SOUTH CAROLINA PUBLIC RECORDS ASSOCIATION BOARD OF DIRECTORS MEETING AVISTA RESORT FEBRUARY 24, 2017 Present: Andrew Bigony, Joe Onessimo, Karen Greene, Debbie McDaniels, Pam Ragland Absent: Yvonne Feaster, Carolyn Smith, Angie Kennedy, Valerie Powell (authorized absences) Guests: Pat Lauterbach, Margaret Bailey, Christine Berdeguez The meeting was called to order by Andrew at 9:00 am and all guests were welcomed. Minutes: The minutes of the January 11, 2017 meeting were presented by Andrew Bigony. Joe Onessimo made a motion that the minutes be approved as written, seconded by Karen Greene and unanimously approved by the Board. *Andrew will contact Valerie regarding the addition of the reconvening of the Board following the Audit. Financial Report: The January Financial Report was presented by Andrew. Beginning balance as of December 31, 2016 was $9409.27. The total income was $1882.23 and expenditures totaled $771.19, CD value $7109.76, Total assets $17,630.07. Karen made a motion that the Financial Report be approved, seconded by Joe and unanimously approved by the Board. Conference: Margaret made a motion that the agenda as prepared by the Planning Committee be accepted by the Board. Joe seconded the motion, and it was unanimously approved by the Board. Ms. Bailey asked the Board to review this year s process, which led to discussion about the need to clarify the Bylaws section VI regarding the appointment of committee chairpersons as needed. Joe reported that all facilities for the conference are confirmed, Thursday s lunch menu is confirmed at the same price as last year, dinner coupons are confirmed (prime rib will be served both nights), and the room rates are also confirmed. Joe asked the board members to let him know as soon as possible if you will need a 2 or 3-bedroom suite. Karen Greene stated that the application letter would go out soon to exhibitors, and asked anyone with contacts to send to her. Margaret reported that all pertinent conference agenda items have been confirmed, that a Networking Workshop has been added for Thursday afternoon, and a social outing is being coordinated (outside the conference agenda) for Thursday evening. Membership: Debbie reported no new members since the January report. Awards: The Board will present the addition of the Bob Gilliam Leadership Award at the annual conference, as well as the change to the Bylaws reflecting such. Andrew will contact the Regions regarding nominations for all awards.
Regions: Andrew reported that Midstate and Coastal will elect officers at the conference, and he will contact the administrators regarding the elections prior to the conference. Midstate will host a workshop on April 4 in Aiken, and Coastal will host a workshop May 4 in Charleston. Andrew also reported that Upstate is hosting a networking luncheon with 2 speakers. Website: Pam reported on the new website, and asked for board members to submit any suggestions for additional information or corrections. The new site will allow for members only documents to be password protected, and the password will be given to conference attendees to retrieve conference presentations. Award nominations may be submitted online. Bylaws: Two changes will need to be approved at the conference - Article VI, Appointments, The President, with the concurrence of the Board, may appoint chairpersons of commissions, committees, and task forces as may be necessary to carry out the goals of the Association. The President may appoint any Association member to such bodies. ; and Article IX, Awards, Section 1, All regular members are eligible for nomination for the Member of the Year Award, unless they are serving as a current member of the Board of Directors. All regular members, both board members and non-board members alike, shall be eligible for nomination for the Lifetime Achievement Award, the Lindy Smith Distinguished Service Award, the Bob Rogers Innovation Award and the Bob Gilliam Leadership Award. Old Business: Motion to approve the 2016 Audit letter was made by Andrew, seconded by Joe and unanimously approved by the Board. (See attached letter) There being no further business to discuss, a motion was made by Karen for the meeting to adjourn, seconded by Joe and unanimously approved by the Board. The next meeting of the Board will be on April 12, 2017 at SCDAH at 10:00 a.m. Respectfully submitted, Pam Ragland
SCPRA Audit of 2016 Records July 1, 2016 through December 31, 2016 An audit was performed on January 11, 2017 of the financial records for the time period July 1, 2016 through December 31, 2016 at the SC Department of Archives and History in Columbia, SC. Income and expenditures were analyzed and compared to bank statements. Based on the findings, the audit is compliant and was accepted as such. The audit team consisted of Joe Onessimo, Angie Kennedy, Christine Berdeguez, Margaret Bailey, Pat Lauterback, and Ketra Carmicheal. Respectfully submitted, Angie Kennedy Treasurer