CALL TO ORDER
President Lisa Hahn called the meeting to order at 9:05 a.m. She asked those present if there were other items of business to be added to the agenda. Jack Kotvas approached the board and asked that it reconsider its recent vote to deny the Central Agency Administrators Special Interest Group's request for standing committee status. Donna Mooney asked that the failure of a board member to perform duties be added to the agenda. Both agenda items were added.

CENTRAL AGENCY ADMINISTRATORS
President Hahn invited Mr. Kotvas to present his comments to the Board. He said that the central agency administrators feel as if their designation as a special interest group places them outside the CLEAR family. Having standing committee status would not only help them with recruitment, but with retention of current members who are hurt by the Board's earlier decision. Steve Meloy, board liaison to the central agency administrators, said that the issue of retention of current members adds another dimension to the matter and asked if the central agency administrators felt they had less of a stake in the organization under their current designation. Mr. Kotvas replied in the affirmative.

President Hahn advised the board members that since the bylaws change had been advertised to the membership and comments received, the Board could reconsider the issue if it so chose. Roy Swift moved, Jim Guffey seconded a motion that

The motion passed.

Jim Guffey moved, Deanna Laws seconded a motion to

reverse the Board's former vote on the proposed bylaws change for Article VI, Section 6, deleting the word special in the advertised language.

The motion carried, thus amending the CLEAR bylaws as follows:

The functions of this Special Committee are to
(a) make recommendations to the Board of Directors;
(b) provide a forum for issues unique to central agencies;
(c) elect each year from the CASC membership a chair, vice-chair and secretary; and
(d) establish task forces to explore various common interests and issues.

Jim Guffey moved to

accept the minutes of the Board's November 27, 2000 teleconference.

The motion was seconded and carried.

Mr. Guffey said that he would like to explore using roll call votes for all matters before the Board, with the results recorded in the minutes. After discussion, it was decided that whether to use a roll call vote was the president's prerogative and should continue to be used on a case-by-case basis.

EDUCATION AND TRAINING
Reports were received from all four Education and Training subcommittees.

International Relations Subcommittee
The report of the International Relations subcommittee contained two action and one information item for the board's consideration:

Action Items
1. That, pursuant to a request in September 2000 from Marjorie Peace Linn that the CLEAR Board President appoint two members to liaise with CQAIE in its program planning: Deanna Laws and Gerard Swain are recommended as appointments.

Information Item
The Subcommittee suggests two sessions for the annual conference and will forward the details to the Program Committee.

Jim Guffey moved, Steve Meloy seconded a motion to approve actions item numbers one and two. The motion carried.

NCIT Subcommittee
Co-Chair Jayne Bunn presented the report of the NCIT subcommittee containing two information items:

Information Items
1. A Request for Proposals (RFP) will be distributed for the review of the NCIT curriculum. The committee chairs will review the responses before making a recommendation to the Board of Directors.

2. The subcommittee will continue to discuss potential training collaborations with other organizations.

Publications and Communications Subcommittee
The report of the Publications and Communications Subcommittee contained six information items:

Information Items
1. Winter issue of CLEAR News will be placed on-line next week.

2. Solicitation of articles for Resource Briefs dealing with specific topics - will use some of the "hot topics" discussed by the Program Subcommittees.

3. Include review criteria on web site for potential Resource Briefs authors so they may better understand the evaluation process.

4. ListServ viewed as a positive use of technology for members.

5. A review of old CLEAR publications will be conducted to determine whether they should be included in the Members-Only section of the CLEAR web site – need to review old Resource Briefs to determine if they could be updated for future publication.

6. Staff to look for target individuals in various states who may be able to provide potential publication topics for all CLEAR publications.

Training and Development Subcommittee
Co-Chair Mary Romelfanger gave the report of the Training and Development subcommittee which contained one action and one information item for the Board's consideration:

Action Item
1. The fee for the 2001 Board Member Training Program is set at $25 for members and $50 for non-members.

Information Item
1. The 2001 Board Member Training Program will meet on the first day of the conference and be directed to pertinent sessions throughout the conference with a wrap-up session at the end of the conference.

Jim Guffey moved, Mack Smith seconded a motion to

accept action item number one.

The motion carried.

EXAMINATION RESOURCES AND ADVISORY COMMITTEE
The report of the Examination Resources and Advisory committee contained three information items:

Information Items
1. Several strategies for increasing subscriptions to CLEAR Exam Review were discussed

2. Committee reviewed the ERAC survey results from an Internet survey conducted by Lee Schroeder and Sandy Greenberg. Findings suggested three topics for ERAC publications:

• Internet testing
• Recent court cases about testing
• Continuing competency

By April, will have a plan for developing each of these into publications.

3. Reviewed progress made in revising NCIT end of course exam. Plan is underway for revising items from true-false to multiple choice and linking to the job analysis.

The report was accepted as presented.

PROGRAM COMMITTEE
Chair Donna Mooney presented the report of the program committee which contained six information items:

Information Items
1. More than 50 [session] proposals were received

•  32 proposals for the four tracks identified (some are combinations of proposals)
• 15 proposals were identified as alternatives
• the four Early Bird sessions have not been filled at this time

2. Sessions that are pertinent to Board Member Training are to be identified in the program

3. Those persons that submitted proposals are to receive a note of thanks with an explanation of the process

4. Persons whose proposals were not selected are to be invited to submit their proposal as a Resource Brief

5. Proposal descriptions and Coordinator/Speaker information are to be submitted to staff by January 12 in keeping with the new timeline adopted in September

6. Opening Session and Plenary sessions are still being developed

Ms. Mooney added that staff will send letters to topic submitters whether their topic was accepted or not.

Roy Swift said that he would like to have a discussion of membership issues. Mr. Guffey said that President Hahn had pulled together a group of past presidents to work on membership issues, including recruitment and retention. Although ideas are still coming forward, one that looks promising is to hold a reception during the annual conference specifically for new members and attendees, past presidents and current leadership.

Deanna Laws said that an important program issue is multiculturalism. Steve Meloy suggested that one approach is to ask what other countries have to offer CLEAR (rather than the reverse).

Program staff was asked to disseminate the program matrix to the Board of Directors as soon as possible.

FINANCE
The unaudited financial statements for the quarter ended September 30, 2000 were accepted as presented.

Mr. Guffey, who had served this past year as organizational treasurer by virtue of his office as Immediate Past President, asked that the minutes reflect the need for board members who have a request for staff services other than the routinely assigned committee work to go through the Executive Director who will determine whether and to whom the assignment will be made. He also commended staff for doing a competent job and encouraged board members to visit CLEAR headquarters for a fuller understanding of how their organization is managed by staff.

NOMINATIONS AND ELECTIONS
A staff report on CLEAR's voting process contained the following four action items for the Board's consideration:

Jim Guffey moved

to amend Bylaws Article III Section 3 to allow for all votes to be cast either by mail or on site at the annual conference as recommended in the staff report.

The motion was seconded and passed.

AARO
A written report from Mel Black, CLEAR's liaison to the Association of Appraiser Regulatory Officials (AARO) contained several suggestions for providing CLEAR-offered training to AARO's constituency. The Board endorsed pursuing any of the proposals that best suited the organization's mutual needs and directed staff to work with Mr. Black on this project.

ARELLO
Jim Guffey, liaison to the Association of Real Estate Licensing Law Officials (ARELLO) provided the Board with a letter expressing interest in the merits of the two organizations working together on training projects.

ORGANIZATIONAL PLAN
Following the Board's expressed intention to review a section of CLEAR's organizational plan during each board meeting, the board undertook a review of the FY2001 indicators with the following changes:

Increase CLEAR's focus on the public board member

limit/broaden current membership

limit/expand international growth

Roy Swift said that he still had questions about membership. He asked why the membership list wasn't presented to the board during this meeting. Pam Brinegar responded that it is now available in the Members'-Only section of CLEAR's Web site. Mr. Swift then asked who is serving as board/staff liaison for membership matters. President Hahn said that Jim Guffey, as chair of the newly appointed Past Presidents' Group, is the board/staff membership liaison. All board members are invited to send their ideas for member/leader recruitment to Mr. Guffey over the next 30 days and he will coordinate them for further action.

It was suggested that staff conduct site visits to appropriate agencies, if there were a way to fit the trips into the budget. Pam Brinegar said that staff used to try and visit agencies in conjunction with other trips (e.g., the NCIT) and it could certainly plan to begin doing so again.

Helen Meeks asked about other groups. Ms. Brinegar said that other groups used to meet around CLEAR's annual meeting and had grown large enough to be free-standing (e.g., the Administrators in Medicine). This type of activity continues. For example, in San Antonio, it is anticipated that the National Athletic Trainer's Association Board of Certification will hold its first meeting of state boards in conjunction with CLEAR's annual meeting.

Staff was instructed to place the updated strategic indicators online with links from the organizational plan to any relevant online components.

Staff will begin work on FY2002 strategic indicators. One addition will be Leadership Training (certificate?).

Jinny Gender volunteered to coordinate and facilitate a breakfast session for public board members during the annual conference. Staff was directed to contact Ms. Gender to make arrangements for promotion, etc.

RETREAT
The board decided to hold a facilitated team-building retreat in Lexington, Kentucky, which would last one and a half days. The purpose of the half day is to visit CLEAR headquarters and to hold a board/staff dinner the evening before facilitated discussions on the following full day. Staff was directed to look into the availability of central Kentucky facilities used for an earlier retreat (Governors' and Berry Hill mansions).

REMOVAL OF A BOARD MEMBER
Donna Mooney advised the Board that the Executive Committee, under the bylaws and policies for board member removal, intended to write an inactive member requesting a response to the question of why he should be permitted to remain on the board.

Carl Williams suggested that criteria for removal should be broadened to specify the number of meetings it is allowable to miss, etc. He will send a model in use in Ohio to CLEAR staff so it can draft language for the board's consideration.

ADJOURNMENT
There being no further business before the board, a motion was made, seconded and passed to adjourn the meeting.

Respectfully submitted,

Pam Brinegar

- approved the establishment of the Central Agency Committee

- accepted the minutes of the November 27, 2000 teleconference

- appointed liaisons to the Center for Quality Assurance in International Education

- Established fee for board member training during annual conference at $25 for members and $50 for non-members

- approved distribution of proposed bylaws change for elections process, permitting casting all ballots by mail or on site

- endorsed pursuing mutual training projects with the Association of Appraiser Regulatory Officials

- reviewed and amended the FY2001 strategic indicators in the organizational plan

- approved holding a board/staff team-building retreat this spring

1. Amend Bylaws to include Central Agency Committee

2. Facilitate contact between Deanna Laws, Gerard Swain, and the Center for Quality Assurance in International Education

3. Review older CLEAR publications, placing online as appropriate

4. Solicit Resource Briefs publication topics

5. Place Resource Briefs criteria online for prospective authors

6. Advertise fee for board member training during annual conference as $25 for members and $50 for non-members (in addition to regular conference fee)

7. Board Member Training program during annual conference to meet on day one, direct attendees to relevant sessions, and meet again for wrap-up at end of conference.

8. Market CLEAR Exam Review

9. Send letter to program session submitters, both successful and unsuccessful

10. Distribute program matrix to Board of Directors

11. Advertise elections Bylaws Changes (+180 days change)

12. Work with Mel Black on AARO

13. Work with Jim Guffey on ARELLO

14. Amend FY2001 strategic indicators

15. Develop FY2002 strategic indicators...include Leadership Training (certificate?)

16. E-mail Past Presidents' Group and Board regarding membership ideas

17. Conduct agency staff visits as possible

18. Update online strategic indicators and place links from organizational plan to appropriate online elements

19. Work with Jinny Gender on public board member breakfast.

20. Arrange for board retreat

21. Expand criteria for removal of a board member following receipt of Carl Williams' material