submit articles; William requested a Word document because it has the formatting and transfers easily to html (rtf also works well)
• Jane suggests that a calendar be put up on the MIDTESOL site, but William said that usually after it begins people stop sending updates of events
• William said that he could put up a "Coming Events" on the web page to fulfill this need

• Nothing to report, will contact us soon

• February, 18, 19, 20 the Iowa Culture and Language Conference will be held in DesMoines, IA
• Discussion of Title III
• The issue of getting publishers there too was discussed

Kansas Rep vacant, Nebraska Rep (Joan) not present

• Wants an April conference for the Missouri Spring TESOL meeting
• There’s a Fall conference for TACTICS - "Meeting the Needs of Exceptional English Language Learners" – September 20-21, 2002 in Lake Ozark, Missouri

• Karen asked to clarify information on the travel award
• Wants to include information on MIDTESOL finances; Ron will write something for the newsletter
• Need stuff on the "pat-on-the-back" and travel award to go in newsletter

• No report

• Where are we on the business of voting by e-mail
• Clarification: is this (e-voting) for board meeting or general. So this is not for the general only for board meeting
• Dennis moves that we accept e-mail voting for board issues; Cathy amends that in replies, replies only be sent to the president and he/she will deal with the "e-ballots"; discussion on the format; Barbara seconds; Dennis moves to pull the issue and table it; motion not carried

From agenda:

Official scouting period (covered)

Potential officers (covered)

Location and dates for future Fall meetings (covered)

• Do we want notepads and pens/pencils for giveaways?
• Decision is to make notepads and pens
• Cheryl moves we authorize the president to have manufactured notepads and pens for advertising purposes; Dennis seconds; all in favor, motion carried

• Time and location of the next Exec Board Meeting:
• Iowa State Memorial Union, Room ??
• Friday, October 25, 2002 1:00 – 4:00 pm
• Noon till 4:00 pm for the meeting; have social be noon – 1:00 pm with lunch provided
• Meeting is tentatively scheduled for the Regents Room

Expense forms for this meeting go to Cheryl:

Cheryl Eason

123 SE 245^th Road

Warrensburg, MO 64093-7816

eason@cmsu1.cmsu.edu

Ron declares the meeting adjourned at 12:42 p.m.