Meeting Minutes Update

Florida Chapter- Association of Inspectors General
Board of Directors Meeting
DOT OIG- Rhyne Building Room 308
11:00 am Tuesday 05/09/17

Pursuant to Article VIII, Section 1 of the Bylaws, the following is the order of business of the Board meeting.

  1. Roll Call
    Board Members in attendance in Room 308: Bob Clift, Julie Leftheris, Joe Maleszewski, Charles McCool, Melanie Yopp.Attending by telephone: Dawn Case, Melinda Miguel.

    Board Members not in attendance: Bonny Allen, John Carey, Hector Collazo, Patra Liu, Harold Schweinsberg, Kris Sullivan, Lourdes Howell-Thomas.

    A quorum was in attendance.

     

  2. Approve minutes of the March 14, 2017 Board meeting

    Joe motioned acceptance of the minutes as presented, seconded by Julie. The minutes  were approved unanimously and will be posted to the Chapter website and to Drop Box.
  3. Reports of Officers 

    RESIDENT’S REPORT (Bob Clift, President)Bob advised that National will be sending out the annual renewal email next week. Based on past experience, he indicated about $6,000 can be expected to come into the Chapter’s coffers from this renewal/membership campaign.

    Bob also reported on the upcoming AIG Summer Institute in NYC, advising there will be no CIG course. The next Winter Institute will be in Jacksonville, FL in March 2018.

    FINANCIAL REPORT (Joe Maleszewski, Treasurer)

    Joe referred the Board to his email update (attached) which shows we have a current balance of $21,100.64. The balance as stated does not include for Check No. 1127 in the amount of $7,700 which has not yet been cashed by IPTM. The balance reflecting this
    pending obligation as paid is $13,400.64.

  4. Fill vacancies and conduct prescribed elections 

    Nothing at this time.

  5. Reports of Committees and Committee Resolutions 

    TRAINING COMMITTEE (Harold Schweinsberg, Chair)Bob advised the Board that we have an opportunity to have Mark Anderson of Anderson Investigative Associates, Inc as the presenter for the Chapter summer training. Mark has presented at National AIG and around the nation. He has been the highest rated CIGI instructor at the last six AIG Institutes. Mark would present on interview techniques and best practices for investigators and auditors. Bob further discussed Mark’s background and work history. Bob proposed we have a training in S. Fl, coordinated with Patra and John, and two sessions in Tallahassee, sometime in July or August. The cost is expected to be between $2-$3K per session, all inclusive. The Board discussed possible dates, locations and related details.

    Motion to approve Bob following up with Mark and if Mark is available, negotiations with by Bob to a successful conclusion. Motion made by Charles, seconded by Joe, approved unanimously.

    Bob will report back to the Board by email and the Board can advise if we should proceed to engage Mark at that time.

    SCHOLARSHIP COMMITTEE (Dawn Case, 1st VP, Chair)

    Dawn and Julie indicated they are prepared to review Kirby Mole Scholarship applications, if anyone from the Florida Chapter will be attending the Summer Institute in NYC. Based on experience, it’s believed to be unlikely there will be any attendees.

    PROGRAM COMMITTEE (Kris Sullivan, 3rd VP, Chair)

    Bob asked Charles to discuss the next membership meeting program and related details. Charles indicated the speaker arrangements hadn’t been firmed up, but one possibility Kris had suggested was Eric Miller, the new CIG. The Board agreed this was a good idea and asked Charles to follow-up with Eric as to his availability.

    Charles requested the Board members to consider providing staffing for registration at Chapter membership meetings, so that everyone could take part in this opportunity for service. This suggestion was well received. Melinda and Dawn immediately volunteered for the June 13 meeting. Charles will contact the Board by email in the future to solicit additional volunteers for future
    meetings.

  6. Special Orders

    None at this time.
  7. Unfinished Business and General Orders 

    None at this time.

  8. New Business 

    After Melinda had dropped off the line from the meeting, Bob and Board discussed the upcoming event being arranged by various parties in appreciation for her service as CIG and otherwise. Bob discussed a badge to be given to Melinda, Eric is taking care of that and will be reimbursed by the Chapter. Everyone was in agreement.

  9. Resolutions 

    None at this time.

  10. AdjournmentThe meeting adjourned (by acclamation) at 11:27.

 

ATTACHMENT: Financial Report as of 5/2/17 from Joe Maleszewski, Treasurer

Bob –

I wanted to take a few moments and provide an up-to-date Treasurer’s Report.

The attached screenshot shows that we currently have $21,100.64.  This balance does not account for Check 1127 for $7,700 which has not yet been cashed by IPTM.  We actually have $13,400.64 available after that check clears.  Detailed transactions are summarized in the image below. We have a request for refund from LCSO for the IPTM April course as one registrant did not attend.

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Florida Chapter- Association of Inspectors General
Board of Directors Meeting
DOT OIG- Rhyne Building Room 308
11:00 am Tuesday 03/14/17

Pursuant to Article VIII, Section 1 of the Bylaws, the following is the order of business of the Board meeting.

1.Roll Call
Board Members in attendance in Room 308: Bonny Allen, Bob Clift, Charles McCool, Harold Schweinsberg, Kris Sullivan.

Attending by telephone: Hector Collazo, Julie Leftheris, Patra Liu, Joe Maleszewski, Melinda Miguel, Lourdes Howell-Thomas, Melanie Yopp.

Board Members not in attendance: Dawn Case.

A quorum was in attendance.

2. Approve minutes of the January 10, 2017 Board meeting
Joe motioned acceptance of the minutes as presented, seconded by Melinda. The minutes were approved unanimously and will be posted to the Chapter website and to Drop Box.

3. Reports of Officers

PRESIDENT’S REPORT (Bob Clift, President)

Bob reminded the Board we now have vacancy with Chuck Faircloth’s resignation (previously announced by email). Chuck resigned effective 2/16/17 in order to undertake his new duties as President of the Florida Government General Counsel Association. Bob advised the Board it isn’t required to fill the position as the by-laws only require 10 members and we currently have 13 (with Chuck’s resignation). (Please see additional details under Sections 4 and 5, below).

FINANCIAL REPORT (Joe Maleszewski, Treasurer)

Joe referred the Board to his email update (attached) which shows we have a current balance of

$16,372.71. Anticipated expenditures in the next few months include disbursements for the two Kirby Mole Scholarships (approximately $2700) plus the upcoming Chapter luncheon and training.

 

4. Fill vacancies and conduct prescribed elections

Patra suggested, as a sidebar to the training discussion later in the meeting, that it would be desirable to have another Board member from South Florida. Melinda suggested John Carey, who is also a National Board member, to fill the vacant slot. Hector volunteered to contact John to see if he is interested. (Ed. Note: John was contacted later the same day and agreed to accept appointment to the Board).

5. Reports of Committees and Committee Resolutions

TRAINING COMMITTEE (Harold Schweinsberg, Chair)

Berg reported on the upcoming training for Investigators, “Special Issues in Internal Affairs Investigations” to be conducted by the Institute of Police Technology and Management (IPTM) at the DHSMV. The training will be conducted April 18-19. Since there are still a few slots to be filled (and we can go over that number (30) by a few if necessary), Berg asked for assistance in ‘getting the word out.’ Melinda volunteered to send a reminder out to the agencies. Agencies will be requested to pay with hard copy checks for this training.

Bob indicated the Chapter will collect training payments and then Joe will remit payment to the IPTM- there should be no expense to the Chapter.

Bob kicked off discussion about summer training by the Chapter, referring to the results of previous training surveys we’ve conducted. Bob also stressed that other organizations (IIA, ISACA, AGA, ACFE) are conducting training and we should coordinate with them to avoid duplication- everyone agreed. Bob also had several suggestions as to possible trainers we might want to contact in regard to availability. Bob asked Berg, as Chair of the Training Committee, to spearhead this effort (coordination, possible trainers and related matters) and to report results at the next Board meeting.

Patra discussed the possible effect on Chapter membership and training as a result of fee structure changes by National. She requested consideration of training delivered in South Florida. She stated if this was scheduled near the beginning of the membership years, we would have no trouble getting participants, especially if it was oriented toward investigators, for the minimal $35 registration fee (which also would double as Chapter membership). She cited the previous good experience we had with training in Broward County a few years ago. Bob said the Chapter could support the South Florida community by working with National on CPE recognition and related matters, and that we would help any way we can, in that regard.

SCHOLARSHIP COMMITTEE (Chair currently vacant)

Bob pointed out that with Chuck’s resignation from the Board there is now a vacancy on the Kirby Mole Scholarship review committee. He requested a volunteer to join Dawn on the committee.

Julie volunteered and this was accepted with appreciation by the Board.

PROGRAM COMMITTEE (Kris Sullivan, 3rd VP, Chair)

Kris said one of the ideas we’ve previously discussed for a program was a panel of Capital press corps members- perhaps we can do this for the April 11 meeting? Discussion ensued with Melinda volunteering to contact four journalists who might be able to serve on the panel and will advise.

6. Special Orders

None at this time.

7. Unfinished Business and General Orders

None at this time.

8. New Business

None at this time.

9. Resolutions

None at this time.

10. Adjournment

The meeting adjourned (by acclamation) at 11:25.

Attachment: Financial Report as of 3/13/17 from Joe Maleszewski, Treasurer

Here is my Treasurer’s Report for tomorrow’s meeting.  I have attached a screenshot of our current bank balance which agrees with the table provided below.  Calendar-year-to-date we have had $1,224.00 income (February Luncheon) and $1,746.97 expenses (February luncheon, Annual Report Filing Fee, and Plaque).

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Florida Chapter- Association of Inspectors General
Board of Directors Meeting
DOT OIG- Rhyne Building Room 308
11:00 am Tuesday 11/08/16

Pursuant to Article VIII, Section 1 of the Bylaws, the following is the order of business of the Board meeting.
1. Roll Call

 Board Members in attendance in Room 308: Charles McCool, Harold Schweinsberg, Kris Sullivan.

Attending by telephone: Hector Collazo, Chuck Faircloth, Julie Leftheris, Joe Maleszewski, Melinda Miguel, Lourdes Howell-Thomas, Melanie Yopp.

Board Members not in attendance: Bonny Allen, Bob Clift, Dawn Case, Patra Liu.

A quorum was in attendance.

2. Approve minutes of the July 12, 2016 Board meeting

Charles updated the Board on several corrections, also previously communicated by email. Melinda motioned to accept the minutes of as corrected and now presented, seconded by Joe. The minutes were approved unanimously and will be posted to the Chapter website and to Drop Box.

3. Reports of Officers

PRESIDENT’S REPORT (Bob Clift, President)

Bob was not present but previously requested the November 2016 Status Report to National to be attached to these minutes (see Attachment 1).

FINANCIAL REPORT (Joe Maleszewski, Treasurer)

Joe referred the Board to his email update which shows we have a current balance of

$10,092.82. Joe also reported the expenses for the November 7 “Leadership That Gets Results” training totaled $1,228.15 (not included in the total, above). The latest financial statements provided by Joe are attached (see Attachment 2).

4. Fill vacancies and conduct prescribed elections

Nothing to report at this time.

5. Reports of Committees and Committee Resolutions

TRAINING COMMITTEE (Harold Schweinsberg, Chair)

Berg reported on a possible training for Investigators, to be conducted by the Institute of Police Technology and Management (at UNF in Jacksonville). Dan Libby would conduct a training on “Special Issues in Internal Affairs”, focused on investigations of sworn employees. OIG would sponsor the training, to be hosted at DHSMV, with the training fee of approximately $250 per student (up to 30 students) passed on to IPTM. Berg pointed out the 2 day (16 CPE) training, if delivered at IPTM in Jacksonville, would cost $495 per student. Berg will survey agencies which conduct these type of investigations to determine the level of interest.

The training would be conducted in March or April (to avoid conflicts with trainings being offered by other organizations earlier in the year). The Board generally agreed with the concept and asked Berg to collect more information, survey the community and further advise the Board.

Charles provided a recap of the previous day’s training at FDLE, “Leadership That Gets Results.” Seventy two members attended receiving in excess of 500 CPEs. Feedback was good to excellent overall.

SCHOLARSHIP COMMITTEE (Chuck Faircloth, Chair)

Chuck reiterated the previous Board action of providing up to two scholarships, awarded by merit. An update on the scholarship process and availability will be announced at the Chapter meeting on December 13.

PROGRAM COMMITTEE (Kris Sullivan, 3rd VP, Chair)

The October Chapter meeting featured a panel of Agency Heads who discussed their views on the topic “Inspectors General, Trust and the Role of the OIG in Agencies.” This program was very highly rated by the membership. Please see Attachment 3 for an article written by Ashley Clark and Kyle Erickson about the panel’s views on the topic.

Kris advised the Chapter has traditionally provided the members with a December “Holiday” luncheon at no charge to members, with no formal program; did the Board want to do that this year? Melinda motioned, 2nd by Joe, to continue as in the past. Motion passed unanimously.

6. Special Orders

None at this time.

7. Unfinished Business and General Orders

None at this time.

8. New Business

None at this time.

9. Resolutions

None at this time.

10. Adjournment

The meeting adjourned (by acclamation) at 11:24.

Attachment No. 1: Florida Chapter Status Report- November 2016

Status Report
Florida Chapter Association of Inspectors General
November 2016

The Tallahassee Chapter of AIG (TCAIG) was established on March 9, 2001. On May 12, 2010, the Chapter was officially renamed, with approval of the Association of Inspectors General Board of Directors, as the Florida Chapter (Chapter) of the AIG to better represent the statewide nature of our membership. The Chapter operates under the authority of the Association of Inspectors General. The Chapter is a not-for-profit, 501 (c) (6) entity, incorporated in Florida.

Officers of the Chapter are:

  • Robert Clift, President (Florida Department of Transportation Inspector General),
  • Dawn Case, First Vice President (Deputy Chief Inspector General, Executive Office of the Governor),
  • Julie Leftheris, Second Vice President (Florida Department of Highway Safety and Motor Vehicles Inspector General),
  • Kris Sullivan, Third Vice President (Audit Director, Florida Department of Transportation Office of Inspector General),
  • Joe Maleszewski, Treasurer (Florida Board of Governors Inspector General), and
  • Charles McCool, Secretary (Florida Department of Transportation Office of Inspector General).

Additional Chapter Board Members are:

  • Melinda Miguel (Chief Inspector General, Executive Office of the Governor),
  • Hector Collazo (Pinellas County Clerk of Courts Inspector General),
  • Patra Liu (Miami Dade County Office of Inspector General, General Counsel),
  • Lourdes Howell-Thomas (Florida Department of Law Enforcement Inspector General),
  • Chuck Faircloth (General Counsel, Florida Department of Veterans Affairs),
  • Harold Schweinsberg (Assistant Director of Investigations, Florida Department of Highway Safety and Motor Vehicles Office of Inspector General),
  • Melanie Yopp (Internal Investigators/Auditor, Florida Housing Finance Corporation Office of Inspector General), and
  • Bonny Allen (Information Security Manager, Florida Agency For State Technology)

Chapter hosted two training events in 2016:

In August 2016, the Chapter hosted two full days of training (same training agenda both days) focused on topics of general interest to the membership. Ninety-four members attended on day one and eighty-nine members attended on day two. This training included an ethics course presented by Eric Miller, Inspector General, Florida Agency for Health Care Administration, Whistle-blower determinations and investigative considerations training by Dawn case, 1st Vice President and Deputy Chief Inspector general, and Contract management Training for Auditors and Investigators, presented by representatives of the Florida Department of Financial Services. In all, over 800 hours of CPE were awarded to 183 Chapter members.

In November 2016, the Chapter is presenting a consultant-led leadership training day for Chapter members who are inspectors general, directors of audit or investigations, and others who supervise OIG staff members. This training focuses on employee engagement and the principles of working with emotional intelligence and includes hand-on team building exercises. We have enrolled 75 Inspector General Community leaders in this course.

The payment concept used for the delivery of training to Florida’s inspector general staff is key to the success of the Chapter’s training program and the Chapter’s membership numbers. Agencies purchase memberships in the Chapter for $35 per person. If the agency is prohibited from purchasing memberships, which is often the case, they purchase training for their staff at $35 per person (which also includes membership in the Chapter).

The Chapter meets five times a year (besides training events). Four meetings are bi-monthly lunch-and-learn meetings (for which the Chapter awards one hour of CPE and subsidizes a portion of the cost) and the fifth meeting is a general membership meeting with lunch funded by the Chapter for members. Third Vice-President Kris Sullivan, the Chapters Program Chair, coordinates these events assisted by Charles McCool, the Chapter Secretary.

Of particular note was the October monthly lunch and learn attended by 106 chapter members. The topic was, “Establishing and Maintaining a Trusting Relationship with Agency Leadership.” We were grateful to have a panel of four State of Florida agency heads address this topic and answer questions posed by the moderator, Florida’s Chief Inspector General (and Chapter Board Member), Melinda Miguel.

The Chapter has $10,092.82 on deposit. Treasurer Joe Maleszewski maintains the Chapter’s financial records assisted by the Chapter’s Second Vice President, Julie Leftheris. The Chapter expects to receive their allocation of membership fees for the first quarter of the 2016/2017 membership year in the approximate amount of $10.000 at the AIG’s annual training event in Boston. This will bring the Chapter’s fund balance to approximately $20,000’.

The Chapter offers our members scholarships opportunities to Association of Inspectors General Certification Institutes. For the winter 2016 institutes, we awarded two scholarships, one each for the CIGA/CIGI courses. These scholarships cover the tuition payment of candidates who qualify for attendance based on institute criteria. A committee chaired by Chuck Faircloth and First Vice-President Dawn Case selects scholarship recipients. The recipients were an audit staff member from the Department of Corrections and an investigator from the Department of Transportation. The Chapter’s scholarships are awarded in honor of Kirby Mole, former Inspector General of the Florida Department of State. Kirby valued education and professional certifications. He was a Certified Inspector General, a Certified Internal Auditor, a Certified Governmental Auditing Professional, and a Certified Management Accountant. Kirby passed away November 2010 at the Moffitt Cancer Center, Tampa, FL. We were proud to be joined by Kirby’s widow and two sons for the award of the Chapter’s first scholarship in 2012. We did not award scholarships for the summer 2016 institutes in Chicago as no Chapter members applied to attend this event. The Chapter plans to award two scholarships for the upcoming March 2017 institutes in Jacksonville.

The Florida Chapter (alone) currently has 94 members. We also have 241 members of the Florida and National Association combined. We have 335 members in total. As stated above, many join us because of the professional development initiatives we regularly host on their behalf using the dues they pay for Florida Chapter membership.

Respectfully Submitted,

Robert E. Clift, CIG, CIGI Florida Chapter President

1 Ninety-four Florida Chapter members at $25 each equals a remittance due of $2,350. National Association and Florida Chapter combined membership totals 241 at $35 each equals a remittance due of $8,435. The total remittance due from the National Association is $10,785.

Attachment No. 2: Treasurer’s Report: November 2016

(Email from Joe Maleszewski 11/4/16)

Attachment No. 3: Agency Head Trust Panel Article

Establishing and Maintaining a Trusting Relationship with Your Executive Leadership Team
By Ashley Clark, Senior Audit Supervisor
Kyle Erickson, Auditor

ashley-pic

From left to right: Moderator CIG Melinda Miguel, DMS Secretary Chad Poppell,
HSMV Executive Director Terry Rhodes, DCF Secretary Mike Carroll, APD Director
Barbara Palmer, and FDOT IG and FCAIG President Bob Clift.

Internal audit and investigations are the two key functions statutorily assigned to Offices of Inspector General (OIG) in Florida. Most members of the Inspector General (IG) community are actively involved in professional organizations, such as the Institute of Internal Auditors (IIA), Association of Inspectors General (AIG), and the Association of Government Accountants (AGA).

In a recent study of Inspectors General, Dr. Matthew D. Harris, Assistant Special Agent in Charge for the US Postal Service – Office of Inspector General, discusses the five traits for IG effectiveness. These five traits include: Interpersonal and communicative skills, personal independence, learning the organization, building relationships with stakeholders, and respect for the IG mission. In Dr. Harris’ research, building relationships and communication were key elements of success. These two elements are the most relevant as it relates to building relationships with the executive management team.

In an effort to determine how we can build and maintain effective trusting relationships, the Florida Chapter of Association of Inspectors General (FCAIG) hosted a panel discussion in October 2016. The panel consisted of four State of Florida agency heads, and was moderated by Florida’s Chief Inspector General, Melinda Miguel. The purpose of the discussion was to gain insight from executive level management on what practices OIG’s can utilize in order to develop and maintain trust with senior management.

During the panel discussion, three common pillars of trust emerged: integrity, communication, and reliability. Without one pillar, trust in a relationship could fail; however, with all three pillars, a firm foundation for building and maintaining trusting relationships is formed. In this article, we will discuss the three pillars and the importance of establishing a trusting relationship from the perspective of executive management.

Pillar One: Integrity

Dwight D. Eisenhower once stated, “The supreme quality for leadership is unquestionable integrity. Without it, no real success is possible…” Success is the driving force behind internal audit: success of the business or company, success for the people who serve in it, and success for the customers that benefit from it. Integrity is a fundamental component of internal audit’s mission, which according to the IIA is “to enhance and protect organizational value by providing risk-based and objective assurance, advice, and insight.” Achieving this mission is difficult if the internal audit department is lacking integrity. If integrity is lacking, the actions and recommendations of the internal audit function could be viewed as unauthentic, and the chances of success diminish. It takes time to build a reputation for integrity, but only a moment to lose it. Florida’s Agency for Persons with Disabilities (APD) Executive Director, Barbara Palmer nicely summarized the importance of integrity by stating, “The only thing we have is our integrity and reputation.”

Pillar Two: Communication

Communication was perhaps the most common point discussed by panel members. If communication is not frequent and open, reliability and integrity do not seem to matter much. Communication should be consistent and continuous to ensure agency heads receive relevant and timely information. Receiving outdated information does not allow an agency head to act swiftly or appropriately. Florida’s Department of Highway Safety and Motor Vehicles (DHSMV) Executive Director, Terry Rhodes recommended agency heads and the agency Inspector General establish a weekly or bi-weekly meeting to discuss status updates and reports. Additionally, communication should be honest and unbiased.

APD Executive Director Barbara Palmer recognized that one purpose of an internal auditor is to assist in helping an agency find deficiencies nobody knows about, and recommend practical solutions to potentially systemic problems. Florida’s Department of Management Services (DMS) Secretary, Chad Poppell followed up with an excellent point by stating, “I need to know what’s going on. Surprises create hardships. We have to communicate even though it could create tension.” Communicating information, particularly negative information, is not an easy task; but it is a task that internal auditors are called to do to help make an agency better by providing practical solutions management can implement.

Pillar Three: Reliability

Reliability is dual faceted: in one sense, it is when a person can be trusted to complete a task with minimal direction or supervision. In another sense, reliability is established when information being communicated is confirmed to be true and accurate. An internal auditor must possess the qualities of being willing and able to perform, as well as have a sense of trust in the quality of work being conducted. Unreliable work, even if it is clearly and timely communicated, does not meet the mission of progressing towards excellence. Department of Children and Families (DCF) Secretary, Mike Carroll recognized reliability as one of the most important elements of trust by stating, “The context of reports is important; the context must be right.”

Another factor of reliability is that internal auditors (in the IG Community) are functionally independent of the agency in which they work. This allows for optimum confidence that the quality of work coming from an internal audit office will be accurate, truthful, and unbiased. DMS Secretary, Chad Poppell recognized that, at times [agency head] positions can be difficult because people come to you when things do not go well. As a result of this, he depends on the internal audit activity (IG Office) to be an independent voice. Reliability is paramount in establishing a trusting relationship.

Oftentimes, Inspector General staff battle being viewed as a function that is in existence merely to point out the wrong doings of people within an agency. DCF Secretary, Mike Carroll agreed that this “function can be looked upon as a bad thing, but only by staff who are doing bad things.”

ashley-circles

The diagram above shows the relationship between the three pillars, with trust being the optimum center point, and relationships surrounding all of the elements. If a person of great integrity communicates but is not reliable, an effective trusting relationship will not be built. If a reliable person has integrity but does not communicate, an effective trusting relationship will not be built. If a reliable person communicates but lacks integrity, an effective trusting relationship will not be built. All three pillars work together to create the foundation of trust upon which a mutually beneficial relationship is built.

Although internal audit is often times viewed as the “gotcha” function of an agency, executive management stressed the importance of the opportunity to identify potential systemic deficiencies. APD Director, Barbara Palmer offered a final word to those who work in an Office of Inspector General: “We need you, we love you, you keep us safe.”

 

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Florida Chapter- Association of Inspectors General
Board of Directors Meeting
DOT OIG- Rhyne Building Room 308
11:00 am Tuesday 09/13/16

Pursuant to Article VIII, Section 1 of the Bylaws, the following is the order of business of the
Board meeting.

1. Roll Call

Board Members in attendance in Room 308: Bob Clift, Julie Leftheris, Charles McCool, Harold
Schweinsberg, Kris Sullivan, Lourdes Howell-Thomas.

Attending by telephone: Bonny Allen, Dawn Case, Hector Collazo, Chuck Faircloth, Melinda Miguel, Melanie Yopp.

Board Members not in attendance: John Greene, Patra Liu, Joe Maleszewski.

A quorum was in attendance.

2. Approve minutes of the July 12, 2016 Board meeting

Bob introduced the minutes of the July 12, 2016 Board meeting for consideration and approval.
Dawn made the motion to approve as presented, seconded by Kris. The minutes were approved unanimously and will be posted to the Chapter website and to Drop Box.

3. Reports of Officers

PRESIDENT’S REPORT (Bob Clift, President)

Bob discussed the latest Chapter membership list and the upcoming membership payments to be
remitted from National. Bob indicated membership payments will be made by National 3x a year, with the first and biggest payment expected this fall. The most recent list provided by National indicates 241 National + Chapter members, payment pending @ $35 ea., totaling $8,435. Additionally, the list shows 94 Chapter Only members @$25/ea., totaling $2,350. In all, the list indicates 335 members for which we will receive a total expected payment of $10,785.

FINANCIAL REPORT (Joe Maleszewski, Treasurer)

In Joe’s absence Bob discussed the emailed financial report and advised the balance on hand is
$10,789.08.

4. Fill vacancies and conduct prescribed elections

Nothing to report at this time.

5. Reports of Committees and Committee Resolutions

TRAINING COMMITTEE (Harold Schweinsberg, Chair)

Charles, Kris and Berg reported on and discussed the details and survey results for the August 8 and August 9 “Training for Auditors and Investigators”. Attendance was 94 on Day 1 and 89 on Day 2, for a total of 183. 113 Chapter members completed the post-event survey and received over 800 CPE (7.5 were offered for each participant). Survey scores were uniformly high, especially for the facility and instructors/materials. There were numerous very positive comments; a few negative comments were received about parking and some of the instructional content/delivery.

Next, Bob and Kris led the discussion on the upcoming November 7 leadership training event. Larry Ferguson, III, former training director at FDOT, has agreed to be our facilitator for a ‘soft skills’ focused one-day session at FDLE. His fee will be $1,000, as previously agreed to earlier this year. The invitees for this training are IGs, Directors of Audit and Directors of Investigations, with some space for others who may be nominated by their IG. We are capped at 80 attendees due to only two classrooms being available. We will provide refreshments and coffee service as at previous training events. Everyone agreed with the training and logistics, as presented.

SCHOLARSHIP COMMITTEE (Chuck Faircloth, Chair)

Bob announced the next Institute will be March 19-24 in Jacksonville. After discussion as to past practices, a motion as made by Dawn, 2nd by Chuck, to approve two scholarships, for the full amount of tuition, to be awarded based on merit. The motion was approved unanimously.

PROGRAM COMMITTEE (Kris Sullivan, 3rd VP, Chair)

Speakers and details were discussed for the October 11 Chapter meeting. Melinda and Dawn are lining up a panel of agency heads to discuss the agency head/OIG trust relationship. Various agency heads were presented as possible or already committed panelists. The panel discussion will be facilitated by Melinda. Everyone was in favor of the proposed program; details will be finalized by Melinda and Dawn.

6. Special Orders

None at this time.

7. Unfinished Business and General Orders

None at this time.

8. New Business

Bob reported John Greene has accepted an out-of-state position and will tender his resignation from the Board. John will maintain his Chapter membership.

9. Resolutions

None at this time.

10. Adjournment

Motion was made to adjourn by acclamation, the meeting ended at 11:26.

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Florida Chapter- Association of Inspectors General
Board of Directors Meeting
DOT OIG- Rhyne Building Room 308
11:00 am Tuesday 07/12/16

Pursuant to Article VIII, Section 1 of the Bylaws, the following is the order of business of the Board meeting.

1. Roll Call

Board Members in attendance in Room 308: Bonny Allen, Bob Clift, Chuck Faircloth, Joe Maleszewski, Charles McCool, Kris Sullivan, Melanie Yopp, Lourdes Howell-Thomas.

Attending by telephone: Dawn Case, John Greene, Julie Leftheris, Melinda Miguel, Harold Schweinsberg.

Board Members not in attendance: Hector Collazo, Patra Liu.

A quorum was in attendance.

2. Approve minutes of the May 10, 2016 Board meeting

Bob introduced the minutes for consideration and approval. John motioned to accept the minutes of the March 8, 2016 Board meeting as presented, seconded by Chuck. The minutes were approved unanimously and will be posted to the Chapter website and to Drop Box.

3. Reports of Officers

 

PRESIDENT’S REPORT (Bob Clift, President)

Bob discussed the latest Chapter membership list. This list shows 449 members, which is mis-stated. The list includes at least some past members as well as renewal memberships. Now that National membership is required to maintain certifications, this may impact Chapter renewals. A new list will be provided after July 30 which will clarify actual membership.

Chuck suggested we try to reach out to Federal IGs, since there are many in Florida but few in the Chapter.

FINANCIAL REPORT (Joe Maleszewski, Treasurer)

Joe referred the Board to his email update which shows we have a current balance of $11,083.68. Joe pointed out we are still due receivables from National after the new membership year begins.

Joe also advised he has reviewed and revised our counting sheet used for Chapter luncheons to be more streamlined and user friendly.

4. Fill vacancies and conduct prescribed elections

 

Nothing to report at this time.

5. Reports of Committees and Committee Resolutions

 

TRAINING COMMITTEE (Harold Schweinsberg, Chair)

Berg, Charles and Kris discussed the essential details of the upcoming training, scheduled for August 8 and August 9 (same training each day) at the FDOT Burns Auditorium. A draft agenda was reviewed as well as details of logistics and division of responsibility.

Bob suggested we highlight upcoming training by ACFE and IIA in September and October by having announcements made by representatives of each organization at our August training.

SCHOLARSHIP COMMITTEE (Chuck Faircloth, Chair)

Chuck reported there were no applicants for the scholarship as no Chapter members registered for the Chicago training event.

PROGRAM COMMITTEE (Kris Sullivan, 3rd VP, Chair)

Kris and Charles reported on the survey results for the June lunch and training meeting. The ratings were greatly improved for the meal, with few negative comments and many positives. The overall satisfaction level is very good.

There was brief discussion of possible alternative venues in the next year. The Turnbull center in particular was mentioned as well as the Tucker Civic Center. Charles advised that previous research showed all the other venues charge much more for use of facilities than the Sheraton. There was discussion of a motion to stay with the Sheraton Four Points for another year (2017), but it was decided to defer consideration in this regard to a later date.

A speaker for the October luncheon was discussed, but no definite determination was made at this time.

6. Special Orders

None at this time.

7. Unfinished Business and General Orders

None at this time.

8. New Business 

None at this time.

9. Resolutions

None at this time.

10. Adjournment

Motion was made to adjourn by John, 2nd by Lourdes, approved by acclamation. The meeting adjourned at 11:34.

  ********************

Florida Chapter- Association of Inspectors General
Board of Directors Meeting
DOT OIG- Rhyne Building Room 308
11:00 am Tuesday 05/10/16

Pursuant to Article VIII, Section 1 of the Bylaws, the following is the order of business of the Board meeting.

1. Roll Call
Board Members in attendance in Room 308: Bonny Allen, Bob Clift, Charles McCool, Kris Sullivan, Melanie Yopp.

Attending by telephone: Dawn Case, Hector Collazo, John Greene, Julie Leftheris, Joe Maleszewski, Melinda Miguel, Lourdes Howell-Thomas.

Board Members not in attendance: Chuck Faircloth, Patra Liu, Harold Schweinsberg.

A quorum was in attendance.

2. Approve minutes of the March 8, 2016 Board meeting

Bob introduced the minutes for consideration and approval. Melanie motioned to accept the minutes of the March 8, 2016 Board meeting as presented, seconded by Bonny. The minutes were approved unanimously and will be posted to the Chapter website and to Drop Box.

3. Reports of Officers

PRESIDENT’S REPORT (Bob Clift, President)

Bob reported the National Board voted in April to require national membership in order for certifications to be maintained. Phil Zisman will be sending an informational email out in the near future providing details of the change.

Bob further discussed the potential impact of these changes on membership and participation in training events. Bob emphasized the need to take a positive stance in regard to these changes with Chapter members, a point well taken by the Board.

Dawn asked Bob for clarification as to whether the $125 National+Chapter membership ‘covers’ all certifications; the answer is one payment covers maintenance of all certifications.

FINANCIAL REPORT (Joe Maleszewski, Treasurer)

Joe referred the Board to his email update sent this morning (Attachment 1), which shows we have a current balance of $11,886. Joe pointed out we are still due receivables from National. He also commented there has been very little activity in the account.

Joe reported he will be requesting a reimbursement through Julie for a “For Deposit Only” stamp he recently purchased (primarily for use at the Chapter meeting registration desk).

4. Fill vacancies and conduct prescribed elections

Nothing to report at this time.

5. Reports of Committees and Committee Resolutions

TRAINING COMMITTEE (Harold Schweinsberg, Chair)

Since Berg is in a training event at this time, Bob provided an overview of the upcoming Chapter summer training, currently scheduled for June 15-16 at FDLE, also thanking Lourdes for making the training facility available to the Chapter. The two day training (same training each day for different groups) features whistleblower and ethics training in the morning. Charles is lining up DFS (and DMS) to provide contract and procurement training, stemming from the Florida Certified Contract Manager (FCCM) training, for the afternoon.

Dawn questioned whether we might want to schedule the training for July, due to the CPE requirements and training/reporting cycle. Julie also suggested we might look at July. Bob advised Berg had coordinated with Lourdes and there wasn’t any space availability in July; we would have to coordinate with the current presenter’s schedules as well as with DFS if we change the training dates. Lourdes indicated she will take another look at the training calendar to see if the training could be moved to July and report back.

SCHOLARSHIP COMMITTEE (Chuck Faircloth, Chair)

With registration now open for the upcoming Summer Institute in Chicago (July 25-29), Bob suggested we go ahead and notice the Kirby Mole scholarship opportunity as soon as possible, with a 2 week application period once the notice goes out. Applications will then be forwarded to Chuck and Dawn for review. Kris and Charles will take care of this.

PROGRAM COMMITTEE (Kris Sullivan, 3rd VP, Chair)

Kris and Charles advised the Board of the post-meeting survey results for our second meeting at the new location. There were 71 unique responders, with 31 comments. Charles indicated all the scores were high, except the food rating, which was 2.6 (on a scale of 1- best and 5-worst).

Charles said many of the comments expressed concerns about food quality (chicken). The survey was sent to the hotel and our concerns have been expressed. The hotel has been challenged to present their ‘two best entrees’ at the next meeting; we are awaiting hearing back from them in regard to a final recommendation.

Our June 14 program/speaker is Angie Robertson, Business Process Standardization Manager for the Florida PALM project- PALM stands for Planning, Accounting, and Ledger Management.

6. Special Orders

None at this time.

7. Unfinished Business and General Orders

None at this time.

8. New Business 

Melinda reported on the possible defunding of the Inspector General’s Office in Louisiana (HB 1). She and Phil Zisman have drafted a letter to the Louisiana House of Representatives, to be sent before their vote on the issue this coming Thursday. Another letter will be drafted to the State Senate in the near future. Melinda and Bob commented on the advocacy role the AIG is taking in these issues as a new and welcome development.

9. Resolutions

None at this time.

10. Adjournment

Motion was made to adjourn by John, 2nd by Dawn, approved by acclamation. The meeting adjourned at 11:32.

  ********************

Florida Chapter- Association of Inspectors General
Board of Directors Meeting
DOT OIG – Rhyne Building Room 308
11:00 am Tuesday 03/08/16

Pursuant to Article VIII, Section 1 of the Bylaws, the following is the order of business of the Board meeting.

1. Roll Call

Board Members in attendance in Room 308: Bonny Allen, Bob Clift, Julie Leftheris, Charles McCool, Harold Schweinsberg, Kris Sullivan.

Attending by telephone: Chuck Faircloth, John Greene, Joe Maleszewski, Melinda Miguel, Melanie Yopp.

Board Members not in attendance: Hector Collazo, Dawn Case, Patra Liu.

A quorum was in attendance.

2. Approve minutes of the November 10, 2015 Board meeting

Bob introduced the minutes for consideration and approval. Chuck motioned to accept the minutes of the January 12, 2016 Board meeting as presented, seconded by Bonny. The minutes were approved unanimously and will be posted to the Chapter website and to Drop Box.

3. Reports of Officers

PRESIDENT’S REPORT (Bob Clift, President)

Bob briefed possible upcoming changes in the fees/fee structural being considered by the National Board. Currently, our Chapter members pay a $35 fee+ $20 to maintain their CIG, CIGA or CIGI certifications- or they can pay the National fee of $100 and $25 for Florida Chapter membership.

The proposed change would eliminate the $20 fee and require National membership in order to maintain a certification.

John pointed out IIA has group memberships; Bob pointed out AIG also provides this. Kris discussed IIA’s ‘GAP’ membership, John and Joe advised IIA is taking a look at its membership structure and fees in the near future.

FINANCIAL REPORT (Joe Maleszewski, Treasurer)

Joe referred the Board to his email update sent this morning (Attachment 1), which shows we have a current balance of $15,221 (not including the two scholarships of $1150 and $1350, which will lower the balance to $12,721 available). Joe said we expect to receive over $8,000 from membership renewals this summer, based on history and the current membership numbers.

Joe requested approval to spend up to $200 to upgrade our financial management system from QuickBooks 2011 to the 2016 version. Julie motioned to approve, 2nd by John, approved unanimously.

4. Fill vacancies and conduct prescribed elections

 Nothing to report at this time.

5. Reports of Committees and Committee Resolutions

TRAINING COMMITTEE (Harold Schweinsberg, Chair)

Bob discussed our upcoming (summer) training opportunities this year. Berg noted there is continuous and increased interest in IT training as it relates to investigations. Melinda said they have been getting requests to do whistleblower training so this could be an area to present, with 2 hours being a good block of time for this. Julie spoke to the new MK Insight software they are using as a relatively inexpensive investigative software package- perhaps there could be training in this area? Julie further suggested more training in interviewing techniques. Melanie suggested Ethics training, such as is offered by ACFE. Also mentioned was training in full use of MS Office resources.

Berg will lock in FDLE training spaces and report back (it was noted they may only be reserving the rooms on a quarterly basis); the Board will be surveyed for training ideas after having a chance to think about it some. Bob also reminded everyone of the past interest in Executive Leadership training; everyone agreed we should follow-up on this, separately from the summer training.

Bob requested Board members to e-mail Berg if they have any additional training ideas.

SCHOLARSHIP COMMITTEE (Chuck Faircloth, Chair)

Chuck recounted the selection of Jeanie Walker (DOC-Audit) and Amanda Cable (DOT-Investigations) for scholarships in the amounts of $1150 and $1350 respectively. Chuck thanked the Board for its support of the scholarship program and particularly Bob, Kris and Charles for assistance in the recent selection process.

Bob advised the Board the next Institute will be July 2016 in Chicago and historically the Board awards two scholarships for the in-state Institutes, one each for audit and investigations and only one for out-of-state Institutes, alternating between the two aforementioned disciplines.

John made the motion to approve one scholarship for the upcoming Institute. Kris offered a friendly amendment to have one scholarship, awarded based on merit (best candidate overall), without regard to the discipline. The amendment was accepted. Charles seconded the motion, approved unanimously.

PROGRAM COMMITTEE (Kris Sullivan, 3rd VP, Chair)

Kris and Charles advised the Board of the post-meeting survey results for our first meeting at the new location. There were over 80 unique responders, with over forty comments. Charles indicated all the scores were high, with the lowest being 2.1 (on a scale of 1- best and 5-worst) for food. However, it was also noted that we have had food scores like this at the CCCC, too.

Charles said the comments were mixed with some saying they thought the new location/food/parking and other factors were better than before, and others saying the opposite. Overall, the comments were positive with some concerns were expressed about crowding (due to larger than usual attendance), food quantity (running out) and quality. Bob asked Charles to also report on comments the hotel staff made in regard to the crowding in the room. Charles reported he was told by one of the hotel banquet staff that another, larger room was being renovated and perhaps our meeting could move to that room when we expected to have ‘above average’ turn-out.

Kris reported our next program/speaker (April 12 meeting), thanks to Dawn’s suggestion, is Luis Negrete, who is replacing Rick Ward from CIG. Rick led Executive Investigations at the CIG’s office and Luis is taking over that post.

Due to some comments made on the survey about food choices, Bob suggested a possible survey of the Board with menu options as offered by the Sheraton. Charles will research possible food options.

6. Special Orders

None at this time.

7. Unfinished Business and General Orders

None at this time.

8. New Business 

None at this time.

9. Resolutions

None at this time.

10.Adjournment

Motion was made to adjourn by Julie, 2nd by ‘Berg’ and approved by acclamation. The meeting adjourned at 11:42.

 ********************

Florida Chapter- Association of Inspectors General
Board of Directors Meeting
DOT OIG- Rhyne Building Room 308
11:00 am Tuesday 01/12/16

Pursuant to Article VIII, Section 1 of the Bylaws, the following is the order of business of the Board meeting.

1. Roll Call

Board Members in attendance in Room 308: Bonny Allen, Bob Clift, Julie Leftheris, Joe Maleszewski, Charles McCool, Harold Schweinsberg, Kris Sullivan, Melanie Yopp.

Attending by telephone: Dawn Case, Chuck Faircloth, John Greene, Melinda Miguel, Lourdes Howell-Thomas.

Board Members not in attendance: Hector Collazo, Patra Liu.A quorum was in attendance.

2. Approve minutes of the November 10, 2015 Board meeting

Bob introduced the minutes for approval; Charles reported on several changes made as a result of input from Board members. Julie motioned to accept the minutes of the November 11, 2015 Board meeting, seconded by Dawn. The minutes were approved unanimously and will be posted to the Chapter website.

3. Reports of Officers

PRESIDENT’S REPORT (Bob Clift, President)

Bob welcomed new and returning Board members approved by the membership at the December meeting. Newly elected members are Bonny Allen, John Greene, Harold Schweinsberg and Melanie Yopp.

Bob asked Melinda to report on the status of the proposed new Whistle Blower legislation. Melinda detailed the progress of the proposed new legislation, which would amend the existing law to clarify language, determination of whistle-blower status and to close loopholes.

FINANCIAL REPORT (Joe Maleszewski, Treasurer)

Joe had attempted to contact Jerry for transferring of records, changing signature cards, and related details, but was not able to reach him as Jerry is out of the office on personal (emergency) business. Bob gave a brief overview of the treasury and related details, indicating a balance of $17K-$18K at the moment and current membership, according to National, is approximately 393. Bob stated National will owe us some additional membership payments as is usually the case each year. Bob also reviewed how we have ‘recruited’ members in the past through training registration payments which also include Chapter membership.

Bank account signature cards were briefly discussed; Julie noted she is not currently a signatory and she needs to be on the signature cards along with Joe. Also reviewed was the need to file reports with the IRS and the State pursuant to our non-profit corporate status. Charles indicated he has some information from Jerry in that regard and will forward it to Joe and Julie.

4. Fill vacancies and conduct prescribed elections 

Bob started the discussion about the election of officers by referencing the By-Laws, which were emailed to the Board members. The By-Laws provide for election of the Board, which was conducted at the December Chapter meeting, for three year terms. Thereafter, in January, the Board elects officers for two year terms. Bob mentioned this cumbersome procedure with differing terms of office should be resolved.

Bob opened the floor to nominations.

President: Dawn nominated Bob, 2nd Melinda. Unanimous.
1st Vice President: Bob nominated Dawn, 2nd Chuck. Unanimous.
2nd Vice President: Kris nominated Julie, 2nd Joe. Unanimous.
3rd Vice-President: Julie nominated Kris, 2nd Melinda. Unanimous.
Treasurer: Charles nominated Joe, 2nd Dawn. Unanimous.
Secretary: Joe nominated Charles, Kris 2nd. Unanimous.

5. Reports of Committees and Committee Resolutions

TRAINING COMMITTEE (Harold Schweinsberg, Chair)

(See Item 8 for details of appointment of Harold Schweinsberg as Chair of the Training Committee.)

Bob advised National is working on on-line, modular, training. This work-in-progress will initially address entry level auditors and investigators.

SCHOLARSHIP COMMITTEE (Chuck Faircloth, Chair)

Bob and Chuck reviewed the Kirby Mole scholarship(s) we customarily award annually to Institute attendees. When an Institute is out of state we award one scholarship; when the Institute is in-state, we award one each for a total of two (one each for CIGA and CIGI). Bob commended Chuck and Dawn for ably performing as the Scholarship Committee, reviewing applications and making recommendations for awards. Bob and Chuck further advised the Board that registration fees for the Institutes have increased to $1,350 for non-members and $1,150 for members and that, of course, we only make awards to Florida Chapter members.*

Bob suggested we continue the scholarship and asked the Board if we still want to do both (one for CIGA and one for CIGI)? Julie asked how many applications we received in the last cycle, and Chuck advised 7 for CIGA and 6 for CIGI, the highest number we have received, so far, and the numbers have been trending up over time.

Extensive discussion followed among Board members as to the proportion of Chapter funds allocated to the scholarships and increasing costs. Chuck spoke of the scholarships as part of our continuing mission to the Chapter membership. It was also pointed out we are a non-profit and even if an annual cycle of scholarships (and the annual ‘free’ December luncheon) drew down the treasury by half, there would still be ample funding for Chapter operations.

Charles motioned to continue awarding 2 scholarships per in-state Institute (and one for out of state Institutes), to cover the registration (tuition) fees, 2nd by John Greene. Motion carried.

Dawn asked a question about members who could not attend the Institutes due to lacking the minimum qualifications to attend, as in, not meeting the requirement for 3 years of experience? Bob reviewed the qualifications and pointed out that 3 years are required in the discipline, not specifically in an OIG, so staff members who didn’t have 3 years in an OIG would not be disqualified as long as they had the required experience in the appropriate field of work experience.

PROGRAM COMMITTEE (Kris Sullivan, 3rd VP, Chair)

Kris and Charles reviewed the sequence of events that led the Chapter to change the meeting location from Capital City Country Club (CCCC) to Four Points by Sheraton. Kris recapped the increased cost proposed to the Chapter by CCCC, increasing total costs to approximately $20.45/head per luncheon, which CCCC was unwilling to reduce, a considerable increase over the current costs at the time. Charles reviewed the research and request for proposals, with 11 alternatives identified and three proposals received, all of which were more costly than the CCCC proposal. However, through negotiation, Four Points came back with proposal for $18.00/head/luncheon, all inclusive. A contract with Four Points was subsequently approved by the Board. This results in a considerable savings to the Chapter which can be utilized for scholarships, training and to offset other program and operational costs, such as the free to members December annual luncheon.

Bob mentioned to the Board that we have been using Constant Contact as our meeting registration method and at some future time we will need to vote to continue using it or seek an alternative. Kris indicated the annual cost is approximately $225/yr. and it seems to work well for our purposes.

In regard to the upcoming February 9 meeting, Julie reported Diana Vaughn, Deputy Executive Director of the DHMSV, has agreed to be our speaker. Bob suggested we might also check to see if Mike Dew, Chief of Staff, DOT, might agree to be a co-presenter.

Kris also requested future meeting topics from the Board. Joe suggested a ‘post Legislative session,’ possibly involving Representative Raulerson. Bob asked Melinda to follow-up on this.

6. Special Orders

None at this time.

7. Unfinished Business and General Orders

None at this time.

8. New Business

Bob brought up the need for a new Chair of the Training Committee due to Jeff Beasley moving into a new positions at DOC.

Due to his extensive background in training and events, Julie nominated Harold Schweinsberg as Training Chair, 2nd by Melinda.  Approved unanimously.

Melinda mentioned Representative Raulerson (or his aide) is interested in attending the upcoming Florida Audit Forum.

Resolutions

None at this time.

Adjournment

Motion was made to adjourn by Joe, 2nd by Julie and approved by acclamation. The meeting adjourned at 11:46.

*Clarification: $1150 is for a Florida Chapter + National member; $1350 is for a Chapter member only, per National’s Institute fee structure.

 ********************

Florida Chapter- Association of Inspectors General
Board of Directors Meeting
DOT OIG- Rhyne Building Room 308
11:00 am Tuesday 11/10/15

Pursuant to Article VIII, Section 1 of the Bylaws, the following is the order of business of the Board meeting.

1.Roll Call

Board Members in attendance in Room 308: Jerry Chesnutt, Bob Clift, Charles McCool, Kris Sullivan.

Attending by telephone: Dawn Case, Hector Collazo, Al Dennis, Chuck Faircloth, Melinda Miguel.

Board Members not in attendance: Jeff Beasley, Julie Leftheris, Patra Liu, Joe Maleszewski, Maja Parcinski.

A quorum was in attendance.

2. Approve minutes of the previous Board meeting- September 8, 2015

Bob introduced the minutes for approval. Hector motioned to accept the minutes of the September 8, 2015 Board meeting, seconded by Al. The minutes were approved unanimously and will be posted to the Chapter website.

3. Reports of Officers

PRESIDENT’S REPORT (Bob Clift, President)

Bob reported he attended the AIG’s Board of Directors meeting in Detroit along with the annual conference/training event and while there, he obtained a check for the Chapter for $9,150 which represents our share of the membership fee for 2015/2016 (through October). The check was turned over to Jerry.

Bob discussed the AIG Executive Director’s proposal regarding streamlining Association membership processes. National President Street and the National Board were not in favor of the proposal. There was discussion about doing away with the $20 maintenance fee for certifications, and combining it into the National membership. This would have the effect of requiring all certified members to be National members.

FINANCIAL REPORT (Jerry Chesnutt, Treasurer)

Jerry discussed the 11/10/15 financials, which he had emailed to the Board just before the meeting, indicating a current balance on hand, including the check Bob brought from National, of $18,096.95. Additional smaller amounts are expected in January and at the end of the Fiscal Year. Please see Attachment I (a) for details.

4. Fill vacancies and conduct prescribed elections

Bob started the discussion about the upcoming Board election, to be conducted at the December meeting, and then turned it over to Dawn, Chair of the Elections Committee, which includes Jim Boyd and Candie Fuller. Dawn requested input from the Board.

Bob explained that for the last Board election a slate was presented and was voted on as a whole. After further discussion it was proposed by Bob and Dawn that a written list will be provided to the membership and the vote will be for the slate. Dawn felt Jim Boyd and Candie Fuller should present the election process at the meeting, since Dawn is on the Board and is also up for election- this was also part of the proposal, accepted by the Board by acclamation.

5. Reports of Committees and Committee Resolutions

TRAINING COMMITTEE (Jeff Beasley, Chair)

Bob updated the Board on the upcoming March 2016 Institute in Jacksonville, indicating this will be the last Institute in Florida for a while, with likely future locations in Dallas and Chicago. Additionally, the National AIG Board voted to increase tuition by $150, so that going forward tuition will be $1150 for members, and $1350 for non-members.

An issue discussed at the National meeting was whether eligibility should be restricted to OIG offices, only. This was how the Board voted at the Newark meeting. This was reversed at the Detroit meeting just concluded, such that all organizations that had previously been eligible to attend, before the Newark vote, are effectively ‘grandfathered’ in and may continue to apply.

SCHOLARSHIP COMMITTEE (Chuck Faircloth, Chair)

No report at this time. Chuck and others acknowledged the increased cost of tuition will have an impact on the scholarship program.

PROGRAM COMMITTEE (Kris Sullivan, 3rd VP, Chair)

Kris reported on proposed new contract from CCCC. Their proposal increases costs for the current lunch offering of two entrees by $2.00/head. Additionally, the CCCC is proposing to reinstate the $150 per luncheon room charge which was formerly in contracts but which was not in the last couple of year’s agreements. New management at CCCC is proposing these changes. Please see Attachment I (b) for details.

Melinda advised that the fees charged by the Convention Center (used by many organizations and a possible alternate venue) are also going up. Likely alternatives, it was agreed, are not really attractive in terms of any cost savings.

Discussion turned to how to address any increase. Bob proposed the increase be absorbed by the Chapter for members, and non-members will pay the new rate (it was noted very few non-members attend). Melinda agreed with Bob’s proposal.

Bob requested a motion, as discussed above, that members will continue to pay $12 for the current, two entrée option, with the Chapter treasury making up the difference (current cost, including tax and gratuity, not including a room charge, is $16.84; the future cost, as proposed by CCCC is $19.45, not including the room charge). Non-members will pay $19. Motion to accept this proposal, unless Kris can negotiate better terms, was made by Melinda and seconded by Al, approved unanimously.

These changes will be reported to the members for their information.

(Editorial note: Ultimately, due to CCCC’s inability to eliminate the room rental charge or reduce the increased rate, another venue was selected- Four Points by Sheraton. Please see Attachment II for details, including Board approval voting.)

Kris advised the next meeting, per our contract with CCCC, will be December 15. The customary 2nd Tuesday date was not available.

6. Special Orders

None at this time.

7.Unfinished Business and General Orders

None at this time.

8. New Business

Hector reported on proposed state legislation that would exempt personal information of IGs and their families from public records disclosure, as is done for law enforcement and certain other categories of employment. Bob noted that Melinda recently emailed information about this.

Bob requested the Chapter status report, delivered at the Detroit meeting, be attached to these minutes. Please see Attachment III for details.

9. Resolutions

None at this time.

10. Adjournment

Motion was made to adjourn by Melinda, 2nd by Dawn and approved unanimously. The meeting adjourned at 11:37.

Attachment I- Treasurers Report and Analysis of Proposed CCCC Rate Increase

a. Treasurer’s Profit and Loss Analysis- Luncheons- January 1-November 10, 2015

Florida Chapter of the Association of Inspectors’ General
Profit & Loss Detail
January 1 through November 10, 2015

Type              Date Num o Name o         Memo Amount
Ordinary Income/Expense
Income
Deposit       02/2012015 deposit Receipts Meeting of 2/18/15 853.00
Deposit       04/14/2015 deposit Receipts Meeting of 4114/15 1,016.00
Deposit        042412015 deposit Receipts late payment 17.00
Deposit       06/0912015 deposit Receipts Meeting of 6/9/15 953.00
Deposit       10/13/2015 deposit Receipts Meeting of 10/13/15 1,426.00
Total Monthly Event Income 4,265.00
Total Income 4,265.00
Expense
Monthly Event Expense
Check        0211812015 1072 Capital City Countr… Meeting of 2118/15 1,169.39
Check         04/14/2015 1086 Capital City Count.. Meeting of 4/14115 1,403.26
Check         06/09/2015 1089 Capital Coy Countr… Meeting of 6/9/15 1,286.32
Check         10/13/2015 1095 Capital City Countr… Meeting of 1013115 1,852.92
Total Monthly Event Expense 5,711.89
Total Expense 5,711.89
Net Ordinary Income -1,446.89
Net Income -1,446.89

 b. 3rd VP analysis- Impact of Proposed CCCC Luncheon Rate Increase and Room Charge

 2016-02-03_10-31-22
Attachment II- Bob Clift Memo to Board and Vote on New Venue- Four Points by Sheraton

attachment II

Attachment III- President’s Chapter Status Report, Presented in Detroit at the National meeting.

Status Report
Florida Chapter Association of Inspectors General
October 2015

The Tallahassee Chapter of AIG (TCAIG) was established on March 9, 2001. On May 12, 2010, the Chapter was officially renamed, with approval of the Association of Inspectors General Board of Directors, as the Florida Chapter (Chapter) of the AIG to better represent the statewide nature of our membership. The Chapter operates under the authority of the Association of Inspectors General. The Chapter is a not-for-profit, 501 (c) (6) entity, incorporated in Florida.

Officers of the Chapter are:

  • Robert Clift, President (Florida Department of Transportation Inspector General),
  • Dawn Case, First Vice President (Deputy Chief Inspector General, Executive Office of the Governor),
  • Julie Leftheris, Second Vice President (Florida Department of Highway Safety and Motor Vehicles Inspector General),
  • Kris Sullivan, Third Vice President (Audit Director, Florida Department of Transportation Office of Inspector General),
  • Jerry Chesnutt, Treasurer (Audit Director, Florida Department of Children and Families Office of Inspector General), and
  • Charles McCool, Secretary (Florida Department of Transportation Office of Inspector General).

Additional Board Members of the Chapter are:

  • Melinda Miguel (Chief Inspector General, Executive Office of the Governor),
  • Joe Maleszewski, (Board of Governors Inspector General),
  • Jeff Beasley (Florida Department of Corrections Inspector General),
  • Hector Collazo (Pinellas County Clerk of Courts Inspector General),
  • Patra Liu (Miami Dade County Office of Inspector General),
  • Chuck Faircloth (General Counsel, Florida Department of Veterans Affairs),
  • Al Dennis (Inspector General, Florida Department of Law Enforcement-

Retired; and

  • Maja Parcinski (Senior Auditor, KPMG)

The Chapter hosted two training events in 2015:

In January 2015, Dr. Bruce Bickley, Professor Emeritus, Florida State University, taught two eight hour report writing sessions (same course, two days) focusing on grammar, usage, and the Chicago Style. In total 200 Chapter Members attended. The Chapter expended $9000 for this training including instructor fees, course materials, and refreshment costs. Funds to pay for this training were funded by the Chapter’s allocation of $25 for each new or renewing Chapter member (while National retains $10 for administering the membership records of each Chapter member).

In October 2015, the Chapter hosted two more full days of training focused on conceptualizing the investigative report. This training built on the January writing course but focused on the content of the investigative report. This course was taught by subject matter experts in the Florida Inspector General community who volunteered their time to develop and present blocks of instruction to benefit Florida’s IG community at a cost greatly reduced over commercially available alternative. One hundred and fifty Chapter members attended this training.

The payment concept used for the delivery of training to Florida’s Inspector General staff is key to the success of the Chapter’s training program and the Chapter’s membership numbers. Agencies purchase memberships in the Chapter for $35 per person. If the agency is prohibited from purchasing memberships, which is often the case, they purchase training for their staff at $35 per person (which also includes membership in the Chapter).

The Chapter meets five times a year (besides training events). Four meetings are bi-monthly lunch-and-learn meetings (for which the Chapter awards one hour of CPE) and the fifth meeting is a general membership meeting with lunch funded by the Chapter for members. Third Vice-President Kris Sullivan, the Chapter’s Program Chair, coordinated these events.

The Chapter has $9,000 on deposit. Treasurer Jerry Chesnutt maintains the Chapter’s financial records. Second Vice President Julie Leftheris conducted the annual audit of the Chapter’s financial records early in 2015 with no discrepancies. We have a receivable from National for Chapter memberships of $9,150 that has been invoiced but not yet received.

The Chapter offers our members scholarships opportunities to Association of Inspectors General Certification Institutes. For the winter 2015 institutes, we awarded one scholarship for the CIGA course. For the summer 2015 institutes, the Chapter awarded two scholarships, one for CIGA, and one for CIGI. These scholarships cover the tuition payment of candidates who qualify for attendance based on institute criteria. A committee chaired by Chuck Faircloth and First Vice-President Dawn Case selects scholarship recipients. The Chapter’s scholarships are awarded in honor of Kirby Mole, former Inspector General of the Florida Department of State. Kirby valued education and professional certifications. He was a Certified Inspector General, a Certified Internal Auditor, a Certified Governmental Auditing Professional, and a Certified Management Accountant. Kirby passed away November 2010 at the Moffitt Cancer Center, Tampa, FL. We were proud to be joined by Kirby’s widow and two sons for the award of the Chapter’s first scholarship in 2012.

The Florida Chapter currently has 366 members. As stated above, many join us as a result of the professional development initiatives we host on their behalf using the dues they pay through National with a portion remitted to the Florida Chapter. Normally, a new membership year sees us start with a membership of about 200 and we move upward through the course of the year based on the training events we schedule. After this membership year began however, our first count was 354 members, a dramatic first quarter membership increase! We attribute this to active marketing within the Chapter of the Association’s annual renewal process.

Respectfully Submitted,
Robert E. Clift, CIG, CIGI
Florida Chapter President

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Florida Chapter- Association of Inspectors General
Board of Directors Meeting
DOT OIG- Rhyne Building Room 308
11:00 am Tuesday 9/8/15

Pursuant to Article VIII, Section 1 of the Bylaws, the following is the order of business of the Board meeting.

1. Roll Call

The meeting began at approximately 11:02. Board Members in attendance in Room 308: Jerry Chesnutt, Bob Clift, Charles McCool, Kris Sullivan.

Attending by telephone: Dawn Case, Al Dennis, Chuck Faircloth, Julie Leftheris, Patra Liu, Joe Maleszewski, Melinda Miguel, Maja Parcinski.

Board Members not in attendance: Jeff Beasley, Hector Collazo,

A quorum was in attendance.

2. Approve minutes of the previous Board meeting- July 14, 2015

Bob detailed 3 minor amendments to the draft minutes: in Section 3. Reports of Officers, Section 4. Fill vacancies and conduct prescribed elections, and Section 5. Reports of Committees and Committee Resolutions. Al motioned to accept the minutes of the July 14, 2015 Board meeting, as amended, seconded by Maja. The minutes were approved unanimously and will be posted to the Chapter website.

3. Reports of Officers

PRESIDENT’S REPORT (Bob Clift)

Bob reported that we have not yet received the new membership list from National for the new membership year beginning July 1, 2015, because there is a grace period on renewals (for those having certifications) until the end of July.

FINANCIAL REPORT (Jerry Chesnutt)

Jerry provided an email report to the Board showing banking activity and a profit and loss statement indicating a current balance of $9,937.87. Jerry explained that based on last years’ experience, we can expect to receive about $8,000 later this year from National for new/renewed Chapter memberships.

4. Fill vacancies and conduct prescribed elections 

Bob opened discussion on the upcoming Board elections, to be conducted at the December meeting. Bob informed the Board the Chapter By-Laws call for a nominating committee, comprised of a current Board member and two non-board Chapter members, to put together a slate of candidates. Bob explained the distinction between the Board member election, elected by the membership in December and the election of officers, elected from and by the Board itself, whose terms begin the following January. Bob indicated we need to rationalize this cumbersome procedure, including the differing term lengths, going forward.

Dawn volunteered to be the Chair of the nominating committee, the Board accepted by acclamation.

5. Reports of Committees and Committee Resolutions

TRAINING COMMITTEE (Jeff Beasley, Chair)

Bob indicated Jeff was very busy with priorities at Corrections and due to this, we would not have summer training this year, but instead we will have training in October, led by Eric Miller, for Investigators. The training is scheduled for October 1-2, and will only be conducted in Tallahassee, this year. Additionally, Kris is leading a group planning corollary training for Auditors here in Tallahassee, date yet to be determined.

A motion was made by Chuck, seconded by Dawn, to host/sponsor this training event in October, accepted thereafter unanimously by the Board.

SCHOLARSHIP COMMITTEE (Chuck Faircloth, Chair)

Bob recognized the great work of Dawn and Chuck in reviewing the field of 6 CIGI and 6 CIGA applicants, the largest field ever, for the Kirby Mole scholarships and selecting two recipients who will be attending the Jacksonville Summer Institute next week. The recipients are Daniel Leggett of DOR and Andrew Gardner of DCF.

PROGRAM COMMITTEE (Kris Sullivan, Chair)

Kris reported we are lining up a ‘Chief of Staff’ panel for the October 13 Chapter meeting, to be composed of 3-4 Chiefs of Staff, if possible. The COS panel will discuss the roles and responsibilities of COS and how they interact with IGs and ‘the Plaza.’ DOT COS Mike Dew has accepted the invitation and we are working on lining other COS.

Kris also advised he has received the renewal billing for Constant Contact, our Chapter meeting and training invitation and tracking system. Kris has determined a way to reduce the billings from this year, so the cost next year will be less.

6. Special Orders

None at this time.

7. Unfinished Business and General Orders

None at this time.

8. New Business

None at this time.

9. Resolutions

None at this time.

10.Motion to adjourn was made by Dawn and seconded by Chuck. The meeting
adjourned at approximately 11:22.

********************

Florida Chapter- Association of Inspectors General
Board of Directors Meeting
DOT OIG – Rhyne Building Room 308
11:00 am Tuesday 7/14/15

(APPROVED unanimously September 8, 2015-Charles McCool, Secretary)

Pursuant to Article VIII, Section 1 of the Bylaws, the following is the order of business of the
Board meeting.

1. Roll Call
The meeting began at approximately 11:00. Board Members in attendance in Room 308:
Bob Clift, Charles McCool, Kris Sullivan. Attending by telephone: Jeff Beasley, Jerry
Chesnutt, Hector Collazo, Dawn Case, Al Dennis, Chuck Faircloth, and Julie Leftheris.

Board Members not in attendance: Patra Liu, Joe Maleszewski, Melinda Miguel, Maja
Parcinski.

A quorum was present.

2. Approve minutes of the previous Board meeting- March 17, 2015

Julie motioned to accept the minutes of the March 17, 2015 Board meeting, seconded by Al.

The minutes were approved unanimously.

3. Reports of Officers

PRESIDENT’S REPORT (Bob Clift)

Bob reported that we have not yet received the new membership list from National for the
new membership year beginning July 1, 2015, because there is a grace period on renewals
(for those having certifications) until the end of July.

FINANCIAL REPORT (Jerry Chesnutt)

Jerry provided an email report to the Board showing banking activity and a profit and loss statement indicating a current balance of $9,937.87. Jerry explained that based on last
years’ experience, we can expect to receive about $8,000 later this year from National for
new/renewed Chapter memberships.

4. Fill vacancies and conduct prescribed elections

Bob opened discussion on the upcoming Board elections, to be conducted at the December
meeting. Bob informed the Board the Chapter By-Laws call for a nominating committee,
comprised of a current Board member and two non-board Chapter members, to put together
a slate of candidates. Bob explained the distinction between the Board member election,
elected by the membership in December and the election of officers, elected from and by the
Board itself, whose terms begin the following January. Bob indicated we need to rationalize
this cumbersome procedure, including the differing term lengths, going forward.

Dawn volunteered to be the Chair of the nominating committee, the Board accepted by
acclamation.

5. Reports of Committees and Committee Resolutions

TRAINING COMMITTEE (Jeff Beasley, Chair)

Bob indicated Jeff was very busy with priorities at Corrections and due to this, we would not
have summer training this year, but instead we will have training in October, led by Eric
Miller, for Investigators. The training is scheduled for October 1-2, and will only be conducted
in Tallahassee, this year. Additionally, Kris is leading a group planning corollary training for
Auditors here in Tallahassee, date yet to be determined.

A motion was made by Chuck, seconded by Dawn, to host/sponsor this training event in
October, accepted thereafter unanimously by the Board.

SCHOLARSHIP COMMITTEE (Chuck Faircloth, Chair)

Bob recognized the great work of Dawn and Chuck in reviewing the field of 6 CIGI and 6
CIGA applicants, the largest field ever, for the Kirby Mole scholarships and selecting two
recipients who will be attending the Jacksonville Summer Institute next week. The recipients
are Daniel Leggett of DOR and Andrew Gardner of DCF.

PROGRAM COMMITTEE (Kris Sullivan, Chair)

Kris reported we are lining up a ‘Chief of Staff’ panel for the October 13 Chapter meeting, to
be composed of 3-4 Chiefs of Staff, if possible. The COS panel will discuss the roles and
responsibilities of COS and how they interact with IGs and ‘the Plaza.’ DOT COS Mike Dew
has accepted the invitation and we are working on lining other COS.

Kris also advised he has received the renewal billing for Constant Contact, our Chapter
meeting and training invitation and tracking system. Kris has determined a way to reduce the
billings from this year, so the cost next year will be less.

6. Special Orders

None at this time.

7. Unfinished Business and General Orders

None at this time.

8. New Business

None at this time.

9. Resolutions

None at this time.

10.Motion to adjourn was made by Dawn and seconded by Chuck. The meeting
adjourned at approximately 11:22.

********************

Florida Chapter- Association of Inspectors General
Board of Directors Meeting
DOT OIG- Rhyne Building Room 308
11:00 am Tuesday 3/17/15

(APPROVED unanimously July 14, 2015-Charles McCool, Secretary)

Pursuant to Article VIII, Section 1 of the Bylaws, the following is the order of business of the Board meeting.

1. Roll Call

The meeting began at approximately 11:00. Board Members in attendance in Room 308: Bob Clift, Charles McCool, Julie Leftheris. Attending by telephone: Jeff Beasley, Hector Collazo, Dawn Case, Al Dennis, Chuck Faircloth, Joe Maleszewski, and Melinda Miguel.

Board Members not in attendance: Jerry Chesnutt, Patra Liu, Maja Parcinski, Kris Sullivan.

A quorum was present.

2. Approve minutes of the previous Board meeting- January 13, 2015

Julie motioned to accept the minutes of the January 13, 2015 Board meeting, seconded by Al. The minutes were approved unanimously by acclamation.

3. Reports of Officers

FINANCIAL REPORT (Jerry Chesnutt)

Jerry provided an email report to the Board showing banking activity, a profit and loss statement and a balance sheet as of 12/31/15. The balance sheet shows a balance of $14,012.45. The financial statements were accepted unanimously.

Bob mentioned that we have reconciled memberships with National and have received payment for additional memberships since Jerry’s report; Chapter membership is now 377.

4. Fill vacancies and conduct prescribed elections

No action at this time.

5. Reports of Committees and Committee Resolutions

TRAINING COMMITTEE (Jeff Beasley, Chair)

Jeff led discussion about the upcoming summer training. Board members discussed whether to have one session in a central location or two locations as we have in the past; coordination with scheduled summer training (Investigative Report Writing and the AIG Summer Institute); and what type of training and by which instructors.

Motion by Chuck, 2nd by Melinda, for two sessions, one in Tallahassee and one in the Tampa Bay area in the late summer/early fall with appropriate coordination with other training events. The motion was accepted unanimously by acclamation.

Hector made suggestions stemming recent training in his area and will follow up on finding possible locations. There was discussion about including ‘executive/leadership’ training in training events. Jeff has been discussing this with FDLE re: their Executive Leadership Institute resources.

SCHOLARSHIP COMMITTEE (Chuck Faircloth, Chair)

Bob suggested 2 Kirby Mole scholarships as before, one for audit and one for investigations, for the upcoming Institute in Jacksonville, scheduled for late July. There was Board discussion about making sure we didn’t overcommit budget resources and considering this on a year by year basis. Chuck also advised there were five applicants for the Scholarship for the recent Virginia Beach training.

Motion by Chuck, 2nd by Melinda, for 2 scholarships for the upcoming Institute, which is to be held in Jacksonville in late July, approved unanimously by acclamation.

PROGRAM COMMITTEE (Kris Sullivan, Chair)

Bob reported Larry Ferguson, DOT’s Performance Management Director, will speak at the April luncheon on “The Five Drivers of Engagement”, unless there were suggestions for other possible speakers/topics. The Board agreed.

6. Special Orders

None at this time.

7. Unfinished Business and General Orders

None at this time.

8. New Business

Julie has completed her annual review of the Chapter financial records maintained by Jerry. She stated Jerry does an outstanding job and keeps good financial records. Julie requested this to be reflected in the minutes. The Board agreed with Julie’s commendation of Jerry’s good service to the Chapter.

Julie submitted her written report which will be circulated with these minutes for review and approval at the next Board meeting (See Attachment 1).

Bob reminded the Board there is a National dues increase coming this year as previously approved 2 years ago. The dues increased to $75 in the current year for National membership (only) and will increase to $100 for next year. Membership in both National and the Chapter will cost $125, while membership in the FL Chapter (only) remains at $35. Bob asked members to ‘spread the word’ that National membership does not automatically include Chapter membership since there has was confusion about this recently. Bob also suggested we send an informational email from the Chapter at renewal time to make sure everyone understands the dues structure.

9. Resolutions

None at this time.

10. Motion to adjourn was made by Dawn and seconded by Julie. The meeting

adjourned at 11:37.