March-April 2014 INM Newsletter
Dear Members,
Hello and welcome to the March/April 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. It’s Almost Here!
02. 2014 Conference Workshops
03. Meet this Year’s Speakers
04. Board of Directors’ Notes
05. Notice! Open Letter to the Membership
06. Meet Michael F. Richard
07. Meet Nina Rochette
08. ID Verified: An INM Member’s Story
09. Inventory Clearance
10. Notary Q&A
11. Welcome New Members!
It’s Almost Here!
Be sure to register now to reserve your seat.
Check out the conference agenda.
WHEN: Thursday, April 17, 2014
WHERE: 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
2014 Conference Workshops
GENERAL SESSIONS
Notary 101: Best Notary Practices & Common Forms
This is a great review and refresher workshop for both the new and veteran notary. Learn the required steps for performing a flawless notary transaction. Notary powers and duties, acceptable forms of identification, notary dos and don’ts, conflict of interest and more will all be covered. Learn when to utilize jurats, oaths and affidavits. Is your office using the correct form for each notary transaction and situation? Learn to protect your office and your customer to provide the best service possible. (Presenters – Julie Flynn and Cathy Beaudoin)
Last Notary Standing Quiz Game Show
Join in for this fun, entertaining and interactive session to test your notary knowledge. Volunteer participants will be selected to play this quiz game show to answer questions about notarial processes and procedures. Members of the audience will play along too. A great educational session with a fun twist. (Presenters – Kathy Montejo)
TRACK ONE: NOTARY AS ENTREPRENEUR
Serving as a Mobile Notary
Learn how to serve as a mobile notary signing agent to perform real estate closings. Many customers are obtaining home loans from banks across the country, thanks to the convenience of e-commerce. The out of state lenders are hiring Maine notaries to assist their customers with the paperwork for loan closings. Learn tips of the trade and watch a mock closing to see what could go right and what could go wrong. (Presenter – Jennifer Wells)
How to Perform a GREAT Wedding Ceremony
Have you been asked to perform the wedding ceremony of a friend and are nervous? Learn tips, ideas and suggestions from a fellow Maine notary who loves performing ceremonies and has done so for years. Come learn about the good, the bad and the ugly that can happen during a wedding ceremony! This workshop will cover all of the steps a notary will need to know about the marriage license, Maine wedding laws, performing the ceremony and what the notary needs to do before and after the service. (Presenter – Gwen Cole)
TRACK TWO: NOTARY IN THE WORKPLACE
Notary 201: Working with Documents in a Foreign Language, Clients with Disabilities and other unique circumstances
Maybe you have the basic steps down to conduct a notary transaction, but do you know how to handle the situation if the customer hands you a document in a language you cannot read? What if the customer has visual, auditory or cognitive disabilities? What if the family members are present insisting you “must” notarize this document? Learn how to handle these more challenging notary transactions. (Presenters – Julie Flynn and Cathy Beaudoin)
Panel Presentation – Business Tips from the Experts: Should I have Errors & Omissions Insurance as a notary to protect myself or my employer? Creative Marketing Ideas for small business
Learn from an insurance agent what protections E & O insurance can offer a notary. Do you need this? How will it protect you or your employer if you make a mistake when notarizing a document? Hear from a small business advisor on the best ideas for creatively marketing your small business. Is your company utilizing social media to the best advantage for your customers? What apps are available for marketing for small businesses? What more could your company be doing to market your services? (Presenters – Ann Harris and Steve Lovejoy)
Meet this Year’s Speakers
Workshop – How to perform a GREAT wedding
Gwen Cole has been a Registered Nurse for over 40 years, with a specialty in Infusion Therapy. She currently manages her own business, PICC a little…TALK a little!. She obtained her first Notary Public Commission in 1990, with the idea of starting a wedding business as a hobby. Since then, as “The Wedding Nurse”, she has performed dozens of marriage ceremonies all over the state of Maine. She is an expert at helping couples plan meaningful “Special Days”. She recently received an appointment as Dedimus Justice. She lives in Oakland with her husband of 40 years, Steve Ouellette. They have two grown daughters. She was delighted to be asked to speak at this workshop and looks forward to a long association with INM.
Workshop- Panel on Business Tips from the Experts – Creative Marketing Solutions for Small Businesses
Steven Lovejoy is a lifelong resident of Maine. He has spent most of his career in banking and finance as well as teaching at a college level. He has worked in economic development financing and enjoying helping people plan and grow their businesses. He is a graduate of USM, holds an MBA from New Hampshire College, and an MS in Business and Marketing from Southern New Hampshire University where he has also completed all of his course work for a Doctorate in International Business. He and his wife Nancy live in Portland and between them have six (6) grown children as well as five (5) grandchildren. He is currently employed at the Maine Small Business Development Center in Portland as well as serving as a State Representative representing District 115, which is part of Portland. He serves on the Education & Cultural Affairs Committee. In addition, he was a Notary Public for 14 years, and is planning on renewing his commission this year!
Workshop- Panel on Business Tips from the Experts – Should you have Errors and Omissions Insurance?
Ann Harris, owner of Ann Harris Insurance Agency located at 890 Portland Rd, Suite 4, Saco, ME, has been recognized nationally for her hard work and success. She and her elite staff have been serving individuals and businesses in Maine and New Hampshire since 2002. She opened the Saco location in January 2006, then added the agribusiness line in 2008. At Ann Harris Insurance Agency our mission is not to prosper at the expense of our customer, but to prosper because of the value that we bring to our customer. The agency participates in events all over the state including: Maine Farm Days, the Chocolate Extravaganza, and Business-to-Business events. She currently resides in Shapleigh, with her three horses and Morkie. She enjoys traveling to Florida to visit with her children and grandchildren. When she’s not working…she enjoys all of Maine’s seasons, whether she’s horseback riding, snowmobiling or four-wheeling. Ann is always doing something outside.
Workshop – Mobile Notary
Jennifer L. Wells owns and operates Jenn’s Mobile Notary Services. She is located in Windham but provides mobile notary services in all of southern Maine. Jenn is an experienced Notary Public and Certified Notary Signing Agent who provides a variety of notary services including wedding ceremonies and loan closings. Jenn is a State of Maine commissioned Notary (since 2009), National Notary Association (NNA) background screened, E & O insured, Member of the National Notary Association and Informed Notaries of Maine, NNA & Notary2Pro Graduate, Member of Notary Rotary. Jenn’s Mobile Notary Services is a part of Notary Cafe, Notary Direct, among others in the market. Visit her website at: www.jennsmobilenotaryservices.com
Honorable Matthew Dunlap, Maine’s 49th Secretary of State
Secretary of State Matthew Dunlap of Old Town, Maine’s 49th Secretary of State, is the first person to serve non-consecutive terms in that office since 1880. He previously served three terms as Maine’s 47th Secretary of State. During his previous tenure, he served as President of the National Association of Secretaries of State and was named Maine’s Public Administrator of the Year in 2008. In 2005, he was appointed by U.S. Secretary of Transportation Norman Mineta to serve on a national rulemaking panel on driver license and identification card security, and has remained active in the national debate on privacy and national security. He previously served four terms in the Maine House of Representatives representing part of Old Town and the Indian Island Voting District; he served three terms as House Chair of the Joint Standing Committee on Inland Fisheries and Wildlife as well as House Chair of the Government Oversight Committee. A founder of the Maine Youth Fish and Game Association, he is an award-winning monthly columnist for The Northwoods Sporting Journal and is active in many civic endeavors, including board positions with The Windover Art Center, University of Maine ‘M’ Club, Russian-American Rule of Law Consortium, and formerly the Sportsman’s Alliance of Maine. He was recently named a Commissioner for the Maine Wabanaki-State Child Welfare Truth and Reconciliation Commission. He was raised in Bar Harbor and holds degrees from the University of Maine. He lives in Old Town with his wife, Michelle Dunphy, and their daughter Emily Charlotte Dunlap.
Presenting – Notary 101: Best Notary Practices and Common Forms AND Notary 201: Working with foreign language documents, clients with disabilities and more unique situations
Julie Flynn is the Deputy Secretary of State for the Bureau of Corporations, Elections and Commissions of the Office of the Secretary of State. Julie oversees the budget, legislation and policy and program implementation for all the program areas of the Bureau.
Presenting – Notary 101: Best Notary Practices and Common Forms AND Notary 201: Working with foreign language documents, clients with disabilities and more unique situations
Cathy Beaudoin is the Director of the Division of Corporations, UCC & Commissions of the Office of the Secretary of State. Cathy oversees the operations in the program areas of: Uniform Commercial Code, Business Entity and Nonprofit Corporations, Boards and Commissions, and the Notary & Dedimus Justice Commissions.
Board of Directors’ Notes
Dear INM Members,
January, 2014:
There were two board meetings in January – both were called to order by Victoria Baldwin-Wilson, our Acting President, who welcomed potential Board members. Mike Richard and Nina Rochette, having satisfied the requirements for Board Membership, were nominated to the Board. Please be sure to let them know how much you appreciate their willingness to step up and provide time and services on behalf of all our members. You can email Nina at Nina.Rochette@ informednotariesofmaine.org and Mike at Mike.Richard@informednotariesofmaine.org! As with each Board Meeting, the regular business of the organization was reviewed and discussed. Taanya Pillsbury, INM President, was offered the position of Administrative Coordinator for INM. Taanya accepted the position and resigned as President; her resignation was effective 12/31/13. Because the office of President was vacant, Victoria agreed to move from Vice President to Acting President.
Meetings were held with LA Professional Bookkeeping Services of Auburn to review various duties previously associated with the Treasurer. The INM financial obligations to outside vendors were discussed as was the annual operating and conference budgets.
Victoria stepped down from the Conference Committee Chair. Kathy Montejo and Kathryn Darrah will Co-Chair this committee. Victoria will continue to support them with the tasks of the committee. Tasks were assigned to the Board Members and other volunteers. The draft agenda and raffle items were discussed. The cost for the conference registrations remained the same as last year. We are soliciting businesses and individuals to place ads and fill sponsorships for the conference. These will be placed in the Program Guide, the email blasts, and on the website. Most of the speakers have been confirmed at this point. Online Conference Registration was opened, and the board reviewed the registration process.
Web issues were discussed. Taanya offered to do website training sessions with the Board Members so that the task of maintaining the website could be distributed among the Board Members.
Newsletter issue delays were discussed. The New Year brought new challenges with converting the newsletter to a new all-digital format.
February, 2014:
The Board again held two Board Meetings to discuss several pending matters as well as Conference preparations. Two INM members interested in the work of the Board were in attendance.
There was much discussion by the Board regarding the drop in dues and sales income. These funds are used to operate the organization. Nina Rochette, Mike Richard, and Michael Lapham agreed to serve on the Finance Committee, which is chaired by the Treasurer, to review the financial status of INM. All INM mail was going to a lockbox at a local bank. In a measure to reduce the fees for this service, the Board agreed to have all mail sent to LA Professional Bookkeeping Services.
Taanya Pillsbury provided the Board with an update on the status of the January/February newsletter which will be in the new digital format. As always, the members will be notified by email when the newsletter becomes available. The Board would like to encourage the members to review the new format and comment on our website or to editor@informednotariesofmaine.org.
Conference preparations are in full swing. We are looking forward to offering our members a day full of good speakers, good information, good food, and good training. Please join us for the 21st Annual Conference. You can find more information within this newsletter. See you there!
Respectfully Submitted by your current Board of Directors,
NOTICE!
Open Letter to the Membership:
Vote to be taken April 17, 2014 to dissolve INM
The INM Board of Directors has, after much deliberation, voted unanimously on March 6, 2014, to recommend to the membership of Informed Notaries of Maine that the organization be dissolved. As required, the membership is hereby notified of this recommendation to dissolve, via this notice, prior to a scheduled vote at the Annual Meeting, April 17, 2014, at Season’s Event and Conference Center, Portland, Maine.
The Bylaws state:
Dissolution:
The Corporation may be dissolved by a majority vote of the membership at any annual meeting or any special meeting where the notice specifically states that dissolution will be on the agenda.
Upon dissolution of the Corporation, the Board shall after paying for all liabilities of the Corporation, dispose of all the assets of the Corporation exclusively for the purposes of the Corporation. No part of the net earnings or remaining assets shall inure to the benefit of any member or individuals.
This decision is not made lightly or without cause.
- Last year, the Board solicited comments from the members about the future of INM in an “Open Letter to the Membership” via the newsletter and social media. Very few responses were received.At the 2013 Annual Meeting in Orono, Maine, the subject of dissolvingthe organization was presented. The membership had the opportunity to speak on the subject, but no comments or suggestions were received in response.
- In addition, the organization has struggled for several years to find INM members willing to serve as volunteers on the Board of Directors to lead the organization.
- The organization has had a significant drop in dues revenue and sales income over the past year. These are the two primary sources of income for INM.
- Operating expenses continue to increase. As noted in the 2013 Annual Report to the Membership, changes in employment laws significantly increased our operating budget. INM was obligated, as per the labor law changes, to generate payroll taxes, worker’s compensation, and other payroll related expenses to comply with the new labor rulings since the Administrative Coordinator could no longer be considered an Independent Contractor. The organization increased the membership dues by $5 as of July 1, 2013, to try to offset these new expenses.
In the opinion of the Board, the organization does not have the financial resources and/or sufficient volunteer resources to continue. The Board of Directors has been forced into making this difficult decision and feels it is in the best interest of the membership to dissolve INM.
As required by the Bylaws, the 2014 Annual Meeting agenda will include a vote to dissolve INM. Members attending the Annual Conference will be asked to vote on dissolving the organization during the 2014 Annual Meeting.
AdvertisementMeet Michael F. Richard
Meet Michael F. RichardThe composition of the INM Board of Directors, as noted in our Bylaws, states that each director that serves on our board shall be nominated to serve either a one, two, or three year term with the goal of having the number of directors evenly divided so that no more than one third of the terms end in any one year.
INM is pleased to announce the addition of a new Director!
Michael was nominated to serve on the Board of Directors in January. He will serve a standard three-year term, which expires in April, 2017.
Michael has been a notary since 2007 and a member in good standing with INM. When asked why he wanted to be a board member, Michael stated, “When I join an organization/association I don’t believe in sitting on the sidelines. I feel that by actively participating I learn more and become a better member”.
Michael resides in Saco with his wife Debra (who is also a notary and member of INM). He received his BS in Accounting from USM and was certified as a Construction Industry Financial Manager in 2013. For 27 years, he has headed the accounting department at R. J. Grondin & Sons in Gorham, most recently serving as Controller.
In addition to his participation on the INM Board of Directors, Michael has also been actively involved with other organizations, such as serving as the Past President and current Board Member of the Southern Maine Chapter of the Institute of Management Accountants (Member since 1977), the Past President and former Board Member of the Maine Chapter of the Construction Financial Management Association (CFMA) (Member since 1995), and served on several National Committees for CFMA. Michael is also a Volunteer Instructor for the Maine Hunter Safety Program. He has done volunteer work with the Boy Scouts of America and was a Red Cross blood donor.
In his spare time, Michael enjoys golf, hiking, bicycling, walking on the beach, and reading.
Meet Nina Rochette
Meet Nina RochetteThe composition of the INM Board of Directors, as noted in our Bylaws, states that each director that serves on our board shall be nominated to serve either a one, two, or three year term with the goal of having the number of directors evenly divided so that no more than one third of the terms end in any one year.
INM is pleased to announce the addition of a new Director!
Nina was nominated to serve on the Board of Directors in January. She will serve a standard three-year term, which expires in April, 2017.
Nina is a new notary [receiving her commission just last year] and a member in good standing with INM. The board feels that this will give the organizational structure a fresh perspective of the new members that are joining our organization every day. When asked why she wanted to be a board member, Nina stated, “I have served on several boards and think that my bookkeeping background and good ethics would be a great asset to INM”.
Nina has resided in the Brunswick area for over 30 years and has been very active in the community there. Nina brings, to the organization, skills she has learned over the past 25 year in Accounting, Management, Finance, HR, and Planning. She is a very motivated individual who is not afraid to jump right in and help out.
In addition to her participation on the INM Board of Directors, Nina has also been actively involved with other organizations, such as serving on the boards for the Maine State Music Theatre, Girl Scouts of America, Brunswick Soccer League, and Mid Coast Youth Hockey. She continues to actively participate in other charitable community activities St. Paul’s Episcopal Church.
In her spare time, Nina enjoys her teenage son Drey and his sense of humor he has developed over the years; spending time with her grandson, Schylur; watching any and all hockey games; crocheting; reading; and, just hanging out with her family.
Do you have a question for INM?
Send your questions to editor@informednotariesofmaine.org.
We would love to hear from you!
AdvertisementID Verified: An INM Member’s Story
ID Verified: An INM Member’s StoryI enjoyed reading the ID Verified article in this last Informer. I have a very interesting story that happened last Spring.
I would like to share a story about an out of state bank that tried to get me to notarize documents for a senior citizen in the town I live in. She was applying for a loan but lost her ID.
I received a call from a bank in New Jersey one evening. I was asked if I traveled to notarize documents. I asked how far did I need to travel. It turned out it was only a few streets from where I live.
However, there was one issue, the lady lost her ID and it would take a few weeks before she could get a new one. Would I go and notarize the forms for her, as her son would be there to verify who she was.
I explained to the caller I could not notarize any paperwork for this lady for these reasons. One, I didn’t know her and her son, and two, I need to see a photo Id of her to prove to me she was who she said she was.
The caller did everything they could to get me to go and notarize this paperwork. They tried very hard to get me to notarize this for them. I told them no way would I notarize her papers without proper ID.
The caller said well we will call someone else to do it in Maine. I explained that Maine notaries are very aware and informed about having an ID before notarizing anything.
As it turned out, the lady’s loan failed to go through and I was told they would get back to me later once the ID issue was resolved. It has been since last Spring and I have not been contacted for this situation. Truly amazing.
The motto in the ID Verified article is great. “to err on the side of caution.”
Submitted by:
Pamela E. McCarthy, Administrative Assistant
Water Resource Protection, City of South Portland
2014 INM Conference Coffee Break Sponsors
2014 INM Conference Coffee Break Sponsors
A Privately Owned Retirement and Assisted-Living Community
Sunnybrook Village is Brunswick, Maine’s, largest privately owned retirement and assisted-living community, owned and operated by Richard (Rick) and Shuree Emery, a Maine family with many years of experience in caring for the expectations and needs of seniors.
Exceptional Service Without Exception
Since 1852 it has been our mission to serve the needs of our customers and our communities. As we strive to exceed the expectations of our customers, our communities and ourselves, we shall not waver from the high ethical and performance standards we have established. Together, we will always deliver that exceptional service which sets us apart.
Inventory Clearance
All INM products and supplies will be on sale at the 2014 Annual Conference. We have many items that would be perfect for home or office. Supplies are limited. Looking for a nice gift? We have it! Looking for a unique item? We have it! Looking to complete your INM collection? We have it! The INM sales table accepts cash, checks, and credit cards. There is an ATM on the site for your convenience. Please stop the INM sales table at the conference to get some great deals.
Notary Q&A
Notary Q&AYou’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: I am a notary in Portland and most clients (B&G’s) find me through my website. Because they are very often from out of state, they have no idea of the distances between, say- Bar Harbor and Portland. For the couple it is not cost effective for them to hire me and pay all my expenses – if I had a list of notaries, by town/city I could then make a referral. Can you help?
Thank you,
Diane
A: Hello Diane,
Thank you for contacting INM regarding your inquiry of our Member Lists. You can most definitely find theses types of listings on our website.
The lists are available to the public and do not require anyone to log in to access them; however, we only list the INM Members that are in good standing on these lists. This is one of the Member Benefits available to our members!
Scroll down the page to Search Listings, here you will find lists for INM Members who Perform Wedding Ceremonies and another list for Members who provide Mobile Notary Services. You can also access each list respectively at: https://www.informednotariesofmaine.org/wedding-services & https://www.informednotariesofmaine.org/travel-to-your-location
I hope this information was helpful! If you require anything else do not hesitate to contact us!
Regards,
Taanya Pillsbury, CNSA/TEA
Administrative Coordinator
Q: Hello,
I have a new phone number and have been unable to find the area to update it. Maybe I need to have you do it for me. Please let me know. I don’t want to put in on this email because my old number was compromised and this could happen again.
Thank you,
Pam
A: Hello Pam,
I would be happy to give you a call at work to assist you with updating your member record.
However, did you know that you can simply log into the members website and select View Profile. Here’s how to manage your information currently on file with INM!
- Log into the INM Website at: https://www.informednotariesofmaine.org/lms-login
- Enter your username and password, click the Log In button.
- Once logged in, you will see your name at the top right of the page, next to that you will see two links – one is to logout, the other is to View Profile.
- Select the View Profile link.
- Once you are in your Member Record Profile you can update your contact information, print out your member certificate and membership card, and select which member lists you would like to be on.
- Once you have completed updating your information and downloaded your member items, don’t forget to click on the Submit Changes button!
I hope this information was helpful to you! I will follow up with you via phone at your work number you provided.
If you have any other questions or comments for INM do not hesitate to contact us!
Regards,
Taanya Pillsbury, CNSA/TEA
Administrative Coordinator
Welcome New Members!
Welcome New Members!January 1, 2014 – February 28, 2014
Loree E. Niola, Damariscotta
Nicole C. Bezanson, Falmouth
Debra A. Deprey, Eagle Lake
Nelia A. Lake, Ellsworth
Earl J. Odd, Appleton
Stacey A Hall, Sabattus