ICNAP IV 2012 Business Meeting Minutes & Bylaws

Interdisciplinary Coalition of North American Phenomenologists

ICNAP IV Business Meeting Minutes

May 27, 2012

Fordham University Lincoln Campus, NYC

 

PRESENT: Mike Barber, Scott Churchill, Maureen Connolly, Lester Embree, Lee Fielder, Luann Fortune, Jackie Martinez, James Morley, Mary Beth Morrissey, Thomas Nenon, Dennis Skocz, Fred Wertz, Richard Wilson. (NOTE: I forgot to pass around an attendance sheet; please recall who was there and let me know if I’ve made errors)

 

CALL TO ORDER: The meeting was called to order by Fred Wertz.  Treasurer’s report was added to the agenda. The agenda for the meeting was approved unanimously.

 

(1) APPROVAL OF MINUTES FROM ICNAP III

A motion was made and seconded to approve the minutes from ICNAP III.  Motion passed unanimously.

 

 (2) FEEDBACK ON CONFERENCE

See Appendix 1 for a detailed summary. Main topics covered: length of conference and Sunday attendance; “white space room” for continuing conversations; improving call for next year; earlier and wider distribution of program; guidelines for presenters and chairs to facilitate interdisciplinarity; outreach to nurses (and general outreach); next year’s Husserliana Panel; new scholars reception.

 

It was moved and seconded that the Executive Committee consider and decide on the date for next year’s conference.  Motion passed unanimously.

 

(3) DISCUSSION OF BY LAW REVISIONS (Mary Beth Morrissey)

A motion was made and seconded to approve changes in the By Laws as presented to the membership (see Appendix 2). Motion passed unanimously.

 

(4) NOMINATIONS AND ELECTIONS

A motion was made and seconded to nominated the following persons to hold the following positions:

President-Elect: Jackie Martinez

Member-At-Large: James Morley

Member-At-Large: Brigitte Cypress

Secretary: Mary Beth Morrissey

 Motion passed unanimously.

 

Thus, the current members of the Executive Committee are:

Fred Wertz, President

Jackie Martinez, President Elect

Michael Barber, Treasurer

Mary Beth Morrissey, Secretary

Maureen Connolly, Member at Large (in 3rd year of 3 year term)

James Morley, Member at Large (in 1st year of 3 year term)

Brigitte Cypress, Member at Large (in 1st  year of 3 year term)

 

(5) TREASURER’S REPORT (Michael Barber)

We will have approximately $3,000 when all tabulations from conference are done.  We had $2,720.77 at the end of last year’s conference; we have approximately $3,800 right now.  Fordham came through with a lot of support ($5,000).

 

We discussed the possibility of raising the conference fee for one-day, and/or for participants from the where the conference is hosted, but decided to take no action.

We discussed honorarium for keynote speakers and decided to take no specific action but agreed that the issue should be left up to the local planning and executive committee each year, and that compensation related to hotel, etc. should also be considered for keynote speakers.

 

(6) CONFERENCE SITES/HOSTS

A motion was made and seconded to hold the 2013 conference at Ramapo College (James Morley hosting) in New Jersey, and the 2014 conference in St. Louis (Michael Barber hosting).  Motion passed unanimously.

 

 (7) WEBSITE 

We discussed how to better use and structure our ICNAP website.  Our current webmaster, Daniel Marcell has moved to take on a new position; Lester reports that he would most likely be willing to continue managing the website for one more year.  We discussed the possibility of John Parsons taking over the website (in a subsequent discussion with John he expressed a willingness to do so).  We also discussed updating the ICNAP bibliography.

 

The Secretary (Mary Beth) will be the lead person related to the content and structure of the web site.

 

(8) JOURNAL

We briefly discussed having our own journal; we decided that was down the way a bit, after we have a larger and stronger membership.  Issues regarding publishing proceedings, etc. were discussed, but no decisions made because they require the participation of our Editorial Chair, Richard Lanigan.

 

 (9) POLICIES

Issues regarding hardship fees and local institution and student conference fees were discussed with the Treasurer’s Report.  The idea of making scholarships available for those with financial hardship was supported.

 

(10) ADJOURNMENT

            A motion to adjournment was made and seconded, and passed unanimously.

 

Respectfully Submitted by Jackie Martinez

 

 

APPENDIX 1

SUMMARY OF DISCUSSION RELATED TO FEEDBACK ON THE CONFERENCE

 

Length of conference: Sunday participation is very light; we discussed ways to improve that, or ending the conference on Saturday night—we rejected that, recognizing that low Sunday attendance is part of what happens at all conferences.

 

Facilitating ongoing conversations: We noted that the ongoing conversations are one of the best outcomes of holding the meeting and decided that having a “white space” room designated for conversations that continue from the sessions would be a good idea and could be formally included in the program.

 

The use of all caps for last names was appreciated for its clarity and should be continued.

 

Next year’s program needs to be published sooner and distributed more widely; it should, for example be published in the Newsletter of Phenomenology.

 

We discussed including more information for conference participants related to guidelines for presenters and chairs.  The purpose here is to help younger scholars and those who are new to ICNAP.  The point is to offer guidelines that emphasize the interdisciplinary objectives of the organization.   Specifically, we might begin including the role of Panel Chairs as part of the call and then emphasize a more involved role that has an eye toward community building (i.e., fostering interdisciplinary engagement) and mentoring.  The idea of explicitly setting up a reception for “New Scholars” and matching folks with potential mentors was also discussed.

 

Again and again we emphasized the importance of our focus on interdisciplinarity—for next year’s call, as informing the way we organize and structure the meeting, etc.  Ideas for next year’s call included a focus on embodiment and well-being.  We also discussed being more explicit in the call about soliciting organized panels.

 

We discussed including built-in breaks featuring body work like yoga or other forms of movement, breathing, massage, etc.

 

There was some discussion regarding the Call for Papers, especially regarding the wide variety of submissions—ranging from 200 to 1000 words and how that makes the evaluation and program organizing process much more difficult.  More specific guidelines for next year’s call will be very helpful (this will be part of the Executive Committee’s collective work in preparing for next year).

 

There was some discussion regarding the conference theme, and overall people seemed to like it, although very few of the submissions addressed the theme explicitly.  The theme was very useful when it came to selecting the keynote speakers (especially Larry Davidson).  There seems to be support for the idea of having a conference theme.

 

We discussed outreach, especially to scholars in the field of nursing.  Brigitte is a resource in this regard, and that led us to consider the ways in which each of us need to maximize our reach related to bringing others into the organization.

 

In terms of Canadian participation, Maureen noted that the timing of ICNAP makes it difficult for Canadians who might be interested to participate.  She suggested holding the conference earlier in the year.  That, however, raises the problems of conflicts with graduation ceremonies.  The Executive Committee needs to address the issues of timing of the conference.

 

The idea of generating publicity fliers specifically for distribution to potential members was raised and supported.

 

The idea of designing a logo for ICNAP was also discussed and supported.

 

NOTE FROM JACKIE:  This was an excellent discussion and as next year’s program planner I will integrate all of these suggestions into the process.  Many of the suggestions here require that the executive committee begin working right away, especially regarding the date of the conference, the Call for Papers, and the deadline for submissions.  I’d like to get things rolling this summer—so, Executive Committee, expect to hear from me and make your presence known!

 

 


 

 

APPENDIX 2

BY LAWS AS APPROVEDBY MEMBERSHIP

 

PROPOSED BYLAWS AMENDMENTS

ICNAP

The Interdisciplinary Coalition of North American Phenomenologists

Bylaws

 

Article I: Preamble

 

The Interdisciplinary Coalition of North American Phenomenologists (hereinafter known as “ICNAP”) is an association that fosters interdisciplinarity within phenomenology by encouraging the building of connections among colleagues in various disciplines. ICNAP wishes to promote phenomenological work as it is done in various disciplines and across disciplines. It is an organization that belongs to the Organization of Phenomenological Organizations (OPO) and agrees with its aims and objectives.

 

Article II: Membership

 

Any person interested in pursuing the aims and objectives of ICNAP can become a member. One becomes a member by paying the required annual membership fees. Membership fees or dues will be set by the Executive Committee and may be modified from time to time with prior notice to members.  Membership fees will be paid to the Treasurer of ICNAP no later than December 30 of the following year. A member must be up to date on dues payments prior to submitting an abstract for a meeting.

 

The following membership fees will be observed:

Institution Member   $100

Sustaining Member $50

Tenured, tenure-streamed, full-time    $20

Independent scholars, graduate students, underemployed, retired   $10

 

Membership fees do not include conference fees, which will be calculated every year to cover the costs of the conference organization, venue, and activities. These will be announced when the conference program is organized. 

 

Article III: Structure

 

Section 1. Governing Body: Executive Committee

 

The Executive Committee is the governing body of ICNAP. The  Executive Committee is charged with overseeing the annual meetings, approving the program for the annual meeting and the budget, approving editorial decisions, adopting and applying policy that will be published on the ICNAP website, and subject to ratification at the next business meeting, and sending representatives to the meetings of OPO. The Executive Committee will conduct its business electronically in between annual meetings. It will hold a general business meeting for all members at ICNAP’s annual meeting.

 

Section 2. Nomination and Election of Executive Committee Members and Officers.

 

ICNAP members shall elect an Executive Committee from among themselves to oversee the activities of the association. Elections shall take place at the annual business meeting.

 

ICNAP members who wish to be considered for membership on the Executive Committee or to serve as an Officer of ICNAP shall submit their names to the President of ICNAP with a short statement including naming of the position for which they are requesting consideration and a description of their qualifications and competence for such position. The President of ICNAP shall first notify members of open positions, and thereafter submissions shall be made no later than two weeks before the Annual Meeting. The President of ICNAP or the Executive Committee may also nominate a member for consideration by the Executive Committee, with such member’s consent. The Executive Committee shall review the submissions, and nomination for election shall require a two-thirds (2/3) vote of the members of the Executive Committee. The President shall disseminate the nomination slate to the membership before the Annual Meeting, and votes shall be cast by the members at the Annual Business Meeting. A majority vote of members attending the Annual Business Meeting shall be required to approve the nomination slate. The term of Executive Committee members and Officers shall commence immediately upon action by the members at the Annual Business meeting, or in no event later than June 1.

 

In the event of a resignation of an Executive Committee member or officer or inability of such individual to complete his/her term for any reason before the date of the next Annual Meeting, the President shall appoint an ICNAP member to fill the position with the approval of the Executive Committee until the next Annual Business Meeting at which time elections will be held. A majority vote of the Executive Committee shall be required to approve such temporary appointment. No vote of the ICNAP membership shall be required for such temporary appointment.

 

 

The Executive Committee shall consist of the officers of ICNAP including a president, a president-elect, a secretary, a treasurer; up to three members-at -large; the past president, the program chair and the editorial chair who shall serve ex officio; chapter presidents who shall serve ex officio; and such additional members as may, from time to time, be elected or appointed for a temporary term as described in Section 2 of Article III, Nomination of Executive Committee Members and Officers. All members of the Executive Committee shall be voting members, except the past president.

 

Section 3. Officers and Committees.

 

The President of ICNAP shall be elected for a term of three (3) years and shall be responsible for coordinating the affairs of the association on a regular basis, and calling the annual meeting and annual business meeting, and meetings of the Executive Committee. The President may in his or her discretion establish ad hoc committees to conduct the business of the association, appoint chairs, and assign responsibilities to such committees.

 

The President-Elect of ICNAP shall serve from year to year or for such term as designated by the Executive Committee, or until such as time as he or she is elected to the office of President.

 

The Treasurer of ICNAP shall be elected for a three (3) year term, shall hold all the fees collected from members of ICNAP in a segregated fund, and report to the association on the association fund balance at the annual business meeting and at regular intervals between annual meetings. The Treasurer together with the President and members of the Executive Committee will assure that the association has funds to cover any planned expenses.

 

The Secretary shall be elected for a three year (3) term and shall be responsible for taking minutes of association meetings and submitting them for approval at the next annual business meeting. The Secretary shall be charged with supervising the association website and designating a web master as needed for such purpose. The Secretary shall also be responsible for assuring that the bylaws of ICNAP are reviewed and amended as needed to be consistent with the process of the association.

 

The Program Committee shall serve as the program body for ICNAP. The Editorial Committee shall serve as a subcommittee of the Program Committee. The chairs of the Program and Editorial Committees shall be appointed by the President in consultation with the Executive Committee at the annual meeting or at any time during the calendar year, and shall serve for a three (3) year term. The charge of the Program Committee shall be to assist the President and the Executive Committee in developing the call for papers for the annual meeting, evaluating the abstracts and/or papers received in response to the call for papers through a blind peer review process, developing the final program for the annual meeting, and assist in any other program planning or program related tasks between annual meetings including local planning. The Program Committee shall also, in coordination with the Treasurer, develop and monitor the budget plan for the annual meeting. The Program Committee chair shall report at regular intervals to the Executive Committee on program planning for the annual meeting. The chair of the Editorial Committee shall serve on the Program Committee. The chairs of the Program and Editorial Committees shall serve as ex officio voting members of the Executive Committee.

 

The three members-at-large shall be elected to staggered terms of one, two and three year terms respectively, and shall be responsible for assisting the Executive Committee and Program Committee in soliciting abstracts from a range of disciplines consistent with the interdisciplinary focus of the association in fostering phenomenological work, or carrying out any other duties assigned to them by the Executive Committee.

 

Section 4. Removal.

 

Any member of any committee may be removed with or without cause by the Executive Committee. A vote of 2/3 of the members of the Executive Committee shall be required for such removal.  Any member may be removed by the President following consultation with the Executive Committee and a majority vote of the Executive Committee approving such removal.

 

Article IV: Meetings/Conferences

 

The association shall meet every year at a time that members agree upon. The conferences will be hosted by association members who will then act as local organizers taking care of meeting rooms and any other needs of the association for its conference (such as coffee breaks, travel arrangements, hotel room reservations, etc.) The Executive Committee will each year ensure that the Program Committee has identified a site and local organizer for the annual conference and that arrangements are made for the next year’s conference. The local organizer shall be appointed by and shall serve on the Program Committee at the discretion of the President.

 

Article V. Chapters and Affiliates of ICNAP.

Section 1. Chapters and Affiliates.

(a) A Chapter of ICNAP is hereby defined as an affiliated body of the Association organized in any state or, if the Executive Committee of ICNAP shall so determine, a country in North America. Within the limits of its geographic jurisdiction each Chapter shall be autonomous except as specifically provided in these By-Laws.  A Chapter may designate itself by a name of its own choosing subject to approval of the Executive Committee of ICNAP, provided that in all written material it shall identify itself as an “Affiliate” or “Chapter” of ICNAP, and provided further that the Executive Committee of ICNAP shall be deemed to have approved the names of the founding Chapters of the Association.

(b) A new Chapter shall have a minimum of 10 members of whom not fewer than a majority shall meet the requirements for full membership as defined in Article II herein.

(c) If there is an insufficient number of at-large members to form a Chapter in any geographic area or until regular elections are held, the Executive Committee of ICNAP, upon recommendation of the local affiliate, may authorize participation without vote in meetings of the Executive Committee by one or more regular observers from among such at-large members.

Section 2. ICNAP Approval.

(a) The approval of the affiliation of a new Chapter shall require a two-thirds (2/3) vote of the members of the Executive Committee of ICNAP.

(b) The application for establishment of a new Chapter shall contain the names of the proposed local Chapter representatives on the Executive Committee of ICNAP  during any interim period or until regular elections are held by the Chapter.

Section 3. Chapter Bylaws.

Each Chapter shall adopt By-Laws not inconsistent with these By-Laws.  Such Chapter By-Laws may provide a dues structure requiring new members joining ICNAP to pay local chapter dues in addition to ICNAP dues. Such Chapter By-Laws shall provide a procedure for amendment thereof.

Section 4. Chapter Officers and Governing Body.

(a) Each Chapter shall have at least the following Officers who shall be elected at the meeting of the Chapter at which votes are cast for Officers of the Chapter: President, Vice President, Secretary, Treasurer.

(b) In addition, at such meeting, each Chapter may elect a governing body  of such number as it may determine. Each Chapter President in office on June 1 shall be a member ex officio of the Executive Committee of ICNAP through the date of the next Annual Meeting of ICNAP.  The terms of office of Chapter Officers and Directors shall commence no later than June 1 following their election.

Section 5. Chapter Committees.

A Chapter may form such committees as it may deem necessary or advisable from time to time.

Section 6. Chapter Membership.

Any person eligible for membership in ICNAP shall be eligible for full membership in any one Chapter of ICNAP. A member may join one or more additional Chapters upon paying appropriate fees therefore, as determined by such Chapter or Chapters. Nothing in these By-Laws shall be construed to limit in any way the participation of such member in the work of each Chapter to which he/she belongs. Nothing in these By-Laws should be construed to restrict the Chapters from setting such limits on such members as they deem appropriate.

Section 7. Classes of Membership, Dues and Membership Reports.

(a) Each Chapter may create such classes of membership as it may determine and voluntary payment of additional dues assessments.  The Chapter shall establish a schedule of annual dues to be paid by each class of its membership provided that the amount of dues so set shall be no less than the per capita charge established by ICNAP for the fiscal year. Fees collected from Chapter members for membership in ICNAP shall be turned over to the Treasurer of ICNAP on a timely basis, but in no event later than the date of the Annual Meeting of ICNAP.

(b) Every six (6) months of the fiscal year but in no event later than the date of the Annual Meeting, each Chapter of the ICNAP shall submit a membership report that will state the names and addresses of all new and renewal members since the last report, and the class of any new members.  Such report shall be accompanied by the amount of per capita charge due and payable.

(c) In addition, the interim 6-month report of December 31 shall set forth and certify the names and addresses of each member whose dues have been received during that fiscal year.  At the close of the fiscal year, the Treasurer of each Chapter shall submit a statement of assets and liabilities, income and expenditure, reasonably itemized, for such fiscal year.

(d) A person holding membership in more than one Chapter shall designate in which Chapter he or she maintains her primary membership.  Only the primary Chapter shall be required to submit the per capita charge for such member.

(e) No person shall be a certified member of more than one Chapter.

Section 8. Chapter Meetings.

Each Chapter shall hold at least 3 (3) meetings a year including its annual meeting.

Section 9. Chapter Reports to ICNAP.

In addition to its annual financial report each Chapter shall provide to  ICNAP a summary statement of its activities during the preceding fiscal year.

Section 10. Chapter Cooperative Arrangements.

Chapters may enter into cooperative arrangements among themselves providing, inter alia, for joint mailings, joint meetings and joint cooperative activities.

Section 11. ICNAP Membership.

A member of a Chapter shall be a member of ICNAP.

Section 12. Public Positions.

The Chapters may take public positions on local issues but may not take public positions on those issues which are of significant concern for any North American state or nation(s) without approval of the Executive Committee of ICNAP.

Section 13. Expulsion of Chapter from ICNAP or Other Censure.

ICNAP reserves to itself the power to take appropriate action(s), by a two-thirds (2/3) vote of the Executive Committee up to and including censure or expulsion from ICNAP, should a Chapter act contrary to or substantially inconsistent with the purposes and goals of ICNAP.

 

Article VI: Amendments to Bylaws

 

Amendments to these bylaws of the association adopted at ICNAP III can be moved with a second in any year by submitting in writing to the Executive Committee via email 5 days prior to the annual conference. The motion to amend will be published as part of the business agenda in a timely manner before the annual meeting. A vote of a majority of ICNAP members in attendance at the Annual Business meeting shall be required to approve any proposed amendments to the Bylaws.

 

 

Amended May 2011.

© ICNAP 2015