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National Council Conference Call – February 17, 2013

DRAFT MINUTES

Attendees: Larry Bremner – President Martha McGuire – Past President Tracy Fiander-Trask – Treasurer Wendy Rowe – Vice-President Doris Hancock – Newfoundland Representative Karen Rodrigue-Gervais – Quebec Representative Janet Ivory – Member Services Terry Spencer – Professional Development Myra Kandemiri – British Columbia Representative Brenda Stead – New Brunswick Representative Keiko Kuji-Shikatan – VP, PDP John Marshall – Saskatchewan Representative Lynn Burgess – Recording Secretary, Megram Regrets: Mary Kay Lamarche Cheryl Poth Brenda Wedge Amy Richmond

Larry called the meeting to order.

Larry asked if there is anything to bring forward at the meeting that is not on the agenda.

Terry brought forward a question regarding if there was a policy about translating documents. It was agreed that reports should be posted in both French and in English.

Action: Going forward, the reports will be translated and the English and French versions posted at the same time. The executive summary will be posted in both English and in French at the same time while the full report is in the process of being translated.

PRESIDENT’S UPDATE:

i. The revised work plan has been posted because of the transition, a number of dates have been revised.

ii. SQEP and International:

The international working group is in the process of identifying CES’s objectives of international involvement, existing commitments, priorities and financial implications.

It was suggested that SQEP prepare a paper for the international working group that provides different options for SQEP and CES-National to partner and to outline SQEP’s perspectives as to what CES-National’s role is on the international stage.

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It was recommended that a letter from the president be written to RFE to reiterate CES-National’s support.

Action: Martha will forward email correspondence with Francois to Larry. This will help to clarify what exactly was written.

Action: Larry will write a letter to RFE to clarify that CES is undergoing significant organizational change. One part of this organizational change has been to reassess CES’s role in various international organizations.

iii. Fellowship:

Dr. Bob Segsworth sent a letter from the Fellowship Advisory Committee which unanimously recommended Dr. Andy Rowe as the new fellow. Larry has already contacted Dr. Rowe informing him of the recommendation.

PAST PRESIDENT UPDATE

i. IOCE:

2015 has now been officially declared the International Year of evaluation. IOCE is currently undergoing a number of changes.

ii. International:

The international working group is currently in the process of putting together a business plan that outlines priorities, benefits, risks, and costs of our international involvement.

iii. Vice President Election:

Action: Martha will post a call for nominations for Vice President.

Action: Keiko and Larry will discuss the terms of the PDP transition.

Action: Keiko will draft a Terms of Reference for responsibilities for PDP to help with succession planning for this position.

Action: Keiko will stay in this position for another 4-6 months until a governance structure is established.

VICE PRESIDENT UPDATE

i. Conference 2013:

Workshop presenters have been selected; the call for presenters deadline has been extended. If anyone knows of possible presenters, please forward the information.

ii. Conference 2014:

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A contract with NCC has been signed for 2014 and reflects the policies approved in November at the Council meeting.

Council agreed to conduct a vote over the phone:

Wendy tabled a motion for Council to provide a final approval of the document: Policy Guidelines for Conducting the CES National Conference, that were approved in principle in November 2012. These guidelines are reflected in the contract for the 2014 conference and will apply to all subsequent conferences, until such time as they are revised by National Council

o Brenda seconded the motion. o Two members abstained o One member voted against the motion. o Motion was carried and passed

Action: Wendy to send a call for formal expression of interest to host upcoming conferences (2015, 2016, 2017). The document will be sent to Lynn for translation. Once translated the call will be posted on the web site and sent to chapter presidents. The call will mention that 2015 is the Year of Evaluation and that this may hold special requirements for the host.

TREASURER UPDATE

Action: Tracy to send information to Council members via email.

Action: Tracy to contact chairs of committees individually.

Action: Tracy to send financial update electronically.

Action: The budget needs to be finalized by Council before the next meeting. This will allow for an easier June meeting when presented to the membership.

MEMBER SERVICES UPDATE

i. CESEF-Case Competition:

CESEF has had a record number of teams this year with 29 teams. Round 1 was held on February 9.

ii. Journal:

The contract with the University of Calgary has been extended to the end of 2013.

Three journals per year were published until 2007. The number of publications per year following 2007: 2008: 2, 2009: 1, 2010: 3, 2011: 4, 2012: 7

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The University of Calgary has agreed to publish Volume 27, issues 1, 2, and 3 this year. Council must pursue alternate options for publishing Volume 28, issues 1, 2, and 3. Cheryl Poth and Robert Schwartz have agreed to work together to look at other options for next year.

iii. Diversity Working Group:

Action: Report to be posted on the Discussion Forum.

The SEEK award has been posted.

GOVERNANCE AND PROCESS UPDATE

i. Transition:

Mary Kay could not attend the meeting, but prepared a report for Council that was posted on the forum.

ii. Not-For-Profit Bylaws:

Megram is reviewing for CES.

Action: Megram will produce a document aligning CES with the new Not-For-Profit Corporations Act that can be brought to the members for June.

iii. Awards:

Mary Kay forwarded the nominees for the awards that she would like Council to vote on.

Action: Mary Kay will provide background information relating to the number of individuals allowed to receive an award (see attached).

iv. Definition of evaluation:

Action: Cheryl and Mary Kay to develop a draft definition of evaluation.

PROFESSIONAL DEVELOPMENT UPDATE

Terry had left the meeting, so Larry asked Brenda to speak to professional development.

i. Webinars:

Megram is looking into how they can host the webinars.

ii. ESS – RFP:

This is still in the early stages and will be reported to Council at a later date.

PROFESSIONAL DEVELOPMENT PROGRAM UPDATE

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Keiko is still reviewing the fast-track process. There are still about 13-14 who have yet to be reviewed and there are still more applicants being received. There is a need for a larger number of individuals to review the applications.

CHAPTER ISSUES

Action: Larry will send a portion of Ontario Chapter’s email relating to advice they received regarding financial reporting requirements to Council.

OTHER BUSINESS

There are plans to have one more executive meeting and one more Council meeting before the meeting in June.

Meeting adjourned at 4:20 PM EST.