Please note: There will be NO remote meeting access

Transcription

1 Wisconsin Chapter American Public Works Association 210 Martin Luther King Jr. Blvd City-County Building, Room 115 Madison WI, President : Jim Hessling; President-Elect : Scott Solverson; Vice-President: Mary Dziewiontkoski; Secretary: Eric Dundee; Treasurer: Lee Igl; Director: Robert Givens and Scott Brandmeier; Past President: Ryan Amtmann; Council of Chapters Delegates: Mike Dailey and Paul Woodard WISCONSIN CHAPTER APWA EXECUTIVE COMMITTEE MEETING AGENDA & STRATEGIC PLANNING MEETING Meeting Date: Friday, June 9, 2017 Meeting Time: Executive Committee Meeting 7:30 a.m. Strategic Planning Meeting 8:00 a.m. Meeting Location: Ruekert Mielke, Waukesha conf. room W233 N2080 Ridgeview Parkway Waukesha, WI Please note: There will be NO remote meeting access 1. Call to Order /Introductions 2. Presidents Report (Hessling) 3. Approval of Minutes: May 10, 2017 (attached) 4. Treasurer s Report (Igl) i. Current Account Balances (through 05/31/2017) i. Associated Checking $105,090 ii. Associated Money Market $ 35,605 iii. Scholarship Fund $152,002 ii. Total Investments $292,696 iii. Revenue YTD $227,796 iv. Expenses YTD $187, Approval of Treasurer s Report

2 Wisconsin Chapter American Public Works Association 210 Martin Luther King Jr. Blvd City-County Building, Room 115 Madison WI, President : Jim Hessling; President-Elect : Scott Solverson; Vice-President: Mary Dziewiontkoski; Secretary: Eric Dundee; Treasurer: Lee Igl; Director: Robert Givens and Scott Brandmeier; Past President: Ryan Amtmann; Council of Chapters Delegates: Mike Dailey and Paul Woodard 6. Old Business i. Conference Planning Guide Tabled (Hessling) ii Chapter Goals - Tabled (Hessling) iii Spring Conference Madison Recap & Final Budget (Dundee) a. Conference Refund - Dejewski iv. Discuss and Consider request for National Snow Plow Roadeo participation (sending winners and judge) 7. New Business i. Discuss 2018 Spring Conference Venue & Equipment Show (Woodard) ii. Accreditation Workshop (Woodard) iii. Approve 2017/2018 Budget (Igl) iv. Summer Outing Update (Dundee) 8. Upcoming Event Dates i. Summer Fundraiser Outing, July 20, Hartford ii. Fall Conference, November 1-3, 2017 Wausau iii. Spring Conference, 2018 Green Bay iv. Fall Conference, 2018 Stone Harbor Resort, Sturgeon Bay v. Spring Conference, 2019 Oshkosh vi. Fall Conference, 2019 Potawatomi, Milwaukee (Joint w League of Municipalities) 9. Future Agenda Items Future meeting dates July 20 Hartford October 13 Wausau August 11 Conference call November 1 Wausau September Green Bay December 8 Conference call 11. Future newsletter deadlines- Newsletters are published quarterly: January, April, July and October. July 2017 Newsletter is due Friday, June 16 October 2017 Newsletter is due Friday, September 15 January 2018 Newsletter is due Friday, December 8

3 Wisconsin Chapter American Public Works Association 210 Martin Luther King Jr. Blvd City-County Building, Room 115 Madison WI, President : Jim Hessling; President-Elect : Scott Solverson; Vice-President: Mary Dziewiontkoski; Secretary: Eric Dundee; Treasurer: Lee Igl; Director: Robert Givens and Scott Brandmeier; Past President: Ryan Amtmann; Council of Chapters Delegates: Mike Dailey and Paul Woodard 12. Adjourn

4 WI CHAPTER APWA Presidents Monthly Report to the Executive Committee and the Membership for June 2017 (5/9/17-6/6/17) This information is provided in brief to provide an overview of the highlights concerning activities relating to the Wisconsin Chapter of APWA. Nothing to report h:\apwa hessling president\presidents report\apwa presidents june 2017 monthly report.doc

5 Wisconsin Chapter American Public Works Association 210 Martin Luther King Jr. Blvd City-County Building, Room 115 Madison WI, President : Jim Hessling; President-Elect : Scott Solverson; Vice-President: Mary Dziewiontkoski; Secretary: Eric Dundee; Treasurer: Lee Igl; Director: Robert Givens and Scott Brandmeier; Past President: Ryan Amtmann; Council of Chapters Delegates: Mike Dailey and Paul Woodard WISCONSIN CHAPTER APWA EXECUTIVE COMMITTEE & TECHNICAL COMMITTEE CHAIR MEETING MINUTES Meeting Date: Wednesday, May 10, 2017 Meeting Time: 4:00 p.m. Meeting Location: Madison Central Library, 3 rd floor conf. room 210 West Mifflin Street Madison, WI Teleconference: United States: +1 (646) Access Code: Call to Order /Introductions Attendees: Hessling, Igl, Berning, Dailey, Mazanec, Frisbee, Edlebeck, Dziewiontkoski, Brandmeier, Burgan, Grayson, Amtmann, Solverson, Wachtendonk, Powell, Gehin, Lindman, Simpson, Givens, Woodard, Austin, Billingsley, Alonge 2. Presidents Report (Hessling) 3. APWA National Report (Scott Grayson, Executive Director; Rich Berning, Region V Director) Notes: New accounting software for chapters by end of year, new strategic plan was adopted in February, and advocacy work in Washington D.C. and throughout chapters. 4. Approval of Minutes: April 14, 2017 (attached) motion to approve by Woodard, 2 nd Igl, passed 5. Treasurer s Report (Igl) i. Current Account Balances (through 04/30/2017) i. Associated Checking $ 89,858 ii. Associated Money Market $ 35,600 iii. Scholarship Fund $151,850 ii. Total Investments $277,308 iii. Revenue YTD $188,382

6 Wisconsin Chapter American Public Works Association 210 Martin Luther King Jr. Blvd City-County Building, Room 115 Madison WI, President : Jim Hessling; President-Elect : Scott Solverson; Vice-President: Mary Dziewiontkoski; Secretary: Eric Dundee; Treasurer: Lee Igl; Director: Robert Givens and Scott Brandmeier; Past President: Ryan Amtmann; Council of Chapters Delegates: Mike Dailey and Paul Woodard iv. Expenses YTD $136, Approval of Treasurer s Report motion to approve by Dailey, 2 nd Woodard, passed 7. Committee Reports i. Technical Committees ii. i. Emergency Management (Bruce Slagoski) - attached ii. Engineering & Technology (Jim Mantes) - attached iii. Facilities & Grounds (Shelley Billingsley) - attached iv. Fleet Services (Nathan Wachtendonk) - attached v. Leadership & Management (Cathy Austin) Note Emerging Leader program applications are being advertised. vi. Solid Waste Management (Jodine Saunders) vii. Transportation (John Burgan) viii. Utilities and Right of Way (Dave Simpson) ix. Water Resources (Bill Frisbee) - attached Standing Committees i. Awards (Sean Gehin) Award presentation will take place at conference. Tim Barbeau is next chair of committee. ii. Conference Program (Scott Solverson) iii. Diversity (Nahid Afsari) iv. Education & Scholarship (Holly Powell) attached v. Historical & Archives (Jim Hessling) - attached vi. Council of Chapters (Mike Dailey) Council of chapters is creating task teams and focus groups for new national strategic goals and activities. Looking to do webinars. vii. Membership Services (Tyler Smith) viii. Newsletter (Ryan Amtmann) ix. Past Presidents (John Edlebeck) - attached x. Public Relations (Matt Bednarski) - attached xi. Website Administration /Communications (Jeff Mazanec) Website panel changes and job openings consistently changing. Please remember to notify Jeff of committee meetings to be posted on

7 Wisconsin Chapter American Public Works Association 210 Martin Luther King Jr. Blvd City-County Building, Room 115 Madison WI, President : Jim Hessling; President-Elect : Scott Solverson; Vice-President: Mary Dziewiontkoski; Secretary: Eric Dundee; Treasurer: Lee Igl; Director: Robert Givens and Scott Brandmeier; Past President: Ryan Amtmann; Council of Chapters Delegates: Mike Dailey and Paul Woodard website for notice and insurance reasons. If anyone is interested in committee chair website training, let Jeff know. xii. Vendor Committee (Andrew Lang) The spring conference brings new emphasis to vendors and looks good, especially with the amount of vendors. Will meet with vendors after the show to discuss changes and anything needed in the future. xiii. Young Professional Chapter Liaison (Becca Alonge) Has been attending national YP monthly calls. Looking to do college presentations this fall, needs volunteers. 8. Old Business i. Conference Planning Guide Tabled (Hessling) ii Chapter Goals (Hessling) iii. Chapter Strategic Planning Session (Hessling) will be during June meeting, location TBD. iv Spring Conference Madison update (Dundee & Solverson) a. Conference Refund Saunders - motion to refund minus $25 by Amtmann, 2 nd Brandmeier, motion passed. 9. New Business i. Discuss and Consider Monetary support for APWA team for Boys & Girls Club Bike Event Motion to support with $250 contribution by Woodard, 2 nd Solverson, motion passed (Hessling nay) ii Fall Conference Contract Sturgeon Bay National has reviewed and commented. Finalizing in the near future. iii Spring Conference Contract(s) Oshkosh motion to approve contract with conference center and EAA by Woodard, 2 nd Igl, motion passed iv. Discuss and Consider request for National Snow Plow Roadeo participation (sending winners and judge) after discussion, item tabled until next meeting. Requested terms and conditions of participation from Fleet Chair. v. Chapter Business Meeting & Dinner at PWX (informational item) Mangos ($90 per person). It is on the chapter website. vi. Discuss and Consider Money Market Investment proposal (Igl) motion to approve proposal by Dziewiontkoski, 2 nd Dailey, motion passed. vii. Discuss proposed 2017/2018 Budget requested addition of national Rodeo participation. Tabled to June meeting.

8 Wisconsin Chapter American Public Works Association 210 Martin Luther King Jr. Blvd City-County Building, Room 115 Madison WI, President : Jim Hessling; President-Elect : Scott Solverson; Vice-President: Mary Dziewiontkoski; Secretary: Eric Dundee; Treasurer: Lee Igl; Director: Robert Givens and Scott Brandmeier; Past President: Ryan Amtmann; Council of Chapters Delegates: Mike Dailey and Paul Woodard 10. Upcoming Event Dates i. Summer Fundraiser Outing, July 20, 2017 Hartford ii. iii. iv. Roadeo, Sept. 5-6, 2017 Green Bay Fall Conference, November 1-3, 2017 Wausau Spring Conference, 2018 Green Bay v. Fall Conference, 2018 Stone Harbor Resort, Sturgeon Bay vi. vii. Spring Conference, 2019 Oshkosh Fall Conference, 2019 Potawatomi, Milwaukee (joint with League of Municipalities) 11. Future Agenda Items Future meeting dates June 9 TBD July 20 Hartford August 11 Conference call September Green Bay October 13 Wausau November 1 Wausau December 8 Conference call 13. Future newsletter deadlines- Newsletters are published quarterly: January, April, July and October. July 2017 Newsletter is due Friday, June 6 October 2017 Newsletter is due Friday, September 14 January 2018 Newsletter is due Friday, December Adjourn 5:24pm (motion Dundee, 2 nd Igl, motion passed)

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18 2017 Spring Conference, Madisn, WI Wisconsin Chapter - APWA as of 06/02/2017 (through deposit #7) Category Description Proposed Budget Actual to Date Balance INCOME 405 Registration fees $ 61, $ 61, Food & Beverage $ 410 Exhibit Space Sales $ 40, $ 40, Expense Reimbursement $ $ 490 Sponsorship $ 3, $ 3, Rebates $ $ 495 Contributions $ $ TOTAL INCOME $ 105, $ 105, EXPENSES 575 Insurance $ 600 Facility Costs $ 61, $ (61,939.24) 605 Audio Visual Equip Rental $ 615 Food and Beverage $ 6, $ (6,881.14) 620 Transportation $ $ (255.04) 675 Speakers and Trainers $ 2, $ (2,478.35) 680 Entertainment $ 3, $ (3,637.50) 700 Office Supplies $ $ (171.02) 710 Equipment Rental $ 4, $ (4,370.00) 725 Telephones $ $ 726 Copies $ 1, $ (1,775.49) 730 Postage $ $ (292.10) 735 Flowers, Gifts, Bequests $ $ (250.47) 820 Advertising $ $ (185.00) 831 Books & Publications $ 838 Printing & Production $ $ (68.00) 861 Awards, Fellowships, Door Prizes $ 1, $ (1,000.00) 898 Miscellaneous $ 4, $ (4,133.54) TOTAL EXPENSES $ $ 87, $ (87,436.89) Revenue less Expenses $ 17,753.11

19 Dundee, Eric From: Sent: To: Subject: Melinda Dejewski Wednesday, May 10, :31 PM Dundee, Eric 2017 Spring Conference Attendance - Melinda Dejewski Eric, Thank you for talking with me today. As discussed, I have been home sick all week (in fact I was in the ER Monday morning) and cannot attend the conference. I am requesting that any portion of the $210 registration be refunded. Thanks Melinda Dejewski 1

20 Dundee, Eric From: Sent: To: Subject: Attachments: Jim Hessling Wednesday, June 07, :41 AM Dundee, Eric FW: National SPR updated form APWA National SPR Costs.xlsx Eric, Include this e mail and the attached spreadsheet James R. Hessling Assistant Director of Public Works President WI Chapter APWA Village of McFarland 5115 Terminal Drive McFarland, WI jim.hessling@mcfarland.wi.us 608/838/7287 fax 608/838/6823 Proud member of the American Public Works Association From: Nathan Wachtendonk [mailto:nathanwa@greenbaywi.gov] Sent: Thursday, May 18, :04 AM To: Jim Hessling <Jim.Hessling@mcfarland.wi.us> Subject: RE: National SPR updated form Jim, I updated the spreadsheet, I estimated low on attendance for drivers and vendors and left the expenses on the higher side. If I trusted my crystal ball, I would think the costs will be closer to being even or at least the chapter paying a little more than the roadeo. Let me know if you have any more questions. Thanks From: Jim Hessling [mailto:jim.hessling@mcfarland.wi.us] Sent: Wednesday, May 17, :08 PM 1

21 To: Nathan Wachtendonk Subject: FW: National SPR updated form Hi Nathan, The spreadsheet looks good but needs some tweaking. I have added some notes on the sheet. Let me know what you think James R. Hessling Assistant Director of Public Works President WI Chapter APWA Village of McFarland 5115 Terminal Drive McFarland, WI jim.hessling@mcfarland.wi.us 608/838/7287 fax 608/838/6823 Proud member of the American Public Works Association From: Nathan Wachtendonk [mailto:nathanwa@greenbaywi.gov] Sent: Wednesday, May 17, :20 PM To: Jim Hessling <Jim.Hessling@mcfarland.wi.us> Subject: RE: National SPR updated form It would help if I attached the spreadsheet! From: Nathan Wachtendonk Sent: Wednesday, May 17, :19 PM To: Jim Hessling (Jim.Hessling@mcfarland.wi.us) Subject: National SPR updated form Jim, Attached is the updated cost spreadsheet to reflect the cost of fuel and meals. Will we know if the Chapter will sponsor the top 2 drivers along with a judge before the next meeting? I ask only because I would like to have all the info on the website before we open up registration and I would like to have the info about the winners being able to go to the national roadeo on the form. Below is are the short sentences describing what the winners will be eligible for by winning our rodaeo. 2

22 Snow Plow Roadeo Drivers 7 am-2 pm Individuals will be tested on their knowledge of vehicle safety and operations, mechanical knowledge of snowplow equipment, and their driving ability, while navigating through an obstacle course. Top two drivers will lay claim to the prestige of knowing they are the top dogs of snowplowing in Wisconsin and go on to compete in the National Snow Plow Rodeo in Loveland Colorado. Registration and Travel Expenses paid for by the Wisconsin Chapter APWA. Thanks Nathan Wachtendonk Fleet Manager City of Green Bay DPW 519 S. Oneida Street Green Bay, WI T: C: F: E:nathanwa@greenbaywi.gov 3

23 Airfare (Roundtrip from Appleton) Baggage Check Rental Car (midsized) Gas Total Travel Conference Registraton Hotel 4 Nights ($144 per night) Meals $25 per day Total Conference+Hotel Total Per Person 1st Place 2nd Place Judge $460 $460 $460 $50 $50 $50 $196 $60 $766 $510 $510 $195 $195 $50 $576 $576 $576 $100 $100 $100 $871 $871 $726 $1,637 $1,381 $1,236 Net Total Net Total +15% $4,254 $4, Actual Costs 2017 Proposed Stadium View Revenue QTY Rate QTY Increase Rate Team registration 108 $30.00 $3, $10 $40.00 $4, Mechanic Registration Registration 21 $15.00 $ $25 $35.00 $ Lunch Registration 27 $10.00 $ $5 $15.00 $ Vendor Space: 60' x 120' booth 4 $ $2, $ $2, ' x 60' booth 18 $ $6, $ $5, ' x 10' booth under tent 7 $ $2, $ $1, Totals: $15, $14, Sponsorship $1, Sponsorship $1, Totals: $17, $16, Expenses $15, Proposed Expenses $14, Revenue $2, Proposed Revenue Chapter Responsible for $1, $3,315.00

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25 Dundee, Eric From: Sent: To: Cc: Subject: Attachments: Woodard, Paul Thursday, May 04, :42 AM Jim Hessling Dundee, Eric APWA accreditation APWA accreditation.pdf Hi Jim, Currently no Wisconsin Chapter Public Works agencies have APWA accreditation. There are only about 100 communities nationwide that are accredited. I would like to get the Janesville Public Works department accredited. I talked to National and what they recommended is that we have multiple people attend the APWA accreditation training for it to work effectively. We could fly the trainer from National to Janesville and have her do an all day workshop. That costs $700 plus travel expenses which I guess would be around $500 for a total of $1,200. We could charge $75 a person to attend. We would host it in Janesville this fall at our Fire Station which has new large meeting room. I would make it available to the Chicago Metro chapter after we have made it available to the Wisconsin Chapter members. As long as we have 16 people sign up, we could cover our costs. More than that we make money. Obviously less, than we lose money. I would like to put this on the May EC meeting to see if there is an interest in having the Chapter sponsor this. If there is, we could budget for it in the next fiscal budget. I have attached a flyer from National on the Self Assessment and Strategic Planning which is a component of the accreditation process. If you think we have to many items for the May EC meeting, we can push this off to the June meeting. Thanks Paul Paul Q. Woodard, P.E. Alternate Delegate APWA WI Chapter City of Janesville, Wisconsin woodardp@ci.janesville.wi.us Proud member of the American Public Works Association 1

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32 Account Number Description 16/17 Budget 16/17 - partial INCOME APWA - Wiscsonsin 2017 / 2018 Budget Budgets from July 1 to June 30 15/16 Actual 14/15 Actual 13/14 Actual 12/13 Actual Average Recommended Budget 2017 / Registration Fees 100, , , , , , , , % 406 Food & Beverage Exhibit Space Sales 17, , , , , , , , % 435 Membership Dues 10, , , , , , , , % 460 Interest Income , , % 465 Misc. Income (from Scholarship Fund) 6, , , , (2,000.00) -33% 480 Expense Reimbursement 1, , , , , , % 490 Sponsorship 16, , , , , , , , , % 491 Rebates 6, , , , , , , , % 495 Contributions , , , % Roadeo Registration Fees 25, , Total 157, , , , , , , , , % EXPENSES 552 Board Travel 2, , , , , % 553 Delegate Travel 1, , , , , Other Travel 6, , , , , , , , (1,000.00) -17% 575 Insurance 1, , % 600 Facility Costs 25, , , , , , , , (4,000.00) -16% 605 Audio Visual Equip Rental 5, , , , , , , (2,000.00) -40% 615 Food and Beverage 60, , , , , , , , , % 620 Transportation 1, , , , , Speakers and Trainers 3, , , , , , % 680 Entertainment 4, , , , , , , (1,000.00) -25% 700 Office Supplies % 725 Telephones % 730 Postage 2, , , , , , , % 735 Flowers, Gifts, Bequests 4, , , , , % 831 Books & Publications 1, , , , % 838 Printing & Productions 19, , , , , , , , , % 861 Awards, Fellowships, Door Prizes 6, , , , , , , , % 863 Scholarships to Non Students 5, , , , , , , , (1,000.00) -18% 864 Scholarships to Students 6, , , , , , , , , % 890 Bank Service Charges % 898 Miscellaneous 4, , , , , , , , % Roadeo Expenses 25, , Total 155, , , , , , , , , % - Dollar Change Percent Change