NATIONAL FEDERATION OF PARALEGAL ASSOCIATIONS, INC. SUMMER BOARD MEETING MINUTES Providence, RI July 25-26, 2009 Saturday, July 25, 2009 Board Members in attendance: Georgette Lovelace, RP, President; Jay Williams, Vice President of Profession Development; Tracey Young, RP, Vice President and Director of Positions and Issues; Linda McGirr, Vice President and Director of Membership; Karen Santagata, RP, Treasurer and Director of Finance; Stephen Imondi, RP, Secretary and Director of Operations; Theresa Prater, RP, Director, Region I; Helen Federline, Director, Region II;; Sandra Heintz, Director, Region IV; Cheryl Corning, Director, Region V; and Anita Haworth, RP, Board Advisor. Guests in attendance: Cindy Byfield, Managing Director; Amy Sobaszkiewicz, Minnesota Paralegal Association; Audrey Riggins, Connecticut Association of Paralegals; Karen Mascola, New Haven County Paralegal Association; Lisa Voorvaart, Connecticut Association of Paralegals; Mary McLaughlin, RP, San Francisco Paralegal Association; Nancy Nouss-Brown, Connecticut Association of Paralegals; Patricia B. Chouinard, Connecticut Association of Paralegals; Patricia Gagnon, Central Connecticut Paralegal Association; Ruth Thompson, Connecticut Association of Paralegals; and Anne Rosenthal, Cleveland Association of Paralegals. Meeting was called to order by President Lovelace at 8:17 a.m. President Lovelace welcomed the members of the Board and guests. The members of the Board introduced themselves. Tracey Young moved to amend the agenda to discuss the audit committee, the ethics board procedures and document retention policies Resolved, that the agenda for the summer board meeting be amended to discuss the audit committee, the ethics board procedures, and document retention policies. Ann Price moved to amend the agenda to discuss the Gate City Bar Association Bar Association (Atlanta, GA).
Resolved that the agenda for the summer board meeting be amended to discuss the Gate City Bar Association (Atlanta, GA). Helen Federline moved to amend the agenda to discuss the Armed Forces Procedures and the Region Directors Procedures. Resolved that the agenda for the summer board meeting be amended to discuss the Armed Forces Procedures and the Region Directors Procedures. Theresa Prater moved to adopt the agenda as amended. There was a second and the motion was approved. Resolved that the agenda for the 2009 summer board meeting be adopted as amended. There was discussion as to the future travel schedules for board members. President Lovelace will be visiting Hawaii Oct 3 7, 2009 Linda McGirr may be going to Memphis for leadership training possibly at the end of August, 2009. Anita Haworth will be traveling to Ft. Wayne to give a CLE presentation on November 16, 2009. Helen Federline will be traveling on Nov. 5, 2009 to the Illinois Association s 36 th anniversary celebration Stephen Imondi will be traveling to HQ on Oct 25, 2009 to meet with HQ staff and will travel to Portland with Cindy Byfield for the convention. President Lovelace discussed the job descriptions for the various board positions that are up for election in October. They are posted on the Management Only page under board position descriptions and also on the Members Only page. President Lovelace announced that we are always seeking articles for the Reporter. The upcoming issue of the Reporter was to be Corporate Law but there were no articles submitted on that topic, therefore the issue will be devoted to technology. President Lovelace discussed the E-newsletter and whether or not it should be archived and published on the public portion of the website. Nancy Nouss-Brown suggested that the E- newsletter be archived up to six months to allow new subscribers to review past issues. It was decided that the E-newsletter will be posted under the publications tab of the public page for six months. VPPD Report Jay Williams discussed the various Awards to be given at Convention. There have been six applications received for the Thompson/Reuters Scholarships. The deadline is Friday, August
3 rd. PACE Scholarship and PACE Ambassador awards received 3 and 1 applications, respectfully, to date. Jay also discussed the fact that no applications have been received for the Pro Bono awards. Cindy Byfield noted that across the board award applications have dropped due to time constraints and other factors. Ann Price and Jay Williams will work on the PACE awards procedures with Cindy, and will assure the procedures are posted on the website. Cindy will provide a report to the Board on the total number of applications for awards on August 3 rd, thereby allowing the board to decide whether or not to extend the application deadline. Mr. Williams is working on the 2010 Tech Institute. He has been in contact members of the San Francisco Paralegal Association who have been working on this matter He has received a message from one person who wished to be a speaker. He has also been contacted by a vendor in Dallas who expressed interest Linda McGirr noted that Anita Haworth was honored as Paralegal of the Year by the Indiana Paralegal Association. Discussion was held regarding the CLE procedures noting that NFPA has budgetred a $50 stipend for submitting an online CLE. The question was raised to determine if the author should receive CLE credits for submitting a seminar as well as a stipend.. Tracey Young moved to allow NFPA on-line CLE authors to receive the stipend authorized in the budget and NFPA CLE credit according to the normal procedures. There was a second, and after discussion, the motion was approved. Resolved that NFPA allow online CLE authors to receive the stipend authorized in the budget and NFPA CLE credit(s) according to the CLE procedures. Jay Williams has been working with various Board members, including the Treasurer, the VPPD, the VPPI and the VPDP to review the idea to possibly combining the Pro Bono/Leadership/Regulation/PACE Conferences to be held at the same location with the potential of assisting in cutting costs for travel and other reasons. There was discussion on this matter including separating out the Pro Bono conference from the other conferences. Karen Santagata handed out a budget breakdown of potentially what a combined conference would cost and could save NFPA. Tracey Young moved to consolidate the Pro Bono, Leadership, Regulation and PACE Conferences to be held at one location, date and time in 2010. There was a second. However, there was further discussion centered on the Pro Bono Conference being separated from the others. There was also discussion of the RDs polling their associations. The motion was not approved. The RDs contact their associations to determine whether or not they are in favor of this proposal and report back to the board by Friday, August 7 th. Jay Williams brought up for discussion the outstanding issue of Pearson and the Technology Certification exam which would be given in three parts. There was discussion as to the amount
of funds that NFPA would be committing to this project. According to Pearson, NFPA would be only obligated at the most to 300x$695x30%. It is a partnership between Pearson, Thomas Edison State College and NFPA. Karen Santagata moved that NFPA not approve entering into a partnership with Pearson & Thomas Edison State College on a Technology Certification exam. The motion was seconded unanimously approved. Resolved, that the Board does not approve entering into a partnership with Pearson & Thomas Edison State College on a Technology Certificartion exam. Region V Report Cheryl Corning, Director, Region V, was asked by a local association about the management company evaluations which have been compiled in the past. Stephen Imondi stated that he is working on redrafting the evaluation form, which will be sent out in the next several weeks. Cheryl raised the question if the NFPA Procedures Maual could be provided in a PDF format (8 ½ x 11 printable format). Cindy Byfield advised she sees no problem with having this done at Headquarters. Region IV Report Sandra Heintz, Director, Region IV, asked whether interest was being charged on outstanding invoices due to NFPA. Anita Haworth stated that currently our contracts do not contain language to charge a default interest rate. Each contract would need to be reviewed for such language and our relationship with certain vendors needs to be reviewed as well. However, the contracts do contain language to recoup funds if a company enters into bankruptcy. Karen Santagata stated that she reviews bankruptcy filings on a regular basis. Sandra also asked if it was possible to know the breakdown of how management hours are spent and the breakdown per employee. Per the current contract, there is no agreement to provide such a breakdown. Region III Report Anita Haworth provided an update on the nomination of a new Region III Director. As of the time of this report, no one had been nominated for the vacant RD position. One person had expressed interest but no application had been received. One person has been nominated for the position for election at the convention, but the person had not yet accepted the nomination, therefore the name would not be released. Region II Report Helen Federline, Director Region II, mentioned that What It s All About found on the NFPA website, states that NFPA will provide free issues of the Reporter for associations that are exhibiting at a legal even, but there is no mention of the association paying for shipping. This language needs to be revised. Discussion ensued to create an online-form to be created by headquarters for associations to use when requesting the use the NFPA banner, brochures and other materials. All requests will be handled on a first come, first served basis.
Helen also discussed what NFPA and/or the local association can do to limit the number of returned Reporters to avoid return postage charges. It is currently costing NFPA approximately $125 for returns each time the Reporter is published. The board discussed ways to improve how the local associations are informed of returned issues. Helen provided an update to the RD procedures that changed the language to be more generic regarding assisting military associations. Helen does not wish to remove language regarding the Navy Legalmen Association as to meeting with the association at their bi-annual symposium. Helen would like to put the revised procedures on the Administrative Calendar for discussion at the Thursday night board meeting at convention. There was discussion as to how the RDs would split the assignments for meeting with the NLA chapters. Helen brought up for discussion the draft Armed Forces procedures and the proposed changes were discussed (specifically 13.14B). Linda McGirr moved to adopt the Armed Forces Procedures as revised. Resolved that the Armed Forces Procedures as amended be adopted. Region I Report Theresa Prater, Director Region I received an inquiry as to why the debt for the creation of PACE was still on the financials. Anita Haworth provided the background of the situation-- the debt is listed only to show the historical nature of the expense, even though it was written off per a resolution adopted at the 2000 summer board meeting. VP and Director of Membership Report Linda McGirr provided an update of the membership numbers. As of July 9, 2009, nine associations had not submitted their membership lists. Numbers: Student Sustaining members: 75 Individual Sustaining members: 151 Associate Sustaining members: 2 Organization Sustaining members: 15 Military Sustaining members: 6 Total Association 9,991 members There are an additional 275 subscriptions to the Reporter. Mary McLaughlin, Members Benefits Coordinator, was called upon by Linda to discuss membership benefits. Mary is currently working on a contract with IAN to replace our contract with hotels.com. The contract with Liberty Mutual is also under review. Mary mentioned a number of other potential contacts, including Dell Computers. Mary is hoping to put all the
benefits on a CD to provide to each association at convention. Also, Mary is currently working with Disney to include a link on the NFPA Member s Only page that would provide discounts on different packages, as well as provide NFPA with rebates for those NFPA members who take advantage of package deals. Disney contacted NFPA to propose this arrangement. Linda McGirr moved that the board approve putting the Disney benefit link on the NFPA members only webpage. Resolved that the Disney benefit link only be placed on the NFPA members only webpage. Linda will provide Duane/HQ with the information to insert on the webpage and the RDs will disseminate the password to the local associations to alert their members. Linda discussed the issue of benefit vendors wanting access to our membership list which NFPA currently sell to raise non-dues income. The question was raised as to whether these vendors wish to have access to the list once per contract year or more times. Discussion was held regarding various options that could be made available to these vendors for use of the NFPA mailing list that would not cut off non-dues income. Linda moved that NFPA may, upon request, provide its mailing list at no cost to those vendors providing member benefits one time per contract year and provide the mailing list at a 50% discount no more than 2 times per contract year. The motion was seconded; further discussion was held and the board voted unaminously to approve the motion. Resolved that the NFPA will, upon request, provide its mailing list at no cost to those vendors providing member benefits one time per contract year, and provide the mailing list at a 50% discount no more than 2 times per contract year. Linda discussed the criteria for individual sustaining membership because of a question put to her from someone who would not qualify under our current procedures. In 2008 the delegates removed the word practicing from the definition WHAT DEFINITION and therefore possibly opened NFPA membership to those who are not currently a paralegal. Linda discussed bringing an agenda topic on the By-Laws, regarding Article III, Membership, B - affiliate member association shall receive a subscription to NFPA s national magazine and have the right to participate in professional and personal benefits offered by NFPA. Linda discussed the revisions to the Guide to Forming an Association. Additional revisions are still in the process of being made. Linda would like comments from the Board to the draft returned by August 24 th. Linda brought up for discussion that Associate/International Association/organization membership fee is on the agenda as it was to be revisited after one year. Eric Baker,
International Relations Coordinator is working with several international associations that wish to join NFPA, including several in Canada. Linda suggested leaving the fee at $50. There was discussion whether or not to increase the amount charged for international associations to join. In addition, there was discussion of the creation of an international page on the website, password protected, for international members only was discussed. Linda will work with Stephen. Imondi, Wayne Akin, Website Content Coordinator, HQ, and President Lovelace to develop the webpage. The board took a break for lunch at 12:30 and reconvened at 1:30. Anne Rosenthal, Marketing Coordinator, provided an update on the Marketing Committee s activities. The Committee will be meeting on August 5, 2009 in Indianapolis. Discussions will cover the corporate partners program, the budget and the structure of the VPD-Marketing when it becomes a board position following the 2009 elections, including all proposed responsibilities of the marketing committee. Anne also mentioned that Region IV still does not have a representative on the committee. Linda discussed the proposed procedures for the VPD Marketing coordinator positions and the involvement of the Marketing Committee. Linda believes the Membership Growth Coordinator should be a liaison to the Marketing Committee. Linda will send out to the Board the revised version of the proposed procedures incorporating the changes suggested by Theresa Prater and Karen Santagata. Linda will make the the suggested revisions by Friday, July 31 st and re-submit to the Board for approval. Linda also discussed the suggested changes to the Vice President and Director of Marketing procedures. Anita Haworth suggested language to add to the procedures regarding the marketing of PACE. Linda will make the the suggested revisions by Friday, July 31 st and re-submit to the Board for approval. Linda attended the LAMP meeting which was productive and informative. However, it was cut short so Linda did not get to participate fully in the meeting. The ABA has schedule National Pro Bono Week, October 25 31, and Linda suggested that NFPA do something to also promote this activity. Mr. Williams will take the lead in coming up with a plan for NFPA to promote this event. Mary McLaughlin, RP reported that she has already been in contact with member association pro bono coordinators regarding National Pro Bono Week, and is helping activities with some associations. Linda also discussed the need for legal assistance for the families of armed forces members who are oversees. While only attorneys can sign up for this activity (THROUGH ABA??) if paralegals get their attorneys to sign up they can assist in aiding these families. Region III Region Director Report Update Anita Haworth introduced Karen Mascola, Nominations Coordinator, who announced that there were two candidates for Region III Director. Cherylan Shearer, Michiana Paralegal Association,
and Lisha Stone, President, Greater Lexington Paralegal Associaiton. Karen will forward election materials to the Region III associations. Addtionally, Karen announced that Mr. Williams has been nominated for Vice President and Director of Profession Development and had accepted the nomination; Karen Santagata has been nominated and accepted for Treasurer and Director of Finance; and Helen Federline has been nominated and accepted for Region II Director. Karen is also working on several other nominations that have not been confirmed. Board Advisor Report Anita Haworth provided an overview of the Strategic Plan and the Action Plan and described the process used to carrying out the objectives.. Anita went through the goals, strategy, tactics, and deadlines and discussions followed regarding topics. Anita will forward the changes made by the Board to the Stregic Plan Coordinator in order to update the Plan. VPPD Report Ann Price began her presentation by discussing the Paralegal Entry Level Competency Exam and the work by the committee. Maggie Haase, RP, Primary, Arkansas Paralegal Association and a committee member, joined this discussion via Skype. Ann s presentation included a PowerPoint showing the Committee s accomplishments and recommendations. She stated that a reason for developing this exam is the expectation that by 2016 there will be over 290,000 paralegals in the United States. According to the statistics provided, there are over 50,000 students enrolled in AAfPE member schools. The cost to develop such an exam would be approximately $100,000. It is unknown at this point in time what the percentage of that cost would be borne by NFPA. The committee will be presenting a plan to the delegates at the 2009 Convention that includes all costs and potential funding mechanisms. Ann reported 17 members attended the PACE Ambassador s Conference, including presenters Ann also discussed that Gate City Bar Association s Paralegal Section, located in Atlanta, GA, contacted Paezle Harris, PACE Coordinator, inquiring about PACE and inquiring whether the Association could have its own PACE Ambassador. The Board was advised that the Georgia Association of Paralegals has a provision in its BYLAWS? PROCEDURES? that unless you are a member of GAP, you cannot participate in a PACE study group. Ann will have Vickie Newman, RP, PACE Ambassador Coordinator, contact the Gate City Bar Paralegal Section to work with them to set up study groups. It was also discussed that the Paralegal Section is eligible to become an associate member of NFPA. This information is to be provided to the Paralegal Section. Open Discussion There was a discussion regarding the Convention, the state of economy, and what we can do to minimize the impact upon members and associations. Helen Federline stated that during her visit to the Dallas Area Paralegal Association s Vendor s Fair she passed out a number of vendor forms inviting participation at the 2009 Convention and 2010 Tech Intitute. Cindy Byfield provided an overview as to what steps Headquarters is taking to lower the costs of attending the convention, including reminders on early registration, etc.
Linda suggested that any local association which is sending only one member to the convention should contact its Region Director, who in turn will try to match them up with someone to share a room. Cindy Byfield suggested that any ideas be published on the convention blog. Patricia Gagnon asked if a Webinar could be used for Association Management conference calls or other types of conference calls. There was discussion of what is available and also of conference call etiquette, as well as limitations of participation in your place of employee, e.g. no camera on your computer. Patricia Chounard asked that when announcements are sent out on Leaders2 that a reminder be put on the message to inform the members that they should reply only to the person in which the message is about and not to the entire list serve. The board meeting recessed at 5:38 p.m.. At 5:47 a motion to move into Executive Session was made bymrs. Prater. After hearing a second, The board moved into executive session to discuss the bids solicited management company services and for a discussion regarding a local association. The executive session concluded at 6:30. A motion was made, seconded and unanimously approved by the board as follows: Resolved that the President, Secretary/Director of Operations and Treasurer/Director of Finance begin negotiations with MCA for a new three year contract, based upon the proposed submitted in response to NFPA s Request for Proposal, for final approval by the full Board. The meeting was adjourned at 6:32 p.m. Sunday, July 26, 2009 The meeting was reconvened at 8:02 a.m. Secretary & Director of Operations Report Stephen Imondi noted that Melby Cameron and Anderson s (MCA) contract expires on December 31, 2009.. Nine companies were sent RFPs but only two responded including MCA. Stephen announced that there is a sponsor for the 35 th anniversary celebration Fios, Inc. In addition, Helen Federline (on behalf of her business, HMS Paralegals) made a donation to the celebration and IKON will print the program book as their contribution to NFPA s celebration. Plans for the celebration will be finalized by the Anniversary Committee.
Stephen discussed that the planning for the Annual Meeting being held in Portland,Oregon is on schedule. The seminars are set. AAfPE members will be joining NFPA for the social event, the Harvest Feast. It was hoped that a combined workshop could be offered by having past presidents of NFPA participate in a panel discussion. Unfortunately, insufficient positive responses from past NFPA presidents have not been received. Therefore, that timeslot has been given back to Linda McGirr to plan an additional workshop. Cindy Byfield will be presenting a workshop on strategic planning/marketing and Anita Haworth will be presenting a workshop on drafting an agenda topic, presenting it and the caucus. As of July 24, 20009, there are 21 exhibitors signed up for Portland. Cindy suggested that gift baskets be placed in the exhibitors rooms as a thank you for participating. Cindy also discussed that vendors do not like the bingo cards, therefore, an alternative to the bingo cards will be instituted this year. Anita suggested that each board member stop by to say thank you to every exhibitor. Stephen stated that he has done this at both conventions in which he has been the Secretary and Director of Operations. Fifty-five attendees have registered for the Annual Meeting (including, 4 board members; 7 observers) representing twenty-two associations. A discussion was held relating to the 2010 Annual Meeting to be held in Philadelphia and Stephen announced that the logo has been approved. Cindy is working on save the date postcards to distribute to vendors in Portland for both the Annual Meeting and the Tech Institute. The Paralegal Association of Philadelphia is working on hosting the social event at the Constitution Center. Details are still being worked on. The 2010 Winter Retreat and Board Meeting will be held in Reston, VA, at the Hyatt, February 26 28, 2010. The Paralegal Association of Northern Virginia volunteered to host. On Friday, the Board will hold its annual retreat. On Saturday & Sunday, the Board will meet.. For those traveling to the meeting, Dulles Airport is the closest to the hotel as opposed to National Airport. There is a complimentary hotel shuttle to airport. OPEN DISCUSSION (con t) President Lovelace brought up the issue of Coordinator positions - which ones are necessary, which ones are not, and what new ones might need to be added in the future. Ann Price believes that PACE Education Coordinator position could be consolidated into another position but a new entry-level coordinator possibly will need to be be created, if the delegates want to create an entry level exam. Anita Haworth suggested that the Special Projects Coordinator and Professional Advocacy Coordinator be sunset. It is believed that Special Projects Coordinator has already been sunset but was never removed from the Leadership Directory. It was also discussed that the Internet Communications Coordinator poisition has been vacant for some time and that this position be sunset, with the duties added to the Website coordinator. This Coordinator will need a new title, also.
Additionally, the Federal Legislative Coordinator can be sunset and its duties combined with the Legislative Coordinator. Discussion was also held relating to the The Navy Legalmen and Military Paralegal Outreach Program duties. It was decided that the two position could be combined with the Armed Forces Coordinator. Another position that can be combined is the Unauthorized Practice of Law Coordinator combined with the Case Law Coordinator. Coordinator interest forms must be submitted by September 29, 2009 so any changes in the procedures should be made prior to that date. A motion was made by Theresa Prater that the Board sunset the following positions: Internet CommunicationsCoordinator, Navy Legalmen Coordinator, Navy Legalmen and Military Paralegal Outreach Program Liaison, PACE Education Coordinator, Federal Legislative Coordinator, Professional Advocacy Coordinator, UPL coordinator, and Special Projects Coordinator effective November 1, 2009. There was a second. The motion was approved. Resolved that the Board sunset the following positions: Internet Communications Coordinator, Navy Legalmen Coordinator and Navy Legalmen and Military Paralegal Outreach Liaison, PACE Education Coordinator, Federal Legislative Coordinators, Professional Advocacy Coordinator, UPL Coordinator, and Special Projects Coordinator effective November 1, 2009. A motion was made by Theresa Prater to incorporate the following Coordinator duties: PACE Education Coordinator duties shall roll over to the PACE Study Coordinator duties; Internet Communications Coordinator duties shall roll over to the Website Content Coordinator duties; Federal Legislative Representative duties shall roll over to the Legislative Coordinator duties; Navy Legalmen and Military Paralegal Outreach Director duties shall be incorporated into the Armed Forces Coordinator duties; UPL Coordinator duties shall be rolled over to the Case Law Coordinator duties. Procedures shall be enacted by September 15, 2009 and effective November 1, 2009. There was a second and the motion was agreed to. Resolved that the Coordinator duties be incorporated as follows: PACE Education Coordinator duties shall roll over to the PACE Study Coordinator duties; the Internet Communications Coordinator duties shall roll over to the Website Content Coordinator duties; the Federal Legislative Representative duties
shall roll over to the Legislative Coordinator duties; Navy Legalmen and Military Paralegal Outreach Liaison duties shall be incorporated into the Armed Forces Coordinator duties; and the UPL Coordinator duties shall be rolled over to the Case Law Coordinator duties. All procedures shall be enacted by September 15, 2009 and effective November 1, 2009. Stephen moved that the Website Content Coordinator position is renamed the Website Coordinator effective November 1, 2009. Resolved that the Website Content Coordinator position is renamed the Website Coordinator effective November 1, 2009. VPPI Report Tracey Young announced that the terms of several members of the Ethics Board s are up for renewal. Tracey moved to reappoint William Statsky and Michael Segal to two-year terms as members of the Ethics Board. Resolved that William Statsky and Michael Segal each be reappointed to a twoyear term as non-nfpa members of the Ethics Board. Tracey discussed that three individuals submitted interest forms for two open positions. Tracey moved to appoint Leslie Matthews, Tampa Bay Paralegal Association and Ryan Johnson to serve one-year terms as members of the Ethics Board. Resolved that Leslie Matthews, Tampa Bay Paralegal Association and Ryan Johnson be appointed to serve one-year terms as NFPA members of the Ethics Board. Tracey advised that a position remains open for a non-nfpa member on the Ethics Board. She further advised that as of this meeting, she had no resumes to provide to the board to fill this position and that it will need to remain open for a time. Tracey also discussed the revisions to the procedures Section 10.D relating to the Ethics Board. Ms. Young moved that the Board approve the changes to 10.D of the procedures for the Ethics Board. There was a second and motion was approved. Resolved that the proposed changes to Section 10.D of the procedures for the Ethics Board are hereby approved.
At this time, there was discussion as to whether or not the Chair of the Ethics Board is a coordinator and therefore be able to be on the Leaders2 list serve. As a result of the discussion, Tracey moved that the Chair of the Ethics Board be provided the password to the management page and become a participant on the Leaders2 list serve. There was a second, additional discussion, and the motion was approved. Resolved that the Chair of the Ethics Board be provided the password to the management page and become a participant on the Leaders2 list serve. Tracey also discussed the issue of an Audit Committee which is mandated by the newly enacted Federal Whistleblower Act. There was discussion regarding the NFPA Whistleblower Policy. Tracey will make changes to the draft policy to add the word agent and will circulate a new draft for possible consent. Tracey also discussed the document retention policy. While Tracey believed the policy was ready to be voted on, new information regarding the scanning of documents and sending them to HQ was brought up. Tracey agreed to review this matter and report to the board her findings. Treasurers Report Karen Santagata announced that the audit was completed and 2008 tax returns had been filed. She also stated that the May financial report is up on the website and the June financials will be up shortly. Karen mentioned that each board member needs to carefully watch their expenses for the remainder of this fiscal year, and that all reimbursements required receipts. Karen told the Board that some Association dues have been slow coming in this quarter. She also mentioned that several associations have noted that their membership numbes are down. There was a discussion as to why there is a discrepancy between what the Treasurer has as the number of members being reported for dues and what is reported on the membership lists Karen and Linda McGirr will work with Headquarters to determine if something can be done so that two lists are both in alignment. The following financial account information was presented: Edward Jones CD, $40,299.34 (matures October 22, 2009) Bank of America Reporter account, $25,749.28 (as of 6/30/09) Pacific Continental Checking, $44,405.10 (as of 6/30/09) Pacific Continental Money Market,: $65,105.99 (as of 6/30/09) Karen and Cindy Byfield recommend that the Edward Jones CD account be put into an account that will provide a long-term rate and which still allow for withdraws as necessary.
Karen discussed that Barbara Peppersack has been investigating products for the on-line store. Products will be available at the convention and will include both NFPA and PACE related items. One update to the Treasurer s Inside Report was brought up. Karen went to Greater Lexington Paralegal Association and spoke on the benefits of being an NFPA member. Her presentation was well received. There was discussion as to putting Karen s speech on the website, together with any other speechs presented by board members. At this time, Helen Federline listed the materials that are currently on the Region Directors page which they has password protected access. The RD page and the Board page will be consolidated under one password. Karen presented the 2010 draft budget and narrative for the board to review. She stated that the draft budget is very conservative. The Board made several suggestions to the draft budget. Karen will make the revisions and circulate a new draft. Conclusion/Wrap up President Lovelace was contacted by someone from the Dallas Area Paralegal Association to speak at the State Bar of Texas Paralegal Division annual meeting in June of 2010. This has not been confirmed. Sacramento Valley Paralegal Association and San Francisco Paralegal Associations asked if NFPA can help them to exhibit at the Annual California Bar Association meeting. This request is being reviewed by the Marketing Committee. President Lovelace reviewed the deadlines as follows: August 7 th deadline for RD s recap of the Associations responses on Joint Conference question Revisions to Guide to forming an association by August 24 th Linda McGirr and Anita Haword to work on bylaw revisions for Article III - Membership Comments regarding the Marketing procedures by July 31 st. Appropriate Officers will draft procedures for those coordinators who had duties rolled into other coordinators by 8/26 and comments by 9/4 to be approved by no later than September 15 th. Tracey will revise the Whistleblower policy and send it out for comment and possible approval. The document retention policy will also be revised and sent out for comment. The Region Director procedures revisions will be circulated by July 31 st. Comments are to be received by August 7 th and finalized by August. Karen will update the draft budget by July 31 st and requests comments and suggestions by August 7 th. Stephen Imondi noted that under the procedures and Convention budget, a coordinator may be invited to attend the Annual Meeting. Since no officer has suggested that a coordinator be invited, Stephen asked that the Chair of the 35 th Anniversary Committee, Robin Solomon, be
invited. It was moved that Robin Solomon, Chair of the 35 th Anniversary Committee, be invited to attend the Annual Meeting being held in Portland, Oregon, and that she be allotted a maximum of $875 for travel and lodging expenses. Resolved that Robin Solomon, Chair of the 35 th Anniversary Committee, be invited to attend the Annual Meeting being held in Portland, Oregon and that she be allotted a maximum of $875 for travel and lodging expenses. A motion to adjourn was made by Theresa Prater at 12:36 p.m. There was a second and the motion was approved.