Posts Tagged ‘San Antonio’


New sponsorship policy approved

When the SPJ national board held an electronic meeting on Dec. 1, most of the meeting was in executive session for four topics:

  • the president’s report (including updates on personnel and vacancies for two appointed board seats)
  • Excellence in Journalism updates
  • a sponsorship task force report
  • an upcoming annual review of the executive director

A written part of the president’s report — on board structure, meetings, committees, priorities and more — was not in executive session and is part of the public meeting packet.

After discussing the sponsorship task force’s report in executive session, the board unanimously approved a new policy, after making two small changes from what the task force recommended.

The new SPJ policy:

  • Both media and non-media entities will be allowed to sponsor sessions/events, and to propose session ideas (but the proposals can be rejected). Proposals will be vetted by the EIJ Planning Committee. Once proposals are accepted, the Committee and its designated producer will assume full responsibility for participants, topics, times, places, etc.
  • Neither media nor non-media entities may offer speaking fees for sessions/events they sponsor. (Sponsor or grant money will not be used to pay speakers.)
  • Neither media nor non-media entities may cover expenses for speakers participating in sessions/events they sponsor. SPJ, RTDNA or the EIJ Planning Committee may choose in certain circumstances to use sponsor or grant monies to cover speaker expenses.
  • EIJ partners will retain the right of refusal over all sponsors, exhibitors or advertisers, with contracts reviewed by the executive directors of partner groups before accepting.
  • EIJ partners will disclose its policies on sponsorship of sessions/events to potential sponsors in the prospectus for EIJ19 in San Antonio and any other appropriate publications or web pages.

RTDNA, our EIJ convention partner for several years, is scheduled to review the same proposal later this week.

The sponsorship task force met for about two months. It was created after a few chapters protested in August that the Charles Koch Institute was to be a sponsor at EIJ 18 in September.

In 2003, SPJ passed a policy that did not allow sponsors to plan their own programs. However, because of turnover at SPJ headquarters and on the board, no one was aware of that policy as EIJ 18 was planned.

The 2003 policy also was approved before SPJ had a convention partner, so it needed to be reviewed and updated.

The board and SPJ’s headquarters gave out incorrect information about the Charles Koch Institute’s involvement in the EIJ 18 session it sponsored.

Also during the public portion of the Dec. 1 meeting, the board unanimously approved a process for evaluating SPJ’s executive director when the one-year mark arrives in March.

Hey ’19

The SPJ national board voted electronically on Dec. 22 to hold SPJ’s 2019 national convention in San Antonio.

There are a variety of reasons why this is a good thing, including a favorable bid on hotel rooms and convention space and a sensible rotation among regions of the country. The SPJ headquarters staff is very good at scouting convention sites and at running the conventions.

The Excellence in Journalism convention schedule for the next four years will be New Orleans in 2016, Anaheim in 2017, Baltimore in 2018 and now San Antonio in 2019.

The 2019 conference dates will be Sept. 5 to 7.

This brings up the annual dilemma about the best time of year to hold the national conference. Early September isn’t a great time for college students to break away from school, but there are many other factors (including cost) that sometimes necessitate picking that week.

As a side note, SPJ still needs to do better about sharing the news about votes taken by the board as they happen and letting members know in advance that the board is considering taking an action such as this. I generally try to post news about electronic meetings such as this one in advance, but didn’t this time.

I believe the board and HQ staff should publicize every meeting, even if there’s no practical way for the public to sit in on the meeting.

The following section is part of the Openness and Accountability Best Practices that SPJ encourages chapters to follow. The national board should try to follow them, too, and generally does — but not always.

  • Meetings

    SPJ meetings at the local and national level should follow the spirit of state sunshine laws (for a good description of open meeting law elements, see www.rcfp.org/ogg). Leaders should:

    — Post meeting time, date, and place information in advance for members, prospective members, and the public, on a website, Facebook page, email or other accessible venue.

    — Include action/discussion items in meeting agendas to increase meeting attendance and attract potential new members. Members should contact the president at least two days in advance of the meeting if they would like to request a topic for the agenda.

    — Allow anyone from the membership or public to observe meetings. Provide an open comment period to let people chime in.

    — Post a summary of the meeting at a chapter website promptly, preferably within five business days of the meeting, so members can keep abreast of chapter activities. Include any decisions or votes.

    — Make meetings accessible, both physically and electronically. Meetings should be held where people are welcome to attend and can easily access. Consider GoToMeeting or other electronic means of broadcasting meetings and allowing participation for those cannot get to the meeting, but are interested in what happens.

    — Account for circumstances where private discussion among leaders is necessary, similar to state open meeting laws. For example, typical exemptions that might allow meeting in “executive session” include considering/debating the qualifications of new leader appointees, rent negotiations for space, pending/potential litigation, etc. If board members do discuss matters in executive session, they should come out and make any decisions and votes publicly.

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