NATIONAL ASSOCIATION FOR COLLEGE ADMISSION COUNSELING (NACAC)
ANNUAL MEMBERSHIP MEETING MINUTES
Approved by the 2016 Minutes Approval Committee:
Brandon Bruan, Pacific Lutheran University (WA)
Kate Gerbode-Grant, College Board (NY)
Erin Hoover, Augustana College (IL)
Marie Nocella, Siena College (NY)
Saturday, September 24, 2016
2:30 p.m. – 4:30 p.m.
Exhibit Hall E • Greater Columbus Convention Center
Columbus, OH
I.
CALL TO ORDER
President Phil Trout called the meeting to order on Saturday, September 24, 2016 at 2:33 p.m.
President Trout began by issuing the following statement, “At Thursday’s Opening General
Session, I wanted to acknowledge all the violence occurring in our communities, along with a
statement of my sympathy and solidarity for all those affected. That statement should have
used the words ‘Black Lives Matter.’
I regret that my insensitive statement caused hurt and offense, and that the impact of my
message of inclusion and respect actually had the opposite effect. I am sorry to have hurt the
feelings of so many people. I offer you my sincerest apology. Let me restate, Black Lives Matter.”
The president then introduced professional parliamentarian Harry S. Rosenthal, from
Philadelphia, Pennsylvania; Board of Directors: President-elect Nancy Beane; Immediate Past
President Jeff Fuller; Directors Marie Bigham, Jayne Caflin Fonash, Kim Chaffer Schroeder, Amy
Jarich, Gwen Kanelos, Kent Rinehart, Douglas Shapiro, Tamara Siler, Zakiya Smith, Tom Weede;
Coordinator of the Affiliate Presidents Council Brandi Smith, and Chief Executive Officer Joyce E.
Smith; Chief Teller Nancy Fomby and Assistant Chief Teller Sacha Thieme-Arterberry. He also
recognized affiliate presidents and NACAC committee members, member volunteers, and
thanked the 2015 and 2016 Annual Membership Meeting Minutes Approval Committees and
Governance Tellers.
President Trout explained the rules of order.
II.
QUORUM REPORT
Chief Teller Nancy Fomby reported:
• Article IV, section 9, of the NACAC Bylaws requires that one-tenth of voting members
registered for the national conference at the close of business on the day preceding the
meeting constitutes a quorum.
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The total number of voting members registered for the national conference at the close of
business on Friday, September 23, 2016 was 4,041. The 10 percent required for a quorum is
405.
The total number of voting members who had checked in for the Annual Membership
Meeting as of 2:42 p.m. was 487.
Motion Approved: The number of voting members submitted be the official list of voting
members of the Annual Membership Meeting.
President Trout declared that a quorum was present.
III.
CONSENT ITEMS
A. Approval of Meeting Agenda
B. Approval of Special Rules of Order
C. Approval of Appointment of 2016 Minutes Approval Committee
Motion Approved: The Meeting Consent Agenda.
IV.
NATIONAL CONFERENCE VIDEO WINNERS
President Trout explained that the Video Scholarship Contest provides awards directly to local
high school students for college expenses. He announced the award winners and asked that
those present come to the stage:
•
•
•
V.
Cassandra Chenoweth, Columbus Alternative High School
Rajah Morales, Electronic Classroom of Tomorrow
Rasmia Shraim, Grandview Heights High School
GOVERNANCE REPORTS
A. Report of the President
President Phil Trout reported on several future-focused priorities, including: comprehensive
examination of the SPGP by the new Steering Committee on Admission Practices; review of
NACAC’s membership categories; the new standing committee on International Initiatives,
formerly an advisory committee; a new approach to the association’s budget development
process; and continued emphasis on information and advocacy through NACAC’s
government relations efforts.
President Trout thanked the membership for allowing him to serve.
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B. Report of the Chief Executive Officer
Joyce Smith, NACAC CEO, noting the success of the conference, reflected on highlights
including reconnecting with colleagues, outstanding educational sessions, and thoughtful
featured speakers. She discussed the current social climate and the need to listen and
respect each other. She spoke about the importance of accountability and integrity and the
association’s commitment to students and professionals as NACAC continues to work
toward increasing diversity and social justice in the college admission process.
C. Report of the 2016 Assembly
President-elect Nancy Beane presented the report of the Assembly.
1. Board Election
The 2016 Assembly elected:
For President-elect:
• David Burge, Vice President for Enrollment Management at George Mason
University in Virginia
For Three Board Directors Positions:
• Bob Bardwell, School Counselor and Director of School Counseling at Monson High
School in Massachusetts
• Ramon Blakley, Director of Admission at Georgia College and State University in
Georgia
• Chris Reeves, Counselor at Beechwood High School in Kentucky
Affiliate Presidents Council Coordinator and Coordinator-elect:
• Affiliate Presidents Council Coordinator: Tara Lebar, School Counselor at Blue Valley
West High School in Kansas; joining the Board for a one-year term.
• Affiliate Presidents Council Coordinator-elect: Sherri Geller, Co-Director of College
Counseling at the Gann Academy in Massachusetts; joining the board in 2017 for a
one-year term.
Appointed Board Member
• Janet Marling, Vice President for Student Affairs & Enrollment Management at the
University of North Georgia and Executive Director of the National Institute for the
Study of Transfer Students; joining the board for a three-year term.
2. Motions
The Assembly approved the following motions:
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a) SPGP Best Practices Article II.A.
The 2016 Assembly voted to amend the SPGP Best Practices Article II.A. to add a
new section 2. that reads:
“In contracts with third party representatives, require those representatives to
disclose to their student clients all institutions who are compensating them. In their
promotional material for international students, institutions should offer to verify
whether they have authorized any third party agents to represent them and indicate
how students may request this verification.”
And further, this change shall be effective for the 2018 admission cycle.
b) Motion – Recommendation to the Board
The 2016 Assembly voted to recommend that the NACAC Board of Directors review
the SPGP for postsecondary institutions regarding working with institutions’ senior
administrators and financial aid offices to not include the Parent Plus Loan as part of
the original financial aid package. They recommend that NACAC work with NASFAA
to create a policy that members of both organizations can follow.
c) Motion – Recommendation to the Board
The 2016 Assembly voted to recommend that the NACAC Board of Directors provide
secondary and postsecondary institutions and counseling professionals with a
comprehensive timeline that encompasses the admission cycle from the opening of
the application process through May 1 for institutions enrolling students in the US.
This timeline should offer the earliest an application can open, the earliest
application deadline, the earliest a decision can be released, and the earliest
financial aid deadline, as part of the US admission cycle for rising high school
seniors.
D. Fiscal Report
NACAC Board of Directors Performance Committee Chair Kent Rinehart reported:
1. 2015 Year-End Report: The 2015 year-end financial statements were audited by the
accounting firm Tate & Tryon, Washington, DC. The auditors noted that there were no
difficulties in performing their audit and no deficiencies or weaknesses in NACAC’s
financial control structure.
2015 Year-End Report: NACAC ended 2015 with a deficit. Revenue from operations was
less than expenses, before the investment income and loss on the change in investment
value. NACAC reserves covered this loss. These reserves help NACAC sustain itself in
spite of the tough times.
Total 2015 revenue was 8.4% greater than 2014, primarily thanks to a successful
national conference in San Diego.
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Total 2015 expenses were higher due to new initiatives, additional staff, increased
governance costs, and a leased satellite office. The reduction in net assets was due to
losses from operations as well as lower than anticipated investment returns.
The financial markets did not perform as well in 2015 and the NACAC investments
showed an unrealized loss in the change in value of over $400,000. At the end of 2015,
NACAC’s investments were valued at just over $14 million.
2. 2016 Year-to-Date Financial Report: NACAC continues to have a strong income
statement. On the revenue side, NACAC has recorded 57% of the budgeted revenue
through July 31, whereas expenses are at 54%. However, there are still outstanding
expenses for the 2016 national conference, National College Fairs, governance, and
general operating expenses. Therefore, the year to date total change in net assets,
which is currently $900,000, will not be fully realized until these bills are paid. At this
time, it appears that NACAC financials will be on budget for fiscal year 2016.
The investment portfolio as of July 31 is valued at just over $12 million. NACAC’s
investment policies are reasonably conservative, well documented, and consistent with
similar organizations. NACAC’s Board of Directors, Finance Committee and staff work
with investment advisors to maintain a strict level of compliance, which is crucial given
the current volatility in the markets. NACAC has worked for many years to build the
portfolio of investments. Earlier this year, funds were withdrawn to support operations.
In August, $750,000 was returned to the investment account. An appropriate level of
reserves is necessary to ensure the long-term financial viability of the organization.
Some accounting standards recommend 100% of the annual budget be held in reserves.
Currently, NACAC is at 55% and the Board is committed to, over time, increasing
reserves to meet recommended standards.
3. 2017 Proposed Budget: NACAC has managed the last few years through cost
containment efforts and conservative financial projections. With losses for the last two
years, NACAC must now rebuild its reserves. The current 2017 proposed budget draft is
presented with revenue of $18,078,771 and expenses of $18,353,220. The budget also
includes a projected gain in the value of investments of $300,000 leaving a small net
income of approximately $25,000.
A final draft of the 2017 proposed budget will be presented to the Board of Directors for
approval at its November meeting.
The current 2017 Revenue Budget draft includes a new college fair in Boston, three new
Performing and Visual Arts fairs, and a new preconference program planned by the
International Initiatives Department. As is customary, there will also be several fee
increases in the upcoming year. Finally, the budget for the Boston conference will be
similar to San Diego.
The 2017 projected expenses include: additional online learning opportunities;
continuing to provide grants for public school counselors’ professional development;
costs for additional office space; a staff of 65; and a reorganization of department staff
to reduce expenses.
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Mr. Rinehart thanked members of the Finance Committee for contributing a great amount
of thought and expertise to develop budget recommendations and to ensure that NACAC
will continue on a prudent and reasonable financial track.
VI.
NEW BUSINESS
Katy Murphy, Governance and Nominating Committee Chair presented the following:
A. Motion – Bylaws IX.6.c) and 7.a)
Upon the recommendation of the Governance and Nominating Committees, I move that the
National Association for College Admission Counseling adopt the following amendment to
the NACAC bylaws:
In Bylaws Article IX.6.c), insert the word “average” between the words “the” and “number”;
insert the words “as they stand on December 31 of each year, for the three preceding
years,” between the words “Affiliate” and “by”; strike out the word “total” between the
words “the” and “number” and insert the word “average”; insert the words “as they stand
on December 31 of each year, for the three preceding years” between the words
“members” and “rounded”, so that if the amendments are adopted the language will read:
“Additional delegates shall be allocated to each Affiliate based on the proportion of NACAC
voting members in the Affiliate determined by dividing the average number of NACAC voting
members in the Affiliate as they stand on December 31 of each year, for the three preceding
years, by the average number of NACAC voting members as they stand on December 31 of
each year, for the three preceding years, rounded to four decimal places and multiplying the
result by the total number of additional delegates determined in IX.6.b) and rounding the
product to the nearest whole number.”
And, Bylaws Article IX. 7. a), insert the words “from the preceding three years” between the
words “members” and “in” so that if the amendments are adopted the language will read:
Every three years, the Chief Executive Officer shall:
b) Prepare an official count of voting NACAC members from the preceding three years in
each Affiliate to determine the number of delegates to which each Affiliate is entitled.
And if approved, this change shall be effective immediately.
Discussion:
• Joe Giacalone, International ACAC, asked for clarification about selecting affiliates. In
the past, members’ affiliation defaulted to the state of their institution, which
underrepresented individuals that are voting members in International ACAC. He
wondered if NACAC’s technology would allow individuals to sign up for the affiliate of
their choice when they join NACAC.
• NACAC Director of Membership and Affiliate Relations Kim Johnston clarified that
members will continue to have the ability to actively choose their affiliation and that
choice is permanent until the individual changes institutions.
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Meghan Dangremond, International ACAC, commented that the requirement that
people change their affiliation themselves puts an undo burden on both regional
recruiters and the International affiliate. The affiliate change carrying over from year to
year is a new addition in the database and would not have been in effect in 2015 which
will affect membership counts for the next delegate census.
Motion Approved (412 in favor, 28 opposed)
B. New Business
President Trout invited new business.
There was none.
VII.
AWARDS PRESENTATIONS
President Trout presented the following awards. Each present recipient came to the stage to
receive the award.
A. John B. Muir Editor’s Award, which recognizes the author who has made the most
significant contribution to NACAC’s Journal of College Admission during the past year, was
presented to:
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Seneca Vaught and Tara Jabbaar-Gyambrah, Journal of College Admission article, “Why
College as an Investment Is a Lousy Analogy”
B. Inclusion, Access and Success, which honors persons who dedicate themselves to making
postsecondary education opportunities available to historically underrepresented students,
was presented to:
•
Jonathan Burdick, University of Rochester, NY
C. Government Relations Award, which recognizes a NACAC member who has worked to
support policy initiatives that promote equal access to higher education, encourage student
achievement, promote counselor excellence, and further the government relations priorities
of NACAC members, was presented to:
•
Jessica Sant, The Lovett School, GA
D. Rising Star Awards encourage affiliates to look within their associations, identify and nurture
those new members and programs that exemplify excellence and dedication to serving the
needs of students in the transition from high school to college.
Individual awards were presented to:
• Alison Lonnemann, Beechwood High School, KY
• Lauren Livak, Rutgers University, NJ
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Program award were presented to:
• Potomac and Chesapeake ACAC: Admission Practices Case Studies
• International ACAC: Scholar Mentor Program
• Illinois ACAC: Sharing the Dream
E. Local Advisory Committee Awards
President Trout recognized the 2016 Columbus Local Arrangements Committee.
LAC Co-chairs:
• Kristen Dickerson, Gahanna Lincoln High School
• Derek DuBose, Ohio State University
LAC Sub-Committee Chairs:
• Rae Ann DiBaggio, Case Western Reserve University
• Mark Nusbaum, Ottawa Hills High School
• Keith Gehres, Ohio State University
• Lindsay Lake, Otterbein University
• Charles Runyan, Westerville South High School
• Amanda Sohl, Capital University
• Laren Beese, Baldwin Wallace University
• Cari Schultz, Columbus School for Girls
• Seneca Bing, Columbus Alternative High School
• Nancy Gibson, Denison University
• Ashley Logan, I Know I Can
• Marcy Ritzert, Muskingum University
• Jill Byers, Ohio State University Agricultural Technical Institute
VIII.
OPEN FORUM
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Cory Meyers, Wheelock College, New England ACAC, requested that the AP Committee
consider adding language to the SPGP regarding how colleges calculate an acceptance rate
and requiring them to publish what they include in the application number or to provide a
better definition than what the Integrated Postsecondary Education Data System currently
does.
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David Quinn, Edmonds-Woodway High School, Pacific Northwest ACAC, offered his thanks to
NACAC for its commitment to bringing high school counselors to the conference, as well as
thanking the Ohio ACAC for bringing so many local counselors to the conference. He also
thanked NACAC for making it easier for colleges to sponsor a high school counselor when
registering for the conference.
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Aviva Walls, Shalhevet High School, Western ACAC, asked about the investment portfolio as
presented during the Financial Repot. She stated that from July 1, 2015 the S&P 500 was
around 2100 and July 1, 2016, the S&P 500 was around 2150. Given that the market didn’t
change and the association is supposed to have a conservative portfolio, Ms. Walls wanted
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to know what was being done to reconsider how the NACAC funds are being invested and
who oversees the investment portfolio. Kent Rinehart, chair of the Board of Directors’
Performance Committee, replied that the investment was performing in a similar manner to
the way that the market was performing. He said he would look into it further. Ms. Walls
advised going back and reviewing the portfolio, citing a loss of 6% of the value in a years’
time, a year in which the market was relatively steady. She was concerned that the
investment portfolio is not secure. Mr. Rinehart replied that the Finance Committee has
oversight and that the Performance Committee and full Board of Directors will have the
opportunity to meet with the investment advisors.
•
Bart Grachan, CUNY La Guardia Community College, New York State ACAC, requested that
the NACAC Board of Directors reconsider canceling the $2,500 transfer grants to the
affiliates and disbanding the Transfer Advisory Committee. Mr. Grachan said that this is a
fledgling group within NACAC and these issues continue to be important.
•
Brandi Smith, Emory University, Southern ACAC, spoke about transparency in the
organization and careful use of social media. Saying that leaders must adjust to the times,
she said that social media is, for many, an opportunity to have a voice. Ms. Smith went on to
say that it can be scary to speak in a room like the Annual Membership Meeting as it can
“put a target on your back.” While it’s important to advocate in spaces like the meeting, Ms.
Smith suggested being an advocate on social media as well. She said that the comments
during the Thursday’s Opening Session were very hurtful and that many do not have the
privilege of going home and never thinking about these issues again. Ms. Smith said that
people’s feelings are valid and cannot be dismissed, to do so is the equivalent of victim
blaming. She said that many who had been hurt were doing their best to be positive but that
the world and profession didn’t always make that easy. She thanked the white allies who
have spoken up and said she knows who their allies are. Ms. Smith said that moving forward
she hopes the board will work to move the Association in a positive direction and suggested
cultural competency training not just for the board but perhaps at NACAC’s Guiding the Way
to Inclusion program and in other professional development formats. She concluded by
encouraging members to speak their truth, not just for themselves, but also for their
students.
•
Rakin Hall, University of Southern California, Western ACAC, spoke in support of Brandi
Smith, saying that “we should hold ourselves to a higher standard.” As a national
organization there is a diversity of thought and action, Mr. Hall said, but “we cannot forget
that our mentorship, the relationships that we forge with students, will echo in the future.”
He spoke of the importance of the task of developing the leaders of the future and asked
everyone to remember history. He referenced the African American victims of police
violence, saying that all life is precious but asking everyone assembled not to forget why the
rallying cry of Black Lives Matter began: “we are crying out because blood is in the street.”
Mr. Hall ended by saying that “we are better than this” and asking the membership to keep
fighting the good fight as leaders in their field.
•
Sheena Reed, Science Academy, Southern ACAC, said that she loved being a part of NACAC
and SACAC because of the opportunities to learn and find her voice. She said that her
involvement in her regional affiliate allowed her take on leadership opportunities as well as
to share her professional knowledge. Ms. Reed said she wanted younger people to be able
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to share their knowledge and for their submissions for presentations at the national
conference to be considered seriously. Ms. Reed stated that while it’s important to learn
from those at the top of the field she would like to see more from young professionals.
IX.
•
Juan-Camilo Tamayo, JCT4Education, International ACAC, asked that people in the
profession refer to students as “students” and not “clients.”
•
Carl Thomas, Oregon Institute of Technology, Pacific Northwest ACAC, spoke up to
encourage attendees to remember that while important conversations about justice are
taking place at conference that there are many allies in attendance and that they may be
“preaching to the choir.” Mr. Thomas asked them instead to return to their homes and
institutions conscious of the people in their communities who don’t share their belief in
social justice and who believe they need to “make America great again.” Mr. Thomas asked
everyone to look beyond NACAC to try to bring this change into their communities at large.
PRESENTATION OF THE 2015 PRESIDENTIAL GAVEL
President Trout recognized the work and leadership of outgoing board directors:
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•
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Jeff Fuller, Immediate Past President
Marie Bigham, Board Director
Kim Chaffer Schroeder, Board Director
Brandi Smith, Board Director and Coordinator of the Affiliate Presidents Council
Tom Weede, Board Director
He then presented the presidential gavel to incoming President Nancy Beane, who will assume
the presidential responsibilities at the close of the conference.
X.
WORDS FROM THE 2016 PRESIDENT
President Nancy Beane urged attendees to come together to address issues of equity, inclusion,
and access in higher education and stressed the importance of their commitment to the
profession and perseverance in the face of adversity. She noted the association’s review of the
SPGP and strategic plan as well as her personal goals to: increase contributions to the Imagine
Fund; find new ways to work together to meet student needs; focus more attention on
students’ mental health and emotional issues; and dispel myths about the college admission
process. President Beane ended by saying that there is much work to be done but that NACAC is
prepared to do it.
XI.
INFORMATION ITEMS
President Trout explained that the Information Items on the agenda did not require member
approval, but provided important information about the Association (www.nacacnet.org).
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A. Minutes of the 2015 Annual Membership Meeting
B. Minutes of the 2015 Assembly
C. 2015 Annual Report
He then recognized Joyce Smith, NACAC CEO; John McGrath, NACAC Deputy Executive Director;
and the NACAC staff for their support of the organization.
XII.
ADJOURN
Motion Approved: Meeting Adjourned at 5:00 p.m.
Note: All motions were seconded unless otherwise indicated. Abstentions are not recorded in the
minutes.