NECUSA WINTER BOARD MEETING

3-20 and 21-2009

University of Scranton

Scranton, PA

Call to Order by Gary Bean at 2:30 pm, 3-20-09.

The Pledge of Allegiance was led by Gary Bean.

Moment of Silence was called for by President Bean to remember our past members and the brave men and women who have lost their lives in our current wars.

Roll Call was conducted by Secretary Neil McLaughlin.

The following Board members were in attendance: Gary Bean, Mike McCarthy, Neil McLaughlin, Dan Songer, Tom Horan, Cindy Burger, Jim Bonner and Timon Linn. Alan Stormann and William Trexler were excused. Dave Meyer from Wesleyan University, CT., the 56th Annual Conference Co-Host, was in attendance as a guest to discuss the June Conference.

Minutes of previous meeting - A motion was made that we dispense of the reading of the minutes at this time by Dan Songer. 2nd by Jim Bonner. Motion passed.

Conference Committee Report:

Neil McLaughlin and Dave Meyer reviewed the plans and arrangements that have been made in reference to the upcoming 56th Annual Conference that is scheduled for June 14th through the 17th, 2009.

The committee reviewed the program content and reported that all speakers were confirmed at this time and that we were waiting for bio's and program outlines from them to put together the handout materials. We hope to have all the information printed up and bound for distribution at Registration. Dave Meyer was able to assist the organization with an early mailing of registration packets to the membership and some interested vendors and at this time we have 18 persons registered and 7 vendors. The committee has taken in approximately $8,000 in fees at this point.

The interaction with the Mystic Marriott is working well and their facilities look like they will be an excellent location for the conference. There is still follow up needed for reserving the friends and family activities, but that will be address over the next two months. The food suggestions have been identified and the entertainment segments are being locked in. The DJ will be available at a great rate for both the Nautical Days and Pirate Nights Clam Boil, (after dinner dancing) and the Neil "diamond" Karaoke night on Tuesday evening. We are following up on bringing in a chorale group from the Coast Guard Academy to set our nautical theme with some "sea shanties" before and during the New England Clam Boil. Dave will provide seafaring attire for those who don't have any.

The conference planning and implementation are proceeding ahead of schedule and the results look very promising. The Conference Committee's approach has been to make this the "Best Conference yet?.

Discussion ensued in reference to having a carry bag inscribed with a logo from one of our vendors on one side and the NECUSA logo for the 56th Annual Conference on the other side. Timon Linn made a motion that we arrange for that to happen, 2nd by Jim Bonner and passed unanimously by the Board.

Gary Bean has sent a formal request to the President of Western CT State University requesting the presence of their Police Department Honor Guard for our opening ceremonies. We are also awaiting word from "Welcome to Connecticut" officials for the Opening.

There was discussion about costs for the conference and Neil reports that if we can encourage participation and vendor support, we will cover costs and make a small profit. Participation must be supported by all Board Members and Neil and Dave have asked that everyone call someone and ask that they call someone and encourage them to attend this year.We are also asking that the Conference be advertised at local organization meetings and it was mentioned that Dave and I have made presentations to the CTACLEA group and coordinated information going to the MACLEA members.

The Survey that Tom Horan put out is indicating that we should have a minimum of 60 participants (41 members and 20 guests) along with a half dozen members who are awaiting budget information from their Institutions. We also have two attendees who have already registered from the University of Monterrey in Mexico and we have received inquiries from the FBI who would like to send members of their JTTF units from the northeast. The estimate of room nights at this point is 132 of the 220 specified by the contract. We are responsible for 90% of that number or 198 room nights.

Neil and Dave asked that Gary confirm from Bill Trexler that:

The DJ bill for the conference has been paid;
The tax exempt paperwork submitted to Bill be filled out and returned to the hotel (if appropriate). Gary mentioned that we are exempt from federal income tax but he believed we have an obligation to pay state and local taxes. He will review the paperwork with Bill; and
Bill has sent out the requested invoices for our two attendees from Mexico.

Discussion continued on the 2010 Conference which should take place from June 13 through the 16th of 2010. The four conference sites in order of priority from the business meeting last year are: Annapolis, Saratoga Springs, Lake Placid and Gettysburg. Timon will confirm room rates for Annapolis and get back to the Board.

Break from 4:10 to 4:25 pm.

Awards Committee:

Cindy and Jim reported that 2 applications have been received for the Bunker Award.

Self Reliance Committee:

No applications received yet.

Note: The winners of the NECUSA Awards will be entitled to attend the banquet and one night's stay at the hotel provided by the organization.

Constitution and By Laws Committee:

Dan and Jim had no report. Neil asked for clarification of the stipends that were supposed to be provided to certain board positions. Dan clarified that the By-Laws, amended in 2006, indicate that the stipends for the Treasurer and Clipboard Editor are $500/year and the stipend for the Secretary is $250/year.

Nominating Committee:

Dan reported that there are several positions up for election at this year's Business Meeting: Vice President, Secretary (2-year terms) and 2 Director at Large positions: Dan and Jim's (3-year terms).

In 2010 the Treasurer's position and 2 Director at Large (Cindy and Timon's) are up for election.

In 2011, 2 more Director at Large positions (Alan and Tom's) along with the Vice President and Secretary's positions will be open. Dan reported that the Vice President and Secretary's positions are for 2-year terms and the Director at Large are 3 year terms. Gary suggested that we table further nominating discussion until tomorrow's session.

Publications Committee:

Tom had no formal report, but states that he is getting up to speed with the task of putting together and editing the Clipboard. Mike reports that Jody Benedict, St John Fisher College, has taken over the responsibilities of Webmaster for the NECUSA website. Gary reports that he is sending her updated information on the membership so that those changes can be reflected in the online directory. It was recommended that web information continue to be channeled through Mike and Tom for editing and consistency. Gary will provide the web access information to Neil to maintain on file in the Secretary's records. The decision to keep the directory in electronic format was revisited and it was agreed that this is a cost effective way to maintain it rather than printing and distributing it. The importance to keep it updated was stressed and there was further discussion on who and how the website and other technology information must be kept relevant and updated. It was agreed that these functions come under the Publications Committee.

Life Members Committee:

Timon reported that he had an application from Malcolm "Bud" Harris, retired form SUNY Institute of Technology, NY for Life Membership. Bud had been a member in good standing in NECUSA from 1981 to 2006, when he retired from campus law enforcement. Mike moved that Bud be granted Life Membership, 2nd by Gary. Motion passed by unanimous vote of the Board.

Neil passed out the Secretary's report which also reflected on line voting for Life Members that include: Dennis Mohr, Roberts Wesleyan College NY in November 2007; Rob Sena, NY, in January of 2008; and Bill Ellick, PA, in May 2008. Former President, Chris Daley will be contacted by Gary in reference to his Life Membership that occurred when he stepped down from the presidency. Chris will be encouraged to maintain his involvement in the organization.

Neil's report also reflected the purchase of the replacement laptops for the Treasurer and Secretary. Both crashed after the annual conference last year at Penn State and have been replaced. The vote to accept Jody Benedict as our webmaster was also mentioned in that report.

The meeting was recessed at 5:30 pm for dinner and will be reconvened at 9:00 am tomorrow. The Board thanked Dave Meyer for all the hard work he has put in to organize the 56th Annual Conference with Neil and for his participation in today's meeting.

Meeting resumed at 9:05 am on Saturday, 3-21-09. Present were Gary Bean, Mike McCarthy, Neil McLaughlin, Dan Songer, Tom Horan, Cindy Burger, Jim Bonner, and Timon Linn. Excused were Alan Stormann and Bill Trexler.

President's Report:

Gary announced that he had received a written resignation from William Trexler as Treasurer of the Board. He read the email from Bill, dated 3-19-09 that cited increasing commitments from his security business that precluded him from devoting the time needed to function as the Treasurer. Bill promised to assist a new Treasurer in the transition phase and thanked the Board for its assistance while he was Treasurer. Email provided to the Secretary for the file. After discussion, Timon moved that the Board accept Bill's resignation. 2nd by Dan. Motion passed unanimously by the Board.

Gary announced that Bill did not submit a Treasurer's Report but did provide him with the following account balances as of this date:

Money Market Account - $12,165;

Checking Account - $1,865;

Reynold's Account – none submitted with Bill's information.

Gary stated that Bill also indicated that there is a $7,200 outstanding credit card balance. Gary also passed out the Profit and Loss (Previous Year Comparison) report that indicates that we received $56,294. 50 and spent $58,310.40. After other adjustments to income, we operated at a (-$1,710.11) loss for 2008. The figures for 2007 were: Income - $71,781.25; Expense - $81,571.06 and a loss of (-$9,789.81).

Gary will send a letter to Bill notifying him that Tom Horan will pick up all of the Treasurer's information, equipment and all files, bank statements, invoices, and other records, etc., no later than 4-1-09. Data and equipment will then be hand delivered to the new Treasurer. The documentation of the Pay Pal instructions will also be completed by Trexler and provided so that we can continue to accept dues payments on line through the website.

Gary announced that Jim Bonner is willing to step into the Treasurer's position in the interim until a Treasurer can be elected by the membership at the Annual Conference. The official address of NECUSA must be changed and Jim will coordinate with his institution to insure that his address can be used. He will feed back the answer to the board by Monday, 3-23-09.

Gary also mentioned that a Corporate Resolution signed and sealed with the NECUSA seal must be filed and that he will send the appropriate documents to Neil to affix the seal when they are ready.

Gary is finalizing the dues invoices that will be sent out soon.

Audit Committee:

It was reported that the Audit Committee has been unable to complete its task due to lack of usable information from the Treasurer. Neil will replace Jim Bonner as the Chair of the Audit Committee so that the auditing of the books can be completed prior to the Annual Meeting. Jim will move forward with the needed reports for the committee and continue the day to day financial activities to support the Conference and the business of NECUSA.

The Audit Committee has asked for an independent review of the records to complete the auditing process. Board members were asked to research their institutions and submit the names and costs of those who could complete this task.

Vice President Report:

Mike reports none at this time.

Membership Committee:

As mentioned earlier, Gary is finalizing the membership dues invoices to be sent out soon. He has completed all of the database updates and the Welcome Packages to new members over the last year have been sent out. The transition of the membership committee responsibilities to Alan Stormann is proceeding and Alan is almost in position to assume control of the database.

Gary reports that we have 445 members:

227 Institutional Members
106 Associate Members
63 Sustaining Members
41 Life Members
7 Affiliate Members and
1 Honorary Member

Gary will send out a copy of the membership database to the Board.

Advisory Committee:

Gary reports none at this time.

Professional Development Committee:

Neil and Tom report none at this time. Discussion followed in reference to future programs and centered on the rich data that was gleaned from the "Think Tank" session that was conducted. Those topics centered on Knowledge, Skills and Abilities needed for Campus Law Enforcement administrators to be successful on the job. Mike will re-distribute the information from that process to all Board members. Tom will develop a proposal from the list for the Board to consider for upcoming programs.

Nominating Committee (continued): Based on the earlier discussions and informal meetings held last evening with individual members, the committee and the Board will nominate:

Jim Bonner to the position of Treasurer from Director at Large and

Neil McLaughlin to the position of Vice President from Secretary.

That will leave the Secretary position and another Director at Large position open at the Annual Conference, if Jim moves into the Treasurer's position. Jim and Neil were asked to obtain letters of support from their Institutions.

The Slate of officers for the Board are:

Mike McCarthy who will automatically move to the Presidency;

Neil McLaughlin to the Vice Presidency;

Jim Bonner to Treasurer to replace Bill Trexler;

Secretary to replace Neil McLaughlin open;

Director at Large to replace Jim Bonner, open;

Director at Large to replace Dan Songer, open;

Director at Large Cindy Burger;

Life Member Director Timon Linn;

Director at Large Tom Horan;

Director at Large Alan Stormann.

Old Business:

Cindy mentioned that many members have had difficulty enrolling in the Topica List Serve and that needs to be corrected. Mike announced that Jody is reviewing and will make recommendations to the Board after her review. Whatever changes are made to the list serve will be accompanied by a User Guide that will be published on the website.

New Business:

Tom initiated a discussion on fiscal responsibilities and challenged all Board members to come up with cost saving ideas for the organization to implement as we go forward.

Good of the Order:

None to report.

Motion to adjourn by Jim Bonner. Second by Timon Linn. Meeting adjourned at 12:10 pm.

Respectfully Submitted,

Neil McLaughlin, Secretary