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North Carolina Community Development Association
Board Meeting

September 14, 2007

Board Meeting Minutes

Present: Karen Kiehna, Stanley Watkins, Michelle Ball, Adrian Lowery, Karen Kennedy, Tara Fikes, Sandra Anderson, Lori Jones

• Call Meeting to Order by Karen Kiehna, President at 11:12 a.m.
• Motion to adopt May 2007 and August 2007 Board Minutes.
  Motioned by: Stanley Watkins. Seconded by: Michelle Ball. Motion approved by unanimous vote.

President's Report

1. President's Message/Newsletter – Karen will prepare a one-page information sheet of what we are developing and the outcomes of the NCCDA Board Retreat. In what format and in how much detail will need to be determined. In this report changes to the structure and bylaws will be explained. Stanley Watkins stated that the goal is to release information once a month via email with a short paragraph of key dates and to use the web site more. By September 28th, we need to mail out details of the bylaws and what to look for in months to come. Discuss outcome of new structure and committee changes.
2. Bylaws Changes - The proposed bylaws to be mailed out by 9/27/07 to comply with the 45 day rule of notification to the entire association. Notification must be postmarked by October 1, 2007 for vote on November 15th.
3. Concerns with level of service and support from NCLM - A call will be made to the Director with our concerns of response, web site upkeep, and signed contract.
4. Committee's absence - Submit a written report of your progress prior to the meeting.

Financial Report

• Budget
  • Audit was completed on 9/13/07.
  • We have good financials now. We have not closed out the 2006-2007 fiscal year.
  • Question: $5,993.04 miscellaneous line item, what is this for is a question to John or Tisha. Too much for a miscellaneous line item requires follow-up with John.
  • Concern: Authorizing payments issue - Concern is that NCLM is authorizing its own expense payments. Committee will go back to authorizing expenses prior to payment by an Executive Board member. All invoices will be processed through the President and Secretary/Treasurer.
  • Concern: The need for more checks and balances within the financial process.
  • President will send an email to John with specifics of finance concerns. And clarify monthly detail request and authorization process.
  • SW. – Questioned: Is the year to date decline in revenue contributed to conference attendance? K Ke. - Decline is from no sponsorship from banks.
  • President - Budget will be built once questions of the finances are answered.
  • SW - More input and outreach is needed from Membership Committee for decision to be made whether we offer one or two conferences. Let the membership decide what they need.
  • President - To build budget based on two conferences.
  • AL - The outcome of what the membership wants will then determine if one day workshops will work.
  • President - DCA is going to monthly mandatory draws. This is still in discussion - it is not a mandate yet.

Committee Reports

• Meetings/Training - Stanley Watkins and Karen Kennedy:
  • 2007 Fall conference, Chapel Hill, NC November 13-14, 2007:
    • Progress of planning on the committee's part is going well.
    • Packets have not gone out to membership. Information has been forwarded to NCLM to place on the website "Save the Date".
    • Registration fee will be $150.00.
    • Participation of NC Housing Counselors will have a one-day track. Keynote speaker is not confirmed. Options are Chris Stern of HUD or Jonathan Morgan of NC State (See Bios in conference packet).
    • Concerns of inconsistent support/service from NCLM Liaison.
    • Concerns of relationship with Liaison.

  Motion to accept conference report and comments. - So moved by Tara Fike and seconded by Sandra Anderson. Motion approved by unanimous vote.

  November Meeting in Chapel Hill following the Conference - TF will arrange room and lunch for the meeting.

  KK - Will write a letter to Director of NCLM, advising them that we may not use NCLM Liaison support for the conference.

  KK - Discussion around gaining a credit card for NCCDA use. The response was not favorable. Consensus to continue our current approved type of payment for expenses.

• Advocacy - Todd Hefner
• Membership/Nominating - Adrian Lowery and Teresa Johnson
  • Question: If we had a Logo? KK said yes.
  • Intent to set-up at different conferences and workshop to get the word out about our association.
  • Goal to increase membership revenue from $6,700.
  • Goal to contact County and State agencies to join.
• Communications/Marketing - Michelle Ball and Sandra Anderson
  • Seeking banner.
  • Have a graphic designer look at the current logo for input.
  • Question: Listserv - where is it listed? KK- has no detail referred to Jennifer Loben.
  • Updating brochure - comments from the board as to things to add:
    • Add changes to focus
    • Testimonials of members
    • What I will gain by joining this organization
    • Add web site
    • Shut down old web site
    • Link more people/agencies to us

Old Business

• Follow-Up
  • Retreat - Redesign of committee descriptions are due by the end of October. All members are to take their respective committee descriptions and combine and redesign them for consideration. An electronic version will be sent out. Also, need to define Executive Committee.
  • Digital Recorder Purchase - Due to the fact that it will cost more than the approved $50 amount. The request is to increase the purchase amount of the digital recorder to $59.99 plus tax.

  Motion to approve increase cost of digital recorder from $50 to $59.99 plus tax. So moved by Karen Kennedy and seconded by Stanley Watkins. Motion approved by unanimous vote.

• Spring Conference 2008 - K Kennedy - Discussion to move spring conference to summer. It is the Western NC turn for the next conference. Suggestion is that at the fall business meeting vote on preference of date for conference. Discuss the fall conference and have a suggestion box available throughout the conference. Offer options of the fall/spring conference, prepare a simple survey.

New Business

• Discussion of the 2nd Vice-Chair position and the structure and bylaws.
• It was agreed that the 2nd Vice-Chairperson position will stay in force or seated until the Fall Conference vote of the new structure and bylaws. NCLM will re-post the 2nd Vice-Chair and Past President as Officers.

Adjournment by the President @ 1:28 p.m.

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