CHAPTER
MINUTES & REPORTS
Secretary’s Report – Spring 2010 Chapter Meeting Draft Minutes
VIRGINIA APCO CHAPTER
BUSINESS MEETING
DRAFT MEETING MINUTES
(These minutes are not an official record until considered
by the VA APCO membership at its next business meeting.)
May 21, 2010
View PDF Copy of Draft Minutes
Executive Council Representative’s Report
APCO INTERNATIONAL EXECUTIVE COUNCIL
MEETING
August 14, 2009
Submitted by: Terry Hall/Tom Hanson
Virginia Chapter Executive Council Representatives
The Annual Conference
Executive Council Meeting was held in
President Chris Fischer began
the meeting by expressing her appreciation to each of the Representatives
agencies for allowing them to attend the meeting and give their support during
these tough economic times. Ms. Fischer
announced that this conference was a milestone as we are celebrating 75 years
of APCO and being asked to make a significant decision regarding SGI. The SGI Task Force and C&B Committee were
thanked for their hard work and dedication to the belief of what they felt was
the right thing to do for APCO. Manfred
Blaha was bestowed senior membership and a moment of silence was held for Past
President Joe Gallelli’s wife who had passed away earlier in the week.
·
Penny Lee with the Nevada Chapter
welcomed everyone to the conference and highlighted some new changes to the
schedule. Those changes would include
the Welcome Reception being held in the
·
Terry Hall gave his 2nd
Vice President Candidate Address: Noting
that he has been an active member of APCO for 20 years. Terry feels that he has made a difference in
·
Dave Saffel, Chair of the Finance and
Budget Committee reported that they started this year with great apprehension
due to the economy. By using the tools
the F&B Committee implemented a couple years ago the goal to make more
money than we spend has been successful.
The Board has been phenomenal about not spending large amounts of money
as have the Directors. It should be
noted that the Directors have been concerned about both what their departments
make and what they spend.
·
Bob Johnson reported that the major
use of cash this year was to pay off APCO’s debt, which in affect lessened our
cash strength, but increased our overall financial position. Mr. Johnson explained that deferred revenue
is a good leading indicator, and most our deferred revenue is related to this
conference.
o
Membership is slightly up but
conference attendance was slightly down the result being our total net asset
increase just over $2000. He noted though,
that any increase is considered positive.
o
The budget goal for this current
fiscal year is “break even”. This may be
a challenge due to what we don’t know about the economy. Adjustments will no doubt need to be made throughout
the year, allowing APCO to adjust to meet the needs and circumstances.
o
New financial software was installed
and is up and running. This software
will make the financial reporting and tools much better for the future.
o
The IRS application for APCO to be
recognized as a 501c3 organization is pending.
Once approved, the status will be retroactive.
o
The fiscal year end audit has been
completed and everything went well.
o
APCO now has a new Assistant Director
of Accounting. Doreen Geary adds another
level of separation which allows for better internal control. Ms. Geary comes to APCO with experience in
similar type organizations.
o
He discussed the individual results of
each department which included:
§ The
Executive Office- Expenses were up. Expenses included a $100K contribution to
the Foundation.
§ Communication
Services- Expenses were down and revenue increased by approximately $95K
§ Membership-
Revenue had increased and expenses were down.
·
Executive Director George Rice
announced Doreen Geary as the Assistant Director of Accounting, along with
Steven Makky and Amanda Bredstrup as having joined AFC.
o
PSFA’s purchase of the
o
Department reports were made with
attention brought to Web 2.0 which will allow members to interact more with
APCO.
o
The Civil Contingencies Network and
the BTOP program (grant applications) were reviewed.
o
Partnerships with various
organizations were displayed, and
o
PSFA grants made included; CAPRAD
($150K), RPC support ($200K) and Project 25 ($60K).
·
The SGI Task Force, along with Dave
Clemmons representing the C&B Committee presented the changes that were
requested of them prior to August 14, 2009.
Those requests were reviewed and the Executive Council was asked to
follow along thru the red-lined version to note modifications, changes and
additions.
o
The Executive Council broke into
regions and a caucus for Regional Board of Directors was held. Results were announced:
§ Western
Region- Dick Granado, CPRA and
§ North
Central Region- Lynne Feller,
§
§ East
Coast Region- Dave Clemmons,
§ CAC-
TBA
·
Brent Lee presented information regarding
Project 42. The goal being to identify the areas where standards are needed to
achieve system interoperability and create a common operating picture at all
levels, horizontal and vertical.
·
Matt Stillwell presented updates
regarding Project 33. Urged that when the Project is approved to be proactive
in sharing with your chapter and agencies.
·
Group Leaders- Dave Clemmons, Gigi
Smith, Julie Righter and Carol Adams presented information and status updates
regarding their assigned committees.
·
Susan Stowell and Courtney Hastings
presented information regarding Web 2.0:
o
Automatically assigns you to a list
serve and only those in that group can see the information.
o
Once groups have been established, the
member can then choose how they would like to receive the information (IE;
updates by e-mails as they come in or in groups)
o
The member will be able to look at the
history of threads and can upload documents along with blogging.
o
The implementation plan- the platform
is in production now, beta testing will begin in a few weeks and it will be
launched by the first of the year.
·
Steve Souder, Chair of PRO-CHRT
introduced the Council to this new task force created by the Board under
President Fischer. Kimberly Burdick with the Montana Chapter will serve as the
Vice Chair. A flyer was handed out
requesting information regarding training standards, labor law and retirement
within each state. Mr. Souder requested
that all information be sent directly to Loredonna Elsberry by September 15,
2009. The task force would like to
gather the issues and complete the project within a timely manner rather than
have this be an on-going task force.
·
Carol Adams presented the status of
standards development and pointed out that the standards within APCO have been
divided into three areas; Operations, technical and training. The Training Standards for Public Safety
Managers and Training Coordinators as it applies to
·
Other business included:
o
o
This will be the final EC meeting for:
§ Mary
Messamore-
§ Lloyd
Flaying-
§ Don
Whitney, SGI being passed and BOD election.
§ Pam
§ Wanda
McCarley- Past President, ending term.
o
Virginia Chapter is celebrating their
50th Anniversary. Challenge
coins were shared with all EC Representatives and congratulations were
given.
o
Thanks to Larry Sheridan for serving
as moderator.
Second day agenda began: Friday August 14, 2009 at 1444 hours with
roll call.
·
The Consent Agenda was read to include
the following five items;
o
2009 Mid Year Meeting Minutes
o
Recommendation to the Members for
Approval of Quorum Resolution 1- Bylaws Restructure at the General Business
Session
o
Recommendation to the Members for
Approval of Quorum Resolution 2- The Codification of eligibility criteria for
the various Membership categories and designations at the General Business
Session
§ Bill
Keller, Texas Chapter requested this to be removed and agreed to present an
amendment to the Quorum at the first business session (Life Member to read that
the four year requirement can be a combination of years of service to make
eligible to run for office and be in the position of Life Member)
o
Policy Manual Revisions:
§ Article 1 – The Policy Manual
§ Article 2 – The Association
§ Article 3 – Chapters
§ Article 4 – Membership with the exception of 4.11, 4.12, and
4.13
§ Article 5 - Executive Council
§ Article 6 – Board of Officers
§ Article 7 – Committees and Task Forces
§ Article 8 - Headquarters Staff
§ Article 9 - Travel
§ Article 10 - Purchasing and Contracting
§ Article 11- Records Management
§ Article 12 - APCO Project Series
§ Article 13 – Awards
o
Revised Project 33 Standard
·
Matt Stillwell with the Oklahoma
Chapter, thanked President Chris Fischer for her dedication and leadership.
·
Desi Calzada with the Northern
California Chapter made note that his Chapter was not in favor of Resolution 1,
but wanted to share his appreciation to the Board for their hard work and all
they completed this past year.
·
Larry Sheridan with the Wyoming
Chapter requested that a letter be sent to the South Dakota Chapter indicating
that they were not represented at this meeting and in the future should find means
to do so.
·
The Executive Council then recessed at
1505 hours (Pacific Time) until the closing of the Blue and White Gala.
Executive Council Representative’s Report
APCO INTERNATIONAL EXECUTIVE COUNCIL MEETING
August 4-5, 2006
Submitted
by: Tom Hanson
Virginia
Chapter Executive Council Representative
The
Annual Executive Council meeting was held in a two-day format. Tom Hanson of
the Virginia Chapter was asked to moderate the first day on Friday, August
4th. This day was used to discuss key
issues that would need action during the official Council meeting that was held
on Saturday and to receive a variety of reports from committees and staff. Some of the topics that were presented
included APCO Policy Manual revisions; Subsidiary Bylaws revisions; Quorum
Resolutions; financial reports; FY 2006-2007 Budget modification; Executive
Director’s Business Plan and reports by the Group Leaders, staff, the IDC and
the Regulatory Affairs.
Convene: President
Wanda McCarley convened the formal Executive Council Meeting at 8:30 a.m. on
Saturday morning.
Roll call: All chapters
were represented, either by their elected Executive Council representative or
by proxy, with the exception of the
Changes to the Agenda: There were
five corrections/changes made to the agenda.
A motion for approval was offered by Gregg Riddle,
Approval of 2005 Annual Executive
Council Meeting Minutes: A motion by Lloyd Fayling, Michigan, to
approve the minutes of the 2006 Mid-year Council meeting; Larry Sheridan,
Wyoming, offered a second; Motion
carried.
APCO Policy Manual Changes: Eight (8)
Policy Manual Sections were offered by the C&B Committee for consideration
by the Council.
Section
1.1: Establishment: This change will allow Staff to
provide electronic copies once they are approved. Gregg
Riddle of the Illinois Chapter made a motion to accept this change. Jay Maritz of the Wisconsin Chapter offered
the second to the motion. Clarification
was offered that a hard copy can still be requested from Staff for those
that are unable to download electronic copies. A verbal vote was taken with no opposition and the motion was approved.
Section 2.3: Equal
Opportunity Statement: This change
inserts language to provide clarity for the Executive Director so that the
report that he is required to submit every other year will be submitted in the
odd calendar year. Gregg Riddle of the
Illinois Chapter made a motion to accept this change. Jay Groce of the Pennsylvania Chapter seconded
the motion. A verbal vote was taken with
no opposition and the motion carried.
Section 2.11: Style
Guide: This new section requires the use
of the APCO Style Guide in regards to the display of the Association’s name and
logo. Gregg Riddle of the Illinois Chapter
made a motion to accept this change. Jay
Groce of the Pennsylvania Chapter seconded the motion. A verbal vote was taken with no opposition
and the motion carried.
Section 4.2: Member
Conduct: This change was for the
modification of language that referenced language prohibiting
discrimination. The purpose was to use the
same verbiage that appears in Section 2.3.
Gregg Riddle of the Illinois Chapter motioned to accept. Jay Maritz of the Wisconsin Chapter seconded
the motion. A verbal vote was taken with
no opposition and the motion carried.
Section 4.7: Dues: The changes to this section of the Policy
Manual involved three (3) separate changes:
1. Document the respective dollar amounts for each membership category
as approved by the Executive Council at the Mid-Year Meeting; 2. Amended the
language to follow the current practice for pro-ration of dues as currently
done in the Membership Department; 3. Removal of paragraph Nine during an
Executive Council meeting in 2003 in which the Australia/New Zealand Chapter
was given a grace period before the increase of their dues. Because this is no longer an issue for this
Chapter the language is being removed.
Gregg Riddle of the Illinois Chapter motioned to approve. Jay Maritz of the
Wisconsin Chapter seconded the motion. A
verbal vote was taken with no opposition and the motion carried.
Section 7.1: Subsidiary
Advisory Committees: This section was a
complete rewrite of the Section as it currently existed. The language had been carried over from the
old Policy Manual and was never changed or reformatted to the current format. Gregg Riddle of the Illinois Chapter motioned to
accept. Steve Tracy of the Kentucky
Chapter seconded
the motion. A verbal vote was
taken with no opposition and the motion carried.
Section 7.2: Standing
Committees: This removes the requirement
that the Chair of the Finance and Budget Committee would be the President-Elect
and specifically defines the Finance and Budget Committee as an Executive
Council Committee. Gregg Riddle of the
Illinois Chapter motioned to accept. Peggy
Fouts of the Washington Chapter seconded the motion.
Nate McClure of the
Commercial Advisory Committee motioned to amend the revised Policy Section
1.4.1 to make the current requirement for submitting reports twice per year,
rather than quarterly. Gregg Riddle of the
Illinois Chapter seconded the motion. A
verbal vote was taken with no opposition and the motion stood amended. A
verbal vote was taken on the original motion as amended with no opposition and
the motion carried.
Section 11.1: Records
Management: This change removes the
listing of the three (3) Subsidiaries and makes reference to the Subsidiaries
in general. Gregg Riddle of the
Quorum Resolutions: Five (5)
Resolutions were submitted by the April 1st deadline for
consideration by the Quorum during the conference. The Executive Council is required
to submit their position on each Resolution as information for the Quorum prior
to the final vote on each Resolution.
Resolution
#1: This was to clarify the duties and responsibilities of the Board of
Officers. Gregg Riddle of the Illinois
Chapter motioned to recommend approval.
Peggy Fouts of the Washington Chapter seconded the motion. A verbal vote
was taken with no opposition and the motion carried.
Resolution
#2: This was to update the requirements for granting a charter to a Chapter
and/or International Chapter. Gregg
Riddle of the Illinois Chapter motioned to recommend approval. Art Rios of the New Mexico Chapter seconded
the motion. A verbal vote was taken with
no opposition and the motion carried.
Resolution
#3: This was to modify the Constitution to ensure the Association adopts a
balanced budget. Gregg Riddle of the
Illinois Chapter motioned to not recommend approval of Resolution #3. Tom
Sorley of the Florida Chapter seconded the motion. There was a significant discussion over the
impact of this Resolution. CFO Tim Ryan
indicated that the Association would be restricted from using a surplus from
one year in a subsequent year for expenditures that would exceed revenues. The Council was concerned that this would
seriously limit the flexibility the Association currently has in dealing with
the annual budget. A verbal vote was taken with the majority of the votes being
ayes, and the motion carried.
NOTE: Following the Executive Council meeting the
Maker of the Resolution, the Nevada Chapter, officially withdrew the
Resolution. Resolution #3 was then
removed from the agenda and not considered by the Quorum.
Resolution
#4: This was to modify the Bylaws to require that the total number of votes
cast for each candidate running for election to the Board of Officers shall be
reported to the Quorum. Gregg Riddle of
the Illinois Chapter motioned to not recommend approval of Resolution #4.
RoxAnn Brown of the Tennessee Chapter seconded the motion. This Resolution also received significant discussion
by the Executive Council members. There
were comments made both in favor and in opposition to the Resolution. At the end of the discussion a verbal vote
was taken with the results too close to call.
A show of hands was then utilized and the motion failed by one vote.
Gregg
Riddle of the Illinois Chapter then motioned to recommend approval of
Resolution #4. Woody Glover of the
Louisiana Chapter seconded the motion. A
roll call vote was requested. The tally
of the votes showed 28 ayes and 21 nays.
The motion carried.
Resolution
#5: This was to update the eligibility criteria for designation as a Life
Member and designation as a Senior Member of the Association. Gregg Riddle motioned to recommend approval
of Resolution #5. Pat Joy of the Arizona
Chapter seconded the motion.
Gregg
Riddle of the Illinois Chapter motioned to amend to strike the language “APCO
Bulletin” in 3.1.3.2.4. Mary Messamore
of the Kansas Chapter seconded the motion.
A verbal vote was taken with no opposition and the motion stood
amended. A verbal vote was taken on the
original motion as amended with no opposition and the motion carried.
Non-substantive Changes to the APCO Constitution: Under the amendment procedures for the
Constitution the Executive Council is authorized to make non-substantive
changes. The Executive Council
officially approved two changes submitted by the C&B Committee for minor
grammatical errors in Article VI, Section
2.3 and Article X, Section 1.2.
Subsidiary Bylaws: The Bylaws
of the APCO Subsidiaries are amended and approved by the Executive Council
based on procedures in the Bylaws. Each
of the four subsidiaries had amendments proposed by the C&B Committee. These changes were to correct some language
errors as well as to provide uniformity between the four sets of documents
where that uniformity was practical.
AFC:
Gregg Riddle of the Illinois Chapter motioned to recommend the approval of the
Bylaws amendments as submitted for the AFC Subsidiary. Pat Joy of the Arizona
Chapter seconded the motion. Gregg
Riddle of the Illinois Chapter motion to amend Article VII, Section I,
Paragraph 1.1.4, to remove the period at the end of the paragraph insert a
semicolon and the capital letters “AND” which will then cause the inclusion of
1.1.5 as part of that total process. Larry Sheridan of the Wyoming Chapter
seconded the motion. A verbal vote was
taken with no opposition and the motion stood amended. A verbal vote was taken on the original
motion as amended with no opposition and the motion carried.
APCO
Heritage Foundation: Gregg Riddle of the
Illinois Chapter motioned to approve.
Mary Messamore of the Kansas Chapter seconded the motion. Gregg Riddle of the Illinois Chapter motioned
to amend Article II, Section I to remove the word “the” in front of the name of
the subsidiary. Brenda Gowdy of the
Mississippi Chapter seconded the motion.
A verbal vote was taken with no opposition and the motion stood amended. Gregg Riddle of the Illinois Chapter motioned
to amend Article VII, Section I, Paragraph 1.1.4, to remove the period at the
end of the paragraph insert a semicolon and the capital letters “AND”. Larry Sheridan of the Wyoming Chapter
seconded the motion. A verbal vote was
taken with no opposition and the motion stood amended. A verbal vote was taken on the original
motion as amended with no opposition and the motion carried.
Institute: Gregg Riddle of the Illinois Chapter motioned
to approve. Pat Hall of the Alabama
Chapter seconded the motion. Gregg Riddle
of the Illinois Chapter motioned to amend Article II, Section I to remove the
word “the” from the title of the subsidiary.
Patsy Joy of the Arizona Chapter seconded the motion. A verbal vote was
taken with no opposition and the motion stood amended. Gregg Riddle of the Illinois Chapter motioned
to amend Article VII, Section I, Paragraph 1.1.4, to remove the period at the
end of the paragraph insert a semicolon and the capital letters “AND”. Larry Sheridan of the Wyoming Chapter
seconded the motion. A verbal vote was
taken with no opposition and the motion stood amended. A verbal vote was taken on the original
motion as amended with no opposition and the motion carried.
PSFA: Gregg Riddle of the Illinois Chapter motioned
to approve. Jay Maritz of the Wyoming
Chapter seconded the motion. Gregg
Riddle of the Illinois Chapter motioned to amend Article VII Section I
Sub-Paragraph 1.1.5 - the word “the” is capitalized and should be lower case. Mary Messamore of the Kansas Chapter seconded
the motion. A verbal vote was taken with
no opposition and the motion stood amended.
Gregg Riddle of the Illinois Chapter motioned to amend Article VII,
Section I, Paragraph 1.1.4, to remove the period at the end of the paragraph
insert a semicolon and the capital letters “AND”. Larry Sheridan of the Wyoming Chapter
seconded the motion. A verbal vote was
taken with no opposition and the motion stood amended. A verbal vote was taken on the original
motion as amended with no opposition and the motion carried.
Minimum Training Standards for Public
Safety Communications First-Level Supervisor: Julie Righter
of the Nebraska Chapter motioned to adopt the new standard for First-Level
Supervisor. Pat Hall of the Alabama
Chapter seconded the motion. A verbal
vote was taken with no opposition and the motion carried.
Corporate Partners Policy: This proposed policy offered by the
Conference Department is a complete rewrite of the current APCO Policy Section
4.9. Nate McClure of the Commercial
Advisory Committee motioned for
approval. Peggy Fouts of the Washington
Chapter seconded
the motion. Because the major change was
the removal of all the criteria that identified the reward levels, an amendment
was offered. Tom Sorley of the Florida
Chapter motioned
to amend to make a new Paragraph 2, moving all the existing Paragraphs
2,3,4,5, and 6 down and the new language in Paragraph 2 would be that “the APCO Conference Department in
conjunction with the Commercial Advisory Committee will be responsible for the
setting of the levels and the details of this policy”. Gregg Riddle of the Illinois Chapter seconded the
motion. A verbal vote was taken with no
opposition and the motion stood amended.
A verbal vote was taken on the original motion as amended with no
opposition and the motion carried.
Financial Report: RoxAnn Brown of the Tennessee
Chapter motioned to approve the Financial Report as offered by CFO Ryan. Jay Groce of the Pennsylvania Chapter
seconded the motion. An error had been
identified during the discussion that were held on Friday so Tom Sorley of the
Florida Chapter motioned to amend allowing the Chief Financial Officer to
correct the line error in the moving expenses in the PSFA. Richard Granado of the CPRA Chapter seconded
the motion. A verbal vote was taken with
no opposition and the motion stood amended.
A verbal vote was taken on the original motion as amended with no
opposition and the motion carried.
Business Plan: The Executive Director’s
initial Business Plan was not approved by the Board of Officers prior to the
Executive Council meeting. It was
presented in its original form to the Executive Council. Two issues were identified as a concern for
many Council members. First was the
consolidation of a Deputy Director’s position with the CFO. Secondly was the elimination of 9-1-1 in the
name of the Communications Center Service Department. Prior to the Meeting on Saturday, a revised
Business Plan was presented to and approved by the Board of Officers. Ted Wynn of the Georgia Chapter motioned to
approve the revised plan approved by the Board of Officers. Frank Thomason of the North Carolina Chapter
seconded. Mary Messamore of the Kansas
Chapter motioned to amend that the title of the department “Communications
Center Service and Standards” must include the number “9-1-1”. Julie Righter of the Nebraska Chapter
seconded the motion. A verbal vote was
taken with no opposition and the motion stood amended. A verbal vote was taken on the original
motion as amended with no opposition and the motion carried.
Budget Amendments: Based on the approved Business Plan it was necessary
to amend the budget. Mary Messamore of
the Kansas Chapter motioned to approve. Pat
Joy of the Arizona Chapter seconded the motion.
Chief Financial Officer Tim Ryan clarified that the only change that was
made to the budget document was the addition of $117,500 for the Deputy
Executive Director, under “Personnel in Exec Offices”. This will cover eight months of salary for
the position. In addition, $147,000 was
included for the buy out of the Democrat Printing contract. A verbal vote was taken with no opposition
and the motion carried.
Project
41 Proposal: LOCATE – VoIP: the Standing Committee that
had been delaing with the VoIP issue has been replaced by an APCO Project. Gregg Riddle of the Illinois Chapter motioned
to approve the designation of Project 41 for LOCATE – VoIP. Pat Hall of the Alabama Chapter seconded the
motion. A verbal vote was taken with no
opposition and the motion carried.
Other
Business: The Council dealt with
numerous items under Other Business.
These included the following:
- Improvement on how
revenues and budgets are projected.
- Changing the budget
planning cycle by moving the process into the spring.
- A motion was made to
establish a task force to clarify the process to allow for unusual
succession of Officers in a timely and coordinated manner. The motion failed when brought to a
vote.
- Gregg Riddle of the
Illinois Chapter thanked Tom Hanson of the Virginia Chapter for agreeing
to moderate the first day session of the Executive Council meeting. Tom
stepped in at the last minute to cover for Fred Thompson from
- A motion was offered
and seconded to settle the contract with Democrat Printing. A verbal vote was taken with one
abstention and the motion carried.
- Executive Director
George Rice was asked that the correct name of the Bulletin be used,
“Public Safety Communications/ APCO Bulletin” in all documents.
- Tom Hanson of the Virginia
Chapter announced that this will be his last Executive Council meeting.
- President McCarley was
asked to have letters sent to all absent Executive Council members from
the President stating that they were missed at the meeting.
- Art Rios of the New
Mexico Chapter stated that while at the NENA Conference in
- A motion was made to
cast a vote of no confidence in APCO Chief Financial Officer Tim
Ryan. Motion died for lack of a
second.
- A motion was made to
send Past President Vinnie Stile, Freddie Thompson of the South Carolina
Chapter and Don Whitney of the CAC best wishes from the Council. A second was offered and the motion
carried.
- Lloyd Fayling of the
Michigan Chapter thanked the Council and Staff for all the flowers and
cards he received while recuperating from his surgery.
Recess: The Executive
Council Meeting recessed at 3:15 p.m.
Respectfully submitted,
Tom Hanson,
Virginia Chapter Executive Council Representative
