Revised June 21, 2010 American Association of the Deaf-Blind, Inc. Spring 2010 Meeting of the Board of Directors March 19-21, 2010 Brooklyn, Michigan Pursuant to due notice, the Board of Directors of the American Association of the Deaf-Blind, Inc. met in Brooklyn, Michigan on Friday, March 19, Saturday, March 20 and Sunday, March 21, 2010. The meeting was called to order 3:10 pm Friday, at 9 am on Saturday, and at 8:59 am on Sunday by President Dan Arabie. The following members were present: Dan Arabie, President Tim Jackson, Vice President Debby Lieberman, Secretary Mike Reese, Treasurer Karyn Campbell, Board Member Mark Gasaway, Board Member Lynn Jansen, Board Member Maricar Marquez, Board Member Jill Robe-Gaus, Board Member Dorothy Walt, Board Member Jamie Pope, Executive Director President Arabie opened the meeting by giving thanks to Holley Institute, Starbucks Coffee, Z-VRS, Sorensen Communications and Michigan Registry of Interpreters for the Deaf, Access Interpreting, Lions Club, and HumanWare for their generous sponsorship of this AADB board meeting. Minutes of the November 2009 meeting were approved as written. Reports President: No report. Vice President: Mr. Jackson reported that he is working with Mr. Pope and Ms. Angie Orlando to bring the SSP issue to Congress. Mr. Jackson is also working with Mr. Pope to include it on AADB’s website, facebook and vlog sites. Secretary: Ms. Lieberman reviewed EVP motions passed since the Fall 2009 board meeting. (See EVP Motions A-F below.) Treasurer: Mr. Reese reported 4th quarter 2010 total cash and investments of $147,966.10. As of March 3, 2010 cash and investments totaled $183,537.53. He pointed out that we need to work toward an increase in funds. Committee Reports Advocacy Committee: Karyn Campbell, Chair Committee members are Ms. Campbell, Randy Pope and Angie Orlando; a 4th member is on hold pending clarification on AADB membership status. Ms. Campbell submitted her report to the board prior to the meeting. She reported on the following: H.R. 3101, the Twenty-first Century Communications and Video Accessibility Act of 2009: There are now 42 co-sponsors; the number is slowly increasing, but more sponsors are needed. Health Care bill: SSPs, prescription access, devices and reimbursement for professionals are not likely to be included. Regarding VRS access, the committee is working with office staff to post information on our website, including how to file a complaint with the FCC as well as trying to get a summit with the FCC Awards Committee: Mark Gasaway, Chair Mr. Gasaway was recently appointed chair. There was no report. Executive Committee: Dan Arabie, Chair Committee members are Mr. Arabie, Tim Jackson, Debby Lieberman, Mike Reese and Jamie Pope. There was no report. Finance Committee: Mike Reese, Chair Committee members are Mr. Reese, Jill Gaus, Lynn Jansen, Dorothy Walt, and Jeff Bohrman. Mr. Reese submitted his report to the board prior to the meeting. Fundraising Committee: Jill Gaus, Chair Committee members are Ms Gaus, Mike Reese, Elizabeth Spiers, Chad Metcalf, Randall Pope and Marilyn Trader. FRC Sub-committee reports: House Party: Mark Gasaway, chair. An action plan was submitted to the board. After announcements in AADB Today and on AADB-L an individual in Minnesota expressed an interest in hosting a house party for the Minnesota deaf-blind community. Raffle: Dorothy Walt and Lynn Jansen, co-chairs; Angie Orlando, committee member. An action plan was submitted to the board. The goal is to raise $5,000-10,000; $700 has been raised so far. The committee will work to raise more funds and offer more prizes and hopes to begin ticket sales in the fall. Silent Auction: No report at this time. Sporting Event: Mark Gasaway, chair. An action plan was submitted to the board. Mr. Gasaway is working with Mr. Jackson. The goal is to get professional sports teams to designate AADB recipient of funds raised at a game. SSP Training Workshop and CD: Lynn Jansen, chair: The plan is to record training sessions and SSPs in action at the symposium. Income will include training fees and CD sales. Walking: Mark Gasaway, chair. Because several individuals have expressed interest in participating; the event may be changed from a single walker to a group walk. There was no action plan submitted. Wine and Cheese Party: Jeffery Bohrman and Paul Melloy, co-chairs. Details will be announced at a later date. Law Committee: Tim Jackson, Chair Committee members are Mr. Jackson, Dan Arabie, Maricar Marquez, Paul Molloy, and Randy Pope. Mr. Jackson submitted his report to the board prior to the meeting. It listed possible changes to Article IV Section 2, Terms of Office. (See below New Business.) Policy Committee: Lynn Jansen, Chair Committee members are Mark Gasaway, Tim Jackson, Debby Lieberman, Kelli Stein and Mike Reese. Ms. Jansen submitted her report to the board prior to the meeting. The committee is working on revision of Policy and Procedure Manual; the timeline for completion has been revised. Ms. Jansen will submit several sections at a time to the board for approval. Youth Committee: Dorothy Walt, Chair This is a new committee. Ms. Walt will report later when the committee is established and begins work. Executive Director Report, Jamie Pope Ms. Pope distributed copies of: Thursday’s Board Training presentation, Permission to Photo waiver form, and AADB membership brochures. Ms. Pope reported the following: 1. In addition to in-kind donations $9,800 in sponsorships was raised to pay for interpreters for this meeting. 2. Direct Mailing: We have received approximately $13-14,000 from the first direct mailing appeal. It is anticipated funds will continue to come in. The next appeal will be in April. 3. ZVRS and AADB have entered into an agreement which will help AADB with the Video Phone service. 4. Staff has been busy in meetings with the Federal Communications Commission regarding deaf-blind access to video relay, including the need for Communication Facilitators. Old Business There was no Old Business. New Business Finance: 2010 Budget Reset Six items were reset as detailed in report from Mr. Reese prior to the meeting. Changes in budget were necessary to cover costs stemming from donations that were received thru UDS after December 31st, 2009. The reset budget was approved. (See Motion 1 below.) Programs 1. SSP Service Proposal This is a direct service project with two goals: (1) to set up SSP training and certification at AADB national symposium, and (2) to provide SSPs in areas of the country that have no SSP program. The proposal includes hiring a project coordinator to manage direct SSP services and SSP training. Project details were submitted to the board prior to the meeting. The board approved the proposal. (See Motion 2 below.) 2. Symposium a. Schedule (Tentative): Saturday and Sunday morning (6/18-19) SSP training. Sunday (6/19) afternoon arrival, evening opening ceremony; Monday-Thursday (6/20-23) general business meetings in the mornings, presentations, workshops, exhibits, special interest group meetings; Tuesday and Wednesday evening activities TBD; Thursday evening banquet; and Friday (2/24) departure. The board approved the tentative schedule. (See Motion 3 below.) b. Master Action Plan. i) Registration: Katie Logan, with Randy Pope assisting. ii) Call for Papers and Activities: Elizabeth Spiers. Call will be November 2010. Deadline (tentative) March 2010. iii) Program Book: Elizabeth Spiers and Chad Metcalf. To be completed around May 2011. iv) Sponsors and Exhibitors: Sponsor levels to be announced this summer on our website. Letters to go out this fall. c. Registration fees [CLOSED]: Fees were set (See Motion 4 below.) Still to be determined are the daily rate, and if the banquet cost will be included in registration. Tentatively, registration fees will be announced in April, registration packets available in November. d. Exhibitor fees: [CLOSED]: Fees were set (See Motion 5 below.) e. Issues i) SSPs (1) Training: (2) Plan for paying for SSP meals and lodging: Meals: There are several ways to handle SSP food costs -- vouchers, per diem, SSP individual receipts.  Discussion ended with agreement that Ms. Pope will get more information on how the hotel handles vouchers.  The board voted to allow the board to discuss SSP meal policy. (See Motion 6 below.) Lodging: SSPs will register and request rooms through AADB. They cannot have a single room unless they pay half the room cost; AADB will pay for the other half. If SSP and Delegate room together, the delegate makes the reservation and pays full room cost for both; AADB reimburses the SSP. ii) Meals and lodging for planning committee chairs and assistants: The board agreed to pay for planning committee members’ meals and lodging. (See Motion7 below.) iii) Jr. AADB – DB teen/young adult: Several board members expressed support for the Junior AADB proposal submitted by Ms. Pope prior to the meeting. Ms. Pope and Ms. Walt, chair of the Youth Committee will develop project details and prepare a report for the fall 2010 board meeting. Board Scott Davert was appointed to fill the board seat vacant since Tom Sprinkle’s resignation. Jean Healey was appointed to fill the board seat vacated by Emily Vera. Committees Several standing committees are currently inactive: Multi-Media, Home Office and SSP. There was discussion, but no action was taken, on removing or renaming some of these committees. Mr. Jackson suggested creating a Programs Committee which would be chaired by the Vice President and include several currently working committees as sub-committees. No action was taken. The board voted to dissolve the Hispanic/Latino Ad Hoc Committee. (See Motion 8 below.) MOTIONS 1. Mike Reese (Maricar Marquez) moved that AADB board accept the new budget for 2010 dated as of March 20, 2010. Vote: Passed unanimously. 2. Maricar Marquez (Mark Gasaway) moved that the AADB Board of Directors approve the SSP Service Proposal. Vote: Passed with 8 in favor and 1 abstention. 3. Dorothy Walt (Lynn Jansen) moved that the 2011 Symposium tentative schedule be accepted as presented. Vote: Passed unanimously. 4. Karyn Campbell (Jill Gaus) moved that the AADB Board of Directors set registration fee for the 2011 symposium. Passed unanimously. [CLOSED] 5. Dorothy Walt (Jill Gaus) moved that the AADB Board of Directors approve exhibitor fees for the 2011 conference. Passed unanimously. {CLOSED] 6. Tim Jackson (Mike Reese) moved to allow the board to discuss SSP meal policy. Vote: Passed with 7 in favor, 1 against and 1 abstention. 7. Lynn Jansen (Jill Gaus) moved that we pay for planning committee meals and lodging at the Drawbridge Inn during the AADB symposium. Vote: Passed with 7 in favor and 2 abstentions. 8. Maricar Marquez (Lynn Jansen) moved that the AADB Board of Directors dissolve the Hispanic/Latino Committee effective immediately. Vote: Passed unanimously. Vote: Passed unanimously. EVP Motions A. Jan. 18, 2010. Mark Gasaway, (Maricar Marquez) moved that the AADB Board of Directors approve the proposal titled "2011 Symposium Fundraising Strategic Plan". Result: Passed with 10 in favor and 1 abstention. B. Jan 22, 2010. Emily Vera moved that the AADB Board approve to cancel the Spring Board Meeting at Michigan and re-consider having a VRS this Spring 2010. Result: There was no 2nd; the motion died. C. Feb 6, 2010. Debby Lieberman (Tim Jackson) moved that the AADB Board of Directors adopt the following definition of deaf-blind: Deaf-blind, or deafblind, is a combination of hearing and vision loss of any varying degrees that affects a person’s ability to communicate, get environmental information, participate in the community, obtain and keep a job, and maintain independence. Result: Passed with 9 for and 1 abstention. D. Feb. 8, 2010. Mark Gasaway (Jill Gaus) moved that the AADB Board of Directors approve the dissolution of the Ad-Hoc Committee effective immediately. Result: Passed with 8 in favor and 2 abstentions. E. Feb 10, 2010. Dorothy Walt (Mike Reese) moved that the AADB board approve the Technology proposal as written by the AADB office and submitted to the board in November, 2009 with the understanding grants will be solicited to fund this project. Result: Passed unanimously with 10 votes in favor. F. March 2, 2010. The board met in executive session by email to resolve a personnel matter within the Board of Directors.  A motion was made to resolve this issue, seconded, and passed with 10 votes in favor of the motion and 1 abstained.   Due to the sensitivity of this issue, details will not be disclosed. The meeting was adjourned 11:15 AM, March 21, 2010. Respectfully Submitted, Debby Lieberman AADB Secretary AADB Board Meeting Minutes Spring 2010 Page 9