CALIFORNIA ASSOCIATION OF LEGAL DOCUMENT ASSISTANTS

Minutes of Special Meeting Re Last minute conference details

Via teleconference

September 28, 2006

6:30 pm – 8:13 pm

 

Officers Present:

X Carol Ludlow, President

X Vice-President, vacant

 

Directors Present:        

X Robin Schumacher, Membership Chair

X Marcel Neumann, Technology Chair    

X Robin Wilson, Education Chair

X Moira Boyle, Public Relations Chair & Interim Conference Chair

X Carl Knoll, Newsletter Chair

X Debbie Driver, Nominations & Elections Chair

X Connie Crockett, Fundraising Chair

X Kathleen Mountjoy, Professional Standards Chair

 

Others Present:

Corin Walson

 

6:30 p.m. Called to order by Carol Ludlow.

 

The first item for business was regarding the conference binders. Robin W. reminded everyone to get their speaker materials and bios to Jolene asap. Brief discussion on the binder cover which everyone really liked. Because we are trying to get everything together in a short period of time, Moira suggested that we use 3 ring binders instead of the spiral binders. Most everyone liked the idea of the 3 ring binder because it is easier to open and better for keeping our materials secure. Robin W. informed the members that 3 ring binders had been used in the past but replaced with spiral binders due to costs.  Carol wants the price of 3 ring binder and spiral binder. Carol asked for each person’s input. Robin S prefers 3 ring, Kat didn’t care either way, Carl prefer 3 ring, Marcel didn’t care and asked that Robin W. make that decision,  Connie suggested we think up ways to cut costs, such as putting together the materials ourselves. Brief discussion of the best size of binders, taking into consideration mailing costs, Debbie also preferred 3 ring.

Carol asked Robin W to get a cost on 3 ring binders. Robin wants also a have a cd with all conference materials to sell.

 

Floor turned over to Corin Walson, APR, Access Media Grp, Inc. After Corin introduced herself and her business, she reviewed what she has been doing for CALDA for the conference so far. Concentrating on the Ontario & Southern California, she has written a press release and a media alert. She said it was a bit of a challenge since CALDA is statewide so she is having to be creative with different angles so that we can spread the coverage around CA as much as possible. Media is very localized in their entries and they only care about what is happening in their local coverage area. She will be using information about our chapter presidents and our CALDA president to spread around coverage. Also, she is contacting newspapers to put notice of our event into their calendars, she sent a proclamation to the governor’s office making October 28 Legal Document Assistant Day, is getting certificates of recognition to the board members, speakers and honorees. She wrote a letter to the Ontario mayor and city council members inviting them to come. Marilyn Brewer , who co-authored the LDA bill was also invited. Also, KCOE, an Orange County public broadcasting tv station was contacted although there has no response from them so far. We are getting good response because we are a nonprofit organization. These efforts will get us on record in Sacramento. More media means more Google hits. These efforts will help make CALDA become better known. She explained that PR is not just media coverage but also members efforts, press releases, media relations, community relations. Last she made herself available for any further questions.

 

Robin S asked if the board members could be trained on how to answer the media when we are approached during the conference.  Carl asked about the best method to choose sponsors and how to ask for sponsorship. Corin said to use the angle that we have spent a lot of money with them, and that it’s an opportunity to give back, also let them know about the exposure they will get and the benefits to them, having their name of our materials, media exposure included. It’s best to give them 2 months advance notice. They are “buying space” from us. He also asked if she would be able to help in getting sponsorship in updating our website. She said companies should be paying for space on our website. Connie asked about the membership of other conferences she helped. Corin helped conferences with membership from 100 to 1000. She said she helped raise $80,000 for the last conference she helped. Corin explained that there is no such thing as a small event because the possibilities are so big. Marcel asked about her e-blasts. She explained that our most important communication is to our members like a feature about our keynote speakers, build the buzz about our event, about once a week, a conference update or alert or news, tidbits about Ontario. Keep people excited about the conference. He also asked about strategies to target the public, our customers. He also wants recognition and referrals at the courts.  Wants help with letter writing to judges, etc. Connie said that he wanted the Dept of Consumer Affairs contacted. Carol wholeheartedly agreed. Last, Corin said that although her website is in the works, she can be contacted to get all the info which will be on her website, media clips, etc.

 

Carol asked for comments regarding Corin’s proposal for conference. Robin S. feels that we are ready to make this step and is comfortable with her ideas. Kat feels that we “sorely need her”. Robin W also in agreement, Marcel wanted it confirmed that her proposal was for conference only. Connie feels that we should “definitely agree to the proposal” and budget for this in the future. Debbie said it’s important that we do what we need to do to let people know who we are, because they don’t know. Moira reiterated that we need an expert to help us put all our ideas into action. Carl also felt positive. Kat motioned that we accept the proposal budget by Access Medica Group for 15 hours of work at $2205. Debbie seconded. All were in favor. Motion carried.

 

Carol took over to discuss the budget approval for the founders. We had previously agreed that the 4 founders will be paying for their own hotel bill and airfare. Catherine, Glenda and Jim Snyder. She can’t locate Marie. Carol wants us to pay for Lois and Sylvia Cherry’s hotel bill. Moira pointed out that some will be sharing their rooms which will reduce costs. There was a short discussion on who was the first CALDA president. As everyone would be driving except for 1, it would be airfare for 1, hotel and meals for each of them. Kat motioned that CALDA cover the cost of airfare (if necessary), hotel and food for Catherine, Glenda, Jim, Lois and Sylvia and Marie if we find her. Moira seconded. All were in favor. Motion carried.

 

Carol gave a brief update on Highland Springs. After HS sent a letter of recission for us to sign allowing them to keep the deposit. Richard Lubetsky advised Carol that because they were not damaged because they found another group, also because of mistakes on the contract that they shouldn’t be entitled to any of the deposit. Carol contacted HS with Richard’s points and asked if we could come to a mutually agreeable solution and followed up with a letter. We are currently waiting for a response. No further questions or comments.

 

Next item was regarding the speakers. Speaker juggling. Moira informed us that there are 3 classrooms and at this point we need to fill in only one vacancy There was concern about Clinton Brown as a speaker. Because his topic was one that we should stay away from as LDAs and that his objective is to network with LDAs for his own life insurance business, everyone agreed that he wasn’t needed. Moira to call Clinton.  Marcel stated that he could use his backup class on OSCs which was agreed to.

 

Class monitors. Carol will contact us individually to ask about being monitors.

 

Carol informed us that the band set for Highland Springs has been cancelled. But Carol and Moira suggested that there is entertainment at the hotel in their nightclub. So we don’t need to hire any entertainment.

 

Carol was unsure of who some of the past directors were during a 2 year period. Moira suggested that Kathy Ricci would have that info.

 

Connie to give update on confirmed vendors, donations and any remaining info to each member.

 

Moira asked that we waive the Thursday dinner and instead have our banquet dinners covered for the conference. Carol asked for everyone’s comment. Everyone was in agreement. Connie moved that we transfer the Thursday night dinner to the Friday and Saturday night banquet dinners to be paid for. Debbie seconded the motion. All were in favor and the motion was carried.

 

Scholarship was donated last year but Carol wasn’t sure who or how it was chosen. Carol asked if we should have a scholarship. Moira suggested a “working scholarship” meaning helping out at the conference. Robin S. feels that there would be a good response to that.

Connie wants annual scholarship info and application on the website. Everyone in agreement.

 

The last item was about the 2 year board approval. Carol reminded us that when we changed the bylaws giving the board 2 year terms, the members had just voted us in in  October 2005 for 1 year. Carol is going to work with Debbie on getting necessary proxy vote out to membership and will appoint the officers that can be appointed. Brief discussion and a check of the bylaws on who is voted in and who is appointed and how it should be done.

 

Meeting was adjourned at 8:13 p.m.

 

TO DO:
Robin W. to get cost of 3 ring binders

Moira to call Clinton Brown to cancel him as speaker

Carol to get monitors

Connie to give update on confirmed vendors, donations and any remaining info to each member

Carol to work with Debbie on getting proxy votes out