Minutes

After it had been determined by a roll call that a quorum was present, the meeting was called to order at 8:45 AM.

The Directors present were: B. Crawford, T. Kostka, P. Smith Anderson, F. Prather, and M. Hunt. P. Arebalo was absent with notice.

Also present were the following members of the Presidential Advisory Committee: A. Fuentes, L. Walsh, V. Flatt, L. Shirley and S. Carlisle. M. Flores was absent with notice.

Agenda

F. Prather moved and P. Smith Anderson seconded that the February 2005 Agenda be adopted. The vote in favor was unanimous. The February Agenda is included in the attachments.

Prior Minutes

F. Prather moved and T Kostka seconded that the December 2004 Minutes be adopted as emended. The only emendation other than grammatical corrections was the addition to the Treasurer’s Report that F. Prather had moved and M. Hunt had seconded that as of January 1, 2005 the software program QuickBooks would replace Quicken as the official CCAC accounting software. The vote in favor was unanimous. See attachment the approved December 2004 Board of Director Minutes.

President’s Report

P. Smith Anderson moved and F. Prather seconded that the CCAC 2005 budget be adopted. The vote in favor was unanimous. The current Budget is included in the attachments.

M. Hunt moved and F. Prather seconded that the following Appointment/Contract Position policy be adopted:

For positions which receive either subsidized travel and/or contracted compensation from CCAC funds, the Board wishes to note that the organization follows an equal opportunity practices and does not discriminate against any qualified applicant or officer based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition or physical or mental disability or any other characteristic protected by local, state, or federal law.

To ensure that all positions in the organization are filled in a manner which supports diversity within the organization, all openings will be advertised on the CCAC website and on the appropriate CCAC listserv for a period of at least two weeks before being filled. Included in the notice of the opening will be a job description of the position and information on how to apply. Current job descriptions will be posted on the CCAC website.

Following the close of the application period to any position, the Board of Directors will review the applications and make a decision. All applications will be retained for a period of three years. Elected positions will be filled according to the procedures described in the CCAC Bylaws and Policies.

The vote in favor was unanimous.

P. Smith Anderson moved and M. Hunt seconded that the CCAC Highlights Job Description be adopted. The vote in favor was unanimous. Click here for Highlights Job Description.

Vice President for Program’s Report

T. Kostka moved and M. Hunt seconded that the regular Conference Registration fee be set at $230, that the late fee be set at $290 and the special Tuesday session participation fees be set at $20. The vote in favor was unanimous.

Vice President for Membership’s Report

P. Smith Anderson moved and F. Prather seconded that the CCAC membership fee be set at $40 for the membership year commencing on Nov 1, 2005. The Vote in favor was unanimous.

Treasurer’s Report

The Treasurer submitted the closing financial reports for both the 11/1/03 to 10/31/04 fiscal year and the short 11/1/05-12/31/04 transition year. The reports were accepted by Board. The Treasurer also submitted initial fiscal reports for current fiscal year through January 28. See the attachments for copes of all nine reports.

The Treasurer noted that CCAC had received approval from the IRS recognizing that CCAC was officially a non-profit organization. The California Franchise Tax Board has indicated that for a payment of less than $500 to resolve past issues, CCAC can receive the same recognition form the State of California. At that point, CCAC will move forward as a fully legal entity.

Bonnie Crawford noted that CCAC was exploring insurance for professional liability, directors’ and officers’ liability and general liability. In addition, the organization intends to have those with direct access to CCAC funds to be bonded. These measures will move forward when the legal status of the organization is secure.

F. Prather moved and M. Hunt seconded that Tangee Smith Hill be compensated for expenses incurred in the prior fiscal year. The vote in favor was unanimous.

M. Hunt moved and B. Crawford seconded that a copy the prior monthly bank statement(s) from the CCAC account be presents for the Director’s review at each Board of Directors Meeting and then be included as an attachment to the Minutes. The vote in favor was unanimous.

A draft of new CCAC Budget Guidelines was distributed to those present. Discussion of the Guidelines was tabled until the April Board of Directors Meeting. The draft guidelines are included as an attachment.

Secretary’s Report

Standing in for P. Arebalo, M. Hunt suggested that since the minutes must be preserved by the organization in perpetuity:

It should be the responsibility of the person making a motion to provide a draft text of the motion prior to the meeting if at all possible and then to provide a corrected electronic copy of the motion as acted upon to the Secretary within five working days after the meeting.
It should also be the responsibility of a person bringing a document to a meeting to provide a copy of that document to the Secretary for inclusion in the attachments.
The minutes should focus on motions and other vital information. Should anyone present wish their comments or observations to be included in the minutes to provide the Secretary with an electronic copy of those comments for inclusion in the draft minutes of the meeting.

Past President’s Report

M. Hunt moved and P. Smith Anderson seconded the following motion:

In accordance with the CCAC Lifetime Membership policy, it is my great pleasure to move that Phil Fitch, former CCTC Executive Director and long-time friend and supporter of CCAC, upon his retirement be made a Life Member of CCAC with all the rights and privileges that go with that honor.

The vote in favor was unanimous.

The Past President provided copies of the information provided by the lawyers on the organization and content of the official CCAC minutes and the types of records CCAC must preserve, including the length of time the documents must be held. Both documents are included in the attachments.

Old Business

New Business

T. Kostka moved and F. Prather seconded that the proposed 2007 Conference Contract with the DoubleTree Hotel be accepted. The vote in favor was unanimous. A copy of the contract for 2007 is attached.

T. Kostka moved and F. Prather seconded that the proposed 2008 Conference Contract with the DoubleTree Hotel be accepted. The vote in favor was unanimous. A copy of the contract for 2008 is attached.

There was a lunch break from 12:00 to 1:00 PM. The quorum was reestablished by roll call following the lunch break. The meeting was adjourned at 2:15 PM.

Appendix

On February 8 it came to the attention of the Board that action had not been taken at the Sacramento meeting to move the compensation for mileage into compliance with both the new IRS and California State University standard of 40.5 cents a mile. The President, B. Crawford, moved by an electronic motion on 2/8/05 that the mileage compensation be raised to 40.5 cents effective January 1, 2005. The vote in favor of the motion was unanimous.

Credential Counselors & Analysts of California
	Minutes for the CCAC Board of Directors Meeting February 2, 2005 DoubleTree Hotel, Sacramento, California Click here for Highlights Job Description. After it had been determined by a roll call that a quorum was present, the meeting was called to order at 8:45 AM. The Directors present were: B. Crawford, T. Kostka, P. Smith Anderson, F. Prather, and M. Hunt. P. Arebalo was absent with notice. Also present were the following members of the Presidential Advisory Committee: A. Fuentes, L. Walsh, V. Flatt, L. Shirley and S. Carlisle. M. Flores was absent with notice. Agenda F. Prather moved and P. Smith Anderson seconded that the February 2005 Agenda be adopted. The vote in favor was unanimous. The February Agenda is included in the attachments. Prior Minutes F. Prather moved and T Kostka seconded that the December 2004 Minutes be adopted as emended. The only emendation other than grammatical corrections was the addition to the Treasurer’s Report that F. Prather had moved and M. Hunt had seconded that as of January 1, 2005 the software program QuickBooks would replace Quicken as the official CCAC accounting software. The vote in favor was unanimous. See attachment the approved December 2004 Board of Director Minutes. President’s Report P. Smith Anderson moved and F. Prather seconded that the CCAC 2005 budget be adopted. The vote in favor was unanimous. The current Budget is included in the attachments. M. Hunt moved and F. Prather seconded that the following Appointment/Contract Position policy be adopted: For positions which receive either subsidized travel and/or contracted compensation from CCAC funds, the Board wishes to note that the organization follows an equal opportunity practices and does not discriminate against any qualified applicant or officer based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition or physical or mental disability or any other characteristic protected by local, state, or federal law. To ensure that all positions in the organization are filled in a manner which supports diversity within the organization, all openings will be advertised on the CCAC website and on the appropriate CCAC listserv for a period of at least two weeks before being filled. Included in the notice of the opening will be a job description of the position and information on how to apply. Current job descriptions will be posted on the CCAC website. Following the close of the application period to any position, the Board of Directors will review the applications and make a decision. All applications will be retained for a period of three years. Elected positions will be filled according to the procedures described in the CCAC Bylaws and Policies. The vote in favor was unanimous. P. Smith Anderson moved and M. Hunt seconded that the CCAC Highlights Job Description be adopted. The vote in favor was unanimous. Click here for Highlights Job Description. Vice President for Program’s Report T. Kostka moved and M. Hunt seconded that the regular Conference Registration fee be set at $230, that the late fee be set at $290 and the special Tuesday session participation fees be set at $20. The vote in favor was unanimous. Vice President for Membership’s Report P. Smith Anderson moved and F. Prather seconded that the CCAC membership fee be set at $40 for the membership year commencing on Nov 1, 2005. The Vote in favor was unanimous. Treasurer’s Report The Treasurer submitted the closing financial reports for both the 11/1/03 to 10/31/04 fiscal year and the short 11/1/05-12/31/04 transition year. The reports were accepted by Board. The Treasurer also submitted initial fiscal reports for current fiscal year through January 28. See the attachments for copes of all nine reports. The Treasurer noted that CCAC had received approval from the IRS recognizing that CCAC was officially a non-profit organization. The California Franchise Tax Board has indicated that for a payment of less than $500 to resolve past issues, CCAC can receive the same recognition form the State of California. At that point, CCAC will move forward as a fully legal entity. Bonnie Crawford noted that CCAC was exploring insurance for professional liability, directors’ and officers’ liability and general liability. In addition, the organization intends to have those with direct access to CCAC funds to be bonded. These measures will move forward when the legal status of the organization is secure. F. Prather moved and M. Hunt seconded that Tangee Smith Hill be compensated for expenses incurred in the prior fiscal year. The vote in favor was unanimous. M. Hunt moved and B. Crawford seconded that a copy the prior monthly bank statement(s) from the CCAC account be presents for the Director’s review at each Board of Directors Meeting and then be included as an attachment to the Minutes. The vote in favor was unanimous. A draft of new CCAC Budget Guidelines was distributed to those present. Discussion of the Guidelines was tabled until the April Board of Directors Meeting. The draft guidelines are included as an attachment. Secretary’s Report Standing in for P. Arebalo, M. Hunt suggested that since the minutes must be preserved by the organization in perpetuity: It should be the responsibility of the person making a motion to provide a draft text of the motion prior to the meeting if at all possible and then to provide a corrected electronic copy of the motion as acted upon to the Secretary within five working days after the meeting. It should also be the responsibility of a person bringing a document to a meeting to provide a copy of that document to the Secretary for inclusion in the attachments. The minutes should focus on motions and other vital information. Should anyone present wish their comments or observations to be included in the minutes to provide the Secretary with an electronic copy of those comments for inclusion in the draft minutes of the meeting. Past President’s Report M. Hunt moved and P. Smith Anderson seconded the following motion: In accordance with the CCAC Lifetime Membership policy, it is my great pleasure to move that Phil Fitch, former CCTC Executive Director and long-time friend and supporter of CCAC, upon his retirement be made a Life Member of CCAC with all the rights and privileges that go with that honor. The vote in favor was unanimous. The Past President provided copies of the information provided by the lawyers on the organization and content of the official CCAC minutes and the types of records CCAC must preserve, including the length of time the documents must be held. Both documents are included in the attachments. Old Business New Business T. Kostka moved and F. Prather seconded that the proposed 2007 Conference Contract with the DoubleTree Hotel be accepted. The vote in favor was unanimous. A copy of the contract for 2007 is attached. T. Kostka moved and F. Prather seconded that the proposed 2008 Conference Contract with the DoubleTree Hotel be accepted. The vote in favor was unanimous. A copy of the contract for 2008 is attached. There was a lunch break from 12:00 to 1:00 PM. The quorum was reestablished by roll call following the lunch break. The meeting was adjourned at 2:15 PM. Appendix On February 8 it came to the attention of the Board that action had not been taken at the Sacramento meeting to move the compensation for mileage into compliance with both the new IRS and California State University standard of 40.5 cents a mile. The President, B. Crawford, moved by an electronic motion on 2/8/05 that the mileage compensation be raised to 40.5 cents effective January 1, 2005. The vote in favor of the motion was unanimous.