POPAI Board Meeting Minutes for 03/30/2023
Troy called the meeting to order at 12:30pm
Attending:
- Troy Hatfield, President
- Susan Bentley, Vice-President
- Andria Geigle, Treasurer
- Cherie Wood, Secretary
- Robert Schuster, District 1 Rep
- Jack Odle, District 2 Rep
- Dustin DeLong, District 3 Rep
- Mike Small, District 4 Rep
- Rebecca Schrock, District 5 Rep
- Lindsey Villalpando, District 6 Rep
- Mignon Ware, District 8 Rep
- Heather Malone, At-Large
- Jennifer Lampert, At-Large
- Adam McQueen, Past President
- Esther Kaelin, JDAI Representative
- Greg Werich, Chief Exec Committee
- Shannon Chambers, PO Advisory Board Rep
- Anthony Williams, Training Coordinator
- Karen Oeding, Membership and Website Administrator
- C.J. Miller
Secretary's Report
Troy asked if everyone had an opportunity to review the February Secretary’s Report. Lindsay moved to accept the February Secretary’s Report. Mike seconded. All were in favor. Motion carried.
Treasurer's Report
Andria provided the February Treasurer’s Report. As of February 28, 2023 the balance in checking was $110,654.12 and in savings $17,084.28. Mike motioned to accept the Treasurer’s Report. Dustin seconded. All were in favor. Motion carried.
Andria stated $30,000 CD was invested at a term of 8 months with annual percentage yield of 3.25%. She discussed this w/ the accountant, who advised this does not create any concerns. Any taxable income over $5,000 is the threshold which would require a stated purpose and/or cause concern with taxes.
Taxes are due May 15 and all information has been submitted to Mr. Emshwiller.
Mr. Emshwiller is filing a 911 document with IRS, which will then assign a Tax Payer Advocate to review POPAI’s status. Concern is if documents submitted in 2021 resolved an EIN issue. (POPAI was issued a new EIN in 2021, but all prior taxes were filed under the original EIN.) Secondly, there appears to be an issue with POPAI’s Sales Tax Exemption.
The issue with the 1099 form for Karen has been resolved.
Mr. Emshwiller discussed the 2017-2022 financial audit. He advised there were three different transactions which were listed in Quicken several years ago, but were not carried forward. He advised it appears to be an anomaly/computer glitch within Quicken.
Membership
Lindsay stated we sold over $230 in merchandise today. They have been discussing the POPAI Merchandise for the fall conference and there will be a variety of new options (polos, vests, sweatshirts). Not all will be offered at the conference so there will be a presale.
Anthony requested a life size version of the POPAI Logo for the registration table. Lindsay’s initial research for cost is approx. $180. Andria suggested a table cloth for the merchandise. A discussion followed. Susan moved to approval up to $500 to purchase a banner and table cloth with the POPAI Logo. Becky seconded. All were in favor, motion carried.
Karen created a QR code of our website for the banner.
Andria discussed the unexpected expenses for conferences and if there is an amount that must be approved by the board. After discussion, it was suggested we increase the amount for conference supplies for the 2024 budget.
Karen stated membership continues to increase and the invoice process went smoothly. As of March 28, 2023: 1,162 Total Current; 1027 POs; 33 Corporate and 112 Other
Approximately $9700 will be deposited today from membership due and conference registration.
Karen contacted the corporate sponsors at the beginning of the year and the core sponsors have renewed.
Education
IACCAC proposed partnership-Troy and Susan have a meeting schooled on April 12 to discuss. The initial thought is POPAI would be involved with their summer assembly in August. It would be a one-day training for management. This is a collaboration between the two organizations.
2023 Fall Conference – French Lick, September 20-22. The contracts have been signed for 2024 and 2025 also.
Anthony stated we have approximately $12,500 paid through Whoova. He will have the 3 days of the hotel bill (rooms/snacks/et), but not the speaker expense.
Lisa Hannah is scheduled for the closing speaker at the fall conference. He discussed the opening speaker (reform organization) and will send the information to the board to review/discuss before finalizing.
He explained a few members who were confused with the registration/membership fee when they registered. He suggested we may need to return to the original process to separate the process for each.
Chief's Executive Committee
Greg – The next meeting will be at the fall conference.
Juvenile Delinquency Alternative Initiative (JDAI) Update
Esther emailed the report:
Putman and Jefferson counties are in the process of becoming JDAI counties
All 2024 grants have been submitted and are in the processing phases
The leadership conference will be held on October 4 & 5, 2023 in Shipshewana.
The next state workgroup meetings will be held April 12 and April 13, 2023 and will cover topics to include override analysis, post dispo use of programs/services/detention, as well as case processing timelines.
Probation Officer Advisory Board Update
2023 Meeting dates: April 11, July 11 and October 10
IOCS Updates- Mary Kay will be provide the updates at the conference on Friday afternoon.
Awards and Recognition
Bob stated the scholarship application information has been emailed to the membership. In April, an application deadline reminder email will be sent to our members. The A and R Committee slightly amended the application form this year.
Justice Reinvestment Advisory Council (JRAC)
Troy discussed SEA 9 (EHD Reports). SRS has been updated so the data can be generated through the program. The report must be submitted to the Local JRAC by April 15 and May 31 to the State.
Legislation
The legislation section on the website has been updated. It does not appear 1159 (making probation officers state employees) is moving forward at this time.
Budget Bill – IOCS requested more funds for the pretrial and problems solving courts.
SB417- Authorizes a county to impose a local income tax (LIT) rate for county staff expenses of the state judicial system in the county.
Technology
The Board considered production of a Privacy Policy to inform our members of the ways in which we distribute and use their information. A decision was made to further refine a Privacy Policy. Karen will prepare and after approved by the board, it will be added to the website. The general consensus is our corporate members have access, but not other agencies.
Old Business
Salary scale-A subcommittee has been formed by the Probation Committee of the Judicial Conference and will meet in April.
New Business
APPA Summer Institute – For those who have not attended in the past and are interested, please contact Andria by April 17.
Next Meeting
Wednesday, May 10 @ 10:30am at the Hamilton County Probation Services.