Members of the Executive Board met in Concord at the offices of Plodzik and Sanderson, P.A.

Executive Board members present were President Pat Tucker, CTC, presiding; First Vice President Cynthia Torsey, CTC; Second Vice President Rhoda Quint, CTC; Treasurer Joyce McGee, CTC; Legislative Committee Chairman Jill Hadaway, CTC; Public Relations Director and Certification Committee Chairman Kathy Seaver, CTC; Education Committee Chairman Cheryl-Ann Boluck, CTC; Convention Coordinator Desiree Mahurin, CTC; Workshop Coordinator Joseph Wiggett, CTC; Director At Large Joan Porter, CTC.

Guest - Honorary member George West.

Absent:  Secretary Brenda LaPointe, CTC

The meeting was called to order slightly after the set time of 9:30 a.m.  Pat appointed Cindy to take the minutes for this meeting in Brenda’s absence.

Minutes
Minutes from September were presented for discussion.  There was no discussion.  Kathy Seaver made a motion to accept the minutes of the September 13, 2007 Executive Board meeting as submitted by the Secretary.  The motion was seconded by Jill Hadaway and passed by unanimous voice vote.

Correspondence and Items of Note
A letter was received by Denise Morrissette, Town Clerk of Gilford, stating the new officers for the City/Town Clerks Association.
           
Pat Tucker also handed out a tentative meeting schedule for the Executive Board and it was decided that there will be no meeting in December.

Review of By Laws and Policy Handbook

BY-LAWS
Pat said that she will get in touch with the By-Law Committee to take a look at the current By-Laws as written.   If there are any changes they must be submitted at least 30 days before the convention.  The Board suggested that the changes be submitted by the May 8, 2008 board meeting. 

The Board has recommended some of the following changes:

1. Inserting a mission statement at the beginning of the By-Laws.
2. Article 3, Section 3 – remove “to be appointed by the President.”
3. Insert #5 –There shall be an Education Committee consisting of no fewer than 5 committee representatives appointed by the Education Committee Chairman plus a representative from DRA.  The Second Vice-President shall serve on this committee as well. 
4. Then changing #’s 6, 7 & 8 to 7, 8 & 9.
5. Section 5 (now 6) – “Insert” The President can nominate the By-Law, Finance and Historical Committee Members.

             
HANDBOOK

Cindy will make the changes and submit them to Brenda.  The section titled “Longevity” will be re-written by Kathy.  The proposed changes are attached for acceptance at the next board meeting:

GIFT

The Christmas gift for Plodzik and Sanderson was discussed and it was decided that a basket would be purchased.  Desiree made a motion to authorize the Treasurer to purchase a basket for the firm.  The motion was seconded by Kathy and passed unanimously by a voice vote.

SALARIES

Joe Wiggett made a motion to increase the salaries for Secretary from
$100 to $400, Treasurer, Public Relations Director, & Chairman, Legislative Committee each from $100 to $200.  The motion was seconded by Kathy Seaver and passed by unanimous voice vote.

SECRETARY

Desiree made a motion to remove the paragraph “To amend the
Resolution Committee and have the President read any resolutions that are necessary for the annual meeting. (10/23/85) (6/07/00).  The motion was seconded by Cheryl and passed unanimously by a voice vote.

Treasurer Report
Joyce submitted the Treasurer’s report.  It has been a question as to whether the Association needs to file with the IRS.  Joyce had been in contact with the IRS and our ID# has expired because it has not been used for many years.  If the Association was filing regularly then the ID # would not have expired.  She did say that the Association could re-activate the ID #.  Joyce asked Jim from Plodzik and Sanderson to give us some guidance.  His suggestion was to re-activate the ID # and to ask for exempt status under the governmental entity section on the application.  Also, to include in the application a mission statement as well as a list of the RSA’s when asking for tax exempt status.  It was then brought up by Kathy Seaver that the Certification Committee also uses the same ID #.  It was strongly suggested by Jim that the Certification Committee apply for a separate ID # and file separately. 

Certification Committee
Except what was stated above, Kathy will know the dates for the Certification Committee classes by the end of the month.

Legislative Committee
Jill mentioned that there are a couple of bills to watch for.  LSR #2078 which was submitted by Representative Smith of Nashua titled – “Mortgages in Lieu of Taxes”.  Repr. Smith has revised this bill since first submitting it.  This bill would enable City/Towns to take mortgages in payment of property taxes.  It has strongly been suggested to contact your Representatives regarding this bill.  Right now we do not know where this bill will land.  A question was raised that if this passes can Cities/Town qualify for FDIC?

Another bill – HB 912 submitted by Representative Andy Peterson is another to watch for.

Education Committee
Cheryl handed out a sample of mortgagee identification search criteria to the Board to review.  This gives a good base line to start.  Look at it and e-mail Cheryl with comments to add or change and we will take it up at the next meeting.  Cheryl also handed out to the board an oath (RSA 75:7) and memo which is to be signed by the Board of Selectmen.  Cheryl also asked the Board to review it and to let her know if any changes should be made.  This oath would be submitted to the tax collector by the Board of Selectmen along with the commitment/warrant.

Workshop Coordinator
Joe handed out the duties of the workshop coordinator and what LGC (Local Government Center) does for the workshop coordinator to the Board.  Joe also handed out a tentative schedule for the 2008 workshops.

Convention Coordinator
Des handed out an evaluation summary.  There were approximately 25 evaluations returned with no real complaints.  The only suggestions were that more time was needed for the user groups, technical session and bankruptcy.  Des also handed out the rates for next year’s conference which will be at the Attitash Grand Summit Hotel in Bartlett, NH on September 17, 18 & 19th.

Other Business
George West said that he would be attending the reception for Bill Robertson and his wife.

There was no further business to come before the meeting Jill Hadaway made a motion to adjourn.  Desiree Mahurin seconded the motion and it passed by a unanimous voice vote at 12:30 pm.

Next meeting – January 10, 2008 - 9:30 am at Plodzik and Sanderson.

Respectively submitted,

Cynthia M. Torsey, CTC
Secretary pro-tem