Kansas Association of Mappers Executive Board Meeting January 13, 2005 Williamsburg, KS

Transcription

1 Kansas Association of Mappers Executive Board Meeting January 13, 2005 Williamsburg, KS In attendance: Eileen Battles, Tom Brown, Don Cleveland, Virginia Davis, Mark Dinkel, Darlene Lister, Tresa Myler, Barb Scott. Absent: Kyle Tjelmeland, Ivan Weichert 1. Introduction/Opening Remarks President Don Cleveland called the meeting to order. a) Don confirmed that there were enough Directors present to represent a quorum and a sign in sheet was circulated. b) No adjustments were made to the agenda. 2. Approval/Amendment of November 18, 2004 Minutes The Minutes were sent out via before the meeting for edits and comments. All edits were made and revised Minutes were distributed at meeting. Tom moved to accept minutes, Darlene seconded. Motion passed. 3. Past President s Comments NA 4. President Elect Comments No comments 5. Directors Comments a) Tom Brown No comments (unbelievable!) b) Virginia Davis No comments c) Mark Dinkel Glad to be here and done with a 5 hour drive d) Kyle Tjelmeland - NA 6. Treasurer s Report Darlene presented the October 2004 financial report and associated documents (Capitol Federal Statement of Account, Reconciliation Summary, and Register Report). Darlene noted that the October 2004 report is still not ready due to some discrepancies, such as entries not being categorized. Tom Brown questioned whether or not the unconfirmed balance was in line with past budgets. Darlene also noted that the balance is off $20.00 due to a deposit. The November 2004 financial report was not distributed due to similar problems. Don questioned if October, November and December were all to be considered on hold until problems could be resolved. Darlene agreed and needs more time to investigate discrepancies. Darlene distributed the 2004 Income & Expense Report. The Report breaks down income and expenses and various conference expenses. Quicken Deluxe has been purchased Signature Cards have been taken care of by Don. After Secretary signs the card, it is to be sent back to Capitol Federal. Electronic Files Darlene is still waiting on Hard Copies to be faxed by Secretary to Darlene at a later date Polo Shirt Invoice Invoice was paid on 12/29/04 for the amount of $ Tresa originally was quoted the amount of $ Additional Treasurer discussion: Darlene distributed a new CD interest rates handout. Don picked up the December Statement of Account. The December balance without checking was $14, The 3 rd CD is for the amount of $ and is due for renewal January 20, The other 2 CDs were automatically renewed at the end of December Tom questioned the CDs terms and rates at the time of renewal.

2 Barb questioned if the average balance was appropriate or if some of that money should be moved to another CD. Darlene responded that the balance is usually between $12, and $15, and that rolling any of the current balance into another CD would depend on KAM education plans for this year. Barb commented that expenses had not been determined for the joint KSLS/KAM May meeting Once the monthly reports are ready, Darlene will them to the Board for a vote. It was noted that Judy Palenske still has 2 outstanding checks from KAM. A general consensus was reached to let the January CD role over automatically. The January CD is an 8-month term CD. Virginia noted that the 8-month CD interest rate was less than the 6-month CD interest rate. An 8-month CD was chosen to stagger against the 1-year CD renewal times. The December CDs are 1- year term CDs. Barb moved to allow the January CD automatically renew, Tom seconded. Motion passed. 7. Review Executive Board Contact Information a) Judy Palenske has new contact information 8. Review/Nominate 2005 Committee Chair Assignments All confirmed, see below. 9. Committee Reports - Chair Program Carol Kriebs & Judy Palenske - NA Awards Becky Bartley - NA History Judy Palenske - NA Education Melissa Newton-Blume IAAO Sponsorship sent to Board. Nomination Linda Siebert, Melissa Newton-Blume, & Ed Crane - NA Membership Kyle Tjelmeland NA Certification Not confirmed, Andy Smith declined. Don asked for suggestions for nominees. Tresa is current contact for class scheduling, etc. Some suggestion by the Board included Susan Williams, BJ Wooding, Tom Shaefer, Rick Miller, or any of the committee members. Tresa questioned who proctors the tests. Don Action Item contact committee for Chair volunteers. Library Discussion was again brought up about the usefulness of the library. Most of the books are out-of-date and they are rarely checked out. Eileen commented that the new web site renovation is nearly completed except for the Library and Conference sections. Amber Reynolds is renovating the KAM web site and conveyed to Eileen that the conversion of the Library section could add several more hours to the redesign. Various ideas were presented about what to do with the books: sell, donate, and announce free books on web site. A general consensus was reached that the library is out dated and should be eliminated. The books should be given away to members for free. Darlene moved to eliminate the Library, Barb seconded. Motion passed. Publication Lavinia Ford New Design - Lavinia redesigned the Newsletter and sent it out for comments. All comments were positive. Article deadline - deadline for articles for the next newsletter is March 21, Lavinia hopes to keep the Newsletter on a seasonal schedule. KAM Brochures - Tresa noted that she is out of KAM brochures and wanted the Board s comments on how to proceed. She previously had the brochures done in Publisher and then sent to a printer. General consensus was for Tresa to proceed and get new brochures printed. Legislative Ivan Weichert NA

3 10. Other a. Riley County W-9 request Another form was sent by Don. b. Joint KAM/KSLS Spring Fling Social Event Barb has been communicating with KSLS regarding scheduling the KAM/KSLS event. May 14 in Manhattan, KS was chosen as the date and location due to the availability of the local golf course and park shelter. Barb will be confirming that May 14 th is not the same date as KSU graduation. Discussion: Virginia questioned whether or not hotels would be available on that date. Barb replied that that had not been investigated because the event will only be 4 hours. Barb wants more ideas from the Board on education or ways to open conversation between KAM and KSLS members. Don commented that this is the first joint event and it should be a social, relaxed atmosphere. Barb explained the event is a golf (member s responsibility) and BBQ ($5/pp) event. Barb will keep the Board informed on more details and if there is a date change. An announcement will be in the March newsletter. NOTE: Barb sent an to the Board on 1/27/05 that the Spring Fling date had been changed to May 21 st due to KSU graduation conflict. c. KSLS Salina Seminar KAM Exhibit on January 14, 2005 Don contacted registration and booth space is available but our KAM member volunteer in no longer available. Barb is willing to pick up KAM booth and attend as KAM representative if personal arrangements can be made. Don suggested Barb get any expense receipts associated with travel to Salina to the Board for reimbursement approval. d. Membership Don discussed that Kyle wants to obtain an electronic file (Excel or Access db) of members so that he can begin making contacts. Tresa will get the files to Kyle. Tresa also mentioned that there are 96 persons that have not renewed and she has sent letters and s and is waiting for their reply. The Board reviewed a list of non-renewing member distributed by Tresa to help make contacts. 11. Future Meeting Dates Next meeting set for March 10, 2005 at 1pm in Topeka, KS. Don Action Item determine location of meeting 12. Adjourn Darlene moved to adjourn the meeting, Mark seconded. Motion passed

4 Kansas Association of Mappers Executive Board Meeting March 10, 2005 Topeka, KS In attendance: Eileen Battles, Don Cleveland, Virginia Davis, Darlene Lister, Rick Miller, Melissa Newton- Blume, Judy Palenske, Amber Reynolds, Barb Scott, Ivan Weichert. Absent: Tom Brown, Mark Dinkel, Kyle Tjelmeland. Don discussed an sent to Tresa Myler by Mark Carlson from Carlson Surveying Mapping, Inc s. Mark is requesting permission to use the KAM logo in a newspaper ad. Mark Carlson is a KAM member. Ivan noted that the same company asked permission to use the KGCC logo and pointed out that it seemed appropriate and is free advertisement. Barb suggested that Tresa confirms Mark s dues are paid up-to-date and with our reply suggest that they attend the 2005 Conference as a vendor. 1. Introduction/Opening Remarks President Don Cleveland called the meeting to order. a) Don confirmed that there were enough Directors present to represent a quorum and a sign in sheet was circulated. b) No adjustments were made to the agenda. 2. Approval/Amendment of January 13, 2005 Minutes The Minutes were sent out via before the meeting for edits and comments. No edits were received. Darlene moved to accept minutes, Barb seconded. Motion passed. 3. Past President s Comments NA 4. President Elect Comments No comments 5. Directors Comments a) Tom Brown NA b) Virginia Davis No comments c) Mark Dinkel NA d) Kyle Tjelmeland - NA 6. Treasurer s Report Darlene has been in contact with Don regarding the Treasurer s Report situation. Darlene has been sorting out the discrepancies and correcting information in Quicken. After much discussion prior to the Board meeting, Darlene and Don decided it would be best if all 2004 reports were redone. The December and January balances were not the same and it is believed that the balance is greater than was assumed. There was discussion on whether or not the Board should re-approve each Report for Ivan suggested Board approve an addendum to the Reports mainly because annual Board Member changes. The current Board should not vote on Reports that a previous Board had already accepted. Everyone agreed. Don asked the Board if they would prefer to take the Reports to be reviewed and vote on them at the next meeting. Ivan questioned whether anything else came up besides accounting errors. Darlene replied that most common errors were deposits entered in wrong months, as well as general accounting errors. Darlene presented new Reports for all of Darlene presented September, October, November and December 2004 Reports to be approved.

5 Ending balances for those months (with investments included) were: September 2004 $40, October 2004 $41, November 2004 $29, December 2004 $30, The Board expressed there gratitude to Darlene s commitment to her position and for all of her time and efforts in correcting the Reports. Ivan moved to accept the September, October, November and December 2004 Treasurer s Reports. Barb seconded. Motion passed. Darlene presented the January Report. The beginning balance for January now matched the ending balance for December. The ending balance for January was $30, with investments included. Ivan moved to accept the January Treasurer s Report. Barb seconded. Motion passed. Darlene presented the February Report. The ending balance was $30, with investments included. It was noted that the CD 1428 total should be $ and that the Total Investments figure was missing from the Report. Board decided to hold vote until revised February Report could be resubmitted via . Melissa asked if she could still turn in an expense report from the 2004 Conference. Board agreed that she should go ahead and turn it in. 7. Review Executive Board Contact Information No changes 8. Review/Nominate 2005 Committee Chair Assignments Don would like to thank Rick Miller for agreeing to be the Certification Chair. Judy had an address change which she will forward to Don. 9. Committee Reports - Chair Program Carol Kriebs & Judy Palenske Judy presented the following: 2005 Conference Theme Kam Through the Years This is the 20 th anniversary conference so they want to make it special. The conference will take place at the Wichita Airport Hilton, October 3-6. The key note speaker is Bernie Hayden, Director of Finance for the City of Manhattan. He was recommended by Ed Crane. The food for the conference has been selected. Also, the pre-conference class has been scheduled. The class will be presented by Chuck Miles of CadVision. He is bringing in the lab equipment and will donate the proceeds of the class to the conference. Chuck is putting together a survey so that he can customize the class for KAM. Susan Snapp and Judy have been putting together the questions and survey answers for a Mapping Family Feud game. Randy Mayden is taking care of the vendor track and Chris Morland is the Wichita contact. The committee is currently working on the sessions. KSU Extension Office has volunteered to make the name tags. Awards Becky Bartley - NA History Judy Palenske No comments Education Melissa Newton-Blume There has been discussion on KAM co-sponsoring a IAAO 600 course. Dennis Albers is teaching IAAO 600 for Kansas City and only had 6 students, probably due to no advertising in western Kansas. Dennis is willing to teach the course out west (ex: Hilll City) for only the $1500 fee. Due to cost of books and student expenses ($150/student) KAM would need 10 students enrolled to break even. Barb asked if we had cancelled a previously scheduled course due to low enrollment. Melissa replied that we cancelled a 601 advanced course due to low enrollment and change of instructor. However, the IAAO 600 course is worth 30 points and designees need points by 7/1/05.

6 Melissa suggested that she can discuss location possibilities with Dennis. Also, course could be offered subject to a minimum enrollment by a certain date. There was a general consensus from the Board that Melissa should continue to put the class together. It was suggested that an announcement be put in the newsletter. Judy suggested KAM offer another KGISP preparation course. Amber recommended John Dunham of DASC. Nomination Linda Siebert, Melissa Newton-Blume, & Ed Crane - NA Membership Kyle Tjelmeland NA Certification Rick Miller Rick has talked with Tresa about getting a complete guide on how to get points for recertification. He pointed out that this information should be on the web site. Barb and Rick discussed the possibility of one of Barb s co-workers taking the KM exam in Leavenworth proctored by Barb. This member will not be able to attend the 2005 conference. Board thought this arrangement would be acceptable. The idea of giving annual gifts to designees was brought up by Melissa. She brought 3 examples of small glass/crystal globes that could be used as gifts. Darlene also had a picture of another example. Prices range from $5-7 with no engraving. Board agreed it was a good idea and that she should continue to research the idea. Rick asked if the members on the web were up-to-date. Amber said there were current as of today (3/10/05), Tresa sent an update to Amber this morning. Don Action Item: Ask Kyle if he will talk to Dennis Albers regarding his membership status. He is not a current member. Tresa has a list regarding how to earn points. Publication Lavinia Ford Newsletter deadline is 3/25/05 Legislative Ivan Weichert Ivan is watching the list server for bill activity. There are currently no bills that would affect KAM. An with this information was passed from Don to Eileen. 10. Other a. Administrative Assistant Contract Renewal - Contract expired at the end of December and Don asked that Tresa continues work until it can be discussed at a Board meeting. Tresa did not ask for any changes. There was a rate increase for this position last year. Melissa commented that consistency in position has been nice. Don commented that Tresa has been a great help to the president. Virginia asked for clarification on Tresa s job duties. Ivan moved that the Administrative Assistant Contract be renewed, Barb seconded. Motion passed. b. Joint KAM/KSLS Spring Fling Social Event Official date moved to 5/21/05 due to graduation conflicts. Golf at 9am, 18 holes for $100 includes lunch. There will be vendor prizes on each hole. Don will contact past vendors for participation and John Selles from a local energy company. Don and Barb discussed options for this event including social only versus educational. KSLS cannot due social only, must offer certification opportunities. It was decided there will be a panel discussion between Surveyors and GISers from 2 4 pm. Ed Crane is a panel member and more volunteers are needed.

7 Cost for Panel and Dinner (BBQ & entertainment) will be $25. The BBQ and Panel will take place at a park shelter. BBQ only at 5pm will be $7.50/adults, $14/2 adults, $4/ages 6-13, Free/ages 6 and under. There will be one adult and one kid door prize. Both organizations hope to break even and any profit will be dispersed based on attendance percentages. Melissa asked if any hotel arrangements had been made. There will be a flyer sent out and a sign up sheet in the Newsletter. Ivan pointed out that KSLS is a professional organization because its members are licensed but KAM is not. We need to be careful with how things are worded. c. Web Site Revisions Amber asked the Board clarification on what type of announcements are appropriate for the web page. She received an from Riley county wanting KAM to announce a RFP on the KAM web site. There was a general consensus that such announcements would not be appropriate since there are other outlets. The membership database has been cleaned up and is up-to-date as of today with current, paid members. Tresa maintains the membership database. Ivan suggested that there should be a buffer time for members to send in their dues (ex: 90 or 120 days) due to company delays. Dues are currently due at the end of the calendar year. Barb mentioned that there is no notification/announcement for when dues are due. Rick asked if there was any solicitation sent out yearly. Darlene mentioned that members historically renew at the conference. Barb suggested that Kyle contact expired members. Don suggested mailing notices and posting due dates on web. Don Action Item: Talk to Kyle about ideas on how to notify members about membership dues. Online payment ideas are now complicated by the Kansas sales/destination tax. Don and Rick concurred that no product is delivered so no taxes should be collected. However, KAM is not tax exempt. Amber discussed how to make payment for designee dues, membership dues, and conference registration fees on-line. There are 2 options: Verisign most popular and secure site, there is a $300 set up fee and a $20 monthly fee with a transaction limit of 50, then you move to the next service level. INK working on an on-line payment system expected to be ready June/July There will be no set up fee or monthly charge. For e-check transactions there is a $3 fee per transaction. For credit cards there is a $3 fee for every $100. Ivan liked the idea of using INK because we don t pay for months with little activity. Mainly need for months of September and October. Don asked if there was a contract and Amber answered that there is a 1 year contract commitment. Barb suggested that we wait to see if INK will be ready by conference time. If not, we can use Verisign. Don suggested that there be an update to the INK progress at the May meeting. Barb mentioned that there have been a lot of compliments on the new web site. People like the ability to look up members on web. Judy suggested that we put conference registrants and vendors on the web site. Don and Rick liked the idea of putting vendors on web to spur more attendance. d. Membership NA e. KAM Grant Application Melissa Newton-Blume submitted application for $475 to attend the IAAO Conference in Anchorage, AK. She has attended previous conferences and needs the points. Barb motioned that the application be accepted, Darlene seconded. Motion passed. Darlene will need confirmation on where to send money. Don suggested sharing information like grants awarded in the newsletter or Presidents letter in newsletter. Don Action Item: Include Grant reward recipients in newsletter. Ivan suggested that recipients write article about event for newsletter.

8 f. April Course 600 covered under Education committee g. KAM logo used in private sector member ad discussed at beginning of meeting. h. Other Ivan created a word doc with all Board meeting minutes included which is helpful for searching for past subjects. There was discussion regarding the use of the word LEGAL in documents and s. It is often misused. Ivan suggested that there be a session of data standards at the conference. Frequency of the P.O. Box being checked was discussed. A second key to the box was given to Judy. Board would like to see the box checked once a week during the year and twice a week around conference time. Kim Swisher of the Missouri GIS Certification/Designation committee asked permission to use the KAM test. There was general consensus at a previous meeting to cooperate and share this information. Don Action Item: Send copy of request to Secretary There was discussion about reimbursing Barb on expenses incurred for travel and supporting the KAM booth at the KSLS Salina Seminar Series Cost was approximately $132 for mileage and $23.50 for printing. Ivan motioned to reimburse Barb for her expenses, Darlene seconded. Motion passed. KAM Board should revisit whether or not attendance at KSLS conference was productive. Darlene suggested if a KAM member is already attending a conference they should take the KAM booth them to display. She also suggested that we look into better booth hand outs to attract attention. It was brought to the Board s attention that Rick Miller has been nominated for the URISA Board. 11. Future Meeting Dates Next meeting set for May 12, Don Action Item determine location of meeting 12. Adjourn Darlene moved to adjourn the meeting, Barb seconded. Motion passed

9 Kansas Association of Mappers Executive Board Meeting May 12, 2005 Topeka, KS In attendance: Eileen Battles, Tom Brown, Virginia Davis, Darlene Lister, Melissa Newton-Blume, Barb Scott, Kyle Tjelmeland, Ivan Weichert. Absent: Don Cleveland, Mark Dinkel. 1. Introduction/Opening Remarks President Elect Barb Scott called the meeting to order. a) Barb confirmed that there were enough Directors present to represent a quorum b) No adjustments were made to the agenda. 2. Approval/Amendment of March 10, 2005 Minutes The Minutes were sent out via before the meeting for edits and comments. Minor spelling errors were noted and will be corrected. Darlene moved to accept minutes, Ivan seconded. Motion passed. 3. Past President s Comments Ivan and Melissa discussed organizing the Past-President s party to take place at the 2005 Conference. Ivan will contact the Conference Planning Committee and make arrangements. Barb reminded Ivan to discuss his idea of a legal/correct wording session with the conference planning committee. Kyle questioned if the Board gets the chance to approve session topics. Barb said the conference planning committee had attended the March meeting and gave an update. They will be attending the July meeting. 4. President Elect Comments No comments 5. Directors Comments a) Tom Brown No comments b) Virginia Davis No comments c) Mark Dinkel NA d) Kyle Tjelmeland Tresa is tracking the members and they have sent renewal notice letters to all members past due. They have had a good response. Ivan asked if anyone has been in contact with Mark Dinkel regarding his continued involvement with KAM after his job change in June. Kyle asked if Mark s contact information has changed. 6. Treasurer s Report Darlene did not bring the February report so it will be voted on at the July meeting. Darlene presented reports for March and April 2005 to be approved. Ending balances for those months (with investments included) were: March 2005 $30, April 2005 $31, Barb questioned if the refunds for the cancelled IAAO 600 had been included in these reports. Darlene replied that those refunds will appear on the May report and only 2 refunds where needed. Kyle moved to accept the March and April Treasurer s Report. Virginia seconded. Motion passed. Barb Action Item: Melissa s 2004 Conference Expenses are still pending. 7. Review Executive Board Contact Information No changes 8. Review/Nominate 2005 Committee Chair Assignments No changes

10 9. Committee Reports - Chair Program Carol Kriebs & Judy Palenske NA Awards Becky Bartley - NA History Judy Palenske NA Education Melissa Newton-Blume The IAAO 600 course scheduled for May 2-6, 2005 in Hays, Kansas was cancelled. Only 3 people enrolled. Nomination Linda Siebert, Melissa Newton-Blume, & Ed Crane - NA Membership Kyle Tjelmeland Kyle mentioned that Dennis Albers did renew his membership. Additional comments under Director s Comments. Certification Rick Miller NA Publication Lavinia Ford NA Legislative Ivan Weichert Ivan reported that the current legislature has been distracted by other issues so that nothing has come up that would affect KAM. However, mapping and issues that could have been addressed may have suffered due to the poor leadership in the legislature. There is a federal issue coming up that will require an inventory of all federally owned lands. The wording regarding this issue pulls the state and local governments into the process. Reporting will be required by local governments. In Kansas, state owned and municipal owned lands are being gathered by PVD. However, in the next 2 years there will be a big push by the federal government for state and local reporting of federally owned lands, such as parks, preserves, etc. 10. Other a. Joint KAM/KSLS Spring Fling Social Event Cancelled Barb reported that there were no registrations for the Spring Fling Social Event except for the organizers and the speakers. Apparently there was a lot of graduation conflict in May. The idea has been tabled for now but another event at another time of year is a possibility. b. Tresa s contract Tresa s contract has been finalized. Don Action Item: Copy of Tresa s contract needs to be sent to Eileen. c. INK on-line payment status The last time Ivan checked INK s web site and talked to Amber the INK on-line payment was not ready. Ivan will contact Amber regarding its status. Board suggested that if INK is not ready in the next 30 days we should sign up with Verisign before the next Newsletter is released. d. KGISP Exam Don sent a copy of the KGISP exam to the Missouri Mappers Association (MMA) after they requested a copy and Board gave approval to do so at the last meeting. e. KAM Grant Application Don forwarded information regarding the Board s approval of Melissa Newton-Blume s grant request to attend the IAAO conference to Lavinia to be included in the next Newsletter. The Board was reminded that Melissa must write an article about the conference for a Newsletter after she returns. f. Member Directory Ivan asked if anyone on the Board has received any negative or positive feedback about the membership directory being on the web site. Board s general consensus was that all feedback has been positive. He also suggested that a short note about the membership directory and the web site be put in the next newsletter. Kyle volunteered to write an article for the next Newsletter about the membership directory on the web and about general membership information. Ivan also mentioned how nice the new Newletter looks.

11 Barb brought up the new KAM brochures and said that they look great. Tresa has asked Kyle what to do with the brochures and Ivan suggested that they be distributed on a per request basis. Tom mentioned it is nice to have extra KAM brochures around the office to hand out to potential members. Don Action Item: mention KAM brochures available in next Newsletter. Darlene followed up with the fact that they still aren t having much luck increasing municipality memberships in KAM. KAM missed the League s annual conference which was earlier this year. She also mentioned that the Kansas Municipal Utilities (KMU) is next week. Kyle said that actually most attendees at these conferences are higher level government positions, normally not mappers. Darlene suggested that KAM target asset management software company user s meetings and conferences. Some of these meetings are coming up this summer. Barb suggested that we should encourage KAM members to notify the Board of any conference that may be beneficial for KAM to attend and put up the booth. Darlene mentioned that the Kansas Rural Water Association conference (which took place in March) would be an excellent booth opportunity for KAM. Barb suggested that Darlene contact Steve Thompson regarding KAM s involvement. g. KAM booth design Barb stressed that the KAM booth needs some serious design aid, the booth currently only has the KAM sign. Ivan suggested that she bring the booth with her to the July meeting to discuss. Barb suggested that since we already have a map contest every year at the conference, why don t we ask permission to keep the winners and use those for display on the booth? Tom mentioned that we need a give away or something to make people stop and visit. Darlene suggested that a large poster of the new web site would be nice and she has a laminate contact in Lawrence. Barb and Darlene conferred that we need to have give aways and the booth needs to be redesigned before the MAGIC conference in spring Future Meeting Dates The next meeting is set for July 21, 2005 at the Wichita Airport Hilton. We may tour the facility and see the rooms that we will be using for the conference. 12. Adjourn Tom moved to adjourn the meeting, Darlene seconded. Motion passed Ending note it was suggested that there be a link on the web site to past minutes and only a summary included in the Newsletters.

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21 Kansas Association of Mappers Executive Board Meeting/KAM Annual Meeting & Conference October 3-6, 2005 Wichita, KS October 3, 2005 Executive Board Meeting In attendance: Eileen Battles, Tom Brown, Don Cleveland, Virginia Davis, Mark Dinkel, Darlene Lister, Tresa Myler, Barb Scott. Absent: Kyle Tjelmeland and Ivan Weichert 1. Introduction/Opening Remarks President Don Cleveland called the meeting to order. a) Don confirmed that there were enough Directors present to represent a quorum. Miscellaneous conference topics were discussed, including: The President s Conference duties were reviewed. During the President s Welcome Address Don is to recognize the 12 founding members. Also invite committee members up for an update. There has been a program change. The Cartography and GIS class has been cancelled; the speaker is unable to attend. Conference attendees must turn in their ticket for the Thursday meal which also is an entry for the Grand Prize. If they turn in their Conference Surveys after the Thursday morning session they will receive an additional entry for the Grand Prize. The Grand Prize is $200 cash. Session moderators need to announce that they will be stamping sheets for education certification points. There are currently 101 registered for the conference. 2. Approval/Amendment of September 22, 2005 Minutes No comments or corrections Mark moved to accept minutes, Tom seconded. Motion passed. 3. Treasurer s Report - Darlene presented the report for September 2005 to be approved. Ending balances for those months (with investments included) were: September $38, September discussion PayPal only allows $500 to be withdrawn each month, unless you supply a Social Security Number. Darlene has contacted them to see if we can increase the withdraw amount with a Federal ID #. There was actually more income in Sept. from Conference fees but Darlene didn t track or count anything before it was officially deposited in the KAM account. Depending on answer from PayPal, we may need to revisit companies that KAM can use for web site credit card transactions. Barb moved to accept the August Treasurer s Report. Virginia seconded. Motion passed. 4. Additional Discussion Due to the upcoming election, the Board discussed the whether or not the KAM Board had the appropriate ratio of Directors: Members. The By-Laws state that there should be 1 Director per 60 members and there are currently 242 members. Prior interpretation has been that any amount greater than 60 justifies adding another Board member, therefore we are allowed by by-laws to have 5 Directors for the upcoming year. However, the Board is allowed to change the by-laws according to Article 3, Section 1 Powers & Responsibilities. Therefore, the current Board proposes that Section 9 Number of Directors be amended to state that the number of Board members shall remain at 4 until membership is greater than 300. At that time, the Board may allow additional Directors. Mark moved to accept the amendment to Section 9 Number of Directors. Darlene seconded. Motion passed. Darlene moved to adjourn the meeting, Barb seconded. Motion passed.

22 October 4, 2005 Annual Business Meeting In attendance: Eileen Battles, Tom Brown, Don Cleveland, Virginia Davis, Mark Dinkel, Darlene Lister, Tresa Myler, Barb Scott, Ivan Weichert. Absent: Kyle Tjelmeland President Don Cleveland called the meeting to order. Don introduced the 2005 Conference Key Note Speaker Bernie Hayden from the City of Manhattan who gave a presentation titled About Ethics Stories Scenarios, and Standards. After his presentation, Don gave Bernie a gift. Awards Becky Bartley presented the 2005 KAM awards. KAM Prestigious Cartographer Roy Baker, Franklin County Outstanding Mapping Project Jackson County Mapping Department (Tom Brown accepting) Most Valuable Member Lavinia Ford Nominations Linda Siebert presented the 2005 nominees. Executive Board Nominees were introduced: President Elect: Tom Brown Secretary Pam Dunham Treasurer Darlene Lister Director Mark Dinkel, Virginia Davis, Deanna Hermreck, Jerry Mentzer, Chris Morland, and George Overton. Nominations were opened up from the floor. No floor nominations were received. Barb Scott moved to close floor nominations, Kevin Beakey seconded. Motion passed. Education Ed Crane and Melissa Newton-Blume talked about the past year for the Education committee. The IAAO 600 Fundamentals of Cadastral Mapping course was offered and then cancelled due to low enrollment. The Education committee needs to know what coursed KAM should offer. Please give suggestions on your conference survey. October 5, 2005 Annual Business Meeting President Don Cleveland reconvened the business meeting. Voting for Board members took place. Meeting adjourned. October 6, 2005 Annual Business Meeting President Don Cleveland reconvened the business meeting. Don remarked on how much he enjoyed his year being President and that it was an honor serving. He thanked the Board, Committee Chairs and Tresa. Election Results Official results are: President Elect: Tom Brown President: Barb Scott Secretary: Pam Dunham Treasurer: Darlene Lister Director: Mark Dinkel, Jerry Mentzer, Deanna Hermreck, and Virginia Davis. The Executive Board was sworn in and Don turned it over to Barb. Barb presented Don with a plaque. Barb reminded members that membership runs along the calendar year. She also asked members to notify the Board of any events that they would like to see the KAM booth. Also, there is money available from the KAM grant so please apply! Map Gallery Awards & Prizes 1 st : Building Developments, Pottawatomie County, Brenda Krause, ESRI Arc9 Extension

23 2 nd : Exploring Topeka, Shawnee County, Judy Palenske, ArcView 91 License 3 rd : City of Manhattan, Dan Oldehoeft, MAGIC registration 4 th : Consolidation, Shawnee County, Carol Kriebs, ESRI coffee cups and books Grand Prize Dan Hopkins of Wheatland Electric won a gift basket Walter Eis of Sedgwick County won the $200 grand prize Adjourn Don Cleveland moved to adjourn the meeting, Rod Odom seconded. Motion passed.

24 Kansas Association of Mappers Executive Board Meeting October 6, 2005 Manhattan, KS In attendance: Barbara Scott, Don Cleveland, Tom Brown, Pamela Dunham, Darlene Lister, Mark Dinkel, Jerry Mentzer, Deanna Hermreck and Virginia Davis 1. Introduction/Opening Remarks a. President Barbara Scott called the meeting to order at 11:00 a.m. 2. Confirm Quorum 3. Business a. Barbara Scott confirmed that there were enough Directors present to represent a quorum. a. Discussion about having KAM booth at the MAGIC Conference in Kansas City this Spring i. Darlene Lister moved to approve for KAM to have booth at MAGIC, Virginia Davis seconded the motion, and motion passed 9-0. b. Discussion about KAM booth at KAC Conference in November i. Don moved to approve for Tom to attend KAC and have booth registered as a bronze level, Darlene seconded the motion, and motion passed 9-0. c. Discussion about KAM booth at KSLS Conference i. Virginia and Deanna are both attending and will have booth. 4. Meeting Schedule a. Meetings will be held every other month with the next meeting scheduled for November 17, 2005 in Manhattan at 11:30, place to be announced. Barbara will set up and Adjournment a. Don moved to adjourn executive board meeting, Darlene seconded the motion, and motion carried 9-0.