APPROVED MINUTES

P.O.P.A.I

Executive BoardMeeting

January 17, 2001

Call to Order:

Eric Zimmerman opened the meeting at 11:00 am.

Attending:

Secretary's Report:

Gwyn asked that if she was going to bee-mailing the minutes to the members that she receive some sort of response asto whether any changes needed to be made before copies were mailed out tomembers.  Eric asked if all couldreview the minutes within a couple of days of receiving them so that changescould be forwarded to Gwyn quickly and she can get the minutes to Lori to sendout.  Wes motioned to accept theNovember minutes, Allison seconded.  Therewas no discussion and all were in favor.

Treasurer's Report:

Greg handed out the financial reports forDecember, January and for the year 2000.  Balancesin December were: Savings -$34,536.68  Checking- $3,908.97.  Balances for Januarywere: Savings - $9,522.06   Checking- $4,669.32.  The total income forthe year 2000 was $45,874.19 and total expenses were $44,936.37. Allan moved to accept all reports, William seconded, all in favor.

Membership:

Lori presented a quote from Pitney Bowes forenvelopes for sending out monthly minutes. We are using approximately 1000 per month and there are 500 in each box. Each box costs $18.25.  If wepurchase 5000 envelopes, it would cost us $156.20, a savings of $3.00 a box.Scott motioned to purchase 5000 envelopes, William seconded, Allison had furtherdiscussion stating maybe we should buy 10 to 12 thousand and see if they willgive us an even bigger break on the price.  The motion was tabled until Lori can find out if we can get abigger break and report to us at the next meeting.  Lori also reported that the database is done for the mostpart and is working well.  Thedatabase has been set up so far with an option to print a thank you letternaming their district representative and certificate to new members. She will also be able to print statements and receipts at the push of abutton.  She gave out districtreports of members and their addresses and asked for any changes to be forwardedto her by the district reps.  She says that she has been able to print the POPAI membershipcards right from her computer with Eric's signature on them and it will onlycost us about $50 a year for the cards.  Loribrought an application for a Staples business credit card and gave it to Greg. Allison moved to get the supply card for Lori, Susan seconded the motionand all were in favor.  Lori outlined that new membership packets will be sent outonce a month.  It was also suggestedthat a letter be produced in the database to acknowledge and thank  existingmembers for their renewals.  Loristated that she will bring each of the reps the lists of each county that needsto renew each month.  Scottsuggested that she do this so that the reps can notify the county to save hersome time.

Education:

Allan has talked to French Lick about thecomplaints from last year.  Theactual date of this year's fall conference is Aug. 8, 9, 10. Other possible activities for this year's conference were discussedincluding a bowling tournament.  Ericreported that Pokagan is requesting a $200 deposit for the 2002 conference sincewe will be reserving the whole place.  Wesmoved to pay Pokagan the deposit, Allison seconded the motion,all were in favor. The date for the 2002 fall conference is Aug. 14, 15, 16, 2002. Allison asked when the Chief's Summit was going to be this year.  There was discussion of trying for the 2nd Wednesday in Aprilin lieu of the April Board Meeting.  DistrictReps were asked to talk to the chiefs in their districts for ideas of topics forthe Summit.  A suggestion was madeto possibly ask Jim Brewer to ask John Greg as keynote speaker.

Scholarships:

Paul was not present but had forwarded amessage that he would bring scholarship info to the next meeting and we wouldstart interviews in April or May.

Corporate Membership:

Susanstated she has letters ready to be sent to Corporate Members for renewals.

Legislation:

Eric informed us that there was a committeehearing today at 1:30 regarding Sen. Bill 32 regarding the standards forprobation officers carrying handguns.  Asof right now it is recommending that probation officers must get an order fromtheir court authorizing the officers to carry the handgun so that they arecovered by any tort cases that may arise.  Officerswill also be required to attend approved training before carrying the handgun. Allan got a call last Friday stating that one of the senators is going tointroduce a bill that requires providers of home detention services to calllocal law enforcement agencies immediately upon notification of the defendantviolating their home detention.  Ericwill work on a list of legislators for everyone so they know who their localones are.  He says that phone calls to them work better than letters.

Election:

No business.

Old Business:

William reported that he has talked to acouple of people that work for Judge Matsey and he is definitely pro-probation. He has his number if we want to call him. Eric created a technologycommittee so that we can look at current technology and come up with a costefficient way for us to upgrade.  Tedvolunteered to chair the committee and Eric appointed Greg and Lori.  Ted stated there haven't been many hits on the website. Allan suggested that we hook up or make a link from Access Indiana. Ted also wants to put a section on the website for merchandise. Gwyn said that she would take some digital pictures of the merchandiseand e-mail them to him.

NewBusiness/Merchandise:

Greg stated that the current bond on thetreasurer is $10,000.00 with Western Surety. He was suggesting that since the balances in the bank have beensurpassing that amount, we raise the bond. It only costs 10% of the coverage.  Gregmotioned that we raise the bond to $40,000.00, Susan seconded, Ted said he wouldbe more comfortable with a $50,000.00 bond, Greg agreed to amend the motion to$50,000.00, all were in favor.   Gregalso recommended that Eric set up a review committee to look over last year'sfinances.  Eric appointed Wes, Gwynand Allison.  Greg also stated thatwe need to decide how we are going to pay the lobbyist this year. We normallypay them $1000.00 per month for the first three months then sometimes a bonus. Ted moved to pay them all at once, Allan seconded, Scott added that weshould entertain the bonus after session is over. All were in favor.  Ericpresented information about a conference that he feels very strongly aboutofficers attending.  The conference,Street Survival, will be coming to Indianapolis but it is at the same time asthe Annual Meeting so a discussion was had about how we might be able to havethem present a conference just for probation officers. The cost of a conference is $35 -40,000. Ideas were discussed as to how we might be able to pair with anotherorganization to help with the cost.  Ericis going to contact them and see what options are available.  

Allan moved to adjourn,the motion was seconded. All agreed.