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NCASBO Meeting Minutes 2018 NCASBO Business Meeting – Annual Conference 2017 NCASBO Executive Council Meeting September 20, 2017 Hilton Asheville Biltmore Park, Asheville, NC Executive Council Meeting - July 25, 2017 Sheraton Imperial, Research Triangle Park The NCASBO Executive Council Meeting was called to order on Tuesday, July 25, 2017 at 3:05 pm with President Jay Toland presiding. President Toland welcomed members and reviewed the goals for his term as President, including: establishing a committee to review NCASBO’s mission and vision, profitability, increased regional representative attendance and participation at Executive Council meetings and the appropriate level of fund balance for the organization.
Attendance: A roll call was conducted by Karla Miller, Secretary. The attendance was as follows:
Jay Toland – President, Scotland County Schools Freya Cahill – President-Elect, Brunswick County Schools Scott Powell – Immediate Past President, Lincoln County Schools Faye Perry – Treasurer, Camden County Schools Karla Miller – Secretary, Catawba County Schools Pam Satterfield – Executive Director, NCASBO Sharon Penny – Region 1 Rep, Bladen 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 Kelly Jones – Region 4 Rep, Lee County Schools Shirley Bess – Region 6 Rep, Union County Schools Lori Triplett – Region 7 Rep, Catawba County Schools Bernie Sochia – Region 8 Rep, Henderson County Schools Ken Chilcoat – Financial Software Comm, Hyde County Schools Harvey Gay - Past President, Policy and Procedures Committee, Retired Jeff Hollamon – Affiliations Committee, Onslow County Schools John Kachmarik – Photographer, Retired Karen Rogerson – Past President, Martin County Schools Norris Barger – Transylvania County Schools
Approval of Minutes: Secretary Miller presented members with the minutes from the May 5, 2017 Executive Council meeting. A motion to accept the minutes as presented came from Sharon Penny, a second from Ashley Sutton 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 $21,039.94, a balance of $601,913.72 in the money market account and a balance of $26.82 in our share account; for a total of $668,247.37 as of July 25, 2017.
Adoption of 2017-18 Budget: Treasurer Faye Perry presented the 2017-18 proposed budget. With a motion from Jeff Hollamon and a second by Ashley Sutton, the budget was approved.
Executive Director Communications: Executive Director Pam Satterfield reported: · New website will soon be in the testing phase · Requested regional representatives send her the dates for regional meetings · Academy classes are being held prior to FBS Conference · Beginning “lunch and learn” sessions across state for new Finance Officers with less than 3 years’ experience · Revitalizing NCASBO newsletter, needs an employee to spotlight by August 4 · Met with Adam Levinson, Annette Clifton and Jenny Billings regarding Finance Officers’ CEU procedures. New website will allow finance officers to print their own certificates · Followed up on concern that LEAs had with foreign national tax information being incorrect: there is a software that can handle that and there may be a convenience contract that LEAs could use for the software to correctly determine taxes · Jay Toland has written a book entitled Public School Finance Decoded which is available for purchase through Amazon.com. Committee Reports: Affiliations (NCASA): Jay Toland reported that they met on June 8 and will meet again in September. NCASA and NCASBO may work together, rather than NCASBO hiring their own lobbyist. Joint Allotment Task Force: Jay Toland reported that they met July 25 and reviewed current Program Report Codes (PRCs). A report must be made to General Assembly in October 2018. NCASA and NCASBO contracted with Chris Nordstrom to analyze funding formulas used by other states. Best Practices: No report. By-Laws/Policy: No report. Chart of Accounts/Financial Reporting: No report. Conference: Freyja Cahill reported that the Fall Leadership Conference will be held September 20–22 at the Hilton Asheville Biltmore Park and the deadline for hotel reservations is August 18. The conference planning committee will meet on August 10 at School Due in Cary. Members are asked to submit topics for the winter conference, which will be February 12–15 in Greensboro. Financial Software: K12 Enterprise: No report. LINQ: Ken Chilcoat reported that LINQ is piloting a replacement system for the BUD software. Historian: No report. Membership: No report. Nominations: No report. Professional Development: Pam Satterfield reported that the committee will meet August 9 at School Dude in Cary. 100 attendees are signed up for pre-conference classes on July 26. SASBO: Scott Powell reported that the leadership conference is January 24–26, 2018 in Orange Beach, AL and the conference is April 15–19, 2018 in Memphis, TN. Scholarship: No report. School Business Modernization: The committee will meet July 26 at 4:00 in Royal Room. Website: The date for members to begin using the new website is December 1 and there will be a preview at the Fall Leadership Conference. Regional Reports: Region 1: Faye Perry reported a meeting scheduled for September 1. Region 2: Ashely Sutton reported a well-attended meeting was held on May 19 discussing the year end. Region 3: Julie Masten reported a meeting scheduled for September 28. Regions 4 & 5: Met in May, no meeting scheduled. Region 6: Shirley Bess reported no meeting scheduled. Region 7: Lori Triplett reported a June meeting with Alexis Schauss and a meeting scheduled October 18 with a panel discussion regarding retirement. Region 8: Bernie Sochia reported a meeting scheduled for August 17. Unfinished Business: Records Retention Schedule: Pam Satterfield presented a chart for records retention for NCASBO. With a motion by Sharon Penny and a second by Bernie Sochia, the membership approved the schedule. New Business: None. Announcement/Reminders: Executive Council and Finance Forum Meeting Dates have been scheduled: September 20, 2017 at 11:00 at Hilton Asheville Biltmore Park, January 11–12, 2018 and May 10-11, 2018. Adjournment: There being no further business, President Toland called for a motion to adjourn. A motion to adjourn was made by Jeff Hollamon and with a second by Sharon Penny, the meeting was adjourned at 3:50 pm.
NCASBO Executive Council Meeting May 5, 2017 Education Building, Raleigh, NC
The NCASBO Executive Council Meeting was called to order on Friday, May 5, 2017 at 9:15 am 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 County Schools Freyja Cahill – Vice-President, Brunswick 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 Beth Day - Region 3 Rep, Granville 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 Donna Bryant – Region 7 Rep, Surry County Schools Bernie Sochia – Region 8 Rep, Henderson County Schools Shirley Bess – Past-President, Union County Schools Harvey Gay - Past President, Policy and Procedures Committee, Retired Jeff Hollamon – Affiliations Committee, Onslow County Schools John Kachmarii – Photographer, Retired Sharon Penny – Best Practices Comm, Bladen County Schools Karen Rogerson – Past-President, Martin County Schools Pam Satterfield – Past Pres, PD Comm, Software Comm, Retired Angie Henry – K-12 Modernization Comm, Guilford County Schools Approval of Minutes: Secretary Miller presented members with the minutes from the January 12, 2017 and February 14, 2017 Executive Council meetings. A motion to accept the minutes as presented came from Sharon Penny and with a second from Jeff Hollamon, the motion was carried. Treasurer’s Report: Treasurer Faye Perry provided the Treasurer’s Report. She reported a balance in our checking account of $114,352.20, a balance of $600,892.17 in our money market account and a balance of $26.79 in our share account; for a total of $715,271.16 as of April 12, 2017. Executive Director Communications: Jenny Billings reported that when Philip Price was CFO of DPI, he had requested that NCASBO review and approve credentials for new Finance Officers and review and approve continuing education credit for existing Finance Officers. The Executive Director works in collaboration with the CFO’s Administrative Assistant (Debby Jackson, who retired May 1). Jenny asked for feedback from the Council regarding whether or not to approach new DPI CFO, Adam Levinson, about continuing the practice in the same manner. It is very important to the profession for LEAs to employ qualified finance officers. After discussion by the Council, it was agreed that Mr. Levinson would be approached with the request that NCASBO continue reviewing and approving Finance Officers’ credentials and continuing education credit in collaboration with DPI. Regions should report the names of the new incoming regional representatives to Jenny. Reps were asked to encourage Finance Officers to be current with continuing education reporting at their next regional meetings. Regional Representatives received an email regarding Thompson Seminars. NCASBO purchased the rights to these seminars and they are available to regions free of charge ($249 per class value). Very qualified attorneys conduct the 1 ½ hour seminars which may either be broadcast live or recorded. TRA donated $10,000 to NCASBO to fund a $1,000 scholarship for 10 years in memory of Larry Wallace, former president of SARTOX. The final scholarship has been awarded and Tom Rickman, president of TRA, may continue to fund a scholarship in honor/memory of someone else. Training of the incoming Executive Director, Pam Satterfield, is going well. Committee Reports: Affiliations (NCASA): Jay Toland attended the March conference, which had over 400 attendees. NCASA is looking to expand the pre-conference professional development offerings in order to boost attendance. Most attendees are from the Curriculum and Instruction area. Best Practices: No report. Budget: Treasurer Faye Perry facilitated the Council in discussion regarding the proposed budget, which will be adopted at the July meeting. By-Laws/Policy: No report. Chart of Accounts/Financial Reporting: No report. Conference: Jay Toland reported that the conference was great and the feedback will be reviewed when the Conference Planning Committee meets. Financial Software: K12 Enterprise: No report; however, key staff members have left K12 and there is concern about the future. LINQ: The spring conference was held in April and feedback was positive. Historian: No report. Membership: No report. Nominations: No report. Professional Development: Pam Satterfield reported that the Committee was meeting that afternoon. Academy classes are scheduled for July and will also be offered at the Fall Leadership Conference in late September at the Hilton Asheville Biltmore Park. SASBO: Scott Powell reported that the SASBO conference in Orlando was well attended and that NC’s Tony Messer was an excellent president. Adam Steele is the incoming SASBO director, replacing Scott Powell, on July 1. Scholarship: No report. Website: Jenny and Pam have researched website providers offering more features than the current provider, MemberClicks, which is not meeting the needs of the association. Their recommendation is Your Membership, which will produce CEU certificates, maintains member history, offers message board capabilities and surveys. The cost is $9,000 for the first year, which includes implementation, and $5,000 per year thereafter. MemberClicks is currently $4,000 per year. NCASBO receives $6,000 per year from website sponsors. Your Membership currently serves 14,000 associations. References were checked for four ASBOs and the reviews were great. Jeff Hollamon made a motion that a change be authorized upon the completion of their research. The Council approved the motion without hesitation. Business Modernization: Angie Henry reported that the committee’s report had been presented to the State BOE and would be submitted to the legislators the following week. Allotment Task Force - Ad Hoc Committee: A task force of 8 – 10 finance officers was created by President Powell to work with NCASA in studying the proposed weighted student allotment formula and how the formula would impact districts. NCASA would like to partner with NCASBO in contracting someone to complete a study costing $10,000 - $12,000 to accomplish this task, with a goal of measuring funding adequacy. With a motion by Jeff Hollamon and a second by Sharon Penny, the Council approved a maximum payment of $6,000 towards this project. Regional Reports: Region 1: Ken Chilcoat reported that they met on March 29, with 90% in attendance. ServPro led a discussion on disaster recovery. Candy Tilley is the new incoming representative. Region 2: Ashley Sutton reported that they met on March 10 and discussed best practices for communication with legislators. NCASA’s Katherine Joyce was the presenter. Their next meeting is May 19. Region 3: Beth Day reported that they met on March 13. Adam Levinson and Alexis Schauss were presenters. Their next meeting is May 23. Regions 4 and 5: Todd Lowe reported that Region 4 and Region 5 met on April 7. Their next meeting is set for the following week with Adam Levinson and Alexis Schauss as speakers. Region 6: Shirley Bess (new regional rep) reported that they had met and Brant Walton with NCDOR discussed sales tax refunds. James Beckford will also be a new regional rep. Region 7: Donna Bryant reported that they met on March 22. Denise Dalton with Prudential discussed the State 401k/403b/457 plans. The next meeting will be June 8 with Alexis Schauss presenting. Lori Triplett will be the new regional rep. Region 8: Bernie Sochia reported that they met in March. They have a meeting scheduled for May 18 and they will discuss year end planning. They will not have a change in reps. DPI Liaison: No report. Unfinished Business: None. New Business: Treasurer Faye Perry reported on QuickBooks cloud based accounting system which includes payroll capabilities. The cloud version of QuickBooks would cost $67.50 per month. With a motion by Jeff Hollamon and a second by Ashley Sutton, the Council approved the purchase. With the transition of Executive Directors, the records in the Raleigh storage unit must be moved to a facility closer to the new E.D. Discussion ensued on how long to retain records and what could be purged. Historically, records are not revisited once they are placed in storage. Pam Satterfield is researching the rules for records retention and the Council will revisit at the July meeting, and approve a time line for the procedures manual. Announcement/Reminders: The next Executive Council meeting will be held on the afternoon of July 25, prior to the FBS Summer Conference. Professional development will be held on July 26, beginning at 8:30, prior to the FBS summer conference which will be held on July 27 at the Sheraton RTP. The Fall Leadership Conference will be held September 20 - 22 in Asheville. The conference planning committee will meet in August at School Dude’s offices. No date has been set. There has not been a lot of interest in the Principals and Asst Principals Academy. NCASBO has trained approximately 100 principals. Representatives should remind their regions of the Academy. Classes need to have 20 – 25 participants to break even. The first round of Treasurers classes is almost complete. President Powell thanked Jenny, the officers and the council for their support and pledged to support President-Elect Toland. He discussed the importance of attending the meetings and encouraged members to make efforts to get more people involved. Adjournment: There being no further business, President Powell called for a motion to adjourn. A motion to adjourn was made by Sharon Penny and with a second by Bernie Sochia, the meeting was adjourned at 11:00 am.
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:
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 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 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 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
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: Karen Rogerson, Past President, Martin Co. Schools
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.
2016
NCASBO Executive Council Meeting
NCASBO Executive Council Meeting President Bundy recognized all past presidents attending the luncheon. NCASBO Business Meeting – Annual Conference NCASBO Executive Council Meeting
NCASBO Executive Council Meeting Adjournment: There being no further business, President Powell called for a motion to adjourn. A motion to adjourn was made by Shirley Bess and with a second by Jeff Hollamon, the meeting was adjourned at 6:10 pm.
2015
NCASBO Executive Council Meeting
NCASBO Executive Council Meeting
NCASBO Executive Council Meeting NCASBO Business Meeting – Annual Conference NCASBO Executive Council Meeting 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 K12 Enterprise: No report.
2014
NCASBO Executive Council Meeting NCASBO Executive Council Meeting 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. K12: No report.
NCASBO EXECUTIVE COUNCIL MEETING Paul LeSieur, Region 3 Rep, Durham Co. Schools
NCASBO Business Meeting – Annual Conference
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.
NCASBO Executive Council Meeting
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 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
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.
Minutes 1984-1990 1990 NCASBO Executive Council Meeting February 11. 1990
The Executive Council of NCASBO met at 3:30 p.m. at the Four Seasons Holiday Inn in Greensboro prior to the Winter Conference with Kerry Crutchfield presiding.
Present:
Kerry Crutchfield John Wright (5) Katrina Miller Debra Dixon-Doss (5) Hank Hurd Becky Church (6) David Clifton Kathy Isenhour (7) Lyn Hensley Sondra Keasey (7) Sonja Waters (1) Terry Price (8) Jim Hardison (2) Jimmie Wall Roy Keith (2) Rick Conboy Donn Holt (3) Lou Thompson Ann Warren (4) Jenny Billings
1990 Winter Conference Update
Katrina Miller reviewed conference details and assignments of various responsibilities.
Legislative Committee Report
Kerry Crutchfield discussed the December meeting the officers had with Dr. John Kinlaw concerning the placement of School Business Officials on the Administrators Salary Schedule. There have been three plans submitted to the State Board. Plan A was developed internally by the State Department. Plan B was developed by a committee of Superintendents. Plan C was developed by representatives of NCASA, The Tarhill Association of Principals and NCAE. Plan C appears to be favored at the present time. In all three plans school business officials are to be included on the schedules by 1993-94. Kerry distributed the letter he sent to Dr. Kinlaw.
Professional Growth Update
Rick Conboy stated that we have 255 registrants for the minicourses over the next two days. The new courses have been added and will be offered in April and May. These courses have been designed to be very challenging and will require a substantial amount of reading before attending the course.
1991 Winter Conference Site
Jimmie Wall reviewed proposals from four hotels that are interested in hosting te 1991 conference. Hotels and room rates are:
Radisson/Asheville $47 single/$58 double Four Seasons/Greensboro $59 both Bordeaux/Fayetteville $48 single/$52 double Radisson/Raleigh $45 single/$50 double
On a motion by Jim Hardison and seconded by Lyn Hensley, the Council voted to hold the 1991 Winter Conference at the Radisson in Raleigh on Sunday February 10, 1991 – Thursday 14, 1991.
Terry Price suggested the Council consider developing a budget for the regions to use to assist presenters of mini-courses at the conference with travel expenses.
Special Projects Update
Debra Dixon-Doss requested regional news and people happenings in the state for newsletter articles before leaving the conference.
Jimmie Wall discussed possible gift ideas for legislators.
Uniform Chart of Accounts
Lou Thompson and Jenny Billings discussed possible future needs to revise the chart of accounts. If needed, a committee will be appointed at our strategic planning meeting this summer to review needed changes.
Other Business
The minutes and Treasurer’s Report as amended were approved on a motion by Ann Warren and seconded by Becky Church.
Hank Hurd distributed and reviewed the membership as of February 8, 1990.
The meeting was adjourned to assemble conference packets.
NCASBO Business Meeting at Annual Conference February 14, 1990
The North Carolina Association of School Business Officials held a business session at its Winter Conference at the Four Seasons Holiday Inn, Greensboro, NC with Kerry Crutchfield presiding.
David Clifton, Secretary/Treasurer, reviewed the minutes from the last business session of February 7, 1989 and the February 8, 1990 Treasurer’s report.
Hank Hurd, Vice President, reviewed the February 8, 1990 membership report.
Hilton L’Orange, Audit Chairman, gave the audit report for the year ending June 30, 1989. No exceptions or modifications were made to the records.
Roy Keith, Chairman of Constitution and By-Laws, made the following motion for changes in the By-Laws which required no second coming from committee. · Delete throughout any reference to the Controllers Office · Rewording throughout to allow lifetime members to vote and hold office · Segregate duties of the office of Secretary/Treasurer · Allow President to appoint committee chairmen each year
The motion for changes in the By-Laws passed unanimously.
Kathy Isenhour, Chairman of Nominations, submitted the following slate of officers for 1990/1991:
President – Katrina Miller, Ashe County Schools President Elect – Hank Hurd, Harnett County Schools Vice President – David Clifton, New Bern-Craven County Schools Secretary – Debra Dixon-Doss, Burlington City Schools Treasurer – Brenda Rogers, Beaufort County Schools
By the operation of the Constitution and By-Laws, the office of President did not require action.
Kerry Crutchfield, President, opened the floor for nominations for President Elect. On motion by Terry Price and seconded by Jim Hardison, the nominations for office of President Elect were closed.
Kerry Crutchfield opened the floor for nominations for Vice President. Jim Hardison then made a motion that the nominations for the remaining offices be closed and the slate of officers be accepted by acclamation. The motion was seconded by Ann Warren and carried unanimously.
Jimmie Wall recognized the new School Business Administrators.
Kerry Crutchfield then recognized Superintendents and State Department of Public Instruction employees in attendance.
Craig Barfield, of the Local Government Commission, discussed a new program, Governmental Accounting Standards Program, initiated by the State Treasurer’s Office to recognize improvements during the previous year.
Jimmie Wall commented that we need more participants in the GMI this year and reminded everyone of the SASBO conference April 17, 1990 in Williamsburg.
Kerry Crutchfield recognized the NCASBO Officers, Regional and Committee Chairpersons for their work during the year.
Kerry then recognized Lyn Hensley and presented her with a plaque in appreciation for her leadership as NCASBO President during the FY 88/89 year.
Kerry announced that the 1991 Winter Conference would be held February 10-14, 1991 at the Radisson Plaza Hotel in Raleigh.
NCASBO Executive Council Meeting May 15, 1990
The Executive Council of NCASBO met at the Radisson Plaza Hotel in Raleigh with Kerry Crutchfield, President, presiding.
Present: Kerry Crutchfield (5) Bill Troutman (2) Katrina Miller (7) Donn Holt (3) Hank Hurd (4) Harvey Gay (3) David Clifton (2) Ann Warren (4) Lyn Hensley (8) Debra Dixon-Doss (5) Brenda Rogers (1) Becky Church (6) Sonja Waters (1) Terry Haas (6) Jim Hardison (2) Sondra Wolfe (7) Tom Davis (2) Terry Price (8) Roy Keith (2) Jimmie Wall Robert Tart (2) Rudi Fallon
Minutes/Treasurer’s Report
The minutes of the February 11 & 14, 1990 meetings were approved unanimously as written on a motion by Sonja Waters and seconded by Becky Church.
The May 14, 1990 Treasurer’s Report was accepted unanimously on a motion by Sonja Waters and seconded by Ann Warren.
Committee Reports
Membership
Hank Hurd gave an update on membership. Jimmie Wall suggested we send a letter to newly employed Finance Officers.
Special Projects
Over 475 copies of the last newsletter were mailed out; copies are going to all members, superintendents, State Board of Education and allied organizations. The Council voted unanimously to increase the newsletter budget to $3,000 on a motion by Donn Holt and seconded by Katrina Miller.
Legislative
Kerry distributed draft copies of a legislative platform for 1990-91. After some discussion it was decided to remove #4 and revise this as a separate issues letter, move #5 to number #3 with #3 becoming the fourth item and to use bullets instead of numbers. It was recommended to talk individually with legislators this year and to use more of a knocking on doors campaign during next year’s long session.
Professional Growth
The Council recommended the two days of mini-courses be held on July 23 and 24, 1990 at the Four Seasons Holiday Inn. It was stressed for participants to be extremely honest in the written evaluations of the mini-courses.
Strategic Planning
It was decided to hold the strategic planning meeting on July 22, 1990 at 3:00 p.m. at the Four Seasons – Greensboro with a planned meal function that night. If extra time is needed we could also meet on Monday night after the mini-courses. Regional chairpersons were requested to discuss this in the regions to get the membership’s concerns and recommendations for NCASBO.
1990 Winter Conference Revisited
Katrina Miller reviewed the conference evaluation results. All responses favored two days of mini-courses. It was recommended to put the evaluation in the conference packets next year.
Some concern was expressed regarding the construction taking place at the Radisson and in the downtown area.
Regional Representatives for FY 90-91
Region 1 Sonja Waters Washington City Schools Region 2 Robert Tart Duplin County Schools Region 3 Donn Holt Wilson County Schools Region 4 Ann Warren Whiteville City Schools Region 5 To be appointed Region 6 David Lee Gaston County Schools Region 7 Sondra Wolfe Catawba County Schools Region 8 Terry Price Madison County Schools
Good of the Order
Hank Hurd shared his concerns with the Council over the new fee structure of BB & T for the State 401K plan beginning April 1, 1990.
1989
NCASBO Executive Council Meeting February 5, 1989
The Executive Council of NCASBO met at 3:00 p.m. at the Sheraton-Crabtree Inn prior to the Winter Conference with Lyn Hensley presiding.
Present:
Lyn Hensley Hank Hurd (4) Kerry Crutchfield John Wright (5) Katrina Miller Becky Church (6) David Clifton Rudi Fallon (8) Harvey Gay Bonnie Babb – Legislation Jimmie Wall Ben Hooks Sharon Rogerson (1) Roy Keith – By-Laws Jim Hardison (2) Rick Conboy Donn Holt (3) Bob Bellamy
SIMS Dr. Bob Bellamy updated the Council about the upcoming SIMS Symposium. Bob is available to attend regional meetings to assist Finance Officers in preparing for the implementation of SIMS with UERS in the fall of 1989.
Minutes/Treasurer’s Report David Clifton reviewed the minutes of the Executive Council meeting of December 6, 1988 and the Forum meeting on December 7, 1988. The February 2, 1989 Treasurer’s report was also reviewed. The minutes and Treasurer’s report were both approved on a motion by Hank Hurd and seconded by Kerry Crutchfield.
The Council then discussed transferring of membership to another individual and decided this would not be allowable. The dues are paid for the individual, not the position.
Membership Report Katrina Miller distributed and discussed the membership report dated February 4, 1989.
Legislative Committee Bonnie Babb reviewed the plans for the Legislative Breakfast. Seventy (70) Legislators responded that they would attend.
The Council agreed to give the Legislators a NCASBO pin.
Jimmie Wall distributed and discussed the State Board Expansion Budget Request, which includes full funding of the Finance Officer positions.
The Council then adopted the Legislative Platform for 1988-89 and a Resolution concerning financial management of the N.C. Public Schools, on a motion by John Wright seconded by Bonnie Babb.
Constitution and By-Laws Roy Keith reported and recommended the following changes to our Constitution and By-Laws.
The recommended change carried unanimously on a motion by Kerry Crutchfield and seconded by Donn Holt.
The recommended change carried unanimously on a motion by Kerry Crutchfield and seconded by Jim Hardison.
The Council then discussed changing the life membership to be as follows: Life membership fee to be paid at ten (10) times the rate of regular membership fee, to be effective July 1, 1989. This carried unanimously on a motion by Kerry Crutchfield and seconded by Donn Holt.
Nominations Lyn Hensley reported for Martha Hines that the committee recommended the following officers for FY90: President Elect – Katrina Miller Vice President – Hank Hurd
General Business Meeting Agenda Lyn Hensley distributed and discussed the Business meeting agenda for February 7, 1989.
Lyn discussed a request from Bob High to establish a Local Government Commission Committee for items concerning capital projects, budgeting and accounting. NCASBO representatives are Hilton L’Orange, Paula Gwaltney and Bill Troutman.
Overview of Conference Agenda and Assignments Kerry Crutchfield reviewed the conference agenda and various assignments.
Meeting Dates The remaining meeting dates are: March 30 and 31, 1989 – Holiday Inn-Four Seasons, Greensboro June 13 and 14, 1989 – State Board Room, Raleigh
Other Lyn Hensley suggested for the Council to honor Jimmie Wall with a Life Membership. On a motion by Kerry Crutchfield and seconded by Hank Hurd it carried unanimously.
Jim Hardison gave an update on the recent State Board of Education meeting he attended.
The meeting was then adjourned to pack conference packets.
NCASBO Executive Council Meeting February 7, 1989
At its Winter conference at the Sheraton-Crabtree Inn, Raleigh, North Carolina, a business session was held by NCASBO at 10:00 a.m., Lyn Hensley presiding.
Lyn Hensley gave the opening remarks.
David Clifton, Secretary/Treasurer, reviewed the February 2, 1989 Treasurer’s report.
Katrina Miller, Vice President, reviewed the February 4, 1989 membership report.
Bonnie Babb, Co-Chairman Legislative Committee, reviewed the goals of the committee, the 1988-89 Legislative Platform and Resolution for the improvement of financial management of North Carolina Public Schools.
Kerry Crutchfield, President Elect, reported there would be some minor changes in the Chart of Accounts for FY 89-90. Lou Thompson will be using most of the Program Report Codes in the 70’s and there will be some possible rearrangement of the 170 and 180 object codes.
Rudi Fallon, Chairman Affiliation Committee, encouraged the membership to attend the SASBO conference April 24-27, 1989 in Asheville. Rudi also recognized the committee working on the SASBO conference.
Roy Keith, Chairman B-Laws and Constitution Committee, made the following motions:
Martha Hines, Chairman Nominations Committee, submitted the following slate of officers for 1989/90:
President Kerry Crutchfield, Winston-Salem/Forsyth County Secretary/Treasurer David Clifton, New Bern-Craven County
The officers of President and Secretary/Treasurer did not require action.
President Elect Katrina Miller, Ashe County Vice President Hank Hurd, Harnett County
Lyn Hensley opened the floor for nominations for President Elect. On motion by Thad Hartley and seconded by Harvey Gay the nominations for office of President Elect were closed.
Lyn Hensley opened the floor for nominations for Vice President. On motion by Bob Tart and seconded by Jim Hardison the nominations for office of Vice President were closed.
Harvey Gay motioned that the slate of officers be approved as submitted, the motion was seconded by Roy Keith and carried unanimously.
Lyn Hensley recognized Jo Ann Hartley, Special Projects Committee, for the certificate of membership, which was enclosed in each member’s packet.
Lyn recognized Carolyn Kirby and Betty Peavy, Historians, for their work on the History of NCASBO which was enclosed in the packets.
Lyn also recognized: Wayne Watts Professional Growth Committee Don Horne Ethics Committee Hilton L’Orange Auditing Committeee
Jimmie Wall discussed the certification program and the Distance Learning by Satellite (DLS) program and requested that the surveys be completed and returned to his office.
Jimmie recognized the new School Business Administrators and commented on this goals for SASBO membership.
Lyn informed the members that a NCASBO representative has been attending the State Board of Education meetings and the Governmental Operations Committee meetings.
Jim Hardison commented about his attendance at the February State Board meeting and indicated that the Board is very receptive to our attendance, he stated a letter would be sent to the Superintendents and Board Chairmen recognizing the improvements in reporting.
Ben Hooks discussed his attendance at the Governmental Operations Committee meetings.
Harvey Gay reviewed the Legislative platform of the NC. Alliance for Public Education which includes:
Lyn recognized NCASBO representatives on the Local Government Commission for Governmental Accounting: Hilton L’Orange, Paula Gwaltney and Bill Troutman.
In other business, Lyn recognized Jimmie Wall for all his untiring efforts on behalf of NCASBO and honored Jimmie with a lifetime membership to NCASBO.
The meeting was then adjourned.
NCASBO Executive Council Meeting March 30, 1989
The Executive Council of NCASBO met a 2:00 p.m. at the Weaver Education Center – Greensboro, NC with Lyn Hensley presiding.
Present:
Lyn Hensley Brenda Rogers (1) Kerry Crutchfield Donn Holt (3) Katrina Miller John Wright (5) David Clifton Sondra Keasey (7) Harvey Gay Roy Keith – By-Laws Jimmie Wall Bonnie Babb – Legislation Sonja Waters (1) Rick Conboy
Minutes/Treasurer’s Report
The minutes of the February 5 & 7, 1989 meetings were approved as written on a motion by Kerry Crutchfield and seconded by Donn Holt.
The March 29, 1989 Treasurer’s report was distributed and reviewed.
Membership Report
Katrina Miller distributed and discussed the March 30, 1989 Membership report. It was noted that the dues increase did not hurt our membership numbers.
Katrina recommended that we use a different color card and have them laminated for the life memberships. It was recommended that Katrina move forward with different color card.
Winter Conference
Kerry Crutchfield reviewed the results of the survey he conducted of the Winter Conference. About eighty surveys were returned. The majority of the responses wanted the conference in Greensboro, with Wilmington being a very close second.
Kerry recommended that we set up a conference committee, with the members to be selected by the conference coordinator.
On a motion by Kerry Crutchfield and seconded by Donn Holt the Council approved unanimously for the 1990 Winter Conference to be located in Greensboro. It was also suggested that we have the conference at a different location every other year.
There was some discussion about adding another day of mini courses to the conference. On a motion by Kerry Crutchfield and seconded by David Clifton the Council voted unanimously to have two (2) days of mini courses at the Winter Conference.
State Board Meetings
There was some discussion on having one person attend these meetings so that the person is recognized by the Board. It was decided to continue rotating the attendance at the meetings for the remainder of this year due to the demands already on individuals. This recommendation will be considered again next year.
Governmental Operations
Kerry reported that a new Governmental Operations Committee has been appointed but have not met at this time. Attendance at this committee will resume next fall.
J & K User Group Meeting
Sondra Keasey reported on the J & K User Group Meeting and reviewed upcoming releases and concerns expressed by the group.
There were questions about CIMS III – when would it be available, the transition schedule and the amount of difficulty of changing over to CIMS III when it is available.
Chart of Accounts Committee
Lyn reported that Bill Scott from Wake County and Lynn Clark from Greensboro City will serve on the next Chart of Accounts Committee. Ben Hooks will serve as the transition person and Donn Holt as Chairperson.
Salary Study TaskForce
Minutes of the February 22 and March 7, 1989 meeting of the task force for public school employee salary study were distributed and discussed. There was concern expressed over the survey instrument being used and the placement of the Finance Officer on the Non-certified scale.
Legislative Update
Bonnie Babb reported that full funding for finance officers is in the expansion budget. A copy of the standing legislative committees and a list of the House of Representative and the Senate of the 1989 General Assembly were distributed. Bonnie suggested that we write or contact committee members concerning our legislative goals.
Other
Roy Keith distributed copies of the updated Constitution and By Laws, and each regional representative was requested to get copies to each NCASBO member.
Ben Hooks called Lyn with a concern about collecting sales tax on adult lunches. It was suggested that if this is not cleared up by next year we may want to make this one of our legislative goals.
Announcements/Certification Program
An invitation will be extended to Bob Etheridge, State Superintendent, to attend our next Council meeting.
Jimmie Wall suggested the Executive Council should start doing some long range planning on behalf of the organization. A three to five year legislative platform should be developed and closer ties to the business community should be considered in a long range plan.
Dr. Rick Conboy discussed the certification program. He stated that they need at least twelve (12) people to justify holding a course. Dr. Conboy distributed a list of possible new course ideas for discussion and suggested additions. Each region should explore ideas and make recommendations for new courses. John Wright brought up the thought of using the distance learning by satellite for presentation of mini courses. The following courses were recommended for addition next year: Advanced Financial Accounting and Reporting (one day) Business Report Writing (two day) Advanced Auditing (one day) Advanced School Law Advanced Budgeting
The meeting was adjourned.
NCASBO Executive Council Meeting June 13, 1989
The Executive Council of NCASBO met in the Board Room of the Education Building at 3:00 p.m. Tuesday, June 13, 1989, with Lyn Hensley, President, presiding.
Present:
Lyn Hensley John Wright (5) Kerry Crutchfield Debra Dixon-Doss (5) Katrina Miller Becky Church (6) Harvey Gay Richard Greene (7) Jimmie Wall Bill Brown (7) Sonja Waters (1) Terry Price (8) Jim Hardison (2) Bonnie Babb – Legislative Donn Holt (3) Ben Hooks Hand Hurd (4) Loretta Changery Ann Warren (4) Rudi Fallon – Affiliations Roy Keith – By-Laws
Minutes/Treasurer’s Report
David Clifton, Secretary-Treasurer, was unable to attend the Council meeting. The Treasurer’s report was distributed by Jim Hardison. The minutes of the March 30, 1989 meeting were approved as mailed with one correction as follows: (reference Winter Conference) change to read “Kerry recommended that we set up a conference committee, with the members to be selected by the conference coordinator.”
Membership Report
Katrina Miller distributed and discussed the June 13 membership report which shows an increase of 33 members over the final 1987-88 total. It was suggested that renewal forms be sent out this coming year and that a membership desk be manned at the Professional Development workshops in Greensboro July 24-25.
Legislative Committee
Bonnie Babb, Legislative Chairman, reported on the responses to letters written to legislators concerning full funding of the Finance Officer’s position. Katrina Miller and Kerry Crutchfield had met with Representative David Diamont, Chairman of the House Appropriations Committee, concerning our request. Mr. Diamont made a commitment to follow up on the funding and suggested that a request be made to the general assembly from the State Superintendent’s Office. Katrina met with Mr. Etheridge who pledged his support of our efforts.
State Board Meeting
Harvey Gay and Jim Hardison gave a report on their attendance at recent State Board Committee meetings. Harvey stated that Ken Harris had asked finance officers attending the May 31 Business Committee meeting how the UERS Implementation was progressing and Roy Keith gave an update on some of its problems. Superintendent Etheridge has appointed a Task Force to share and address concerns on UERS.
It was also reported that the Professional Development contract with UNC-Charlotte has been renewed for FY 1989-90.
Salary Study Task Force
President Hensley gave a report on the Salary Study Task Force meetings she and David Clifton attended. The results of the Price-Waterhouse study placed finance officers in a favorable position; however, this document was accepted only as one of the bases for future study. The State Department recommendation does not place finance officers at the level recommended by Price-Waterhouse.
Chart of Accounts Committee
Donn Holt and Ben Hooks had met with Lou Thompson on the chart of accounts. Donn reported that the request that an object code be added for non-capitalized equipment was approved. Discussion of the need for the 503 code in stringing our account codes was heard. Since the 503 code is a sort code only, it is the decision of the local unit whether or not to use the code after July 1, 1989.
User Group
Ben Hooks reported that the Executive Committee of the User Group plans to meet in New Hanover County on July 17. Serving on the committees for program enhancements are Rudi Fallon and Ben Hooks (FMS) and Richard Greene (EMS). It was reported that the bank reconciliation program is not yet functioning properly. Hank Hurd reported that the CIMS III is a national product and not customized, and at this time very cumbersome.
SASBO
Jimmie Wall reported that North Carolina has a record number of members (240) in SASBO this year. The 1990 Conference with J. D. Corbett, President-Elect of SASBO, serving as coordinator will be held in Williamsburg, Virginia, April 16-20. Participation by our members is encouraged. Future SASBO Conferences will be: 1991 Chattanooga, TN; 1992 Atlanta, GA; 1993 New Orleans, LA. The October 1989 ASBO Conference will be held in Orlando, FL, October 15-19.
Jimmie also suggested that we look at a monthly planner calendar/pocket calendar for consideration as a fund-raising item or as a gift for legislators. A committee will be appointed to consider items for this purpose.
Winter Conference
Katrina Miller distributed an outline of the schedule for the 1990 Winter Conference which follows the same format as the 1989 conference. It was the consensus of the Council that this schedule be approved. Each region is to select a first and second choice of topics for workshops to be provided at the conference by the region. Each regional representative will report back at the September meeting.
The President called on Kerry Crutchfield, President-Elect, for any comments he would like to make. He expressed his commitment to his work and to NCASBO, his disappointment in the short term results of our work, and his pride in our efforts and the groundwork done by the Association this year. He asked that the Executive Council meet in Greensboro July 26 following the Professional Development workshops. He concluded by stating his goals and strategies for the Year 1989-90 and the future would include: Improvement of our credibility and relationships with superintendents; renewed emphasis on professional growth and regional meetings; newsletter consideration; conferences (time and number); finance forum structure; membership; accountability; involvement of people; involvement of past presidents; long-term, short term goals.
Dr. Roger Jackson, Deputy State Superintendent, was recognized by the President. He expressed appreciation for the invitation to meet with the Council and his regret that he would be unable to have dinner with us due to a commitment at Warren-Wilson College. He stated that a reorganization chart for the State Department of Public Instruction was being sent that day to superintendents and that all positions would soon be finalized.
Jimmie Wall distributed the agenda for the June 14 Finance Forum for review. General discussion ensued regarding the possibility of the offering of a standardized school building accounting system.
President Lyn expressed her appreciation to NCASBO members for the privilege of having served in each office of the organization and for the support given her during her tenure.
There being no further business, the meeting adjourned at approximately 6:00 p.m.
NCASBO Executive Council Meeting July 25, 1989
The Executive Council of NCASBO held a Strategic Planning Meeting at the Four Seasons Holiday Inn, Greensboro at 5:00 p.m. Tuesday, July 25, 1989, with Kerry Crutchfield, President, presiding.
Present:
Kerry Crutchfield Debra Dixon-Doss (5) Katrina Miller William Brown (7) Hand Hurd Terry Price (8) David Clifton Roy Keith Lyn Hensley Bill Troutman Brenda Rogers (1) Harvey Gay Donn Holt (3) Jimmie Wall (DPI) Ann Warren (4) Jim Barber (DPI) Pat LaBarbara (DPI)
Kerry opened the meeting by thanking everyone for taking time out of their schedule to participate in the meeting. Kerry then turned the meeting over to Jim Barber to discuss his concerns and issues concerning NCASBO.
Jim Barber discussed the reorganization of the State Department. The general goal is to have a 900 person staff and reduce the number of top level personnel.
Management Information Systems along with UERS now reports to the Deputy Superintendent, Dr. Roger Jackson. Staff Development and Finance Officer Certification is now consolidated under Personnel Services.
There was discussion concerning the need for something to replace the Controller’s Conference after the General Assembly adjourns for finance officers. Jim stated that this may be left to NCASBO.
It was agreed that there was still a need for the Finance Forum to continue to meet. It was recommended that the Forum meet in late September. Jim stated that Lou Thompson or possibly Ben Matthews would be our contact person for scheduling the Finance Forum meetings. Jim stated that we may want to plan a meeting in conjunction with the State Board Business meeting. If we have issues in which it would be helpful to bring in people from the State Budget, General Assembly or State Auditor’s office, Jim will set these up. Jim’s staff is still willing to attend regional meetings upon request.
Kerry requested Jim to bring issues that may require input from the Forum to our attention a month or two in advance to allow us to get input from the regions.
Jim recommended that we have our local legislators in to show them the business operations that were funded by them.
Kerry then discussed the need for the committees to be more active and to have more finance officers involved. Kerry then reviewed committee assignments and recommendations for committee chairpersons.
Nominations Kathy Isenhour By-Laws Roy Keith Professional Growth Jerry Barnes Audit Terry Haas Membership Hank Hurd Affiliations Tom Davis Special Projects Debra Dixon-Doss Historian Rudi Fallon Legislative Kerry Crutchfield Strategic Planning Katrina Miller
Kerry then requested the group to break up into groups of two to discuss informally the issues for Wednesday’s sessions:
Professional Growth Ann Warren and Brenda Rogers To ask one member from each region to serve on committee
Special Projects Debra Dixon-Doss and Bill Brown To establish NCASBO newsletter with each regional secretary to serve on committee to bring regional news to newsletter
Other Membership Benefits Donn Holt and Roy Keith To recommend other benefits for members
Affiliations Bill Troutman and Jimmie Wall
Strategic Planning Lyn Hensley and Harvey Gay
Credibility Kerry Crutchfield and David Clifton To establish stronger ties and communications with superintendents
Statewide Meetings Hank Hurd and Katrina Miller Finance Forum and Statewide Conference - are they meeting our needs
The meeting then adjourned, the smaller groups then discussed the above topics over dinner.
NCASBO Executive Council Meeting July 26, 1989
The Executive Council of NCASBO held a Strategic Planning meeting at the Four Seasons Holiday Inn, Greensboro at 8:30 a.m. Wednesday, July 26, 1989, with Kerry Crutchfield, President presiding.
Present:
Kerry Crutchfield Brenda Rogers (1) Katrina Miller Jim Hardison (2) Hank Hurd Donn Holt (3) David Clifton Ann Warren (4) Lyn Hensley Debra Dixon-Doss (5) Harvey Gay William Brown (7) Bill Troutman Roy Keith Jimmie Wall
Kerry opened the meeting by discussing committee functions and assignments.
Strategic Planning
To be chaired by the President Elect, Katrina Miller, members made up of Past Presidents. To serve in reactionary type capacity. To meet and evaluate previous years functions and assist in planning for upcoming year. To assist in planning and coordinating annual planning meeting.
Legislative
To be chaired by Kerry Crutchfield. To provide information and input to legislature regarding issues important to NCASBO and public education. To build legislative trust and credibility. Prepare and present to the Executive Council an annual legislative platform. To have a permanent representative attending the State Board Meetings and Legislative Committee meetings.
Affiliations
To be chaired by Tom Davis with members Bill Troutman and Harvey Gay. To promote appropriate affiliations with SASBO, ASBO and the other North Carolina public education organizations. Made recommendations regarding our role/relationship with NCASA.
By-Laws
To be chaired by Roy Keith with members Bill Bucher, Jim Hardison and Hank Hurd. To keep By-Laws updated to meet the changing needs of the organization. Draft an administrative manual for operating procedures of the Executive Council.
Membership
To be chaired by Vice President, Hank Hurd. To promote membership in NCASBO. To work towards 100% participation by finance officers. To recommend and administer a member benefits program. It was decided by the committee to ask Mark III to send a representative to our next meeting to review insurance coverage to offer our membership.
Special Projects
To be chaired by Debra Dixon-Doss with all regional secretaries to serve as members. To begin a NCASBO newsletter. On a motion made by Katrina Miller and seconded by Lyn Hensley the committee voted to approve a $2,500 budget for the newsletter during FY 89-90. On a motion by Hank Hurd and seconded by Donn Holt the committee voted to approve an award of $50 for the name of the quarterly newsletter as voted on by the Executive Council.
Professional Growth
To be chaired by Jerry Barnes. To promote the professional growth of the members in the spirit of the NCASBO By-Laws. Recommend all regions to meet at least six times per year and to include a superintendent in the regional meetings. Coordinate and support regional professional growth activities. Regional Chairpersons were requested to contact Katrina with topics for mini-sessions for the winter conference.
Nominations
To be chaired by Kathy Isenhour, members Susan Hawks and Lyn Hensley. To nominate the best possible slate of officers in accordance with the By-Laws, coordinating with Regional Chairpersons for membership input.
Audit
To be chaired by Terry Haas, with Paula Gwaltney as a member.
Short-Term Goals
1) Newsletter – Regional Chairpersons must initiate contact with Debra to report on regional meetings to submit information for the newsletter. Legislative and Forum updates to be included.
2) Professional Growth within the Regions – Request regions to mail minutes of each meeting to members of the Professional Growth Committee.
3) Build Credibility – We have to build credibility with our superintendents. Try to attend Superintendent’s Council meetings.
The meeting was then adjourned.
NCASBO Executive Council Meeting September 26, 1989
The Executive Council of NCASBO met in the Board Room of the Education Building at 3:00 p.m. Tuesday, September 26, 1989, with Kerry Crutchfield, President, presiding.
Present:
Kerry Crutchfield Jim Hardison (2) Katrina Miller Donn Holt (3) Hank Hurd Ann Warren (4) David Clifton Debra Dixon-doss (5) Lyn Hensley Sondra Keasey (7) Jimmie Wall Terry Haas Sonja Waters (1) Tom Davis Brenda Rogers (1) Roy Keith
Minutes/Treasurer’s Report
The minutes of the June 13 & 14 and July 25 & 26, 1989 meetings were approved as written on a motion by Donn Holt and seconded by Jim Hardison.
The September 26, 1989 Treasurer’s report was distributed and reviewed.
Committee Reports
Membership – Hank Hurd distributed the membership report and requested the regional chairpersons to promote state membership in the regions.
Strategic Planning – Lyn Hensley reported that the committee will be meeting in the spring to plan for the summer strategic planning meeting.
Special Projects – Debra Dixon-Doss distributed a copy of the names that were submitted for the NCASBO Newsletter. The Council selected the name “The NCASBO Advisor” through its use members will be “Informed-Involved-Prepared”. The $50 cash award is to be split between Jeanette Hannah of Winston-Salem/Forsyth and Yvonne Williams of Bertie County.
Legislative – Kerry Crutchfield reported for Harvey Gay on his attendance at the August and September State Board meeting.
Lyn Hensley reported on the letter she wrote to Bob Etheridge concerning placement of the finance officer on a certified salary schedule based on the recommendation of the Price-Waterhouse study. He and his staff are willing to meet with us in regards to this. Some issues to consider are 1) years of experience and where you would be placed on the new schedule, 2) loss of longevity, 3) must be able to justify to all groups why finance officers should be placed on a certified schedule.
On a motion by David Clifton and seconded by Donn Holt the Council voted to have Harvey Gay represent NCASBO at all State Board of Education meetings.
1990 Winter Conference
Katrina Miller distributed the proposed agenda for the winter conference. State Superintendent Bob Etheridge is scheduled as a guest speaker for 9:30 a.m. February 14, 1989.
The Nominating Committee will announce candidates for office at the December Council meeting and in the December newsletter. Nominations will also be taken from the floor at the Wednesday business session. Voting will take place at the Thursday business session by ballot.
Each regional chairperson is to let Debra Dixon-Doss or Donn Holt know what their equipment needs are for the mini-sessions.
Registration fee was set at $30 for members and $50 for non-members.
Reports on Regional Activities
Regional Chairpersons gave a brief report on regional meetings.
Discussion Items for Forum
Kerry Crutchfield distributed the agenda for the Forum meeting.
Committee Action Plans
Nominations – Kathy Isenhour will send request to regional chairpersons to poll regions for NCASBO officer positions.
By-Laws and Constitution – Roy Keith is to make changes to separate the office of Secretary/Treasurer and to work on an administration manual.
Audit – Send procedures of elections to Roy Keith to incorporate in procedures manual.
Historian – To bring history of NCASBO up to date by the end of the year.
Strategic Planning – To plan summer meeting.
Professional Growth – Assist Jimmie Wall and UNC staff with recommendation on new courses. Discuss in regions about uping the passing grades on core examinations to 70 to be effective July 1, 1990.
Legislative – To determine when and where to have a legislative function.
Special Projects – December issue of newsletter to be primarily conference registration. All superintendents, finance officers and state board of education members to be included on the mailing list.
Membership – Need to get membership bills distributed by regional chairperson. Working on getting current addresses of members.
Affiliations – Requested Tom Davis to contact Jim Causby about role of finance officers in NCASA.
The meeting was then adjourned.
NCASBO Executive Council Meeting December 12, 1989
The Executive Council of NCASBO met in the Board Room of the Education Building at 2:30 p.m. on Tuesday, December 12, 1989, with Kerry Crutchfield, President, presiding.
Present:
Kerry Crutchfield Becky Church (6) Katrina Miller Sondra Keasey (7) Hank Hurd Terry Price (8) David Clifton Harvey Gay Jimmie Wall Tom Davis Ben Matthews Roy Keith Brenda Rogers (1) Jerry Barnes Jim Hardison (2) Richard Greene Donn Holt (3) Kathy Isenhour Debra Dixon-Doss (5) Bill Troutman
Minutes/Treasurer’s Report
The minutes of the September 26 & 27, 1989 meetings were approved as written on a motion by Donn Holt and seconded by Becky Church.
The December 11, 1989 Treasurer’s report was distributed and approved on a motion by Katrina Miller and seconded by Jim Hardison.
Committee Reports
Membership – Hank Hurd distributed the membership report and requested the regional chairpersons to promote state membership in the regions. Membership cards will be included in the winter conference packets.
Nominations – Kathy Isenhour reported on the slate of officers for FY 91 as follows: Katrina Miller will become President by workings of the Constitution. Hand Hurd – President Elect, David Clifton – Vice President, Brenda Rogers – Treasurer, Debra Dixon-Doss – Secretary.
Bylaws – Bylaws amendments to be proposed at the conference will be to separate the office of secretary/treasurer for one year terms allowing for re-election. A deletion of Controller’s Office from the Bylaws and allowing lifetime members to have all privileges (to vote and hold office) will also be proposed.
Special Projects – Debra Dixon-Doss reported that extra copies of the newsletter will be sent to the regional chairperson to distribute. The mailing list includes all past and present members, superintendents and State Board Members. The December issue will include the Winter Conference registration information.
Legislative – Brenda Rogers reported on the October State Board meeting. Harvey Gay reported on the November and December meetings.
Kerry Crutchfield reported on a meeting that was held with the officers and Dr. John Kinlaw to discuss the possible inclusion of School Business Officials in the Administrative Salary Schedule proposal that the State Department is being required to bring to the Legislature in March. We need to make a written request as to where we would like to be placed in the proposal. Three items Dr. Kinlaw feels needs to be considered in our proposal are: (1) who should be included (2) what is the ranking or classification scheme to be used (3) how do we place people on the schedule. Dr Kinlaw views placement on the administrative salary schedule, certification and full funding as three separate issues. It was recommended that Kerry write a letter to Dr. Kinlaw requesting that the School Business Administrator and School Finance Officer be placed on the administrator salary schedule, request that we be placed at the Assistant Superintendent level and give consideration to prior years of experience or service in a related field.
Kerry discussed the need as to what type of legislative function we would need to have during the short session. On a motion by Debra Dixon-Doss and seconded by Becky Church, the Council voted to have a breakfast during the long session and to make our presence known by visiting during the short session.
Professional Growth – Good meetings have been held in the regions.
Jimmie Wall reported that a brochure is being printed on the presentation of the minicourses for the rest of this year. All computer lab courses will be held at UNC – Charlotte. Hilton L’Orange suggested to Jimmie that the five units that have received the certificate of achievement hold a work session on the certification process.
1990 Winter Conference
Katrina Miller distributed the conference schedule. The Executive Council will need to meet at 3:30 Sunday, February 11, 1990.
Individual School Accounting Software
The Attorney General stated that DPI could not endorse any one software package without going through P & C. On a motion by Katrina Miller and seconded by Hank Hurd the Council voted for Kerry to write a memo endorsing EPES and Schoolmaster software with the Attorney General’s office to assist.
We will have one more Executive Council and Forum meeting this year on May 15 & 16, 1990.
Harvey Gay was requested to have a recommendation at the Winter Conference on what NCASBO could do for the State Board of Education.
The meeting was then adjourned.
1988
NCASBO Executive Council Meeting April 12, 1988
The Executive Council of North Carolina Association of School Business Officials met at the Education Building, Raleigh, at 3:10 p.m. on April 12, 1988/ Attending were: Harvey Gay, Lyn Hensley, Kerry Crutchfield, Jean Pless, Jim Hardison (2), Roy Keith (3), Wayne Watts (5), Richard Greene (7), Tim Amos (8), Katrina Miller (Professional Growth), Dr. J. D. Corbett, Donn Holt, and Jimmie Wall (Controller’s Office).
Harvey Gay called the meeting to order. The minutes of the last meeting and the Treasurer’s report were accepted as presented.
Conference Report
The Winter Conference was so well accepted that plans were made to have each region representative come to the first meeting of next year with three topics for presentation at the Winter Conference. The first meeting of the next year will be on September 13-14, 1988.
Discussion with Jim Barber
Mr. Barber stressed that the next year and one-half was a critical time period in terms of financial accountability and that the Finance Officer would be the main contact person. More responsibility would fall upon the shoulders of the Finance Officer in regard to the Uniform Reporting System, along with the installation of TIMS and SIMS projects.
He asked three questions and asked that we get input from the regional level for discussion at our next meeting.
1. Role of the Finance Officer – What does the group expect? Full funding 140 systems? Support or partnership with the Controller’s Office? A must is to be well informed in order to take back to the regions information to better serve all systems.
2. How we (Controller’s Office) are organized – Could there be possible restructure of Controller’s Office in order that all departments serve the individual schools better? The question was asked “How can we better serve you?”
3. Better understanding of UERS compliance –
Discussion:
If accountability is placed on the Finance Officer in all projects mentioned, then the local administration would need to be informed in this regard.
More leadership in Controller’s Office.
Field service staff would enhance services from the Controller’s Office.
Some items discussed from local unit standpoint:
Need cooperation from both sides. How are we expected to work effectively when we have no 408A which causes audit exceptions even after the close of the year?
We should have procedures for each and every job.
One critical thing is to have a representative from the Finance Committee attend the business committee meeting of the State Board of Education and report back to the Finance Forum meeting.
Approach for Tomorrow:
What kind of leadership do we want from the group?
Final Point – The Finance Committee will do everything to promote professionalism in the association with NCASBO, but will not act as an enforcer.
There should be a state wide adopted job description for the Finance Officer.
Committee Reports
Chart of Accounts - Kerry will meet with regions remaining to discuss the new chart of accounts proposed. He at that time will get input from the regions as to preference on Winter Conference sites. It was suggested that Raleigh would be a good location this year. It was hoped that some of the legislators might meet with us if the location were Raleigh. Other sites mentioned were: Great Smokies Hilton, Asheville; Hilton Inn, Greenville; Holiday Inn Four Seasons, Greensboro; Adams Mark, Charlotte; North Raleigh Hilton, Raleigh; Sheraton-Crabtree, Raleigh. The Conference Date has been set for February 5-8, 1989.
Affiliation
Upon motion by Roy Keith, seconded by Wayne Watts, the committee voted not to affiliate with NCAEOP.
Jimmie Wall gave the articles on School Finance Officers to the group. He asked that a copy be sent to the members not present.
Jimmie Wall reported on the NCASBO pins and was given permission to order additional pins needed for the Conferences. Upon motion by Wayne Watts, seconded by Roy Keith, the committee voted to sell the gold and white pins for $5.00 each. Regional Representatives were assigned pins to sell and the money to be returned to the Treasurer.
Burroughs User Group Update
Richard Greene and Harvey Gay gave a brief report of the meeting that was held in the morning of the Finance Committee Meeting.
SASBO Update
Dr. Corbett addressed the group on the upcoming SASBO Convention in Biloxi, Mississippi on Tuesday, Wednesday and Thursday of next week. He asked that all attending be sure to come to the brunch on Thursday morning. Membership in North Carolina this year reached 172.
Other Business
Constitution change on Life Membership needs to be added in the business session at the Controller’s Conference.
Donn Holt presented the committee with a sample of the certificates to be presented to the membership. He donated the Certificates, seals and stickers to the organization.
New representatives are asked to attend the next meeting in May. A letter will be sent out at a later date on the dates.
Meeting dates through December, 1988 are as follows:
July 24 – Controller’s Conference
September 13-14, 1988 December 6-7, 1988
The meeting adjourned at 6:05 p.m.
NCASBO Executive Council Meeting May 25, 1988
The Executive Council of North Carolina Association of School Business Officials met at the Education Building, Raleigh, at 1:00 p.m. on May 25, 1988. Attending were: Harvey Gay, Lyn Hensley, Kerry Crutchfield, Jean Pless, Sharon Rogerson (1), Jim Hardison (2), David Clifton (2), Tom Davis (2), Donn Holt (3), Roy Keith (3), Robert Ezzell (4), Hand Hurd (4), Wayne Watts (5), John Wright (5), Becky Hull (6), Richard Greene (7), Katrina Miller (7), Sterlyn Washburn (8).
This meeting was held to respond to issues raised by the Controller, Jim Barber, at the April meeting. Each regional representative was to meet with his respective region and be prepared to voice concerns about the issues raised. The group had open discussion until 3:00 p.m. at which time Mr. Barber and Mr. Wall joined the group.
Responses from some of the regions were presented to Mr. Barber by Mr. Gay. A more detailed response will be formulated and sent to the Controller. A copy of the formal response will be sent to all regional representatives and finance officers when finalized.
Mr. Barber asked for specific problems that have not been handled in the Controller’s Office to the satisfaction of the local units be sent to his attention.
He indicated that mandates could not be controlled by the Controller’s Office, when they become laws by the legislature.
It was suggested that perhaps 30 minutes could be provided at the Forum meeting for the regional representatives to voice concerns and ask questions of senior staff members of the Controller’s Office.
It was indicated by the Controller that we would make a response to the formal response forthcoming.
The Committee agreed to pay $675.00 for a band at the Controller’s conference in July.
The meeting adjourned at 5:10 p.m.
NCASBO Executive Council Meeting July 26, 1988
The Executive Council of NCASBO met in a special meeting on July 26, 1988, at the Holiday Inn – Four Seasons at 5:00 p.m. Those in attendance were:
Lyn Hensley, Kerry Crutchfield, Katrina Miller, David Clifton, Harvey Gay, Jimmie Wall (DPI), John Lewis (1), Jim Hardison (2), Donn Holt (3), Hand Hurd (4), John Wright (5), Becky Hull (6), Richard Greene (7), Rudi Fallon (8), Roy Keith (3), Wayne Walls (5).
Lyn Hensley called the meeting to order. The minutes of the May 25, 1988 meeting and the June 30, 1988 Treasurer’s report were approved as submitted. The June 30, 1988 audit report was accepted.
Lyn Hensley reported that the following people agreed to serve on the following committees:
Audit – Hilton L’Orange – Mecklenburg County Legislative – Dan Thomas - Pitt County Bonnie Babb – Monroe City By-Laws – Roy Keith – Nash County Ethics – Don Horne – Onslow County Affiliations – Rudi Fallon – Transylvania County Professional Growth – Wayne Watts – Orange County Nominations – Martha Hines – Alexander County Special Projects – JoAnn Hartley – Sampson County Historian – Carolyn Kirby – Lumberton City Betty Peavy – Red Springs City
It was decided that the Regional Representatives would serve as the membership contact persons. Invoices that were not paid at the conference were to be given to each Regional Representative to distribute at their meetings.
Kerry Crutchfield gave an update on the chart of accounts. Some minor modifications have been made. Kerry is going to ask a few Finance Officers to test the new chart of accounts in September. Kerry also reviewed plans for the Winter Conference, to be held in Raleigh at the Crabtree Sheraton, February 6-8, 1989. It was requested that each Regional Representative come to the September Finance Forum, September 13-14, 1988, with three topics for mini-sessions at the conference.
Lyn Hensley informed the group that the schedule of the Council/Forum meeting for the rest of the 1988 is September 13-14 and December 6-7, 1988. Lyn emphasized the need for the group to bring regional concerns to the meeting. She asked that each region complete the multi-colored forms with suggested agenda items.
In other business, the group was informed that Vicky Haddock, with the Local Government Investment Association, would speak during the business session. The County Government Finance Officers Association is offering a basic accounting course. A motion passed that the association recognize Dr. Craig Phillips for his outstanding service and to present him with an honorary membership certificate.
It was agreed that the association would reimburse Jimmie Wall for the purchase of a video tape on the School Business Administrator.
The meeting adjourned and the group watched the video on the School Business Administrator.
NCASBO Executive Council Meeting July 27, 1988
NCASBO held a business session on Wednesday, July 27, 1988 during the Controller’s Conference at the Holliday Inn – Four Seasons, Greensboro, NC, with Ms. Lyn Hensley, President presiding.
Lyn Hensley gave the opening remarks and made some general announcements.
David Clifton gave a Treasurer’s report as of June 30, 1988, and reported that Mr. Dan Jones, Johnston County, had completed the audit of the June 30, 1988 books and given a clean opinion.
Katrina Miller gave a membership report and stated that the membership table would be open for paying dues at the conference.
Kerry Crutchfield reported that the new Chart of Accounts would be ready to implement July 1, 1989. He also reported that the Winter Conference would be held in Raleigh, February 6-8, 1989, at the Sheraton – Crabtree.
Rudi Fallon reported that the National Association of School Business Officials meeting will be in Detroit, Michigan, October 2-6, 1988, and the Southeastern Association of School Business Officials spring 1989 conference will be held in Asheville, NC.
Vicky Haddock, representing the Local Government Investment Association, announced that School Finance Officers are welcome to join their association and informed the group of the functions of their association.
Some general announcements were made and Ms. Lyn Hensley adjourned the meeting.
NCASBO Executive Council Meeting September 13, 1988
Hank Hurd made a motion to approve the minutes and Treasurer’s report. Katrina Miller seconded the motion.
Katrina Miller distributed handouts by region of persons who were members in 1987-88 and 1988-89. Each representative was asked to follow up and obtain new members.
Videos of The School Business Official were given to each regional representative by Kerry. He presented a bill for $42.32 which had already been approved for payment.
Jimmie Wall reported we currently have eighty-eight (88) SBA’s plus two (2) have been recently hired. The GMI was delayed until November 9-14 and January 15-18. Mini course information will be mailed as part of this package. Discussion was held in regard to discontinuing of mini courses except during conferences. Regional representatives were asked to get feedback from their regions in regard to this matter.
Roy Keith handed out copies of the Constitution and Bylaws. He covered the proposed changes. He will give corrected copies out at the next meeting.
Kerry indicated that he met with Tom Runkle on the chart of accounts today. Also, he said his committee will meet September 22 and 23, at an unannounced location. It is anticipated the chart of accounts will be ready at the Winter Conference.
Jimmie Wall reported the ASBO conference is scheduled for October 2-6. He requested assistance in helping North Carolina meet our goat of two hundred (200) for SASBO. A hundred and fifty dollars ($150.00) was approved to help pay for a hospitality room for the planning committee and Board of Director of SASBO in a motion by Roy and seconded by Katrina. The conference is scheduled for April 24-28 at the Grove Park Inn in Asheville, NC.
Bonnie Babb distributed a handout of the legislative platform which was the same as 1987-88. Considerable discussion was held in regard to item number three concerning the salary schedule. A proposed salary schedule for administrative personnel by the North Carolina Association of School Administrators was presented. On a motion by Ben Hooks and a second by Roy Keith the NCASA schedule was approved with a modification. Salary 6 for the Business Administrators would be for 0-5000 ADM. Correspondingly each ADM level would be changed for salary grades 7-11.
Sandra Keasey of the Innovak User Group indicated on September 25 at Shelby City Schools the software will be tested. However, a benchmark date has not been established. She said that if they passed that Innovak software would not be available to non Innovak users until after July 1. Tom Runkle responded that this was a P&C problem. Roy Keith pointed out it was interesting how IBM could get passed and be available immediately, but Innovak could not. Ben Hooks reported UNYSIS would have an informal test around October 15 and benchmark October 31, 1988. The A-1 technology will be benchmarked. Ben covered eight areas each school system should consider in evaluating a system. Also, concern was expressed on how credit memos which can not be handled at the state level resulted in the 503 not balancing.
A request was made for volunteers to attend Business Committee meetings of the State Board of Education. The following volunteered: Roy Keith – October, Jim Hardison – November, Harvey Gay – December. Kerry Crutchfield and Ben Hooks volunteered for the Governmental Operation Committee.
Each representative was to determine if there was any interest in their region in being nominated for office next year. The offices of present elect and vice-president are open.
The date for the next meeting was set for December 6 and 7.
Kerry handed out mini session topics for each region which were selected from the topics submitted by each representative. Ray Rogers was endorsed for Vice President of ASBO on a motion by Katrina Miller and seconded by Roy Keith. Jimmie Wall distributed the agenda for the Forum. The meeting was adjourned around 6:45 p.m. on a motion by Roy Keith and seconded by Donn Holt.
NCASBO Executive Council Meeting December 6, 1988
The Executive Council of NCASBO met at its regular December meeting in the State Board of Education Board Room. Those in attendance were:
Lyn Hensley Harvey Gay Richard Greene Hank Hurd Roy Keith Jim Hardison Frances Hammer Sondra Keasey John Wright Bonnie Babb Donn Holt Kerry Crutchfield Jimmie Wall Dr. Rick Conboy Dr. J. D Corbett Loretta Changery
Winter Conference, 1989
Kerry reported that the Winter Conference program was beginning to take shape. Work was continuing in the area of vendors to host the hospitality room and breaks. He reviewed the conference program.
Chart of Accounts Committee
Kerry reported that his committee would probably recommend that program codes in the seventies except 76, 70, and maybe 79 would be made available to the state. This recommendation was based on a survey of all school systems. Kerry was commended by Lyn and the Executive Council for the work in this area.
Governmental Operations Committee
Kerry reported on the meeting that he and Ben Hooks had with this committee. He said that Jimmie Wall was absolutely right, Finance Officers should have been part of this meeting a long time ago. Much discussion followed concerning the atmosphere which prevailed at a meeting with a group of powerful legislators. Concern was expressed on how negative the committee viewed local finance officers. The executive committee agreed to have Kerry and Ben represent us the rest of this fiscal year at these committee meetings. On as motion by Harvey and a second by Bonnie the executive committee approved travel reimbursement for Kerry and Ben.
State Board Meeting
Roy, Jim, and Harvey each gave a report in regard to their experience in representing NCASBO at State Board meetings. Each reported the meeting as being congenial, friendly, and receptive to their attendance. One item of particular importance was at the December board meeting, when the board upheld an appeal by Currituck County Board of Education regarding the withholding of the Finance Officer’s salary. After some discussion, it was determined that this group continue to represent NCASBO at Board meetings. On a motion by Hank and a second by Bonnie, travel expenses were approved to attend these meetings.
Legislative Committee
Bonnie handed out copies of addresses of state legislators and indicated a letter would be sent to regional representatives to use as a guide to invite local educators to the Legislative Breakfast on Wednesday, February 8, 1989. Also, she presented a legislative platform which was approved on a motion by Jim and a second by Harvey.
Nominations for 1989-90
Lyn reminded everyone who has a nomination to be submitted, that they should be submitted to Martha Hines immediately. A discussion was held in regard to the election process. Dr. J. D. Corbett indicated the matter should be studied and changes made immediately, further discussion continued on the matter. It was pointed out in order to change the process a change in the constitution and by-laws would be necessary. The council was in agreement with Dr. Corbett that something should be done soon.
Constitution/By-Laws
Roy handed out copies of the corrected constitution/by-laws and discussed the changes.
Certification Program
Jimmie and Rick reported the GMI and the certification program were being reviewed and it appeared certification courses would be offered primarily at the Winter and Summer Conferences. The GMI would still be offered in the eastern and western parts of the state. The program would be monitored closely to determine what new courses to offer and when to offer the courses.
ASBO/SASBO
The SASBO conference is scheduled to be in Asheville at the Grove Park Inn April 24, through April 28, 1989. Jimmie emphasized the importance of good North Carolina representation. Also, Jimmie asked each finance officer to recruit superintendents and associate superintendents to join ASBO/SASBO.
NCAEOP Affiliation
Harvey discussed affiliation with NCAEOP. On a motion by Harvey and a second by Donn, it was voted not to affiliate with NCAEOP at this time.
User Group
Sandra reported that the Innovak User Group was alive and well. Mr. Russel Burch of Innovak had made a presentation to Tom Runkle today. All indications point to the fact that Innovak will be approved for Users but probably not until July 1, 1989.
Other Action
Discussion was held in regard to dates for the March and June meetings. June 13 and 14 was set, but the actual date of the March meeting was not set. Jimmie previewed the Forum agenda for December 7, 1988.
The minutes of the September, 1988 meeting were approved as submitted. Jimmie reminded everyone that dinner would be at 8:00 p.m. at the Raddison Plaza. The meeting adjourned at 5:28 p.m.
1987
NCASBO Executive Council Meeting January 25. 1987
At its Winter Conference at Holiday Inn-Four Seasons, Greensboro, North Carolina, a business session was held by the NCASBO Executive Board at 4:15 p.m. on Sunday, January 25, 1987, Dr. J. D. Corbett presiding. Present were: Harvey Gay, Lynne Hensley, Jean Pless, Katrina Miller, (1) John Lewis, (2) Tom Davis, (3) Roy Keith, (4) Bob Troutman, (5) Kerry Crutchfield, (6) Tom Menius, (7) Judith Walsh, (8) Loretta Changery, Jimmie Wall, and Bill Troutman.
Jimmie Wall and Kerry Crutchfield were asked to give an update regarding the new salary schedule reorganization.
Dr. Corbett asked for suggestions of topics to be presented at the Tuesday afternoon NCASBO business session.
He asked the group if they thought that the NCASBO members would be interested in chartering a bus to attend the SASBO Conference in Tampa, Florida in April. After some discussion, the group agreed we should find what the interest would be through the District Representatives.
Dr. Corbett informed the group he had received a letter from Mr. Barber with regard to the Finance Forum meetings, and he is willing to work with our organization.
The meeting was turned over to Harvey Gay. The program outline for the conference was discussed in detail. The registration packets were finalized and the meeting adjourned at 6:00 p.m.
NCASBO Executive Council Meeting January 27, 1987
At its Winter Conference at Holiday Inn-Four Seasons, Greensboro, North Carolina, a business session was held by NCASBO at 3:45 p.m. on Tuesday, January 27, 1987, Dr. J. D. Corbett presiding.
Dr. Corbett recognized current officers, Controller’s Office liaison Jimmie Wall, regional representatives, and committee chairmen. He stressed that communications between the units and regional representatives were the vital link in the organization. The regional representatives meet with the Executive Board, the Controller and his staff at the Finance Forum which are held in Raleigh four times a year.
The group was encouraged to join NCASBO/SASBO/ASBO. Mr. Barber, Mr. Wall and Dr. Conboy will be attending the meeting of SASBO in April in Tampa, Florida. Mr. Wall and Dr. Conboy will make a presentation on the North Carolina Certification Program for Finance Officers and the SIMS Program package. At present we have 79 ASBO members in North Carolina and membership chairman is Harold Funderburk, Union County.
Jean Pless presented the Treasurer’s Report noting a beginning balance of $9,698.84 with income and expenses to date leaving a current balance of $18,218.04 prior to meeting conference expenses. She also pointed out that current membership stood at 285 and conference pre-registrations totaled 291. The Treasurer’s report was accepted as presented.
Dr. Corbett called upon Mr. Wall and Mr. Crutchfield to comment on the Salary Schedule reorganization. Mr. Wall stressed the need for political involvement in order to maintain our status. A Salary Commission was appointed to study the salaries. Mr. Crutchfield’s main concern was that if the Legislature passes the Salary Schedule, the Board won’t be able to do anything about it. One main concern was that the dollar amount did not show on the schedule.
Mr. Barber gave an update on the issuance of the IFB for Hardware and Software to be implemented into the Uniform Education Reporting System.
Becky Hull, Cleveland County, Nominations Committee Chairman presented the following slate of officers for the 1987-88 year: President-Elect – Lyn Hensley, Yancey County; Vice-President – Kerry Crutchfield, Forsyth County; Secretary-Treasurer – Jean Pless, Kannapolis City. Mr. Harvey Gay, President-Elect, Durham County, automatically assumes the office of President. Upon motion by Becky Hull, seconded by Katrina Miller, the slate of officers was accepted.
Dr. Corbett thanked the group for all their support during the past year. Following a few announcements concerning the conference, the meeting was adjourned by Dr. Corbett at 4:25 p.m.
NCASBO Executive Council Meeting March 11, 1987
The Executive Council of North Carolina Association of School Business Officials met at the Education Building, Raleigh, at 3:30 p.m. on March 11, 1987. Attending were: J. D. Corbett, Harvey Gay, Lynne Hensley, Jean Pless, John Lewis (1), Tom Davis (2), Roy Keith (3), Kerry Crutchfield (5), Tom Menius (6), Judith Walsh (7), Loretta Changery (8), Katrina Miller (Professional Growth), Dr. Richard Conboy (UNCC) and Jimmie Wall (Controller’s Office).
Dr. Corbett called the meeting to order and, on a motion by Roy Keith, seconded by Lynne Hensley, the minutes of the December 9, 1986, meeting were approved.
Dr. Corbett thanked the Executive Council for all their hard work to make the Conference a success.
Topics of Discussion 1. Conference Review and Financial Status Mr. Harvey Gay gave the group an update on the Conference. He would like to have Regional comments as to changes that might be made to improve the Conference this year. Generally, the Executive Council thought the location was the best we could expect anywhere. There was some question as to the time of year. It was suggested that we should try to plan for the week of February 8, 1988. Harvey thanked all for their support during the Conference.
The group was in agreement there should be some changes in the partial registration for next year at the NCASBO Conference.
2. Format for Mini-Sessions Mr. Wall asked for recommendations on presentations of mini-sessions for the upcoming Controller’s Conference. It was the Council’s opinion that the General Session should include materials of a general nature – law changes, new rules and regulations coming out from the State Department; and, that the mini-sessions be for in-depth discussions and instructions with time for questions and answers.
Upon motion by Harvey Gay, seconded by Tom Davis, the Council voted to have a social with a band for the Controller’s Conference in July,1987.
3. Quarterly Finance Forum Memo – Jimmie Wall Jimmie Wall discussed with the group some of the items that would be on the agenda at the Forum meeting with the Controller’s Office the following day, March 12, 1987.
- Possible changes in the certification standards - Mini-course presentations (scheduling, locations, etc.) - Future staff development program (new directions, evaluation of the current mini-courses, possible new mini-courses to be developed)
- Current project status and schedule - Units submitting tapes/diskettes - IFB status - Finance Manual (changes, corrections, additions, etc.) - Changes in accounting procedures for 87-88 (Chart of Accounts, 503 and 504, etc.)
Dr. Conboy told the group that there would be more in-depth discussion on the Professional Certification Program at the Finance Forum. He also thanked the Executive Council for making him an honorary member of the organization. He stated that it was a pleasure working with all the finance officers across the state in the PCF program and that we had to be very proud of ourselves that we have make it work so successfully. He and UNCC are working hard for us and he looks forward to working with us in the future.
Jimmie Wall also told the group that he had been doing some workshops with school board members on School Budget and Fiscal Control Act.
4. Legislative Program Committee Report Jimmie Wall and Kerry Crutchfield gave an update on what was happening with legislation regarding salaries.
5. Communications and Public Relations Report Kerry Crutchfield distributed copies of the letterhead, envelopes and the Bulletin of NCASBO to each of the Regional Representatives.
Membership goals were discussed. All agreed that each Finance Officer should be a member of NCASBO before the Controller’s Conference.
It was requested that home telephone numbers be placed on the membership list. Lynne will work on this in the very near future.
6. New Business Jimmie Wall advised the group that NCASBO would appear on the calendar of events in the future.
Kerry Crutchfield suggested that at our next meeting we invite the new regional chairmen to attend with the outgoing chairmen. In this way the old can be a guide to the new for the upcoming year. The next meeting will be May 27 and 28, 1987.
Dr. Corbett adjourned the meeting at 5:20 p.m.
NCASBO Executive Council Meeting May 27, 1987
The Executive Council of North Carolina Association of School Business Officials met at the Education Building, Raleigh, NC at 3:30 p.m. on May 27, 1987. Attending were: J. D. Corbett, Harvey Gay, Jean Pless, John Lewis (1), Tom Davis (2), Roy Keith (3), Robert Troutman (4), Robert Ezzell (4), Kerry Crutchfield (5), Wayne Watts (5), Tom Menius (6), Becky Hull (6), Judith Walsh (7), Loretta Changery (8), Tim Amos (8), Katrina Miller (Professional Growth), and Jimmie Wall (Controller’s Office).
Dr. Corbett called the meeting to order. New members of the Council were recognized and welcomed by Dr. Corbett. He gave a brief explanation as to what the responsibilities would be for the new District Representatives.
We were very pleased that Jimmie Wall was able to be with us and seemed to be recovering from his illness. We all wish him well.
Upon motion by Roy Keith, seconded by Kerry Crutchfield, the Minutes of the March 11, 1987 meeting were approved after a correction was made with regard to attendance. My apologies to Robert Troutman for excluding him from the attendance at the last meeting. A Treasurer’s Report was submitted by Jean Pless and was approved as presented.
Dr. Corbett gave a report on the Tampa trip. Jimmie has received many inquiries regarding our Finance Officers Certification Program since the trip.
INPUT REGARDING SUMMER CONFERENCE
NCASBO will be furnishing a band for $675.00. they are “Mike Long Sound and Video” from Durham, NC, and come highly recommended.
The Council was concerned that registration had just got off the ground for the conference and some of the courses were filled. It was suggested that some of the core courses should be offered twice. This would leave room for more finance officers who needed just the course offered to participants. Also it would give others in the units who wish to become certified an opportunity to register for a core course.
AGENDA ITEMS FOR MAY 28 FORUM
Topics were discussed for the Forum meeting on May 28, 1987.
Meeting dates for the next year Executive Council Meetings are as follows:
September 16, 1987 September 17, 1987
December 7, 1987 December 8, 1987
February 24, 1988 ` February 25, 1988
May 25, 1988 May 26, 1988
Conference dates for NCASBO in 1988 are February 8, 9, and 10, 1988. You will notice that we have moved the conference in February in the hope that we miss the winter storms.
Dr. Corbett adjourned the meeting at 4:50 p.m.
NCASBO Executive Council Meeting July 26, 1987 and July 29, 1987
The Executive Council of North Carolina Association of School Business Officials met in a special meeting on July 26, 1987 at the Holiday Inn-Four Seasons at 3:00 p.m. Those in attendance:
Harvey Gay, Jean Pless, John Lewis (1), Tom Davis (2), Roy Keith (3), Kerry Crutchfield (5), Frank Giles (5), Wayne Watts (5), Ben Hooks (2), Kathy Isenhour (7), Loretta Changery (8), Rudi Fallon (8), Lou Thompson, DPI, Pat LaBarbara, DPI, Lisa Miller, DPI and Jimmie Wall DPI.
Two major issues were addressed:
It was recommended by Frank Giles that a committee be formed by Harvey Gay to work on the chart of account changes to be submitted to the Controller’s Office. This committee would work with the Controller’s Office to work out the changes as quickly as possible.
It was agreeable with the Controller’s Office to submit the “503” report on the 5th working day of each month, instead of on the 5th day of the month.
All refunds should be handled in the year to date column only.
The meeting was adjourned at 4:50 p.m.
At the Controller’s Conference at Holiday Inn-Four Seasons, Greensboro, North Carolina, a business session was held by NCASBO at 4:15 p.m. on Wednesday, July 29, 1987, Harvey Gay President presiding.
Harvey Gay recognized current officers, Controller’s Office liaison, Jimmie Wall, regional representatives and committee chairmen.
Jean Pless presented the Treasurer’s Report noting a beginning balance of $15,150.92. She also reported that current membership stood at 298. The Treasurer’s report was accepted as presented.
Dr. Corbett was recognized as our past president and presented a plaque. Jimmie Wall was also recognized for his leadership in working with our organization.
Harvey Gay announced that the Winter Conference this school year would be at the Holiday Inn-Four Seasons again. The dates are February 8, 9, and 10, 1988.
Memberships for 1988 should be sent directly to the Treasurer.
Meeting dates for the next year Executive Council Meetings were announced as follows:
September 16, 1987 September 17, 1987
December 7, 1987 December 8, 1987
February 24, 1988 February 25, 1988
May 25, 1988 May 26, 1988
Harvey announced that a committee would be formed to work with the Controller’s Office on finalizing a chart of accounts to be announced at the Winter Conference. This would give local units the time needed to make software changes before July 1, 1988.
Mr. Gay adjourned the meeting at 5:35 p.m.
NCASBO Executive Council Meeting September 16, 1987
The Executive Council of North Carolina Association of School Business Officials met at the Education Building, Raleigh, at 3:30 p.m. on September 16, 1987 for the first meeting of the 1987/88 year. Attending were: Harvey Gay, Lynne Hensley, Kerry Crutchfield, Jean Pless, John Lewis (1), Tom Davis (2), Donn Holt (3), Bobby Ezzell (4), Wayne Watts (5), Becky Hull (6), Tim Amos (8), Katrina Miller (Professional Growth), Rudi Fallon (Ethics), Ben Hooks (NC-LEA-BUG), and Jimmie Wall (Controller’s Office).
Harvey Gay called the meeting to order. The minutes of the last meeting and the treasurer’s report were accepted as presented.
The Audit Report for 1985-86 was presented. The Audit Report for 1986-87 will be presented at the December meeting by Dan Jones.
Lynne Hensley gave an update on some of the plans for the Conference and asked for suggestions.
Conference Notes: Holiday Inn-Four Seasons, Greensboro February 8, 1988 – Executive Council meets to review plans
Monday, February 8, 1988 – One day mini courses, UNCC Public School Salary Administration School Payroll Procedures School Property Accounting School Level Accounting (New Core Course added)
Tuesday, February 9, 1988 – General Session It was suggested that NCASBO Business Meeting be moved to the morning. This would give more needed time to the User Group Meetings.
Reminder that Officers for the coming year would be acted upon.
Wednesday, February 10, 1988 – Mini Sessions It was suggested that the eight regions be responsible for one mini-session. Topics to be selected by regions and to last 50 minutes.
It was suggested that we try the banquet type meal this year. After details have been explored, we will know if this is the way to proceed. The organization gave their approval to increase the registration if need be due to increase in cost.
Kerry Crutchfield gave a membership report. He distributed the NCASBO Brochure to all regional representatives to be taken back to the regions and encouraged promptness in their return.
Rudi Fallon gave a report from the Ethics Committee with the following changes to be made:
Item 4: Obeys local, state and federal laws and does not knowingly join or support organizations that advocate directly or indirectly, the overthrow of the government.
Item 9: Seeks to improve the effectiveness of the profession through research and continuing professional development.
Upon motion by Kerry Crutchfield, the group voted to present the revised Code of Ethics at the Winter Conference for action by the membership.
Ben Hooks, Chairman of the Burroughs User Group gave an update on where their group stood and what we all might expect in the future.
Topics for Future Forums: Chart of Accounts Allotment Manual Update UERS
The next NCASBO meeting will be held December 7th and 8th. Upon motion by Kerry Crutchfield, seconded by Katrina Miller, the Executive Council voted to cover dinner expenses for the Council at the December meeting.
The meeting adjourned at 6:15 p.m.
NCASBO Executive Council Meeting December 7, 1987
The Executive Council of North Carolina Associatin of School Business Officials met at the Education Building, Raleigh, at 3:30 p.m. on December 7, 1987. Attending were: Harvey Gay, Lynne Hensley, Kerry Crutchfield, Jean Pless, John Lewis (1), Tom Davis (2), Roy Keith (3), Wayne Watts (5), Becky Hull (6), Richard Greene (7), Tim Amos (8), Katrina Miller (Professional Growth), Jimmie Wall (Controller’s Office), J. D Corbett, Ben Hooks, Frank Giles, Roy Keith and Rick Conboy (UNCC).
Harvey Gay called the meeting to order. Upon motion by Roy Keith and seconded by Tom Davis the minutes and the Treasurer’s report were approved as submitted.
Kerry Crutchfield, Membership Chairman, discussed with the group possible ways of collecting the dues. Billings and membership cards were given to each Regional Representative to distribute in their meetings.
Dan Jones, auditor for NCASBO 1986/87, could not be present. A copy of the audit report was submitted to each member for their approval. Upon motion by Kerry Crutchfield, seconded by Lynne Hensley, the audit was accepted as submitted.
At this time the meeting was turned over to Lynne Hensley for conference update:
Wednesday Mini-Sessions will be held by the different Regions throughout the State. Topics were given as follows:
Region 1 – Public School Insurance – New coverages outlined
Region 2 – Textbooks and Textbook Administration
Region 3 – Payroll Applications, Fair Labor Standards, Micro Installations/Budgeting
Region 4 – UERS
Region 5 – Budget Development, Requirements/Timing, Tips for Finance Officers
Region 6 – Enterprise Fund/Child Nutrition
Region 8 – Energy Conservation with New Facilities
The above headings for the mini sessions are subject to change in wording, etc. Persons in charge of the sessions from each region should let Lynne know what in the way of equipment they will need for their sessions.
Upon motion by Kerry Crutchfield, seconded by Roy Keith, NCASBO voted to have a Director of ASBO, Dr. E. Rabon Rodgers and SASBO President, Dr. Ron J. Howdyshell, attend our meeting at NCASBO expense.
Upon motion by Kerry Crutchfield, seconded by Becky Hull, NCASBO raised Conference registration fees for non-members by $10.00 over member registration fees.
Upon motion by Wayne Watts, seconded by Roy Keith, Conference fees were set as follows:
Members $30.00 Non-Members $40.00
Partial Registration
1 day $10.00 a day
Upon motion by Tom Davis, seconded by Roy Keith, the Association voted to sponsor aa candidate as Director for ASBO International. Dr. J. D. Corbett was selected as the candidate. He is presently active in SASBO, ASBO and NCASBO. We are all very proud to have Dr. Corbett to represent North Carolina and we all pledge energy and hard work to make our candidate a success. Good Luck J.D.!
Legislative Program Chairman, Kerry Crutchfield, asked for guidance from the group on planning. It was decided to have the regions form committees to submit ideas to Kerry prior to the conference.
Again it was the concern of some that the balance in the treasury was as high as it was. Again it was explained that funds would be needed to initiate our legislative goals and also to support our candidate for National ASBO. Some thought it would bee a good idea to issue an agenda to show what we intend to do with the funds at the conference in February.
Ben Hooks gave an update on the UERS. Burroughs is set up to benchmark Saturday, December 12.
The meeting adjourned at 5:45 p.m.
1986
NCASBO Executive Council Meeting January 27, 1986
At its Winter Conference at Holiday Inn-Four Seasons, Greensboro, North Carolina, a business session was held by NCASBO at 4:00 p.m. on Monday, January 27, 1986, Bob Poindexter presiding
On a motion by Katrina Miller seconded by Dan Thomas, approval was given to dispense with reading the minutes for the general business session at the 1985 Winter Conference.
Mr. Poindexter recognized current officers, Controller’s Office liaison Jimmie Wall, regional representatives, and committee chairmen. He emphasized that regional representatives were the vital communication links in the organization.
Lyn Hensley presented the Treasurer’s Report noting a beginning balance of $7,721.93 with income and expenses to date leaving a current balance of $14,909.26 prior to meeting conference expenses. She also pointed out that current membership stood at 263 and conference pre-registrations totaled 268. On a motion by Kerry Crutchfield, seconded by Bill Troutman, the Treasurer’s Report was accepted as presented.
Harvey Gay reported on two amendments to the Constitution and By-Laws which were referenced in ballots mailed to the membership in November, 1985: (1) Article VII, Section 3 to be changed to eliminate the 60-day prior notification requirement for amendments to the Constitution and By-Laws; (2) Article XI to be changed to eliminate the stipulation for written ballot changes to the Constitution and By-Laws. Of 252 ballots mailed, 141 were returned by the date due. Regarding Article VII, 135 votes approved, 5 votes disapproved, 1 abstained. Regarding Article XI, 139 votes approved, 1 vote disapproved, 1 abstained. Mr. Gay then presented two current amendment proposals in the form of motions on behalf of the Constitution and By-Laws Committee: (1) Article VI, Section 2 to be changed to include the office of Vice-President as an elected official. Seconded by Jim Wilson, the motion carried; (2) Article VII, Section 3 to be expanded to allow for a non-voting membership classification entitled Associate Membership, with the fee to be set in the same manner as regular membership fees. On a second by Ben Hooks, the motion carried.
Dan Thomas, Pitt County, Nominations Committee Chairman presented the following slate of officers for the 1986-87 year: President-Elect – Harvey Gay, Durham County; Vice-President – Lyn Hensley, Yancey County; Secretary-Treasurer – Jean Pless, Kannapolis City. Dr. J. D. Corbett, President-Elect, Wilson County, automatically assumes the office of President. On a motion by Katrina Miller, seconded by Bill Troutman, the slate of officers was accepted.
Appreciation plaques were presented by Bob Poindexter (1) in absentia to Dr. Tom Batchelor, NCASBO President 1984-85; and (2) to Lyn Hensley, NCASBO Secretary-Treasurer, 1984-86.
Affiliations Committee Chairman Ben Hooks reported that affiliation processes had already been completed with ASBO International and SASBO and that contact had been made with N. C. Association of School Administrators, N. C. Association of Educational Office Personnel, and N. C. School Boards Association. He indicated that responses had been received from NCASA and NCAEOP and that communication would continue toward pursuing affiliation with these professional organizations.
A resolution (see below) was presented by Katrina Miller, Ashe County, regarding the certification program for School Finance Officers. On a motion by Sandra Merritt, seconded by Charles Jefferies, the resolution voicing support by NCASBO of the proposed certification program was approved.
Prior to adjourning the meeting, Bob Poindexter announced his personal transition to Elon College as Vice-President of Administrative Services. He expressed his appreciation to the organization for the privilege of serving in various capacities and indicated his intent to maintain association with NCASBO
RESOLUTION BY THE NORTH CAROLINA ASSOCIATIN OF SCHOOL BUSINESS OFFICIALS
WHEREAS, the purpose of NCASBO is to encourage and promote professionalism for school finance officers and financial personnel in the local educational agencies, and
WHEREAS; the main objectives of our association has been to present opportunities for the membership to be better qualified for our positions, and
WHEREAS; NCASBO has been working towards a similar professional development program for over a year, and
WHEREAS, the Controller’s Office has incorporated our association to the development of the Professional Certification Program for North Carolina School Finance Officers, and provided ample opportunities for our review and input.
THEREFORE BE IT RESOLVED, that the North Carolina Association of School Business Officials go on record supporting the proposal by the Controller’s Office for the Professional Certification Program for North Carolina School Business Officials, and
FURTHER RESOLVE, that a copy of this resolution be presented to the members of the North Carolina General Assembly and the State Board of Education.
Voted on and approved by the North Carolina Association of School Business Officials at the annual conference on the twenty-seventh day of January of the year 1986.
Robert Poindexter, President Dr. J. D. Corbett, President-Elect Lynne Hensley, Secretary-Treasurer
North Carolina Association of School Business Officials Meeting February 25. 1986
The Executive Council of NCASBO met February 25.1986.
In attendance were Bob Poindexter, Jimmie Wall, Kerry Crutchfield, Farrell Hunsucker, Harvey Gay, Sandra Merritt, Brenda Rogers, Jean Pless, Iris Ginn and Susan Hawks. Arriving later were Lyn Hensley and Katrina Miller.
The meeting was called to order and followed the tentative agenda as mailed.
1. 1986 Winter Conference Wrap-up: Each item on the conference agenda was discussed and comments and suggestions were made as to how to improve for next year. It was noted that there was a definite need to plan early and make arrangements in advance as far as possible. The overall comments about the conference were very positive, the only negative comment being the lack of heat in the building. A target date of Thanksgiving was set to have conference plans in place. Further discussion regarded the format of the conference and it was decided that the format was good and should remain similar for the next year. Several suggestions were as follows: Separate the user group meetings from the mini sessions; consider having Council members assigned to work with each speaker; concentrate on making sure there were topics of interest to our members who are Associate and Assistant Superintendents.
2. Winter Conference – 1987 Several suggestions were made regarding the 1987 conference and the overall consensus was that it remain in the Greensboro/Winston-Salem area. It was further suggested that it be the 3rd week in January or the 3rd week of February. Committee Coordinator Harvey Gay is to check on possible date and site and report at a later date.
3. Brief Discussion of the NCASBO Education Program Discussion was held as to where the program is at this point and where it is headed. Also discussed briefly was the certification process once our program is adopted.
4. Constitution and By-Laws It was noted that recent changes in our Constitution and By-Laws highlighted the need for a thorough review to up-date and change any other areas as deemed advisable. The Constitution and By-Law Committee was encouraged to begin consideration of that project.
5. Other Bob Poindexter then reported briefly on a meeting he had attended as President of NCASBO with other similar associations. Meeting adjourned to meet the next day with Finance Officer Forum.
NCASBO Executive Council Meeting June 19, 1986
The Executive Council of North Carolina Association of School Business Officials meet at the Education Building, Raleigh, at 4:30 p.m. on June 19, 1986. Attending were: Bob Poindexter, Lyn Hensley, Jimmie Wall, Brenda Rogers, Susan Hawks, Kerry Crutchfield, Hilton L’Orange, Katrina Miller, Sandra Merritt, Tom Batchelor, Bill Troutman, Harvey Gay, and Iris Ginn.
President Poindexter opened the session by calling for comments from each member on his unit’s status in the budget process. Other general discussion regarded fund balance expectations.
An update was given on the Finance Officer Certification Program. Jimmie Wall reported that mini courses had total attendance in excess of 400 through May 1986. He also noted that he and Jim Barber had met with UNC-Charlotte personnel who had been most complimentary of school business officers and their assistance in course preparations. Council members noted in turn the exceptional performance by UNC-Charlotte staff.
Other topics of general conversation included potential impact of the on-going Short Session of the North Carolina Legislature and problems encountered with Fair Labor Standards Act, employee enrollments in HMO plans, and securing liability insurance coverage.
Some discussion ensued regarding concerns of the Controller’s Office staff on lack of input from Executive Council members for agenda items for the Finance Forum held the morning following regularly scheduled Council meetings. Several members commented that they had not understood that they were to submit items on the assumption that the agenda was set by the Controller’s Office.
Lyn Hensley presented a Treasurer’s Report showing a current balance of $10,616.65, current membership listings, and minutes of the February 25, 1986, Executive Council meeting. On a motion by Hilton L’Orange, seconded by Kerry Crutchfield, her reports were accepted as presented.
Three specific items of business to be brought to the attention of Dr. J. D. Corbett and the newly seated Executive Council as they begin the 1986-87 association year were as follows: 1. Establishment of Dues for Associate Membership Dues for the category of membership (associate) approved at the 1986 Winter Conference were set by a unanimous vote at $25.00 (twenty-five dollars) per year on a motion by Kerry Crutchfield, seconded by Sandra Merritt. 2. Activities with/for Members of the General Assembly With concern for making the identity of NCASBO better known to legislators, a motion was made by Tom Batchelor, seconded by Harvey Gay, to recommend that the succeeding Executive Council consider providing some social activity for selected members of the Legislature.
3. Need for Brochure on NCASBO Following comments from the secretary regarding the need for some printed information on the organization, a motion was made by Kerry Crutchfield, seconded by Katrina Miller, recommending that the succeeding Executive Council appoint a committee to design a logo, stationery, and a general information brochure about North Carolina Association of School Business Officials.
Bob Poindexter adjourned his final Executive Council meeting at 6:45 p.m.
NCASBO Executive Council Meeting September 17, 1986
The Executive Council of North Carolina Association of School Business Officials met at the Education Building, Raleigh, at 3:30 p.m. on September 17, 1986. Attending were: J. D. Corbett, Harvey Gay, Lynne Hensley, Jean Pless, John Lewis (1), Tom Davis (2), Roy Keith (3), Bob Troutman (4), Kerry Crutchfield (5), Tom Menius (6), Katrina Miller (Professional Growth), and Jimmie Wall (Controller’s Office).
Dr. Corbett opened the first Executive Council Meeting of the 1986-87 year by introducing new Council members and emphasizing the importance of the organization’s relationship with the Controller’s Office. Each officer and representative was encouraged to work on behalf of the organization to carry back from our meetings what transpires to the regional meetings. The purpose of our meetings is to receive input for this organization and the Controller’s Office. In order to accomplish our goals, we need every region involved. Regional meetings were encouraged monthly, if possible, to keep the lines of communications flowing between the local educational agencies and the association. There was a recommendation that the region representatives issue a newsletter to their members at home to keep them informed at the state level and with the association.
Each region is asked to file a copy of their monthly minutes with the Secretary of NCASBO, Jean Pless, and with Jimmie Wall of the Controller’s Office.
Mrs. Lynne Hensley presented the minutes of the June 19, 1986 meeting and they were approved as presented.
Topics of Discussion
1. Establish goals and objectives for 1986-87 A. Legislative Program – Harvey Gay will head up a committee to accept input from the regions for their priorities concerning legislative matters and how we want to achieve our goals. This information should be received no later than October 31 in order for the committee to finalize recommendations by the December meeting. Full support from all regions is needed if we are to be ready to ask legislators to help us in February 1987.
One concern was funding of the Finance Officer position. Should we go for full funding of the position in all counties and cities or for the 100 positions. Another concern was that the Finance Officer salary schedule is still with the non-certified schedules, even though this position is now a certified position.
Dan Jones, of the Controller’s Office, talked briefly to the committee regarding possible legislative actions at the next session. He felt full funding for the Finance Officers would be high on the platform.
B. Public Relations and Communications – Following recommendations made in June, Kerry Crutchfield was appointed chairman of the committee to work on designing a logo, stationery and general information brochure about North Carolina Association of School Business Officials to be presented at the next meeting for approval. Roy Keith recommended incorporating legislative platform into our brochure to be distributed at the conference in Greensboro on January 25.s
2. Conference Report The NCASBO Conference will be held at the Holiday Inn Four Seasons in Greensboro on January 25-28, 1987. Generally, everyone thought the conference last year was good. The organization decided to stay with the breakfast and lunch meals provided in the registration fee. Kerry Crutchfield recommended that we stay with the previous year’s policy of letting the vendors do our coffee breaks and hospitality rooms. The following topics were offered as possible breakout topics for the conference: Salary Administration Liability Insurance, School Board Association Audit and Financial Reports with Local Government Commission Benefits – Retirement HMOs and EDS – Representatives for discussion Federal Funds Accounting Vocational – One day, tentative – depending on vocational meeting being held on September 25. Child Nutrition – Accounting Functions
The following topics were offered as possible general topics for the conference: County Commissioners Association – possibility of having some Commissioners on a panel for discussion. Suggestion was made to have a panel of Superintendents to discuss North Carolina Schools and the future of the Finance Officer. Uniform Reporting and the Basic Educational Plan. Purchasing – the beginning steps, pitfalls and continuing contracts.
The sharing of information appears to be a handicap throughout the state. It was recommended that NCASBO ask for input from each region on things working for them and to be willing to share helpful procedures with others at the conference in some manner. Jimmie Wall announced that the mini core courses would be offered twice this year, one time in the East and one time in the West in the Fall and Spring. The micro computer courses would be offered twice. Locations for the micro computer courses would be decided at a later date depending upon facilities where equipment was available. Three 1-day courses will be offered at the NCASBO Conference and three 2-day courses will be offered at the Controller’s Conference. The NCASBO Organization endorsed Mr. Wall and Mr. Rick Conboy to attend the Southeastern Association of School Business Officials meeting to be held at the Hyatt Regency in Tampa, Florida on April 13-16, 1987. to give a presentation on the North Carolina Finance Officer’s Certification Program and the North Carolina SIMS Program. North Carolina will be the host of the SASBO meeting in 1988 at the Grove Park Inn, Asheville, NC.
Dr. Corbett informed the group that fourteen people had registered for the ASBO meeting next month in San Francisco.
3. Membership Lynne Hensley gave to each region representative a packet to take back to their regions on membership. Also included were blanks for new members and membership cards. There were few changes this year regarding membership – auditors are encouraged to join our organization and are to be associate members. Upon motion by Kerry Crutchfield, seconded by Roy Keith, an Honorary Membership Category was set up. The motion passed as presented. Honorary Membership was bestowed upon Rick Conboy of UNCC. As an incentive to have all membership 100% in each region of Finance Officers, a motion was made by Harvey Gay that a free meal at the December meeting be given to the region representative who reached his/her goal. This motion was seconded by Lynne Hensley and was passed. So, Regional Representatives Get Busy!! You have until December 10th to meet the goal.
4. Treasurer’s Report Mrs. Jean Pless presented a Treasurer’s Report showing a current balance of $10,413.78. The report was accepted as presented.
5. Finance Forum Jimmie Wall announced that the Finance Forum would be held at the Administration Building on the 5th floor in the Budget Conference Room at 8:30 a.m. He also informed the group that the state offices had calls from the state of California regarding the State of North Carolina’s Certification Program for Finance Officers. They have studied specifically the states of North Carolina and Florida and they felt North Carolina was the best. They have asked if they might come and look at our program and possibly monitor some of the courses. We can all be very proud that we were a part of making this program work successfully. Dr. Corbett adjourned the first Executive Council meeting of 1986-87 at 6:30 p.m.
NCASBO Executive Council Meeting December 9, 1986
The Executive Council of North Carolina Association of School Business Officials met at the Education Building, Raleigh, at 3:30 p.m. on December 9, 1986. Attending were: J. D. Corbett, Harvey Gay, Lynne E. Hensley, Jean Pless, John Lewis (1), Tom Davis (2), Roy Keith (3), Kerry Crutchfield (5), Tom Menius (6), Judith Walsh (7), Loretta Changery (8), Katrina Miller (Professional Growth), and Jimmie Wall (Controller’s Office).
Dr. Corbett called the meeting to order and, on a motion by Roy Keith, seconded by Kerry Crutchfield, the minutes of the September 17, 1986, meeting were approved.
Topics of Discussion
1. Legislative Program Committee Report Mr. Harvey Gay reported on the input from the regions concerning legislative programs. First priority among the regions was full funding of the Finance Officer with second priority being funding for each of the Finance Officers within each unit. Dr. Corbett asked for a show of hands if all agreed that we should concentrate on the above as our first priority. The entire group agreed. Jimmie Wall shared with the group information he had received from Gene Causby, NCSBA, regarding the Legislative Commission on Salary Schedules for Public School Employees. Mr. Wall announced that the certificates for the Finance Officers were in his office and would be sent out shortly. He also will be mailing out the certified record forms to let all of the Finance Officers know what they have completed toward certification.
2. Communications and Public Relations Report Kerry Crutchfield, Chairman, recommended that ASBO be a part of our logo. Upon motion by Harvey Gay, seconded by Roy Keith, the State outline with the ASBO symbol, bearing the initials N. C. was approved for the NCASBO logo. Upon motion by Lynne Hensley, seconded by Harvey Gay, the group voted to have letterhead and envelopes printed by the printing department at Forsyth County Schools and this be funded by the organization. The color will be blue on white stationery. The initial order was for 1,000 sheets of stationery and 2,500 envelopes. No return address will be printed on the stationery or envelopes because of the changes in officers over the years. All approved of printing a brochure for the Conference in January (1,500 copies) on a textured paper using same colors as the letterhead and envelopes. Each officer will have to use a return address stamp when sending out their letters.
3. Membership Report Mrs. Hensley reported that as of December 9, 1986, our current membership count was 233 members. This includes our honorary member.
4. Concerns from Regions Dr. Corbett asked how often each region had a meeting. Each representative reported: Region (1) Quarterly Region (2) Quarterly Region (3) Every other Month Region (4) Not Represented Region (5) Quarterly Region (6) Monthly Region (7) Quarterly Region (8) Monthly
It was the feeling of the group that the meetings in the regions should inform everyone of what is happening in Raleigh. There was discussion of possibly incorporating into the By-Laws of our Constitution a requirement for monthly or quarterly meetings by all regions. We need to cultivate within the members the desire to communicate. A list of topics to be discussed at the next Finance Forum with the Controller’s Office was generated. (1) Summer School (2) Old Allotment/New Allotment (3) One-fourth transportation allotment instead of full year allotment (4) 11th and 12th month installments (5) Computer project status (6) Audit Exception Policy (Letter November 21, 1986) (7) Status of Salary Schedule (8) EDS to Blue Cross Transition (9) Basic Education Program (10) 8 hour work day for aide (11) 20 Day extension teacher leave
General Notes: State is looking into a state wide dental plan that would be tax sheltered.
For budgeting, 7.5% raises for 1987/88 and 7% for 1988/89.
Dr. Corbett asked the Council to select a representative to represent NCASBO as Director for NC in the Southeastern Association of School Business Officials. His term of office will be over in January.
Mrs. Jean Pless presented a Treasurer’s Report showing a current balance of $11,143.57. The report was accepted as presented.
As a special evening had been planned for the Executive Council and Mr. Barber, Dr. Corbett adjourned the meeting at 6:30 p.m. with the rest of the agenda to be covered after the Finance Forum on Wednesday, December 10, 1986.
December 10, 1986
Dr. Corbett opened the NCASBO business meeting on December 10, 1986 at 11:45 a.m. following the Finance Forum.
5. Conference Program Report Plans for the January 26, 27, 28, 1987 Conference at the Holiday Inn Four Seasons in Greensboro were finalized.
Mini-Course Series offered on Monday:
School Payroll Procedures School Property Accounting Facility Planning, Operation and Maintenance
Topics for Tuesday:
Controller’s Office – Update on what he is taking to the Legislature and possibly the presentation that was given to us today by Tom Runkle. County Managers/Finance Staff – Panel discussion Superintendents Panel – School Finance
Topics for Wednesday:
Salary Administration – Controller’s Office Risk Management Audits and Financial Reports – Bob High Retirement Benefits HMOs/Blue Cross Transition – Jim Long State and Federal Auditing Exceptions – Controller’s Office Impact of Finances for Vocational Education Micro-Computer Business Applications
The Executive Board will meet on Sunday afternoon at 3:30 or 4:00 p.m. to finalize packets.
Dr. Corbett will see about printing the program.
Mrs. Hensley will coordinate our breaks with the vendors.
Dr. Corbett adjourned the meeting at 12:30 p.m.
1985
NCASBO Executive Council Meeting March 26, 1985
On Tuesday, March 26, 1985, at 5:30 p.m., the following NCASBO members met as the Executive Council in the State Board Room of the Education Building: Tom Batchelor, Bob Poindexter, Lyn Hensley, Jerry Barnes (1), Ben Hooks (2), Glen Wiggs (3), Don Steed (4), Hilton L’Orange (6), Katrina Miller (7), and Jimmie Wall.
Tom Batchelor called the meeting to order and, on a motion by Don Steed, seconded by Glen Wiggs, the minutes of the December 18, 1984, meeting were approved. The Treasurer’s Report with Winter Conference Income Schedule was presented and reviewed by Lyn Hensley. A current balance of $7,532.03 was stated.
Dr. Batchelor reported that, in order to complete the affiliation process with International ASBO, copies of the NCASBO Articles of Incorporation and Internal Revenue Service Exemption Certificate must be filed with the national group. Arrangements for doing so were made and, on a motion from Hilton L’Orange, seconded by Jerry Barnes, the Council directed that a “hold harmless” statement be included in the affiliation agreement.
The Council then was led by Dr. Batchelor through considerable discussion regarding the status of legislation to fund the position of School Finance Officer. As pointed out by Jimmie Wall, the appropriation request is in place in the budget submitted by former Governor Hunt. Other comments and concerns included the need to write and/or call legislators regarding the state mandate for the position; the need for a bill to be introduced in support of funding; the desirability for partial funding rather than deletion; and various rumors and misinformation regarding funding of the positions. These questions and comments were then tabled until later in this session at which time Margaret Hayden (education consultant to the Senate and House leadership) had been invited by Katrina Miller to meet with the Council.
Bob Poindexter again expressed appreciation to the Council for efforts toward the 1985 Winter Conference. He indicated that Dr. J. D. Corbett, President-Elect, and therefore Conference Coordinator for our next Winter Conference, had solicited suggestions from the Council regarding location and dates. The Council recommended that Dr. Corbett consider sites in Raleigh, Wilmington, or Winston-Salem, with potential dates being January 26-29 or February 23-26, 1986.
Bob Poindexter requested that in the year forthcoming the Council should consist of (in addition to the eight regional representatives and three elected officers) the Legislative Committee Chairman (immediate past president), the Membership Committee Chairman (past president removed) and the Professional Growth Committee Chairman. A total of fourteen members would therefore comprise the Executive Council.
Dr. Batchelor reported that he had this date attended a meeting regarding the Hay Committee Report and that an “in-house” committee had been instituted as a task force to study salaries for non-certified personnel. Jimmie Wall serves as a member of this committee.
At this time Margaret Hayden joined the Council and reviewed several of the earlier questions and comments regarding finance officer funding as well as centralized payroll. Mrs. Hayden summarized her perspective on both concerns as: (1) finance officer funding is still firmly in place; (2) centralized payroll plans are also still firmly in place.
The Council Meeting was adjourned by Dr. Batchelor with his reminders of SASBO membership, the Finance Forum Meeting at 9:30 a.m. the following morning, and the next quarterly Council meeting on June 18, 1985.
NCASBO Executive Council Meeting June 18, 1985
The Executive Council of NCASBO held its regular quarterly meeting on Tuesday, June 18, 1985, State Board of Education Building, 5:30 p.m. Attending were: Jimmie Wall, Tom Batchelor, Bob Poindexter, Lyn Hensley, Jerry Barnes (1), Hark Herring (2), Don Steed (4), Thad Hartley (5), Hilton L’Orange (6), Katrina Miller (7), Frank Dorsey (8), and Sandra Merritt (8).
On a motion by Hilton L’Orange, seconded by Mark Herring, and a unanimous vote a resolution was adopted for forwarding to International ASBO for affiliation purposes.
Bob Poindexter announced those regional representative changes for the coming year which have been reported to him thus far as follows: Susan Hawks (3), Joe Vaughn (4), Farrell Hunsucker (5), and Sandra Merritt (8). He also announced these Committee Chairman appointments for the next year: Tom Batchelor – Legislative (6), Bill Troutman – Membership (2), Kerry Crutchfield – Audit (5), Harvey Gay – Professional Growth (5), Iris Ginn – Ethics (2), and Ben Hooks – Affiliations (2). The Nominations and Necrology Committee appointments will be reassigned as the members originally designated have since been elected as regional representatives. Mr. Poindexter set the first meeting for the new Executive Council for 4:00 p.m., Sunday, July 28, 1985, Holiday Inn – Four Seasons, Greensboro, NC, in conjunction with the Controller’s Conference. On a motion by Bob Poindexter, seconded by Thad Hartley, it was agreed unanimously that NCASBO should sponsor a Hospitality Room on Sunday evening. Also, during this conference on Tuesday, July 30, 1985, at 4:30 p.m., there is scheduled a meeting of NCASBO membership. There will therefore be on NCASBO meeting during the Superintendent’s Conference in Asheville.
Jimmie Wall reported that Dr. J. D. Corbett, who suffered a heart attack some weeks ago, was now home and doing well. On behalf of Dr. Corbett, Mr. Wall had secured proposals from three hotels for the NCASBO 1986 Winter Conference. After the proposals were reviewed by the Council, a motion was made by Frank Dorsey, seconded by Mark Herring, to designate Holiday Inn-Four Seasons, Greensboro, NC as the 1986 conference site. The motion carried with one dissenting vote. Mr. Wall is to confirm the proposal with Holliday Inn-Four Seasons for January 26-29, 1986.
Significant interest by NCASBO members in attending the National ASBO Conference (September 29-October 3, 1985) was reported by Jimmie Wall. He may be contacted for additional information
Minutes from the March 26, 1985, Council meeting were presented by Lyn Hensley and approved on a motion by Mark Herring, seconded by Thad Hartley. She also reported a current Treasurer’s balance of $7,732.93.
The Executive Council meeting was adjourned at 7:15 p.m. with all members expected to attend the Controller’s Finance Forum at 8:30 a.m., the following day.
NCASBO Executive Council Meeting July 28, 1985
At 4:00 p.m. on Sunday, July 28, 1985, the following NCASBO members met at Holiday Inn-Four Seasons, Greensboro NC : Robert Poindexter, Lyn Hensley, Tom Batchelor, Bill Troutman, Jimmie Wall, Jerry Barnes (1), Mark Herring (1), Susan Hawks (3), Farrell Hunsucker (5), Hilton L’Orange (6), Katrina Miller (7), Sandra Merritt (8), Kerry Crutchfield (Audit), Harvey Gay (Professional Growth), Ann Warren (Necrology), Iris Ginn (Ethics), and Sam Bundy.
Bob Poindexter welcomed new representatives to the first Executive Council Meeting of the 1985-86 year and restated the purpose of both the leadership team and of the organization – the former being communication across the state, the latter being to help all business officials do their jobs better. He referenced three groups who should be actively involved: finance officers; superintendents, associates and assistants; and clerical support personnel. He noted changes to regional representatives and committee chairmen not previously reported as follows: Brenda Rogers, Region 1 representative; Joe Vaughn, Region 4 representative; Dan Thomas, Nominations Committee; and Ann Warren, Necrology Committee. Further NCASBO functions during the Controller’s Conference were announced: Membership Committee chaired by Bill Troutman at 5:30 p.m. this date, a Hospitality Suite this date, and a general session with all members at 4:30 p.m., Tuesday, July 30. Mr. Poindexter reminded the group that the NCASBO Winter Conference would be held at this facility January 26-29, 1986.
In the absence of Ben Hooks, Affiliations Committee Chairman, Mr. Poindexter reported that communication had been received from ASBO International stating that our association’s affiliation material had been received and reviewed and that official approval by their Board of Directors was imminent.
Considerable discussion by the members present then ensued regarding the School Finance Officer Position, the job description and funding thereof, and this organization’s role in developing the criteria to be set forth. Harvey Gay, Professional Growth Committee Chairman, reported that he, Bob Poindexter and Jimmie Wall had held a second meeting with UNC-Charlotte officials on May 9, 1985, regarding that institution’s potential involvement in establishing a course outline for school finance officers. A cost of $1,000 per course for development was quoted with a need for commitment to proceed. It was pointed out that use of funds ($100,000) appropriated for School Finance Officer Staff Development by the 1985 General Assembly will be the responsibility of the Controller’s Office. Among other comments, Dr. Tom Batchelor strongly urged practicality in the development of any plan including recognizing the desire of the legislature, establishing courses on a regional basis, involving the Community College System, and requiring prior approval of instructors for courses. Jimmie Wall concluded this discussion with several points: lack of response from our membership on the job description previously written must be reversed; the Controller’s Office will conduct another survey similar to that done in 1984; legislation providing partial funding for the position this fiscal year is a one-time allocation and great efforts must be made to secure permanent funding; and the Controller’s Office will definitely seek input from an NCASBO advisory committee during further development of all aspects of this concern.
The meeting was adjourned by Bob Poindexter at 5:30 p.m.
NCASBO Executive Council Meeting September 25, 1985
The regular quarterly NCASBO Executive Council Meeting convened at 3:00 p.m. on September 25, 1985, at the Education Building, Raleigh, NC. In attendance were: Bob Poindexter, J. D. Corbett, Lyn Hensley, Brenda Rogers (1), Mark Herring (2), Susan Hawks (3), Joe Vaughn (4), Farrell Hunsucker (5), Hilton L’Orange (6), Katrina Miller (7), Sandra Merritt (8), Harvey Gay (Professional Growth), Iris Ginn (Ethics), and Larry Umstead (Audit ’85).
Because of a special agenda planned for the Finance Forum the following morning, a number of Controller’s Office personnel were also present at this session and discussed the following topics:
2) Joyce Baffi reported that following a quality assurance review by Price Waterhouse, the January 1, 1986, implementation date for centralized payroll had been delayed. Recommendations from the review were for systems documentation, test plan, and parallel testing. Through no revised schedule has been determined, a delay of three to six months for the earlier (but not necessarily all) implementations might be expected. Joyce indicated that several units have switched to the standardized pay dates (15th and 31st) and suggested that others might wish to do so next fall to facilitate conversion.
Regarding payment of local supplements from Federal Projects, Joyce indicated that charging such amounts to the regular salary line item was causing audit exceptions as overpayments. She requested that steps be taken to charge these supplements to a separate object code and indicated that such would probably be required in FY 87.
3) Lou Thompson commented on the State Travel Policies and Regulations handbook which had recently been disseminated and clarified that even though the handbook speaks to a reimbursement range of $.20 - $.25 per mile, local policy within this range will prevail.
4) Engin Konanc reported that twenty-seven LEAs had not submitted the Annual Financial Report. In that all reports are necessary for the generation of data for timely feedback to the units prior to budget season, the Council members asked for a listing of delinquent units in their individual regions for personal follow-up.
5) Gene Troutman reviewed the allotment printouts as to format and clarified that the revision number is not consecutive for each LEA. Several Council members requested that the format be changed to provide a “Total Revised Allotment” column for complete YTD information. Hilton L’Orange inquired as to allotments for pilot project units to which Gene responded that the delay was pending 12th installment close-out.
6) Jim Barber and Dan Jones spoke to the special session scheduled for the following morning at which the four institutions who responded to requests for proposals for a School Finance Officer Staff Development Program would be making oral presentations. Those institutions are: East Carolina University, Institute of Government in conjunction with Community Colleges, Appalachian State University, and UNC-Charlotte. Jim reviewed the request for proposal process and Dan observed that the program embarked upon would have the “close interest of the Legislature”. Bob Poindexter pointed out that this would be our association’s opportunity for input in this very important decision. He requested that Council members spend some evening time reviewing both the RFP and the four proposal documents.
Following this special session with Controller’s Office personnel, the regular business session ensued.
1) Larry Umstead, Audit Committee Chairman 1984-85, presented and reviewed the Audit Report. The Income and Expense Statement as submitted summarized a net increase of $2,868.18 for the year and stated an ending balance of $7,721.93 as of June 30, 1985. 2) Jimmie Wall reported that he had recently completed visits in all eight regions to discuss the Finance Officer survey and questionnaire. He observed that sixteen units had not returned surveys to whom second requests had just gone out. He commented that although he had not received many written responses on the questionnaire, he had received considerable verbal input from both finance officers and superintendents and he presented a summary of these comments. Jimmie also reported that he had met with representatives of the School Boards Association, County Commissioners Association, School Administrators Association, and Local Government Commission to appraise them of developments in the School Finance Officer situation and that the representatives showed a favorable response as well as appreciation for the appraisal. 3) Lyn Hensley, on behalf of Bill Troutman, Membership Chairman, reviewed the current membership file listing and reported that Bill, through his regional committee members, would be pursuing membership renewals and new memberships. 4) Bob Poindexter addressed the issue of NCASBO affiliation with other North Carolina associations for school administrative personnel such as Association of School Administrators and School Boards Association. He will request that Ben Hooks, Affiliations Chairman, investigate the feasibility and process of such affiliations and report his findings to the Executive Council. 5) Dr. J. D. Corbett asked the Council for suggestions regarding the NCASBO Winter Conference scheduled for January 26-29, 1986, at Holiday Inn-Four Seasons, Greensboro, NC. It was the consensus of the group that the conference would provide an excellent opportunity for embarking on the School Finance Officer Staff Development Program with the institution receiving the contract. Other comments regarded providing workshops for personnel not involved in this program. The Council gave an affirmative response to again inviting vendors to display at the conference and expressed a preference that meal functions not include a dinner (banquet) meal. Representatives were instructed to forward other suggestions and comments from their regions to J. D. as soon as possible. 6) Bob Poindexter asked for retroactive approval for a $50.00 contribution to the campaign for Ray Rogers, South Carolina candidate for ASBO Board Member. On a motion by Katrina Miller, seconded by J. D. Corbett, approval was given. 7) J. D. Corbett reported that North Carolina continues to be a forerunner in SASBO with Gordon Clary from Charlotte as President. Charleston, South Carolina, will be the site of the 1986 SASBO Conference and North Carolina will host the conference in 1987 in Asheville. 8) The Council discussed NCASBO membership questions regarding (a) life membership and (b) associate membership for vendors. On a motion by J. D. Corbett, seconded by Mark Herring, President Poindexter appointed a Constitution Committee consisting of Farrell Hunsucker, Chairman, Brenda Rogers, Harvey Gay and Hilton L’Orange to consider these issues and follow up at the November Executive Council Meeting. 9) Bob Poindexter, on behalf of Tom Batchelor, Legislative Chairman, reminded members that legislative issues and concerns should be submitted to Bob for forwarding to Tom. 10) A Treasurer’s Report stating a balance of $7,896.88 as of September 17, 1985, had previously been forwarded to Council members along with minutes of the July 28, 1985, meeting. On a motion by Hilton L’Orange, seconded by Farrell Hunsucker, the minutes were approved.
Concluding a lengthy session, the Executive Council Meeting was adjourned by Bob Poindexter at 6:30 p.m.
1984
NCASBO Executive Council Meeting July 10, 1984
The Executive Council of the North Carolina Association of School Business Officials met in an early morning session on July 10, 1984, during the Superintendents and Central Office Conference at Grove Park Inn, Asheville, NC. Officers and members present were Tom Batchelor, Bob Poindexter, Bill Troutman, Frank Giles, Jimmie Wall, Jerry Barnes, Katrina Miller and Frank Dorsey.
Frank Giles gave a final Treasurer’s Report indicating that a closing balance of $4,853.75 had been forwarded to Lyn Hensley, succeeding treasurer. Mr. Giles also reported that the Association’s charter had been received as well as tax exempt clearance from Internal Revenue Service.
Jimmie Wall, Controller’s Office representative, reported on plans for the 1984 Controller’s Conference to be held in August in Greensboro. The conference agenda was being structured on a general sessions concept involving a number of guest speakers and with time blocks being reserved for individual discussions with Controller’s Office staff members.
Plans for the NCASBO Winter Conference were discussed by Bob Poindexter, President-Elect. The conference will be held at Winston Plaza, Winston-Salem, January 27-30, 1985. Room rates, meal charges, etc., were reported along with plans to advertise the conference by poster at the August Controller’s Conference.,
Other points of discussion led by President Tom Batchelor included the need to revitalize the organization and maintain visibility via a logo, membership cards, newsletter, etc.; affiliation with other related professional organizations; representation by finance personnel at Superintendents Council Meetings; and timely filing of district meeting minutes with State Secretary.
The next meeting of the Executive Council was scheduled for 4:00 p.m. on Sunday, August 12, prior to the opening of the Controller’s Conference at Holiday Inn-Four Seasons in Greensboro. Committee chairmen for 1984-85 are to be included and discussion is to focus on problems to be addressed by our association. Also in conjunction with the Controller’s Conference is a NCASBO meeting on Monday afternoon at which time forms for suggestions from the membership for mini sessions for our winter conference are to be made available. A NCASBO table is to be set up during the conference so that membership dues for 1984-85 may be received.
NCASBO Executive Council Meeting August 12, 1984
The North Carolina Association of School Business Officials’ Executive Council met at 4:00 p.m. on Sunday, August 12, 1984, at Holiday Inn Four Seasons in Greensboro, North Carolina. In addition to officers Tom Batchelor, Bob Poindexter, and Lyn Hensley, the following regional representatives were present: Jerry Barnes (1), Thad Hartley (5), Hilton L’Orange (6), Katrina Miller (7), and Frank Dorsey (8). Committee Chairmen Bill Troutman, Larry Umstead, John Huggins, Mildred Chrisco, Barbara Monroe, and Harold Funderburk were also in attendance, as was Jimmie Wall, Controller’s Office representative.
Dr. Tom Batchelor opened the meeting with introductions by all members present.
On a motion by Bill Troutman, seconded by Hilton L’Orange, the minutes of the July 10 meeting were approved. Lyn Hensley presented the Treasurer’s Report giving a current balance of $4,604.17.
Dr. Batchelor then led the members through a review and discussion of each NCASBO committee:
1) Legislative Committee – Dr. Batchelor observed that the function of the Legislative Committee should be to organize efforts in terms of what NCASBO wants to see enacted by the legislature. Committee Chairman Bill Troutman asked for input from those present regarding the committee’s functions, but reviewed that the original intent of the organization was that any actions taken were to be reviewed and approved by the Superintendents’ Council. Dr. Bob Poindexter stated that the organization, through the Legislative Committee, should coordinate efforts with other professional organizations such as NCASA and NC School Boards Association.
2) Audit Committee – This committee is to serve as an informal check and balance to the office of Treasurer and is to review the treasurer’s records after the close of the fiscal year. Chairman Larry Umstead is to appoint committee members from the membership.
3) Nominations Committee – Chairman John Huggins and the committee to be appointed by him (one member from each of the eight regions) are charged with the responsibility of presenting nominees for office with consideration of both continuity of leadership and geographical representation.
4) Membership Committee – Chaired by Mildred Chrisco, the committee’s responsibilities are to promote membership in the organization and to provide membership identification cards. A logo for NCASBO should be designed by the membership committee for display on membership cards, stationary, etc.
5) Ethics Committee – This committee, directed by Barbara Monroe, should develop a simple and concise statement regarding the code of ethics to be held by NCASBO members. Such code should be suitable for inclusion on membership cards.
6) Affiliations Committee – Harold Funderburk, Chairman of the Affiliations Committee, is to research the possibility and advisability of affiliation with other professional organizations such as National Association of School Business Officials North Carolina Association of School Administrators, Southern Association of School Business Officials, and North Carolina Association of Educational Office Personnel. Thad Hartley pointed out that SASBO did not offer affiliation, but that membership in SASBO should be encouraged among NCASBO members. It was agreed that affiliation with other organizations could provide added opportunities for in-service training programs to enhance the professional growth of NCASBO members.
The Program Committee (intended to deal with professional growth), chaired by Harvey Gay, and Necrology Committee, chaired by Lou Thompson, were not specifically reviewed as these chairmen were not in attendance. The need for an additional committee to deal with the Constitution and By-Laws of the organization was pointed out by Jerry Barnes.
In other business, Dr. Bob Poindexter discussed preliminary plans for the Winter Conference scheduled for January 27-30, 1985, at Winston Plaza, Winston-Salem. A discussion on various possibilities for the conference format included structuring sessions based on unit size and holding open forum sessions. Dr. Poindexter provided suggestion sheets that were to be available for input from NCASBO members.
It was agreed that Kerry Crutchfield (Forsyth) should be asked to serve as the NCASBO contact person requested by the North Carolina Association of CPAs and that Terry Odom (Cumberland) should be asked to work with the Local Government Commission in reviewing technical memoranda.
Finally, it was determined that a definite meeting schedule for the Executive Council should be established and should be designated on a quarterly basis with called meetings as needed. The necessity for representation and involvement by all regions was stressed The tentative schedule for the Council meeting was agreed to be the third Tuesday evening in September, December, March, and June, with sounding board interaction with Controller’s Office personnel to be the succeeding Wednesday morning. Committee chairmen are invited to attend Executive Council meetings at will in addition to specific meetings at which they are scheduled to present reports.
The session was adjourned by Dr. Batchelor with details of the September meeting to be communicated by him at a later date.
NCASBO Executive Council Meeting September 19, 1984
Infocel Corporation, Raleigh, North Carolina, provided a meeting facility for the September 19, 1984, session of the Executive Council of North Carolina Association of School Business Officials. The meeting convened at 6:00 p.m. with the following officers, regional representatives, and committee chairmen present: Tom Batchelor, Bob Poindexter, Lyn Hensley, Jerry Barnes (1), Mark Herring (2), Susan Hawks (3), Betty Peavy (4), Hilton L’Orange (5), Wayne Trogden (7), Frank Dorsey (8), Bill Troutman, Harvey Gay, Lou Thompson, and Jimmie Wall.
Following a presentation and discussion by Joe DuPree and Tom Rickman on the computer services available from Infocel Comporation, the business meeting was called to order by Dr. Batchelor. On a motion by Hilton L’Orange, seconded by Jerry Barnes, the minutes of the August 12, 1984, meeting were approved as written. The Treasurer’s Report with a current balance of $5,370.39 was presented by Lyn Hensley who also distributed a current membership list showing 94 paid members to date.
Harvey Gay, Chairman of the Professional Growth Committee, discussed plans to distribute a survey form to the membership to solicit input on several possibilities for in-service training opportunities including arranging course offerings through the university or community college systems. Survey results may possibly be available by the next Council Meeting.
Winter Conference plans were discussed by Bob Poindexter who expressed disappointment in the lack of suggestions received via the questionnaire made available during the Controller’s Conference The Program Committee will be scheduled to meet with Dr. Poindexter in the near future to formulate specific plans for the conference to be held in Winston-Salem, January 27-30, 1985.
Jimmie Wall briefly reported that the State Board of Education had at the August meeting prioritized funding of the School Finance Officer position as its’ number one budget request in a ranking of items not funded in the previous legislative session. He indicated that additional discussion would be forthcoming at the Finance Forum at which the Executive Council members would be present the following day, September 20.
After agreement that future Executive Council Meetings would be scheduled for 6:00 p.m. in the “little board room”, Education Building, the meeting was adjourned by Dr. Batchelor.
NCASBO Executive Council Meeting December 18, 1984
The NCASBO Executive Council met in the State Board Room, Education Building, Raleigh, NC, at 4:00 p.m. on Tuesday, December 18, 1984. Attending were: Tom Batchelor, Bob Poindexter, Bill Troutman Jimmie Wall, Jerry Barnes, Glenn Wiggs, Don Steed, Hilton L’Orange, Katrina Miller, Frank Dorsey, Harvey Gay, and Lyn Hensley.
Juanita Floyd, on behalf of Bob Boyd, spoke to the group on results of the Hay Associates study of support position salaries and job descriptions. Mrs. Floyd relayed several findings of the study and said that the Personnel Commission had met twice since having received the report but had as yet made no recommendations from the report After some general discussion, she recommended that our group develop a position for presentation to the Personnel Commission regarding Hay’s disappointing evaluation of the Finance Officer position.
Dr. Batchelor distributed materials on the legislative plans and priorities of other professional educational groups and led the Council in a discussion of how such proposals could relate to those of NCASBO. He posed in particular the question of whether our organization should join the Public School Alliance or formulate our own legislative proposals. On a motion by Bob Poindexter, seconded by Katrina Miller, the Council voted that NCASBO join the Alliance. Mr. Poindexter further suggested that the immediate past president of NCASBO serve as liaison to the Alliance.
Additional conversation ensued regarding the job description and salary scale for School Finance Officers prepared by the Controller’s Office and disseminated to the Executive Council at an earlier meeting. On a motion by Glen Wiggs, seconded b Don Steed, the Council agreed to support the proposed description/salary and to transmit the endorsed proposal to the Personnel Commission at its January meeting.
Harvey Gay, Professional Growth Committee Chairman, announced a January 4, 1985, meeting scheduled for representatives from NCASBO, the Controller’s Office, and the Institute of Government to meet with UNC-Charlotte officials to discuss a program of course work designed to upgrade the School Finance Officer’s position. He indicated a good possibility that such a program might be offered on a regional basis through the University system. He reported plans for a panel discussion on this topic to be presented before the membership at the Winter Conference to appraise the organization of results of the January 4 meeting as well as to receive input from members as to the program desired or goal to be achieved.
Bob Poindexter gave a final pre-conference report to the Executive Council relating the efforts of the Program Committee which met in Burlington in November. He reviewed the conference agenda which had previously been disseminated to all regions and reminded the group that they, along with the Program Committee, should report to Winston Plaza by 4:00 p.m. on Sunday, January 27, for a conference materials work session.
The Nominating Committee report was given by Bob Poindexter on behalf of John Huggins, chairman. The slate of officers for 1985-86 to be presented to the membership at Winter conference are: President-Elect, J. D. Corbett; Secretary/Treasurer, Lyn Hensley; Bob Poindexter, presently serving as President-Elect, will succeed Tom Batchelor as President.
Lyn Hensley distributed updated membership lists as well as a Treasurer’s Report showing a current balance of $6,082.33.
Dr. Batchelor passed out material for later study on affiliation with ASBO provided by Harold Funderburk, Affiliations Committee Chairman. He further reminded the Council of the Finance Forum scheduled for 9:00 a.m. the following morning and adjourned the meeting at 7:00 p.m. |
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