GENERAL BUSINESS MEETING May 11, 2017 NOON Grand View Lodge, Nisswa, MN AGENDA

Transcription

1 GENERAL BUSINESS MEETING May 11, 2017 NOON Grand View Lodge, Nisswa, MN AGENDA 1. CALL TO ORDER President Chris Petree 2. SECRETARY/TREASURER S REPORT Amy Grothaus/Lee Gustafson A. Meeting Minutes from November 18, 2016 Fall Conference General Business Meeting (attached) [motion required] B. Financial Report (Deputy Treasurer Lee Gustafson) (attached) [motion required] i. Chapter Financial Statements C. Draft Budget June 30, 2017-July 1, 2018 (attached) 3. NATIONAL AWARDS UPDATE Sarah Lloyd/Richard McCoy PWX CHAPTER DINNER UPDATE Kristin Asher 5. VOLUNTEER UPDATE Beth Engum 6. OLD BUSINESS 7. NEW BUSINESS 8. ADJOURNMENT

2 General Business Meeting November 18, :15 a.m. Earle Brown Heritage Center, Brooklyn Center, MN Minutes 1. The Business Meeting was called to order by President Sue Mason at 10:19 a.m. 2. President s Report (Sue Mason) a. Recognition of Chapter Committee Chairs President Mason recognized and thanked the committee chairs and vice chairs for their donation of time and service to the Chapter over the last year and acknowledged the recent establishment of the Young Professionals Committee added to the organization. Mason emphasized the importance of continuing to promote the public works profession in schools, communities, and places of business. b. Bylaws Revision The Chapter membership voted on the following amendments to the Chapter Bylaws during this year s election process: The addition of a Young Professionals director position, and will be included in the 2017 election process Minor housekeeping corrections 3. Secretary/Treasurer s Report (Kristin Asher /Lee Gustafson) a. Review/Approve Minutes of May 12, 2016 Spring Conference General Business Meeting. MOTION: Motion made by John Rodeberg and seconded by Angela Popenhagen to approve the meeting minutes of the May 12, 2016 Spring Conference General Business Meeting as presented. Motion carried. b. Statement of Activities and Investment Report (Lee Gustafson) The APWA-MN Chapter s financial statements for months ending October 31, 2016 were presented as follows: Cash $155,719 Long-Term Investment Account $129,627 Current liabilities -$4,121 Net Assets (10/31/2016) $281,225 Net Assets (01/01/16) $277,470 YTD Change in Assets $3,755 MOTION: Motion made by Mark Maloney and seconded by Jeannine Clancy to approve the APWA- MN Chapter financial statements for months ending October 31, Motion carried. c Budget (January 1 through June 30) (Lee Gustafson) All APWA chapters were asked to change budget schedules to coincide with APWA National s budget schedule (July 1 through June 30), thus the Chapter budget approved for 2017 is for 6 months only. National did not require a balanced budget for this 6-month period. The Chapter also learned the budget does not need general membership approval and therefore is presented for information purposes only. The Chapter s administrative schedule remains unchanged (January 1 to December 31). Page 1

3 4. Communications Committee Update Social Media (Charlie Wild) Twitter and Instagram were added earlier this year and a new LinkedIn group has recently been added. The committee is considering sending out surveys in 2017 to gather input from the membership on how the social media tools can best serve the organization. The University of Minnesota staff is also looking to partner with the Chapter in connecting with its social media effort. 5. Tellers Committee Report (Bob Cockriel) Past President Cockriel presented the Tellers Committee Report. The APWA-MN Chapter has successfully conducted its election for executive committee members electronically. Voting opened on October 11 and closed on November 1 with a total of 315 ballots returned out of 1,025 eligible members, representing 31% of eligible voters. The Tellers Committee presented the following results from the 2016 elections to the general membership: President Vice President Secretary/Treasurer Director Vendor/Contractor Director Manager/Engineer Director Superintendent Bylaws Referendum Chris Petree, City of Lakeville Kristin Asher, City of Richfield Amy Grothaus, Braun Intertec Heidi Hamilton, Kraus Anderson Construction Tim Plath, City of Eagan Dan Curley, City of Shoreview Passed MOTION: Motion made by Jim Grube and seconded by Reid Wronski to approve the Tellers Committee report for Motion carried. The Tellers Committee extended congratulations to these individuals and their upcoming service on the Executive Committee. The Tellers Committee also recognized and thanked those Chapter members who, while not being elected, demonstrated service and commitment to the organization by being on the ballot. Those members are Marcus Thomas, Jim Merchlewitz, Alyson Fauske, and Grant Riemer. 6. Recognition of Outgoing Executive Committee Members (Sue Mason) President Mason called Past President Cockriel and the outgoing directors to the podium: Bob Cockriel, Past President Mitchell Hoeft, Director Vendor/Contractor Michael Thompson, Director Manage/Engineer Bert Tracy, Director Superintendent Mason extended gratitude to the outgoing directors and Past President Cockriel for their dedication and commitment to the Chapter Officer Installation (APWA Past President Larry Stevens) Prior to the officer installation, Past President Cockriel presented the Presidential plaque to President Mason and thanked her for her dedication and service to the Chapter in President Mason called APWA Past President Larry Stevens and Delegate Jeannine Clancy to the podium. Past President Stevens called the 2017 Executive Committee members to the podium and read the oath of office to the Executive Committee members. The Executive Committee members confirmed their commitment by accepting the oath as read. Past President Stevens emphasized the unique responsibility before the Executive Committee members and the election results reflect the Chapter s confidence in their abilities to lead. President Mason formally passed the gavel to APWA-MN Chapter President-elect Chris Petree who will officially take on the duties of President on January 1, Page 2

4 8. Adjourn MOTION: Motion made by Jeannine Clancy and seconded by Bob Cockriel to adjourn the General Business Meeting of the 2016 Fall Conference at 10:50 am. Motion carried. ATTENDEES: Sue Mason, Chris Petree, Kristin Asher, Bob Cockriel, Jeannine Clancy, Lee Gustafson, Angela Popenhagen, John Rodeberg, Jon Lennander, Aaron Schmidt, Kristin Dahm, Philip Schrapp, Ryan Evans, Zack Lingl, Bridget Rief, Mindy Carlson, Ross Bintner, John Morast, Dave Martini, Evan Schnitker, Nick Egger, John Caven, Travis Block, Don Pflaum, Alyson Fauske, Tracy Griffin, Andy Brotzler, Steve Albrecht, Adam Kramer, Sarah Schweiger, Cristina Mlejnek, Dan Schluender, Stefan Higgins, Marcus Thomas, Mark Ziemer, Jeremy Hauser, Darin Ellingson, Sam Ellison, Amy Grothaus, Mike Kuno, Merry Daher, Cathy Huebsch, Glenn Olson, Mark Hansen, Jim Stremel, Sean Christensen, Tom Wesolowski, Mark Maloney, Brent Thompson, Kris Keller, Katie Warner, Jed Falgren, Anne Weber, Aaron Nelson, Andrew Balgobin, Laura Hirsch, Todd Howard, Mike Rardin, Steven Love, Karl Keel, Ken Frosig, Jeff Radick, Michael Thompson, Kyle Colvin, Anna Bessel, Scott Thureen, Matt Saam, Sue Polka, Russ Matthys, Dan Curley, Beth Engum, Marc Culver, Monica Heil, Zach Johnson, Alex Jordan, Christina Orlowsky, Dan Faulkner, Dan Boyum, Reid Wronski, Mike Stifter, Glen Sticha, Emily Lueth, Georgina Stanley-Woidyla, Chad Setterholm, Steve Heth, Jim Grube, Aaron Ditzler, Jason Wedel, John Gorder, Tim Plath, Heidi Hamilton, Bruce Loney, Richard McCoy Page 3

5 Minnesota Chapter APWA Statement of Financial Position For the Months Ending Friday, March 31, 2017 Assets 2017 ACTUAL Current Assets Cash: MN0 Cash-MN Chapter $140,344 Operating Investments: MN0 Operating Investments-Merrill Lynch $568 Receivables (Net): MN0 Receivables (Net) Prepaid Expenses MN0 $545 Total Current Assets $141,456 Long-Term Investment Account MN0 Long-Term Investments- Merrill Lynch $134,549 Total Assets $276,005 Liabilities Accounts Payable (Net): MN0 Accounts Payable (Net) $0 Total Liabilities $0 Total Net Assets $276,005 Beginning of Year Net Assets Unrestricted Funds: MN0 Unrestricted Funds $279,077 Total Unrestricted Funds $279,077 Total Liabilities and Net Assets $279,077 Year to Date Change in Net Assets ($3,072)

6 Minnesota Chapter APWA Statement of Activities Month/Year to Date Ending Friday, March 31, 2017 ANNUAL March 2017 Y-T-D 2017 PERCENT ACCOUNT # DESCRIPTION BUDGET ACTUAL ACTUAL BUDGET BALANCE AVAILABLE REVENUE MN Registration Fees UUIS $0 $743 ($743) 0% MN Membership Dues, Chapter $0 $6,741 ($6,741) 0% MN Miscellaneous $0 $215 ($215) 0% MN Sponsorship Fees, Events $0 $18,069 ($18,069) 0% TOTAL REVENUE $0 $0 $25,767 ($25,767) 0% EXPENSES MN Board/Delegate Travel, Chapter Officer Mileage MN Board/Delgate Travel, HOD $62 $62 ($62) 0% MN Board/Delgate Travel, President to Congress MN Board Travel MN Insurance 600: : :108-MN0:MN Facility Cost C/SC Fees Website Mgmt $65 $130 ($130) 0% MN Facility Costs-State Fair/STEM Day MN Food & Bev-G&A $0 $84 ($84) 0% MN Food & Bev-Board Orientation/YE Recpt MN Food & Bev-Membership Committee $191 $511 ($511) 0% MN Food & Bev-Communications Committee $0 $92 ($92) 0% MN Food & Bev-Audit Committee MN Food & Bev-Awards Committee $0 $69 ($69) 0% MN Food & Bev-Education & Training Committee $194 $484 ($484) 0% MN Food & Bev-Environmental Committee MN Food & Bev-Executive Committee $22 $103 ($103) 0% MN Food & Bev-Planning Committee MN Food & Bev - U of MN Student Chapter $0 $299 ($299) 0% MN Food & Bev - Young Prof $0 $283 ($283) 0% MN Food & Bev-UUCIS MN Food & Bev-Chapter Dinner at Congress MN Food & Bev-Public Awareness $0 $117 ($117) 0% MN C/SC Fees - Sponsor Signage MN C/SC Fees-Bookkeeper/Scan Doc MN C/SC Fees-Website Mgmt $290 $290 ($290) 0% MN C/SC Fees-Education Events/Misc MN C/SC Fees - Chapter Services $4,843 $12,577 ($12,577) 0% MN C/SC Fees-UUIS $0 $7,500 ($7,500) 0% MN C/SC Fees-Chalkline/Comm $0 $5,606 ($5,606) 0% MN Committee Facilitation-Executive MN Office Supplies - G&A MN Office Supplies - UUCIS MN Student Membership-U of MN Student Chapter $0 $125 ($125) 0% MN Postage - G&A MN Printing & Production-G&A MN Printing & Production-Summer Golf Event MN Award & Door Prizes-Summer Golf Event MN Award & Door Prizes-Chapter Awards/Recg Plaques MN Scholarship to Non Students MN Scholarship to NS - UUIS MN Stipend NS-Young Mem/Hugo Erickson Award to Congr MN Scholarship to Students-Educational Scholorships MN Bank Service Charges - Finance $0 $98 ($98) 0% MN Misc Expenses - G&A $196 $410 ($410) 0% MN Misc Expenses - Spring Conf MN Misc Expenses - Technical Tours MN Sponsorship/Contr Educ Grants TOTAL EXPENSES $0 $5,863 $28,839 ($28,839) 0%

7 Minnesota Chapter APWA Statement of Activities Month/Year to Date Ending Friday, March 31, 2017 REVENUE OVER EXPENSES $0 ($5,863) ($3,072) $3,072 0%

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9 APWA- Minnesota Chapter Budget: JULY 1, JUNE 30, 2018 (DRAFT) April 26, /1/2017-6/30/18 Account Program Revenue/Expense Account Program Description Actual Actual Actual Actual Budget REVENUES: MN0 103 Unrealized Gains (Losses) Finance ($26,416) ($2,408) $1,375 $5,065 $ MN0 191 Registration Fees Technical Tours ($1,097) ($915) ($40) $1,462 $ MN0 192 Registration Fees Education Events/ MISC. $0 $0 $ MN0 471 Registration Fees Underground Utility Inspection School ($16,485) ($21,128) ($14,070) $14,843 $14, MN0 230 Membership Dues Chapter Services ($26,045) ($38,066) ($40,333) $46,115 $40, MN0 100 Miscellaneous General & Administrative ($2,971) ($9,426) ($10,850) ($896) $1, MN0 501 Expense Reimbursement Congress Chapter Dinner ($3,050) ($6,080) ($2,555) $5,250 $2, MN0 100 Sponsorship Fees Event Sponsorships ($22,500) ($19,750) ($16,692) $17,594 $18, MN0 230 Chapter Rebate Income Membership Rebates from National ($6,541) ($8,610) ($11,556) $0 $7, MN0 232 Chapter Rebate Income Chapter Leader Stipend from National ($400) ($1,000) $0 $ MN0 235 Chapter Rebate Income Delegate stipend from National ($600) ($1,100) ($500) $1,000 $ MN0 182 Royalties Spring conference ($5,875) ($10,492) ($6,165) $11,583 $10, MN0 184 Royalties Fall conference ($38,636) ($29,034) ($38,118) $32,498 $36, MN0 103 Contributions from Reserves Finance $2 $0 TOTAL REVENUE ($150,616) ($147,007) ($140,504) $134,514 $129,800 EXPENSES: MN0 232 Board/Delegate Travel Chapter Officer Mileage Reimb. $2,020 $0 $1,370 $1,651 $1, MN0 235 Board/Delegate Travel House of Delegates $1,654 $1,821 $813 $1,047 $1, MNO 501 Board Travel President and Committee Chair Travel $1,921 $3,348 $3,099 $3, MN0 103 Insurance General & Administrative $0 $0 $0 $0 $ MNO 108 Facility Costs C/SC Fees Web site $1,096 $1, MN0 188 Facility Costs State Fair / STEM Day $0 $479 $392 $55 $ MN0 100 Food & Beverage General & Administrative $723 $532 $709 $686 $2, MN0 121 Food & Beverage Board Orientation/ YE Reception $878 $1,094 $991 $35 $1, MN0 136 Food & Beverage Membership Committee $2,877 $2,059 $1,206 $1,699 $1, MN0 137 Food & Beverage Communications Committee $923 $784 $812 $194 $ MN0 139 Food & Beverage Audit Committee $18 $58 $0 $82 $ MN0 145 Food & Beverage Awards Committee $28 $27 $0 $0 $ MN0 146 Food & Beverage Education & Training Committee $611 $611 $813 $946 $ MN0 147 Food & Beverage Environmental Committee $253 $502 $310 $417 $ MN0 148 Food & Beverage Executive Committee $949 $1,734 $2,173 $1,813 $2, MN0 149 Food & Beverage Conference Planning Committee $1,289 $578 $0 $0 $ MNO 237 Food & Beverage U of MN Student Chapter $962 $373 $3,224 $2, MNO 350 Food & Beverage Young Professionals $0 $536 $697 $1, MN0 471 Food & Beverage UUCIS $116 $0 $0 $0 $ MNO 501 Food & Beverage Chapter Dinner at Congress $5,839 $9,430 $5,292 $13,885 $7, MN0 711 Food & Beverage Public Awareness $106 $361 $307 $198 $1, MN0 100 Consultants/Subcontractors Fees Sponsor Signage $0 $0 $0 $69 $ MN0 103 Consultants/Subcontractors Fees Accountant $3,000 $6,444 $6,000 $3,000 $6, MN0 150 Consultants/Subcontractor Fees MN 2050 Documentary and Misc $5,000 $0 $ MN0 108 Consultants/Subcontractors Fees Website Management $29,288 $1,305 $1,591 $6,891 $2, MN0 192 Consultants/Subcontractors Fees Education Events $500 $2,289 $0 $0 $6, MN0 230 Consultants/Subcontractors Fees Chapter Services $28,328 $27,851 $32,986 $49,631 $40, MN0 471 Consultants/Subcontractors Fees UUCIS $5,500 $11,000 $12,000 $14,000 $15, MN0 601 Consultants/Subcontractors Fees Web editor $1,796 $13,291 $1,294 $3,470 $1, MN0 148 Speakers & Trainers Fees Executive Committee $0 $750 $0 $0 $800

10 MNO 100 Office Supplies General & Administrative $0 $0 $345 $236 $ MN0 471 Office Supplies UUCIS $757 $0 $0 $ MNO 237 Student Memberships U of MN Student Chapter $395 $646 $25 $ MN0 100 Printing & Production General & Administrative $256 $585 $1,425 $5,020 $1, MN0 183 Printing & Production Summer Golf Event $374 $260 $320 $284 $ MN0 183 Award & Door Prizes Summer Golf Event $1,595 $1,800 $1,600 $1,600 $1, MN0 231 Award & Door Prizes Chapter Awards/ Recognition plaques $605 $440 $503 $378 $1, MNO 100 Scholarship tonon Students MWRWUMI Scholarships $1,150 $0 $ MN0 471 Scholarship to Non Students 2 UUCIS Scholarships (CPII exam) $495 $985 $1,190 $145 $1, MN0 501 Scholarship to Non Students Emerging Leaders Academy $1,500 $1,500 $0 $0 $1, MN0 100 Scholarships to Students Educational Scholarships $8,500 $12,500 $12,500 $15,000 $15, MN0 103 Bank Service Charges Finance $0 $1,277 $834 $717 $ MN0 100 Miscellaneous Expenses General & Administrative $499 $3,155 $7,482 $4,055 $4, MN0 191 Misc Expense - Technical Tours $1,475 $50 $0 $1,694 $1, MNO 100 Sponsorships/Contributions Educational Grants $250 $2, MN0 103 ML Investment Transfers Finance $1 $0 Adjustment to balance with Ntl ($2) ($1) TOTAL EXPENDITURES $107,752 $109,981 $100,409 $137,038 $129, /1/2017-6/30/17 Budget Budget Budget Budget Net Surplus (Deficit) $42,864 $37,026 $40,095 ($2,524) $0 Net Assets, Beginning of Year $165,268 $208,040 $245,066 $277,470 $279,077 Plus Net Surplus (Minus Net Deficits) $42,864 $37,026 $40,095 ($2,524) $0 Carry Forward to Next Year National adjustment - balance books $92 $7,691 Net Assets, End of Year $208,040 $245,066 $277,470 $274,946 $279,077