President Kinnaman called the meeting to order at 1:08 p.m.

The committee discussed the complexities of the current administrative process for approving the Meritorious Service Award. When the award was instituted, the APPA Awards and Recognition Committee did not exist. Initially, nominations were sent to the Nominations Committee who forwarded the nominations to the Board for its approval. Currently, regional boards send nominations to the Awards and Recognition Committee. The Awards and Recognition Committee reviews and recommends approval to the Board of Directors.

The Board reviewed the section from the APPA By-Laws that relates to the Meritorious Service Award only.

The Executive Committee concurred that an administrative change rather than a by-laws change was in order. The Executive Committee charged the APPA Awards and Recognition Committee to develop a process for bringing Meritorious Service Award recipients to the Board of Directors for approval.

The revised, updated Award for Excellence (AFE) criteria is now available in the new AFE brochure.

The new Innovative Practices Award is still undergoing design.

Joe Rubertone reported that there were no new or major developments since the May Executive Committee Meeting.

On Tuesday, July 18th, Bill Daigneau will be presented with the Rex Dillow Award for his article entitled "Charting the Future -A Research Agenda for APPA".

Saturday, the Committee hopes to complete the revised CCAS report. Future editions of the report should be produced in a more timely manner. The Committee is instituting an Effective Practices section of the website; and will review APPANet and List serv traffic; and match goals to the strategic plan.

Lander Medlin recommended that a link to the CHEMA website for APPA's Effective Practices would enhance visibility and exposure of the institution's submittals.

Jack Colby reinforced the parallel process that will occur along with AFE but will be called an Innovative Practices Award.

Lander remarked that APPA's web site needs to be even more user-friendly and accessible. Monies have been designated for the APPA web site re-design.

Gary Reynolds reported that approximately 100 individuals attended the first Professional Leadership Academy (PLC) at Rancho Las Palmas, Palm Springs, California. That number was shy of APPA's attendance goal of 120; however, they were unable to accommodate all the requests to register for Track One (the Individual Effectiveness Skills program). While well received, Gary stated that Track Three requires some additional fine-tuning. For future conferences, APPA anticipates increasing the registration fee by approximately $100.

While the PLC was not financially profitable, Lander Medlin reported that the feedback from the participants was overwhelmingly positive including participants and observers from peer organizations. ACUTA is very interested in sending its members to future sessions. NACUBO will join APPA in the delivery of Track Three sometime in the future.

Gary Reynolds stated that institute was very successful and he thinks that it is turning the corner.

Gary reported that APPA's 2002 Annual Meeting will be held in Phoenix. Gary re-iterated how critical a good location is to the success of the annual meeting. This launched a discussion of the location of the annual meeting and how that location is chosen.

Jim Roberts stated that APPA is or may be not meeting its members needs. The most significant changes must result in the thinking of the regions. Therefore, it must be presented as a business case to diffuse the emotional components of this issue.

Phil Cox provided the history behind the regional involvement in the actual site selection - a most important decision at the time in order to build trust and further improve and strengthen the relationship between the regions and international APPA.

The decision is an administrative policy procedure of the Board that it must approve the Annual Meeting site. Lander Medlin surveyed CHEMA organizations. Almost unanimously, the CHEMA organizations' boards approve the site of the meeting. They have criteria, but they expect their staffs to make the business decisions. Lander also stressed that multi-year contracts are driving forces. Where we have a multi-year, national contractual relationship, we get better rates, better accommodations, etc. Convention centers are owned by cities. They generally do not have professional meeting planners which makes logistical planning more difficult, time-consuming, and risky in terms of measurable quality.

Lander Medlin distributed a matrix of meeting locations. She explained the increase in bargaining power that accrues from the use of multi-year contracts and one roof/one hotel meeting scenarios. Lander also presented the present meeting planners/travel agents and the corresponding criteria and benefits.

The 2004 Annual Meeting must be ready for approval at the February 2001 Board meeting. The Wardman Park Marriott in Washington, D.C. is able to handle APPA's entire meeting under one roof. This would initiate the one-roof/one hotel arrangement.

It was agreed that the scenario would be laid out for Board consideration. Mike Besspiata should alert the regional reps that there is going to be a presentation on annual meetings location/siting. Mike Besspiata took copies of the tier one cities and other criteria to the regional representatives' meeting later that evening.

Lander Medlin stressed the importance of input and evaluating APPA's peers and competitors. APPA is losing members to NACUBO, IFMA, SCUP, and Educause.

Lander Medlin announced that there will be a computerized survey set up at the convention center. In August, APPA will conduct a telephone market survey of members who did not come to the annual meeting. Then, there is the Communications Audit. It should generate additional information as well.

President Kinnaman summarized the action that the Executive Committee will take. Mike Besspiata will introduce the subject to the regional representatives at their meeting and will disseminate data and information. Gary will bring to the Board of Directors to review and contemplate. Someone needs to create a white paper for the regions to have at their fall meetings. This is an administrative process.

Chong-Hie Choi emphasized that the goal is to increase the total numbers of attendees. If the members do not attend the Annual Meeting, they can not benefit from it. In addition, she stressed that this is an international annual meeting. The Annual Meeting should not be competing with the regional meetings or vice versa.

Recess

Executive Committee reconvened.

Lander Medlin briefly reviewed the Annual Meeting schedule highlighting for the Executive Committee members and the Board of Directors what are their responsibilities at the various meetings.

Lander Medlin explained and summarized the hotel problems. She distributed new brochures for the Call for Presentations and the Exhibitor Prospectus for Montreal 2001 and the November Pittsburgh Institute.

Jim Roberts requested that an APPA staff person pick up samples of all the materials that are distributed at each of the educational sessions.

Jim Roberts asked for an explanation of the difference between strategic alliance with AUDE versus CSI. Lander Medlin explained that there is little difference since both are associations or organizations that APPA would benefit from given their depth and breadth of experience (e.g. AUDE's international knowledge and viewpoint; CSI's construction and design knowledge).

Dina Murray, APPA's Director of Membership, included membership data in the Board books. Data regarding the HBCUs was also included. Lander suggested that APPA work with SRAPPA on the HBUCs recruitment. It was recommended that APPA ask Sam Polk what we should do next. A personal contact explaining the value of membership in APPA might be the next logical step. Also, APPA can send the HBCUs the new recruitment video when it's ready.

Lander Medlin highlighted the positive surplus balance. She plans to discuss the numbers from the monthly summary. She'll remind the Board of some of the CHEMA graphs. Then, President Kinnaman will present as an action item the BPR for a cash bonus for the staff.

Lander reported that the 1st quarter projections for membership look good. Presently, the Communications Department is stable. The Annual Meeting will incur some loss. The number of registrations is down by approximately one hundred.

Ron Hicks has been contracted to do two things at this time:- the research and increase the number of sponsorships.

APPA's institutional membership number is still flat. The membership directory is at the printer. APPA's goal is to have the directory on members' desk shortly after Labor Day. The new directory will be tabbed. APPA sold $28,000 in advertising for the directory. The Board members were reminded that the members are taking ownership for their own addresses and the updating of their contact information through the on-line directory.

It was determined from the details of the APPA By-Laws that the Executive Committee makes the decision about at-large members. Therefore, no BPR action is required. However, a discussion with the Board is still in order and important.

Maggie stated that with information technology so important to where APPA is going, the two proposed at-large members could be invaluable resources to APPA.

Lander Medlin summarized Eric Denna and Rod Rose's bios. They bring a different and fresh view. Rod Rose is also involved with the Society of College and University Planners (SCUP).

Gary Reynolds mentioned that Brenda Albright made a significant contribution when she served as an at-large member to the Board.

Maggie Kinnaman stated that she felt these individuals will draw APPA into the wider higher education arena and discussion, and help the Board to think more broadly.

Motion (Reynolds): To approve Eric Denna and Rod Rose as the two at-large members for a two year term commencing in July 2000. Seconded (Rubertone). The motion passed (6 for the motion, 1 against).

Gary Reynolds proposed creating a research component for APPA and placing it under the supervision of the Vice President of Information Services. He stated that APPA's successful initiatives are the ones that we have created the structure, provided the funding, and enabled the groups to meet. Members would work with their core group to discover topics of research. He could foresee perhaps 40 - 50 small research groups. There could be potential by-laws changes. In order to provide funding, a BPR would need to be prepared for Board approval ultimately.

Gary Reynolds proposed that if the Executive Committee was comfortable with his idea, he and John Harrod would work together. Gary could follow through during his tenure as President. This was viewed as a good direction to go. Gary Reynolds will work with John Harrod, Lander Medlin, and the APPA staff to create a BPR to bring to the February 2001 Board meeting.

Gary Reynolds' thoughts were that Vicki DeWitt, Vice President of APPA's Information Services Committee, would need to decide the institute director and a few members to get things started. They would meet at 2001 Annual Meeting. and begin working on structure and topics.

Consensus of the Board is go ahead, expand on the paper, and work on a future BPR.

Date for Winter Executive Committee Meeting

A date for the Executive Committee was postponed to the Wednesday Board meeting.

The financial investments discussion was delayed till Wednesday's Board Meeting. Some materials from Morgan Stanley Dean Witter were distributed.