WINTER BOARD MEETING
                        JANUARY 24 and 25th, 2003
                        PROVIDENCE MARRIOTT
                             PROVIDENCE, RI

I. Call to order - 4:43 p.m.
II. Pledge of allegiance
III. Moment of silence
IV. Roll Call - Ken Lupole, Bill O'Connell, Gary Bean, Lee Struble, Dan Songer, Ken Lupole, Chris Daley, Mike McCarthy, Vince DeCerchio, George Barron, Amanda Warman.
V. Minutes - Dan Songer made a motion to accept the minutes of the November Board meeting as published in The Clipboard. Second by Mike McCarthy, motion carried.
VI. Committee Reports:
   A. Advisory - Bill O'Connell - no report
   B. Audit - Bill O'Connell - Audit to be conducted on 1/25/03 and report submitted at that time.
   C. Awards - Amanda Warman - Two nominations received so far; announcement regarding awards will go out in next Clipboard and again on the list serve.
    Conference 2003 - Lee Struble - Mailings going out in the next week or so with an additional mailing going out in April. Tom Lowe who did the Fall PD drug presentation will present - all presentations and presenters are set.
    Conference 2004 - Syracuse submitted a proposal; Lee negotiating rates - so far $108/night, free parking, complementary suite, complementary room; Mike Byrne will be working on the conference and will be inviting the Clerys to speak.
    Conference 2005 - Proposal from Erie, PA hotel (Avalon); also Springfield, MA; possibly go to a larger city now that the association is more flush with the association subsidizing room costs - possibly Baltimore, Boston or Washington, DC; Burlington,VT, Portsmouth, NH were also mentioned.
   D. Constitution and By-Laws - Dan Songer - Discussion about the difference between honorary and life member - George provided some historical background. It was suggested to add "with less than 10 years" to honorary and non-members who have provided outstanding service to the organization. Dan made a motion to read "any member in good standing with less than 10 years or any non-member who has worked diligently for the success of the organization. This position shall not have voting rights." Second by Mike McCarthy. Discussion. Motion tabled.
   E. Life Members - George received notes/e-mail from several Life Members; a nomination was received and presented for Peter Lalla who retired 11/12/02 from SUNY Cortland. Motion to accept by Dan Songer, second by Amanda Warman, motion carried.
   F. Membership - Lee Struble - There are currently 362 members; Clipboards were sent out to non-member institutions (20-30 complimentary Clipboards are sent out each mailing to recruit new members including vendors); Will do a mailing to larger schools encouraging them to have dept. members join as associates.
    G. Nominating - Dan Songer - Secretary position is up this year - Amanda Warman will run again; the VP position is also open as is a Director's position; Dan Songer has expressed an interest in running again for Director at Large.
    H. Professional Development - Chris Daley - The November program was very successful with 91 attendees (directors and officers); Chris expressed his thanks to Sean Tallarico, Ken Lupole, Mike McCarthy and Lee Struble for their assistance: Members of the Board are trying to make contacts in western PA/Pittsburgh area to present a program in April; Villanova is also a possible venue; Cost will be $75/person or $50/each for 3 or more from the same department for a one-day program; Chris also thanked Amanda for her support during the planning and preparation process; Profit of $4637.80 was made for the Self-Reliance Award.
   I. Publications - Mike McCarthy - Last Clipboard edition was outstanding - lots of positive comments; adding "Good of the Order" section; soliciting articles from general membership to encourage staff to submit articles; looking for feedback on what types of articles the membership would like to see; website update - Amanda outlined the work done on the website this year - much of it major design and research work; Mike recommended we continue upkeep of the website; George felt we spend too much on the site and knows of sites that are kept up for $100/month; the site has had over 45,000 hits from January through November of 2002; Lee suggested we conduct a 15 or 20 minute workshop to educate people on what the web page includes and how to use it; Ken suggested we continue The Clipboard as is as well because of its improved quality.

Meeting recessed at 6:15 p.m. to reconvene at 8:00 a.m. Meeting called to order at 8:15 a.m. on January 25th.

   Publications (cont.) - Lee reviewed the NECUSA history book project - it will be given out at the conference and additional copies will be made available to members on request.
   A. Self-reliance - Gary Bean - No applications received yet; Chris suggested we put the application in the Clipboard to send out in the next edition.
   B. Budget Task Force - Amanda Warman - Discussion about the long-term plan for the association; we have about $41,000 in a money market to be kept untouched as a contingency fund; discussion about exploring getting a part time executive director or other assistance to manage the more time-consuming tasks of the association (making hotel arrangements, mailings, copying, labels, etc.).
I. Executive Officer Reports
   1. Immediate Past President - Bill O'Connell - working on making a display of photos for the 50th.
   2. President - Ken Lupole thanked everyone at the professional development program for work in sorting through and reviewing historical documents and pictures; Ken asked if we should consider adding an historian to compile all of our records for the year; Bill suggested adding another member at large for a 3 year term for this; the Board discussed the position of historian and determined that we should create a job description for the historian position and create an ex-officio board member; Amanda made a motion that we create an ex-officio board position for an historian's position. Second by Vince DeCerchio. Ken and Amanda will work on a job description to be circulated and voted on by the Board. Motion carried.
   3. Vice President - Lee Struble - no report.
   4. Secretary - Amanda Warman - no report.
   5. Treasurer's Report - Gary Bean - See balance sheet as published in the Clipboard. $68,242.61. There were 87 changes in membership, the updates for which added to costs of website. Amanda made a motion to accept the treasurer's report, second by Bill O'Connell. Motion carried.

Break at 9:21 a.m. Audit committee to meet during the break. Reconvened at 9:40 a.m.

    Audit Committee - Bill O'Connell - Books are in good order and all expenditures properly accounted for. Motion to accept report made by Lee Struble, second by Mike McCarthy. Motion carried.

II. Old Business
   A. Website and historian issues have been discussed and resolved.
   B. Update on brainstorming project - Ken would like to set a goal to accomplish one or two of the items each year.
   C. Gary clarified our tax status.
   D. George talked about promoting vendors and making sure they got certificates of attendance.
   E. Gary asked that we send out a letter of thanks to Tom Dougherty for his assistance with pictures at the conferences and his assistance during the two events held in Bethlehem. The Secretary will draft a letter.
   F. Lee reviewed Ralph Avery's proposal for a new exemplary performance award. The award description should be included in the directory listing and on the website. George would like the constitution and by-laws committee add it to the master document. Possibly add as an addendum or in the directory.
   G. Lee would like to have a picture directory for this year; will also add tabs for sections; advertisements from sustaining members will be solicited for the directory; member information will be updated and department/company URLs will be listed when available; by-laws will be in the back of the book; a page of info about website with an outline of the sections and information on the list serve will be added.

III. New Business -
   A. Gary passed around a flyer from Kolram, which will host another program at Foxwoods on February 21st with proceeds above and beyond costs to be donated to NECUSA.
   B. Campus Safety Journal will host conference in November 2003 - may ask NECUSA president to sit on panel. Will ask to have a booth to promote membership.
   C. George discussed an issue affecting Western PA schools increase in number of people on probation or parole on college campuses as either students or staff members - PA reps said they would inform the campus chiefs if this occurs.
   D. Chris Daley asked that we consider extending the term of the president to at least 2 years so the president can get his/her agenda off the ground. Discussion ensued. This would also include making the VP term 2 years. Lee added he'd like to see the President's position move to an elected position annually. Discussion of the repercussions was lengthy. Tabled for additional research.
   E. Vince DeDerchio - discussion of IACLEA's Executive Development Institute in Florida; he also signed up for WMD training through a grant from DOJ; PA is now requiring this training; Vince asked that the Association consider an accreditation program for this type of training and possibly an academy for non-sworn personnel; he will also request via The Clipboard some feedback on what the association membership would like to see in the future.

Break at 11:20 a.m. Reconvene at 11:27 a.m.

IV. New Business (cont.)
   A. Gary will purchase software support to upgrade the financial software.
   B. Mike McCarthy asked if the Board would support professional development for members of the Board and if there is a process for sending members out to train, for example in software; discussion followed and it was determined that decisions should be made on a case-by-case basis by discussion with the Board.
   C. Lee Struble- Winter board meetings have historically been held at the conference site for 2 years out and we have gotten away from that now that conferences are more organized; will move to having the winter board meeting at the conference site in the same year as the conference. Also discussion of doing a more informal meal on one night of the board meeting to reduce costs.
V. Good of the order
VI. Reminder to reimburse Gary/Association for costs of alcoholic beverages in excess of one for dinner out.
A. George reminded board to send info about members who are hospitalized or ill. Cards will be sent to other folks who are either retiring or have health issues.
Amanda Warman made a motion to adjourn, second by Chris Daley. Meeting adjourned at 11:48 a.m