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                     NCASBO Meeting Minutes

2017

 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:
 
Scott Powell – President-Thomasville City Schools
Jay Toland – President-Elect, Scotland Co. Schools
Freyja Cahill – Vice-President, Brunswick Co. Schools
Faye Perry - Treasurer, Camden Co. Schools
Karla Miller – Secretary, Catawba Co. Schools
Mike Bundy – Immediate Past President, Moore Co. Schools
Jenny Billings – Executive Director, NCASBO
Ken Chilcoat – Region 1 Rep, Hyde Co. Schools
Anna McGinnis – Region 1 Rep, Dare Co. Schools
Ashley Sutton – Region 2 Rep, Duplin Co. Schools
Julie Masten – Region 3 Rep, Person Co. Schools
Wannaa Chavis, Region 4 Rep, Hoke Co. Schools
Parker Turpin – Region 5 Rep, Rockingham Co. Schools
Todd Lowe – Region 5 Rep, Randolph County Schools 
Angie Gardner – Region 8, Haywood Co. Schools
Bernie Sochia – Region 8, Henderson Co. Schools
Shirley Bess – Past President, Union Co. Schools
Harvey Gay – Past President, Retired Members Committee and By Laws/Policy Committee, Retired
Mike Griffin – Past President, Retired
Francis Hammer – Past Vice-president, Retired
Jeff Hollamon – Affiliations, Onslow Co. Schools
John Kachmarik – Photographer, Retired
Ricky Lopes – Past President, Retired
Deborah Miller – Scholarship Chair, Davie Co. Schools
Wanda Mitchell – Past President, Retired
Sharon Penny – Past President, Best Practices Committee, Bladen Co. Schools
Lu Ellen Richard – Immediate Past President, Charlotte-Mecklenburg Co. Schools
Karen Rogerson – Past President, Martin Co. Schools
Pam Satterfield – Past President, Professional Development Committee, Richmond Co. Schools
Pam York – Rowan-Salisbury Schools, K-12 Enterprise Comm 
Angie Henry – Modernization Committee, Guilford Co. Schools
Clyde Locklear – Modernization Committee, Cumberland Co. Schools

 

Approval of Minutes:  Secretary Miller asked for a motion to approve the minutes from the October 5th, 2016 Executive Council meeting.  A motion to accept the minutes as presented came from Jeff Hollamon and a second from Sharon Penny and the motion carried.

 

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

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

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

Committee Reports:

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

Best Practices:  No report.

Budget:  No report. 

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

Conference:  See Executive Director’s report.

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

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

Historian:  No report. 

Membership:  No report. 

 

Nominations:  Mike Bundy reported on the new slate of officers for the fiscal year 2017-2018:  President – Jay Toland, Vice President – Parker Turpin, President-Elect – Freya Cahill, Secretary – Karla Miller, and Treasurer – Faye Perry.  This slate of officers will go to the full membership for a vote at the Conference.  

 

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

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

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

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

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

Regional Reports:

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

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

Region 3:  No report.
 
Region 4:  Jay Toland reported that they met on December 16 in Asheboro and had round table discussion.  They are planning the next meeting.

 

Region 5:  Shirley Bess reported that they had met in Cabarrus Co, although she did not attend.

 

Region 6:  No report.

 

Region 7:  Deborah Miller reported that they had met yesterday and The Diamond Group discussed social security.  They also had a round table discussion regarding athletic bonuses.

 

Region 8:  Bernie Sochia reported that they had met.

 

DPI Liaison:  No report

 

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

 

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

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

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

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

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

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

 

 

                                                 NCASBO Executive Council Meeting
                                                         February 14, 2017
                                        Sheraton Four Seasons, Greensboro, NC

 

 

The NCASBO Strategic Planning Luncheon for the Executive Council and Past Presidents was called to order at 12:30 pm Tuesday, February 14, 2017 with President Scott Powell presiding. 

 

 

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

 

 

Attendance was as follows:
Scott Powell, President, Lincoln Co. Schools
Jay Toland, President-Elect, Scotland Co. Schools
Freyja Cahill, Vice-President, Brunswick Co. Schools
Faye Perry, Treasurer, Camden Co. Schools
Karla Miller, Secretary, Catawba Co. Schools
Jenny Billings, Executive Director, NCASBO
Mike Bundy, Past President, Moore Co. Schools
Ken Chilcoat, Region 1 Rep, Hyde County Schools
Ashley Sutton, Region 2 Rep, Duplin Co. Schools
Beth Day, Region 2 Rep, Granville Co. Schools
Julie Masten, Region 3 Rep, Person Co. Schools
Wannaa Chavis, Region 4 Rep, Hoke Co. Schools
Todd Lowe, Region 5 Rep, Randolph Co. Schools
Parker Turpin, Region 5 Rep, Rockingham Co Schools
Shanna McLamb, Region 6 Rep, Union Co. Schools
Kara Steele, Region 6 Rep, Iredell-Statesville Schools
Carmen Houston, Region 7 Rep, Newton Conover Schools
Donna Bryant, Region 7 Rep, Surry Co. Schools
Angie Gardner, Region 8 Rep, Haywood Co. Schools
Bernie Sochia, Henderson Co. Schools
Alexis Schauss, DPI Liaison, DPI
Shirley Bess, Past President, Union Co. Schools
Kerry Crutchfield, Past President, Chart of Accounts Comm Chair, Retired
Harvey Gay, Past President, Retired Members Comm., By Laws/Policy Comm., Retired
Michael Griffin, Past President, Retired
Frances Hammer, Past Vice-President, Retired
Jeff Hollamon, Affiliations Committee, Onslow Co. Schools
Hank Hurd, Past President, Retired
Kathy Isenhour, Past President, Retired
John Kachmarik, Photographer, Charlotte-Mecklenburg Co. Schools
Ricky Lopes, Past President, Retired
Katrina Miller, Historian, Past President, Retired
Wanda Mitchell, Past President, Retired
Sharon Penny, Past President and Best Practices Committee, Bladen Co. Schools
Lu Ellen Richard, Past President, Charlotte Mecklenburg Schools 

Karen Rogerson, Past President, Martin Co. Schools
Pam Satterfield, Past President, Professional Development Committee, Richmond Co. Schools
Marty Trotter, Past President
Pam York, K12 Financials Comm Chair, Rowan-Salisbury Schools
 
President Powell recognized the past presidents in attendance at the luncheon.  He thanked everyone for their support during his year as president and turned the meeting over to President-Elect Jay Toland, for a report on the organization’s focus for the coming fiscal year.  

 

President-Elect Toland thanked Scott for his leadership this year, then shared four goals he would like to achieve for NCASBO during the first six months of his tenure:  Vision & Mission, Profitability, Regional Representation and Sustainability.  He also wants to focus on impending legislation that he believes will impact school districts:  the recent legislative survey, funding formulas, class size, school modernization and school nurses.  A brief discussion followed regarding the recent legislative survey.  He thanked everyone, in advance, for their support.

 

President Powell requested volunteers to introduce instructors for the mini sessions.
 
There being no further business, President Powell called for a motion to adjourn.  With a motion by Parker Turpin and a second by Shanna McLamb, the meeting was adjourned at 12:50 pm.

 

 

2016

 

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

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

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

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

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

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

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

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

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

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

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

Committee Reports:

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

Best Practices:  No report.

Budget:  See Treasurer’s Report for amendment information.

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

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

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

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

Historian:  No report.

Membership:  No report.

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

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

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

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

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

Website:  No report.

Regional Reports:

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

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

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

Region 5:  Meets with Region 4.

Region 6:  No report.

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

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

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

Unfinished Business:  None.

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

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

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

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


 

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

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

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

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

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


                                          NCASBO Business Meeting – Annual Conference
                                                           Thursday, February 18, 2016
                                                 Sheraton Four Seasons, Greensboro, NC

The NCASBO Business Meeting was called to order by President Mike Bundy at 11:00 a.m. on Thursday, February 18, 2016 at the Sheraton Four Seasons in Greensboro, NC.  President Bundy reminded the attendees of the importance of completing evaluation forms.  He advised attendees that the forms are reviewed and used in planning for the next conference.  

Welcome from SASBO:  Scott Powell, NC SASBO Director, shared greetings from SASBO.  Scott began by thanking NCASBO for a great conference.  Scott extended an invitation to everyone to attend the SASBO 2016 Annual Conference in Shreveport, LA taking place April 11th through April 14th.  He recognized Tony Messer, who will be serving as SASBO President next year.  Scott encouraged attendees to join SASBO and enjoy the benefits the organization has to offer. Scott concluded with the presentation of a gift from SASBO to President Bundy for his support to both NCASBO and SASBO.  

Presentation to Past President:  President Bundy recognized Lu Ellen Richard and presented her with a plaque for her service as the NCASBO President during 2014-2015.

Approval of Minutes:  Karla Miller presented the minutes of the 2015 conference.  A motion to accept the minutes as written came from Adam Steele and a second from Tony Messer and the membership voted to approve the minutes.

Treasurer’s Report/Audit Report:  Treasurer Faye Perry presented the Treasurer’s report.  She reported that as of January 13, 2016 the organization’s checking balance was $72,922.15, the money market account balance was $593,595.54 and the share account balance was $26.54 for a total of $615,473.57.  Faye stated that the conference packets included a letter from outside auditor Sam Newman that indicated a clean audit.  The report was accepted as information.

Report on Conference Attendance:  President-Elect Scott Powell reported that 382 people registered for the conference.  Classes were well attended and many positive comments were expressed.  Scott reminded attendees to turn in their conference evaluations.

Report on Exhibitors:  Vice-President Jay Toland reported that 85 booths were filled by the 81 vendors who participated in the conference and the exhibit hall was well attended.

NCASBO School Business Management Academy Information:  Executive Director Jenny Billings reported that new academy groups will begin in July 2016 and interested candidates should submit their application.  The next graduation will be held in July 2016.  The School Treasurer’s Academy has been tremendously successful.  An academy for aspiring Principals and Assistant Principals will begin in July 2016.  It will be a two day curriculum and offered on a regional basis.
Committee Reports:

Historian Report:  Historian Katrina Miller reported the 2014-2015 history had been recorded and placed on the NCASBO website.  Mrs. Miller encouraged members to review the organization.

Nominating Committee:  Immediate Past Lu Ellen Richard presented the slate of officers for the 2016-17 year.  The slate is:  President, Scott Powell, Finance Officer with Lincoln  County Schools; President-Elect, Jay Toland, Finance Officer with Scotland County Schools; Vice-President, Freyja Cahill, Finance Officer with Brunswick County Schools; Treasurer, Faye Perry, Finance Officer with Camden County Schools (2 year term), and Secretary, Karla Miller, Finance Officer with Catawba County Schools.  President Bundy asked if there were any other nominations from the floor.  No other nominations were offered.  President Bundy asked for a motion to accept the slate of officers as presented.  A motion to accept the slate of officers as presented came from Jeff Hollaman and a second from Deborah Frisby and the motion was carried.

Membership Committee:  Vice President Jay Toland announced that there are a total of 622 members.  

Professional Development Committee:  Professional Development Committee Chairperson Pam Satterfield reported that there were 569 attendees for the pre-conference classes offered on Monday and 957 attendees for the pre-conference classes offered on Tuesday.  There were 25 participants in the Academy Directors classes and 27 participants in the Academy Managers classes. Graduation will be held in July 2016.

Scholarship Awards:  Chairperson Lori Triplett thanked the members of the scholarship committee for their service.  Surry Insurance sponsors three $1,000 scholarships to NCASBO members.  NCASBO is most appreciative of their support of our scholarship program.  Mr. Zach Wright represented Surry Insurance for the presentation of the scholarships.  2016 winners are:

•    Angie Davis, Catawba County Schools, UNC Pembroke
•    Sarah Banks, Asheville City Schools, Western Carolina University
•    Shannon Collins, Surry County Schools, Campbell University

Conference Grand Prize:  The grand prize for the conference was provided by Pierce Group Benefits and was presented by Mr. Donald Pierce.  Appreciation to Pierce Group for their support of NCASBO was expressed.  The grand prize was a choice between a 4 night stay at the Bellagio in Las Vegas, a 7 night Royal Caribbean cruise for two, a 4 night adventure to San Francisco, or a 6 night trip to Disney World for a family of four.  The grand prize was awarded to Allison Bridges with New Hanover County Schools.  

President Bundy wished attendees safe travels and asked for a motion to adjourn the meeting.  A motion to adjourn was received from Sharon Penny and a second from Teresa Frye and the motion was carried.  


                                                   NCASBO Executive Council Meeting
                                                                        May 12, 2016
                                                       Education Building, Raleigh, NC

The NCASBO Executive Council Meeting was called to order on Thursday, May 12, 2016 at 3:00 pm with President Mike Bundy presiding.  

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

 Mike Bundy – President, Moore County Schools
 Scott Powell - President-Elect, Lincoln County Schools
 Jay Toland – Vice-President, Scotland County Schools
 Faye Perry – Treasurer, Camden County Schools
 Karla Miller – Secretary, Catawba County Schools
Jenny Billings – Executive Director, NCASBO
Anna McGinnis – Region 1 Rep, Dare County Schools
Freyja Cahill – Region 2 Rep, Brunswick County Schools
Ashley Sutton, Region 2 Rep, Duplin County Schools
Todd Lowe – Region 5 Rep, Randolph County Schools 
Alexis Schauss - DPI Liaison
Harvey Gay - Past President, Policy and Procedures Committee, Retired
Jeff Hollamon – Affiliations Committee, Onslow County Schools
Pam Satterfield – Past Pres, PD Comm, Software Comm, Richmond Co Schools
Lori Triplett – Scholarship Committee, Catawba Co. Schools

President Bundy designated Mike Bundy and Jenny Billings as “voting members” in order to have a quorum.  
    
Approval of Minutes:  Secretary Miller presented members with the minutes from the January 14, 2016 and February 16, 2016 Executive Council meetings.  A motion to accept the minutes as presented came from Jeff Hollamon and 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 our checking account of $117,804.87, a balance of $594,941.26 in our money market account and a balance of $26.59 in our share account; for a total of $712,772.72 as of April 13, 2016.  

Executive Director Communications:  Jenny Billings shared information regarding possible Fall Leadership Conference locations of Atlantic Beach, Wrightsville Beach and Atlantic Beach.  Jenny will make site visits and a location decision will be made based on rates/cost.

New Finance Officers:  Doug Hale at Franklin County, Kelly Jones at Lee County and Jennifer Bennet at Vance County.

Regional Meeting attendance is down, as is Regional Representatives’ attendance at Executive Council meetings.  This is very concerning.  There are attendance requirements for regional reps, maybe these should be instated.  President Bundy stated that we have to inform regional representatives of their responsibilities and follow through when they don’t meet those responsibilities.  A suggestion was made to survey finance officers as to why attendance is down.  Alexis volunteered to administer the survey through Survey Monkey.

Academy Graduation will be held on the evening of July 20th at the Doubletree Durham, prior to the FBS Summer Conference.  The ceremony will be in honor of Valerie Wiley, Caswell County Schools, who was tragically murdered.  She was a member of the Academy and was in the Manager program.  

Academy classes for Principals and Assistant Principals will begin in the summer.  Training will be two full days.  The group discussed the best way to market the training and it was decided that a flyer should be developed and distributed through Superintendents, Finance Officers and possibly NCPAPA and NCASA.


Committee Reports:

Affiliations (NCASA):  No report.

Best Practices:  No report.

Budget:  Treasurer Faye Perry distributed the proposed budget for review.  It will be adopted at the July meeting.  

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

Conference:  No report. 

Financial Software:

K12 Enterprise:  No report.  
LINQ:  Pam Satterfield reported that the spring conference was well attended and a very good conference.

Historian:  No report.

Membership:  No report.

Nominations:  2016-17 officers were recognized and welcomed:  President Scott Powell, Vice-President Freyja Cahill, President-Elect Jay Toland, Secertary Karla Miller and Treasurer Faye Perry.   

Professional Development: Jenny Billings shared that participation for last year’s Leadership Conference was low.  Members decided to continue the fall conference for another year, at which time a decision will be made based on attendance. 
 
SASBO:  No report.

Scholarship:  Lori Triplett shared that scholarship applicants are limited and of those who do apply, many do not meet the requirement of having 3 year’s membership in NCASBO.  With a motion by Jay Toland and a second by Jeff Hollman, the group voted to adjust the membership requirement from 3 years to 2 years along with being a full time employee.  

Website:  No report.


Regional Reports:

Region 1:  Anna McGinnis reported that they met on April 13, with a round table discussion regarding Child Nutrition and had good attendance.

Region 2:  Ashley Sutton reported that they met on March 11 with a round table discussion.
 
Region 3:  No report.
 
Regions 4 and 5:  Jay Toland reported that Region 4 and Region 5 met on April 29 for a discussion on Transportation provided by Derek Graham.  They had poor attendance.

Region 6:  No report.

Region 7:  Lori Triplett reported that Region 7 met in March with a round table discussion regarding Orbit and will meet on June 8 in Surry Co.

Region 8:  No report.

DPI Liaison:  No report.


Unfinished Business:  None.

New Business:  Jeff Hollamon reported on the recent Charter School Meeting and “fair funding” for charter schools.

Announcement/Reminders:  The next Executive Council meeting will be July 20 at Doubletree Suites in Durham.  Academy Graduation will be July 20 at Doubletree Suites in Durham.  The DPI Summer Conference will be July 21 at Sheraton Imperial, Durham.

Adjournment:  There being no further business, President Bundy called for a motion to adjourn.  A motion to adjourn was made by Scott Powell and with a second by Jeff Hollamon, the meeting was adjourned at 5:00 pm.


 

 

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

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

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

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

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

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

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

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


Committee Reports:

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

Best Practices:  No report.

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

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

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

Financial Software:

K12 Enterprise:  No report.  
LINQ:  No report.

Historian:  No report.

Membership:  No report.

Nominations:  No report.   

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

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

Scholarship:  No report.

Website:  No report.

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

Unfinished Business:  None.

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

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

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

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

                                                                  NCASBO Executive Council Meeting
                                                                                   October 5, 2016
                                                        Blockade Runner Hotel, Wrightsville Beach, NC 

The NCASBO Executive Council Meeting was called to order on Wednesday, October 5, 2016 at 5:30 pm with President Scott Powell presiding.  

Attendance:  A roll call was conducted by Jenny Billings, Executive Director.  The attendance was as follows:
    
    Scott Powell - President, Lincoln County Schools
Mike Bundy – Immediate Past President, Moore County Schools
Freya Cahill – Vice President, Brunswick County Schools
Jay Toland – President-Elect, Scotland County Schools
    Faye Perry – Treasurer, Camden County Schools
    Jenny Billings – Executive Director, NCASBO
    Ashley Sutton - Region 2 Rep, Duplin County Schools
Julie Masten – Region 3 Rep, Person 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 
Donna Bryant – Region 7 Rep, Surry County Schools
Angie Gardner – Region 8 Rep, Haywood County Schools
Harvey Gay - Past President, Policy and Procedures Committee, Retired
Jeff Hollamon – Affiliations Committee, Onslow County Schools
John Kachmarik – Photographer, Retired
Deborah Miller – Scholarship Committee, Davie County Schools
Sharon Penny – Past President, Best Practices Comm, Bladen County Schools
Karen Rogerson – Past President, Martin County Schools
Pam Satterfield – Financial Software, Prof Dev Comm, Richmond Co Schools
Pam York – K-12 Enterprise Rep, Rowan-Salisbury Schools
Wanda Mitchell – Past President, Retired
Clyde Locklear – Software Modernization Committee, Cumberland Co Schools
Angie Henry – Software Modernization Committee, Guilford Co Schools

Approval of Minutes:  Executive Director Billings presented members with the minutes from the July 20, 2016 Executive Council meeting.  A motion to accept the minutes as presented came from Sharon Penny and a second from Jeff Hollamon 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 $48,337.59, a balance of $597,466.12 in the money market account and a balance of $26.68 in our share account; for a total of $645,830.39 as of September 14, 2016.  

Executive Director Communications:  On DPI’s website, regions are no longer referred to by number, they are now referred to by area.  Jenny requested input on changing NCASBO’s websites to regional names.  After discussion, it was decided that the NCASBO website should reflect numbers and names.

NCASBO Treasurer’s Classes are continuing in the Western part of NC and will move to Eastern NC this winter.  Finance Officers may request that classes be held in their area.  The Principal’s classes are continuing as well, although there has not been as much demand as for the Treasurers’ classes.


Committee Reports:

Affiliations (NCASA):  Pam Satterfield reported that she had participated in a well attended conference call with NCASA.

Best Practices:  Sharon Penny reported that the committee has not met; however, they are working on several items.

Budget:  No report.  

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

Conference:  Scott Powell reported that the conference committee met in August at School Dude’s corporate office and planned the conference in one day.  The theme is “Playing with the Cards You are Dealt and Winning”.  Scott thanked the committee for their hard work.

Financial Software:

K12 Enterprise:  Pam York reported that the K12 conference will be held Nov 8 – 10 at the Sheraton Imperial.  
LINQ:  No report.

Historian:  No report.

Membership:  No report.

Nominations:  Mike Bundy reported that he does not have names to present at this time, but does have nominations for all but one position.  He requested that anyone who was interested in serving contact him.

Professional Development: Pam Satterfield reported that the latest professional development information was covered by the Executive Director in her report.
 
SASBO:  Scott Powell reported that the SASBO Leadership Conference will be held Jan 23 – 27 in Asheville and the cost is $900.  NC Finance Officer Tony Messer is SASBO president this year.  As the host state, NC has five slots available.  Contact Scott for more information.  

Scott Powell’s term as a SASBO Director ends on June 30, 2017.  Adam Steele of Hickory City Schools has been nominated and is willing to assume the SASBO Director roll effective July 1, 2017 for a 3 year term.  NCASBO must vote on this appointment.  With a motion by Ashley Sutton and a second by Jeff Hollamon, the membership approved Adam Steele as the next NC SASBO Director.

Scholarship:  No report.

Website:  No report.

School Business Modernization:  Angie Henry reviewed the representation of this ad hoc committee.  They are meeting bi-weekly via video conference and have compiled an RFP.  They will have a report for the State by March 2017.

Regional Reports:  

    Region 1:  No report.

Region 2:  Ashley Sutton reported that they met on Sept 16 and discussed best practices, including cash management and merit pay.
    
Region 3:  July Masten reported that they met on Sept 22 and had a round table discussion regarding merit pay and 17-18 allotment formulas.  Their next meeting is scheduled for Nov 16.
    
Region 4 & 5:  Todd Lowe reported that they had met and had a round table discussion about merit pay, K-3 class size, affordable health care monitoring and other topics.
    
    Region 6:  No report.

Region 7:  Donna Bryant reported that they met on Sept 27 with Derek Graham as the guest speaker and followed with a discussion about merit pay and other topics.

    Region 8:  No report.

    DPI Liaison:  No report.

Jenny Billings shared with the regional representatives that continuing education credit is given for regional meetings.  Provide the date, topic, length of meeting and sign in sheet to Jenny and she will forward the information to DPI’s Debby Jackson.  If regional reps provide meeting information to Jenny in advance, she will put it on the NCASBO website calendar.  Members from other regions may want to attend.

President Powell suggested that districts share their merit pay plans to be put on the NCASBO website.  Please send plans to Jenny.


Unfinished Business:  None.

New Business:  Fall Conference attendance has not been great.  In 2014 there were 58 registered, in 2015 there were 53 and in 2016 there were 64.  Jenny asked for input as to whether or not to continue holding fall conferences.  The organization may be penalized (charged) if hotel attendance guarantees are not met.  Bringing in the Academy classes prior to the conference helps to meet the guaranteed attendance.  Much discussion occurred among the council.  The group does not want to stop having the fall conferences, but suggested revamping with more leadership type activities and events.  

The 2017 Annual Conference is scheduled for February 13 – 16 at the Koury Convention Center in Greensboro.

President Powell updated the Council on the Executive Director search.  The officers have met several times and drafted a job description and are close to posting the vacancy.  He shared a summary of the survey that 121 finance staff members completed regarding expectations for an Executive Director.  Jay Toland reviewed the results.  The results of the survey will be posted on the NCASBO website.

Executive Director Billings told the council that the NCASBO Policy and Procedures Manual say that NCASBO must have contracts for the annual conference for 7 years in advance (in order to secure a site).  NCASBO currently is not booked 7 years in advance and could possibly change the annual conference date and/or location.   Vendor space and meeting rooms are the priorities in planning the conference.  The council will discuss further.

Announcement/Reminders:  The next Executive Council meeting will be held in January at DPI.

Adjournment:  There being no further business, President Powell 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 7:15 pm.

 

 

2015

 

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



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

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

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

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

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

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

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

Committee Reports

Affiliations (NCASA):  No report.

Best Practices:  No report.

Budget:  No report.

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

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

Financial Software:

K12 Enterprise:  No report.  
ISIS:  No report.

Historian:  No report.

Membership:  No report.

Nominations:  No report.   

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

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

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

Website:  No report.  

Regional Reports

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

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

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

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

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

Region 8:  No report.

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

Unfinished Business:  None.

New Business:  None.

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

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


 

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

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

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

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

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


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

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

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

Committee Reports

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

Best Practices:  No report.

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

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

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

Financial Software:

K12 Enterprise:  No report.  
ISIS:  No report.

Historian:  No report.

Membership:  No report.

Nominations:  No report.   

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

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

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

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

Regional Reports

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

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

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

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

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

DPI Liaison:  No report. 

Unfinished Business:  None.

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

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

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

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

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

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

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

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

 

 

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

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

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

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

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

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

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

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

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

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

Committee Reports:

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

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

Best Practices:  No report.

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

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

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

Financial Software:

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

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

Membership:  No report.

Nominations:  No report.   

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

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

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

SASBO:  No report.

Scholarship:  No report.  

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


Regional Reports:

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

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

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

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

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

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

Unfinished Business:  None.

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

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

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

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

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

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


                                                NCASBO Business Meeting – Annual Conference
                                                                 Thursday, February 19, 2015
                                                       Sheraton Four Seasons, Greensboro, NC

The NCASBO Business Meeting was called to order by President Lu Ellen Richard at 10:45 a.m. on Thursday, February 19, 2015 at the Sheraton Four Seasons in Greensboro, NC.  President Richard reminded the attendees of the importance of completing evaluation forms.  She advised attendees that the forms are reviewed and used in planning for the next conference.  President Richard recognized Secretary Steve Toler for his seven years of service to the organization as Secretary and wished him well in retirement.

Welcome from SASBO:  Scott Powell, NC SASBO Director, shared greetings from SASBO.  Scott began by thanking NCASBO for a great conference.  Scott extended an invitation to everyone to attend the SASBO 2015 Annual Conference in Myrtle Beach taking place April 13th through April 17th.  Scott expressed appreciation to Terry Haas and Tony Messer for their representation of NC as officers on the SASBO Board of Directors.

Scott encouraged attendees to join SASBO and enjoy the benefits the organization has to offer. Scott concluded with the presentation of a gift from SASBO to President Richard for her support to both NCASBO and SASBO.  

Approval of Minutes:  Steve Toler presented the minutes of the 2014 conference.  A motion to accept the minutes as written came from Sharon Penny and a second from Mike Bundy and the membership voted to approve the minutes.

Presentation to Past President:  President Richard recognized Faye Perry and presented her with a plaque for her service as the NCASBO President during 2013-2014.

Treasurer’s Report/Audit Report:  Treasurer Faye Perry presented the Treasurer’s report.  Faye reported that as of January 13, 2015 the organization’s checking balance was $31,349.65, the money market account balance was $625,820.89 and the share account balance was $26.35 for a total of $661,196.89.  Faye stated that the conference packets included a letter from outside auditor Sam Newman that indicated a clean audit.  The report was accepted as information.

Report on Conference Attendance:  President-Elect Mike Bundy reported that 402 people registered for the conference.  Classes were well attended and many positive comments were expressed.

Report on Exhibitors:  Vice-President Scott Powell reported that 82 vendors participated in the conference and the exhibit hall was well attended.

NCASBO School Business Management Academy Information:  Executive Director Jenny Billings reported that currently enrolled Business Office Specialists and Business Office Managers will graduate in February 2016.  New groups will begin in February 2016, with the possibility of a new group of Business Office Directors starting in July 2015.  After successfully adding a new component, the School Treasurer’s Academy, the Professional Development Committee is considering expanding the program to include a component for current and aspiring Principals and Assistant Principals.

Committee Reports:

Historian Report:  Historian Katrina Miller reported the 2013-2014 history had been recorded and placed on the NCASBO website.  Mrs. Miller expressed her gratitude to Secretary Toler for his assistance in recording the history of the organization over the last seven years.

Nominating Committee:  Immediate Past President Faye Perry presented the slate of officers for the 2015-16 year.  The slate is:  President, Mike Bundy, Accounting Manager with Cumberland County Schools; President-Elect, Scott Powell, Finance Officer with Lincoln County Schools; Vice President, Jay Toland, Finance Officer with Scotland County Schools; Treasurer, Faye Perry, Finance Officer with Camden County Schools (2 year term), and Secretary, Karla Miller, Finance Officer with Catawba County Schools.  President Richard asked if there were any other nominations from the floor.  No other nominations were offered.  President Richard asked for a motion to accept the slate of officers as presented.  A motion to accept the slate of officers as presented came from Steve Toler and a second from Jeff Holloman and the motion was carried.

Membership Committee:  Vice President Scott Powell announced that there are a total of 612 members.  

Professional Development Committee:  Professional Development Committee Chairperson Pam Satterfield reported that 13 pre-conference classes were offered on Monday and 19 pre-conference classes were offered on Tuesday.  Classes were well attended.  NCASBO will offer staff development classes prior to the FBS Summer Conference in July.  The 2015 Fall Leadership Conference will be held in western NC.

Star Award:  President Elect Mike Bundy presented the Star Award to members of the Professional Development Committee and Academy Instructors for their outstanding establishment of and contributions to the NCASBO Academy program.  Instructors Kerry Crutchfield and Deborah Dixon Doss were recognized, along with Professional Development Committee members:  Chairperson Pam Satterfield, Freya Cahill, Harvey Gay, Jeff Holloman, Jenny Billings, Tara Trexler, Shirley Bess, Nan Barwick, Lu Ellen Richard and Sharon Penny.

Scholarship Awards:  Chairperson Lori Triplett thanked the members of the scholarship committee for their service.  Surry Insurance sponsors three $1,000 scholarships to NCASBO members.  NCASBO is most appreciative of their support of our scholarship program.  Mr. Zach Wright represented Surry Insurance for the presentation of the scholarships.  2015 winners are:

•    Melissa Miller, Caswell County Schools, NCASBO Academy
•    Cherie Wisse, Brunswick County Schools, UNC Pembroke
•    Angela Davis, Catawba County Schools, UNC Pembroke

Conference Grand Prize:  The grand prize for the conference was provided by Pierce Group Benefits and was presented by Executive Director Jenny Billings.  Appreciation to Pierce Group for their support of NCASBO was expressed.  The grand prize was a choice between a 7 night Royal Caribbean cruise for 2, a 4 night adventure to San Francisco, or a 6 night trip to Disney World for a family of four.  The grand prize was awarded to Angela Davis with Catawba County Schools.  

President Richard wished attendees safe travels and asked for a motion to adjourn the meeting.  A motion to adjourn was received from Steve Toler and a second from Teresa Frye and the motion was carried.  


 

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

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

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

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

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

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

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

                                                               

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

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

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


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

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

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

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

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

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


Committee Reports:

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

Best Practices:  No report.

Budget:  No report. 

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

Chart of Accounts/Financial Reporting:  No report.

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

Financial Software:

K12 Enterprise:  No report.  

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

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

Membership:  No report.

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

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

Orbit:  No report. 

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

Retirees:  No report.

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

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

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

Regional Reports:

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

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

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

Region 4:  Region 4 met with Region 5.

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

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

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

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

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

Unfinished Business:  None.

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

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


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

 

 

 

2014

 

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

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

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

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

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

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

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

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

Committee Reports:

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

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

Budget:  No report. 

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

Chart of Accounts/Financial Reporting:  No report.

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

Financial Software
K12:  No report.

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

Historian:  No report.

Membership:  No report.

Nominations:  No report.

NC Cloud:  No report.

Orbit:  No report.

Professional Development: No report

Retirees:  No report.

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

Scholarship:  No report.  

Website:  No report.  

Regional Reports:

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

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

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

Region 4:  Region 4 met with Region 5.

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

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

Region 8:  No report.

DPI Liaison:  No report.

Unfinished Business:  None.

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

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



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

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

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



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

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

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

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

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

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

By-Laws/Policy:  No report.

Chart of Accounts/Financial Reporting:  No report.

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

Financial Software

K12:  No report. 
ISIS:  No report.

Historian:  No report.

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

Nominations:  No report.  

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

Retirees:  No report.

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

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

Website:  No report  

Regional Reports:

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

Region 2:  No report.

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

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

Region 5:  Region 5 met with Region 4.

Region 6:  No report.

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

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

DPI Liaison:  No report.

Unfinished Business:  None

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

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

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





 

 

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

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

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

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

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

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

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

Committee Reports:

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

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

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

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

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

Conference Committee:  No report.

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

Historian:  There was no report.

Membership:  No report.

Nominations:  There was no report.

NC School Business Platform Committee:  No report.

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

Retired Members:  No report.

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

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

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

Region Reports:

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

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

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

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

Region 5:  Region 5 meets with Region 4.

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

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

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

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

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

 

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

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

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

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

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

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

Committee Reports:

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

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

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

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

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

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

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

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


 

                                                                               NCASBO Executive Council Meeting

                                                                      February 11, 2014

                                                    Sheraton Four Seasons, Greensboro, NC

 

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

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


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

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


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

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


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

 

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

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

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


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

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

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

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

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

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

Committee Reports:

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

Best Practices:  No report.

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

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

Chart of Accounts/Financial Reporting:  No report.

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

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

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

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

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

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

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

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

Retirees:  No report.

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

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

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

Regional Reports:

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

Region 2:  No report.

Region 3:  No report.

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

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

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

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

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

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

Unfinished Business:  None.

New Business:  None.      

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

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

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




 

2013

 

 

NCASBO Executive Council Meeting

January 17, 2013

Education Building, Raleigh, NC

 

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

 

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

            Karla Miller – President, Caldwell Co. Schools

            Steve Toler – Secretary, Beaufort Co. Schools

            Wanda Mitchell – Immediate Past President, Surry Co. Schools

            Jenny Billings – Executive Director, NCASBO

            Scott Powell – Region 5 Rep, Caswell Co. Schools

Matilda Campbell – Vice President, Weldon City Schools

Karen Rogerson – Past President, Martin Co. Schools

Wannaa Chavis, Region 4 Rep, Hoke Co. Schools

Adam Steele, Region 7 Rep, Hickory City Schools

Mike Bundy – Region 4 Rep, Cumberland Co. Schools

Freyja Cahill – Region 2 Rep, Brunswick Co. Schools

Francis Hammer – Past Vice President, Retired

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

Faye Perry- President Elect, Camden Co. Schools

Alexis Schauss- DPI Liaison

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

Cindy Holder – Region 7 Rep, Alleghany Co. Schools

Sharon Penny – Best Practices Committee, Bladen Co. Schools

Lori Triplett – Scholarship Committee, Catawba Co. Schools

Mary Parker – Affiliations Committee, Buncombe Co. Schools

Jan Hildebrand – Region 8 Rep, Buncombe Co. Schools

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

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

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

 

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

 

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

 

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

  

Committee Reports:

 

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

 

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

 

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

 

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

 

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

 

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

 

Financial Software

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

 

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

 

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

 

Membership:  No report.

 

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

 

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

 

ORBIT:  No report.

 

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

 

Retirees:  No report.

 

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

 

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

 

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

 

Regional Reports:

 

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

 

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

 

Region 3:  No report.

 

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

 

Region 5:  Region 5 met with Region 4.

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

 

 

 

NCASBO Executive Council Meeting

February 19, 2013

Sheraton Four Seasons, Greensboro, NC

 

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

 

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

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

            Karla Miller, President, Caldwell Co. Schools

            Jenny Billings, Executive Director – NCASBO

            Faye Perry, President-elect, Camden Co. Schools

            Lori Triplett, Scholarship Committee, Catawba Co. Schools

            Jan Hildebrand, Treasurer, Buncombe Co. Schools

            Scott Powell, Region 5 Rep, Caswell Co. Schools

            Steve Toler, Secretary, Beaufort Co. Schools

            Wanda Mitchell, Immediate Past President, Surry Co. Schools

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

            Tony Messer, SASBO Rep, Chatham Co. Schools

            Matilda Campbell, Vice President, Weldon City Schools

            Hank Hurd, Past President, Retired

            Marty Trotter, Past President, Randolph Co. Schools

            Freyja Cahill, Region 2 Rep, Brunswick Co. Schools

            Laurie Trussel, Region 1 Rep, Currituck Co. Schools

            Karen Rogerson, Past President, Martin Co. Schools

            Mike Bundy, Region 4 Rep, Cumberland Co. Schools

            Katrina Miller, Historian & Past President, Retired

            Paul Lesieur, Region 3 Rep, Durham Co. Schools

            Anna Austin, Region 6 Rep, Union Co. Schools

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

            John Kachmarik, Photographer, Charlotte-Mecklenburg Co. Schools

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

            Todd Lowe, Region 5 Rep, Randolph Co. Schools

            Shirley Bess, Past President, Union Co. Schools

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

            Frances Hammer, Past Vice-President, Retired

            Cindy Holder, Region 7 Rep, Alleghany Co. Schools

            Kathy Isenhour, Past President, Hickory City Schools

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

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

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

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

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

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

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

 

NCASBO Business Meeting – Annual Conference

Thursday, February 21, 2013

                                                              Sheraton Four Seasons, Greensboro, NC

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

 

NCASBO EXECUTIVE COUNCIL MEETING

May 17, 2013

NCDPI Building, Raleigh, NC

 

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

 

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

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

              Schools

              Karla Miller, President, Caldwell Co. Schools

              Jenny Billing, Executive Director – NCASBO

              Faye Perry, President-elect, Camden Co. Schools

              Lori Triplett, Scholarship Committee, Catawba Co. Schools

              Jan Hildebrand, Treasurer, Buncombe Co. Schools

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

              Steve Toler, Secretary, Beaufort Co. Schools

              Wanda Mitchell, Immediate Past President, Surry Co. Schools

              Tony Messer, SASBO Rep, Chatham Co. Schools

              Freyja Cahill, Region 2 Rep, Brunswick Co. Schools

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

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

              Paul LeSieur, Region 3 Rep, Durham Co. Schools

              Anna Austin, Region 6 Rep, Union Co. Schools

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

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

              Wannaa Chavis, Region 4 Rep, Hoke Co. Schools

              Ashley Sutton, Region 2 Rep, Duplin Co. Schools

              Kerry Shannon, Region 8 Rep, Henderson Co. Schools

              Shirley Bess, Past President, Union Co. Schools

              Cindy Holder, Region 7 Rep, Alleghany Co. Schools

              Pam Satterfield, Professional Development Committee, Richmond Co. Schools

              Melissa Wike, Region 6 Rep, Iredell-Statesville Schools

              Roger Warren, Region 8 Rep, Buncombe County Schools

             

 

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

 

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

 

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

 

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

 

Committee Reports:

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

Historian:  There was no report.

 

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

 

Nominations:  There was no report.

 

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

 

ORBIT:  There was no report.

 

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

 

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

 

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

 

Scholarship:  There was no report.

 

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

 

Region Reports:

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

DPI Liaison:  There was no report.

 

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

 

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

 

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

 

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

 

 

 

NCASBO Executive Council Meeting

July 24, 2013

Sheraton Imperial Hotel & Convention Center, RTP, NC

 

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

 

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

            Karla Miller – Immediate Past President, Caldwell Co. Schools

            Steve Toler – Secretary, Beaufort Co. Schools

            Wanda Mitchell –  Past President, Surry Co. Schools

            Lori Triplett – Scholarship Committee, Catawba Co. Schools

            Jenny Billings – Executive Director, NCASBO

            Mary Parker – Affiliations & Past President, Retired

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

Scott Powell – Region 5 Rep, Caswell Co. Schools

Shirley Bess – Past President, Union Co. Schools

Kathy Isenhour – Past President, Retired

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

Ricky Lopes – Past President, Cumberland Co. Schools

Hank Hurd – Past President, Retired

Wannaa Chavis, Region 4 Rep, Hoke Co. Schools

Adam Steele, Region 7 Rep, Hickory City Schools

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

Faye Perry, President, Camden Co. Schools

Jan Hildebrand, Treasurer, Buncombe Co. Schools

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

Ashley Sutton, Region 2 Rep, Duplin Co. Schools

Pam Satterfield, Professional Development Committee, Richmond Co. Schools

Melissa Wike, Region 6 Rep, Iredell-Statesville Schools

Roger Warren, Region 8 Rep, Buncombe Co. Schools

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

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

Debra Frisby, Region 8 Rep, Madison Co. Schools

Pam York, Region 7 Rep, Rowan-Salisbury Schools

Alexis Schauss, DPI Liaison

 

 

 

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

 

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

 

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

 

Committee Reports:

 

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

 

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

 

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

 

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

 

Chart of Accounts/Financial Reporting:  No report.

 

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

 

Financial Software

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

 

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

 

Historian:  No report.

 

Membership:  No report.

 

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

 

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

 

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

 

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

 

Retirees:  No report.

 

SASBO:  No report.

 

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

 

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

 

Regional Reports:

 

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

 

Region 2:  No report.

 

Region 3:  No report.

 

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

 

Region 5:  Region 5 met with Region 4.

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

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

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

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

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

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

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

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

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

By-Laws/Policy:  There was no report.

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

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

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

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

Historian:  No report.

Membership:  No report.

Nominations:  No report.

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

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

Retirees:  No report.

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

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

Website:  No report.  

Regional Reports:

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

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

Region 3:  No report.

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

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

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

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

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

DPI Liaison:  No report.

Unfinished Business:  None.

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

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

 

 

 

 

 

2012

 

 

 

NCASBO Executive Council Meeting

January 12, 2012

NCDPI Building, Raleigh, NC

 

 

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

 

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

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

            Karla Miller – President-Elect, Caldwell Co. Schools

            Steve Toler – Secretary, Washington Co. Schools

            Freyja Cahill – Region 2 Rep, Brunswick Co. Schools

            Wanda Mitchell – President, Surry Co. Schools       

            Jan Hildebrand – Region 8 Rep, Buncombe Co. Schools

            Katrina Miller – Historian, Retired   

            Jenny Billings – Executive Director, NCASBO

            John Kachmarik – Photographer, Iredell-Statesville Schools

Mary Parker – Affiliations, Buncombe Co. Schools

Faye Perry – Treasurer, Camden Co. Schools

Ly Marze – Region 7 Rep, Watauga Co. Schools

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

Scott Powell – Region 5 Rep, Caswell Co. Schools

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

Alexis Schauss – DPI Liaison

Matilda Campbell – Vice President, Weldon City Schools

Cindy Holder – Region 7 Rep, Alleghany Co. Schools

Karen Rogerson – Past President, Martin Co. Schools

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

Kerry Shannon – Region 8 Rep, Henderson Co. Schools

Todd Lowe – Region 5 Rep, Randolph Co. Schools

Michelle Johnson – Region 1 Rep, Martin Co. Schools

Laurie Modlin – Region 1 Rep, Beaufort Co. Schools

Mike Bundy – Region 4 Rep, Cumberland Co. Schools

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

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

Mary Jo Lindquist – Affiliations, Gaston Co. Schools

Francis Hammer – Retired

Harvey Gay – By-Laws/Policy Committee, Retired

Lori Triplett – Scholarship Committee, Catawba Co. Schools

 

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

Committee Reports:

 

Affiliations (NCASA):  There was no report.

 

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

 

Budget:  No report.

 

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

 

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

 

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

 

Financial Software

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

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

 

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

 

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

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

 

ORBIT:  No report.

 

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

 

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

 

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

 

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

 

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

 

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

·       Allows multiple registrations

·       Print out invoices

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

·       Registrations can be edited

·       Has constant upgrades

·       Enhanced features

·       Allows members to log in on the home page

·       Has the ability to have a rotating marketing banner

·       Upcoming events automatically populate and rotate off

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

 

Regional Reports:

 

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

 

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

 

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

 

Region 4:  No report.

 

Region 5:  Meets with Region 4.

 

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

 

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

 

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

 

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

 

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

 

 

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

 

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

 

President Mitchell adjourned the meeting.

 

 

 

 

 

 

NCASBO Executive Council Meeting

February 14, 2012

Sheraton Four Seasons, Greensboro, NC

 

 

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

 

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

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

            Karla Miller, President-Elect, Caldwell Co. Schools

            Jenny Billings, Executive Director – NCASBO

            Faye Perry, Treasurer, Camden Co. Schools

            Lori Triplett, Scholarship Committee, Catawba Co. Schools

            Jan Hildebrand, Region 8 Rep, Buncombe Co. Schools

            Scott Powell, Region 5 Rep, Caswell Co. Schools

            Steve Toler, Secretary, Washington Co. Schools

            Wanda Mitchell, President, Surry Co. Schools

            Mike Griffin, Past President, Moore Co. Schools

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

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

            Matilda Campbell, Vice President, Weldon City Schools

            Hank Hurd, Past President, Retired

            Marty Trotter, Past President, Randolph Co. Schools

            Freyja Cahill, Region 2 Rep, Brunswick Co. Schools

            Laurie Modlin, Region 1 Rep, Beaufort Co. Schools

            Karen Rogerson, Past President, Martin Co. Schools

            Mike Bundy, Region 4 Rep, Cumberland Co. Schools

            Kay Fulp, Scholarship Committee, Retired

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

            Katrina Miller, Historian & Past President, Retired

            Paul Lesieur, Region 3 Rep, Durham Co. Schools

            Anna Austin, Region 6 Rep, Union Co. Schools

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

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

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

            John Kachmarik, Photographer, Iredell-Statesville Schools

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

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

            Jeff Holloman, Website Committee, Onslow Co. Schools

            David Lee, Past President, Cleveland Co. Schools

            Todd Lowe, Region 5 Rep, Randolph Co. Schools

            Shirley Bess, Past President, Union Co. Schools

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

            Frances Hammer, Past Vice-President, Retired

            Cindy Holder, Region 7 Rep, Alleghany Co. Schools

            Kathy Isenhour, Past President, Hickory City Schools

 

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

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

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

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

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

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

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

 

 

 

 

 

NCASBO Business Meeting – Annual Conference

Thursday, February 16, 2012

Sheraton Four Seasons, Greensboro, NC

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

Committee Reports:

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

President Mitchell adjourned the meeting.

 

 

 

 

 

 

 

NCASBO EXECUTIVE COUNCIL MEETING

May 17, 2012

NCDPI Building, Raleigh, NC

 

 

 

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

 

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

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

            Schools

            Karla Miller, President-Elect, Caldwell Co. Schools

            Jenny Billing, Executive Director – NCASBO

            Faye Perry, Treasurer, Camden Co. Schools

            Lori Triplett, Scholarship Committee, Catawba Co. Schools

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

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

            Steve Toler, Secretary, Washington Co. Schools

            Wanda Mitchell, President, Surry Co. Schools

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

            Matilda Campbell, Vice President, Weldon City Schools

            Freyja Cahill, Region 2 Rep, Brunswick Co. Schools

            Laurie Modlin, Region 1 Rep, Beaufort Co. Schools

            Karen Rogerson, Past President, Martin Co. Schools

            Mike Bundy, Region 4 Rep, Cumberland Co. Schools

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

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

            Katrina Miller, Historian & Past President, Retired

            Paul Lesieur, Region 3 Rep, Durham Co. Schools

            Anna Austin, Region 6 Rep, Union Co. Schools

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

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

            John Kachmarik, Photographer, Iredell- Statesville Schools

            Wannaa Chavis, Region 4 Rep, Hoke Co. Schools

            Adam Steele, Region 7 Rep, Hickory City Schools

            Alexis Schauss, DPI

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

            Kerry Shannon, Region 8 Rep, Henderson Co. Schools

            Jeff Holloman, Website Committee, Onslow Co. Schools

            Shirley Bess, Past President, Union Co. Schools

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

            Cindy Holder, Region 7 Rep, Alleghany Co. Schools

            Kathy Isenhour, Past President, Retired

           

 

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

 

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

 

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

 

Committee Reports:

 

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

 

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

 

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

 

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

 

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

Conference Committee:  There was no report.

 

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

 

Historian:  There was no report.

 

Membership:  There was no report

 

Nominations:  There was no report.

 

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

 

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

 

Retired Members:  There was no report.

 

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

 

Scholarship:  There was no report.

 

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

 

Region Reports:

 

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

 

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

 

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

 

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

 

Region 5:  Region met with Region 4.

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

 

 

 

NCASBO Executive Council Meeting

July 25, 2012

Sheraton Imperial Hotel & Convention Center, RTP, NC

 

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

 

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

            Karla Miller – President, Caldwell Co. Schools

            Steve Toler – Secretary, Washington Co. Schools

            Wanda Michell – Immediate Past President, Surry Co. Schools

            Lori Triplett – Scholarship Committee, Catawba Co. Schools

            Jenny Billings – Executive Director, NCASBO

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

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

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

Scott Powell – Region 5 Rep, Caswell Co. Schools

Anna Austin – Region 6 Rep, Union Co. Schools

Matilda Campbell – Vice President, Weldon City Schools

Shirley Bess – Past President, Union Co. Schools

Cindy Holder – Region 7 Rep, Alleghany Co. Schools

Kathy Isenhour – Past President, Retired

Karen Rogerson – Past President, Martin Co. Schools

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

Ricky Lopes – Past President, Cumberland Co. Schools

Hank Hurd – Past President, Retired

Wannaa Chavis, Region 4 Rep, Hoke Co. Schools

Adam Steele, Region 7 Rep, Hickory City Schools

Jeff Holloman, Website Committee, Onslow Co. Schools

Michele Johnson, Region 1 Rep, Martin Co. Schools

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

 

 

 

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

 

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

 

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

 

Committee Reports:

 

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

 

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

 

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

 

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

 

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

 

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

 

Financial Software

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

 

            ISIS:  No report regarding ISIS.

 

Historian:  No report.

 

Membership:  No report.

 

Nominations:  No report.

 

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

 

ORBIT:  No report.

 

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

 

Retirees:  No report.

 

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

 

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

 

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

 

Regional Reports:

 

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

 

Region 2:  No report.

 

Region 3:  No report.

 

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

 

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

 

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

 

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

 

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

 

DPI Liaison:  No report.

 

Unfinished Business:  None.

 

New Business:  None

 

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

 

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

 

 

 

NCASBO Executive Council Meeting

October 10, 2012

Blockade Runner Resort, Wrightsville Beach, NC

 

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

 

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

            Karla Miller – President, Caldwell Co. Schools

            Steve Toler – Secretary, Beaufort Co. Schools

            Wanda Mitchell – Immediate Past President, Surry Co. Schools

            Jenny Billings – Executive Director, NCASBO

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

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

Scott Powell – Region 5 Rep, Caswell Co. Schools

Anna Austin – Region 6 Rep, Union Co. Schools

Matilda Campbell – Vice President, Weldon City Schools

Shirley Bess – Past President, Union Co. Schools

Karen Rogerson – Past President, Martin Co. Schools

Ricky Lopes – Past President, Cumberland Co. Schools

Hank Hurd – Past President, Retired

Wannaa Chavis, Region 4 Rep, Hoke Co. Schools

Adam Steele, Region 7 Rep, Hickory City Schools

Jeff Holloman, Website Committee, Onslow Co. Schools

Mike Bundy – Region 4 Rep, Cumberland Co. Schools

Paul LeSieur – Region 3 Rep, Durham Co. Schools

Freyja Cahill – Region 2 Rep, Brunswick Co. Schools

Francis Hammer – Past Vice President, Retired

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

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

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

Mike Griffin – Past President, Moore Co. Schools

Todd Lowe – Region 5 Rep, Randolph Co. Schools

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

Faye Perry- President Elect, Camden Co. Schools

Alexis Schauss- DPI Liaison

 

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

 

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

 

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

Committee Reports:

 

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

 

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

 

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

 

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

 

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

 

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

 

Financial Software

Sartox:  No report regarding K12 Enterprises.

 

            ISIS:  No report regarding ISIS.

 

Historian:  No report.

 

Membership:  No report.

 

Nominations:  No report.

 

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

 

ORBIT:  No report.

 

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

 

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

 

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

 

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

 

Website:  No report. 

 

Regional Reports:

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

Region 8:  No report.

 

DPI Liaison:  No report.

 

Unfinished Business:  None.

 

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

 

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

 

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

 

 

 

 

 

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.

  • Recommended Change:  Each of the eight Educational Regions shall elect/appoint a representative for a two (2) year term.  Even numbered districts shall elect in even years, off numbered districts shall elect in odd years, to be effective July 1, 1989.

 

The recommended change carried unanimously on a motion by Kerry Crutchfield and seconded by Donn Holt.

 

  • Recommended Change:  The Nominating Committee, appointed by the Executive Council, will at the annual meeting, present one or more names in nomination for President-Elect, Vice President and (in even years) Secretary/Treasurer.  Nominations may be made from the floor, to be effective July 1, 1989.

 

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:

 

  • Article III – Life Membership fee to be paid at ten (10) times the rate of regular membership fee, to be effective July 1, 1989.  The motion was seconded by Ben Hooks and carried unanimously.

 

  • Article V – Each of the eight educational regions shall elect/appoint a representative for a two (2) year term.  Even numbered districts shall elect in even years, odd number districts shall elect in odd years effective July 1, 1989.  The motion was seconded by John Lewis and carried unanimously.

 

  • Article VI – The Nominating Committee, appointed by the Executive Council, will at the annual meeting, present one or more names in nomination for President-Elect, Vice President and (in even years) Secretary/Treasurer.  Nominations may be made from the floor.  The motion was seconded by Kerry Crutchfield and carried unanimously.

 

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:

  • Continued funding of the BEP
  • A fair, competitive, equitable and understandable salary schedule
  • More accountability and flexible funding

 

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 –

  • Possible withholding of some salaries if compliance not met.
  • Need to work together as a group to meet schedules on time.

 

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.

  • Professional Certification Program

- 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)

  • Uniform Education Reporting System

- 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:

  • Changes in the Chart of Accounts for 1988-89.

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.

 

  • Changes in procedures for accounting for and reporting of refunds on the State Public School Fund.

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.

© North Carolina Association of School Business Officials

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