Board of Directors Meeting Minutes October 20, 2008

Call to order

The meeting was called to order at 12:00 PM (EDT) on Monday, October 20, 2008 by President Steven Eidelman.

Attendance: Members present—Steven Eidelman, President; Joanna Pierson, President Elect; Michael Wehmeyer, Vice President; Jim Gardner, Sec/Treas; David Rotholz, Immediate Past President; Sandra Friedman; Sharon Gomez; Karrie Shogren; Marc Tassé; National Staff Present: M. Doreen Croser, Maria Alfaro, Paul Aitken; Members Absent: Nancy Ward.

Association Business

Acceptance of Minutes: James Gardner presented the minutes from the last Board of Directors meeting.

M/S/P (Rotholz/Gomez): Unanimously, to accept the revised minutes from the September 15, 2008 Board of Directors meeting.

Financial Report: James Gardner presented the financial report for the period ending September 30, 2008. The Balance Sheet indicates a total fund balance decrease of $173,000 over the same period last year. The total fund balance stands at $1,836,179 on September 30, 2008. Cash projections through December of 2008 are strong and consistent with patterns in 2006 and 2007. The July 31, 2008 Profit and Loss Statement was discussed and the important of SIS related income was acknowledged. Board members discussed the current decrease in the value of the investment portfolio, but expressed confidence in the projected long term investment strategy. There is no indication that the Association will need access to the investment portfolio in the near future. In addition, members noted that in a departure from practice over the past years, there has been no need to borrow against the Association's line of credit at this time during the year. Revised budget projections through December 31, 2008 suggest a possible deficit of $80,000.

Georgia Contract Resolution: James Gardner presented a Resolution to Enter into a Contract with the state of Georgia. The State of Georgia requires this annual resolution to continue the SIS contract with the Association.

M/S/P (Pierson/Friedman): Unanimously to enter into a written contract with the Georgia Department of Human Resources through its Division of Mental health, Developmental Disabilities, and Addictive Diseases (MHDDAD), for the provision of web-based electronic scoring, data storage, and computer programming services for the period beginning July 1, 2008 and ending June 30, 2011 and to authorize Doreen Croser to execute the contract on behalf of the Association.

Financial Reporting Changes: Steven Eidelman and James Gardner discussed possible changes in the format for reporting financial performance. Board members discussed the alternatives and deferred decisions until the December Board of Directors Meeting.

AFP 2011 Summit Report: Doreen Croser reviewed the recent activity of the Alliance for Full Participation (AFP) and the proposed work plan for the next several years. She noted the AFP decision to focus on the single issue of employment. In preparation for the national event in 2011 AFP will launch an integrated employment initiative. Each participating organization will submit its employment action plan for the years 2009/2010.

AAIDD Employment Agenda for the AFP: Steven Eidelman directed a discussion of possible AAIDD actions. Board members noted the proposed Plenary Session at the 2009 New Orleans Annual meeting that was focused on employment. Members suggested that Intellectual Disabilities might include a special employment theme issue in 2010, and that the Association might organize a special interest group on employment. Members also suggested a series of webinars, phone conferences, and a joint position statement with national Arc.

Strategic Plan Activities: Michael Wehmeyer requested that all Board Members and Association Members contributing to strategic planning initiatives complete their individual work plans by November 7, 2008. Wehmeyer requested that all plans be forward to him for integration prior to distribution at the mid-winter meeting.

DABS Project Update: Marc Tassé reported on the DABS project and noted the continuing effort to standardize the instrument on children between the ages of 4–21.

2009 New Orleans Convention Update: Joanna Pierson reported on planning for the New Orleans meeting. The program is set and a call for papers has been distributed. E-mail notifications have been sent to the membership.

Projects-in-Progress: Doreen Croser reported on the status of Association projects and activities. Croser discussed the Combined Federal Campaign, Association efforts to recruit staff, status of the Merk grant renewal application, web site redesign and relocation plans for the Association office.

The meeting adjourned at 12:55 P.M. (EDT)

Respectfully submitted,

James Gardner

Secretary/Treasurer

Meeting Minutes November 17, 2008

Call to order

The meeting was called to order at 12:00 PM (EST) on Monday, November 17, 2008 by President Steven Eidelman.

Attendance: Members present—Steven Eidelman, President; Joanna Pierson, President Elect; Michael Wehmeyer, Vice President; Jim Gardner, Sec/Treas; Sandra Friedman; Sharon Gomez; Karrie Shogren; Marc Tassé; National Staff Present: M. Doreen Croser, Maria Alfaro; Members Absent: David Rotholz, Immediate Past President; Nancy Ward.

Association Business

Acceptance of Minutes: James Gardner presented the minutes from the last Board of Directors meeting.

M/S/P (Gomez/Friedman): Unanimously, to accept the minutes as presented from the October 20, 2008 Board of Directors meeting.

Motion for Maturing Zero Coupon Bonds: James Gardner presented a motion for board consideration regarding the roll over of maturing zero coupon bonds. Board members commented on the stable financial position of the Association and the recommendation set forth by Mr. Michael Levin, the Association's investment advisor.

M/S/P (Gardner/Gomez): Unanimously, to accept the motion “That on November 15, 2008, we re-invest the $91,000 proceeds from the maturing zero coupon bonds into two new zero coupon bonds as described above” in the recommendation from Mr. Michael Levin.

Assembly and Conference Representatives Participation on Board Conference Calls: Joanna Pierson presented the options for Assembly and conference Representatives to participate on Board Conference calls. Board members discussed the current organizational structure of the Assembly and Conference, participation by Association members, and alternative strategies to promote communication and involvement by the membership. Participants suggested that the board revisit the question after the launch of the new web capability to determine its role in facilitating successful participation in Board Committee telephone conference calls.

Executive Session: Steven Eidelman called the Board of Directors into Executive Session.

The Board of Directors reconvened from Executive Session and the meeting adjourned at 12:23 pm (EST).

Respectfully submitted,

James Gardner

Secretary/Treasurer

MEETING MINUTES December 6, 2008

Call to order

The meeting was called to order at 2:00 PM (EDT) on Saturday, December 6th, by President Elect Joanna Pierson.

Attendance: Members present—Joanna Pierson, President Elect; Michael Wehmeyer, Vice President; Jim Gardner, Sec/Treas; David Rotholz, Immediate Past President; Sandra Friedman; Sharon Gomez; Karrie Shogren; Marc Tassé; National Staff Present: M. Doreen Croser, Paul Aitken, Bruce Appelgren; Members Absent: Steven Eidelman, Nancy Ward.

Association Business

Acceptance of Minutes: James Gardner presented the minutes from the last Board of Directors meeting.

M/S/P (Gardner/Gomez): Unanimously, to accept the minutes from the November 17th, 2008 Board of Directors meeting.

IRS Governance Policies: James Gardner presented three policies required by new IRS regulations. Board members discussed the Conflict of Interest, Whistle Blower, and Executive Compensation policies.

M/S/P (Gardner/ Wehmeyer): Unanimously, to accept the three policies as presented.

TDA Plan Document: James Gardner presented the new TDA plan administration document as required by the IRS.

M/S/P: (Gardner/Gomez): Unanimously to accept the TDA plan administration document as presented.

Research Discussion at AUCD meeting: Michael Wehmeyer reported on the research discussion at the November 2008 AUCD meeting. Representatives from AAIDD and AUCD are beginning a dialogue on the possibility of conducting a research conference in conjunction with the 2010 AAIDD annual conference.

YP/Student Report and Request for Financial Support: Karrie Shogren summarized the YP/Student Report and Request for Financial Support. Shogren reported on the conference calls, webinars, and the Guide Program initiated by the group. Funds to continue support for young professionals and student action group are contained in the current proposed 2009 budget. Board members agreed to contact the leadership of the action group and express the Association's gratitude for their work.

Legislative Agenda for the 111th Congress: Doreen Croser distributed a copy of the Legislative Agenda for the 111th Congress.

M/S/P: (Rotholz/Wehmeyer): Unanimously to accept the Legislative Agenda as presented.

National Association of Direct Support Professionals Liaison (NADSP): Joanna Pierson reported on the Association's liaison role and representative with the NADSP.

M/S/P: (Wehmeyer/Shogren): Unanimously to reappoint Valarie Bradley as the Association's liaison with the NADSP for 2009.

2009 New Orleans Conference: Joanna Pierson reported on plans and arrangements for the 2009 conference in New Orleans.

SIS ad Hoc Committee Report: Michael Wehmeyer reported on recent deliberations, planning and recommendations of the SIS ad Hoc committee. Board members discussed current use of the SIS by the states, the role and reporting responsibilities of the ad Hoc Committee and the role of the work group that would be formed to review the implementation and application of the current version and initiate revisions in the scale. The future work group will work with, and report to, the AAIDD management.

Discussion of Retreat Outcome: Joanna Pierson led a discussion of the Association retreat that occurred on December 5–6 prior to the Board Meeting. Board members agreed to integrate the consensus and results of the retreat with the current strategic plan. Board members will review and prioritize the integrated information in the near future.

Future Planning – Long Term Strategy Discussion: James Gardner summarized possible guidelines for considering the new 2009 budget in the context of our strategic planning and priorities. Board members discussed guidelines that included: (1) placing an emphasis on priorities for investing resources; (2) considering a long-term budget strategy for the next 24–30 months; (3) recognize that budget and planning priorities should address the realities of the current recession, succession planning for the senior management of the association, and the need to continue recent investment and resources in the web site and technology and new publications and products in development such as the Diagnostic Adaptive Behavior Scale, the SIS for Children and 11th Edition of Classification in Intellectual and Developmental Disabilities.

2009 AAIDD Proposed Budget: James Gardner presented the proposed 2009 budget. Board members discussed alternative strategies for framing a budget. Discussion addressed issues such as investment priorities, maintaining and/or increasing personnel levels through a mixture of salaried and contractual employees. Board members discussed strategies for finalizing a balanced budget (cutting costs and increasing revenue) and the alternative strategy of continuing investment priorities by authorizing allocation of funds from the Association reserve fund. Board members agreed to continue the discussion and make final decisions on the budget during the December conference call.

Recognition of AAIDD staff: Board member agreed to recognize the efforts and successes of staff by providing leave days be used during the current fiscal year.

M/S/P: (Shogren/Friedman): Unanimously, to recognize the efforts and performance by staff by providing leave days to be used during the current fiscal year.

The meeting adjourned at 4:35 (EST).

Respectfully submitted,

James Gardner

Secretary/Treasurer

MEETING MINUTES December 15, 2008

Call to order

The meeting was called to order at 12:00 PM (EST) on Monday, December 15th, by President Elect Joanna Pierson.

Attendance: Members present—Steven Eidelman; Joanna Pierson, President Elect; Michael Wehmeyer, Vice President; Jim Gardner, Sec/Treas; Sandra Friedman; Sharon Gomez; Karrie Shogren; Marc Tassé; National Staff Present: M. Doreen Croser, Paul Aitken; Members Absent: David Rotholz, Immediate Past President; Nancy Ward

Association Business

Acceptance of Minutes: James Gardner presented the minutes from the last Board of Directors meeting.

M/S/P (Shogren/ Friedman): Unanimously, to accept the minutes, as amended, from the December 6, 2008 Board of Directors meeting.

IRS Governance Policies: James Gardner presented two policies required by new IRS regulations. Board members discussed the Joint Venture Policy and the Document Retention and Destruction Policy.

M/S/P (Pierson/Gardner): Unanimously, to accept the two policies as presented.

October Financial Report: James Gardner presented the October 2008 Financial Report. The Board discussion focused on three numbers: (a) $263,806 excess of revenue over expenditures from the Balance Sheet; (b) $177,259 in projected operating surplus for FY2008 from the P&L Statement; and (c) <$158,441> overall projected deficit for the year when incorporating the investment losses for the year and the board approved expenditures for the development of the new web-site and the Diagnostic Adaptive Behavior Scale. This projected deficit for the year is consistent with the budget projections submitted during the past four months.

2009 Budget: James Gardner introduced the consensus statement from the December 6th board Meeting concerning the FY 2009 Budget. Board members discussed the previously adopted motion.

M/S/P: (Gardner/Pierson): Unanimously to adopt the 2009 budget as submitted with the following motion:

Pass the deficit budget as presented but instead of identifying the hiring of the Director of Professional Education at a cost of $157,000, pass the deficit budget as presented with the stipulation that the $157,000 be allocated to the IT/ Education and Training positions (combination of full time, part-time, consultation status) in a manner to be determined by the Executive Director. The Executive director will consider short and long term Association priorities, personnel availability, market salaries, and the financial situation of the association. This budget is a one-year investment budget. The Board is fully committed to maintaining the recent success in maintaining an excess of revenue over expenses in its operating budgets. Board members also discussed the need to develop in the spring of 2009 a projected budget for the next several years.

Web Job Position Description: Doreen Croser discussed the Web Job Position Description that was developed with information from several Washington based not for profit organizations that had recently recruited for similar positions.

Environment Health Meeting: Doreen Croser discussed the goals and expectations for the Environmental Health Meeting.

Next Board Meeting: Board members agreed to conduct an in-person board meeting in the spring of 2009 to review the final numbers for the 2008 budget, revisit the expectations for the 2009 budget after the first quarter of the year, and to draft a work budget for the next 18–24 month.

The meeting adjourned at 12:40 (EST).

Respectfully submitted,

James Gardner

Secretary/Treasurer