Minutes from NDCA Board 4.8.2017

NDCA Board Meeting – April 8th, 2017

Meeting called to order by Shunta Jordan at 11:05am.

 

Members Present:

Aaron Timmons

Adam Torson

Chris Theis

Christina Tallungan

Dave Weston

Shane Stafford

Sheryl Kaczmarek

Shunta Jordan

 

Members not Present:

Ed Williams (Arriving later tonight)

 

Business

I. NDCA Tournament Awards Ceremony

A. Dave, Shunta, and Tim have planned it

B. Adam, Sheryl, and Dave will set up the trophies (Sheryl and Dave ended up taking care of this because Adam was judging Rounds Three and Four).

1. Verify that all trophies are present. Change the nameplate on the PF trophy.                             

C. Awards Program:

1. Shunta: Opening

2. Remarks from Omar of Weber State

3. Chris: Rising Star Award

4. Christina: World Schools Awards

5. Shane: Public Forum Awards

6. Aaron: LD Awards

7. Dave: Policy Awards and Tournament Host of the Year Awards

8. Shunta: Service Award and Educator of the Year Award

9. Adam and Ed: Trophy Distribution

10. Sheryl: Photographs

 

II. NDCA Waitlist Procedures

A. The sense of the Board is that the current date to release teams from the waitlist (April 1st) is too late, and that teams getting off the waitlist don’t have an opportunity to arrange reasonably priced travel.

B. Sheryl moves and Aaron seconds that we amend the NDCA Tournament Procedures to let teams off the waitlist beginning on March 1st. The motion passes unanimously.

1. The sense of the Board is that there are few tournaments in March that substantially contribute to qualifying points, and that any teams on the cusp of qualifying should be registered anyway.

2. The sense of the Board is that we can make special exceptions for anyone disadvantaged by exceptional circumstances as a result of this change.

III. Formulas for Season-Ending Awards

A. The sense of the Board is that the regional diversity multiplier in the formula for season-ending awards and qualifying points should be the same across events. Nobody is certain why the formulas were different in the first place.

1. Shunta moves and Adam seconds a motion that the regional diversity multiplier should be set at 2.0 for all events. The motion passes unanimously.

B. The Board discussed whether the NDCA Tournament should count toward which teams win the Baker Award, Dukes and Bailey Award, and the season long Public Forum Award.

1. The Board researched the legislative history of his change.

a. In March of 2015, Tim proposed the change in the hopes that it would induce top competitors to enter the tournament and compete seriously, and to generate more excitement for the tournament in general, especially in LD. The impetus was a student who showed up to the tournament to accept the award but either did not debate or did not compete seriously.

b. On March 29, 2015, Josh Clark made a motion to amend the tournament procedures accordingly, and that motion was unanimously passed.

c. On April 8th, 2015, another motion was passed to apply the same procedural change to Dukes and Bailey Award points.

d. It is unclear whether the Board intended for that change to take affect for the 2015 tournament or the 2016 tournament. If the former, the Baker Award recipient may well have been different.

2. The sense of the Board is that the NDCA Tournament should not count toward season-long awards. It should be a reward for season-long excellence, and doing well at the NDCA Tournament is an independently sufficient reward for teams that succeed at the tournament. The tournament procedures should be amended to reflect that change taking effect in the 2017-2018 season, and the procedures should expressly indicate that the NDCA Tournament does not count toward the Baker Award, Dukes and Bailey Award, or the season-long Public Forum award.

IV. NDCA Conference

A. Continuing Education Credits

1. Christina has been in touch with the NSDA about certifying Continuing Education Credits for conference attendance. She will provide the NSDA with a schedule of events and any other information they request to get the conference certified as NSDA Workshop hours.

2. Because every state has different requirements for certifying continuing education time, the NDCA will provide certification on a case by case basis upon the request of attendees.

B. Alternative Forms of Debate

1. Christina is going to coordinate with the Reagan Foundation and Bickel and Brewer in the hopes of establishing a sponsorship relationship in exchange for time at the conference to present on alternative debate formats.

C. Awards Ceremony Advertisement

1. Christina will announce the conference at the NDCA Awards Ceremony and encourage attendance.

2. Christina will create a flyer advertising the conference to be distributed at the NDCA Awards Ceremony.
 

D. Hotel

1. Aaron and Shunta confirm that the hotel is arranged and will provide satisfactory accommodations and facilities at a reasonable price.

E. Schedule

1. The Board reviewed the conference schedule.

a. The Board made changes to the schedule to prevent PF and LD sessions overlapping.

b. The Board combined Ed and Jonathon’s sessions to accommodate giving sponsor’s their own dedicated session on alternative debate formats.

F. Advertising

1. The sense of the Board is the conference should be further advertised through email, Facebook messages on multiple threads, and if possible forwarded by Board members to regional and state organizations and NSDA districts.

G. Technology

1. The sense of the Board is that we should once again attempt to live stream the conference. We will ask Mike Bietz to help again this year with the technology required to do so.

2. Aaron will bring two projectors to the conference.

3. It appears as though we paid a technology fee to the hotel of $30 last year, which seemed inappropriate given that we provided our own technology. It is unclear whether this charge was for the use of their screen. Given that the amount is de minimus, the Board elected to take no further action.

H. Diversity presenters

1. The Board discussed who we should ask to present on the diversity panels in the conference schedule.

a. For the panel on Gender Diversity in debate, the Board decided to ask if Cindi Timmons and Sandy Berkowitz would present given that they have been researching and writing about these issues. The Board also discussed the possibility of including a discussion of issues relating to transgender and transsexual students and judges, and including a speaker with expertise in these areas on the panel.

b. For the panel on Racial and Socioeconomic Diversity in debate, the board discussed asking Eric Emerson to participate, or possibly to contact the Dallas UDL.

c. The Board further discussed whether this session should be focused on how to navigate racial identity debates in light of the strategies deployed in the NDT final round. The Board discussed the possibilities of Elijah Smith and/or Michael Antonucci leading this session.

 

V. NDCA Tournament Director – Mahoney

A. Shunta moves and Aaron seconds that Tim Mahoney be appointed as the NDCA Tournament Director for the 2017-2018 season. The motion passes unanimously.

1. Shunta indicated that Tim does an excellent job and takes care of many things behind the scenes that are essential to the smooth and successful operation of the tournament.

 

VI. Policy Topic Committee Meeting

A. The NDCA sends a representative to the meeting, which this year will take place August 2nd through August 4th.

B. Shunta indicated that she would attend if nobody else wanted to. Dave said it might be possible for him to attend as well. The two agreed to work out for whom it would be easiest to make the meeting.

 

VII. Increasing Interest in the Organization

A. The Board engaged in brainstorming about how to increase interest in the NDCA and how to describe it’s mission in light of several of our initiatives being adopted by the NSDA.

B. The following ideas were mentioned as part of the discussion:

1. Reach out to state organizations and local NSDA leaders.

2. Advertise the NDCA Tournament, Disclosure Wiki, Open-Evidence Project, Novice Packet, and Conference.

3. Emphasize that the NDCA is a place for coaches’ voices to be heard.

4. Create a curriculum exchange system where coaches can post their curriculum to the NDCA website.

5. Create a flyer for upcoming membership pushes via email and at state meetings.

6. Continue moving the tournament to different venues to attract new participants.

7. Continue to brainstorm ways to expand into the Public Forum community.

a. In particular this should involve advertising our new season-long PF award, and perhaps giving it a name.

8. Provide Information about the tournament and season-long awards to debate camps, especially PF camps.

9. Ask Chris Palmer to program into tabroom a feature that automatically sends an email notifying people when they qualify for the NDCA tournament.

10. Create more media

a. Livestream Tournament Final Rounds

                              b. NDCA Youtube Channel, and Links on our webpage

                              c. Livestream Awards Ceremony or Publish Pictures

                              d. Monthly Podcast ala HS Impact

11. Send letters to schools congratulating teams on strong performances at the NDCA Tournament and/or qualification to the NDCA tournament.

12. Chris is going to redesign the website

 

VIII. Novice Packet

A. Shunta has been in contact with Whit Whitmore and Scott Phillips about working on the packet. Scott submitted a significant layout of what he wanted in the packet.

1. Scott is skeptical of including the States Counterplan and Federal DA in the packet, but the sense of the Board is that those positions should be included in the packet.

 

Meeting Adjourned at 1:06pm

Newly passed motion by the NDCA Board

On April 6th, the following motion was proposed by Shunta Jordan and seconded by Chris Theis. It passed unanimously 8-0.

"For the 2017 NDCA tournament the PF award for season long excellence should be determined using the following formula:

The number of teams attending the tournament (up to 120 teams) X Diversity of Tournament Multiplier (below) X Elimination Success Multiplier (below) X your preliminary round win percentage = TOTAL POINTS EARNED FROM THE TOURNAMENT.

Diversity of Tournament Multiplier (DTM):

1-2 states: 1.0

3-5 states: 1.2

6-8 states: 1.4

9-12 states: 1.6

13-15 states: 1.8

16 or more states: 2.0

Elimination Success Multiplier (ESM):

Didn’t clear: 1

Clearing but not winning an elimination round: 1.1

Octas: 1.2 (winning at least one elimination round)

Quarters: 1.4 (winning at least one elimination round)

Semis: 1.6 (winning at least one elimination round)

Finals: 1.8 (winning at least one elimination round)

Winning Finals: 2.3

Teams count their best five tournaments.

The NDCA tournament will count toward winning the award but it will NOT be calculated as a maximum points earning tournament. It will count as any regular season tournament would."

Newly Passed Motion by the NDCA Board

The following motion was proposed by Adam and seconded by Christina. It passed 5-0 on March 22nd, 2017.

"NDCA Conference Presenters whose travel expenses are not covered by school professional development money will be paid $250.00 if flying to the conference, or $100 if driving to the conference. The total amount of reimbursements will be capped at $3000.00."

Newly Passed Motion by the NDCA Board

On February 8th, 2017, the NDCA Board Passed the following motion 8-0. It was proposed by Dave Weston and seconded by Aaron Timmons.

"The NDCA National Championship Public Forum and Lincoln Douglas divisions shall waive all point qualification requirements for entry into the tournament after February 15th provided that the divisions have not reached their entry caps. After this date, teams will be removed from the waitlist based on a first registered, first entered basis."

Newly Passed Motion by the NDCA Board

On January 21st, 2017, the NDCA Board passed the following motion 6-0 with one abstention. It was moved by Adam Torson and seconded by Christina Talungan and Sheryl Kaczmarek.

"(2) I move that we pay Shunta Jordan and Tim Mahoney $1,500 each at the end of the academic year for being the treasurer and the tournament director, respectively."

NDCA Board Meeting Minutes - 11/20/2016

NDCA Board Meeting – November 20th, 2016

Meeting called to order at approximately 11:30am by Shunta Jordan.

 

Members Present:

Shunta Jordan

Ed Williams

Chris Theis

Christina Tallungan

Aaron Timmons

Dave Weston

Adam Torson

 

Members not Present:

Shane Stafford (Tab Room Demands)

Sheryl Kaczmarek (Hosting Tournament in Boston)

 

Business

I. Filling Open Positions

               A. Web Manager: Sheryl Kaczmarek

i. Jim Menick has kindly agreed to maintain the website for free. Sheryl will be the point person for communications with Jim.

               B. Curriculum Coordinator: Chris Theis

i. Duties articulated. The Board adds the duty of coordinating the creation of the Novice Policy packet, to be constructed with the direction of the Board.

               C. National Tournament Liason: Dave Weston

1. The Board discussed the possibility of marketing a new Congress division in future years.

                              2. Ed Williams agreed to seek out sponsorship support for the tournament.

               D. Chief Financial Officer: Ed Williams

1. The Board decided to investigate the costs of hiring a CPA or other financial professional to fulfill the duties previously assigned to the Chief Financial officer. Ed will inquire with debate-connected financial professionals he knows to gather the appropriate information. If we hire such a person, Ed will oversee those finances and report back to the Board.

               E. Conference Coordinator: Christina Tallungan

1. Christina will initiate the planning process and send an email soliciting input from the Board.

               F. Public Relations and Membership: Shane Stafford (pending his consent to fulfill this role)

1. The Board reached consensus on the idea that the public relations position and the membership coordinator are closely related and can be merged in favor of having the new position of Conference Coordinator.

               G. Other Board roles will stay the same

1. Coordinator of the Open Evidence Project: Aaron Timmons (with the collaboration and support of the rest of the Board).

2. Internal Communications Officer: Adam Torson

3. Chairperson: Shunta Jordan

II. Treasurer Report

               A. $13,000+ in current funds

               B. 30+ new Individual Memberships and several new Institutional Memberships

C. We have an outstanding liability to Chris Palmer. Ed moves and Adam seconds that we pay Palmer $600 – passed unanimously.

 

III. National Tournament

               A. Dave will coordinate with Shunta and Tim on preparations for the National tournament.

B. In the past the tournament coordinator has paid our hotel bill using his personal credit card. This is permitted, but it is the sense of the board that asking the hotel to bill the NDCA directly is the preferable practice. Shunta will have the NDCA checkbook at the tournament in the hopes of paying the hotel directly at that time.

C. The Board has approved a season-ending Public Forum Award. The discussion of that award was tabled pending the opportunity to discuss with Shane.

D. We will need volunteers to staff a membership renewal and recruiting table, a table to provide information about the NDCA Conference, and to setup the awards ceremony. The consensus of the Board is that the Tournament Coordinator should schedule these tasks before we arrive at the tournament.

               E. Hotel Fee

1. Marist has secured a hotel block for the 2018 NDCA. It is at the Westin Atlanta Perimeter North, which is 8 minutes away from the school. The rate is $109/night, which Ed and Shunta indicated was very competitive.                

2. The Board discussed whether there should be a hotel fee, or whether requiring early payment might be a viable alternative to a hotel fee. The sense of the meeting was to avoid a hotel fee, but no action was taken.

               F. Food Fee

1. The Board discussed whether to charge an individual food fee. This may not be relevant this year because in the past Weber has covered the food and provided exceptional hospitality. However, Tim Mahoney has suggested that we may want to maintain the food fee this year cover snacks like the ones provided at the 2016 Tournament.

2. The sense of the meeting is that rather than having an individual food fee, we should set entry fees to account for the cost of providing food for any given year. The Board withheld a final decision on the exact entry fees for each division until we can communicate with Tim to figure out what amounts are appropriate to cover the relevant costs.

3. The Board agreed that we should add an extra concession on tabroom to cover food for extra adults accompanying a team. Registration fees should cover food for only students and one coach from each school.

 

IV. NDCA Conference

A. The consensus of the Board is that we should host another NDCA Conference this year. It will be in Dallas on May 20th and 21st.

               B. Christina will send an email soliciting suggestions for sessions this week.

C. Christina will coordinate with the Board to secure hotel facilities in Dallas which have larger capacity to accommodate the growth of our conference and offer expanded amenities.

 

V. Membership Records and Participation in the Listserv

A. Some of our membership records are spotty, e.g. some time ago we collected very limited information from lifetime members. The Board agreed to collaborate to update these records where possible.

B. There is some confusion about who receives Listserv emails. Historically it appears to be the case that individuals add themselves to the Listserv. The sense of the meeting is that new members should be automatically added to the Listserv, and can opt out if they desire.

 

Meeting adjourned at approximately 1:00pm.

Newly Passed Proposal by the NDCA Board

On August 12th the Board passed 8-0 the following motion, which was made by Shane Stafford and seconded by Mike Shackelford.

"I move the NDCA creates a regular season award for Public Forum debate similar to the Baker award and the Dukes and Bailey."

Newly Passed Proposal by the NDCA Board

On July 30th, 2016, the NDCA Board passed the following motion 7-0.

It was proposed by Aaron Timmons and seconded by Shane Stafford.

"I think we need:
A) More broad based instructional materials on how to advance (and engage) "critical" debates.

B) We need specific materials on the China topic that address identity/critical issues that should be placed in the starter packet."