ARCHIVED ASALH EXECUTIVE COUNCIL MINUTES AND OTHER IMPORTANT DOCUMENTS

2021 MONTHLY EXECUTIVE COUNCIL MEETINGS

OCTOBER 21 MEETING AGENDA

I. President’s Remarks: President Evelyn Higginbotham

II. Adoption of September Minutes: Kaye Whitehead

III. Unfinished Business:

  • a) Membership Report: Barbara Dunn (2 Reports Attached)
  • b) Budget Process and 2022 Briefing: Gladys Mack and Gilbert Smith
  • c) 2021 Annual Conference Report: Jeff Banks
  • d) National Heritage Sites Research Committee (NHSRC) Report: Barbara Dunn (2 Reports Attached)
  • e) The Woodson Symposium Report: Barbara Dunn

New Business

  • a) Nominating Committee Update – Annette Palmer

Next EC Meeting: November 18, 2021

Items for consideration for the agenda should be submitted to Planning by October 25th and Finance and Management by October 29th.

OCTOBER 21 MEETING ATTACHMENTS

SEPTEMBER 16 MEETING AGENDA

I. Opening Remarks – President Evelyn Higginbotham

II. Secretary’s Report – Adoptions of Minutes – Kaye Whitehead

  • June 3, 2021

  • July 15, 2021

  • Results of the motion to adopt Woodson Symposium budget for CGW Birthday.

III. Old Business

1. Membership Report – Barbara Dunn

  • Motion for chartering organizing branches with criteria (pending criteria from the NMC and submission to Planning and Audit & Finance)

  • Motion to adopt the recommendation for non-compliant branches – Rescheduled for Sept. 16th upon submission to Planning by August 23, 2021.

2. Governance Recommendations – Zende Clark and Susan Simms Marsh

  • Motion for Proposal for membership to attend EC Meeting designated in the By-laws.

3. Programs Report – Lionel Kimble

  • Academic Program Committee

4. 2022 Committee Budgets update – Gladys Mack

IV. New Business – Annette Palmer and Natanya Duncan

1. 2021 Election Results
2. Election Process Flow Chart
3. Letter to the EC of Aug. 2, 2021, and Taskforce opportunity to address actions inconsistent with Code of Conduct, Policies, and other governing documents of ASALH.

V. Unfinished Business

1. Membership Branch Status & Compliance Reports – Moved to September 16th meeting
2. Motion to approve the budget and additional funding of $5,000.00 for the film festival

Next EC meeting: Sept. 16, 2021, 8:00 – 9:00 pm.

ASALH members will have access to this meeting.

Items for consideration on the agenda should be submitted to Planning and Finance and Management by August 23, 2021.

SEPTEMBER 16 MEETING ATTACHMENTS

AUGUST 19 MEETING AGENDA

I. Opening Remarks – President Evelyn Higginbotham

II. Secretary’s Report – Adoptions of Minutes – Kaye Whitehead

  • June 3, 2021

  • July 15, 2021

  • Results of the motion to adopt Woodson Symposium budget for CGW Birthday.

III. Old Business

1. Membership Report – Barbara Dunn

  • Motion for chartering organizing branches with criteria (pending criteria from the NMC and submission to Planning and Audit & Finance)

  • Motion to adopt the recommendation for non-compliant branches – Rescheduled for Sept. 16th upon submission to Planning by August 23, 2021.

2. Governance Recommendations – Zende Clark and Susan Simms Marsh

  • Motion for Proposal for membership to attend EC Meeting designated in the By-laws.

3. Programs Report – Lionel Kimble

  • Academic Program Committee

4. 2022 Committee Budgets update – Gladys Mack

IV. New Business – Annette Palmer and Natanya Duncan

1. 2021 Election Results
2. Election Process Flow Chart
3. Letter to the EC of Aug. 2, 2021, and Taskforce opportunity to address actions inconsistent with Code of Conduct, Policies, and other governing documents of ASALH.

V. Unfinished Business

1. Membership Branch Status & Compliance Reports – Moved to September 16th meeting
2. Motion to approve the budget and additional funding of $5,000.00 for the film festival

Next EC meeting: Sept. 16, 2021, 8:00 – 9:00 pm.

ASALH members will have access to this meeting.

Items for consideration on the agenda should be submitted to Planning and Finance and Management by August 23, 2021.

AUGUST 19 MEETING ATTACHMENTS

JULY 15 AGENDA

Evelyn Brooks Higginbotham, Presiding

Opening Remarks –  President Evelyn Higginbotham 

Secretary’s Report – Karsonya Wise Whitehead

  Adopt June 17, 2021 Minutes 

Old Business

  1. Ratify 2020 Auditors and Accountant reports
  2. Approve Financial Report – Gilbert Smith
  3. National Membership Reports -Barbara Dunn  
    1. Motions to adopt recommendations for non-compliant branches.
    2. Branch Status and Compliance Reports
    3. Motion for Chartering organizing branches.
    4. Recruiting
  4. Approve Festival Budget and Festival Plan – Jeff Banks and Gladys Vaughn

 New Business

  1. Governance Recommendations – Zende Clark and Susan Simms Marsh
    1.  Hiring of a consultant and development of a branch compliance handbook.
    2. Proposal for membership to attend EC  meetings.
    3. Constitution & By-Laws recommendation for a staggered election.
  2. Nomination Committee, Election Report – Annette Palmer and Natanya Duncan    
  3. Policy for in-person vs virtual branch meetings, Sylvia Cyrus

 Unfinished Business

  1. Updates from the Program Cluster – Lionel Kimble and Aaisha Haykal
    1. Academic Program Committee- Tara White
    2. NY Life
    3. Woodson House –Motion to adopt the symposium for the Woodson Birthday Commemoration December 2021. 

Adjournment until Thursday, August 19, 2021

Items for the August meeting must be submitted through the Planning Process by July 26, 2021. 

JULY 15 MEETING ATTACHMENTS

JUNE 17 MEETING AGENDA

1. Opening Remarks Evelyn Higginbotham

2. Secretary’s Report Karsonya Wise Whitehead

    Approval of June 3, 2021 Minutes

3. Auditors and Accountant reports

4. Financial Report – Gilbert Smith

5. Update from the Program Committee

    a. Academic Program

    b. NY Life

    c. Mellon

    d. Woodson House

    e. ASALH TV – Lopez Matthews and Aaisha Haykal

    f. Festival 2022- yes

    g. White House Invitation

6. Membership Branch Status and Compliance Reports- Barbara Dunn & Ida Jones *Awaiting reports

Reminder: The EC will meet on July 15th. Items for the agenda must be submitted to Planning by June 21st and June 25th to Audit and Finance.

JUNE 17 MEETING ATTACHMENTS

JUNE 3 MEETING AGENDA

1. Opening Remarks – Evelyn Higginbotham

2. Approval of the minutes from the FebruaryApril, and May Executive Council meetings. 

3.  The Governance Committee will propose changes to the Constitution and Bylaws. (Please review on the EC Private Page posted under the May 20 meeting attachments)

4. The Executive Council will go into EXECUTIVE SESSION to review the report of the Nominating Committee. (Please review on the EC Private Page)

5. The Executive Council will meet again on Thursday, July 17 to cover additional matters of importance.

MAY 20 MEETING NOTES

INITIAL reports for the May 20 Executive Council meeting must be sent to the Planning and Finance/Management Clusters and the Secretary by Monday, April 19 prior to 7 pm EST 3. 

FINAL reports for the May 20 Executive Council meeting must be sent to the Secretary prior to 7 pm EST on April 26.

MAY 20 MEETING AGENDA

1. Opening Remarks – Evelyn Higginbotham

2. Secretary’s Report Karsonya Wise Whitehead
Approval of April (BELOW) and February Minutes (will follow)
Process Announcement

3. NMC Report on non-compliant branches which do not meet qualifications to be a branch – Barbara Dunn and Ida Jones

*Committee: Please forward this Report

4. Nominating Committee Report – Update on process – Annette Palmer, Nominating Committee Co-chair (BELOW)

List of candidates will be furnished after the meeting.
EC will vote to adopt the approved process.
Proposed Constitutional Change to stagger future elections to avoid replacing the entire officers’ class at the same time for review. The vote will be called for in July.

5. Awards Reports – Edna Green Medford, Chair

LINK: https://drive.google.com/drive/folders/1gz53cYq6-W-8RQVcDh-XxYD3aBUONRA3

6. Governance Committee – Chat Policy adoption – Zende Clark (BELOW)

7. Update from the Program Committee

a. Academic Program

b. NY Life

c. Mellon

d. Woodson House

e. ASALH TV

f. Festival 2022

g. White House Invitation

h. College Board for AP AA History Class

*Committee: Please forward this Report.

8. Letters to non-compliant Branches – Motion did not state who was to send the letters. ED will send them, however, future motions should specify who is responsible for action items.

Motion: Gilbert Smith moved that if a Branch does not meet the March 31st financial reporting deadline, the branch may receive a written warning on or about April 15 that it may be suspended (i.e., lose its ASALH branch privileges) if the financial report is not provided by June 30th. If the June 30th deadline is not met, the branch may be suspended until the branch financial reports are provided. If the reports are not submitted by July 30th the branch may lose its charter as an ASALH branch. Motion Passed: 1 No and 5 Abstentions

Motion Discussed/Passed at the December 2020 meeting

Budget needs from committees – Gladys Mack

 

Reminder: The EC will meet on June 3rd and June 17th from 7:00 – 9:00 pm.  Items for the agenda must be submitted to Planning by May 24 and May 28 to Audit and Finance.

MAY 20 MEETING ATTACHMENTS

MEETING AGENDA

Welcome and Opening Remarks – Evelyn Brooks Higginbotham, President

Approval of the (Dec 2020, Jan and Feb 2021) Minutes  – Kaye Wise Whitehead, Secretary

 Minutes Attached

Announcements

     • Status of Conflict of Interest and Code of Ethics Forms

     • Status of Committee Directories

     • INITIAL reports for the April 15 Executive Council meeting must be sent to the planning and finance management clusters  by Monday, March 22. Secretary prior to 7 pm EST April 5.

     • FINAL reports for the April 15 Executive Council meeting must be sent to the Secretary prior to 7 pm EST April 5

• June Meeting Dates

     Thursday, June 3 (7-9 pm EST)  Nominating, Governance

     Thursday, June 17 (7-9 pm EST) Audit  & Finance, 2020 Audit, Membership, and other approved Cluster/Committee reports

• Annual Business Meeting will be held on Thursday, September 30, 2021

Financial Update – Gilbert Smith, Treasurer

Awards – Edna Medford

Nominations – Annette Palmer

Governance (Document Attached) Zende Clark (Roles of Cluster Chairs and Committee Chairs)  

Black History Month Festival – Jeff Banks and Gladys Gary Vaughn  

Program Committee (Documents Attached) – Lionel Kimble, Vice President for Programs

          Conference Structure

          Academic Program – Tara White and Shawn Alexander, Co-Chairs

Adjournment

MEETING ATTACHMENTS

February 18 AGENDA

Dear EC Members,

1. We have made some tweaks to the Agenda.

Budget – Gilbert Smith

Risk Training, Governance – Zende Clark

Calendar – Charles Ferrell

Nominations – Annette Palmer 

Announcements:

a. Lane College Grant – Lionel Kimble

b. Black Chamber of Commerce – Sylvia or Aaisha

c. Kansas University statement – Rapid Response Team, Natanya Duncan

d. 1776 Statement – Rapid Response Team, Natanya Duncan or Randal Jelks

e. Black History Month Festival –Sylvia  or Gladys Vaughn

2. Attached please find all of the documents needed for the Budget conversation (the 2021 budget that includes the Mellon grant as an addendum; and, a summary and detailed chart).

Also attached are the ASALH year-end financials.

3. Committee Chairs: please submit your Committee Member Roster

4. As a reminder, for planning purposes, please note that the ASALH EC meets the third Thursday of every month from 7:00p-8:00pEST on Zoom. Additionally, all Minutes and Reports are saved on the ASALH EC page: Executive Council Private webpage.

Kaye Wise Whitehead
ASALH National Secretary

FEBRUARY 18 MEETING ATTACHMENTS

JANUARY 21 AGENDA

I. Presidents Report (10m)
   Introduce new members 
   Outline of 2021 
   Committee Chairs (Attached)
 
II. Black History Month Festival (20m)
  Jeff Banks: Appeal to EC
  Gladys Gary Vaughn: outline and overview of BHM (Attached)
 
Executive Session
III. Human Resources (120m)
  Gladys Mack (Report will be sent)
Out of Executive Session
 
IV. Nominating Committee (45m)
  
V. Announcements (5-7m)
 a. Awards, Edna Medford
b. Budget Process, Gilbert Smith
*Please note that I have attached the Budget that will be discussed at the February meeting.
 

JANUARY 21 MEETING ATTACHMENTS

2020 ASALH MONTHLY EXECUTIVE COUNCIL MEETING AGENDAS AND ATTACHMENTS

Topic: ASALH Monthly EC Meeting
Time: Thursday, November 19, 7-8:30 p.m. EST

I. 2021 Virtual Conference Discussion, Evelyn Brooks Higginbotham

            Recommendation for the EC to approve a virtual conference in 2021

II. Audit and Finance, Gilbert Smith

The Audit and Finance Committee had its monthly call on October 30th and unanimously approved the following for financial matters related to the ASALH branches.

  1. Branches with a 501(c)(3) tax exemption status should at a minimum provide the ASALH national office with its annual financial statements which include a Statement of Financial Position and Statement of Activities.  The Statement of Financial Position is to include Assets, Liabilities and Fund Balance at year-end, and the Statement of Activities is to include Revenues, Expenses, and Net Income (Loss) for the twelve-month period through year-end.
  2. Branches without a separate tax exemption should at a minimum provide the ASALH national office with its annual Treasurer’s report which would reflect the cash balance at the beginning of the year, plus cash receipts for the twelve-month period to include branch member dues, donations, and other receipts, less cash disbursements for the twelve-month period to include amounts paid to the national office and other disbursements.  The net amount would be the cash balance at the end of the year.  The Treasurer’s report is to be signed by the ASALH Branch Treasurer.

These annual financial reports are to be provided to the ASALH national office by March 31 of the year following the branch’s year-end.  For example, if a branch has a December 31, 2020 year-end, the financial reports are to be provided by March 31, 2021.

III. Programs, Lionel Kimble

IV.. February Festival and Sponsorship Update, Gladys Gary Vaughn and Jeff Banks

MEETING ATTACHMENTS

OCTOBER 15 MEETING AGENDA

  1. Programs
  2. Black History Month Festival: Jeff Banks and Gladys Gary Vaughn

     Motion (via email): The Luncheon Committee moves that the following elements be adopted in order to carry out the 2021 ASALH Black History Month Festival comprised of virtual events to be aired on ASALH TV. These events have a projected budget of $130,000 with a proposed net income of $40,000.

  1. A marquee event featuring a conversation between Evelyn Brooks Higginbotham and Henry Louis Gates, Jr. will be held on Saturday, February 20 at a per-ticket cost of $50.
    2. A discussion and presentation on African American Foodways and Traditions will be free and open to the public to be held on Saturday, February 6.
  2. An event for a youth audience will be free and open to the public and held on a weekday.
    4. A Book Roundtable and the presentation of the inaugural ASALH Book Award Prize will be free and open to the public to be held on Sunday, February 28.5. Selected ASALH Branch programs. 
  1. Virtual Conference: Natanya Duncan

Motion (via email): Moved by Natanya Duncan that the record show the following:

  1. The Social Activities held at the 2020 Virtual Conference were brought to fruition at the suggestion of Jacob Dorman. A committee was formed that included Aaisha Hayla, Markesha Davis, Kendra Boyd, Jasmine Young, and Kiasha Esty.
  2. Sis. Duncan asked the committee to design two tiers of social options for the conference that included live music and games. Sis Haykal volunteered with the support of Sis Davis to arrange for the games. She dubbed the social events “The ASALH Lounge”
  3. All DJs for the events were secured by Sis. Duncan and the costs covered by her and Sis. White. There was also a live band secured and a deposit paid for with the support of Bro. Jelks and Kimble. The band was canceled when the Open Mic was rescheduled at a time that would place it in competition with the Open Mic Night. Seconded by Tara White.
  4. 2023 Theme Discussion

Motion (via email): Moved by Karsonya Wise Whitehead to amend the motion previously adopted to now read that the 2023 ASALH Theme is Anti-Black Violence and Resistance. Seconded by Sundiata Cha-Jua TABLED UNTIL NOVEMBER

  1. Executive Director Evaluation Schedule and Tool, Gladys Mack (Attached)

OCTOBER 15 MEETING ATTACHMENTS

AUGUST 20 MEETING AGENDA

1. President’s Report (5 min)

2. Secretary’s Report: (5 min)

3. Programs: Lionel Kimble (30-45 min)

          a. Awards Committee Nominations

          b. Update to the scope of work to the Dunbar Grant

          c. Update to the scope of work to NYL Grant.

          d. Presentation of 2022-2023 potential themes.

4. Treasurer’s Report: Gilbert Smith (5 min)

5. Approval of Organizing Branches for Chartering at the Virtual Conference (20 min)

NOTE: I will forward the finalized list as soon as it is received.

6. Governance: Zende Clark and Susan Sims Marsh (20 min)

Motion to amend the June 4 and 5 Minutes to add the information below

          a. Constitution Amendment 2: Removal of Officers – Our document currently provides for the removal of officers only (President, Vice President, Treasurer and Secretary). The proposed change expands the process to include Executive Council Members.

          b. Bylaw Amendment: Add a definition of Standing Committees and provides language for Ad Hoc committees.

          c. Standing Rule: Supports the change to a current standing rule regarding noncompliance of Executive Council members to fulfill their financial obligation

7. Conference Update: Natanya Duncan (20 minutes)

New Business

8. Planting the Seed Donation – Update?

AUGUST 20 MEETING ATTACHMENTS

There will be a discussion regarding the letter below, sent by EC member Sheila Flemming-Hunter on June 17.

  • The vision session for the Executive Council members on July 9th at 7pm should be seen as an opportunity to imagine ASALH in a new paradigm where the current methodologies to garner our sources of funding are obsolete and an opportunity to imagine new ways to attract new resources that will attract new sources of funding as well as expand the ASALH brand.
  • The discussion will be offered in the context of planning and development in our organizational structure.
  • We will generate discussion that will lead to one BIG IDEA that all EC members as well as other constituents can contribute for implementation (members, branches, partners, etc.).
  • We should revisit the idea of The Carter G. Woodson Center (CWC) as an umbrella that the activities/programs will be housed and managed. 
  •  We should first consider low hanging fruit that can be expanded, revised, etc.  Some examples are teacher workshops, survey in  African American history course for the general public but targeting audiences for them, speakers bureau, Kiamsha, etc..
  •  New ideas may also be considered given the current national environment that is primed for education and information on Black history, culture/life, race, protest movements, children, etc..
  •  Once we develop the concept for the CWC and possible programs/activities, we should engage a development professional to develop a case statement that will encapsulate the ideas into it.  The purpose of the case statement is to have a document that will make the case for funding ASALH and its programs as well as a guide for the development staff investigation of possible donors, funders, supporters, etc.
  • The timeline and budget for this process needs to be defined by the Strategic Planning and Development Committees and perhaps Audit and Finance.  (Please see the attachment below for Shelia’s original email regarding this matter.)

 

JULY 16 MEETING ATTACHMENTS

The Agenda for Thursday; 7:00-8:30

I. Management and Finance: Gilbert Smith (30 minutes)
Attached is the revised 2020 draft budget and another copy of the draft procurement policy. The Audit and Finance Committee is requesting that both items be approved on the Thursday, EC call.

II. Conference Planning: Lionel Kimble (45 minutes)
VP Kimble will forward a document for tonight’s meeting shortly.

III. Secretary’s Announcements (10-15 minutes)

1. The Rapid Response Committee has prepared a draft of the “Floyd Father’s Day” letter for your review (see attached). Please do not circulate and hold questions (if you have any) for tonight. Evelyn would also like to discuss the name of the committee: “ASALH Committee for Social Responsibility” (letter attached)

2. Sheila has requested a meeting of the EC to reflect and discuss, in a substantial way, how ASALH (in the spirit of our ancestors and Woodson) can Respond to what is happening in the world today and Lead in the discussion of what we (as a community and as a nation) can do going forward. Once dates are received from Sheila – a doodle will be sent out.

3. The Marketing Team has been quite busy organizing Webinars to speak to the many issues that we are dealing with in our country. They need your help to spread the word and attend the event. (I will mention the two that are coming up in the next couple of weeks). Click to here to watch ASALH TV.

a. Healing Justice: Death and Aliveness Amid Pandemics
Monday, June 22 7:00-8:30p EST
This discussion will cover Criminal Justice, Black Covid Stories, Healing Justice
Invitations have been sent to the Black press, politicians, and the leaders of civil rights organizations. Click here to register and learn more on Eventbrite.

b. Black History Bulletin: Black Lives Matter: From Enslavement to Engagement
Wednesday, July 1 6:00-7:30p EST
This discussion will feature the team from the Black History Bulletin in conversation with educators about how teachers, scholars, and parents can teach about Black Lives Matter within this current moment. Eventbrite to come

JUNE 18 MEETING ATTACHMENTS

Topic: ASALH Monthly EC Meeting
Time: June 5 & 6

AGENDA

Day One: 10a-12:30p EST; 1:00p-3:00p
I. President’s Report, Evelyn Brooks Higginbotham (10 minutes)
II. Secretary’s Report, Karsonya Wise Whitehead (5 minutes)
III. Governance, Zende Clarke and Susan Sims Marsh (4 documents) (60 minutes)
IV. Management and Finance, Gilbert Smith and Gladys Mack (5 documents) (60 minutes)
V. Auditor, Pam Gray (30 minutes)
VI. Membership, Barbara Spencer Dunn (2 documents) (30 minutes)
VII. Programs and an Updated Conference, Lionel Kimble (1 document) (60 minutes)

Day Two: 10a-12:30p EST; 1:00p-3:00p
I. EXECUTIVE SESSION: Nominating, Annette Palmer and Carlton Wilson (1 document attached) (60 minutes)
II. Executive Director, Sylvia Cyrus (20 minutes)
III. Planning, Sundiata Cha-Jua and Anita Shepherd (1 document) (3 hours)
IV. New Business
a. Natanya Duncan: best practices suggestion for our response to world events

JUNE 5 & 6 MEETING ATTACHMENTS

Topic: ASALH Monthly EC Meeting
Time: May 21st 2020 07:00 PM Eastern Time (US and Canada)

I. President’s Report (5 minutes)
II. Secretary’s Report (5 minutes)
(Note: an overview of the June meeting)
III. Dunbar and Woodson House: Barbara Spencer Dunn (20 min)
(Note: documents attached)
IV. Membership: Barbara Spencer Dunn (15 minutes)
V. Nominating: Annette Palmer and Carlton Wilson (15 minutes)
(Note: the Committee will send the names of the individuals who submitted information to run for the upcoming election in time to review them on the May 21st call monthly EC Call)
VI. Planning: Gladys Mack (15 minutes)
(Note: presentation of the Project/Plan Approval Process: documents attached)

MAY MEETING ATTACHMENTS