Executive Committee Meeting and Orientation December 4, :30 AM. Old Historic Courthouse 101 Pine Street W., Stillwater AGENDA

Transcription

1 Executive Committee Meeting and Orientation December 4, :30 AM Old Historic Courthouse 101 Pine Street W., Stillwater AGENDA 1. Lunch! 2. Call to Order, Welcome and Introductions (Rodeberg) 3. APWA-MN Chapter Meeting Minutes (Mason) a. Executive Committee Meeting October 8, 2014 (attached) b. Executive Committee Officers Conference Call Meetings October 3 and November 7, 2014 (attached) 4. Appointment of Lee Gustafson as Deputy Treasurer and 2015 Budget Review (Gustafson/Mason) (attached) a Budget Status b Budget Considerations 6. Approval of Contracts (Rodeberg) a. University of Minnesota 2015 Spring and Fall Conference Planning Services (attached) 7. Toys for Tots Campaign (Kielb / Crockett /?) a. Delivering Toys to KARE 11 b. Spokesperson for the Chapter Strategic Initiatives Review a. Outreach (member touches ) i. Outstate ii. Student/YP iii. New Members b. Diversity 9. Review of 2014 Organizational Chart and Director/Committee Liaison Assignments (Cockriel) (attached) a. Confirm assignments and appointments

2 10. Committees Updates (target 5 minutes each) a. Introduce Chair(s), Director/Liaison and note committee members b. Note Committees Mission c. Celebrate Committee and Chapter Successes d. Note potential efforts toward Outreach and Diversity e. Committees: i. Communications ii. Diversity iii. Environment and Sustainability iv. Outstate v. Awards vi. Public Awareness vii. MN2050 viii. Education and Training ix. Membership 1. Special Events 2. YP (Young Professional) 3. Student Chapter x. Conference Planning Committee xi. Delegate xii. History Committee xiii. Volunteer Coordinator Congress (Popenhagen and Clancy) a. Overview b. Committees c. Funding d. Logo 12. Adjourn/Networking & Libations (approx. 4:00)

3 3a EXECUTIVE COMMITTEE MEETING October 8, 2014 MINUTES In attendance: John Rodeberg, Bob Cockriel, Sue Mason, Lee Gustafson, Angela Popenhagen, Beth Engum, Russ Matthys, Melissa Girtz, Dale Reed, Matt Saam, Chris Petree, Kristin Asher, Troy Nemmers, Michael Thompson, and Marcus Thomas Pat Schutrop, Chapter Assistant and Recorder 1. CALL TO ORDER President Rodeberg called the meeting to order at 11:42 a.m. 2. PRESIDENT S REPORT (John Rodeberg) A. Strategic Planning Update The various committees continue to communicate information about what the committees and members are doing. Committee chairs are encouraged to continue to submit website articles due and to get committee updates submitted for posting on the website. B Chapter Elections i. Online Voting Schedule (Schutrop) The voting schedule will be as follows: October 9 notice #1 - Introductory to members from Chapter Assistant notifying members of the upcoming elections. October 13 notice #2 notification to members they will be receiving an from Electionsonline inviting them to vote. This notice will also include bios and a redline version of Chapter bylaw proposed changes. October 14 from Electionsonline to members with login and password information. Voting begins. November 4 Last day to vote. ii. Bylaw Changes (Cockriel) The proposed changes to the bylaws include changing the House of Delegates name to Council of Chapters and acknowledging the position of Deputy Treasurer. The Deputy Treasurer position is a non-voting position and will have a term of 3 years with possibility of reappointment for one additional term. The bylaws will need two-thirds of total votes received to pass. 3. SECRETARY/TREASURER S REPORT (Sue Mason/Lee Gustafson) A. Minutes of September 5, 2014 Officers Conference Call (Sue Mason) The September 5, 2014 Officers conference call minutes were received and filed. B. Minutes of September 10, 2014 Executive Committee Meeting MOVED by Marcus Thomas and seconded by Angela Popenhagen to approve the minutes of the September 10, 2014 Executive Committee meeting as presented. Motion carried. C. Financial Report (Lee Gustafson) The following Chapter financial reports were presented: Months ending September 30, 2014: o Merrill Lynch investment account balance reported at $132, o Statement of Financial Position reported a balance of $65,344. Page 1

4 MOVED by Bob Cockriel and seconded by Russ Matthys to approve the APWA-MN Chapter Financial Statements for months ending September 30, Motion carried. D. MN2050 Budget Update (Lee Gustafson) The following MN2050 financial reports were presented: Months ending September 30, 2014: o Statement of Financial Position reported a balance of $8,750. o MN2050 received a $1,000 donation this month. MOVED by Bob Cockriel and seconded by Russ Matthys to approve the MN2050 Financial Statements for months ending September 30, Motion carried. E. New Member Onboarding (Sue Mason) The next new members breakfast is scheduled for the Fall Conference, in combination with the first-time attendee members and the Leadership Academy Alumni. Information will be included in the conference brochure. Beth Engum will send out an asking the Past Presidents to reach out to the new members prior to the breakfast. Cockriel received an from Emily Lueth, SRF, asking about attending the breakfast and introducing the Young Professionals group to the attendees. F. Draft 2015 Budget (Lee Gustafson) Gustafson discussed the 2014 budget and the estimated 2014 budget. Highlights for 2015 Budget: Revenue: o $3,000 subsidy for Chapter Congress Dinner ($1,000-awards and $2,000-dinner) o $41,160 carryover from 2014 to balance 2015 budget if needed. Expenses: o $40,000 for 2016 Congress expenses in This amount will be distributed among a series of line items for accounting purposes. Also Chapter Assistant support costs will also be included in the line items. o Increased to $1,500 to cover Diversity and History Committee needs (Item 100-Food & Beverage). o Increased to $2,000 to cover Outstate and New Members breakfast (Item 136-Food & Beverage). o Increased to $1,250 to include $500 for the Education Summit that did not happen in 2014 (Item 146- Food & Beverage). Chris Petree added Mindy Carlson, LTAP Program Coordinator, attended the last E&T meeting. Over the last couple of years, the Chapter has offered a snowplow maintenance supervisor certification to the Fall Conference Workshop where LTAP contributed a $2,000 subsidy for printed materials and we were asked again if we need those funds for this year. Based on the this year s workshop schedule, the Chapter will not need those funds and the committee asked Mindy to apply that $2,000 toward the Education Summit and hire a facilitator to get that program going. Petree received notice from LTAP that they are having a staff meeting in November and hope to have something on the calendar during the first quarter o Increased to $1,500 to offset U of M support (Item 237-Food & Beverage). o $1,000 new line item for Young Professionals (Food & Beverage). o Decreased to $6,500 for Chapter Dinner (Item 501-Food & Beverage). o Decreased to $750 for down payment costs for speakers (Item 192-Consultants/Subcontractors). o Decreased from $10,000 to $4,000 for web enhancements-adapta-2016 Congress needs (Item 192). o Decreased from $7,100 to $2,500 for Web Editor (Erica Perlman) (Item 601-Consultants/ Subcontractors). o Decreased from$1,000 to $500 to cover U of MN Student Chapter renewal membership fee after the students have paid the initial membership. o Increase from $750 to $4,500 for the display booth ($2,500) and the History Committee ($4,000) (Item 100 Printing & Production). The officers discussed having the display booth purchased in 2014 in time for the Fall Conference. Angela Popenhagen noted that funding to put toward the display booth was also included in her 2015 budget request for the 2016 Congress. Page 2

5 Also included in this line item, the History Committee requested $4,000 to look at purchasing some type of commemorative for the 70 th anniversary which will take place during the 2016 Congress. After discussion, the committee recommended reducing the $4,000 to $2,000 ($1,500 for the History Committee and $500 for printing costs, etc.). The change will also decrease the Reserve amount to $38,660. Popenhagen will discuss the Executive Committee s decision and ask him to discuss with the History Committee and submit justification for an increase to that budget in o Reduced from $1,200 to zero for the Scholarships to Non-Students. No funds are projected in 2015 because a policy and process are not yet developed regarding scholarships. o $3,000 budgeted for Young Member/Hugo G. Erickson Awards to Congress remains the same in APWA National is requiring a 1099 be issued for the Young Member to Congress stipend. To avoid this complication, the budget for the Young Member to Congress may be moved to another line item. Stipends or scholarships under $600 do not require a o $2,000 for Emerging Leaders Academy. This is a new line item for The costs to attend the academy are paid for by the student. The $2,000 is to cover costs for the graduated student to attend Congress. The Chapter does not have a student representative attending the academy in 2015; however, solicitation for 2016 will take place in o $1,000 for finance online payment charges is a new line item. o $2,000 for Educational Grant is a new line item. o $40,000 for 2016 Congress expenses is a new line item for The Net Assets at year-end 2014 is estimated to be $196,210 leaving a balanced budget for The reserve amount available for the 2015 budget is $38,660 (originally $41,160 - $2,500 (from History Committee budget reduction)) to balance 2015 budget if necessary Congress Budget Request (Popenhagen) o The total budget for the 2016 Congress is projected to be about $250,000 and requesting $40,000 for The 2016 Congress Committee used the 2005 Congress actual expenses as a framework to develop the budget for the 2016 Congress. The committee is anticipating $125,000 from the Merrill Lynch account, $50,000 from the Chapter budget account, and fundraising $75,000. The budget request has been separated by committee. Management Committee food and beverage expenses for monthly meetings. Consultant services are for the Chapter Assistant s time. Fundraising need to start immediately. Volunteer Committee will not need until 2016 except for website modifications where volunteers will be able to sign up for certain tasks. Exhibits No expenses for Get Acquainted Party APWA National said to plan for $80,000. Hospitality Board reception and potential down payment for venue. Futures No expenses for Promotion Promotional giveaways for 2015 Snow Conference and 2015 Congress in Arizona. Publicity Booth expenses for 2015 Snow Conference and 2015 Congress. May be able to reduce costs by coordinating booths, staffing and giveaways. Sports Down payment for charter, etc. Wednesday Workshop/Technical Tour Nothing for International & Special Relations Nothing for Popenhagen added they are waiting to receive the Memorandum of Understanding from APWA National to see what National has budgeted for 2016 Congress so the Chapter will know what the financial expectation for the Chapter will be. She recommends approving the Chapter s budget for the 2016 Congress at the Spring Conference General Business meeting. MOVED by Beth Engum and seconded by Sue Mason to approve the draft 2015 budget of $196,210 pending the recommended change of reducing the amount to carry over from $41,160 to $38,660 from the History Committee recommendation including the 2016 Congress work plan that includes $40,000 for working expenses in Motion carried. Page 3

6 4. VICE PRESIDENT S REPORT (Bob Cockriel) No report A Congress Awards Toast and Chapter Dinner Update i. Arizona Rebate The Arizona Chapter asked to participate at the Chapter Dinner during the 2014 Congress and guaranteed 30 seats; however, they ended up with 27 people that actually paid for the dinner. Some of the Arizona Chapter people did not show up. Cockriel discussed this with the officers about the possibility of refunding them the cost of the seven that did not show up amounting to $630. The concern was if the Chapter gives them the rebate, will this set a precedent in the future. It is a difficult decision because Arizona has been a good partner with the Minnesota Chapter. After discussion, the Executive Committee decided not to support the rebate. The consensus of the Executive Committee is to not rebate the Arizona Chapter the $630 rebate and therefore no action is required. 5. PAST PRESIDENT S REPORT (Lee Gustafson) A. Approve Slate of Candidates for 2014 Elections The Nominating Committee met on September 3, 2014, and the recommended candidates are as follows: Secretary-Treasurer Director-Vendor/Contractor Director-Manager/Engineer Director-Superintendent April Crockett, MnDOT Chris Petree, City of Lakeville Mitch Hoeft, Insituform Jill Thomas, MAPA Michael Thompson, City of Maplewood Jim Grothaus, U of MN/LTAP Bert Tracy, City of Golden Valley Dan Curly, City of Shoreview MOVED by Lee Gustafson and seconded by Troy Nemmers to approve the slate of candidates for the APWA-MN Chapter 2014 elections. Motion carried. 6. COUNCIL OF CHAPTERS REPORT (Angela Popenhagen) A. Delegate s Report The Chapter Leadership Training is set for February 26-27, 2015 in Kansas City. The Chapter sends three people and the in-coming President, Vice President and Secretary/Treasurer will attend. Larry Stevens, APWA President; Chuck Williams, Regional VI Delegate; and Joe Johnson, Kansas City-Metro Delegate will be attending the Fall Conference. B Congress Update (Angela Popenhagen) See discussion above under 2015 budget discussion. C. History Committee (Dave Hutton, Chair) See discussion above under 2015 budget discussion. D. Logo Contest (Sue Mason) An will be sent to Chapter members and information will be on the website seeking concept ideas for a 2016 Congress logo to submit to APWA National for approval. Sketches will be due by November 14 th and should be sent directly to Sue Mason. The goal is to have something ready to present to the general membership at the Fall Conference, if possible. Page 4

7 7. DIRECTOR/COMMITTEE CHAIR REPORTS A. State/County Director: Beth Engum i. Membership Committee (Jason Sprague/Mark Kasma) a. Committee Report The Membership Committee submitted its article about the Young Professionals group and golf outing to Communications. The St. Croix Bridge technical tour will be revisited as a possibility in the spring /summer of The Fairmont Water Treatment Plant technical tour is scheduled for October 24. There was not enough interest to pursue organizing a Gopher football game. All the details for the bowling event scheduled for the Fall Conference are taken care of. The Membership Committee is looking for suggestions for technical tours and events. B. Outstate Director: Troy Nemmers i. Awards Committee (Amy Grothaus) a. Committee Report Solicitation for awards was sent out and nominations are due by October 10. ii. Outstate The Fairmont Water Treatment tour is scheduled for October 24 at 10:30 am with lunch following at a local restaurant. Nemmers will contact some outstate members in southern Minnesota as well as invite AWWA and Rural Water groups to attend. President Rodeberg will attend to give a brief presentation about APWA-MN and what it offers. C. Vendor/Contractor Director (Melissa Girtz) i. Communications Committee (Kristin Asher) a. Committee Report Sponsor article submittals has slowed down. The calendar set up for sponsors submitting articles has lost some momentum with when sponsor articles are received so the committee is now soliciting directly to the sponsors. D. Manager/Engineer Director (Matt Saam) i. Environment and Sustainability (E&S) Committee (Michael Thompson) a. Committee Report Environmental Service Event/PACE Award Buckthorn removal service event at the City of Maplewood on October 11, from 9 am to Noon. Representatives from City Engineers Association of Minnesota (CEAM) and League of Minnesota Cities (LMC), along with Thompson and Cockriel, met on September 29 to discuss next steps concerning the groundwater issue and working with the Metropolitan Council Environmental Services (MCES) to extend its deadline. Cockriel is taking the lead on behalf of the group and met with MCES. The MCES is now open to delaying the water supply update as long as there is a joint response agreeing to extend the deadline. Cockriel reported the meeting is scheduled for October 14 at 3 pm in St. Paul. He thought representation from CEAM, APWA, LMC and Metro Cities will be in attendance. The goal continues to be finding common ground. E. Superintendent Director (Dale Reed) i. Education & Training (E&T) Committee (Chris Petree/Andy Brotzler) a. Committee Report Reed reported the Midwest Regional Management Utilities Institute will meet on March Approve Professional Services Agreement with SEH for the Underground Utilities Construction Inspector School (UUCIS) Page 5

8 MOVED by Lee Gustafson and seconded by Russ Matthys to approve the contract with SEH, Inc. to provide professional services for the Underground Utilities Construction Inspector School in the amount of $11,000. Motion carried. President Rodeberg and Secretary/Treasurer Sue Mason abstained. Scholarship Subcommittee Report A Scholarship Subcommittee has been formed to discuss the current scholarship program and to discuss how more Chapter programs can be incorporated. Dan Fick is taking the lead with the subcommittee. The subcommittee submitted the following recommendations for feedback from the Executive Committee: Develop a survey to send to previous applicants. Consider offering a free year of APWA membership. Consider modifying the scholarship eligibility criteria. Change the technical school writing requirements from an essay to a simpler personal profile. Research the goals and mechanics of other scholarship programs. Remove the preference given to APWA members or dependents of members. Cockriel likes the idea of having some policy for those programs that APWA supports. The E&T will work with other Chapter committees to explore this more. Gustafson suggested adding some type of incentive for the student to complete these programs such as when a scholarship is awarded to a student, the only requirement to receiving the scholarship would be to complete the program. The E&T will discuss the feedback with the subcommittee in February 2015 and will bring back an update to the Executive Committee in Spring Fall Workshop will be one-half day with the Federal Highway Administration and offering the writing workshop. First annual Leadership Academy Alumni breakfast at the Fall Conference. F. Consultant Director: Marcus Thomas i. Diversity Committee a. Committee Report The committee has not met since the last Executive Committee meeting. No report at this time. G. City Engineer/DPW Director: Russ Matthys i. Public Awareness Committee (PAC) (Kevin Kielb) a. Committee Report The committee will meet on Friday, October 10, to discuss the Fall Conference and advertising the Toys for Tots campaign. Researching the display booth. Matthys received a request from National Association of Telecommunications. This group is reaching out to public works industry to look at the fiber optics aspect of adding to utilities components of what cities do, etc. Angela Popenhagen will forward the information to National for input. H. Conference Planning (Jupe Hale/Bob Cockriel) i. Committee Report Registration for the Fall Conference is now open. To date, 95 have registered for the conference and 47 registered for the workshop. Mason asked about adding ribbons to name tags recognizing members of the Young Professionals group, possibly having a ribbon or sticker recognizing individuals for donating to Toys for Tots, etc. Bob Cockriel had a conversation with staff at the U of M and connected the Young Professionals contact with Heather Dorr at the U. I. MN2050 Report (Dan Gage) i. Committee Report No report. Page 6

9 J. Volunteer Coordinator Report (Beth Engum) The Awards Committee is looking for a new committee chair. Amy Grothaus is current committee chair. There are some people on the list that have been on the list for a while. Engum will send out an to those folks to see if they are willing to continue to be on the list until opportunities arise. 8. OTHER BUSINESS Reimbursements Form: All receipts should be scanned (in portrait format) and sent to Lee Gustafson. 9. OLD BUSINESS None. 10. NEW BUSINESS The next meeting will be the General Business Meeting during Fall Conference on November 21. The final meeting for 2014 is scheduled for December 4, 2014 at the Old Historic Courthouse in Stillwater, MN. 11. ADJOURNMENT President Rodeberg adjourned the meeting at 1:56 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: December 4, 2014 Respectfully submitted, Susan Mason APWA-MN Chapter Secretary/Treasurer Page 7

10 3b APWA-MN Executive Committee Officers Conference Call Minutes Friday, October 3, 2014 Attendees John Rodeberg, President Bob Cockriel, Vice President Sue Mason, Secretary/Treasurer Lee Gustafson, Past President Angela Popenhagen, Delegate Pat Schutrop, Chapter Assistant Conference call convened at 8:31 a.m. 1. September 5, 2014 Conference Call Minutes (Rodeberg) The minutes were received and filed as presented. 2. Financial Statements for Months Ending September 30, 2014 (Mason/Gustafson) Lee did not receive the financial statements for months ending September 30, He requested the reports by October 6 to include in the meeting packet for the October 8 th Executive Committee meeting. MN2050 has received $1,000 in donations in the last three to four months. Action: John will follow up with Dan Gage to talk about where MN2050 is at with its budget and ask Dan to give a fundraising update at the General Business meeting at Fall Conference. 3. Review Task List (Rodeberg) a Budget Status Sue forwarded all the budget requests received to Lee. Lee would like to have a short conference call with the officers to go over the budget before the October 8 th Executive Committee meeting. The only debatable expense has been on the Chapter dinner at Congress. This year, it was expensive because of the location and it was necessary to subsidize the dinner by $2,000. Lee is looking for input from the officers. The awards reception was discussed briefly on how it should be handled in the future (such as allowing one drink ticket per person or setting a dollar limit). With the 2016 Congress in Minneapolis, the Chapter dinner will be a much bigger event. Maybe the Chapter should consider not having a separate event for the Awards recognition at that time. Action: The officers agreed to suggest adding $1,000 for the Awards reception and $2,000 for the dinner for Lee will note that this should be discussed by the Executive Committee in the comments column. Action: The officers will have a conference call at 3 pm on October 6 to go over the budget before Lee puts it in final draft form for the October 8 th meeting. John will set up the conference call information and out to the officers. Budget will be included for the Young Professionals group and Student Chapter. Lee added that Justin Messner received the Young Professionals stipend in 2014 and now National will not reimburse him without issuing a The Chapter thought this IRS requirement was addressed by requiring the Young Professional to give a report on their experience at Congress. However, due to some newly hired accounting staff at National, they are requiring a W2 and

11 b. Past Presidents Invite for Past Presidents Breakfast at Fall Conference A note was added to the Past Presidents Breakfast invitation about the Chapter wanting to recognize them at Friday s opening session during the conference. Angela suggested adding that note to the acknowledgement when Past Presidents RSVP. The breakfast will be an opportunity to promote the 2016 Congress and try to get some of the Past Presidents to volunteer. Action: Pat will add a reminder to the acknowledgement to encourage Past Presidents to attend the opening session so Chapter members can recognize them. Action: Angela will talk to Jeannine about using this opportunity to generate volunteers for the 2016 Congress. c. Bylaws and Executive Committee Elections/Tellers Committee As a result of the Nominating Committee meeting, Lee created a table showing the positions and recommended candidates. He will give an update to the Executive Committee at the October 8 meeting and the table will be included in the meeting packet. 4. Congress Update (Rodeberg) a. Final 2014 Chapter Dinner Cost for Arizona Chapter (Cockriel) Action: Add to October 8 th Executive Committee meeting agenda. b Congress Update (Popenhagen) Angela sent the draft 2016 budget to Lee. She is not sure what will be spent in Angela and Jeannine Clancy will meet and try to come up with more specific expenditures for 2015 and forward to Lee. Action: Lee suggested deciding on an amount to cover deposit payments, etc. and he will add it as a line item in the 2015 budget. c. December Orientation Preparation/Invites Angela and Jeannine Clancy will have a short meeting again today to identify people who might be willing to take on the lead role for the fundraising committee. A general budget for 2015 for 2016 Congress expenses was submitted to Sue and Lee. Angela would like to invite the committee chairs to the orientation meeting on December 4 and the Fall Conference. Action: Angela will the people identified for fundraising, supporters and sponsors. They would like to start getting the sponsors involved early. John suggested trying to get at least one sponsor/exhibitor on a committee or in a chair position. d. Logo Competition (Mason) Sue asked for design assistance from one of the graphics artists at SEH and how much lead time will be necessary to order trinkets for the Snow Conference and the 2015 Congress. She was told smaller items would have a quick turnaround. Sue asked the officers if they wanted to do a call for artists or non-artists. People would submit their ideas and then the ideas would be formulated into something to send to National to react to. Angela suggests sending the draft Congress logo to APWA National before its guidelines come out sometime in November. Action: Sue will put together something to add to the website and Pat will send out the call for ideas to Chapter members. Members will have one month to submit ideas. 5. Fall Conference a. Young Professionals (YP) Committee Outreach (Cockriel) Bob said the YPs are looking for some funding to promote outreach efforts at Fall Conference. The three ideas are: (1) to share at the New Members Breakfast about what the YP group offers, (2) include a trivia form in the information packet for all young members to connect with established members and give a prize to one of the participating young members, and (3) have something on the name tags (i.e., ribbon) that identifies members on the YP Committee. 2

12 Action: The officers like ideas 1 and 3, but want more information about how to manage # 2 with the U of M staff in getting it in the packet. Bob will talk to Emily Lueth about request #2. Action: Bob will have the YPs work on #3. b. General Membership Business Meeting Draft Agenda (Rodeberg) Action: Officers should send additional agenda items to John and Pat. Action: John would like a 2016 Congress update, but not sure it should be during the business meeting or some other time during the conference. Angela will look through the Fall Conference brochure and find where the 2016 Congress update best fits with the schedule. 6. MCES Water Supply Update (Cockriel) Bob said both the League of Minnesota Cities (LMC) and Metro Cities is interested in participating in the meeting with MCES. Bob sent an to Leisa Thompson to see if a meeting can be set before October 23, which is the next policy plan workshop scheduled in Golden Valley. Bob added the meetings conducted by MCES regarding water supply planning so far have been orchestrated meetings and not conducive to giving input. Sue said MCES is using the public meetings as a way to get out information. Bob also plans to attend the workshop in Golden Valley. 7. Next Executive Committee Meeting: October 8, 2014 (Rodeberg)* Online Voting (Schutrop) Bylaws Change (Cockriel) Logo Contest (Mason) Arizona Rebate (Cockriel) 8. Strategic Planning Update (Rodeberg)* Nothing new to report. 9. Upcoming Website Articles (Rodeberg) Nothing new to report. 10. Others Larry Stevens and Chuck Williams will be attending the Fall Conference. Angela asked for input from the officers for a pre-conference dinner. Action: Officers will bring ideas to discuss at the next conference call on November 14. Angela received an from the LMC informing her that the Chapter is not listed as an affiliate organization of the LMC. Lee recalled asking Jeannine Clancy to talk to Anne Finn to get the Chapter listed. Action: Angela will discuss with Jeannine about it and contact Anne Finn if necessary. 11. Adjourn John adjourned the meeting at 9:31 a.m. Future Topics: None 3

13 APWA-MN Executive Committee Officers Conference Call Minutes Friday, November 7, 2014 Attendees John Rodeberg, President Bob Cockriel, Vice President Sue Mason, Secretary/Treasurer Lee Gustafson, Past President Angela Popenhagen, Delegate Pat Schutrop, Chapter Assistant Conference call convened at 8:31 a.m. 1. General (Rodeberg) a. Banner Pat is having the patch sewn on the banner. Bob Cockriel is responsible for seeing that the banner gets to the conference. 2. Fall Conference Workshop: Any Officer Items to Cover? Angela and Jeannine Clancy will attend the start of the workshop to talk about Congress with those registered for the workshop. John will also briefly attend at the opening of the first session. 3. Wednesday Dinner with National Officials: Confirm Location and Attendees (Popenhagen) The officers decided to meet at the St. Paul Grill with APWA President Larry and Jenna Stevens, Joe Johnson and Chuck Williams. Action: Angela will make the reservation for about 6:30 pm. She will send out an to the officers confirming the arrangements. Action: John and Lee will bring the Larry and Jenna, Joe and Chuck to the restaurant. Bob, Sue and Angela will meet the party at the restaurant. 4. Fall Conference Thursday Sessions (Rodeberg) a. New Member/Leadership Academy Alumni Breakfast and Orientation i. President Welcome Sue and Beth Engum have asked the Past Presidents to contact new members and invite them to the New Member/Leadership Academy Alumni Breakfast. Members do not have to register for the conference to attend. Action: Sue, Lee, John and Bob will attend the breakfast. Action: Sue will confirm with Beth as to who from the Membership Committee will emcee the new members portion of the breakfast. ii. Other Preparation/Roles? John will work on the business meeting PowerPoint presentation with the help of Lee, Angela and Mitch Hoeft who will coordinate information for the Young Professionals and Student Chapter. b. Hugo G. Erickson Award (Popenhagen) Angela is working on the Hugo G. Erickson award slides honoring Mark Hansen and Amy Grothaus. 1

14 c. National Update (Popenhagen) Angela is working with President Stevens on his conference update and the new officers installation script. d. Any Items Requiring Officer Coverage? None. 5. Thursday Night Bowling: Toys for Tots Fundraising (Gustafson) The Public Awareness Committee (PAC) is taking the lead on the Toys for Tots communications to the Chapter members and at the bowling event. The PAC has come up with some fun ideas to promote the campaign and incite the members to participate. Action: Lee will work with PAC members to create an announcement to send out to the members. 6. Fall Conference Friday Sessions a. Past Presidents Breakfast (Gustafson) i. Confirm Bartender and Libations Action: John is responsible for the beverages and bartending. Action: Lee will welcome the Past Presidents and lead into the discussion of the key things the Chapter has been doing. Action: Add Larry Stevens, Joe Johnson, Chuck Williams, Angela, Lee and John to the RSVP list to forward to the U of M. ii. Welcome/Introductions at Conference (prior to Business Meeting?) Action: John will introduce the attending Past Presidents at the conference. b. Business Meeting (Rodeberg) i. Review Agenda a. Approve Committee Chairs/Members Bob said according to the bylaws, there are only two appointed committees: Audit and Tellers. The other committees are set up by the Chapter President. Committee Chairs do not need to be approved by the general membership. John noted that Sarah Rippke has accepted the Awards Committee chair position effective January She will be invited to the year-end meeting. Action: John will touch base with the current committee chairs to see if they are interested in continuing as chair in Action: John will recognize the committee chairs and committee members at the conference and thank them for their dedication to the Chapter. Action: John will next discuss strategic planning efforts made by the Chapter in 2014 and discuss the bylaw revisions. b Budget Discussion/Admin. Action: Sue will present the minutes from the May 8, 2014 Spring Conference business meeting for approval. Action: Lee will follow up with the financial statements and the 2015 budget. c. Other? Action: Bylaw revisions: John will discuss after the strategic planning efforts. Action: 2016 Congress Update: Angela will have a handout included in the conference packet. The fundraising committee will also address the members about fundraising for 2016 Congress. Action: Volunteers: John will talk to Beth Engum about saying a few words about Chapter volunteerism. 2

15 d. Life Members Recognition of the Life Members is part of the Awards Ceremony. The three members recognized this year are Tom Montgomery, Carlton Moore and Rodney Rue. Action: Amy Grothaus will recognize the three Life Members. ii. iii. iv. Review Installation Notes Student Chapter: In the past, new officers for the Student Chapter were part of the installation ceremony. They are proposing a change and would like to elect officers in December of each year to better align with the school year. There is some concern that the Student Chapter President will graduate in June and therefore the Student Chapter will be without a President until the election in December. The Student Chapter will try this plan to see how it works out. Action: John will find out if the Student Chapter members were invited to the conference. There is no charge for them to attend. Action: Young Professionals: Eric Seaburg will give an update and introduce the Young Professionals team. Tellers Committee Lee would like the Tellers Committee report as part of the meeting PowerPoint presentation and Pat will show the specifics in the minutes. Action: Pat will include specific results from the Tellers Committee report in the business meeting minutes. Order Gavel/Plaque for Bob Action: Pat will confirm Amy Grothaus has ordered the gavel/plaque. v. Scholarship Presentations and Awards Ceremony Action: John will present the Hugo G. Erickson Award at 8:30 am on Thursday. Action: Scholarship presentations and the Awards Ceremony will be at 11 am on Friday. 7. Others? APWA National is now requesting an officer s signature on all reimbursement requests before it can be processed. Lee will be able to sign all reimbursement requests and another officer will sign his requests. National has been combining Pat s administrative services total with her expenses, inflating what the Chapter annually pays Pat. Lee has estimated Pat s expenses and will set up a line item to enter the expenses and keep them separate from the services line item. Lee sits on the LTAP Steering Committee and he was asked why the Chapter does not have a representative sitting on the steering committee. Lee said either John or Bob will receive an from Jim Grothaus about the idea. Andy Brotzler, Vice Chair for the Education & Training Committee, would be a good candidate for Chapter liaison to LTAP. Adding Andy to the steering committee will help promote the outstate initiatives of both committees. The November 14, 2014 officers conference call will be cancelled. 8. Adjourn John adjourned the call at 9:36 a.m. Future Topics: None 3

16 Minnesota Chapter APWA Statement of Financial Position For the Months Ending October 31, a Assets 2014 ACTUAL Current Assets Cash: MN0 Cash-MN Chapter $146,682 Operating Investments: MN0 Operating Investments-Merrill Lynch $568 Receivables (Net): MN0 Receivables (Net) $0 Prepaid Expenses MN0 $680 Total Current Assets $147,930 Long-Term Investment Account MN0 Long-Term Investments- Merrill Lynch $131,663 Total Assets $279,593 Liabilities Accounts Payable (Net): MN0 Accounts Payable (Net) $0 Total Liabilities $0 Total Net Assets $279,593 Beginning of Year Net Assets Unrestricted Funds: MN0 Unrestricted Funds $208,040 Total Unrestricted Funds $208,040 Total Liabilities and Net Assets $208,040 Year to Date Change in Net Assets $71,553

17 Minnesota Chapter APWA Statement of Activities Month/Year to Date Ending October 31, 2014 ANNUAL October 2014 Y-T-D 2014 PERCENT ACCOUNT # DESCRIPTION BUDGET ACTUAL ACTUAL BUDGET BALANCE AVAILABLE REVENUE MN Unrealized Gain from Investment Accts $0 $0 $3,215 ($3,215) 0% MN Registration Fees UUIS $16,000 $1,095 $19,928 ($3,928) -25% MN Membership Dues, Chapter $30,000 $6,856 $38,066 ($8,066) -27% MN Miscellaneous $3,000 $0 $8,721 ($5,721) -191% MN Exp Reimbursement-Chapter Dinner $4,000 $0 $6,080 ($2,080) -52% MN Sponsorship Fees, Events $22,000 $250 $19,500 $2,500 11% MN Membership Rebates from National $7,200 $0 $8,610 ($1,410) -20% MN Delgate Stipend from National $600 $500 $1,100 ($500) -83% MN Royalties Spring Conference $6,000 $693 $10,492 ($4,492) -75% MN Royalties Fall Conference $24,750 $0 $29,034 ($4,284) -17% TOTAL REVENUE $113,550 $9,395 $144,744 ($31,194) -27% EXPENSES MN Board/Delegate Travel, Chapter Officer Mileage $3,200 $0 $0 $3, % MN Board/Delgate Travel, HOD $1,800 $0 $1,821 ($21) -1% MN Board/Delgate Travel, President to Congress $2,000 $0 $0 $2, % MN Insurance $250 $0 $0 $ % MN Facility Costs-State Fair/STEM Day $1,000 $0 $0 $1, % MN Food & Bev-G&A $1,000 $103 $468 $532 53% MN Food & Bev-Board Orientation/YE Recpt $1,000 $0 $0 $1, % MN Food & Bev-Membership Committee $1,400 $0 $952 $448 32% MN Food & Bev-Communications Committee $800 $0 $433 $367 46% MN Food & Bev-Audit Committee $50 $0 $58 ($8) -17% MN Food & Bev-Awards Committee $250 $0 $0 $ % MN Food & Bev-Education & Training Committee $750 $0 $458 $292 39% MN Food & Bev-Environmental Committee $500 $0 $502 ($2) 0% MN Food & Bev-Executive Committee $2,900 $0 $761 $2,139 74% MN Food & Bev-Planning Committee $1,600 $0 $578 $1,022 64% MN Food & Bev - U of MN Student Chapter $600 $0 $962 ($362) -60% MN Food & Bev-UUCIS $250 $0 $0 $ % MN Food & Bev-Chapter Dinner at Congress $6,000 $0 $8,100 ($2,100) -35% MN Food & Bev-Public Awareness $300 $0 $361 ($61) -20% MN C/SC Fees - Sponsor Signage $200 $0 $0 $ % MN C/SC Fees-Bookkeeper/Scan Doc $6,000 $0 $6,444 ($444) -7% MN C/SC Fees-Website Mgmt $10,000 $0 $1,241 $8,759 88% MN C/SC Fees-Education Events/Misc $1,000 $0 $2,289 ($1,289) -129% MN C/SC Fees - Chapter Services $25,000 $3,082 $22,581 $2,419 10% MN C/SC Fees-UUIS $13,000 $0 $5,500 $7,500 58% MN C/SC Fees-Chalkline/Comm $7,100 $0 $0 $7, % MN Committee Facilitation-Executive $0 $0 $750 ($750) 0% MN Office Supplies - G&A $0 $0 $0 $0 0% MN Office Supplies - UUCIS $1,000 $0 $0 $1, % MN Student Membership-U of MN Student Chapter $1,000 $0 $395 $605 61% MN Postage - G&A $0 $0 $0 $0 0% MN Printing & Production-G&A $750 $0 $212 $538 72% MN Printing & Production-Summer Golf Event $300 $0 $260 $40 13% MN Award & Door Prizes-Summer Golf Event $1,800 $0 $1,800 $0 0% MN Award & Door Prizes-Chapter Awards/Recg Plaques $1,000 $0 $0 $1, % MN Scholarship to Non Students $1,200 $0 $1,150 $50 4% MN Scholarship to NS - UUIS $1,100 $0 $0 $1, % MN Stipend NS-Young Mem/Hugo Erickson Award to Congr $3,000 $0 $1,500 $1,500 50% MN Scholarship to Students-Educational Scholorships $12,500 $0 $12,500 $0 0% MN Bank Service Charges - Finance $200 $0 $1,016 ($816) -408% MN Misc Expenses - G&A $1,000 $0 $100 $900 90% MN Misc Expenses - Spring Conf $250 $0 $0 $ % MN Misc Expenses - Technical Tours $500 $0 $0 $ % TOTAL EXPENSES $113,550 $3,185 $73,191 $40,359 36% REVENUE OVER EXPENSES $0 $6,210 $71,553 ($71,553) 0%

18 Minnesota Chapter APWA MN2050 Statement of Financial Position For the Months Ending October 31, 2014 Assets 2014 Actual Current Assets Cash: MN2 Cash-MN2050 Chapter $35,309 Total Current Assets $35,309 Total Assets $35,309 Liabilities Accounts Payable (Net): MN2 Accounts Payable (Net) $0 Total Liabilities $0 Total Net Assets $35,309 Beginning of Year Net Assets Unrestricted Funds: MN2 Unrestricted Funds $26,559 Total Unrestricted Funds $26,559 Total Liabilities and Net Assets $26,559 Year to Date Change in Net Assets $8,750

19 Minnesota Chapter APWA MN2050 Statement of Activities Month/Year to Date Ending October 31, 2014 ANNUAL October 2014 Y-T-D 2014 PERCENT ACCOUNT # DESCRIPTION BUDGET ACTUAL ACTUAL BUDGET BALANCE AVAILABLE REVENUE MN Contributions (Donations/Gifts) $0 $0 $20,000 ($20,000) 0% TOTAL REVENUE $0 $0 $20,000 ($20,000) 0% EXPENSES MN Temporary Office Help $0 $0 $0 $0 0% MN Board/Delegate Travel $0 $0 $0 $0 0% MN Office Equipment $0 $0 $0 $0 0% MN Insurance $0 $0 $0 $0 0% MN Facility Cost $0 $0 $0 $0 0% MN Audio Visual $0 $0 $0 $0 0% MN Food & Beverage $0 $0 $0 $0 0% MN Transportation $0 $0 $0 $0 0% MN Consultants/Subcontractors Fees $0 $0 $11,250 ($11,250) 0% MN Entertainment $0 $0 $0 $0 0% MN Office Supplies $0 $0 $0 $0 0% MN Postage $0 $0 $0 $0 0% MN Printing & Production $0 $0 $0 $0 0% MN Award & Door Prizes $0 $0 $0 $0 0% MN Bank Service Charges - Finance $0 $0 $0 $0 0% MN Miscellaneous Expenses $0 $0 $0 $0 0% TOTAL EXPENSES $0 $0 $11,250 ($11,250) 0% REVENUE OVER EXPENSES $0 $0 $8,750 ($8,750) 0%

20 APWA- Minnesota Chapter Proposed 2015 Budget Year-to-Date Account Program Revenue/Expense Account Program Description Actual Actual Budget 8/31/2014 Estimated Budget REVENUES: MN0 103 Unrealized Gains (Losses) Finance $0 ($26,417) $0 ($4,577) ($3,215) $ MN0 191 Registration Fees Technical Tours ($1,097) $ MN0 192 Registration Fees Education Events/ MISC. ($9,500) $ MN0 471 Registration Fees Underground Utility Inspection School ($15,533) ($16,485) ($16,000) ($1,538) ($19,928) ($16,000) MN0 230 Membership Dues Chapter Services ($32,823) ($26,045) ($30,000) ($31,210) ($38,066) ($32,000) MN0 100 Miscellaneous General & Administrative ($2,967) ($2,971) ($3,000) ($8,721) ($8,721) ($3,000) MN0 501 Expense Reimbursement Congress Chapter Dinner ($4,290) ($3,050) ($4,000) ($3,650) ($6,080) ($3,500) MN0 100 Sponsorship Fees Event Sponsorships ($18,800) ($22,500) ($22,000) ($17,500) ($19,500) ($18,000) MN0 230 Chapter Rebate Income Membership Rebates from National ($7,317) ($6,541) ($7,200) ($6,467) ($8,610) ($7,200) MN0 232 Chapter Rebate Income Chapter Leader Stipend from National ($400) ($700) MN0 235 Chapter Rebate Income Delegate stipend from National ($600) ($600) ($600) ($600) ($1,100) ($600) MN0 182 Royalties Spring conference $0 ($5,875) ($6,000) ($9,798) ($10,492) ($6,000) MN0 184 Royalties Fall conference ($5,839) ($38,636) ($24,750) ($29,034) ($29,034) ($27,000) MN0 103 Contributions from Reserves Finance $0 $0 $0 ($38,560) TOTAL REVENUE ($97,669) ($150,617) ($113,550) ($113,095) ($144,746) ($152,560) 5b EXPENSES: MN0 232 Board/Delegate Travel Chapter Officer Mileage Reimb. $2,020 $3,200 $0 $500 $2, MN0 235 Board/Delegate Travel House of Delegates $1,851 $1,654 $1,800 $1,821 $1,821 $1, MN0 501 Board Travel President and Committees $1,544 $0 $2,000 $0 $2,000 $5, MN0 103 Insurance General & Administrative $0 $250 $0 $250 $ MN0 188 Facility Costs State Fair / STEM Day $0 $1,000 $200 $ MN0 100 Food & Beverage General & Administrative (misc.) $723 $1,000 $257 $1,000 $1, MN0 121 Food & Beverage Board Orientation/ YE Reception $1,002 $878 $1,000 $0 $1,000 $1, MN0 136 Food & Beverage Membership Committee $2,662 $2,877 $1,400 $952 $1,400 $2, MN0 137 Food & Beverage Communications Committee $642 $923 $800 $378 $600 $ MN0 139 Food & Beverage Audit Committee $48 $18 $50 $58 $58 $ MN0 145 Food & Beverage Awards Committee $27 $28 $250 $0 $250 $ MN0 146 Food & Beverage Education & Training Committee $406 $611 $750 $458 $700 $1, MN0 147 Food & Beverage Environmental Committee $216 $253 $500 $502 $650 $ MN0 148 Food & Beverage Executive Committee $3,666 $949 $2,900 $761 $1,400 $2, MN0 149 Food & Beverage Conference Planning Committee $1,595 $1,289 $1,600 $578 $800 $1, MNO 237 Food & Beverage U of MN Student Chapter $600 $962 $1,300 $1,500 Food & Beverage Young Professionals $0 $1, MN0 471 Food & Beverage UUCIS $116 $250 $0 $250 $ MNO 501 Food & Beverage Chapter Dinner at Congress $4,697 $5,839 $6,000 $8,100 $8,100 $6, MN0 711 Food & Beverage Public Awareness $282 $106 $300 $361 $500 $ MN0 100 Consultants/Subcontractors Fees Sponsor Signage $0 $200 $0 $200 $ MN0 103 Consultants/Subcontractors Fees Accountant $3,000 $3,000 $6,000 $6,444 $6,444 $6, MN0 150 Consultants/Subcontractor Fees MN 2050 Documentary and Misc $5,000 $5,000 $0 $ MN0 108 Consultants/Subcontractors Fees Website Management $18,620 $29,288 $10,000 $1,241 $2,000 $4, MN0 192 Consultants/Subcontractors Fees Education Events/ MISC. $11,500 $500 $1,000 $2,289 $2,289 $ MN0 230 Consultants/Subcontractors Fees Chapter Services $13,240 $28,328 $25,000 $16,555 $26,500 $26, MN0 471 Consultants/Subcontractors Fees UUCIS $11,000 $5,500 $13,000 $5,500 $11,000 $13,000

21 MN0 601 Consultants/Subcontractors Fees Web editor $4,468 $1,796 $7,100 $0 $14,000 $2, MN0 148 Speakers & Trainers Fees Executive Committee $900 $0 $0 $750 $750 $ MNO 100 Office Supplies General & Administrative $0 $0 $0 $0 $ MN0 471 Office Supplies UUCIS $757 $1,000 $0 $0 $1, MNO 237 Student Memberships U of MN Student Chapter $1,000 $395 $395 $ MN0 100 Postage General & Administrative $1,287 $0 $0 $ MN0 100 Printing & Production General & Administrative $521 $256 $750 $212 $2,900 $2, MN0 183 Printing & Production Summer Golf Event $305 $374 $300 $260 $260 $ MN0 183 Award & Door Prizes Summer Golf Event $2,155 $1,595 $1,800 $1,800 $1,800 $1, MN0 231 Award & Door Prizes Chapter Awards/ Recognition plaques $643 $605 $1,000 $0 $1,000 $1, MNO 100 Scholarship tonon Students MWRWUMI Scholarships $1,200 $1,150 $1,150 $ MN0 471 Scholarship to Non Students 2 UUCIS Scholarships (CPII exam) $990 $495 $1,100 $0 $1,100 $1, MN0 501 Scholarship to Non Students Emerging Leaders Academy $1,500 $1,500 $3,000 $0 $1,500 $2, MN0 100 Scholarships to Students Educational Scholarships $8,500 $8,500 $12,500 $12,500 $12,500 $12, MN0 103 Bank Service Charges Finance $0 $200 $948 $1,200 $1, MN0 100 Miscellaneous Expenses General & Administrative $2,508 $499 $1,000 $100 $500 $3, MN0 182 Miscellaneous Expenses Spring Conference $0 $250 $0 $ MN0 191 Misc Expense - Technical Tours $1,475 $500 $0 $0 $ MN0 103 ML Investment Transfers Finance $0 Educational Grant $2, Congress $40,000 TOTAL EXPENDITURES $104,775 $107,752 $113,550 $65,332 $110,267 $152, Year-to-Date Actual Budget Budget 8/31/2014 Estimate Budget Net Surplus (Deficit) ($7,106) $42,865 $0 $47,763 $34,479 $0 Roll Forward of Net Assets: Net Assets, Beginning of Year #REF! $165,268 $208,133 $208,133 $208,133 $204,052 Plus Net Surplus (Minus Net Deficits) ($7,106) $42,865 $0 $47,763 $34,479 $0 Carry Forward to Next Year $38,560 Net Assets, End of Year $144,497 $208,133 $208,133 $255,896 $204,052 $204,052

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33 AMERICAN PUBLIC WORKS ASSOCIATION MINNESOTA CHAPTER DRAFT 9a President* John Rodeberg Conference Planning Committee (Jupe Hale, Co-Chair; Bob Cockriel, Co- Vice President* Bob Cockriel Past President*/Deputy Treasurer Lee Gustafson Nominating Committee** Audit Committee ** (Mark Burch) Volunteer Coordinator (Beth Engum) Secretary/ Treasurer* Sue Mason Delegate (Angela Popenhagen) Administrative Assistant (Pat Schutrop) APWA House of Delegates History Committee (David Hutton) Director - (E) Vendor/Contractor (Melissa Girtz) Director - (O) Consultant (Marcus Thomas) Director - (E) Manager/Eng. (Matt Saam) Director - (O) Outstate. (Troy Nemmers) Director - (O) CE-DPW (Russ Matthys) Director - (E) Superintendent (Dale Reed) Director - (O) State/County (Beth Engum) Communication Committee (Kristin Asher, Chair; Eric Eckman, Vice Chair) Diversity Committee (Alyson Fauske) Environment & Sustainability Committee (Sherri Buss, Chair; Michael Thompson, Vice Chair) Outstate Committee (Vacant) Awards Committee (Amy Grothaus) Public Awareness Committee (Kevin Kielb) MN2050 (Dan Gage) Education & Training Committee (Chris Petree, Chair; Andy Brotzler, Vice- Membership Committee (Jason Sprague & Mark Kasma, Co- Chairs) Special Events (Vacant) Young Professionals (Mitchell Hoeft) Officers* Standing Committees** (E) = Elected in Even years (O) = Elected in Odd years Executive Committee Student Chapter (Lydia Larson) rev. 01/14/2014 C:\APWA-MN NEW\ADMINISTRATION\Organization Chart\2014\2014 MN Chapter Organization Chart 4_ xlsx

34 AMERICAN PUBLIC WORKS ASSOCIATION MINNESOTA CHAPTER DRAFT President* Bob Cockriel Conference Planning Committee (Jupe Hale and Sue Mason, Co-Chairs) Vice President* Sue Mason Past President* John Rodeberg Nominating Committee** Audit Committee ** (Mark Burch) Volunteer Coordinator (Beth Engum) Secretary/ Treasurer* Chris Petree Deputy Treasurer Lee Gustafson (2015) Delegate Angela Popenhagen Administrative Assistant (Pat Schutrop) APWA Council of Chapters History Committee (David Hutton) Director - (E) Vendor/Contractor (Mitchell Hoeft) Director - (O) Consultant (Marcus Thomas) Director - (E) Manager/Eng. (Michael Thompson) Director - (O) Outstate. (Troy Nemmers) Director - (O) CE-DPW (Russ Matthys) Director - (E) Superintendent (Bert Tracy) Director - (O) State/County (Beth Engum) Communication Committee (Kristin Asher, Chair) Diversity Committee (Alyson Fauske) Officers* Standing Committees** Environment & Sustainability Committee (Michael Thompson, Chair; Sherri Buss, Vice Chair) Outstate Committee (Vacant) Awards Committee (Sarah Rippke, Chair) (E) = Elected in Even years (O) = Elected in Odd years Executive Committee Public Awareness Committee (Kevin Kielb, Chair; April Crockett, Vice Chair) MN2050 (Dan Gage) Education & Training Committee (Chris Petree, Chair; Andy Brotzler, Vice- Chair) Membership Committee (Jason Sprague & Mark Kasma, Co- Chairs) Special Events (Vacant) Young Professionals (Mitchell Hoeft) Student Chapter (Lydia Larson) rev. 12/2/2014 C:\APWA-MN NEW\ADMINISTRATION\Organization Chart\2015\2015 DRAFT MN Chapter Organization Chart.xlsx

35 10ei Executive Committee Action Items 1. Discussion Items Website Content Items (attached) 2. Recommendations for Action/Vote a. N/A Committee Discussion Items and Updates Executive Committee Update Communications Committee Date: December 4, 2014 The Committee continues to provide content for the website. Upcoming initiatives are to: Assist in the Chapter shift to Google Docs Assist with 2016 Congress initiatives. Discuss how our committee can assist in the strategic planning initiatives. Website Analytics (attached) Job Postings, Events, and Latest News continue to be the most viewed pages. Committee Membership Chair: Members: EC Liaison: Kristin Asher - Vice Chair: vacant Brian Bourassa, Paul Coone, Charles Howley, Chad Isakson, Rick Person, Sarah Rippke, Joel Schilling, Georgina Stanley, Charles Wild, Erica Norris Perlman, Eric Eckman Melissa Girtz Mission To ensure the Chapter communicates professionally, both internally and externally, to support and promote the mission and goals of the APWA MN Chapter.

36 American Public Works Association Minnesota Chapter 2014 COMMUNICATIONS COMMITTEE KRISTIN ASHER, Chair City of Richfield ERIC ECKMAN City of Golden Valley BRIAN BOURASSA PAUL COONE CHARLES HOWLEY CHAD ISAKSON RICK PERSON SARAH RIPPKE ext JOEL SCHILLING, MN 2050 Liaison GEORGINA STANLEY CHARLES WILD MELISSA GIRTZ Executive Committee Liaison ERICA NORRIS PERLMAN Content Editor PAT SCHUTROP Chapter Assistant P.O. Box Golden Valley, MN (toll free) Website Content Items 10/8/2014 Assigned Items Next Latest News December 9 th President s Message John Committee Reports (month due) Outstate (November) CHAIR? Public Awareness (December) - Kevin Director s Articles (month due) Robert C. (April) Dale (June) Beth E. (September) Russ (December) Committee Agendas/Minutes Agendas and minutes are required and must be posted on the chapter website. Agendas and draft meeting minutes go to Pat Schutrop. Committee Reports / Director Articles Each month there should be a minimum of one Director s Article and Committee Report. The Director s Article can be pretty much anything they want to write about (good idea, member spotlight, project, or simply a big picture of what their committee is up to and where they see themselves going). The Committee Reports should be a report on the activities of the committee. Articles should be kept under 1,000 words. Ideally, 500 words/2 photos or 800 words/1 photo. The Web Content Guidelines are posted on the chapter s website: Website articles, event photos, and any other web content should go to Melissa Girtz with a copy to Erica Perlman. Website & Content Format All announcements should be directed to the website via templates. No attachments. Article & Event Information Microsoft Word Photos high resolution (300 ppi) JPEG P.O. Box Golden Valley, MN 55427

37 10eiii Executive Committee Update Environment and Sustainability Committee ( Summary) Date: November 10, 2014 Executive Committee Action Items 1. Discussion Items a. See minutes below 2. Recommendations for Action/Vote a. None Committee Discussion Items and Updates The Committee organized and held the annual service project. This year buckthorn hauling and piling was conducted at the Maplewood City Hall Campus around Wicklander s Pond. The event was held on was Saturday, October 11, 2014 from 9:00 a.m. to noon. The committee is looking for ideas and suggestions in order to generate higher turnout at next years event. The Committee voted and approved a new Chair this year, Michael Thompson. Prior to this vote, Sherri Buss (previous Chair) met with Michael Thompson and Matt Saam (APWA Director) to ensure this was the right timing and direction and all agreed it was. The main focus of the Committee in 2014 was on Sustainable Groundwater/Surface Water issues (creation of a position statement), a copy of which is attached. Bob Cockriel, Adam Kramer, Mark Maloney, Klay Eckles, and others were guest attendees at two Committee meetings in order to provide professional and technical insight in crafting the memo. All agreed that a more collaborative process must be taken to properly answer fundamental questions that will ultimately lead to better long term decisions. The Executive Committee voted to authorize a position statement which was crafted and submitted to the full Met Council and the Manager. Ultimately the memo contained input form a number of stakeholders such as League of MN Cities, Metro Cities, Woodbury, Shoreview, Richfield, Bloomington, E&C Committee, and the City Engineer Association of MN among others. CEAM also decided to submit their own memo to the Met Council which contained similarities. This started a good discussion with the Met Council which was led by Bob Cockriel (APWA Vice President) with the assistance of Steve Bot (President of CEAM), Metro Cities, and LMC staff to ensure a Water Supply Plan update reflects broad input and the necessary technical detail to ensure sustainable decisions are made. Also, the Committee, led by Sherri Buss, is facilitating a Fall Conference session on this timely groundwater/surface water topic. The presentation has been crafted to hear the perspectives from the State (DNR), Region (Met Council), and Locals (Woodbury and Burnsville). This will be a concurrent session. Committee Membership Chair: Michael Thompson, City of Maplewood, Chair Members: Mike Eastling, City of Richfield Klayton Eckles, City of Woodbury Ron Leaf, SEH Rick Person, Saint Paul Rhonda Rae Joel Schilling, Schilling Consultant Services Sherri Buss, TKDA Pete Willenbring, WSB Reid Wronski, City of River Falls (attended) EC Liaison: Matt Saam Mission: The Environment and Sustainability Committee keeps the Chapter membership informed, completes research and projects; and advocates for the membership on current environmental resource issues and approaches to sustainability in public works.

38 American Public Works Association Minnesota Chapter 2014 EXECUTIVE COMMITTEE JOHN RODEBERG President SEH, Inc. (651) ROBERT COCKRIEL Vice President City of Bloomington (952) SUE MASON Secretary/Treasurer SEH, Inc. (952) LEE GUSTAFSON Past President/Deputy Treasurer City of Minnetonka (952) ANGELA POPENHAGEN Delegate Stevens Engineers Inc. (651) MATT SAAM Director Engineer/Manager City of West St. Paul TROY NEMMERS Director Out State City of Fairmont BETH ENGUM Director State/County Agency Ramsey County Public Works MELISSA GIRTZ Director Vendor/Contractor Rt Vision MARCUS THOMAS Director Consultant Bolton & Menk, Inc. RUSS MATTHYS Director DPW/City Engineer City of Eagan DALE REED Director - Superintendent White Bear Township Dale.reed@ci.white-bear-township.mn.us PAT SCHUTROP Chapter Assistant P.O. Box Golden Valley, MN (toll free) admin@apwa-mn.org September 2, 2014 Council Members Metropolitan Council 390 Roberts Street North St. Paul, MN Subject: Dear Council Members: Sustainable Groundwater and Surface Water The membership of the American Public Works Association-MN Chapter (APWA-MN) favors a more open and collaborative process with the Metropolitan Council Environmental Services (MCES) to form sound conclusions regarding the state of the current water supply in the 7- county metro area. Such a process will generate buy-in and support in making updates to the Master Water Supply Plan. The limited data obtained, and resultant findings and recommendations by the Met Council staff is not based on an open and collaborative process which we believe must take place for informed decision making about our valuable natural resources. The purpose of this letter to you is two-fold: 1. To alert you that changes being proposed by the Metropolitan Council Environmental Services to the current Metropolitan Area Master Water Supply Plan are likely based on limited data obtained by those with less experience or expertise than our groups represent in these matters. These proposed changes will greatly impact the communities within the Metropolitan area and should not be considered without a broad-based discussion and agreement amongst the subject matter experts. 2. To respectfully request that this very important subject is given its deserved attention as shown by your efforts and support in directing the Metropolitan Council to withdraw its current proposal and re-open this discussion up to representatives of a number of metropolitan water suppliers as well as our professional organization so that a meaningful dialog can occur and the conclusions brought forward can be validated by the professional community currently charged with planning, design, construction, operation, repair and renewal of this regions community water systems. P.O. Box Golden Valley, MN 55427

39 Metropolitan Council September 2, 2014 Page 2 All Minnesotans have a vested interest in working together to ensure that the drinking water resources of this state are utilized in a responsible and sustainable manner. Cities and water utilities have the greatest understanding of current water issues and are further supported in this effort by the professional consulting community; skilled in planning, designing, developing and constructing potable water systems. Together, we are members and represent, not only our communities, but also such professional organizations as the Minnesota Chapter of American Public Works Association whose membership alone currently stands at 1,000 persons across the State. Our collective expertise is available to assist the Legislature in identifying issues and recommending possible solutions to them. Enclosed is a Position Statement summarizing some of the many concerns we collectively have with what the Met Council staff is presenting as factual and the assumptions they ve made to support their position. While being respectful of your schedules, we ask that you take the necessary time to review the attached document and once you ve had a chance to review it, feel free to contact any one of the contacts listed below for further clarification of our collective position on this issue. Respectfully submitted, Robert Cockriel APWA-MN Chapter Vice President Enclosure Bob Cockriel, , rcockriel@ci.bloomington.mn.us Mark Maloney, , mmaloney@ci.shoreview.mn.us Michael Thompson, , michael.thompson@ci.maplewood.mn.us

40 The Future of Water Supply What are the Region s Sustainable Solutions? Request for Meaningful and Engaging Process Collectively the Minnesota Chapters of the American Public Works Association, City Engineer s Association and American Water Works Association request that policy makers hold the Metropolitan Council accountable to follow a meaningful and thorough process to determine the future of the region s water supply. Common Mission All Minnesotan s have a vested interest in working together to ensure that the drinking water resources of the metropolitan region and outstate are utilized in a responsible and sustainable manner. One of the most important natural resources as well as vital services we provide our residents and businesses of the twin cities is plentiful, high quality potable water. This has been the mission of the individual water utilities of the region s cities, and the practitioners have been supported and represented by American Water Works Association, City Engineer s Association of Minnesota, and the Minnesota Chapter of American Public Works Association. Our Role We have a vested interest in the recent increased role the Metropolitan Council Environmental Services (MCES) has shown towards the region s current and future water resources. Cities and water utilities have extensive knowledge of our current resources and are further supported in this effort by the professional consulting community, skilled in planning, designing, developing and constructing potable water systems. Together, we are members and are represented by such professional organizations as the Minnesota Chapter of American Public Works Association, City Engineer s Association of Minnesota, and the Minnesota Section of the American Water Works Association and our membership currently exceed 1,500 across the region. Metropolitan Council is Moving Too Fast To date, the Metropolitan Council s Environmental Services (MCES) have developed reports and policy statements that directly impact the communities within the Metropolitan area. More specifically, suggesting significant changes, likely costly, to Metropolitan community s future water supplies. Recently, MCES staff has been conducting several community forums to relate their efforts pertaining to the metropolitan water supply planning and the updating their Metropolitan Area Master Water Supply Plan, with the stated goal of...engaging city staff from the beginning of the process. For those of us water and wastewater professionals, many who represent cities across the region, these recently held forums were the first time we were made aware of the specific proposed changes to the Water Supply Plan that MCES is advocating, along with the potential impacts of these changes to the cities within the region. Ideally, we as a collection of city public works staff, engineers, managers and practitioners skilled and experienced in the planning, design, construction, operation, repair and renewal of community water systems would have been included in the development of the MAWSP rather than being asked to comment on the draft plan after-the-fact. Without involvement with technical professionals on this

41 topic the plan is definitely lacking and there are many unanswered questions and undocumented (supported) assumptions built into the draft plan. Water Supply is NOT in Crisis Mode Given we have the time, the resources and a strong motivation to understand the current and future risks to the water resources of the Metropolitan Area, we request that a process be developed that engages the stakeholders and practitioners in such a way as to have a deeper understanding of the range, scope and seriousness of the potential problem as well as appreciation of all the various options for addressing it. The Minimal Impact Design Standards Process implemented by the MPCA could serve as model for this approach, whereby stakeholders provided direction to the agency as well as consultants in order to study the issue and provide direction that has consensus from all involved. Jumping to Solutions We as a group have not been engaged from the beginning of the process, as the MCES staff would have you believe, and we are very concerned that the conclusions, changes and recommendations that are being proposed to the Metropolitan Area Master Water Supply Plan by the staff of MCES are quite possibly inaccurate or incomplete, based on the limited data drawn from the available resources by those with less experience or expertise then our groups represent in these matters. We believe that there are many unanswered questions, documented statements by MCES staff, and assumptions of current and future source water quality and quantities that need to be verified and validated by those who are most capable of doing so. As an example of one such question, at the recently convened MCES Community Forum held in Golden Valley on this topic, MCES staff was asked if they, or the MN-DNR had quantified the current sustainable volume of water, using today s population on a per capita basis, that could be safely withdrawn from both the aquifer and the river. Their response was no, they do not know how much water can sustainably be drawn from these water sources. To presuppose Business as usual is not sustainable is a strong statement by the Met Council which seems to come to conclusions before the discussion ever started. Unanswered Questions In order to develop a meaningful and sustainable water supply plan the following questions need to be answered and discussed. Q1. What is the goal for the groundwater levels? Is there a defined level that we want to sustain? Is it to stay at the current level? To rebound up to a certain level? There should be an agreed upon, realistic, sensible goal defined. Q2. Why does the MCES forecast that the population will use water at a HIGHER RATE in the future than is used today? Most upgraded toilets, showers, etc. include water saving features to help us LESS water. Q3. Has anyone quantified the current sustainable volume of water, using today s population on a per capita basis, which could be safely withdrawn from both the aquifer and the river? Q4. Has the 2040 Metropolitan Groundwater Model been approved by the DNR? What are the pumping rates used in the model? How representative is the model to actual water usage? Q5. What authority does the MCES have in terms of water supply? The Legislature has only requested they do a study on the sustainability of the water supply, not take it over.

42 Q6. Why is there only one scenario being talked about to address the future water supply? Moving to a mix of sources is only one scenario, but is it the most cost effective? There needs to be an airing of all the possible scenarios. Q7. Who are the biggest users of the groundwater for supply? How are they being targeted outside of generalizing the region? Providing potable water to our region is a mission we cannot fail to deliver. We ask you take steps to engage the stakeholders and practitioners to make sure we do succeed now and decades into the future. We look forward to working with all stakeholders in making those strides forward.

43 10eiv American Public Works Association Minnesota Chapter 2014 EXECUTIVE COMMITTEE JOHN RODEBERG President SEH, Inc. (651) ROBERT COCKRIEL Vice President City of Bloomington (952) SUE MASON Secretary/Treasurer SEH, Inc. (952) LEE GUSTAFSON Past President/Deputy Treasurer City of Minnetonka (952) ANGELA POPENHAGEN Delegate Stevens Engineers Inc. (651) MATT SAAM Director Engineer/Manager City of West St. Paul TROY NEMMERS Director Out State City of Fairmont BETH ENGUM Director State/County Agency Ramsey County Public Works MELISSA GIRTZ Director Vendor/Contractor Rt Vision MARCUS THOMAS Director Consultant Bolton & Menk, Inc. To: Executive Committee MEMORANDUM From: Troy Nemmers, Director Outstate Date: November 26, 2014 Subject: Outstate tech tour update An outstate technical tour was held on October 24 th at the City of Fairmont s new water treatment plant. A 30 minute presentation was followed by a tour of the plant. John Rodeberg spoke briefly about the APWA MN chapter and its benefits. Approximately 18 people attended the tour and 12 participated in the lunch afterwards. Overall the event was successful and brought in two or three non APWA members to the meeting. Below are a couple items to consider for future the technical tours. 1. Consider making direct contact with the smaller communities within a 50 mileradius to help draw in more non APWA participants. 2. Include another learning component to encourage more participation. I will continue to work to organize an outstate committee to evaluate the options for increasing outstate involvement. RUSS MATTHYS Director DPW/City Engineer City of Eagan rmatthys@cityofeagan.com DALE REED Director - Superintendent White Bear Township Dale.reed@ci.white-bear-township.mn.us PAT SCHUTROP Chapter Assistant P.O. Box Golden Valley, MN (toll free) admin@apwa-mn.org P.O. Box Golden Valley, MN 55427

44 10eviii Executive Committee Update By: Chris Petree, Chair Education & Training Committee Date: December 4, 2014 Executive Committee Action Items None. Committee Discussion Items and Updates 1. The E & T Committee continues to plan for the 2015 Fall Workshop. 2. The 1 st Annual Leadership Academy Alumni Breakfast at the Fall Conference was a success with over 30 graduates of the program in attendance. The E & T Committee will be organizing a subcommittee of past graduates to champion the program moving forward. 3. The 2015 meeting dates for the E & T Committee have been established: 2/19, 3/19, 6/18 and 9/ Following the election to the Secretary/Treasurer position, Chris Petree will be working with the E & T Committee to identify a new Chairperson. Committee Membership Chair: Chris Petree Vice Chair: Andy Brotzler EC Liaison: Dale Reed Members: Gene Anderson, Mindy Carlson, Dan Fick, Monica Heil, Dave Hutton, Zach Johnson, Steve Klein, Bruce Loney, Jeff Radick, Mark Ray, Rick Shomion, Nate Stanley, Mike Waltman and Joe Wiita. Mission The APWA-MN Chapter Education & Training Committee will identify, develop and support the implementation of quality and timely educational opportunities.