BOARD MEETING
        Friday, June 7 and Saturday, June 8, 2002
                     Sheraton Saratoga Springs
                        Saratoga Springs, NY

I. Call to order - The meeting was called to order at 4:09 p.m.
II. Pledge of allegiance
III. Moment of silence
IV. Roll Call - President Bill O'Connell, Past President Paul Darlington, Vice President Ken Lupole, Director at Large Lee Struble Treasurer Gary Bean, Director at Large Ralph Avery, Director at Large Dan Songer, Director at Large Chris Daley, Life Member Representative George Barron, Secretary Amanda Warman.
V. Minutes of previous meeting - George Barron made a motion to accept the minutes from the January Board Meeting. Second by Dan Songer. Motion carried.
VI. Executive Officer Reports
   President - Bill O'Connell - No report
   Vice President - Ken Lupole - Since the Winter Board Meeting and discussion of ideas for The Clipboard we have had 2 issues. We will have an additional Clipboard this summer (July) and another in the fall. We have one paid ad now with a commitment from another vendor for an ad. The look is more professional and offsets the additional costs incurred. Ken has been working with Chris Daley on professional development. He has visited the Delaware Valley group and is trying to build a relationship with those folks who are not members.
   Immediate Past President - Paul Darlington - deferred until 6/8
   Treasurer - Gary Bean - Membership continues to increase and is currently at 346. Gary is working with Lee on strategies to increase membership and tie it in with conference registrations. Gary reports the 2001 tax returns have been filed. Gary has secured an association credit card, which also lists Secretary Warman and Conference Chair Struble. The remainder of the Treasurer's report deferred until 6/8.
   Secretary - Amanda Warman - The updated by-laws were sent out to the Board and have been posted on the website.
VII. Committee Reports
   Advisory Committee - Paul Darlington - No report.
   Audit Committee - Chris Daley -Deferred until 6/8 after books are reviewed.
   Awards Committee - Ralph Avery - Nine nominations were received from five different institutions for the Robert Bunker Award. Chris Daley, Kim Squillace and Bill O'Connell assisted in selecting the recipients. Seven met the criteria for the award and the other two will receive commendations. Ralph and the group discussed adding additional awards: NECUSA Award for Exemplary Performance and the NECUSA President's Award. These will be discussed under new business.
   Conference - Lee Struble - Thirty vendors. Registration and vendors in lobby. Volunteers will begin stuffing bags and setting up registration at noon but registration will only be from 3:00 to 5:00 p.m. New member orientation at 5:30 p.m. Lee ran through the rest of the schedule of programs for members and spouses. Raffles will take place on Sunday night, Monday night and Wednesday night. There will be three tables at registration - registration, meal counts, tours and golf. New banner to hang. Skidmore also has banners. Someone from Nazareth will be available for assistance and technical support. Vendors that could not make it made contributions for breaks and golf.

The Board took a break at 5:00 p.m. to assist Dennis Conway in unloading equipment. Reconvened at 5:13 p.m.

Lee discussed the 2003 conference, which will be in Providence, RI at the Marriott at a rate of $129.00. There is no conference host per se so the Board will host. The 50th anniversary group will discuss fee structure and other details. For 2004 we are looking at Springfield, MA and/or Erie, PA. It has been difficult getting conference hosts although many people volunteer but drop out.
   Constitution/By-laws - Gary Bean - While working with the tax preparer, there was a discussion about bonding of Board members. This led to a discussion of the by-law requiring the President's signature on every check, which is impractical to conducting business expeditiously. Gary would like to propose this be changed so that secondary approval would be required only for purchases over $2500.00. George discussed an e-mail sent out recently regarding a member expressing interest in a Board position. This requires that the person be a member for a minimum of two years. George stated he felt that only institutional members should be eligible although this is not currently reflected in the by-laws.
   Membership - Gary Bean - Members of the Board have been actively recruiting vendors and other members. Complimentary Clipboard copies have been helpful in recruiting.
   Nominating - Dan Songer - Three positions are up for election - Two Directors at large and one Life Member - Two for the Director at Large (Mike McCarthy and Vince DeCerchio) and one for Life Member (George Barron). Additional nominations will be accepted from the floor.    Professional Development - Chris Daley - Holiday Inn Bethlehem, PA, Nov. 3, 4 and 5 (Sunday, Monday and Tuesday) - program will be directed more towards line officers for about $150/person with discounts for over 3 registrations. There will be break out sessions for officers and directors.

George Barron made a motion to adjourn until 6/8, seconded by Ken Lupole. Motion carried. Meeting adjourned at 5:50 p.m. Meeting reconvened at 9:03 a.m. on June 8. All Board members present.

   Publications - Ken Lupole - Ken asked that Board members check all personal information for accuracy - minor corrections made. Many positive comments on the article on Mike Schlosser. Ken requests that all articles be submitted on disk. The directory will be delivered to the conference for distribution at registration. Lee suggested moving the by-laws to the back of the book and adding tabs for the sections.
   Self-Reliance - Gary Bean - Three applications this year. Self-reliance committee members will review applications to ensure they meet criteria prior to determining awards. Amanda suggested our past award winners be invited to the 50th anniversary banquet and possibly include one night's lodging.
   Life Members - George Barron - Passed out info on new life members. Also sent around a thank you note from one of the Life Members for the birthday greeting sent out. George reviewed the notice sent out in The Clipboard about applying for life membership. One life member sent a contribution to the association to assist with supporting mailings, etc.
VII. Old Business Dan Songer showed the new plaques for the podiums to replace the old ones. Dan also brought a Zippo catalog to look at for 50th anniversary keepsakes. Amanda updated the group on on-going changes to the website.
VIII. New Business · Ralph Avery passed out a draft of new NECUSA awards: NECUSA Award for Exemplary Performance NECUSA President's Award Motion made to institute the awards by Amanda Warman, second by Gary Bean. Motion carried.
· Ralph also discussed a nomination he made for a special award and asked that he be permitted to present the award at the closing banquet. All were in agreement.
· Amanda made a motion that the same institution at the same time can occupy no 2 Board seats. Second by Paul Darlington. Motion carried.
· George showed the Board information on Hate Crimes on Campus the Problems and Efforts to Prevent It. Available through the Department of Justice.
· George showed a publication sent out by a vendor using the Clery Act and also has a schedule of where they will appear as vendors.

Break at 10:05 a.m. Reconvened at 10:40 a.m.

   Audit committee - Chris Daley. (deferred from Committee Reports on 6/7) - Chris and Ralph reviewed the books. Jan 01 to Dec 01 - net gain $5576.31. There was discussion about depositing additional funds into the CDs. Lee Struble made a motion to transfer $10,000.00 to the money market account, second by Chris Daley. Nine in favor, one opposed. Motion carried. George made a motion to accept the audit committee's report, second by Ken Lupole, motion carried.
   Treasurer's report - Gary Bean (deferred from Officers' Reports on 6/7) - Complete report will appear separately in The Clipboard. Ken Lupole made a motion to accept the report, second by Lee Struble, motion carried.
   VIII. New Business (continued) · Gary introduced the idea to have the 3 people with spending authority be bonded at a cost of $400.00-450.00 to ensure the organization's funds are covered. Motion by Gary Bean to change the current check writing permissions from Paul Darlington, Amanda Warman and Gary Bean to Ken Lupole, Amanda Warman and Gary Bean (by title these signatories must change annually). Second by George Barron, motion carried. George Barron made a motion that 4 members be bonded: secretary, treasurer, president and conference chair. Second by Lee Struble. Motion carried. Gary Bean asked that we hire an auditor to perform a baseline audit. There was discussion about timing, etc. Gary Bean made a motion that the organization's books be audited according to the following criteria: at least every four years; when there is a change in treasurers or for cause as determined by the Board. Motion seconded by Ralph Avery. Motion carried.
· Gary Bean made a motion that "and authorized by the Board of Directors and all payments over $2500.00 be co-signed by the President" be added to page 14, Article 5, #6. Second by George Barron. Motion carried.
· Ken Lupole asked that we reconsider instituting the association historian position. There was discussion about how to accumulate and sort and store all the information. It was determined that the Board would come to the PD program a day early to sort through the information and the indexing and storage issue would be addressed at the January Board meeting. Lee also asked for pictures of all the past presidents and award winners for the 50th.
· George Barron asked that we try to get a picture of all of the delegates at the conference.
· Gary Bean stated he is down to the last 75 brochures and would like to migrate them to Sonship Printers after review by Board members.
IX. Good of the Order Bill O'Connell shared his thanks with the Board for all of their hard work. Motion to adjourn by George, second by Chris. Adjourned at 11:59 a.m.