In this document:

• Attendance
• Call to Order
• Minutes Approval
• Report of the President
• Report of the President-Elect
• Report of the Secretary
• Report of the Treasurer
• Report of the Past President
• Report of the Editor
• Report of the Archivist
• Report of the Board of Directors
• Committee Reports
• Old Business
• New Business
• Fellowships
• Adjournment

Call to Order
By Robin Woo at 9:07 a.m.

Minutes Approval
A motion was made to approve the minutes with corrections (DM, KG)

Discussion
RW: In the future, secretary should send the minutes out prior to the meeting. The motion was approved unanimously.

Report of the President
Robin Woo: The 2001-2002 year has been a much different than expected. She found that after September 11th , people seemed to be home-focused. Therefore, there seemed to be little national activity.
She was delighted to meet everyone at Boston during the GWIS Interim Meeting at the AAAS meeting. We almost a quorum at this meeting. We were glad to meet women from our newest chapter from Boston. In addition, we accomplished lots of long range planning.
Regina Vidaver continued her fine tradition with the fellowships. Robin was able to obtain the Eli Lilly travel funds to allow GWIS to continue this fellowship award. Chapter establishment had a successful year. Two new chapters were formed and two almost new chapters in Northern Chicago area and in the Research Triangle Park area of North Carolina are well on their way. The National Office scaled up the one-pay system to include Tau and Omicron. GWIS also received a gift from Sue Feinman's trust.
She had a wonderful time planning the National meeting. She wanted thank the women of Omicron for all of their hard work. Finally, she loved working with the officers especially with Kathy Grako and she pledged help to our newest president.

Report of the President Elect
Kathy Grako: Last year was a little bit different for everyone. She focused on work with chapter establishment committee since this is how we will grow GWIS. Robin Woo is spearheading the organization of a chapter in Latin America. She acknowledged Dee McManus and Helen Sievers work on the GWIS website . The website has been a powerful tool for chapter establishment. For example, the women from Ohio State University found GWIS through our website and wanted to start a chapter. In addition, she acknowledged the representatives present from our two newest chapters.
This past year Kathy also found a new discussion leader for our listserve group. The listserve is a terrific service that GWIS provides both to our members and nonmembers. Roberta Gottlieb is the new discussion leader. She had been active participant in the past. Sherrie Cole is still helping to manage the computer component of the listserve. Dee McManus pointed out that the address to join the listserve can be found in the Bulletin.

Report of the Secretry
Cathy Dundon reviewed her report contained in the National Meeting Packet. Information included a summary of membership by chapter and membership type and analysis of new memberships. The National Office will be relocating to San Diego. The new address is effective following the National Meeting and it is GWIS National Office, P.O. Box 710153, San Diego, CA 92171-0073, (858)573-1847, SDEGWIS@netscape.net. She also recommended that the upcoming secretary obtain a new email address from the website committee. This way each national officer can have an email such as secretary@gwis.org, etc.
Dues to a miscommunication this year, the nominations for the following officers was not obtained until it was too late to send ballots via email. The ballot included Amber Bradley (Tau) for Vice President, Leah Hanson (Xi) for Treasurer and Diane Tulipani (Tau) for Secretary. In an attempt to hold an election prior to the National Meeting, she sent ballots via email and requested that they be returned via standard mail. This email ballot was able to reach approximately 450 members which is only 2/3 of the National Membership. It is interesting to note that 36 ballots were returned which is an improvement over the 27 ballots received last year. All 36 ballots unanimously approved the slate of candidates. It was determined that Leah Hanson was incorrectly included on this ballot by the Nomination Committee.
She has completed assemble of the 2002-2004 National Directory. It will contain both membership listings as well as lists of members by chapter. She will have 1100 directories printed to include both the numbers required for our current members and for inclusion in our new member packets. Finally, she reviewed the inclusion of Tau and Omicron in the One-Pay Dues System.

Report of the Treasurer
Doris Brown reviewed her reports found in the National Meeting Packet. She pointed out that all of the GWIS funds are now under Merrill Lynch management, and all funds all in healthy order. She wanted the officers to notice that the Omega dues balance is $860. If persons are interested for using these monies for Omega activities, the funds are available. Dee McManus reminded us that last year that Omega fund was earmarked for use in chapter establishment establishment.
There were a few update to dues amounts. Carrie MacNabb said that Xi Chapter still need to deposit dues which will be around $4,000 to $5,000. Dee McManus thought this amount will bring the income on budget. Helen Haller asked about returned checks in the reports. Doris Brown said that we had quite a few checks returned this past year. Cathy Dundon thought this was predominantly from fellowship applicants. Regina Vidaver thought this will be solved next year since the Fellowship committee has been encouraging chairs to send checks to National in a timely fashion.
With regards to the fellowship budget, Dee McManus asked how the SDE Fellowship is composed. Doris reviewed that it contains the Adele Lewis Grant, the Hartley Foundation's Contributions and the SDE Fellowship fund. Helen Haller reminded us that the Hartley contribution is not an investment fund but a new contribution made by the Hartley Foundation annually. With regards to the Special Projects budget, Doris noted that there is quite a bit of carryover in the Ruth Dickie Special Projects Fund.

Report of the Past President
Dee McManus reviewed her report found in the National Meeting Packet. She joking referred to herself being the cause of problems since she initiated the one-pay program. She praised the chapter establishment folks for all of their hard work in bringing in two new chapters to GWIS. During the past year, she has had oversight of the website, parliamentary, and development. With regards to the One-Pay plan, she stressed that it is important to recognize that there will be problems with each chapter during the start up but hopefully we will eliminate some of the problems with each new chapter being added. She also met with webmistress during the year. While the site functioned well throughout the year, it was unfortunate that the one time the website was down was during the fellowship applications process. There has been work with the development committee this year. Much to the surprise and dismay of all of the officers, in December the Bulletin editor stepped down from her position without completing the first Bulletin. Therefore, Dee had to step in and take over. She has agreed to be the interim editor for one more year and hopefully we will find someone to take on this role for a couple of years.

Report of the Editor
Dee McManus reviewed the Budget for the Editor found in the National Meeting Packet. This budget included the cost for the one Bulletin. She noted that the cost per bulletin has been fairly flat, and that GWIS needs to start looking for ads in the Bulletin.

Report of the Archivist
Helen Haller has been continuing to collect items and she will be adding materials to the archives at Cornell University.

Report of the Board of Directors
The Board of Directors did not provide a report for the National Meeting Packet. Robin Woo reviewed the year. The year included the resignation of Ann Brown and no member of the Board wanted to assume the chair for the 2001-2002 year. She joked that they must be waiting for Dee McManus to join them. Virginia Carson asked if Joy would be assuming the chair.
For the upcoming year, Robin Woo asked the Board to make one of the priorities of the Board of Directors to assess how other small organization manage their office functions (e.g. secretary, membership and newsletter).

Committee Reports
Chapter Establishment Committee
Kathy Grako praised both the new GWIS chapters for all of their hard work. Both Alpha Omega in Boston and the chapter at Ohio State University provided the required list of seven charter members, and their brief history for our review. A motion was made to approve the establishment of the two chapters (Kathy Grako, Dee McManus).
Discussion: Cathy Dundon reminded the group that Ohio State doesn't have a name since they had suggested Theta but that is already the name of the Houston area chapter. Robin Woo suggested that we call them Theta O until a representative from the Ohio State chapter arrives at the Grand Chapter meeting to select their name. Motion was approved unanimously with a round of applause. Judith Nuss-Steel asked if their bylaws had been approved. Kathy Grako remarked that they are using the preapproved bylaws provided by National. Robin Woo will print a copy of their bylaws which include their names for the Parliamentary committee.
Editorial Board
Robin Woo summarized the activities of the Editorial Board. We started the year withRusty Lowe (Xi) as the new editor following in the footsteps of Anne Marie Weber-Maine. The editorial board saw the draft of the first Bulletin at Christmas time but at the interim meeting we still had not seen the final version or had been told that it had been sent to the printer. After numerous phone calls, Dee McManus obtained a skeleton draft and managed to produce the first Bulletin. She apologized for any mistakes that were made during this rocky transition. In addition, Cathy Dundon wanted to publicly apologize that Xi failed to get their Bulletins due to a problem with the database merger with Xi. These Bulletins will be sent following the National Meeting.
Fellowships Committee
Regina Vidaver, the Fellowship Coordinator, reviewed her report found in the National Meeting Packet. One issue she discussed is that Kay Kelley was worried that too many of the applicants didn't match the criteria and it was discussed whether we should provide some additional guidance points.
It was also discussed that the Nell Mondy Fellowship should this be treated the same as the other fellowships by not allowing this money to be used for living expenses. While she does not specify, GWIS should handle her fellowship like the others. She wanted to use her money to help women returning to their career. The Bulletin is incorrect: her stipulations are to state that they are preferentially treated but not exclusive.
Kate Kelley agreed to stay as chair as long as she can hand pick the persons on her committee. Kathy Grako asked if she will keep any of the current members. Regina Vidaver said that Kate Kelley will keep one and then find two additional members and then act as facilitator.
GWIS still needs to find a Nell Monday committee members. Helen Haller remarked that Nell is emphatic that the principal is not invaded even if they have to skip a year awarding. Nell also wants to receive a quarterly report. Dee McManus thought she should be receiving quarterly reports from Merrill Lynch already. Doris Brown will check on how this is handled.
Robin Woo asked if the women ask for more money than we give? Regina replied that most applicants ask for $2,000 to $3000, so yes. The chairs split the money as they see fit depending on the money available for each fellowship. Dee McManus asked if: we can give the Vessa Notchev committee a direction that we would like less numbers and larger amount since this fellowship has a cap? Robin wondered if we can give more. Regina pointed out that there is a rule capping the awards at $3000 for a single individual and asked how we change this rule or guideline. Dee McManus suggested that we check the policy and procedures. Robin suggested that we can guide the Vessa Notchev committee to award a single award. In regards to reducing the number of award winners, Carol Zieger thought it was important to remember that its not just the money but also the recognition that brings value.
Robin Woo reviewed the Nell Mondy Fellowship awarding process. The committee only had one applicant and she was put forth by Nell. She also wanted to note the description of how to obtain the Eli Lilly funds each year. Dee McManus thanked her for fixing this reoccurring problem. Regina Vidaver questioned the award limit. Dee McManus thought that we should bump it up to $1000. Gloria Gridley thought that we have been using this amount since 1985 and it is time to increase the award amount. Robin Woo will still remain as chair of both Eli Lilly and Nell Mondy.
Finally Robin Woo wanted to acknowledge with applause all of the contributions the Hartley Corporation has made over the years to GWIS.
Honorary Membership:
Gloria Gridley summarized the two issues of the Honorary Membership Committee. Two of the four nominees that rolled-over from last year's process were from the same institution. She asked if there is a limit on how many women from any one place can be recommended. Last year there were seven nominations. Three had carried over from last year and all were from the same place again.
Second, she wondered how can we streamline the process? She suggested that we need to amend the bylaws so the process does need to take two years. This year we didn't receive any additional names and the committee we did not nominate the women carried over. Liz Vonkaenel stated that the purpose of the Honorary Membership Committee is to review not to nominate. Kathy Grako thought that it is perfectly fine that we don't have nominees every year.
Carrie MacNabb suggested that they committee contact chapter liaisons or chapter presidents in the Fall to get more nominations. Plus if we streamlined process, would we have seen these problem since two years is not that long to wait for an Honorary Membership. Gloria Gridley thought that a streamlined process would allow us to see problems more quickly. Dee McManus remarked that the National Council approval usually just approves the recommendations of the committee. The committee needs to propose a method to revise the procedure.
Finally, Gloria Gridley said that we need to assign two new members to this committee. Carol Hodes will be the chair. With regards to considering the condensation of the process, Monique Baude suggested that the committee submit any proposed bylaw changes to parliamentary committee. Judy Nuss-Steele disagreed and said that any changes need to be first approved by National Council and then submitted to the Parliamentary Committee. Gloria Gridley suggested that the Honorary Committee consult with the Parliamentary committee before going to the National Council to assure an appropriate amendment is discussed.
Nominating Committee
Robin Woo summarized the failures with the current ballot. There should have been an election of the Past-President to the Board of Directors, of the Vice President to the position of President-Elect and finally that Leah Hanson was incorrectly placed on the ballot as a candidate for Treasurer. She also remarked that the executive committee has the ability to appoint women to these positions.
Monique Braude did not think we can accept ballots sent by e-mail. Cathy Dundon thought that the bylaws only specified that we needed to receive ballots by mail. Helen Haller asked what we would do about the elections of the Member of the Omega Committee and the Members of the Nomination Committee.
Carol Zieger said that there was confusion on who was the chair of the nominations committee. Since she didn't join until 2000, she did not think it was her year to chair. Therefore, I would suggest that we go with the committee as is. Kathy Grako remarked that if we would have had the Bulletin earlier, errors in committee could have been detected earlier. Plus we need to educate the officers on the roles of the committees so they can find better candidates. Robin asked for clarification on who needs to be on the ballot. Judy Nuss-Steele summarized that the ballot needs to include: Vice-President, President-Elect, Secretary (by term), Treasurer (by term), Board of Director, Omega Chapter Committee, and Nominating Committee. Robin thought that the election for Vice-President, and Secretary was OK. Monique Braude felt that the election was illegal, but the executive committee can appoint vacancies. Judy Nuss-Steele agreed since not every single member received a ballot. Dee McManus noted that we had a better ballot return this year. Robin Woo remarked that even without the ballots the Executive Board can appoint the entire slate of candidates anyway. Judy Nuss-Steele stressed that in the future we need to make an honest effort to contact everyone. Dee McManus asked what the Parliamentary committee is suggestion for this election. Judy Nuss-Steele stated that we just need to have the executive board appoint the persons.
A motion to approve the following candidates for the following offices: Dee McManus to the Board of Directors, Amber Bradley to Vice-President, Diane Tulipani to Secretary, Carole Hodes to President-Elect, and Doris Brown to Treasurer until her replacement can be found. Also to approve current members of the Nominating committee to continue serving on this committee. (Virginia Carson, Gloria Gridley). Motion was approved by all voting members except Monique Braude.
Judy Nuss-Steele pointed out that the president can appoint the Omega chapter membership. Robin summarized the following officers for 2002-2003 as:
President-elect: Carol Hodes
BOD: Dee McManus
Secretary: Diane Tulipani
VP: Amber Bradley
Nominating: Carol Ziegler (chair), Kit Barker, Laurel Lynn.
Monique Braude asked if we will email ballots in the future. Robin Woo said no.
Membership Committee
Leah Hanson remarked that all of the committee members worked locally on the One-Pay System. Robin Woo suggested that we save this discussion for the Old Business portion of the Agenda.
AAAS Representatives:
Chemistry:
Virginia Carson attended the Chemistry section. This year GWIS cosponsored a symposium on nuclear energy. AAAS asked Virgina to sponsor another symposium on how to make science relevant to today's undergraduate. She is still waiting to hear if it is approved. Hopefully we will have another one in Denver. RW: here's the list of the new AAAS representatives Section Representative Alternate Agriculture: Nell Mondy Robin Woo Biology: Virginia Carson open Chemistry: Pat Shaffer open Education: Celia Marshak Dee McManus Medicine: Ariel Hollinshead Monique Braude
Biology Section:
Pat Shaffer said that AAAS has a website and the biological sciences section wants to have a subwebsite to include topics such as stem cell research.
Interim Meeting:
Items discussed can be found in the Summary included in the National Meeting Packet. Unfortunately, we did not have a quorum. We talked about the NSF grant for those who mentor women in science and thought that it is important that GWIS apply next year if it is offered again (due date was in May).
Website Committee
Dee Mc Manus apologized that the only time that the website down this year was unfortunately at the time of fellowship applications. The committee hopes to choose a company to set up an e-commerce back-end for our website. We would like three individuals to be on an advisory committee and to expand out and bring chapter website to our site. The committee has five goals to help drive the process. Regina Vidaver remarked that while she would like to see more services on-line but there are portions of the fellowship application process that need to still need come by actual mail (e.g. letters of recommendations), so website can't meet all needs. Dee McManus said that the website committee will work with the fellowship committee to find solutions. Regina Vidaver added that we have eliminated the preregistration process since it just added extra work. Dee asked how do we make the preregistration on the website work. Regina thought that the only way we could have preregistration we would have to have a deadline prior to fellowship and ultimately preregistration is too much work and not worth it. The Website Committee will need to identify a new webmistress. Finally, the committee wants to thank Helen Haller for providing a comprehensive list of all of the officers, etc. from 1922 onward.

Old Business

1. Allocation of Susan Feinman Funds
   A motion was made to split the fund into 2 funds: $4000 at $1000/year for 4 years as money for chapters to host National meeting. These monies will be gift to the chapter and therefore there is no need for the chapter to return. The second portion will be used to augment the secretary salary for four years at $1500/year. (Kathy Grako, Dee McManus). The motion was approved unanimously
2. Database
   Robin Woo asked for Cathy Dundon's recommendations for next year. Cathy Dundon suggested that we require all chapters to use a central GWIS database rather than continuing with the merging system with Xi. Robin Woo suggested that we send a letter in the Spring to graduate students requesting address updates or alternatively the secretary could write a column for the Spring Bulletin. Dee McManus acknowledged Cathy's work on the GWIS database.
3. One-pay Expansion
   Cathy Dundon thought it would be unfair to ask the new secretary to bring all of the remaining chapters into the One-Pay system. Carol Ziegler remarked that Diane Tulipani, our new secretary, is amazingly efficient. Cathy Dundon outlined the steps on what needed to been done to set up Omicron in the One-Pay system. Because of the amount of work, she suggested that we add a few new chapters than all this year. For example we could add the 2 new chapters immediately. Robin Woo stressed that we need to pick one way or another and the recommendation is that its is national outward. Carrie MacNabb stated that the reason that Xi hasn't paid yet is problems Xi treasurer not difficulties with the chapter to national form of One-Pay. Leah Hanson said that Xi can't live with this system since they can't have the money going through national first since they need the money in September for meetings.
4. Additional Robin remarked that National needs the chapters to submit financial statement annually. She asked Doris to write an example. Carol Ziegler asked if there are there two secretaries in the bylaws, should we be electing both? Cathy Dundon explained that the current secretary fulfills both roles. Dee McManus suggested that the Parliamentary Committee review the bylaws for updates. Cathy Dundon stressed that we need to also receive the Officer Forms from each of the chapters.

New Business

1. CEDAW
   Gerry Anderson asked members to write our Congressperson to support CEDAW. Robin Woo would like to ask Ariel Hollingshead to attend that meeting at meeting.
   (202)456-2461 President Bush
   (202)261-8577 Secretary of State Colin Powell
   
2. Future Anual Meeting Programs
   We will have an interim meeting on February 13, 2003 in Denver, CO. With regards to the National Meeting, Robin Woo found it difficult to set up an interdisciplinary specific meeting, but despite the difficulties, she would encourage chapters to host the annual meeting. Next year the meeting will be at Penn State University.
   Judy Nuss-Steele reminded that years ago we invited our own members to speak. Robin thought it would be great to involve more fellowship award winners as well. Carol Ziegler reaffirmed the idea of inside speakers; she has found at her own University they got full house for our own faculty. Dee McManus stress that a chapter can use the meeting as a way to recruit new members. Cathy Dundon asked if we had a volunteer chapter for the 2004 meeting. Dee wondered if the Boston Chapter would be ready.

Fellowships
Regina Vidaver said that they couldn't find anything about a limit to fellowships in the policy and procedures. Robin suggested that we discuss this in context of the proposed budget. Doris Brown reviewed the proposed budget. Robin reviewed the previous night's discussion about the amount of money in SDE and Adele Lewis Grant. We have accrued substantial amounts in the base of each of these funds, and she wondered if we should we keep working only form the interest or can we use some of the base to increase our fellowships. Gloria Gridley remarked that these funds have grown substantially since she was treasurer.
Doris Brown thought that the Vessa Notchev Fund is a good example since we use all of the interest each year but now the fellowship can't grow since there isn't an increasing base. Regina Vidaver offered a compromise: offer 1% of the endowment each year, not enough to deplete but can increase what we give. Doris said there is no legal obligation to give a set amount. Robin said while not legally required, we are to support size. Pat Shaffer suggested that rather than adding an additional recipients that we increase the size of the awards. Robin asked if we should advise the next treasurer of this 1% idea? Carol Ziegler remarked that we did hold the principle at the cost of living. Regina asked if we are going to raise the current limit from $3000? Robin suggested $5000. Dee McManus was concerned that we would get a lot more applicants and burden our committees, but that she would defer to Regina's opinion. Regina thought that $3000 is not a lot of money for the work to submit proposal. Gloria Gridley thought that we shouldn't tie the Fellowship committees hands.
Dee McManus moved to recommend that the Fellowships committee increase their limit to $4000. Gloria Gridley seconded. Approved unanimously.
Regina Vidaver moved to approve the budget. Dee McManus seconded. Approved unanimously.

Adjournment
CD: move to adjourn NC KG second. Unanimously approved Robin Woo adjourned the meeting at 12:45.