Members Present:
| Jim Westrum | Jeff Solomon | Margo Nash |
| Donna Luhring | Earl Athman | Sue Crockett |
| Kim Josephson | Colleen Mertesdorf | Recorder: Sue Crockett |
| Agenda Item | Notes/Decisions | Follow Up/Action Items |
| Meeting AgendaApril Meeting Minutes | Changes to Agenda:Approval of minutes | |
| 4th Qtr Financials 4th Qtr Receipts & Disbursements Year End financials Year end receipts and disbursement | Motion made by Earl Athman to approve the financials for the 4th quarter and year end and the receipts and disbursements for the 4th quarter and year end. Second by Kim Josephson. Approved. | |
| MASBO Board work with Dennis Cheesbrow | The Board is working toward a change in the structure of the organization. The plan is to change the current role of the Executive Director. It is proposed that the job will be split out between an executive director who will be a .4 FTE employee and an operations director who will be an independent contractor with the position being sent out for RFP. The board will roll out their intent to the membership at the Fall Conference. The new structure will be in place by the end of the year when the current executive director’s contract expires. | |
| Audit of MASBO’s financial records | The MASBO financial records will be audited by an independent auditing firm every 3 years. The audit will begin with the 2007/2008 year. | Donna Luhring will contact several auditing firms to get pricing. The audit needs to be conducted by October 1. |
| Executive Director use of p-card | The executive director has authority to use the credit card for organization expenses; e.g. conference, board, committee. Questions about use should be directed to the president. | |
| 2008/2009 Budget | Kim made a motion to accept the 2008/2009 budget. Second by Earl Athman. Approved | |
| Ewald Contract | The evaluation summary from the legislative committee showed satisfaction with the services of Valerie Dosland. It was suggested that the legislative committee take a look at other vendors that provide lobbying services for comparison purposes. | Earl will ask the legislative committee to look at other vendors. Jeff Solomon made a motion to accept the contract for $12,000 for services of Valerie Dosland. Margo Nash 2nd. Approved. |
| Moderators for Institute | Board members will continue to serve as moderators. An emergency plan will be to have an attendee serve as a backup moderator and receive a discount of 50% on registration | |
| Annual Meeting | There was discussion on what to do about space at Breezy Point. Attendance numbers were up by 50 from last year and exhibits were up 10 from last year. The space is not accommodating number for dinner and events. | It was determined not to limit attendance. Sue Crockett will continue to work with Breezy Point on space solutions. |
| ASBO June Affiliate Meeting | Sue Crockett gave a report on the affiliate meeting. There is new information on filing the new 990 IRS report. MASBO needs to have in place a Whistle Blower, conflict of interest and record retention policy. The board of directors needs to view the completed 990 form before it is sent. The new form goes into effect for the 2008/2009 year. | Sue Crockett will bring sample templates of policies to the board for review and have policies in place prior to July 1, 2009. |
| Executive Director expenses for ASBO conferences and affiliate meetings | The board agreed to pay travel, registration and incidental expenses for the executive director to attend ASBO leadership, ASBO annual conference, ASBO affiliate June meeting and ASBO affiliate Midwest meeting. | |
| Update on committee work | Communication and Engagement: Sue Crockett reported that 23 are registered to begin the first certification class following the Tax Levy workshop on September 10th in St. Cloud. There are 4 registered to begin the certification program with the Institute in February. 19 applications have been reviewed and approved for grandfathering. Letters will be sent to the recipient’s superintendent and the recipient will receive a certificate, notice in the newsletter and recognition at the annual conference. The work on the leadership academy continues with the sub-committee developing a survey for the membership. Once completed it will be sent out, data compiled and submitted to the committee for review. Legislative: continues to operate well. The committee recommended that the Board renew the contract with Ewald Consulting. Membership: The committee is beginning to gather momentum. Sue sends the names of new members to the chair, Liz Olson. She assigns a committee member to contact them and welcome them to MASBO, etc. The committee also puts together a profile on a new member for publication in the newsletter. Sue provides the committee with a list of non-members attending conferences for follow up. School Finance: the committee continues to gather topics and recommended speakers for conferences. | |
| MASBO Insurance Policies | It is the desire of the board to review the policies in place and to determine who needs to submit certificate of insurance. | Jim Westrum and Earl Athman |
| Mentorship | Sue Crockett reported that she continues to assign mentors to new members, however, the Mentorship program has not been evaluated for quite some time and no new mentors have been trained. | Assign to the Membership committee |
| SBO Outsourcing Companies | Discussion on how to position MASBO in relation to companies that are providing school business positions on an outsourcing basis. | Sue will contact ASBO for position on outsourcing. Donna L. will contact Don Kreye at School Management Solutions |
| Walseth Management Contract | The contract for Walseth Management was reviewed. The only change noted was to change the written notice of termination for either party to Sixty (60) days instead of 90. It is noted that the contract is approved for up to 755 hours (as proposed by Walseth) and if additional hours are needed they will need to be approved by the Board. | A motion was made by Jim Westrum, second by Kim Josephson to approve the contact with changes for the 2007/2008 year. Donna Luhring will send Donna Walseth a cover letter with contract notifying Walseth Management that the contract will not be automatically renewed at the end of the fiscal year. |
| Attendance at MASA/MSBA shows | There was discussion about the value of attending the trade shows at these conferences and who will man the exhibit booth. | It was decided to continue exhibiting at both shows and board members will continue to man the booth. |
| Vendor Award | Earl Athman shared ASBO’s corporate leader award and recommends that MASBO also consider offering this award to an outstanding associate member in Minnesota. | Earl asked the Board to review the ASBO model. |
| MSDLAF User Group | Colleen Mertesdorf reported that the user group is going well. There has been good attendance at the meetings, good follow through by PFM. | It was agreed to continue holding the user group meetings in conjunction with MASBO conferences. |
| Board Job Descriptions | Board descriptions were reviewed | A motion by Jeff Solomon, second by Kim Josephson to approve the job descriptions with changes. Approved. The updated version will be sent to board members. |
| Board Meeting Dates | October 22 – 5:00 – 9:00 pm – prior to Fall conference – Earle Brown Center December 5 – all day – Jim Westrum’s office January 28 – 5:00 – 9:00 pm – prior to Winter conference - Doubletree April 3 – all day – Jeff Solomon’s office May 15 – all day - Margo Nash’s office Board retreat – possibly July 16-17, 2009 | Sue will check on availability for holding the board retreat on a Thursday/Friday. |
| Director Assignments | Director assignments for conferences reviewed. | Assignments for 2008/2009 will be updated and sent to board members |
| Job Descriptions | Create an ad hoc committee to write the job description for the executive director and the RFP for independent contractor | Assigned to: Colleen Mertesdorf, Margo Nash, Jeff Solomon |
| Per Diem rate | Discussion on changing the expense per diem rate for meals, incidentals and tips to: $10 – breakfast $15 – lunch $25 – dinner | Jeff Solomon made a motion to accept the set rate for meals, incidentals and tips of $10 – breakfast, $15 – lunch, $25 – dinner. Second by Colleen Mertesdorf. Approved. |
| Review of Bylaws | An ad hoc committee will review the bylaws | Assigned: Jim Westrum, Donna Luhring, Sue Crockett |
| Review of Policies and Decisions | It was recommended that there be a separate listing for policies and one for procedures. As reviewed: List serv guidelines – ok Legal – ok ASBO conference – first 3 listings as one policy – rewrite Event posting – remove newsletter Job postings – change: make the employment opportunities public on the website. Board decisions – pull out policiesDelete speaker policy – July 11, 1994Delete resource committee policy – January 22, 1999Website – ok Flower Policy – change: Illness or death acknowledgement Event postings – ok Job postings – ok Life members – ok | Assignment: Donna Luhring, Jim Westrum, Sue Crockett re-format the information Motion by Jeff Solomon to make employment opportunities public on the MASBO website. 2nd by Margo Nash. Approved. Motion by Earl Athman to delete speaker policy. Second by Jim Westrum. Approved.Motion by Kim Josephson to delete resource committee policy. Second by Jeff Solomon. Approved. |
| Fund balance policy | Board wishes to establish a fund balance policy. | Sue to find out what other Affiliates do. Donna Luhring will visit with auditors. |
| Speaker for annual conference | Earl Athman is interested in the speaker on generational issues ASBO Intl. used at leadership. | Sue will get contact information and pricing. |
| NASBA | Jim reported that MASBO’s CEUs up to 16 hours can count toward active CPA licensure. A reporting process needs to be set up with NASBA. | Motion by Jim Westrum for MASBO to apply for NASBA certification at a cost to MASBO of $1500. |
| ACS withdrawal | Jim Westrum contacted Kent Schutte to officially withdraw MASBO from ACS. | |
| ASBO candidate | Debbie Grant requested that the board consider running a candidate for ASBO Director | Sue: what are ASBO candidate requirements and amount of money spent on campaigns. Donna: put together a survey for the membership. |
| Adjournment | Motion by Earl, second by Colleen to adjourn at 11:20 a.m. |
