BOARD MEETING
June 8 & 9, 2007
North Conway, NH

I. Call to order at 4:37 p.m.

II. Pledge of allegiance

III. Moment of silence

IV. Roll Call - Vice President Gary Bean, Treasurer Bill Trexler, Secretary Amanda Warman, Directors at Large Mike McCarthy, Tom Horan, Rosie Naughton, Dan Songer, Neil McLaughlin: Life Member Mike Byrne excused. President Chris Daley excused.

V. Minutes - Motion by Tom Horan to waive the reading of the minutes and accept them as printed in The Clipboard, second by Mike McCarthy. Motion carried.

VI. Conference - Amanda Warman
A. 2006 - largest conference turnout to date although conference lost $1200 mostly in added hotel service fees.
B. 2007 - Board conducted a venue walk-through and schedule review; Board members signed up for various duties for the conference; programs not yet received from the printer so Amanda will have the 3 pages schedule copied until programs arrive from printer; 153 attendees scheduled (second largest turnout to date) including 36 vendors.
C. 2008 - Dan Songer and Tom Horan (2008 conference chairs) met with Bill Ellick, Bill Donahue, Bill Trexler and Mark Burns recently and discussed professional development and guest programs; programs at Beaver Stadium; Amanda will send all of the logistics information and conference documents to Dan and Tom. Discussion about keynote speakers - many are quite costly and don't necessarily increase attendance however if a speaker were available for low or no cost, it would be a good option for the Wednesday lunch. Also discussion of costs (need to balance conference fee with costs of running it. and give-aways - increase cost and include a quality give-away (briefcase, notebook, etc.). Also need to increase guest fee to cover the costs of food and trips. D. 2009 & 2010 - possibly Buffalo, Cape Cod or Newport, RI. Also have been invited back to Providence, Lake Placid and Saratoga Springs however would like to try new places since this seems to appeal to the membership. Amanda will send conference specifications to Dan and Tom to get bids from possible conference sites.

Adjourned for the day at 5:50 p.m. Reconvened at 9:07 a.m. on 6/9/07

VII. Executive Officer Reports
A. President - no report
B. Vice President - Gary Bean - no report
C. Treasurer - Bill Trexler - end of 2006, treasury had a balance of $63,762.24. Some of the reasons given for this drop in the treasury: publications and mailing costs have increased with increased quality to the Clipboard; advertising income has gone down; cost of website updates, improvements in conferences to provide more to the membership. Steps being taken to minimize/mitigate losses: dues increase, conference fees review, need to identify someone for advertising sales and more aggressively sell advertising space. Payments for the conference and membership via PayPal, while a good interim step, may not be appropriate for our needs long term. Amanda suggested that we re-consider accepting credit cards through our bank to facilitate payment of all association fees.
D. Secretary - Amanda Warman - expressed her thanks to the Board for their assistance during her service.

VIII. Committee Reports
A. Advisory Committee - Gary Bean - no report
B. Audit Committee - Tom Horan - will meet prior to business meeting on 6/12 to review association books.
C. Awards Committee - Rosie Naughton - 11 nominations received; 9 awards being given and 2 letters of commendation - Cathy Farrington, Tom Horan and Ralph Avery served on the committee and reviewed the nominations; Rosie confirming rooming arrangements and meals for recipients. Rosie will write up press releases for awards to go in The Clipboard and to be sent to each department.
D. Constitution/By-laws - Dan Songer - discussion of whether or not an attendee needs to be present at the conference in order to be elected. After some discussion it was determined that they do not have to be as it is not stipulated in the by-laws and may limit our ability to have a full slate of candidates should someone not be able to make a conference for some reason.
E. Life Member - Amanda Warman for Mike Byrne - Bob Sena applied as a Life Member and meets all criteria. Dan Songer made a motion to accept Bob Sena as a life member, second by Amanda Warman, motion carried. Will have 2 other LM applications coming via e-mail through Gary Bean. Will need a new LM rep. for the board - does not need to be a LM.
F. Membership - 414 members (215 institutional, 93 associate, 61 sustaining, 38 life members, 6 affiliate, 1 honorary). We are down 16 members from 2 years ago - most are institutional reps that did not renew when previous directors retired or left. Gary will work on getting in contact with these folks. Gary sends out personalized letters; Amanda suggested also adding the positioning statement when sending out recruiting letters. Make sure information on status changes get communicated to Board.
G. Nominating - Dan Songer - Mike McCarthy submitted letter for VP; Neil supplied letter for Secretary; 3 directors-at-large position - 3 year, 2 year, 1 year positions; LM position - 1 year: Jim Bonner, Allan Stormann, Clay McQueen and Cindy Burger submitted letters for the directors' positions; Timon Linn submitted a letter for the Life Member position. Discussion about the best way to run the election since there are 3 positions for various terms. Dan and Gary will talk with all the candidates about how positions will be filled. Separate election for LM.

Break at 10:25 a.m.

H. Professional Development - Philadelphia PD - lost money because of timing (Veterans Day) and advertising; PD in Keene, NH made $375; looking for ideas for locations for PD for next year; need to find people on board to coordinate and will need PD chair; Tom and Neil volunteered to work on it. Connecticut or Massachusetts would be good. Scheduling for November 2nd or 5th; ideas for programs - QUAD - quick action deployment training, run by NASTA (North American Swat Team Association); media relations - working with local PD, media officers, HIPPA/FERPA issues - do as a panel discussion; run an officers' track as well. Send ideas to Tom Horan.

I. Publications - Mike McCarthy
1. Clipboard - articles have been good; assigning articles has worked out well; need additional advertisers; need an advertising sales form; Amanda suggested offering a couple of free advertisements to vendors at conference.
2. Directory - issues with it being delayed were that it wasn't proofread in time and issues with labels and mailing; Gary will print out the information to put at registration for corrections; new PayPal system does not allow us to update information on line when payment is made.
3. Website - keep sending updates to Amanda - she will maintain this for the next year; need to change new member application form on the site.

J. Self-Reliance - Tom Horan - 8 applications received, one rejected because sponsoring person was not a member of the association. Committee was Dave Meyers, Neil McLaughlin and Tom Horan. Needs to be tie-in between committee chair and membership chair to ensure sponsoring person is a member. The number of scholarships needs to be reviewed as does the form so it is clearer. Tom will work on the form and the formula.

IX. Old Business
A. Amanda Warman - Credit card payments - need to review this practice and look at transitioning to accepting credit cards via our bank.
B. Amanda Warman - transition issues of board - committee chairmanship, etc.

X. New Business
A. From Chris Daley via Gary Bean - Financial planning for conferences and professional development - need to be more conscious of fees vs. costs
B. Vendor representative - do we want to create a position for representative to the vendors on the board?

Adjourn at 12:03 for lunch. Reconvened at 1:15 p.m.

Continued discussion about vendor representative. Should a board member be assigned to that role? Gary suggested that conference chair should fill that role. Role will be assigned to a board member and become part of Clipboard under Publications. Members should be looking at recruiting vendors and referring them to the conference chair.

XI. Good of the Order
A. Cards for Al Reynolds, Mike Byrne and Jean Barron.
B. Amanda and Rosie thanked the Board for their experience and support during their tenure on the Board. Gary echoed his support.

Motion to adjourn by AmandaWarman. Second by Rosie Naughton. Adjourned at 1:42 p.m.