December 4, 2009 Minutes

Red Lion Hotel
3301 Market Street
Salem, Oregon

In Attendance:

Sara Stevenson, President
Marc Anderson, Vice President
Sharee Emmons, Secretary
Debora Leopold Hutchins, Director
Deane Bristow, Director
Dwayne Kroening, Past President

Absent:

Sharon Harris, Treasurer
Gary Hales, Director Elect
Benson Meyers, Director Elect

Treasurers’ Report:

Approval of the Treasurer’s Report and Annual Conference financial recap was deferred pending receipt of an e-mail version of the reports.

Review of Minutes:

A motion to approve the Minutes of September 30 and October 2, 2009 was made by Dwayne Kroening. Seconded by Deane Bristow. Unanimously approved.

New Business:

Election Results: Ballot counts were reviewed. The Bylaws Amendments were unanimously approved. Gary Hales, Marion County, and Benson Meyers, Portland Public Schools were elected to fill Board positions by a majority vote.

Conference Wrap Up: It was the consensus of the Board that all details had previously been discussed at the October 2nd meeting. No further discussion was held.

Spring Meeting: It was agreed that the Spring Conference will be held April 9th in Salem. Sharee Emmons will contact the Salem Conference Center and Red Lion Hotel to check availability of facilities and potential charges.

Lengthy discussion was held regarding potential subjects for the Spring Conference. All agreed that Cyber Liability is a subject that all organizations, regardless of size, need to be aware of and prepared to deal with. The Oregon Consumer Identity Theft Protection Act - passed by the 2007 legislature – gave consumers more tools to protect themselves against identity theft. It also provides Oregon businesses and government clear direction and expectations to ensure the safety of the personal identifying information they maintain. Personal information includes a consumer's name in combination with a Social Security number, Oregon drivers license number or Oregon identification card, financial, credit or debit card number along with a security or access code or password that would allow someone access to a consumer's financial account.

Potential exposures and financial impact as well as methods to assess potential risks, and damage mitigation and exploration of insurance coverage availability are all issues to be addressed. Debora Leopold Hutchins reported she had recently heard a presentation by Ann DeVries, Wells Fargo Insurance Services, on this subject. Debora will contact her to discuss a potential presentation. It was also agreed that an underwriter, a representative from Information Technology and someone who has actually had an event occur would provide a broad spectrum of exposures and mitigation techniques.

Call for Presentations Form: Sara Stevenson presented a “call for presentations form” that was used by RIMS to solicit member input on possible future conference subjects and speakers. Sharee Emmons will transmit this form to the PRIMA mailing list to solicit comments. The form will also be made available on the OR-PRIMA web site.

Other Business: Discussion was held regarding the impacts of the Oregon Tort Reform on State contracts. Marc Anderson agreed to contact Teresa Boes, DAS, to follow-up on discussions held at the Fall Conference. Representatives from various counties and cities have agreed to meet to discuss potential impacts and solutions.

Marc Anderson reported Multnomah County has submitted two programs to National PRIMA for awards: the updated Contacts and Insurance Indemnification Manual and Insurance Certificate tracking program that was developed by Multnomah County staff.

Sara Stevenson reported she has been contacted by National PRIMA regarding archiving of Oregon chapter records on their site. No formal action was taken at this time.

Adjournment:

There being no further business, the meeting was adjourned at 2:10 p.m. The next regularly scheduled meeting will be held January 8th, 2010, at the Red Lion Hotel, Salem.

Sharee Emmons
Chapter Secretary