Lincoln Trail Regional Council Meeting Minutes

4/23/04

Call to Order at 6:00 pm by President Brenda Engel

Secretary’s Report:  The minutes from the February 2004 meeting were reviewed and amended as follows:

1-     National Committee Reports – Report on Knowledge Networks from Rudy, correction to the spelling of SARBANES  

2-     National VP’s Report – Report from Bob, the 4^th bullet should have read “will be in conjunction” instead of “was in conjuction.”

Minutes approved as amended.

Treasurer’s Report: The Treasurer’s report was approved as presented.  Motion was made and approved to form an ad hoc committee consisting of the Treasurer and 2 other members who would research and carryout an alternate investment strategy.  Mike Deal and Virgil Billiard volunteered to be the other members.

Concerns regarding IT at National:

• Several members of IT staff are on paid administrative leave while investigation of IT activities is conducted.  This does not imply any improper behavior of those on paid leave – it is just to assure that the investigation is thorough.
• The website is working and does not seem to be impacted.

National VP Report – Bob Smith:

• Carl Smith is President Elect.
• $300,000 BUDGET error is being addressed.
• Brenda to attend National VP training in August.
• Katherine Cramer (Marketing Director) is on maternity leave until August.  Amy Ablassmeir is acting as temporary Marketing Director in her absence.  A notice was sent out to all IMA Members promoting our May 17 conference.
• The Search Committee will have a recommendation for the Executive Director at the Chicago Annual Conference.
• Four of our Chapters have not turned in the names of their Presidents for next year – Bloomington , Fort Wayne , North Central, Blue Grass.

Regional Director’s Reports:

Louisville – Louisville is currently in 37^th place and on track for the Gold Level award.  The President for next year is Mike Lockard.

Blue Grass – Blue Grass is in 58^th place and will meet all electives to qualify for ‘ Superior ’ level award.  There was a good turnout at the last meeting.  Allen Maples to be President again next year.  The Chapter has initiated a new award…one of the Charter members (since 1959) is still active in the Chapter.  They are implementing the ‘Irv Long Outstanding Attendance Award’ in his honor.  Their next meeting will be their annual Red’s game meeting.

Indiana East – Struggling.  They are only getting 5 to 8 in attendance at the monthly meetings.  They are discussing whether they want to continue with the Chapter meetings, as there is no networking, no corporate sponsorship, students are not being encouraged to attend.  On a brighter note, they do have several studying for the CMA exam.

Fort Wayne – Aimee Dorsett will be at the CLEW tomorrow.  There is no board for next year yet, but Aimee has been active in trying to get new momentum going in the Chapter.  Bob Smith and Debbie Philpott are going to get with Aimee in June to help out.

Evansville – Held an all day CPE with 27 people.  They want to get a CMA review session going because Kimball has several people interested in taking the exam.  They need to find a cheap instructor.

South Central – Ginger White will be president for next year.  The chapter hasn’t been reporting any of their CPE for the year yet, but they are entering it now and we should see them jump up in the standings.

Northern Kentucky – The chapter is earning a lot of CPEs this year.  Several members are doing the quizzes for 3 hours.  The chapter awarded 3 scholarships.  They are still planning their chapter anniversary party for May.

Wabash Valley – currently in 60^th place.  Tim Sullivan has been verifying each month that they are getting every point they can.  They are having a CPE session the beginning of May.  The board is set for next year with about 5 directors and Betty Hall returning as President.  They currently have about 20 active members and some are interested in the CMA/CFM.  They still plan to host the fall meeting. 

National Committee Reports:

Member Services – Brenda will continue as the LTRC representative. 

This year they are going to enforce the 25 members per chapter rule.  This includes all member types  (All LTRC chapters are okay.) 

Chapter need to be sure to enter their IMA CPE on the website so that they get their compensation. 

There will be no change to competition for next year.  Only the variables that are based upon national averages will change. 

All chapter presidents should be getting emails about the monthly conference call. The Chicago conference meetings for incoming officers will be moved to Monday and Tuesday breakfast. 

This is the first year of the new banner.  It’s smaller than before, made of felt and will The first year a chapter wins they will receive the banner and a patch.  Each year after that they will receive only the patch.  The patches will be on card so that there is something to hold up at ceremony and the name of the chapter will be flashed behind on screen so that it’s in the picture. A letter is going out to give chapters the option to buy patches for prior years.

            There’s nothing on the online application for the person to select a chapter.  They are going to fix this and add a dropdown listing. There is no listing of chapters currently available with the hardcopy application either.

There is a proposal that chapters can receive grants for funds appropriated for specific purposes (i.e. startup funds or PD seminars.)

Academic – There will be academic roundtables in Chicago .  There were 20 papers accepted.  The committee is working on an academic calendar for IMA and AAA and anything connected to academic.  They will distribute it to all academic members and people from AAA.   

Student – The committee judged the student scholarship applications and the candidates for the chapter awards of excellence.  The work they chapters are doing is quite impressive.

Finance – The committee has reviewed the Feb 29 financials, the 2004-2005 budget, the audit report and the management letter.  There were no critical findings in the audit. Cathy Maness will be stepping down from the Finance committee.

Planning – The committee has been discussing branding.    ‘inside looking in”

MIGS – The committee is co-chairing the brown bag lunch in Chicago . There will be about 35 or 40 different topics available for discussion so there should be something to interest everyone.  The committee is working on a new project about indexing.

Council Committees:

FEYA – Robert Half changed the timing for the award to actually start June 1 for submitting names.  The council will keep the nominations that have already been received and continue accepting based upon the new schedule.

Education – The seminar is set for May 17^th. The panel for the morning session is complete.  There will be 3 afternoon sessions.   Hardcopy promotions were not sent this year which will save several hundred dollars.  Committee has been trying to promote the seminar through email and websites.  They have received their first reservation.  Each person attending will receive a nice pen.

Planing – The meetings for next year have been scheduled.

August 7 hosted by Michiana

            November 6 hosted by Wabash Valley

            February 5 hosted by Bluegrass Area

            April 22  hosted by Indianapolis

Communications – Linda Wyatt is still sending the newsletters and Allen Maples is maintaining the website.  The Educational seminar will be promoted on the website.

Student – It was decided in February to suspend the present student program.  A motion was made and approved to use the available funds to fund 5 scholarships at $200 each to send students to the national student conference.  Ginger White will forward applications to the council members ASAP so that they can be given to the students before they break for summer.

Ad hoc by laws – The committee is working off of the IMA national by-laws.  They expect to have something ready for August.

Hospitality – The boat trip has been canceled.  Looking into plans for Greek town and Rush St .  There will not be a hospitality suite but each council has the opportunity to rent a table.  LTRC will participate and has requested a table.

Leadership – Everything is set for tomorrow.  Doris Shaw will handle the registration.  The continental breakfast has been arranged.  Brenda Engel will greet everyone.  Teresa Hattabaugh will conduct a leadership session.   David Allen, Brenda Engel and Martha Alle will participate in a panel discussion on chapter best practices.  After that will be breakout sessions for administration, education, membership and communications.  A seminar registration will be given away.

Nominating – The slate of officers was approved.

President – John Engel

President Elect – Teresa Hattabaugh

Treasurer – Rick Sammons

Secretary – Martha Alle

Rick French, Brenda Engel and Virgil Billiard will serve as Regional Directors.  Nancy Fulks and Debbie Philpott will continue as regional directors.

Ad hoc Alternative Meeting Sites -  Rudy McCue researched alternatives for how to conduct meetings when there is inclimate weather.  Motion made and approved to spend $149 plus any shipping, handling, and tax to purchase one copy of a software that has possibility.  Each license would be for up to 25 people.

Members in Attendance

Rudy McCue – Bluegrass Area

Nancy Fulks – Bluegrass Area

Allen Maples – Bluegrass Area

Rick Sammons – Northern Kentucky

Brian McGuire- Evansville

Martha Alle - Evansville

Tania Herke - Evansville

Brian Gilles - Evansville

Brenda Engel – Michiana

John Engel - Michiana

Ginger White – South Central Indiana

Virgil Billiard – South Central Indiana

Teresa Hattabaugh – South Central Indiana

Debbie Philpott – Indiana East

Herschel Philpott – Indiana East

Mike Deal – Louisville

Bob Smith – Louisville

Doris Shaw – Louisville

Rick French - Louisville