Winter Board Meeting January 16 and 17th, 2004 Springfield Marriott, Springfield, MA

I. The meeting was called to order at 8:55 a.m.

II. Pledge of allegiance

III. Moment of silence

IV. Roll Call -President Lee Struble, Vice President Chris Daley, Treasurer Gary Bean, Members at Large-Mike McCarthy, Dan Songer, Vince DeCerchio, Rosie Naughton, Dennis Conway, Life Member Mike Byrne, Secretary Amanda Warman. Motion to accept minutes of the June Board Meeting made by Dan Songer, second by Chris Daley. Motion carried.

V. Committee Reports

A. Advisory - Chris Daley has been in contact with Lee regularly. Feels the association is going in the right direction but that we need to work on submitting articles to the Clipboard.

B. Audit - Dan Songer - Report tabled until the afternoon session.

C. Awards - Chris Daley - Nomination and award information will go out in the next Clipboard and will be sent out via the list serve. Chris encouraged Board members to look for people and programs that might be worthy of nomination.

D. Conference - Amanda Warman and Mike Byrne - Amanda reviewed the educational programs and presenters and passed around samples of "give aways" for delegates. Mike advised that the Clery's will be present. Vince DeCerchio made a motion that we present an honorary membership to the Clery's and Security On Campus, second by Rosie Naughton. Discussion followed. The motion was withdrawn and resubmitted by Vince that we present an honorary membership to Howard and Connie Clery. Second by Amanda, motion carried. The board discussed the time and distraction caused while doing the drawings during the vendor breaks however this is one of the draws to get delegates in to the vendor area. Amanda suggested we also do "give away" draws at the sessions to promote attendance. Nikki Cooter from Syracuse University Public Safety volunteered to staff a reception desk at the hotel on Sunday, Monday and Tuesday to assist delegates and guests and also volunteered to take notes at the Cracker Barrel. Vittoria Didio from Syracuse University Public Safety is handling delegate registration and will forward checks to Gary. Mike reviewed his "to do" list items with the group.

Motion to recess at 10:12 a.m. by Mike Byrne, second by Chris Daley, motion carried. Reconvened at 10:30 a.m.

Conference discussion continued - Review of social programs. To enhance use of website, will either have a laptop at the registration table or a PC at the Business Services Area (near the registration area) with NECUSA website up for delegates and guests to view and become more familiar with. Mike reviewed the speakers and special guests for the opening ceremonies and banquet. Confirmations will be sent out to delegates and vendors once they have registered along with information, conference tips and announcement of a "bring one, take one" tee-shirt exchange. A DJ from Syracuse area has been booked. Conference 2005 - Springfield, MA - Amanda has been in contact with the Springfield-area directors to get local support for programming and transportation. Social/recreational offerings include Six Flags, the Basketball Hall of Fame, Yankee Candle, Dr. Seuss display and other museums and shops. Possible sites for the future include Baltimore and Vermont. Amanda is updating the conference book.

E. Constitution and Bylaws - Dan Songer - Quite a few changes were made last year and by-laws are in good shape. Dan will continue to review them to see if some need additional clarification.

F. Life Members - Mike Byrne - Birthday cards were sent around for signatures. An updated Life Member directory was also sent around. Mike will send out a letter of introduction as the new Life Member representative. Mike Byrne will have the original photos of Life Members scanned in to improve the quality for reproduction. Lee addressed the change in the Life Member representative in the most recent Clipboard.

G. Membership - Vince DeCerchio - Vince has been traveling around Pennsylvania talking about NECUSA. He will to send letters and invites to non-members in the region. He is also asking members for testimonials about their NECUSA experience to use in a new membership brochure. Motion to recess at 12:05 p.m. by Amanda Warman, second by Dan Songer, motion carried. Reconvened at 1:00 p.m. H.

Nominating - Dan Songer - Positions up for election this year are for Member at Large (position currently filled by Rosie Naughton completing Chris Daley's term); Treasurer; and Life Member Representative (position currently filled by Mike Byrne completing George Barron's term). Both Rosie and Gary have expressed their intentions to run again.

I. Professional Development - Chris Daley and Amanda Warman - The November Professional Development program in Bucks County had an excellent turnout with 83 attendees representing 32 institutions. The Winter Professional Development program in Springfield, MA had 38 attendees and received good to excellent program evaluations. Chris is planning another program next fall in his area.

J. Publications - Mike McCarthy - Mike need articles for the Clipboard. There were many positive comments about the holiday issue. Mike stated we are now using better stock for the publication. There was a suggestion that we add a board member profile, submit articles of interest from local or school papers (with appropriate permissions) and/or use our strategic planning items as a basis for articles. Deadline for submission for the next Clipboard is February 15th for the March issue. We are also looking for vendors to advertise both in the Clipboard and on advertising pages in the conference program. Rates will be $50 for a ½ page ad or $100 for a full-page ad. Any "Good of the Order" info should be sent to Vince. There was discussion about possibly putting additional info in the directory. The cover of the directory will be changed to reflect the academic year period (2-year period) we use. No major changes to web other than updates. Lee would like to make model policies available and we'll begin to make the Clipboard available on the website.

K. Self-reliance awards - Gary Bean - Gary is requesting submissions for awards. Officer Reports

L. Secretary - no report.

M. Treasurer - The expected loss was for 50th celebration was slightly more than what was anticipated. Clipboard expenditures increased due to improved paper quality and adding another issue annually. The full Treasurer's Report will be printed in the Clipboard. Dan Songer will audit the report during the recess.

Motion to recess by Amanda Warman, second by Chris Daley, motion carried. Recess at 2:05 p.m. Reconvened at 2:30 p.m.

Audit report - The books of the Association are in good order and all expenditures accounted for.

Old Business
Surveys - Lee only received 8 survey responses from those sent out in the Clipboard. He asked that board members call 3 colleges each and walk them through the survey on the phone. The goal is to have this completed by March 1st.

N. Vince asked about the possibility of co-hosting a NECUSA-IACLEA professional development program. This was done years ago. Recent attempts to organize another one by the professional development committee have not been successful.

O. Lee spoke with Tom Nelson from Campus Safety Journal. They have scheduled their Fall conference in Philadelphia for November 16 and 17th. Lee suggested we "piggy back" on the program with a program on the 18th. Could possibly offer a reduced rate for attending the programs together.

New Business
Chris Daley - During the brainstorming session we had 2 years ago, there was discussion about presenting 3 professional development programs a year. He feels that this may not be realistic taking in to account the current economic outlook, particularly in some of our member states where travel has been eliminated. He feels we should shoot for 2 and the conference. He would also like to tap more members and Board members for presentations. Discussion about what fees are covered for presenters concluded with the following agreement: the program registration fee will be waived for the program and the Association will pay one night's hotel accommodation. Chris also stated he will work on producing a booklet to assist people interested in presenting or hosting a professional development program.

P. There was also discussion about general presenter guidelines for conferences. The conference host and/or chair should be encouraged to recruit presenters from local area to contain costs. There is no remuneration for conference presenters however the Association will pick up the cost of one night's lodging for non-members presenting.

Q. Discussion about conference host guidelines. One member of the conference host team will be offered a hospitality suite however it is the responsibility to have the suite stocked and open during scheduled times. If the host chooses not to be responsible for the hospitality suite, a regular hotel room will be provided and either the conference chair or another board member will be responsible for the hospitality suite. The conference host will also receive complimentary conference registration for 2 host institution members and guests.

R. Life member benefits for serving on the Board - The Association will provide food and hotel for the Board meetings. Mike McCarthy made a motion that the Association pay for the following for the Life Member representative to the Board: food and hotel costs for all board meetings; registration fee and hotel costs for the conference, not including transportation costs and costs for guests/spouse attending the conference. This does not apply if the LM is currently a member of an institution that will sponsor these costs. Second by Vince. Seven in favor, 2 opposed, one abstention. Motion carried.

S. Chris Daley suggested we create written guidelines for new board members to assist them. Rosie Naughton volunteered to complete this task.

T. Need list of past award and scholarship winners. Lee, Mike and Gary will work on this.

U. Lee suggested a new tee-shirt design idea based on the "Cheers" TV program motto - "NECUSA, where everybody knows your name"

V. One member requested a membership card from Gary. Currently, the membership certificate serves as proof of membership to the Association. The Board members felt that a membership card would not be valuable expenditure of time or money.

Good of the Order - If anyone hears of changes, developments, retirements, etc. please notify Vince so they can be put in the Clipboard. Lee asked that Board members review the brainstorming notes so we continue to make progress.

Adjournment - Dennis Conway made a motion to adjourn, second by Rosie Naughton. Meeting adjourned at 4:08 p.m.