NATIONAL FEDERATION OF PARALEGAL ASSOCIATIONS, INC. BOARD MEETING MINUTES New Orleans, LA January 31 February 1, 2009

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1 NATIONAL FEDERATION OF PARALEGAL ASSOCIATIONS, INC. BOARD MEETING MINUTES New Orleans, LA January 31 February 1, 2009 Saturday, January 31, 2009 In attendance: Georgette Lovelace, RP, President; Susan Ippoliti, Vice President and Director of Profession Development; Tracey Young, RP, Vice President and Director of Positions and Issues; Linda McGirr, RP, Vice President and Director of Membership; Ann Price, RP, Vice President and Director of PACE; Karen Santagata, RP, Treasurer and Director of Finance; Stephen Imondi, RP, Secretary and Director of Operations; Theresa Prater, RP, Region I Director; Sandi Heintz, Region IV Director; Cheryl Corning, Region V Director; Anita Haworth, RP, Board Advisor Absent: Helen Federline, Region II Director; Mary McKay, RP, CP, Region III Director Also in attendance: Cindy Byfield, NFPA Managing Director; Donna Cameron, MCA; Debra Hindin-King, Strategic Planning Committee member, Rocky Mountain Paralegal Association; Tom Holmes, Oregon Paralegal Association, Primary, Host Coordinator; John Kastan, Primary, Minnesota Paralegal Association; Wayne Akin, Web Site Coordinator, Oregon Paralegal Association; Kathy Williams, President, New Orleans Paralegal Association; Nancy Nouss-Brown, Connecticut Association of Paralegals, Primary; Lisa Voorvaart, Secondary, Central Connecticut Paralegal Association; Karen Miller, New Orleans Paralegal Association; Suellen Honeychuck, RP, Paralegal Association of Northern Virginia; David Quidd, New Orleans Paralegal Association President Lovelace called the meeting to order at 8:37 a.m. Ms. Lovelace thanked the New Orleans Paralegal Association for hosting the winter board meeting. Introductions of board members and guests. Ms. Prater moved to adopt the agenda as written; Ms. Young provided a second and the motion carried. Resolved: the Agenda for the Winter Board meeting is adopted as written. 1

2 PRESIDENT President Lovelace discussed several housekeeping matters, requested that all board members include a response deadline in the subject line of their e- mails. She spoke about the need to continually review the procedures, documents, and the website for ways to improve them so that NFPA can be the best that it can be. The President updated the board on the calendar, and changes were noted by the board. The spring board conference call was scheduled for May 9, 2009 at 12:00 noon Eastern Time. Ms. Lovelace provided an update concerning the National Paralegal Reporter. Ms. Lovelace reminded the board that deadlines for articles to be submitted are the 20 th of every odd month. ROI has had difficulty in obtaining articles relating to that issue s theme. The next deadline is March 20 th and Ms. Lovelace reported that the themes for that issue are Wills & Trusts and Bankruptcy. Ms. Lovelace reported on the status of the development of the e-newsletter. A link will be placed on the NFPA homepage for members to sign up to receive the e-newsletter. Ms. Lovelace reminded the board of the proposed guidelines sent out for discussion as to the font and other formatting issues relating to Inside reports submitted by the Board, coordinators and member associations. The board agreed that Arial 11 would be used as the font for all reports relating to the Inside. All board members and coordinators are to submit their reports in that format and refer to the Guidelines as to how the reports should be formatted. RDs were requested to provide a copy of the Guidelines to delegates and presidents within their regions. President Lovelace would like to revisit the concept of FAQs. She asked each board member to send two FAQs to her by March 15 th. President Lovelace asked that those board members whose positions are up for election at the 2009 Annual Meeting update their job descriptions by June 16, Those positions up for election are Treasurer and Director of Finance, Vice President and Director of Membership, and Vice President and Director of Professional Development. Those board members are to update their job descriptions, for posting on the Members Only page. The new position of Vice President and Director of Marketing will also be up for 2

3 election at that time, and a job description must also be created and posted for that position. BOARD ADVISOR Ms. Haworth reported that Paul Meyer of Tecker Consultants had provided her with the draft report regarding the Strategic Planning meeting held on January 30, The report will be forwarded to the members of the Board upon Ms. Haworth s return home. There was discussion regarding the report. Theresa Prater made the following motion: To amend NFPA s Strategic Plan Core Organization Values section to add a statement regarding that NFPA practices transparency; a statement that NFPA is dedicated to lifelong learning: and to amend the statement relating to ethics replacing the professions with the word our code of ethics. Ms. Santagata provided a second. There was no discussion and the following motion was approved unanimously: Resolved: the Board of Directors hereby amends NFPA s Strategic Plan Core Organization Values section to add a statement that NFPA practices transparency, a statement that NFPA is dedicated to lifelong learning, and to amend the statement relating to ethics by replacing the professions with the word our code of ethics. Ms. Young made a motion to add to the following language to the strategic plan: That NFPA s publics understand and value the role of paralegals There was a second by Ms. Corning. There was no discussion and the motion was approved unanimously. Resolved: the following language be added to NFPA s Strategic Plan: NFPA s publics understand and value the role of paralegals. With regard to the Goal Financial Stability: Goal Statement: Achieve financial stability Objectives: 3

4 Increase revenue Develop efficiencies to control expenses Increase financial viability of PACE Ms. Prater moved to accept the goal and objectives created during the strategic planning session regarding financial stability as follows: Increase revenue Develop efficiencies to control expenses Increase financial viability of PACE Ms. Santagata provided a second and the motion was unanimously approved. Resolved that the NFPA Board of Directors approves the goals and objectives relating to financial stability as follows: Increase revenue Develop efficiencies to control expenses Increase financial viability of PACE Ms. Young moved that the board adopt the goal and objectives regarding Professional Development set forth as follows: Goal: Achieve individual excellence in the paralegal profession Objectives: Increase educational opportunities Increase individual responsibility for professional development and education Increase access to technological resources Ms. Prater provided a second and the motion was approved unanimously. Resolved: the NFPA Board of Directors approves the goals and objectives relating to Professional Development as follows: Goal: Achieve individual excellence in the paralegal profession Objectives: Increase educational opportunities Increase individual responsibility for professional development and education Increase access to technological resources n Ms. Young moved to adopt the goal and objectives regarding regulation as follows 4

5 Goal: Regulation standards for the paralegal profession are achieved through the advocacy efforts of NFPA Objectives: Increase regulation efforts through strategic alliances Increase member associations support of NFPA s position on regulation of the profession Increase participation and awareness of NFPA and its members regarding legislative issues affecting the paralegal profession. Ms. Prater provided a second and the motion was approved unanimously. Resolved: the NFPA Board of Directors approves the goals and objectives relating to regulation standards for the paralegal profession as follows: Goal: Regulation standards for the paralegal profession are achieved through the advocacy efforts of NFPA Objectives: Increase regulation efforts through strategic alliances Increase member associations support of NFPA s position on regulation of the profession Increase participation and awareness of NFPA and its members regarding legislative issues affecting the paralegal profession Ms. Young moved to adopt the goal and objectives regarding transparency in communication as follows: Goal Area: Transparency in Communication Goal Statement: The organization becomes more transparent through the free flow of information between NFPA leadership, local association leadership and the membership. Objectives: Increase use of NFPA s website for exchanging information Increase member feedback through interactive discussions Increase use of alternative methods /channels of communication to foster member dialogue. Ms. Price provided a second and the motion was approved unanimously. Resolved: the NFPA Board of Directors approves the goals and objectives as they relate to transparency as follows: Goal Area: Transparency in Communication 5

6 Goal Statement: The organization is more transparent through the free flow of information between NFPA leadership, local association leadership and the membership. Objectives: Increase use of NFPA s website for exchanging information Increase member feedback through interactive discussions Increase use of alternative methods/channels of communication to foster member dialogue. Ms. McGirr moved that the board approve the goals and objectives as they relate to membership as follows: Goal Statement: Achieve a larger, more inclusive, membership Objectives Increase opportunities for interaction between members through effective uses of technology Increase membership in key market segments Improve the member experience Ms. Santagata provided a second and the motion was approved unanimously. Resolved: the NFPA Board of Directors approves the goals and objectives as they relate to membership as follows: Goal Statement: Achieve a larger, more inclusive membership Objectives: Increase opportunities for interaction between members through effective uses of technology Increase membership in key market segments Improve the member experience. Ms. Haworth stated that the appointment of the Nominations Coordinator is made during the Winter Board meeting. Ms. Haworth asked that Karen Mascola be reappointed to that position. Ms. Prater moved to reappoint Karen Mascola as Nominations Coordinator for a one year term or until the 2010 winter board meeting. Ms. Santagata provided a second and the motion was approved unanimously. Resolved: the Board of Directors approves the reappointment of Karen Mascola as Nominations Coordinator for a one year term or until the 2010 winter board meeting. 6

7 Ms. Haworth recommended that the board approve the following individuals to the Advisory Board and that they be assigned staggered terms which she has also recommended. George Kulhman, ethics 3 years Holly Manlove, 2 years Kathryn Myers, educator 1 year Donna Prehm, paralegal manager, 3 years Jay Ochroch, 1 year William Statsky, educator 3 years Dora Dye, educator and AAfPE list serve coordinator, 2 years Bert Binder, courtroom technology 2 years Meredith Larabee, paralegal manager 1 year Ms. Ippoliti moved that the Board appoint George Kulhman for a term of 3 years; Holly Manlove for a term of 2 years; Kathryn Myers for a term of 1 year; Donna Prehm, for a term of 3 years; Jay Ochroch, for a term of 1 year; William Statsky, for a term of 3 years; Dora Dye, for a term of 2 years; Bert Binder for a term of 2 years; and Meredith Larabee, for a term of 1 year. Ms. Prater seconded the motion. There being no further discussion, the motion was approved unanimously. Resolved: that the Board appoints the following individuals to the NFPA Advisory Board: George Kulhman for a term of 3 years; Holly Manlove for a term of 2 years; Kathryn Myers for a term of 1 year; Donna Prehm, for a term of 3 years; Jay Ochroch, for a term of 1 year; William Statsky, for a term of 3 years; Dora Dye, for a term of 2 years; Bert Binder for a term of 2 years; and Meredith Larabee, for a term of 1 year. There was a discussion as to the types of persons we need to add to the advisory committee. It was suggested that an individual with experience as a web designer and that an individual who is a financial advisor be considered for appointment to the Advisory board. Ms. Haworth indicated that she will be making revisions to the procedures relating to the Advisory Board, as discussed, and will circulate them to the Board of Directors in the near future. Ms. Ippoliti suggested that Ms. Haworth provide a list of selected areas for additional appointment to the Advisory Board to allow the NFPA Board members to suggest individuals. 7

8 The meeting took a break at 10:00 a.m. The Board reconvened at 10:27 a.m. SECRETARY/DIRECTOR OF OPERATIONS Mr. Imondi turned the floor over to Wayne Akin, Website Coordinator, who discussed potential upgrades and changes to the website. Mr. Akin drafted a list of recommendations for changes to the website and that was provided to the Secretary and Director of Operations, Mr. Imondi. Mr. Imondi noted that he believed that the report had been distributed prior to the meeting. However, he found that it had not but would send it out when he returned to the office. Management Company/Managing Director Cindy Byfield discussed the latest trends and issues in the association industry as follows: Lack of funds Questioning value of the association Members want to be addressed in certain ways Social responsibility Work/life balance 15 minute volunteer opportunities Social innovation LinkedIn, blogging, text messaging Technology position Mr. Imondi introduced Maggie Haase, RP, Intellectual Property Coordinator, who gave a comprehensive PowerPoint presentation on NFPA s registered and unregistered marks and questions were taken. Mr. Imondi provided the Board with the following Convention Updates: 2009 Convention Portland, OR Red Lion Hotel on the River - Tom Holmes, Host Coordinator, discussed the social event and the potential of bringing entertainment to the hotel. Mr. Imondi stated that AAfPE will be joining NFPA for their social event and that there is an effort for the two groups to have members from each association make education presentations during each other s meetings Convention Philadelphia, PA Crowne Plaza Philadelphia/Cherry Hill Mr. Imondi circulated the logo that was approved by Philadelphia Paralegal Association s board for the 2010 convention Convention Minneapolis, MN - Hilton Airport/Mall of America no updates at this time. 8

9 2012 Convention Anchorage, AK Ms. Byfield will make a site visit in March. After the visit she will make recommendations regarding accommodations. Convention Bid 2013 Mr. Imondi will notify the region directors to remind their member associations, especially those in the east, to submit a bid to host the 2013 annual meeting. Mr. Imondi will also be putting a reminder in his Inside Report. The Summer Board Meeting will be held in Providence, RI on July 25-26, Mr. Imondi is looking forward to having NFPA members come back to RI for the first time since the 2003 Annual Meeting. He reported that a site had been procured for the meeting and hotel accommodations were being finalized. Viewing Notebooks/CDs were distributed to the board members. Procedures Manual Revisions Patricia Junker is reviewing the manual and will discuss with Mr. Imondi any recommendations for changes. Break for lunch which was provided by Entergy Services Inc., Kathy Williams employer. Reconvened at 12:32 p.m. Mr. Imondi discussed possible destinations for the 2010 winter board meeting as well as dates for the meeting. Suggestions for locations include Orlando, Las Vegas, Miami; several other destinations were mentioned. VICE PRESIDENT/DIRECTOR OF MEMBERSHIP Strategic Plan Objectives Ms. McGirr suggested that she be allowed to discuss with her coordinators the amended goals and objectives in order to develop strategies. Ms. McGirr reported the following membership numbers for comparison: Jan , , , ,898 The Leadership/Regulation Joint Conference, May 1-3, The notice regarding registration will go onto the website the week of February 2 nd. 9

10 International Membership: A paralegal association in Scotland has expressed interest in joining NFPA. The South Africa association previously interested in NFPA membership has declined interest at this point. There was discussion as to acknowledging an international association when they are admitted. Eric Baker, International Membership Coordinator, submitted an article for the National Paralegal Reporter regarding the international association. Notice of the new international association in England will be placed on the website as soon as possible. Military Membership Six individuals have applied for this option. A notice will be sent to military newspapers to promote this new membership option. Marketing: Recommendations for exhibiting & traveling Ms. McGirr discussed the chart that was distributed to the Board prior to the meeting as to who will be attending/exhibiting at upcoming legal events. The discussion was focused on economic viability as to whether NFPA wished to send a representative. The discussion centered on the events for AAfPE, Equal Justice Conference, Legal Administrators meetings, California Alliance for Paralegal Associations, Texas Advanced Paralegals Seminar (TAPS), International Paralegal Managers Association (IPMA), and Garden State Alliance. Ms. Prater suggested that an ad be purchased in lieu of attending for those events at which we will not exhibit. Ms. Haworth suggested submitting an article to those events at which we will not be exhibiting. Ms. McGirr moved to approve the 2009 Conference attendance scheduled as amended. Ms. Young provided a second and the motion passed unanimously. Resolved: the Board approves the 2009 Conference attendance schedule as amended. Membership Benefits consideration of new benefits Mary McLaughlin, RP, Membership Benefits Coordinator, is working on changes to several of the contracts discussed in 2008 before they can be approved. VICE PRESIDENT/DIRECTOR OF PROFESSION DEVELOPMENT Strategic Plan Objectives Ms. Ippoliti is waiting for the committee to prioritize their goals before deciding what steps will be taken. Foundation for the Advancement of the Paralegal Profession (FAPP) The Foundation is waiting on the IRS approval regarding its 501(c) (3) 10

11 designation. Work is also being done on a website. The Foundation is developing its own strategic plan. FAPP needs a treasurer and consumer advocate for its board. The Region Directors agreed to mention this to their member associations and forward any recommendations to Kathleen Miller. Pro Bono Conference is scheduled for May 15-16, 2009 at Mary McKay s firm in Tampa, Florida. Her firm is donating funds towards the event. Notices will be sent out shortly NFPA Tech Institute will be held at the Doubletree Hotel, San Jose, March 25-26, Need region representatives for planning the event. Pearson agreement - Ms. Ippoliti sent to the board for discussion an agreement for a specialization course and an exam that Pearson wishes to distribute. Students must pass the first section, technology, before taking the litigation exam. Pearson has an aggressive agenda. NFPA s role would be to offer the course and exam through the website. NFPA would not have any financial obligations for development of the exam or course work. There was discussion regarding the language in the contract that was presented. Ms. Ippoliti stated that the contract was negotiable. Ms. Ippoliti moved that the Board approve the concept of a law office technology certification in collaboration with Pearson Education and Thomas Edison University, contingent upon acceptable contract negotiations. There was a second by Ms. Corning and no discussion. The motion was approved with one no vote and one abstention. Resolved: that the Board approves conceptually the idea of a law office technology certification in collaboration with Pearson Education and Thomas Edison University, contingent upon acceptable contract negotiations. Ms. Prater suggested that a timeline be set between Pearson and NFPA. Ms. Ippoliti reported that Lorman is offering a 15% discount to NFPA members (membership benefit) who take their CLE courses, which would provide NFPA with non-dues income. NFPA would receive a 15% commission for each registration. Ms. Ippoliti moved that the board approve Lorman s proposal contingent upon receiving the same discount for in-person, on-line CLE and bookstore purchases. 11

12 Ms. Young provided a second. There was no discussion and the motion was unanimously approved. Resolved: the Board approves Lorman s proposal as presented, contingent upon receiving the same discount for in-person, online CLE and bookstore purchases. Julie Weinkauf, of IPE, initially contacted President Lovelace and subsequently discussed with Ms. Ippoliti a proposal that would enable associations to download seminar materials for presentation, or NFPA could download seminar materials on their site and they would provide that seminar for others to use. NFPA would receive funds depending on the service used. The proposal includes a set up fee that would be absorbed by IPE for the first year, and a monthly fee that IPE would also absorb for the first year. After the first year it would cost NFPA $500 per month to maintain. The board agreed to decline the offer at this time due to the terms of the agreement, as well the current economic conditions. Ms. Ippoliti provided an update on a meeting with other leaders at the AAfPE conference held in October, The following were in attendance: Julie Abernathy, Tammy Haley, NALS Marge Dover, NALA Ms. Ippoliti/Patricia Lyons, NFPA Barbara Wallace, AAPI Peggy Wallace, Anita Kevey, Matty Evans, Joyce Burbur, ABA Marisa Campbell, Carolyn Smoot, Nancy Caine-Harbour, AAfPE There was discussion regarding access to equal justice among the participants. NALS is interested in developing a relationship with NFPA. For the most part the members agreed to meet as a group, and to unofficially be recognized as a collaboration of law-related associations Awards and Scholarships (with VPDM & VPDP) Press Releases Appointment of judges Ms. Ippoliti moved that the following persons, Holly Manlove, George Kulhman, and William Statsky (Chair) serve as judges and Dora Dye and Bert Binder serve as alternate judges for the 2009 Scholarships committee. Ms. Prater provided a second and there was no discussion. The motion was passed unanimously. 12

13 Resolved: that Holly Manlove, George Kulhman, and William Statsky (Chair) will serve as judges and Dora Dye and Bert Binder will serve as alternate judges for the 2009 West Scholarships awards. After the vote was taken there was a discussion as to which advisory board members were eligible to serve on the Scholarship committee. Due to this discussion, Ms. Ippoliti amended her original motion to appoint Donna Prem, George Kulhman (Chair), and Meredith Larabee as judges for the 2009 Scholarship Award. Ms. Prater seconded the motion, and there was no discussion. The motion passed unanimously. Resolved: the original motion nominating Ms. Manlove, Mr. Kulhman and Mr. Statsky as Judges for the 2009 Scholarship Awards be amended to appoint Donna Prem, George Kulhman (Chair), Meredith Larabee as judges for the 2009 Scholarship Awards. Ms. Ippoliti discussed the appointment of judges to act as the 2009 Awards Committee. Ms. Ippoliti made a motion that the following persons, Holly Manlove, Dora Dye, and William Statsky (Chair) serve as judges and Bert Binder serve as alternate judge as the 2009 Awards Committee. Ms. Santagata provided a second and the motion was approved unanimously. Resolved: Holly Manlove, Dora Dye, and William Statsky (Chair) are appointed as judges, and Bert Binder be appointed as an alternate judge, to act as the 2009 Awards Committee. Coordinator update: Katrina Coomer, the CLE coordinator has resigned. Ms. Ippoliti is working with Headquarters to get the CLE approvals done in a timely manner. There was discussion as to the manner of how CLE s are reviewed and processed. Ms. Ippoliti will be sending language out to the Region Directors for dissemination to the member associations, as a blurb for the PACE newsletter, and to the newsletter editors. Ms. Prater agreed to assist with the backlog of CLE approvals currently at Headquarters. VICE PRESIDENT/DIRECTOR OF PACE Strategic Plan Objectives Zoomerang survey showed that the marketing of PACE has been a success. Ms. Price stated that the marketing plan for PACE will be resubmitted to the board for review prior to final approval. 13

14 Ms. Price stated that the following individuals would be serving on the entry level exam committee: Maggie Haase, RP, Region II; Vickie Newman, RP, Region I; Lisa Vessels, CP, Region III; Suellen Honeychuck, RP, Region IV; Andrea Grossman, Region V; Laverne Scott (student member); Dianna Noyes, RP (a PACE Standards Committee Representative); Cynthia Minchillo, RP, ABA Approval Commission Representative; Pat Lyons, RP, Education Coordinator; Paezle Harris, RP, CLA; Mike Wallace, RP; and DeeDee Lantz, RP. Preliminary research is ongoing to find previous resolutions on this issue. AAfPE previously worked on this issue and will be asked to share their information. Ms. Price addressed the issue of those individuals who live overseas and expressed an interest in taking the PACE Exam. The problem is that the testing facility does not have overseas sites, but does have the potential to partner with testing sites overseas. There is a cost involved to bring this to those overseas that wish to take the exam. PACE Procedures Manual has never been approved. Ms. Price will update it to include recently enacted policy matters. This will then go to the PACE Standards Committee for review. There was a discussion as to who can approve the manual. Ms. Price will investigate and then provide the board with an answer. PACE Ambassadors Conference June 20-21, 2009 in Minneapolis, MN. The committee is working on the speakers and the agenda for the meeting. The only cost from PACE budget is the travel expenses of the presenters. Most of the costs are being paid by vendors. PACE Standards Committee Appointments Ms. Price moved to make the following appointments to the PACE Standards Committee: to re-appoint Bruce Hamm as the lawyer member and Susan Sullivan as the non-lawyer paralegal education member, each to a two year term ending in Ms. Prater provided a second. There was no discussion and the motion was approved unanimously. Resolved: Bruce Hamm is reappointed as the lawyer member, and Susan Sullivan is the non-lawyer paralegal education member to the PACE Standards Committee, both for a two year term ending in

15 PACE Coordinators have been asked to write articles for the reporter. They have also been asked to review their particular pages on the PACE link of the NFPA website. Once Ms. Price has compiled their comments she will submit them to Wayne Akin and Headquarters for review before they are uploaded to the website. Ms. Price provided a list of the PACE seminars that will be available at the 2009 Annual Meeting and thanked the Oregon Paralegal Association for their assistance in getting speakers for the PACE Track. The agenda for the PACE Ambassadors Conference is still being developed. There will be an exhibitor at the PACE Ambassadors conference for the first time, Altep. Ms. Price is going to talk about the PACE Ambassador s Award and the PACE Scholarship during the lunch. Altep, being the sponsor of the award and scholarship, will be allowed to speak for 10 minutes during the lunch. There are errors in the 5 th edition of the study manual. The changes have been sent to Pearson to be incorporated into the next printing. The PACE Application and Study Manual are being bundled as one package by Pearson. There was a request that the application be perforated so that it is easily removable. Each PACE Coordinator has been asked to submit FAQs to be put in a notebook for Headquarters staff to use to respond to questions and as a guide for HQ. The coordinators are to get back to Ms. Price by February 15 th. REGION DIRECTORS Region I: Ms. Prater reported that Region I invited Ms. Ippoliti to attend a regular meeting. Ms. Prater has been having difficulty contacting the Korean American Association but they are current on their dues. There are some issues regarding the Oregon Paralegal Association and the NALA affiliate drawing members from the Oregon Paralegal Association. Ms. Prater would like to go to Oregon to perform leadership training as she has never been to that association for a visit and it is due for one. She is hoping for an invitation. There was discussion regarding offering the NALA affiliated association an invitation to attend the seminars during the 2009 convention at OPA member prices. Mr. Imondi moved that the board approve a seminar registration rate for the 2009 Annual meeting for members of the Pacific Northwest Paralegal 15

16 Association of $225 for full day attendance and $135 for a half-day attendance. Ms. Prater provided a second. There was no discussion and the motion was approved. Resolved: a seminar registration rate for the 2009 Annual meeting for members of the Pacific Northwest Paralegal Association is $225 for full day attendance and $135 for a halfday attendance. Region II: On behalf of Ms. Federline, Ms. Prater stated that the Region Directors are going to revise the region reports. They will be discussing the use of Scip, Webex and Gotomeeting to attend the leadership conference. Region IV: Ms. Heintz asked for copies of her associations newsletters so she can use them for her association updates. She created an contact list for her region and the member associations have cooperated in providing updates. Region V: Ms. Corning was asked about the issue of an individual contacting NFPA about membership. There was an individual who contacted NFPA via the website to join as an individual sustaining member. When it was discovered, the person s money was refunded and the individual was told about the local association. The link on the local association membership page needs to be eliminated as it currently links to the NFPA application. Adjourn for the day at 5:03 p.m. to reconvene at 9:30 a.m. Sunday morning. The board went into Executive Session at 5:15. The executive session ended at 5:25 pm. No votes were taken. Sunday, February 1, 2009 Meeting was called to order at 9:40 a.m. Regarding Region III: President Lovelace spoke with Ms. McKay who reported that one Region III association reported that its members will vote at the end of February as to whether or not to remain affiliated with NFPA. Ms. McKay also stated that the associations in Region III are doing fairly well. One association that was in distress is now doing better. Ms. McKay has provided information concerning two new associations which she previously discussed with Ms. McGirr. 16

17 Ms. McKay will be traveling to Michiana, Palmetto, and South Florida for scheduled visits. VICE PRESIDENT/DIRECTOR OF POSITIONS AND ISSUES Ms. Young reported that the Leadership/Regulation Joint Conference topics are set. The agenda is nearly finished. They are waiting one final speaker to confirm before finalizing the schedule. IRS 990 Compliance The Whistleblower Policy which the Board adopted to comply with the new IRS regulations requires NFPA have an audit committee, which the Board must now create. The procedures manual, Section established an audit committee which is made up of board members. However, under the IRS regulations, that is not allowable for the purposes of the Whistleblower policy. Ms. Young is reviewing the procedures to determine what changes need to be made. Mrs. Byfield assists in determining who should be appointed to an audit committee. There needs to be a financial audit committee and a whistleblower audit committee. Ms. Young passed out a disclosure form for the board to review and provide input. Ms. Young received suggestions and changes were discussed by the board. Ms. Young moves that the board adopt the disclosure form as amended. Ms. Santagata provided a second and the motion was passed. Resolved: the Board adopted the disclosure form as amended. It was agreed that each Board member would complete the disclosure form and send it by to Mr. Imondi and the original, signed document would be mailed to headquarters. Document retention policy Ms. Ippoliti volunteered to revise the proposed draft as she is very familiar with these types of documents. Additional language needs to be inserted before the board can approve the final version. In the interim, our current document retention policy complies with the IRS 990 regulations. Ms. Young noted that the procedures relating to the Ethics Board needs to be revised so that the members are appointed at the summer board meeting as opposed to the winter board meeting. She will complete revisions to the procedures and present to the board by _??? 17

18 Nicole Canter, Bar Association Coordinator is working on the updated Bar chart. Once she has done that it will be downloaded to the website. Robin Nicholson, Regulation Review Coordinator has revised the Regulation chart and it will be posted to the website. Ms. Young provided an update on regulation efforts in various states. Ms. Young submitted a letter to Nevada Bar Association Legal Assistant Division and Chief Justice Mark Gibbins explaining NFPA s position regarding regulation along with a copy of the Model plan. There is a proposed bill pending in Connecticut regarding licensure. The bill was read to the board and it calls for licensure, completion of an ABA approved school, passing PACE, and mandatory CLE including an ethics requirement. A lawyer in Oregon gave a presentation before the Oregon Bar Association on licensure. Both the Oregon Paralegal Association and the Pacific Northwest Paralegal Association (a NALA member association) provided testimony and the proposal was soundly defeated. Mr. Holmes, Oregon Paralegal Association Primary, discussed the voting method that was used as a possible device for future use by NFPA. TREASURER/DIRECTOR OF FINANCE Ms. Santagata provided an overview as to how she is working into her position, the learning curve, the assistance, and her method of operation Financial Update The December financials still need to be updated and finalized. Board members should inform Ms. Santagata when a conference call has been scheduled and what the call is related to so it can be posted to the proper account. The 2009 post-convention financial report has been posted on the website Budget issues Ms. Santagata has been monitoring expenditures. She believes that doing so earlier will hopefully avoid future problems. Bank accounts update as of December 31, 2008 Bank of America Reporter acct. $58, Pacific Continental Money Market $19, Checking acct. $37,

19 Edward Jones Certificate of Deposit $40, Association Dues Update Ms. Santagata is still receiving third quarter dues. Those that have not paid have been contacted and several have responded. Increasing revenues is part of the Treasurer s strategic plan objective. Ms. Byfield, Barb Peppersack (Minnesota Paralegal Association and former treasurer of NFPA) and Ms. Santagata make up the committee for bringing back the on-line store. There will be both NFPA and PACE related logo items for sale through the store. Ms. Peppersack has identified a company that will allow NFPA to store certain items and other items may be ordered by the purchaser on an individual basis. Ms. Santagata is working with Ms. Byfield to locate an accountant to perform a full audit and prepare our tax returns. Tax returns must be submitted in May Budget Planning Ms. Santagata will begin the process shortly and will travel to headquarters in May to work with Ms. Byfield on the budget. Ms. Santagata suggested that the attendance of the host coordinator of the convention two years in the future to become familiar with the convention process. Ms. Santagata will work on a revised procedure and circulate it to the board for review and approval. (Section B.B.) Mr. Holmes asked if there was a contingency plan if one or more association sis no longer viable and no longer pays dues. While the budget does not have a contingency built in, the Treasurer tries to be realistic in determining dues income. Adjourn - Ms. Young moved to adjourn the Winter Board meeting. Ms. Heintz seconded the motion and meeting was adjourned at 11:00 a.m. 19

20 Attachment I have been asked to furnish basic information with regard to the proper use of trademarks/service marks owned by NFPA. If there is anyone who does not understand any of this, or if anyone has any questions, please feel free to contact me at maagoo10@sbcglobal.net, and I will do my very best to answer all your questions. marks: 2,945,864. NFPA owns the following federally registered trademarks and service NFPA - this service mark issued on May 3, 2005, as registration number NATIONAL PARALEGAL REPORTER is the mark for our magazine and issued on January 10, 2006, as registration number 3,039,923. NFPA - The Leader of The Paralegal Profession - this is also a service mark and issued on January 8, 2008, as registration number 3,365,514. NFPA and Design - this service mark issued on March 18, 2008 as registration number 3,397,592. Every time anyone uses any one of these marks, the symbol should be included with the mark, as they are shown above. This gives notice to the consuming public that these marks are registered marks, owned by NFPA, and that we consider them to be valuable. NFPA also owns two certification marks. Certification marks are also trademarks, but they are a different class of mark. A portion of the definition of a certification mark states that it is: any word, name, symbol or device, or any combination thereof - used by a person... to certify regional or other origin... quality, accuracy,... or that the work or labor on the goods or services was performed by members of a union or other organization. The two certification marks are: 20

21 RP - which was issued on October 24, 2000, as registration number 2,397,396; and, PACE Registered Paralegal - which was issued on February 11, 2003, as registration number 2,685,535. Again, both of these marks should include the symbol when they are used. NFPA has four marks which are being used, but which are not registered at this time. Those marks are: NFPA - Your Partner in Your Profession PACE - The Standard for Excellence PACE PACE logo, which includes the design Even though unregistered, these marks are being used by NFPA as trademarks and when they are used, the symbol should be included with the mark. If, as and when federal registrations are issued, the symbol will change to the, and notification of a change in status for the marks will be sent when appropriate. It is important to note some of the costs and procedures involved with the registration of trademarks. One important thing to remember is that the registration of a trademark does not make the mark a strong mark - it is the use of the mark itself in the marketplace which makes a strong mark. Use of the mark puts it before the consuming public, and then, hopefully, the public begins to recognize the mark as one connected with NFPA. By identifying the mark with NFPA, we then gain name recognition, and that aids in becoming a strong mark. The filing fee to the Trademark Office now stands at $375.00, but these fees almost always go up on a yearly basis. If there is a design connected with a mark, then a formal drawing is required, and that is about $100.00, depending on the draftsman. Attorneys fees vary widely for preparation of applications. Once an application is passed to registration, there is maintenance of the mark. Declarations regarding the continued use of a mark are required to be filed between the fifth and sixth anniversary of registration. There is a fee, of course, and, here again, they usually go up yearly. Registrations are valid for a period of ten years and must be renewed in order to maintain the registration for successive ten year periods. 21

22 It is important to protect the marks of NFPA and to be vigilant with regard to the possible infringement of those marks. Again, if anyone has questions, I am more than willing to answer those questions. If I do not have an answer, I am able to get one for you. Margaret Maggie Haase, RP NFPA IP Coordinator 22