The following board members were in attendance:

Transcription

1 NATIONAL FEDERATION OF PARALEGAL ASSOCIATIONS, INC. ( NFPA ) Minutes of Spring Meeting of Board of Directors ( Board ) April 4 5, 2004, beginning at 2:00 PM CDT Nashville, TN The following board members were in attendance: Dianna Smiley, RP, President Holly Manlove, Vice President and Director of Professional Development Kristine Farmer, Vice President and Director or Positions and Issues Susan G. Ippoliti, Vice President and Director of Membership Anita Haworth, Treasurer and Director of Finance De L. Dishman, Secretary and Director of Operations Beth King, RP, Region I Director Irene Yakovlevich, Region III Director Elaine Patton, RP, Region IV Director Tina Wiles, Region V Director Also present were: Karen Mason, Primary Illinois Paralegal Association Barbara Peppersack, Primary Minnesota Paralegal Association and NFPA Records Coordinator Celia Elwell, Primary Kansas Paralegal Association NFPA PACE Coordinator Andrea Lupanze, RP, Secondary and President National Capital Area Paralegal Association and PACE Ad Hoc Committee Chair Melanie Pollock, Primary - National Capital Area Paralegal Association Kelly Montgomery, RP Kansas Paralegal Association, PACE Assistant Coordinator Study Materials Helen Federline, Secondary - Minnesota Paralegal Association and NFPA Bar Association Coordinator Jane Kennedy, NFPA Managing Director, Cantrall & Associates Colette Lemke, former NFPA Secretary and Director of Operations John Kastan, former NFPA Treasurer and Director of Finance Janice Amato, former NFPA Vice President and Director of Professional Development Elva Gonzalez, former NFPA Vice President and Director of Membership Cheri Foote, Primary Alaska Paralegal Association Sunday, April 4, 2004 Ms. Smiley called the meeting to order at 1:00 p.m. (CDT) with the introduction of the board members and expression of thanks to for all the attendees. Ms. Smiley commenced and completed board training of new board members. The board discussed the vacant Region II Director position.

2 The board discussed nominations procedures. The board will further review nominations procedures, discussion tabled for now. Ms. Smiley discussed procedures when dealing with reporters. Ms. Smiley discussed NFPA deadlines for submissions to the Inside and Reporter. Ms. Smiley asked the Region Directors for a calendar of up coming events. The events reported are as follows: 1. Vermont Paralegal Organization Annual Meeting, April 29, 2004, South Burlington, Vermont; 2. NFPA Telephonic Board Meeting, April 30, 2004, 1:00 p.m., EDT; 3. Washington Paralegal Association Annual Meeting, April 30 th May 1 st, 2004, Ocean Shores, WA; 4. Western New York Paralegal Association Annual Meeting, May 18, 2004, Buffalo, NY; 5. CAPA Conference, June 12 13, 2004; 6. NFPA Summer Board Meeting, July 30 th August 1 st, 2004, New York City, NY; 7. NFPA Region IV Meeting, September 11, 2004, Philadelphia, PA; 8. AAPI Annual Day of Education, October 2 3, 2004, Las Vegas, NV; 9. NFPA Region III Meeting, October 2, 2004; 10. NFPA Region I Meeting, October 9, 2004; San Francisco, CA; 11. Oregon Paralegal Association Annual Meeting, October 14 15, 2004, Warm Springs, OR; 12. AFfPE Conference, October 22 23, 2004, Albuquerque, NM; 13. LAMA Conference, October 31, 2004, Montreal, Canada. Board discussed Ms. Wiles and Ms. Ippoliti presenting a leadership workshop in conjunction with the summer board meeting. Ms. Smiley appointed Ms. King as Region Director Chair. Board teleconference scheduled for April 30, 2004 at 1:00 p.m. (EST) to appoint coordinator to positions not filled during current board meeting. The board discussed Reporter surveys and marketing. Former Secretary/Director of Operation Colette Lemke Management Company Ms. Lemke reported the status of Cantrall s progress on various NFPA projects. Ms. Kennedy reported on the status of Cantrall as reported to the delegates. On-line Survey Coordinator Ms. Lemke suggested sunset of the on-line survey coordinator position.

3 Upon motion duly made, seconded and unanimously passed, to sunset the on survey coordinate position. Cantrall instructed to obtain proposals for a 2005 salary survey. Website Content Coordinator Upon motion duly made, seconded and unanimously passed to create a website content coordinator under 12.16, formal language to be approved by consent on a later date. Upon motion duly made, seconded and unanimously passed to appoint Ms. Lemke as interim website content coordinator under until such time as notice is given as the new position and all other coordinators as appointed. Disaster Recovery Plan Ms. Lemke submitted the Disaster Recovery Plan to the board for approval. Upon motion duly made, seconded and unanimously passed to adopt the Disaster Recovery Plan as submitted by the outgoing secretary/director of operations. Salary Survey Ms. Lemke reported on the Salary Survey. Upon motion duly made, seconded and unanimously passed to post the salary survey on the website by May 1, Bylaw Committee Ms. Lemke discussed bylaw committee and revisions to the procedures. Las Vegas Meeting Space Ms. Lemke reported that the contract with the Golden Nugget has been signed. Book Club Coordinator Upon motion duly made, seconded and unanimously passed to sunset the book club coordinator position. ICC Coordinator Ms. Lemke reported on ICC coordinator vacancy, status of legal opinion of list serve rules and NFPA storage issues. NFPA File Storage Ms. Lemke reported on NFPA file storage. Ms. King reviewed a proposal for scanning NFPA files. Former NFPA Vice President and Director of Professional Development - Janice Amato NAFTA Coordinator Position Ms. Amato suggested sunset of the NAFTA coordinator position. Upon motion duly made, seconded and unanimously passed to sunset of the NAFTA coordinator position.

4 PACE Ad-Hoc Committee Ms. Amato reported on the status of the PACE Ad-Hoc Committee. Upon motion duly made, seconded and unanimously passed to extend the PACE Ad-Hoc Committee for one additional year and to re-appoint Ms. Lupanze as chair of that committee. PACE Foundation Confirmations Ms. Amato confirmed PACE Foundation appointments: Karen Nelson, Deborah Hampton (TM Manager), Laurie Dunmore, Perkins Coie, attorney; consumer position Russ Reiff, freelance paralegal, Jane Kennedy as the grant writer, Magdalyn M. Cyganovich, RP, educator. Mission Statement Ms. Amato to provide to Ms. Smiley and Ms. Manlove. Submission of Names to ABA ABA requests one name for submission. Ms. Smiley asked that they be ed to the board and we can do by consent. PACE Ms. Witherspoon provided revisions for PACE procedures. Ms. Elwell to review the revisions then forward to the board for approval. Upon motion duly made, seconded and unanimously passed to appoint Celia Elwell, RP as PACE Coordinator. Pro Bono Ms. Amato reported the Pro Bono Conference is scheduled for April 14-18, 2004 in Atlanta GA. She suggested instead of Pro Bono being a co-coordinator position that a person from each region be a pro bono representative or an assistant. Pro bono and consumer education as part of the strategic plan was not completed. Ms. Amato will forward to the board and can work with the board. Continuing Legal Education and IP Coordinators Ms. Amato reported that there is a need for CLE and IP coordinators. The board discussed press releases announcing the new board and 2006 NFPA Spring Meeting in Chicago, IL. Cantrall to draft press releases for Ms. Smiley s approval. Vice President and Director of Professional Development- Holly Manlove Coordinators Ms. Manlove discussed consumer education, roles & responsibilities and CLE cocoordinator positions. Ms. Manlove did not receive coordinators interest forms for consumer education and roles & responsibilities positions. She received forms for CLE co-coordinators from Alan Mihecoby, and Theresa Prater. Upon motion duly made, seconded and unanimously passed to appoint Theresa Prater as CLE coordinator. Upon motion duly made, seconded and unanimously passed to appoint Katrina Bakke as Technology Coordinator. Upon motion duly made, seconded and unanimously passed to change the pro bono co-

5 coordinator to one pro bono coordinator with a representative from each region. Upon motion duly made, seconded and unanimously passed to appoint to Lori Thompson as pro bono coordinator. Vice President and Director or Positions and Issues- Kristine Farmer Bar Associations Ms. Farmer reported on the status of collecting information from bar associations. Ms. Federline reported on the revised the bar survey. Ms. Federline will forward a draft of the bar survey to Ms. Farmer for review. After review, Ms. Farmer will forward to the board for consent. Legislative Ms. Farmer discussed the outsourcing of paralegal work to overseas. The special research should research issue and prepare a report to the board to be discussed at the summer board meeting. Upon motion duly made, seconded and unanimously passed to have the special research coordinator add the research project of outsourcing off shore paralegal services. The board discussed exempt/nonexempt paralegals, working with the ABA standing committee paralegals and Federal Elections Commission position on nonprofits that lobby. The board discussed a possible positions statement or model act on legal document prepares. The UPL coordinator is to provide an outline to be discussing with the regions and have a topic for Los Vegas. Upon motion duly made, seconded and unanimously passed to accept the ethics coordinators suggested changes to the charges as outlined to the March inside. Coordinators Upon motion duly made, seconded and unanimously passed to appoint Steven Imondi as case law coordinator. Upon motion duly made, seconded and unanimously passed to appoint Helen Federline as bar association coordinator. UPL, special research, legislative, ethic & professional responsibilities and regulation review coordinators to be appointed at the board April board telephonic meeting. Former NFPA Vice President and Director of Membership- Elva Gonzalez Membership Retention Ms. Gonzalez discussed membership concerns regarding the management contract and requests for additional leadership training. Membership Numbers Ms. Gonzalez reported on membership numbers and dues statements. Ms. Haworth suggested she would set up a database in order to track regular membership, student, etc. Membership Website Page Ms. Gonzalez reported that Cantrall is updating.

6 Membership Database Ms. Gonzalez reported membership database is progressing, still updating to be done. Membership Renewal Ms. Gonzalez advised that membership renewal post cards had not been sent, pending update to the membership database. Member Benefits Ms. Gonzales discussed the need for a summary of all our benefits on our website. She suggested having a resource library on the member benefits pages that allowed member associations to download all of the articles, etc. for use at member association seminars, etc. Delegates Delegates confirmed at NFPA annual meetings they want more training regarding membership recruitment, fundraising and technology. Delegates want to see more local leader recognition at the NFPA annual meetings. Acteva Benefits Ms. Gonzalez reported on Acteva benefits for NFPA members. Ms. Manlove to review and comment on Acteva contract then forward to Ms. Dishman for review and revisions by April 11, Entertainment Book Contact on website at Entertainment.com book. The new board members are to review. New England and National Script Report on service to buy scripts to stores, long list of vendors, and NFPA get royalties. Tech Soup Ms. Gonzalez reported Tech Soup, which assists nonprofits on locating software at a discount price. New Member Association Packets Ms. Gonzalez reported on member out reach and development of membership packets. Vice President and Director of Membership- Susan Ippolliti Coordinators Upon motion duly made, seconded and unanimously passed to appoint Isabel Quintana as membership growth coordinator. Upon motion duly made, seconded and unanimously passed to reappoint Charlene Healy to armed forces. Upon motion duly made, seconded and unanimously passed to appoint Mary McLaughlin as membership benefits coordinator. Upon motion duly made, seconded and unanimously passed to appoint Ms. Gonzalez as leadership training coordinator. Upon motion duly made, seconded and unanimously passed to appoint Cathy Lefko as student membership growth coordinator. Upon motion duly made, seconded

7 and unanimously passed to appoint David Herrera as association management coordinator. The position of international relationships coordinator will be held open. Region I Director- Beth King Region I Meeting Region I Meeting to be held October 9, 2004 in San Francisco, CA. San Francisco Convention Proposal San Francisco will be providing a proposal for the NFPA 2007 Annual Meeting. Oregon Paralegal Association Started a chapter in Salem, OR. Washington Paralegal Association Slated to have first annual paralegal of the year. Region II Director Currently there is no Region II Director. See report of Ms. Manlove provided above. Region III Director- Irene Yakovlevich Region III Concerns Ms. Yakovlevich reported on Region III involvement with state bars, development of speaker database, membership issues; Region III membership questions regarding link to the NFPA website, NFPA management of member association websites; central issues , etc.; exempt v. non-exempt issues; request for an 800 number to management company and list of Cantrall contacts with responsibilities and point person for each duty. Region IV Director- Elaine Patton, RP Management Company Ms. Patton reported member associations of Region IV appreciated Cantrall s attendance at region meeting to answer questions. Leadership Directory Ms. Patton reported region IV member associations concerns regarding membership directory updates. Region IV Regional Meeting Region IV Meeting to be held September 11, 2004 in Philadelphia, PA. Philadelphia Paralegal Association Ms. Patton reported that PPA is working on a plan to assist sister associations.

8 Region V Director- Tina Wiles Region V Member Comments Ms. Wiles discussed comments from member associations in Region V on association surveys and convention workshops. She also discussed member questions regarding student membership and schedule for budget meeting during annual meeting. Board enters executive session to discuss Hangley Management Services contract. MEETING ADJOURNED AT 12:18 A.M. Monday, April 5, 2004 The following board members were in attendance: Dianna Smiley, RP, President Holly Manlove, Vice President and Director of Professional Development Kristine Farmer, Vice President and Director or Positions and Issues Susan G. Ippoliti, Vice President and Director of Membership Anita Haworth, Treasurer and Director of Finance De L. Dishman, Secretary and Director of Operations Beth King, RP, Region I Director Irene Yakovlevich, Region III Director Elaine Patton, RP, Region IV Director Tina Wiles, Region V Director Also present were: Karen Mason, Primary Illinois Paralegal Association Barbara Peppersack, Primary Minnesota Paralegal Association and NFPA Records Coordinator Celia Elwell, Primary Kansas Paralegal Association NFPA PACE Coordinator Andrea Lupanze, RP, Secondary and President National Capitol Area Paralegal Association and PACE Ad Hoc Committee Chair Melanie Pollock, Primary - National Capitol Area Paralegal Association Kelly Montgomery, RP, Kansas Paralegal Association and PACE Assistant Coordinator Study Materials Helen Federline, Secondary - Minnesota Paralegal Association and NFPA Bar Association Coordinator Jane Kennedy, NFPA Managing Director, Cantrall & Associates Colette Lemke, former NFPA Secretary and Director of Operations John Kastan, former NFPA Treasurer and Director of Finance Janice Amato, former NFPA Vice President and Director of Professional Development Elva Gonzalez, former NFPA Vice President and Director of Membership Cheri Foote, Primary Alaska Paralegal Association Ms. Smiley called the meeting to order at 8:14 a.m. (CDT). Ms. Smiley read into the minutes the board s executive session the previous meeting. Our executive session discussed the need to send the letter drafted by our corporate counsel to Hangley Management Services.

9 The board discussed the NFPA Annual Meeting to be held in Chicago, IL. Ms. Lemke or Ms. Mason to be designated as 2006 host coordinator. Ms. Wiles and Ms. Yakovlevich volunteered to draft a reformat of the current annual meeting schedule. The draft of the reformatted annual meeting schedule is to be submitted to the board by May 1, Ms. Smiley discussed extending the annual meeting by one day. Ms. King discussed the strategic plan, options for posting it to the website and marketing possibilities. The board discussed the need for an appointment of a representative from Region V to the strategic plan committee, an appointment of a new chair and the addition Ms. Kennedy from Cantrall. The appointment of the new chair of the strategic planning committee will be by consent of the board. Board Advisor The board discussed notification and procedures to appoint a board advisor. Board advisor to be appointed during the April 30, 2004, telephonic board meeting. Former NFPA Treasurer and Director of Finance- John Kastan Treasures Report Mr. Kastan reported that the budget as approved by the delegates is to be posted on the website on April 6, 2004, on Quick Books monthly financial statements, the operating account, the CD and other NFPA accounts and the need to change the signatories on the various accounts. The board discussed the liquidation of the $14,000 CD to pay NFPA for the costs of the assessment. The board will vote on the liquation of the CD at the summer board meeting. Upon motion duly made, seconded and unanimously passed to change Section of the procedures manual to increase the single authorized signature on NFPA s checks to the amount of $1,000. Upon motion duly made, seconded and unanimously passed to change Section (b) of the procedures manual to increase the two authorized signature on NFPA s checks to the amount of $1000 or more. Upon motion duly made, seconded and unanimously passed to change the signatories on Commerce Bank operations account to authorize the president, treasurer and Jane Kennedy & David Stumph as authorized representatives of NFPA, motion effective April 5, Upon motion duly made, seconded and unanimously passed to add an addendum to the Cantrall management contract to add Cantrall as signatories on all bank accounts. Section 4b Addendum to contract with Cantrall needed to reflect changes in authorized signatories on operations account. Ms. Haworth reminded first quarter dues statement to be sent to member associations. The board will discuss enforcement of the dress code at policy meetings at the summer board meeting. Ethics board appointment to be determined at summer board meeting.

10 Upon motion duly made, seconded and unanimously passed to change the managing director of NFPA from David Stumph to Jane Kennedy. MEETING ADJOURNED AT 9:31 A.M. Respectfully Submitted, De L. Dishman NFPA Secretary and Director of Operations