COLORADO PUBLIC TRUSTEES ASSOCIATION (CPTA)

BUSINESS MEETING

Annual Seminar, Marriott Hotel

Fort Collins, CO

October 15, 2009

MINUTES

CALL TO ORDER

The meeting was called to order by Carol Snyder, CPTA President, at 9:00 a.m. 

Invocation by Mack Crowther and Pledge of Allegiance led by Dee Ann Stults.

ROLL CALL

Members Present:        Public Trustees from 58 counties

(Roll Call sheet attached to original minutes)

Members Absent:        Public Trustees from 6 counties

(Cheyenne, Eagle, Grand, Kiowa, Lake and Mesa)

APPROVAL OF THE MINUTES

Corrections to the Public Trustee Meeting, Summer Conference, Carbondale, June 25, 2009 minutes are as follows: 

1)      At 38-39-108 – Title Company, corrected to read Title Insurance Company

2)      At sentence beginning “Almost all forms will change on January 1, 2009, corrected to 2010.

A motion by Ed Murray and seconded by Margaret Chapman to approve the minutes as corrected.  Motion adopted unanimously.

TREASURER’S REPORT (account balance printout attached to original minutes)

Michelle Miller presented the CPTA Account Balances as of 9/30/2009 showing an ending balance of $116,276.23.  A motion by Ed Murray and seconded by Debby Morgan to approve the treasurer’s report.  Motion adopted unanimously.

REPORT FROM CHAIRMANAND CPTA EXECUTIVE BOARD

·         Seminar Planning

Irene Josey retired from the Seminar planning.  Irene and Myrna Rodenberger suggested that the seminar move along the Front Range.  The Treasurers voted to have the next seminar in Adams County with more involvement from Public Treasures that are not Treasurers. 

·         Funds

At the CPTA Executive Board meeting, the Board passed a motion that the CPTA Treasurer invest or move the CPTA money into one major bank to earn more interest.  Also, the Board passed a motion to use GTS’ donation for educational purposes and deposit the money into a separate interest bearing fund.  Discussion included use of money for an educational scholarship.  A motion by Bill Wallace and seconded by Ana Maria Peters-Ruddick that the CPTA approve one night lodging and a scholarship committee, used once per year and not carry over.  Motion adopted unanimously with a friendly amendment that this continue only as long as funds are available.  Carol Snyder will appoint a Scholarship Committee to establish rules and regulations.

·         Service Contracts with Consultants to CPTA

Contracts with Rich Krohn and Peg Ackerman were signed and renewed with the same rates and conditions. 

·         Future Conference Dates and Locations – 2010 Seminar

Billie Mills, Site Selection Committee Chairperson, presented a ‘Report of the Site Selection Committee” with the hosting counties as follows:

2010    Summer Conference, El Paso             Fall Seminar, Adams

2011    Summer Conference, Gilpin               Fall Seminar, Las Animas

2012    Summer Conference, Eagle                Fall Seminar, Logan

2013    Summer Conference, Archuleta                      Fall Seminar, open at this time

The responsibilities will be divided up so that the hosting county will not be overwhelmed.  The upcoming conferences will be posted on the CPTA web site. 

COMMITTEE  REPORTS

·         Audit Committee

The books were audited in June.

·         By-Laws

No report.

·         Continuing Education/Certification – Michelle Miller

The Continuing Education/Certification will be restructured.

·         Forms – Margaret Chapman

Revision in the Certificate of Redemption form will be sent to the Executive Board for approval.  There will be a checklist for Sales notice.

·         Legal Counsel – Jim Covington

No report.

·         Legislative Committee

No report.

·         PT Suggested Guidelines Manual – Susie Velasquez

The Guidelines Committee is working on the manual and should have it completed by January 1, 2010.

·         Nominating – Jim Covington

If anyone wants to be on the board next year, let Jim Covington know.

·         Resolutions – Linda Statz

Linda Statz submitted “Report of the Resolutions Committee” thanking sponsors for their services rendered.  The report is attached to the original minutes. A motion by Jan Stout and second by Ed Murray to accept the resolution thanking the sponsors.  Motion passed unanimously.

OLD BUSINESS

·         Records Retention Schedule from State Archives

The Public Trustees have a retention schedule provided by Terry Ketelsen.  The Executive Board will review the retention schedule and make additional changes pertinent to Public Trustee records and address electronic records.

NEW BUSINESS

None.

Meeting adjourned at 9:35 a.m.

Respectfully Submitted,

Susie Velasquez

CPTA Secretary