Minutes of the June 1, 2009 Executive Committee Meeting

In Attendance:

A quorum was present.

Victor Garlock, Heidi Stewart, Patsy Brison, Bar Administrator Lisa-Gaye Hall, Mae Creadick, Suzannah Plemmons, James Ellis, Doug Tate, Cathie St. John Ritzen, Jason Peltz, Bill Christy, Peter Kanipe, Cindy Holman and Ingrid Friesen.

Approval of Minutes:

Minutes from the May 4, 2009 meeting were approved. Mr. Kanipe moved for approval of the Minutes, Mr. Tate seconded and the motion carried unanimously.

Treasurer’s Report:

Mr. Garlock reviewed the Treasurer’s Report, which he e-mailed to the Committee prior to the meeting. He reported we have one month to go in this fiscal year, and we have done well: we are under budget on almost everything.

Mr. Garlock reported that 94% of membership dues have been paid. Delinquent dues notices were sent out along with a note to attorneys advising them that we are required to report to the State Bar nonpayment of membership dues. A total of 22 notices were mailed.

Mr. Garlock reported that the Employment Security Commission finally decided that we are a governmental agency for the purpose of unemployment claims. There has been no decision on the unemployment claim of the past Bar Administrator.

Mr. Garlock presented and reviewed the Bar Financial Control document he e-mailed to the Committee prior to the meeting. He explained that this document is a means to protect and monitor local bar funds. Mr. Garlock made a Motion that the Committee approve the Financial Control document. Ms. Stewart seconded and the motion carried unanimously.

Committee Reports:

Pro Bono:

Mr. Ellis reported that the Pro Bono Committee is still working with the Bar on the Call-In program.

Nominating:

Ms. Brison sought suggestions for Executive Committee members and Treasurer. Ms. Stewart stated that Ms. Plemmons is willing to accept a nomination for Treasurer. There are vacancies for one over age 36 and two under 36 committee members. There was general discussion of potential nominees. The executive committee will make nominations prior to the annual meeting for the election.

Task Force Reports:

Programs:

Mr. Christy stated that the rest of the year is covered for programs.

E-News and Communications:

Ms. Brison led the discussion regarding whether we want to continue a monthly newsletter. There was general discussion that a monthly newsletter may be unnecessary now that we offer weekly Bar E-News. There was consensus that we should have newsletters less often and continue with weekly E-News. Ms. Creadick moved to make Bar Briefs quarterly rather than monthly. Mr. Tate suggested every other month and there was general discussion in agreement with Mr. Tate. Ms. Friesen suggested that we need Ms. Hall to manufacture stories for the Bar Briefs, and Ms. Hall stated she is willing and able to do so. The Bar Briefs generally have photographs and reports of events such as the annual meeting awards and elections. Ms. Creadick amended her motion to make the Bar newsletter every other month. Mr. Garlock seconded the amended motion and the motion carried unanimously.

Ms. Hall explained there are still 120 members with no e-mail address and mailing information to them is costly. Ms. Friesen suggested sending those 120 members a notice stating “this is your last mailed notice – please give us your e-mail address, your assistant’s e-mail, or your fax number.” The committee agreed with Ms. Friesen that we should not continue to mail notices or news to members without e-mail and that we should use less costly means. Ms. Creadick suggested placing notices and news in courthouse boxes.

There was discussion and consensus that that to improve an accurate count for bar lunches, Ms. Hall will e-mail the Bar a stand-alone notice to RSVP to Bar Lunches.

Other Business:

June Annual Meeting of the 28th Judicial District Bar, Elections and Awards

Ms. Brison led the discussion regarding the June 10th 2009 Annual Bar Meeting which will include the Election of the Public Defender, Election of Officers for this Committee, and the Centennial and Professionalism awards. Mr. Tate explained that voting will be by written ballot.

The committee discussed potential nominees for the Centennial and Professionalism awards. The committee reviewed a description of these awards and past recipients. Nominations were made for Bob Deutch for the Centennial Award and Judge Gary Cash for the Professionalism Award. There was consensus, and the committee arranged persons to introduce the award recipients and to ensure that their families and friends will be present.

The committee was informed that Magistrates and Clerk’s wish to receive free lunches at monthly meetings of the Bar. Mr. Christy moved that these officials receive lunch at no charge, in the same manner as Judges. Mr. Peltz seconded and the motion carried unanimously.

Emergency Judge Funding

Ms. Brison presented a letter from District Attorney Ron Moore explaining the need for emergency Judge funding. The Director of AOC indicated to him that the local bar must provide correspondence evidencing that we are tax exempt in order to disburse the funds the Bar will raise for the emergency judge. Mr. Garlock stated that the non dues account should be used for these funds. Ms. Brison and the committee agreed that we are a tax exempt state agency that can receive these funds for this purpose. Mr. Christy moved for the approval of receipt of one check from attorneys collecting funds for an emergency Judge for one of the District Courts of Buncombe County, and that this be paid to the appropriate state agency through our non-dues account. Mr. Peltz seconded and the motion carried unanimously.

Office Space

The Bar is currently leasing office space from Jay Watson, which will expire in early fall. The Bar is continuing to look at its office space needs for the Bar Administrator. Ms. Stewart will contact our current landlord to negotiate a month-to-month lease. Office space at Pisgah Legal Services is currently available.

Judge Payne Retirement/ Portrait

Ms. Brison led the discussion of a possible ceremony and presentation of a portrait for Judge Payne upon his retirement this year. There was general discussion of soliciting firms to donate funds for a portrait. Ms. Creadick stated that her mother is a portrait artist and could provide quotes for an oil painting. The following committee members volunteered to investigate a portrait for Judge Payne’s retirement: Mr. Tate, Ms. Creadick, Ms. Brison, Ms. Hall, Ms. Plemmons and Ms. Holman.

CLE Program

Ms. Holman reported that 37 people have registered for the upcoming CLE being offered by the Bar, “Surviving the Crash.” We need 50 registered to maximize the Bar’s contribution.

Baseball Game/ Tourists

Ms. Brison will forward a memo from Mr. Drye on this issue for a committee vote. Mr. Drye could not be present due to health concerns.

State Bar Counselor Report

Mr. Gum could not be present due to health concerns. However, Ms. Brison stated that changes to the Preamble of the Rules of Professional Conduct is again open for comment. Further discussion will continue with Mr. Gum. Ms. Brison states Ms. Dotson-Smith is also involved in this continued discussion.

Action Steps:

  1. Ms. Brison will e-mail the memo from Mr. Drye for a vote on the Baseball/Tourists
  2. Ms. Hall will send stand-alone bar lunch reminders w/ Bar Lunch RSVP in the subject line
  3. Ms. Hall will e-mail the committee info on bar lunch costs for various venues
  4. Bar newsletters will be every two months, including articles and events w/ photos
  5. Ms. Hall will send a letter to attorneys with no e-mail to request contact by other means
  6. Ms. Hall will use courthouse boxes for delivery of notices/ news to attorneys
  7. Ms. Hall will inform Magistrates and Court Clerk they can get free lunch at Bar meetings
  8. Ms. Stewart will contact the landlord, Jay Watson, to negotiate a month-to-month lease
  9. Ms. Creadick, Mr. Tate, Ms. Plemmons, Ms. Hall & Ms. Holman will investigate a portrait for Judge Payne
  10. Ms. Brison will inform Ron Moore that we are a tax exempt state agency that can receive emergency judge funds for his stated purpose

Next Meeting:

The next regular EC meeting will be Monday, August 3, 2009 at the Pisgah Legal Services Large Conference Room, 62A Charlotte Street.

There being no further information coming before the Committee, the meeting was adjourned. These minutes are respectfully submitted on the ___ day of ______, 20__.

______

M. Mae Creadick

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