Board Meeting Minutes

Virginia Association of Journalism Teachers & Advisers

Board Meeting Minutes — January 14, 2018

Petersburg, VA

Members Present: Erinn Harris, Meghan Percival, Emilee Hussak, Kristin Barnett, Dan Reinish, Charlotte Shiflett, Brett Hastie, Valerie Kibler, Lindsay Benedict, Roger Soenksen, Chris Waugaman, Carol Lange (Google Hangout) & Linda Mercer (Google Hangout)

Call to Order: (Meghan Percival) 8:20 AM

Chris moved to accept the minutes, Erinn seconded; all in favor – motion passed

New Voices Initiative: (Valerie Kibler)

Introductions: Val introduced initiative and what has been done so far
Val introduced Frank Lomonte
Frank Lomonte explained the process and how to get everyone on board. Frank has said that the timeline for starting the discussion is spring 2018 – then to continue the process so that legislation can be introduced in January 2019.

-Frank said that we need to find stories and examples of censorship problems.

-Legislators do not want to waste time finding examples.

-Find examples of why we need this law.

-Students need to surface and tell those stories.

Frank gave example of a Nebraska teacher’s approach of gathering topics that students do not cover due to fear of censorship.
Gather stories now so that we establish why we need this law now.
Also committee members need to become familiar with the law. We do not want to misrepresent the law. Need to know what the bills don’t do as well.

Thoughts from Frank as far as why this could be successful with legislators:
- Civic participation and whistle-blowing are generally not frowned upon.
- Not only is censorship wrong but it is also futile.

What is our first step? Roger Soenksen raised the question and suggested the following along with Carol::
- Carol Lange, Roger, Frank – draft an official bill started (talking points)
- On our webpage we need to establish a new voices section – and a list of supporters
- Val added that she has two journalists who would be able to speak when it comes time to present.
- If we could get school boards to agree to voice opposition to killing the bill when the time comes that would be helpful. Suggestion made to find which school boards in VA have student members.
- Roger suggested that… talking points should be brought together by Roger, Frank, and Carol.
- Roger thinks that we also need a template for collecting examples & we need to collect from other states the stories of success with the states who have passed legislation.

We already have several groups that are endorsing us. SPJ, ABA, English Teachers, etc.
Val reinforved that it is really important that we are careful as we spread the message.
Val and Carol discussed the opportunities at JCamp this summer to collect input from students. JCamp is from July 15th to July 19th.
Frank said that these bills do protect college students and advisers. The only people it does not apply to are private schools.
Val believes that we can make a list of potential contacts at universities and professional organizations.
Val also wants us to consider the principal’s association.
Suggestion – from a conservative standpoint address the issue of college campus speakers.

Treasurer’s Report: (Erinn Harris)

BANK ACCOUNTS:
$18,000 current balance
Does not include Kelly’s payment for jRetreat
We give away $1,800 for scholarships – Erinn encourages people to apply
We still have $4,000 after we subtract Maryland
Membership numbers

Website/Twitter/Facebook/Instagram Report: (Dan Reinish)

Dan has reorganized the menu to bring more of the focus on news items vs events and awards
Val mentions that we should have the info from jCamp that the students have produced from previous jCamps
Chris and Erinn gave an update and suggestions about social media content – get students to retweet etc.

jRetreat Update: (Meghan)

Anything more to do to get more people involved or refine program while everything is fresh in our minds
Erinn mention future topics and what advisers might want to learn about
- Val wants writing and editing
- Val liked the ability to go around to businesses to report
- Erinn wants writing more specifically focused like in the area of sports only because of coverage can be found for sports in yearbooks, newspapers, broadcast, etc.
- Val – suggests Bobby Hawthorne – motion by Val and second by Erinn
- Ammo has worked out very well as a location – members feel like that is a suitable place for future jRetreats

JCAMP: (VAL)

Trying to get prices down but everything is getting higher at JMU
Still working with middle schools and it is open to middle school students
Meghan wants to see how we can create a specific brochure for middle school kids
Lindsay wants to make sure that we do not promote in a way that scares off high school students
Cost is $475 to stay on campus right now – then $525 after the early bird deadline

Other New Business

Scholastic Journalism Week – Feb 19-23
Promote applying for the JOY of the year – due Friday, February 16th
- https://goo.gl/J6mFNn
VHSL Savadge awards due March 1st – find it under scholarship (click on Resources) https://www.vhsl.org/scholarships/
It would be a good time to reconnect with VHSL for New Voices
Meghan would like to move that Kristen be nominated as Associate Director
- Erinn second – all in favor
Meeting in May we need a new secretary
May 5th in person at VHSL

Meeting adjourned at 9:50 AM

Virginia Association of Journalism Teachers and Advisers
Board Meeting Minutes: May 6, 2017

10 a.m. – Albermale High School

Present – Linda, Carol, Eric, Emily, MKD, Val, Erinn, Charlotte, Meghan, Kristin

Call to Order: 10:06 Meghan Percival

Welcome and New Board Member Approval: Kristin Untiedt-Barnett (Marion Senior High School –Yearbook) – Val Kibler
Approval of new board members: Eric Slao & Kristin Untiedt-Barnett
Move Meghan second – Erinn – approved unanimous
Board Membership Status: – Erinn

– meeting attendance

– paying dues

NEW BOARD OFFICERS NOMINATION – Erinn – going out to general membership today / closing Friday at2 p.m.

Preparing slate:

Executive Director: Meghan Percival

Associate Director: Val Kibler

Treasurer: Erinn Harris

Secretary: Liz Staley

Treasurer’s Report provided in advance via email by Erinn Harris

Meghan will speak to Melanie Pincus about depositing check

-DC & MD status – in meantime we will continue to keep separate ledgers and support their professional development efforts

– lifetime membership starting August 2017 – $100 – put on materials

JEA Report provided by Erinn Harris

– new Executive Director, Kelly Glasscock (August 1)

Website/Twitter/Facebook/Instagram/ Email Newsletter Report provided by Erinn Harris
VHSL Report provided by Meghan Percival

– VHSL Meeting: May 10 – 2 p.m. – Val, Meghan & MKD

– Critiques due June 15

JCAMP Report provided by Val Kibler

61 registrations (13 non-Harrisonburg and middle school people)

NEW BUSINESS

Ideas for increasing membership – how do we sell?

Aware is the issue?

JEA Affiliate

JCamp (reduced cost)

JRetreat (reduced cost – bring more than one adviser, reduced cost)

VAJTA website

Network of people who are resources — Experienced adviser – contact

Adviser scholarship

You can all use help – here’s how we can help

***your school will pay – professional development

Broaden the scope – multimedia production, etc., AP Lang, television production

What does VAJTA / JEA membership offer you?

If you can’t get to a national convention…. Come to the state

Curriculum

Journalist of the year

Adviser awards

Initial phone calls:

Tell me your situation – start with that instead of trying to sell them something….

What are your goals?

Do you know what’s out there?

Then – we could Google Chat and share phone call

This isn’t necessarily a membership drive, once they see the value they’ll join

How do we get on the curriculum development people?

_____________________________________________________

Move ahead in designating an appropriate acronym who choose to purse acknowledgement for their involvement from VAJTA

MKD move – Meghan second all in favor

Wordsmith via Goggle Doc

A list of pathways

– Adviser award for JOY advisers

Please name who mentored you — Formal letter to principal of winners / notify local media

Meghan / Erinn approved / All approved

– Workshop sessions for JOY candidates at VHSL?

Meghan move / Erinn second / all approved

-Developing your portfolio starts early – nominate an emerging leader

Revisit in August

Regional?

One location? JCamp (same day as middle school)

Specific programing offered?

Who could run?

What’s the designation?

Write-offs at VHSL – state-wide winners

Each board member approach three advisers in their region in the fall

Charlotte / Erinn – approved

Charlotte is making the folders

VHSL MEETING

What can VAJTA do to support VHSL’s regional workshops?

Running write-offs

Offering speaker / programming – (esp. Savedge / JOY)

Other support?

Offer to help judge round 2 of Multimedia

Other speakers/ programming

Professional development

What can they do to support us?

Network to principals and more advisers

Contact info

Helping get out info about programming

JCamp marketing

RULES Clinic – share the professional development

Meeting with SPAC?

Lisa’s participation in our quarterly meetings – attendance (even digitally?)

12:31 adjourned

Board Meeting Minutes: April 3, 2017

Virginia Association of Journalism Teachers and Advisers
Meeting Minutes – Board Meeting: April 3, 2017
7 p.m. – Online Meeting via Google Hangout
Members Present: Meghan Percival, Chris Waugaman, Erinn Harris, Val Kibler, Mary Kay
Downes, Carol Lange, Judy Davis, Emily Hussack, Liz Staley

Treasurer’s Report provided by Erinn Harris

Our current balance is $22,026.85 in the checking account with an additional $11,395.77 in
the Edward Jones account. A slight decrease in both.
Separate from these totals we are currently holding the monies for the DC and MD from the
2014 national convention until they have their own checking accounts – each will receive
$5,972.16.
Erinn spoke to Val who spoke to Jessica Nassau, who is the new Maryland director, and they
are in the process of setting up their checking account so they can receive their funds
Erinn will be contacting the new JEA Director about what our next steps are if the DC group
doesn’t create an account to receive these funds
Motion to approve — Chris
Seconded by Judy

Membership Update

Liz – opportunity to do the separate appeal to Loudon for VAJTA only (Loudon County
teachers all got JEA memberships paid through the county
We brainstormed talking points for the advantages of a VAJTA membership (the Adviser’s
Retreat, the available scholarship for the JEA Adviser’s Institute)
Meghan recommended updating the membership flyer to include more actionable and specific
reasons for joining as listed above

JEA Report provided by Erinn Harris – Virginia state director

JOY Winners
- 1st – Melanie Pincus, McLean HS – $1000
- 2nd – Teagan Foti, Annandale HS $500
- 3rd – Nina Ranses, West Potomac $300
- Plaques have arrived and checks and awards will be delivered soon. We had discussed one of
  the board members close by could possibly go recognize the winner during their spring
  assembly?
Erinn suggested setting up some regional “How-To” sessions on the application process for
Journalist of the Year so students can work on creating their portfolios early and get feedback in
prep for the February submission deadline; the process is lengthy and requires students to start
creating those early in the year. Meghan suggested making it an Editor’s Institute by invitation
so that students feel honored to be included and can put it on their resume.
Val suggested rolling that info session into the proposed new model for the VHSL Fall
Workshops

Website/Twitter/Facebook Report provided by Erinn Harris

267 “likes” on Facebook page
New material is up on the JOY awards
250 Twitter followers, still have a good ratio
Our online activity has slowed over the winter, but Chris and others plan to keep it active
during the Spring JEA Convention in Seattle
Instagram is slowly growing; Meghan suggested having each staff submit a post on what
they’re up to at school or in their class to showcase what stories they’re working on currently;
Erinn suggested having entries emailed ([email protected]) and then a board member
would upload them weekly; Chris volunteered to start this project in the coming weeks
Erinn reported that the MailChimp newsletter is going well; only 2 or 3 people have
unsubscribed; she has been sending them out every 2 weeks or so; board members should
email her any info they want to include in future newsletters

JRetreat wrap-up

Chris is working on a wrap-up of the event with pics and will put them up on the website as
well as the social media accounts
Kelly Furnas has been invited to come to jRetreat 2018 and do a broadcast session
The folks at AMMO invited us back for next year to use their space again; Chris is going to ask
about their availability for Martin Luther King weekend 2018

VHSL Report

Meghan & MKD will look into setting up a face to face meeting with VHSL – ASAP
Chris mentioned that it looked like there were around 100 entries for the recent film festival,
the deadline was April 1; they posted info on their social media
The dates for the Road Show have been posted for October 2018 (Oct. 9, Oct. 11, Oct. 13)
Evaluations for publication critiques are DUE to VHSL June 15, 2017

JCAMP Report provided by Val

Numbers way down – what can we do to get the word out?
Erinn reported 5 to 6 early registrations; she has received some forms with no payment and is
going to follow up with those possible registrants
There were no paper mailings this year or last year; JMU has posted it on their Facebook
account and all info has been sent electronically through social media and email
Carol suggested reaching out to the English specialists in each county and sending snail mail
flyers that way to get the word out to advisers
Meghan suggested reaching out to Guidance departments to spread the word and advertising
it outside the publications department at our schools
Carol suggested reaching out to the Admin board member to reach out to other admin and
encourage especially new advisers to attend/send students; Val agreed to follow up with her
principal about this
REGISTRATION FEES: May 1 = $475 — June 1 = $525
DATES: July 15 (middle school – partnering with Regional Governors School) – July 16 – 20

VAJTA Awards – Meghan report

Meghan is working on nomination packet for VHSL Hall of Fame for Becky Sipos
$500 JEA Adviser Institute Scholarship – Amy Robb of Norfolk Collegiate School; Mary Kay
will take the lead on logistics and follow-up for the winner

OTHER NEW BUSINESS

Meghan was named to the NSPA Board of Directors
We need to put out a new slate of Officers — Meghan as Director, Val as Assistant Director,
Meghan as Treasurer/State Director, and Liz as Secretary — the bylaws stipulate that the slate
must be approved at the May meeting
Val suggested having a Member’s Business Meeting at each of the 3 VHSL fall workshops to
allow for face-to-face communication of our annual events and we agreed to continue doing the
January board meeting in person in conjunction w/ jRetreat

NEXT MEETING: We tentatively scheduled an in-person meeting for May 6 @ 10am at the VHSL in Charlottesville, VA; Meghan will check with Lisa to see if space is available

Meghan made a motion to adjourn; Chris seconded the motion

Board Meeting Minutes: August 20, 2016

Virginia Association of Journalism Teachers and Advisers
Board Meeting Minutes: August 20, 2016
10 a.m. – Online Meeting via Google Hangout
Board Members:
Present: Chris Waugaman, Meghan Percival, Linda Mercer, Liz Staley, Judy Davis, Carol Lange, Val Kibler, Erinn Harris,
Absent: Charlotte Wood, Cindy Prieto, Lori Cutshaw, Mary Kay Downes
Proceedings:
Meeting called to order at 10:05 a.m. by Executive Director, Chris Waugaman

-The May meeting minutes were approved (Judy made the motion, Linda seconded, passed unanimously.)

Treasurer’s Report provided in advance via email by Val Kibler
-Current balance is $23,748.25 in checking account with an additional $11,479.80 in the Edward Jones account.

Separate from these totals we are currently holding the monies for the DC and MD from the national convention until they have their own checking accounts – each will receive $5,972.16.

The Treasurer’s Report was approved (Linda made the motion, Val seconded, passed unanimously.)
JEA Report provided by Val Kibler

Yet to name an interim. Will get updated numbers after things settle down.

From Chris: Hotels in Indianapolis – main hotel is full and overflow are going fast – but rooms may free up around Oct. 1.
VHSL Report provided by Chris Waugaman

Rules clinics will be posted after September 1.

You have to be rules clinic certified for the film festival as well.

VHSL Regional workshop dates are posted

They’ve announced the Multimedia Contest Finalists

Website/Twitter/Facebook Report provided by Chris Waugaman

-Twitter – follower / following ratio = good

-Instagram was created at jCamp: VAMediaNow (only 12 followers)

-Discussion about audiences for the different social media platforms and uses for each

-Website – Chris proposed posting something about getting Student Journalist of the year portfolios started

-Facebook Live – Aaron Manfull is doing one every Monday – maybe something to think about for the future?

JCAMP Report provided by Val

-numbers were down from last year – need to work on marketing and getting more people there. Restaurant coverage was successful. Working with JMU to see if the dates could alter.

-perhaps see if we can market to other middle schoolers as well – good for recruitment!

JRetreat provided by Chris Waugaman

-Jan. 13 & 14, 2017 Sarah Nichols will come and teach design / redesign

-Chris W. will investigate Cameron Foundation and library space availability for 2017

-Agreed that the Sunday morning meeting at Demolition Coffee worked well

-Williamsburg for JRetreat 2018?

-Erinn will start publicizing now

-Meghan will put postcard together once jCamp dates are available (hopefully this week)

JDay discussion led by Chris Waugaman

-JDay 2017 – Judy’s school is available for March 24 and 25

-concern about numbers this year (we haven’t had a lot of participation from Norfolk / Tidewater / VA Beach schools in the past).

– Judy has experience hosting a conference at her school that usually draws about 60 students – Judy can contact local media professionals and local university journalism programs to see if they would present.

-Roundtable discussion about is this the best model? Best time? What would success be?

-Chris suggested that we send marketing material out for JRetreat and JCamp and then talk about how to proceed with JDay.

-Chris suggested we table this discussion for a month take a year off of jDay and work on a new model for 2018.

-Carol offered she would make the contacts with the schools and VHSL and support Judy in getting more people to come to March 24 and 25. Keep it the same model as Judy had before.

-Judy will contact her local contacts and gauge interest.

Next Meeting: Sunday, January 15, 2017 at Demolition Coffee in Petersburg (after JRetreat) at 10 a.m.

Meeting adjourned 11:52 a.m.

Board Meeting Minutes: May 15, 2016

Virginia Association of Journalism Teachers and Advisers Board Meeting Minutes: May 15, 2016 7 p.m. – Online Meeting via Google Hangout

Board Members: Present: Chris Waugaman, Meghan Percival, Dan Reinish. Mary Kay Downes, Linda Mercer, Liz Staley, Judy Davis

Absent: Val Kibler, Erinn Harris, Charlotte Wood, Cindy Prieto, Lori Cutshaw, Carol Lange,

Proceedings: · Meeting called to order at 7:02 p.m. by Executive Director, Chris Waugaman

-The January meeting minutes were approved (Mary Kay made the motion, Linda seconded, passed unanimously.)

Treasurer’s Report provided in advance via email by Val Kibler -Current balance is $22,704.25 in checking account with an additional $11,16.781 in the Edward Jones account.

These totals include money collected for JCamp registration that hasn’t yet been sent to JMU.

Separate from these totals we are currently holding the monies for the DC and MD from the national convention until they have their own checking accounts – each will receive $5,972.16.

TOTAL value of what we’re holding: $43,475.80

TOTAL value belonging to VAJTA: $31,531.48

. -The Treasurer’s Report was approved (Mary Kay made the motion, Liz seconded, passed unanimously.)

JEA Report n/a

VHSL Report

Meghan mentioned that Lisa Giles had told her that 100% full color printout were acceptable for the Multimedia Contest (instead of having to rip out pages from multiple copies of an $80 yearbook!)

Chris and Mary Kay reminded us that all publications entries must be received by June 15

Website/Twitter/Facebook Report provided by Chris Waugaman

-Facebook activity is fairly consistent (250 likes)

-Twitter – aprox 210 followers

-Story Archive. Great first one regarding Islamaphobia. We need to send out a reminder message and see if we can get content for remaining topics (especially as staffs archive and pull together contest entries for the year):

* 2016 Election Cycle

* Suicide Awareness

* Covering the Classroom

* Life after High School

* Summer Olympics

Chris mentioned that the story archive might be a great place for hosting some content from JCamp as well.

JCAMP Report provided by Chris Waugaman – June 26-30

-numbers are down from last year – 28 registrations without the middle schoolers

JDay provided by Meghan Percival

— attendance was about the same as the last two years that we held the event at Westfield

-with our three sponsors (Jostens, Herff Jones and University of Maryland) and registrations, we were close to the break even mark, even after paying our three keynotes, paying for travel and hotel expenses, paying for lunch, etc)

-Jday 2017 – Judy is attending the calendar meeting at her school (Norfolk Collegiate) tomorrow and will let us know via email if we can have JDay 2017 there March 24 and 25

-Host schools (Harrisonburg and McLean) have brought the most students in the past – some concern about how many we will draw to the Norfolk, but we are hopeful that we will draw some Richmond and Williamsburg area schools that have not come in the past

-Judy has experience hosting a conference at her school that usually draws about 60 students – so hopefully most of those kids will come. Judy also has contacts at the Pilot for speakers.

JRetreat provided by Chris Waugaman

-Jan. 13 & 14, 2017 Sarah Nichols will come and teach design / redesign

-Chris W. will investigate Cameron Foundation and library space availability for 2017

-Agreed that the Sunday morning meeting at Demolition Coffee worked well

-Williamsburg for JRetreat 2018?

New Business

-The one price membership for $115 that included VAJTA, JEA, JRetreat, JDay and a T-shirt was discussed. Judy made a motion, Liz seconded and it passed unanimously Meghan will update the flyer.

-Chris will write press releases for our awards that can be sent out after JDay

Next Meeting: August 20, 2016 at VHSL in Charlottesville at 10 a.m. Chris will email Lisa to confirm building availability.

Board Meeting Minutes: January 17, 2016

Virginia Association of Journalism Teachers and Advisers
Board Meeting Minutes: Jan 17,2016
8:25 a.m. – Meeting at Demolition Coffee in Petersburg (Judy joined us via Facetime)
Board Members:
Present: Chris Waugaman, Val Kibler, Erinn Harris, Meghan Percival, Dan Reinish. Mary Kay Downes, Cindy Prieto
Absent: Charlotte Wood, Linda Mercer, Lori Cutshaw, Carol Lange, Liz Staley
Proceedings:
· Meeting called to order at 8:25.m. by Executive Director, Chris Waugaman

-The December meeting minutes were approved (Mary Kay made the motion, Erinn seconded, passed unanimously.)

Treasurer’s Report provided by Val Kibler
-Current balance is $20,709.73 in checking account with an additional $10,821.75 in the Edward Jones account.

Separate from these totals we are currently holding the monies for the DC and MD from the national convention until they have their own checking accounts – each will receive $5,972.16.

TOTAL value of what we’re holding: $43,475.80

TOTAL value belonging to VAJTA: $31,531.48

Will vote on this digitally

. -The Treasurer’s Report was approved (Mary Kay made the motion, Judy seconded, passed unanimously.)

JEA Report provided by Val Kibler
-membership is holding fairly steady.

-Val suggested lifetime VAJTA membership for $100

-Will offer reduced rates to those lifetime members for programming

–(Val made the motion, Erinn seconded, passed unanimously.)

If you’re interested in the VAJTAT Lifetime mebership, please send a check made payable to VAJTA to Val Kibler at 1062 Dodson Road, Mt. Jackson, VA 22842.
VHSL Report

April deadline for film production contest (major points for Wells Fargo Cup)

The film festival is June 3-4

Chris mentioned that most of us do PSAs for our publications so that would be a good thing to enter

Chris checked dates for publications entries and they are staying constant at June 15

Website/Twitter/Facebook Report provided by Erinn Harris

-Facebook activity is fairly consistent (242 likes)

-Twitter – aprox 184 following / 196 followers (1,002 tweets)

-website blog posts have been brisk this month

-Move high up on website – jDay registration and info and jCamp – make sure links are live, etc. (March 1 is early bird deadline for camp)

-VAJTA Awards Feb. 15 deadline – get that high up as well

-Consider getting staffs involved on social media for scholastic journalism week

-Feb12 is student journalist of the year deadline (Erinn will be promoting via social media)

-Val will contact Mitch Eden regarding the suicide / depression awareness press kits so we can promote it
–Val suggested a common topic / issue – perhaps political / election coverage. Share on web – show kids from around the state how different schools are covering a similar issue.

JCAMP Report provided by Valerie Kibler – June 26-30

-instructors are all confirmed:

Kelly – design and redesign Lauren from SNO, Lori K.- writing, Chris – sports writing, Lindsay – writing, Meghan – leadership, Erinn – yearbook, Emily – broadcast, Bradley-photo)

-middle school kids again

-Val met with Gail Collins from the middle school. She’s asking that kids come in on Saturday to get acclimated. She also suggested that there be an intro for middle school kids for basics of journalism. How do we keep them moving, reporting while high school kids are cheing in?

-For Tuesday Val is setting up 5 different tours around the city (food trucks, ethnic restaurants, farmers market and farm, media one, and one other) Gail can handle the transportation / busses.

-March 1 is the early bird deadline ($425-March 1, $475-May 1, $525 June 1)

-Val is able to promote on Listserv this week

-Giveaways – reporters notebook and pen or pencil

-Perhaps print on front of our black t-shirts

JDay provided by Meghan Percival

— Kelly only needs room for Friday night

-Friday night sessions – Kelly redesign, Mike environmental portraits, Carrie – finding good stories, telling good stories)

-Need to get on awards

-Nominate Frank for friend of (Sam / Chris will write)

-Val will take care of airfare for Carrie and Kelly

-Jday 2017 – Judy offered Norfolk Collegiate – will investigate if space is available – March 24 and 25 is a possibility

JRetreat provided by Chris Waugaman

– Suggestion for 2017 – livestream some of the events – Especially great for our broadcast folks to try

-For 2017 Sarah Nichols will come and teach design / redesign

-Chris W. will investigate Cameron Foundation and library space availability for 2017

-Williamsburg for JRetreat 2018?

New Business

No new business

Next Meeting: May 23 online

Meeting adjourned 9:34 a.m.

Board Meeting Minutes: December 21, 2015

Virginia Association of Journalism Teachers and Advisers
Board Meeting Minutes: Dec. 21,2015
5 p.m. – Online meeting using Google Hangout

Board Members:
Present: Chris Waugaman, Val Kibler, Erinn Harris, Meghan Percival, Linda Mercer. Mary Kay Downes, Liz Staley, Judy Davis, Carol Lange
Absent: Charlotte Wood, Dan Reinish, Lori Cutshaw

Proceedings:
· Meeting called to order at 5 p.m. by Executive Director, Chris Waugaman

-The August meeting minutes were approved (Mary Kay made the motion, Erinn seconded, passed unanimously.)

Treasurer’s Report provided by Val Kibler
-Current balance is $21,797.93 in checking account with an additional $10,916.64 in the Edward Jones account. Separate from these totals we are currently holding the monies for the DC and MD from the national convention until they have their own checking accounts – each will receive $5,972.16.

Membership 84 – JEA; 40 VAJTA

. -The Treasurer’s Report was approved (Mary Kay made the motion, Judy seconded, passed unanimously.)

JEA Report provided by Val Kibler
-membership is holding fairly steady.

-encouraged everyone to look over the list and see who we might need to reach out to for re-upping their membership.

-NSPA and JEA dual initiative with both boards to reach out to real poor areas of the country – just in initial stages yet.

Website/Twitter/Facebook Report provided by Erinn Harris

-Facebook activity is fairly consistent

-Twitter – aprox 184 following / 194 followers (1,002 tweets)

-website blog posts have been slow but we’ll revisit in the new year

-Move high up on website – jDay registration and info and jCamp – make sure links are live, etc. (March 1 is early bird deadline for camp)

-VAJTA Awards Feb. 15 deadline – get that high up as well.

JRetreat provided by Chris Waugaman

-Chris heard from contact at Cameron Foundation – date and space is confirmed

-Historic house can be reserved for events (may investigate for use)

-Meghan will pick up and drop off at airport

-Val will check with Mark about any special needs

-Chris recommends the Hilton Garden Inn Southpark Blvd.

-Sunday meeting at Demolition Coffee

-Saturday lunch – order ahead and pick up is a possibility

-Val has shirts (will bring for all-inclusive members)

-Maria’s on Friday

-Chris will email Mark about spots for photography

-Meghan will reserve room for Mark

-Meghan will send Carol a PDF for jRetreat

JCAMP Report provided by Valerie Kibler

-instructors are all confirmed

-middle school kids again

-locked in rooms and meal costs went up a tiny bit – but able to keep the costs the same

-SNO offered a person to help with website and a free website just for jCamp

JDay provided by Meghan Percival

-space and

-Val will take care of airfare for Carrie and Kelly

New Business

VAJTA Awards deadline is February 15

Send Erinn a blog post

–· Meeting adjourned at 5:34 p.m.

Next Meeting: January 17 in-person in Petersberg at JRetreat– 8 a.m.(we can facetime with others who are not able to make it)

Board Meeting Minutes: August 22, 2015

Board Members:
Present: Chris Waugaman, Val Kibler, Erinn Harris, Meghan Percival, Linda Mercer. Mary Kay Downes, Liz Staley, , Dan Reinish, Charlotte Wood
Absent: Lori Cutshaw, Judy Davis, Carol Lange, Jan Barrett
Proceedings:
· Meeting called to order at 10:09 a.m. by Executive Director, Chris Waugaman

-The May 2015 meeting minutes were approved (Mary Kay made the motion, Valerie seconded, passed unanimously.)

Treasurer’s Report provided by Val Kibler
-Current balance is $38,305.18 with an additional $10,995.78 in the Edward Jones account. Part of these totals we are currently holding the monies for the DC and MD from the national convention until they have their own checking accounts – each will receive $5,972.16. This account balance also includes monies collected for jCamp that will go to JMU.

. -The Treasurer’s Report was approved (Erinn made the motion, Mary Kay seconded, passed unanimously.)

JEA Report provided by Val Kibler
-membership is holding fairly steady.

VHSL Report reminders provided by Chris Waugaman

– Rules Clinic required and needs to be done by October 31^st.

“Rules clinics for media advisers will be online (http://www.vhsl.org/rulesclinics.page199) for 2015-16, available after September 1, and must be completed by October 31. Advisers who submit a publication for evaluation and fail to complete a VHSL rules clinic prior to submitting must complete the clinic and pay a $50 fine before evaluation will be completed.”

*Val commented that if rules clinic could go live earlier so that teachers could complete it before students arrive that would be great.

– Regional Championships Oct. 5 – Fredericksburg, Oct. 6 – Roanoke, Oct. – 9 Richmond

-Erinn has posted to our VAJTA social media accounts about finalists for the Multimedia Contests (still waiting on yearbook finalists to be announced)

-Meghan made mention that we may want to pass along word to Lisa, VHSL and the Scholastic Publications Advisory Committee about something she noticed in regards to Wells Fargo Cup points and the new Film Fest competition. Had Princess Anne (5A) only competed in the FilmFest, they would have placed third in Wells Fargo standings with 215 points. This seems to place really great importance on the Film Fest competition since in the other events (publications, theater, creative writing…) a school can’t come in both first and second place (and third…) . Is there any chance that this scoring model for the Wells Fargo Cup might be revisited so that the Wells Fargo Cup will continue to recognize schools who demonstrate excellence in a variety of VHSL’s Academic competitions and not place such overwhelming importance on this one event?

For the five activities involving team champions — scholastic bowl, creative writing, debate, theatre and forensics — points are awarded on the following basis: first place, 50; second place, 45; third place, 40; fourth place, 35; fifth place, 30; sixth place, 25; seventh place, 20; and eighth place, 15.

Scoring for publications is based on the ranking earned in the League’s evaluation service: Trophy Class, 35; First Place, 20; Second Place, 5.

Website/Twitter/Facebook Report provided by Erinn Harris

Blog Posts:

-Sam Hedenberg posted a few blog updates from the Adviser Institute – they are posted to the website

-Judy should have a blog post soon, as should Chris (equipment sign out sheets)

– Erinn will review our content and see what needs we have for blog posts:

Here is the Google form for sign-ups: http://tinyurl.com/2016BlogPosts

If you want to see what other people have volunteered to do, here’s the spreadsheet that the form is populating: http://tinyurl.com/2016BlogSpreadsheet

237 likes on Facebook

Twitter ratio is getting closer to 50/50 follower / following ratio

JCAMP Report provided by Chris Waugaman & Valerie Kibler

– 2016 date: June 26-June 30

2015 JCamp = -88 students strong

Partnership with Valley Regional Governors School = 37 middle school kids (really positive feedback from middle school partnership)

JMU was fabulous to work with. They allowed us to check out broadcast equipment at beginning of the week.

Check out — JMUjcamp.wordpress.com

JRetreat – January 15 & 16

Mark Murray is confirmed for a hands-on photography workshop.

Location: Petersburg’s Cameron Foundation (Meghan made a motion that we donate $150 for use of the building. Liz seconded. Passed unanimously.)
Get Diet Coke
Chris will reach out to North Carolina folks
Meghan will send reminders out to people who registered last year
Chris made a motion that we print Vista print postcards with programming for the year – 1,000-1,500. Erinn seconded, passed unanimously. Meghan will order.

-Meghan made the suggestion that we order in for food (Long Street Deli) to save on travel time and more networking. All agreed.

-Val will talk to Mark about making travel plans. We also mentioned the need to talk to Mark about limiting walking, a rain / snow plan, etc

J-Day – at Westfield High School on April 22 & 23, 2016

All three keynoters are confirmed: Kelly Furnas, Carrie Faust and Mike Simons

FRIDAY NIGHT INTENSIVE: To increase numbers in the three sessions of our keynoters, it was suggested and all agreed that for the Friday night intensive we eliminate Chris’ session. Possible Intensive options: Photo – Mike; Redesign workshop – Carrie; Writing – Kelly

KEYNOTES: Val recommended that Kelly present about what’s new and trendy, cutting edge.

Meghan suggested that we replace our second keynote with a screening of “Taking the Lede” , a documentary about scholastic journalism. Erinn seconded this suggestion. Chris sent an email to see about the possibility. (https://newscorpsdocumentary.wordpress.com/)

If the documentary doesn’t work out, we thought Carrie & Mike might co-present about team building, building community.

VAJTA Programming Sponsors – jDay sponsor contract

Meghan suggested that we consider moving away from jDay sponsors and look to having year-long programming sponsors. Right now we have a $500 level and a $250 level sponsorship but all that gets them is an ad in the paper program for jDay, name and logo on the T-shirt and “exhibit space” at jDay.

Changes to the current jDay contract will include:

-remove logo on t-shirt and program ad for jDay

-Replace with Guidebook sponsor page that can include a link to their website (Dan will investigate sizes and count for Guidebook)

-Space (a “website widget”) on the VAJTA website that will rotate amongst sponsors (Erinn will investigate sizes etc. for webpage)

(Mary Kay made the motion to make suggested changes to the sponsor contract, Erinn seconded, passed unanimously.) After receiving info listed above, Meghan will update contract and send to board for final approval.

T-shirts

Instead of a year specific jDay T-shirt, Meghan suggested we order T-shirts that do not have a year or specific event so we can sell them year-round (possibly on the website?) and sell for multiple years.

Meghan made a motion we order 100 T-shirts using the “Virginia Student Press” logo from two years ago. Erinn seconded. Val will investigate cost and colors with T-shirt vendors.

Gravity Forms / Event Manager

At the suggestion of the board, Dan investigated both Gravity Forms and Event Manager as possible tools for helping us with registration for events. He found that while Gravity Forms was slightly cheaper of the two, Event Manager might be more user-friendly. Meghan made a motion that we get Event Manager for jRetreat to test it out. Erinn seconded it. Passed unanimously. Dan will purchase and figure out how best to implement.

Membership Outreach

Val suggested that board members might try to identify two sister staffs this year – one we think we might be able to help and one we might find aspirational. Look for ways to work together (Skype, care packages, connecting staffs, etc)

Additional Board Members

Both Val and Mary Kay will ask their principals about representing administrators on the VAJTA board (both of their principals have recently been recognized as supporters of scholastic media)

Charlotte will reach out to professional press contact for possible representation on the board.

Next Meeting: Monday, Nov. 16 – 7 p.m. online

Winter Meeting: Sunday, Jan 17 at jRetreat – in person.

-· Meeting adjourned at 12:32 p.m.

Board Meeting Minutes: May 26, 2015

7 p.m. – Online meeting using Any Meeting/ Google Hangout

Board Members:
Present: Chris Waugaman, Val Kibler, Erinn Harris, Meghan Percival, Linda Mercer. Mary Kay Downes, Liz Staley, Judy Davis, Carol Lange, Dan Reinish
Absent: Charlotte Wood, Lori Cutshaw, Karen Swortzel, Abrianna Nelson
Proceedings:
· Meeting called to order at 7 p.m. by Executive Director, Chris Waugaman

-The March meeting minutes were approved (Mary Kay made the motion, Valerie seconded, passed unanimously.)

Treasurer’s Report provided by Val Kibler
-Current balance is $29,802.90 with an additional $$11,157.15 in the Edward Jones account. Separate from these totals we are currently holding the monies for the DC and MD from the national convention until they have their own checking accounts – each will receive $5,972.16. This account balance also includes monies collected for jCamp that will go to JMU in July.

. -The Treasurer’s Report was approved (Erinn made the motion, Mary Kay seconded, passed unanimously.)

JEA Report provided by Val Kibler
-membership is holding fairly steady.

-If we have any awards people we want to submit for JEA Awards we should start thinking about those soon and pass names onto Awards Committee Chair Mary Kay (Mary Kay sent email with names of awards that have a July 15 deadline during the meeting to all board members).

-We have everything set for Sam Hedenberg, our JEA Advisers Institute scholarship winner, for attending the Institute (already received receipts). He has offered to live Tweet/ blog about the experience.
VHSL Report reminders provided by Chris Waugaman

– Publication Evaluations Deadline is RECEIVED BY June 15th

– Online Deadline October 15th

Website/Twitter/Facebook Report provided by Erinn Harris

-Facebook 235 likes

-Twitter – aprox 184 following / followers

-got a shout out from School Newspapers Online for incorporating blogs

-Chris Waugaman is doing a blog post about first year ybk adviser distribution

-Lori Cutshaw promised a blog post for May so Erinn will follow-up

-Judy is going to do a blog post about one-to-one and meditations on independent school journalism (especially timely since VHSL just decided that private schools can join).

-When we meet in August we’ll do another sign-up by month for blog posts.

JCAMP Report provided by Chris Waugaman & Valerie Kibler

-69 signed up (37 middle school kids)

-All of the flights are paid for from the Treasurers report. Still need to pay instructors and JMU.

-Still waiting on dates for 2016 and 2017 from JMU

Working on finalizing what broadcast equipment is available.

Summer 2015 www.jmujcamp.wordpress.com

Twitter #jmujcamp

JRetreat – January 15 & 16

Mark Murray has agreed to do a hands-on photography workshop for next year.

Location: Petersburg’s Cameron Foundation
Chris noted that these hotels are closer and nicer than the ones many of us stayed in last year: Hotel: Hilton Garden Inn Colonial Heights 1-804-520-0600 (No Group Rate) $129 a night

Comfort Suites Southpark Colonial Heights (804) 520-8900 (No Group Rate) $104 a night

Friday night social at Chris’s house
Start promoting jRetreat this summer on the Listserv and for the North Carolina people!

New Business

VAJTA Programming Sponsors – jDay sponsor contract

What could we offer program sponsors moving forward? (for the purposes of rewriting the contract we need to know what we can promise vendors)

Banner ad space on webpage (could rotate)
Name and logo on T-shirt (Meghan mentioned we might consider creating a t-shirt that is less specific to jDay and more universal to our programing for the year so maybe we could sell them year round, get a better deal on them, not end up with extras…)
Logo or ads on jRetreat and jCamp materials in addition to jDay (not sure what this means exactly)
Logo on our PowerPoints that start the day /before the awards ceremony at jDay and jCamp?

Moving forward:

Carol urged caution – that we make sure we are inclusive in our invitation to all potential vendors
It was suggested that we create a Google Doc to brainstorm groups to contact (printers, photographers, schools, etc). Erinn will create the Google Doc.
Judy and Val suggested that once the contract and promises are finalized we create a uniform pitch so multiple members of the board could reach out to their contacts.
Chris will reach out to members of the Programming Committee to see if there is someone willing to be the point person for all sponsors so they know where to send their stuff (logos, money, etc)

Other New Business

Dan Reinish was nominated as a new member of the board. (Erinn made the motion, Judy seconded, passed unanimously.)

Val introduced us to Survey Gizmo and Events Planner and Gravity Forms – programs she head about from Aaron Manful. Dan agreed to investigate, and check out free options, particularly those that are synched with WordPress.
Meghan suggested we move all deadlines for Adviser Awards and the Adviser scholarship to Feb. 15 – easier to promote one date, we can make a big presentation of the scholarship at jDay and by moving the dates up we might have a better chance of getting these award winners to attend and speak at jDay. Linda made the motion, Liz seconded, passed unanimously.)

Motion to continue the JEA Adviser’s Institute scholarship – $750 to one member. (Erinn made the motion, Linda seconded, passed unanimously.)

Carol recommended we continue to look for administrative representation on the board – Chris will reach out to Chuck Stevens at Lee-Davis.

-· Meeting adjourned at 8:15 p.m.

Next Meeting: August 22 in-person in Charlottesville at VHSL headquarters – 10 a.m.

Board Meeting Minutes: November 19, 2014

Virginia Association of Journalism Teachers and Advisers
Board Meeting Minutes: November 19, 2014
7 p.m. – Online meeting using Google Hangout

Board Members:
Present: Chris Waugaman, Val Kibler, Erinn Harris, Meghan Percival, Liz Staley, Karen Swortzel, Abrianna Nelson, Linda Mercer.
Absent: Charlotte Wood, Lori Cutshaw, Mary Kay Downes, Judy Davis

Proceedings:
· Meeting called to order at 7 p.m. by Executive Director, Chris Waugaman

-The August meeting minutes were approved (Meghan made the motion, Erinn seconded, passed unanimously.)

· Treasurer’s Report provided by Val Kibler
-Current balance is 20,744.01 with an additional $10,951.45 in the Edward Jones account.

-Val noted that we are still holding several thousand dollars of income from the national JEA/NSPA conference. When final monies are paid from NSPA/JEA, we will be writing checks to D.C. and Maryland for their portion of local committee income. The local committee money will be split: 50% to Virginia, 25% to MD to 25% to DC.

-The Treasurer’s Report was approved (Meghan made the motion, Erinn seconded, passed unanimously.)

· JEA Report provided by Val Kibler
-membership is holding fairly steady – 8 VAJTA 51 JEA and 55 both.

-Val shared a Google Doc with membership info and encouraged everyone to reach out to people in their area. Also to remind people who have let their membership lapse. All of our great programing (jRetreat, jDay, jCamp) and the JEA curriculum are all good reasons to join.

VHSL Report provided by Lisa Giles

-Lisa did not email anything.

Website/Twitter/Facebook Report provided by Erinn Harris & Chris Waugaman

-Erinn thanked board members for providing lots of great blog content. Erinn will be posting a blog post from Charlotte Wood soon. More blog posts are encouraged.

-The iPad was mailed to the NSPA/JEA raffle winner. Secondary winners (jCamp, etc) were also contacted.

-Earned a few new followers on Twitter after the convention.

-Erinn live Tweeted the NSPA Awards Ceremony – celebrating our Virginia honorees.

JCAMP Report provided by Chris Waugaman & Valerie Kibler

-Nothing new to report right now.

JRETREAT – discussion

– Planning is complete and Aaron Manfull is ready to go.

-Aaron has flights – Erinn and Meghan will pick him up at Dulles and return him to Reagan.

-A hotel room has been booked for Aaron.

– The registration Google Doc is live and accepting registrations (Meghan has already successfully registered). Erinn will embed the Google Doc on the webpage.

-Both locations should have LCD projectors but Chris will bring a back-up. Aaron will try to connect with other advisers around the country via Google Hangout or some other technology. Val will see about getting members of the JEA and NSPA boards, who will be meeting that same weekend, to also connect with us if the schedule allows.

NSPA/JEA DC Convention Wrap-Up– discussion

-Lots of positive feedback from pros, advisers and students about the convention.

-Break with a Pro went really smoothly – Erinn, Meghan and Jay already sent materials and lessons learned to Kelly Furnas and the Denver and Orlando convention folks.

-Lots of good feedback about trivia and trolley tours.

-The most negative comments were about the sound issues during opening ceremony and people being turned away from the opening ceremony because all seats were taken.

-Some changes to on-site critiques and also how NSPA / JEA will work financially with the local committee in the future.

JDAY Report provided by Meghan Percival

-Meghan sought volunteers to help with JDay and the following people have agreed to help:

Programs – Dan Reinish

Registration – Liz Staley

Write Offs – Erinn Harris

Space – Anthony Whitten

T-Shirts – Mary Kay Downes

Keynoters – Val Kibler

Vendors – Karen Swortzel

Best Of Show – Abrianna Nelson

Speakers – Chris Waugaman

-We’re all set with the location (Westfield) and keynoters.

-Meghan will reserve rooms for the keynoters at the Marriott (seemed like a great location last year).

Still looking for help with Lunch and Promotions

New Business– discussion

-JEA Awards deadlines for Rising Star is approaching (Dec. 15) – discussion of Virginia advisers we might be able to nominate.

-Erinn recommended everyone send a survival tip for making it through the winter. Val recommended asking for 5 favorite things from the convention. Meghan suggested creating a Google form so we could get quick answers from lots of people for future blog content.

-Val would like us to solicit more entries for Journalist of the Year.

· Meeting adjourned at 8:06 p.m.

Next meeting: Saturday, March 7 at VHSL in Charlottesville.

· Minutes submitted by Secretary, Meghan Percival

VAJTA BOARD MINUTES AUGUST 23, 2014

Present: Chris Waugaman, Mary Kay Downes, Valerie Kibler, Linda Mercer, Lori Cutshaw, Judy Davis, Charlotte Wood, Jan Barrett, Carol Lange, Abrianna Nelson, Erinn Harris, Meaghan Percival, Karen Swortzel, Liz Staley.

At 10:08 Director Chris Waugaman called the meeting to order and welcomed all. Each one introduced themselves to the group.
There was a vote to officially approve Karen Swortzel to the board. It was unanimous.
Chris said all board members are now listed on the web page.

The minutes of the May online meeting were approved.

Val had sent the treasurer’s report via email the night before. She summarized it for the board. The Edward Jones account is up. We still owe ca. $11, 000 for jCamp, and $2,500 is seed money for the national convention. After all is taken care of, we should have ca. $10,000 left in the account. Her report was approved as presented.

Val gave the JEA report. Memberships–61 JEA, 43 VAJTA, 43 both. She will be contacting those whose memberships have expired. She will send out a list of activities to the board to use to recruit members.
Meghan mentioned a discount for early joining, a list of benefits including the JEA curriculum. Val asked each board member to reach out to local advisers about joining.
VHSL should have a list of athletic directors who must submit names for rules clinics. Can schools pay for advisers memberships? Folks are encouraged to ask.

Lisa had provided notes about VHSL events.
Rules clinics are now available online–http://www.vhsl.org/rulesclinics.page199 through October 31. Failure to complete 100% of the clinic and subsequently submit for evaluation will result in a $50 fine.
Regional Media Championships–10/6 Fredericksburg, 10/8 Roanoke, 10/10 Richmond. Speakers include Logan Aimone, Deanne Brown, Bruce Watterson, Mitch Eden, Michelle Coro. Costs are the same.
Multimedia Contest finalists are announced on the VHSL website. If you have finalists, please send spreads to Lisa Giles for inclusion in the RMC Awards Luncheon presentation.

Judy Davis said private schools have no competition anymore within VHSL. They are looking for other organizations to join.

Website, Twitter, Facebook reports given by Erinn. Posted tweets on our account –VAJTA1–following ca. 150, followers ca. 121. Val suggested making it a class assignment to follow VAJTA on Twitter.

Website– “We the Media” updates will be posted soon. DC convention info moved to top. She asked Chris to put earliest events first.

Erinn asked board members to write a blog post. Meaghan will do August, Abri will do Sept. as will Val. Chris will do broadcast Sept./Oct. Others will sign up, too.
Mary Kay asked how to do the blog post. Erinn will send a form which participants can send to her. Val suggested sending a mug shot to go with the articles.

jCamp report–Chris said JMU treated them wonderfully. He complimented Val’s staff for their work as counselors. Some campers returned for a second time. VAl saiod it was the best year so far. The kids evaluations were very positive.
jCamp will be July 12-15, 2015 at JMU. Val wants to recruit more kids, esp. from wider area–other states.

JEA/NSPA DC Convention– Registration booklets will go on line next week. The hotel block is already full! There will be Sept. /Oct. meetings to finalize things.
Carol discussed the VAJTA table in the exhibit hall for VA, MD, and DC. Can board members take a hour or so to man the table? This would help jDay and jCamp publicity.
Carol also asked if there was an opportunity for VA advisers to connect–there won’t be regional meet and greets at this convention. Nothing was firm.
Carol suggested in any emails that go out about the convention that mention be made of the student scholarships available for registration costs.
VAl hoped that VAJTA could have an item in the SPLC auction. Meaghan suggested an adviser scholarship to jCamp–or a raffle for that at the VAJTA table.
Judy asked if donors of scholarships could specify a school or area to get it. Yes. She asked if items for the teacher bags could be delivered early–Yes.
Charlotte is contacting Albemarle businesses for donations and scholarships.

A motion was made o donate two jDay registrations, two jRetreat registrations, and one jCamp registration for the Silent Auction at the convention. It passed unanimously.

A second motion was made to raffle one jCamp registration, one jDay registration, and one jRetreat registration and one iMinipad at the VAJTA table at the convention. It passed unanimously.

A third motion was made to offer incentives for advisers to join VAJTA by Sept. 30–an Early Bird contest. It will offer one jCamp registration, two jDay registrations, and 2 jRetreat registrations. Advisers will be contacted if they win. It passed unanimously.

The Advisers’ Retreat will be January 16-17,2015, in Petersburg. Registration will be $25. Chris discussed sites and agenda. Friday there will be a Happy Hour at a restaurant 6:30-7p.m. Dinner to follow. Then a social hour at Chris’ home.
Saturday sessions–Val suggested topics for advisers to “like” on the registration forms. According to a poll on the website, 54% want assistance in teaching writing.

A motion was made to pay Aaron Manfill $1,000 plus travel expenses for the retreat. It passed unanimously.
Meaghan reported on the next jDay which will be April 10-11, 2015, at Westfield High School in northern Virginia. Friday night sessions will be 2 hours long. The speakers are booked. She needs a new lunch plan and will be investigating several options.

Elections of officers–the committee presented the slate for members to respond to —
director–Chris Waugaman
associate director–Erinn Harris
secretary–Meaghan Percival

(the treasurer is always the state JEA director- currently Val Kibler )

The slate will be sent to members via email for additional nominations which will close Sept. 30. The ballots will be sent October 3 and voting will close October 10.

By Law revisions/updates. Erinn recorded several changes and will post them in full on the website.
2.03 membership will be one calendar year, rolling by date paid

3.01 Re the annual membership meeting at fall VHSL workshop– The workshop no longer exists so items 3.01 and 3.02 were excised, making 3.03 new 3.01.

Section 4 Board of Directors 11 directors representing all forms of media

There was discussion about getting a professional to join the board. Abrianna will check with two.

4.02 change shall to will

4.03 + changes in verbiage–see the website for details.

Chris asked board members to consider what committee they’d like to serve on and members told him.
He announced several award deadlines for staffs.

VAJTA will be hosting SIPA’s planning meeting at Washington & Lee. Val asked for $500 to provide welcome items from Virginia for 25 people. A motion was made and passed unanimously to do so.

Carol asked about JEA curriculum promotion/publicity. It will be available only to JEA members. Val will share some ideas. Online chats would be helpful. The Advisers Institute in Vegas will promote it.

The next meeting will be online Wednesday, NOVEMBER 19 at 7p.m.

The meeting was adjourned at 1:10m p.m.

VAJTA Online Meeting Minutes May 27, 2014c
Present: Linda Mercer, Chris Waugaman, Val Kibler, Erinn Harris, Meghan Percival, Mary Kay Downes, Elizabeth Staley, Abrianna Nelson.

At 7 p.m. Chris opened the meeting with a call for nominations to fill openings on the board. Liz Staley will replace Tim Yorke, Jan Barrett, Lori Cutshaw, and Abrianna Nelson will complete the board spaces. All were approved unanimously.

The minutes of the last meeting were approved.

Val sent a email with the treasurer’s report. She cautioned that the numbers were high because the jCamp registrations were included and, of course, would be spent in July. She estimated this would be $19,000 -20,000. Val said the camp would break even or make a slight profit this time.
General account $26,267.69. Investment $10,679.40 Total wealth $36,947.09.

85 JEA /VAJTA members currently belong so far.

The treasurer’s report was approved as presented.

Chris reported on VHSL for Lisa.There will be a film festival in May 2015. The dates for the Championship Workshops are Oct. 6,8,10.

Val noted that publications are primarily behind the success of the Wells Fargo Cup winners.

JEA report–Val is pushing the new curriculum to help get new members. She mentioned the new program JEA is sponsoring this summer, Teachers Day of Doing Journalism when teachers will actually DO journalism.

Erinn discussed the website and Twitter. We have 112 Twitter followers and we follow 146. The Facebook site will be updated by Erinn. She plans to ask folks to do blog posts for it.

Val asked for information to challenge teachers to get kids to follow us in the last days of school or beginning of next school year–maybe a contest?? Also, all should push the D.C. convention in social media.

Erinn will combine posts etc, for D.C. with info from Val and do weekly posts.

jCamp report–Val said things were going well for the July 13-17 camp. There are 51 registered to date, probably will hit 60 or so by the end. There are plans for the kids to cover a local minor league baseball team live. The JMU campus is very welcoming. Carol will attend for two days to work with the lit mag people who registered. Yearbook and broadcasting students also registered. The main focus will be on writing with the majority of students enrolled in the writing tracks, but emphasis will be on collaborative writing. There is plenty of lab space.

Chris asked if the camp could use JMU next year, too. Val said yes and a date of a week later is being explored for 2015. She suggested a 3-year cycle per site at least to promote growth.

jDay–Westfield High School is requested for next year, but it is not firm yet. Meghan is developing a calendar of workshops to give to advisers. She will divide tasks for the workshop into smaller parts for next time. Two keynote speakers, Jim Streisel and Kris Doran, are confirmed already and both will drive, so we will save money. Since Bradley cannot attend in 2015, a new photographer instructor should be found. Meghan suggested the Friday evening workshops be extended to 1.5 or 2 hours. Chris agreed that would work.

Val gave an update on the Journalist of the Year contest. The 4th place student was caught having plagiarized most of his entry. Our award was rescinded and his college was informed of the incident.

Chris discussed the standing committees that are listed in the bylaws–Membership/ budget, Programming, Communication, Mentoring/networking. He asked who was supposed to be on which one. Some recalled, others didn’t.

Linda suggested a face to face meeting to break into the committees and work live and then report to the whole board.

Erinn suggested that Networking and Communication were related.

Val asked for a subcommittee on awards to get more Virginians recognized nationwide. She recommended Mary Kay to push nominations for various awards–not only VAJTA but SIPA, JEA, etc. Mary Kay agreed to chair this committee.

The question arose–Do Mentoring/networking/ Communication committees need to be redefined? Probably. What are we doing about mentoring? Val reminded the board that we chose not to join the JEA mentoring program because we couldn’t afford it as we were not associated with a state press association and it only provided mentor training for two people. Linda reminded all that Carol had organized a system but we haven’t used it in a few years.
Val recommended that individual board members choose someone new in their area to invite to activities and to mentor throughout the year.

NEW BUSINESS
Chris asked if we are following the bylaws, do they need review and/or revision? He mentioned election of officers as one area that has fallen behind.

Val mentioned that it was 2010 when the bylaws were last looked at. She suggested that the nominating committee be formed and a slate prepared for fall voting. Linda as secretary will chair the committee, Val and Mary Kay will serve on it. Erinn and Chris and Carol will form a Bylaw review committee.

There was discussion of how to get the slate and bylaw revisions voted on by the whole membership of VAJTA–voting can be done electronically via a platform such as Google Form.

Chris talked about having an event on a weekend for advisers to support mentoring. An Adviser Retreat came to mind. Maybe inviting an “adviser in residence”–Aaron Manfull has agreed to serve as our first adviser in residence. The weekend in January over MLK day would be a good time for this. Chris suggested Petersburg for the site and offered his house for a reception. He will look into the hotel, etc.

There being no other business, the next meeting date was set for SATURDAY, AUGUST 23, 2014, at 10 a.m. AT THE VA. HIGH SCHOOL LEAGUE OFFICES.

The meeting adjourned at 8:19 p.m.

Respectfully submitted,
Linda Mercer, secretary

VAJTA Board Meeting Minutes 3/17/14

VAJTA MINUTES MARCH 17, 2014 Online event 7p.m.

Present: Chris Waugaman, Carol Lange, Erinn Harris, Linda Mercer, Meghan Percival, Valerie Kibler, Judy Davis.

The minutes of the previous meeting were approved.

Valerie will send a treasurer’s report via email. She said the numbers were up a lot due to JCamp/ JDay registrations. The report was approved.

Val commented on the progress in planning for the national convention coming in November. All is running well.

There was no VHSL report.

Erinn discussed the website. She has updated the awards lists and will ask for blog posts later in the spring. We have 101 followers. Judy asked if independent schools are included in web site lists by Erinn. Carol suggested adding an asterisk for deceased names on the awards list.

Val reported on JCamp. All is on track with 4 counselors on board and all teachers signed up. Registrations are coming in. She will do more emails soon. Chris asked about insurance–the university has it, so no problem.

Linda reminded Val about the 990 forms that need to be done for tax purposes.

Val has had issues with the previous treasurer’s address being still used by school bookkeepers to pay advisers’ dues. She is working to correct this.

Judy will host Val next week to visit with NIE people and newspapers/universities. Judy has a list of independent schools for communications use.

Carol asked if information has been sent about JCamp to WVA, MD, and DC schools. Val said she reached out to them.

Meghan reported on JDay. Rooms, speakers, etc are set. Only 2 schools registered so far. Should pick up by deadline since snow days have been an issue for many.

Chris asked if we had a formal nomination to have Judy Davis join the board. The motion was made, seconded, and voted in approval. Judy is an official member now.

Val added the name of Mary K. Downes to be voted onto the board. The vote approved her as well.

There are questions about who is still on the board, and vacancies to be filled. Linda will check on Betsy Brittingham and seek other southwest advisers who might serve.

The meeting was adjourned at 8:18 p.m. THE NEXT MEETING WILL BE MAY 17 AT VHSL.

VAJTA Board Meeting Minutes 12/9/13

Present: Judy Davis, Chris Waugaman, Betsy Brittingham, Linda Mercer, David Suitts, Erinn Harris, Meghan Percival, Carol Lange, Val Kibler.

The minutes of the previous meeting were approved.

Val sent the treasurer’s report in an email and noted the Edward Jones account was up about $140 or so. The report was approved.

Val reported on the DC convention coming in Nov. 2014. There was a meeting scheduled for the 14th at Chantilly HS.

Lisa was unable to be in the meeting to report on VHSL. Chris noted that the Savedge scholarship materials and deadlines were posted. SPAC had a meeting–Info can be found at the VHSL website–VHSL.org. There may be some critique changes.

Judy asked if private school publications could participate in VHSL contests if their sports didn’t participate in VHSL. Val suggested asking Lisa if there could be a waiver for private and charter school publications to take part in VHSL programs at a special fee rate. Others supported this idea.

Erinn reported on VAJTA’s on line presence. We have 88 followers on Twitter. She recommended folks follow journalism tweets. There were 231 Facebook likes.

Chris has worked with a site to get free hosting for our website.

J-Camp will be July 13-17 at JMU. Val is very happy with their cooperation. The brochure is ready. There are several major speakers lined up. The price is $425 early registration, then $475, and late registration is $525. This includes room and meals. Info is at VAJTA .org in PDF form.

Carol asked if any special rates or incentives were being offered this year. Val said no, but some may be later.

J-Day will be April 4 -5 at Westfield HS in Chantilly. Meghan has met with the folks at the school and set the rooms etc. She is thinking of changing the Friday night schedule to have an intensive session rather than a keynote. Would thios require preregistration? It might drive teachers to sign up earlier. She has added another session to make use of many volunteer speakers.

NEW BUSINESS

Chris reported that Fran Sharer is ill and the Frances Fok would pass any cards to her via Fran’s relative whom she teaches with.

Carol said the first Friday in February has been set for a “Night with the Wizards” for student journalists to see a Wizards game after hearing a panel of sports journalists. There will be a contest for student coverage of the game. It is open to any in the Metro area–$17 for a ticket. Alan Weintraut is making a Wizards connection for the November Convention.

The dates for the next VAJTA meetings–

Online– March 10, 2014, At VHSl office MAy 17, 2014.

Respectfully submitted,

Linda Mercer, Secretary

VAJTA Board Meeting Minutes 8/10/13

VAJTA BOARD MEETING 8/10 at VHSL Headquarters in Charlottesville

VAJTA MINUTES AUGUST 10, 2013

Present: Tim Yorke, Valerie Kibler, Chris Waugaman, Linda Mercer, Carol Lange, Pam Necessary, Erinn Harris, Meghan Percival.

Chris announced some board changes–Charles Stevens will leave the board since he is changing systems. Cheryl DeVincentis has resigned with her retirement.

Chris referred members to the minutes of the last meetings which are from the on line meetings and can be found at our website–vajta.org. The minutes form March were approved.

Valerie gave the treasurer’s report briefly, referring members to the full report in her email sent this morning. $2,302.17 is in checking. We expect a refund of nearly $6,000 from W&L from the summer workshop overpayment. There are 89 JEA members, 73 in VAJTA, and 69 members of both.

Val reported fees for membership in JEA are going up. We have paid to be a JEA state affiliate which gives us back $5 for those who join JEA through VAJTA. But, it may be more costly to us than worth it. Nationally, about 15 states are affiliates, the rest do not join that way. The cost is about $100.

The treasurer’s report was approved.

JEA report– Val said she’s working on curriculum writing on leadership/communicating for a guide that JEA will give to joining members.

VHSL report–Lisa’s information was shared by Chris–

Jostens/VHSL Championship Week is Oct. 7, 9, 11.

Headline speakers are-Sherri Taylor, Rodd Kuhn, Mitch Eden, Mike McLean, Cindy Todd, Michelle Coro.

The finalists in the Writing/ Photo contests are ready to be chosen.

Board member noted there was no editorial cartooning in the contest. Evidently numbers of entries were down. It was felt the skill/talent should be encouraged in some way.

It was suggested that the contests could all be done digitally. There would be no cost to VHSL and would save schools who couldn’t afford to cut up several yearbooks. The method of entries on paper for all advisers is difficult and may be one reason why numbers of entries are down for the contests.

It was unclear whether judges are automatically reimbursed for shipping materials back to VHSL after judging them.

Website/Twitter/Facebook Report–Erinn reported we have 67 followers and 129 being followed. She would like to have many more followers. Chris suggested opening J-chatter, maybe tie to JEA for new advisers.

Chris discussed Facebook–we have 233 likes. They doubled after J-Camp and tagging Bobby Hawthorne helped.

Website–not much change since spring. 612 people visited, and 500+ went to inspirational quotes.

Erinn suggested asking advisers to send J photos to be posted on the website.

Carol suggested making Twitter be “what 10 things you need to know the 1st week of school,” then submit pictures of advisers and kids doing them.

Carol asked how we will promote the DC national convention for Nov. 2014. Val said we can add a side bar.

J-Camp report–Val said we did more promotion but only 48 kids came, meaning cuts in sections/instructors, but the camp went very well. Insurance was a major cost–$1,400. She had to meet with lawyers re instructors–W&L representative was very concerned about all aspects of the camp and decided not to host again.

Val’s conclusion–we need to charge more for J-0Camp. Some suggestions for the future–

1. JMU

We run it ourselves in Harrisonburg. Problems– hotels more expensive, and transportation form hotels to classes, etc, not great

For a year skip running ours and take a bus of kids to U. of SC program–CJI.

Discussion ensued about safety, sharing rooms by kids who didn’t know each other, etc.

Val will investigate JMU and a bus trip to USC and report back. Tim will check on using his school–Heritage HS in Leesburg as well.

J-Day 2014–It will be the first weekend in April at Harrisonburg High School. Two speakers are already on board.

Discussion of standing committees which haven’t been active for quite a while–membership, programming, communication, mentoring/networking.

Carol reminded all that committees need to have representatives from around the state. A board member would be chair, but committee members can be non-members (though we’d urge them to join.)

Mentoring needs to be reactivated to reach all the new advisers–how to reach them, include them?? Emails from us to all members to see if they want to reach other advisers and give / or get help.

Meghan will chair mentoring committee. Erinn will chair communications. Tim volunteered to chair programming, and Val will do membership/budget along with Pam.

The group helped Erinn develop the questionnaire to be sent to all VAJTA members– what they can do, what help they need, the assistance the board and others can offer.

New Business–

Chris brought up the name of the organization and its initials VAJTA saying it was a negative factor at camp with the kids making off-color remarks frequently. There was discussion of a new name so the initials would be less “controversial.” A conclusion was made to downplay the name and boost the events titles.

The VA Byline–Carol said that there needs to be 1-2 print issues to get to advisers who are members and a PDF version to go to all advisers. It should promote VAJTA and note the national convention. It needs to have articles for each strand and to reach all advisers.

Debate over print and electronic formats ensued. Nothing was decided.

The DC convention for Nov. 6-9, 2014–Val is national chair. She will have the initial meeting on Sept. 28. Theme and logo ideas are welcome– send to Val prior to 9/28. Speakers are needed in all media, especially from northern Virginia.

THE NEXT MEETING IS SCHEDULED FOR NOV. 2,2013. IT MAY BE ONLINE OR IN PERSON. CHRIS WILL POLL THE MEMBERS CLOSER TO THE TIME.

Respectfully submitted,

Linda Mercer, secretary

VAJTA Board Meeting Minutes 3/12/13

VAJTA BOARD MEETING 3/12 Online through Anymeeting.com

Chris welcomed everyone – most of the meeting was spoken through the audio component but Some type was included on the side.

Meghan Percival, Erinn Harris, Val Kibler, Pam Necessary, Betsy Brittingham, Cheryl DeVincentis, David Suitts & Chris Waugaman were in attendance

Chris began the meeting by stating that the minutes were posted to the website.

Val motioned to approve the minutes from the August meeting. Meghan seconded the motion. Everyone voted to pass the minutes. There was no one opposed.

Chris asked Val to speak a little about the current treasurer’s report. Val indicated that she had emailed them to everyone. The balance is about where it was before. She indicated that she had already put in for JDay expenses including the flights for Bradley, Steve, and Casey.

Val mentioned that Casey will be replacing Sarah for JDay. The money from Herff Jones for JDay has been deposited. The mutual fund has gone down a little but it is still higher than when we started.

Erinn asked about the money that is in Carol Lange’s name and Fran Sherer but Val said we should not be held legally accountable.

Taxes will be being done soon.

Motion was made from Meghan to approve the treasurer’s report. Second was made from Erinn. A vote was called and everyone voted to pass the report.

Vhsl report was emailed to Chris from Lisa. RPC dates were passed along. 10/7, 10/9 & 10/11

Creative writing deadline is this Friday for VHSL

Savedge JOY for Vhsl are in and are being evaluated currently.

Val mentioned that there were only two submissions for the JEA JOY award.

Erinn asked about the findings that VHSL had made with the broadcast stipends.

Erinn said she is pretty positive that the broadcast advisers are not getting paid. Meghan said that she had heard that there is hope that the new evaluation for broadcast will encourage stipends.

Chris said we will ask Lisa and Cheryl where they are on asking schools to pay for stipends.

Cheryl mentioned that she has heard nothing about the issue of stipends. She said that their English specialist has delayed bringing it up with FCPS.

Chris asked Erinn to speak on the use of Twitter and Facebook.

Erinn said we have 52 followers on twitter and we are following 122. A lot of the tweets come from reporting of the Facebook posts.

Erinn asked about our twitter handle being on registration forms and Val said no. Several people mentioned placing it on the t-shirts and forms. Val said she would take the information and update some items.

Erinn mentioned that the students are probably more on twitter than the advisers.

Chris mentioned that at conferences there are great opportunities to increase traffic and followers. He mentioned to talk it up at CSPA too.

Val asked us to promote Steve Johnson’s twitter feed also.

Erinn asked about more information on Steve Johnson. Chris mentioned that Steve did a wonderful job at Sipa – he talks mainly about backpack journalism.

Chris shared that he has placed two items on the web page under Board membership. One item was the responsibilities of board members. In addition there is a list of the committees that we have had in the past. The committees are membership, programming, communication, and mentoring.

People were quickly mentioned to head up the committees this time and there will be further mention of this at the face to face meeting at JDAY.

Chris mentioned using Guidebook for JDAY. Erinn looked into guidebook and then Meghan said it is free to use.

Val was then asked to talk about JCamp. Up to 16 registrations. Only 5 at early registration. Val mentioned that it will be 23rd through 27th of June. We have Kelly Furnas and Bobby Hawthorne. If advisers bring five people they will get one on one time with Bobby Hawthorne.

Washington and Lee has been promoting JCamp through mailing and calling. Promotions and instructors have been taken care of. We just need to get kids there now. We hope to get 100 people there.

Val said W&L is coming to JDAY. There will also be a promotion in the program for JCamp. $375, $425, $475 for rates. Early, by May 1st and then late.

Chris asked about equipment for JCamp. Val said that W&L has a really nice studio. She said jot down the needs and we will send it to Pam. Val said that she has sent Pam Lucky a schedule. Val said she is not sure if the student volunteers will be journalism students.

Val said she has seen quite a lot of traffic on the old Facebook page about JCamp. David asked about promoting it at JDay.

Chris asked if there were anymore concerns with JCamp.

The next topic was JDay.

Val sent everyone a draft of the program. Val said that she has really been pleased with the work done with Charlotte and Cheryl and Meghan for the great speakers that are coming in.

We still need two blocks in the newspaper area and two blocks for advisers if it seems like that will be a good idea. Bradley will speak on Friday night. We have cut back on a number of things so we can have more kids on the sessions.

Leslie Dennis is coming from SIPA and Fiesens and Herff Jones have paid some money. Jostens is coming now. Jason said he would come on his own if he needed to. Balfour might be coming and the reps have taught before.

Speakers for newspaper were discussed. Pam is getting trophies for best of show. Keynotes are taken care of. Tech guy is a new person this year. Write off are taken care of by Erinn.

Erinn said she thought the big room is good for write-offs. She will find some judges too. She said she will be in good shape.

Val asked Erinn how will we know which kid is in each write-off. Erinn thought that the easiest thing would be to use a google form.

We will post the form to the website.

The awards will be presented at the luncheon. Val asked if Pam and Linda had talked about the luncheon. We will ask Linda to send letters to the awa recipients notifying them that they have won awards and that they will be presented at the luncheon on Saturday. Hopefully they will bring kids with them too.

Follow up with Val to finalize the details on JDay.

The last item on the agenda was the committees. Chris reintroduced the idea of the four committees and asked for input about where we want to go with them. There was no response on the four committees. They have now been reintroduced and we will revisit these committees at JDay.

Chris asked a final question about when we could expect a call or Email about the JEA/NSPA WASHINGTON CONVENTION.

Val said we could expect a call in April or the summer. Val said that it will be her suggestion that more meeting will be done in the any meeting.com format.

Val and Meghan said that this has been the easiest online meeting that they have taken part in.

Chris concluded that we will see everyone on April 12 in Harrisonburg. Future
meeting dates are listed on the agenda.

Chris posted a poll at the end along with Erinn who posted a video.

Poll questions were…

Did you like this meeting? Y or N and all 7 voted yes.

Meeting Ended at 8:10 PM

VAJTA Board Meeting Minutes 11/3/12

Present: Linda Mercer, Valerie Kibler, Carol Lange, Betsy Brittingham, Cheryl DeVincentis, Chris Waugaman, Meghan Percival, Erinn Harris, David Suitts, Charles Stevens, Pam Necessary.

Chris called the meeting to order at 10:05 a.m. and welcomed all. Everyone introduced themselves.

The August webinar meeting minutes were approved as they appear on line.

Valerie gave the treasurer’s report, referring members to the full report she had sent in e-mail.

checking account $9,073.46 Edward Jones account $10,750.83 Balance $19,824.29.

The members are to view the report and send their approval of it to Chris ASAP.

Valerie also reported on membership– JEA 88, VAJTA 54, Both 48. She stated all numbers are down from previous years.

Carol reported that she was notified of a “lost” VAJTA CD at Bank of America . She is looking into where it came from and the exact amount.

Valerie reported we failed to submit a yearly form to the IRS and as a result they have revoked our tax exempt status. She is working on the issue with her CPA. Linda will get information/ forms from her CPA who got us the exemption originally and forward to Valerie.

Chris asked about budgeting our funds after we settle all questions. Val said all VAJTA events have been self-supporting. There are costs for scholarships and jDay speakers.

Carol suggested we send out a paper newsletter once or twice a year to reach advisers who do not know we exist and thus wouldn’t find us on line.

Erinn suggested articles on web and paper be different. Meghan referenced magazine referrals to details,examples on line. She also felt advisers could use a retreat for a weekend–no kids. It would be a good use of our funds. Carol said we had done such retreats in the past.

Carol is looking at a retreat for VA, MD, and DC advisers for pre-JEA Convention planning–it comes to DC in 2014.

Chris asked David for a new adviser’s view of these things. He sees a need to spread information to new advisers who have no idea about any of it.

Cheryl said new advisers need contacts–especially broadcast advisers.

The JEA report from Carol and Valerie–Some site advisers ask for two years confirmation of sites to let local committees form and begin plans. There is less money to go to local committees due ot low attendance at recent JEA conventions.

Lisa had given Chris VHSL information. There were 872 total attendees at the Championship workshops this fall. All 3 sites were down in attendance.

Pam questioned the awards being given at lunch which caused the kids to have to pay to receive them. Erinn asked about changing the Fredericksburg site since she felt it was too close to DC and Richmond. Also the building there wasn’t suitable, she felt.

Carol asked what was done for VHSL sports awards. He wasn’t aware of money issues.

Charles said there needed to be a tie between attendance at Championship workshops and advisers’ 5 year plans/ professional growth plans to encourage their attendance.

Valerie said VHSL hasn’t reached out to broadcast advisers as much as possible, perhaps because of a lack of sufficient personnel to do so.

Chris explained how schools could post broadcasts with the help of Matt Lincoln at the NBC station in Richmond.

Linda asked if all advisers who had had VHSL judge publications were satisfied with the results as she had heard of some yearbooks getting Trophy class without any captions in the books. Some books which had extremely high acclaim in other judgings got very low ranking from VHSL judges. Carol suggested concerned advisers contact SPAC members to seek information/aid for their questions.

Charles had a question for Lisa–Will there be reclassification of publications now that there are new divisions for schools in sports?

Chris reported on the web site, Face book followers, etc. There is not much posted. We have 41 Twitter followers. Erinn does our Twitter at VAJTA 1.

Valerie gave the jCamp report– It will be June 23-27,2013, at Washington & Lee University. There is a limit of 100 kids. Valerie and Chris will meet with W&L people to finalize costs. Meghan suggested a “bring # of kids and get a discount” registration promotion.

Topics to be covered at jCamp–photography, writing, sports, editing, etc.

There was discussion of these topics, evening activities, and media to be covered.

Meghan suggested offering one-on-one time with Bobby Hawthorne if the adviser and required number of staffers came.

jDay report–Valerie–there will be a free write-off contest for each student included in the $35 fee. Strands for all media will be offered. Committees were set up–

Lunch–Pam & Linda

Yearbook- Erinn & Meghan, judging

Literary Mag–Charlotte Wood

Broadcast–Cheryl

Newspaper– Chris & David

Carol discussed the Student Free Expression Initiative. The DC area is working on student press rights. Why not get VA , MD, and DC to work on this legislation in their areas? JEA has a booklet on how to establish rights in a state, and other resources. She asked–Does VAJTA have an interest in supporting this?

Val feared opening a can of worms if principals are made aware of what they can do without these rights existing. Would they do worse to advisers and staffs if things came out as legislation was developed?

Carol recommended several steps–

1. decide– Yes or No,we want to support a statewide initiative to pass the law

2. work on wording of the legislation

3. ID lawyers who are press friendly and would help us

4. in various areas of the state find legislators to support the bill

Valerie–education is a big part of the issue–principals, public, as well as advisers need to be educated about the importance of this.

Charles cautioned–the new teacher evaluation & new principal evaluation processes are putting the state in turmoil. He recommended exploring, gathering information, waiting till evaluation systems settle to see how the state is going.

Carol said the other approach is to emphasize civic education in journalism education & form a committee of interested advisers to explore this angle. She recommended we take a year to investigate Student Free Expression Initiative at the local level after the election 2012.

Val said we need a statement that we agree on before asking elected officials about their positions.

The Board agreed to:

A. identify wording of SFEI legislation in states which have such.

B.ID local officials who might support it.

C. find any SFEI statements in local systems.

Chris asked folks to contact advisers in local divisions, according to the new map he provided, to make them aware of jDay and jCamp.

The next meeting will tentatively be on line on March 11, 2013. Chris will send out notifications.

Carol questioned not having committees organize and plan work–Membership, Networking, Communication are the standing committees in the by laws.

Chris felt there were not enough members of the Board to form them.

There was discussion of why not enough members attend Board meetings, stay on the Board, etc.

David said that as a new adviser, he’d welcome e-mail, postcards etc., to tell about our programs.

Cheryl suggested programs include an adviser session of Q &A.

Betsy reminded folks that new advisers are not comfortable being with kids to ask questions–they need a separate event to come to without staffers.

Meghan suggested an adviser “Happy Hour” on Friday night of the jDay event.

Betsy said it would be good to follow it with a morning session just for advisers,too.

Chris moved we come back to standing committees after we have contacted advisers across the state and built our network. Cheryl seconded this motion. It passed unanimously.

The meeting adjourned at 12:50 p.m.

Respectfully submitted,

Linda Mercer, secretary

VAJTA Board Meeting Minutes 8/13/12

via Anymeeting.com

Attendance: Heidi Craft, Meghan Percival, Valerie Kibler, Lisa Giles, Cheryl DeVincentia, Pam Necessary, Betsy Brittingham, Linda Mercer, Chris Waugaman

Chat Log
08/13/2012 15:51:52 Chris Waugaman: Hello everyone!
08/13/2012 15:52:56 Chris Waugaman: Hi VAL!
08/13/2012 15:53:52 valerie kibler from home: hey!
08/13/2012 15:54:00 valerie kibler from home: are you doing the mic portion of this?
08/13/2012 15:54:05 heidi craft from henrico, va: hey there!
08/13/2012 15:54:33 Chris Waugaman: I wasn’t going to… do you want to?
08/13/2012 15:54:54 heidi craft from henrico, va: i can hear you
08/13/2012 15:55:17 Chris Waugaman: Hi Pam!
08/13/2012 15:55:32 Chris Waugaman: Hi Betsy – we’re so glad you could join us!
08/13/2012 15:55:44 Pam Necessary from Abingdon, Virginia: Hi to everyone
08/13/2012 15:55:54 Betsy Brittingham from Altavista, VA: Thanks!
08/13/2012 15:55:56 Lisa Giles from VHSL: Hey, everyone!
08/13/2012 15:56:07 Chris Waugaman: Hi Lisa!
08/13/2012 15:57:03 heidi craft from henrico, va: I don’t have a mic
08/13/2012 15:57:17 Chris Waugaman: Hi Meghan!
08/13/2012 15:57:19 valerie kibler from home: every time I try to allow the mic, it freezes
08/13/2012 15:57:27 Meghan Percival: Hello!
08/13/2012 15:57:29 valerie kibler from home: i can hear you all
08/13/2012 15:57:41 Chris Waugaman: Hi Pam!
08/13/2012 15:57:42 valerie kibler from home: yea, but when I try to connect at the top, it doesn’t like it
08/13/2012 15:58:06 Chris Waugaman: Where is Linda?
08/13/2012 15:59:18 heidi craft from henrico, va: yep we can
08/13/2012 15:59:20 Lisa Giles from VHSL: I can hear you, Chris and Cheryl!
08/13/2012 15:59:23 valerie kibler from home: i can too
08/13/2012 15:59:23 heidi craft from henrico, va: 🙂
08/13/2012 15:59:26 Pam Necessary from Abingdon, Virginia: I can hear you
08/13/2012 15:59:26 Meghan Percival: I can hear!
08/13/2012 15:59:27 Cheryl DeVincentis from Reston, VA: Hi, everyone! Good to join you!
08/13/2012 15:59:35 Lisa Giles from VHSL: 🙂
08/13/2012 15:59:44 Betsy Brittingham from Altavista, VA: I can hear! But you can’t hear me chewing 🙂
08/13/2012 15:59:52 Chris Waugaman: Let’s get started!
08/13/2012 16:00:09 Chris Waugaman: Did everyone get the agenda and Treasurer’s Report?
08/13/2012 16:00:13 valerie kibler from home: yep
08/13/2012 16:00:16 heidi craft from henrico, va: yep
08/13/2012 16:00:18 Meghan Percival: yes
08/13/2012 16:00:19 Pam Necessary from Abingdon, Virginia: yes
08/13/2012 16:00:34 Betsy Brittingham from Altavista, VA: yes
08/13/2012 16:01:13 Lisa Giles from VHSL: Chris, your sound is in and out for me.
08/13/2012 16:01:26 Lisa Giles from VHSL: A bit hard to hear…
08/13/2012 16:01:42 Chris Waugaman: Ok – Cheryl tell us where you are from and what you advise.
08/13/2012 16:02:03 Cheryl DeVincentis from Reston, VA: I’m at South County HS & MS. My major field is broadcast, but I’m picking up MS newspaper & yearbook this year.
08/13/2012 16:02:18 heidi craft from henrico, va: welcome!
08/13/2012 16:02:19 valerie kibler from home: great to have a broadcasting person on board
08/13/2012 16:02:23 Chris Waugaman: Alright – that is great a broadcast person!
08/13/2012 16:02:25 Cheryl DeVincentis from Reston, VA: Thank you!
08/13/2012 16:02:26 Meghan Percival: So excited to have some broadcast expertise – welcome!
08/13/2012 16:02:36 Chris Waugaman: And Betsy?
08/13/2012 16:03:17 Betsy Brittingham from Altavista, VA: Hi. I teach journalism and 7th grade English in Altavista VA. Our combined school (6-12) has 70 students.
08/13/2012 16:03:26 Betsy Brittingham from Altavista, VA: 750!!!
08/13/2012 16:03:37 Cheryl DeVincentis from Reston, VA: Wow!
08/13/2012 16:03:37 Chris Waugaman: Wow – oh ok – 750
08/13/2012 16:03:40 heidi craft from henrico, va: (and she is a pacemaker and crown winner)
08/13/2012 16:03:48 Cheryl DeVincentis from Reston, VA: hahahaha
08/13/2012 16:03:50 Chris Waugaman: Yay!
08/13/2012 16:04:03 Betsy Brittingham from Altavista, VA: Sorry! I have had a long day, we started teacher work week today. And I am SO big time!
08/13/2012 16:04:03 Cheryl DeVincentis from Reston, VA: Wonderful–congrats!
08/13/2012 16:04:16 Betsy Brittingham from Altavista, VA: Thanks!
08/13/2012 16:04:27 Chris Waugaman: Well welcome – and I am sorry we are not meeting face-to-face for the first time.
08/13/2012 16:04:47 Betsy Brittingham from Altavista, VA: That’s ok. I am eating dinner 🙂
08/13/2012 16:05:05 Chris Waugaman: So the minutes are up to date on the website – https://www.vajta.org/?page_id=452
08/13/2012 16:05:23 Chris Waugaman: Do we have a motion to approve?
08/13/2012 16:05:34 valerie kibler from home: So moved
08/13/2012 16:05:38 Chris Waugaman: Second?
08/13/2012 16:05:40 heidi craft from henrico, va: second
08/13/2012 16:05:57 Chris Waugaman: All in favor? Say yes.
08/13/2012 16:06:00 Pam Necessary from Abingdon, Virginia: yes
08/13/2012 16:06:02 Cheryl DeVincentis from Reston, VA: yes
08/13/2012 16:06:02 valerie kibler from home: yes
08/13/2012 16:06:06 Meghan Percival: yes
08/13/2012 16:06:35 heidi craft from henrico, va: eys
08/13/2012 16:06:36 heidi craft from henrico, va: yes
08/13/2012 16:06:38 Chris Waugaman: The minutes are approved. My window is too small to count – but I think we are ok.
08/13/2012 16:07:00 Chris Waugaman: Val – Treasurer’s Report?
08/13/2012 16:07:03 valerie kibler from home: Chris sent a copy of the Treasurer’s report out to everyone
08/13/2012 16:07:09 valerie kibler from home: as you can see, we’re doing pretty well
08/13/2012 16:07:20 valerie kibler from home: over 10K with Edward Jones
08/13/2012 16:07:35 valerie kibler from home: JEA state membership is still about the same
08/13/2012 16:07:53 valerie kibler from home: a few new renewals coming in now
08/13/2012 16:08:04 Chris Waugaman: Good for them!
08/13/2012 16:08:05 valerie kibler from home: will send an email blast once I get settled at school
08/13/2012 16:08:39 Chris Waugaman: Make sure we get together on the google docs thing before we blast the email.
08/13/2012 16:08:45 valerie kibler from home: yep
08/13/2012 16:09:14 valerie kibler from home: so the balance as you can see in the report is 18,662.32
08/13/2012 16:10:08 valerie kibler from home: any questions?
08/13/2012 16:10:09 Chris Waugaman: So the next meeting is at the resort, right?
08/13/2012 16:10:22 valerie kibler from home: uh, nope, but good try
08/13/2012 16:10:29 heidi craft from henrico, va: did y’all stop the mic? i lost sound
08/13/2012 16:10:32 Chris Waugaman: Had to try.
08/13/2012 16:10:45 Chris Waugaman: Yup we stopped the mic – nobody wanted to play.
08/13/2012 16:10:53 heidi craft from henrico, va: okay, just checking
08/13/2012 16:10:54 Cheryl DeVincentis from Reston, VA: I closed the mic–husband & TV!
08/13/2012 16:11:33 Chris Waugaman: Ok – I think we might talk about potential scholarships with the money later in the meeting, right?
08/13/2012 16:11:45 valerie kibler from home: yes
08/13/2012 16:11:52 Chris Waugaman: Anything new from JEA?
08/13/2012 16:11:54 valerie kibler from home: need a motion to accept the treasurer’s report
08/13/2012 16:11:58 valerie kibler from home: nothing new right now
08/13/2012 16:12:01 Chris Waugaman: Ooops – motion?
08/13/2012 16:12:06 heidi craft from henrico, va: so moved
08/13/2012 16:12:06 Cheryl DeVincentis from Reston, VA: so move
08/13/2012 16:12:14 Cheryl DeVincentis from Reston, VA: second
08/13/2012 16:12:21 Chris Waugaman: I think we have two there. All in favor say yes.
08/13/2012 16:12:22 Pam Necessary from Abingdon, Virginia: yes
08/13/2012 16:12:23 Meghan Percival: yea
08/13/2012 16:12:26 heidi craft from henrico, va: yes
08/13/2012 16:12:26 Cheryl DeVincentis from Reston, VA: yes
08/13/2012 16:12:27 valerie kibler from home: yes
08/13/2012 16:12:44 Chris Waugaman: Ok – so the Treasurer’s Report is passed for August.
08/13/2012 16:13:09 Chris Waugaman: Lisa – what is on tap for the first week of October? 🙂
08/13/2012 16:13:33 Lisa Giles from VHSL: Not JEA Report first?
08/13/2012 16:13:37 Lisa Giles from VHSL: I can go…
08/13/2012 16:13:51 Chris Waugaman: I think – Val – just pushed us along.
08/13/2012 16:13:55 valerie kibler from home: JEA report is the same –
08/13/2012 16:13:56 Lisa Giles from VHSL: Oh. My bad.
08/13/2012 16:13:57 Lisa Giles from VHSL: Okay.
08/13/2012 16:14:09 Lisa Giles from VHSL: Well, Championship week, as per usual.
08/13/2012 16:14:13 valerie kibler from home: membership about 100
08/13/2012 16:14:17 Lisa Giles from VHSL: Oct 1 – Fredericksburg
08/13/2012 16:14:21 Lisa Giles from VHSL: Oct 3 – Roanoke
08/13/2012 16:14:25 Lisa Giles from VHSL: Oct 5 – Richmond
08/13/2012 16:14:41 Lisa Giles from VHSL: Some of our national speakers include John Dalke
08/13/2012 16:14:45 Lisa Giles from VHSL: Bobby Hawthorne
08/13/2012 16:14:48 Lisa Giles from VHSL: Mark Murray
08/13/2012 16:14:50 Lisa Giles from VHSL: Cindy Todd
08/13/2012 16:15:00 Lisa Giles from VHSL: Bruce Watterson
08/13/2012 16:15:12 Lisa Giles from VHSL: Melissa Wantz… who will be our online news person.
08/13/2012 16:15:15 Lisa Giles from VHSL: She’s outstanding.
08/13/2012 16:15:19 heidi craft from henrico, va: great group !
08/13/2012 16:15:50 Lisa Giles from VHSL: Pricing is the same.
08/13/2012 16:16:24 Lisa Giles from VHSL: In addition to online news, we also hope to have some a broadcasting strand
08/13/2012 16:16:33 Chris Waugaman: Great line-up! Will you need additional speakers or do you have enough?
08/13/2012 16:16:42 Lisa Giles from VHSL: since we now have championships in both.
08/13/2012 16:17:02 Lisa Giles from VHSL: There is 1 or 2 more national folks that we’re waiting for final confirmation on.
08/13/2012 16:17:12 Lisa Giles from VHSL: Then we’ll go to our locals to fill in some gaps
08/13/2012 16:17:20 Lisa Giles from VHSL: Martha Akers of Loudoun Valley is working on that.
08/13/2012 16:17:32 Lisa Giles from VHSL: But she’ll be contacting folks soon to fill in at the local areas.
08/13/2012 16:17:48 Lisa Giles from VHSL: I think she’s waiting for people to get back in school.
08/13/2012 16:18:06 Chris Waugaman: Gotcha
08/13/2012 16:18:24 Lisa Giles from VHSL: That’s it on championships unless there are questions.
08/13/2012 16:18:55 Chris Waugaman: Anything about the state writing, etc. cntests?
08/13/2012 16:19:10 Lisa Giles from VHSL: First, thanks to all of you who have judged!
08/13/2012 16:19:27 Lisa Giles from VHSL: Phase I’s are in, and many of Phase II’s are in as well.
08/13/2012 16:19:51 Lisa Giles from VHSL: Those who made the Top 5, we’ve asked advisers to send us copies so we can have for championships.
08/13/2012 16:20:12 Chris Waugaman: Ok – are PDF’s ok?
08/13/2012 16:20:19 Lisa Giles from VHSL: Mailing Phase IIs has helped a lot…
08/13/2012 16:20:31 Lisa Giles from VHSL: We had such difficulty assembling everyone on a Saturday in mid-August.
08/13/2012 16:20:38 Lisa Giles from VHSL: PDFs are fine.
08/13/2012 16:20:51 Lisa Giles from VHSL: picture files are a bit easier to manipulate, but PDFS are fine
08/13/2012 16:21:11 Chris Waugaman: Is that something we should facebook and tweet? Or do people know?
08/13/2012 16:21:39 Lisa Giles from VHSL: Actually, at the very top of the e-mail with the list of Top 5s, there was a comment about sending in the finalists.
08/13/2012 16:21:45 Lisa Giles from VHSL: I FB’d and Tweeted it
08/13/2012 16:21:54 Lisa Giles from VHSL: Feel free to retweet or Share!
08/13/2012 16:22:04 Chris Waugaman: Ok – I will share it again – and get Erinn to help out with the tweets.
08/13/2012 16:22:11 Lisa Giles from VHSL: Excellent. Thanks.
08/13/2012 16:22:24 Lisa Giles from VHSL: Many have sent them in.,
08/13/2012 16:22:27 Lisa Giles from VHSL: Many haven’t as well.
08/13/2012 16:22:28 heidi craft from henrico, va: what is the vhsl twitter address? how about vajta? I am going to search those now
08/13/2012 16:22:30 valerie kibler from home: broadcast and online go toward wachovia cup this next year?
08/13/2012 16:22:35 valerie kibler from home: or wells fargo
08/13/2012 16:22:37 Lisa Giles from VHSL: @vhsl_activities
08/13/2012 16:22:37 valerie kibler from home: sorry
08/13/2012 16:22:45 Lisa Giles from VHSL: www.facebook.com/VHSLpublications
08/13/2012 16:22:50 valerie kibler from home: the banks change every time you blink!
08/13/2012 16:22:57 Chris Waugaman: https://twitter.com/vajta1
08/13/2012 16:23:14 Lisa Giles from VHSL: ha ha
08/13/2012 16:23:33 Lisa Giles from VHSL: I need to confirm that, but it is certainly what was asked for.
08/13/2012 16:23:39 valerie kibler from home: great
08/13/2012 16:24:00 Chris Waugaman: What are the deadline dates for broadcast and online -June 15?
08/13/2012 16:24:05 Lisa Giles from VHSL: It got in in kind of an non-traditional manner with executive committee this spring, so I just need to make sure, but that was the intention, yes.
08/13/2012 16:24:19 Lisa Giles from VHSL: The broadcast deadline is june 15 like the others.
08/13/2012 16:25:00 Lisa Giles from VHSL: the online deadline kind of works like fall delivery yearbooks… since the content is expected to be active and changing, judges will need ot access sites throughout the school year.
08/13/2012 16:25:19 Lisa Giles from VHSL: So ENTRY deadline is
08/13/2012 16:25:49 Lisa Giles from VHSL: October 15
08/13/2012 16:26:03 Lisa Giles from VHSL: I don’t know if that made sense.
08/13/2012 16:26:10 valerie kibler from home: can schools enter more than one website?
08/13/2012 16:26:12 Chris Waugaman: Ok – so site should be available after that date for some time.
08/13/2012 16:26:30 Lisa Giles from VHSL: Entry deadline is 10/15 and judges will be accessing sites throughout the year.
08/13/2012 16:26:35 Lisa Giles from VHSL: Yes.
08/13/2012 16:26:48 Lisa Giles from VHSL: One site per school.
08/13/2012 16:27:03 Lisa Giles from VHSL: If the school has more than one, it’s up to the school to select.
08/13/2012 16:27:10 valerie kibler from home: okie dokie
08/13/2012 16:27:30 Lisa Giles from VHSL: BTW, big THANK YOU to Cheryl DeVincentis for her work on helping put together the Broadcast criteria!
08/13/2012 16:27:42 Cheryl DeVincentis from Reston, VA: You are SO WELCOME!!!
08/13/2012 16:27:44 Lisa Giles from VHSL: She was a huge help.
08/13/2012 16:28:18 Cheryl DeVincentis from Reston, VA: Is the online category for HS only or is there a MS division?
08/13/2012 16:28:18 Chris Waugaman: Awesome!
08/13/2012 16:28:28 Lisa Giles from VHSL: And of course, Val and others for their work on the online.
08/13/2012 16:28:37 Lisa Giles from VHSL: There is no middle school division.
08/13/2012 16:29:16 Cheryl DeVincentis from Reston, VA: Thanks for the info.
08/13/2012 16:29:23 Lisa Giles from VHSL: Yep.
08/13/2012 16:29:31 Lisa Giles from VHSL: Any other ?s
08/13/2012 16:29:47 heidi craft from henrico, va: nope, thanks for your hard work, too, Lisa
08/13/2012 16:29:50 Chris Waugaman: Thank you, Lisa.
08/13/2012 16:29:55 Lisa Giles from VHSL: You’re welcome.
08/13/2012 16:30:06 Cheryl DeVincentis from Reston, VA: It’s amazing how large VHSL has become.!
08/13/2012 16:30:15 Lisa Giles from VHSL: 😉
08/13/2012 16:30:33 Chris Waugaman: So I guess I am up with website, etc.
08/13/2012 16:31:08 Chris Waugaman: Erinn said she is willing to be our big TWEEER this year – so I am excited about that.
08/13/2012 16:31:24 Chris Waugaman: Tweeter – too muc typing!
08/13/2012 16:31:29 Chris Waugaman: much!
08/13/2012 16:31:37 Lisa Giles from VHSL: ha
08/13/2012 16:31:58 Chris Waugaman: Um – so I took it upon myself to rework the website – last night.
08/13/2012 16:32:54 Chris Waugaman: The old theme – was starting to work on my nerves and it was a WordPress 2.0 site – so I wanted to update it to 3.4 but Webmsters was proving difficult. So I went to my old standby the Structure theme.
08/13/2012 16:33:17 Chris Waugaman: Structure is a 2.4 or so theme. Anyway…
08/13/2012 16:33:35 Chris Waugaman: It is different, if you have checked it out.
08/13/2012 16:34:06 valerie kibler from home: looks good!
08/13/2012 16:34:09 heidi craft from henrico, va: what do you need us to do? just read through things?
08/13/2012 16:34:15 Chris Waugaman: Same menu, etc. – slider, etc. social media stuff. But I think we can utilize video and sound more on the front page.
08/13/2012 16:34:21 Chris Waugaman: Good question Heidi.
08/13/2012 16:34:25 valerie kibler from home: jDay dates – April 12-13 you can add
08/13/2012 16:34:44 Chris Waugaman: Oops – I thoght is was 19 I forgot we moved it up.
08/13/2012 16:35:44 Chris Waugaman: I would like to do something like Aaron Manfull has done – with posting key topics at key times of the year. I will shoot you tonight your login and password. Could you post
08/13/2012 16:36:26 Chris Waugaman: … a beginning of the school year lesson. We definitley cold use yearbook ones and broadcast ones.
08/13/2012 16:36:54 Chris Waugaman: If yo have trouble posting using the login just email it to me at [email protected]
08/13/2012 16:37:07 Meghan Percival: I can certainly post some yearbook ones – can you resend me my login info?
08/13/2012 16:37:22 Chris Waugaman: I think my keyboard is broken – it couldn’t possibly be my typing.
08/13/2012 16:37:35 heidi craft from henrico, va: I have lessons I can post too relating to yearbook as well as the beg. of the year
08/13/2012 16:37:42 Cheryl DeVincentis from Reston, VA: I have a first day get-to-know-you interview assn for beginners. It becomes part of their final exam.
08/13/2012 16:38:04 Chris Waugaman: Yes – Meghan – I am gong to email everyone their login and password along with the instructions.
08/13/2012 16:38:24 Chris Waugaman: I swear I typed an i in going!
08/13/2012 16:39:14 Chris Waugaman: We only have 169 likes on facebook – so if you cold push it with your staff too and we should include it in the email blast also.
08/13/2012 16:40:06 Chris Waugaman: If your staff has a facebook page let me know and we will promote it on our facebook as well.
08/13/2012 16:40:34 Chris Waugaman: Any questions?
08/13/2012 16:40:43 valerie kibler from home: nope!
08/13/2012 16:40:53 Cheryl DeVincentis from Reston, VA: sounds good
08/13/2012 16:40:56 heidi craft from henrico, va: okay
08/13/2012 16:41:33 Chris Waugaman: Val – do you want to talk about jcamp?
08/13/2012 16:41:46 heidi craft from henrico, va: sorry, gang. I need to leave the meeting for a bit.
08/13/2012 16:41:53 valerie kibler from home: we’re on for June 23-27 next year at Washington and Lee
08/13/2012 16:41:58 Chris Waugaman: No problem Heidi
08/13/2012 16:42:02 valerie kibler from home: Chris and I are finalizing a contract with them
08/13/2012 16:42:15 valerie kibler from home: they are excited to have us and the cost is dropping dramatically
08/13/2012 16:42:47 valerie kibler from home: We think we will be down to $350 or $375
08/13/2012 16:42:50 Meghan Percival: exciting!
08/13/2012 16:42:56 Cheryl DeVincentis from Reston, VA: wow
08/13/2012 16:43:03 valerie kibler from home: will have early bird registration
08/13/2012 16:43:04 Chris Waugaman: Amen!
08/13/2012 16:43:17 valerie kibler from home: W & L will be designing a new website
08/13/2012 16:43:25 valerie kibler from home: and doing save the date mailings
08/13/2012 16:43:32 valerie kibler from home: and registration forms
08/13/2012 16:43:48 valerie kibler from home: Cheryl, we’d love to push a broadcasting strand
08/13/2012 16:44:01 Cheryl DeVincentis from Reston, VA: I’ll see what I can do to help!
08/13/2012 16:44:12 valerie kibler from home: it’s a terrific time for schools to work together and staffs to bond
08/13/2012 16:45:15 valerie kibler from home: anything to add Chris?
08/13/2012 16:46:13 valerie kibler from home: looks like we lost him momentariyl
08/13/2012 16:46:20 valerie kibler from home: and I picked up his typing skills
08/13/2012 16:46:23 Chris Waugaman: Yup I was kicked out.
08/13/2012 16:46:56 Chris Waugaman: I just added Michael Todd has already started working on the website.
08/13/2012 16:47:14 valerie kibler from home: yea, they are on top of things
08/13/2012 16:47:27 Chris Waugaman: Very much so.
08/13/2012 16:48:13 valerie kibler from home: jDay now?
08/13/2012 16:48:14 Chris Waugaman: We also made it very well known at jcamp this year that we were moving so hopefully the students who can come back will be excited.
08/13/2012 16:48:31 Chris Waugaman: Sure jday.
08/13/2012 16:48:55 valerie kibler from home: ok, we have confirmed Sarah Nichols from California for design and yearbook emphasis as a keynote speaker
08/13/2012 16:49:12 valerie kibler from home: and Steve JOhnson from the Univerisity of Florida
08/13/2012 16:49:16 valerie kibler from home: a young phenom
08/13/2012 16:49:26 Meghan Percival: fabtastic!
08/13/2012 16:49:28 Chris Waugaman: Wow – impressive!
08/13/2012 16:49:30 valerie kibler from home: who has done photography for ESPN and Sports Illustrated
08/13/2012 16:49:35 valerie kibler from home: at 22
08/13/2012 16:49:37 valerie kibler from home: years old
08/13/2012 16:49:46 valerie kibler from home: he started stringing for them in high school
08/13/2012 16:49:54 Meghan Percival: wow
08/13/2012 16:49:55 Cheryl DeVincentis from Reston, VA: Amazing! That should excite the kids!
08/13/2012 16:49:58 valerie kibler from home: and is so on top of back pack journalism
08/13/2012 16:50:28 valerie kibler from home: Cheryl, we’d love to have you do a broadcasting track and organize some speakers
08/13/2012 16:50:45 valerie kibler from home: meghan and charlotte did so well getting more teachers there last year
08/13/2012 16:50:52 valerie kibler from home: love to have that in broadcasting
08/13/2012 16:51:06 valerie kibler from home: especially with the new emphasis from VHSL
08/13/2012 16:51:31 Cheryl DeVincentis from Reston, VA: We’re getting the group organized in Fairfax. It’s been a long haul. Will fill you in at some point.
08/13/2012 16:51:44 valerie kibler from home: it will be April 12-13 and everyone will be automatically entered in write-offs with the registration cost
08/13/2012 16:51:50 valerie kibler from home: we liked the way that worked last year
08/13/2012 16:52:12 Cheryl DeVincentis from Reston, VA: I should have time to work something out by then.
08/13/2012 16:52:13 valerie kibler from home: if kids don’t want to be involved, they can do the swap shop
08/13/2012 16:52:29 valerie kibler from home: but Erinn did a fabulous job with setting that up
08/13/2012 16:52:36 valerie kibler from home: and has agreed to do it again this year
08/13/2012 16:52:46 valerie kibler from home: Pam – luncheon again?
08/13/2012 16:52:54 Pam Necessary from Abingdon, Virginia: sure
08/13/2012 16:53:05 valerie kibler from home: knew we could count on you
08/13/2012 16:53:14 valerie kibler from home: loved having everyone eat together last year
08/13/2012 16:53:18 valerie kibler from home: made it nicer for the kids
08/13/2012 16:53:38 Pam Necessary from Abingdon, Virginia: It worked out great
08/13/2012 16:53:50 valerie kibler from home: yep, so same food arrangements again
08/13/2012 16:54:04 valerie kibler from home: and Bradley Wilson will once again be Friday night photography
08/13/2012 16:54:11 valerie kibler from home: he’s agreed to come back from Texas
08/13/2012 16:54:26 Cheryl DeVincentis from Reston, VA: Can someone send me a program from past events. Since I’ve never been to one, it would help to know what sort of programs you offer.
08/13/2012 16:54:41 valerie kibler from home: sure, I can
08/13/2012 16:54:45 Cheryl DeVincentis from Reston, VA: Thanks!
08/13/2012 16:54:55 valerie kibler from home: Chris, will you send everyone a list of new members and emails
08/13/2012 16:54:56 Betsy Brittingham from Altavista, VA: I would like one as well!
08/13/2012 16:55:13 valerie kibler from home: we need to make sure that all board members are current with VAJTA and JEA membership
08/13/2012 16:55:33 valerie kibler from home: I can send to everyone – or we can post on the website
08/13/2012 16:55:42 Chris Waugaman: Yes – i can send the list – here is a link to the jday info https://www.vajta.org/?p=746
08/13/2012 16:55:49 Cheryl DeVincentis from Reston, VA: Hahaha! I told Erinn I needed to actually join VAJTA!
08/13/2012 16:55:59 valerie kibler from home: lol, yep!
08/13/2012 16:56:06 valerie kibler from home: the form is on our website
08/13/2012 16:56:19 valerie kibler from home: join JEA through VAJTA – we get a $5 kickback
08/13/2012 16:56:22 Chris Waugaman: It is actually on the slider right now
08/13/2012 16:56:25 Lisa Giles from VHSL: Hey, everyone. I gotta run. Gotta take my nephew home.
08/13/2012 16:56:31 Chris Waugaman: Thanks Lisa
08/13/2012 16:56:37 Pam Necessary from Abingdon, Virginia: my membership this year is coming from ASNE. You should receive it soon.
08/13/2012 16:56:39 Lisa Giles from VHSL: You’re welcome. Thank you all.
08/13/2012 16:56:42 Lisa Giles from VHSL: Goodnight.
08/13/2012 16:56:42 Pam Necessary from Abingdon, Virginia: Bye Lisa
08/13/2012 16:56:50 Chris Waugaman: Link to join https://www.vajta.org/?p=900
08/13/2012 16:56:52 valerie kibler from home: bye!
08/13/2012 16:57:03 Cheryl DeVincentis from Reston, VA: Bye, Lisa!
08/13/2012 16:57:40 Cheryl DeVincentis from Reston, VA: I have a JEA membership already. Just need to add ours.
08/13/2012 16:57:53 valerie kibler from home: thats just $10, then
08/13/2012 16:58:03 Cheryl DeVincentis from Reston, VA: Okee dokee1
08/13/2012 16:58:34 Chris Waugaman: Val – I don’t know how we would find a better venue as far as space but is there any thought to eventually changing location for JDAY?
08/13/2012 16:59:02 valerie kibler from home: it can rotate easily
08/13/2012 16:59:10 valerie kibler from home: as long as someone wants to take it on!
08/13/2012 16:59:26 Chris Waugaman: My finger is on my nose right now 🙂
08/13/2012 16:59:37 valerie kibler from home: get your finger out of your nose, boy!
08/13/2012 16:59:46 Chris Waugaman: Not in – on!
08/13/2012 16:59:48 valerie kibler from home: it’s your anniversary – nose picking is a turn- off
08/13/2012 17:00:03 Meghan Percival: I think we could find some Northern Virginia hosts – maybe people from out of the area could combine it with a visit to the Newseum?
08/13/2012 17:00:15 Cheryl DeVincentis from Reston, VA: Nice thoughyt, Meghan!
08/13/2012 17:00:20 Meghan Percival: Or maybe Washington and Lee would like to host us?
08/13/2012 17:00:33 Cheryl DeVincentis from Reston, VA: Ok–the typing monster is hitting all of us!
08/13/2012 17:01:02 valerie kibler from home: they might – maybe come up with some proposals for the next meeting and let’s move it in 2014?
08/13/2012 17:01:08 Meghan Percival: I’m happy to look in to it – but were thinking for 2014, right? 2013 is alreadey locked in?
08/13/2012 17:01:14 valerie kibler from home: yep
08/13/2012 17:01:20 Meghan Percival: cool
08/13/2012 17:01:47 Chris Waugaman: We could do a preview to JEA/NSPA 2014:)
08/13/2012 17:01:55 Meghan Percival: ahhhhhhh!
08/13/2012 17:01:58 valerie kibler from home: yep
08/13/2012 17:01:59 Chris Waugaman: in NOVA 🙂
08/13/2012 17:02:30 Chris Waugaman: Ok – I am on another computer and don’t have my agenda… what is left?
08/13/2012 17:02:43 Betsy Brittingham from Altavista, VA: As an outsider looking in – after tromping to NY and back in March, the Newseum visit might help me justify another day out of school. (in April, right!?)
08/13/2012 17:02:56 valerie kibler from home: new business
08/13/2012 17:03:31 valerie kibler from home: membership – I will try to spend a day getting stuff together before the after-labor day schools get back in to send out to membership
08/13/2012 17:03:45 Chris Waugaman: Right Betsy. If you do CSPA and SIPA – the third one is a tough one.
08/13/2012 17:04:29 Chris Waugaman: I didn’t hear from Carol about tonight – I know that they are trying to do something similar to Second Saturday but not as often.
08/13/2012 17:04:56 Chris Waugaman: I will be sure to post any info on the web and facebook.
08/13/2012 17:05:23 valerie kibler from home: yep, she is still working on that
08/13/2012 17:05:34 Chris Waugaman: Val – what was our membership for last year in VA?
08/13/2012 17:05:45 valerie kibler from home: right around 100
08/13/2012 17:05:50 valerie kibler from home: 6th largest state
08/13/2012 17:06:08 Chris Waugaman: That is great – for VAJTA and JEA?
08/13/2012 17:06:15 valerie kibler from home: yep
08/13/2012 17:06:21 valerie kibler from home: a tad less for VAJTA
08/13/2012 17:06:32 valerie kibler from home: but as board members, we should be pushing in our areas
08/13/2012 17:06:43 valerie kibler from home: great to have Betsy from that region on board
08/13/2012 17:06:55 valerie kibler from home: we haven’t had a lot of membership from that direction
08/13/2012 17:07:14 Chris Waugaman: Yes – very true
08/13/2012 17:07:15 Meghan Percival: I know we have a lot of new advisers in Farifax – Mary Kay Downes and Alan Weintraut are usually great about letting people know they need to sign up (and that they can get their school to pay for it)
08/13/2012 17:07:34 valerie kibler from home: good, it will be good to get new folks involved
08/13/2012 17:07:39 Cheryl DeVincentis from Reston, VA: We can get the word out at the inservice in a few weeks.
08/13/2012 17:07:41 valerie kibler from home: i know we had a lot leave and retire
08/13/2012 17:07:59 valerie kibler from home: i will update forms and info soon and send to Chris
08/13/2012 17:08:01 Meghan Percival: As a social studies teacher, I’m not usually at that meeting…
08/13/2012 17:08:50 Pam Necessary from Abingdon, Virginia: Abingdon is hosting a one day yearbook workshop on August 31 for schools in the surrounding counties. I plan to distribute information to advisers on that day – if we have any turn out
08/13/2012 17:08:54 Cheryl DeVincentis from Reston, VA: I’ll make contact with the others & work on that one.
08/13/2012 17:09:03 valerie kibler from home: great
08/13/2012 17:09:09 Betsy Brittingham from Altavista, VA: We have a bunch of new advisers in our area, I can reach out to them.
08/13/2012 17:09:25 valerie kibler from home: I suppose VHSL will start tracking broadcasting programs now
08/13/2012 17:09:30 valerie kibler from home: so that will be helpful
08/13/2012 17:09:47 Chris Waugaman: Great! Siince it sounds like Betsy and Cheryl are already working for us – I would like to make motion but do we have enough here now to vote?
08/13/2012 17:10:34 valerie kibler from home: yes
08/13/2012 17:10:56 Chris Waugaman: Ok – I would like to make a motion to add Betsy and Cheryl to the Board.
08/13/2012 17:11:08 Pam Necessary from Abingdon, Virginia: second
08/13/2012 17:11:16 Linda ercer: HEY–HOw do I submit messages
08/13/2012 17:11:20 valerie kibler from home: do you want to add Tim now, too?
08/13/2012 17:11:27 Chris Waugaman: You just did Linda.
08/13/2012 17:11:28 valerie kibler from home: you just did, Linda
08/13/2012 17:11:43 Linda ercer: I guess I have to hit return. Just set up my new mac
08/13/2012 17:12:10 Chris Waugaman: We can add Tim – or we can wait for the next meeting.
08/13/2012 17:12:30 valerie kibler from home: well, if he agreed already, may as well add him now?
08/13/2012 17:12:53 Chris Waugaman: Ok – I also move to add Tim to the Board.
08/13/2012 17:13:45 Chris Waugaman: Second?
08/13/2012 17:13:55 valerie kibler from home: second
08/13/2012 17:14:23 Chris Waugaman: All those is favor of Tim, Betsy and Cherly becoming part of the VAJTA Board say yes.
08/13/2012 17:14:27 Pam Necessary from Abingdon, Virginia: yes
08/13/2012 17:14:28 Meghan Percival: yes
08/13/2012 17:14:33 Chris Waugaman: yes
08/13/2012 17:14:40 valerie kibler from home: yes
08/13/2012 17:15:23 Chris Waugaman: I don’t think Linda opposes…but any no’s?
08/13/2012 17:15:41 Chris Waugaman: Ok congratulations guys – we are so excited!
08/13/2012 17:15:55 Betsy Brittingham from Altavista, VA: Thanks!
08/13/2012 17:15:58 Cheryl DeVincentis from Reston, VA: Thanks! Nice to be part of this group!
08/13/2012 17:16:00 Chris Waugaman: And with that welcome aboard!
08/13/2012 17:16:10 Cheryl DeVincentis from Reston, VA: Champagne?????
08/13/2012 17:16:24 Betsy Brittingham from Altavista, VA: second 🙂
08/13/2012 17:16:33 Chris Waugaman: I will treat you in San Antonio!
08/13/2012 17:16:59 Linda ercer: I was fasr scri=olling thru the erlier meeting conversatins.. I vote yes to the 3 new folks
08/13/2012 17:17:08 Chris Waugaman: Or our next meeting – which is right now slated for Nov 3rd.
08/13/2012 17:17:18 Chris Waugaman: Ok – we have Linda on the record now.
08/13/2012 17:17:21 Linda ercer: And getting used to new ketboard!
08/13/2012 17:17:53 Chris Waugaman: My keyboard has been my enemy tonight.
08/13/2012 17:18:01 Chris Waugaman: Anything else?
08/13/2012 17:18:13 Meghan Percival: Erinn says hi – she has no access from the beach
08/13/2012 17:18:18 valerie kibler from home: poor thing
08/13/2012 17:18:22 Linda ercer: Is Nov. 3 gonna be a face ti face meeting??Hope Hope.
08/13/2012 17:18:27 Chris Waugaman: poor thing
08/13/2012 17:18:44 Meghan Percival: I know, right?
08/13/2012 17:18:58 Chris Waugaman: That is the plan – face to face. Aug is always tough.
08/13/2012 17:19:16 Chris Waugaman: I think two face to face and two online is a nice compromise.
08/13/2012 17:19:22 Meghan Percival: agreed
08/13/2012 17:19:27 Cheryl DeVincentis from Reston, VA: Sounds good
08/13/2012 17:20:25 Linda ercer: So is this the end of meeting? Were you using cameras?
08/13/2012 17:20:27 Chris Waugaman: Ok – i will be in contact – if there is nothing else – then the meeting is adjourned.
08/13/2012 17:20:39 Chris Waugaman: No cameras – just typing
08/13/2012 17:20:45 Pam Necessary from Abingdon, Virginia: Bye
08/13/2012 17:20:48 Cheryl DeVincentis from Reston, VA: Bye
08/13/2012 17:20:49 valerie kibler from home: bye bye!
08/13/2012 17:20:51 Linda ercer: Aww–just when I got one to use.
08/13/2012 17:20:52 Meghan Percival: bye
08/13/2012 17:20:55 Chris Waugaman: Bye everyone!

VAJTA Board Meeting Minutes 6/16/12

Present: Charlotte Wood, Val Kibler, Linda Mercer, Chris Waugaman, Meghan Percival, Erinn Harris.

Director Chris Waugaman called the meeting to order at 10:02 a.m.

The minutes from the March on line meeting are on the web site and were approved.

Valerie Kibler will send the treasurer’s report via e-mail. She stated there is $18,800+ in all accounts. She reported that JDay made a profit and our membership is 6th highest in the US.

Chris went over the list of board members noting those who have resigned–Martha Akers, Fred Campbell, Shannon Dalton, Artise Gill, Jeanne Hobbs, Tracy McNulty, Leslie Stevens, Amy Poe, Jan Barrett. There were 2 who he didn’t know the status of and will check into their situations.

Advisers were mentioned as potential new board members. Six are needed to make the 15 required in the By Laws. Chris and others will contact these people.

Val asked if anyone had done a Google Hangout on line. Erinn had done so with another school. Val suggested that it be tried for an on line Board meeting.

Chris shared noted from Lisa Giles re VHSL report. She will mail contest materials to judges, so there will be no August judging. There was discussion of others states which do contest entries on line. We will suggest VHSL try it.

The VHSL/Jostens Championship dates are Oct. 1,3,5–Fredericksburg, Roanoke, and Richmond. $55 by Sept. 21, $65 late Workshop only. $35 Luncheon, $35 Writing/Photo/Design contest–mailing to judges.

Chris shared graphs of traffic /visitors to the VAJTA web site and Face book pages. There was good traffic on both of them. There were 162 likes on our Face book site.

Chris recommended that we enact Valerie’s plan to post items via Google docs. and give members a password as they join.

Meghan suggested we offer a membership card/ even a digital one with a list of things/dates for advisers to do as a help for them.

Val mentioned we have student memberships in VAJTA. She also suggested students submit their Journalist of the Year materials digitally. Others felt the contest was a great deal of work for kids to produce.

Erinn volunteered to be VAJTA’s Twitter master.

Val and Chris gave the JDay recap. There was $600 profit and slightly more were in attendance compared to last year. She suggested date changes–the board settled on April 12-13, 2013. Discussion of Keynote speakers–Bradley is moving to Texas, but Val felt she could cover part of the expense through her school since he teaches for her when he comes to JDay. Other names were suggested for other Keynote speakers and Val will ask them. It was decided to build Write Offs into the fee for JDay for all to participate. If any do not, they can attend a Swap Shop.

JCamp at Virginia Tech has approximately 40 signed up. The staff has been reduced to 5. Discussions with Tech will follow camp as to further use of their facilities, etc.

Chris shared some of Carol Lange’s notes on mentoring. He suggested putting any decisions off until we have a full Board.

Meghan asked if we could have an advisers breakout at JDay. She suggested inviting some advisers to speak at JDay as well, which would expand advisers’ contacts. Plus, they’d bring kids.

Erinn suggested a Google type conference for advisers on issues advisers need to know about/ask about. Chris wondered if it could be done in August if we had an on line meeting and add a topic for an hour afterwards. Meghan asked if we could provide a certificate for folks who spend the hour so they can earn points for recertification. Topics were considered for this.

Charlotte asked how advisers afford to take students to CSPA and other trips. There were many hints given –team up with other schools, go by bus, plan way ahead, etc.

THE NEXT MEETING DATES ARE–

AUG. 11, NOV. 10, MARCH 9.

Respectfully submitted,

Linda Mercer secretary

VAJTA Board Meeting Minutes 3/12/12
Meeting was held online via www.coveritlive.com website