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Rick Hagen President Joseph Martinez Executive Director

2008 Grant Committee Meeting. Rick Hagen President Joseph Martinez Executive Director Cynthia Hampton Assistant Executive Director Tiffany Martin Chief Financial Officer Melissa Schank Director of CLE and Special Projects Craig Hattersley Communications Director. Presented by:.

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Rick Hagen President Joseph Martinez Executive Director

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  1. 2008 GrantCommittee Meeting Rick HagenPresident Joseph MartinezExecutive Director Cynthia Hampton Assistant Executive Director Tiffany Martin Chief Financial Officer Melissa Schank Director of CLE and Special Projects Craig Hattersley Communications Director Presented by:

  2. Change & Growth - TCDLA Joseph

  3. Expenses Total $1,228,425.37 Joseph

  4. Expenses Total $1,142,135.26 Joseph

  5. Change & Growth - LEI Joseph

  6. Duties & Responsibilities of Board Members Rick

  7. Auditor Update Tiffany

  8. Back Up Overview Daily back up of 1) database and 2) network Check each day for back up completion 3 sets of back up drives, rotation of daily back ups Stored in fire proof safe 4th back up off site at Cynthia’s house – 30 days Database – 9 months Melissa

  9. Amicus Curiae | Wm. Reagan Wynn Budget & Finance | Lydia Clay-Jackson Child Protective Services Taskforce | Paul Conner CDLP | Robert Lerma & Mark S. Snodgrass Corrections & Parole | David P. O’Neil Death Penalty | Jim W. Marcus & John P. Niland Driving While Intoxicated | David Burrows & Lawrence G. Boyd Federal Law | Richard Alan Anderson Hall of Fame | E. G. Morris Innocence | Jeff Blackburn Lawyers Assistance | Richard Scott Gladden & Kelly Pace & James M. Pape Legislative | Keith S. Hampton Nominations | Stanley G. Schneider Public Defenders | Angela J. Moore Strategic Planning | Tom Pappas Strike Force | Michael P. Heiskell TCDLEI | Lydia Clay-Jackson Committee Chairs FY 2008-2009 Rick

  10. TCDLA 501 (c)(6)TCDLEI 501 (c)(3) Joseph

  11. Executive Director’s Employment Agreement Joseph Martinez Joseph

  12. Membership Overview number of current members: 2,713 number of non-renewing:728 demographics: age 50+, only attending a seminar, renew one year later new members: 377 demographics: new lawyers, attending a seminar new member retention: 54% renewing members: 2,030 Melissa

  13. 9 TCDLA Affiliates | President Austin Criminal Defense Lawyers Association | Virginia Greenway Central Texas Criminal Defense Lawyers Association | Brian Baker Coastal Bend Criminal Defense Lawyers Association | David Stith Concho Valley Criminal Law Association | Fred Brigman Harris County Criminal Lawyers Association | Mark Bennett Heart of Texas Criminal Defense Lawyers Association | Richard Mock Lubbock Criminal Defense Lawyers Association | Laurie Key Panhandle Criminal Defense Lawyers Association | Vaavia Edwards Warren Burnett Criminal Defense Lawyers Association | H. W. Leverett Joseph

  14. 33 Local Criminal Defense Bars & Presidents (inc. affiliates) • Austin CDLA | Virginia Greenway • Bell CCDLA | Paul Lepak • Brazos CCDLA |David Barron • Cameron CCDLA |Robert Lerma • Central Texas CDLA | Brian Baker • Coastal Bend CDLA | David Stith • Concho Valley CLA | Fred Brigman • Dallas County CDLA | Brady Wyatt • Denton CDLA | Brent Bowen • El Paso CDLA | James Darnell • Ellis County CDLA | Mark Griffith • Fort Bend CDLA | Michael Njoku • Galveston County CDLA | Robert Monks • Grayson County CDLA | John Smith • Gregg County CDLA | Richard Hurlburt • Harris County CLA | Mark Bennett • Heart of Texas CDLA | Richard Mock • Hidalgo County CDLA | Oscar Alvarez • Hood County CDLA | Alan Steele • Jefferson County CDLA | Peter Doyle • Kaufman County CDLA | Darla McLeroy • Lubbock CDLA | Laurie Key • McLennan County CDLA | Walter Reaves • Montgomery County CDLA | Stephen Simonsen • Panhandle CDLA | Vaavia Edwards • San Antonio CDLA | Adam Kobs • Smith County CDLA | Leslie McLean • South East Texas CDLA | James Makin • Tarrant County CDLA | William ‘Bill’ Ray • Warren Burnett CDLA | H. W. Leverett • Wharton County CDLA | Mark Racer Joseph

  15. Seminar Overview 5 year planning schedule – city/topic Contracts 2-3 years in advance - site Course Directors 1-2 years in advance Market via web & Fax 1 year out Agenda 6 months out Speaker travel 4 months out Brochure mail 3 months out Events details ongoing – av, food, electricity, books, cds, etc. Melissa

  16. Capital Assistance Attorney • “To provide training and technical assistance to attorneys representing indigent defendants accused of capital crimes.” Cynthia

  17. Training-Capital • 2 day substantive Seminar • 2 day Forensics Seminar • 4 day Capital Trial Advocacy Training • 2 and ½ day Capital Voir Dire Seminar • 2-day Cross Exam Seminar Cynthia

  18. Training-Capital (cont.) • 2-3 day Punishment Seminar • Rusty DuncanCapital Litigator’s Luncheon • 1 day Mitigation Seminar Cynthia

  19. Training-Non Capital • El Paso Public Defender • Dallas Public Defender Cynthia

  20. Publications • Trial Notebook • Texas Traffic Laws 2006 • Punishment Source Book • Losch’s Texas Capital Defender Manual • Capital Litigation Update • Cheat Sheets Cynthia

  21. Other Resources • Capital Motions Disc • State Motions Disc • Federal Motions Disc • Capital Brief Bank • Memo Bank • Expert Lists (On TCDLA.com) Cynthia

  22. Other Projects • Compile and maintain a complete list of attorneys on the indigent defense lists in all 254 Texas Counties. • Monitor the Capital Listserv • Maintain Accurate list of all pending capital cases in Texas Cynthia

  23. General Stuff • Staff Seminars in West Texas area • Provide assistance to any attorney, investigator, mitigation specialist or attorney staff needing a specific kind of assistance. Cynthia

  24. Publications Overview number of publications: 42 number of new publications FY2008: 8 approximate gross sales at Rusty: $10,000 projected total sales for FY2008: $120,000 Cynthia

  25. Listserv One time sign up Several notification options Easy as replying to email Compatible with MS outlook, email base programs, handhelds, blackberrys and trios, GroupWise Tools that work, attachments, calendaring, archives Coming end of July Cynthia

  26. Strike Force • Member Benefits • Motion of the Month • SDR • Capital Litigation Website Experts List Resources Brief Bank Capital Motions Helpful Links Releases Regulations Voice Archives Online Directory Cynthia

  27. Voice for the Defense Magazine 10 issues per year Cover designed 3 months out Deadline 15th month preceding Editing & articles Cost increased significantly when unable to meet deadlines number of Voice run a month: 4,082 monthly cost for Voice: $6,000 amount paid by CDLP: $800 amount paid by TCDLA:$1,200 articles waiting to be published: 10 Craig

  28. Directory Overview Cover designed in January Market to non-members and members for renewals and updates Solicit for advertisers Template for directory elements Drop in data Formatting several months Mail September 1st Craig

  29. Board & Staff Reports In the Loop Reports – Randy Wilson Moving to Electronic Copies, paper available Email notifications & Links to download Quarterly Reports Committees send in Reports Joseph

  30. Overview of Staffing Joseph

  31. Court of Criminal Appeals of Texas Judicial and Court Personnel Training Program Grant FundingFY 2008 Tiffany & Joseph

  32. Grant Fiscal Year September 1st through August 31st FY 2009 September 1, 2008 - August 31, 2009 Tiffany

  33. Grant Fiscal Year • Every Grant Year Stands Alone • New Application Every Year • New $Amount Awarded Each Year Tiffany

  34. Yearly Grant $ Breakdown *Other Income is Interest Income and Program Income **$12,369.29 UB grant & $80,397.67 UB program income ***All unexpended prog. Inc. Tiffany

  35. Unexpended Balances UB • Grant Money not spent or encumbered by August 31 of that same fiscal year • Program Income • Seminar on-site registration fees • Publication sales Tiffany

  36. Program Income • Seminar On-Site Registration Fees • Publication Sales Tiffany

  37. Grant Writing Process • Planning seminars in Texas • Create a budget • Submit the application and the budget • Nine judges review and vote on amount to be awarded to TCDLA • Finally, approve amount mailed to court auditor who forwards the message on to TCDLA

  38. Grant Writing Process • Possible budget cuts • Rewrite the budget for new amount approved by the judges

  39. Versions of the Grant • All funds available for Criminal Defense • All available funds plus UB • Only amount awarded by the Court • Amount awarded plus UB • Grant Adjustments Tiffany

  40. The Grant Budget • Salaries and Benefits • Staff and Committee Travel • Equipment Purchases • Operating Expenses • Seminar Participant Travel-Scholarships • Speaker Travel Expenses • Seminar Costs Tiffany

  41. Sharing Expenses With TCDLA • Each salaried position is a different % split • Average of all salary splits in 2007 = 69% • Operating expenses = 75% Grant Tiffany

  42. Grant Restrictions • Actual & NecessaryExpenses • ItemizedReceipts • DollarLimits Tiffany

  43. Maximums: • Staff, Committee, & Participant Meals : $36/day • Staff, Committee, & Participant Lodging : $85/day • Staff, Committee, & Participant Travel : $.485/mile – asking for .505 • Speaker Meals : $72/day • Speaker Lodging : $170/day • Speaker Travel : $.485/mile – asking for .505 • Airfare and/or Rental Cars for everyone are booked through Seminar Assistant Tiffany

  44. CCA Grant Regulations Travel Reimbursements • When traveling in your own vehicle please use the TEXAS MILEAGE GUIDE to calculate your mileage. http://www.window.state.tx.us/comptrol/texastra.html • NO ALCHOL will be reimbursed • NO tips or gratuities will be reimbursed • NO valet parking, except for speakers, handicapped, or if required by the hotel • NO long distance phone calls will be reimbursed, unless a statement is signed saying the calls are grant related. • NO high speed internet connection Tiffany

  45. Compliance Quick Reference Travel Reimbursements Itemized Receipts Required • Lodging • Airfare • Meals • Car Rental • Gas • Taxi • Shuttle Tiffany

  46. Compliance Quick Reference Due Dates Due to the Court • 1st of Month: QuickBooks files for prior month • 10 Days after every seminar: Sign-In sheets • 60 Days after every seminar: Evaluations • November 30: Final close of prior fiscal year • July 1: Grant Application for next fiscal year Tiffany

  47. Mr. William Hill- Court of Criminal Appeals Auditor WHO Every check that is written from Grant funds is audited WHAT Audited after several months of spending WHEN Grant Audit Process Ensure compliance with Grant Conditions WHY Tiffany

  48. Follow-up with Board Members Joseph

  49. Closing Comments Rick

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