Council Minutes

 

 NCASBO Meeting Minutes

 

Finance Forums are meetings between the NCASBO Executive Council and Committee Chairmen and the Associate Superintendent for Finance and Business Services and his staff in the NC Department of Public Instruction.  These meetings are usually held in conjunction with a NCASBO Executive Council Meeting.  Finance personnel from any LEA may attend, but space may be limited.  NCASBO Annual Business Meetings are held during the Annual Winter Conference each year. 

 

 

 

READ OR SEARCH THE MINUTES FROM PREVIOUS MEETINGS:

2017

                                             NCASBO Executive Council Meeting
                                                 January 12, 2017
                                      Education Building, Raleigh, NC

 

The NCASBO Executive Council Meeting was called to order at 2:30 pm Thursday, January 12, 2017 with President Scott Powell presiding. 
Attendance:  A roll call was conducted by Karla Miller, Secretary. 
The attendance was as follows:
 
Scott Powell – President-Thomasville City Schools
Jay Toland – President-Elect, Scotland Co. Schools
Freyja Cahill – Vice-President, Brunswick Co. Schools
Faye Perry - Treasurer, Camden Co. Schools
Karla Miller – Secretary, Catawba Co. Schools
Mike Bundy – Immediate Past President, Moore Co. Schools
Jenny Billings – Executive Director, NCASBO
Ken Chilcoat – Region 1 Rep, Hyde Co. Schools
Anna McGinnis – Region 1 Rep, Dare Co. Schools
Ashley Sutton – Region 2 Rep, Duplin Co. Schools
Julie Masten – Region 3 Rep, Person Co. Schools
Wannaa Chavis, Region 4 Rep, Hoke Co. Schools
Parker Turpin – Region 5 Rep, Rockingham Co. Schools
Todd Lowe – Region 5 Rep, Randolph County Schools
Angie Gardner – Region 8, Haywood Co. Schools
Bernie Sochia – Region 8, Henderson Co. Schools
Shirley Bess – Past President, Union Co. Schools
Harvey Gay – Past President, Retired Members Committee and By Laws/Policy Committee, Retired
Mike Griffin – Past President, Retired
Francis Hammer – Past Vice-president, Retired
Jeff Hollamon – Affiliations, Onslow Co. Schools
John Kachmarik – Photographer, Retired
Ricky Lopes – Past President, Retired
Deborah Miller – Scholarship Chair, Davie Co. Schools
Wanda Mitchell – Past President, Retired
Sharon Penny – Past President, Best Practices Committee, Bladen Co. Schools
Lu Ellen Richard – Immediate Past President, Charlotte-Mecklenburg Co. Schools
Karen Rogerson – Past President, Martin Co. Schools
Pam Satterfield – Past President, Professional Development Committee, Richmond Co. Schools
Pam York – Rowan-Salisbury Schools, K-12 Enterprise Comm
Angie Henry – Modernization Committee, Guilford Co. Schools
Clyde Locklear – Modernization Committee, Cumberland Co. Schools
Approval of Minutes:  Secretary Miller asked for a motion to approve the minutes from the October 5th, 2016 Executive Council meeting.  A motion to accept the minutes as presented came from Jeff Hollamon and a second from Sharon Penny and the motion carried.

 

Treasurer’s Report:  Treasurer Perry reported a balance in our checking account of $76,411.89; a balance of $598,904.35 in our money market account; and a balance of $26.72 in our share account; for a total of $675,342.96 as of December 12, 2016. 

Executive Director of Communications:  Jenny Billings shared an option for professional development webinars offered by Thompson Grants. 

Conference update:  there are currently 242 registered for conference, last year there were 389 attendees.  Both conference registration and hotel registration deadlines have been extended due to inclement weather.  85 vendor booths are available, 62 have been sold, 14 are committed and 9 are available.  Jenny passed around a signup sheet for the strategic luncheon on Tuesday of the conference and requested volunteers for the round table discussions.

Committee Reports:

Affiliations (NCASA):  Pam went to a meeting in December with NCASA President Jeff Hollamon presiding.  NCASA is moving forward with studying the new student funding formula.  They are meeting tomorrow afternoon with Katherine Joyce to talk about a strategy.

Best Practices:  No report.

Budget:  No report. 

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

Conference:  See Executive Director’s report.

Financial Software
K12 Enterprise:  Pam York reported that K12 Enterprise had held a user conference.

LINQ:  Pam Satterfield reported that the user conference will be held in April in Wilmington 

Historian:  No report. 
Membership:  No report. 
Nominations:  Mike Bundy reported on the new slate of officers for the fiscal year 2017-2018:  President – Jay Toland, Vice President – Parker Turpin, President-Elect – Freya Cahill, Secretary – Karla Miller, and Treasurer – Faye Perry.  This slate of officers will go to the full membership for a vote at the Conference.  

 

Professional Development:  Pam Satterfield reported that the conference planning committee had met and planned the pre-conference professional development classes.

SASBO:  Scott Powell reported that the Leadership Conference is taking place in Asheville with 9 slots filled by NC attendees.  The annual conference will be April 3 - 5 in Orlando, FL.

Scholarship:  Deborah Miller reported that there were 9 applicants.  Winners will be announced on February 2, prior to the annual conference.

Website:  Jenny Billings reported that there have been a few glitches with the website and members have been unable to log in.  The website provider has been contacted.

School Business Modernization:  Clyde Locklear reported that the committee has been very active.  There is confidence that the project will be funded.  The Friday Institute believes the cost to be approximately $65 million. 

Regional Reports:

Region 1:  Ken Chilcoat reported that Region 1 met in November, with great attendance.  Andrew Cox led a discussion regarding working at DPI vs. working in a district. They will meet again next week.     

Region 2:  Ashley Sutton reported that Region 2 has a meeting scheduled next Friday to discuss budgets and will have a Q & A session. 

Region 3:  No report.
 
Region 4:  Jay Toland reported that they met on December 16 in Asheboro and had round table discussion.  They are planning the next meeting.
 
Region 5:  Shirley Bess reported that they had met in Cabarrus Co, although she did not attend.
 
Region 6:  No report.
Region 7:  Deborah Miller reported that they had met yesterday and The Diamond Group discussed social security.  They also had a round table discussion regarding athletic bonuses.
Region 8:  Bernie Sochia reported that they had met.
DPI Liaison:  No report

 

Unfinished Business:  The group followed up on discussion regarding the 2017 Fall Leadership conference.  Shirley Bess asked where attendance was best (east or west) and there seems to be no difference.  Kerry Crutchfield suggested Jefferson Landing in Ashe County.  Members also discussed Boone and Blowing  Rock as possible locations.  The end of September or first two weeks in October are best for rates in the mountains.  Jenny commented that the Crown Plaza in Asheville would like to host us.

 

New Business:  Scott Powell shared that the officers had 5 applicants for Executive Director and had interviewed all 5 and made a selection.  Scott thanked the officers for their help in the six month process.  Applause broke out upon the announcement of Mrs. Pam Satterfield as the new Executive Director beginning March 1, with a transition period until she assumes the position on July 1.  She will have a four year contract with a salary of $70,000 and be a full time employee of the organization.  Harvey Gay commented that it was an excellent choice. Kerry Crutchfield cautioned that one full time employee might not be enough.  Shirley Bess commended Jenny Billings on the excellent job she has done and offered the suggestion of hiring someone to work with vendors.

Treasurer Perry presented budget amendments, which increase the budget for Mrs. Satterfield’s salary and supply items and officers’ expenses for the search.  President Powell called for a motion, Jeff Hollaman made the motion and with a second by Sharon Penny, the amendments were approved. 

Mrs. Satterfield stated that “she is very excited to be the new Executive
Director” and wants to increase professional development to monthly offerings in all of the regions.

Announcement/Reminders:  The annual conference is February 13 – 16.  The next Executive Council meeting is the February 14th strategic luncheon during the conference.  

The annual dinner for Executive Council members will follow this meeting at P.F. Changs, Crabtree Mall.

Adjournment:  President Powell called for a motion to adjourn.  A motion to adjourn was made by Sharon Penny and with a second by Anna McGinnis and the motion was carried.

 

 

                                  NCASBO Executive Council Meeting
                                             February 14, 2017
                             Sheraton Four Seasons, Greensboro, NC
The NCASBO Strategic Planning Luncheon for the Executive Council and Past Presidents was called to order at 12:30 pm Tuesday, February 14, 2017 with President Scott Powell presiding. 
Attendance:  A roll call was conducted by Karla Miller, Secretary. 
Attendance was as follows:
Scott Powell, President, Lincoln Co. Schools
Jay Toland, President-Elect, Scotland Co. Schools
Freyja Cahill, Vice-President, Brunswick Co. Schools
Faye Perry, Treasurer, Camden Co. Schools
Karla Miller, Secretary, Catawba Co. Schools
Jenny Billings, Executive Director, NCASBO
Mike Bundy, Past President, Moore Co. Schools
Ken Chilcoat, Region 1 Rep, Hyde County Schools
Ashley Sutton, Region 2 Rep, Duplin Co. Schools
Beth Day, Region 2 Rep, Granville Co. Schools
Julie Masten, Region 3 Rep, Person Co. Schools
Wannaa Chavis, Region 4 Rep, Hoke Co. Schools
Todd Lowe, Region 5 Rep, Randolph Co. Schools
Parker Turpin, Region 5 Rep, Rockingham Co Schools
Shanna McLamb, Region 6 Rep, Union Co. Schools
Kara Steele, Region 6 Rep, Iredell-Statesville Schools
Carmen Houston, Region 7 Rep, Newton Conover Schools
Donna Bryant, Region 7 Rep, Surry Co. Schools
Angie Gardner, Region 8 Rep, Haywood Co. Schools
Bernie Sochia, Henderson Co. Schools
Alexis Schauss, DPI Liaison, DPI
Shirley Bess, Past President, Union Co. Schools
Kerry Crutchfield, Past President, Chart of Accounts Comm Chair, Retired
Harvey Gay, Past President, Retired Members Comm., By Laws/Policy Comm., Retired
Michael Griffin, Past President, Retired
Frances Hammer, Past Vice-President, Retired
Jeff Hollamon, Affiliations Committee, Onslow Co. Schools
Hank Hurd, Past President, Retired
Kathy Isenhour, Past President, Retired
John Kachmarik, Photographer, Charlotte-Mecklenburg Co. Schools
Ricky Lopes, Past President, Retired
Katrina Miller, Historian, Past President, Retired
Wanda Mitchell, Past President, Retired
Sharon Penny, Past President and Best Practices Committee, Bladen Co. Schools
Lu Ellen Richard, Past President, Charlotte Mecklenburg Schools 
Karen Rogerson, Past President, Martin Co. Schools
Pam Satterfield, Past President, Professional Development Committee, Richmond Co. Schools
Marty Trotter, Past President
Pam York, K12 Financials Comm Chair, Rowan-Salisbury Schools
 
President Powell recognized the past presidents in attendance at the luncheon.  He thanked everyone for their support during his year as president and turned the meeting over to President-Elect Jay Toland, for a report on the organization’s focus for the coming fiscal year.  
President-Elect Toland thanked Scott for his leadership this year, then shared four goals he would like to achieve for NCASBO during the first six months of his tenure:  Vision & Mission, Profitability, Regional Representation and Sustainability.  He also wants to focus on impending legislation that he believes will impact school districts:  the recent legislative survey, funding formulas, class size, school modernization and school nurses.  A brief discussion followed regarding the recent legislative survey.  He thanked everyone, in advance, for their support.
President Powell requested volunteers to introduce instructors for the mini sessions.
 
There being no further business, President Powell called for a motion to adjourn.  With a motion by Parker Turpin and a second by Shanna McLamb, the meeting was adjourned at 12:50 pm.

 

 

2016

 

                                           NCASBO Executive Council Meeting
                                                                          January 14, 2016
                                                             Education Building, Raleigh, NC

The NCASBO Executive Council Meeting was called to order at 2:00 pm Thursday, January 14, 2016 with President-Elect Scott Powell presiding.  

Attendance:  A roll call was conducted by Karla Miller, Secretary.  The attendance was as follows:
    
Scott Powell – President-Elect, Lincoln Co. Schools
Jay Toland – Vice-President, Scotland Co. Schools
Lu Ellen Richard – Immediate Past President, Charlotte-Mecklenburg Co. Schools
Faye Perry, Treasurer, Camden Co. Schools
Karla Miller – Past President, Catawba Co. Schools
Jenny Billings – Executive Director, NCASBO
Ken Chilcoat – Region 1 Rep, Hyde Co. Schools
Anna McGinnis – Region 1 Rep, Dare Co. Schools
Freyja Cahill – Region 2 Rep, Brunswick Co. Schools
Ashley Sutton – Region 2 Rep, Duplin Co Schools
Ruby Pittman – Region 3 Rep, Chapel Hill City Schools
Wannaa Chavis, Region 4 Rep, Hoke Co. Schools
Parker Turpin – Region 5 Rep, Rockingham Co. Schools
Adam Steele, Region 7 Rep, Hickory City Schools
Roger Warren – Region 8 Rep, Buncombe Co. Schools
Alexis Schauss- DPI Liaison
Shirley Bess – Past President, Union Co. Schools
Kerry Crutchfield – Past President, Winston Salem/Forsyth Co. Schools
Harvey Gay – Past President, Retired Members Committee and By Laws/Policy Committee, Retired
Francis Hammer – Past Vice-president, Retired
Jeff Hollamon – Affiliations, Onslow Co. Schools
John Kachmarik – Photographer, Retired
Wanda Mitchell – Past President, Retired
Sharon Penny – Past President, Best Practices Committee, Bladen Co. Schools
Karen Rogerson – Past President, Martin Co. Schools
Pam Satterfield – Past President, Professional Development Committee, Richmond Co. Schools
Lori Triplett – Scholarship Committee, Catawba Co. Schools

Approval of Minutes:  Secretary Miller asked for a motion to approve the minutes from the October 7th, 2015 Executive Council meeting.  A motion to accept the minutes as presented came from Faye Perry and a second from Scott Powell and the motion was carried.

Treasurer’s Report:  Treasurer Perry reported a balance in our checking account of $72,922.15; a balance of $593,595.54 in our money market account; and a balance of $26.54 in our share account; for a total of $660,841.74 as of January 13, 2016.  Treasurer Perry requested the consideration of a budget amendment transferring $1,000 from Office Supplies with $500 transferring to Executive Director’s Travel and $500 transferring to Director Telephone Expense.  With a motion by Ruby Pittman and a second by Jeff Hollamon, the motion was carried.   

Executive Director Communications:  Jenny Billings requested that members reach out to new finance officers in the districts and encourage them to participate in NCASBO’s regional meetings.    

For the upcoming annual conference, presenters have requested that we consider “going green” instead of printing so many handouts.  She discussed how to make the presentations available (website, email) to attendees.

DPI has a new feature on their website called “Let’s Talk”.  Questions entered on the website must have responses within 5 days.

NCASBO is accepting applications for a new round of Academy classes.  New classes will start in July 2016.  The School Treasurers classes are well received.

The audit/review of NCASBO’s June 30, 2015 financials was good.

The annual dinner for NCASBO’s Executive Council will be held following the council meeting at PF Changs at Crabtree Mall.

Committee Reports:

Affiliations (NCASA):  Jeff Hollamon reported that there was a meeting scheduled for March and NCASA helped in getting the ACA reporting fees waived and would aid in improvements for next year’s reporting process.

Best Practices:  No report.

Budget:  See Treasurer’s Report for amendment information.

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

Conference:  Jenny Billings reported that 80 of 85 vendor booths were reserved and there are 348 members registered.  Volunteers are needed for round table discussions on Thursday.

Financial Software
K12 Enterprise:  Roger Warren reported that Rowan-Salisbury had implemented the new version and K-12 was in negotiations with 4 new districts.  There is no expiration for the SunPac software.

ISIS:  Pam Satterfield reported that ISIS changed it’s name to LINQ on January 1, 2016.

Historian:  No report.

Membership:  No report.

Nominations:  Lu Ellen Richard reported on the new slate of officers for the fiscal year 2016-2017.  President – Scott Powell, Vice President – Freyja Cahill, President-elect – Jay Toland, Secretary – Karla Miller, and Treasurer – Faye Perry.  This slate of officers will go to the full membership for a vote at the Conference.   

Professional Development: Pam Satterfield reported that the new School Treasurers classes were starting in the southeastern part of the state.

The Professional Development Committee will meet on January 15 to consider the curriculum for Principals and Assistant Principals Academy classes and to decide how to roll out the classes.  It will be two days of classes and may be conducted at the RESAs during the summer months.

SASBO:  Scott Powell reported the leadership conference is taking place in New Orleans and the conference will be April 11 – 14 in Shreveport, LA.

Scholarship:  Lori Triplett reported that the three scholarship applicants had been chosen and would be notified prior to the conference.

Website:  No report.

Regional Reports:

Region 1:  Ken Chilcoat reported that Region 1 had not met.        

Region 2:  Freyja Cahill reported that they will meet on January 22 and Surry Insurance will be the presenter.

Region 3:  Ruby Pittman reported that they will meet on January 28.
 
Region 4:  Jay Toland reported that they met Nov 20th with Anderson, Smith and Wike presenting and will meet on January 22nd.

Region 5:  Meets with Region 4.

Region 6:  No report.

Region 7:  Adam Steele reported that they met on January 14th with Sessions & Carver presenting.  They have a meeting scheduled in March to discuss ORBIT.

Region 8:  Roger Warren reported that they will meet on January 19th.

DPI Liaison:  Alexis Schauss reported that she will have an update at the Finance Forum on January 15 and that she appreciates the “pre-questions” in preparation for the forum.

Unfinished Business:  None.

New Business:  Jenny Billings reporting the passing of former member, Jerry Barnes and discussed honoring him at the February conference.

Regional Reps were requested to remind members of the Resource Library on the NCASBO website.

Announcement/Reminders:  Attendees were reminded of the annual conference occurring February 15 – 18, 2016 at Koury Convention Center and that the next meeting of the Executive Council will be February 16 at noon during the conference.

Adjournment:  President-Elect Powell called for a motion to adjourn.  A motion to adjourn was made by Harvey Gay and a second by Jeff Hollamon and the motion was carried.

 

                                                                              NCASBO Executive Council Meeting
                                                                                          February 16, 2016
                                                                           Sheraton Four Seasons, Greensboro, NC

The NCASBO Strategic Planning Luncheon for the Executive Council and Past Presidents was called to order at 12:00 pm Tuesday, February 16, 2016 with President Mike Bundy presiding.  

Attendance:  A roll call was conducted by Karla Miller, Secretary.  Attendance was as follows:

Mike Bundy, President, Moore Co. Schools
Scott Powell, President-Elect, Lincoln Co. Schools
Jay Toland, Vice-President, Scotland Co. Schools
Faye Perry, Treasurer, Camden Co. Schools
Karla Miller, Secretary, Catawba Co. Schools
Jenny Billings, Executive Director, NCASBO
Freyja Cahill, Region 2 Rep, Brunswick Co. Schools
Ruby Pittman, Region 3 Rep, Chapel Hill City Schools
Wannaa Chavis, Region 4 Rep, Hoke Co. Schools
Todd Lowe, Region 5 Rep, Randolph Co. Schools
Parker Turpin, Region 5 Rep, Rockingham Co Schools
Shanna McLamb, Region 6 Rep, Union Co. Schools
Kara Steele, Region 6 Rep, Iredell-Statesville Schools
Adam Steele, Region 7 Rep, Hickory City Schools
Deborah Frisby, Region 8 Rep, Buncombe County Schools
Alexis Schauss, DPI Liaison, DPI
Shirley Bess, Past President, Union Co. Schools
Debra Dixon-Doss, Past President, Retired
Harvey Gay, Past President, Retired Members Comm., By Laws/Policy Comm., Retired
Frances Hammer, Past Vice-President, Retired
Jeff Hollamon, Affiliations Committee, Onslow Co. Schools
Hank Hurd, Past President, Retired
Kathy Isenhour, Past President, Retired
John Kachmarik, Photographer, Charlotte-Mecklenburg Co. Schools
Ricky Lopes, Past President, Retired
Wanda Mitchell, Past President, Retired
Sharon Penny, Past President and Best Practices Committee, Bladen Co. Schools
Karen Rogerson, Past President, Martin Co. Schools
Pam Satterfield, Past President, Professional Development Committee, Richmond Co. Schools
Lori Triplett, Scholarship Committee, Catawba Co. Schools
Marty Trotter, Past President
    
President Bundy announced the Treasurer’s Report and Minutes would be presented on Thursday and that the 2014-15 History Report was available in the conference office.  He then turned the meeting over to President-Elect Scott Powell, for a report on the organization’s focus for the coming fiscal year.   President Elect Powell thanked everyone for what they have done for NCASBO and reminded everyone that they are “here for the students”.  He said that he was humbled to be nominated and looked forward to serving with 2016-17 officers, including new officers President-Elect Jay Toland and Vice-President Freyja Cahill.  Scott encouraged attendees to recruit people in their regions into NCASBO and to support new school business officials during their period of transition.  "It’s our responsibility to figure out how to make this organization better."  He thanked Mike Bundy and Jenny Billings for their service to NCASBO.

President Bundy recognized all past presidents attending the luncheon.
 
There being no further business, President Bundy called for a motion to adjourn.  With a motion by Sharon Penny and a second by Ruby Pittman, the meeting was adjourned.

 

                                                     NCASBO Executive Council Meeting
                                                                        July 20, 2016
                                                    DoubleTree Suites Hotel, Durham, NC

The NCASBO Executive Council Meeting was called to order on Wednesday, July 20, 2016 at 5:15 pm with President Scott Powell presiding.  

Attendance:  A roll call was conducted by Karla Miller, Secretary.  The attendance was as follows:
    
Scott Powell - President, Lincoln County Schools
Mike Bundy – Immediate Past President, Moore County Schools
Freya Cahill – Vice President, Brunswick County Schools
Jay Toland – President-Elect, Scotland County Schools
Faye Perry – Treasurer, Camden County Schools
Karla Miller – Secretary, Catawba County Schools
Jenny Billings – Executive Director, NCASBO
Ken Chilcoat – Region 1 Rep, Hyde County Schools
Ashley Sutton - Region 2 Rep, Duplin County Schools
Julie Masten – Region 3 Rep, Person County Schools
Wannaa Chavis – Region 4 Rep, Hoke County Schools
Todd Lowe – Region 5 Rep, Randolph County Schools
Parker Turpin – Region 5 Rep, Rockingham County Schools
Shanna McLamb – Region 6 Rep, Union County Schools
Angie Gardner – Region 8 Rep, Henderson County Schools
Shirley Bess – Past President, Union County Schools
Kerry Crutchfield – Past President, Winston Salem/Forsyth County Schools
Deborah Dixon Doss – Past President, Retired
Harvey Gay - Past President, Policy and Procedures Committee, Retired
Jeff Hollamon – Affiliations Committee, Onslow County Schools
John Kachmarik – Photographer, Retired
Sharon Penny – Past President, Best Practices Comm, Bladen County Schools
LuEllen Richard – Past President, Charlotte Mecklenburg Schools
Deborah Miller – Scholarship Comm, Davie County Schools
Pam York – K-12 Enterprise Rep, Rowan-Salisbury Schools

Approval of Minutes:  Secretary Miller presented members with the minutes from the May 12, 2016 Executive Council meeting.  A motion to accept the minutes as presented came from Jeff Hollamon and a second from Sharon Penny and the motion was carried.

Treasurer’s Report:  Treasurer Faye Perry provided the Treasurer’s Report.  She reported a balance in the checking account of $71,782.13, a balance of $596,438.60 in the money market account and a balance of $26.64 in our share account; for a total of $668,247.37 as of July 14, 2016.  

Executive Director Communications:  Executive Director Billings requested that regional representatives collect and submit topics for the February conference.  The conference planning committee will meet on August 4.

The Fall Leadership Conference will be held October 5 – 7 at the Blockade Runner, Wrightsville Beach.  

New Business:  Angie Henry and Clyde Locklear presented an overview of the School Business System Modernization project.  The project is an effort to design an RFP for a comprehensive software package for school districts, which would coincide with the RFP for NC DPI’s software upgrade which is being proposed by the Legislature.  Discussion, questions and input followed.  Ms. Henry and Mr. Locklear requested that NCASBO members be included in the committee – and that time was of the essence because of DPI’s necessity to report to the legislature about their RFP results in May 2016.  Discussion followed.  It was decided that NCASBO executive council would discuss the proposal and respond to Ms. Henry and Mr. Locklear’s invitation to participate on the committee.


Committee Reports:

Affiliations (NCASA):  Jeff Hollamon reported that NCASA was active in the legislature, working on charter school legislation and Principal and Assistant Principal pay scales.

Best Practices:  No report.

Budget:  Treasurer Faye Perry distributed the 2016-17 proposed budget.  With a motion from Jeff Hollamon and a second by Sharon Penny, the budget was approved.  

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

Conference:  Jay Toland reported that the planning committee was meeting on Aug 4.

Financial Software:

K12 Enterprise:  No report.  
LINQ:  No report.

Historian:  No report.

Membership:  No report.

Nominations:  No report.   

Professional Development: Jenny Billings shared that Principal and Assistant Principal Academy classes are booked and beginning on August 3.  It is important to get the information to the people who might be interested in the classes.  Kerry Crutchfield wrote an article for Ed NC.  Classes for treasurers will resume in September.  

A member suggested that NCASBO offer the option of a one day registration for the Ethics and DPI Update classes at the Fall Conference for those who cannot attend the full conference.  Discussion followed and with a motion by Jeff Hollamon and a second by Sharon Penny, the offering of a one day registration for the Fall Leadership Conference was approved.  
 
SASBO:  No report.

Scholarship:  No report.

Website:  No report.

Regional Reports:  Due to time constraints of the Academy Graduation which is following the Executive Council meeting, no regional reports were given.

Unfinished Business:  None.

New Business:  President Powell expressed his appreciation to Pam York for leading the K12 Enterprise software committee and to Deborah Miller for leading the Scholarship committee.  He also welcomed new regional representatives:  Julie Masten, Donna Brinkley, Donna Bryant, Angie Gardner and Bernie Sochia.

Jenny Billings announced her resignation as NCASBO Executive Director, effective June 30, 2017.  Jenny has been a dedicated member of NCASBO since the beginning.  She began working with NCASBO in 2000 and the job was supposed to be for one week per month at a rate of $350 per month.  President Powell thanks Jenny for her service and the Executive Council expressed their appreciation with a standing ovation.  President Powell reported that the officers will proceed with searching for an Executive Director.

Announcement/Reminders:  Academy Graduation will immediately follow this meeting at Doubletree Suites in Durham.  The DPI Summer Conference will be July 21 at Sheraton Imperial, Durham.  The next Executive Council meeting will be in October at the Fall Conference.

Adjournment:  There being no further business, President Powell called for a motion to adjourn.  A motion to adjourn was made by Shirlley Bess and with a second by Jeff Hollamon, the meeting was adjourned at 6:10 pm.

 

 

 

 

2015

 

                                                                   NCASBO Executive Council Meeting
                                                                                     October 7, 2015
                                                                Village Inn Events Center, Clemmons, NC



The NCASBO Executive Council Meeting was called to order on Wednesday, October 7, 2015 at 5:15 pm with President Mike Bundy presiding.  

Attendance:  A roll call was conducted by Karla Miller, Secretary.  Attendance was as follows:

Mike Bundy – President, Moore County Schools
Scott Powell – President-Elect, Lincoln County Schools
Lu Ellen Richard – Immediate Past President, Charlotte Mecklenburg Schools
Faye Perry – Treasurer, Camden County Schools
Karla Miller – Secretary, Catawba County Schools
Jenny Billings – Executive Director, NCASBO
Ken Chilcoat – Region 1 Rep, Hyde Co. Schools
Freyja Cahill - Region 2 Rep, Brunswick County Schools
Ashley Sutton - Region 2 Rep, Duplin County Schools
Ruby Pittman – Region 3 Rep, Chapel Hill/Carrboro Schools
Shanna McLamb – Region 6 Rep, Union County Schools
Adam Steele - Region 7 Rep, Hickory City Schools
Alexis Schauss - DPI
Harvey Gay – Retired, By-Laws/Policy Committee
John Kachmarik – Retired, Photographer
Sharon Penny – Past President, Bladen County Schools
Pam Satterfield – Past President, Richmond County Schools
Lori Triplett – Scholarship Committee, Catawba Co. Schools
Wanda Mitchell – Past President, Retired
Mike Griffin – Past President, Moore County Schools
    
Approval of Minutes:  Secretary Miller presented members with the minutes from the July 22, 2015 Executive Council meeting.  A motion to accept the minutes, with the addition of Ruby Pittman’s attendance, was made by Sharon Penny and with a second from Scott Powell, the motion carried.  

Treasurer’s Report:  Treasurer Faye Perry provided the Treasurer’s report.   She reported a balance in the checking account of $20,404.83, a balance of $613,093.57 in the money market account and a balance of $26.48 in the share account, for a total of $633,524.88 as of September 14, 2015.  

Executive Director Communications:  Jenny Billings reported that the Audit/Financial Review is being conducted by Sam Newman and that the tax return for the previous year has been completed and filed.

Attendance for the 2015 Fall Leadership Conference is down compared to the previous year.  A discussion was held as to why attendance was down and whether or not the Executive Council should continue this conference.  The group suggested that the lower attendance was likely the result of the State budget being so late and that the conference is beneficial and should be continued.  Executive Director Billings will research the venues of Atlantic Beach and Wilmington/Wrightsville Beach for the 2016 conference.  She also shared with the group that trainers for the Ethics continuing education class are limited and expensive.  A separate charge for the Ethics class may need to be considered for 2016.

The current Academy cohorts are finishing their classes.  The Specialist’s group completed their last classes in October and November, the Managers will finish in February and March, and most likely the Directors will finish in May/July.  New groups will begin in the spring or summer.  Communication is forthcoming to gage the number interested in each group.  The Treasurers classes continue to be well received with 1,200 in the database for training.

Committee Reports

Affiliations (NCASA):  No report.

Best Practices:  No report.

Budget:  No report.

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

Conference:  Scott Powell reported that the conference planning committee met on September 11 at the School Dude office in Cary, NC and planned the entire conference.  The 2016 theme is “Waves of Change and Oceans of Success.”  The vendor mailing will go out at the end of the month and new vendors have been added to the mailing list.

Financial Software:

K12 Enterprise:  No report.  
ISIS:  No report.

Historian:  No report.

Membership:  No report.

Nominations:  No report.   

Professional Development: Pam Satterfield reported that Academy classes for Principals and Assistant Principals are going to be added to the course offerings.  Kerry Crutchfield will begin working on the curriculum.  The plan is for the courses to be offered regionally and completed in two days.

SASBO:  Scott Powell reported that the SASBO Leadership Summit will be held in New Orleans on January 27 – 29, 2016 and there is one vacancy for NC.  The Annual Conference is April 10 – 17, 2016 in Shreveport.  SASBO offers online webinars at a cost of 3 for $99.  Webinars for SASBO count as NCASBO CEUs, due to their attendance verification.

Scholarship:  Lori Triplett requested that Regional Representatives speak with their regions about scholarship opportunities and that the application deadline is in December.

Website:  No report.  

Regional Reports

Region 1:  Ken Chilcoat reported that the region met on September 16 for Erate training.  

Region 2:  Ashley Sutton reported that the region met on September 18 with an Enlit representative speaking about performance management.

Region 3:  Ruby Pittman reported that the region met the previous week for round table discussions.
 
Regions 4 and 5:  No report.

Region 6:  Shanna McLamb reported that the region met on September 29 with Kristine Scheer providing an ACA update.  

Region 7:  Adam Steele reported that the region met on September 15 with Kristine Scheer providing an ACA.update.

Region 8:  No report.

DPI Liaison:  Alexis Schauss reported that Philip Price would be providing an update at the Leadership Conference on Friday and that attendees were welcome to provide her with topics for the discussion, as there was no set agenda.  She also shared that the Q&As on DPI’s website were updated daily and that an Expenditure Report (due on LEA websites by October 15) was on DPI’s website for LEAs to use.

Unfinished Business:  None.

New Business:  None.

Announcements/Reminders:  The next Executive Council Meeting will be in January and the Annual Conference is scheduled for February 15 – 18, 2016 at Koury Convention Center in Greensboro.

Adjournment:  There being no further business, President Bundy called for a motion to adjourn.  A motion to adjourn was made by Shanna McLamb and with a second by Sharon Penny, the motion carried and the meeting was adjourned at 6:00 pm.

 

                                                            NCASBO Executive Council Meeting
                                                                              July 22, 2015
                                                         Doubletree Suites by Hilton, Durham, NC

The NCASBO Executive Council Meeting was called to order on Wednesday, July 22, 2015 at 5:30 pm with President Mike Bundy presiding.  

Attendance:  A roll call was conducted by Karla Miller, Secretary.  Attendance was as follows:

    Mike Bundy – President, Moore County Schools
    Scott Powell – President-Elect, Lincoln County Schools
    Jay Toland – Vice-President, Scotland County Schools
    Lu Ellen Richard – Immediate Past President, Charlotte Mecklenburg Schools
    Faye Perry – Treasurer, Camden County Schools
    Karla Miller – Secretary, Catawba County Schools
    Jenny Billings – Executive Director, NCASBO
    Ken Chilcoat – Region 1 Rep, Hyde Co. Schools
    Freyja Cahill - Region 2 Rep, Brunswick County Schools
    Ashley Sutton - Region 2 Rep, Duplin County Schools
    Ruby Pittman – Region 3 Rep, Chapel Hill/Carrboro Schools
    Wannaa Chavis - Region 4 Rep, Hoke County Schools
    Todd Lowe - Region 5 Rep, Randolph County Schools
    Parker Turpin – Region 5 Rep, Rockingham County Schools
    Shanna McLamb – Region 6 Rep, Union County Schools
    Kara Steele – Region 6 Rep, Iredell-Statesville Schools
    Adam Steele - Region 7 Rep, Hickory City Schools
    Carmen Houston – Region 7 Rep, Newton Conover Schools
    Deborah Frisby – Region 8 Rep, Buncombe County Schools
    Roger Warren – Region 8 Rep, Buncombe County Schools
    Shirley Bess – Past President, Union County Schools
    Jeff Hollaman – Affiliations Committee, Onslow County Schools
    John Kachmarik – Retired
    Sharon Penny – Past President, Bladen County Schools
    Karen Rogerson – Past President, Martin County Schools
    Pam Satterfield – Past President, Richmond County Schools
    Lori Triplett – Scholarship Committee, Catawba Co. Schools
    Wanda Mitchell – Past President, Retired
    
Approval of Minutes:  Secretary Miller presented members with the minutes from the May 21, 2015 Executive Council meeting.  A motion to accept the minutes as presented was made by Lori Triplett and with a second from Sharon Penny, the motion carried.  

Treasurer’s Report:  Treasurer Faye Perry provided the Treasurer’s report.   She reported a balance in the checking account of $16,107.24, a balance of $612,053.04 in the money market account and a balance of $26.45 in the share account, for a total of $628,186.73 as of July 14, 2015.  

Executive Director Communications:  Jenny Billings thanked all in attendance for coming to the meeting.  Jenny reminded everyone of the upcoming Fall Leadership Conference in Clemmons, October 7 – 9.  Online registration will be available soon.

The Conference Planning Committee will schedule a meeting to plan the February 2016 conference.  Possible meeting dates were mentioned.  The executive board will make a decision on the date and committee members will be notified via email.

The Fall Leadership Conference in 2016 will be held in the Eastern part of the state.  After discussion with the group, Jenny will research Atlantic Beach as a venue.

Committee Reports

Affiliations (NCASA):  Jeff Hollaman provided an update on charter school compromise legislation.

Best Practices:  No report.

Budget:  Treasurer Faye Perry presented the 2015-16 budget which totals $332,085.  The budget was approved with a motion by Ruby Pittman and a second by Sharon Penny and the motion was carried.

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

Conference:  Scott Powell reported that February 15 – 18, 2016 are the dates for the annual conference.

Financial Software:

K12 Enterprise:  No report.  
ISIS:  No report.

Historian:  No report.

Membership:  No report.

Nominations:  No report.   

Professional Development: Pam Satterfield reported that Academy classes are continuing and that the 2015 Fall Leadership Conference will be in Clemmons.  Suggestions for future professional development opportunities are appreciated.

SASBO:  Scott Powell reported that the SASBO Leadership Summit will be held in New Orleans on January 27 – 29, 2016 and the Annual Conference is April 10 – 17, 2016 in Shreveport.  

Scholarship:  Lori Triplett requested that Regional Representatives speak with their regions about scholarship opportunities and that the application deadline is in December.

Website:  Jenny Billings reported that a new version of the website software will be available in the next year.  There are two committed website sponsors for next year and probability of a third.  Letters of request were sent to five companies.  

Regional Reports

Region 1:  Ken Chilcoat reported that Region 1 had not met since the last meeting, but much informal communication and sharing among the region has occurred.

Region 2:  Ashley Sutton reported that they are in the process of scheduling an Affordable Health Care meeting, no date has been established at this time.
 
Region 3:  Ruby Pittman reported that they had not met since the last meeting.
 
Regions 4 and 5:  Todd Lowe reported that Region 4 and Region 5 met on May 29.  Alexis Schauss provided a budget update.

Region 6:  Shanna McLamb reported that Region 6 was in the process of scheduling meeting dates for the upcoming year.

Region 7:  Adam Steele reported that Region 7 met on June 2 with Alexis Schauss providing a budget update.  The next meeting will be in September.

Region 8:  Deborah Frisby reported that they did not meet in June.  In an effort to improve attendance, they are considering changing their current monthly meeting schedule to a schedule better suited to the region.

DPI Liaison:  No report.

Unfinished Business:  None.

New Business:  President Bundy reported that Tara Trexler, Rowan Salisbury Schools, will serve as the new NCASA representative and congratulated Jeff Hollaman on his new role as NCASA’s President-Elect.

Shanna McLamb, Kara Steele and Carmen Houston were welcomed and recognized as new regional representatives.

President Bundy reviewed the Welcome Packet initiative.  Jenny Billings stated that she receives an email each time a new member joins NCASBO and could share the Welcome Packet information with all new members.  The group agreed that this should be the practice.

President Bundy discussed a request from Dr. Lynn Harvey, DPI’s Director of School Nutrition, regarding a resolution from NCASBO to support the School Nutrition program.  The group was provided copies of a draft resolution, a presentation by Dr. Harvey and resolutions from the School Nutrition Association and the Superintendents’ Association.  With a motion by Jeff Hollaman and a second by Sharon Penny, the group approved to provide a resolution.

Announcement/Reminders:  Jenny Billings shared that the next meeting of the Executive Council will be October 7 at Village Inn Events Center in Clemmons at 5:30 pm.

Jenny shared with the group that the next contract for the annual conference is for February 2019.  She reported to the group that she had researched other locations.  Due to the size of the conference, the number of vendors and the central location, the Sheraton in Greensboro remains the best location.  President Bundy requested approval of the Executive Council to proceed with the contract.  With a motion from Ruby Pittman and a second by Jeff Hollaman, the group voted to approve the 2019 contract with the Sheraton in Greensboro.

Jenny will send an email requesting topic suggestions for the annual conference.  She asked that finance officers share that email with their staff, as suggestions are needed from all areas of the finance office.

Adjournment:  There being no further business, President Bundy called for a motion to adjourn.  A motion to adjourn was made by Ken Chilcoat and with a second by Scott Powell, the motion carried and the meeting was adjourned at 6:15 pm.

 

                                                               NCASBO Executive Council Meeting
                                                                                   May 21, 2015
                                                                   Education Building, Raleigh, NC

The NCASBO Executive Council Meeting was called to order on Thursday, May 21, 2015 at 1:30 pm with President Lu Ellen Richard presiding.  

President Richard recognized the new Regional Representatives in attendance.  Regional representatives for 2015-16 are as follows:

Region 1 – Ken Chilcoat and Anna McGinnis
Region 2 – Freyja Cahill and Ashley Sutton
Region 3 – Paul LeSieur and Ruby Pittman
Region 4 – Wannaa Chavis and Jay Toland
Region 5 – Todd Lowe and Parker Turpin
Region 6 – Kara Steele and Shanna McLamb
Region 7 – Adam Steele and Carmen Houston
Region 8 – Deborah Frisby and Roger Warren
DPI Liaison – Alexis Schauss

Attendance:  A roll call was conducted by Karla Miller, Secretary.  The attendance was as follows:

Lu Ellen Richard – President, Charlotte-Mecklenburg Schools
Mike Bundy – President-Elect, Cumberland Co. Schools
Karla Miller – Secretary, Catawba County Schools
Jenny Billings – Executive Director, NCASBO
Ken Chilcoat – Region 1 Rep, Hyde Co. Schools
Paul LeSieur – Region 3 Rep, Durham Co. Schools
Ruby Pittman – Region 3 Rep, Chapel Hill City Schools
Jay Toland – Region 4 Rep, Scotland Co. Schools
Parker Turpin – Region 5 Rep, Rockingham Co. Schools
Adam Steele - Region 7 Rep, Hickory City Schools
Deborah Frisby – Region 8 Rep, Buncombe County Schools
Sharon Penny – Past President, Best Practices Committee, Bladen Co. Schools
Karen Rogerson – Past President, Martin Co. Schools
Lori Triplett – Scholarship Committee, Catawba Co. Schools
Mike Griffin – Past President, Moore County Schools
Alexis Schauss - DPI Liaison
Harvey Gay - Past President, Policy and Procedures Committee, Retired
Wanda Mitchell – Past President, Retired
    
Approval of Minutes:  Secretary Miller presented members with the minutes from the January 15th, 2015 and February 17th Executive Council meetings.  A motion to accept the minutes as presented came from Sharon Penny and a second from Ruby Pittman and the motion was carried.

Treasurer’s Report:  Executive Director Jenny Billings provided the Treasurer’s Report in Treasurer Faye Perry’s absence.  She reported a balance in our checking account of $14,898.87; a balance of $610,597.54 in our money market account and a balance of $26.41 in our share account; for a total of $625,522.82 as of April 30, 2015.  

Executive Director Communications:  At the February Strategic Luncheon, President-Elect Mike Bundy encouraged NCASBO to develop a “Welcome Packet” for new NCASBO members.  Jenny Billings requested recommendations of items to include in these packets.  Discussion followed and suggestions were given.  Jenny also reminded regional representatives to reach out to new finance officers.

Jenny shared with attendees that she has sent an email to all members requesting topics for conference classes and will send another reminder in the near future.

Jenny reminded attendees that finance officers may receive continuing education credit for attending regional meetings.  Regional Representatives should send a sign in sheet, with the date, location and agenda to her and she will process it with DPI.      

Committee Reports:

Affiliations (NCASA):  Jenny Billings reported for Jeff Hollamon that this has been a busy legislative session and that NCASA appreciates Finance Officers’ input to the legislators.  

At the May 8 NCASA meeting, the Board of Directors elected Jeff Hollamon to serve as President-Elect for 2015-16 and President for 2016-17.  

Best Practices:  No report.

Budget:  Jenny Billings reported for Treasurer Faye Perry.  Budget amendments for the 2014-15 budget were reviewed.  President Richard called for a motion to approve the amendments.  Deborah Frisby made the motion and with a second from Paul LeSieur, the amendments were approved.

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

Conference:  President Elect Bundy encouraged members to participate in the conference planning process.

Financial Software:

K12 Enterprise:  No report.  
ISIS:  Ken Chilcoat reported that his unit was very happy with the new Human Resources module.

Historian:  Jenny Billings reported for Katrina Miller that the updated history has been posted on the website.

Membership:  No report.

Nominations:  No report.   

Professional Development: Jenny Billings reported that Treasurer classes 3 and 4 are being booked for the fall.   Classes 5 and 6 will begin in August and will be offered in the western part of the state first.  Regular Academy classes are booked through November.  Recruiting for all three levels will begin soon.

Professional development classes will be offered on July 22nd at DoubleTree Suites in Durham, prior to the Finance and Business Services Conference.

The Fall Leadership Conference will be held October 7 – 9, 2015 in Clemmons at the Village Inn Hotel and Event Center.  Laura Hamilton will be the facilitator.  

SASBO:  No report.

Scholarship:  No report.  

Website:  Jenny Billings reported that older expired memberships will be deleted from the website.


Regional Reports:

Region 1:  Ken Chilcoat reported that Region 1 met on May 13.  They had a round table discussion followed by a presentation by representatives from Surry Insurance.

Region 2:  Sharon Penny shared that their region had met on March 20 and had round table discussions.
 
Region 3:  Ruby Pittman reported that they met on March 12 and discussed budgets and virtual charter schools.
 
Regions 4 and 5:  Jay Toland reported that Region 4 and Region 5 were having a combined meeting on May 29 and Alexis Schauss will be the speaker.

Region 6:  Lu Ellen Richard reported that Region 6 had recently met and discussed budget preparations and guidelines for “Go Fund Me” accounts.

Region 7:  Adam Steele reported that Region 7 met on April 27 with Horace Mann and will meet on June 2 and Alexis Schauss will be the speaker.

Region 8:  Deborah Frisby reported that Region 8 met on May 14 and had a round table discussion on budgeting.

DPI Liaison:  No report as Finance Forum will be held immediately following Executive Council meeting.

Unfinished Business:  None.

New Business:  Jenny presented information from a vendor requesting NCASBO’s consideration of participation in an Online Buying Guide.  With a motion by Paul LeSieur and a second by Lori Triplett, this will not be pursued.

Past President Mike Griffin with Moore County Schools shared a “Funding Formula Resolution” created by Moore County Schools.  Mr. Griffin encouraged the Council to share the formula with their administration and county commissioners in hopes that it will gain momentum and encourage an appropriate level of funding for teachers from the State.

Announcement/Reminders:  Jenny Billings shared that the next meeting of the Executive Council will be July 22 at 5:30 at DoubleTree Hilton in Durham (Apex exit).

Jenny announced that Mike Griffin will be retiring from Moore County Schools and will be greatly missed.

President Richard announced that the FBS Summer conference will be July 23 at the Sheraton Imperial, RTP.

Adjournment:  There being no further business, President Richard called for a motion to adjourn.  A motion to adjourn was made by Sharon Penny and with a second by Deborah Frisby, the meeting was adjourned at 2:45 pm.

 

                                                               NCASBO Executive Council Meeting
                                                                        February 17, 2015
                                                     Sheraton Four Seasons, Greensboro, NC

The NCASBO Strategic Planning Luncheon for the Executive Council and Past Presidents was called to order at 12:00 pm Tuesday, February 17, 2015 with President Lu Ellen Richard presiding.  Upon calling the meeting to order, President Richard recognized all past presidents attending the luncheon.

Attendance:  A roll call was conducted by Steve Toler, Secretary.  Attendance was as follows:

Lu Ellen Richard, President, Charlotte-Mecklenburg Co. Schools
Mike Bundy, President Elect, Region 4 Rep, Cumberland Co. Schools
Scott Powell, Vice President, Caswell Co. Schools
Steve Toler, Secretary, Beaufort Co. Schools
Faye Perry, Treasurer & Immediate Past President, Camden Co. Schools
Jenny Billings, Executive Director, NCASBO
Ashley Sutton, Region 2 Rep, Duplin Co. Schools
Freyja Cahill, Region 2 Rep, Brunswick Co. Schools
Ruby Pittman, Region 3 Rep, Chapel Hill City Schools
Wannaa Chavis, Region 4 Rep, Hoke Co. Schools
Parker Turpin, Region 5 Rep, Rockingham Co Schools
Dan Karpinski, Region 6 Rep, Union Co. Schools
Melissa Wike, Region 6 Rep, Iredell-Statesville Schools
Pam York, Region 7 Rep, Rowan-Salisbury Schools
Sharon Penny, Past President and Best Practices Committee, Bladen Co. Schools
Karla Miller, Past President, Catawba Co. Schools
Mary Parker, Past Pres., Financial Software Comm., NC School Bus. Platform Project Comm., Retired
Hank Hurd, Past President, Retired
Karen Rogerson, Past President, Martin Co. Schools
Terry Haas, Past President, Mooresville City Schools
Shirley Bess, Past President, Union Co. Schools
Frances Hammer, Past Vice President, Retired
Kathy Isenhour, Past President, Retired
Kerry Crutchfield, Past President & COA/Financial Reporting Comm., Winston-Salem/Forsyth Schools
Debra Dixon-Doss, Past President, SASBO Executive Director, Retired
Pam Satterfield, Past President, Professional Development Committee, Richmond Co. Schools
Harvey Gay, Past President, By Laws/Policy Comm., Retired
Lori Triplett, Scholarship Committee, Catawba Co. Schools
John Kachmarik, Photographer, Retired
    
President Richard recognized and thanked Steve Toler for serving as NCASBO’s Secretary for seven years.  Congratulations were extended to Secretary Toler as he will be retiring in spring 2015.  

President Richard then turned the meeting over to Mike Bundy, President Elect, for a report on the organization’s focus for the coming fiscal year.   President Elect Bundy expressed that NCASBO is a leader among public school organizations and strives to be a valuable resource for all members.  As characterized in the 2015 Conference theme “New Challenges, New Opportunities”, we face new challenges each day and NCASBO offers opportunities to inspire us as leaders and help manage the challenges that are encountered on a daily basis.  The Academy program has offered a wealth of education to school business officials and the expansion of the program to school bookkeepers is an important achievement.  His desire for the upcoming year is for NCASBO to continue the focus on staff development and outreach to new members through regional representation and development of a “welcome packet” detailing the benefits of membership. We can also capitalize on our members’ experience and knowledge by developing a mentoring program for new finance staff.  Mr. Bundy recognized the special relationships made through NCASBO and his appreciation of being chosen to lead the group as President during the upcoming year.

President Richard wished Mr. Bundy much success and extended her support to him for the upcoming year.  She also expressed her appreciation to immediate Past President Faye Perry for her guidance this year.  

There being no further business, President Richard called for a motion to adjourn.  With a motion by Scott Powell and a second by Harvey Gay, the meeting was adjourned.

                                                              

                                                                             NCASBO Executive Council Meeting
                                                                            January 15, 2015
                                                               Education Building, Raleigh, NC

The NCASBO Executive Council Meeting was called to order at 2:00 pm Thursday, January 15, 2015 with President Lu Ellen Richard presiding.  

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:
    Karla Miller – Past President, Catawba Co. Schools
    Steve Toler – Secretary, Beaufort Co. Schools
    Jenny Billings – Executive Director, NCASBO
    Scott Powell – Vice-president, Lincoln Co. Schools
    Karen Rogerson – Past President, Martin Co. Schools
    Wannaa Chavis, Region 4 Rep, Hoke Co. Schools
    Adam Steele, Region 7 Rep, Hickory City Schools
    Freyja Cahill – Region 2 Rep, Brunswick Co. Schools
    John Kachmarik – Photographer, Retired
    Todd Lowe- Region 5 Rep, Randolph Co. Schools
    Alexis Schauss- DPI Liaison
    Lu Ellen Richard – President, Charlotte-Mecklenburg Schools
    Pam Satterfield – Past President, Professional Development Committee, Richmond Co. Schools
    Sharon Penny – Past President, Best Practices Committee, Bladen Co. Schools
    Lori Triplett – Scholarship Committee, Catawba Co. Schools
    Mary Parker – Past President, Retired
    Pam York – Region 7 Rep, Rowan-Salisbury Schools
    Hank Hurd – Past President, Retired
    Jeff Holloman – Affiliations, Onslow Co. Schools
    Harvey Gay – Past President, Retired Members Committee and By Laws/Policy Committee, Retired
    Mike Bundy – President-elect, Cumberland Co. Schools
    Faye Perry – Immediate Past President, Treasurer, Camden Co. Schools
    Dan Karpinski – Region 6 Rep, Union Co. Schools
    Ruby Pittman – Region 3 Rep, Chapel Hill City Schools
    Ken Chilcoat – Region 1 Rep, Hyde Co. Schools
    Paul LeSieur – Region 3 Rep, Durham Co. Schools
    Frances Hammer – Past Vice-president, Retired
    Parker Turpin – Region 5 Rep, Rockingham Co. Schools
    Roger Warren – Region 8 Rep, Financial Software Committee, Buncombe Co. Schools
    Jay Toland – Region 4 Rep, Scotland Co. Schools
    Ricky Lopes – Past President, Cumberland Co. Schools


Approval of Minutes:  Secretary Toler asked for a motion to approve the minutes from the October 8th, 2014 Executive Council meeting.  A motion to accept the minutes as presented came from Scott Powell and a second from Mike Bundy and the motion was carried.

Treasurer’s Report:  Treasurer Perry reported a balance in our checking account of $32,240.77; a balance of $625,255.34 in our money market account; and a balance of $26.33 in our share account; for a total of $660,841.74 as of December 11, 2014.  

Executive Director of Communications:  Jenny Billings began by reporting that there were 64 vendors that had paid for their Conference booths and 15 more that sent in their registrations but had not paid.  There are currently six booths remaining which Jenny anticipates will be sold.  Jenny continued by saying that 295 attendees had already registered for the Conference and that she estimates that we will end up with 400 plus attendees.  She reported that the “early bird” registration deadline was January 17th and that the Sheraton had extended the hotel block to January 22nd.  She reminded the Council that any retirees that were coming to the Conference needed to register also.  She requested that the Council consider dedicating this year’s conference in memory of Lou Thompson, who had passed away earlier in the year.  President Richard asked for a motion that the 2015 Annual NCASBO Conference be dedicated to the memory of Lou Thompson.  A motion to accept came from Steve Toler and a second from Sharon Penny and the motion was carried.    

Jenny next announced that she needed some volunteers to facilitate the round table discussions that would take place on the last day of the Conference, for various tables, and received a number of commitments.  Jenny received a sufficient numbers of volunteers to help put attendee packets together on the Sunday afternoon (February 15th) before the Conference.

Jenny announced that the Academy School Treasurer classes were going very well and that the first two classes for the most part had been completed throughout the state.  She continued by reporting that there were well over a thousand treasurers taking advantage of this program and that the evaluations have been excellent.  Classes 3 and 4 have been scheduled through February, and March and April locations are being booked.  There would be one more Class 1 and 2 in Haywood County some time during the spring.

Jenny ended her communication by passing around a sign up list for the Strategic Lunch Meeting that will take place at the Conference at 12:00 noon on Tuesday, February 17th.      


Committee Reports:

Affiliations (NCASA):  Jenny Billings reported that the NCASA had compiled six 2015 legislative priorities:
1.    Increase state investment in public schools to improve student learning.
2.    Attract and retain effective principals and assistant principals through adequate compensation.
3.    Continue to improve teacher support and compensation.
4.    Refine the A-F school performance grades to ensure ongoing economic vitality in local communities.
5.    Ensure high standards and accountability for private and charter schools receiving public funding.
6.    Allow public schools to establish an academically sound calendar.Jenny also announced that the 175th Anniversary Celebration date had been changed to March 19th at the NCASA Conference.

Best Practices:  No report.

Budget:  No report.

By-Laws/Policy:  Harvey Gay reported that there were no issues to discuss so the committee had not met, but they were “standing by”.

Chart of Accounts/Financial Reporting:  No report.

Conference:  President-elect Bundy reported that we were looking forward to a good conference and that he appreciated all the support and volunteers.                  

Financial Software:

K12 Enterprise:  No report.  

ISIS:  Pam Satterfield reported that ISIS was having its conference in March in Wilmington.

Historian:  Jenny Billings reported that Katrina Miller was currently working on the History and it would be ready by February.  

Membership:  No report.

Nominations:  Faye Perry reported on the new slate of officers for the fiscal year 2015-2016.  President – Mike Bundy, Vice President – Jay Toland, President-elect – Scott Powell, Secretary – Karla Miller, and Treasurer – Faye Perry.  President Richard noted that this slate of officers will go to the full membership for a vote at the Conference.   

NC Cloud:  John Kachmarik reported that were no real issues to discuss at this time.  Mary Parker added that regarding HRMS there was some “backtracking” taking place in regards to outsourcing.

Orbit:  No report.

Professional Development: Pam Satterfield reported that the professional development classes and mini-sessions were ready to go for the Conference.

Retirees:  No report.

SASBO:  Scott Powell reported the leadership conference is taking place the last week in January and that 7 representatives had registered from North Carolina which was a very good number.  The SASBO Conference will take place beginning on April 13th through 17th and that registration was open for that.    

Scholarship:  Lori Triplett reported that the three scholarship applicants had been chosen.  Jenny Billings asked if the three applicants had been notified.  Lori answered in the negative and stated that it had been the policy not to do so.  Lori and Jenny agreed that it would be a good policy to inform the winners to insure that they would be at the Conference to receive their scholarships, which would show some appreciation and respect to Surry.  President Richard asked Lori if she would like to make a motion to change the policy to letting the winners know before the Conference.  A motion was made by Lori Triplett and a second from Paul LeSieur and the motion was carried.  

Website:  Jenny Billings reported that there was going to be a slight increase of $15 per month in the website fee.  Jenny gave some instructions on how to view the classes that one had signed up for:
•    Sign in to the website.
•    When your “name tag” shows up, that is your Landing Page.
•    Go to “Profile” (do not click, hover over and a drop down will appear and you will see “View Transactions”)
•    Click on View Transactions and it will have Conference Registration
•    Click on Conference Registration and it will show the workshops that were signed up for including the descriptions.
The website will not allow you to make a change in your classes.  If you or your staffs want to change classes, you will need to send Jenny an email indicating the class changes and she will take care of the change for you.

Regional Reports:

Region 1:  Ken Chilcoat reported that Region 1 met on December 3rd.  It was the intention to have Sessions and Carver do a presentation on sales tax, but they canceled due to a conflict.  Gallagher Group came and gave a presentation on ACA which was well attended.        

Region 2:  Freyja Cahill reported that their meeting scheduled for January 9th was cancelled due to weather.  They are in process of re-scheduling another meeting and have a DPI representative give a presentation on E-rate.

Region 3:  Paul LeSieur and Ruby Pittman reported that Region 3 met on October 30th and had a round table discussion that included such topics as the ACA, Medicaid Desk Audits, Surplus Sales, and Charter School payments.

Region 4:  Region 4 met with Region 5.

Region 5:  Todd Lowe reported that Region 5 and 4 met on October 17th in Asheboro and had Zach Wright from Surry Insurance discuss liability trends.  They also had a round table discussion on the ACA.  They met again on November 14th and had Gallagher come in and give a presentation on the ACA.

Region 6:  Dan Karpinski reported that Region 6 had planned to meet in January and discuss Child Nutrition and E-rate but had to cancel due to some conflicts.  They plan to reschedule this meeting.

Region 7:  Adam Steele reported that Region 7 had not met but were planning a meeting in March.

Region 8:  Roger Warren reported that Region 8 met in November and had attorney Campbell Shatley do a presentation on the ACA.  Region 8 is planning to meet again in March.

DPI Liaison:  Alexis Schauss reported that she and Philip Price were starting the Finance Forum the next morning at 8:30 AM.  Also there will be other DPI staff giving presentations on Virtual Public Charter Schools, New Worker’s Comp Policy Changes, Driver’s Education Update, and the Construction Lottery Funds.

Unfinished Business:  None.

New Business:  President Richard proposed to the Council, the deactivation of the NC Cloud, ORBIT, and Retired Members committees due to inactivity.  After some brief discussion, President Richard asked a motion to deactivate these committees.  A motion was made by Sharon Penny and a second from Ruby Pittman and the motion was carried.      

Announcement/Reminders:  President Richard reminded everyone that the annual Conference would take place February 16th – 19th.  The Strategic Lunch will take place on February 17th.


Adjournment:  President Richard called for a motion to adjourn.  A motion to adjourn was made by Pam Satterfield and a second by Paul LeSieur and the motion was carried.

 

 

 

2014

 

                                   NCASBO Executive Council Meeting
                                                                October 8, 2014
                                           Blockade Runner, Wrightsville Beach, NC

The NCASBO Executive Council Meeting was called to order at 5:30 pm Wednesday, October 8, 2014 with President Lu Ellen Richard presiding.  

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:
Steve Toler – Secretary, Beaufort Co. Schools
Wanda Michell – Past President, Retired
Jenny Billings – Executive Director, NCASBO    
Scott Powell – Vice-president, Lincoln Co. Schools
Adam Steele, Region 7 Rep, Hickory City Schools
Mike Bundy – President-elect, Cumberland Co. Schools
Freyja Cahill – Region 2 Rep, Brunswick Co. Schools
John Kachmarik – Photographer, Retired
Ashley Sutton – Region 2 Rep, Duplin Co. Schools
Todd Lowe – Region 5 Rep, Randolph Co. Schools
Pam Satterfield – Past President, Professional Development Committee, Richmond Co. Schools
Faye Perry- Immediate Past President, Camden Co. Schools
Lu Ellen Richard – President, Charlotte-Mecklenburg Co. Schools
Melissa Wike – Region 6 Rep, Iredell-Statesville Schools
Dan Karpinski – Region 6 Rep, Union Co. Schools
Ruby Pittman, Region 3 Rep, Chapel Hill City Schools
Jeff Hollamon, Affiliations & Website Committee, Onslow Co. Schools
Ken Chilcoat, Region 1Rep, Hyde Co. Schools
Harvey Gay, Past President, Retired Members Committee and By Laws/Policy Committee, Retired

Approval of Minutes:  Secretary Toler asked for approval of the July 23, 2014 meeting minutes.  A motion to accept the minutes as presented came from Harvey Gay and a second from Mike Bundy and the motion was carried.

Treasurer’s Report:  Faye Perry reported that as of September 11, 2014 we had a balance in our checking account in the amount of $27,118.53; in our money market account we had a balance of $633,696.53; and in our share account we had a balance of $26.26.  Faye announced that there were no outstanding deposits or checks and the account had been reconciled as of September 15, 2014.  

Executive Director Communications:  Jenny Billings began by announcing that Lori Triplett, the Chair of the Scholarship Committee, had requested that the regions discuss the advantages of applying for the 3 available scholarships.  Jenny noted that one needs to be a member of NCASBO for 3 consecutive years and that these can be used for the Academy or for furthering ones education in a community college or a 4 year institution.  She added that there was a December deadline for applications and that the scholarships were in the amount of $1,000 each.  Jenny next reported that the first two school treasurer training courses were winding up statewide.  She thinks these will be completed in November and probably start the next 2 courses in the east in January.  Jenny reported that the evaluations have been very positive and that there were 962 school treasurers added to the participant data base.

Next Jenny reported that the education regions were going to change.  Jenny asked the Council to make a motion to decide if they wanted to continue to allow the regions to choose whichever region they wanted to meet with during region meetings, or do we need to change our policy and require the regions to meet only within their designated regions.  A motion was made by Wanda Mitchell to continue to allow the regions to choose which region they wanted to attend region meetings and a second was made by Scott Powell and the motion was carried.  Next Jenny discussed the locations for the 2015 and 2016 Fall Leadership Conferences.  The plan is to locate the next conference in the western part of the state.  The general consensus of the Council was Boone at the Broyhill.

The 2016 conference will take place in eastern part of the state.  The Council suggested that Jenny investigate the Hilton at Kitty Hawk and the Blockade Runner at Wrightsville Beach.  Next, Jenny announced that she was planning on leaving the Sheraton Imperial regarding the July conference due to their unreasonable restrictions and excessive costs.  She said that she was investigating other hotels with suitable meeting accommodations within the area.

Committee Reports:

Affiliations (NCASA):  Jeff Hollamon reported that the NCASA continues their public information campaign to support public schools.  He stated that NCASBO had passed a resolution towards this and that NCASA were also requesting that individual school boards pass a resolution regarding this.

Best Practices:  Jenny Billings reported that a number of items had been put on the website and that emails would be sent out requesting other things of interest.  She also stated that if there was anything that anyone would like to see such as a link to or a procedures manual that can be requested from other people, to please let her know.

Budget:  No report.

By-Laws/Policy:  Harvey Gay reported that were no issues to discuss so the committee had not met.

Chart of Accounts/Financial Reporting:  No report.

Conference:  Mike Bundy reported the Conference Committee met on September 5 and had 15 to 20 participants.  The meeting was successful with the planning of the professional development classes and deciding on a conference theme:  “New Challenges, New Opportunities”.          

Financial Software
K12:  No report.

ISIS:  Pam Satterfield announced that ISIS was at the July conference and reported to the HRMS Committee regarding their new Human Resource Module.   

Historian:  No report.

Membership:  No report.

Nominations:  No report.

NC Cloud:  No report.

Orbit:  No report.

Professional Development: No report

Retirees:  No report.

SASBO:  Scott Powell reported that SASBO will conduct its Leadership meeting on January 28th through 30th in Charleston, SC.  The SASBO Annual Conference will take place on April 13th through 16th at the Hilton in Myrtle Beach, SC.  The registration for this conference will be $350 for SASBO members and $175 for retirees.  

Scholarship:  No report.  

Website:  No report.  

Regional Reports:

Region 1:  Ken Chilcoat reported that Region 1 met in June and had some of the region seasoned Finance Officers, Laurie Trussell, Faye Perry, and Anna McGinnis; review some “tricks of the trade” for the benefit of the new Finance Officers.  The more experienced Finance Officers benefited also.  The next meeting will be in the first part of December and plan to have Sessions and Carver review sales tax issues.   

Region 2:  Ashley Sutton reported that Region 2 will have a meeting on November 21st and have the accounting firm of Anderson Smith and Wike give a review on audit issues.

Region 3:  Ruby Pittman reported that Region 3 met on September 18th and had some DPI representatives report on ACA compliance and teacher performance records.  The meeting was attended by HR Directors and Finance Directors.  The next meeting is scheduled for October 30th.  

Region 4:  Region 4 met with Region 5.

Region 5:  Todd Lowe reported that Region 5 and Region 4 will meet together on October 17th and have Zach Wright with Surry Insurance and review liability trends and issues.  The second half of the meeting will be a round table discussion on various issues.  They plan to have their next meeting during the first part of December.

Region 6:  Melissa Wike reported that Region 6 met in September and had Jeannette Hurley speak on E-rate modernization.  Their next meeting is planned for January.
 
Region 7:  Adam Steele reported that Region 7 met (he did not give a date) and had Jeannetyr Hurley review E-rate modernization.  He stated they had very good attendance, with around 30 attending.  Their next meeting is planned for some time in January and the topic may be sales tax.   

Region 8:  No report.

DPI Liaison:  No report.

Unfinished Business:  None.

New Business:  President Richard announced that the next Council meeting would tentatively take place on January 8th and 9th at DPI in Raleigh.  

Adjournment:  President Richard called for a motion to adjourn.  A motion to adjourn was made by Faye Perry and a second by Jeff Hollamon and the motion was carried.


                                                        NCASBO Executive Council Meeting
                                                                           July 23, 2014
                                          Sheraton Imperial Hotel & Convention Center, RTP, NC

The NCASBO Executive Council Meeting was called to order at 5:30 pm Wednesday, July 23, 2014 with President Lu Ellen Richard presiding.  

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:
Karla Miller – Past President, Catawba Co. Schools
Steve Toler – Secretary, Beaufort Co. Schools
Wanda Mitchell – Past President, Retired
Lori Triplett – Scholarship Committee, Catawba Co. Schools
Jenny Billings – Executive Director, NCASBO
Mary Parker – Past President, NC School Business Platform Project Committee, Retired
Scott Powell – Vice-president, Lincoln Co. Schools
Shirley Bess – Past President, Union Co. Schools
Kathy Isenhour – Past President, Retired
Lu Ellen Richard – President, Charlotte-Mecklenburg Co. Schools
Hank Hurd – Past President, Retired
Wannaa Chavis, Region 4 Rep, Hoke Co. Schools
Adam Steele, Region 7 Rep, Hickory City Schools
Sharon Penny, Past President, and Best Practices Committee, Bladen Co. Schools
Faye Perry, Immediate Past President, Camden Co. Schools
Ashley Sutton, Region 2 Rep, Duplin Co. Schools
John Kachmarik, Photographer, Charlotte-Mecklenburg  Co. Schools
Deborah Frisby, Region 8 Rep, Buncombe Co. Schools
Pam York, Region 7 Rep, Rowan-Salisbury Schools
Paul LeSieur, Region 3 Rep, Durham Co. Schools
Mike Bundy, President-elect, Cumberland Co. Schools
Ruby Pittman, Region 3 Rep, Chapel Hill City Schools
Jeff Holloman, Affiliations &Website Committee, Onslow Co. Schools
Ken Chilcoat, Region 1Rep, Hyde Co. Schools



Approval of Minutes:  The minutes of the May 15, 2014 Executive Council Meeting were reviewed.  A motion to accept the minutes as written came from Jeff Hollamon and a second from Pam York and the motion was carried.

Treasurer’s Report:  Jenny Billings reported that as of June 30, 2014 we had balances in our checking account, money market account, and share account as indicated in the handouts that had been distributed to the attendees.  Jenny noted that the handout was for information only.  

Executive Director Communications:  Jenny began by reporting that there were currently 916 registered for the school treasurer classes.  So far, school treasurers in 59 LEA’s had taken part in these classes and 442 had completed the first two classes.  Sadly, Jenny announced that Ricky Lopes had lost his son, Karen Rogerson had lost her brother, and Dan Karpinski had lost his father in recent weeks.  She had their addresses in case anyone wanted to send them a card.  Next Jenny reported on a new feature on the NCASBO website that was currently a work in process, the Resource Library.  Jenny expressed that there was still a need for seasoned Finance Officers to serve as mentors to new Finance Officers.  Jenny encouraged the council to suggest topics for professional development classes for the February conference and to encourage others in their regions to do so also.  Jenny announced that the Fall Leadership Conference would take place during 10/8/14 through 10/10/14 and would include a two hour ethics class.  She reported that we had 159 attendees at the professional development classes offered at the current conference.  She noted this was a duplicate count.  She concluded by requesting volunteers for the conference planning committee meeting which will take place on August 22 at the School Dude office building in Cary, NC.
     
Committee Reports:

Affiliations (NCASA):  Jeff Hollamon reported that Jenny had sent a copy of a NCASA resolution promoting support of public schools out to the Council members.  It was NCASA’s desire for NCASBO to adopt this resolution.  This is due to the substantial amount of negative publicity that public schools had been subjected to in recent years.  Jeff made a motion that the Council adopt and support this resolution and a second was made by Steve Toler.  The motion was carried.  Next Jeff announced that HB 1224 had been passed which will allow county commissioners to establish a referendum to add an optional sales tax to help support local school districts.  Jeff’s main concern with the wording of this bill is that it could possibly allow county commissioners to direct school district spending down to the object code level.  Currently, county commissioners can only direct spending down to the purpose code level.  Jeff is hoping that the intent of the wording was that the commissioners could direct the spending to this level for only the additional sales tax revenues that may be generated.  Jeff wanted the Council to be aware of this potential problem.   

Best Practices:  Sharon Penny reported that the Resource Library was now on the website and that there was a substantial amount of information now in the library.  The “Helping Hands” section of the website which contains the mentors was going to be moved to the library.  Sharon expressed her appreciation to those who had consented to serve as mentors.  She reported that there were 6 or 7 mentors now available to new Finance Officers.

Budget:  Jenny Billings announced that the 2014-2015 proposed budget had been sent out to the Council members.  Jenny made a motion the proposed budget be approved and a second was made by Scott Powell and the motion was carried.

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

Conference:  Mike Bundy reported that the conference planning committee would be meeting on August 22 at the School Dude facility in Cary, NC where our conference theme would be developed and also which professional development courses would be offered.  He reiterated the need for topics.

Financial Software

K12:  No report.
ISIS:  No report.

Historian:  No report.

Membership:  Scott Powell commented that we need to encourage new Finance Officers to join the organization.

Nominations:  No report.  

Professional Development: Jenny Billings reported to the Council that she had been contacted by an individual regarding attending the treasurer academy classes although she was not a school district employee.  This person is seeking employment as a school treasurer.  After some discussion it was agreed to take this issue to the Professional Development Committee for their consideration and recommendation to the Council.

Retirees:  No report.

SASBO:  Scott Powell reported that there was a new director’s conference taking place on September 23 through September 27 in Bossier City, Louisiana which he would be attending.  Scott added that the Leadership Conference would take place sometime in January in Charleston, South Carolina.   

Scholarship:  Lori Triplett requested that the Council members announce in their region meetings about the scholarship opportunities within NCASBO because there was a need for more applicants than the three we had last year.

Website:  No report  

Regional Reports:

Region 1:  Ken Chilcoat reported that Region 1 had a very successful meeting in April where there were 60 attendees.  Details of this meeting are in the May 15 meeting minutes.  Ken announced that Region 1 was scheduled to meet on September 15 where the topics will be worker’s comp and unemployment issues.

Region 2:  No report.

Region 3:  Paul LeSieur reported that Region 3 met on April 24.  The details of this meeting are in the May 15 meeting minutes.  Paul announced that their next meeting will take place on September 18 where they will discuss the ACA and legislation.  

Region 4:  Wannaa Chavis reported that Region 4 and 5 met together on May 21and had Alexis Schauss discuss what to expect from the budget legislation.

Region 5:  Region 5 met with Region 4.

Region 6:  No report.

Region 7:  Adam Steele reported that Region 7 met during June and had Alexis Schauss speak on budget issues.  They had 75 attendees at this meeting.  He announced that the Region would be meeting again sometime in September.   

Region 8:  Deborah Frisby reported that Region 8 met on July 10 and had Chris Campbell, a school attorney that represents all the western region, who gave them a presentation on how to calculate the per pupil expenditures for charter school allocation purposes.  She announced that the Region was scheduled to meet again on August 14.

DPI Liaison:  No report.

Unfinished Business:  None

New Business:  President Richard announced that Treasurer Jan Hildebrand had retired and had requested to step down as Treasurer and that Faye Perry had agreed to complete the term in that office.

Announcements and Reminders:  President Richard announced that the next Council meeting would be on October 8, 2014 at the Blockade Runner at Wrightsville Beach, NC during the Fall Leadership Conference.

Adjournment:  President Richard asked for a motion to adjourn.  A motion to adjourn was made by Scott Powell and a second from Paul LeSieur and the motion was carried.




 

 

                                                   NCASBO EXECUTIVE COUNCIL MEETING
                                                                         May 15, 2014
                                                            NCDPI Building, Raleigh, NC

The NCASBO Executive Council Meeting was called to order at 2:00 pm Thursday, May 15, 2014 with President Faye Perry presiding.

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:
    Sharon Penny, Past President, and Best Practices Committee, Bladen Co. Schools
    Karla Miller, Immediate Past President, Catawba Co. Schools
    Jenny Billing, Executive Director – NCASBO
    Faye Perry, President, Camden Co. Schools
    Lori Triplett, Scholarship Committee, Catawba Co. Schools
    Harvey Gay, Past President, and By-Laws/Policy and Retiree Committees, Retired
    Steve Toler, Secretary, Beaufort Co. Schools
    Scott Powell, Vice-president, Caswell Co. Schools
    Mary Parker, Past President, Financial Software Committee, NC School Business Platform Project Committee, Retired   

    Paul LeSieur, Region 3 Rep, Durham Co. Schools
    Lu Ellen Richard, President-elect, Charlotte-Mecklenburg Co. Schools
    Wannaa Chavis, Region 4 Rep, Hoke Co. Schools
    Pam Satterfield, Past President, Professional Development Committee, Richmond Co. Schools
    Adam Steele, Region 7 Rep, Hickory City Schools
    John Kachmarik, Photographer, Charlotte-Mecklenburg Co. Schools
    Pam York, Region 7 Rep, Rowan-Salisbury Schools
    Hank Hurd, Past President, Retired
    Deborah Frisby, Region 8 Rep, Buncombe Co. Schools
    Mike Bundy, Region 4, Cumberland Co. Schools
    Jay Toland, Region 4 Rep, Scotland Co. Schools
    Kathy Isenhour, Past President, Retired
    Ricky Lopes, Past President, Cumberland Co. Schools
    

Approval of Minutes:  The minutes from the January 16, 2014 Council meeting, February 11, 2014 business luncheon meeting and the February 12, 2013 business meeting were presented by Secretary Steve Toler.   Secretary Toler asked for a motion to approve the January 16th and the February 11th minutes as presented and to take the February 12th minutes to the February 2015 business meeting for approval.   A motion to accept the minutes came from Sharon Penny and a second from Deborah Frisby and the motion was carried.

Treasurer’s Report:  Jenny Billings reported that there was a budget amendment to complete the remainder of the fiscal year to be approved.  Jenny asked for discussion on the amendment.  Mary Parker noted that fund balance was being used and asked if there was any concern regarding the organization’s ability to continue using the fund balance on an ongoing basis.  Jenny responded that there was no concern and stated that the treasurer academy was going to replenish the fund balance.  Jenny noted that the proposed budget for the next fiscal year was also proposing the use of fund balance.  President Perry asked for a motion to approve the amendment as presented.  A motion to accept the amendment came from Sharon Penny and a second from Scott Powell and the motion was carried.  Jenny also presented the proposed budget for 2014-2015 fiscal year for discussion and announced that this budget would be presented for approval during the July Council meeting.  Harvey Gay asked about the amount of the fund balance currently on hand.  Jenny replied that it was around $200,000.  There was no further discussion.

Executive Director Communications:  Jenny Billings began by announcing that the Treasurer’s Academy was in process and that the feedback so far had been very positive.  Jenny reported that there were over 800 people signed up for the Academy and that she expected that it would probably exceed 1000.  Jenny also announced that the Fall Leadership Conference was planned for October 6 through 10 at the Blockade Runner in Wrightsville Beach.  The room rate was $129 and that there were two dinners that were being sponsored.  Jenny further explained that the actual conference would not start until October 8 and that the 6th and 7th were Academy classes.  She also announced that there would be Academy classes on July 21st and 22nd at the Sheraton Imperial in Durham and that there would be regular professional development classes on July 23rd prior to the DPI conference.  Jenny asked for suggestions for subject content of the July 23rd classes.  Jenny asked Mike Bundy to share with the Council a proposal to offer the vendors who attended the February 2014 conference a 15% discount on their fees for 2015 since their time was cut so short due the snow storm during the last conference.  A motion to offer the 15% discount to the vendors was made by Sharon Penny and a second from Paul LeSieur and the motion was carried.  Jenny concluded by expressing how important it was for seasoned Finance Officers to be willing to be mentors to the many new Finance Officers that were starting throughout the state.  She announced that Scott Powell was moving from Caswell to Lincoln County on July 1.  Also, Mike Griffin was stepping down from Finance Officer to Budget Director and that Tina Edmonds was going be the new Finance Officer in Moore County.  She also reported that Vance and Wayne counties still had vacancies in the Finance Officer position.             

Committee Reports:

Affiliations:  Jenny Billings reported that the names of the two affiliation nominees had been sent to NCASA.  

Best Practices:  Sharon Penny reported that the committee had not met since the last Council meeting but they were in the process of posting some information to the website.    

Budget:  The budget had been covered during the Treasurer’s report.

By-Laws/Policy:  Harvey Gay reported that the committee had not met since there were no issues to discuss.     

Chart of Accounts/Financial Reporting:  There was no report.

Conference Committee:  No report.

Financial Software:  K12 Enterprises and ISIS:  Mary Parker reported that K12 had 2 successful DVRS transmissions at the end of March and at the end of April.  Bladen Co. would be transmitting at the end of May.  Pam Satterfield announced that ISIS had a user’s group meeting in March and that everything was going good and that she was attending a HRMS meeting as a LEA finance representative.  

Historian:  There was no report.

Membership:  No report.

Nominations:  There was no report.

NC School Business Platform Committee:  No report.

Professional Development:  Pam Satterfield reported that the school treasurer classes were going well.

Retired Members:  No report.

SASBO:  Scott Powell reported that SASBO had their annual conference the first week in May in Kingsport, TN and it was attended by a number of individuals from North Carolina and that the conference went very well.  He reported that SASBO would have its leadership conference in September for the new directors coming on and would have the leadership for all directors in January in Charleston, SC.  The next annual conference would be in Myrtle Beach.  

Scholarship:  Lori Triplett announced that they needed more applicants for the scholarships since they only had three the previous year.

Website:  Jenny Billings reported that the new website was going well.  She did report that she was having some issues with the way receivables were being presented, but that she was working through it.

Region Reports:

Region 1:  Faye Perry reported that Region 1 met on April 1 and had K12 give a presentation on their ACA report and did a presentation on their new Windows based program.  Region 1’s next meeting is planned for September 10.

Region 2:  Sharon Penny reported that Region 2 met on February 28 in Duplin Co and had Karen Fraizer from DPI do a presentation on the cash management monitoring system.

Region 3:  Paul LeSieur reported that Region 3 met on April 24 and had Phillip Price speak on the pre-budget outlook and the new master teacher code.  They also had Hank Hurd with Mark III discuss the ACA and where it was headed.  Their next meeting will be in September.

Region 4:  Mike Bundy reported that Region 4 and 5 (which meet together) had not met since the last Council meeting.  Region 4 and 5 will be meeting on May 21 in Asheboro.  Mike went on to announce that Jay Toland would be replacing him as Region Rep for Region 4.

Region 5:  Region 5 meets with Region 4.

Region 6:  LuEllen Richard reported that Region 6 met on April 15th and had a round table discussion on procurement issues.

Region 7:  Adam Steele reported that Region 7 met in April and had Karen Fraizer from DPI speak on cash management issues.  He announced their next meeting was scheduled on June 4th.

Region 8:  Deborah Frisby reported that Region 8 met on April 10th and had Kristine Sheer from Gallagher and Associates speak on the ACA.
 
DPI Liaison:  There was no report.

Unfinished Business:  President Perry stated Mary Parker had already announced earlier that the President had approved Roger Warren to take her place on the Financial Software Committee.  Jenny Billings reported that 4 of the 16 Region Reps had not responded back to her indicating whether or not they were going to continue to serve or, if not, who their replacement would be.  She stated that she would be following back up with those 4 and would have the Council in place by July.

New Business:  Jenny Billings reported that the next meeting would be at 5:30 PM on July 23rd in Durham.  
 
Announcements/Reminders:  None reported

 

                                           NCASBO Business Meeting – Annual Conference
                                                          Wednesday, February 12, 2014
                                                  Sheraton Four Seasons, Greensboro, NC

The NCASBO Business Meeting was called to order by President Faye Perry at 10:45 a.m. on Wednesday, February 12, 2014 at the Sheraton Four Seasons in Greensboro, NC.  President Perry reminded the attendees how important it was to complete their conference and staff development evaluation forms.

Welcome from SASBO:  Tony Messer, NC SASBO Director, shared greetings from SASBO.  Tony began by thanking NCASBO for a great conference.  Tony expressed appreciation to Terry Haas, Debra Dixon-Doss, and the NCASBO Executive Council for their support during the past year.  Tony announced that he would be stepping down as the NC SASBO Director to accept the office of Vice-president of SASBO and that Scott Powell would be assuming the position.  Tony extended an invitation to everyone to attend the SASBO 2014 Annual Conference which will take place April 7th through April 10th in Kingsport, TN.  Tony strongly encouraged everyone to attend this upcoming conference.  Tony encouraged all SASBO non-members to join because of all the professional development, great networking, and other resources the organization has to offer. Tony concluded by presenting a gift from SASBO to President Perry for all of her support to both NCASBO and SASBO.  

Presentation to Past President:  President Perry recognized Karla Miller and presented her with a plaque for her service as the NCASBO president during 2012-2013.

Approval of Minutes:  Steve Toler presented the minutes of the 2013 conference.  A motion to accept the minutes as written came from Joe Holloway and a second from Bonnie Caudle and the motion was carried.

Treasurer’s Report/Audit Report:  President Perry presented the Treasurer’s report.  Faye stated that the conference packets included a letter from outside auditor Sam Newman that indicated a clean audit.  Faye reported that as of June 30, 2013 the organization’s checking account had balance of $32,784.26, the money market account balance was $691,315.24, and the share account balance was $26.04 for a total of $724,125.54.  Both were accepted as information.

Committee Reports:

Historian Report:  President Perry reported the 2012-2013 history had been recorded and had been placed on the NCASBO website.

By-Laws Committee:  President Perry introduced the following by-law change to the general membership:  “The officers of the Association are members of the Executive Council and shall be a President, President-Elect, Vice President, Secretary, and Treasurer.  An eligible candidate is one who is a voting member and has actively served as a member of the Executive Council (including committee chairs) for at least two (2) years.”  President Perry asked for a motion to adopt this change to our by-laws.  A motion to approve this change came from Scott Powell and a second from Tony Messer and the motion was carried.

Nominating Committee:  Karla Miller presented the slate of officers for the 2014-2015 year.  President, Lu Ellen Richard, Executive Director of Financial Services from Charlotte-Mecklenburg County Schools; President-Elect, Mike Bundy, Accounting Manager from Cumberland County Schools; Vice President, Scott Powell, Finance Officer from Caswell County Schools; Treasurer, Jan Hildebrand, Retired from Buncombe County Schools;  and Secretary, Steve Toler, Finance Officer from Beaufort County Schools.  President Perry asked if there were any other nominations from the floor.  No other nominations were brought forward.  President Perry asked for a motion to accept the slate of officers as presented.  A motion to accept the slate of officers as presented came from Jenny Billings and a second from Karla Miller and the motion was carried.

Membership Committee:  President Perry announced there would be no Membership Committee report.  

Professional Development Committee:  President Perry announced there would be no Professional Development Committee report.  

Scholarship Awards:  John Kachmarik announced the Scholarship awards for the three $1,000 scholarships sponsored by Surry Insurance.  John thanked the members of the scholarship committee for their dedicated work:  Phyllis Yates, Laurie Trussell, Lori Tripplet, and Michael Griffin.  NCASBO would like to express their appreciation to Surry Insurance for their continued support of our scholarship program.  Robert Ayers was in attendance representing Surry Insurance.  John asked that the membership please remember that Surry Insurance provides us with a great opportunity to continue our education.  The recipients for this year were:
•    Sherry Chance from Scotland Co. Schools.  Sherry is attending St. Andrews University to obtain a Master’s Degree in Business Administration.
•    Roger Warren from Buncombe Co. Schools.  Roger is attending Western Carolina University to obtain a Master’s of Public Affairs.
•    Susan Harrison from Bladen Co. Schools.  Susan is attending Mount Olive College to obtain her Bachelor’s Degree in Business Administration.

Conference Grand Prize:  The grand prize for the conference was provided by Pierce Group Benefits and presented by President Faye Perry.  The grand prize was a choice between a 7 day and 7 night Caribbean cruise, a 4 night Las Vegas trip, or a 6 night trip to Disney World for a family of four.  The grand prize was awarded to Stan Chambers with Winston-Salem/Forsyth Co. Schools.  

President Perry asked for a motion to adjourn the meeting.  A motion to adjourn was received from Karla Miller and a second from Steve Toler and the motion was carried.

 

                                                                               NCASBO Executive Council Meeting

                                                                      February 11, 2014

                                                    Sheraton Four Seasons, Greensboro, NC

 

The NCASBO Executive Council Meeting was called to order at 12:00 pm Tuesday, February 11, 2014 with President Faye Perry presiding. 

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:


    Sharon Penny, Past President and Best Practices Committee, Bladen Co. Schools
    Karla Miller, Immediate Past President, Catawba Co. Schools
    Jenny Billings, Executive Director – NCASBO
    Faye Perry, President, Camden Co. Schools
    Lori Triplett, Scholarship Committee, Catawba Co. Schools
    Scott Powell, Vice-president, Caswell Co. Schools
    Steve Toler, Secretary, Beaufort Co. Schools
    Wanda Mitchell, Past President, Retired
    Mary Parker – Past President, Financial Software Committee, NC School Business  
    Platform Project Committee, Retired
    Tony Messer, NC SASBO Director, Chatham Co. Schools
    Hank Hurd, Past President, Retired
    Freyja Cahill, Region 2 Rep, Brunswick Co. Schools
    Karen Rogerson, Past President, Martin Co. Schools
    Mike Bundy, Region 4 Rep, Cumberland Co. Schools
    Katrina Miller, Historian & Past President, Retired
    Lu Ellen Richard, President-elect, Charlotte-Mecklenburg Co. Schools
    John Kachmarik, Photographer, Charlotte-Mecklenburg Co. Schools
    Terry Haas, Past President, Mooresville City Schools
    Shirley Bess, Past President, Union Co. Schools
    Frances Hammer, Past Vice-President, Retired
    Kathy Isenhour, Past President, Retired
    Kerry Crutchfield, Past President & COA/Financial Reporting Comm., Winston-Salem/Forsyth Schools
    Wannaa Chavis, Region 4 Rep, Hoke Co. Schools
    Adam Steele, Region 7 Rep, Hickory City Schools
    Ashley Sutton, Region 2 Rep, Duplin Co. Schools
    Anna McGinnis, Region 1 Rep, Dare Co. Schools
    Jim Agar, Region 1 Rep, Elizabeth City/Pasquotank Co. Schools
    Deborah Frisby, Region 8 Rep, Buncombe Co. Schools
    Roger Warren, Region 8 Rep, Buncombe Co. Schools
    Dan Karpinski, Region 6 Rep, Union Co. Schools
    Debra Dixon-Doss, Past President, SASBO Executive Director, Retired
    Melissa Wike, Region 6 Rep, Iredell-Statesville Schools

President Perry began by recognizing Karla Miller, the Immediate Past President and thanked her for her guidance and direction during the year.  She announced that Tony Messer had been nominated as Vice-president of SASBO and therefore we needed to appointment someone to replace Tony as the NC SASBO Director.  Scott Powell had volunteered to take on that office.  Scott will take over as the Director on July 1, 2014 and will serve in that capacity for the remainder of the two year term.


President Perry then turned the meeting over to Lu Ellen Richard, President Elect, for a report on the organization’s plan for the coming fiscal year.  Lu Ellen began by stating that NCASBO is a strong professional organization that provides a lot of training, support, and insight to its members.  The organization helps guide us in promoting the best use of educational resources and implementing best practices regarding school district management.  School district finance is very different from private sector finance and is one of the most heavily regulated industries that exist.  NCASBO provides the opportunity to meet many individuals that are highly skilled in the area of school district finance and take advantage of their knowledge and use them as resources.  NCASBO is already a great organization that can be improved.  She stated that one way to improve was to grow in the 8 regions that we have in the state.  She would like to work with the Region Reps in the coming fiscal year to promote more participation in the region meetings and develop some way to contact new individuals coming into the business and give them a personal invitation to join and participate in NCASBO.  While she is president, Lu Ellen plans to visit each region.  She would like to promote experienced individuals to be mentors to new folks.  This not only includes finance officers, but other areas such as payroll and purchasing.  She concluded by thanking the executive council in advance for their support for her in the coming year and stressed the importance of getting the mentor program started in all the regions.

         
Special Request:  Lu Ellen requested that the attendees sign up to introduce the presenters of the mini-sessions and also for three volunteers to man the doors for Wednesday’s lunch.  Sign up for these will take place immediately after the conclusion of the luncheon meeting.


President Perry asked that all past presidents attending the luncheon stand and be recognized.  President Perry then asked Katrina Miller to present the history for the past year.  Katrina announced that the 2012-2013 history was available for review in the conference packets and thanked Secretary Steve Toler for his support in providing her with the necessary information that enabled her to provide the histories.  President Perry then announced there was an academy graduation that evening at 7:00 PM and a reception beforehand at 5:30 PM.  She stated that she hoped that everyone enjoyed the conference and then adjourned the meeting.

 

                                                             NCASBO Executive Council Meeting
                                                                            January 16, 2014
                                                                Education Building, Raleigh, NC

The NCASBO Executive Council Meeting was called to order at 2:00 pm Thursday, January 16, 2014 with President-elect Lu Ellen Richard presiding. 

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:


Karla Miller – Immediate Past President, Caldwell Co. Schools
Steve Toler – Secretary, Beaufort Co. Schools
Wanda Michell – Past President, Surry Co. Schools
Jenny Billings – Executive Director, NCASBO
Scott Powell – Vice-president, Caswell Co. Schools
Tony Messer – NC SASBO Director, Chatham Co. Schools
Karen Rogerson – Past President, Martin Co. Schools
Wannaa Chavis, Region 4 Rep, Hoke Co. Schools
Adam Steele, Region 7 Rep, Hickory City Schools
Freyja Cahill – Region 2 Rep, Brunswick Co. Schools
John Kachmarik – Photographer, Charlotte-Mecklenburg Co. Schools
Ashley Sutton – Region 2 Rep, Duplin Co. Schools
Todd Lowe- Region 5 Rep, Randolph Co. Schools
Alexis Schauss- DPI Liaison
Lu Ellen Richard – President-elect, Charlotte-Mecklenburg Co. Schools
Pam Satterfield – Past President, Professional Development Committee, Richmond Co. Schools
Sharon Penny – Past President, Best Practices Committee, Bladen Co. Schools
Lori Triplett – Scholarship Committee, Catawba Co. Schools
Mary Parker – Past President, Financial Software Committee, NC School Business Platform Project Committee, Retired
Jan Hildebrand – Treasurer, Retired
Pam York – Region 7 Rep, Rowan-Salisbury Schools
Anna McGinnis – Region 1 Rep, Dare Co. Schools
Hank Hurd – Past President, Retired
Jim Agar – Region 1 Rep, Elizabeth City/Pasquotank Co. Schools
Jeff Holloman – Affiliations, Onslow Co. Schools
Harvey Gay – Past President, Retired Members Committee and By Laws/Policy Committee, Retired

Approval of Minutes:  Secretary Toler asked for a motion to approve the minutes from the October 9th, 2013 Executive Council meeting.  A motion to accept the minutes as presented came from Mary Parker and a second from Sharon Penny and the motion was carried.

Treasurer’s Report:  Treasurer Hildebrand reported a balance in our checking account of $39,485.40; a balance of $639,222.29 in our money market account; and a balance of $26.14 in our share account; for a total of $678,733.83 as of December 20, 2013. 

Executive Director Communications:  Jenny Billings began by distributing some information and brochures from the National Alliance for Insurance Education and Research.  This company offers insurance education classes.  They want to get into a revenue sharing agreement with NCASBO.  They want NCASBO to co-sponsor the classes they offer and they will in turn pay us various fees.  Jenny indicated that if we enter such an agreement, that, in essence, we would be giving them our “blessing” as a business.  She stated that endorsing a business is something that our organization had avoided in the past.  After some discussion President-elect Richard ask for a motion to not enter such an arrangement with this group.  A motion was made to not enter an agreement with the National Alliance for Insurance Education and Research from Mary Parker and a second from Steve Toler and the motion was carried.  Next, Jenny announced that so far she had not received any questions for the legislative panel that is going to be a two hour general session at the Conference at 3:00 pm to 5:00 pm on February 11.  She asked that the questions be emailed directly to her by January 24th.  Jenny noted that we were going to have a legislator from the State Budget Committee, one from the Fiscal Research Committee, and two from the House Education Committee.  She also announced that we would have a moderator, which would be a school district superintendent.  Jenny was asked if there was any way that anyone who had already registered for the Conference could go back in and view information such as the PD classes.  She said one would have to log in, click on “My Profile”, then click on “My Profile” again, and click on “View Transactions” and it will show all the registered classes.  She stated that she was working with the website provider for enhancements. 

Jenny announced that there were 468 school treasurers (bookkeepers) registered for the school bookkeeper classes that will start in March in 30 different locations.

Jenny announced that so far, Conference registration was at 333 compared to last year’s 407.  She encouraged everyone to register so we can determine the final numbers we are working with.  Jenny expects to hit the 400 + mark before registration has ended.  Jenny also announced that Toshiba was inviting everyone to their event on Wednesday night of the Conference and it would be announced in the program.  Jenny announced that she was sending around a sign-up list for the Strategic Luncheon which would take place on Tuesday during the Conference.        

Committee Reports:

Affiliations (NCASA):  Jeff Hollamon reported that the NCASA reported that their conference was planned for March 13 and 14.  The major theme of the conference was going to be gaining respect for public schools in NC.  Jeff announced that former Governor Hunt was scheduled to speak at the event.  He went on to announce that Katherine Joyce had been appointed the Executive Director of NCASA and was doing an excellent job.

Best Practices:  No report.

Budget:  Jan Hildebrand reported that auditor Sam Newman did not report any findings or concerns and that our books were in good shape.

By-Laws/Policy:  Harvey Gay reported that the Committee had not met but there were a number of issues that they would soon address.

Chart of Accounts/Financial Reporting:  No report.

Conference:  President-elect Richard reported that the round-tables were lined up and that she thanked the Council members for agreeing to help in that endeavor.  She added that the technology piece was set up also.  She asked the Council for volunteers to help stuff the Conference packets on the Sunday before the Conference.  A number of Council members volunteered themselves and their staffs.  Jenny announced that there were 84 booths and that they were all sold.                 

Financial Software
Sartox:  Mary Parker reported that most of the problems she found with version 1 of the new K12 software had been addressed.  She reported that Bladen and Ashe counties were trained on the new software the first week in December.  These counties are planning to go live in March or April.  K12 has sent out communications asking for volunteers to test the next phase.  Mary recommended that a current finance officer take her place as our liaison with K12 since she was now retired. 

ISIS:  Pam Satterfield reported that ISIS was having its conference in March in Greensboro.

Historian:  Jenny Billings reported that a draft of last fiscal year’s minutes had been distributed and asked that everyone review and advise her with any changes that may be needed.  She noted that the final draft would be approved at the Strategic Luncheon on February 11th. 

Membership:  Scott Powell reported that we had gained 52 new members.  Jenny Billings added that will give the organization a total of 769 members.

Nominations:  Karla Miller reported on the new slate of officers for the fiscal year 2014-2015.  President – Lu Ellen Richard, Vice President – Scott Powell, President-elect – Mike Bundy, Secretary – Steve Toler, and Treasurer – Jan Hildebrand.  President-elect Richard asked for a motion to accept this slate of officers.  A motion to accept the slate of officers was received from Tony Messer and a second from Sharon Penny and the motion was carried.  President-elect Richard noted that this slate of officers will go to the full membership for a vote at the Conference.  

NC School Business Platform Project:  Mary Parker gave a very lengthy and detailed report indicating that were some good things coming to the HRMS platform but there continues to be a number of decisions to be made and that hopefully the final product would be something we can live with.

Professional Development: Pam Satterfield reported that Jenny had already covered the school treasurer classes and that the professional development classes were ready to go for the Conference.  Jenny Billings added that we were going to graduate 100 plus from all 3 levels of the Academy.

Retirees:  No report.

SASBO:  Tony Messer reported the leadership summit is taking place the last week in January in Georgia.  The SASBO Conference will take place beginning on April 7th in Kingsport, Tennessee.  Tony confirmed with Jenny regarding the SASBO video to be run at the Conference general session.   

Scholarship:  Lori Triplett reported that three scholarship applications were in and had been sent to the committee.

Website:  Jenny Billings reported that the new website was user friendly on some things and some things it was not.  It has great search capabilities and provided excellent data research tools.  She noted that the vendor did not have a true conference module which was concerning.  She thinks the new website has a lot of good possibilities.     

Regional Reports:

Region 1:  Jim Agar reported that Region 1 met on December 12 and discussed the ACA and NC-4’s.    

Region 2:  No report.

Region 3:  No report.

Region 4:  Wannaa Chavis reported that Region 4 met with Region 5.

Region 5:  Todd Lowe reported that Region 5 and 4 met on November 14th in Asheboro and had representatives from Horace Mann do a presentation.

Region 6:  Lu Ellen Richard reported that Region 6 met on January 15th and had Gallagher and Associates do a presentation on the ACA.

Region 7:  Adam Steele reported that Region 7 had not met but were planning meetings in March and June.

Region 8:  Mary Parker reported that Region 8 met in December and had Gallagher and Associates do a presentation on the ACA.

DPI Liaison:  Alexis Schauss reported that Philip Price, Steve Taynton, Leigh Ann Kerr,  Derek Graham, and Tom Tomberlin would be giving presentations at the Finance Forum scheduled for the next morning starting at 8:30 AM.

Unfinished Business:  None.

New Business:  None.     

Announcement/Reminders:  President-elect Richard reminded everyone that the annual Conference would take place February 10th – 13th.  The Strategic Lunch will take place on February 11th.

Communications from NCASA:  Katherine Joyce, NCASA Executive Director, began by stating that she had been the NCASA lobbyist since 2003 before she became Executive Director and will continue to be the organization’s chief lobbyist.  She works with the General Assembly and State Board of Education and plans to do more outreach to the different facets of the NCASA membership.  She explained that almost all finance officers are members of NCASA because most all LEA’s are unit members which cover the entire leadership teams.  NCASA work on state budgets, the policies that govern our schools, and try to make sure that LEA leadership teams have what is needed to do their jobs.  Part of her job is to make sure that NCASA is doing a better job of providing services back to the members.  They are currently focusing on things such as how they do communications by creating a new newsletter that will hopefully put the information together in a way that will be more informative and timely.  Besides communication they will be working in the areas of advocacy, professional development, how to recruit and retain members, and the finance and administration of the organization.  One of the main focuses of the March conference is a statewide campaign for building support for public schools.  Since public schools are always receiving so much negative press, NCASA is planning on presenting a campaign to tell the “good” stories regarding public schools.  Currently, state policy is pushing alternatives to public schools, i.e. charter schools and state vouchers for private schools.  NCASA is going to demonstrate why public schools are the best choice and the “backbone” of the state’s economy.  They want to develop a “toolkit” that LEA’s can use at the local level to achieve more awareness of the positive success stories.  The theme of the March conference will be:  “Visionary Leadership, Building Support and Respect for Public Schools”.  One of the main objectives is to obtain a significant increase in teacher pay.  Former Governor Hunt will be giving a talk on that subject.  Another area of concern for the organization is the school accountability issue whereby schools will be labeled A through F.  This could push more families away from public schools because most schools will probably be labeled D and F which could make alternative schools appear as a better choice.  Another issue NCASA will be looking into is local flexibility which LEAs do not have.  The organization will work for LEAs to have the same flexibilities as charter schools in order to be competitive.  Also, they will push to have private schools that receive state vouchers to be held to the same accountabilities as public schools.  Ms. Joyce indicated that there were a number of other issues that NCASA will be addressing for LEAs and that their main goal was to provide exemplary service to all LEA’s.             

Adjournment:  President-elect Richard called for a motion to adjourn.  A motion to adjourn was made by Mary Parker and a second by Pam Satterfield and the motion was carried.


 

2013

 

 

NCASBO Executive Council Meeting

January 17, 2013

Education Building, Raleigh, NC

 

The NCASBO Executive Council Meeting was called to order at 2:00 pm Thursday, January 17, 2013 with President Karla Miller presiding. 

 

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:

            Karla Miller – President, Caldwell Co. Schools

            Steve Toler – Secretary, Beaufort Co. Schools

            Wanda Mitchell – Immediate Past President, Surry Co. Schools

            Jenny Billings – Executive Director, NCASBO

            Scott Powell – Region 5 Rep, Caswell Co. Schools

Matilda Campbell – Vice President, Weldon City Schools

Karen Rogerson – Past President, Martin Co. Schools

Wannaa Chavis, Region 4 Rep, Hoke Co. Schools

Adam Steele, Region 7 Rep, Hickory City Schools

Mike Bundy – Region 4 Rep, Cumberland Co. Schools

Freyja Cahill – Region 2 Rep, Brunswick Co. Schools

Francis Hammer – Past Vice President, Retired

Ashley Sutton – Region 2 Rep, New Hanover Co. Schools

Faye Perry- President Elect, Camden Co. Schools

Alexis Schauss- DPI Liaison

Lu Ellen Richard – Region 6 Rep, Charlotte-Mecklenburg Co. Schools

Cindy Holder – Region 7 Rep, Alleghany Co. Schools

Sharon Penny – Best Practices Committee, Bladen Co. Schools

Lori Triplett – Scholarship Committee, Catawba Co. Schools

Mary Parker – Affiliations Committee, Buncombe Co. Schools

Jan Hildebrand – Region 8 Rep, Buncombe Co. Schools

Kerry Crutchfield – Past President & COA/Financial Reporting Comm., Retired

Harvey Gay - Past President & ByLaws/Policy and Procedures/Retiree Committee, Retired

Mary Jo Lindquist - Past President, Affiliations Committee, Gaston County Schools

 

Approval of Minutes:  Secretary Toler asked for a motion to approve the minutes from the July 25th and the October 10th meetings.  A motion to accept the minutes as presented came from Mary Parker and a second from Matilda Campbell and the motion was carried.

 

Treasurer’s Report:  Due to the resignation of Tony Messer as Treasurer, President Miller assumed the duties of that office until a replacement Treasurer could be appointed.  President Miller reported a balance in our checking account of $66,454.81; a balance of $775,766.84 in our money market account; and a balance of $25.95 in our share account; for a total of $842,247.60.  President Miller explained the reason for our large balance in our money market account was due to a $200,000 payment for our contract pool work with a number of counties that has not yet been completely expensed. 

 

Executive Director Communications:  Jenny Billings began by announcing she was passing around a signup sheet for the Executive Council Luncheon Meeting that would take place Tuesday at the conference.  She then announced that Shirley Bess had recently lost her father and that Pam Satterfield had recently lost her mother.  She also announced that Kay Fulp was not doing well but was planning on attending the Conference.  Jenny said she would be sending some information out regarding the Conference and requesting some help.

  

Committee Reports:

 

Affiliations (NCASA):  Mary Parker reported that she attended the quarterly NCASA meeting the last week of November which was combined with 2 days of “influence” training which she indicated was excellent.  She announced that the NCASA Conference would take place in March.

 

Best Practices:  Sharon Penny reported that the committee had not met.

 

Budget:  President Miller reported that there was a budget amendment that would be approved at the next meeting.

 

By-Laws/Policy:  Jenny Billings reported that the committee had not met.

 

Chart of Accounts/Financial Reporting:  Jenny Billings indicated that there was no report.

 

Conference:  Jenny Billings reported that so far we had 336 people registered for the Conference.  Last year we ended up with having 394 attend.  We will have 4 additional vendor booths this year and all of the booths have been sold and we have requests for more booths that of course we cannot fulfill.  Jenny asked for volunteers to help put together packets and man round tables.  She received a number of commitments from the Council.  Jenny reported that we needed a minimum of 501 sleeping nights at the hotel to receive free meeting spaces but she did not think that would be a problem since the vendors would be taking a number of rooms.            

 

Financial Software

Sartox:  Mary Parker reported K12 was planning on implementing their new product in Ashe and Bladen Counties.  Mary is going to work with these two districts to determine how well these new platforms are working.

 

ISIS:  Scott Powell reported there would be a day and one half group meeting in March that would address issues with Version 6.

 

Historian:  Wanda Mitchell reported for Katrina Miller that the history of last year’s minutes had been completed and recorded.

 

Membership:  No report.

 

Nominations:  Wanda Mitchell reported on the new slate of officers for the fiscal year 2013-2014.  President - Faye Perry, Vice President - Matilda Campbell, President Elect – LuEllen Richard, Secretary – Steve Toler, and Treasurer – Jan Hildebrand.

 

NC Cloud:  Mary Parker reported that a number of the ISIS units have begun to move their financials over to the Cloud.  She stated that we should soon be able to see what kind of experiences these units are having.

 

ORBIT:  No report.

 

Professional Development: Jenny Billing reported that the curriculum for the school bookkeepers has started being written and Kerry Crutchfield has finished 1 of 7 classes.

 

Retirees:  No report.

 

SASBO:  Scott Powell reported for Tony Messer and reminded the Council of the Leadership Conference that was going to take place from 1/24/13 to 1/26/13 in Norfolk, VA.  Scott also reported that there were 4 members going from NC:  Faye Perry, Adam Steele, Tara Trexler, and Tony Messer.  There is one more slot available if there was anybody interested in attending.  SASBO was going to have a booth at the NCASBO Conference and that volunteers were needed to man it.  The annual SASBO Conference was going to take place from 4/29/13 to 5/2/13 in Norfolk, VA. 

 

Scholarship:  Lori Triplett reported that the four scholarship applications were in and had been sent to the committee and the committee deadline was January 25.  Jenny will make sure the applicants will meet the membership requirement.

 

Website:  Jenny Billings reported that Affiniscape was merging with a company called Your Association.  They are going to operate under the name of Your Association.  Due to this Jenny is recommending that we do not convert to the new version at this time.   

 

Regional Reports:

 

Region 1:  Karen Rogerson reported that Region 1 met in November and had Alexis Schauss give a presentation on Cash Management.  Karen also announced that the next Region 1 meeting was planned to take place before the Conference.

 

Region 2:  Ashley Sutton reported that Region 2 met on December 7 and had 2 representatives from Blue Cross/Blue Shield that spoke on all the recent changes that had recently taken place regarding the billing and how they were handling their payments.  They also reported on the changes that they were going to be making in the future.

 

Region 3:  No report.

 

Region 4:  Wannaa Chavis reported that Region 4 met with Region 5 in November and had Randy Cranfield from Surry Insurance speak about Worker’s Comp and safety issues.  The next Region 4/5 meeting is planned for February 8.

 

Region 5:  Region 5 met with Region 4.

 

Region 6:  LuEllen Richard reported that Region 6 met in October and had an attorney, Christine Scheer, with the School Board Association give a talk on Fair Labor Standards which was very well done.

 

Region 7:  Adam Steele reported that Region 7 met in early January in Davie Co. and had some representatives from Surry Insurance give a presentation on liability insurance.  Region 7 has scheduled their next meeting to take place on March 19.

 

Region 8:  Jan Hildebrand reported that Region 8 met in November and had Alexis Schauss give a presentation and met again in December.  Region 8 is planning to meet in February and discuss how to increase participation at their Region meetings.

 

DPI Liaison:  Alexis Schauss reported that Philip Price, Lynn Harvey, and Eileen Townsend would be giving presentations at the Finance Forum scheduled for the next morning starting at 8:30 AM.

 

Unfinished Business:  President Miller called for a discussion regarding the suggestion that NCASBO pay the $10 SASBO dues for each member.  It was suggested that this topic be tabled until the May Executive Council meeting.

 

New Business:  The first new business item that was discussed by President Miller was the appointment of a new Treasurer due to the resignation of Tony Messer.  President Miller announced that she had appointed Jan Hildebrand to complete out the term of Tony Messer as Treasurer which will expire in June 30, 2014.  She asked for a motion to approve the appointment of Hildebrand.  A motion was received from Lori Triplett and a second from Steve Toler and the motion was carried.  A second new business item was opened for discussion by Mary Parker regarding the difficulty encountered in recruiting qualified candidates to fulfill the Finance Officer position.  After a very lengthy discussion it was decided that Jenny Billings would put out an informational flyer to LEA superintendents regarding sending financial personnel, which may have the potential to become Finance Officers, to the Finance Academy.     

 

Announcement/Reminders:  President Miller reminded everyone of the Executive Council annual dinner at 6:00 PM at Carrabba’s located on Capital Blvd.  President Miller thanked all that attended for coming to the meeting in such undesirable weather conditions.

 

Adjournment:  President Miller called for a motion to adjourn.  A motion to adjourn was made by Matilda Campbell and a second by Scott Powell and the motion was carried.

 

 

 

 

NCASBO Executive Council Meeting

February 19, 2013

Sheraton Four Seasons, Greensboro, NC

 

The NCASBO Executive Council Meeting was called to order at 12:00 pm Tuesday, February 19, 2013 with President Karla Miller presiding. 

 

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:

Sharon Penny, Past President and Best Practices Committee, Bladen Co. Schools

            Karla Miller, President, Caldwell Co. Schools

            Jenny Billings, Executive Director – NCASBO

            Faye Perry, President-elect, Camden Co. Schools

            Lori Triplett, Scholarship Committee, Catawba Co. Schools

            Jan Hildebrand, Treasurer, Buncombe Co. Schools

            Scott Powell, Region 5 Rep, Caswell Co. Schools

            Steve Toler, Secretary, Beaufort Co. Schools

            Wanda Mitchell, Immediate Past President, Surry Co. Schools

            Mary Parker – Affiliations & Past President, Buncombe Co. Schools

            Tony Messer, SASBO Rep, Chatham Co. Schools

            Matilda Campbell, Vice President, Weldon City Schools

            Hank Hurd, Past President, Retired

            Marty Trotter, Past President, Randolph Co. Schools

            Freyja Cahill, Region 2 Rep, Brunswick Co. Schools

            Laurie Trussel, Region 1 Rep, Currituck Co. Schools

            Karen Rogerson, Past President, Martin Co. Schools

            Mike Bundy, Region 4 Rep, Cumberland Co. Schools

            Katrina Miller, Historian & Past President, Retired

            Paul Lesieur, Region 3 Rep, Durham Co. Schools

            Anna Austin, Region 6 Rep, Union Co. Schools

            Lu Ellen Richard, Region 6 Rep, Charlotte-Mecklenburg Co. Schools

            John Kachmarik, Photographer, Charlotte-Mecklenburg Co. Schools

            Terry Haas,  ORBIT Committee & Past President, Mooresville City Schools

            Todd Lowe, Region 5 Rep, Randolph Co. Schools

            Shirley Bess, Past President, Union Co. Schools

            Susan Blackwell, Region 3 Rep, Nash-Rocky Mount Schools

            Frances Hammer, Past Vice-President, Retired

            Cindy Holder, Region 7 Rep, Alleghany Co. Schools

            Kathy Isenhour, Past President, Hickory City Schools

            Kerry Crutchfield, Past President & COA/Financial Reporting Comm., Retired

            Lynne Hensley, Past President, Retiree and Bylaws/Procedures Committee, Retired

President Miller began by welcoming Jan Hildebrand as NCASBO’s new Treasurer.  Then President Miller recognized the past presidents that were in attendance.  Historian Katrina Miller was then asked to comment on the NCASBO 2011-2012 History.  Katrina thanked Secretary Steve Toler for his well written minutes and also thanked Jenny Billings for printing the History.  She recommended that the members read the History which she thought they would find most interesting.  President Miller thanked Katrina for maintaining the History.

President Miller then turned the meeting over to Faye Perry, President Elect, for a report on the organization’s strategic plan for the coming fiscal year.  Faye began by reminiscing how NCASBO had helped her in her career during the last 15 years.  Faye stated that the vision she had for NCASBO for 2013-14 is of growth in our organization as well in ourselves.  Hopefully we will find innovative solutions for the new challenges we will face.  She stated she would like to see the organization grow with its technology use and staff development and become 21st century learners and branch out of our traditional ways of doing things.  She stated as we move into the future we have our past to see where we have been and our future to lead us into the next coming year.  She went on further to state that we must be willing to take a leap of faith, learn to grow, and learn to develop.  Faye thanked the Council for their support.    

Special Request:  President requested that the attendees sign up to introduce the presenters of the 28 mini-sessions immediately after the conclusion of the luncheon meeting.

Special Executive Director Report:  Jenny Billings introduced a health card plan that could possibly generate some revenue for the organization.  This free card would allow holders discounts on drugs, medical procedures, and pet medications.  She stated she would investigate this further and have more information at the May meeting.

There was no other business to address and President Miller asked for a motion to adjourn the meeting.  A motion to adjourn came from Matilda Campbell and a second from Kerry Crutchfield and the motion was carried. 

 

NCASBO Business Meeting – Annual Conference

Thursday, February 21, 2013

                                                              Sheraton Four Seasons, Greensboro, NC

The NCASBO Business Meeting was called to order by President Karla Miller at 10:45 a.m. on Thursday, February 21, 2013 at the Sheraton Four Seasons in Greensboro, NC.  President Miller reminded the attendees how important it was to complete their evaluation forms.

Welcome from SASBO:  Tony Messer, NC SASBO Director, shared greetings from SASBO.  Tony began by thanking NCASBO for a great conference.  Tony expressed appreciation to Terry Haas, Debra Dixon-Doss, and the NCASBO Executive Council for their support during his first year as NC SASBO Director.  Tony extended an invitation to everyone to attend the SASBO 2013 Annual Conference which will take place April 30th through May 2nd in Norfolk, VA.  Tony strongly encouraged everyone to attend this upcoming conference.  Tony encouraged all SASBO non-members to join because of all the professional development, great networking, and other resources the organization has to offer.  Tony concluded by presented a gift from SASBO to President Miller for all of her support to both NCASBO and SASBO. 

Presentation to Past President:  President Miller recognized Wanda Mitchell and presented her with a plaque for service as the NCASBO president during 2011-2012.

Approval of Minutes:  Steve Toler presented the minutes of the 2012 conference.  A motion to accept the minutes as written came from Mary Jo Lindquist and a second from Katrina Miller and the motion was carried.

Treasurer’s Report/Audit Report:  President Miller presented the Treasurer’s report.  Karla explained that she had temporarily taken over the duties of the Treasurer and that Jan Hildebrand would immediately begin the duties of the office.  Karla stated that the conference packets included a letter from an outside auditor that indicated a clean audit.  Karla reported that the organization’s bank balances totaled to $856,926.54.  Both were accepted as information.

Report on Conference Attendance:  President Miller asked Faye Perry, Conference Chairperson, to report on the conference attendance.  Faye reported that the Conference had 407 registered attendees compared to 395 last year.  Faye expressed appreciation to Jenny Billings for making the Conference possible.

Report on Exhibitors:  President Miller asked Matilda Campbell to give a report on the Conference exhibitors.  Matilda reported that we had 80 exhibitors and 85 booths at this year’s conference.  Some of the exhibitors had two booths. 

Executive Director Communications:  President Miller asked Jenny Billings to give an update on the NCASBO School Business Management Academy.  Jenny reported that the School Business Management Academy was in its second phase.    She stated that the School Business Specialists will be finished by the fall and she hoped the School Business Managers would be finished by February.  A new group would be starting this coming summer or early fall.  She announced that a School Bookkeepers Academy would be starting in the summer by regions.  This Academy would consist of 7 to 8 classes and would take a total of 4 days.  It will cover such areas as fraud and ethics, law, gate receipts, sales and use tax, and the chart of accounts.  The total cost would be only $200 per person.  We have the potential of 2000 bookkeepers going through this program.  Jenny reported that some other future Academy initiatives were classes for principals and assistant principals.
  
Committee Reports:

Historian Report:  Katrina Miller reported the 2011-2012 history had been recorded and has been placed on the NCASBO website.  Katrina encouraged all new members to go the NCASBO website and learn more about the organization.

Nominating Committee:  Wanda Mitchell presented the slate of officers for the 2013-2014 year.  President, Faye Perry, Finance Officer from Camden County Schools; President-Elect, Lu Ellen Richard, Executive Director of Financial Services from Mecklenburg County Schools; Vice President, Matilda Campbell, Finance Officer from Weldon City Schools; Treasurer, Jan Hildebrand, Manager of Financial Services from Buncombe County Schools;  and Secretary, Steve Toler, Finance Officer from Beaufort County Schools.  President Miller asked if there were any other nominations from the floor.  No other nominations were brought forward.  President Miller asked for a motion to accept the slate of officers as presented.  A motion to accept the slate of officers as presented came from Mary Jo Lindquist and a second from Pam Sink and the motion was carried.

Membership Committee:  Matilda Campbell reported that we have 685 members for 2013. 

Professional Development Committee:  Jenny Billings reported that the professional development classes were extremely well attended.  She also emphasized the importance of the conference evaluations and responses to her emails regarding potential class topics.  She stated that were 1,444 attendees to the various professional development classes on Monday and Tuesday (this is a duplicated number). 

Scholarship Awards:  Lori Triplett announced the Scholarship awards for the three $1,000 scholarships sponsored by Surry Insurance.  The scholarships were presented to Penny Billings of Alleghany Co. Schools, Scott Powell of Caswell Co. Schools, and Bonnie Caudle of Caldwell Co. Schools by Robert Ayers of Surry Insurance.

Conference Grand Prize:  The grand prize for the conference was provided by Pierce Group Benefits and presented by Bill Duncan.  The grand prize was a choice between a 7 day and 7 night Caribbean cruise or a 4 night San Francisco adventure.  The grand prize was awarded to Donna Baker of Kannapolis City Schools. 

President Miller asked for a motion to adjourn the meeting.  A motion to adjourn was received from Frances Hammer and a second from Becky Early and the motion was carried.

 

NCASBO EXECUTIVE COUNCIL MEETING
May 17, 2013
NCDPI Building, Raleigh, NC

 

The NCASBO Executive Council Meeting was called to order at 9:00 am Friday, May 17, 2013 with President Karla Miller presiding.

 

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:

              Sharon Penny, Past President, and Best Practices Committee, Bladen Co.    

              Schools

              Karla Miller, President, Caldwell Co. Schools

              Jenny Billing, Executive Director – NCASBO

              Faye Perry, President-elect, Camden Co. Schools

              Lori Triplett, Scholarship Committee, Catawba Co. Schools

              Jan Hildebrand, Treasurer, Buncombe Co. Schools

              Harvey Gay, Past President, and By-Laws/Policy and Retiree Committees, Retired

              Steve Toler, Secretary, Beaufort Co. Schools

              Wanda Mitchell, Immediate Past President, Surry Co. Schools

              Tony Messer, SASBO Rep, Chatham Co. Schools

              Freyja Cahill, Region 2 Rep, Brunswick Co. Schools

              Scott Powell, Region 5 Rep., Caswell Co. Schools

              Mary Parker, Affiliations & Past President, Buncombe Co. Schools

              Paul LeSieur, Region 3 Rep, Durham Co. Schools

              Anna Austin, Region 6 Rep, Union Co. Schools

              Mary Jo Lindquist, Affiliations & Past President, Gaston Co. Schools

              Lu Ellen Richard, Region 6 Rep, Charlotte-Mecklenburg Co. Schools

              Wannaa Chavis, Region 4 Rep, Hoke Co. Schools

              Ashley Sutton, Region 2 Rep, Duplin Co. Schools

              Kerry Shannon, Region 8 Rep, Henderson Co. Schools

              Shirley Bess, Past President, Union Co. Schools

              Cindy Holder, Region 7 Rep, Alleghany Co. Schools

              Pam Satterfield, Professional Development Committee, Richmond Co. Schools

              Melissa Wike, Region 6 Rep, Iredell-Statesville Schools

              Roger Warren, Region 8 Rep, Buncombe County Schools

             

 

Approval of Minutes:  The minutes from the January 17, 2013 Council meeting, February 19, 2013 business luncheon meeting and the February 21, 2013 business meeting were presented by Secretary Steve Toler.  Secretary Toler noted that there were two changes to be made to the February 19th meeting minutes:  Mary Jo Lindquist and Harvey Gay had been inadvertently left off the role call for that meeting.  Secretary Toler asked for a motion to approve the January 17th  and the February 19th minutes (with the noted changes) as presented and to take the February 21st minutes to the February 2014 business meeting for approval.   A motion to accept the minutes came from Tony Messer and a second from Scott Powell and the motion was carried.

 

Treasurer’s Report:  Treasurer Jan Hildebrand reported that the money market balance in the SECU was $752,441.35, the share balance was $26.01, and the checking account balance as of April 22 was $13,917.92 which results in a total balance of $766,385.28.

 

Recognitions:  President Miller recognized the outgoing Regional Reps and the new incoming Regional Reps.

 

Executive Director Communications:  Jenny Billings began by announcing that she had a good response to the request for additional contract pool members.  She added that we were very fortunate to have such highly qualified folks joining our contract pool.  Regarding the Academy, she reported that all three certificate levels would be graduating in February.  The remaining classes will take place in July, August, October, and November.  Graduation will take place the evening of February 11th and will be sponsored by Surry Insurance.  Jenny will be asking Dr. June Atkinson to take part in the graduation.  The new Academy group will start in February during the conference.  The Bookkeepers Academy is planned to start in March which consist of 11 classes over a period of 5 to 6 days.  Two of the classes have been written and approved by the Professional Development Committee and there should be at least five ready by March.  The classes will be conducted on a regional basis.  Emails will be sent out to Finance Officers and the intent is to let them determine which individuals will be in the first wave of classes.  Jenny is anticipating up to 2,000 eligible participants in the bookkeeper classes.  Jenny announced that the Fall Leadership Conference will take place in Asheville at the Sheraton Four Points Hotel on October 9th through the 11th.  Academy classes will take place on October 7th and 8th and the Conference will begin at 1:00 PM on the 9th and will conclude at 12:00 PM on the 11th.  Jenny will be requesting that the Regional Reps recruit volunteer phone mentors from their regions to be available to help new people coming into the profession.  Due to the many vacancies in the school finance areas, Jenny feels that there will be an unusual number of new folks.    

 

Committee Reports:

 

Affiliations:  Mary Parker reported that the NCASA met on April 30th and formed a committee to draft a conflict of interest and ethics policy.  She stated that the organization was meeting this day, May 17th, to vote on this drafted policy. 

 

Best Practices:  Sharon Penny reported that the committee had recently met and made some decisions on what is going to be posted on the website.  She announced that the next meeting was going to be May 17th (this day) where they would be discussing transportation, unemployment, worker’s comp, various issues on federal programs, and cash management.  She also reported that they would be posting a Finance Officer checklist and also some very useful website links to various websites.    

 

Budget:  Jan Hildebrand presented amendment 1 to the 2012 -13 budget.  A motion to approve the amendment came from Paul LeSieur and a second from Steve Toler and the motion was carried without any discussion.  The proposed budget for 2013-14 fiscal year was also presented and the Council was asked if there was any discussion.  After some brief discussion it was announced the budget would be voted on during the July Council meeting.

 

By-Laws/Policy:  Harvey Gay reported that the committee had not met since there were no issues to discuss.  Harvey stated that if the NCASA passed the conflict of interest policy then that would probably lead to an issue that the By-Laws/Policy committee would need to review.  Jenny Billings brought up an issue regarding that our current by-laws state that officers are required to be active members (currently employed and paying dues on an annual basis) which prohibits retirees from serving as an officer.  It was agreed by the Council the committee would discuss a change in the by-laws which would allow retirees to serve as officers.   

 

Chart of Accounts/Financial Reporting:  There was no report.

 

Conference Committee:  Faye Perry and Jenny Billings both stated that the February 2013 conference was a great success and that there were a lot of good comments from the vendors.

 

Financial Software:  K12 Enterprises and ISIS:  Mary Parker reported that she and Pam Satterfield participated in a “Go To Meeting” where the primary discussion was the new unemployment compensation reporting.  She indicated that she had pressed very hard for the vendors to automate this process including producing an invoice. 

 

Historian:  There was no report.

 

Membership:  Jenny Billings reported that we currently have 616 members.

 

Nominations:  There was no report.

 

NC Cloud:  Sharon Penny reported that her district was going to the Cloud in July and Scott Powell reported that his district was currently in the process.  Neither Scott nor Sharon was anticipating any problems.

 

ORBIT:  There was no report.

 

Professional Development:  Pam Satterfield reported that the committee met recently at the School Dude facility in Cary and worked on the bookkeeper curriculum and the staff development classes that will be offered at the July conference.

 

Retired Members:  Harvey Gay reported they had stopped trying to recruit retirees that did not show any interest in being active in NCASBO.

 

SASBO:  Tony Messer reported that SASBO had their annual conference the last week in April and that there were some very goods sessions including health care reform.  He also reported that the next conference would take place in Kingsport, TN.  Tony also announced that SASBO was starting a young mentor program. 

 

Scholarship:  There was no report.

 

Website:  Jenny Billings reported Affiniscape had merged with a group called Your Association.com.  She announced that there were going to be some changes but she was not sure at this point how the NCASBO website would be affected.

 

Region Reports:

 

Region 1:  There was no report.  Faye Perry announced that Laurie Trussell would not be the Region Rep in 2013-14.

 

Region 2:  Freyja Cahill reported that Region 2 will be having a meeting on May 24th and will be having Mark III discuss risk management.

 

Region 3:  Paul LeSieur reported that Region 3 had met twice since the February conference and had the group from CEDARS from DPI give a very informative presentation.  Paul announced that at their next meeting they were planning on having Power School give a presentation.

 

Region 4:  Wannaa Chavis reported that Region 4 met with Region 5.

 

Region 5:  Scott Powell reported that Region 5 and 4 met at the Chatham County Schools and had Mark III discuss the changes in the new health care law.  Scott announced that they would have a meeting in June and discuss the unemployment issue and the 30 hour health care rule.

 

Region 6:  LuEllen Richard announced that she and Anna Austin would be replaced by Melissa Wike and another rep from Union County.  LuEllen reported that Region 6 met in March and had representatives from the State Health plan speak about the new e-billing process.    LuEllen stated the reps from the State Health Plan gave a very short and poor presentation.  Region 6 will meet again on June 6 in Union Co. and are planning to have Alexis Schauss give an update on what is new at DPI.

 

Region 7:  Cindy Holder reported that Region 7 met on March 19th and had representatives from the State Health Plan speak about the new e-billing process and, like Region 6, was very disappointed with their presentation.  Cindy announced that she would be replaced by Pam York from Rowan-Salisbury.

 

Region 8:  Jan Hildebrand announced that she and Kerry Shannon would be replaced by Roger Warren and Deborah Frisby.  Kerry Shannon reported that Region 8 met recently and had a round table discussion.

 

DPI Liaison:  There was no report.

 

Unfinished Business:  President Miller reminded the Council that they were supposed to decide if NCASBO was going to pay the SASBO dues for all members.  She stated that Mary Parker had brought up the point that she was not sure it was legal for NCASBO to pay the dues.  After some discussion it was decided that the By-Laws/Policy committee would review and determine if the organization could legitimately pay the SASBO dues.

 

New Business:  Jenny Billings introduced the Well Card Program of Benefits Concepts, LLC which has an infinity partner agreement with ASBO international and is currently reaching out to state ASBO’s.  The Well Card Program is basically a discount pharmacy card that provides discounts on prescription drugs to individuals, students, families, employees, and anyone in the community the district serves at no cost.  NCASBO would receive $.30 per filled prescription.  The agreement is automatically renewed every 30 days unless they are given a 30 day notice to terminate.  Our obligation is that we would provide the well card to schools for their employees and their dependents.  This well card also includes Dr. visits, dentistry, and veterinarians.  Jenny stated she would have more information on this at the July meeting.  Jenny also announced that the Horace Mann Company wanted some names of NCASBO members to serve on an advisory board.  After some discussion it was decided by the Council that we did not want to participate in the selection of these individuals.  Jenny also reported that several vendors had requested the use of our logo in their business mailings.  It was decided to allow the By-Laws/Policy committee review and determine the proper use of our logo by outside firms.  Jenny also announced that the organization does provide vendor conference attendees with member email addresses but not any other businesses that requested these.  It was decided by the Council that it would continue the policy of not providing member emails to businesses other than conference attendees.

 

Announcements/Reminders:  President Miller reminded the Council members that the next Executive Council meeting would be held on July 24 at 5:30 pm at RTP.  She also reminded the Council that the Fall Leadership Conference would take place from October 9th through October 11th   in Asheville.

 

President Miller asked for a motion to adjourn the meeting.  A motion was received from LuEllen Richard and a second from Lori Triplett and the motion was carried.

 

 


NCASBO Executive Council Meeting

July 24, 2013

Sheraton Imperial Hotel & Convention Center, RTP, NC

 

The NCASBO Executive Council Meeting was called to order at 5:30 pm Wednesday, July 24, 2013 with President Faye Perry presiding.  President Perry began by welcoming the new members to the Executive Council.

 

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:

            Karla Miller – Immediate Past President, Caldwell Co. Schools

            Steve Toler – Secretary, Beaufort Co. Schools

            Wanda Mitchell –  Past President, Surry Co. Schools

            Lori Triplett – Scholarship Committee, Catawba Co. Schools

            Jenny Billings – Executive Director, NCASBO

            Mary Parker – Affiliations & Past President, Retired

Harvey Gay – Past President & Retiree & By-Laws/Policy Committees, Retired

Scott Powell – Region 5 Rep, Caswell Co. Schools

Shirley Bess – Past President, Union Co. Schools

Kathy Isenhour – Past President, Retired

Lu Ellen Richard – President-elect, Charlotte-Mecklenburg Co. Schools

Ricky Lopes – Past President, Cumberland Co. Schools

Hank Hurd – Past President, Retired

Wannaa Chavis, Region 4 Rep, Hoke Co. Schools

Adam Steele, Region 7 Rep, Hickory City Schools

Sharon Penny, Past President, and Best Practices Committee, Bladen Co. Schools

Faye Perry, President, Camden Co. Schools

Jan Hildebrand, Treasurer, Buncombe Co. Schools

Mary Jo Lindquist, Affiliations & Past President, Gaston Co. Schools

Ashley Sutton, Region 2 Rep, Duplin Co. Schools

Pam Satterfield, Professional Development Committee, Richmond Co. Schools

Melissa Wike, Region 6 Rep, Iredell-Statesville Schools

Roger Warren, Region 8 Rep, Buncombe Co. Schools

Jim Agar, Region 1 Rep, Elizabeth City-Pasquotank Co. Schools

John Kachmarik, Photographer & NC Cloud Committee, Charlotte-Mecklenburg  Co. Schools

Debra Frisby, Region 8 Rep, Madison Co. Schools

Pam York, Region 7 Rep, Rowan-Salisbury Schools

Alexis Schauss, DPI Liaison

 

 

 

Approval of Minutes:  The minutes of the May 17, 2013 Executive Council Meeting were reviewed.  A motion to accept the minutes as written came from Shirley Bess and a second from Scott Powell and the motion was carried.

 

Treasurer’s Report:  Jan Hildebrand reported that as of June 30, 2013 we had balances in our checking account, money market account, and share account as indicated in the handouts that had been distributed to the attendees.  Jan noted that these handouts were for information only.  Jan then announced that the other handout was the budget that was presented back in May and that she was asking the Council to approve the budget as presented.  President Perry asked for a motion to approve the 2013 – 2014 budget.  A motion to approve the budget as presented came from Sharon Penny and a second from Karla Miller and the motion was carried.

 

Executive Director Communications:  Jenny Billings began by announcing that the Winter Conference would take place February 9th through 13th.  The evening of February 11th would be the graduation of the next Finance Academy group including all three certificate levels.  We do have a sponsor for the Monday night social and for the graduation.  The Leadership Conference is scheduled to take place October 9th through the 11th   in Asheville at the Four Points Sheraton.  The NCACPA Board of Examiners will conduct an ethics class on the morning of the 11th.  Staff development is planned for the conference.  Jenny announced the deaths of two former members, Arthur Leggett and Thad Hartley.  We do have a number of new Finance Officers and Jenny asked that the Region Reps reach out to these people regarding region meetings.  The school bookkeeper classes are planned to begin in March, 2014 and that the Finance Officers would be contacted as to who they want to attend these classes.  Currently, vacancy postings are only for school districts and not for private companies.  Jenny asked President Perry to ask for motion from the Council to keep it that way.  A motion to not allow private companies to post vacancies to the NCASBO website came from Mary Parker and a second from Steve Toler and the motion was carried.  Jenny announced that we would probably go with Your Association.com regarding the NCASBO website.  Jenny asked President Perry to ask for a motion to allow her to obtain more information on the Tammy Cook proposal regarding superintendent meeting software and a similar package from NCSBA and get back with the Council in October.  A motion to allow the above came from Mary Parker and a second from Steve Toler and the motion was carried.      

 

Committee Reports:

 

Affiliations (NCASA):  Mary Parker reported that the NCASA Executive Committee met on May 17th.  She announced the Executive Director resigned and they are currently recruiting a new one.

 

Best Practices:  Sharon Penny reported that the committee met on May 17th and said that they had several things to post to the website.  They are currently working on different ideas and issues and trying to get them finalized.

 

Budget:  The budget part was taken care of during the Treasurer’s Report.

 

By-Laws/Policy:  Harvey Gay reported that the By-laws and Procedures Committee met on July 8th at the Winston Salem/Forsyth County Schools administration offices.  The first issue they discussed was to determine what changes may be needed to the By-laws to allow retired members to be officers.  The committee made a tentative change to the By-laws that would allow the above and asked the Council to approve the change so it can be taken to the membership at the February meeting for approval.  A motion to approve this change came from Wanda Mitchell and a second from Debra Frisby and the motion was carried.  The next issue reviewed by the committee was to determine if there were any issues regarding the Council voting to approve the organization paying the dues for our members to join SASBO.  Harvey reported that there were no issues in the By-laws preventing this and that the Council would need to decide if they wanted to pursue such an action.  The next issue reviewed by the committee was the Conflict of Interest Policy adopted recently by the NCASA, of which NCASBO is an affiliate member, and to determine if there were any issues for our organization.  The committee found no conflicts between their policy and our By-laws and Procedures.  The committee adopted a Conflict of Interest Policy for the NCASBO Executive Council and offered it for the Council’s consideration.  A motion to adopt this policy was made by Mary Parker and a second from Debra Frisby and the motion was carried.  The next issue addressed by the committee was regarding the use of the NCASBO logo by vendors in their written communications.  It was determined that this would be allowed only by paid conference vendors in their communications about the conference.  It was also the recommendation of the committee to have our logo legally trademarked.  After some discussion it was decided to table this decision until more information regarding the cost and complexities involved can be determined.  The next issue considered by the committee related with numerous requests received by our organization for member information such as phone numbers, emails, etc.  After some discussion it was decided to make it an official policy not to release any member information with the exception of conference related information (i.e. name, unit, and email) of members/attendees and then to only registered paid vendors.  A motion to adopt this policy was made by Mary Parker and a second from Shirley Bess and the motion was carried.

 

Chart of Accounts/Financial Reporting:  No report.

 

Conference:  Lu Ellen Richard reported that the conference planning committee would be meeting on August 8th at the School Dude facility in Cary, NC where our conference theme would be developed and also it would be decided which professional development courses would be offered.

 

Financial Software

K12:  Mary Parker reported that K12 Enterprises had passed the bench mark and that they are continuing programing and implementation.  Implementation will take place in Bladen County by the end of September.

 

            ISIS:  Pam Satterfield reported that ISIS was moving right along.

 

Historian:  No report.

 

Membership:  No report.

 

Nominations:  Karla Miller recommended that Scott Powell be nominated to complete the term of the vacant office of vice president.  President Perry asked for a motion to accept Scott Powell along with any other nominees that may be presented to the membership for the office of vice president.  A motion was made by Adam Steele and a second from Wannaa Chavis and the motion was carried. 

 

NC Cloud:  President Perry asked the Council if they wanted to continue the NC Cloud committee.  Mary Parker began a very lengthy discussion regarding the lack of finance officer representation on the HRMS renovation.  President Perry asked for a motion that we request that Donna Rock include finance officer representation on the HRMS renovation team.  A motion was made by Scott Powell and a second from Shirley Bess and the motion was carried.  President Perry asked for a motion to discontinue the NC Cloud Committee.  A motion was made by Mary Parker and a second from Lu Ellen Richard and the motion was carried.

 

ORBIT:  President Perry asked for a motion to discontinue the ORBIT Committee.  A motion was received from Lori Triplett and second from Debra Frisby and the motion was carried.

 

Professional Development: Pam Satterfield reported that the PD Committee had met twice during the current week and that the PD classes just concluded went well.  She also added that the Committee was going to meet with Lu Ellen Richard’s group on August 8th to help develop PD classes for the February conference.

 

Retirees:  No report.

 

SASBO:  No report.

 

Scholarship:  No report.  Lori Triplett requested that anybody that wanted to be on the selection committee to please send her an email.

 

Website:  Jenny Billings announced that there were 3 website sponsors:  Surry Insurance, Pierce Group, and Education Management. 

 

Regional Reports:

 

Region 1:  Jim Agar announced that Region 1 was planning a meeting on August 15th  in Williamston.

 

Region 2:  No report.

 

Region 3:  No report.

 

Region 4:  Wannaa Chavis reported that Region 4 and 5 met together on May 17th and met again in June and discussed the health care reform issue.

 

Region 5:  Region 5 met with Region 4.

 

Region 6:  Melissa Wike reported that Region 6 met during June and had Alexis Schauss give a presentation on budget issues.

 

Region 7:  Adam Steele reported that Region 7 met during June and had Alexis Schauss speak on various issues.

 

Region 8:  Deborah Frisby reported that Region 8 met during June and took the retiring Region 8 Finance Officers out to lunch.  She announced that the next region meeting would take place immediately after this meeting.

 

DPI Liaison:  Alexis Schauss announced that DPI was again conducting new finance officer’s training after some years of absence.  She also announced that a SAS representative would be conducting a presentation regarding the NC Cloud during the conference.   

 

Unfinished Business:  Karla Miller brought up the issue of NCASBO paying the SASBO dues for the membership.  Jenny Billings said that it was her understanding that it was going to be for Finance Officers only.  President Perry asked for a motion to keep the paying of SASBO dues an individual decision and not to be paid from NCASBO funds.  A motion was made by Harvey Gay and second from Wanda Mitchell and the motion was carried.

 

New Business:  Wanda Mitchell brought up the proposal to make lifetime NCASBO membership free of charge to past, present, and future presidents, effective immediately.  President Perry asked for a motion for the proposal.  A motion was made by Sharon Penny and second from Ashley Sutton and the motion was carried.  It should be noted that Mary Parker abstained from voting.

 

President Perry announced that the next Council meeting would be on October 9th at the Sheraton 4 Points in Asheville during the Fall Leadership Conference and then announced that the meeting was adjourned. 

 

                                                                                        NCASBO Executive Council Meeting
                                                                                                           October 9, 2013
                                                                                        Sheraton Four Points, Asheville, NC

The NCASBO Executive Council Meeting was called to order at 5:30 pm Wednesday, October 9, 2013 with President Faye Perry presiding. 

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:
    Karla Miller – Immediate Past President, Caldwell Co. Schools
    Steve Toler – Secretary, Beaufort Co. Schools
    Wanda Michell – Past President, Surry Co. Schools
    Jenny Billings – Executive Director, NCASBO   
    Tony Messer – NC SASBO Director & Website Committee, Chatham Co.  Schools
    Scott Powell – Vice-president, Caswell Co. Schools
    Shirley Bess – Past President, Union Co. Schools
    Wannaa Chavis, Region 4 Rep, Hoke Co. Schools
    Adam Steele, Region 7 Rep, Hickory City Schools
    Mike Bundy – Region 4 Rep, Cumberland Co. Schools
    Freyja Cahill – Region 2 Rep, Brunswick Co. Schools
   John Kachmarik – Photographer, Charlotte-Mecklenburg Co. Schools
   Ashley Sutton – Region 2 Rep, Duplin Co. Schools
   Mary Jo Lindquist – Past President, Gaston Co. Schools
   Mike Griffin – Past President, Moore Co. Schools
   Todd Lowe – Region 5 Rep, Randolph Co. Schools
   Pam Satterfield – Past President, Professional Development Committee, Richmond Co. Schools
   Faye Perry- President, Camden Co. Schools
   Mary Parker – Past President, Retired
   Lu Ellen Richard – President-elect, Charlotte-Mecklenburg Co. Schools
   Jan Hildebrand – Treasurer, Buncombe Co. Schools
   Melissa Wike – Region 6 Rep, Iredell-Statesville Schools
   Debra Frisby – Region 8 Rep, Madison Co. Schools
   Pam York – Region 7 Rep, Rowan-Salisbury Schools
   Dan Karpinski – Region 6 Rep, Union Co. Schools
   Anna McGinnis – Region 1 Rep, Dare Co. Schools

Approval of Minutes:  Secretary Toler asked for approval of the July 24, 2013 meeting minutes.  A motion to accept the minutes as presented came from Jan Hildebrand and a second from Lu Ellen Richard and the motion was carried.

Treasurer’s Report:  Jan Hildebrand reported that as of September 24, 2013 we had a balance in our checking account in the amount of $26,838.00; in our money market account we had a balance of $667,684.89; and in our share account we had a balance of $26.09; for a total of $694,548.98. 

Executive Director Communications:  Jenny Billings began by reporting on the new website.  The Website Committed has given Jenny the permission to go with what she feels like is the best deal and the easiest to work with.  Jenny has chosen a new website provider called Member Clicks out of Atlanta.  We will be going “live” to a new website provided by Member Clicks by no later than November 14th.  Jenny described the many new features that she is certain will be enjoyed by the membership and announced that we have a two year contract with this provider.  Jenny also announced that we were changing the provider of the charge card processing to a company called Moolah.
     
Committee Reports:

Affiliations (NCASA):  Jenny Billings reported that Katherine Joyce had been appointed Executive Director of NCASA.

Best Practices:  Jenny Billings reported that the committee had not met but would be planning a meeting in the near future.

Budget:  Jan Hildebrand reported that the books were currently being audited and so far she was not aware of any issues.

By-Laws/Policy:  There was no report.

Chart of Accounts/Financial Reporting:  There was no report.

Conference:  Lu Ellen Richard reported that the Conference Committee met on August 8th at the School Dude building in Cary, NC.  She reported it was a very successful meeting and got the entire conference planned.  She added that through a collaborative effort it was decided to name the conference:  “Flexible People Do Not Get Bent out of Shape”.  Lu Ellen also announced that there would be a legislative session where the NC Speaker of the House and the Senate Leader would be allowed to speak and answer questions regarding public education financial concerns.  This question and answer session would be moderated.         

Financial Software
Sartox:  Mary Parker reported that K12 Enterprises were progressing in their use of the new software, Microsoft Nav.  Mary has been asked by K12 to be a tester for the system and make sure that their reporting meets the needs of LEA’s.  Mary asked the Council members to print screen any reports that their systems frequently utilize and send them to her at her email address:  marysparker@frontier.com.  K12 is hoping to go live with the new system in February. 

ISIS:  Pam Satterfield reported that ISIS was in the process of converting five LEA’s over to Version 6 and were hoping to have all their LEA’s on the new system within six months.  They were also working on the 1% unemployment payment issue. 

Historian:  No report.

Membership:  No report.

Nominations:  No report.

NC School Business Platform Project:  Mary Parker reported that they conducted sessions on September 12th in Asheville and also on September 19th in Raleigh where the Project Head, Ray Zeisz with the Friday Institute at NCSU gave presentations on the HRMS Modernization Project which were attended by representatives from 40 LEA’s.  Mary said she had a copy of the presentation on her laptop which she would be glad to share with those that are interested. 

Professional Development: Pam Satterfield reported that the Professional Development Committee met in Raleigh on September 25th and reviewed the bookkeeper training classes.  Pam reminded the Council members that Jenny Billings had sent out an email requesting the names of the school bookkeepers in their respective districts that would be taking the classes.  Jenny Billings reported that so far she had 147 bookkeepers registered at 10 different sites.

Retirees:  No report.

SASBO:  Tony Messer reported the SASBO board recently met and conducted their conference planning.  The 2014 SASBO Conference is scheduled for April 7th – 11th in Kingsport, TN.  Tony requested that a short video promoting the conference be shown to the entire membership during the Thursday meeting of the February conference.  

Scholarship:  Jenny Billings reported that Lori Triplett wanted to remind the Region Reps to remind their regions that the deadline date for scholarship applications was December 16th. 

Website:  No report. 

Regional Reports:

Region 1:  Anna McGinnis reported that Region 1 met with Region 3 in Raleigh on September 19th for a presentation on the HRMS Modernization project.

Region 2:  Ashley Sutton reported that Region 2 met on September 2nd where Gallagher Benefits gave a presentation on health care reform.  She announced their next meeting would take place on November 22nd where DPI was giving a presentation on cash management. 

Region 3:  No report.

Region 4:  Mike Bundy reported that Region 4 was planning on meeting in late October or early November and were having Horace Man do a presentation on benefits.

Region 5:  Todd Lowe reported that Region 5 was meeting along with Region 4.

Region 6:  Dan Karpinski reported that Region 6 met in September where they had Sessions and Carver give a presentation on sales tax.  Their next meeting will take place in January.

Region 7:  Adam Steele reported that Region 7 met on September 24th in Davie Co.  They were planning on meeting again on January also in Davie County where Zach Wright with Surry Insurance would be doing a presentation.  There were also scheduled to have a meeting in June at Shatlee Springs.  

Region 8:  Deborah Frisby reported that Region 8 attended the meeting in Asheville on September 19th regarding the HRMS Modernization.

DPI Liaison:  No report.

Unfinished Business:  None.

New Business:  President Perry announced that the next Council meeting would take in January but the exact date had not been determined. 

Adjournment:  President Perry called for a motion to adjourn.  A motion to adjourn was made by Shirley Bess and a second by Tony Messer and the motion was carried.

 

 

 

 

 

2012

 

 

 

NCASBO Executive Council Meeting

January 12, 2012

NCDPI Building, Raleigh, NC

 

 

The NCASBO Executive Council Meeting was called to order at 2:00 pm Thursday, January 12, 2012 with President Wanda Mitchell presiding.

 

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:

Sharon Penny – Region 2 Rep and Best Practices Committee, Bladen Co. Schools

            Karla Miller – President-Elect, Caldwell Co. Schools

            Steve Toler – Secretary, Washington Co. Schools

            Freyja Cahill – Region 2 Rep, Brunswick Co. Schools

            Wanda Mitchell – President, Surry Co. Schools       

            Jan Hildebrand – Region 8 Rep, Buncombe Co. Schools

            Katrina Miller – Historian, Retired   

            Jenny Billings – Executive Director, NCASBO

            John Kachmarik – Photographer, Iredell-Statesville Schools

Mary Parker – Affiliations, Buncombe Co. Schools

Faye Perry – Treasurer, Camden Co. Schools

Ly Marze – Region 7 Rep, Watauga Co. Schools

Tony Messer – Region 4 Rep and Website/Communications Committee, Scotland Co. Schools

Scott Powell – Region 5 Rep, Caswell Co. Schools

Debra Dixon-Doss – SASBO Executive Director/Past President, Retired

Alexis Schauss – DPI Liaison

Matilda Campbell – Vice President, Weldon City Schools

Cindy Holder – Region 7 Rep, Alleghany Co. Schools

Karen Rogerson – Past President, Martin Co. Schools

Terry Haas – SASBO Rep and ORBIT Committee, Mooresville City Schools

Kerry Shannon – Region 8 Rep, Henderson Co. Schools

Todd Lowe – Region 5 Rep, Randolph Co. Schools

Michelle Johnson – Region 1 Rep, Martin Co. Schools

Laurie Modlin – Region 1 Rep, Beaufort Co. Schools

Mike Bundy – Region 4 Rep, Cumberland Co. Schools

Lu Ellen Richard – Region 6 Rep, Charlotte-Mecklenburg Co. Schools

Kerry Crutchfield – Chart of Accounts/Financial Reporting Committee, Retired

Mary Jo Lindquist – Affiliations, Gaston Co. Schools

Francis Hammer – Retired

Harvey Gay – By-Laws/Policy Committee, Retired

Lori Triplett – Scholarship Committee, Catawba Co. Schools

 

 

Approval of Minutes:  The minutes of the October 12, 2011 Executive Council Meeting were reviewed.  A motion to accept the minutes as written came from Lori Triplett and a second from Matilda Campbell and the motion was carried.

 

Treasurer’s Report:  Faye Perry reported that we had a balance in our checking account in the amount of $50,673.48, a balance in our money market account of $613,838.78, and a balance in our share account of $25.72 for a total of $664,537.98.

 

Historian:  Katrina Miller announced that the 2010 – 2011 history had been passed out to the Council members.  She noted that there were a lot of accomplishments during the past year.

 

Executive Director Communications:  Jenny Billings began by requesting the Council approve changing the 2014 Annual Conference dates from February 23 through 27 to February 9 through 13.  She asked the Council for a motion to approve this date change.  A motion to accept the change came from Sharon Penny and a second from Kerry Shannon and the motion was carried.  Jenny informed the Council that she would be requesting a change to the contract with the Sheraton for the 2017 Annual Conference that is scheduled to take place on February 19 through 23, 2017, to earlier dates.  This will come to the Council in February. 

 

Next Jenny discussed the Fall Leadership Conference location.  She reported that it was the consensus of the attendees that the Conference take place in either New Bern or Wilmington.  Jenny indicated that none of the hotels in New Bern were suitable for a conference because of hotel rates and meeting rooms and recommended that the conference take place in the Wilmington area where there were several suitable hotels.  She went on to propose that the Blockade Runner in Wrightsville Beach had room rates of $99.00 per night and had good meeting spaces.  She requested the Council approve that the 2012 Fall Leadership Conference take place on October 8 through 12 at the Blockade Runner in Carolina Beach.  A motion to accept Jenny’s recommendation came from Jan Hildebrand and a second from Kerry Shannon and the motion was carried. 

 

The next issue that Jenny brought up was the fact the NCASBO organization did not have any liability insurance.  She received a proposal from Surry Insurance for a general liability coverage of $2 million with an annual premium of $500.00.  Jenny asked the Council for a motion to allow her to acquire this coverage.  A motion to accept Jenny’s recommendation came from Mary Jo Lindquist and a second from Tony Messer and the motion was carried.  Several members of the Council requested that Jenny look into Directors and Officers coverage for the organization.  Information will be presented to the Council in February.  Next it was proposed that the organization acquire employee theft insurance.  Two options were put before the Council:  Option 1 with an annual premium of $663.00 and Option 2 with a annual premium of $843.00.  A motion to approve Option 1 came from Kerry Shannon and a second from Tony Messer and the motion was carried. 

 

Next it was proposed that the organization acquire a crime policy.  A motion to purchase a crime policy came from Faye Perry and a second from Sharon Penny and the motion was carried.  The next issue Jenny brought before the Council was the need for separating the duties of making the bank deposits and the reconciling of the bank statements.  Currently both duties are done by the Treasurer.  The Council made the decision the Secretary would begin reconciling the bank statements. 

 

Lastly, Jenny announced the NCASBO strategic luncheon would take place on February 14 at 12:00 PM

 

Committee Reports:

 

Affiliations (NCASA):  There was no report.

 

Best Practices:  Sharon Penny reported that work was continuing in this area. 

 

Budget:  No report.

 

By-Laws/Policy:  Harvey Gay reported that the committee was recommending that the by-laws be changed to allow committee chairs one vote per committee in which they were serving.  Harvey made a motion to bring this before the general membership for approval at the February conference.  A second was made by Sharon Penny and the motion was carried.

 

Chart of Accounts/Financial Reporting:  Kerry Crutchfield reported that the committee was continuing to discuss Fund 8 revenue issues.  This was still in the discussion phase and that a final decision had not been made.

 

Conference:  Karla Miller requested volunteers from the Council members to help with the conference packets on Sunday, February 12.  Jenny Billings reported the Excel Class for NC Wise had been canceled and replaced with an Advanced Excel Class.  She reported that 348 had registered for the conference so far.  She further reported that to comply with restrictions from the Sheraton, she had reduced the vendor booths from 10’x8’ to 8’x8’.  There were 80 booths available and that 78 had been sold.  She also reported that the Academy would be graduating 127 and the graduation ceremony would take place on February 14 from 7:00 PM to 9:00 PM and would be sponsored by Surry Insurance. 

 

Financial Software

            Sartox:  Mary Parker reported that she and Sartox personnel had been working

                           on the BAAS Project and HB720 (teacher pre-pay issue).                       

 

            ISIS:  Pam Satterfield reported they would be meeting in the near future.

 

Membership:  Matilda Campbell reported that an email reminding members to pay their dues would be sent out soon.

Nominations:  Jenny Billings presented to the Council, for Mike Griffin,  the slate of officers for the 2012 – 2013 fiscal year:  President – Karla Miller, President-elect – Faye Perry, Vice-president – Matilda Campbell, Secretary – Steve Toler, and Treasurer – Tony Messer.  Jenny asked for a motion to approve this slate of officers.  A motion was made to approve the slate of officers as presented by Sharon Penny and a second from Jan Hildebrand and the motion was carried.

 

ORBIT:  No report.

 

403b Statewide Plan Update:  Debra Dixon-Doss reported that the state was moving forward with the plan.

 

Professional Development: Pam Satterfield reported that the Academy classes were going strong and that Academy classes for the new group are being offered at the Conference.  She also reported that the program for the school bookkeeper classes had been developed and the plan was to start these in the fall.  They now have commitments from writers to develop the curriculum.  The cost for these classes will be low and there will be no “frills” to allow for maximum attendees to benefit from the program,.  

 

Retirees:  Harvey Gay reported that there would be a mini-session regarding financial issues for retirees and other interested participants at the upcoming conference.

 

SASBO:  Terry Haas reported that the Leadership Conference would take place on January 19 - 21 in Mississippi.  The SASBO Conference will take place on April 22 – 25 also in Mississippi.  Terry also announced that she would be voted on for Vice-president of SASBO in April and would begin that position on July 1, 2012 if confirmed.  She asked the Council to appoint a new director for her remaining term.  A motion to appoint Tony Messer as the new SASBO Director for North Carolina was made by Sharon Penny and a second from Kerry Shannon and the motion was carried.

 

Scholarship:  Lori Triplett reported that four applications had been received for the three scholarships so far.

 

Website:  Jenny Billings reported that she had sent an email to the committee members with a link to several sites for Members 360, a new version of our current website. Some of the advantages of this new version are as follows:

·       Allows multiple registrations

·       Print out invoices

·       Members can acquire their own professional development certificates and print them out

·       Registrations can be edited

·       Has constant upgrades

·       Enhanced features

·       Allows members to log in on the home page

·       Has the ability to have a rotating marketing banner

·       Upcoming events automatically populate and rotate off

Our current annual fee is $3,250.  The annual fee for Members 360 is $5,500.  The implementation cost for the new website is $10,000.  Our website sponsors contribute $6,000 per year.  Jenny and Tony Messer both agreed that moving to Members 360 would be in the best interest of NCASBO.  The remainder of the website committee has also agreed to move to 360.  A motion to move to Members 360 was made by Tony Messer and a second from Scott Powell and the motion was carried.  Jenny asked the Council members for permission to change the website colors.  The Council consented to the color change. 

 

Regional Reports:

 

Region 1:  Laurie Modlin reported that Region 1 was scheduling a meeting on January 26 at the Martin Co. Schools office in Williamston.

 

Region 2:  Sharon Penny reported that Region 2 met on October 28 and discussed HB 720.

 

Region 3:  Jenny Billings reported for Paul LeSieur that Region 3 met on December 8 with Rob Hines of DPI on RttT issues. The region has another meeting planned for January 19 at the Central Carolina RESA office in the training room of the NCSBA office building.

 

Region 4:  No report.

 

Region 5:  Meets with Region 4.

 

Region 6:  LuEllen Richard reported that Region 6 planned to meet on January 19 and would have a roundtable discussion and presentation.

 

Region 7:  Ly Marze reported that Region 7 planned to meet on January 18 and have various roundtable discussions.

 

Region 8:  Kerry Shannon reported that Region 8 met on November 9 and again on December 13 and discussed HB 720.  Their next meeting was planned for January 17.

 

DPI Liaison:  Alexis Schauss reported that Philip Price would be speaking at the Finance Forum.

 

Unfinished Business:  President Mitchell reminded the Council of the upcoming 2012 Annual Conference. 

 

 

New Business:  President Mitchell announced that the STAR Award would be awarded to Ally Barfield and would be awarded at the Business Meeting on Thursday morning during the Conference.

 

Announcements/Reminders:  President Mitchell reminded the Council of the annual dinner at 5:30 PM.

 

President Mitchell adjourned the meeting.

 

 

 

 

 

 

NCASBO Executive Council Meeting

February 14, 2012

Sheraton Four Seasons, Greensboro, NC

 

 

The NCASBO Executive Council Meeting was called to order at 12:00 pm Tuesday, February 14, 2012 with President Wanda Mitchell presiding. 

 

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:

Sharon Penny, Region 2 Rep, Past President and Best Practices Committee, Bladen Co. Schools

            Karla Miller, President-Elect, Caldwell Co. Schools

            Jenny Billings, Executive Director – NCASBO

            Faye Perry, Treasurer, Camden Co. Schools

            Lori Triplett, Scholarship Committee, Catawba Co. Schools

            Jan Hildebrand, Region 8 Rep, Buncombe Co. Schools

            Scott Powell, Region 5 Rep, Caswell Co. Schools

            Steve Toler, Secretary, Washington Co. Schools

            Wanda Mitchell, President, Surry Co. Schools

            Mike Griffin, Past President, Moore Co. Schools

            Mary Parker – Affiliations & Past President, Buncombe Co. Schools

            Tony Messer, Region 4 Rep and Website/Commun. Committee, Scotland Co. Schools

            Matilda Campbell, Vice President, Weldon City Schools

            Hank Hurd, Past President, Retired

            Marty Trotter, Past President, Randolph Co. Schools

            Freyja Cahill, Region 2 Rep, Brunswick Co. Schools

            Laurie Modlin, Region 1 Rep, Beaufort Co. Schools

            Karen Rogerson, Past President, Martin Co. Schools

            Mike Bundy, Region 4 Rep, Cumberland Co. Schools

            Kay Fulp, Scholarship Committee, Retired

            Lynne Hensley, Past President and Retiree/By-Laws Committee, Retired

            Katrina Miller, Historian & Past President, Retired

            Paul Lesieur, Region 3 Rep, Durham Co. Schools

            Anna Austin, Region 6 Rep, Union Co. Schools

            Debra Dixon-Doss, SASBO Executive Director/Past President, Retired

            Mary Jo Lindquist, Affiliations and Past President, Gaston Co. Schools

            Lu Ellen Richard, Region 6 Rep, Charlotte-Mecklenburg Co. Schools

            John Kachmarik, Photographer, Iredell-Statesville Schools

            Terry Haas, SASBO Rep, ORBIT Committee & Past President, Mooresville City Schools

Pam Satterfield, Past President and Professional Development Committee, Richmond Co. Schools

            Jeff Holloman, Website Committee, Onslow Co. Schools

            David Lee, Past President, Cleveland Co. Schools

            Todd Lowe, Region 5 Rep, Randolph Co. Schools

            Shirley Bess, Past President, Union Co. Schools

            Susan Blackwell, Region 3 Rep, Nash-Rocky Mount Schools

            Frances Hammer, Past Vice-President, Retired

            Cindy Holder, Region 7 Rep, Alleghany Co. Schools

            Kathy Isenhour, Past President, Hickory City Schools

 

President Mitchell began by recognizing the organization’s past presidents that were in attendance.  She then thanked recent past President Mike Griffin for his support.

President Mitchell then turned the meeting over to Karla Miller, President Elect, for a report on the organization’s strategic plan for the coming fiscal year.  Karla began by explaining that the theme for next fiscal year will be:  “Remembering the past, preparing for the future, and managing the present”.   She described the importance of the past regarding all the bonds that have been created and lasting relationships that can never be replaced.  As far as managing the present, she expressed the importance of coming together and discussing all the problems we face and sharing ideas.  Regarding preparing for the future, she gave special thanks to the Professional Development Committee for all the great things they have done with professional development.  She said she has a desire to see the organization continue to grow by continuing to offer meaningful professional development to finance officers and finance staff.  She indicated she would like to see the Finance Academy expand to school bookkeepers.  She also said she would like to see a focus on technology in our professional development.  Karla concluded by thanking everyone for their help in preparing for the current conference.

Approval of Minutes:  The minutes of the January 12, 2012 Executive Council Meeting were reviewed.  A motion to accept the minutes as written came from Tony Messer and a second from Sharon Penny and the motion was carried.

Treasurer’s Report:  President Mitchell referred to the Treasurer’s Report that was included in the packets and informed the council that the report was for information only.

Executive Director Communications:  Jenny Billings began by thanking everyone for the help with the conference preparations.  Next she informed the attendees that everyone was expected to pick up a list of ten specific vendors and thank the vendors on their list for their sponsorship of the conference.  She reported we had 80 vendor booths this year and could have easily sold 100 booths.  She also asked for volunteers to introduce the instructors at the mini-sessions.  She next asked for two volunteers for the breakfast the next morning to represent NCASBO since we were one of the sponsors for the breakfast. 

Unfinished Business:  President Mitchell announced that one item of unfinished business was the change of dates for the 2014 conference which would be February 8 – 13 and the dates for the 2017 conference was changing from February 19 – 23 to February 12 – 16.  Another item of unfinished business was to approve the insurance quote for the Director’s and Officer’s insurance which was $1,055 through Surry Insurance.  President Mitchell asked for a motion to approve the purchase of this insurance.  A motion was received from Sharon Penny and a second from Matilda Campbell and the motion was carried.

There was no other business to address and President Mitchell adjourned the meeting. 

 

 

 

 

 

NCASBO Business Meeting – Annual Conference

Thursday, February 16, 2012

Sheraton Four Seasons, Greensboro, NC

 

The NCASBO Business Meeting was called to order by President Wanda Mitchell at 10:45 a.m. on Thursday, February 16, 2012 at the Sheraton Four Seasons in Greensboro, NC.  President Mitchell recognized the Mooresville City School District for being featured in the “New York Times” for its accomplishments.

 

Welcome from SASBO:  Terry Haas, NC SASBO Director, shared greetings from SASBO.  Terry encouraged the audience to join SASBO and to take advantage of the many benefits of membership and also that the dues were only $10 a year.  Terry announced that in April that she being nominated to be Vice-President of SASBO and that Tony Messer had been selected by the NCASBO Executive Council to serve as the NC SASBO Director to complete her term.  Terry reminded the audience that the SASBO conference will take place at the Beaufort Lodge Hotel and Spa in Mississippi during April 23 through 25.  Terry recognized Wanda Mitchell for her service and support to SASBO.

 

Presentation to Past President:  President Mitchell recognized Mike Griffin and presented him with a plaque for service as the NCASBO president during 2010-2011.

 

Approval of Minutes:  Steve Toler presented the minutes of the 2011 conference.  A motion to accept the minutes as written came from Sharon Penny and a second from Frances Hammer and the motion was carried.

 

Treasurer’s Report/Audit Report:  Faye Perry presented the Treasurer’s report.  Faye stated that the conference packets included a letter from an outside auditor that indicated a clean audit.  Faye reported that the organization’s bank balances were as follows:  reconciled checking balance $39,966.42; money market $679,426.88; and the share account $25.74; resulting in a total bank balance of $719,519.04.  Both were accepted as information.

 

By Laws Change:  Harvey Gay, By Laws Committee Co-Chairperson, reported that some of the most active members of the organization, the committee chairs, have never been allowed to vote on NCASBO matters, according to the By Laws.  Harvey informed the membership that the Executive Council had approved a recommendation for a proposed change to the By Laws that would allow the committee chairs to vote on Council matters.  This would change Article 6, Section 3 of the By Laws.  Harvey stated that the Council wanted to put this By Laws recommended change before the membership for approval.  President Mitchell asked if there was any discussion on this issue.  Noting there was none, she asked for a motion to approve this change in the By Laws.  A motion was received from Harvey Gay and a second from Sharon Penny and the motion was carried.  

 

Report on Conference Attendance:  President Mitchell asked Karla Miller, Conference Chairperson, to report on the conference attendance.  Karla reported that the Conference had 395 registered attendees and that was four more than last year.

 

Report on Exhibitors:  President Mitchell asked Matilda Campbell to give a report on the Conference exhibitors.  Matilda reported that we had 78 exhibitors and 80 booths at this year’s conference. 

 

Executive Director Communications:  President Mitchell asked Jenny Billings to give an update on the NCASBO School Business Management Academy.  Jenny reported that the School Business Management Academy graduated 127 Directors, Managers and Specialists the previous Tuesday night.  Jenny announced that a new academy group of approximately 75 to 80 participants began classes in July, 2011 in all three certification levels.  She said it would probably be sometime in the next year before a new group would start the academy classes.  She concluded by stating that in her opinion the Business Management Academy was one of the greatest things our organization had ever done for its members.

 

Committee Reports:

 

Historian Report:  Jenny Billings reported the 2010-2011 history had been recorded and has been placed on the NCASBO website.  Jenny encouraged all new members to go to the NCASBO website and learn more about the history of the organization.

 

Nominating Committee:  Mike Griffin presented the slate of officers for the 2012-2013 year:  President, Karla Miller, Finance Officer from Caldwell County Schools; President-Elect, Fay Perry, Finance Officer from Camden County Schools; Vice President, Matilda Campbell, Finance Officer from Weldon City Schools; Treasurer, Tony Messer, Finance Officer from Scotland County Schools;  and Secretary, Steve Toler, Finance Officer from Washington County Schools.  President Mitchell asked if there were any other nominations from the floor.  No other nominations were brought forward.  President Mitchell asked for a motion to accept the slate of officers as presented.  A motion to accept the slate of officers as presented came from Scott Powell and a second from Mary Jo Lindquist and the motion was carried.

 

Membership Committee:  Matilda Campbell reported that we currently have 627 members.

 

Professional Development Committee:  Pam Satterfield reported that on Monday, 14 professional development classes were offered and 20 on Tuesday.  She also reported that 14 mini-sessions topics were offered on Wednesday.  She stated that there were 6 academy classes offered on Monday and Tuesday for the new round of academy members.  Pam announced that the Professional Development Committee was working on developing a curriculum for individual school bookkeepers and that the committee was hoping to get the districts’ participation on sending the school bookkeepers to these classes which will be done on a regional basis to cut down on travel expenses and time away from work.

 

NCASBO Star Award:  President Mitchell announced that the Star Award was being presented to Ally Barfield with DPI.

 

Scholarship Awards:  Lori Triplett announced the Scholarship awards for the three $1,000 scholarships sponsored by Surry Insurance.  The scholarships were presented to Bonnie Caudle of Caldwell Co. Schools, Carrie Pickett of Lee Co. Schools, and Shelia Sawyer of Camden Co. Schools by Robert Ayers of Surry Insurance, the sponsor of the scholarships.

 

Conference Grand Prize:  The grand prize for the conference was provided by Pierce Group Benefits and presented by Donald Pierce.  The grand prize was a choice between a 7 day and 7 night Caribbean cruise, a Chicago adventure including 4 nights in a 5 star hotel, or a 6 day and 6 night family trip to Disney World.  The grand prize was awarded to Janis Marion of Surry Co. Schools. 

 

President Mitchell adjourned the meeting.

 

 

 

 

 

 

 

NCASBO EXECUTIVE COUNCIL MEETING

May 17, 2012

NCDPI Building, Raleigh, NC

 

 

 

The NCASBO Executive Council Meeting was called to order at 2:00 pm Friday, May 17, 2012 with President Wanda Mitchell presiding.

 

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:

            Sharon Penny, Region 2 Rep, Past President, and Best Practices Committee, Bladen Co.   

            Schools

            Karla Miller, President-Elect, Caldwell Co. Schools

            Jenny Billing, Executive Director – NCASBO

            Faye Perry, Treasurer, Camden Co. Schools

            Lori Triplett, Scholarship Committee, Catawba Co. Schools

            Jan Hildebrand, Region 8 Rep., Buncombe Co. Schools

            Harvey Gay, Past President, and By-Laws/Policy and Retiree Committees, Retired

            Steve Toler, Secretary, Washington Co. Schools

            Wanda Mitchell, President, Surry Co. Schools

            Tony Messer, Region 4 Rep & Website/Commun. Committee., Chatham Co. Schools

            Matilda Campbell, Vice President, Weldon City Schools

            Freyja Cahill, Region 2 Rep, Brunswick Co. Schools

            Laurie Modlin, Region 1 Rep, Beaufort Co. Schools

            Karen Rogerson, Past President, Martin Co. Schools

            Mike Bundy, Region 4 Rep, Cumberland Co. Schools

            Scott Powell, Region 5 Rep., Caswell Co. Schools

            Mary Parker, Affiliations & Past President, Buncombe Co. Schools

            Katrina Miller, Historian & Past President, Retired

            Paul Lesieur, Region 3 Rep, Durham Co. Schools

            Anna Austin, Region 6 Rep, Union Co. Schools

            Mary Jo Lindquist, Affiliations & Past President, Gaston Co. Schools

            Lu Ellen Richard, Region 6 Rep, Charlotte-Mecklenburg Co. Schools

            John Kachmarik, Photographer, Iredell- Statesville Schools

            Wannaa Chavis, Region 4 Rep, Hoke Co. Schools

            Adam Steele, Region 7 Rep, Hickory City Schools

            Alexis Schauss, DPI

            Ashley Sutton, Region 2 Rep, New Hanover Co. Schools

            Kerry Shannon, Region 8 Rep, Henderson Co. Schools

            Jeff Holloman, Website Committee, Onslow Co. Schools

            Shirley Bess, Past President, Union Co. Schools

            Susan Blackwell, Region 3 Rep, Nash-Rocky Mount Schools

            Cindy Holder, Region 7 Rep, Alleghany Co. Schools

            Kathy Isenhour, Past President, Retired

           

 

Approval of Minutes:  The minutes from the February 14, 2012 Business Luncheon meeting were presented by Secretary Steve Toler.  A motion to accept the minutes came from Sharon Penny and a second from Jan Hildebrand and the motion was carried.  The Council was also asked to review the minutes from the February 16, 2012 and share any changes that need to be made.  No changes were noted.  These minutes will be approved at the February, 2013 Business Meeting.

 

Treasurer’s Report:  Treasurer Faye Perry reported that the money market balance in the SECU was $605,410.25, the share balance was $25.82, and the checking account balance as of May 10 was $13,610.95 which results in a total balance of $619,047.02.

 

Executive Director Communications:  Jenny Billings began by announcing that Academy classes were held in Burlington and were well attended.  There will be a second group of the same classes offered in July and the classes were already closed.  Jenny also announced that due to our Fund Balance that the fees charged for the classes have been reduced by 50%.  She reported that new classes were going to be offered in October and November.  The October site will be Wrightsville Beach and the November site will be Greensboro and that there were 25 slots for each class.  The Academy Classes in October will be preceding the Fall Leadership Conference on 10/8, 10/9, and the morning of 10/10 at the Blockade Runner.  The conference will begin at 1:00 pm on 10/10 and will end at 12:00 pm on 10/12.  An Ethics class will take place on the morning of 10/12.  Classes were being finalized for 10/10 and 10/11.  Room rates at the Blockade Runner will be $99.00 per night.  The deadline for reservations is August 9th.  Jenny also announced that there would be 3 professional development classes offered at the July conference and could be reviewed on the website.  With much sadness, Jenny concluded by reporting that one of the Council members, Kay Fulp, had been diagnosed with cancer. 

 

Committee Reports:

 

Affiliations:  Mary Parker reported that the Affiliations Committee attended the NCASA Annual Conference in Raleigh on March 31.  She reported that it was a really good conference with a number of good speakers.

 

Best Practices:  Sharon Penny reported they had not met since the last Council meeting. 

 

Budget:  Faye Perry presented the budget for the next fiscal year.  The contracting revenues for the Contract Pool had not all been collected even though the expenditures were recorded.  Jenny Billings pointed out that the storage expense had increased and needs to be reflected in the budget.  After some brief discussion it was announced the budget would be voted on during the July Council meeting.

 

By-Laws/Policy:  Harvey Gay reported that the committee had not met since the last meeting. 

 

Chart of Accounts/Financial Reporting:  There was no report.

Conference Committee:  There was no report.

 

Financial Software:  (1) K12 Enterprises:  Mary Parker reported that K12 will support the Sunpac product for at least the next 5 years.  (2)ISIS:  After a lengthy discussion, it was concluded that ISIS was working through any problems they were encountering.

 

Historian:  There was no report.

 

Membership:  There was no report

 

Nominations:  There was no report.

 

ORBIT:  Terry Haas reported that there were issues but ORBIT was working with what they have.

 

Professional Development:  Jenny Billings reported that the committee will be going around the state in the near future setting up regional bookkeeper classes but that the curriculum had not been completely finalized.  The cost of these classes will be relatively low, around $25 per class.  There will be no assessments, no food, and no frills.  She reported that Debra Dixon-Doss, Kerry Crutchfield, and Sessions & Carver will be writing the courses.  It is probably going to be around 14 classes.

 

Retired Members:  There was no report.

 

SASBO:  It was reported that SASBO had a good conference and that a lot of the sessions were technology driven.

 

Scholarship:  There was no report.

 

Website:  Jenny Billings reported that she had several conversations with Affiniscape regarding the new design.  She announced that she needed to meet with the committee immediately after the Council meeting to discuss color schemes. 

 

Region Reports:

 

Region 1:  Laurie Modlin reported that Region 1 met in January and will plan the next region meeting as soon as a decision is made on the “pre-pay” issue.

 

Region 2:  Freyja Cahill reported that Region 2 met on March 23 and had a presentation from Steve Graham, Finance Officer from Vance Co. regarding purchasing and contracts.

 

Region 3:  Paul LeSieur reported that Region 3 met on March 20 and had Phillip Price do a presentation on all the good news around the State.

 

Region 4:  Todd Lowe reported that Region 4 and 5 met together at the end of March at the Asheboro City Schools and had a good round table discussion.  He reported that the next meeting is set up for the end of May at Chatham Co. Schools where they will have a presentation from Alexis Schauss.

 

Region 5:  Region met with Region 4.

 

Region 6:  Anna Austin reported Region 6 met on March 8 and had Jack Stone from DPI HR give a presentation on available benefits to LEA employees.  The region is scheduled to meet again on June 7 with an update from Alexis Schauss.

 

Region 7:  Cindy Holder reported that Region 7 met in March.  Their next meeting was scheduled for June 6 at Davidson Co. where Alexis Schauss would give a budget update.

 

Region 8:  Jan Hildebrand reported that Region 8 had met on March 13 and had Dan Farmer with Prudential speak on the new NC 457 plan.  The Region met again on April 17 and had a discussion on the ISIS conversion problem.  They plan to meet again on May 22.

 

DPI Liaison:  Alexis Schauss reviewed the highlights of the next morning’s Finance Forum.

 

Unfinished Business:  Harvey Gay reported that the NCASA is interested in setting up some type of retired division, and additional information would be forthcoming.

 

New Business:  Mary Parker and John Kachmarik pointed out a number of concerns regarding the CLOUD.  It was decided that a committee should be formed to address these concerns.  President Mitchell appointed Mary Parker, John Kachmarik, Scott Bowers, Scott Powell, and Shana McLamb as the new CLOUD Committee. 

 

Announcements/Reminders:  President Mitchell reminded the Council members that the next Executive Council meeting would be held on July 25 at 5:30 pm at RTP.  Faye Perry announced that the Planning Committee meeting would take place in August at the School Dude offices in Cary, NC.

 

President Mitchell asked for a motion to adjourn the meeting.  A motion was received from Sharon Penny and a second from Jan Hildebrand and the motion was carried.

 

 

 

 

NCASBO Executive Council Meeting

July 25, 2012

Sheraton Imperial Hotel & Convention Center, RTP, NC

 

The NCASBO Executive Council Meeting was called to order at 5:30 pm Wednesday, July 25, 2012 with President Karla Miller presiding.  President Miller reminded the Council who the voting members were:  the officers (except the President), Regional Representatives, and the Committee Chairs.  President Miller then recognized the new members:  Ashley Sutton, Region 2 Rep; Wannaa Chavis, Region 4 Rep; and Adam Steele, Region 7 Rep.

 

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:

            Karla Miller – President, Caldwell Co. Schools

            Steve Toler – Secretary, Washington Co. Schools

            Wanda Michell – Immediate Past President, Surry Co. Schools

            Lori Triplett – Scholarship Committee, Catawba Co. Schools

            Jenny Billings – Executive Director, NCASBO

            Mary Parker – Affiliations & Past President, Buncombe Co. Schools

Harvey Gay – Past President & Retiree & By-Laws/Policy Committees, Retired

Tony Messer – Treasurer & Website Committee, Chatham Co.  Schools

Scott Powell – Region 5 Rep, Caswell Co. Schools

Anna Austin – Region 6 Rep, Union Co. Schools

Matilda Campbell – Vice President, Weldon City Schools

Shirley Bess – Past President, Union Co. Schools

Cindy Holder – Region 7 Rep, Alleghany Co. Schools

Kathy Isenhour – Past President, Retired

Karen Rogerson – Past President, Martin Co. Schools

Lu Ellen Richard – Region 6 Rep, Charlotte-Mecklenburg Co. Schools

Ricky Lopes – Past President, Cumberland Co. Schools

Hank Hurd – Past President, Retired

Wannaa Chavis, Region 4 Rep, Hoke Co. Schools

Adam Steele, Region 7 Rep, Hickory City Schools

Jeff Holloman, Website Committee, Onslow Co. Schools

Michele Johnson, Region 1 Rep, Martin Co. Schools

Kerry Crutchfield, Past President & COA/Financial Reporting Comm., Retired

 

 

 

Approval of Minutes:  The minutes of the May 17, 2012 Executive Council Meeting were reviewed.  A motion to accept the minutes as written came from Mary Parker and a second from Matilda Campbell and the motion was carried.

 

Treasurer’s Report:  Tony Messer reported that as of July 16, 2012 we had a balance in our checking account in the amount of $71,510.12; in our money market account we had a balance of $600,333.81; and in our share account we had a balance of $25.86; for a total of $671,869.79.  He reported a reconciled checking account balance of $51,566.77.

 

Executive Director Communications:  Jenny Billings began by announcing the Fall Leadership Conference would take place in October in Wrightsville Beach.  The deadline for the hotel reservations had been extended to August 27th.  She stated that she would be putting the conference information on the NCASBO website in the next few days.  The conference will be at the Blockade Runner which had been recently renovated and was located on the beach.  Jeff Bright would be conducting some very interesting workshops.  She also announced that the Professional Development Committee would be meeting in August.  Jenny also stated that volunteers for the Conference Planning Committee were needed which would take place on August 16th at the School Dude office in Cary.

 

Committee Reports:

 

Affiliations (NCASA):  Mary Parker reported that the NCASA Executive Committee met on May 17th.  She announced that the Committee was re-examining its vision and was considering becoming primarily a provider of professional development.

 

Best Practices:  Jenny Billings reported that the committee had not met.

 

Budget:  Tony Messer reported all the budget changes that had been recommended at the May 17th Executive Council meeting had been made.  Tony asked for a motion for the approval of the NCASBO 2012-13 Budget as presented.  A motion was received from Scott Powell and a second from Shirley Bess and the motion was carried.

 

By-Laws/Policy:  Jenny Billings reported that the committee had not been called to meet regarding any changes in the by-laws or policies.

 

Chart of Accounts/Financial Reporting:  Kerry Crutchfield indicated that there was no report.

 

Conference:  Jenny Billings reported, as it had been announced earlier, that the Conference Committee would be meeting on August 16th.

 

Financial Software

Sartox:  Mary Parker reported that K12 Enterprises had been trying to help with                     the August prepayment requirement, which, of course, did not happen; and other issues that DPI has “thrown” at us.  She announced there would a user’s meeting on July 26th.

 

            ISIS:  No report regarding ISIS.

 

Historian:  No report.

 

Membership:  No report.

 

Nominations:  No report.

 

NC Cloud:  Mary Parker reported NC Cloud continues to move along with little or no input from the committee and that the committee had not been given much information.

 

ORBIT:  No report.

 

Professional Development: Jenny Billings reported that the committee would be meeting in August to finalize the curriculum for the school bookkeepers and would soon be turning it over to the writers.

 

Retirees:  No report.

 

SASBO:  Tony Messer reported that he had attended the SASBO Board meeting in June in Norfolk, VA.  The upcoming conference for next year was planned.  He announced there was a leadership conference summit coming up in January and that there were 2 slots available for NC which will also be in Norfolk.

 

Scholarship:  No report.  Lori Triplett asked for volunteers to serve on the Scholarship Committee.

 

Website:  Jenny Billings reported that things were on hold regarding the conversion to the new website.  Jenny announced that there were 3 website sponsors:  Surry Insurance, Pierce Group, and Education Management. 

 

Regional Reports:

 

Region 1:  Michelle Johnson reported that Region 1 was planning on meeting in early September.

 

Region 2:  No report.

 

Region 3:  No report.

 

Region 4:  Wannaa Chavis reported that Region 4 and 5 met together in May.

 

Region 5:  Scott Powell reported that Region 4 and 5 met together on May 31 and Alexis Schauss gave a budget update presentation.

 

Region 6:  LuEllen Richard reported that Union Co. Schools hosted their region meeting on June 7th and had Alexis Schauss give an update on the budget.

 

Region 7:  Adam Steele reported that Region 7 met on June 6th and had Alexis Schauss speak.  He also announced that they had another meeting planned on September 18th.

 

Region 8:  Mary Parker reported that Region 8 was continuing to meet monthly and also that the LEAs in Region 8 were communicating frequently by email.

 

DPI Liaison:  No report.

 

Unfinished Business:  None.

 

New Business:  None

 

President Miller asked Jenny Billings to give an update on Kay Fulp.  Jenny reported that Kay was in good spirits and was continuing treatments and would appreciate any calls or cards.

 

President Miller announced that the next Council meeting would be in October during the Leadership Conference and then asked for a motion to adjourn.  A motion to adjourn was made by Mary Parker and a second by Matilda Campbell and the motion was carried.

 

 

 

NCASBO Executive Council Meeting

October 10, 2012

Blockade Runner Resort, Wrightsville Beach, NC

 

The NCASBO Executive Council Meeting was called to order at 5:30 pm Wednesday, October 10, 2012 with President Karla Miller presiding. 

 

Attendance:  A roll call was conducted by Steve Toler, Secretary.  The attendance was as follows:

            Karla Miller – President, Caldwell Co. Schools

            Steve Toler – Secretary, Beaufort Co. Schools

            Wanda Mitchell – Immediate Past President, Surry Co. Schools

            Jenny Billings – Executive Director, NCASBO

            Harvey Gay – Past President  & Retiree & By-Laws/Policy Committees, Retired

Tony Messer – Treasurer, NC SASBO Director & Website Committee, Chatham Co.  Schools

Scott Powell – Region 5 Rep, Caswell Co. Schools

Anna Austin – Region 6 Rep, Union Co. Schools

Matilda Campbell – Vice President, Weldon City Schools

Shirley Bess – Past President, Union Co. Schools

Karen Rogerson – Past President, Martin Co. Schools

Ricky Lopes – Past President, Cumberland Co. Schools

Hank Hurd – Past President, Retired

Wannaa Chavis, Region 4 Rep, Hoke Co. Schools

Adam Steele, Region 7 Rep, Hickory City Schools

Jeff Holloman, Website Committee, Onslow Co. Schools

Mike Bundy – Region 4 Rep, Cumberland Co. Schools

Paul LeSieur – Region 3 Rep, Durham Co. Schools

Freyja Cahill – Region 2 Rep, Brunswick Co. Schools

Francis Hammer – Past Vice President, Retired

John Kachmarik – Photographer & NC Cloud Committee, Iredell-Statesville Schools

Ashley Sutton – Region 2 Rep, New Hanover Co. Schools

Mary Jo Lindquist – Past President, Affiliations Committee, Gaston Co. Schools

Mike Griffin – Past President, Moore Co. Schools

Todd Lowe – Region 5 Rep, Randolph Co. Schools

Pam Satterfield – Past President, Professional Development Committee, Richmond Co. Schools

Faye Perry- President Elect, Camden Co. Schools

Alexis Schauss- DPI Liaison

 

Approval of Minutes:  President Miller announced that the minutes for the July 25th and October 10th meetings would be approved at the January meeting.

 

Treasurer’s Report:  Tony Messer reported that as of October 8, 2012 we had a balance in our checking account in the amount of $15,035.31; in our money market account we had a balance of $824,495.63; and in our share account we had a balance of $25.90; for a total of $839,556.84. 

 

Executive Director Communications:  Jenny Billings began by announcing that the organization had conducted Academy classes earlier in the week and would be conducting the second round of classes in November in Greensboro.  There would be new Academy classes in February and finishing up those classes in April.  Then new Academy classes will take place in May which should finish out the Specialist group and be close to completing the Managers group classes.  Jenny then announced that the school bookkeeper curriculum had been developed and would be given to writers this month.  The total classes will be held to 8, if at all possible, which would equate to 4 days.  She added that there is an estimated 2,000 students that may be taking these classes.  The plan is to start these classes in the summer.  The current Academy members are scheduled to graduate in February, 2014 and the next group of Academy members will be starting in the summer of 2013.  The conference professional development classes are now being secured based on the suggestions she receives from the committee and members.  

Committee Reports:

 

Affiliations (NCASA):  Mary Jo Lindquist reported the NCASA board met and reviewed and prioritized the legislative agenda.  She added the NCASA will have their conference in March, 2013.

 

Best Practices:  Jenny Billings reported that the committee had not met.

 

Budget:  Tony Messer reported that there was no budget news.

 

By-Laws/Policy:  Harvey Gay reported that the committee had not been called on to meet regarding any changes in the by-laws or policies.

 

Chart of Accounts/Financial Reporting:  Jenny Billings indicated that there was no report.

 

Conference:  Faye Perry reported that the Conference Committee met on August 16th at the School Dude building in Cary, NC.  She reported it was a very successful meeting and got the entire conference planned.  She added that through a collaborative effort it was decided to name the conference:  “Believe and Achieve:  Innovative Solutions for New Challenges”.       

 

Financial Software

Sartox:  No report regarding K12 Enterprises.

 

            ISIS:  No report regarding ISIS.

 

Historian:  No report.

 

Membership:  No report.

 

Nominations:  No report.

 

NC Cloud:  John Kachmarik reported that information would soon be coming to the LEA’s regarding the NC Cloud.  He cautioned that all LEA’s need to look at the economics of going to the Cloud versus staying with the AS400 platform.  It is very possible that it may be cost prohibitive for a LEA to move to the Cloud.

 

ORBIT:  No report.

 

Professional Development: Pam Satterfield reported that there were 70 Academy class attendees at this conference.

 

Retirees:  Harvey Gay reported that the committee was planning to support another session at the upcoming winter conference on retirement issues (Social Security, Medicare, etc.).

 

SASBO:  Tony Messer reported that the NC membership in SASBO was somewhat behind all the other states and that he had sent a letter to all finance officers in the state requesting them to consider membership.  Tony asked the Council to discuss the possibility of NCASBO paying the $10 dues for each LEA on a yearly basis.  President Miller suggested that this would be discussed under “New Business”.

 

Scholarship:  Jenny Billings reported that Lori Triplett wants to up the deadline date for scholarship applications to sometime in December.  Jenny stated that she would be sending out an email regarding this in the near future.

 

Website:  No report. 

 

Regional Reports:

 

Region 1:  Karen Rogerson reported that Region 1 was planning on meeting in early November and would be having Alexis Schauss give a presentation on Cash Management.  Karen also announced that Laurie Modlin’s mother had passed away recently. Also that Laurie had changed her last name to Trussel.

 

Region 2:  Freyja Cahill reported that Region 2 was planning to meet in November.

 

Region 3:  Paul LeSieur reported that Region 3 met on September 13th and had Phillip Price, Alexis Schauss, and Eric Moore speak on various topics.  Paul announced that the Region had another meeting planned in late October or early November.

 

Region 4:  Mike Bundy reported that Region 4 meets with Region 5.

 

Region 5:  Todd Lowe reported that Region 4 and 5 had not met recently but they were looking at some dates to meet in the near future.

 

Region 6:  Anna Austin reported that Region 6 would be meeting on October 16th.

 

Region 7:  Adam Steele reported that Region 7 met on September 18th and were planning on meeting again on January 9th in Davie County where Zach Wright with Surry Insurance would be doing a presentation.

 

Region 8:  No report.

 

DPI Liaison:  No report.

 

Unfinished Business:  None.

 

New Business:  The first new business item that was discussed by President Miller was the January 2013 Executive Council Meeting and Annual Dinner.  It was agreed that the meeting would take place on January 10th and 11th.  The next item of discussion was Tony Messer’s suggestion regarding NCASBO paying the $10 SASBO dues for each LEA.  Jenny Billings stated that this was done in the past but was discontinued due to lack of funds (at the time) and due to the extremely small NC attendance at SASBO events.  Tony pointed out that there were a number of benefits to SASBO membership in addition to the conference such as the very informative website.  Tony stated that NC had around 55 members in SASBO.  Paul LeSieur inquired about the cost of a lifetime membership in SASBO.  Tony will research on the life time membership by district and discuss at the January meeting.  

 

Announcement/Reminders:  President Miller reminded everyone that the next Council meeting would be on January 10th and followed by the Finance Forum on January 11th.  Jenny Billings reminded the Council that although the bank balance appeared high that we still needed to use discretion when expending funds.  She continued by stating that the organization had more than a $300 thousand budget and that there were substantial Academy expenditures that would be coming out of this balance.  She also reminded the Council that the revenue streams from the Academy were substantially decreasing and would continue in that direction.  Paul LeSieur suggested that if the bank balance remained high that we may want to consider reducing the NCASBO membership dues and conference fees.  Jenny also stated the school bookkeeper classes would not generate much revenue.

 

Adjournment:  President Miller called for a motion to adjourn.  A motion to adjourn was made by Matilda Campbell and a second by Scott Powell and the motion was carried.

 

 

 

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