Jan-Feb 2014 INM eNewsletter
Hello and welcome to the first completely digital edition of the INM newsletter. You’ll find a table of contents just below this introduction with links to each article.
Table of Contents
01. Save the Date!
02. Board of Directors’ Notes
03. Kathy Fontaine Retires from INM
04. Our New Administrative Coordinator Search is complete!
05. Nominee Search For The 2014 INM Notary Awards Now Underway
06. How Can I Notarize a Document Written in a Foreign Language?
07. Membership Challenge
08. Officiant to the Rescue!
09. The Emergency Wedding Kit
10. Notary Q&A
11. 2013: The Year in Review
12. Welcome New Members!
Save the Date!
21st INM Education Conference and Annual Meeting is coming soon!
Thursday, April 17, 2014
Seasons Event & Conference Center
155 Riverside Street, Portland, ME 04103
Sign in: 8:30 a.m. Conference: 9 a.m. – 4 p.m.
Download the registration form
Download the vendor registration form
Dear INM Members,
…a Status Update of the past couple of months (since the last issue).
The November meeting – called to order by Victoria Baldwin-Wilson, our Vice President – welcomed potential Board members. Mike Richard, one potential candidate has now satisfied the requirements for Board Membership and was asked to entertain the notion of nomination. Mike will think about it and let the board know of his decision at the next board meeting. As with each Board meeting, the regular business of the organization was reviewed and discussed. Taanya Pillsbury was offered the position of Administrative Coordinator for INM, a vote was held at the end of the meeting to officially offer her the position and she accepted. This acceptance required that she resign from the board of directors – effective with her signing of the annual contract for the position starting in January.
The transition to the new webhosts has not been as smooth as we had hoped and we have been working with the webhosts to resolve some ongoing issues. Also, this will be the last PDF copy of the INM Informer Newsletter. After the first of the year, it will be a web-based newsletter that you can access from the email that is sent out each issue. You will be able to download the items that interest you the most from each issue. The articles will continue to be due by the second week of each month…so, if you would like to contribute to the newsletter, you can send the articles to Member Services or the Editor. We would love to hear from you…even if it is only a photo with a short comment about your photo! The contact information is: email@example.com or MemberServices@informednotariesofmaine.org.
The Notary 101 was held in October and was a great success! The Summary article was in the last issue.
We held an informal business meeting for ‘active board members only’ this month. We took time to acknowledge the dedication, perseverance, and service to INM that Kathy Fontaine provided to our organization over the past 7 years as the Administrative Coordinator; we truly could not have gotten to where we are without her daily service to INM. The board wishes Kathy well in her future endeavors.
The board spent the rest of the meeting discussing the many aspects of the next annual conference in April. Vendors, Ads, and sponsors are needed! Please let us know if you have any suggestions for this event scheduled for April 17, 2014.
INM is still seeking candidates for its Board of Directors. Do you have an interest in keeping up with notary law? Do you want to network with other notaries once a month? Do you have good organizational and communication skills?
INM has openings for several Board members. This is a volunteer position where Board members meet approximately once a month. We spend two to three hours of time per month doing committee work. If you are interested in volunteering your time and services, or wish to just start off by attending a board meeting to see what it is all about, you can contact Member Services to verify meeting dates, times, and locations. The meetings are generally scheduled at the Curtis Memorial Library in Brunswick. Although the Board of Director meetings are open meetings for all INM Members to attend as guests, you must RSVP to attend. Please contact Member Services by 3:00 PM at: 846-8959 or you can email Member Services at firstname.lastname@example.org.
We look forward to bringing you the next update in the March/April edition of The Informer.
You can read the details of the Board of Directors Monthly Minutes (including the Planning meeting minutes) in that section of our members’ only page on our website. [https://www.informednotariesofmaine.org/inm-meeting-minutes] (you must be logged in to access this section and view these).
Respectfully Submitted by your current Board of Directors,
INM Seeks New Leadership
Why should you become a member of the INM Board?
Oversee a statewide, non-profit educational organization
PERSONAL AND PROFESSIONAL DEVELOPMENT
Share and enrich your professional development skills in such areas as communications, marketing, public relations, logistics, leadership, financial statements, and public speaking
Develop relationships with other professionals and colleagues from around the state
SECURE INM’S LONGEVITY
Shape the direction of the INM and ensure the future of this important resource for Maine’s Notaries Public
For additional information or to be considered for a position, please email INM Administrative Coordinator Taanya Pillsbury at: email@example.com.
Kathy Fontaine retires from the Informed Notaries of Maine Administrative Coordinator position after 7 years of loyal service.
Many of you are already aware that our Administrative Coordinator, Kathy Fontaine, retired from her position with INM, effective December 31, 2013.
It was a sad moment for the INM Board Members, when Kathy announced in early May that she would be retiring in December as the Administrative Coordinator. As she has been such an integral part of our organization’s daily practices over the last 7 years, the Board was a bit concerned with how to replace such an instrumental person.
Kathy was hired as an independent contractor to work on behalf of INM as the INM Administrative Coordinator and the Newsletter Editor. As you can imagine, Kathy put in many long hours for these two positions. As the organizational membership grew, it was determined that the two roles would be separated into two independent positions. Kathy continued in her role as the Administrative Coordinator. The Board relied on her many exceptional skills for all the daily tasks related to running a membership organization with more than 790 members! Over the past year, new labor regulations caused the independent contractor criteria to change. As such, Kathy’s status from independent contractor changed to employee, making her the first paid employee of INM. This in itself created much change in the organization’s structure and budget. Kathy continued her service to INM without any reservations while the Board implemented the necessary changes. For this, the Board will be forever grateful, as she helped us shape the role of the Administrative Coordinator.
No doubt, Kathy will be moving on to bigger and better things. She will be missed by us all. We, the Board of Directors, would like to take this time to acknowledge her hard work, dedication, perseverance, and loyal service to INM over the past 7 years. We, as an organization, would not be where we are today without Kathy’s daily service to INM. Please join us as we wish Kathy well in her future endeavors.
(edited by Kathryn 2/9/14)
The Board of Directors was pleased with the number of applications received for the Administrative Coordinator position. Many qualified applicants sought the single position. After much deliberation by the Board of Directors of INM, a choice has been made.
INM is excited to announce the hiring or our new INM Administrative Coordinator. Please extend a warm welcome to Taanya Pillsbury as the new INM Administrative Coordinator.
Taanya holds a current notary commission and has been a member of INM since 2002. She has served as a member of the INM Board of Directors since 2005, holding several executive positions (Secretary, Vice President, Treasurer, and most recently President). She served INM as the Informer Newsletter Editor (2010-2012) and has also served on the Education, Website, Events & Conference Planning, and the Finance Committees over the years she has served on the board.
She earned her Associate’s Degree in Business Administration and is currently working toward a Bachelor’s Degree in Information Technology and Business Administration. She currently practices her skills in the Training Technology field as well as works as a Clinical Assistant with MAS Home Care of Maine.
Taanya has been a notary since 1995, and is NNA Certified and Background Screened as a Notary Signing Agent. She enjoys teaching, performing weddings, and providing mobile notary services as a certified notary signing agent. She continues to provide trainings in the mobile notary/notary signing agent field for INM throughout the year. Taanya is married, has two children and several grandchildren. She resides in Oxford with her husband, Michael.
The Board believes that Taanya will bring her experience and expertise to this position. She has shown her skills and loyalty to INM through her service over the years to the INM organization. In her role as the new Administrative Coordinator, she will be tasked with providing a beneficial resource to our membership. By accepting the position, Taanya was required to resign from the Board, effective January 1, 2014. The INM Bylaws indicate that an INM employee cannot serve as a Director on the Board of INM.
Taanya has worked closely with our previous Administrative Coordinator, Kathy Fontaine, over the years and continued to work closely with her during the two month transition process. This transition will not change any expectations of our members. The administration provided under Kathy Fontaine will continue without any changes in the organizational structure for our membership. You will continue to contact us at the same phone number, email addresses, and mailing address. Our website address also remains the same (www.informednotariesofmaine.org).
Taanya will be working hard over the next couple of months preparing for our upcoming annual conference in addition to her daily tasks as the Administrative Coordinator.
Please join us in welcoming our new Administrative Coordinator, Taanya Pillsbury!>
(edited by Kathryn 2/9/14)
Do you have a question for INM?
Send your questions to firstname.lastname@example.org.
We would love to hear from you!
The Informed Notaries of Maine presents two awards at the annual conference each April to recognize individuals who have dedicated their time and efforts to the improvement of notary education and outreach throughout Maine.
The Informed Notaries of Maine is now accepting nominations for two of its highest honors:
The Fred Robinson Award
The ideal candidate would be given this award in honor of the late Fred Robinson. Fred was a charter member and past president of INM. The award is given in recognition of the Notary Public who has done the most to further the education of notaries public throughout the State of Maine.
The William Diamond Award
The ideal candidate would be given this award in honor of a former Secretary of State and a charter member of INM, William Diamond. The award honors the individual who has made a major contribution to the Informed Notaries of Maine in the past year.
If you know a Notary who fits the bill, please submit an official nomination. All entries must be received by Friday, March 14, 2014.
By Kathy Montejo, Board Member
There have been a few questions posted recently to the INM Facebook group asking about the process and procedure for notarizing documents that are presented by a customer but are written in a foreign language that the notary is unable to read and understand. How does a notary handle this transaction? Does the entire document need to be translated?
If a customer seeks your services as a notary and presents a document in a foreign language to be notarized, you as the notary need to follow a few steps:
- Inquire if the customer can read the language the document is written in and understands the document they are signing.
- Make sure the Jurat (notary statement section) is written in a language that you as the notary can read and understand.
If the document is written in a language the customer can read and understand, and the Jurat is written in a language the notary can understand, then the notary is all set to complete this transaction following the standard notary practices.
The customer does not have to go to the time and expense of having the entire document translated. However, if the Jurat is presented in a language the notary cannot read, then the customer would need to bring back a translated version of the Jurat for the notary to complete the transaction.
Keep in mind the purpose of the transaction at hand – the notary is only witnessing the customer’s signature and of their understanding of the document. The notary public does not need to understand the document themselves.
Notaries are also reminded the state has a notary database on their website and one of the fields on the database includes foreign language comprehension. A notary is welcome to refer their customer to another notary who is familiar with the foreign language if the customer cannot have the Jurat translated.
YOUR AD COULD BE RIGHT HERE!
Connect with other notaries and businesses around the great State of Maine…
…want to get your name out there?
…want visitors to your website?
Did you know that INM has very reasonable advertising rates? You can have your ad in the next enewsletter…
Advertise with us!
Email us at email@example.com
You are invited to participate in the 2014 INM Membership Challenge.
How, you ask? Well, it’s simple!
Just refer three notaries [that are not currently members of INM] to join INM!
When they join, you will receive a complimentary one year extension to your existing membership.
When the new member registers with INM, simply have them write your name on the registration form and include the words, “By Special Invitation.” If registering online, have them send an email to firstname.lastname@example.org letting us know that you referred them as a new member, so that you will get credit for the referral.
In addition, anyone signing up five or more new members will have their name placed in a drawing to win a three-year extension to their membership, plus a special gift. This Membership Challenge runs until the end of April, 2014.
AND…if you get five or more new members before the April Conference there will be an extra prize awarded to you at the conference.
“So go ahead! We dare you…Take the challenge and start recruiting now!”
Its ten minutes to “go time” and the Bride has to go! This can be a recipe for disaster… all kinds of troubles await. She is gone for four minutes and returns to you, screaming. There is now a huge lipstick mark right in the center front of her gown! What will you do?
There are two answers: The first answer is very frightening because you haven’t got a clue what to do or how to do it. The second answer however, can turn you into a Superhero! I grab the Tide-to-Go from my kit and have at the stain. Once it is removed, I plug in my hairdryer and dry the wet spot. And, when the Bridal music begins, we are there!
The best Officiants are the ones who anticipate trouble and have a solution with them every time. This is in the form of a “Wedding Emergency Kit”. My “Emergency Kit” is in a rolling suitcase and I never leave home without it! All my “problem solvers” are stored in clear, zip lock bags so that I can find them quickly.
I have had a Groom show up whose tailor only shortened one pant leg…Style Snaps save the day. Two buttons have popped off of the Groom’s vest…Buttoneer to the rescue. Best Man nasal hairs? Enter the Micro Trimmer (with extra AAA batteries). Bow falls off the Bouquet? I bring out the trusty Glue Gun. Bride is “busting” out of her gown? Double-sided garment tape takes over.
I could go on for hours. Everything that is in my Kit is there because at one time, I needed it and didn’t have it. I am very sure that even more things will be added to it in the future.
I would like to share this “Kit Inventory” with you in hopes that you are never caught without a solution. Enjoy it and have a great 2014, planning extraordinary Weddings.
Notary Public/ME Commission Expires: 11/8/2018
We’ve compiled the ultimate list of must have emergency wedding kit items. Whether you’re a seasoned pro or a fledgling newbie, you’ll definitely want to take a look this.
- Official Journal of Notarial Acts
- Receipt Book
- Gold Seals
- Embossing Stamp
- Ink Stamp
- Postage Stamps
- Return Address Labels
- Several Black Pens
- Business Cards
- Scotch Tape
- Stapler (mini)
- Paper Clips
- Addresses of all ME Town Clerks
- Decorative Dish
- Ring Bearer’s Pillow
- Travel Iron
- Roll of 1/2” wide Stitch Witchery
- Static Guard Spray
- White Duct Tape
- Tide-To-Go Stix
- Hot-Glue Gun/Extra Glue Stix
- Small Tissue Packs
- Hand Lotion
- Travel Toothbrushes
- Travel Toothpastes
- Dental Floss Stix w/toothpick
- Buttoneer Tool
- Travel Sewing Kit
- Safety Pins/Bobby Pins/ Hair Pins
- Downy Wrinkle Release
- Several “Style Snaps”
- Tylenol (In Date)
- Emory Boards
- Clear Nail Polish
- Book of Wedding Toasts
- Condoms (In Date)
- Samples of Romantic Poems
- Disposable Cameras (In Date/For Sale)
- Folding Hairbrushes
- Double-sided Garment Tape
- Shoeshine Wipes
- Lint Brush
- Drinking Straws
- Clear Hair Elastics
- Lip Balm
- Nail Polish Remover Pads
- Febreeze To Go
- Baby Powder
- Shoe Horn
- Corn Pads
- Eyeglasses Repair Kit
- Micro Trimmer w/extra AAA battery
- Necktie Tying Instruction Sheet
You’ve got questions. We’ve got answers. Send us your queries, and we’ll do our best to quench your thirst for knowledge with some refreshing enlightenment!
Q: Hi, my name is Melissa Ricker and I had a question about how to become a notary public in the state of Maine. My fiancee and I are planning a wedding and would like my grandfather who is currently a justice of the peace in NH (where he resides) to conduct the ceremony. We were wondering if there is any way my grandfather could become an notary public or justice of the peace in Maine in order to conduct the ceremony at a Maine location.
If you could let us know, we would really appreciate it.
Thank you very much,
Pursuant to Title 19-A §655.1A; The Office of Data, Research and Vital Statistics may issue a temporary registration certificate to solemnize a marriage ceremony to an individual who is a resident of another state and who is authorized under the laws of that state to solemnize marriages.
A non-resident of Maine; who already holds authority in their residing state to solemnize a marriage can apply for our one-day temporary certificate that grants them the authority to solemnize a marriage for a specific couple on a specific date.
There is a process fee for $100; and there’s also an expiration date of 90 days from date of processing.
The link to the website to obtain the application and instructions is http://www.maine.gov/dhhs/mecdc/public-health-systems/data-research/vital-records/forms/index.shtml
If you wish to obtain any other information in regards to this temporary certificate please contact Vital Records at 207-287-6490.
I hope this is what you were looking for. Please feel free to contact us if we can be of further assistance.
I recently received a certificate of appointment for notary and I am about to order my stamp and I do not believe I was ever sent a commission number. Is this something you could help me with? Or if not, could you point me in the right direction?
That is a great question that we get a lot.
As a commissioned Notary Public in the State of Maine, you are able to perform notarial acts anywhere within the State of Maine. Your commission is not county specific like it is in some other states.
The State of Maine issues the certificate to you declaring your commission within this state. It uses your full name as it appears on the certificate as your appointment “commission”; therefore, does not issue a “number” .
As many states ask for this to verify you are a notary public before they issue the stamps, they sometimes ask for it here in Maine. If it is a place that sells a lot of stamps to Maine notaries, they will simply ask you to see a copy of your certificate…some will request a copy to be kept on file with their company. This documentation is enough for them to prepare your order as requested.
There are many stationery stores in Maine that you can shop from for your notarial tools – or you can find some of these great notary tools online! Check out the links on our website for various notarial supplies at: https://www.informednotariesofmaine.org/supplies.
For information regarding what needs to be specifically on the stamp and what type of stamp you need you should check out the Maine State Notary website at: http://www.maine.gov/sos/cec/notary/notaries.html you can scroll down the page and see the link for the Notary Public Handbook and Resource Guide. The guide itself is located online at: http://www.maine.gov/sos/cec/notary/notaryguide.pdf …you will find reference to the stamp on page 4.
It is highly recommended that you also start right off using a log book or notary journal. You will find this product on our site as well.
If you need any further assistance with this or would like to be pointed in any other direction, please do not hesitate to contact us!
We look forward to assisting you with all your notarial needs and/or questions.
Q: Hi, On April 30, 2002, A notary [name withheld] from Dayton Maine, Notarized a “QUIT CLAIM DEED”. I was not present when she notarized it!
My older sister went in a Key Bank in either Biddeford or Saco, where she worked and had it notarized there. I recently talked with [the Notary] about this and she has no records of who was there when it was signed, just the date of April 30, 2002. I need to have this ‘QUIT CLAIM DEED”, VOIDED, because of a family house problem, and to get my name back on the deed of the house.
I need a statement from [the Notary], saying I was present when she notarized this deed! Can you tell me who can help me with correcting this problem for me and getting a statement from [the Notary]?
Thank you for contacting Member Services at the Informed Notaries of Maine.
One of the key requirements of a Notarization is the fact that the signer must appear before the notary public. If your signature was on the document and [the Notary] notarized that she witnessed your signature that is a problem if you were not there. However, if [the Notary] was only notarizing that she witnessed your older sister’s signature [who did appear before her] than she is not at fault, she notarized the signature of the person that appeared before her.
If your name was not listed on the Quit Claim Deed and it should have been then you will need to speak with a lawyer or to the person that drafted the deed and did the background research for who actually owned the property. This is a legal matter and you will need to contact a lawyer to assist you with this matter.
If it is discovered that the notary public did notarize the document erroneously and with malicious intent to defraud, then you can contact the Secretary of State’s office and report her to the Notary Public section. Your lawyer can assist you with this. The contact information to reach the Secretary of State’s Notary Public Office is listed below. Also, you can speak with Rebecca Albair regarding the next steps by calling and explaining the situation to her, if it is notary related, she can direct you to the right place.
The contact information is as follows:
Department of the Secretary of State
Division of Corporations, UCC and Commissions……….. (207) 624-7752
E-mail address: email@example.com
Website address: www.Maine.gov/sos/cec/notary/index.html
Mailing address: 101 State House Station, Augusta, ME 04333-0101
Physical location: 111 Sewall St., Burton Cross State Office Building, 4th fl., Augusta, ME 04330
Searchable index of Notaries Public/Dedimus Justices: www.Maine.gov/online/notary/search
Questions concerning Notary Public laws, rules or procedures, document legalization (Apostilles or authentications).
I hope this information was helpful to you.
It is that time again for INM to present a snapshot of the past year. So, let’s take a moment to reflect a little on what has happened in INM in 2013:
- April, 2013 – Annual Conference, UMaine, Wells Conference Center, Orono, ME
- (Save the Date for April 17, 2014 – Annual Conference, Seasons Event & Conference Center, Portland)
- June, 2013 – Mobile Notary Workshop (Beginner), Auburn
- August, 2013 – Mobile Notary Workshop (Advanced), Auburn
- October, 2013 – Notary 101 Workshop, Augusta
SUPPORTERS OF INM:
- INM would like to take a moment to thank all the many supporters of INM. Over the past year, there have been many that supported INM with the events and tasks we undertake, not to mention all the articles contributed to the Informer newsletter. We could not have provided the quality conference, trainings, workshops, and newsletter without these great sponsors, vendors, and collaborators. Thank you!
- INM Administration would also like to take this opportunity to thank all the many volunteers who have given their time over the past year to complete the many tasks that the INM organization needs to fulfill to keep your organization running smoothly. It is important to note that the INM Board of Directors as well as the many committees are all volunteer positions. These folks provide their time and services at no cost to INM. Thank you!
- INM would like to welcome Matt Dunlap as the new Secretary of State. Matt and his staff have been very supportive of INM’s mission – to educate notaries.
- INM received a personal letter from Governor LePage thanking INM for all the important work that we do and wishing us continued success.
- Last but not least, the INM Board of Directors, would like to thank, YOU, the INM Membership for your continued support of your member organization. We appreciate the trust you have in us as we move the organization forward.
- INM renewed the Administrative Coordinator Contract with Kathy Fontaine, who has been our Administrative Coordinator for the past seven years. This year, new labor regulations required us to hire Kathy as our first INM paid employee since she could no longer be qualified as an independent contractor.
- INM contracted with Graham Nash, as an independent contractor, to provide his services as the INM Newsletter Editor.
- INM hired L.A. Professional Bookkeeping Services to provide bookkeeping services to the member organization.
- INM contracted with RedWire Host to provide website redesign and hosting services.
INM BOARD OF DIRECTOR UPDATE:
- Kathy Montejo – Immediate Past President
- Taanya Pillsbury – Interim President
- Victoria Baldwin-Wilson – Vice President
- Kathryn Darrah –Secretary
- Christine Wolfe –Treasurer
- Michael Lapham – Board Member, willing to assist where needed
- Linda Morin – New Board Member this year
Typically, INM awards two particular awards each year, they are:
Fred Robinson Award – in recognition for the Notary Public who has done the most to further education of notaries public in Maine;
William Diamond Award – in recognition to the individual who has provided a major contribution to INM.
However, this past year, we opted for something different for our 20th Anniversary of INM. We decided instead to recognize three very special and instrumental people who have supported INM over the years. The three people were:
- Geraldine Mountain, who was our very first dues paying INM member at the very first INM meeting. Geraldine is a longtime supporter of INM and notary education. She was awarded with a beautiful bouquet of flowers for her continued support of INM.
- Bill Diamond, a former Secretary of State, has always been a strong supporter of INM. Bill was awarded with an INM Padfolio.
- Sherry Tibbetts, a member on INM since day one of the organization and is a past president of INM. Sherry was awarded the very first Platinum Award for her unwavering guidance of INM – first as a member and then as a president for 10 of the 20 years we have been in existence.
We feel we are again growing a strong Board of Directors. However, we are always looking for more people to help with the work of the Board. If you are interested in becoming a member of our Board of Directors, please go to the INM website: www.informednotariesofmaine.org and complete a Board Application Form (located under the Board of Directors tab), and submit it to our address or email it to: firstname.lastname@example.org.
If you are not yet ready to commit to a director seat, there are committees that you can serve on to ‘wet your feet’ with the INM organization, just email: email@example.com or firstname.lastname@example.org and let us know where your interests lie.
As we start the New Year we hope to see you at the upcoming Annual Conference in April, 2014.
(edited by Kathryn 2/9/14)
Nov 1, 2013 – December 31, 2013
Susan E. Cormier, Old Orchard Beach
James M. Katz, Saco
Terri A. Newell, Oakland
Jody A. Murphy, Hancock