NALTA Board Meeting MinutesSeptember 27, 2017

Moody Gardens Spa and Resort –Galveston, TX _________________________________________________________________________

Board members in attendance:President: Amy Hopmann, CPLTA 1st Vice President: Nick Nelson2nd Vice President: Tonya Fraley, CPLTACorresponding Secretary: Denise DuplantierRecording Secretary: Dawn Howell, CPLTATreasurer: Cindy Nuffer, CPLTA, CMMChapter Directors:

ALTA Linda HowertonOCAPLTA Mandy Cookson, CPLTAPALTA Kayla Hale, CPLTATALTA Kristie Rimpley, CPLTADALTA Erica Honeycutt CPLTADFW-ALTA Angela Pesina, CPLTAETX-ALTA Christie OsburnAT-LARGE Priscilla J. Parsons, CPLTASALTA Ashley Mosby, CPLTAWebsite Technology Director Charles Blocker

Board Members not in attendance: GABALTA Cassie Lookup

Certification Director: Sarah L. Werner, CPLTA, RPL

Meeting called to order at 8:40 a.m.

PARLIAMENTARY RULELiz Bicoy gave overview and Roberts Rules order of the day.

WEBSITE TECHNOLOGY REPORT

Wild ApricotAs discussed in the June 2017 Board meeting, the Wild Apricot account that NALTA utilized previously for the old website has been permanently deleted. Previously, it was reduced to a free account just staying alive as an emergency backup of NALTA data, but this has been done away with. All historical NALTA data is either on the Microsoft OneDrive (Cloud Based) and the NALTA external HDD.

1

MailChimpSince doing away with Wild Apricot, who handled NALTA’s eblasts, we had to switch to Mail Chimp to handle our mass emailing needs. Currently, we are subscribed to the “Forever Free” plan with Mail Chimp. Due to the way Mail Chimp counts members, we are quickly approaching are limit…only 210 left out of the 2,000 member capacity. By switching to the monthly plan, it will increase the 2,000 member limit on a sliding scale. My estimation has the monthly cost being around $30. It is my recommendation that NALTA upgrades their email plan.

NALTA ComputersAs discussed in the June 2017 Board Meeting, I went ahead and purchased 2 stick PCs, and 2 wiresless keyboards to compliment them. The PCs were $146.95/each and the keyboards were $26.49 each. Have tested the stick pcs, and they work great. It would be my recommendation to buy a new stick pc, as needed, when a new generation is released making sure the equipment stays up to date…eventually phasing out the laptops.

NALTA WebsiteI spoke with our Web Developer, Jeff, about the ability to add Check Numbers field to new orders. There is a subscription based add on for WooCommerce we can opt for that would allow us to add custom fields to any order…which would include check numbers. The cost for this would be an annual fee of $100.

iLandManWe finally completed our deal with iLandMan, and have received payment for the remainder of the 2017 calendar year. Back in August, we received payment of $500 from them. At the end of the year, I will get with Adam at iLandMan and we will discuss the traffic numbers that are being generated for iLandMan from the NALTA website and I will see what iLandMan’s offer for 2018 will be. I will present this information to the board in January, and a decision can be made going forward for 2018.

CPLTA WebsiteI have been made aware of an issues regarding the CPLTA website that involves exporting members. Apparently, it is not letting CPLTA liaisons filter by a user’s certification period. After speaking with Jeff, this is a rather tough problem due to the fact that certification dates are based on a rolling year rather than a calendar year which makes it increasingly difficult to code for. They are currently looking into a fix for this.

2

CINDY NUFFER- TREASURER REPORT

Current Accounts as of 8/31/17:

BofA 2282 Checking Account Balance: $ 81,736.83

BofA 8986 Checking Account Balance: $374,203.39

BofA 8999Savings Account Balance: $ 33,262.50

Total $489,202.72

2016 Tax extension has been filed by BDO as our Tax Service. I located a new tax accountant for our taxes. He has reviewed our old tax return and said he would be glad to do ours. Waiting on a price then will send him all the information he needs.

2016-2017 Financial Committee (Jan Warren and Adam Hatch) have done the audit on the year of 2016 based on the following reports which capture transactions through January 2016 – December 2016:

1) Transaction List by Date 1.1.16 – 12.31.16

2) Transaction List by Account 1.1.16 – 12.31.16

The report is attached for the Board and to be posted to the NALTA Board Page on the website.

Now, I would like to present the June – August 2017 Financial Reports for the Board’s approval. Copies of all the items shown below were submitted for inclusion on the Board Page.

3

“I, Cindy Nuffer, move that the Board approve the June 2017 Financial Report, consisting of the following information.Second - Linda HowertonNo DiscussionMOTION PASSES

1) June 2017 Financial Summary – balancing to Bank Statements

2) June 2017 BofA Bank Statement for Acct 8986 (Primary Acct)

3) June 2017 BofA Bank Statement for Acct 2282 (Conference Acct)

4) June 2017 BofA Bank Statement for Acct 8999 (Savings Acct)”

4

“I, Cindy Nuffer, move that the Board approve the July 2017 Financial Report, consisting of the following information.Second - Linda HowertonNo DiscussionMOTION PASSES

1) July 2017 Financial Summary – balancing to Bank Statements

2) July 2017 BofA Bank Statement for Acct 8986 (Primary Acct)

3) July 2017 BofA Bank Statement for Acct 2282 (Conference Acct)

4) July 2017 BofA Bank Statement for Acct 8999 (Savings Acct)”

5

“I, Cindy Nuffer, move that the Board approve the August 2017 Financial Report, consisting of the following informationSecond - Linda HowertonNo DiscussionMOTION PASSES

1) August 2017 Financial Summary – balancing to Bank Statements

2) August 2017 BofA Bank Statement for Acct 8986 (Primary Acct)

3) August 2017 BofA Bank Statement for Acct 2282 (Conference Acct)

4) August 2017 BofA Bank Statement for Acct 8999 (Savings Acct)”

5) Profit & Loss Budget vs. Actual Report 1.1.17 – 8.31.17

6) List of all Credit Card Charges to date for 2017”

Jan - Aug 17 Budget

$ Over Budget

% of Budget

Ordinary Income/Expense

Income

Certification Program Income

App Fee 1,479.46

6

Exam 110.00

Manuals 4,427.64

Re-cert Fee 250.00

Certification Program Income - Other 0.00 20,000.00 -20,000.00 0.0%

Total Certification Program Income 6,267.10 20,000.00 -13,732.90 31.34%

Conference

Donations 15,500.00

Exhibitor Fee 4,014.34

Miscellaneous 40.00

Registration 160,447.52

Conference - Other 0.00 3,600.00 -3,600.00 0.0%

Total Conference 180,001.86 3,600.00 176,401.86 5,000.05%

Membership 72,945.98 90,000.00 -17,054.02 81.05%

NALTA storage 704.00

News Magazine Income 6,600.00 5,000.00 1,600.00 132.0%

Website 500.00

Total Income 267,018.94118,600.0

0 148,418.94 225.14%

Gross Profit 267,018.94118,600.0

0 148,418.94 225.14%

Expense

At-Large Membership 0.00 1,500.00 -1,500.00 0.0%

Board Expenses

Airfare 2,126.82

Hotel 16,314.80

Meals 9,082.11

Misc Expenses 233.55

Board Expenses - Other 0.00 40,000.00 -40,000.00 0.0%

Total Board Expenses 27,757.28 40,000.00 -12,242.72 69.39%

Certification Program Expense

Airfare 1,294.97

Manual Shipping Expenses 11.64

Misc 1,668.69

Certification Program Expense - Other 0.00 10,000.00 -10,000.00 0.0%

Total Certification Program Expense 2,975.30 10,000.00 -7,024.70 29.75%

Conference Expense

Airfare 700.00

Entertainment 7,592.50

Misc. 872.19

Refunds 575.00

Total Conference Expense 9,739.69

Education Local Chapters 0.00 1,000.00 -1,000.00 0.0%

Educational Grant 0.00 13,000.00 -13,000.00 0.0%

Memorials 0.00 100.00 -100.00 0.0%

7

Miscellaneous

Misc. 12.06

Misc. Postage & Supplies 238.10

NALTA Storage 2,112.00

Miscellaneous - Other 0.00 10,000.00 -10,000.00 0.0%

Total Miscellaneous 2,362.16 10,000.00 -7,637.84 23.62%

News Magazine

Design & Layout 6,051.00

Postage 1,321.73

Printing 11,446.01

News Magazine - Other 0.00 20,000.00 -20,000.00 0.0%

Total News Magazine 18,818.74 20,000.00 -1,181.26 94.09%

PayPal Expense 0.49

President's Travel 259.90 1,000.00 -740.10 25.99%

Public Relations 0.00 2,000.00 -2,000.00 0.0%

Scholarship 0.00 2,000.00 -2,000.00 0.0%

Site Selection Committee 278.88 3,000.00 -2,721.12 9.3%

Special Gifts & Awards 0.00 3,000.00 -3,000.00 0.0%

Website Technology 6,533.81 12,000.00 -5,466.19 54.45%

Total Expense 68,726.25118,600.0

0 -49,873.75 57.95%

Net Ordinary Income 198,292.69 0.00 198,292.69 100.0%

Other Income/Expense

Other Income

Interest Income 4.41

Miscellaneous Income 488.77

Total Other Income 493.18

Net Other Income 493.18 0.00 493.18 100.0%Net Income 198,785.87 0.00 198,785.87 100.0%

NICK NELSON, 1 st VICE PRESIDENT

Conference Numbers

Wednesday Night Event 367Thursday Day- 343Thursday Night -369Friday Day - 339

2 Hurricane Cancellation1 Vendor Cancellation1 Transfer Registration

8

NEW BUSINESS

2018 Board Benefits

Executive Board:January – 2 Night Hotel and Airfare or mileage reimbursementJune - 2 Night Hotel and Airfare or mileage reimbursementSeptember – 3 Night Hotel and Airfare or mileage reimbursement

Liaisons – January – 2 Night Hotel June - 2 Night Hotel September – 3 Night Hotel

I, Erica Honeycutt, move that 2018 Board Benefits consist of 2 Night Hotel be granted to the entire Board and to include airfare or mileage reimbursement for the Executive Board only for the January and June Board Meeting and 3 Night Hotel to entire Board and airfare or mileage reimbursement for the Executive Board only for the September Board Meeting. SECOND - Dawn Lindley

Break 10:15Resume 10:28

POST OFFICE BOX SERVICE to replace current PO Box.

1. ACTION ITEM: Linda Howerton to investigate cost of new PO BOX and what is included.

STORAGE UNIT –

2. ACTION ITEM: Nick Nelson to talk with DocVue regarding the scanning of documents currently residing in storage unit.

PAST PRESIDENT REPORT

3. ACTION ITEM: Liaisons need to make sure all Chapters are in good standing. Incorporation documents and proof of current year tax filings need to be supplied to Dawn Lindley for addition to the Blue Book by October 31, 2017.

4. ACTION ITEM: Dawn Lindley to send Charles Blocker liaison incorporation documents for upload to the Board Page

CORRESPONDING SECRETARY – DENISE DUPLANTIERMEMBERSHIP REPORT

9

Active Members by Chapter that have PAID and RENEWED their Membership thru January 2018 Note: There are several NALTA Active Members that are Active members of more than

one Chapter.

ALTA 202AT LARGE 81DALTA 105DFW-ALTA 154ETX-ALTA 26GABALTA 74NONE-AFFILIATED 88OCAPLTA 133PALTA 75SALTA 17TALTA 79

TOTAL *1034

2 ND VICE PRESIDENT- NALTA NEWS MAGAZINE

June 2017 Issue CostsDesign & Layout

$50.00 per page – 60 Pages $3,000.00Stock Photography- Free Courtesy Vongue ArtPrinting & Postage (Printing Center USA) $3,387.19

TOTAL $6,387.19

DEADLINES FOR 2017

DECEMBER ISSUE – October 16th

BREAK FOR LUNCH 11:35 AMRESUME 1:36 PM

CHAPTER REPORTS:

ALTA As Presented by Linda Howerton

10

AT-LARGE As Presented by Priscilla J. Parsons, CPLTADALTA As Presented by Erica Honeycutt CPLTADFW-ALTA As Presented Angela Pesina, CPLTAETX-ALTA As presented by Christie OsburnGABALTA No report Presented OCAPLTA As Presented by Mandy Cookson, CPLTAPALTA As Presented by Kayla Hale, CPLTASALTA As Presented by Ashley Mosby, CPLTATALTA As Presented by Kristie Rimpley, CPLTA

BREAK 2:32

VOLUNTARY CERTIFICATION PROGRAM NALTA BOARD MEETING

September 27-29, 2017

Voluntary Certification Director and Liaisons

Certification Director: Sarah L. Werner, RPL, CPLTAALTA Certification Liaison: Lori Fisher, CPLTADALTA Certification Liaison: Erica Adkisson, CPLTADFW-ALTA Certification Liaison: Connie Wilcoxson, RPL, CPLTA, CDOAOCAPLTA Certification Liaison: Pam Tapp, CPLTAPALTA Certification Liaison: Billie Lopez, CPLTATALTA Certification Liaison: Lisa Coats, CPLTA

                           Tonya Fraley, CPL, CPLTASALTA Certification Liaison: Trudy Pingree, CPLTA, CDOAGABALTA Certification Liaison:  Marta Hodge, CPLTAAT LARGE & ETX Certification Liaison:  Connie Wilcoxson, RPL, CPLTA, CDOARecertification Director: Connie Wilcoxson, RPL, CPLTA, CDOA

Number of Active CPLTA’s as of 9-15-2017 - 588ALTA – 116AT-LARGE – 77DALTA – 68DFW-ALTA - 69GABALTA – 56

11

OCAPLTA - 116PALTA – 40SALTA – 14TALTA – 30ETX-ALTA – 2

Number of Retired CPLTA’s - 30CPLTA Approved/in progress applicants - 92

CPLTA manual:  We are pleased to announce that the much anticipated manual update is at 80% completion.  We had a few chapter authors who were unable to meet the requested deadline and therefore we will be unable to have the manual ready for conference.  Although this is a bit of a disappointment, the committee has put a lot of time and effort to create a highly quality and professional product that we know will be worth the wait.  We are working on a plan for how to distribute the new materials once ready.   

CPLTA status:  We are kindly asking you to remind those interested in sitting for the exam the following: You must be a NALTA member in order to sit for the CPLTA exam.  No exceptions will be made for this rule.  

CPLTA Review/Testing:  I’m pleased to announce that many of our local NALTA chapters are working to schedule review and testing sessions.  If you would like to know when your chapter will be participating, please feel free to reach out to your liaison.  In the alternative, many chapters have placed this information on the NALTA website for ease of access.Presented by Connie Wilcoxson with Lori Fisher in attendance

SITE SELECTION COMMITTEE REPORT

Objectives: 1. Board to decide on cities it would like the Site Selection to research for 2020 Conference

(35th Anniversary)2. Board to review and vote on the proposed Request for Proposal (RFP)

Attached:1. Conference History Report as of September 20172. Proposed RFP for 2020 Conference (with attached Exhibit A)

I, Dawn Lindley, move to accept the RFP as presentedSECOND – Christie Osburn

12

No DiscussionMOTION PASSES

The Site Selection Committee has chosen the following cities to present to the board as options (please note the board can change the proposed cities)

1.       Houston 25.25% = 8.25 Sales + 17% Hotel Occupancy (Downtown Hotels Only – Occupancy Rates Vary by Zip Code)

2.       San Antonio  25% = 8.25% Sales + 16.75% Hotel Occupancy3.       Fort Worth   23.25% = 8.25% Sales + 15% Hotel Occupancy4.       New Orleans     23% = 10% Sales +13% Hotel Occupancy5.       Dallas    21.25% = 8.25% Sales + 13% Hotel Occupancy6.       Seattle           16.6% = 9.6% Sales Tax + 7% Hotel Occupancy

ACTION ITEM: Site Selection to research oil prices at the time of conferences.

I, Erica Honeycutt, move to have Site Selection explore the following cities for the 2020 NALTA Conference.

1. San Antonio, TX2. Fort Worth, TX3. Austin, TX and 4. Seattle, WA

SECOND - Mandy CooksonNo discussionMOTION PASSES

I, Nick Nelson, move that the Site Selection Committee for the 2018 NALTA year have the following changes made to be incorporated into the revised Standing Rules. To consist of One Site Selection Chair appointed by President, 3 committee members each to serve a maximum consecutive term of 5 years. Each committee:

1. One Chair – Appointed by President2. 3 Committee members total (does not include chair)3. Maximum 5 year consecutive term on committee as follows:

a. Serve on Committee 2 yearsb. Potential Chair 2 yearsc. Return as committee member for 1 year

SECOND – Dawn LindleyNo DiscussionMOTION PASSES

I, Mandy Cookson, move that we approve the September 2017 Board Meeting MinutesSECOND – Linda Howerton

13

No Discussion

I, Linda Howerton, move that we adjourn the September 2017 Board MeetingSECOND – Tonya FraleyMOTION PASSES

14