NECUSA BOARD OF DIRECTORS MEETING
Friday, January 18 And Saturday, January 19, 2002
Holiday Inn, Newburgh, NY

I. Call to order - Meeting called to order at 2:08 p.m.

II. Moment of silence

III. Roll call - Pres. Bill O'Connell, Immediate Past President Paul Darlington, Executive VP Ken Lupole, VP Lee Struble, Treasurer Gary Bean, Life Member representative George Barron, Members-at-Large Ralph Avery, Dan Songer, Chris Daley, Secretary Amanda Warman

IV. Minutes from the June Boarding were reviewed. George Barron made a motion to accept the minutes of the June Board Meeting. Second by Ralph Avery. Motion carried. Minutes from the special meeting held in November were reviewed. George Barron made a motion to accept the minutes. Second by Ralph Avery. Motion carried.

V. Executive Committee Reports
President - No report
Executive VP - Ken Lupole - Ken visited several area director meetings to encourage membership in NECUSA; he also visited the Delaware Valley Directors meeting and handed out applications to new DelVal members; Ken recently attended the Campus Safety Conference and Expo in Philadelphia and spoke with the organizer, Tom Nelson, who is the editor and publisher of the Campus Safety Journal. Nelson is interested in collaborating with NECUSA, perhaps in 2003. Ken will follow-up with him.
VP - No report
Immediate Past President - No report
Treasurer- see attached. George Barron made a motion to accept the Treasurer's Report. Second by Dan Songer. Motion carried.
Secretary - No report

VI. Committee Reports
Advisory Committee - No report
Audit Committee - Chris Daley and Dan Songer will review the Treasurer's books later today and report on 1/19/02.
Awards Committee - Ralph Avery - Ralph distributed information about the available awards. This will also be published in The Clipboard and put on the website. Ralph asked that Board members to distribute the information at their association meetings. Serving as part of the awards selection group will be Chris Daley, Kim Squillace of Vassar College and Sandy Haas of University of New England. There was some discussion about the awards and when they were established. The Larry Joy Award was established in 1988; the Robert Bunker Award was established in 1990 and the Lucky Talbot Award was named in 1991, although it existed under another name prior to that time. Conference Committee - Lee Struble - Lee has been working with Dennis Conway on the conference and all presenters, programs and trips are confirmed. The first mailing was sent out last week and Lee reports that we have 11 paid registrations - the most we've had this early in recent history. Dennis Conway also gave Lee a copy of a survey he would like to distribute to the membership. The Board reviewed the survey.
i. 2003 conference - 50th anniversary - looking at Mystic or New London, CT - currently looking at finding a hotel.
ii. 2004 conference - tentatively Springfield, MA - will try to recruit conference hosts from the area.
iii. 2005 conference - possibly the Erie, PA area.
Constitution and By-Laws - Gary Bean - tabled for discussion with planning session items. Change to structure will be made in a motion.
Membership - Lee Struble - Lee sent out Clipboard copies to non-members and we have successfully recruited several new members from the mailing. Lee suggested sending an invoice to non-members with an invitation to join to make it easier than having to seek out an application. We will continue to print additional copies of The Clipboard to use as a recruiting tool.
Nominating - Dan Songer - Has received 2 nominations: 2 directors at large and one Life Member rep. Mike McCarthy from St. John Fisher College and Vin DeCerchio from Bucknell are both interested in running for the Board; George Barron has submitted a letter of interest to continue as the Life Member representative; additional discussion of positions is tabled until discussion of planning session items.
Professional Development - Amanda Warman - November program was very successful and well received. Evaluations were overwhelmingly positive, especially about the speakers at lunch and dinner. One of the presenters had an issue with the "nominal" honoraria. Proceeds from the program will be about $1200-1500 once all bills have been paid.
Publications - Ken Lupole - Costs for The Clipboard were $4.63/issue for the last issue. Board members received many positive comments and everyone felt the quality of the last issue was excellent. George Barron stated that he has received favorable comments about the photos being put on the web site. The digital camera purchase will take place before the June conference.
Self-Reliance Award - Gary Bean - One application has been requested to date. The application has been posted on the website in Adobe and Word formats. Information about the award will appear in the next issue of The Clipboard.
Life Membership - George Barron - The new life members have been sent certificates, directories and pins. George distributed updates for the Life Member directory to the Board members. George reiterated his interest in the Life Member rep. position. The meeting recessed from 3:30 to 3:40 p.m.

VII. Old Business
- George Barron passed out a brief recap of the Board changes from 1953 to 1983 along with a list of Past Presidents and past conference sites.
- Ralph Avery stated he has not had an opportunity to get more information about a scholarship fund for children of police and firefighters from the 9/11 attacks. Ken Lupole suggested we look at donating toward a piece of equipment so funds would not be thrown into a large pool over which we have no control. Amanda Warman suggested we contact a NECUSA member with contacts in NYC and see what is needed. Lee Struble asked if this was something we wanted to do with membership money. It was determined that we would conduct some fact-finding and then make a recommendation to the membership for a vote.
- Gary Bean has transferred a portion of our funds into an account bearing higher interest.
- Amanda Warman will send out letters to the attendees from the fall PD inviting them to the Saratoga Springs Conference.
- Gary Bean has applied for an Association credit card to facilitate conducting business. The company requested a corporate resolution bearing the seal of the corporation. George Barron made a motion that we complete the paperwork to obtain a NECUSA credit card to conduct Association business. Second by Amanda Warman. Motion carried. Gary and Amanda will complete the paperwork for this transaction.
- Ken Lupole requested we continue discussion about advertising in The Clipboard which left off at the June Board Meeting. The advertising does not interfere with our ability to operate as a non-profit. Lee Struble will research current rates with Sunship, the printer that produces The Clipboard.
- Gary Bean passed around an article about NECUSA, which Kolram put in their most recent promotional materials. NECUSA co-hosted an EXPO with Kolram at Foxwoods Casino last year. Kolram donated $300.00 from the proceeds to NECUSA.
- The Board went into executive session from 4:10 to 4:15 p.m.
- George Barron extended his thanks to Chris Daley and Delaware Valley College for providing financial support for the purchase of a video on anthrax for use by the Pennsylvania area directors.
- Amanda Warman reported the NECUSA website has all information that was submitted posted on the website. Additional drop down tabs were added. The following updates will be made soon: a "last updated" date, list of past presidents, list of conference sites, addition of a "History" drop down (to include the previously mentioned items).
- The Board reviewed information, suggestions and resolutions from the Planning Session held in November in Northampton, MA.
Membership (Gary Bean)
1.1 Outreach to new members - Board members sending "welcome" messages to new members. Members and Board members should check-in with new members and/or first time conference attendees.
1.2 Recruit new members - Sending The Clipboard to non-members as a recruiting tool. Has recruited several new members recently. Will continue this along with sending the completed invoice.
1.3 Focus on second in command as institutional representative - Some assistant/associate directors or similar do not have the budgetary approval or support for this. Gary and other Board members have been making calls to encourage this.
1.4 Create new member packets including information about NECUSA history 1.5 State representatives - The Association has done this before and it changes with the "ebb and flow" of the make-up of the Board. There was discussion of possibly having state representatives in addition to Board members who would assist with information flow. Some states have a very small number of institutions and rep position may end up as the Board member or someone already heavily involved in leadership within their state. It was suggested that we recruit members in our area who want to be involved in the Association to assist us with our committee work. There was a suggestion that we institute regional representatives within the Board and Board members can represent regions that don't have a Board member living nearby. The Board also decided to create a pin map to visually display where are members and non-members are to assist in recruiting and representation.
1.6 Recognition of significant life events - The Board will recognize significant life events of members when we are informed.
1.7 Hotline for important information - The website and list serve should be more fully utilized to disseminate this information.
1.8 Partnerships with other organizations and inclusion of secondary and other post-secondary institution - Pending
Governance (Dan Songer)
2.1 Create Board member introduction packets - Packets to include a copy of the by-laws, role of the Board and a nameplate.
2.2 Review roles/responsibilities of Board members - After discussion, it was determined that the position of Executive VP has no significant responsibilities outside of normal Board responsibilities. George Barron made a motion that the position of Executive Vice President be eliminated, with the remaining Vice President's position in direct succession to the President, and the position be filled as a Director-at-Large position. Second by Dan Songer. Motion carried unanimously.
2.3 Size of Board - Recommendation was that the current Board size is appropriate to the needs of the organization.
2.4 Communication within Board - No recommendations.
2.5 Protocol and procedures for conference, etc. - No recommendations.
2.6 Audit/review past meeting minutes - Meeting minutes are sent out electronically and should be reviewed and audited prior to subsequent meeting. Ken Lupole suggested we create a history of all meeting minutes. Gary Bean currently has that information in storage in Hamilton, NY. Gary, Ken and Amanda Warman will attempt to complete an audit and review sometime in the near future to create files by year of all information.

Ken Lupole made a motion to recess until 8:00 a.m. on 1/19/02. Second by Amanda Warman. Motion carried. Meeting in recess at 5:30 p.m.

Meeting called to order at 8:05 a.m. on 1/19/02

Publications (Ken Lupole)
3.1 Increase number of articles/content of The Clipboard- Most recent Clipboard has numerous articles - Ken continues to receive articles; content includes info. on the scholarship, meeting minutes, Board info, supporting members' info., etc.
3.2 Add new member biographies to Clipboard - Ken will work with Sunship to get photos to put in the next Clipboard
3.3 Put in photos of members - see 3.2
3.4 "Special" corners or sections i.e. family or "bragging" board, pet corner, cartoons, technology section - Had first "special interest" article in the last Clipboard. Solicit info from members via Clipboard and the website.
3.5 Add advertising to Clipboard - create cost structure and guidelines
3.6 Vendor spotlight - Ask vendors to write brief highlight of company with one to go in each issue.
3.7 Get NECUSA name out to non-members - perhaps address to the VP level at non-member institutions - Do mailings in geographic area of conferences and invite to conference; also address this to encourage membership for non-members; invite with security director with a letter from the president; Paul suggested we send a complimentary issue of The Clipboard to VPs to encourage their institutions to join; send a complimentary issue to VPs at member institutions as well. Send letter with Clipboard to VPs with conference registration form (Feb/March issue); send to VPs in conference area with invitation.
3.8 Include protocol for notifications (illness, death, job change, birth, etc.) as a regular section in Clipboard - Any news should go to The Clipboard editor or a Board member - Ken will put something in the next Clipboard about changes to the publication.
3.9 Update and republish association history - Tabled.
Conference (Lee Struble)
4.1 Create a 3 to 5 year plan and review dates and days of week on which conference occurs 3 to 5 year plan - Saratoga Springs 2002, Mystic 2003, Springfield 2004, Erie 2005 - will not be in the same area as IACLEA; timing of conference - discuss whether or not we want to change dates/days so we can plan - open it up for discussion at conference presentations in June.
4.2 Invite outside groups to vendor show at conference - have done this and will continue
4.3 Attract outside agencies to conference- private security would be invited to vendor show; invite local PDs
4.4 Networking - will have a suite this year for more networking; have freed schedule up a little bit; Board members spend time with new members
4.5 50th anniversary - invite charter members - 5 colleges which are charter members are no longer involved - reach out to them: Lee, Amanda, Chris, Ralph, Bill and Barb O'Connell and other association member - start working on this project.
4.6 Other - more consistent in recognizing conference hosts, spouses, administrative assistants, etc; gifts have been given before, although they have been different from year to year;
Professional Development (Chris Daley)
5.1 Different locations within our region - move to different areas to increase membership and participation.
5.2 New member welcome - one-hour block for a welcome - give a pin, directory, assign a mentor, introduce members around. Some discussion about mentors. Board decided that each member is responsible to ensure new members are being introduced and getting assistance as needed.
5.3 Specialized programs for supervisors, officers, investigators - may be difficult as part of PD; make it more general; do separate supervisory training in a one day format; present it with PD with a separate track for one day
5.4 Assign a mentor/contact person - formal welcome, etc.
5.5 Three PD programs in three locations - could possible handle 2 at opposite ends of the region; doesn't compete with conference; 2 locations at the same time - split the Board for attendance; stick with one PD program and do training for officers and supervisors in a one-day format; also offer special programs on timely issues within our areas with the NECUSA name; may be getting too broad based - we should concentrate our efforts more on what we already do.
5.6 3 to 5 year plan - pick dates and tentative locations as early as possible to advertise.

Break at 9:40 a.m. Resumed at 9:50 a.m.

Website (Amanda Warman)
6.1 Regular maintenance and update schedule - Update site weekly with new information (day to be determined); Board to periodically review format to determine if changes are necessary
6.2 Marketing of the site - Put information about the site in The Clipboard - corner "splashes", or "did you know…"; send information about the website and list serve to all new members via e-mail; Board members should refer folks to the site for membership applications and information, meeting minutes, conference and professional development info., etc.; encourage member institutions to create links to NECUSA site from their home pages; use list serve as a means of obtaining information
6.3 Post model policies and procedures for members' use; information posted on the list serve regarding specific policies can be posted (with permission of the author) on the site or list serve; encourage membership to post models on the site (under Members Corner)
6.4 "Hotline" for info - Use of the list serve is the most immediate method of communication to the entire membership; Board members may set up separate personal lists to communicate personal information via e-mail.
6.5 Procedure for communicating information to post on the web - Basic information sent out with first list serve communication; basic information is sent out to new members; more exhaustive policy is in process and will be distributed ASAP.
6.6 Post best practices for members' use - see info under Model Policies and Procedures
Awards (Ralph Avery)
7.1 Greater recognition - send copy of letter presented to the recipient to president of the college or university; send press release to local paper of individual and local paper at conference location; send photograph to local PR departments; list of past award winners.
7.2 Review current awards - seem applicable and no other awards needed; but asked that if someone is nominated they are recognized with a letter of commendation; Awards chair has discretion to give letters of commendation; addition of the President's award - nominated by the President of the organization for special recognition - create criteria - sustained years of service - Ralph will draft.
7.3 Standards/protocol for presentations - At the discretion of the chair as long as they are formal presentations with the appropriate recognition; should we add a time period for when the acts occurred for meritorious service; Will add time period of January 1 of previous year to April 30 of current year; George elaborated on the difference between the Larry Joy and Lucky Talbott awards; add awards information to the membership directory.
7.4 Vendor awards - awards are intended for members of campus safety departments for their work.
Vendors (George Barron)
8.1 Increase visibility - present with a certificate; sent a letter at the holidays to vendors - those that were returned, address corrections were made and forwarded to Lee
8.2 Increase number of sustaining members - New vendor info. To be sent to Lee.
8.3 Recognition at conferences and workshops - Introductions at reception. 8.4 Create a purchasing consortium for member discounts - Tabled.
8.5 Issue of selling/giving mailing lists - Tabled.
Services (Bill O'Connell)
9.1 Recognition of our conference professional development presenters ("Friends" of NECUSA or similar) - list of programs and presenters from PD listed in next Clipboard; add photos to Clipboard; special recognition for repeat presenters; press releases to home newspaper and PR dept.
9.2 Resource guide - set up by areas of expertise; educational achievements, programs presented, etc. As supplement to directory - put on web page instead of making copies-add "Resources"; could code the directory with areas of specialization; make the brochure a membership resource guide - where to find info, etc. and an application. - areas of specialization determined by members by self-report - distribute form to members; Lee said they created one of these in the Rochester area and it has never been used - is it time well spent? Discuss at cracker barrel.
9.3 Giveaways - for 50th - give to committee; other NECUSA things - shirts, etc. - nice pens for giveaways to presenters or hosts; records for anniversary years of membership are not good enough to recognize - add a self-report of years of membership to recognize.
9.4 Consulting services - individuals w/in dept have enough resources to provide service.

VIII. Good of the order
· Gary - memberships - 49 new members, 25 replacement members - total of 74.
· Return to old business
o Audit Committee - Chris Daly reports an audit conducted and the financial records of the association are in good order with a balance of $66,679.69 . Board spent additional $3000+ this year (additional mtg. in November, more food costs); Ken Lupole motion to accept the report, second by Amanda Warman. Motion carried.
· Dan Songer - NECUSA plaque needs to be redone - cost $49.95 plus shipping - Board approved purchase of 2 plaques.
· George Barron made a motion to pay all bills associated with the Board meeting. Second by Dan Songer. Motion carried.

IX. Ken Lupole made a motion to adjourn the meeting. Second by Chris Daley. Motion carried. Meeting adjourned at 11:35 a.m.