TEI Members Meeting 2009: Board Meeting Agenda

Proposed Agenda

Saturday November 14, 1700-1900 EST (Turkish American Friendship Room, Shapiro Graduate Library)

  • 17:00-17:05 Initial Business
  • 17:05-17:30 Committees and Officers
    • Election/Confirmation of Officers (incumbents in brackets; links are to descriptions in Bylaws or Customs and Practices). Note: we can defer any conditional or complicated decisions on these positions until Sunday afternoon if necessary, after we have seen the scope of our plans for the year).
  • 17:30-18:15 Conference and Members' Meeting Debriefing

    In this section of the meeting, we will examine trends, themes and observations that arose during the course of the meeting. Were there any specific themes that developed in the course of the meeting? Papers or conversations that suggested interesting directions or plans we should consider? Aspects of the conference and meeting itself that should be retained, modified, or abandoned?

  • 18:15-19:00 Review of strategic items from London Board meeting

    In this section we will review some of the strategic decisions we made about priorities, plans, and new directions for 2009. What went well? What could be improved? Which remain open? Have events of the last year caused us to rethink any of our priorities from the last face to face? Are there new priorities? Are there modifications to old ones?

  • 1900 Dinner (Catered on Location)

Sunday, November 15, 1000-1600 EST (Turkish American Friendship Room, Shapiro Graduate Library)

  • 10:00-11:25 Reports (DP, VL [DO], LR, CR).

    Note: Since most of these were also discussed at the Members' Business meeting, the emphasis should be on highlighting things that should be drawn to the Board's attention.

    • 10:00-10:20 Chair's Report (incl. Membership for VL and AccessTEI (DO))
    • 10:20-10:40 Financials (DP)
      • 2009 Report
      • 2010 Preliminary Projection
    • 10:40-11:00 Council (LR)
    • 11:00-11:15 Web and Secretary (CR)
    • 11:15-11:30 Host Reports
      • Brown
      • Lethbridge
      • Nancy
      • Oxford
      • Virginia
  • 11:30-12:00 Selection of Standing Committees and Representatives
  • 12:00-13:00 Lunch (Onsite)
  • 13:00-13:55 Strengths, Weaknesses, Opportunities, Threats (SWOT) Roundtable

    In this section of the meeting, we will look at the strategic issues facing us: what opportunities, weaknesses, threats, and strengths do we see as Board members? On the basis of the members' meeting, and information covered Saturday evening and before lunch today, each member should prepare to suggest at least one area of strenght, weakness, opportunity, or ‘threat’ for us to consider. After we have written these up, we will look for commonalities, and ultimately rank the resulting list in terms of importance. For this section we should be thinking in broad terms rather than in terms of specific programmes or budget items.

  • 13:55-14:10 Break
  • 14:10-15:05 RFP Process
    In 2009 we asked with the four hosts whose terms were coming to an end to extend our current arrangement for another year. In 2010, we will be required to issue a Request for Proposals for the four host positions that are coming to conclusion. The relevant section of the Bylaws is VI.3:
    ...the Board of Directors shall select a minimum of four TEI-C Hosts, using a public Request for Proposals process. Hosts may be re-appointed for second and subsequent terms, but they must participate in the RFP process. In the event that a Host representative vacates one of the four Host seats on the TEI-C Board and there are at that time more than four Hosts, the remaining Hosts shall collectively select the replacement Board member. In the event that there are fewer than four Hosts, the seat on the Board shall be empty until filled by the normal Host selection process. In selecting Hosts, the Board of Directors shall respect those fundamental principles of the TEI-C calling for international and interdisciplinary representation. Hosts must be members of the TEI-C. Hosts shall serve for a minimum four-year term, and shall agree, in addition to a membership fee, to provide support services for the TEI-C and to organize, convene, or assist in TEI-C meetings. Hosts may also assist the TEI-C in recruiting members, raising endowment, providing training or consulting to members, and disseminating information and tools relevant to the use of TEI.
    As a first step in proposing an RFP for Hosts for 2011-2014, we should devote some time now to considering the support services this RFP should request. What services does the TEI require in the next four years? Given that the TEI has changed structurally and in terms of mandate since the Host positions were first established, we should start our deliberations by considering the question of services broadly, regardless of whether or not they fall under the ambit of a current host. We will then look once again for commonalities and, time permitting, consider how we would like to advance the process of designing suitable RFPs.
  • 15:05-15:15 Coffee Break
  • 15:15-15:45 Next steps

    In this section will will discuss how we would like the board to function this coming year and upcoming actions and deliberations (such as determining the 2010 budget)

  • 15:45-16:00 Closing remarks and comments
  • 16:00 Adjournment

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