Minutes Minutes from the STRIMA Executive Committee Meeting November 9, 2015

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1 Meeting Participants: Tani Downing, President Utah Jason Gates, President Elect Wisconsin Robert Fisher, Past President West Virginia Carla Ahrens, Past Past President Missouri Ana Andrews, Conference Host Nevada Debra Lawhead, Treasurer Delaware Bruce Donaldson, Deputy Member Mississippi Brett Dahl, Deputy Member, Conference Host Elect Montana Rodney Escobar, Secretary Tennessee 1. Call to Order President Tani Downing called the meeting to order at 1:33 CST, November 9, 2015 via conference call. 2. Approval of Minutes Approval of Minutes President Tani Downing distributed the minutes via from the October 15, 2015 Executive Committee Meeting. Tani asked the Executive Committee if there were any changes to the minutes. Robert Fisher advised that section 8 needed to be changed because Bruce Donaldson s name was used in some of the sentences when in fact Robert was the individual who was providing the information to the committee about the website. Robert Fisher moved to approve the minutes as amended. Ana Andrews seconded and the motion carried unanimously. 3. Financial Report Deb Lawhead, Treasurer, reviewed the reports with the committee that had been distributed to members via . These reports are as followed: STRIMA Reconciliation Summary As of November 5, 2015 the ending balance was $305, STRIMA Cash Flow Report shows all of the outstanding bills with an ending balance of $305, As of this date, there are still pending credit card expenses that need to be paid from October Those payments will not be documented until the December 2015 Cash Flow Report. STRIMA Scholarship Expenses Deb explained there was one item to note on the report that on , an attendee did not want the room charge on his bill. Deb advised she paid for the attendee s bill and her bill at the same time. Deb continued to explain the hotel has credit back her room to the credit card, but have not credit back the attendee s bill as of this date. Jason Gates is currently working with the hotel to get the outstanding bill of $ credited to the STRIMA credit card. Deb advised as of November 8, 2015, the hotel has not credit the funds back to the credit card. Jason Gates then explained the hotel billed both rooms to the master hotel folio that has 1

2 resulted in a doubled charge. Jason continued to explain he has already paid the master folio for the rooms and now the hotel needs to credit the STRIMA credit card for the two rooms. STRIMA Scholarship Income Detail for the year STRIMA has received $8,000 in scholarship income for members. STRIMA Scholarship Balance Sheet this year STRIMA used $9, in scholarship funds. Deb advised the Board had to use the reserve fund. Current scholarship income balance is $52, STRIMA Conference Summary Report Deb advised that this current report was not accurate. Deb verbally provided the updated numbers to the board. She advised the following updated numbers: o Conference Registration Fees Associates = $59,000 o Conference Registration Fees Government = $12,700 o Conference Registration Fees Waiver = $3,000 o Corporate Member Sponsorships = $10,750 o Total Income = $55, Deb said she will provide the board with an updated summary report as soon as possible. STRIMA Conference Registration Fees Government Deb said there were (4) four members that needed to be reimbursed for the conference. Current balance is $12,700; however, $1,200 of this balance will be refunded to the four members. STRIMA Conference Expense Detail Deb advised the last expense on this report was posted incorrectly, which was $6.36. Deb said she will correct the error. Robert asked about the tip amount for Rollie Boeding. Jason asked Robert and the board to review the last amount entered on the sheet that shows check#1531, which was the final conference payment amount. Jason said this payment included the agreed amount for the tip that did not exceed a $500 gratuity. Jason continued to explain the gratuity amount of not exceeding $500 was discussed and approved in the executive committee meeting during the conference. Robert then asked if there were any outstanding expenses. Deb reiterated that there were still outstanding payments on the credit card, and that she will not be able to apply these payments to QuickBooks until the credit card has been paid. Deb said the current outstanding expenses on the credit card are $6,500. Jason advised the board that he just paid earlier in the month a catering bill for approximately $3,000 with the credit card. Jason said the expenses will be approximately $140,000. Jason also stated the conference expenses will be approximately $30,000 under budget. The board budgeted was $173,000 for the STRIMA conference. Robert then stated this explains why the total income balance is $305, Robert then recognized Tani and Jason and commended both of them for 2

3 their efforts in the past two years of staying in budget, because STRIMA has grown and at the same time kept the conferences under budget. STRIMA Profit and Loss Detail There were no questions or discussion regarding the Profit and Loss Detail report. STRIMA Income by Member Deb explained there are (3) three members that owe STRIMA outstanding fees. Swiss Reinsurance America Corporation advised they are working on the payment. Riskonnect and Asset Works were sent a third notice of being 60 days overview. Tani advised she would contact Riskonnect and inquire about the outstanding payment. Robert reminded the board about the discussion during the conference of the current practice of changing the credit inquiry process for STRIMA. Deb advised she was still working on changing this process. Robert moved to approve the Financial Report as amended. Ana seconded and the motion carried unanimously. 4. President s Report a. Spring Meeting Tani reminded the board that the spring meeting will be held on April 13-16, located in San Diego, California. She advised we had to push it back one day because of the RIMS conference. Therefore, instead of flying in on Tuesday night board members will be required to fly in no later than Wednesday as the meetings will be held on Thursday and Friday. Tani is hoping the meetings will be completed by 5 pm on Friday. If the meetings continue past 5 pm Friday, she has booked the hotel rooms through Saturday. b. Request for Educational Presentation Tani will send out request for educational presentation submissions to members on c. State and Associate Membership Dues Tani will also send out to State and Associate members about annual dues on d. Hawaii (Tracy Kitaoka) and Rhode Island (Kevin Carvalho), sent dues information and copied Brett; Rhode Island was interested in participating in Cost of Risk, so Tani also referred him to Bruce. Bruce advised he had sent Kevin Carvalho the Cost of Risk link with the initial submission request. Bruce believes this may have been one of the State s that had the filtered as spam. Tani asked if Bruce can resend Kevin the link. Bruce advised he would resend the link to him shortly. e. Potential Associate Members there was an inquiry from S-E-A Limited (forensic engineering firm) that sent application to Tani. Tani also advised she had received 3

4 another inquiry from Advantage surveillance that work out of Virginia and North Carolina on workers compensation. f. Sending letters to Associate Members about sponsorships (calendar year issue) Robert explained that it would be good to send out letters in December for Associate Members so they can include these sponsorships in their budgets for the next calendar year. Deb advised she would not post the sponsorship funds until January 1, Wisconsin 2015 Report a. After conference survey and budget closeout update. Jason advised he sent out the surveys approximately 2 weeks ago. He said he was going to get an update from Emily on all the responses to determine if he will need to send out a reminder to complete the survey. Jason said the last update he received was that he received approximately 50 responses. Jason advised he forgot to put in a deadline when he submitted the surveys. Jason said he would send out reminder to have the survey completed by December 15 th. 6. Reno 2016 Report Ana Andrews advised she has a meeting with the Pepper Mill next week on Tuesday morning to go over the room layouts, and meet with the caterer. Ana advised she just received notification of a new legislation in Nevada that requires a tourism surcharge for each hotel room. Ana said she would contact the Pepper Mill to obtain the correct pricing. She believes the current pricing for each hotel room is below the current GSA rate but she wanted to make sure the hotel provides her a final number that includes the tourism surcharge. Ana also advised they have asked for quotes for the goody bags. She will be visiting the evening event and companion event sites. She is hoping the Governor s Mansion will be available for one of the evening events Educational Session surveys summary Ana advised the lowest attended session during the annual conference was Don t be a Cheese Head, however, this session still had very good ratings. The highest rated session as good was Don t Give Away the Farm. The highest attendance was the reverse roundtable. The highest rated session as excellent was the Law Enforcement in the News. Ana wanted to remind the board that this was based on the total number of surveys that were turned in by attendees. She explained that some attendees do not bother completing the surveys after the sessions. Ana advised reoccurring comment from attendees was having a PowerPoint available during each session. Ana recommended to the board to send an reminding the attendees the PowerPoints will be uploaded on the STRIMA website. Tani advised Dale was uploading the PowerPoints today. 8. Committee Reports 4

5 a. AFIRM Jason advised the volunteers from the conference are Nathan Culp from Arkansas, Kim Huggins from Alabama, and Daria Cirish from Connecticut. Jason sent a draft for this year s application to these individuals for their review. Jason believes he will be able to send out the Request for AFIRM nominations to State Members by the deadline of December 31, b. Cost of Risk Survey Bruce advised he met with George Robinson (committee member) and they have decided to call all the State s to complete the survey starting this week. He said during the call the State members will be asked to look out for an with the Cost of Risk Survey link attached to it for them to complete by deadline of December 31, Bruce advised 9 surveys have been completed and approximately 4 or 5 partially completed. Bruce advised he would be meeting with Dale at the beginning of the New Year to upload the completed Cost of Risk Report on the STRIMA website. Tani advised she spoke with Emily and they are looking at ways to streamline the questions based on an initial page that outlines the types of programs each State administers. This will allow each State to answer questions that pertain to their programs and would assist them with timely completion of the survey. c. Web Robert advised for the first time STRIMA has a web committee. He asked the following people to be on the committee; Leon Ellis from South Dakota and Melody Duke from West Virginia. Robert advised that both Leon and Melody expressed interest at the conference to serve on this committee. Robert then continued to inform the committee about Dale receiving administrative rights to the website. Robert explained once Dale receives his administrative rights he will be uploading all the educational materials to the website. Robert also explained that Dale is researching possible solutions for registration process for STRIMA. According to Robert, Dale is trying to find software or a vendor that offers a service that is affordable and will meet the needs for STRIMA s online registration. d. Any other committee reports There were no other committee reports. 9. Old Business there was no old business discussed by the board. 10. New Business Tani had new business to discuss with the board about STRIMA s past President Patti Hayden retiring from the State of Maine. She wanted the board to share with membership that Patti s last day will be November 23, 2015, and that if anyone wanted to send Patti congratulatory s to do so between now and her last day in November. Tani then moved to another item of new business regarding past presidents mailing a box to the current presidents. Tani explained she just received recently a box from Robert in the mail that contained copies of the by-laws, the STRIMA seal, and it also includes other documents of interest. Tani was wondering if she should scan these items and place them on a CD or upload 5

6 them on the website in the future. Tani advised the box contains three or four three ringed binders full of documents, and wanted the opinion of the board on how to store and share these items. Robert advised that binders also include insurance policies and that STRIMA has to keep the original. There is also information about associate members that is not exhaustive, and Robert believed that a small file of documents should be kept of original items. Robert continued to recommend that the majority of the documents could be scanned as long as STRIMA has good back up before uploading the remaining scanned documents on the website. Tani advised she will have someone scan the documents to a disk and pass it along to the next president, and she will also have Dale upload the scanned copies to the website in the future. Tani will make two copies of the scanned documents onto CD s or jump drives. Tani will hold onto one copy and mail the other copy to Jason (President Elect). Robert then recommended that STRIMA needs to have a viable way to back up the website as well as STRIMA in accordance with the records retention policy. 11. Adjourn There being no further business Brett moved to adjourn Jason second and the meeting was adjourned at 2:29 p.m. CST. 6