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DRAFT
Texas
Chapter, APWA
Executive Committee Meeting
Waco
Convention Center
Waco
,
Texas
June 1, 2005
Item
I Call to Order
President
Harper called the meeting to order at
3:00 p.m.
The following officers and members
were present:
Executive Committee:
Ron
Harper
Bobby Atteberry
Del
Essary
Steve Gillett
Bobby
Balli
Lee Dorger
Inas
Aweidah
Marsha Reed
Mark
Hyde
Jim Amick
J.
C. Wood
Jim Foster
Paul
Causey (ex-officio)
Ronnie Bates
Susan Causey
(ex-officio)
Members and guests:
John
German
Lori Dulling-Warlen
Jayne
Longley
Bill Verkest
Judy
Skowron
Mark Hines
Tim
Tumulty
Matt Singleton
Steve
Oliver
Dean Bayer
Charlie
Thomas
Item
II Introductions
President
Harper wel
com
ed everyone to the meeting.
Item
III Approval of the Minutes
Minutes
from the
February 6, 2005
Board meeting
were reviewed. Jim Foster noted a correction for the minutes
changing
terminology from House of Delegate Delegate to House of Delegate Director.
A
motion was made and seconded to approve the corrected minutes. The motion
passed.
Item
IV Old Business
A.
2005 Short Course
Short Course Chairman, Ronnie Bates
presented written report. Attached.
B.
2005 Annual Conference
Mark
Hines, Annual Conference Chairman, announced that the Annual Conference has 80+
exhibitors and 275-300 registrants. President Harper expressed the appreciation
of the Texas Chapter Board.
C.
2006 Annual Conference
Tim
Tumulty and Judy Skowron represented the 2006 Annual Conference Committee. The
Annual Conference will be held in Mesquite June 7-10.
Mr. Tumulty expressed thanks for the opportunity to host the Conference.
On behalf of the
com
mittee, Mr. Tumulty requested funding. A motion was made and passed to
provide $5000. seed money for the
com
mittee.
D.
2007 APWA Congress
John
German reported that the 2007 Congress Committee organizational structure has
been established with Tom Wendorf and Dan Cardenas serving as co-chairs. Richard
Ridings, Bobby Balli and John German will serve as finance
com
mittee. Pamela Bransford will coordinate with APWA
Mr.
German presented an $180,000. Congress Planning Committee budget. The Committee
has a stated goal of raising $300,000. Contributions
so far, $185,000.
Mr.
German stated that the
com
mittee is seeking $40,000. from the Texas Chapter and $5,000. from the South
Central Branch and $5,000. from the rest of the Branches. The breakdown of the
$40,000. requested is as follows: 2005--$5,000, 2006--$25,000, 2007--$10,000.
Steve
Gillett made a motion to provide $5,000. for this year’s seed money for
Congress. Lee Dorger seconded the motion. The motion passed.
Steve
Gillett made a motion that a letter be sent from the Chapter to the Branches
stating the fundraising need for Congress. The letter would leave the decision
up to the Branches how much they would contribute. Lee Dorger seconded the
motion and the motion passed.
Mr.
German stated that the
com
mittee needs help in recruiting volunteers. 100 volunteers are requested from
both the North Central and Southeast Branch with 50 additional volunteers
requested from the other Branches. Volunteer
incentives were discussed including: recognition or rebate on registration, food
cost or parking costs.
E.
Chapter Fundraising Committee
Steve Gillett presented a written report
including Congress funding re
com
mendations. See attached.
President
Harper stated that a conference call would be held in the next 2-3 weeks to
discuss Congress funding ideas.
Bobby
Balli mentioned the possibility of hosting an additional Short Course in the
Valley in 2006 or 2007. Discussion to continue.
F.
Short Course SOP
The SOP is near
com
pletion. Lee Dorger expressed appreciation to Bruce Butscher and he requested
assistance from Ronnie Bates to
com
plete the report.
G.
QBS
Ron Harper gave the Board an update on QBS—TxDOT selection of consultants. A
letter of support on behalf of TPWA was sent and received by the Governor.
H.
National Public Works Week
Jayne Longley reported that the Austin
BBQ was a great success. Jimmy Foster reported that discussion is being held
reviewing the date of NPWW.
I.
By-law amendments
By law amendments will be presenting to the membership at the annual meeting.
Bill Verkest noted that APWA has new model by-laws and once passed, the Chapters
will be asked to review.
Item
V President-elect
A.
APWA Awards
The Texas Chapter will have 11 national APWA award submissions.
B.
TPWA Awards
Written report.
Item VI Vice
President
A.
Chapter Dinner
Del Essary announced that the Chapter dinner will be held September 13 at
Congress. The arrangements have been made to have dinner cruise on Lake Minatona
for 50. TPWA members will be encouraged to pre-register for the dinner. Sponsors
have been sought and will cover the cost of the bus and a portion of the meal.
B.
Branch Reports
Attached
C.
Education
Nancy
Beward was praised for contribution to the Annual Conference educational
program.
Item
VII Secretary
A.
Participant
The next Participant submission deadline is June 6.
One-year contract with Media Edge is
com
ing to a conclusion and Media Edge has expressed disappointment with the amount
of advertising sold for the Participant. Status of contract will be reported to
the Board at October meeting. Editorial Committee (Jason Cosby) will prepare
2006 Editorial outline to be sent to Media Edge in October.
B.
Headquarters Report
Written and attached.
C.
Chapter dues report
Headquarters prepared a report
com
paring professional associations dues. Attached.
Item
VIII Treasurer
A.
Financial Report
Steve Gillett presented the Financial Report (attached)
Item
IX Trustee’s Report
By-law discussion deferred
Item
X TML Representative
A.
Affiliates Day
Bobby Atteberry reported that Affiliates Day will be held Friday, October 28th
at the Grapevine, Texas Gaylord Hotel. Board members are encouraged to submit
topics for educational program. Bobby Balli re
com
mended the topic “Successful Municipal Bond Elections”
B.
TML Booth
Ronnie Bates will coordinate the TPWA Booth that will be set up at TML.
Item
XI House of Delegates
Jim Foster submitted a written report (attached). In addition, Mr. Foster noted
that he has been reappointed to the APWA Finance Committee. Jimmy reported on
the APWA discussion regarding the future of Chapter Leadership Conference. And
he noted the APWA election process would be done by email—including Bill
Verkest’s ratification. APWA needs email addresses for as many members as
possible. APWA is working to establish Chapter Best Practices.
Board
members are asked to submit HOD agenda items to Jimmy.
Item
XII Region 7 Report
Bill Verkest announced that APWA Board of Directors will meet to review policy
direction and rules governing Chapters. Ron Harper and Jim Foster will receive
copies of the Best Practices for Capacity Building.
Bill also announced that insurance costs are down because a new vendor
was found in June. APWA has announced a $10.3 million operating budget with
$560,000 capital budget. An APWA
strategic planning session will be held July 8-9.
Bill Verkest expressed congratulations to Jim Foster on his recognition
as an APWA Top Ten.
Item
XIII New Business
A.
Nominating Committee
Marsha Reed presented the Nominating Committee report. A motion was made and
seconded to accept the re
com
mendation of the
com
mittee. The motion passed.
B.
2006 Short Course
Mark Hyde presented the post card announcing the 2006 Short Course that will be
held February 5-7, 2006 in Killeen.
C.
Agenda for Chapter Annual
Business Meeting
Ron Harper established the agenda for the Chapter Annual Business meeting:
Call
to Order
By-law
revision
Presentation
of 2006 Slate of Officers
Nominations
from the Floor
D.
Rio Grande Valley Short
Course
Bobby Balli led discussion offering Rio Grande Valley Short Course.
E.
Other
Bill
Verkest and Jimmy Foster expressed appreciation to the Texas Chapter for support
of their nominations to national APWA positions.
A
motion to adjourn passed.
Texas Chapter, APWA
Executive Committee Meeting
Missouri City Civic Center
February 8, 2004
Item I Call to Order
President Reed called the meeting to order at 1:30 p.m. The following officers and members were present:
Executive Committee:
Marsha Reed
Bobby Atteberry
Steve Gillett
Jim Foster
Inas Aweidah
J. C. Wood
Del Essary
Jason Cosby
Susan Causey (ex-officio)
Members and guests:
Jim Cullen
John German
Rodney Abila
Bobby Balli
Nancy Beward
Lee Dorger
Jayne Longley
Ronnie Bates
Bill Verkest
Mark Hochstein
Robert DeShurley
Item II Introductions
President Reed welcomed everyone to the meeting.
Count was taken to assure quorum. (Voting members Jason Cosby and Inas Aweidah arrived after count.)
Item III Approval of the Minutes
The confusion in wording from the 6/04/03 and 11/21/04 meeting minutes was resolved. Steve Gillett moved and Bobby Atteberry seconded the motion to remove the following statement from the 11/21/04 minutes: “If the representative is unable to attend, a proxy would be required for Branches to have a vote.” The motion passed. With the minutes reflecting the intent of the Board, the minutes were approved as amended.
Item IV Old Business
A. TPWA Workday
Marsha Reed reported on a successful Workday hosted by the City of Lubbock January 9,2004. During the Workday Branch Presidents were asked to appoint Branch liaisons to the Texas Chapter Headquarters. Marsha Reed reminded the Branches to follow through on this task.
B. 2004 Short Course
Lee Dorger reported that the 2004 facilities for the Short Course represented a good value. He stated that he was in need of some assistance for monitoring the Fleet track. Maps are available for the Bowling Tournament and the reception will be held in the Community Center. 159 have pre-registered and walk-ins are expected. Lunch for 200 has been ordered.
Marsha Reed recognized Lee Dorger, Del Essary and Short Course Committee for efforts. Additionally, Marsha thanked Vulcan Materials for the continued support and asked Board members to thank Vulcan as well.
C. 2004 Annual Conference
Rodney Abila spoke on behalf of the Abilene Annual Conference planning committee. $14,687. has already been collected. Mark Wagner has been working on several items. The Diamondback Golf Club has been reserved for the golf tournament. Sue Causey expressed praise for a great job of getting the word of the conference out and on the web site so promptly.
D. Expansion of TPWA Awards
Jimmy Foster reported that it would be difficult to implement the awards for this year. Jim Cullen stated that he met with Ron Harper to challenge all Branches to submit nominations for awards in by April 15. They will encourage at least one nomination from each Branch. Bobby Atteberry stated that it should be easy to get two nominations from each Branch. Marsha Reed asked that the awards be posted on the web site. Jimmy Foster stated that we need to have names for awards—names that would honor contributing TPWA members. Bobby Atteberry suggested that a sub-committee be formed to come up with names for the awards. Marsha appointed Jayne Longley (Historian), John German, Richard Ridings, and Jim Cullen to serve on this task force. Marsha mentioned that the awards cost $700. Last year and the cost will be much more this year because of the increase in numbers.
E. TPWA Scholarship
Inas Aweidah presented the revised TPWA scholarship application to the Executive Board for comments. Ms. Aweidah asked that comments be faxed within one week to her and asked Mark Hochstein to place on the web site. Susan Causey asked that the application not be placed on the web site until Board approval is received. Inas Aweidah recommended that the TPWA Past President always chair the Scholarship Committee. Inas made this recommendation in the form of a motion. Bobby Atteberry seconded and the motion passed.
F. TPWA Task Force
Written report attached. Nancy Beward reported that meetings on the Phase 1 Stormwater San Antonio Permit has generated many good comments and a lot of participants. She will look at a Roundtable for the Annual Conference. She will also work with Ronnie Bates, TPWA Transportation Chair and
TxDOT, Floodplain and Drainage. She stated that most cities showed up for the TCEQ meeting in Austin.
G. By-law Revision
Steve Gillett stated that Branches are not addressed in the TPWA by-laws and should be inserted to recognize the existence and governance of the Branches. Bill Verkest said there are 89 Branches in APWA. Currently, TPWA has four Branch by-laws on file. Marsha Reed stated that the TPWA Board needs to collect and approve Branch by-laws before they are sent to APWA. Jimmy Foster stated that a deadline should be established for receiving Branch by-laws. Bill Verkest stated that the Chapter is liable for a Branch if not recognized by APWA. Branch officers must be members of APWA. Steve Gillett asked that our by-laws be corrected to reflect Branches. Bobby Atteberry stated that if a Branch does not comply, then TPWA should not recognize the Branch. Steve Gillett said TPWA should give the Branches six months to submit by-laws and that the Board should send them a model. Bill Verkest said the other Branches should be given a copy of the Rio Grande Valley Branch’s by-laws and let the Branch change them. Marsha Reed stated that she would work on a letter giving a deadline for review and submission of Branch by-laws. Marsha recommended that the review could be done at the TML Board meeting. Bobby Atteberry motioned that a deadline be set and Branches notified. Steve Gillett seconded the motion and the motion passed. Steve Gillett then motioned that we include the recognition of Branches in our TPWA by-laws. Jason Cosby seconded and the motion carried.
To be added to the bylaws:
Article XI. Chapters
Section 1. The Association shall encourage and recognize the establishment of regional, state, provincial, county and local chapters of its members, the purposes of which shall be the furtherance of the objectives of the Association in the region, state, province, county or locality. Applications for the establishment of a chapter, together with a copy of the proposed chapter bylaws and a list of those who have agreed to become members of the chapter, shall be submitted to the Board of Directors for approval. Upon notice of approval given by the Board, the chapter shall be considered established.
Section 2. All chapters shall be managed in conformity with the Bylaws of the Association and the rules established by the Board of Directors.
Marsha said this revision will be made and then the TPWA by-laws will be sent to APWA.
Item V New Business
A. 2005 Short Course
2005 Short Course Chairman Jim Cullen recommended that Plano be the site of the 2005 Short Course. Bobby Atteberry made the motion and Jimmy Foster seconded the motion. The motion passed and the 2005 Short Course will be held in Plano.
B. 2007 Congress
Nancy Beward announced that the 2007 APWA Congress will be held in San Antonio September 9-12. The hotels have been reserved and will be in the $250-300. Range. TPWA will need to participate in the 2006 Congress in New Orleans. South Central will work with the TPWA Board. Bobby Atteberry reminded the Board that the Dallas Congress planning group met each month for one and one half years prior to the APWA Congress held in Dallas. John German stated that two years is appropriate because of the need to raise money toward Congress. Bobby Atteberry stated that TPWA paid $40,000. and we need to a form a committee to work on these issues. The Board was reminded that Del Essary will be President in 2007. Jimmy Foster said that APWA cut the staff sent to San Diego Congress and the Chapter will need to provide many assistants. Bill Verkest told the group that TPWA has enough experience to put on an excellent Congress. Marsha Reed stated that we will have a committee established by the Spring Board meeting. Inas Aweidah suggested that we begin to make a list of volunteers and establish an escrow account. Bobby Atteberry requested that neighboring Branches become involved and he also mentioned that South Central needs to understand that the Congress will cost them money.
C. APWA Committee Nominations
Jim Foster will serve on the APWA Finance Committee. Both Jim Cullen and Bill Verkest reminded the Board that committees are listed on the APWA web site and each year the President-elect makes over 200 appointments. John German asked that he be notified of any nominations from the Texas Chapter. Marsha Reed agreed to announce the need for committee nomination by April 15 at the Short Course.
Item VI President-Elect’s Report
A. APWA Awards
Jim Cullen reported on the award nominations that he has received. Jim Foster, Lee Dorger, Inas Aweidah all stated that they had nominations. Marsha Reed asked if the Top Three had been submitted and J. C. Wood stated that these nominees—or nominators need to get the information to Jim Cullen. J. C. Wood said the gaps needed to be filled with nominations.
Item VII Vice President’s Report
A. Branch Reports
Inas Aweidah opened Branch discussion.
Rio Grande
Bobby Balli mentioned that the Rio Grande Valley Branch is getting TxDOT involved in the Branch. The 2nd Annual Mini-Conference is May 14th at South Padre Island. All are invited to the four sessions with dinner. The event has a $150 registration.
North Central
Ronnie Bates noted that the NC meetings are moving around the State. The Branch offered a $1000. scholarship for the Region 7 Leadership training in Albuquerque. The Branch has established City Engineer/Director of Public Works Roundtable meetings.
South Central
Nancy Beward reported that the Branch held a planning meeting with an emphasis of how to get more cities involved. They will begin to move the meetings around the Branch area. The Branch Golf Tournament was held and three $1500 scholarships were awarded as a result.
B. Education Chair Report
Nancy Beward reported that good sessions have been developed for the Short Course. The Technical Chairs are working on sessions for Annual Conference. There is a need for a Fleet Chair. Monday of the Short Course all Technical Chairs will meet after the Short Course to review responsibilities. Technical Chairmen will provide quarterly reports to Nancy. Each Branch needs to establish a representative list for each Technical Committee. Marsha Reed stated that Fleet Committee can elect their own Chairman unless she appoints one first. Discussion was held regarding future certification program to be offered by APWA.
Item VIII Secretary’s Report
A. Headquarter’s Report
Secretary Del Essary introduced the Headquarter’s, Web site, and written Big Cities Committee report.
Susan Causey presented Branch demographic membership information (attached). The information is dated and has been presented to each Branch and encouraged to update. Susan also mentioned that an education representative is needed from each Branch.
B. Web Site Report
Mark Hochstein reported that all photos, text, scholarship forms, and call for volunteers on the web site. Please contact Mark or Susan Causey with any information.
C. Diversity Report
Jason Cosby asked if a Participant would be out before Public Works Week. Marsha Reed stated that Austin wanted to get more involved in TPWA.
Item IX Treasurer’s Report
Treasurer Jason Cosby noted that TPWA needs more membership. Del Essary motioned and Bobby Atteberry seconded the approval of the year end financial statement. The motion passed.
Item X Trustee’s Report
Trustee Steve Gillett will coordinate the TPWA Booth at TML. TML will distribute information on booth rental by April. Steve mentioned that we would need officers to man the booth. Steve reported the value of hosting a booth at TML was the opportunity to visit with mayors and elected officials about the benefits of TPWA membership for their public works employees. Additional memberships gained from the booth will not pay for it, but the education of elected officials is worth the financial commitment.
Item XI House of Delegates Report
Jim Foster reported that 40 members of the APWA House of Delegates participated in a strategic planning meeting. The subsequent report will be coming out. Bill Verkest added that the plan was an update, not a re-do and that the meeting was a good and productive meeting.
Bill Verkest noted that insurance is still an issue and that APWA is in need of a list of all Chapter and Branch activities/events. Events will not be covered by insurance if not submitted. John German echoed the importance of the list of activities.
Item X TML Report
Bobby Atteberry brought the activities of the State Education Reform Committee to the attention of the Board members. If schools reduce taxes, cities cannot increase taxes without a vote. He also noted that the Attorney General has hired a prosecutor for open record violations.
Item XI
The meeting was adjourned at 6:00 p.m.
Texas Chapter, APWA
Executive Committee Meeting
Ambassador Hotel/Abilene Convention Center
June 9, 2004
Item I Call to Order
President Reed called the meeting to order at 3:00 p.m. The following officers and members were present:
Executive Committee:
Marsha Reed
Bobby Atteberry
Ron Harper
Jim Foster
Inas Aweidah
Jason Cosby
Del Essary
Steve Gillett
Susan Causey (ex-officio)
Members and guests:
Jim Cullen
John German
Cassie Hughes
Bobby Balli
Nancy Beward
Lee Dorger
Mike Johnson
Matt Singleton
Mark Hines
Paul Causey
Charlie Thomas
Bill Verkest
Jayne Longley
Item II Introductions
President Reed welcomed everyone to the meeting. Self-introductions were made.
Item III Approval of the Minutes
Minutes from the February 8, 2004 and May 4, 2004 were reviewed and a motion was made and seconded to approve the minutes.
Item IV Old Business
A. 2004 TPWA Annual Conference
Cassie Hughes welcomed the Board to Abilene and reported that Andy Anderson was unable to attend because of illness. She stated that there were 160 registrants, 50 exhibitors, and 53 speakers for this year’s Annual Conference. The Board expressed their appreciation of the Annual Conference Committee’s efforts.
B. 2005 Short Course
Jim Cullen reported that two sites were being considered for the 2005 Short Course to be held February 6-8, 2004 in Plano, Texas. Jim Foster led discussion on the pros and cons of each facility. Jim Cullen asked for a Board decision. The Plano Centre was selected and the Board approved the $5000. expense.
President Reed will send a letter as a formal invitation to the members to the Short Course of the Oklahoma Chapter. A mailing list will be requested.
C. 2005 Annual Conference
Mark Hines reported that the 2005 Annual Conference will be held at the Waco Convention Center June 1-4. The host hotel will be the Hilton. All events will be held at the Convention Center except Family Night.
D. 2007 Congress
Nancy Beward, representing the South Central Branch, asked for guidance from the Chapter regarding the role of the Branch in the planning of the 2007 Congress which will be held in San Antonio. The Branch is willing to provide volunteers. Jason Cosby and Mike Johnson stated that a Task Force with representatives from each Branch should be established. Marsha Reed asked Del Essary to put together a committee and head up the Task Force. Bobby Atteberry said the Director of Public Works from the Host City
should serve as Chair of the Committee. Nancy Beward did not know what financial contributions are required.
E. By-law Revision
Ron Harper stated that the new By-laws would be presented to the general membership at the Annual Business Meeting Friday for a vote. The statement of addressing Branch communication has been included in the By-laws. Mr. Harper stated that the By-laws are to be revised every three years or by petition.
F. Award Committee (naming the expanded awards)
Jayne Longley reported that there is no activity at this time. John German will assist and the names will be presented in the next month or so.
G. TPWA Public Works Week
The Board members who attended the Proclamation signing by the Governor will receive a photograph hand signed by the Governor.
Bobby Balli stated that posters were presented at the PWW at the Rio Grande Valley Conference.
Jayne Longley stated that letters were sent to Mayors encouraging recognition of Employees in Missouri City and Houston. The South East Branch held their annual golf tournament. Forty executive level employees attended a day long training sponsored by
CEC. Children were welcomed to the E. B. Cape Center to introduce them to careers in Public Works.
Jimmy Foster and the City of Plano recognized employees and the two APWA award winners.
Jim Cullen stated the the City of Flower Mound presented a PW poster to the Mayor, held an Equipment Rodeo and Barbeque.
South Central Branch held a golf tournament for their Scholarship drive. The City of San Antonio held a Rodeo and Every Day Hero lunch for each Public Works employee and had the Mayor sign a proclamation.
Item V New Business
A. Damage Prevention Control Conference
Marsha Reed received an invitation for TPWA to participate in the Damage Prevention Control Conference. A motion was made and passed to not participate in the Conference this year.
B. Chapter Dinner
Inas Aweidah reported that the Oklahoma Chapter would join the Texas Chapter in the annual Chapter dinner at Congress. 30 will attend from Oklahoma. She will find a place to have the dinner.
C. Nominating Committee
The Nominating Committee made their recommendation for the 2005 Slate of Officers.
The names and offices are as follows:
President Ron Harper
Secretary Jason Cosby
President-elect Inas Aweidah
Treasurer Steve Gillett
Vice President Del Essary
Trustee J. C. Wood
The Board motioned approval of the report and the nominations will be presented at the Business meeting.
Marsha Reed recommended that the President appoint the nominating committee including the Past President and two other people not being nominated for a Board position.
D. Public Works Institute
Matt Singleton submitted a report from the APWA Public Works Institute (attached). Insurance is a hurtle for the establishment of an institute. Jayne Longley stated that SW Texas and UT Dallas has a program.
E. Project Delivery Systems/Methods
Attached Ron Harper wants to know if we want to have training. It was determined this would be a good Annual Conference session.
F. Progression of Officers
Ron Harper would like to have a full discussion of the lengthy progression of officer positions on the TPWA Board. He suggests leaving the same for now, but we may consider consolidating the Secretary/Treasurer position. No action was taken at this time.
G. Annual Conference/ Short Course SOP Committee
Marsha Reed asked Lee Dorger to chair a committee to establish common procedures for the Annual Conference and Annual Short Course. Cassie Hughes, Jayne Longley and Susan Causey will also be on this committee.
Item VI President-Elects Report Ron Harper
A. TPWA Awards
Ron Harper reported that the expanded awards will be given this year including project awards. Bobby Atteberry made a motion that a Charlie Baxter award for Vendor of the Year be established. The motion was seconded and passed.
B. APWA Awards
Bobby Balli reported that HNTB will host a reception at 6:00 p.m. prior to the Banquet to honor Tom Wendorf, 2004 APWA Top Ten recipient.
C. PACE Award
President Reed was presented the extensive PACE application. Award winners will be notified and award presented at APWA Congress.
Item VII Vice-President’s Report Inas Aweidah
A. Branch Reports
1. South East Branch report attached
2. South Central Branch President Michael Johnson reported the SC Branch would meet every 2 months to host educational meetings. He reported that the outreach program to have meetings in various locations is working well. The goal of the Branch is to increase membership and give the membership a reason to attend meetings—ideas like Equipment Demo. Twenty-five applied last year and three received $1500. Scholarships. A Bowling Tournament is held for social event. The Branch is considering sending one letter to all sponsors once a year. The Branch held a reception with CEC and the Rio Grande Valley Branch to honor Top Ten recipient Tom Wendorf.
3. Bobby Balli reported that the Rio Grand Valley Branch has had a successful year with money in the bank. Over 50 people attended the Mini-Conference in South Padre Island May 14-15.
4. Jayne Longley reported that SouthEast Branch hosted the Visionary Award Banquet. An executive meeting is held each month and they have hosted the Short Course in February. The D. Ray Jones Golf Tournament was held during
PWW. Lee Dorger added that the SE Scholarship and professional development information is located on the SE sponsored TPWA website. Mr. Dorger announced that a professional development seminar was held with CEC on contract negotiations and estimating.
B. Education Report
Nancy Beward announced that APWA CEU’s are available for Annual Conference technical sessions and the CEU form is in the registrant’s packet.
C. Education Chairs
Nancy Beward announced that Ronnie Bates serves as the Transportation Chair and Bobby Balli serves as the Engineering Chair. There is a vacancy in Fleet. Nancy asked Branches to forward names for the Fleet Chair.
D. Scholarship Report
TPWA Scholarships have been deferred until an assessment of finances is complete.
Item VIII Secretary’s Report Del Essary
Del Essary called Board members attention to the written reports.
A. Membership Report
There was no membership report. Jimmy Foster asked that an email be sent to the delinquent members including the City of Dallas.
B. Diversity
Jason Cosby encouraged Branches to write up how they are dealing with diversity.
C. Big Cities Committee
A written report is attached.
D. Headquarters’ Report
A written report is attached.
1. A motion was made and passed that Headquarters’ is to pursue a contract with
Media Edge Publishing to produce the Participant.
2. Branches were encouraged to go through the Chapter for event insurance. Jimmy Foster discussed the changes in insurance requirements by national APWA. The APWA Board of Directors has voted to cover all events in 2004. In 2005 APWA will cover 50% medium and high level events up to $2000. And in 2006 Chapters will be responsible 100% for insurance costs. Event schedules are needed from each Branch.
3. The Permian Basin has been dissolved and the bank account closed. Matt Squires of Odessa will be contacted.
Item IX Financial Report Jason Cosby
A. Financial Report
Jason Cosby presented the financial report. Short Course and Financial Report attached.
B. Mid year report
Mid year financial report is due at national APWA June 30, 2004.
C.Audit Committee Report
Matt Singleton presented the 2003 Audit Committee report. (Attached) The Board voted to accept the financial statement and Audit report as presented.
Item X TML Bobby Atteberry
A. TPWA Program at TML
1. Bobby Atteberry reported that Jim Pierce of Addison and Jerry Holder will present the TPWA program at Affiliate’s Day Friday October 29. He stated that a TPWA Board member will be held after the program at 11:00 a.m. Lunch will follow.
2. The Board met in March to discuss school finance. Cities will not go to voters to raise taxes.
B. TPWA Booth at TML
Steve Gillett secured am 8x10 booth for TPWA. (see attached report) Move in will be October 26.
A motion was made to continue the TPWA Board meeting after the Annual Business Meeting. The motion carried.
Item XI House of Delegates Report Jim Foster
Jim Foster presented a fun and thought provoking quiz for the membership (see attached). He presented an extensive written report which includes the branding and logo update information from national APWA, guidelines for establishing joint ventures at the Chapter level, report on the APWA strategic planning update, membership vacancy reports, and APWA Region VII awards.
He requested input from the Board regarding the Leadership Conference that will be held in Tulsa, Oklahoma in 2006. He noted that in February 2005 names are to be submitted for a new Region VII Director.
Item XII Trustee Report Steve Gillett
See TML Report
Item XIII
A motion was made and the meeting was adjourned.
UNOFFICIAL
Texas Chapter, APWA
Executive Committee Meeting
Corpus Christi Convention Center/TML Annual Conference Affiliates Day
October 29, 2004
Item I Call to Order
President Reed called the meeting to order at 10:00 a.m. The following officers and members were present:
Executive Committee:
Marsha Reed
Bobby Atteberry
Ron Harper
Jim Foster
Del Essary
Susan Causey (ex-officio)
Bobby Balli
Lynn Hilburn
Michael Johnson
Bruce Butscher
Andy Anderson
Members and guests:
John German
Richard Ridings
Jayne Longley
Lee Dorger
Don Hatcher
Pamela Bransford
Will McDonald
Jerry Ortega
Item II Introductions
President Reed welcomed everyone to the meeting. Self-introductions were made.
Item III Approval of the Minutes
Minutes from the June 9, 2004 Board meeting were reviewed and a motion was made and seconded to approve the minutes. The motion passed.
Item IV Old Business
A. 2004 TPWA Annual Conference
Andy Anderson, President of the West Central Branch, presented the audit report of the 2004 Annual Conference. (Attached) Mr. Anderson presented President Reed with a check in the amount of $50,293.06 The amount included a reimbursement to the Texas Chapter of $5000. and a profit of $45,293.06 The Board expressed the appreciation for the outstanding effort of the 2004Annual Conference Committee.
B. 2005 Short Course
North Central Branch President, Lynn Hilburn presented the 2005 Short Course report. He stated that the Short Course will be held February 6-8, 2005 at the Plano Centre. Mr. Hilburn presented the Board with the first publicity piece that was mailed to the membership. The postcard was mailed to the membership October 28th and the registration brochure will be mailed December 1. Ron Harper noted that Nancy Beward, TPWA Education Chair, has done an outstanding job of identifying educational topics and has included all technical chairs in the selection of topics. It was noted that Ronnie Bates has stepped up to chair the Short Course Committee and is doing a great job. Jim Foster will get Oklahoma mailing list from Mary Ann Summerfield and will see that the Oklahoma Chapter is invited to the Short Course.
C. 2005 Annual Conference
In Annual Conference Chairman Mark Hines’ absence, Bruce Butscher reported the 2005 Annual Conference written report. (attached) The Conference will be held at the Waco Convention Center June 1-4, 2005. The host hotel will be the Hilton. All events will be held at the Convention Center except Family Night. He noted that registration will be on line and an ad will be in the TWUA magazine in November and February.
D. 2007 Congress
In preparation of the APWA Congress that will be held in San Antonio, Texas, Pamela Bransford presented a power point presentation that spelled out Texas Chapter responsibilities (attached) and recommended committee structure. Ms. Bransford attended a meeting at the 2004 Congress and the power point presentation was based on the information gained from attending that meeting.
John German additionally noted that Tom Wendorf has called a meeting to begin committee preparation on November 9. Attending this meeting will be Tom Wendorf, John German, and Pam Bransford. President Reed asked that Del Essary be included in this meeting.
2007 Congress will be held September 9-12, 2007.
It was noted that most probably there would not be a TPWA Annual Conference held in 2007 and this will impact the Chapter financially. Various fund raising activities were mentioned including “Riverwalk Dodgeball”, suggested by Bobby
Atteberry.
E. Award Committee (naming the expanded awards)
Jayne Longley presented the written committee recommendations to the Board. Ron Harper motioned that the award names be approved. The motion passed. The awards will be: John Roark Young Leader Award, John Teipel Award for Environmental Excellence, Drahn Jones Award for Excellence in Education, Bill Hogge Award for Outstanding Chapter Achievement, Richard Ridings Community Involvement, and Charles Baxter Award for Outstanding Contribution as a Vendor.
Jayne Longley will prepare a short paragraph on each of the honorees for publication.
F. Presentation of Membership Survey
Ron Harper presented the findings of the TPWA membership prepared by Will McDonald and Pamela Fry. (attached) Will McDonald was on hand to answer Board questions. Mr. Harper called the Board’s attention to the committee’s findings reviewing the existing marketing materials (found on page 7). Will McDonald stated the importance of establishing a TPWA brand. Board members discussed the need for: new member orientation, diversity on Board, and a “First-timers” Breakfast (designed after the APWA Congress Breakfast). To gain additional information, Mr. Harper recommended an on-line survey be written, administered and assessed by Freese and Nichols. Jimmy Foster moved that the Board approve an on-line membership survey. The motion passed.
G. Chapter Dinner
Vice President, Inas Aweidah, submitted a Chapter Dinner written report. Forty-seven attended the Chapter Dinner in Atlanta with eighteen participants from the Oklahoma Chapter. President Reed thanked Ms. Aweidah for her assistance in handling the Chapter Dinner.
H. Short Course SOP
Lee Dorger will work closely with Ronnie Bates and will make formal report at the June 2005 Board meeting. Board members were asked to contribute issues to be studied and addressed by this committee.
Item V New Business
A. ACEC Conference
Ron Harper reported on an opportunity to participate in the creation of a new ACEC procedural manual. Marsha Reed recommended that TPWA participate in this joint effort. Michael Johnson, Lynn Hilburn and Bruce Butscher expressed strong interest in participating in this project. Bobby Balli made a motion to participate in this joint effort. The motion passed. Mr. Harper will contact the Texas
ACEC.
B. IECA
Jayne Longley read invitation for the TPWA Chapter to participate as a partner in the IECA conference to be held Feb. 20-24, 2005 in Dallas, Texas. (attached) Ron Harper made a motion that TPWA participate in this conference pending APWA approval. The motion passed. Susan Causey will contact APWA and report back to the Board.
C. Texas Common Ground
Bobby Atteberry and Marsha Reed participated in a meeting with Texas Common Ground and TML in October. They have not attended subsequent meetings.
D. TPWA Work Day
Ron Harper reported that the TPWA Work Day will be held in the Metroplex on January 7, 2005. Place to be announced. The focus of the meeting will be the membership survey.
E. Other
1. The Board voted not to make proposal to host the 2011 Congress.
2. Del Essary and Jerry Ortega volunteered to help Ron Harper dismantle the TPWA
Booth.
Item VI President-Elect’s Report
A. APWA Awards
Marsha Reed reported that the Texas Chapter was presented the PACE Award at the Annual Congress Award’s reception and Tom Wendorf was recognized as a Top Ten Award winner.
Jimmy Foster announced that the 2005 APWA Award nominations are due on March 1, 2005.
B. TPWA Awards
Ron Harper announced that he attended all Council meetings and presented the TPWA Awards to the Councils. Marsha Reed reported that Larry Hertel’s TPWA Service Award was presented at the Lubbock City Council.
Mr. Harper announced that J. C. Wood will perform a review and prepare submission for all TPWA award recipients before they are submitted as APWA Award nominees.
Item VII Vice-President’s Report
A. Branch Reports
Written reports were submitted (attached) by the Rio Grande Valley Branch, The Central Texas Branch, and the Southeast Texas Branch. President Reed reminded Branches that reports are to be submitted in written form and will be utilized in the 2005 PACE Award application.
B. Education Report
Nancy Beward submitted a written report (attached).
Item VIII Secretary’s Report
Del Essary called attention to the written reports.
A. Membership Report
Jerry Ortega submitted a written report.
B. Headquarters’ Report
Written report attached.
Media Edge publishing will begin to produce the Participant magazine with editorial deadlines being November 29. Bobby Atteberry has agreed to write a quarterly TML Report and Jim Foster will write the APWA feature article for the first issue. Bill Verkest, Richard Ridings, and John German will provide APWA feature articles for future issues. The Board expressed interest in having a member profile in each issue. Jayne Longley will coordinate these articles focusing on the individuals honored with having a TPWA Award named after them.
C. 2005 Insurable events
Board members were reminded to submit all 2005 insurable activities to TPWA Headquarters by November 9, 2004.
Item IX Treasurer’s Report
A. Financial Report
In absence of Jason Cosby, Susan Causey presented the financial report. Headquarters sought input from the Board regarding 2005 Budget. Ron Harper stated that he would meet with Jason Cosby and Causey Consulting and budget recommendations would be sent by email to the Board for approval. The budget is due to National APWA on December 15, 2004.
Item X TML
A. TPWA Program at TML
Bobby Atteberry reported that Jerry Holder and Jim Pierce of Addison presented a successful program. 40+ individuals attended. They presented a written report with a legislative update. (attached).
B. TPWA Booth at TML
A written booth report was submitted. (Attached) Marsha Reed made a motion that the TPWA booth be initiated, coordinated and manned by members of the Branch where TML is located. The motion was made and seconded and passed. TML will be held in Grapevine next year.
Item XI House of Delegates Report
Jim Foster presented the House of Delegates report during the Affiliates Day program. A written report is attached.
Item XII Secretary’s Nomination of the 2005 Slate of officers
In accordance to TPWA’s new by-laws, Secretary Del Essary motioned that the unopposed 2005 Slate of Officers to the Board be approved. The Board accepted the motion and approved the slate of officers.
TPWA Slate of 2005 Officers are as follows:
Ron Harper President
Inas Aweidah President-elect
Del Essary Vice President
Jason Cosby Secretary
Steve Gillett Treasurer
J. C. Wood Trustee
Item XIII
Marsha Reed thanked the Board and Committees for a productive year.
Item XIV
A motion was made and the meeting was adjourned.
Texas
Chapter, APWA
Executive Committee Meeting
Parkway
Service Center/Plano,
Texas
February 6, 2005
Item I Call to Order
President
Harper called the meeting to order at
3:00 p.m.
The following officers and members
were present:
Executive
Committee:
Ron
Harper
Bobby Atteberry
Jason
Cosby
Jim Foster
Del
Essary
Steve Gillett
Bobby
Balli
Lee Dorger
Ronnie
Bates
Marsha Reed
Andy
Anderson
Dawn Green
Brice
Clements
J. C. Wood
Paul
Causey (ex-officio)
Members
and guests:
John
German
Richard Ridings
Jayne
Longley
Tom Wendorf
Steve
Voiles
Angie Brush
Chris
Pettijohn
Steve Oliver
Bill
Hindman
Gary Dawson
Bill
Verkest
Jim Cullen
Item
II Introductions
President
Harper wel
com
ed everyone to the meeting. He gave a recap of the Work Day session held at
11:00 a.m. Steve Gillett will coordinate Financial Task Force to address 2007
Congress finance issues. Pam Fry presented the results of the membership survey
(attached). Guests were introduced.
Item
III Approval of the Minutes
Minutes
from the
October 10, 2004
Board meeting were reviewed and a
motion was made and seconded to approve the minutes. The motion passed.
Item
IV Old Business
A.
2005 Short Course
Short
Course Chairman, Ronnie Bates stated that 350 have pre-registered for the Short
Course and that will mean over 400 will attend the Short Course. There are 64
educational sessions with 69+ speakers. The Committee will give a 27 inch flat
screen TV Tuesday afternoon as an incentive to hold people over. This year’s
Short Course has over $23,000. in sponsorships. Ronnie expressed thanks to Nancy
Beward and the SC Committee.
B.
2005 Annual Conference
Steve
Voiles announced that the Annual Conference will be held in
Waco
,
June 1-4, 2005
. Exhibitor registration is going well. Registration fee is $235. Spouse program
and youth program is $85. Steve will have registration forms here at the Short
Course.
C.
2007 Congress
John
German reported that Tom Wendorf and John met to begin preparation for the 2007
Congress that will be held
September 9-12, 2007
in
San Antonio
. It was announced that the Congress Committee will need $150,000 and 300
volunteers to put on a good Congress. John re
com
mended 1) the June TPWA Conference and Congress be
com
bined to not
com
pete 2) Make February Short Course larger 3) Set up budget with hope it will
com
e back (show expense prior to event example: Reception in 2006, promotional
material for 2005 Congress) 4) Chapter is needed for reserves and volunteers 5)
Strategic Planning session for Congress Committee 5) Set up finance
com
mittee to visit outside sponsors, etc.
Discussion
followed. It was re
com
mended that Ron,
Del
and Susan be kept informed and that the Chapter be integrated in to the
process. Steve Gillett, as finance chairman, stated the need to know the
financial
com
mitment of the San Antonio Convention and Visitors Bureau.
John
German will get a breakdown and timeline of when expenses are needed to Steve
Gillett for his
com
mittee to be able to make re
com
mendations.
D.
Marketing Plan
Pam
Fry presented marketing plan at the Work Day. The survey encouraged increased
promotion. Extra Participants need to get out to cities and city managers from
towns that are not members.
E.
Short Course SOP
Lee
Dorger passed out survey and asked Board members to fill out and return. Lee
will present a
com
pleted document to the Board in June.
F.
APWA Board Positions
Ron
Harper sent a letter of nomination for Bill Verkest (APWA president-elect) to
APWA on behalf of the Chapter. The letter was passed out (attached). Jim Foster
reported that there are two At-large positions open and nominees could be from
the Texas Chapter. Bill Verkest is leaving after 6 years at Region 7 Director.
This position will be open. A motion was
made to nominate Jimmy Foster as Region 7 Director. The motion passes. Ron
Harper will send the letter.
Item
V President-elect
A.
APWA Awards
Jim
Cullen announced that there will be 14-15 APWA award submissions and the Texas
Chapter will qualify for the PACE again. Ron Harper expressed thanks to J. C.
Wood for his assistance and
com
ments on the applications.
B.
TPWA Awards
Jim
stated that the current emphasis is the APWA awards but as soon as they are
submitted our attention should turn to the TPWA awards. Ron Harper issued a
challenge to Branch Presidents seeking at least 2 project of the year award
nominations and 1 leader of the year nominations. April 15 is the deadline for
TPWA awards.
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