Board Meeting
January 16, 2011
San Diego
Matt Thomas President
Robyn Berlin Vice President (excused)
Rosemary Herrera Conference Chair (excused)
Patricia Larrigan Secretary
Penny Anti Treasurer
Rex Osborn N. Region Director
Rob Thompson N. Region Representative
Russ Moore S. Region Director
Paul Woodward S. Region Representative
Establish a quorum
No quorum due to Robyn & Rosemary calling in sick
Meeting called to order 0850 hrs
1. Approval of Minutes from Board Meeting Monterey No changes needed
2. Conference Chair Position
Discussion on returning to Conference Chair being Vice President & Regional Representatives from the region the conference is being held in.
Limited contact with Rosemary has made conference preparations difficult. Last communication is she was working on raffle prizes and sponsors but no specifics have been received.
Discussion
Vice President would oversee conference and Regional board key players if conference in their region.
Does Rosemary have “Conference How To” book?
Matt will communicate with Rosemary as to specifics and her ability to commit to conference.
Discussion on revisiting requirements for a quorum at board meeting
Rex will provide language to reword bylaws
Rob suggested there must be equal representation from both regions
3. NCNA
TAHN Conference Report
Matt and Patricia went to NCNA / TAHN conference
Good meeting and communication. Great resource for speakers. FBI has halted outside agencies attending Quantico 2 week course.
Next NCNA is possibly in Michigan but may change. Matt and Patricia will keep track of updates.
4. Treasurer’s Report –
Northern Region – $3,949.01
Southern Region – $3,105.77
State – $25,194.44
Conference - $6,786.62
Investment – $77,109.59
Rob brought up membership and paying at region training. Patricia advised March is only training we say do not accept memberships due to expiration of June 30th each year.
Penny reminded to advise when GETA payments are received for conference to include membership
5. Northern Region Report
Rex stated their trainings are going great; Sheri has done a great job organizing presenter. Usually look for one local presenter at each training. Series of short debriefs previously done worked well so will do again. Average attendance is 200. Tactical Dispatchers attendance is up
Nominations - Vice President: Rob Thompson, Regional Representative: Mark Azzouni (Santa Rosa PD), Missy Morris (Roseville PD), Chris Paris (CDCR), Region Treasurer: John Gerges (FBI)
6. Southern Region Report
Trainings – last training had 155 attendance; numbers down from 200-250 (did not consider holiday weekend) Need to look at timing of trainings calendar wise
Great presenters; Russ sent out email with brief critique on each. Possibly coordinate days with North when bringing out higher dollar speakers. New faces attending trainings.
Next training is March 18th in Irvine
Nominations - State Secretary: Patricia Larrigan (Glendale PD), Regional Representative: Paul Graff (Ontario PD-Retired), Region Treasurer: Penny Anti (CDCR)
7. Elections Bio posting – Bylaws state during first two weeks of March for Regional and State 6 weeks prior to elections. Need to amend bylaws so both are the same.
Delegates need to be assigned by March 11. Emails are being received at elections email set up on yahoo.com naming delegates. Patricia and Rob will compile list of delegates. Patricia reminded everyone that we only need to have election for Northern Region Representatives due to other positions going uncontested. North will need to replace two Representative positions due to Rob running for Vice President. One position can be appointed to complete final year of Rob’s term.
Election time frame will be the last two weeks of March
Nominations time frame not covered in bylaws. Can we do electronic nominations? Nominations should not be limited to those received at regional trainings. Email nominations acceptable as long as they meet the time frame to get bio posted for elections.
Regional director will contact anyone interested in position for region. President will contact State position interested persons.
Rex asked for photos to be posted as well. Patricia will recontact nominees and obtain photo.
Penny will draft a bylaw rewrite.
8. Newsletter
Patricia working with Tom to have next edition go out soon after board meeting. Regions asked to solicit for content input.
9. Old Business
Hotel Contracts
2012 - Looking at Embassy Suites in Tahoe
Rob suggested Matt get in touch with Chris Campion
2013 depends on if we can work multi deal with Hilton / Embassy Suites
Future Conferences Date Change
Possible move to September or October so we are on front end of budget year. WSHNA may want to do a joint conference in North. Matt communicating with WSHNA board
2010 Conference report
Handout from Penny outlining all income and expenses
$10,903.00 for school reimbursement received
Ended up in the red $2,278.33
10. New Business
Abbreviated / Smaller Board Meetings
Notify whole board when doing. Make sure those not able to attend designate proxy. Issues with cancellations. General concession is not to do again
Board Travel Expenses
Rob stated we should set a limit on the amount to be reimbursed to board members and let them make their own reservation. Max amount can be adjusted as needed. Actual expenses up to. Should be same with presenters as far as amount that can be reimbursed.
Penny will decide to make reservation or have presenter make it themselves and reimburse at conference. Rex will send speaker agreement to Penny so we can send to all presenters.
Training Grants
Patricia talked about Glendale Police Foundation mini grant and is searching to find other grants that can be used to pay for presenters or attendees to come to conference
Membership Renewal Notifications
Patricia will send out right after conference and at least one update
Lunch Break
11. 2011 Conference
Logo – change shape and positioning of name & phones. Smaller in size too. Logo on sleeve an option. Regular CAHN logo on front with San Diego at top and CAHN at bottom changes. Patricia will be meeting with Ernesto and graphics person to make changes next week.
Budget – Penny asked that everyone watch costs.
Make sure board gets their rooms booked. Can coordinate with Matt for special room. Expenses must be approved by Penny or notification made for non major purchases. Penny will purchase office supplies and do printing
Matt clarified we are receiving $25k from Qualcomm for banquet expenses in return for moving the dates for this years’ conference
Rob asked about omitting breakfast foods but not coffee/tea
Credit Cards – Reminder from Penny to put up own card for incidentals upon check in. Conference credit cards with Penny, Matt, and Robyn has conference card with Rosemary’s name on it. Penny will look to cancel conference card and get a generic one. Rob asked if we even needed another conference credit card.
Rex will book car or van, within budget, for picking up presenters.
Conference Committee & Assignments
Matt – Hotel & Banquet
Robyn – Evaluations and Photography
Rosemary – Raffles & Sponsors
Patricia – Registration, Presenters & AV
Penny – Treasurer, Midway, Merchandise
Rex – Transportation
Russ – Opening Ceremonies Dignitaries, Color Guard, Local Merchant Discounts, & Padres Game
Rob – MC
Sheri – Raffle Ticket Sales
Paul G. – Vendors
Paul W. – Breakout logistics & facilitators
Kay – Security
Heather – Greeter & Door monitoring
Patti – Registration assist
Mike - POST
Tom – Newsletter write up & Greeter
Russ and Southern Region Representatives will take over Raffle prize coordination if needed
Other region board members as opposed to volunteer waivers to come work conference then they can attend meeting(s). Rex will contact them all to make sure they can commit
Penny will coordinate new board members needing shirts as well as any others who want new shirts. Each board member is given 2 shirts and then responsible for purchasing any additional they want. Last year shirts are still the board shirts for this year.
AV Crew – LASD Scott Menell
Patricia has confirmed Scott and his crew but contract still needs to be signed and details on space discussed
Rex brought up RCPI / RTC as an entity to assist with funding and coordinating things for conference. He will make contact
Registration
Committee - everyone needs to register online
Presenters - Patricia will coordinate
UAE - unknown if attending
Registration Materials
Giveaways – Negotiator pin and business card holder passed around
Rob and Paul will look to a type of light to add to other items
Rex talked about dividing merchandise up at end of conference that is dated to do as they wish without incurring cost
Lanyards – Paul stated 836 Technologies previously expressed an interest in sponsoring lanyards. Discussion as to having sponsor name on lanyard (mixed opinions). Advertise on screen but not on lanyard. Paul will check if 836 still interested. 3 different color lanyards to designate Board, Presenters, Attendees
Rex suggested lanyard lab. Preference is thicker lanyard
“Negotiator” not CAHN on lanyard
Patricia asked for an opinion on Emailing registrants their handout(s). Decision not to do. Patricia & Penny will make sure to have copies at registration
Vendors
Quantity – 10 right now but may be more
Location – Paul will need to contact Matt to advise if he needs foyer or Randle E & D. $400 Vendor fee still in affect; can do cash and raffles to equal amount
Matt wants to put vendor room as Randle A & B so attendees see that first
Request that Patricia add vendor names to email teasers
Merchandise
Requests – golf pull over “windbreaker”
Less larger sizes and make sure we have smaller sizes
Tactical mesh negotiator ID vest “police” “negotiator”
Long sleeve with wording down sleeve or “negotiator” on cuff of short sleeve
Overstock of Challenge Coins – split up between regions to do as they wish
Schedule
Events
Midway – Monday 1830-2300
We are renting out simulators for 3 hrs plus docents for 2 different tours
Light appetizers & 2 cash bars
Rex asked about 2nd visit discount
Music – IPod with background music
Extra Tickets - $25
Gas Lamp District – Tuesday
Russ Suggested Dick’s Last Resort Event and he will check into merchant discount(s)
Banquet – Wednesday
Attire – Business Casual
Music / Entertainment – Russ will check for comedian ($600 budget)
Wine – Patricia can check with wine contact she knows. Do we want wine? Corkage fee costly even if donated. Decision to omit wine. If sponsor received we will work out agreement for a partial host bar prior to dinner.
Padres – Thursday – Russ will coordinate group tickets (50)
Hospitality – If Sponsors received we can facilitate Midway bars first hour or banquet cash bar. Patricia requested we include non alcohol beverages in any hospitality we do.
Breakout Sessions – Tuesday & Thursday
Police Suicide Prevention Presentation
Allow outside attendance for fee? – Board decided too many logistics involved
Opening Ceremonies
Patricia asked if we wanted to make any changes due to non Memorial Day. Decision to have everything stay on Tuesday
Presenters / Presenter Material Coordination – Patricia will coordinate with Scott. Patricia will also be coordinating with Mike for POST requirements. All presentations to be posted online again after conference in pdf format (minus videos & audio).
Donation to Charity – Penny will coordinate with presenters for their choices and have certificates
POST - Patricia will send presenters forms required by POST that Mike provided
Raffle
Regular
50/50
Vendor – keep if in room but omit if in foyer ($25 from each vendor)
Morning Refreshments / Coffee Cart
Coffee & Tea only
Evaluations
Hand out daily; different colors for each day. Robyn will create and send files to Penny for printing
Next Meeting(s)
At Conference – Sunday prior to early registration & Friday after conference (subject to change). Matt will advise of any changes and/or additional meetings.
Email Blast Updates – Patricia will send out any additional information such as
changes, reporting times, assignments, etc…
Issues / Questions
Paul looking to do a single day vendor for lower cost. Contingent on space.
Rob requested Peter Morgan as alternate presenter. Peter will pay for flight and has 2 presentations. Rob will assist in coordination
Preference is Peter for Thursday breakout and as standby for any cancellations
Both Kris Mohandie & Gary Noesner were discussed as potential presenters in the event of cancellations. Patricia has a couple presenters still pending and presenters already presenting that can do a second presentation if needed
Russ suggested Harry Drucker and his agency as presenters if needed. Presented at January Southern region training.
Suggestion to utilize Chris Paris who spoke at Northern training but may also present at Southern training in March. Chris nominated for position on Northern board so may be at conference if needed for other than assisting committee.
Meeting Adjourned 1550 hrs