CAPPA EXECUTIVE COMMITTEE MEETING
OCTOBER 10, 2014
EL PASO, TEXAS
President David Handwork called meeting to order at 8 AM.
David welcomed committee members and introduced new members. Marcus Hogue, Information
Services; Ian Hadden, 3rd Vice President; David Millay, Membership; Tim Stiger, Treasurer. Chuck Scott
represents APPA President Randolph Hare. Randy Culver, not present at this meeting, will fill Historian
position vacated by Art Jones. Lee McQueen will not seek re-election for his position as co-chair of
Professional Development.
Current Board membership introduced themselves.
Secretary report was presented by Jeanne Hanson. Motion to approve report by Sue-Anna Miller,
second by Glen Haubold. Motion carried.
Tim Stiger presented Treasurer’s report. Fiscal year ending March 31 showed a loss from financial
support of Strategic Initiatives and 2013 Annual meeting. Executive Committee members are required to
complete and submit an Ethics and Conflict of Interest Policy Statement which is available online. All
information has been provided to accountants as of 9/30/2014. Sue-Anna Miller raised concerns with
compliance and accounting issues and recommended that the Financial Committee exercise better
fiduciary responsibility to more closely review the treasurer’s activity. David Millay stated that as
members of the Executive Committee we should be more involved in financial policies, which were
reviewed and discussed. President Dave Handwork raised the issue of accountability, and how the
finance chair should be more closely involved in monitoring the financial activity. Action items will be
addressed in the finance committee report. Motion by David Millay, second by Lee McQueen to accept
treasurer’s report.
Glen Haubold presented the First Vice President report. There was discussion on the Business Partner
model and conference sponsorships; how to attract new members; new institutions; and the Mexico
Initiative; how to prevent stagnation and encourage new institution membership.
Ed Heptig presented 2nd Vice President’s report, including a video presentation of next conference site in
Manhattan, KS. Oct 11-14. Ed will have booth display and promotional materials available. He is
researching possibility of Toolkit presentation. The 2015 conference theme concept is “Future is Now”.
There was additional discussion on educational session presentation by business partners.
Ian Hadden presented 3rd Vice President’s report. He has had Initial contact with Event Pros for hotel
and conference venue. He encouraged input on activities or events for the Arkansas conference.
Shelton Riley presented Immediate Past President report. Expressed appreciation to Bob Eckels for
assistance on the road to APPA. Jr. Rep. Bob Eckels provided information on joint conference with
MAPPA. Ad hoc committees were created to explore the feasibility. Regional reps recommend moving
forward with the event in St. Louis. There was discussion on the conference site and the relation to 3rd
Vice President’s election. Motion by David Millay to accept the recommendation to move forward with
joint CAPPA/MAPPA conference in 2017 in St. Louis; second by Tim Stiger. There was discussion on
potential conflict and MOU document to define conference parameters. A conflict committee will be
defined with APPA potentially serving as arbitrator. Motion carried unanimously.
David Millay presented the Membership report. He thanked the Executive Committee for support. He
expects some changes in membership committee positions. There was discussion on development of K12 test mailing list by APPA but it has been delayed. There was additional discussion regarding local
chapter development. Motion by Tim Stiger, second by Lee McQueen to accept report. Motion carried.
Marcus Hogue presented the Information Services report. He will create Google drive for central
location of document storage. Presented option of providing Business Partner advertisement on
website. He will work with Roy Ruiz on Development of Spanish CAPPA website. He introduced the
development of social media and education to promote CAPPA. He will work on the changes and
updates to the website for new committee members. The membership database needs to be updated.
Lander recommended working with the APPA staff for current data. Additional discussion was held on
list-serve hosted currently hosted by UNT and the potential of hosting by APPA. There was discussion on
improving website access for conference and Business Partner information.
David Handwork presented the Nominating Committee report. Angela Meyer is under consideration for
the 3rd Vice President position which will be voted on by membership. Bob Eckels requested she be
asked to provide a brief presentation on how she can best serve the organization. A slate of candidates
will be presented to the membership and nominations will be taken from the floor. There was discussion
on recruiting more candidates for election. David Millay made a motion, second by Ed Heptig to accept
the nominated slate of candidates. Motion carried.
Shelton Riley presented Awards Committee report. Award nominations have been submitted to CAPPA
president. The award nominations need to be submitted to APPA.
Art Jones presented the Historian report. Art restated this is his last meeting and reminded the
committee that Randy Culver will be fulfilling the position at the board’s discretion. Art provided
historical information on the “Texas Gavel” and it will be displayed at this conference. There was about
$500 expense to update the conference and president information. All annual reports have been located
and Art recommended that they be professionally archived. He also recommended that CAPPA
permanently archive historical photos. Tim Stiger recommended that all information be available on the
website. Art suggested collecting a list of Emeritus members. That history will need to be collected from
annual reports. Because of the integrated membership, APPA will now recognize all CAPPA Emeritus
members if they so choose; and vice versa. Jeanne Hanson made a motion to reimburse Art for all
expenses incurred in updating the gavel and other costs incurred updating history. Second by Shelton
Riley. Motion carried. Shelley Armato will donate the cost of scanning the annual reports. Sue-Anna
Miller suggested that the Historian submit a budget for next fiscal year.
Lee McQueen presented the Professional Development committee report. The fiscal year scholarship
budget is $35,000; most has been distributed. There were 3 awards for participants from Mexico.
Shelley Armato volunteered to serve on the committee. Several schools have hosted drive in workshops.
UT hosted a Supervisors Tool Kit in June. The committee is looking for future hosting opportunities. Lee
provided information about Technology 14 and plans for Technology 15, which will be held again at the
Airport Hilton. Motion to approve the report made by Dave Millay, seconded by Tim Stiger. Motion
carried.
The Newsletter report was presented by Laurie Lentz. She is working with Marcus on who is accessing
the newsletter on the website and archiving the documents. Shelley Armato suggested the committee
consider offering advertisement opportunities in the publication. Motion made by Tim to give authority
to the President to set up committee/workgroup to work with the Newsletter Editor to discuss the
feasibility of adding advertising to the newsletter. No second. Motion by Ian Hadden that the President
appoint a working group to review and make a recommendation on accepting ads and the need for a
newsletter committee for integration with Information Services to form a communications committee.
Second by Dave Millay. Committee will have a maximum of 6 members. Shelley & Ian will serve on the
committee.
Business partner report by Keith Macejewski. Has asked Marcus to attend business partner committee
meeting on Saturday to discuss updating the BP list on the website. He reported on APPA Business
Partner information and ideas shared. Keith provided information on the survey results to APPA
Business Partners. Business Partners are here to generate business and develop relationships. Lander
presented information on APPA Business Partner communication. The Executive Committee discussed
the code of ethics for Business Partners and contact opportunities for Business Partners at CAPPA
events. The Code of Ethics information should be part of Business Partner registration process. Maybe
provide a Business Partner “survival kit”.
Dave Handwork stated most of his president’s report has been or will be covered.
Junior APPA report was presented by Bob Eckels. The Integrated Membership process appears that
regions are accepting it well. Credentialing is progressing well and will be online in 2015. Bob deferred
the Codes & Council report to Dave Handwork. He encouraged participation in the emerging
professional program. He reported on the Mexico Initiative; there was only one Mexican participant in
attendance at APPA 2014 in San Diego. There was discussion on developing the long-term relationships
at the executive level. APPA anticipates a minimum 10 year commitment for this initiative. The question
was raised regarding the value of the CAPPA financial commitment to the initiative. Regional reps are
spearheading the efforts to make contact and develop relationships. Lalo Gomez is the Professional
Development CAPPA rep to APPA his travel expenses are covered by CAPPA. Regional reps are focused
on three areas, Mexico, military, and mentoring programs. Lander explained other Regions’ mentoring
programs.
Dave Handwork presented Ted’s Senior rep to APPA report. He encouraged committee to review the
Body of Knowledge. He also reported on APPA Standards and Codes Council and encouraged more
regional engagement to provide a voice on code hearings. Once codes are adopted they are very
difficult to change. APPA has requested all regions become involved in the hearing process by attending
and participating, and providing feedback on pending items. Motion made by Shelton Riley that CAPPA
form a standards and codes council work group. Second by David Millay. The Work group will be
structured to stay engaged in code processes, monitor what is being created; solicit input from
membership on code changes; and educate membership on existing codes. David Millay amended the
motion to allow the president to appoint the work group to review the feasibility of establishing a
Standards and Codes initiative within CAPPA. Second by Ian. Call the question by David Millay. Motion
carried. Ted also promoted the engagement of membership to value added of FPI survey.
The APPA report was presented by Chuck Scott. He thanked the committee for being here. He discussed
the strategic vs. tactical approach to meetings and indicated regions should see differences. There will
be some changes in the award deadlines. Also encouraged use of BOK and participation in the FPI.
Mentioned research opportunities are available. He talked about promoting membership. Professional
development is his committee responsibility and reported that attendance exceeded projected
numbers. He talked about the development of a graduate program; and the availability of the
Facilitator’s Bureau. He mentioned the Thought Leaders Series and encouraged its presentation to
higher education presidents.
Lander presented APPA report; Christina is tasked with completing the credentialing program, but would
thank the committee for it support in continuing education. The general membership survey will come
out before Thanksgiving break. The data and information is going to all membership. The intent is to
refresh the Strategic Plan initiatives.
New Business
The Executive Committee agenda needs to add Finance Committee report to agenda. Recommend to
change the targeted reserve fund to be determined by Finance committee annually. Formula previously
developed based on a 2008-2009 established formula. When reserve is exceeded the excess is directed
to Strategic Initiatives. Motion made by Sue-Anna Miller to accept the Finance Committee
recommendation with regards to the reserve calculation annually. Bob Eckels second. Dave Millay
proposed an amendment to establish a base amount in the reserve fund and the remainder of the
reserve be calculated by the proposed formula. Amended his amendment to set the base at $200,000.
No second on Dave's amendment. Glen called the question. Motion failed unanimously.
Sue-Anna move to accept finance committees’ recommendation with the addition of a sentence at the
end which reads a minimum $200,000 will be set aside in a reserve account that is never combined with
operating funds. Dave Millay second. Ed called the question. Motion carried.
Tim talked about fiduciary responsibilities and expressed confidence in committee. Conference budgets
should be submitted before any expenses are incurred. Tim needs a copy of paid invoices, and access to
seed money bank accounts. Every conference should have a budget approved by the finance committee.
The treasurer should have access to conference financial activity. Policies are in place and will be
enforced. Treasurer is to have oversight of conference expenses; and expenditures in excess of $10,000
need to be approved by Finance committee. Sue-Anna made a motion that in the highlighted portion of
the finance policy that the words quarterly be changed to monthly and the word quarter be changed to
month. Jeanne second. Motion carried.
Dave Handwork addressed the issue of developing and sustaining high-quality leadership. Our challenge
is developing new leadership that can balance the demands of volunteer officers. Institution support of
financial commitment is softening. Dave challenged the finance committee to address financial support
of travel funds for institutions if needed. How do we entice emerging professionals to serve the
organization?
Dave requested that Executive Committee members develop a checklist for each position’s
responsibilities. Reference was made to the CAPPA website where one can click on the committee title
to see the charges and responsibilities of the respective committee and its members.
Motion to adjourn. Motion carried.
Respectfully submitted,
Jeanne Hanson, CAPPA Secretary