Attending

Jennifer Peebles

Milt Capps

Frank Gibson

Gary Cunningham

Pat Embry

Amy Smith

Sandy Dickerson

Absent

Sharon Fitzgerald

Bill Lewis

David Eason

Clint Brewer

Kent Flanagan

OTHER BOARD MEETINGS

Minutes of the March 6, 2003 board meeting

Held at 12 noon in The Tennessean's Board Room.

Milt Capps called the meeting to order.

The Board moved on the first agenda item, noting and reluctantly accepting the resignation of Kent Flanagan. This creates a vacancy in the office of Chapter president.

Frank Gibson moved, as bylaws permit, that Jennifer Peebles be elected interim president. Seconded by Gary Cunningham. Acclamation; so moved.

Jennifer Peebles assumed the interim office.

Capps moved that the August 15, 2002 Board minutes be approved. So moved; all approved.

Capps and Gibson will serve as the nominating committee for new Chapter officers with Gibson serving as Chair. Gibson will post names nominated one week to 10 days prior to the membership meeting election.

Pat Embry suggested recruiting someone from AP to serve on Board.

Gibson reported that Clint Brewer is now editor of the Lebanon Democrat and is serving as Regional Director of SPJ. (Noted that David Eason, Kent Flanagan and Clint Brewer are vacating seats on the Board.)

Gibson asked that Amy Smith acquire a plaque recognizing the service of Kent Flanagan, which will be presented at the next membership meeting.

Gary Cunningham reported that he now has a new email address: garycunningham@gcanews.com.

Jennifer Peebles said that Larry Burriss at MTSU is willing to serve on the Board to fill a vacant seat.

Gibson asked Peebles about the possibility of Jennifer Perry, news director at Clear Channel, and Gene Policinski at the First Amendment Center serving on the Board. All agreed that Perry and Policinski will be asked to serve.

Gibson moved that Larry Burriss be elected to fill a vacant Board seat. Capps seconded. Voted in by affirmation.

Amy Smith distributed copies of the 2002 and 2003 financial reports. She reported that a CD was cashed out in January and placed in the Gridiron account. She asked Gibson to explain. The Chapter's safety deposit box was also closed.

Gibson discussed the scholarship fund. He had inquired about the 501(c)(3) status and if can use SPJ/SDX as a name on the funds from Drue Smith's scholarship fund. He discussed this with the SDX Foundation, which is willing to keep the money in a separate account. He noted that getting the 501(c)(3) approval requires a lot of paperwork and reporting on all monetary transactions. There is a management fee for SPJ/SDX. There were no questions.

Amy Smith reported an increase in national dues to $72; local dues are still $10.

A Prospectus for An Open Government Partnership with Tennessee Citizens was distributed to Board. Gibson explained that this would involve creating a coalition for education, advocacy, etc. to preserve and improve access to public information and government proceedings in Tennessee. A steering committee has been formed. Gibson asked that the Board adopt in principle the joining of this group and designate Jennifer Peebles as a member of the steering committee to represent the Chapter. This coalition is still in the formative stage. Four metro dailies will have to be recruited and public members will be invited to be in the coalition.

Peebles asked for any discussion.

Capps moved that Board accept membership in the coalition and participate and designate Peebles to sit on the committee. He also moved that we select someone from the public sector.

Gibson will ask constituency to identify a citizen to participate. Media groups will be funding this.

Capps said that it makes sense to have libraries involved, but it should also be open to Joe Public, whether that person is a law professor or whatever.

Embry seconded the first of the two parts—action to be taken on 1 and 2 of Capps' motions.

Capps called for a vote on the motion.

The original motion failed for lack of agreement on the second part. Capps withdrew original motion, revised it and resubmitted it.

Peebles suggested the creation of a nominating committee. Capps responded by saying the item on Joe Public will get lost and that the Board should commit to find a true independent citizen.

Capps asked for a clarification. Gibson said that this group can join the coalition. Then the steering committee will become a Board. It will be up to the steering committee or Board to guarantee that a public citizen will participate.

Capps proposed to rephrase. The Board agreed to ensure that a member of the public be on the coalition Board. The motion passed.

Peebles said she had a request for the Chapter to donate money and asked Gibson to restate. He said that on May 16-18 there will be a joint FOI conference and SPJ Project Sunshine here with member of FOIC, members of states that have coalitions. Noted that the program of which is attached to the back of the Prospectus on the last three pages. The East Tennessee Chapter donated $500 to help with the conference expense, which includes bringing in speakers and helping with travel. Gibson recommended that the Middle Tennessee Chapter match the contribution of the East Tennessee Chapter's contribution. This would come out of the Gridiron account. One complimentary registration would be provided. He recommended that Peebles represent our Chapter.

Embry made a motion that our Chapter contribute $500. Capps seconded. No more discussion. Voted in by acclamation.

Peebles brought up the next item on the agenda—appointment of a scholarship committee. The Chapter is already supporting a scholarship for a MTSU student. Gibson suggested that Flanagan serve as scholarship committee chair and to check on the status of the current scholarship.

Capps asked for a list of all scholarship recipients. Amy Smith said that she can provide most of the list. Embry suggested a scholarship committee of Flanagan, Burriss and Thom Storey. Capps raised question about packing the committee with professors at educational institutions. Embry then suggested looking at the roster listing to see who represents schools to spread the word to students.

Gibson noted that this used to be a scholarship for high school seniors and it was typically sent out to schools in the Mid State. He noted that we have now switched to awarding the scholarship to an upperclassman already in school who hasn't changed his/her major three times. He suggested that the committee should look at going back to the former method of awarding scholarships or remain status quo.

Embry announced that Vanderbilt just organized a high school journalism conference. If Chris Carroll continues to do this, this would help get the word out. Belmont is heavily involved in the southeast journalism conference. Terra Grant is the existing scholarship student and is in broadcasting at MTSU.

Peebles deferred appointing a committee until she talks to Flanagan for an answer to be announced at the next Board meeting.

Peebles announced a proposed benefit concert in October for the Daniel Pearl Foundation (proposed by someone in Tennessean's circulation dept.). Gibson moved that we do it.

The next item on the agenda involved a vote by the Board to take to the Chapter membership at the next regular meeting an amendment to the bylaws to specifically allow for the Chapter Board of Directors to cast votes electronically, by e-mail or conference call, during emergency periods as designated by the Chapter president. This will be put up for a vote and will include a request that the change has to be ratified at the next membership meeting. Cunningham seconded. Passed.

Capps asked for ideas about panelists for program "When Journalists Go PR." He asked what the Board felt about journalists responding to this. Panel prospects include Jon Van Mol, Hank Dye, Lawrence, Mark McNeeley, Mike Pigott, David Fox. Cunningham suggested putting a soloist on the panel. Jim Sparks' name was given as a candidate. Capps will put something together and send it to us for comment.

Discussion was held on whether to hold a Drue Smith memorial dinner or a Gridiron show. Cunningham said he called Flanagan about a 501(c)(3) to hold the memorial dinner. Cunningham suggested we pay someone to do the 501(c)(3). Capps asked for restatement of the issue. Gibson said the issue is what is the tax deductible status for large donations. Capps questioned whether it could be administered by the SPJ Foundation. Gibson said the staff manages these funds, and a donor gets a letter of 501(c)(3) status for tax deduction. Gibson will get information for SPJ; he said the scholarship fund could possibly be piggy-backed on the coalition's 501(c)(3) draft.

Capps recommended this as a motion. He moved that we inquire of the National office of SPJ if they can handle funds as we have described.

Gibson said that we have to get a lawyer, get a tax number and then file a document with IRS and have three people sign it as responsible parties for administering the 501(c)(3). This will have to be filed in the annual report. A 990 has to be on file for the public and available on demand. Capps withdrew the motion.

Gibson said the group must spend 15 percent of time on research and education.

Cunningham said he wants to make calls and get updated on 501(c)(3). He expressed concern that we lose control if we give it to a foundation to administer.

Capps said that we need to talk about the memorial dinner and Gridiron simultaneously and need to validate or invalidate ASAP.

Peebles adjourned with direction to Gibson and Cunningham to research the matter.

Next Board meeting scheduled for first Thursday of the next month on April 3 at noon at The Tennessean. Can meet in the second floor conference room. Cunningham offered to pay for the next Board lunch.