Minutes

June 2, 2005: After it had been determined by a roll call that a quorum was present, the meeting of the CCAC Board of Directors was called to order by President Bonnie Crawford at 2:15 p.m.

BOARD OF DIRECTORS PRESENT: Bonnie Crawford, Tedi Kostka, Peggy Smith Andersen, Denise Roscoe, Franell Prather, Mel Hunt.

Additional attendees: Carol Riley, Debbie Brumfield, Susan Kissinger.

PRESIDENTIAL ADVISORY COMMITTEE PRESENT: Loretta Walsh, Valerie Flatt, Susan Carlisle, Lorie Shirley, Alice Fuentes, Monica Flores.

ABSENT: None

Agenda

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

Prior Minutes

T. Kostka moved and P. Smith Andersen seconded that the April 2005 Minutes be adopted as is. The vote in favor was unanimous. See attachment of the approved April 2005 Board of Director Minutes.

President’s Report – Bonnie Crawford

Bonnie announced that the Highlights position is a one year position. A few applications were received. Barbara Noble was recommended based on credential experience and her resume. It was moved by P. Smith Anderson and seconded by F. Prather to approve Barbara Noble from UCI, as Highlights Director for the 2005-2006 year. Her position becomes effective November 2005 and two days attendance is required for each Commission meeting. There was discussion regarding future CCTC meetings going to two days as necessary and a proposed/discussion about the Board of Directors and Presidential Advisory Committee attending both while attending monthly CCAC meetings. This possible situation would be considered under the new president’s budget.

Vice President for Program’s Report – Tedi Kostka

B. Crawford moved and D. Roscoe seconded the approval of the bus contracts for the annual conference. The contracts are attached to the minutes. The fees are reflected on the contracts.

Vice President Membership – Peggy Smith-Andersen

A current copy of the 2004-05 membership list was circulated. There were some areas to be revisited with regard to personal addresses. Per the Bylaws, Article 10, Section 3, the membership list is to be distributed within 120 days of the fiscal year. Each board member is to receive a fiscal report (Article 2, Section 7) membership roster. This will be kept with the Vice President of Membership and each board member a copy.

Reference to the Bylaws led to a discussion regarding specific duties for board members. It was moved by M. Hunt and seconded by P. Smith Anderson that board members make a commitment to read what their positions are and understand according to the Bylaws. It was also decided that each position develop a check list/timeline for future successors. This is to be completed and submitted to Mel by August 1, 2005. Members are to be prepared to discuss this as an agenda item at the August meeting.

Further discussion led to more specific details as to what we want from members i.e, addresses etc. Perhaps a disclaimer that the information listed on the contact information will be listed on the website/directory. For example: “[ ] This information will be used to develop a CCAC Directory.” The member can check the box if they want to be included or not. The directory was not published this year due to personal information listed. P. Smith Andersen will post the Listserv for those interested in membership to contact P. Smith Andersen for information but membership won’t be listed to the website for the current year.

Current membership:

847 members
540 district
89 county
195 IHE
23 other

As of June 2, 2005, 111 members have registered for the October conference.

Treasurer – Franell Prather

Tax filings have been submitted to the Franchise Tax Board. 2003-2004 fiscal year submitted check and return. November/December will be submitted within a few weeks.

The Nov/Dec. 2003 & 2004 Profit & Loss YTD were distributed. Bank statements were distributed. Jan-May 2004 Profit & Loss distributed. Quicken information transferred to QuickBooks. The separate line items don’t compare. The CPA has copies of everything. Quicken has continuous book keeping by year.

Approval by the board is required (via e-mail) before treasurer issues checks for non-travel over $1,500.00 or for travel over$3,000.00. It was moved by P. Smith Anderson and seconded by T. Kostka that the $1,575.21 for the Northern regional meeting to Hannibal’s restaurant for catering be approved. Although the motion carried, the vote was not unanimous. All board members supported the vote with the exception of M. Hunt who voted no because prior approval had not gone before the board prior to issuance of check.

It was moved by P. Smith Anderson and seconded by F. Prather that check number 4031 for 4-imprint in the amount of $5,656.00 be approved. Although the motion carried, the vote was not unanimous. All board members supported the vote with the exception of M. Hunt who voted no because prior approval had not gone before the board prior to issuance of the check.

It was moved by T. Kostka and seconded by P. Smith Anderson that check #4036 in the amount of $7,527.74 be approved for Double Tree. Although the motion carried, the vote was not unanimous. All board members supported the vote with the exception of M. Hunt who voted no because prior approval had not gone before the board prior to issuance of the check.

It was moved by M. Hunt and seconded by P. Smith Anderson that future fiscal reports be distributed on an agreed date between the treasurer and board president at least 15-30 days prior to the next BOD meeting date. The vote in favor was unanimous.

The treasurer gave a follow up report regarding an insurance update. A bonding application was submitted for quotes for liability with regard to treasurer, president, and registrar. It is anticipated that a quote would be received by August.

Secretary – Denise Roscoe

There were no new updates to report.

The meeting was suspended at 3:50 p.m. and announced to reconvene the next day, June 3, 2005 at 8:00 a.m. in the Yuba River Room at the Double Tree Hotel.

June 3, 2005 MEETING RECONVENED: After it had been determined by a roll call that a quorum was present, the meeting of the CCAC Board of Directors reconvened and was called to order by President Bonnie Crawford at 8:00 a.m.

BOARD OF DIRECTORS PRESENT: Bonnie Crawford, Tedi Kostka, Peggy Smith Andersen, Denise Roscoe, Franell Prather, Mel Hunt.

PRESIDENTIAL ADVISORY COMMITTEE PRESENT: Loretta Walsh, Susan Carlisle, Lorie Shirley, Alice Fuentes, Monica Flores.

ABSENT: Valerie Flatt

Additional attendees: Ginger from University of Phoenix.

Immediate Past President – Mel Hunt

Election Plan 2005:

It was moved by F. Prather and seconded by T. Kostka that June 1, 2005 would be the cut off date for election purposes.

Susan Carlisle, Jr. District Representative and Lorie Shirley, Jr. County Representative will be coordinating county and district elections. See attachment to the minutes “CCAC 2005 Board & Advisor Committee Election Plan.” Lorie will bring nominees for August meeting.

Election committee counts votes.
Ballot will be sent out as an attachment.

Per the Bylaws, there is to be a set date when membership list is closed. June 1^st is the date. There was discussion regarding members holding two year terms that run for a new position. What happens to the position? It was moved by M. Hunt and seconded by B. Crawford that candidates can run for only one position. If a person is in the first year of a two year position and choose to run, they lose on the 2cnd year. The vote was unanimous.

It was determined that the election process would be complete by September 1, 2005.

President Advisory Committee Reports

Senior District Representative – Loretta Walsh

Reported districts continue working on NCLB issues, preparation for new employees, auditing had three Williams Act problems. Two were resolved and there were not too many parent issues.

Senior County Representative – Valerie Flatt

On behalf of Valerie, Bonnie shared that Valerie was in the process of organizing coded correspondence by categorizing by topic.

Jr. District Representative – Susan Carlisle

Susan mentioned her new e-mail address is scarlisle@capousd.org. She reported on the audit for the Williams Act and only 3 schools were affected. They are in the process of hiring 68 positions. 30 were hired for secondary and special education.

9:45a.m. – 10:00a.m. Board took a health break.

10:00 The quorum was reestablished by roll call following the break.

Jr. County Representative – Lorie Shirley

Lorie attended PASCO. Williams and changes R30 figures. There was discussion of CCTC computer system concerns. Additional dialogue included timelines regarding temporary to probationary status employees.

IHE Representative – Alice Fuentes

CSU Stanislaus has selected a new dean, Dr. Mildred Ward, formerly of Cal Lutheran. They have also added a new credential analyst, Christina Ponce. Alice reported they were busy with CLAD requests and were happy to hear about the future issuance of C19 letters when candidates are recommended on line (future).

IHE Representative – Monica Flores

Reported that CSU Sonoma has been in the process of follow up study of graduate students in order to research better ways to approach grads for responses. Also mentioned

were issues of special education subject matter competency waivers, BTSA/Induction for special education Level I candidates. They are offering scholarships toward CLAD supporting special education candidates for a CLAD certificate.

Other Business

Regional meetings: It was reported that the Southern meeting hosted by National University, La Jolla, was well received and had an excellent turn out of approximately 60 guests. The Northern meeting held at the Sacramento County Office of Education also was successful. The facilities were nice and approximately 83 people showed up. Terri Fesperman, from CCTC, was pleased with the field’s interest and attendance.

The website will continue to be updated with conference information. The membership list will be postponed until the personal address issue is resolved. Bonnie has asked the webmaster, Cindy Greene, for a job description. Bonnie is waiting to hear from Cindy regarding the web host payment billing organization. Currently, Cindy has been paying them and then requesting CCAC reimbursement. According to the Bylaws, positions are to be reconfirmed each year. The Board of Directors discussed liability insurance and bonding for contracted employees. A job description is needed which includes a timeline of distributing information to the list serve. It was also discussed that the organization considers a back-up person to access the server.

The board congratulated Bonnie on her new job at CSUN!

The board agreed to congratulate former board member and long time CCAC member, Christie Marie Pearson, on her upcoming wedding. Denise volunteered to order flowers to be delivered to her home on August 1, 2005 to wish her well. The approved budget amount for this item is $50.00 - $75.00.

The next Board of Director’s meeting is scheduled for August 10, 2005 at 8:30 a.m. at the Double Tree Hotel, Sacramento. The next CCTC meeting is scheduled for August 11, 2005, and the final conference planning meeting is scheduled for August 12, 2005 at the Double Tree Hotel.

F. Prather moved and D. Roscoe seconded to adjourn the meeting at 11:16 a.m. The vote was unanimous and the motion carried.

ADDENDUM: Between the June and August official board meetings, votes were taken via email on three items: (Article V, Section 11)

Item I: The Board of Directors unanimously voted via e-mail to approve check number #4065 in the amount of $5,786.12 payable to the Double Tree Hotel. The status will be reported in the financial sheets and does not need further comment or approval.

Item II: The bonding issue is being worked on. Research is in process regarding the bonding of the Board of Directors and a different category of bonding related to independent contractors i.e., Conference Registrar, Treasurer, and Webmaster.

Item III: Action was taken on the election issue, which changed a decision of the June meeting. Previous action limited AC board members in two year positions from running for a new position on the board. After further research and clarification of the Bylaws, it was moved by B. Crawford and seconded by T. Kostka that the original vote be rescinded based on the following: 1) Bylaws do not provide any restraint in either choice 2) The policies do not address the issue and 2) Action taken by the BOD at the last meeting was a consensus of how the BOD interpreted the election process. If a member serving in the first year of a two year term runs for a Board position and loses, the second year of the term is not lost and the former candidate will continue to serve. If the candidate is successful, a second electronic election will be conducted to select a new Advisory Committee IHE representative. The vote was unanimous and the motion carried.

Credential Counselors & Analysts of California
	CCAC BOARD OF DIRECTORS MEETING June 2 - 3, 2005 DoubleTree Hotel, Sacramento June 2, 2005: After it had been determined by a roll call that a quorum was present, the meeting of the CCAC Board of Directors was called to order by President Bonnie Crawford at 2:15 p.m. BOARD OF DIRECTORS PRESENT: Bonnie Crawford, Tedi Kostka, Peggy Smith Andersen, Denise Roscoe, Franell Prather, Mel Hunt. Additional attendees: Carol Riley, Debbie Brumfield, Susan Kissinger. PRESIDENTIAL ADVISORY COMMITTEE PRESENT: Loretta Walsh, Valerie Flatt, Susan Carlisle, Lorie Shirley, Alice Fuentes, Monica Flores. ABSENT: None Agenda P. Smith Andersen moved and F. Prather seconded that the June 2005 Agenda be adopted. The vote in favor was unanimous. The June Agenda is included in the attachments. Prior Minutes T. Kostka moved and P. Smith Andersen seconded that the April 2005 Minutes be adopted as is. The vote in favor was unanimous. See attachment of the approved April 2005 Board of Director Minutes. President’s Report – Bonnie Crawford Bonnie announced that the Highlights position is a one year position. A few applications were received. Barbara Noble was recommended based on credential experience and her resume. It was moved by P. Smith Anderson and seconded by F. Prather to approve Barbara Noble from UCI, as Highlights Director for the 2005-2006 year. Her position becomes effective November 2005 and two days attendance is required for each Commission meeting. There was discussion regarding future CCTC meetings going to two days as necessary and a proposed/discussion about the Board of Directors and Presidential Advisory Committee attending both while attending monthly CCAC meetings. This possible situation would be considered under the new president’s budget. Vice President for Program’s Report – Tedi Kostka B. Crawford moved and D. Roscoe seconded the approval of the bus contracts for the annual conference. The contracts are attached to the minutes. The fees are reflected on the contracts. Vice President Membership – Peggy Smith-Andersen A current copy of the 2004-05 membership list was circulated. There were some areas to be revisited with regard to personal addresses. Per the Bylaws, Article 10, Section 3, the membership list is to be distributed within 120 days of the fiscal year. Each board member is to receive a fiscal report (Article 2, Section 7) membership roster. This will be kept with the Vice President of Membership and each board member a copy. Reference to the Bylaws led to a discussion regarding specific duties for board members. It was moved by M. Hunt and seconded by P. Smith Anderson that board members make a commitment to read what their positions are and understand according to the Bylaws. It was also decided that each position develop a check list/timeline for future successors. This is to be completed and submitted to Mel by August 1, 2005. Members are to be prepared to discuss this as an agenda item at the August meeting. Further discussion led to more specific details as to what we want from members i.e, addresses etc. Perhaps a disclaimer that the information listed on the contact information will be listed on the website/directory. For example: “[ ] This information will be used to develop a CCAC Directory.” The member can check the box if they want to be included or not. The directory was not published this year due to personal information listed. P. Smith Andersen will post the Listserv for those interested in membership to contact P. Smith Andersen for information but membership won’t be listed to the website for the current year. Current membership: 847 members 540 district 89 county 195 IHE 23 other As of June 2, 2005, 111 members have registered for the October conference. Treasurer – Franell Prather Tax filings have been submitted to the Franchise Tax Board. 2003-2004 fiscal year submitted check and return. November/December will be submitted within a few weeks. The Nov/Dec. 2003 & 2004 Profit & Loss YTD were distributed. Bank statements were distributed. Jan-May 2004 Profit & Loss distributed. Quicken information transferred to QuickBooks. The separate line items don’t compare. The CPA has copies of everything. Quicken has continuous book keeping by year. Approval by the board is required (via e-mail) before treasurer issues checks for non-travel over $1,500.00 or for travel over$3,000.00. It was moved by P. Smith Anderson and seconded by T. Kostka that the $1,575.21 for the Northern regional meeting to Hannibal’s restaurant for catering be approved. Although the motion carried, the vote was not unanimous. All board members supported the vote with the exception of M. Hunt who voted no because prior approval had not gone before the board prior to issuance of check. It was moved by P. Smith Anderson and seconded by F. Prather that check number 4031 for 4-imprint in the amount of $5,656.00 be approved. Although the motion carried, the vote was not unanimous. All board members supported the vote with the exception of M. Hunt who voted no because prior approval had not gone before the board prior to issuance of the check. It was moved by T. Kostka and seconded by P. Smith Anderson that check #4036 in the amount of $7,527.74 be approved for Double Tree. Although the motion carried, the vote was not unanimous. All board members supported the vote with the exception of M. Hunt who voted no because prior approval had not gone before the board prior to issuance of the check. It was moved by M. Hunt and seconded by P. Smith Anderson that future fiscal reports be distributed on an agreed date between the treasurer and board president at least 15-30 days prior to the next BOD meeting date. The vote in favor was unanimous. The treasurer gave a follow up report regarding an insurance update. A bonding application was submitted for quotes for liability with regard to treasurer, president, and registrar. It is anticipated that a quote would be received by August. Secretary – Denise Roscoe There were no new updates to report. The meeting was suspended at 3:50 p.m. and announced to reconvene the next day, June 3, 2005 at 8:00 a.m. in the Yuba River Room at the Double Tree Hotel. June 3, 2005 MEETING RECONVENED: After it had been determined by a roll call that a quorum was present, the meeting of the CCAC Board of Directors reconvened and was called to order by President Bonnie Crawford at 8:00 a.m. BOARD OF DIRECTORS PRESENT: Bonnie Crawford, Tedi Kostka, Peggy Smith Andersen, Denise Roscoe, Franell Prather, Mel Hunt. PRESIDENTIAL ADVISORY COMMITTEE PRESENT: Loretta Walsh, Susan Carlisle, Lorie Shirley, Alice Fuentes, Monica Flores. ABSENT: Valerie Flatt Additional attendees: Ginger from University of Phoenix. Immediate Past President – Mel Hunt Election Plan 2005: It was moved by F. Prather and seconded by T. Kostka that June 1, 2005 would be the cut off date for election purposes. Susan Carlisle, Jr. District Representative and Lorie Shirley, Jr. County Representative will be coordinating county and district elections. See attachment to the minutes “CCAC 2005 Board & Advisor Committee Election Plan.” Lorie will bring nominees for August meeting. Election committee counts votes. Ballot will be sent out as an attachment. Per the Bylaws, there is to be a set date when membership list is closed. June 1^st is the date. There was discussion regarding members holding two year terms that run for a new position. What happens to the position? It was moved by M. Hunt and seconded by B. Crawford that candidates can run for only one position. If a person is in the first year of a two year position and choose to run, they lose on the 2cnd year. The vote was unanimous. It was determined that the election process would be complete by September 1, 2005. President Advisory Committee Reports Senior District Representative – Loretta Walsh Reported districts continue working on NCLB issues, preparation for new employees, auditing had three Williams Act problems. Two were resolved and there were not too many parent issues. Senior County Representative – Valerie Flatt On behalf of Valerie, Bonnie shared that Valerie was in the process of organizing coded correspondence by categorizing by topic. Jr. District Representative – Susan Carlisle Susan mentioned her new e-mail address is scarlisle@capousd.org. She reported on the audit for the Williams Act and only 3 schools were affected. They are in the process of hiring 68 positions. 30 were hired for secondary and special education. 9:45a.m. – 10:00a.m. Board took a health break. 10:00 The quorum was reestablished by roll call following the break. Jr. County Representative – Lorie Shirley Lorie attended PASCO. Williams and changes R30 figures. There was discussion of CCTC computer system concerns. Additional dialogue included timelines regarding temporary to probationary status employees. IHE Representative – Alice Fuentes CSU Stanislaus has selected a new dean, Dr. Mildred Ward, formerly of Cal Lutheran. They have also added a new credential analyst, Christina Ponce. Alice reported they were busy with CLAD requests and were happy to hear about the future issuance of C19 letters when candidates are recommended on line (future). IHE Representative – Monica Flores Reported that CSU Sonoma has been in the process of follow up study of graduate students in order to research better ways to approach grads for responses. Also mentioned were issues of special education subject matter competency waivers, BTSA/Induction for special education Level I candidates. They are offering scholarships toward CLAD supporting special education candidates for a CLAD certificate. Other Business Regional meetings: It was reported that the Southern meeting hosted by National University, La Jolla, was well received and had an excellent turn out of approximately 60 guests. The Northern meeting held at the Sacramento County Office of Education also was successful. The facilities were nice and approximately 83 people showed up. Terri Fesperman, from CCTC, was pleased with the field’s interest and attendance. The website will continue to be updated with conference information. The membership list will be postponed until the personal address issue is resolved. Bonnie has asked the webmaster, Cindy Greene, for a job description. Bonnie is waiting to hear from Cindy regarding the web host payment billing organization. Currently, Cindy has been paying them and then requesting CCAC reimbursement. According to the Bylaws, positions are to be reconfirmed each year. The Board of Directors discussed liability insurance and bonding for contracted employees. A job description is needed which includes a timeline of distributing information to the list serve. It was also discussed that the organization considers a back-up person to access the server. The board congratulated Bonnie on her new job at CSUN! The board agreed to congratulate former board member and long time CCAC member, Christie Marie Pearson, on her upcoming wedding. Denise volunteered to order flowers to be delivered to her home on August 1, 2005 to wish her well. The approved budget amount for this item is $50.00 - $75.00. The next Board of Director’s meeting is scheduled for August 10, 2005 at 8:30 a.m. at the Double Tree Hotel, Sacramento. The next CCTC meeting is scheduled for August 11, 2005, and the final conference planning meeting is scheduled for August 12, 2005 at the Double Tree Hotel. F. Prather moved and D. Roscoe seconded to adjourn the meeting at 11:16 a.m. The vote was unanimous and the motion carried. *ADDENDUM*: Between the June and August official board meetings, votes were taken via email on three items: (Article V, Section 11) Item I: The Board of Directors unanimously voted via e-mail to approve check number #4065 in the amount of $5,786.12 payable to the Double Tree Hotel. The status will be reported in the financial sheets and does not need further comment or approval. Item II: The bonding issue is being worked on. Research is in process regarding the bonding of the Board of Directors and a different category of bonding related to independent contractors i.e., Conference Registrar, Treasurer, and Webmaster. Item III: Action was taken on the election issue, which changed a decision of the June meeting. Previous action limited AC board members in two year positions from running for a new position on the board. After further research and clarification of the Bylaws, it was moved by B. Crawford and seconded by T. Kostka that the original vote be rescinded based on the following: 1) Bylaws do not provide any restraint in either choice 2) The policies do not address the issue and 2) Action taken by the BOD at the last meeting was a consensus of how the BOD interpreted the election process. If a member serving in the first year of a two year term runs for a Board position and loses, the second year of the term is not lost and the former candidate will continue to serve. If the candidate is successful, a second electronic election will be conducted to select a new Advisory Committee IHE representative. The vote was unanimous and the motion carried.