Glenbrooks Meeting – November 2019
Welcome from president to new and newly reelected members
Present in Chicago: Shane, Brian, Scott, Shree, Aaron, Kaz
Present Electronically: Kevin, Lauran, Shunta
Review of Jobs We Need to Assign to People
Kevin – Tournament Coordinator (person who communicates with hosts, tournament director and board)
Kaz – Internal Communications Coordinator
Shane –Web Manager
Lauren – PR Coordinator/Membership Lists/Second Name on Bank Account
Shunta – President/First Name on Bank Account
Brian – Conference Coordinator (with Assistance from Aaron)
Shree – Curriculum coordinator
Scott – Open Evidence Coordinator
Shunta – 2021 National Tournament – April 10-12th
There was considerable discussion about the 2021 tournament. Some board members were concerned about a West Coast location given the expense of travel from the East Coast (at a previous meeting an East Coast location was rejected for similar reasons). The conclusion was, however, that since we only have one bid, we need to work with Peninsula. To that end, there was a discussion about hotel costs and attrition rates. The hotel costs are likely to be a bit higher than at past tournaments because of decreased competition (Marriott/SPG merger) and location, but if there is nothing to be done about that, the board was still concerned that we not be forced to guarantee as high a number of room nights as originally demanded, especially since it is not clear if there will be as many participants as at past tournaments and given that some participants from the area might not stay at the hotel. Work with the hotel on that issue will continue and the motion to accept Peninsula’s bid was passed, with the proviso that food costs not exceed $25 per person.
Shane will manage between meeting votes – and the clock for the votes as he has been.
Tournament Director
This discussion began with the observation that there are considerable outstanding fees to be collected from the past couple of tournaments. Since board members have not had Tabroom access in previous years, it has not been possible for them to assist the TD in collecting unpaid fees. Brian suggested that all board members should have Tabroom Admin Access, and if not, that at least Shunta as president, and Lauren, in her role as the second person on the bank account, ought to have access. There then followed a discussion of how far in advance checks could be demanded, whether fees can be paid after the tournament with presentation of a PO or whether personal checks could be used as place holders for yet to arrive school checks. There was no definite decision.
Then the discussion of Tim as Tournament Director began. Kevin said that he believed the problem with lack of participation in World Schools, LD or PF was a PR problem not related to Tim’s role as TD and that it was not his job to be welcoming to World Schools or LD, although he did say that the board could tell Tim to be nice to the folks in those events. Shunta said that people who have concerns should feel that they are being heard regardless of the event and that the issue was bigger than a question of publicity. Aaron said a tournament director needs to have respect for all the events and Shane said that even he was not taken seriously when he raised a PF concern.
Then someone raised the issue of why members of the board are not permitted to tab the tournament or act as the Tournament Director. It was pointed out that several board members run full-service programs. Aaron explained that in the pre-Tabroom era it was about avoiding the appearance of shadiness or hegemonic control and Brian pointed out that while there are a number of board members who do coach multiple events, the board is responsible for the organization, not just the tournament, and that there should be someone whose sole responsibility it was to run the tournament.
There was then considerable discussion about whether the TD should be someone who can interface with all parts of the community or whether the role is more logistical. Near the end of the discussion, Aaron said that diversity, equity and inclusion are all important and there was a general consensus that Shunta share the thoughts of the board with Tim.
Update Bylaws
Board term starts at the Glenbrooks, should be added to the bylaws.
Stuff Shane Needs to Do With Website
Officers and Positions – Old pictures out and New in
Current and Lifetime members
Update bylaws
Amendments and general records/awards from previous tournament
Conference – Health and Wellness of Debate
Brian introduced a preliminary vision of the scope of the event: integrate professional aspects, what is a good day at tournaments, how deal with equity, private vs school based programs, parents vs coaches, what does it look like to be an ombudsperson, safety at tournaments, how do we make it safe for our students and healthy for us, need to refocus on what it is, how it benefits, central hub where that conversation can happen, could reach out to NSDA, could also reach out to CEDA, can have professionals talk, council of tournament directors, best practices, look at the sanctioning of tournaments that follow healthy practices, can reach out tournament directors, no better place than to do at conference
There was also a brief discussion of how to better publicize the event and better connect coaches.
The conference will be May 15-17, 2020 in Dallas.
Updating the Hosting Document – Postponed to Blake Meeting
Specifying what the NDCA expects of a host and what it can do for the host.
Other Tournament Issues – Postponed to Blake Meeting
Naming the PF award, the Points Formula, whether or not to Allow Open Enrollment, etc.
Submitted by Sheryl Kaczmarek