Minutes

November 12, 2004: Sacramento County Office of Education

President, Debbie Morris, called the meeting to order at 10:00 a.m.

Present: Debbie Morris, President, Dennis Wiechman, President-Elect, Matt Collier, Vice President, Frank Boehler (Southern section), Sherman Garnett (Southern Legislative Representative), Joe Taylor (Northern Legislative Representative), Tad Kitada (Special Projects), Sheri Hanni (President, Delta-Sierra Section), Tom Neeb (President, San Joaquin Section), and Jan Passama (President, Bay Section)

1. Welcome and Introductions

Debbie opened the meeting with introductions and distributed crab awards to two special individuals within our organization who have gone above and beyond to enhance our association. One award went to Tom Mangione for his expertise in working on the website and membership. The second one went to Jan Passama for volunteering to serve a dual capacity by volunteering to be state secretary.

2. Approval of Minutes

Upon motion by Frank Boehler and a second by Dennis Wiechman the minutes were approved.

3. Reports

Treasurer's Report

Frank Boehler gave the treasurer's report in Jerry Hime's absence and we are healthy and in the black. New membership has produced a total of $560.

Membership

The central database has been established and will be maintain by Tom Mangione. Master membership lists were distributed by section. Tom will work with Jerry Hime to establish a process. Section Presidents are to provide updates to Tom via email. Each section is Communications Chair should be in communication with Tom as well. Tom Neeb requested/suggested that Tom Mangione forward section databases via email. Each section could then highlight the changes in color that are made to the database.

The Delta Sierra Section shared that they are using an active and inactive status for membership. Members are considered to be active if they have joined/renewed their membership within the last two years and inactive if they have not been heard from in two years. Debbie Morris that perhaps we should adopt this statewide - all agreed. Delta Sierra has also sent a letter to members inquiring if they are still interested in belonging to our organization. Since our treasury is so healthy another suggestion from our members to the north (Delta Sierra) was for the state to offer mini-grants to our members. A donation committee could be formed to administer the grant process. Dennis raised concern about over-spending due to a low balance in our treasury in the past and Tom Neeb also shared his concern. Frank Boehler expressed a need to give back to the membership and thought perhaps we could develop a CASCWA handbook for each CWA's desk.

A discussion ensued about non-profit coffer limits. A five-year audit was mentioned and spending projections. Debbie Morris suggested purring money into a CD or perhaps spend our treasury at state conference by way of speaker fees, t-shirts, etc. Matt Collier inquired if we offered legal protection for our members as ACSA does for its membership. Debbie asked if there was a philosophical agreement that we should spend money. Joe Taylor suggested that we work with the State SARB on special projects. It would be a good idea to formalize the process for use of state funds. Dennis would like to review our expenses for the past four years and determine a worse case scenario on spending. Frank Boehler would like to see a $10,000 reserve at all times. Matt suggested that we poll the membership at the state conference to see if members agree with spending money and the establishment of a committee.

We need to check with Jerry to see how to get new member information to Tom Mangione, new member information sent by each section communications Chair and active/inactive status as discussed. By the January meeting, each section must provide updated information to Tom Mangione. Debbie and Tom will talk to Jerry to determine the best process.

Another idea that materialized was that the State level membership could send welcome letter to new members with a carbon copy to State President then Section President could send welcome letter too.

Delta Sierra will distribute prototype membership cards at the State conference. Dennis suggested that perhaps the card could afford coupon/discounts at certain establishments. More work is needed.

Intercom

Frank mailed 350 copies of the Intercom and also emailed it as a pdf, file. He also purchased the CDE CD Rom containing all schools district, County Offices of Education, State Department and Private schools from the CDE. This allows us to cut and paste email addresses for group emails. Frank distributed a CD to each section. The CASCWA Intercom and Connection were also included on the CD.The December issue of the Intercom will focus on legislation..Another issue will focus on the State conference.

It was suggested that we send a complimentary copy to each County and District Superintendent. After discussion, all agreed with this process. Sections will distribute hard copies state will reimburse for costs and Debbie will include a cover letter from the State.

Legislative Update

Sherman and Joe reported on pending legislation including, bills that were signed by the Governor that require no cost to taxpayers. A quick review was held regarding AB 2525 and AB2855. Most notably, the caregiver affidavit no longer expires each year. Once it is accepted, the parent is not required to renew each year. Jamillah Moire's legislative summary was also distributed. Joe reported on the State SARB and the new statewide SARB survey that will be distributed to County and District Superintendents.

The California Association of School Psychologists has assembled a coalition to meet monthly to lobby for legislation. Joe and Sherman were asked to join the group. Sherman will attend the next meeting on our behalf. ACSA will meet on December 10th to finalize legislative goals. ACSA is a great resource. Their brochure will include CASCWA's name and website.

Section Reports

Bay: Jan Passama reported that the Bay Section Fall Conference entitled "We are the Champions" took place on October 29, 2004 at the Embassy Suites in Milpitas. The section board was very pleased with the turnout and welcomed the opportunity to meet prospective CASCWA members. A Holiday Happening is in the works to kick off the spirit of the season. This will be a purely social event and we look forward to including the prospective members that we met at the Fall Conference as well as attracting some new folks. Vice President Frank Valadez is working hard on this project with secretary Cathy McConnell and Treasurer, Pat Acamo. Party on!

Delta Sierra: All eyes are focused on the State Conference according to Section President Sheri Hanni. The registration is under development and the speakers are being finalized. In addition to the standard scholarship raffle prize, the site representative of the scholarship recipient would also receive a one-year CASCWA membership.

San Joaquin: Tom Neeb shared that the section's fall conference a Bass Lake was a successful event with 22 members in attendance. A January "Super" workshop is in the works and will be held at Woolgrowers Basque Restaurant on January 28, 2005 as well as a workshop in Clovis on March 11, 2005. The Merced spring scholarship luncheon is scheduled for May 20. 2005. The Section continues to strive for their goals--keep the executive board members well informed, update the membership database, provide valuable information to our members, reach out to prospective new members and prepare for the State conference to be held in Fresno in April 2006.

Southern: Frank Boehler reported for the Southern Section in Jerry Hime's absence. An upcoming legal forum is taking place on Friday, November 19 featuring discussion on child custody issues. The law firm of Best, Best and Krieger will present. The Section is also revising its Constitution. Frank shared that there have been many retirees in the southern section and feel fortunate to have many new valuable leaders. Sherman Garnett is recognized as one of southern section's new gurus. Scholarship fund raising is going well and another forum will be held after the beginning of the year. A County SARB conference will take place on January 26, 2005.

4. Website Review

Tom Mangione reported on the website update. It was determined that we need to create an archive section. A general consensus was reached that a map should be included with the membership form to give folks an idea of which section they belong to.

5. Retreat Goals

Communications: We are still striving for our goal to improve communication to the general membership. Obtaining our objectives are underway as each section board has appointed a section communication chairperson to work with the membership chair and we are in the process of developing and maintaining a current list serve of members. Tom Mangione, Webmaster acts as Communications Chair at the State level.

Legislation: A monthly newsletter will be drafted in the form of a summary document and will be forwarded to Tom Mangione by Sherman and Joe.

Membership: The prototype of the brochure was circulated and it was suggested that the section that includes the current state officers should reflect our mission statement instead to allow for more usage as leadership changes hands. After final review, we will order 1,000 copies of the brochure to be produced by the Alameda County Office of Education's Publications Department.

Organizational Structure: Due to Jerry Hime's absence, the ad hoc committee will report back on this issue at the March 18, 2005 meeting.

6.State Conference Update

Sheri discussed the proposed agenda that includes a CWA 101 segment. For those folks who register for the "full package" and do not really require the beginning 101 workshop, they may arrange for a tour of the capitol. Jack O'Connell is a possible keynote speaker. There will be 24 break out sessions on the second day and Maria Shriver is a suggested lunchtime speaker. A President's reception on the Delta Queen is planned with the cost of the reception included into the price of registration. Homeland Security, presented by the FBI will close out the conference. Any ideas are welcome and please forward them onto Sheri. Laws Relating to Minors is a tradition at the conference, will it be available was a question posed to the Sheri. Each section is requested to provide raffle item.

7. Other Information

Section awards were discussed. Each section will submit their winner at the January board meeting. The State winner will also be identified.

State CWA Update: Joe Taylor reported on his County level CWA meeting held on November 5. The state was widely represented from San Diego to Siskiyou counties. Discussion centered on the definition of truancy and Chuck Nichols from the CDE spoke on this topic. The SARB reporting form was distributed for use in preparing the CONAPP.

The teleconference was such a tremendous success that another one is in the planning stages for May 2005. Possible topics include: SARB-DA Process-Truancy defined. The State SARB is forwarding a survey to superintendents.

Tom Neeb would like to select dates for next year's retreat early so as to facilitate meaningful calendaring of other life events (vacations, etc.).

The meeting adjourned at 2:00 p.m