CCJECA MEETING MINUTES

JANUARY 6, 2010 MEETING

Prepared by:  Secretary Jo Schaller

The January 6, 2010 CCJECA meeting was called to order at 5:35 pm by President Suzanne Colley.  In attendance were Suzanne Colley, Janice Kmetz, John Fahey, Mike Gailor, and Jo Schaller.

Suzanne Colley handed out copies of the minutes for the February 5, and November 18, 2009 meetings.  John Fahey made a motion to dispense with the reading of the minutes.  It was seconded by Mike Gailor.  The motion was passed unanimously. 

The November 18, 2009 nominations for Executive Board Officers were discussed.  The nominations are listed below, along with corresponding motions made to accept the nominations: 

            President:  Suzanne Colley

                (Janice Kmetz made motion to accept nomination, John Fahey seconded)

            Executive Vice President:  Janice Kmetz

    (Suzanne Colley made motion to accept nomination, Mike Gailor seconded)

            Vice President:  Mike Gailor

                (Suzanne Colley made motion to accept nomination, Jo Schaller seconded)

            Treasurer:  John Fahey

                (Jo Schaller made motion to accept nomination, Suzanne Colley seconded)

            Secretary:  Jo Schaller

                (Suzanne Colley made motion to accept nomination, Janice Kmetz seconded)

All motions were passed unanimously.

The spare key to the association post office box was handed over to Suzanne Colley by Janice Kmetz.  Janice retained the original key but wanted a back-up person available to check the post office box in her absence.  As the post office box is located in Rocky Hill, it was suggested that it would be more convenient for someone in the Chief’s office to have the spare key.  This responsibility was accepted by Mike Gailor.  Suzanne Colley then turned the spare key over to him.

Suzanne Colley handed over all association minutes, agendas, correspondence, etc. in her possession to Joanne Schaller.    

The treasurer’s report was discussed.  Since former treasurer, Tony Duarte, did not attend the meeting, the Association’s checking account balance was unknown.  Janice Kmetz remarked that she knew there was an outstanding bill for the purchase of Division merchandise but, she didn’t know the amount because the supplier had yet to send the bill.  She surmised that the association should be in the black in regards to this bill, since much Division merchandise was purchased for the Christmas holiday and deposits had been made into the account from these sales.    

All in attendance agreed that a treasurer’s report/accounting was needed as soon as possible.  It was agreed that Tony Duarte would be contacted to have him turn over all treasurer’s materials to the new treasurer, John Fahey.

John Fahey reported on next year’s association golf tournament.  He had spoken with Lyman Orchard’s and the tentative date for next year’s tournament was selected as September 21, 2010.  This is a Tuesday.  Some discussion was then had regarding the best time to have the tournament.  It was agreed that, with prosecutors’ meetings and judges’ training, June was too busy of a month.  Holding the tournament on a Thursday or Friday would cost more money.  John Fahey remarked that we want to try to draw judges and private attorneys into the event.

It was mentioned that, this past year (the first year of the tournament), a lot of money was spent on soda with lunch.  John Fahey felt that, in September, morning starts are better and, instead of lunch before the start, we would provide breakfast, which would be cheaper.  We would still have the large meal after the tournament.  The only change in the large meal would be the time of day.  With a morning start, the tournament would end earlier, the large meal would be earlier in the day, and folks that wanted to go do other things after the tournament could do so.  This suggestion was amenable to all in attendance.

Discussion was had on whether a permit might be needed for any 50/50 raffle that took place at the gold tournament.  Mike Gailor said he had no reason to believe one would be needed.

Other fund-raising events were discussed.  Janice Kmetz said that the usual bake sale/sale of roses held on Valentine’s Day is a profitable endeavor.  She pointed out, however, that Valentine’s Day is on a Sunday this year and the Friday before is the Lincoln’s birthday holiday so, we would not be able to sell roses then, either.  As such, it was agreed that no roses would be sold for Valentine’s Day this year.  It was agreed that the February bake sale would be held the Thursday before Valentine’s Day (February 11^th) at the Chief’s office.

Selling carnations for St. Patrick’s Day was also discussed.  Usually, this also proves to be a successful fund-raising event.  It was agreed that carnations would be sold at the Chief’s office on St. Patrick’s Day (March 17^th). 

The matter of financial donations to Division employees in need (whether from health problems, loss of job of family member, etc.) was discussed.  It was agreed by all present that, expanding our “charitable” mission in this way would not only help the employee, but it would help the organization.  It was hoped that the good-will gained by these actions would pay-off in an increase of membership and/or donations to our group.  It was felt that, more Division employees might want to donate to our association if they knew that some of their money would be going to co-workers.  This, in turn, would allow us to give more charitable donations to more people.  A good thing all around!

It was agreed that all officers present would give thought to criteria (eligibility, amount of donation, yearly cap on numbers of donations, etc.) for charitable donations for Division employees.  The matter is to be brought up again at our next meeting.

As usual, much discussion was had on means to expand our organization and increase donations.  More advertising through the website and/or other means were discussed, as were ideas such as designating a point person for the organization for each JD, etc.  Suzanne Colley mentioned that Ann Mahoney said she was willing to make calls to drum up support throughout the state.  Mike Gailor also agreed to start with making calls to members throughout the Division to drum up support.   

Article 9 of the association’s bylaws was discussed.  This requires that association checks bear two (2) signatures: that of the association treasurer plus another board member.  This requirement has not been being met as of late, however, it was agreed that the bylaw needed flexibility should the treasurer not be available when a check was needed.  Mike Gailor suggested that the bylaw be changed to read that, if the treasurer was unavailable, the checks could be signed by any two (2) Executive Board officers. 

A discussion was had on the proper way to change our bylaws to reflect this flexibility.  Those present knew of no set procedure to change a bylaw.  It was believed that a bylaw could be changed through a simple vote of the Executive Board.

Mike Gailor agreed to contact Tony Duarte to get the association checkbook, bank statements and debit card from him.

John Fahey noted that we needed to order more checks.  He also noted that our checks contained a typographical error (they read “CJECA” rather than “CCJECA”).  He will get that corrected.

It was also noted that our bank (Webster) would probably need a letter, on association letterhead, listing the new Executive Board officers’ names and titles.  Joanne Schaller will take care of these matters.

Janice Kmetz noted that she was in possession of our September 2009 bank statement.  The balance was $8,044.10.  It was noted that this number did not reflect money that is still owed or earned on merchandise this fall and winter season. 

Janice Kmetz made the Board aware that we own a color printer should we want to use it for golf tournament flyers.

Discussion was had on association committees.  The list of committee members is old and does not accurately reflect who actually does committee work.  It was agreed that each chairperson should be spoken with to determine who wants to continue as chairperson and who does not.  From there, those chairpersons should contact committee members to determine who wants to continue to be involved in their respective committees. 

Membership was again discussed.  The current membership list shows a total of 144 members.  Suzanne Colley and Janice Kmetz noted that these numbers reflect many Division employees who have retired and, although are still members, have no contact with/involvement in our activities.  A lengthy discussion was again had as to how to increase membership and encourage participation.  Mike Gailor again volunteered to make some phone calls to members in various JD’s.

A discussion was had on the meeting minutes.  It was noted that proper procedure regarding minutes were as follows:  minutes are to be posted for all members to read within one (1) week of a meeting.  All present then have an opportunity to review them and agree to their accuracy or, ask for changes to be made in the record.  The minutes are then to be voted on (to accept/not accept) at the next meeting.  We discussed having minutes posted on the website, however, Janice Kmetz noted that the website is not really kept up-to-date.  Mike Gailor said he would look into having that done. 

Prior to adjourning, holding a raffle with the February bake sale (February 11^th) was discussed.  We discussed a merchandise donation or gift certificate being raffled off.  Again, the issue of permit was discussed – especially if the raffle were to be opened up statewide.  Mike Gailor said he would come up with an idea for the February fund-raiser.

Our next meeting was scheduled for February 4, 2010, 5:30, at the Office of the Chief State’s Attorney.

A motion to adjourn was made by Suzanne Colley at approximately 6:45 pm.  It was seconded by Mike Gailor and passed unanimously.