Sept.+2010+minutes


 * Scholastics Meeting**
 * September 22, 2010 minutes and agenda for October 13 meeting**


 * Present at meeting: //Jack McWhorter, Janet Baran, Susan Yingling, Jeannene Mathis-Bertosa, Susie Hawk, Debbie Tisdale, Sherri Hornbrook, Jim Dauphin, Amy Szwast, Nancy Greenbaum, Kaylie Mitcheltree, and Karan Knish//**

Kent Stark goes back to school a week earlier after Christmas break next year. As a result, classroom space and parking will not be available as we have had in the past. Our region will be doing everything on-line this year. Work will be submitted on a CD. We are suggesting that each teacher burn a second CD in the event that something happens to the first. Along with the CD, the teacher should complete an inventory sheet with a current e-mail address on it. Notification of winners will be via e-mail so it is important to have that clearly on the sheet.
 * Discussion of calendar and some issues:**

Teachers will need to prepare separate portfolio CDs as they have before and individual works on another. The instructions for preparation of works and labeling work on a CD are on the National Scholastics website.

Our region will also be charging for entering work for the first time. Financial crunches are making it necessary to help Kent Stark with the financial burden of hosting Scholastics (about $10,000 annually). Each entry will be $1 and a portfolio will be $5. Cash or checks will be accepted when the CD and inventory sheet are delivered. Teachers may opt to save themselves the trip to Kent Stark but must mail the CD, inventory sheet, and check prior to Christmas break. Because Kent is on break the mail will not be received in time if it goes out later.

The positive side of entering in this manner outweigh the possible problems. Teachers would not have to mat anything that is not accepted into the exhibition, there would be no huge delivery of works or pick-up of unaccepted work (with dirty and damaged mats), there will be no need for work to be piled into boxes or workers spending a day out of the classroom.

(//Jack has notified NY with the changes we needed to have made.)//
 * 2011 Dates:**
 * Online registration with NY site - January 4
 * Delivery of CDs, inventory sheets (e-mails and phone numbers included), and checks – January 5
 * Judging – January 6 and 7 teachers will be notified via e-mail about winning work
 * Delivery of accepted works - January 14
 * Show opens – January 19
 * Award ceremony – January 28
 * Take down of work – February 3
 * Pick up – February 4


 * Help is needed in the following areas: **
 * We need someone to oversee the take in of the CDs, checks or cash, and the inventory sheets. It is crucial to have a current and correct e-mail address. Kalie and Sherri said they will help to check the CDs and make sure they work properly.


 * If the teacher opts to mail it should be done before Christmas break.


 * Each portfolio entry will be on an individual CD as has been the practice before.


 * We need a sub-committee of computer savvy individuals who will be willing to determine how the work will be organized and shown to the judges. It is imperative that work remain anonymous to the judges.


 * We will also need computer comfortable individuals who can take the day off on January 7th (on the day the individual works are judged). There is a need to be able to click through the works for the judges so that they do not handle CDs


 * Karan has volunteered to collect the work that will be requested for the exhibit. We will be making it clear that the work must closely resemble the CD photo. There should also be a label attached to the bottom of each accepted work.


 * We have a great need for someone else to chair the award/scholarship sub-committee. Sherri and Susan have everything organized, we just need someone who is willing to make the phone calls and follow up on all of the loose threads.


 * Topics of further discussion**


 * 1) **Do we send out packets that include the inventory sheet, labels, and information about mailing and entry fees?**
 * 2) **Will Karan and ‘crew’ put the gold and silver stickers on the labels when the work comes in?**
 * 3) **If a CD does not work, will there be time for a teacher to burn another and bring it in? Can all of the teachers in a district burn onto one CD?**
 * 4) **We need chairpersons for two sub-committees: awards/scholarships and take-in of CDs and entry fees.**
 * 5) **How will the portfolio works be organized into the categories and who will be doing this job? Who is willing to work on the technology end of things this year?**
 * 6) **Next meeting?**