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 8:35 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, Valerie Flatt, Susan Carlisle, Lorie Shirley, Alice Fuentes, Monica Flores.
ABSENT: None
Agenda
P. Smith Andersen moved and F. Prather seconded that the August 2005 Agenda be adopted. The vote in favor was unanimous. The August Agenda is included in the attachments.
Prior Minutes
P. Smith Andersen moved and F. Prather seconded that the June 2005 Minutes be approved as amended. The vote in favor was unanimous. See attachment of the approved June 2005 Board of Director Minutes.
President's Report - Bonnie Crawford
A letter was sent to Dr. Phil Fitch, retired Executive Director of CCTC, inviting him as a Life Member of CCAC. A letter was sent to Larry Madkins thanking him for everything he has done while serving on the Commission.
It was announced that the Double Tree Hotel management would take the Board of Directors out to dinner to thank them for continuing business as the host hotel for the annual conference.
An informational discussion took place regarding the Webmaster's job description. Items covered: response time TBA by sender to Webmaster, Webmaster & President to discuss availability scheduling and posting in urgent situations. T. Kostka and Cindy Greene to discuss further input regarding timelines.
It was moved by M. Hunt and seconded by F. Prather that each Board and Advisory for the current and New Year be provided a copy of the Bylaws & Policies in a report format at the annual conference. The vote was unanimous and the motion carried.
A suggestion was made that new Board members be required to attend an orientation meeting the evening prior the to the first board meeting. The orientation would cover basic processes for reimbursements, attire, airlines, and getting to CCTC. T. Kostka & B. Crawford will discuss further. M. Hunt to notify selected candidates of attendance expected at transition meeting.
Vice President for Program's Report - Tedi Kostka Conference 2005! It was moved by F. Prather and seconded by D. Roscoe to approve the D.J. contract and check payable to Premier Entertainment in the amount of $650.00 for the Tuesday night CCAC reception. 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.
The Conference Planning Committee and CCTC will meet for the last time on Friday, August 12, 2005, to review the schedule for balance in workshops and to finalize the conference plan. The CCAC Business meeting was changed from Wednesday during the conference to Thursday due to a conflict with the meeting time and Wednesday's evening event. After the Business meeting, the new and former board will meet in the President's suite.
T. Kostka and C. Riley will work together to confirm Friday morning conference speaker, Mary Jane Pearson. Ms. Pearson was selected based on her background with NCLB for Special Education and her knowledge of the CCAC organization.
It was mentioned that Dr. Alan Bersin may speak for a few minutes at the Opening Session on Wednesday, October 12, 2005.
Visitor - Susan Browning, CCTC
Susan, representing Dale Jansen, joined the meeting at 10:00 a.m. to discuss new ideas and was open to input from the Board in order to continue and maintain a good rapport between CCTC and the field. Concern was expressed regarding the inconsistency of the CCTC website accuracy as well as recent issued documents. The CCTC is currently smoothing out the process as they transition to a new system.
Vice President Membership - Peggy Smith-Andersen Membership update: Total current membership= 848. 541 - district 89 - county
195 - IHE
23 - other
As of Monday, August 8, 2005, 332 members had registered for the annual conference.
The 2004 voting membership list was distributed. It was moved by M. Hunt and seconded by B. Crawford that the membership list dated 11/1/04 - 12/31/04 be accepted as the 2004-2005 official list. The vote was unanimous and the motion carried.
Treasurer - Franell Prather
The following documents were distributed: Insurance & Bonding for $100,000.00, Franchise Tax Board and Certificate of Reviver reflecting relieve of suspension. Current tax returns will be distributed once they are received. Short year report for 2004-05 voting members distributed 120 days after 11/1/04. Also distributed was the Annual Report, Profit & Loss, and voting member list 2004 (11/30-10/04); short and long year. Will provide bank statement at next meeting, but distributed a copy of the reconciliation statement. All hard copies are attached to the minute's book.
There was brief discussion about a possible future expense to provide conference registrar a cell phone for returning calls.
Future bonding - Webmaster does not handle money. The president and treasurer currently sign on checking accounts. If extenuating circumstances occur and both are incapacitated, then the secretary would be next on the Board of Directors to sign checks; not the past president. It was discussed that the present secretary, D. Roscoe, draft a letter dated October 10, 2005 to remove M. Hunt and B. Crawford as past presidents, from the existing account and add the new president, treasurer, and secretary.
It was moved by P. Smith Anderson and seconded by D. Roscoe that the Immediate Past President will maintain changes/additions to policies. It was recommended that changes/proposals to policy be sent electronically to the president. The Immediate Past President's job description is to be updated to reflect this responsibility.
Secretary - Denise Roscoe
It was announced that Christy Pearson's flowers and card were delivered 8/1/05. D. Roscoe announced the following new credential programs at California Baptist University: PPS: School Counseling, PPS: School Psych, Moderate/Severe Level I, current Reading Credential in progress and the opening of two new satellite campuses in Beaumont & High Desert. CBU offered to host the Southern Spring 2006 CCAC workshop, but CSUN has secured the southern workshop for 2006. CBU is willing to host future workshops.
Immediate Past President - Mel Hunt
Election update: The election is going well and between 75-90 ballots have been received; only one was not signed. It was recommended for future elections to add the election supervisor's name and mailing address to the actual ballot for quick reference for voters to return ballots (current ballot had M. Hunt's mailing address on a separate sheet outlining election details). Target date for counting ballots: August 15, 2005. M. Hunt will notify candidate and BOD. All ballots will be brought to conference and maintained in the minute's book. The new Board of Directors will be formally announced at the conference Business Meeting on Thursday, 10/13/05.
Board of Director's minutes is required to be archived. Other committees may have minutes but aren't required to be archived.
M. Hunt distributed a work in progress outline of the timeline responsibilities. The BOD thanked M. Hunt for his good work and contributions to the committee.
President Advisory Committee Reports
Senior District Representative - Loretta Walsh, Placentia-Yorba Linda USD L. Walsh will be completing her last term on the BOD and thanked everyone for all of their help. She indicated that serving on the BOD provided great professional growth and improvement. She also reported that her district is working with the CBEDS report and checking issued credential documents closely for accuracy. She is looking forward to helping at the New Tech workshop during the conference. She expressed a genuine appreciation for the opportunity to serve on the board.
Senior County Representative - Valerie Flatt, San Mateo COE Reported a busy summer with continued work on Williams' Act and clean-up legislation revising Williams. San Mateo office will be receiving a new computer system. She also reported that the office is working more diligently in watching issued documents closely for accuracy.
Jr. District Representative - Susan Carlisle, Capistrano USD S. Carlisle indicated that C19/verification letters need to continue to be specific. The pilot study on-line process does not work for employment. S. Carlisle is serving as the district contact for the election and thanked M. Hunt for including her in the election process. The process was easy to understand and overall went smoothly. Capistrano USD has hired 140 teachers. A large number of applicants go through a detailed screening process.
Jr. County Representative - Lorie Shirley, Imperial COE Reported the election is going well. L. Shirley is the county contact for the election and mentioned that ballots postmarked after deadline will not be counted. Imperial COE is still hiring emergency credentialed candidates. Can recommend for this year and expires 6/3/06 (no matter when issued). All schools are now on he same calendar. Reported that EL students within districts can no longer use 'remedy plan.' Continued filing for emergency CLAD Certificates - good for one year at a time.
IHE Representative - Alice Fuentes, CSU Stanislaus Effective July 1, 2005, CSU Stanislaus has a new President, Dr. Hamid Shirvani and Dean, Dr. Mildred Murray-Ward. Enrollment numbers are low. New president has implemented passage of exams as an admission's requirement.
IHE Representative - Monica Flores, CSU Sonoma Effective July 15, 2005, Sonoma's new dean is Dr. Mary Gendernalick-Cooper. She is from Georgia State Teacher Education and is knowledgeable in school partnerships.
Old Business:
None to report.
New Business: Discussion regarding IIC lawsuit.
The next Board of Director's meeting is scheduled for Thursday, October 13, 2005, 5:00 p.m., at the CCAC Annual Business Meeting at the Double Tree Hotel, Sacramento.
Adjournment: F. Prather moved and D. Roscoe seconded to adjourn the meeting at 3:30 p.m. The vote was unanimous and the motion carried.
=============================================================== ADDENDUM: Between the August and October official board meetings, votes were taken via email on the following: (Article V, Section 11)
Item I: August 15, 2005: An e-mail was distributed to the BOD from the Treasurer requesting reimbursement for Susana Fernandez's dinner and incidentals for April (past the 60 day limit) and August. The total reimbursement is $25.00 per meeting for a total of $50.00 (no travel reimbursement requested). The vote was unanimous and the motion carried.
Item II: August 25, 2005: During the absence of the Treasurer, President Crawford requested BOD approval to pay the Doubletree bill from the previous month's meetings. She requested e-mail approval for payment so when the Treasurer returns it can be paid. The amount is $7,353.71. The vote was unanimous and the motion carried.
Item III: September 6, 2005: An e-mail was distributed to the BOD requesting approval of payment of the Tuesday evening event (conference entertainment) payable to The Thunderfoot Cloggers in the amount of $175.00. The vote was unanimous and the motion carried.
Item IV: September 16, 2005: A discussion item was e-mailed to the BOD regarding a process or procedure with regard to the change over in Treasurers. A motion did not carry due to a lack of discussion.
Item V.: September 21, 2005: An e-mail was distributed to the BOD from the Treasurer requesting reimbursement for Cindy Greene for webmaster expenses for June (past the 60 day limit). The total reimbursement is $102.00. The vote was unanimous and the motion carried.
Item VI. September 22, 2005: An e-mail was distributed to the BOD requesting check approval to 4-Imprint in the amount of $7,231.74 for the conference program. The vote was unanimous and the motion carried.
Item VII. September 22, 2005: An e-mail was distributed to the BOD requesting check approval for the bus transportation contract for Frontier Charter in the amount of $1,045.00. The vote was unanimous and the motion carried.
Item VIII: September 23, 2005: An e-mail was distributed to the BOD requesting check approval to pay Gilbert CPA firm in the amount of $1,650.00 for the for the preparation of the Federal & State Exempt returns for the long year, short year, correspondence, and consultation regarding FTB notices. The vote was unanimous and the motion carried.
Item IX: September 23, 2005: President Crawford distributed policies which are now inclusive of all policies passed during the past year. The document used was dated 9-22-04 and reflected all voted upon changes and was available at the October 04 Business Meeting. From that document, all BOD minutes were reviewed from Nov 04-August 05 and inserted policies that were approved including the budget guidelines. The policies will be available at the October 2005 Business Meeting.
Item X: September 27, 2005: An e-mail was distributed to the BOD requesting check approval to pay All West Coachlines for transfers between hotels and tours of CCTC. The contracts were approved previously. The total amount of the contract was $3,826.64, a deposit was made of $500.00 and the remaining balance due is $3,326.64. The vote was unanimous and the motion carried.
Item XI: September 27, 2005: An e-mail was distributed to the BOD requesting check approval for Poor Richard's Press in San Luis Obispo in the amount of $608.26. This expense is for the handbooks distributed in the academy sessions for county and districts. The vote was unanimous and the motion carried.