M I N U T E S BOARD OF DIRECTORS MEETING at CGFOA/CMCA Annual Conference November 16, 2012 Rocky Mountain Resort Breakfast Meeting Estes Park, CO Call to Order President Pete Mangers called the meeting to order at 7:00 a.m. Board Members Present Pete Mangers, President (Town of Castle Rock), Cherie Sanchez, Vice President (City of Westminster), Judy Dahl, Treasurer (Little Thompson Water District), Sandra Sam Boster, Secretary (Bear Creek Water and Sanitation District), Don Warn, Director (City of Golden), Bob Prendergast, Director (Garfield County), Jim Wedding, Director (City of Loveland), Wade Nickerson, Newly-elected Director (City of Lafayette),.Karin Slater (Montrose County School District), Debbie Murray, (Mesa County Sheriff s Office), Alan Haynes, (City of Golden) Kathy Velzen, CGFOA Administrator. Secretary s Report Sam Boster Acceptance of Minutes Upon motion by Judy Dahl, seconded by Don Warn and unanimously carried, the minutes of the Board of Directors Meeting held at Denver Water on July 27, 2012 were approved with minor revisions. Treasurer s Report Judy Dahl Financial Reports Upon motion by Sam Boster, seconded by Don Warn and unanimously carried, the Treasurer s Report as of November 2012 were approved. Copies are attached hereto and made a part of the record. 2013 Budget Upon motion by Cherie Sanchez, seconded by Judy Dahl and unanimously carried, the 2013 Budget as proposed, reflecting both combined and detailed line items, be approved. Judy Dahl will prepare an updated budget for presentation at the January 17 th Board Meeting and will publish it in February. Preceding this action, Judy Dahl presented a one-page combined budget for 2013 and a detail of line items relating to the various categories to be tracked by profit and loss, attendees, or which classes are to be repeated. Kathy Velzen noted that the detailed breakdown should include Ethics and CTAC since CGFOA subsidizes those activities. CGFOA Membership Dues Increase for 2013 Upon motion by Judy Dahl, seconded by Jim Wedding and unanimously carried, the 2013 annual dues shall be increased as follows: From To Active Member $ 30.00 $ 40.00 Out-of-Colorado Public Sector 40.00 50.00 Associate Member 125.00 150.00 Each additional associate 25.00 30.00 Student (Full-time) 0.00 0.00
CGFOA Board of Directors Meeting November 16, 2012 Page 2 Quarterly Registration Fee to be Imposed on Non-CGFOA Members of CTAC Upon motion by Don Warn, seconded by Cherie Sanchez and unanimously carried that in an effort towards self-sustaining educational opportunities, the Colorado Tax Audit Coalition (CTAC) members who are not members of CGFOA will be charged a nominal registration fee of $15.00 for each quarterly CTAC meetings. Further, the non-cgfoa members of CTAC should be made aware that the membership fee is less than three quarterly CTAC meeting fees. Preceding this action, Kathy Velzen reported that there were only 15 to 20 CTAC members attending the 2012 annual conference who were not CGFOA members. Most CTAC members signed up for the full conference. Pete Mangers noted that auditors pay $40 registration fees and there seems to be no problem with everyone attending their events. Kathy Velzen said it was easier for some people to pay as they go rather than join the association. The question was raised whether charging fees to CTAC members would contradict the spirit of the merger agreement between CGFOA and CTAC to keep everything the same as it was at the time of the merger. Kathy Velzen contended that the agreement did not say everything will remain the same. Cherie Sanchez said there would be nothing wrong with the Board s being fiscally-minded. Judy Dahl stated that it would be okay as long as the Board communicates that joining CGFOA at $40 is less expensive than paying $15 per meeting for three meetings per year. Pete Mangers said that CTAC is not its own organization any more. The next CTAC meeting will be held in the first week of February 2013. Discussed and Tabled: Additional Fees for Late Registration for Classes and Sessions Kathy Velzen stated that it is a difficult task to coordinate the right amount of food for attendees of an education class or session. Announcements of sessions are posted and promoted about three weeks in advance of the events. The problem is not necessarily the registration fees as it is the number of people who show up at the session and register. The guaranteed food order has to be in 3 to 4 days before the session. Last minute changes may work in the metro area but won t work on the western slope. Debbie Murray suggested setting a deadline on registrations. Kathy Velzen proposed a $10 additional fee for late registrations or walk-ins. Following further discussion, this issue was tabled until the January 2013 Board Meeting. President s Report Pete Mangers President Pete Mangers echoed what he said at the Annual Membership Meeting on November 15 th. It is amazing to be part of this team. I appreciate all your efforts you are the machine that makes this organization run. This was the first year I got to go to the GFOA Conference. It s the most bang for your bucks whether it s the state or national conference. I hope to see the membership side pumped up Bob Eichem talked about shaking it up. It is great to look back at last year and think about the new friends and relationships I have made. Stepping into CGFOA from the tax side was educational, challenging and a lot of fun! Vice President s Report Cherie Sanchez Cherie Sanchez also echoed what she said at the Annual Membership Meeting on November 15 th. We need to look at the ways we communicate with the people and find ways to reach them. Another thing is increasing involvement. We have no competition in elections we need more choices. This gets back to Bob Eichem s comments about CGFOA having good representation and looking at our organizational structure to see how we can bring in more representation from a cross-section of governments across the state. Sometimes there can be a perception that the people running the committees are all the same people. They just may not understand how to get involved. We need to tell them to just step up.
CGFOA Board of Directors Meeting November 16, 2012 Page 3 Vice President s Report Cherie Sanchez [continued] Judy Dahl stated that at every class we re involved in, we tell the folks about our education program and invite them to join CGFOA and that the dues are (then) $30 and it s worth it to join. I think as a Board and as an organization, we do so much! People are going to have to want to volunteer or run for a Board position. I was going to run for Vice President, but I could tell that we weren t getting anyone to step into the Treasurer s position. We need to work at getting people involved Debbie Murray said that when she was Chair and Co-Chair of the Education Committee, she would sit with people and talk one-on-one about what they like. One gal I recruited was a moderator and joined the committee the next year and continues to serve on the Education Committee. We need to get all of our committee members to pass the word on, too. Cherie Sanchez said we need to tell people how to connect with us. It is good to talk to people one-onone and invite them in and we ve done that, but we still don t get competition in the elections, so what do we do? We need to come up with new ideas. Last night, Larry Dorr sent a message asking if we had considered Facebook to put our message out. Facebook postings might impress people more than quarterly newsletters. We need to look into Facebook and other means of communicating electronically. Judy Dahl said that having volunteered for Membership Committee Chair, I think I made progress by having the Special District Association of Colorado (SDA) post the CGFOA/CMCA annual conference announcement on their website albeit a bit late. Executive Director has agreed to post other announcements on the SDA website or e-blast them to the SDA membership, e.g., CGFOA Membership Drive. Also, I will call from a list of SDA members who are not CGFOA members and ask why not. There are candidates who did run unsuccessfully for the Board and then didn t come back. Kathy Velzen reported that there were a lot of first-time attendees. Some were just standing on the sidelines. These people need to be welcomed in and guided and asked to become involved. Cherie Sanchez said that we ll do a reminder for next year s conference. She encouraged the Board to start identifying coworkers and people you know in your circles and have the conversation with them. Pete Mangers congratulated Cherie Sanchez on her new position as President of CGFOA. He said he might be interested in running for office again next year. Committee Reports Same as Presented at Annual Membership Meeting Meeting Schedule for 2013 Administrator Velzen reported that the 2013 Schedule of Board Meeting would begin on January 17, 2013 in Westminster, CO. Adjournment Upon motion by Judy Dahl, seconded by Don Warn and unanimously carried, the meeting was adjourned. Respectfully submitted, Sandra M. Sam Boster Secretary