CALIFORNIA
ASSOCIATION OF LEGAL DOCUMENT ASSISTANTS
Minutes of
Board Meeting
Hyatt Regency Hotel
Sacramento, CA
Saturday July 21, 2007
915 a.m. – 2:18 p.m.
Officers Present:
X Carol Ludlow, President
X Marcel Neumann, interim Vice
President
X Annette Gomez, Secretary
Directors Present:
X Tina Sandoval, Education Chair
X Nancy Newlin, Newsletter
X Debbie Driver, Fundraising
X Carl Knoll, Technology
X Connie Crockett, Legislation
Others Present:
Betty Cleveland
Jerry Cleveland
Call to order:
The meeting convened at 9:15 a.m., President Carol Ludlow presiding.
Approval of minutes:
The board reviewed the minutes of
the April 2007 board meeting in Sacramento. Marcel motioned that the minutes of
April 2007 be approved. Debbie seconded the motion. All were in favor and the
minutes of the April 2007 board meeting were approved as written.
Approval of the Budgets:
Carol distributed the Balance
Sheet dated May 28, 2007 and the Revenue & Expense Statement for the period
10/1/2006 – 5/31/2007 prepared by our bookkeeper, Alegria Davenport. There was
some confusion about the characterization of some of the entries. Marcel
suggested a teleconference between the officers and Alegria to clarify all the
items entered in the revenue and expense report. Carol had previously suggested
a separate account for the conference, which she brought up again. It was
agreed that it was a good idea and would avoid future confusion. The issue of
the budgets is tabled until the officers have communicated with Alegria
Davenport and come to a clear understanding of the records.
Board Reports:
The officers and directors, each
of them individually summarized their reports, which are attached. It was agreed
that the forums would not be the appropriate place for any member’s comments regarding
the board reports as the forums were created for educational reasons. Any member
comments will need to be directed to the appropriate source.
As Carol summarized her quarterly
activity, the officers and directors welcomed the access the general membership
would now have to reliable information about the recent dissension among
previous board members.
Tina brought the professional
business cards for CALDA members to use which she created and went over her
ideas and activities which will be implemented at our September conference.
Debbie announced that the new disclosure
signs (We are not attorneys…) have been re-ordered and will be available at the
conference. Also, the electrostatic labels that she mentioned at the last board
meeting will be available at the conference.
She started the process of inviting
the vendors to the conference. There were several new ideas for other vendors
to include and how to best arrange their presence for maximum benefit. It was
agreed that the vendors should have a few minutes prior to classes to introduce
themselves and their products available.
Marcel shared his proposed letter
to Consumer Action which he started to create while serving as PR chair. This
letter will also be used as a template and made available to all the members to
promote CALDA and their individual businesses. This letter can be modified to
address all legal organizations and network resources in the state. As the
board members reviewed his letter, Nancy suggested that the B&P code be included.
Connie suggested that it be available on the CALDA website under the Members
Section. The board members were excited about the some of the possibilities
this letter could open for CALDA. Marcel would like to have a flyer attached to
the letter. Connie then suggested a poster that could be available in all legal
self help centers. It would be a consumer notice explaining the difference
between an LDA and a paralegal.
Nancy received the newsletter
from Michael Brinsley, who was contracted for the set up, but additional
information needs to be added about the conference. Nancy brought in a bid
from Lloyd Green, Jr., whose business, Datamind XP, did an excellent job of formatting
and printing a CALDA brochure for our review. He is offering to do the setup
work for the CALDA newsletter. Debbie moved that we accept the bid from
Datamind XP for the initial setup at $200.00 and an additional sum of $40.00
per additional brochure. Carl seconded. Nancy abstained. All others were in
favor. The motion was carried.
The meeting recessed at 10:05 and reconvened at 10:15 a.m.
Conference
The floor was turned over the
Nancy who went over the date, the place and the cost of the 21st
annual conference. The cost will be $375.00 or $350.00 if paid before September
5. The non CALDA member cost will be $475.00. The Fresno P.O. Box will be used
for mail in payments. Nancy went over the costs she was quoted by Staples for
copying and hole punching the binder materials. It cost $31.00 per binder (at
556 pages, or 278 pages, front & back). The total cost would be reduced to $1918.00
total for a minimum of 100 sets. It was agreed that should have 100 sets prepared
and the leftovers could be available for sale after the conference. Next, the
board members discussed when speaker materials would need to be turned in.
Betty & Jerry Cleveland will
be handling registration. Betty joined in the discussion and went over what
would be the most efficient way to process payments for the people attending
who didn’t prepay. Tina suggested receipts in triplicate so that cash could be
separated from the registration forms. Credit card payments will be handled via
internet this year. There will be an additional two helpers to keep a smooth
flow. Other ideas were shared on how to streamline the entire registration and
membership application process to keep the process efficient. Other
miscellaneous discussion included using walkie talkies, the number of
conference bags to get, Corin Walson, starting the posting of e-blasts and weekly
news on the website and assigning people to some of our featured speakers.
There was a long discussion on the
issue of vendors, raffle tickets & prizes and creating a list to create
labels for inviting non CALDA members to the conference to increase membership.
Next the discussion focused on tentative class schedules, securing speakers,
MCLE credits, introduction of speakers, contents of binders, contents of
registration bags, nominations & elections, name badges, new name badges
for board members, signs, and the scholarships which will consist of 2
recipients, CALDA members of less than one year, gift baskets, door prizes
(each board member gets 2 gifts at $15.00 each), final drawing at the Sunday
morning UPL class. It was agreed that the annual general meeting will be held
before the UPL class. The final prize will also be given at this time, other
prizes to be given periodically during the conference.
Website
The floor was turned over to Carl,
who used the projector to display the new CALDA website. The board re-reviewed the
home page and gave a stream of ideas and suggestions to make the website
useful, friendly and attractive. A few of the ideas included getting rid of
some of the links and streamlining items, adding a calendar of events and the conference
info and deleting the generic legal symbols. This was a great start of a
process which will take place over time. The objective was to get the website
cleaned up enough to use it and that construction and improvements will
continue after it is up. The board members were enthused about getting the new
website up and running. There will be a visual introduction and presentation at
our conference. Carl took notes on all the suggestions and promised to contact
Hitnet the following week to implement the changes.
Letter from ALDAP
In regards to the letter just
recently received from Moira Boyle on behalf of member Michael Brinsley, it was
agreed that a letter acknowledging that it has been received will be mailed to
her.
Payment of Brochures
Tina and Robin reviewed an
invoice dated Jun 19, 2007 submitted by Cara Gould in the amount of $2062.50
and have determined that the invoice is overstated and is entitled to
compensation in the amount $187.50. A letter will be mailed to Cara.
Conference Entertainment
Nancy moved that the
entertainment to be provided at the Friday night annual conference reception by
Connie’s husband at the rate of $200.00. Connie did not want to accept any
compensation. Carl seconded. Connie abstained. All were in favor. The motion
was carried.
Nominations & Elections
Carol informed the board that
Jerri Blatt will be handling the nominations & elections this year. The
board went over each of the office terms to determine which would end in 2007
and which would end in 2008. The proxies will be sent out the membership
shortly.
Meeting adjourned at 2:18.
Submitted by Annette Gomez
TO DO:
Carl to contact Hitnet regarding
the website.
Carol to contact Judge Duncan to
get his picture to add to website
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To:
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The. Governing Board of the
Association
July 21, 2007
Reports that since the Board Meeting of April 28, 2007, through the present date I have:
•
Appointed Carl Knoll to the
position of Technology Chair.
•
Accepted Andrew Voller's
resignation from the position of Professional Standard Chair
•
Communicated with Hitnet, Chris
Donica of Evalesco and Carl Knoll regarding the status of the new website.
•
Communicated with Corin Walson
regarding public relations for the conference.
•
Communicated with Robert Gomez
for CALDA to participate on Verizon Super Pages.
•
Received a letter from the Santa
Clara County District Attorney (letter attached) informing me that he had
received a formal complaint from Kathleen Mountjoy accusing me of the
Unauthorized Practice of Law in my capacity as President of CALDA (letter attached).
Attached to the complaint is a copy of a letter of rescission that was sent
by me to Highland Springs upon the advice of Richard Lubetzky. Richard
Lubetzky sent a letter to the District Attorney confirming that the letter of
rescission was sent upon his advice. On June 15th, 2007,
I received a letter from the District Attorney informing me that he would not
be pursuing any further action in this matter.
•
Accepted the resignation of
Jonathan King from the Advisory Board.
•
Received letters from several
members informing me that they had also received e-mails from Kathleen
Mounjoy accusing me of the unauthorized practice of law.
•
Received information regarding
the formation of a new association (ALDAP) for LDA's by Kathleen Mountjoy and
Moira Boyle. The formation of this association began when Kathleen Mountjoy
was still a member of the Board of Directors and failed to disclose this to
the Board of Directors.
•
Received information that
Michael Brinsley was under contract to CALDA to assist with the transfer of
information from the old website to the new website at the same time that he
was hosting the new ALDAP website. Michael Brinsley had access to CALDA's
membership information while hosting ALDAP's website. Communicated with the
Board as to whether this was a conflict of interest and an act that was
detrimental to CALDA. It was determined that Michael Brinsley should have
disclosed these facts so that the Board could make an informed decision as to
whether to continue with the agreement between CALDA and Michael Brinsley. It
was decided by the Board of Directors that the contract between CALDA and
Michael Brinsley be terminated. A request was made to Michael Brinsley to
provide a summary of all work performed. Michael Brinsley refused to provide
this.
• Received letter from Moira Boyle confirming that Michael
Brinsley was hosting the website of ALDAP during his contract with CALDA.
Estimated Time Spent this Quarter: It was not possible to keep
track of the hours that I worked on behalf of CALDA this quarter, which was
both on the telephone and time spent in my office.
Expenses/Costs incurred: Printing, Phone calls, postage and
gasoline -all donated.
Agenda Items: Already submitted t? Agenda
Respectfully Submitted for
approval: Carol Ludlow, President
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Secretary’s
Report
CALIFORNIA
ASSOCIATION OF LEGAL DOCUMENT ASSISTANTS
JULY 21, 2007 BOARD MEETING
Report of: Annette Gomez
To: The Governing Board of
the Association
Date: July 20, 2007
Reports that:
Since the April 2007 board meeting I have
prepared and sent the minutes for the April 2007 board meeting to the board
members and the webmaster via e-mail.
I have received minutes from the Inland Empire
Chapter and the Bay Area Chapter.
I conducted a fax vote in June,
2007.
I have copied board email conversations to cd
disk.
As president of the Inland Empire Chapter, I
have organized and announced the monthly chapter meetings. In lieu of our
July meeting, we hosted a one day summer rally workshop in Ontario. We had 3
speakers, which included Larry Maloney who is the Riverside Family Law
Facilitator, Ann Malane and Debra Jones. We invited all the bonded and
registered legal document assistants in Riverside county.
Estimated Time Spent this Quarter: I
have not kept track.
Expenses/Costs incurred: Phone
calls, Fax charges, photocopy, e-mail – all donated.
Agenda items: None
Submitted by:
Annette Gomez
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California
Association of Legal Document Assistants
Administrator
Report of: Robin Schumacher
To: Governing Board of the
Association
Date: 07-20-2007
Reports that:
All prospective member packets were mailed upon
request and all new and renewal member packets were assembled and mailed.
Members were also billed via email. Follow-ups on those not renewing/late
paying. Follow-ups and reminders regarding members’ LDA registrations. Membership
data base maintained. Print materials ordered and assembled. Mailed
conference postcards to all CALDA members and past members. Worked on seminar
in Fresno scheduled for Nov. 2.
Compiled packets for various workshops and sent
to respective recipients.
Estimated time spent this quarter: 130
hrs
Expenses/costs
incurred this quarter: $1,500.00 Administrative
fee
55.51 Postage
427.78
Copies
13.49 Supplies
30.81
Postage-Seminar
70.20 Postage-Conference
148.69 Printing-Seminar
$2,246.48
New Business Items: None
Submitted by: Robin
Schumacher, Administrator
California
Association of Legal Document Assistants
Membership
Report of: Robin Schumacher
To: Governing Board of the
Association
Date: 07-20-2007
Reports that:
All prospective member packets were mailed upon
request and all new and renewal member packets were assembled and mailed.
Members were also billed via email. Follow-ups on those not renewing/late
paying. Follow-ups and reminders regarding members’ LDA registrations. Membership
data base maintained. Print materials ordered and assembled.
Compiled packets for various workshops and sent
to respective recipients.
Estimated time spent this quarter: 120
hrs
Expenses/costs
incurred this quarter: $1,500.00 Administrative
fee
28.13
Postage
346.24
Copies
$1,874.37
New Business Items: None
Submitted by: Robin Schumacher,
Administrator
California
Association of Legal Document Assistants
Membership
Committee
Report of: Robin Schumacher
To: Governing Board of the
Association
Date: July 20, 2007
Reports that: The following accomplishments have
been made by the membership Committee:
All prospective member packets were
mailed upon request and all new and renewal member packets were assembled and
mailed. Members were also billed via email. Follow-up emails and telephone
calls to those members not renewing/late paying.
Answered phone calls and emails
regarding CALDA questions, and interest in CALDA.
Follow-up email and telephone
reminders regarding members’ expired LDA registrations listed on the website.
Worked with Tina Sandoval on
brochures – obtaining volunteers and review of submitted brochures.
Current Membership Status: 193
Members (1 inactive)
Committee Members: None
Estimated time spent this quarter: 40
Expenses/costs
incurred this year: Long distance telephone charges
approx.
$20
- donated
New Business Items: None
Submitted by: Robin
Schumacher
California
Association of Legal Document Assistants
Legislative Chair Report
Board Meeting of July 21, 2007
Report of: Connie Crockett, Legislative Chair
To: The Governing Board of the Association
Date: July 21, 2007
I have performed the following duties:
This committee prepared a ‘suggested” letter to send to
telephone directory companies in their respective areas and this “suggested”
letter is now posted on the CALD website under the Member’s Only section. I
have not received any response or fax or reaction from any members to a recent
reminder post, or the previous post about this yellow page letter. I am going
to continue to follow up with on-going reminders to all members to send this
letter. It is our goal to create a data base of all directories in California.
Perhaps a questionnaire on the new website would help.
On May 7, 2007 this committee submitted a request on behalf
of CALDA to modify the JC forms of the Judicial Council’s courtinfo website, to
include room the for the LDA stamp and to delete the word “advice” under
certain JC forms requesting LDA information (i.e. UD-105, item 7). I do not
anticipate any response.
I received a response from Cara Vonk of the Administrative
Office of the Courts (“AOC”) to the May memorandum from CALDA about looking at
the possibility of creating consumer awareness programs and educate attorneys
and the bench regarding the difference between LDAs and paralegals. Ms. Vonk
informed me she had forwarded this memorandum to the education committee for
further review. I will follow up on this contact.
On June 20, this committee submitted a response to an
invitation to comment on a program involving the Administrative Office of the
Court developing guidelines for the operation of self-help centers (item
SPRO7-35), see the writing we submitted at the end of this report). Our intent
is to let the AOC know CALDA exists, and suggest the guidelines they have been
charged to create include a “Notice to Consumers” to be conspicuously placed at
every site defining the difference between a paralegal and LDA and the fact
that LDAs are registered and bonded.
Additional proposals for future review: work with the AOC
to develop court rules about approving judgments submitted by non LDA’s; change
the law regarding the consumer notice and the selection of legal forms.
I will continue urging all board members to compile a
procedures manual for the position they hold to aid in the transfer of
information from ou to the next chair. Crating a smooth transition from one
chairperson to the next will help maintain the integrity of this association.
There are two committee members: Helen Cameron and Kerry
Spence Suendermann
Estimated time spent this year: not tracked
Expenses, costs incurred: minimal postage, donated
Agenda items: None
Submitted by: Connie Crockett, Legislative Chair
CALDA is an organization
for Legal Document Assistants (LDA). LDAs assist the consumer in the
preparation of legal documents. LDAs are required to be registered and
bonded and meet the educational standards specified under Business and
Professions Code Section 6400 et seq. CALDA requests consideration that
the AOC include in their guidelines of operation of self-help centers, a
requirement that a visible "Consumer Notice" be posted at every self
help site, discussing the difference between LDAs and Paralegals (Paralegals
may no longer perform services directly to the public, since 2000).
Notice to consumers should include the warning that LDAs must
first be bonded and registered before they may provide service the
consumer.
California
Association of Legal Document Assistants
Education Chair
Report of: Tina R. Sandoval
To: Governing Board of the
Association
Date: July 20-21, 2007
Reports that: The following accomplishments have
been made by the education chair:
1)
Monthly Educational Seminars
- 05/25/07 – Unauthorized Practice of Law by Richard
Lubetzky
No. in
attendance: approx. 18
- 06/19/07 – California Corporations by Dianne Sandoval
No. in
attendance: 11
July – No class
offered
August -
Marketing by Carl Knoll – pending response
September –
Estate Planning
October –
Construction Lien Notices
November –
Bankruptcy
December – Wills
& Trusts
Costs for monthly education, year
to date: $600.00 ($100.00 per speaker)
Projected costs: $500.00 ($100.00
per speaker for next 5 seminars)
2) MCLE
- sent certificates to those who participated in the 05/25/07 and 06/19/07 monthly educational seminars. It is my goal to email certificates upon
completion of the seminars.
3) MCLE
2007 Provider Renewal – I have received the renewal application to continue
as an MCLE provider for the State Bar of California. The application is due 09/01/07 with a fee of $300 for 3 years.
4) Brochures
& Questionnaires
- Attended several meetings with Robin Schumacher regarding
the brochure project-05/06/07, 05/09/07, 05/16/07, 05/30/07, 06/06/07, 06/13/07, 06/27/07, 07/11/07 and 07/18/07
- Twenty (20) brochures in various stages pending either
approval by attorney (Steve Elias), proofreading or formatting.
- Approximately eight (8) brochures pending formatting
- Completed a detailed review of Cara Gould’s Invoices for
brochures and questionnaires to determine whether Ms. Gould’s revised
invoice was accurate. Upon review, it was determined that Ms. Gould is
only entitled to an additional payment of $187.50 for partial billings on
three (3) brochures. See attached letter that I propose to send to Ms.
Gould in response to the revised invoice.
5) Summer
Rally – The Central Valley Chapter Summer Rally “Linking the Legal
Community” was scheduled for June 23, 2007, however due to low registration the
seminar was continued to November 2, 2007. Local attorney offices were
notified by placing flyers in attorney boxes in Fresno, Madera and Tulare County
courthouses. Flyer was emailed to hundreds of attorneys via the Legal
Directory. We have confirmed four (4) attorney speakers, one judge, and one
computer guru to speak on November 2.
Costs, to date: $64.75 for CALDA business cards
6) 2007
Conference – Tentative schedule and topics is attached.
Education Committee Members: 2
Estimated time spent this quarter: 120+
hours
Expenses: $64.75
CALDA Business Cards
Postage,
faxing, copies - donated
New Business Items: None
Submitted by: Tina R. Sandoval
FUNDRAISING REPORT
CALIFORNIA
ASSOCIATION OF LEGAL DOCUMENT
ASSISTANTS BOARD
MEETING OF JULY 21, 2007
Report of: Debbie Driver - Fundraising Chair
To: The Governing Board of the
Association
Date: July 21, 2007
Reports that:
I have made the following accomplishments:
1. Sent
invitations to our Annual Conference in Sacramento in September 2007 to the
following vendors:
Invitations mailed 6/26/2007 to Vendors from Last Year’s
Conference
