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North Carolina Community Development Association
Board Meeting

November 12, 2008

Board Meeting Minutes

Present: Karen Kiehna, Yvonne Gibbs, Lori Jones, Stanley Watkins, Todd Hefner, Michelle Ball, Sandra Anderson, Adrian Lowery, Teresa Johnson, Tara Fikes, and Karen Kennedy

• Meeting called to order by Karen Kiehna at 11:07 a.m.
• Motion to adopt July 23, 2008 Board Minutes
  Motioned by: Yvonne Gibbs. Seconded by: Adrian Lowery. Motion passed unanimously.
  • October 2, 2008 Minutes will be reported at the next Board Meeting.

President's Report

1. Based on the Retreat agenda the President took the work plan that was created and went through each item by item to revise the information given by NCLM (see Board Retreat Notes). She took out all the information that was accomplished, pulled forward things that we need to focus on. One of our greatest accomplishments is the substance of the topics that have been added to the conferences.
2. We need to work on our Membership. Yvonne Gibbs will begin working with Theresa Johnson for Membership. Membership must be our focus for 2009 along with our 30th Anniversary. We need to take a hard look at travel and expenses as many municipalities are cutting travel. Another goal is to begin to develop partnerships with (NCCDC, Rural Center etc.).
3. One of the other things that were discussed at the retreat was a new logo. Suggestions to keep State in the background, streets, trees, rooftops, clean lines and ability to copy in black and white.
4. Bob Dunham was present. He insisted that this (our separation from NCLM) is our freedom, what we do not see is that NCCDA is a resource for NCHFA. He spoke about strengthening our partnership with PHRANC. Also, to get the Rural Center, ACDC's, and Community Action Agencies on board. He talked about Neighborhood Stabilization Grant component. Suggested drafting of a flyer to promote Community Development for Mayors and funder etc.
5. Discussion about changing the type of Membership. We need to look at enhancing our membership. Also, getting more representation from Entitlement Cities. NC Housing Coalition Agency is really the advocate agency that all rely on. So, let's use this resource. We need to change our bylaws to reflect using NC Housing Coalition, and other new opportunities.
6. Use of our web site for survey tools.
7. June 30, 2009 is the end of our affiliation with NCLM. We need to make another trip to Raleigh to obtain all NCCDA items.

Financial Report

• In our Audit - All of last year we were under a false assumption from the NCLM Reports for our current financial situation. In combining the income and expenses they balance. We can track where all dollars have gone. The problem comes in Membership income. All documents are available for review. Numerous accounting errors had to be cleared up.
• At the end of the year, we have actually $534.73 to the good. Our year-end comes at the time when we have our Membership drive. We have been floating through our expenses with our membership funds. We are not operating on true current fiscal year income. NCLM will not change our actual totals until the Audit is complete. We will report to Greg how the accounting has been incorrectly administered. We will need all accounts reset to represent true accounting funds and cash. We have learned that we can not coast on our membership income. We must enhance our membership in 2009. We discussed ways that we can interject requests for membership.
• Due to the expenses of conferences we will need to gain credit lines or credit cards in order to schedule conferences in the future. We need to gain access to all checking and savings accounts owed by NCCDA.
• Karen Kiehna will write an Audit letter to express the situation and request answers to clarify our financial situation. Their records show a $8,000 balance, when our audit shows a $500 balance. Motioned by Stanley Watkins and seconded by Karen Kennedy - unanimously passed.

Committee Reports

• Meetings/Training - Stanley Watkins and Karen Kennedy:
  • Fall Conference 2008: 90 participants (so far). We need to watch our hotel expenses. One-half of participants registered within the last 2 weeks.
  • NCCDA 30th Anniversary - Spring 2009 / Wilmington Hilton
  • Fall Conference 2009 - We need to begin planning well ahead. We need to discuss with membership the choice of having one conference per year. May continue a Fall conference with PHRANC each year.
• Advocacy - Todd Hefner
  • Handout: 2008 Legislative Action in Community and Economic Development
• Membership/Nominating - Adrian Lowery and Teresa Johnson
  • We need the original membership registration forms once NCLM inputs the information into the system.
  • Handout: Membership of Past Several Years (highlighted equals paid membership)
  • Please review Handout: 2008-2009 NCCDA Membership List. See if any past members are not listed and advise Adrian or Teresa.
• Communications/Marketing - Michelle Ball and Sandra Anderson
  • Any information that we request to have posted on the website, please supply an expiration date with the information.

Old Business

• Organization Management - The RFP is out. It was also sent to the Association.
• RFP Ad Hoc Committee - Tara, Michelle, Stanley, Karen Kennedy

New Business

• None

Adjournment @ 1:11 p.m.

Next Meetings:

• January 23, 2009 - Greensboro
• March 13, 2009 - Greensboro

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Board Retreat Minutes - October 2 - 3, 2008

Present: Karen Kiehna, Adrian Lowery, Yvonne Gibbs, Karen Kennedy, Tara Fikes, Todd Hefner and Bob Dunham
There was not a quorum for the meeting. Any action will be required at the next Board Meeting.

Thursday, October 2, 2008

Review of Finances

Karen Kiehna disseminated copies of financial statements received from NCLM. Following a review of the documents, it was obvious the reports were still inadequate and had errors. Karen and Yvonne agreed to discuss the matter in person with Tisha at the audit meeting already scheduled. In addition, Karen will discuss our concerns with Greg, NCCDA's League Liaison as soon as possible.

2008 Fall Conference

Karen Kennedy gave members a copy of the draft agenda and discussed the plans to date. The conference is a partnership with PHRANC, being held at The Sheraton, in Raleigh, NC, November 12-14, 2008.

Marketing

Karen Kiehna presented copies of possible logos for NCCDA. All agreed to keep the state in the background. Suggestions were a logo that would depict community, house, people, streets, trees, rooftops, family, a person shaking hands in front of a house or showing a community within the state, NCCDA wording at bottom, bullets out from the state and to keep the blues as the color. It was also suggested that the logo have clean lines and have the flexibility of black/white and color printing. Karen Kiehna will secure a graphics firm from the Asheville area to assist with the changes and report at the November meeting.

Sandra has taken on updating the web site and is doing a great job. Karen Kiehna will have her President's message in the next few weeks for placement on the web site.

Marketing to increase our membership is crucial for NCCDA's future. Adrian suggested we use video excerpts from conference sessions and speakers to promote the benefits of NCCDA through an "infomercial" and place it on our web site. In addition, having booths at other non-profit conferences to promote NCCDA would be helpful. Bob Dunham suggested we reach out to CDCs through the Rural Center and the NC Association of CDCs. Contacts are Sue Perry Cole with the NCACDCs, Sharon Goodson with the community action agencies and Bernice Lindsey with the Rural Center. Promoting membership to consultants is an opportunity for change since our association with NCLM is changing. Consultants could become regular members and participate more on committees in the future.

Membership

Adrian and Teresa have been reviewing membership lists provided by the League. This is a challenge for NCCDA. The various mailing lists and membership lists provided by the League are incomplete. In addition, several members have not renewed their memberships this year. The good news is there are 4 new members. NCCDA still has agency memberships. The Board instructed Adrian to have his committee write a letter to send to those who haven't renewed, municipalities and counties that have received grants from DCA and HFA, past members that haven't been around in a few years and researching individuals that changed jobs by determining if they went to another member option or who took their place.

Adrian will have a draft of the letter prepared soon for our review.

Legislative

The most significant legislation affecting membership is the American Housing Rescue and Foreclosure Prevention Act - HR 3221 (Neighborhood Stabilization Program). HUD and DCA will be focusing on this legislation with workshops to discuss next steps very soon. The amount of funds is $52 million.

Bob Dunham stated the funds focus on the properties and not the persons displaced as a result of foreclosure vs. the prevention of foreclosure. Funds are for local governments to purchase, rehab, and re-sale foreclosed or abandoned properties.

Once the strategies are in place, the Board would like to have information available through a link on NCCDA's website.

Organizational Management Services for NCCDA

As a review, Karen Kiehna explained the situation with NCCDA's future association with NCLM and the impending changes for July 1, 2009. Tara Fikes had been asked to discuss our needs with the Association of County Commissioners and UNC's School of Government. The Commissioner's Association was not interested. The School of Government could assist with conference planning, providing meeting space, but could not provide storage space or handle finances at this time.

Tara disseminated a draft RFP for management services for the Board's review. Tara researched Trade Associations, meeting planners and the possibility of a future partnership with NC Housing Coalition. Following comments and suggestions from Board Members Tara requested a sub-committee be formed to review the responses. The committee will be discussed at the November board meeting. Tara would like to have the proposals returned by December 5 and February 6 as a goal for selection. This would allow time for a contract by mid-June for July 1, 2009.

Bob Dunham reinforced to the Board that this change should be viewed as a positive one with many opportunities for the growth of NCCDA. All agreed with his comments. Bob suggested we ask several of the non-profits like the CDCs and the NC Housing Coalition to have an automatic seat on their Board.

Review of August 2007 Retreat Notes

What is working well in North Carolina Community Development?

• Good projects - Board wanted to increase our efforts to showcase our projects to associations like Association of County Commissioners, League of Municipalities, city manager and county manager groups, and other state agencies. Comments centered on where we show the projects like conference tours and sessions, booths at other conferences, and our web site. Web site usage should show before and after photos, information about the funding sources, links to local news publicity and contact information about each project.
• Developing Partnerships with Statewide Agencies and Associations - Bob Dunham stated that we must view ourselves as vehicles for capacity building for state agencies through the training we provide at conferences and day workshops. NCCDA is a valuable resource to train grantees to implement the many state community and economic development programs. NCCDA is a valuable resource for training of HUD, DCA and HFA topics and for providing information at regional workshops as well as the statewide conferences.

NCCDA should be doing what?

• Training
• Support Community Development Staff / Staff Development and Retention
• Building Capacity - Innovative and Effective Programming
• Advocacy - Serve as a central clearing house for Community Development Issues
• Take a leadership role in Community Development Policy development
• Provide quality, professional development workshops
• Utilizing our web site as a resource for community development professionals

The Board would like Sandra to draft a flyer to ask members to promote their projects for display boards and for inclusion on our web site. There could be links to local web sites about the projects, copies of local media promotion and other resources. State agencies would be asked what successful projects should be included in our promotions. The website could also be used for surveys via email, conference feedback, as an avenue for membership to suggest conference topics and issues to be discussed at future conferences.

Yvonne asked did we survey our membership either at meetings or through survey tools about burning issues they are facing in community development so that NCCDA good provide resources.

Bob D. felt the "break from the league" would better serve the HFA and allow them to utilize NCCDA for more training opportunities. We could access more COGs for meeting locations across the State. NCCDA could partner with NC Housing Coalition for the legislative advocacy role since they are known more for their advocacy for housing and community development issues. NCCDA members need to take on the role of being a local advocate for community development. Bob encouraged members to send any local promotions about their projects to HFA. Will Parry Hill coordinates many celebrations for projects.

Partnerships with the following should always be pursued by NCCDA:

• Division of Community Assistance (DCA)
• NC Rural Center
• NC Housing Finance Agency
• NC Community Development Corporations
• Dept of HUD
• NC Housing Coalition
• NC Coalition of Housing Counselors
• NC Community Action Agencies
• School of Government and their training capabilities

What are NCCDA's Challenges?

• Marketing NCCDA with the future management changes - NCCDA should be the umbrella agency or partner with another non-profit to become under their umbrella. After ties are cut with NCLM, consultants will have better opportunities to fit in leadership roles. In fall 2009 we should ask for input from consultants about the arrangement and their potential role in NCCDA. In Spring 2009 however, the Board should make the membership aware of the changes effective July 1 and the types of memberships that will be available affiliate vs. regular member, etc.
• Conference costs continue to be a challenge - food is expensive, giveaways cost, attendance numbers are down, eliminating the third day is an option, providing door prizes or incentives for attendance on third day, etc.
• Fundraising for the organization is a challenge. Sponsorships are down. Membership dues are our primary revenue source. Tara F. felt that changing the dues structure with all of the other changes for July, 2009, might be counteractive to increasing membership. Change the dues at a later date once new plans are established.
• Better understand the training needs of Entitlement Cities and Small Cities, ask membership for issues that need to be addressed at future conferences either through the web site or survey tools.
• Continue to strengthen our relationships with funders
• Identify DCA training needs
• Identify NCHFA training needs
• Identify HUD training needs

Visioning for NCCDA's Future

• Training and Capacity Building for the organization is necessary for success. NCCDA should advocate for more of a role with NC Housing Coalition. Karen Kiehna and Todd Hefner will speak with Chris Estes about a partnership through a permanent board seat, ex-officio/liaison member for NCCDA representative and about NCCDA becoming a member of NC Housing Coalition. This would encourage linkage.
• Marketing the Organization and Increasing Membership - NCCDA needs to work with state funders and their grantee list to promote membership into NCCDA as a training resource for state programs. One day focused workshops for HUD, DCA or HFA sponsored by NCCDA would be helpful. Bob Dunham stated the changes coming for the NCCDA and the break from the NCLM allow the NCCDA Board to think big and creatively about its future and utilize the opportunities the change will provide. Partnerships with NC Housing Coalition, Association of CDCs, and the Association of Community Action Agencies.
• Utilize Entitlement City representatives and Consultants for at-large appointments to the Board
• Renaming the Advocacy Committee back to Coordinating/Liaison

Friday, October 3, 2008

Discussions from Thursday were reviewed.

Nominations for Officers for Spring 2009 were discussed. Open Positions are President, Vice President and Secretary-Treasurer. Karen Kiehna will contact current Board Members for their interest in the open positions. Term limits are for two years and the slate of officers must be mailed 30 days before May 21 Board Meeting.

Suggestions from membership list for future Board and Committee Members:
Angie - City of Asheville
Vanessa - City of Rocky Mount
Melon Parker - City of Winston Salem
Alicia Broadway - Benchmark Consultants
Doug Kale - Forsyth County
Victor Sharpe - Fayetteville
Tracy Stone-Dino - Town of Cary
Paula Kempton - Isothermal COG
Cynthia - City of Concord, ask Steve Osborne for suggestions since he’s a past NCCDA President
Ola Pittman - Tarboro
Greensboro Staff- Ask Andy Scott
Katrina Tatum- Consultant

Membership Action Items

The Board would like the membership committee to send a letter and/or email to municipalities that have not renewed their membership and also investigate the names on the mailing list to see if staff have changed, moved, etc.

Items to be handled before May 2009 Conference

• Review of Finances with League Staff before contract expires
• Review of Bylaws for changes needed at May Board Meeting
• Discuss Membership Structure
• Bylaws changes must be mailed to membership 45 days before May 21 Board Meeting
• Discuss with membership the upcoming changes with NCLM
• Rename Advocacy Committee to Liaison
• Promote 30th Anniversary
• Logo Changes, if finances in place

The next Board Meeting is scheduled for Wednesday, November 12, 2008, at 11:00 am before the fall conference at The Sheraton, Raleigh, NC.

There being no further business, the meeting was adjourned.

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