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CONFERENCE MINUTES

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					CONFERENCE MINUTES 58TH Annual Conference Penn Stater Conference Center, Centre County June 12-16, 2006

Joseph Davidson of Centre County and Barbara Stringer of Mifflin County were the hosts for the 58th Annual Conference held on June 12-16, 2006 at the Penn Stater Conference Center, State College, PA. The following counties were present at the conference:

Allegheny County Armstrong County Beaver County Bedford County Berks County Blair County Bradford County Bucks County Cambria County Carbon County Centre County Chester County Clearfield County Columbia County Cumberland County Dauphin County Delaware County Elk County Franklin County Greene County Huntingdon County Indiana County Juniata County Lackawanna County

Lancaster County Lawrence County Lebanon County Lehigh County Luzerne County McKean County Mercer County Mifflin County Montgomery County Northampton County Northumberland County Perry County Pike County Schuylkill County Snyder County Somerset County Susquehanna County Tioga County Venango County Wayne County Westmoreland County Wyoming County York County Monroe County

June 12, 2006

Registration took place from 1:00 to 5:00 pm in the Courtyard Lobby. The Executive Committee met from 4:30 to 5:30PM. The President’s Reception Dinner began at 6:00PM in the Dean’s Hall. The theme for the evening was wear Penn State Blue & White with a tail gate picnic type buffet dinner. Wine tasting was sponsored by IMR/Landex with the wine from Mt. Nittany Winery. The entertainment for the evening was the Penn State Blue Band and the Keystone Cats. June 13, 2006 Registration took place from 8:30 to 3:00PM in the Courtyard Lobby. A Nittany Lion breakfast buffet was held in the Dean’s Hall along with committee meetings corresponding with breakfast. The opening meeting was held in Room 208. The meeting was called to order by President Donna J. Lutz at 9:07am with roll call by the secretary with 44 counties present at this time. Pledge to the flag by Donna. The secretary’s minutes are in the conference packet and Donna would like everyone to look over the minutes and if there are any additions or corrections, they will be dealt with on Thursday. Tom Murphy made a motion to suspend Robert’s Rules of Order, second by Faith Zembower. No questions, all in favor, none opposed. Motion passes. New Business Mary Zimmerman made a motion for an honorarium for the Legislative Chair. Evie Rafalko McNulty second the motion. Valerie McDonald-Roberts would rather have it brought up at Thursday’s meeting. Tom Murphy made a motion to table legislative chair honorarium. Second by Valerie. All in favor no opposition. Tabled until Thursday’s meeting. Donna recognized Patty Streams Warman for all her hard work as the Legislative Chair. Pete Weidenboerner gave the Treasurer’s Report. The association currently has a checking balance of $62,639.60 and a CD balance of $88,849.33. The Treasurer’s Report will be tabled for audit. Donna appointed Jim Zugay as Parlimentarian. Faith introduced the following vendors with time for each to speak about their company.

1. ACS 2. AmCad 3. BMI Imaging Systems 4. Commonwealth of PA Dept. of Treasury 5. Complete System Support 6. Cott Systems 7. Electronic Document Logistics 8. Fidlar Software 9. Foveonics Imaging Technologies 10. Hart Intercivic 11. IMR Limited/Landex 12. Info Quick Solutions 13. Infocon Corporation 14. Iron Mountain Information Management 15. Landata Technologies 16. Lanier Worldwide Meeting in recess until 10:30am. Recorders were invited to spend time in vendor alley from 10:00-10:30am. Meeting reconvened at 10:40am. Donna introduced Ed Halpern & Calvin Gilchrist with Escheats. The website is www.patreasury.org. Phone numbers to report escheat holdings is 1-800-379-3999 and for claims the number is 1-800-222-2046. Remember if any recorders are holding property please fill out the appropriate forms to report to escheats. (see information in packet) Donna introduced Barry H. Williams from King’s College, Speaker on Business Ethics. Generally in ethics if you do the right thing you are going to be okay. Internal Control deals with people and ethics. Management addresses ethics by: 1. Commitment to honesty & integrity. 2. Recognition & adherence to laws. 3. Respect for organization/office. 4. Leadership by example. Encourage integrity by: 1. 2. 3. 4. Establish a code of conduct and mission statement. Reward ethical values & ethical behavior by giving incentives. Have a way to report violations. Be consistent in reporting of violations.

Internal Control: 1. 2. 3. 4. Environment is set by management, determines whether you will fail or succeed. Do a Risk Assessment. Set up controls sufficient to meet your risks. Information & communication are important.

Organization needs: 1. 2. 3. 4. 5. Authorization & approval. Document of Policies & Procedures. Physical security over items (cash & documents). Management of Costs & Expenses. Separation of Duties. (no one person should handle the document from start to finish) 6. Training & Supervision. The opening luncheon was held in the Dean’s Hall with the presentation of colors by the Nittany Leathernecks Detachment of the Marine Corps League, followed by the Pledge of Allegiance. The Honorable Michael T. Maderia, Centre County DA sang the Star Spangled Banner, with opening prayer by Pastor Jorn Junod. Mayor Bill Welsh welcomed everyone to State College and hoped that we would enjoy our stay. The luncheon was sponsored by Aptitude Solutions. The opening session resumed at 1:38pm. Fee Bills for everyone who wanted to send them to Donna were given to all members present. Ways & Means Committee Report given by Wendy Welfley, chairperson. The committee is selling bears this year for $10.00 and we also have T-shirts this year and various other items. See one of us on committee if you are interested. We are also selling the $10.00 raffle tickets this year. The drawing will be held during the President’s Banquet on Thursday. See any committee member to buy a ticket. By-Laws Committee Report given by Beverly Casella, chairperson. The following changes are proposed: Article II, Section 2 ELIGIBILTY and SALARIES. Section 2.(b). The Secretary and Treasurer shall receive compensation in amounts to be determined by the Executive Committee. The Secretary and Treasurer shall be elected every year by the association. The Secretary and Treasurer are not required to move through the chairs, unless they so desire, at the time of election.

Section 2.(c). Any officer defeated for re-relection or who shall not be in the office of Recorder of Deeds at the time of serving as an officer in this Association, shall resign his/her office in the Association immediately. In the event it is the President of this Association who is defeated for re-relection, the First Vice-President shall assume the office of President and be eligible for another full term provided he/she has not served more than eight (8) months of the assumed term in which event he/she shall not be permitted another full term. Section 2.(f) Should any other position on the Executive Committee become vacant, all officers will ascend to the next position and the third vice president position will be vacant. At the next Annual Seminar all members will ascend to the next natural position if so elected and the third vice president position will be filled by election. Beverly makes a motion to accept the proposed changes, second by Nancy Lebkicher. The motion is tabled until Thursday. Donna then introduced Warren Klunk, from the Pennsylvania Department of Revenue. Warren indicated that Realty Transfer Tax is up 18%. He indicated that our reports are now due by the 10th of each month instead of the 5th. He is hoping that by January, 2007 all recorders who are not currently withholding their RTT commission, you will begin to receive it through direct deposit into your account instead of being issued a check. Please remember when receiving a Statement of Value regarding a trust, that the Trust Agreement must be attached to the SOV. Also remember that SOV’s must be completely filled out. New Common Law Ratio factors are out to be effective July 1, 2007. The Act 40 implementation has started, Warren indicated that about 30 counties should have already received the new Realty Transfer Tax Imprint Sheets. The monies will be in your account by the 23rd of each month. Warren thanked everyone for a good job and that everything is not possible without the recorders help. All recorders were given the opportunity to spend time in vendor’s alley between 3:00 to 3:30 pm. The entertainment for the evening was a tour of Penn’s Cave with a Butler Affair Dinner. Then Arsenic & Old Lace at the Boal Barn Playhouse sponsored by Landata Technologies. June 14, 2006 The General Session was held in Room 208. Meeting called to order at 9:08am by President Donna Lutz. Roll call taken with 3 additional counties in attendance. Donna led the group in the Pledge of Allegiance. Faith introduced the following vendors with each given an opportunity to speak about their company:

1. Aptitude Solutions 2. BMI Imaging Systems 3. Ingeo 4. Pennsylvania Association of Notaries 5. RBA Professional Systems, Inc. 6. RCG Information Technology 7. Record Fusion 8. Simplifile 9. Tyler Technologies 10. US Imaging Inc. 11. Team IA 12. Sunrise Systems Donna thanked all the vendors for their support and attendance. Break Out Session for Class 1-4 counties were held in Room 203 with Jack Smith, Esq. while Class 5-8 counties attended vendor alley from 9:30 to 10:15am. Vendor alley for Class 1-4 counties were held while Class 5-8 counties were with Jack Smith, Esq. in Room 208 from 10:15 to 11:00am. Dr. Richard Hansberger, Director of E-Notarization presented a slide presentation of ENotarization. Counties can offer a service simply by contacting Martha Brown of the Department of State and indicate that you would be able to register e-notary’s if they came into your office. Lunch was provided in the Gardens Restaurant from 12:00 to 1:00pm. Lunch was sponsored by Record Fusion. The Afternoon Session resumed at 1:05pm in Room 208. The E-Recording presentation was given by Steve McDonald, Terence Farrell and Tom Murphy. Currently e-recording is working in all 4 counties. Jack Smith presented the Solicitors Report. He felt that 3 issues seem to be the driving force behind legislation: 1. Patriot Act 2. Social Security Number issues 3. Privacy issues He indicated that currently there is no legislation in place to require e-recording in the state of PA, however, he felt that you will see legislation in the future. Please remember that the 50 cent writ tax also applies to plans/plats.

Jack Smith’s report is in the conference folder. Patty Streams-Warman, legislative chair presented the legislative report. Sherwood legislation to take the liability away from the Recorders Office. (see legislative report). Donna presented Patty with a Certificate of Recognition for all her hard work during the past year. Recorders Manual Committee Report given by Jan Kalajainen, chair indicated that the first 3 chapters of the book are almost finished. The book will have 3 parts: solicitors info, discussion and law. Others felt the book needed room for notes and other possible items. Bonds & Commission report was given by Donna Lutz. Donna indicated that the Department of State is open to anything to correct the bonding & commission procedure, but they cannot do anything because the laws have not been changed since 1955. Donna felt that the association could be the driving force behind this issue. Jack Smith indicated that the association should approve this and then let it move to the executive committee. Donna felt that 1 person from each association needs to be on a committee to try to get changes made to the existing law. Joe Davidson made a motion to appoint Donna Lutz as the rep. for the Association to handle the bonds & commissions issues. Second by Tom Murphy. All in favor. Motion passes. Steve McDonald described what PREP was and the following reports were given: Jan Kalajainen-North West Group-1st meeting last week with e-notary & e-recording demo. Nancy Becker-South East Group-Formed on 10/19/05, everyone in the industry is included, has had e-notary presentation and next meeting is 7/12/06. Jim Zugay-South Central Group-has had 3 meetings, very good response. Has had enotary demo and next meeting is in September in Fulton County. Jan Beall-South West Group-has had e-notarization and e-recording demo and their next meeting is in September. Joe Davidson-North Central Group-has not had any meetings. No interest at this time. Mary Dysleski-North East Group-no meetings at this time, info was sent out to recorders and their first meeting will be within the next 2 months. Some in the association wandered if attorneys could get CLE credits for the PREP meetings? Jack felt that the Local Bar Association in each area could probably get it approved for CLE Credits.

Donna thanked Jack for all his help the past year and presented him with a PRODA tool bag. Meeting recessed until tomorrow. Entertainment for the evening included a PSU Campus Bus Tour with a tour of the All Sports Museum at Beaver Stadium. A Reception and Dinner were held at Mt. Nittany Lounge in Beaver Stadium. Music for the evening by Tommy Wareham. The group was offered free caricatures. This dinner was sponsored by Info Quick Solutions and RBA Professional Data Systems, Inc.

June 15, 2006 Breakfast from 7:30 to 9:00am was provided in the Gardens Restaurant. General Session was held in Room 203. Meeting was called to order at 9:06AM by President Donna Lutz. Roll call was taken with no new members present. Pledge of Allegiance led by Donna. Secretary’s Minutes from the 2006 conference were approved. Auditing Committee report was given by Harvey Kreamer. Everything appears to be in order, no problems. Terence Farrell motion to accept auditors report, second by Wendy Welfley. All in favor, report approved. Jen Dixon from Lancaster presented a presentation of the PRODA website. The website is www.padeeds.com. Let everyone know that the website is up and running and check your information on the webpage. If info is wrong, simply click on Jen’s email at the bottom of the webpage and let her know. Donna presented Jen with a gift from the association for all her hard work on the website. Donna also thanked Ed Welsh from Oce’ for sponsoring the highlighters with the website info on them. Donna presented Steve McDonald with a Certification of Recognition for all his with developing the website. Steve, Nancy Becker and Terence presented the 2007 conference information. The dates will be June 11 to June 15, 2007 at the Radisson Plaza, Warwick Hotel in the Rittenhouse Square District in Philadelphia. Invitations went out for future conferences. Faith Zembower from Bedford County will host 2008 in Bedford and Emmett McCall from Carbon County will host the 2009 conference in Jim Thorpe.

Wendy Welfley presented the Resolutions Committee Report for Linda Miller, chairperson. The following committees, hosts, vendors, speakers and groups were recognized: 1. Executive Committee 2. By Laws Committee 3. Legislative Committee 4. Recorders Manual Committee 5. Ways & Means Committee 6. Communications Committee 7. Auditing Committee 8. PSAECO Committee 9. Resolutions Committee 10. Nominating Committee 11. Technology Committee 12. Joseph L. Davidson, Host 13. Barbara A. Stringer, Co-host 14. Jeffrey Shank, Legislative Solicitor 15. Jack Smith, PRODA Solicitor 16. Judge Charles Brown 17. Jennifer Dixon 18. Calvin Gilchrist 19. Ed Halpern 20. Dr. Richard Hansberger 21. Warren G. Klunk 22. Mayor Bill Welsh 23. Barry H. Williams 24. Vendors-ACS, AmCad, Aptitude Solutions, Comm of PA Dept of Treasury/Invest Program, Complete System Support, Inc., Cott Indexing Systems, Electronic Document Logistics, Fidlar Software, Foveonics, Hart Intercivic, High Tech Accessory Items, inc., IMR Limited/Landex, Info Quick Solutions, Ingeo, Iron Mountain Information Mangement, Landata Technologies, Lanier Worldwide, Inc., RBA Professional Data System, Inc., RCG information Technology, Record Fusion, Simplifile, Tyler Technologies Eagle Divison, Team IA, OCE’, and Sunrise Systems. 25. Marine Corp Leage 26. Penn Stater Conference Center Hotel and Staff. Joyce McLean did a memorial to Floss Hunt and Pete Weidenboerner a memorial to Lou Uhrnick.

Donna then introduced Lora Kulick and Ken Perry from the PA Department of Revenue to talk about 6% sales tax on copies. Transactions in recorders offices that are taxable: 1. Copies from a copy machine 2. copies from a printer 3. CD/tapes (information of indexes or images) A title company presenting a certificate of exemption to you must have a sales tax license number so that they are then selling them to their customers and charging sales tax at that time. Implementation for the sales tax is 1/1/07. Each county will have at least 1 sales tax license. Requests for exempt copies do not need to have exemption number on receipt, however you must be able to tract the receipt to the exemption certificate. There is a commercial site at www.pacode.com for Title 61. Donna thanked both Lora & Ken and presented them each a PRODA gym bag. By Laws Committee proposed changes were read by Beverly Casella, chairperson. Tom Murphy motion to accept changes, second by Patty Streams Warman. No questions, all in favor, changes approved. No Old Business. New Business Stipend for Legislative chair-Harvey Kreamer motion to move to Executive Committee, second by Bob Zeigler. No questions, all in favor, motion passes. Joe Davidson motion to review stipend for Secretary & Treasurer, handled by Executive Committee per by-laws. Jane Weatherbee, nominating committee chairperson, presented the following nominations; President-Faith Zembower, Bedford County 1st Vice President-Tom Murphy, Westmoreland County 2nd Vice President-Valerie McDonald-Roberts, Allegheny County 3rd Vice President-Rhonda McClelland, Mercer County Treasurer-Pete Weidenboerner, Elk County Secretary-Wendy Welfley, Perry County

Members at Large:

James Zugay, Jr., Dauphin County Karen L. Starck, Clearfield County Randi Reisinger, York County of Perry

No other nominations. Jane Weatherbee motion to accept the nominations, second by Bob Zeigler, no questions, motion passes. Motion to Adjourn meeting by Tom Murphy, second by Faith. Meeting adjourned at 11:30am. Lunch was provided at the Gardens Restaurant for those who wanted to attend. A golf outing sponsored by ACS was taken to Toftrees while everyone else enjoyed a free afternoon. Group photo sponsored by Hart Intercivic was taken outside in the courtyard at 6:30pm followed by the President’s Dinner in President’s Hall. The Penn State NROTC Color Guard did the Presentation of Colors, followed by the Pledge of Allegiance and prayer by Pastor Ronnie Neff. The Honorable Judge Charles C. Brown, Jr., swore in the new officers followed by the entertainment for the evening by the Centre Swingers. June 16, 2006

Breakfast was available in the Gardens Restaurant from 7:30 to 9:30am with an Executive Committee Meeting at 9:00am.

We hope everyone had a safe trip home and we would like to thank Joe and Barb for all their hard work over the past year to make this conference a success.

Respectfully submitted,

Wendy Welfley, Secretary Pennsylvania Recorder of Deeds Association


				
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