Minutes of the Annual Business Meeting of the Mass Communication Division of Southern States Communication Association ­ 1999

The business meeting was called to order by Mary Jackson Pitts at 5:30 p.m. April 10, 1999 with 15 members in attendance. Jackson Pitts welcomed everyone to the meeting and asked everyone to sign a roll. Jackson Pitts called for the approval of the minutes from the 1998 MCD business meeting. Maria Williams-Hawkins moved to accept the minutes, and Jim Walker seconded. The minutes were unanimously approved.

Mary Jackson Pitts made her report as chair. Jackson Pitts reported that in the executive board meeting it was suggested that the dues for libraries be raised for $5. There was also discussion about raising dues that was sent back to the finance committee for further discussion. There was also discussion about the web site; Jackson Pitts reported that the MCD needs to find someone to update the web page. Jackson Pitts also mentioned that the 2000 conference is to be held in New Orleans; the 2001 is in Lexington, Kentucky; and the 2002 conference will be held in Winston-Salem. Another concern of the executive board meeting is whether to go with an electronic program or stay with a paper program for the conference. Jef Dolan reported that the program for the joint conference cost $17,000, and $4 a piece to mail out. Jackson Pitts asked that the minutes reflect the discussion that would occur on this topic later in the meeting. Jackson Pitts reported that the membership was down from approximately 1,000 to 833. This may have been due to the local arrangements difficulties. Part of the reason that Winston-Salem was chosen was that the room rate was guaranteed for under $100. Jackson Pitts also said that the executive board asked for a change in by-laws relating to the nominating committee person. Jackson Pitts explained that the suggestion was for the nominating committee person to be elected the year before they would begin serving so that the person could make arrangements to stay for that meeting. We will be electing a nominating committee person both during this meeting and at next year's meeting. It was suggested that this information be added to the next division newsletter. Jackson Pitts also commented that Linda Dysart Goff did a good job on this year's program.

Linda Dysart Goff made the vice-chair report. L. Goff reported that the total submissions to the MCD from both Central and Southern did not total Southern's ordinary submission numbers. L. Goff suggested that part of the problem could have been the expense of this conference combined with the  expense of NCA meeting in New York. L. Goff also mentioned that the panel submissions largely included people from the same location. L. Goff suggested that an attempt should be made to get more panels that represented several different locations. L. Goff recognized the spotlight panel that honored Jim Walker and also mentioned that she appreciated Gary Copeland's help in planning the program. L. Goff also reported that the meeting of the Media Research Group was beneficial, and several topics were proposed for further research.

Tracy Collins Standley made the secretary's report. Collins Standley reported that two newletters had been sent out; the first newsletter was sent out in September 1998 with approximately 95 recipients, the second newsletter was sent out in March 1999 with approximately 130 recipients.  Collins Standley thanked Linda Dysart Goff and Mary Jackson Pitts for the help. Collins Standley also asked for ideas for panels and suggested that the panels proposed represent a variety of presenters. Collins Standley also mentioned that Mary Evelyn Collins had asked that one panel from each division be related to the theme -- Our Century: Uniting and Leading with Confidence.

Gary Copeland reported that Jef Dolan had to leave, but he would make the nominating committee report. Copeland reported that Trudy Hansen was chosen by the nominating committee. Discussion was opened as to who would handle our division web page. Jim Walker asked if the web page should be coordinated through the whole division. Larry Hosman said that the Southern States Communication Association web site had been hit once in January 1999, once in February 1999, and 1,000 times during March of 1999. Jim Walker mentioned that the web page should be handled by the entire organization. Gary Copeland explained that the web person for the division would serve on the web committee and handle the division web pages. John Allen Hendricks volunteered to be the web person for the MCD.

Jackson Pitts asked for old business; there was none. Jackson Pitts asked for new business. The MCD needed to elect a new secretary and program planner for the 2001 conference in Lexington, Kentucky. The MCD also needed to elect a nominating committee person to serve for the nominating committee meeting on April 11, 1999. Jackson Pitts opened the floor for nominations.  Gary Copeland nominated Bill Swain for secretary; the nomination was seconded. Bill Swain was elected by acclamation. Jackson Pitts opened the floor for nominating committee member. Gary Copeland reminded the members that the nominating committee person has to attend NCA. Maria Williams Hawkins nominated Gary Larsen for nominating committee. The nomination was seconded. Gary Larsen was elected by acclamation. Bill Swain moved that John Allen Hendricks be accepted as web coordinator; the question was called. Discussion was opened on the electronic program. Gary Copeland clarified that the program would be accessible on the web, and each registrant would receive a hard copy when registered. Jackson Pitts said that more than just the members receive the program. Wendy Hajjar asked if we know how many members have email. Copeland reported that at least one committee had problems with all of the members having email access. Jim Walker asked if a compromise could be reached. Hajjar mentioned that the problem was with the shipping. Jackson Pitts stated that the executive board does not want to figure out who wants what. Copeland mentioned that the members had been approached about web advertising. Rob Bellamy asked how an electronic program would affect advertising. Bill Swain mentioned that the problem with shipping and the number of people receiving the program may be over-estimated from this year's joint conference. Hajjar mentioned that many conferences had already gone to an electronic program. David Goff suggested that we try putting it the web first, advertisers may want to advertise on it. D. Goff also suggested that we be able to look at it by day and by division. Gary Larsen recommended that hotel reservations be available on the web.  Copeland explained that there was no good way to search the electronic program this time. L. Goff said that the program would be needed in time to make airline reservations. Hajjar mentioned that the program may be needed as proof for some to receive funding for the trip. Swain suggested putting it on the web, but waiting til next year to make decisions since with membership down, it's a bad time for change. Jim Walker suggested that the print version should be scaled down to save postage and phase out the mailings. Walker also said that the program needs to be smaller because it is cumbersome. Gary Larsen suggested that newsprint might be a cheaper way to publish the program. Jackson Pitts reported that this is Dick Ranta's last year as executive director and the University of Memphis had paid many of the expenses. With a new executive director, expense will be a problem.

Mary Jackson Pitts handed over the gavel to Linda Dysart Goff. Linda thanked Jackson Pitts for her work and congratulated Gary Copeland for his work. Linda Dysart Goff adjourned the meeting.

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