BOARD OF PUBLICATIONS
Meeting Minutes
June 2, 2008
Paul Edwards called the teleconference meeting to order at approximately 9:15pm (EDT). Members present were: Ken Stewart, Jenine Stanley, Cindy Van Winkle, DeAnna Noriega; ex oficio members: Ron Milliman, Barry Levine; ACB Staff: Sharon Lovering, Earlene Hughes.
Approval of Proposed Agenda
Jenine Stanley moved to approve the agenda as proposed at the beginning of the meeting. The motion was seconded and adopted.
Approval of Minutes
Ken Stewart moved to approve the May minutes as submitted. The motion was seconded and adopted.
ACB Web Site
Paul reported that he and Acb webmaster earlene Hughes had discussed making changes to the web site, general principles for web site matters and the makeup of a working committee for these issues. Earlene noted that she cannot do anything to the web site without approval. As a paid contractor of ACB, she must follow established procedures for making changes. Earlene reports directly to Melanie Brunson. Ken noted that the BOP can set policies but Melanie is the only one who can give Earlene the go-ahead to proceed with changes. Earlene explained that she has some ideas for the general design of the site using style sheets for consistency and ease of updating material. Paul proposed the following persons to serve on a committee to review and recommend changes to the web site: Paul Edwards, Jenine Stanley, Ken Stewart, Sharon Lovering and Donna Pomerantz. Ken moved that Paul will inform Mitch Pomerantz and Melanie Brunson that he has made the decision to convene a committee made up of the recommended people. The motion was seconded and adopted. Paul suggested timelines of an initial report due by September 1, 2008. Earlene also reported that there will be a press release section with download links. On-line convention registration differs this year with a credit card authorization interface. There is no provision for on-line registration using checks or money orders but this will be discussed for 2009 using “E-checks”. There was a brief discussion regarding equity between the mailed registration forms and the on-line registration. The on-line forms are available the same day that the print forms are mailed. Paul noted that it would be helpful to have a series of articles detailing updates to the site and that those articles, including some on how to use the site more effectively be placed in a specific area on the site. DeAnna Noriega moved to accept Earlene’s report. The motion was seconded and adopted.
Candidates Page
Paul reaffirmed with Earlene that the candidates pages are taken down when the convention is over. Pages will be up by the end of the week.
Press Room
Sharon asked if members of the BOP in attendance at convention could work several shifts in the Press Room. She will talk with us individually about best times. At The time of the meeting it was not known where the press room would be located.
Other convention Issues
The convention newspaper will be called “The Louisville Post Dispatch”. Regarding the BOP meeting on Sunday, July 6, agenda items will include a discussion of the autonomous nature of the BOP, committee reports, a discussion of periodic conference calls for ACB members, and a discussion of Resolution 2005-15 including representatives from all committees named in that resolution to plan future activity related to its prescribed actions. Ken noted that he would like to have a discussion about how to better publicize the BOP and its roles and activities. Paul noted that he would send a general invitation to people attending the convention to attend this meeting and observe the BOP in action. Cindy and DeAnna will not be at the convention but will attend the meeting via conference call.
During convention, the BOP will need to establish who will represent it at the ACB board meeting at the end of the convention.
Barry Levine reported that Ray Campbell will introduce a resolution to abolish the Internet Oversight Committee. Jenine recommended, should this resolution pass, that the moderator for all ACB lists, or a duly appointed representative, should be named as an ex oficio member of the BOP.
ACB Radio Workshop
Jenine and Paul will discuss how to proceed with the workshop. Jenine will contact Chrissy Cochran about the workshop and invite her to attend the Sunday BOP meeting.
Candidates Forum
Jenine said that she would spearhead the redesign of the Candidates Forum. It was suggested that members of the BOP come up with five questions along with having an open suggestion box for questions from the membership.
Membership Brochure
Paul reported that Ardis Basyn had sent a draft of the brochure shortly before the BOP meeting but none of the members had received it yet for review. He noted that it was much improved from previous versions in formatting and structure. Following a discussion about contact from Acb President Mitch Pomerantz regarding this brochure and its approval, the BOP decided that comments on the most recent submission would be reviewed no later than Wednesday, June 4. Paul would get back with Ardis regarding the BOP’s position. Paul noted that he as chair could have been more expeditious in handling the approval process. The BOP thanks Ardis and her committee for their work and apologizes for its inefficiency in reviewing the brochure in a timely manner.
Jenine noted that it would be good to review in the Policy Manual revisions how we communicate with committees and others whose work must be reviewed and approved by the BOP.
Boilerplate Language:
Paul reported that Melanie Brunson did respond to Ken’s proposed boilerplate language regarding copyright issues for the Braille Forum. Her response however was unclear and they will continue discussion of the issue with the hope of getting final language for approval at convention.
PR Committee Report
Ron Milliman reported that the PR Committee completed the “Publicity Release Handbook for Affiliates and Chapters” and that Sharon is currently editing the copy for production by convention. The booklet is 53 pages in large print. Paul noted that it could be available for download at the information desk. The BOP suggested 100 large print and 50 braille copies also be produced along with an undetermined number of CDs containing brf, doc and txt files. Jenine moved to accept Ron’s report. The motion was seconded and adopted.
Sharon moved to adjourn the meeting at approximately 11:45pm (EDT). The motion was seconded and adopted.
The next meeting of the BOP will take place on Sunday, July 6 at 11:00 am (EDT) in the Galt House hotel, Louisville, Kentucky.
Respectfully submitted,
Jenine Stanley,
Recording Secretary