Florida School Finance Officers Association Minutes Pre-Conference Planning Meeting Sanibel Harbour Resort & Spa Friday, January 13, 2017 The meeting was called to order by Jennifer Cole, President at 8:30 a.m. In attendance: Jennifer Cole President Marion Mitsi Corcoran President Elect Sarasota Trudi Murdock Treasurer Seminole Stephanie Riviello Secretary Manatee Bill Kelly Vice-President Seminole Pennie Zuercher At-Large Director Brevard Jose Gonzalez Treasurer Osceola Leanne Evans Historian/Webmaster Palm Beach Link Jarrett Florida DOE Ami Desamours Director Lee Bonnie Penner Director Columbia Dominick Cristofaro Director Pasco Ellen Harper Director Nassau Christy Price Director Palm Beach Heather Jenkins Director Manatee Tomeka Billingsley Director Leon Steve Compton Director Orange Kelly Leavins Director Holmes Dawn Meyers Director Pinellas Michael Yanosik Director Hendry I. Welcome/Sign-In 8:30am Jennifer Cole II. III. Secretary s Report (Stephanie Riviello/Trudi Murdock) a. The minutes from the following meeting were presented for approval: i. November, 2016 Pre-Conference ii. November, 2016 Post Conference b. Dominick made a motion to approve the minutes. Christy seconded the motion and the motion passed unanimously. Treasurer s Report (Trudi Murdock/Jose Gonzalez) a. Presentation of Financials i. Jose presented the Profit and Loss sheet as of December 31, 2016. There are several sponsors that have not submitted their payments for the November 2016 conference. Balance Sheet is not completed Invoices were sent out for outstanding balances. Request to have the Financial statements online. Page 1
b. Signature Card Change Process i. Jose, Trudi, Jennifer and Pennie will go to the bank to update signers as well as change the authorized users on the credit card. c. IRS Filing Corporate Tax Return i. Jose is sending statements to Cathy for return to be completed. Discussion regarding changing the address on the website. Leanne to be the point person for the IRS mailing/tax return. d. Travel Reimbursement for Planning Meeting i. Association will pay for the hotel room and the District will have to Pay for mileage. ii. Bill made a motion. Leanne seconded the motion and the motion passed unanimously. IV. Membership Report (Bill Kelly/Mitsi Corcoran) a. Membership Drive/Letter i. Attendance is good and membership increased even with the Increase in conference fee. Discussed sending a letter with tentative agenda. b. Discussion of Membership and Registration Fees i. No Change in fees however would like to research having a daily rate for the November conference. A sub-committee (Bill, Tamika and Bonnie) was created to review the daily rate. District Membership Dues $50 (Transferable) Members $200 Retirees $100 DOE and other State $100 Guests Adult (each) $100 Guests Children (each) $30 Sponsors $1,500 *Non-members $300 CPE or Other Special Sessions $75 Late Registration $50 *Includes charters, consortiums, private schools, state associations and virtual programs. V. Sponsorship Report (Jennifer Cole/Michael Yanosik) a. Sponsorship Gifts dollar amount, assignment, approval for check (sponsors/speakers) i. The agreement of dollar amount is $750 for door prizes. Tamika will be given a check for this. Dominick made a motion, Mitsi seconded the motion. The motion passed unanimously. ii. Dominick made a motion to approve the sponsor gifts at $750 and give a check to Gretchen. Mitsi seconded that motion. The motion passed unanimously. Page 2
VI. VII. VIII. IX. Finance Council Report a. Finance Council meeting Not Scheduled (Possibly 2/23) Technology Discussion Leanne Evans a. Website i. Different Webinars available for the Treasurer & Secretary. Would like to do some training showing the different features that can be utilized. ii. Updated the Board of Directors and Officers page. b. Verify Officer/Director Information on Website i. Leanne updated the links and everyone was asked to make sure all links were active and accurate. c. On-line Registration Process i. On-line registration is being utilized however there is an issue with some members have 2 user names and could pay their dues twice. This is being corrected. d. Star Chapter i. Videos available on how to use the system. Future Sites Update a. Holiday Inn Westshore, Tampa, November 14-17. Rate $109 b. Summer Conference June 11 June 15 th 2018 - Hotel to be determine. It is expected to be coastal for the June 2018. Mitsi looking at several places. c. November 5 th - November 9 th 2018 looking at Orlando for the Food and Wine Festival. Discussion Topics a. Status of Current Audit i. Sarah Graber will work on the current audit. b. Hotel Contract i. Contract was provided and reviewed as well as the map of the meeting rooms. c. Conference Revenue and Cost Estimates (To be provided closer to the event) i. There was discussion to have 1 or 2 people to review the cost of the past conferences side by side. Trudi made a motion. Mitsi seconded the motion. The motion passed unanimously. X. Committee Assignments a. Agenda Compilation Mitsi Corcoran b. Agenda Printing Mitsi Corcoran /TSA Consulting c. Audits Sarah Graber d. Retiree Plaques and Recognitions Merrill Wimberley e. Evaluations/Surveys Stephanie Riviello f. Constitution and By-laws Leanne Evans motion at BOD Mtg g. *Door Prizes Tomeka Billingsly Page 3
h. **Nominating Pennie Zuercher i. Audio/Visual Needs Jennifer Cole/Leanne Evans j. Sponsorships Gretchen Saunders/Michael Yanosik k. CPE Forms Christy Price l. Website Leanne Evans m. Speaker Presentations Leanne Evans n. ROTC/Color Guard & Supt Welcome Ami Desamours XI. XII. XIII. XIV. XV. XVI. XVII. Conference Planning Timelines a. The group reviewed the timeline for tasks assigned to the directors and officers. Summer Conference Agenda Preparation a. The group developed a tentative agenda for the June conference, including session topics, potential speakers and assignments for presiding. Also reviewed for the new Directors what is expected of them? Tour of Facility a. Visit from the Sanibel Harbour Staff Toured the rooms of the facility Working Lunch Other Business a. Entertainment for June Conference The Dunning & Dale Full Stage Show & DJ after Dance Party located at the hotel. b. Conference Theme/Cover Ideas i. Shell Shocked c. General Liability Insurance (Discussion/Vote) All agreed General Liability Insurance must be purchased. d. FSFOA/FASBO November joint conferences (discussion/vote) i. Forming a sub-committee to discuss this further. Bill will head this up. Adjourn Meeting at 2:30PM President, Treasurer, etc. to go to Wells Fargo to update signature cards Page 4
Page 5