Minutes from the Oregon Chapter APWA board meeting Meeting held at Washington County Operations Center, Hillsboro, Oregon December 9, 2005 Board Members Present Board Members Absent Greg Miller Lila Bradley Ted Kyle Jim Carnahan Kurt Corey Yvonne McClain Rick Olson Hugh Kalani Visitors Peggy Keppler Marty Andersen (for Sam Johnston)Bob Patterson Barbara Duda Gregg Weston Derek Forseth (incoming director) Eric Jones Paul Klope Gordon Munro Elizabeth Papadopoulos Kevin Timmons Meeting called to order at 9:35 AM Chapter Board Meeting Approval of Minutes The minutes of the November 10, 2005 regular board meeting were approved with an editorial correction to the December 9 meeting start time. Treasurers Report Rick Olson provided the Treasurer’s Report which was approved as submitted. President’s Report Greg Miller expressed his thanks to the board for their efforts and accomplishments over the past year, particularly noting the two very successful conferences and his appreciation for the sound financial condition of the Oregon Chapter. Delegate’s report Hugh Kalani provided a report on recent activities. He provided draft information regarding the guest/spouse program contemplated for the Spring Conference and various iterations of the logo and theme for the conference which will be: “Public Works – Bridge to the Future”. Hugh also reminded the board of the upcoming joint Region VIII & IX meeting scheduled for early April in Reno and suggested the board consider sending one or more officers to attend the Chapter Officer training to be conducted at the meeting. Correspondence The correspondence file with various items was circulated for information. Among other items, there was information relating to an asset management users group that is being formed, correspondence calling for nominations for national committees and appointments, a status report from John Ostrowski on the Public Works Institute, information regarding an upcoming conference call on bylaws updating, and correspondence from Yvonne McClain regarding advertising rates in the Daily Journal of Commerce. Chapter Conferences: • Fall Conference 2005, Salishan, October 10-13 – Lila Bradley was not available to provide to report on the Fall conference but indicated in prior correspondence the final accounting is in progress with an expectation that revenues over expenses will be about $3000. The cost of services provided by ESI was somewhat higher than anticipated which should be considered as part of the 2006 budget preparation. It was also noted that costs for the “First-timers” program should be taken into account as part of the conference budgeting process. • Spring Conference 2006, Joint Conference with Washington Chapter, Vancouver Convention Center, March 28-31 – Greg Miller provided a brief report of conference committee meetings to date. He indicated a draft conference budget had been developed and that President Bob Freudenthal had confirmed his plans to attend. Greg also noted that Jim Fahey, APWA’s Government Affairs Director, was available to present information on APWA’s advocacy activities. Kurt Corey provided an updated draft of the technical program schedule and accepted various offers from prospective facilitators. He noted a 4th track may be added to the program and that speaker forms would be due by February 1. Kevin Timmons reported the Water Resources Committee had developed several ideas for sessions that he would forward for consideration. Gordon Munro indicated that Jennifer Schieberl had expressed an interest in presenting a session on “Engineers Without Borders”. And, as noted earlier, Hugh Kalani provided information regarding the draft guest program. • Fall Conference 2006, Pendleton – Bob Patterson confirmed the Pendleton Convention Center has been booked for October 10-13. The board discussed several questions Bob posed related to the technical program, potential budget/registration fees, and exhibitors. • Spring Conference 2007, Ashland – Terry Chamberlin reported in previous correspondence that he is working with Ashland representatives on a draft contract to hold the conference in Ashland the first week of May, 2007. • Fall 2007 Conference, Bend – There was no further information to report on the Fall 2007 conference at this time. • Spring 2008 Conference, Joint w/ Washington and Rocky Mountain Chapters – The prospect of a three-way conference with Washington, Oregon, and the Rocky Mountain Chapters will be discussed at the joint meeting with the Washington Chapter at the Spring Conference in March. Chapter Goals for 2006, Annual Budget Discussion and Committee Reports: The list of goals for 2005 was reviewed and used as a template for development of updated goals for 2006 as reports were received from the following committees. A revised list will be prepared for approval and adoption at the January board meeting. • Standard Specifications – Paul Klope reviewed the work of the Standard Spec committee over the past year as the process to update the document has been initiated. Several subcommittees have been assigned and are active, others need more participation. Their goal is to update the specs by July for publishing late in 2006 in anticipation of being ready for 2007 construction projects. Paul indicated the budget requirements for the effort are unclear at this time but proposed a $5000 placeholder in the budget to accommodate updates to drawings if necessary. • Water Resources – Kevin Timmons reported the Water Resources Committee meets regularly and has either conducted or scheduled several activities, trainings, and field tours. A training on sustainable stormwater treatment is scheduled for the near future. The committee recommends adding website links to WEF and ACWA and possibly others. • Newsletter – Eric Jones submitted a comprehensive written report summarizing newsletter highlights for 2005 together with a proposed budget for 2006. The board subsequently discussed various strategies for non-member distribution of the newsletter. • Education – Ted Kyle provided a summary of education activities for the past year He reported the new class offering, “Contracting for Success”, had drawn 27 students to its initial offering. The Education committee is considering developing a session on “Project Management” for next year. • Leadership & Management – Peggy Keppler and Elizabeth Papadopoulos provided a report on the mentoring program, 2005 legislative activities, and suggestions for 2006. They are pursuing the “First-timers” program for both conferences in 2006. The board also discussed updates to the goal on “Outreach”, noting a continuing relationship with the Oregon Building Congress and Paul Klope’s participation on OAPA’s 2005 asphalt paving awards committee. • Public Relations – Eric Jones shared several ideas for integrating into the 2006 public relations goal including establishing committee web pages, the development of a database for expanded distribution of chapter information, and actually appointing a Public Relations Committee to help the chapter become more proactive in this area. • Awards – Gordon Munro provided a report to the board on the substantial progress made toward nominating and recognizing members’ achievement in 2005. The board commended Gordon for the work of the Awards Committee and, following discussion, updated goals for 2006. • Membership – Barb Duda provided a summary of membership recruitment activities, noting the newly available student membership category could be one additional strategy to increase chapter membership. Barb suggested looking into student activities that would work as an incentive for them to join. Following discussion, the board decided to establish a goal of 800 members for 2006. • Conferences – On the topic of future conferences, the board expressed a desire to develop and maintain a 5-year rolling list of spring and fall conference sites. Old Business: • Public Works Institute – Paul Klope distributed additional information from John Ostrowski relating to the Public Works Institute, explaining the current proposal would involve 90 classroom hours comprised of three 4-day sessions. There is also the possibility of individual elective classes that would accrue toward certification. • Other Old Business - Other items listed as “Old Business” in the published agenda were deferred until the next meeting. New Business: • Gordon Munro – Young Member Involvement – Gordon Munro addressed the board to discuss various strategies for enhancing the involvement of younger members in the organization and the associated advantages. The board expressed appreciation to Gordon for his interest and concern and concurred this is an area to be championed. It might, for example, be a logical part of future conference planning. • Request for support – Patricia Bugas-Schramm, Jennings Randolph Fellowship – The board reviewed the application for a non-specific amount of financial assistance and, following discussion, deferred a decision until the January meeting. The board expressed a desire to develop a more objective review process for use in responding to this and similar requests. • 2006 Budget – Rick Olson provided a draft chapter budget for 2006, noting budget information was due to national by December 15. Following deliberations during which various amendments were made, the board approved a balanced 2006 budget of $93,550. • Other New Business - In the interest of time, other items listed as “New Business” in the published agenda, including establishing board meeting locations for 2006, were deferred until the next meeting. Director Initiated Items – Kurt Corey reported the Oregon Building Congress had submitted a copy of their annual report together with a request for funding. This item will be discussed further at the January meeting. Greg Miller shared correspondence from Yvonne McClain who indicated she had scheduled an upcoming discussion with the Black Engineering Association regarding APWA. Next Board Meeting: January 13, 2006, 10:00 AM, Otak, Lake Oswego Agenda Items for next meeting: • Request for Support from Patricia Bugas-Schramm – Jennings Randolph Fellowship • Oregon Building Congress Request for Financial Support • Board Meeting Locations for 2006 Meeting adjourned at 3:05 PM Submitted by Kurt Corey, Secretary OREGON CHAPTER BOARD 2006 MEETING CALENDAR Month JANUARY Date 13 Location Otak/LAKE OSWEGO FEBRUARY 10 ODOT/SALEM MARCH 28 Vancouver Convention Center Spring Conference – Vancouver, WA APRIL No Meeting MAY 12 PORTLAND JUNE 9 BEND JULY 14 LINCOLN CITY AUGUST 11 PENDLETON SEPTEMBER No Meeting APWA Congress – Kansas City OCTOBER 10 PENDLETON Fall Conference - Pendleton NOVEMBER 9 EUGENE Note Thursday Meeting Date DECEMBER 8 HILLSBORO Minutes approved by the Oregon Chapter APWA Board of Directors, January 20, 2006