EXECUTIVE COMMITTEE MEETING March 15, 2017 MINUTES

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1 EXECUTIVE COMMITTEE MEETING March 15, 2017 MINUTES In attendance: Chris Petree, Kristin Asher, Amy Grothaus, Jeannine Clancy, Andy Brotzler, Dan Curley, Lee Gustafson, Heidi Hamilton, Alex Jordan, Sarah Lloyd, Richard McCoy, Tim Plath, and Michael Thompson Guests: Grant Reimer, City of Ramsey and Chair-Fall Expo; Joel Schilling, Schilling Consultant Services LLC and MN2050; and Tom Eggum, MN2050 Pat Schutrop, Chapter Assistant and Recorder 1. CALL TO ORDER President Petree called the meeting to order at 11:46 a.m. 2. PRESIDENT S REPORT (Chris Petree) A. Leadership Training Recap Chris Petree, Kristin Asher, Amy Grothaus, Jeannine Clancy, and the Chapter Assistant attended APWA s Leadership Training in Kansas City in February. APWA hosts the Leadership Training every other year and gives two $500 stipends to Chapters to help finance officers attendance. The Council of Chapters traditionally hosts its semi-annual meeting at the same time and National provides an additional stipend for the chapter delegates to attend. Some highpoints included: Membership recruitment and how to grow chapters. The cost to National to manage and support a member is about $85. Strategic goal setting. APWA in the process of its strategic plan process and will communicate the results to members when complete. The Chapter will incorporate National s strategic goals with the Chapter s goals as much as possible. Petree is considering a strategic planning session in The Donald C. Stone Institute will come to an end in A steering committee is being formed to look at accreditation. APWA will launch its first-ever National Roadeo during the PWX this year. They are encouraging chapters to participate in the roadeo by identifying operators to send to the PWX. Shared new website information. Clancy requested to be on the PWX and Snow Conference Review Committee being formed. The committee will establish a floor and ceiling regarding the cost commitment to host a PWX so there is more equity amongst the chapters and allow smaller chapters the opportunity to host a PWX in their states. Some chapters have expressed concern about the financial expectation for chapters that want to host a PWX. This concern is being driven by the chapters and not coming from National staff. Many of the chapters have raised substantial amounts of money to host a PWX in their state; however, National does not tell Chapters they have to raise as much money as some chapters have taken on themselves to do. Toured National s new office where it currently employs 60 staff. B Transportation Day at the Capitol Recap This was the first year the Chapter participated in this event. Members from the MN2050 and Young Professionals Committee attended on behalf of the Chapter. One of the Chapter s 2017 initiatives is advocacy and the Transportation Day offered an opportunity to get involved. Page 1

2 Tom Eggum was impressed with Margaret Donahoe s political effort and the Transportation Alliance s ability to get together so many transportation experts in one place. Governor Dayton did not make an appearance and he did not send a substitute. A division exists between parties regarding transportation funding. The democratic leadership favor transportation funding, but the funding has to include transit and transit with tracks, while the republican leadership supports transportation, but the funding cannot include transit with tracks. There did not seem room for compromise. Joel Schilling added Representative Hornstein spoke of his bill that is being heard in the House Transportation & Finance which is a $10 surcharge on tab fees and auto transfers that would be separate money amounting to about $57 million year and would go into a pot for larger and smaller cities (split 50/50). From MN2050 standpoint, it is a huge potential funding source. It is not projected to pass by republican legislators who would like to take funds from the surplus and put into the small cities transportation fund. There is a pavement management amendment proposed to MnDOT statutes requiring the use of remaining service life in pavement management processes. The other controversial bill was the small wireless cell collocation legislation that affect cities right of way. The bill was scheduled to be heard yesterday; however, the senate version was pulled and was not heard. There are heavy negotiations going on with lobbyists, industries and legislators. Alex Jordan added there will be some transportation funding included in the bonding bill this year. Clancy added the governor s bonding bill does include funding for water and wastewater, but outstate MN made a better case for funding than the metro area and therefore a good share of the water and wastewater funds will be targeted to greater Minnesota. Clancy suggested metro communities work together to make a better argument for funding wastewater projects. Tom, Joel and Alex agreed it would be beneficial to continue to send representatives to attend the event annually. The downside is that it is transportation-focused only and does not cover the wide scope of the industry. Schilling suggested the Chapter continue to send people over the next three years and re-evaluate the progress made after that period and decide if APWA s presence has been effective in bringing attention to the infrastructure concerns as a whole. C. Nominations for APWA Committees and Committee Liaisons Nominations are now open for members wanting to participate on a National committee either as a member or as the Chapter s liaison to a committee. Interested members can either self-nominate or nominate another member. The deadline to submit nominations is March 22, Currently, the Chapter has the following individuals involved at the National level: Mark Ray, committee member on the Emergency Management Committee; Kevin Schlangen, committee liaison for Fleet Services; and Mitchell Hoeft, committee liaison to the Young Professionals Network. The Chapter would like to see member involvement at the liaison level on the Center for Sustainability and Transportation. The appointments will be made by the APWA National President-Elect Bo Mills. An communication from Regional Delegate Chuck Williams was included in the packet encouraging chapters involvement on National committees. Sherri Buss has been attending the Center for Sustainability conference calls and is willing to serve as the Chapter liaison to that committee. Dave Hutton previously expressed an interest in serving on the Transportation Committee, but never heard back from National regarding his interest. Delegate Clancy volunteered to write a letter of recommendation for Hutton if he is still interested. President Petree will reach out to Dave Hutton to see if he is willing to serve as the Chapter liaison or member on the Transportation Committee and will nominate him if he is interested. He will also talk to Mark Ray to see if he thinks there is also a need for a Chapter liaison on the Emergency Management Committee. D. Fall Expo Grant Reimer, City of Ramsey and Fall Expo Chair, attended the meeting to discuss the Fall Expo and formally ask the Chapter to renew its partnership with the expo and also ask if members of the Education & Training Committee are interested in participating on a committee to develop the education component of the expo. Reimer reached out to President Petree in 2016 about re-engaging the relationship between the Chapter and the Fall Expo, and due to the 2016 PWX, the Chapter declined. Reimer approached President Petree again this year to see if the Chapter would consider renewing the partnership. Page 2

3 In the past, the Chapter has provided support to the expo in the area of education. However, due to some best practice concerns, the Chapter discontinued its partnership. Since then, the expo has undergone an independent audit performed by MnDOT, hired an accounting firm to handle tax returns, made some leadership changes, retained an attorney to help establish its 501(c)3 non-profit status, and created draft bylaws. The main change in the bylaws is that it includes a succession plan where officers will hold office for two years only. The Fall Expo started in 1995, over 2, 500 people attend, provides 64 outdoor spaces for vendors and has 90 spaces indoors. The expo has a snowplow competition, skid steer competition, and educational program. It serves front line maintenance workers and supervisors. The registration fee is $30 per day which includes meals and the education program. The Executive Committee continued the discussion after Mr. Reimer left the meeting. The Executive Committee is satisfied with the best practices put in place by the Fall Expo and agrees to re-establish its relationship and provide assistance from the Chapter s E&T Committee to help with the educational component. No monetary amount will be provided. Petree will inform Mr. Reimer of the Executive Committee s decision. Tim Plath will add this item to the next E&T Committee meeting to ask for two volunteers to help with the education sessions for the expo. 3. SECRETARY/TREASURER S REPORT (Amy Grothaus, Secretary/Treasurer; Lee Gustafson, Deputy Treasurer) A. Minutes of February 8, 2017 Executive Committee Meeting The minutes for the February 8, 2017 Executive Committee meeting were presented. MOVED by Jeannine Clancy and seconded by Kristin Asher to approve the minutes of the February 8, 2017 Executive Committee as presented. Motion carried. B. Financial Report Account Details. This is a new report detailing revenues and expenditures. It will be included along with the financial statements going forward. The report provides accountability and transparency to the members. Financial Reports. The current statement includes the $18,000 reimbursement from the 2016 PWX. For months ending: February 28, 2017 Merrill Lynch $139, Financial Statement $2, MOVED by Tim Plath and seconded by Dan Curley to approve the APWA-MN Chapter Financial Statements for months ending February 28, Motion carried. C. The 2016 audit was performed and the year-end report was submitted to APWA National. An will be sent out requesting financial input to the budget cycle (July 1, 2017 June 30, 2018). 4. VICE PRESIDENT S REPORT (Kristin Asher) A PWX Chapter Dinner A reservation has been made at Tapa Toro for the Chapter Dinner to be held on August 29 in Orlando, Florida. It is a locally owned restaurant serving contemporary Spanish cuisine. The restaurant is located about one mile from the conference center so no organized transportation will be provided. Asher learned that most of the hotels offer shuttle service to destinations within two miles of the hotel. The cost is $86 per person without a subsidy from the Chapter. In order to keep the cost down, the Chapter is willing to subsidize the cost at about $3,500 (based on 75 attendees) bringing the member cost down to $40 per person. The Chapter would also decline other chapters wanting to join the event. The cost includes a cocktail dinner and consumption bar with two drink tickets (beer or wine), gratuity and fees. It will be a casual setting and not a seated dinner. Historically, the Chapter has subsidized the Chapter Dinner and allocated about $1,000 to $1,500 for the awards celebration. MOVED by Jeannine Clancy and seconded by Andy Brotzler to approve the 2017 Chapter Dinner location at Tapa Toro, at $40 per person and subsidized by the Chapter in the amount not to exceed $5,000. Motion carried. Page 3

4 5. PAST PRESIDENT S REPORT (Sue Mason) No report 6. COUNCIL OF CHAPTERS (Jeannine Clancy) A. Delegate s Report Chuck Williams Communication for information purposes. February and March 2017 Talking Points for information purposes. B PWX Update The final financials have been submitted to APWA National. The final step is to convene the Chapter s Audit Committee to do an independent audit of the 2016 PWX books. C. History Committee: Dave Hutton, Chair No report 7. DIRECTOR/COMMITTEE CHAIR REPORTS A. Regional/County/State Director: Bridget Rief i. Membership & Special Events Committee - Jason Sprague/Mark Kasma, Co-Chairs No report B. Outstate Director: Reid Wronski i. Outstate Committee Reid Wronski, Chair No report ii. Awards Committee Sarah Lloyd, Chair; Richard McCoy, Vice Chair Submitted 14 nominations for APWA National awards that were due March 1. The City of Woodbury s submittal for the Snow and Ice Control award was not successful. The PACE award submittal is due on June 1. C. Vendor/Contractor Director: Heidi Hamilton i. Communications Committee Charlie Wild, Chair The 2017 Internal Chapter Calendar was included for information purposes. Lydia Ener is the new Vice Chair. The committee is looking for direction from the Executive Committee about what to tweet/retweet on a regular basis in terms of consultants news. The committee wants to be conscientious and responsible to the Chapter and sponsors. Lydia Ener is the main contact person who has been managing the twitter account. Content should be sent to her at socialmedia@apwa-mn.org. The Executive Committee discussed if the twitter/social media output be one of the benefits of the Platinum and Gold sponsor levels and provide the social media address. The Executive Committee agreed with retweeting if the organization is one of the Platinum or Gold sponsors and a member of APWA. Lydia will follow the Platinum and Gold sponsors and retweet their content if appropriate. If this task becomes burdensome, the Chapter Assistant will assist in posting. Review again for the 2018 sponsor program. D. Superintendent Director: Dan Curley i. Environment and Sustainability (E&S) Committee Michael Thompson, Chair; Sherri Buss, Vice Chair Dates are set for the Adopt-a-Highway cleanup events May 4 and October 12 from 1:30 to 3:30 pm. Sherri Buss has been sitting in on APWA s Center for Sustainability Committee and volunteered to continue as the Chapter liaison on the committee. Page 4

5 The committee recommends APWA have representation with the Minnesota Cities Stormwater Coalition on the MS4 update process. The committee also recommends the MS4 process be one of the Chapter s advocacy issues for E. Manager/Engineer Director: Tim Plath i. Education & Training (E&T) Committee Monica Heil, Chair; Tim Plath, Vice Chair The Fall Workshop topic will be the Winter Maintenance Supervisor Certificate Program. This program has been offered twice in the past. The cost is $35. The committee is recommending approval of the Workshop Agreement with APWA National. National will provide the instructors and materials. LTAP has agreed to cover the costs of the print materials needed for the workshop. There is a $1,000 cost to the Chapter for the workshop content and basic assistance in preparation for the workshop. MOVED by Jeannine Clancy and seconded by Heidi Hamilton to approve President Petree executing the contract for the Workshop Agreement with APWA National and the $1,000 expenditure (travel and lodging expenses for the instructors and administration of certificates). Motion carried. The Stan Berry Writing to Get Things Done writing workshop will be held concurrent with the Winter Maintenance Certification course being offered during the Wednesday sessions at the Fall Workshop. The City of Hutchinson has offered to host an off-site UUCIS program for the school year. There will be a broadcast testing conducted. Reid Wronski coordinated getting this outstate location. NHCC and the Public Works Certificate Program. Petree has had numerous conversations with the new dean at NHCC and continues to run into roadblocks. The Chapter is considering a number of options such as taking on the program or hire the U of M to coordinate it. A proposal has been receive from the U of M and will be reviewed by the E&T. Clancy suggested checking into Minneapolis Community & Technical College (MCTC). Petree added the committee has discussed partnership with other schools like MCTC. The E&T Committee will continue to update the Executive Committee as it progresses. F. Consultant Director: Andy Brotzler No report i. Diversity Committee Alyson Fauske, Chair G. City Engineer/DPW Director: Steve Albrecht No report i. Public Awareness Committee (PAC) Russ Matthys, Chair H. Conference Planning: Jupe Hale/Kristin Asher, Co-Chairs i. Committee Report a. Spring Conference (May 10-12, 2017) Chuck Williams and President-Elect Bo Mills will be attending the conference. The Chapter volunteer service project will take place on Thursday afternoon. Chapter Updates and Business Meeting A draft budget will be available. Highlight one or two committees work within the Chapter. Consider talking about the Government Affairs Committee. Conference Fees Petree wanted to discuss what the Chapter can do to boost membership and involvement. At the leadership training, he learned Minnesota is the only chapter that does not require APWA membership to attend our conferences. The conference non-member price is $260 and the member cost is $235. APWA membership for a one year is $95. Spring conferences have about 8 to 12 non-members attending and about 80 to 90 non-members attend the Fall Conference. One Page 5

6 option is to include the membership fee in the non-member price which would automatically make them a member. He is looking for feedback from Executive Committee. The U of M staff would accommodate any changes made administratively. From the financial perspective, Lee recommends keeping the conference fee set up as it is as it benefits the Chapter the most because the amount from the non-member fee goes directly to the Chapter s revenue. Asher suggested keeping the difference between the member and nonmember fee close to the cost of a membership. I. Young Professionals (Alex Jordan, Chris LaBounty, Emily Lueth, and Eric Seaburg, Co-Chairs) i. Committee Report The committee is working on a networking event to be held in April. Working on the graduation outreach event scheduled sometime in June. The YPs are developing a new logo and anticipate a draft will be ready by the April 12 Executive Committee meeting. Once they have a draft ready, the YPs will send to APWA National for their review and approval. ii. Student Chapter About 30 people attended their recent networking event at Applebee s. Working on a spring networking event. J. Volunteer Coordinator Report: Beth Engum No report 8. OLD BUSINESS No old business. 9. NEW BUSINESS The ASCE-MN Chapter will be updating their infrastructure report card. MN2050 will be involved in that effort. Heidi Hamilton asked if anyone had information on the movie produced by ASCE called Dream Big The Movie. She thought it looked like a great production to get out to the members. 10. ADJOURNMENT President Petree adjourned the meeting at 1:35 p.m. APWA-MN Chapter s Mission: To advance the theory and practice of the design, construction, maintenance, administration, and operation of public works facilities and services. Dated: April 12, 2017 Respectfully submitted, Amy Grothaus APWA-MN Chapter Secretary/Treasurer Page 6