APCO Board Meeting
May 16-18, 2012
Meeting called to order by the President at 1700 hours at the annual NENA/APCO Conference in Virginia Beach, Virginia.
In attendance: Julie McKercher – President
Steve Souder – Immediate Past President
Richard Troshak – Vice President
Carol Adams – Treasurer
Cyndi Bird Shrout - Secretary
Athena Plummer – Member at Large
Kathy Richardson – Member at Large
Emily Totten – Member at Large
Bill Agee – Representative to Executive Council
Greg Staylor – Member at Large
Butch Johnson – Chapter Historian
Discussion
R. L. Gentry – Currently in a LWOP status with his agency. Through his emissary, Mr. Buster Brown, he has requested a leave of absence from the board while he attempts to resolve his personal issues. Mr. Curt Shaffer joined the meeting and indicated that at this time Mr. Gentry is on administrative leave without pay from his position in Hanover County pending the outcome of the case. Due to this being a sensitive personnel matter Mr. Shaffer was unable to provide any further information. After consider of the board and discussion on Mr. Gentry’s request, a motion was called by the President; Julie McKercher.
Motion: To grant Mr. Rodney L. Gentry a thirty (30) day leave of absence to commence on May 16, 2012 – June 27, 2012 from his position as president elect and during that time we (the board) expect him to provide a letter indicating that he has been exonerated of all charges or that he is formally tendering his resignation.
Motion Entered: Julie McKercher
Seconded: Carol Adams
Voted: Unanimous decision
President McKercher will draft the correspondence to Mr. Gentry. The letter will contain an explanation of what gave rise to the motion, his request for a leave of absence through his emissary and the expectations of the board. Upon conclusion of the thirty day period there will be a conference call of the board members to discuss next steps. Should Mr. Gentry’s issues not be resolved and he does not resign the board will consider at that time the next steps to be taken.
Cyndi Bird Shrout will notify APCO International that Mr. Gentry will be on a 30 day leave of absence from his position.
Bill Agee asked if there had been an audit of the financial records when they were turned over from Melinda Bramley. Carol Adams said she believed there had been an appropriate transfer but that confirmation would be made on this issue.
Steve Souder recommended the commencement of a committee of individuals to evaluate and recommend suggestions for improvements to our current systems as good stewards of the Virginia APCO Chapter. It was further suggested that this committee be convened as soon as possible so that a formal report to the chapter can be made at the Fall Conference in Roanoke. Members of the committee will be: Carol Adams, Kathy Richardson and Greg Staylor. There will be the addition of one individual who is not a member of the board. Suggestions on potential candidates are Joe Barsoain or Jo Anne Munroe from the Alexandria ECC. Once the review is done, Bill suggested that we purchase a software package or update a section of the website that will allow the board to see the financials.
Richard Troshak was identified as the new co-chair for the Fall Conference.
President McKercher indicated that they have been asked to ensure that at the Awards Luncheon that we stay on track so not to impede the afternoon speakers.
The board agreed to meet on Thursday, May 17, 2012 to discuss other items related to board matters.
A motion to recess until Thursday, May 17 was called by Bill Agee
Motion: A motion to recess until Thursday, May 17, 2012 at 1300 hours
Motion entered: Bill Agee
Motion seconded: Steve Souder
Voted: Unanimous decision
Meeting was recessed at 1830 hours on Wednesday, May 16, 2012.
Thursday, May 17, 2012
On Thursday, May 17, 2012, at 1300 hours, the board was out of recess and was called to order by President Julie McKercher.
Attendance: Julie McKercher
Richard Troshak
Carol Adams
Cyndi Bird Shrout
Athena Plummer
Greg Staylor
Kathy Richardson
Emily Totten
Bill Agee
Steve Souder
President McKercher asked the committee chairs to indicate if they would be presenting committee reports at the business meeting on Friday, May 18, 2012.
The following committee members will be reporting out: Carol Adams, Bill Agee, Kathy Richardson and Julie McKercher.
Carol Adams met with Mr. Ed Rhodes to work on the Task Force project. Mr. Rhodes has not been retained by the board but is assisting us out of courtesy. To date we have only covered his mileage for the meeting on 5/16/12. Carol has requested funds of approximately $2000 to fund getting the packet of information together to present to the PSAP managers and local officials. President McKercher indicated that she would supply the APCO coins to be included as a small token for the PSAP managers’ packets. A motion regarding funding was called.
Motion: To appropriate to the Virginia Task Force up to $2000 for the professional development of the ProCHRT packet.
Motion entered: Steve Souder
Motion seconded: Emily Totten
Voted: Unanimous decision
Fall Conference
Bill Agree indicated the APCO International Executive Committee will be at the Fall Conference in Roanoke. President McKercher will be sending a formal invitation to Mr. Chris Essex regarding his attendance. Greg Staylor stated that he routinely sends an email invite to all VIPs. He maintains the updated list.
Steve Souder indicated that it would be in our best interest if President McKercher checks with Mr. Terry Hall to see what the normal procedures for the Executive Council are regarding registrations and travel. President McKercher stated that all registrations for the Executive Council will be covered by the chapter and any further complimentary items will be determined at a later time.
It was further requested that a “Town Hall” meeting be included in the Fall Conference since the membership will have the benefit of having the Executive Council members at the conference.
Bill requested that Terry Hall be asked to do the swearing in of all officers at the Fall Conference. In addition, President McKercher indicated that he would be speaking at the Wednesday night event.
Bill would like to see more “super sessions” at the Fall Conference. In addition, he would like to add an additional “Keynote” speaker for the membership to benefit from.
Athena Plummer is gearing up sponsorships for the Fall Conference. One reminder from Bill Agee is that until funding from the sponsor is received the Sponsor will not receive commitment of attendance.
Regarding comps for the conference: The only full comp at the conference will be the Honor Guard. They will be comp’d their room and meals for the opening night event.
Joe Gately is in need of assistance with the Vendor Show. Carol Adams has agreed to assist Joe.
Carol requested Bill Agee to take to International the request to allow Chapters to ride any contracts they may have regarding the registrations, vendor show or other contracts that may allow Chapters to be fiscally responsible to their membership.
Bill also suggested that the use of “temps” to staff the registration table to free up members to attend the actual conference breakout sessions. Athena indicated she has one staff member that could assist. Looking for others.
Treasurer
Carol Adams will provide an updated Treasury report and speak briefly on the Task Force items.
Awards
Kathy Richardson will provide an update to the 2012 APCO awards.
Other items
President McKercher will address the membership in brief about the events with Mr. Gentry.
Steve Souder asked if there was a consensus with NENA regarding the item of all PSAPs becoming aware of an availing themselves of the opportunity to become certified in the National Endangered and Missing and Exploited Children – NEMEC. A motion was called regarding this issue.
Motion: Encourage all PSAPs to participate in NEMEC certification in the Commonwealth of Virginia.
Motion entered: Athena Plummer
Motion seconded: Greg Staylor
Voted: Unanimous decision
Nominating Committee
Per the board the nominating committee has to be chaired by a past president. The other 2 seats can be occupied by other members of APCO.
The Chapter bylaws currently require the occupants of the seats on the board have to be US citizens. There will need to be an amendment to the bylaws to allow non-US citizens as participants to the board.
A motion to recess until Friday, May 18, 2012 was called.
Motion: A motion to recess until the business meeting on Friday, May 18, 2012.
Motion entered: Carol Adams
Motion seconded: Athena Plummer
Voted: Unanimous decision
The board was held in recess until 1000 hours on Friday, May 18, 2012.
Friday, May 18, 2012
The meeting was called to order by President McKercher at 1100 hours.
Attendance: Julie McKercher
Richard Troshak
Carol Adams
Cyndi Bird Shrout
Greg Staylor
Kathy Richardson
Emily Totten
Bill Agee
President McKercher requested an updated committee report from the following individuals:
Bill Agee – Fall Conference
Carol Adams – Treasurer and gave an update on where the Va. Taskforce is heading with legislation and putting together an information package to distribute
Kathy Richardson – Awards
President McKercher then notified the members present at the meeting that Mr. Rodney Gentry had been placed on a leave of absence for a period of 30-days.
Announced that the Va. Chapters of APCO and NENA collaborate and encourage all PSAP’s across the Commonwealth to seek certification and partner with the National Center for Missing and Exploited Children.
Ms. McKercher appointed a committee to research and develop a strategy for storing of Chapter records such as Treasurer Reports, Meeting Minutes etc…
With no additional discussions, the meeting was adjourned.
Motion: To hold the meeting of the APCO Virginia Chapter adjourned.
Motion entered: Carol Adams
Motion seconded: Kathy Richardson
The board stood adjourned at 1125 hours on Friday, May 18, 2012.