EXECUTIVE COMMITTEE & TECHNICAL COMMITTEE CHAIR MEETING AGENDA

Transcription

1 Wisconsin Chapter 623 Railroad St Madison, WI President: Scott Solverson; President-Elect: Mary Dziewiontkoski; Vice-President: Robert Givens; Secretary: Holly Powell; Treasurer: Lee Igl; Director: Scott Brandmeier and Eric Dundee; Past President: James Hessling; Council of Chapters Delegates: Mike Dailey and Paul Woodard EXECUTIVE COMMITTEE & TECHNICAL COMMITTEE CHAIR MEETING AGENDA Meeting Date: Wednesday, October 31, 2018 Meeting Time: 4:00 pm Meeting Location: Stone Harbor Resort, 3 rd floor Executive Board Room 107 N 1 st Avenue Sturgeon Bay, WI Call to Order /Introductions 2. Presidents Report (Solverson) 3. Approval of Minutes: October 5, 2018 attached 4. Treasurer s Report (Igl) Not available 5. Committee Reports i. Technical Committees i. Emergency Management VACANCY ii. Engineering & Technology (Jim Mantes) iii. Facilities & Grounds (Shelley Billingsley) iv. Fleet Services (Nathan Wachtendonk) v. Leadership & Management (Michael Wodalski) vi. Transportation, Utilities & R/W (John Burgan) vii. Water Resources (Bill Frisbee) viii. Center for Sustainability Liaison (Rick Eilertson) attached ii. Standing Committees i. Awards (Tim Barbeau) attached ii. Conference Program (Mary Dziewiontkoski) iii. Diversity (Clark Wantoch) iv. Education & Scholarship (Aaron Jahncke) v. Council of Chapters (Mike Dailey) vi. Membership Services (Brad Reents)

2 Wisconsin Chapter 623 Railroad St Madison, WI President: Scott Solverson; President-Elect: Mary Dziewiontkoski; Vice-President: Robert Givens; Secretary: Holly Powell; Treasurer: Lee Igl; Director: Scott Brandmeier and Eric Dundee; Past President: James Hessling; Council of Chapters Delegates: Mike Dailey and Paul Woodard vii. Newsletter (Jim Hessling) attached viii. Past Presidents (John Edlebeck) attached ix. Public Relations (Joseph Terry) x. Communications (Jeff Mazanec) xi. Vendor Committee (Randy Herwig) xii. Young Professional Chapter Liaison (Becca Alonge) 6. Old Business i. Future Conference Locations attached ii. Audit Committee Report (Dziewiontkoski) 7. New business i APWA Board & Committee meeting schedule (Dziewiontkoski) attached ii. Emerging Leaders presentation/newsletter topic (Powell) iii. Chapter credit card (Igl) attached iv. Investment advisor recommendation (Igl) attached 8. Upcoming Event Dates i. Winter Fishing Outing, February 14-15, 2019 Sand Bay Beach Resort ii. iii. iv. Spring Conference, May 8-10, 2019 Oshkosh Summer Outing, July 11, 2019 Evergreen Golf Course, Elkhorn PWX, September 8-11, 2019 Seattle, WA v. Fall Conference, November 6-8, 2019 Three Bears Resort, Warrens 9. Future Agenda Items Future meeting dates December 7, 11 AM MMSD, Madison (Special tour of MMSD 2 hours prior to meeting) 11. Future newsletter deadlines- Due to nancy@cavanuaghinteractive.biz Newsletters are published quarterly: January, April, July and October. 12. Adjourn

3 Wisconsin Chapter 623 Railroad St Madison, WI President: Scott Solverson; President-Elect: Mary Dziewiontkoski; Vice-President: Robert Givens; Secretary: Holly Powell; Treasurer: Lee Igl; Director: Scott Brandmeier and Eric Dundee; Past President: James Hessling; Council of Chapters Delegates: Mike Dailey and Paul Woodard EXECUTIVE COMMITTEE & TECHNICAL COMMITTEE CHAIR MEETING MINUTES Meeting Date: Friday, October 5, 2018 Meeting Time: 10:08 am Meeting Location: Join the meeting at United States: +1 (646) Access Code: Call to Order /Introductions Scott Solverson, Mary Dziewiontkoski, Holly Powell, Lee Igl, Jim Hessling, Mike Dailey, Paul Woodard, Scott Brandmeier, Bob Givens, Jeff Mazanec & Eric Dundee 2. Presidents Report (Solverson) Audit committee meeting on October Approval of Minutes: September 12, 2018 attached 4. Treasurer s Report (Igl) i. Current Account Balances as of 9/30/2018 attached i. Chapter Checking Summit $76,553 ii. Chapter Checking Associated Bank $6,277 iii. Bank of Sun Prairie Money Market $10,013 iv. Bank of Sun Prairie 18 mo CD $75,682 v. Scholarship Fund Total $159,248 ii. Total Investments $327,774 iii. Revenue YTD $55,335 iv. Expenses YTD $40, Approval of Treasurer s Report i. Revised 8/31/2018 account balances attached Motion to approve minutes as presented by Paul Woodard, 2 nd Lee Igl, motion approved. ii. Current report 9/30/2018 attached Motion to accept Treasurer s report by Paul Woodard, 2 nd Jim Hessling, motion approved. 6. Old Business i. Fall Conference update (Givens) Stone Harbour resort wrapping up, Jeff registration training with Whova app, golf outing set, Maritime Museum set.

4 Wisconsin Chapter 623 Railroad St Madison, WI President: Scott Solverson; President-Elect: Mary Dziewiontkoski; Vice-President: Robert Givens; Secretary: Holly Powell; Treasurer: Lee Igl; Director: Scott Brandmeier and Eric Dundee; Past President: James Hessling; Council of Chapters Delegates: Mike Dailey and Paul Woodard ii. Past presidents could meet with new members at the first timer s breakfast. Budget included gifts for first timers includes folios. Speaker gifts will be found. Improve comedy for entertainment. Scholarship attendees. Update on partnership with WI League of Municipalities (Hessling) Meeting last week as a partnership for advertising, send speakers to each conference. Display table for APWA at League conference on Thursday, October New business i. List of Officers (Solverson) attached list to go forward with membership at the end of October. Motion to recommend the list of officers to chapter membership for presentation at the Fall conference, 2 nd Mary Dz, motion approved. Jim Hessling abstains. ii. Snow Plow Roadeo Income Report (Igl) attached minor expenses and revenue, might break even. Barricades will need to be discussed. iii. Chapter Leaders Training attendees (Dailey) attached, January & Feb 1 in Kansas City Nathan & Holly iv. Fall Conference YP event (Dundee) YP event Thursday from 5PM to banquet. 8. Upcoming Event Dates i. Fall Conference, October 31-Nov 2 Stone Harbor Resort, Sturgeon Bay ii. iii. iv. Fishing Outing, February 14, 2019 Sand Bay Beach Resort, Door County Spring Conference, May 8-10, 2019 Oshkosh Summer Outing, July 11, 2019 Evergreen Golf Course, Elkhorn v. Fall Conference, November 6-8, 2019 Three Bears Resort, Warrens vi. vii. viii. ix. Spring Conference, 2020 Waukesha Fall Conference, 2021 North Shore Communities Spring 2020 Waukesha Fall 2020 TBD x. Spring 2021 Appleton 9. Future Agenda Items i. Top 10 Candidate recommendation ii. iii. iv. Credit card update (Igl) Audit committee report (Dz) Lake Michigan fishing outing again? Holly to ask Nathan about this event.

5 Wisconsin Chapter 623 Railroad St Madison, WI President: Scott Solverson; President-Elect: Mary Dziewiontkoski; Vice-President: Robert Givens; Secretary: Holly Powell; Treasurer: Lee Igl; Director: Scott Brandmeier and Eric Dundee; Past President: James Hessling; Council of Chapters Delegates: Mike Dailey and Paul Woodard 10. Future meeting dates October 31 Sturgeon Bay 4pm December 7 Tour at 8 MMSD, Madison 11-12:30 January 11 Milwaukee 9am 11. Future newsletter deadlines- Newsletters are published quarterly: January, April, July and October. 12. Adjourn Motion to adjourn at 11:34 am by Jim Hessling, 2 nd Lee Igl, motion approved.

6 Center for Sustainability (C4S) Report APWA WI Liaison: Rick Eilertson, PE ENV SP Report Date: October 25, 2018 APWA Center for Sustainability (C4S) Report Committee Name: APWA Center for Sustainability (C4S) Liaison: Rick Eilertson Executive & Technical Committee Meeting Date: Wed., Oct. 31, 2018, 4 pm Committee Emphasis/Goals: Rick Eilertson has been refreshing the APWA WI Sustainability Liaison web page ( with updated information about the C4S program as well as various Wisconsin sustainability highlights. APWA s C4S maintains a sustainability blog at: The most recent post provides an update about survey results from residents in the State of California indicating a ~75% approval rating for using recycled water in local water supplies. Envision v3 Phase II Launch Update ISI recently announced its new website and the next phase of the Envision v3 launch to include: ENV SP credential maintenance program v3 online training course and exam for ENV SPs v3 project registration and verification Applicant guidance and policies for the verification program Wisconsin now has 90 credentialed Envision Sustainability Professionals (ENV SP). Notes From Recent Meeting(s) Date: Sept. 25, 2018 C4S Meeting The last C4S Quarterly meeting held on September 25 th meeting included highlights of the Smart Cities Council Readiness Challenge, especially related to energy and resiliency. Future Conference Topics: 1. Potential presentation by Green Tier Legacy Communities representatives at Spring 2019 APWA WI Conference in Oshkosh Future Newsletter Article Ideas: 1. Potential update on C4S and Sustainability Toolkit for upcoming APWA WI Newsletter 2. Update on the Green Tier Legacy Communities program and benefits communities are seeing through participation C:\Ricks folder\apwa WI\Sustainability\Sustainability_Report_ doc Page 1 of 1

7 APWA Wisconsin Chapter COMMITTEE REPORT Committee Name: Awards Executive & Technical Committee Meeting Date: October 31, 2018 Chair: Tim Barbeau Committee Emphasis/Goals: Our emphasis is to gather nominations for Project of the Year Awards and Individual Awards. We get very few individual award nominations and our committee is small and young, so would do not know who would be good candidates. We encourage those that are Committte chairs or Executive Committee memebers to nominate one person for an award so we have actual nominations to consider. We could also use a few new faces on the committee in order to sustain it into the furture. Notes from Most Recent Meeting: Attached We have communicated primarily through . Will have a meeting at the conference. Suggested Conference Session Topics: (rank by priority. Include speaker name if available) /23/2018 1

8 APWA Wisconsin Chapter COMMITTEE REPORT Committee Name: Newsletter Chair: Hessling Executive & Technical Committee Meeting Date: 10/31/18 Committee Emphasis/Goals: To bring the best in printed material to the chapters members. Notes from Most Recent Meeting: None Attached Suggested Conference Session Topics: (rank by priority. Include speaker name if available) copies of the fall 2018 newsletter (October) were published and sent out. This newsletter contained 16 pages. The future events page was reformatted for easier reading. I will be going off this committee and will be replaced by Scott Solverson who with the President Dziewiontkoski will make up the new committee. I will be avaiable to help if the need arises. 10/29/2018 1

9 APWA Wisconsin Chapter COMMITTEE REPORT Committee Name: Past Presidents Committee Executive & Technical Committee Meeting Date: October 4, 2018 Chair: John Edlebeck Committee Emphasis/Goals: 1. To support the APWA WI Chapter with tasks as assigned by the current Chapter President and Executive Committee 2. To welcome to our WI Chapter first time conference attendees and new Chapter members Notes from Most Recent Meeting: Attached 1. Ten past WI Chapter Presidents met with Chapter Treasurer Lee Igl on October 4, 2018 to formulate WI Chapter finance recommendations as requested by the Chapter Executive Committee. Those recommendations will be finalized following our November 1, 2018 committee meeting and then submitted to the Executive Committee fore trheir consideration. Suggested Conference Session Topics: (rank by priority. Include speaker name if available) /29/2018 1

10 Wisconsin Chapter 1610 Moorland Road Madison WI, Future Conference Locations Subcommittee members: Dundee, Solverson, Givens Update 10/16/2018 The subcommittee has had brief discussions on future chapter conference locations through Below are possible locations and a brief status update. Note: At this time, no consideration was given to a joint conference with the League of Municipalities. Future conference locations(lead coordinator, president term), and status update: Spring 2019 Oshkosh (Bob Givens and Oshkosh staff, Mary Dz.) contract signed Fall 2019 Warrens (Jim Hessling, Mary Dz.) contract signed Spring 2020 (May 6-8) Ingleside Convention Center & Hotel, Waukesha/Pewaukee (City & County of Waukesha, Ruekert & Mielke support, Bob) Fall 2020 (Nov 4-6) Wisconsin Rapids (tentative) (Joe Terry, Bob) Dundee has asked Joe Terry (Joe has Mayor support and is looking at facility- assumed to be Hotel Mead) Spring 2021 (May 5-7) Appleton (Paula V., Scott B.) Fox Cities Convention Center (Paula, Jeff and I have ed)-need 200 room minimum. For discussion at executive committee meeting. Fall 2021 TBD (North Shore Communities, Scott B.) confirmed host, facility TBD No outreach has been done for any conference in 2022 or beyond at this point. Possible geographical options below: o o Spring 2022 TBD (??, Eric D) possible LaCrosse? Host Onalaska? Fall 2022 TBD (??, Eric D) SW or SE part of state o Spring Is Milwaukee ready again? Last conference in 2014 o Fall 2024 o Spring 2024 o Fall 2025 o Spring 2025 Madison again? Last conference 2017 *See next page for possible conference locations. 1

11 Wisconsin Chapter 1610 Moorland Road Madison WI, Possible future locations(list to be added to as options heard of): Eau Claire Platteville-in Dubuque or on UW-Platteville campus (enough hotel rooms?) Janesville Beloit? Kenosha Racine Milwaukee Resorts Green Lake, Sheboygan, Osthoff, Lake Geneva, Stone Harbor Madison Wisconsin Dells (Resorts) Black River Falls Fond du Lac? Manitowoc? Stevens Point Wausau Green Bay Oshkosh 2

12 2019 APWA Board and Committee meetings January 11 th Milwaukee Board and Committees February 8 Conference call Board March 8 Waukesha? Board and Committees April 12 Conference call Board May 9 Oshkosh Board and Committees at conference June 14 July 11 August 9 Conference call Board Evergreen Golf Board and Committees at outing Conference call Board September TBD Green Bay Board and Committees at Roadeo October 11 Conference call Board NovemberTBD Warrens Board and Committees at conference December 13 Conference call Board As always, will be updates as the year goes on I chose the basically the second Friday for the calls/meetings so that Lee would have time to get the treasurer s report completed as necessary. Mdz mary.dziewiontkoski@milwaukee.gov;

13 DEPARTMENT OF PUBLIC WORKS 300 East Main Street, Sun Prairie, WI (608) Fax: (608) TO: Executive Committee, APWA Wisconsin FROM: Lee Igl Treasurer, APWA Wisconsin DATE: October 25, 2018 Re: Opening a chapter Credit Card Background Currently, the Chapter only has a debit / check card through our Associated Bank checking account. This account is our secondary checking account used only for ease of members and the conference host to make deposits and when need a credit card to make a purchase; online or via phone. At times the debit card does not work, especial for travel expenses: hotels or airfare. Discussion I looked into a credit through Summit Credit Union, who houses our main checking account and they offer a card with no annual fee and an interest charge of 5% + prime. The card would only be used for travel expenses or purchases where a debit card is not accepted. The balance, paid monthly, would not incur any interest charges. I did not look into a card that has reward points or cash back, but I can if it is the desire of the Executive committee. Recommendation I recommend the opening of a Wisconsin Chapter credit card, with Summit Credit Union, used only for travel and online expenses and explore a card that pays cash back for purchases. I ask for you approval.

14 DEPARTMENT OF PUBLIC WORKS 300 East Main Street, Sun Prairie, WI (608) Fax: (608) TO: Executive Committee, APWA Wisconsin FROM: Lee Igl Treasurer, APWA Wisconsin DATE: October 25, 2018 Re: Meeting with Financial advisor Background The Past Presidents committee met to evaluate and make recommendations to the Executive committee on finances in regards to: 1. Limits on account balances in both operating and scholarship accounts. 2. Investment options. 3. Structure of future investments. One of the recommendations that will be coming from the Past President s meeting will be meeting with a financial advisor who specializes in not for profit investing. Discussion I would like to meet with a specialist in, not for profit organizations, to answer the following questions: 1. Balance limits on 503(c) accounts. 2. Earning restrictions on 503(c) accounts. 3. Investment options for a 503(c). 4. Fee structure for options given in Tax implications investment earnings. 6. Reporting requirements for investment options. I will attempt to find a consultant that does not charge a consulting fee, but is not trying to sell the investment tools they recommended. I have not found that this exists, but will continue to look and research. Recommendation I am asking for approval to search and retain a financial advisor that meets the goals above for a free consultation and if unable, I would retain services for a cost not to exceed $500. Any potential cost greater than $500, would require additional prior approval from the Executive committee.