Kansas Association of Mappers Executive Board Meeting Friday, January 14, 2011 Williamsburg, Kansas

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1 Kansas Association of Mappers Executive Board Meeting Friday, January 14, 2011 Williamsburg, Kansas 1. Introduction and Opening Remarks President Dan Rose called the meeting to order Attendance: Eileen Battles Amber Reynolds Becky Bartley Darlene Lister Pam Cannon Lee Allen Gail Ogle Absent: Dan Oldehoeft Opening Remarks: Dan Rose opened the meeting by thanking everyone for coming. 2. Approval of Minutes Darlene made a motion to approve the November minutes, Amber seconded. Motion approved. Amber made a motion to approve the December 15 conference call minutes, seconded by Lee. Motion approved. 3. Treasurer s Report Amber reviewed the monthly reports and informed us that approximately $1,300 was deposited for membership renewal giving a balance of $24, including cd s. Eileen made a motion to approve the Treasurer s report, Darlene seconded. Motion approved. 4. Past President s Comments - absent 5. President Elect s Comments Eileen commented that one of the duties of the President Elect was to find the upcoming conference site, to locate a hotel and meeting rooms. Eileen and CMP are working on a location. Eileen stated she would like to place her efforts in making KAM more available which would increase membership and attendance at the conference. In discussions it was asked what does KAM have to offer other than the conference. Eileen would like to see more involvement in the mentoring program, user groups and to have one day workshops spread throughout the state. It was also suggested to have a sample test available for members to view which could lead to an increase in testing for the KGISD.

2 6. Director s Comments Lee Allen informed the Board that the KGISD test is now in digital format. Lee will be proctoring two people taking the test on the 28 th of February. Pam will be proctoring those taking the KM on the 28 th as well. Pam Cannon Pam asked for clarification from all the s that have been sent regarding booth attendance at conferences. Judy will be attending the booth at the Surveyors Conference held in Salina. KAM will be giving a $25 gift card in the vendor s drawings. Eileen will be attending the Missouri Conference and a $25 gift card will be given as a prize as well. Eileen wanted to verify that KAM will be paying the $100 fee to become a not-for profit sponsor at MOGIS. Amber made the motion to pay the $100 fee, seconded by Lee. Motion approved. Dan Rose suggested that all KAM materials such as newsletter, flyers and designation books be available at the booth as well as business cards. It was also suggested to find some kind of advertisement give-away for all participating at the conference. Darlene will check into finding something. Gail Ogle no comments Darlene Lister no comments 7. Committee Reports Membership Lewis Schunk: Dan reported that Lewis is very enthusiastic about attending conferences and is willing to visit high schools and colleges. Nominations Shonda Sauseda: no report Awards Shonda Sauseda: no report History - Judy Palenske: Photos will be copied on a flash drive or disk in order to have a slideshow at the Surveyors conference. Approximately 300 will be attending this conference. It was suggested to add maps and to make a contributors list for the booth. It was suggested to keep the slideshow with the booth for future use. Designations- Pam Dunham & Pam Cannon: New designation books are available and notification has been ed regarding maintenance points. Pam said that there was the testing for designation on the 28 th of February and that if there was enough time allowed it should have been advertised on the website. The Board would like for it to be posted on the website when future dates are set for tests. Education Melissa Crane: Plans on having a 1 day workshop on May 4 in Dickinson Co working with CRS data in GIS. Sherry Massey has volunteered to instruct the class which is the same class she held at the conference. The Board said to notify KAM, Kansas Appraisers and put notice on the website and not to do a mailing as to keep expenses down. The Board also suggested raising the fees to $45 for members and $60 for non members including lunch. There was discussion as to compensating Sherry for teaching the class. After discussion it was decided to give a thank you gift. Legislation Sherry Massey: no report Program Heidi Mosher: Last year the Board wanted to raise fees for the conference but it was too late in the year. It was suggested to raise fees to $150 for Members, $190 for Non-members, $75 (same) for students, $100 for one day attendance. Exhibitors - $450 with one complimentary attendance and for each additional $250 an additional

3 comp would be given plus an addition in the exhibitors package they could choose (i.e. sponsor map gallery, breaks, and meals). It was decided to table until the March meeting. Publication Eli Martinson: Dan Rose presented publications of newsletter will be changing. Issues will be made available on the first Friday of March, June, September and December. 8. Old Business A. Renewal Contract for CMP - Dan and Amber presented why we need to reconsider the contract. By not including options 3 & 4 KAM wouldn t see the full benefits as it originally intended with the hiring of CMP. The Boards first concern was financial and wanted CMP to know that we have been very pleased with their performance. The Board decided in keeping with the previous discussion and in wanting to build KAM into a more effective organization it was necessary to make this necessary investment. By contracting with CMP the Board feels it made a positive decision for the future of KAM and decided to include these options with the present contract. Darlene made the motion to include Options 3 & 4 in the 2011 contract with CMP, seconded by Gail. Motion approved. B. Standard Operating Procedure Manual Eileen went over the calendar and asked if there was anything to be added let her or Becky know. 9. New Business A. Appointment of KAM representative for Policy Board Ivan asked if Sherry was attending the State Policy Board meeting as a representative of KAM or Dickinson County. Dan Rose said he would like to have KAM represented on the Policy Board. Eileen informed us that KAM would have to lobby for someone to attend the meetings and actually there were several members that did attend these meetings. B. Approval KAM Committees and Executive Board Budgets Dan presented the budgets for each committee. The Board reduced budgets of membership and education to a zero balance. Any expenses would need approval from the Board. It was decided to table the budget for the March meeting. C. LinkedIn account Dan Rose asked for any ideas or suggestions regarding the user s group. After discussion it was suggested that Dan get with Lars for more information. It was also suggested to find out about KAM s association with INK. Dan will get in touch with Travis Rozean and with Lars and invite both to attend the next meeting. 10. Next Meeting Friday, March 4 11:00 am at DASC 11. Adjourn Eileen made a motion to adjourn, seconded by Darlene. Motion approved.

4 Kansas Association of Mappers Executive Board Meeting Friday, March 4, 2011 Lawrence, Kansas 1. Introduction and Opening Remarks President Elect Eileen Battles called the meeting to order Attendance: Eileen Battles Amber Reynolds Becky Bartley Dan Oldehoeft Pam Cannon Lee Allen Gail Ogle Absent: Darlene Lister Opening Remarks: Dan joined the meeting late due to weather conditions. 2. Approval of Minutes Amber made a motion to approve the January 14 th minutes as amended, seconded by Gail. Motion approved. 3. Treasurer s Report Amber reviewed the monthly reports and informed us that CMP s deposit was paid March 1 st. There was a question on how much we had to pay for using Google. Amber said it average about $180 a year. Lee made a motion to approve the Treasurer s Report, seconded by Dan Oldehoeft. Motion approved. 4. Past President s Comments Dan Oldehoeft apologized for not being at the last meeting. 5. President Elect s Comments Eileen briefed us on her attending the Missouri Conference which took place February Eileen said the conference was good and the booth was visited by many. Missouri Conference had more workshops prior to the conference and more sessions were offered. She commented that the Homeland Security vehicle was on display and that city municipalities were in attendance, two things we could be doing. Eileen felt it was a benefit to attend just for the networking with vendors as they asked about the KAM conference. Hopefully some of the vendors will attend the KAM Conference which will be additional revenue. 6. Director s Comments Lee Allen informed us that he received an from Heidi asking to give a 30 minute workshop for the conference. It was suggested to have a pre-class offered to prepare for the KGISD. Pam Cannon no comments

5 Gail Ogle Gail sent a survey out to the western part of Kansas and shared the results with the Board. In the survey it was suggested to have more short courses offered throughout the year with a good variety of suggested topics. Gail will send the survey to the program committee. It was suggested to send the same survey to all members. Darlene Lister absent 7. Committee Reports Membership Lewis Schunk:. Lewis has made some visits with prospective members. Currently we have 169 members of which 162 have paid their dues. Dan Rose will Lewis some brochures that will assist Lewis in his efforts to recruit new members. Nominations Shonda Sauseda: no report Awards Shonda Sauseda: no report History - Judy Palenske: no report Designations- Pam Dunham & Pam Cannon: Education Melissa Crane: Becky said she would Gail s survey to the Education Committee members Legislation Sherry Massey: Dan clarified that Sherry represented Dickinson County when attending the State Policy Board meetings. Program Heidi Mosher: Dan met with the committee at their 1 st meeting. He stated they have an estimated budget of $20-21,000 in expenses. The committee wanted to know if they would be able to utilize any of the facilities on campus, if they could raise fees and if presenters are compensated for their services. Dan Oldehoeft said presenter s compensation had always been handled on an individual basis. Dan Rose said the surveys from the 2010 conference need to be shared with the Program Committee and he would get CMP involved in the planning of the conference as well. Publication Eli Martinson: Newsletter will be going out in the next few days. It was suggested to send advertisements to Vendors for verification. 8. Old Business A. KAM LinkedIn Group LinkedIn is a social media website similar to Facebook. Lee asked if it would be possible to establish a KAM blog which could be related to the mentoring program. Eileen said it could be hosted through DASC. B. INK Dan suggested any appointments be made on an annual basis and if no report is submitted the appointment will not be renewed. Amber will contact Ivan regarding the representation. C. Standard Operating Procedure Manual Amber will have a final draft for the next meeting. It was suggested to have the Manual posted on the website and notice placed in the newsletter. D. John Cowan Memorial Scholarship Dan Oldehoeft said he hasn t done any further work on getting an application put together. He suggested putting in the newsletter that no monies have been added for the Scholarship, just redirected from the Education Committee. E. Budgets Dan Rose wanted to verify that the Membership budget stricken and approved by the Executive Board.

6 The Program Committee noticed rates have increased and wanted to look at the last 5 years. Dan Rose will check with Judy to see if she has any information. 9. New Business A. CD - Amber informed the Board the $10,000 CD was up for renewal March 13 th with an interest of.08%. B. Corporation Report Has been filed with the Secretary of State s office. C. Conference Site Eileen and CMP will be looking for location sites in the western part of Kansas that can accommodate the conference in accordance with the survey that Gail shared. 10. Next Meeting Thursday, May 12 11:00 am at DASC 11. Adjourn Amber made a motion to adjourn, seconded by Eileen. Motion approved.

7 Kansas Association of Mappers Executive Board Meeting Thursday May 5, 2011 Lawrence, Kansas 1. Introduction and Opening Remarks President Dan Rose called the meeting to order Attendance: Eileen Battles Amber Reynolds Becky Bartley Dan Oldehoeft Darlene Lister Gail Ogle Lee Allen by conference call for part of the meeting Absent: Pam Cannon Also in attendance: Heidi Mosher, Travis Rozean Dan Rose said that before Travis attended the meeting he would like to know how INK will benefit KAM and that if KAM allows this representation there needs to be communications with the Board. 2. Approval of Minutes Gail Ogle made a motion to approve the March 4th minutes, seconded by Eileen. Motion approved. 3. Treasurer s Report Amber reported that her computer crashed but did say we have a checking balance of $21, which reflects the CD that was deposited. 4. Past President s Comments no comments. 5. President Elect s Comments Eileen briefed us on the KAM Mentor. After discussion it was suggested to establish a Log In on the DASC website where questions/answers could be posted. Mentors need to take ownership of the site which is called Edge of the Map. 6. Director s Comments Lee Allen Lee said that he would be able to have a pre-conference class of KGISD if enough people were interested in attending. It was suggested to send out a survey and find out what topics for short courses members would like to see done. Pam Cannon absent Gail Ogle Gail added that CRS class would be good to have again since it was a big success and some who were interested could not attend. Program Committee needs to look at Western Kansas for Conference sites.

8 Darlene Lister Darlene brought in an application for an agriculture scholarship which could be used as a template. The winner is announced in May but doesn t receive any funds until the 2 nd semester and is required to show proof of attendance. Darlene noted that the check was issued to the student and to the school. 7. Committee Reports Membership Lewis Schunk: no report but Dan Rose reported that Lewis has been out visiting with people. Nominations Shonda Sauseda: no report Awards Shonda Sauseda: no report History - Judy Palenske: no report Designations- Pam Dunham & Pam Cannon: Lee informed the Board that Lewis Schunk passed the KGISD test. Lee also said that Pam informed him that pins and certificates have been mailed out to those who have passed tests except Lewis s who will be presented at the Conference. Education Melissa Crane: Dan Rose received an from Melissa Crane and reported that the coursed instructed by Sherry Massey as a success. Thirty people attend and all seemed to enjoy and appreciate the class. It was suggested to have Lewis visit with the people who are not members of KAM. Legislation Sherry Massey: no report but Eileen reported that the Surveying law passed. Program Heidi Mosher: Heidi announced the theme for the 2011 Conference is Looking into the Future since last year was Looking at the Past. The committee has not been able to locate a keynote speaker; it was suggested to ask Ed Crane to assist on this. The committee is starting to line up presenters and classes and that is coming together. Dan will check with Sherry and Melissa to see if she would do another course The committee asked to bring back the awards for the Map Gallery and would like to have maps presented in a digital format, but will have to figure out a location that will be easy to setup. CMP will be asked to send out a Save the Date to members. The Board decided to have Jamie attend the next meeting and have her contact committee chairpersons to find out what they need any assistance. Eileen will check to see if DASC will print programs this year as they did last year.

9 The special edition of the newsletter will be full of conference information. Plan is to get a bus to take those wishing to go to Tallgrass Brewery, the mall and Aggie Ville. Publication Eli Martinson: Dan reported that the winter publication of the newsletter will not happen. He said the committee would like to have a special edition prior to the conference to make up for the missed issue. There was discussion regarding the responsibility we have to the vendors as they paid for four issues and KAM is not fulfilling the obligation. It was decided to reimburse vendors for one advertisement and to include their advertisement in the special edition as an act of good faith. Dan will have CMP send an out for a call for articles. The Board suggested getting the spring edition out as soon as possible. Dan Oldehoeft made a motion to refund vendors twentyfive percent of the Vendor s fee, seconded by Darlene. Motion approved. 8. Old Business A. INK Travis informed the Board that INK was established in the early 90 s. He was approached to serve as a member of the Board for a term of three years of which he has one year left. The role of INK is an egov program and was established to assist in bridging the gap of data of State, county and cities. Travis informed the Board that he was working with Jack Baines and Ivan Weichert as contacts for KAM Board. After listening to Travis explain INK s strategies, plans and his role in the organization the Board expressed its concerns if KAM is being represented in its best interest. Darlene stressed how KAM is based on education and is against making money which could result in KAM losing it s not for profit status. Many of the efforts are being duplicated by what DASC has already done and KAM does support DASC as they house data for many of the counties. After Travis departed the meeting it was decided to investigate further on the role of INK. C. Standard Operating Procedure Manual tabled D. John Cowan Memorial Scholarship no report E. Budgets Dan Rose will information to the Board and we can make a decision through New Business A. Missouri Mappers Association - Lee reported that he was not able to assist with the Missouri Mappers Conference. 10. Next Meeting Thursday, July 8 11:00 am at DASC 11. Adjourn Eileen made a motion to adjourn, seconded by Amber. Motion approved.

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11 1. Introduction and Opening Remarks President Dan Rose called the meeting to order Kansas Association of Mappers Executive Board Meeting Friday, July 8, 2011 Lawrence, Kansas Attendance: Dan Rose Eileen Battles Becky Bartley Dan Oldehoeft Gail Ogle Pam Cannon Absent: Darlene Lister, Amber Reynolds and Lee Allen Also in attendance: Jim Hollingsworth President Dan Rose opened the meeting and asked to amend the agenda to accommodate presence of Jim Hollingsworth with INK. Dan Oldehoeft made a motion to move Old Business item A to be discussed first, seconded by Gail Ogle. Motion approved Old Business A. INK Jim Hollingsworth After introductions Dan Rose briefed Mr. Hollingsworth on our recent visit with Travis Rozean. Mr. Hollingsworth informed the Board that INK was formed by a Kansas Statue as an enterprise approach to Kansas government, with the Governor appointing most of the Board members. City and county governments were targeted for services that are offered and saw GIS as a major component to reach out to all agencies. Having Travis from Infinitec serve on the Board was the easiest way to reach out to the counties. Mr. Hollingsworth expressed how budgets are being cut and how it will affect all areas and how GIS will see the ramifications of those cuts. He went on saying that after 10 years of being active INK is now able to offer grant money to assist those counties with no GIS. Mr. Hollingsworth expressed how important communications between INK and KAM should be to keep both parties informed of current events. Mr. Hollingsworth invited all to visit the INK website where Minutes of meetings are posted and will be sending a copy of data sharing to Dan Rose for our review. 2. Approval of Minutes Dan Oldehoeft made a motion to approve the May 5, 2011 Minutes, seconded by Gail Ogle. Motion approved. 3. Treasurer s Report no report - The Board asks for clarification on the balance on hand. 4. Past President s Comments No comment

12 5. President Elect s Comments Eileen discussed the format of Edge of the Map and said that the forum would be able to build itself. Eileen also said it should be released prior to the conference and to would like to have a session available to inform those interested. Eileen also reminded us that Program Chairs need to submit a report to the President before the conference. 6. Director s Comments Lee Allen no report Pam Cannon Pam will also be checking to see if supplies need to be ordered prior to the KAM conference Gail Ogle no report Darlene Lister no report 7. Committee Reports Membership Lewis Schunk: Lewis attended the Register of Deeds Conference, informing the conference attendees what KAM is and gave out a $25 gift card. Dan said he hoped everyone will be up to date with membership dues with this conference. If members are not in good standing they should get a phone call from Jaime. Nominations Shonda Sauseda: Dan Rose will have Jamie send out an reminding membership to make nominations for both committees. Awards Shonda Sauseda: no report History - Judy Palenske: no report Designations- Pam Dunham & Pam Cannon: Pam said pins will be handed out at the conference because of the mailing problems. A question came up as to where do the money collected for designations go. Dan Rose is to get with Amber on this. Education Melissa Crane: no report Legislation Sherry Massey: no report At this time a conference call was made with Jamie Schieber with Custom Meeting Planners. Program Heidi Mosher: Jamie said she has been involved in the planning of the 2012 Conference and that the Vendor area is a main problem at this time. She said that food and room accommodations are still being discussed but this is always a problem and because of a change in staff could be the reason for some of the issues they are dealing with. There is an increase in the number of meeting rooms and the possibility of having a workshop Monday morning could be looked into. Jamie will check to see if the wall collapses between the vendor area and the ballroom giving more room if necessary. In regards to the 2011 conference a keynote speaker has been secured and the committee is finalizing the menu and evening activities. Dan said the Program Committee was asking about prizes for the Map Gallery, Grand Prize and Designation gifts. The Board recommended to have certificates for the Map Gallery and would get with the Program Committee after going over the budget to see what can be done about a Grand Prize. The Board suggested that the Grand Prize if awarded needs to be GIS related; a GPS unit was suggested or get with ESRI to see if they would be able to donate something.

13 Publication Eli Martinson: Dan informed the Board that the newsletter went out and that a Fall/September supplement will be put together as a pre-conference issue including advertisements, classes offered and other conference details in this special edition. 8. Old Business B. Standard Operating Procedure Manual - tabled C. John Cowan Memorial Scholarship Dan brought a draft of the scholarship application. Clarification was needed on the amount of the scholarship and when payment would be issued. After discussion it was decided to award the $500 scholarship at the beginning of the school year. It was decided to have the winner write up an article for the newsletter at the end of the school year. It was suggested to have an April 15 th deadline for applications to be received and the Board to review the applications and select the winner. Dan Oldehoeft asked what the official term was grant or scholarship. Dan also said he would like to include a small bio on John in the application/flyer for the applicant s information. Dan Rose is to get with Dan Oldehoeft regarding specific details of the title. 9. New Business A. Missouri Mappers Association Pam will be visiting the Missouri Mappers Conference and sharing how our designations are set up. 10. Next Meeting Thursday, September 8, 11:00 am at Shawnee County Annex. 11. Adjourn Eileen made a motion to adjourn, seconded by Dan Oldehoeft. Motion approved. items July 11 Map Gallery 1 st place full registration paid; 2 nd place ½ registrations paid; 3 rd - $25 Target gift card. Grand Prize the committee is still deciding on a GPS or to purchase a game console. Fee for KGISD pre conference course It was decided to charge $25 to cover fees. August 15 KAM Education Grant Dan Rose received applications from Judy Palenske for assistance. It was suggested to have an go out to the membership reminding all there is assistance. This could result some people that wouldn t be able to attend. Deadline is September 1 st. August 17 Verification of which Directors terms are up for election. Lee and Pam August 29 Amber requested to purchase the new version of Quicken software for accounting purposes. A motion was made by Eileen Battles seconded by Lee Allen. Motion approved

14 Kansas Association of Mappers Executive Board Meeting Tuesday December 22, 2011 Conference Call Participating in the 10:00 a.m. conference call was Eileen Battles, Dan Rose, Lee Allen, Mike Kallas, Amber Reynolds, Susan Schulte, Jamie Schieber with CMP joined at 10:30 a.m., and Pam Cannon joined at 11:30. Eileen and Lee explained how Wild Apricot software could be used for tracking members, conference invoicing, designation tracking etc. This software would also shift responsibility for things such as profile updates to the members and it is very affordable at $50/month for up to 500 contacts. This would be $540 per year no contract, no fees per transaction or per registration etc. Eileen noted doing this will shift the mail and banking responsibilities back to the Board. She volunteered to get a local Post Office Box and check mail regularly as well as making bank deposits at Bank of America in Lawrence. Eileen said she would take care of these items for the next couple of years. Amber said she could handle setting up the PO Box in Lawrence. Jamie with CMP joined the conference call meeting and Eileen explained to her how registrations would come in and how the information could be viewed via Wild Apricot. Jamie asked if cost was the issue we were having with the contract. Eileen explained that everyone appreciates her and the fantastic job she does but the money is the issue. She continued explaining that we are looking at the money in the budget, reducing the overall costs and the inefficient way items are tracked. So we are looking at ways that we can address those issues. Jamie also asked how she would handle call questions. Lee said she shouldn t be getting any and added her contact information would be removed from everything that was not directly conference related. The Board explained they still want her to handle site analysis and all hotel contracts etc. She also wanted to know exactly what her roll would be at the conference concerning registration. She has reservations about having a list handed to her at conference and the need to learn new software when CMP already has software that handles these items. She also noted that if the Board is handling registration, she will need a person there who can be the registration point person. The discussion continued covering items which the board or membership could do and items the Board wants CMP to do. Amber suggested the burden of work should be on the Board, not on Jamie, since we are the ones shaking things up. Lee stated that if someone is going to work on the conference they need to know the software we are using and not duplicate anything, therefore, if we need to pay more to use it then put it into the contract. Jamie again said there would have to be someone who knows the information at the registration table and she would have to write it into the contract. Lee agreed. Dan suggested someone from the program committee could be that person.

15 Jamie will take the information learned from this call and think about the way this would work. If she feels like she can do it this way, she will rework a contract to bring back to the Board. Pam joined the meeting 11:30 and Eileen told her she would call her to give a summary of meeting this afternoon.

16 1. Introduction and Opening Remarks President Dan Rose called the meeting to order Kansas Association of Mappers Executive Board Meeting Thursday, September 8, 2011 Topeka, Kansas Attendance: Dan Rose Eileen Battles Becky Bartley Amber Reynolds Lee Allen Pam Cannon Gail Ogle Darlene Lister Absent: Dan Oldehoeft Also in attendance: Heidi Mosher and Eli Martinson President Dan Rose thanked everyone for their participation in this year s endeavors. 2. Approval of Minutes Eileen Battles made a motion to approve the July 8, 2011 Minutes, seconded by Gail Ogle. Motion approved. 3. Treasurer s Report Amber said the insurance was paid in July and she wanted to remind the Board that mileage can be reimbursed if your place of employment doesn t assist with travel arrangements. She informed the Board that she did not accept the nomination for another term as Treasurer due to her employment; however, she will stay on until January as the treasurer s term runs with the calendar year. Lee Allen made a motion to approve the Treasurer s Report, seconded by Eileen Battles. Motion approved 4. Past President s Comments Absent 5. President Elect s Comments Eileen informed us that a contract for the 2012 conference has been signed with Holiday Inn of Wichita. 6. Director s Comments Lee Allen No report but said the newsletter looked good. Pam Cannon Pam reported that she attended the Missouri Conference and informed us on how their conference was organized. Pam gave a presentation on KAM s designations and said presently Missouri has only one designation. Gail Ogle No report Darlene Lister Darlene expressed how she enjoyed serving on the Board and gave her thoughts on how the grant money should be distributed. Darlene also asked if gifts have been purchased to hand out at the KAM booth. She will be looking for several items to hand out and have at the

17 next meeting. Darlene also suggested that instead of keeping our money invested in cd s that have a low interest rate we might want to look into annuities as an option. 7. Committee Reports At this time a conference call was made with Jamie Schieber of Custom Meeting Planners. Membership Lewis Schunk: Jamie reported that 47 members have paid their dues through 2010, 194 paid through 2011 and 27 for She also reported that 4 members need to pay their KM designation, 2 KGISD and 2 PKM. Jaime reported that the newsletter went out this morning and has also received a couple of biographies from those running for office which will be printed in the program this year. Program Heidi Mosher: The Board was informed that as of this morning 58 have registered for the conference, 10 vendors and one Platinum Sponsor have signed up. Five people have indicated they will have a map for the gallery, 33 will be attending the brewery tour and 19 will participate in the white elephant gift. There has been good response for the pre-conference classes but not a definite number yet for the three classes. Jaime and Heidi are still working out minor details such as audio visual equipment and Jaime will have the printing of the program done. Jaime said she was going to make another contact with vendors that she hasn t heard from and then would vendor info to Eli. Eileen asked if DASC would be waived from the vendor fee. Jaime said she would take care of it. Publication Eli Martinson: No report other than the newsletter went out. Nominations Shonda Sauseda: Dan reported that there is at least one nomination for each position and nominations will be made from the floor. Ballots will be printed after the nominations are ceased. Conference call ended. Awards Shonda Sauseda: Dan said that Shonda will not be able to attend the conference and that she needed assistance in the voting, therefore, the Board will be voting for the winners of the awards. Becky, Lee and Pam were asked to leave the meeting while voting was taking place. Winners will be announced at the conference. History - Judy Palenske: No report Designations- Pam Dunham & Pam Cannon: Pam said that one person will be taking the KM test at the conference.

18 Education Melissa Crane: Dan received an from Melissa asking if KAM would like to sponsor an IAAO course on GIS. The Board voted to be the sponsor of the class that will take place in Details will be worked out later. Legislation Sherry Massey: Sherry reported that the Legislative and Standards Committee approved funding for four projects including fully funding the continuing LIDAR data acquisition project in SE Kansas. 8. Old Business A. INK Dan reported he sent an to Travis regarding the lack of communication from Travis which was discussed when he met with the Board in May. It was also discussed with Jim Hollingworth when he met with KAM in July regarding the lack of communications between Travis and KAM. Dan informed the Board that Travis is in need of a letter of support for reappointment for the INK Board. After discussion it was decided to have a 90 day review upon the reappointment under the terms that the Board set. Items of review are that the President of KAM is to receive minutes of the INK meetings, a written report and/or article for the newsletter. If the terms are not met then the Board will notify INK that KAM no longer supports this person without additional notification. Eileen will do more research and get back with the Board in a couple of days. B. Standard Operating Procedure Manual Eileen and Becky to get together on any updates. C. John Cowan Memorial Scholarship By-laws need to be changed to reflect the establishment of the scholarship. Also needs clarified who can apply for the scholarship. 9. New Business A. Website Administration and By-Laws Amber Reynolds Amber stated that she will no longer be able to serve as Website Admin and has asked Lee Allen to take over these duties and any other items related to the Website. Amber suggested having the meetings every 6 weeks due to the agenda items and long meetings. Dan said the new Board can decide on this. She also asked if her registration fee could be waived this year as was done last year. Eileen made a motion to waive conference fees for Amber and for Darlene, seconded by Lee. Motion approved. 10. Next Meeting Monday, October 10 th at the Conference Hotel. Time and location will be announced. 11. Adjourn Darlene Lister made a motion to adjourn, seconded by Lee Allen. Motion approved.

19 1. Introduction and Opening Remarks President Dan Rose called the meeting to order Kansas Association of Mappers Executive Board Meeting Monday October 10, 2011 Manhattan, Kansas Conference Hotel Attendance: Dan Rose Eileen Battles Becky Bartley Amber Reynolds Lee Allen Pam Cannon Gail Ogle Darlene Lister Absent: Dan Oldehoeft Also in attendance: Heidi Mosher and Lewis Schunk President Dan Rose thanked everyone for their participation in this year s conference. 2. Approval of Minutes Lee Allen made a motion to approve the corrected October 2010 Minutes, seconded by Eileen Battles. Motion approved. September 8 Minutes will be corrected and ed to the Board. 3. Treasurer s Report Dan thanked Amber for serving on the Board since her term will expire in January. Present balance is $34, but no expenses have been paid for the conference. Jamie informed the Board that she will be making a deposit of $3,400. Amber said that she hasn t had the opportunity to check into annuities and rate of interests. Darlene Lister made a motion to approve the Treasurer s Report, seconded by Eileen Battles. Motion approved 4. Past President s Comments Absent 5. President Elect s Comments Eileen thanked the Board expressing that she felt a lot got accomplished this year. 6. Director s Comments Lee Allen Lee said he felt the pre-conference class went well. Lee thanks everyone as well for all the work that has been done throughout the year. Pam Cannon Pam expressed her appreciation for the opportunity to serve on the Board.

20 Gail Ogle Gail thanked Heidi and the Program Committee for all their work Darlene Lister Darlene also thanked everyone and said how she was looking forward to serving next year. 7. Committee Reports Membership Lewis Schunk: Lewis said he really enjoyed serving on the Membership Committee and will continue. Lewis reported that KAM has 29 new members but requests that Dan introduces new members. Darlene told Lewis he needed to contact municipalities and utility regarding prospective members. Darlene suggested they get together later so she could give him organizations for him to contact. Program Heidi Mosher: It was reported 123 have registered for the Conference Eileen asked if DASC would be waived from the vendor fee. Jaime said she would take care of it. Publication Eli Martinson: No report Nominations Shonda Sauseda: Dan reported that Shonda was able to attend the meeting after all. Awards Shonda Sauseda: No report. History - Judy Palenske: No report Designations- Pam Dunham & Pam Cannon: Pam reported that one took the KM test earlier Monday. Education Melissa Crane: Lee reported that the IAAO class has been tentatively scheduled at the Shawnee County Annex. Legislation Sherry Massey: No report. 8. Old Business A. INK Dan reported that with the assistance of Eileen a letter was sent to Travis outlining the requirements the Board set at the last meeting. Travis reported the INK Board needed another letter from KAM to the Governor stating we support his appointment and that INK has delayed reappointments a month due to having a new Governor. B. John Cowan Memorial Scholarship - After discussion it was decided we do not have to amend the By-Laws regarding the establishment of the scholarship but felt dates needed to be changed. Applications deadline is March 1 st and will be announced in April/May in order for schools to make announcements at graduations. The scholarship will be awarded prior to the Fall Semester.

21 The Board felt it was still necessary to have a lawyer review the scholarship. Dan Rose will visit with Scott Tabb and see if his wife would be willing to review. C. Standard Operating Procedure Eileen and Amber have been working on this and are about 75% done. After completions they need to be put on the website and have the Secretary update them. 9. Adjourn Darlene Lister made a motion to adjourn, seconded by Pam Cannon. Motion approved.

22 Kansas Association of Mappers Annual Conference Tuesday, October 11, 2011 Manhattan, Kansas Dan Rose opened the Business Meeting of the 2011 Convention. Dan thanked members for their being active in the various committees. Dan introduced Heidi Mosher, Program Chair and thanked her and her committee for all the work they have done in preparing for the Conference. Heidi then thanked her committee for all the work they did and then she gave an overview of activities that would take place during the Conference. Heidi explained that voting for Map Gallery begins Tuesday and ends Wednesday evening and that winners of the Gallery will be announced Thursday. Dan Rose introduced Lisa Chapman with Missouri Mappers Association. Dan explained that KAM was allowed to attend the MMA Conference then reciprocate their attendance at our conference. President Rose then explained that the John Cowan Scholarship had been finalized and the application would be sent to all high schools and colleges. Application deadline is March 1 st with the winner being announced in April/May in order for announcements at graduations to take place. The award will be given prior to the Fall Semester. Dan announced that the KAM booth has done a lot of traveling around Kansas and if anyone knows or attends a conference or event and would like to take the booth to let the Board know. Dan encouraged members to be active in the organization and to sign up for a Committee which the signup sheet was by the registration desk. Committee Reports: Awards Committee - Shonda Sauseda announced award winners. Most Valued Member Sherry Massey, Dickinson County Outstanding Mapping Project Pam Cannon, Linn County Prestigious Cartographer Becky Bartley, Osage County Lifetime Achievement Award Mark Lowe, Finney County Membership Lewis Schunk informed the members that he had been attending conferences and visited with lots of people about KAM. This year KAM has 29 new members at which time Dan Rose announced their names. Certification Pam Dunham explained the different designations and encouraged everyone to try for a designation. Pam announced that Lewis Schunk received the KGISD and Carol Klopfenstein received her KM. History Judy Palenske has photo albums in the hallway and asked if anyone had the technology to convert VHS to DVD to get with her during the conference.

23 Publication Eli Martinson said the newsletters are available on line. Education Melissa Crane informed the members of the past classes such as the Orion/SQL class that Sherry Massey presented a couple of months ago. Melissa also announced that KAM will be hosting a new IAAO course for Assessors on GIS which is a very basic class for those who aren t familiar with GIS. She asked if anyone knows of a class or of an instructor they would like to see presented to get with a committee member or sign up for the Education Committee. Legislation Sherry Massey: No report. Dan Rose announced nominations for Officers for 2012 President Elect Lee Allen Secretary Susan Schulte Treasurer Bettejane Wooding & Mike Kallas Directors Becky Bartley, Cara Haas, Lisa Olson Dan asked for nominations from the floor: Beau Dealy nominated Travis Rozean for Director and Diane McKain nominated Pam Cannon for Director. No other nominations were made, and nominations ceased. Dan said that voting will take place Wednesday and ballots will be at the Registration Desk.

24 Kansas Association of Mappers Annual Conference Thursday October 13, 2011 Manhattan, Kansas President Dan Rose thanked all for attending the Conference and hoped everyone felt it was beneficial as well as had a good time. Dan thanked Heidi and her committee again for the wonderful job they did. At this time Dan asked for the newly elected board to come to the front and be sworn in. President Eileen Battles President Elect Lee Allen Secretary Susan Schulte Treasurer Mike Kallas Directors Becky Bartley and Pam Cannon who will be serving a two year term Dan then asked Darlene Lister and Gail Ogle to come up and renew their oath for the one year they have remaining. Terrol Palmer then announced winners of the Map Gallery, Dan Rose said that winners of the Map Gallery and Outstanding Mapping Project will be part of the KAM booth. 1 st Douglas County 2 nd Shawnee County 3 rd Doniphan County President Eileen thanked everyone and expressed her enthusiasm serving KAM in the next year. Eileen thanked everyone for coming and then announced the following winners. Grand Prize winner of a Wii went to Tony Redden- Atchison County. Ann Deters found the hidden rock. Star winners are: Melissa Crane found KAM Star Cris Bilby Amber Hancock found KAM Star Heidi Mosher Steve Atchison found KAM Star Judy Palenske Cindy Magill found KAM Star Nicholas Graf Judy Palenske found KAM Star Kevin Hennes Jane Fletcher made a motion for the conference to adjourn; the motion was seconded and passed. Eileen asked the Board to stay for a brief meeting.

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