EXECUTIVE BOARD OF DIRECTORS. Minutes of the General Membership meeting of October 2, 2014 Capital Ball Room of the DoubleTree Hotel, Sacramento, CA

Transcription

1 EXECUTIVE BOARD OF DIRECTORS Minutes of the General Membership meeting of October 2, 2014 Capital Ball Room of the DoubleTree Hotel, Sacramento, CA 1. President Warren brought the meeting to order. 2. The pledge of allegiance was given. 3. Invocation: Secretary Valdez gave the invocation 4. Secretary Valdez took the roll. All were in attendance with the following exceptions: Arizona Chapter - Delegate Hoy was absent Central Valley Chapter Delegate Dykes was absent Greater Ventura Area Chapter Delegate Buccino arrived at 12:07 PM Los Angeles/Orange Area Chapter Delegate Thompson was absent Northern Nevada/Tahoe Chapter Delegate Concannon was absent Redwood Empire Chapter Delegate Merian and Delegate Powell were absent Vendor Rep / Central Vendor Rep Gustafson was absent Vendor Rep / South Vendor Rep Hall and Alternate Vendor Rep Perugino were absent Past President Peter Cortopassi was absent 5. Treasurer Batista reported assets of $79, Nominees for the Peter Walsh Award were recognized: Lory Warren Town of Oro Valley, AZ, retired Arizona Chapter Carl Valdez City of Ventura Greater Ventura Area Chapter Troy Wittenbrock City of Duarte Los Angeles/Orange Chapter Lyle Waite City of West Sacramento North Central Valley Chapter Tsutomu Imamura San Mateo County, retired San Francisco Bay Area Chapter 7. Nominees for the Stellar Vendor Award were recognized: Harold Hal Berg PB Loader Mfg., Inc. & Scelzi Enterprises, Inc. - Central Valley Chapter Gary Givens Roadline Products, Inc. LA/Orange Chapter and San Diego Chapter Norman L. Hawkins, Jr. Hawkins Traffic Safety Supply San Francisco Chapter Ben Howseman Dispensing Technology Corp. Central Coast Chapter and Greater Ventura Chapter MJ Loomis Dr. Pave, LLC - Inland Empire/Desert Chapter Tim Powers Municipal Maintenance Equipment, Inc. North Central Valley Chapter Executive Board Minutes of October 2014 Page 1 of 8

2 President Warren announced that Norm Hawkins won the first Stellar Vendor Award last night. 8. Chapter Scholarship Presentation - None 9. President s Message President Warren thanked all of the Conference Committee members and hotel for all their work at this event and spoke positively about the MSA organization Conference Committee Announcement San Diego Chapter President Blackstock thanked the North Central Valley Chapter for the great job they did of hosting the conference and passed out the traditional caps to the Executive Board. Delegate Ugrob invited everyone to the conference next year at the Crowne Plaza Hotel in San Diego. 11. President Warren opened the floor to questions. Michelle Olinger-Jolly took the floor and encouraged new members to join their local MSA Board. Joe Romer, as the Conference Training Committee Chairperson, asked attendees to send him comments about the training if they did not complete a survey form. 12. President Warren adjourned the meeting to the Executive Board Meeting to be held on Friday, October 3, 2014 at 8:00 AM in the Capital Ball Room. Executive Board Minutes of October 2014 Page 2 of 8

3 EXECUTIVE BOARD OF DIRECTORS Minutes of the meeting of October 3, Call to Order: President Warren called the meeting to order at 8:01 a.m. in the Capital Ball Room of the DoubleTree Hotel Sacramento, California. 2. Pledge of Allegiance: Vice President Waite led the Pledge of Allegiance. 3. Roll Call: Secretary Valdez took the roll. Arizona Lory Warren - present David Hoy absent* Central Coast Bob Morgenstern present Randy Carnahan present Central Valley Hal Berg present Bobby Dykes absent Greater Ventura Area Carl Valdez present Joe Buccino present Inland Empire/ Desert Xavier Mendez - present Ken Fischer present Los Angeles/Orange Gerard Batista - present Dave Thompson absent N. Central Valley Lyle Waite present Adin Selby absent* N. Nevada/Tahoe Andy Concannon - absent Vacant Redwood Empire Mark Powell present Jon Merian absent* San Diego John Ugrob present Vacant San Francisco Bay Area Tsutomu Imamura present Shawn Nesgis present Vendor Rep./Central Erick Gustafson absent Ben Howseman present Vendor Rep./North George Bradley present Joe Fouret present Vendor Rep./South Tray Hall present Dino Perugino - absent Maintainer Reps. Bill Copeland present Bev Copeland - present Administrative Assistant Susie Evans present Financial/Website Assistant Jerry Dankbar present Past President Peter Cortopassi - absent * Edward Stevens, Arizona Chapter, attended in David Hoy s absence * Joe Romer, North Central Valley Chapter, attended in Adin Selby s absence * Jim Montenegro, Redwood Empire Chapter, attended in Jon Merian s absence 4. Introductions: President Warren called for introductions from anyone new to the meeting. Ed Stevens, with the Arizona Chapter, was introduced as possibly taking over the Delegate position from Delegate Hoy. Joe Romer, with the North Central Valley Chapter, introduced himself as sitting in for Delegate Selby. Jim Montenegro, with the Redwood Empire Chapter, introduced himself as sitting in for Delegate Merian. Executive Board Minutes of October 2014 Page 3 of 8

4 5. Approval of Minutes: Motion by Delegate Fischer, seconded by Delegate Buccino, to approve the minutes of the May 15, 2014 meeting as submitted. Motion carried with Delegate Powell abstaining. 6. Secretary s Report & Certificates: Secretary Valdez had no certificates and nothing to report. 7. Treasurer s Report: President Warren asked that related Treasury items on the agenda, under Old Business 1a Budget/Finance Committee Report and under New Business 4 Request to Purchase a Laptop & Software, be addressed under this item (re-numbered with * below). Treasurer Batista reported the following information: Checking $24, Time Deposit $34, Time Deposit $12, Conference Advances $ 7, Total $79, Vice President Waite stated that the $7,500 conference advance should be ready to be paid back to the Executive Board today from the North Central Valley Chapter. a) Approval of Treasurer s Report: Delegate Fischer made a motion to accept the Treasurer s report. Seconded by President Warren. Motion carried unanimously. b) *Request to Purchase Laptop & Software: Jerry Dankbar, as the Financial Assistant/Bookkeeper for the MSA Executive Board, reviewed his written request to purchase a laptop & software, not to exceed $1,400 combined. He will use the laptop and necessary software for MSA business and any other Board member can use it as needed. Delegate Morgenstern made a motion to approve the Request to Purchase Laptop & Software, not to exceed $1,400. Seconded by Delegate Powell. Discussion was held by President Warren, who is in favor of the request given the Arizona Chapter s experience when their Treasurer passed away and had trouble accessing the Treasurer documents from his personal computer; Delegate Powell expressed his approval of the idea for the Financial Assistant/Bookkeeper to have this and then it can be passed on to the next person in that role when the time comes; Delegate Mendez suggested posting protected files online for access by those who need it; Vendor Rep Fouret suggested looking into QuickBooks Online for the financial program rather than having a program installed on any computer and an online file server; and Secretary Valdez asked to clarify if the requested amount was sufficient. Motion carried unanimously. Peter Walsh Award winner Lory Warren was congratulated for her win and given a standing ovation. c) *Budget/Finance Committee Report: Jerry Dankbar reported that MSA received a letter from the IRS about being fined $1,620 for lack of information submitted on the annual tax documents. He visited the IRS office and fixed the minor issue and sent letter to the IRS requesting the fine be removed. However, the IRS sent another letter requesting the fine be paid. He is going to speak with a tax attorney for quick consultation on what should be included with a reply letter and how to proceed. Since the anticipated tax attorney fee is within the Financial Policy and Procedures guidelines, no vote for approval is required, however he will notify the EBoard of the response. President Warren stated she would rather pay an estimated $300 to a tax attorney than $1,620 to the IRS for this simple error. Delegate Executive Board Minutes of October 2014 Page 4 of 8

5 Mendez suggested paying the fine first and then fight it to request a refund. President Warren indicated the EBoard would be updated with the status. d) Approval of Bills & Claims: Treasurer Batista had no claims for approval. 8. President s Report: President Warren reported she is going to visit the San Francisco Bay Area Chapter on November 4 and Redwood Empire Chapter on November 5. President Warren suggested the Past President s Committee monitor the accuracy of the website. Those who notice needed updates should notify the Past President s Committee who will coordinate on a regular basis with Jerry Dankbar. Vice President Waite agreed with the suggestion, although this does not require a vote or change in any policy. President Warren would like to see the EBoard President plan out the next year s EBoard meetings so that it can be on everyone s calendar for planning purposes. She suggested the following meeting dates: o o o January 29 & 30, 2015 in San Diego, CA May 14 & 15, 2015 in Berkeley, CA October 1 & 2, 2015 in San Diego, CA in conjunction with the Annual Conference Discussion was held, with Delegate Fischer stating he would prefer the EBoard President for 2015 be given the decision to call the meeting dates for that year. President Warren asked why the EBoard could not hold their meeting after the General Meeting on Thursday during the Conference week. Delegate Powell stated it used to be that way, however training also occurs on Thursday, which would hinder attendance at the training for those who had to attend the EBoard meeting. More discussion was held from Vendor Reps (North) Fouret and Bradley on this topic as to the reasons to keep the meeting on Friday. President Warren inquired about changing the Friday EBoard meeting time to 9:00 AM. Discussion was held about travel plans for most in attendance, therefore 8:00 AM was preferred. 9. B & B Report: Bev Copeland stated that information in the Maintainer can sometimes be shared on the website, along with pictures, she just needs to be asked for whatever is requested. She also shared that they have not raised advertising rates since 2007, although expenses and postage have increased. While she does not intend to raise rates now, it could be coming in the future. President Warren called for a break at 8:40 a.m. and called the meeting back to order at 8:52 a.m. Old Business: 1. Committee Reports: a) Budget/Finance: This item was addressed earlier in the meeting. b) Conference Advisory: Delegate Morgenstern reported that he spoke with Kelly Fleming, Delegate Ugrob and San Diego Chapter President Doug Blackstock for the 2015 Annual Conference and suggested they go to the website to review the Conference Protocol documents. He also suggested the EBoard attend the Thursday night dinner in January and stay at the host hotel if it goes toward the Conference food and hotel count for the Conference. If not mandatory, it should be highly recommended. Vendor Rep (North) Bradley suggested that Conference Executive Board Minutes of October 2014 Page 5 of 8

6 Committee action items and agendas be copied to the EBoard President to allow for interjection when necessary and to communicate the health of the Conference planning. c) Website/Technology: This item was addressed earlier in the meeting. d) Education/Training: With Delegate Thompson absent, President Warren went over this item, from the attachments submitted with the agenda prior to the meeting. i. MSA Certification: As part of an MSA Certification, the Committee is proposing a selfpaced 6-week online class for Introduction to Public Works and is requesting support from each Chapter to fund this program through their scholarship program with a minimum of two students per Chapter. Delegate Fischer made a motion to support the Introduction to Public Works proposal contingent upon no objection from the majority of the local Chapter. Seconded by Alternate Delegate Stevens. Discussion was held in support of the proposal and to clarify some components. Delegate Morgenstern objected to the word must in the proposal and instead would support the replacement wording strongly encourage. Delegate Fischer amended the motion to include changing the word must to Each Chapter is strongly encouraged to commit to funding this through their scholarship program. Seconded by Alternate Delegate Stevens. Motion carried with President Warren abstaining. e) Vendor Member Report: Vendor Rep. (South) Hall had nothing to report other than that he enjoyed the Equipment Show. Vendor Rep (North) Bradley encouraged vendors to begin coordinating who will present the next Stellar Vendor Award in the event the current Awardee Norm Hawkins cannot attend the 2015 Conference in San Diego. Bev Copeland reported that Frank Wheeler with MME offered to underwrite the cost to fix all of those Stellar Vendor Awards which were incorrectly listed as LA/Orange Chapter, after determining if MSA or the trophy vendor made the error. Delegate Fischer would like to coordinate having the Stellar Vendor Award plaques made with a specific trophy vendor, like the Peter Walsh Award plaques are handled. Vendor Rep (North) Bradley provided some history on Peter Walsh and Norm Hawkins. Vendor Rep (Central) Howseman thought it might be appropriate to name the Stellar Vendor Award after Norm Hawkins and Gary Givens. President Warren stated that should be up to the Vendors to decide, as it is their award. f) Past President s Committee: President Warren reported that Peter Cortopassi was not in attendance, but went over the summary report made from the information submitted by each Chapter on the Health of the Organization Reports and encouraged these be submitted on time. i. Conference Workbooks: Vendor Rep (North) Bradley gathered and brought a box of Conference Workbooks he had and suggested they be scanned as part of MSA history. President Warren stated there is a line item in the budget for administrative services and suggested Susie Evans is paid to scan them. After reviewing all of the workbooks provided, Susie Evans will provide a list and send to the EBoard in order to determine if others have additional Conference Workbooks that should be scanned and to avoid Executive Board Minutes of October 2014 Page 6 of 8

7 duplication. If there are fees associated with shipping the box of Conference Workbooks for scanning, the EBoard will pay for it. g) Awards Committee Report: Delegate Fischer reported that all of the awards were completed and brought to the Conference with a few glitches to be learned from and improved on. h) Communication & Marketing Committee: Delegate Morgenstern provided the final updated marketing tri-fold for each Chapter to take and use and suggested the EBoard send a thank you letter to Victor Nunnemaker and his wife Marie who worked on the artwork and put it together. President Warren suggested they also receive a gift card to a restaurant or some other for $250. Given the dollar amount, no motion is necessary to approve this expenditure. Secretary Valdez will handle. 2. Conference Reports: a) 2014 North Central Valley Chapter: Vice President Waite provided a quick summary from the Conference, with a final electronic report to be provided at the January Conference Exchange Meeting. He provided a check to the EBoard from the North Central Valley Chapter in the amount of $11,700 to pay back the $7,500 Conference Loan and EBoard Registration Fees of $4,200 (50 vendor registrations at $75/each and 45 full registrations at $10/each). Alternate Delegate Romer and Vendor Rep (North) Bradley left the meeting in order to meet with the hotel to finalize the expenses. b) 2015 San Diego Area Chapter: Delegate Ugrob shared that he is thankful for all those who have offered their help and advice. He reported the Conference would be held at the Crowne Plaza Hotel in San Diego from September 28 October 1, There are plans to have online registration available to alleviate the paper process. Suggestions were made to send out reminders to budget for the Conference, provide information on classes offered, and to contact CPRS quickly in order to get them scheduled. c) 2016 San Francisco Bay Area Chapter: Delegate Nesgis reported they he and Tom Borman are the Conference Co-Chairs and will have the Conference held at the DoubleTree in Berkeley in late September d) 2017 Central Valley Chapter: Delegate Berg reported they are making progress on the planning. 3. Other Items of Old Business: a) Status of Northern Nevada/Tahoe Chapter: Delegate Imamura reported that the Northern Nevada/Tahoe Chapter did not have a recently scheduled September meeting, but they do plan to meet on October 16. Delegate Imamura plans to attend that meeting and will speak to the group and find out the future of the Chapter. President Warren indicated if there are travel costs associated with travel to that meeting for Delegate Imamura, he should submit a request for reimbursement to the EBoard. President Warren called for a break at 10:13 a.m. and called the meeting back to order at 10:24 a.m. Executive Board Minutes of October 2014 Page 7 of 8

8 New Business: 1. Proposal for MSA Constitution Revision (Article IV, Section 3): President Warren reviewed the process for revising the Constitution. Delegate Powell described the revision requested and the purpose for it. Delegate Powell made a motion to revise the MSA Constitution, Article IV, Section 3 - revising the number of delegates representing each Chapter from two to one. Seconded by Alternate Delegate Montenegro. Discussion was held in opposition of the proposal with no others in favor. Motion failed with Delegate Powell and Alternate Delegate Montenegro in favor and Alternate Delegate Romer abstaining. 2. Revision to Peter Walsh Award Protocol: Delegate Fischer described the revision requested and the purpose for it, specifically Item D of Section IV Voting and Selection Process in order to clarify the protocol of listing the name and chapter on the ballot. He would like to include the motion for approval of this item along with the item to revise the Stellar Vendor Award Protocol. 3. Revision to Stellar Vendor Award Protocol: Delegate Fischer described the revision requested and the purpose for it, specifically Item H of Section IV Voting and Selection Process in order to clarify allowing each Delegate, each Vendor Rep and each Alternate Vendor Rep in attendance are eligible to vote. Delegate Fischer made a motion to revise the Peter Walsh Award Protocol and Stellar Vendor Award Protocol as submitted. Seconded by Vendor Rep (South) Hall. Motion carried with Alternate Delegate Romer abstaining. 4. Request to Purchase Laptop & Software: This item was addressed earlier in the meeting. 5. Requests to Host Conferences: Delegate Mendez submitted a formal request and paperwork from the Inland Empire/Desert Chapter to host the 2018 Conference at the Fantasy Springs Resort and Conference Center. Delegate Mendez made a motion to approve the Inland Empire/Desert Chapter s request to host the 2018 Conference. Seconded by Delegate Fischer. Motion carried unanimously. 6. Requests for Conference Advance Loans: None were requested. No action taken. 7. January Executive Board Meeting: Pending confirmation from the hotel on availability, the EBoard Meeting will be held at 8:00 AM on January 30, 2015 at the Crowne Point Hotel in San Diego with a continental breakfast, preceding by the Conference Exchange of Information on January 29, Other Items of New Business: a) Secretary Valdez shared that today is his 8-week wedding anniversary. b) Delegate Mendez stated he is willing to join the EBoard officers at the next election. Motion to adjourn by Vice President Waite, seconded by Alternate Delegate Stevens. Motion passed and President Warren adjourned the meeting at 10:53 a.m. Respectfully submitted, Carl Valdez, Secretary Prepared by: Susie Evans Executive Board Minutes of October 2014 Page 8 of 8