MINUTES - Board of Directors Meeting 1:00 pm MST Outdoor Campus West January 9th, 2018

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1 MINUTES - Board of Directors Meeting 1:00 pm MST Outdoor Campus West January 9th, ROLL CALL OF MEMBERS Roger Brees (2019) President Present (via teleconference) Samantha Nichols (2018) Vice President Present Linda Foster (2018) Treasurer Present Angie Tallon (2019) Secretary Present Mark Lippincott (2018) Director Present Maribeth Price (2019) Director Present Curtis Price (2019) Director Present (via teleconference) Stacey Martin (2018) Director Present Jennifer Williams (2018) Director Present (via teleconference) Joseph Bungert (2019) Director Absent 2. MINUTES OF PREVIOUS MEETING No additions or corrections. Maribeth made a motion to approve the previous minutes, Linda seconded. Motion carried. 3. TREASURER S REPORT $ at Credit Union and $ at School of Mines, total of $ Total revenue for the 2017 conference was $12, Total expenses came to $ Net gain this conference was $ Linda mentioned that we are still waiting for a sponsorship check from Respec for $ Curtis made a motion to move $ out of the school of mines account into the credit union account. Seconded by Samantha. Motion Carried. NEXT BOD MEETING The next meeting will be at Outdoor Campus West Friday, February 23 rd, 2018 at 10 am. 5. OLD BUSINESS Survey results didn t show anything major that needed to change. Parking, price, content and time of year were the main complaints. Google Suites is still being considered and configured. A few of us will meet early Feb to go over document storage structure, website and listserv. Training for Google Suites will take place at our next meeting. 6. NEW BUSINESS Curtis was sworn in as one of the new board members. Maribeth is going to check with School of Mines to see if October 23 rd and 24 th will be free for the 2018 conference Conference venue will be at SDSMT. Roger will reach out to ESRI about getting the HOLL back for this year.

2 For our next meeting we ask that everyone bring ideas for training and possible keynote. Jennifer will reach out to Becky Morton and see what it would take to bring her out as the keynote speaker this year. The subject of topic levels was brought up. The idea being that we should offer entry level and advanced talks. Be more specific in what kinds of talks we are looking to bring in. Stacey asked about having a free field trip option for Tuesday afternoon. Would be GIS based, local company showing how they use GIS. One example would be Black Hills Energy. Linda and Mark asked about having a joint conference with SDSPLS. No objection from the group. Both will reach out and see if SDSPLS would consider a joint conference. The conference planning committee was brought up and it was decided that we will not have a separate planning committee but we will accept volunteers, if there are any, and assign them to specific board members to help them. Angie will make a list of the committees and we will assign board members to them at the next meeting. Samantha made a motion to adjourn, seconded by Maribeth. Motion carried. ADJOURN 2:45 pm.

3 MINUTES Membership Meeting 9:30 am MST SD School of Mines October 18 th, ROLL CALL OF MEMBERS Roger Brees (2017) President Present Samantha Nichols (2018) Vice President Present Linda Foster (2018) Treasurer Absent Angie Tallon (2017) Secretary Present Mark Lippincott (2018) Director Present Maribeth Price (2017) Director Present Randy Deibert (2017) Director Present Stacey Martin (2018) Director Present Jennifer Williams (2018) Director Present Heather Berg (2017) Director Present 2. MINUTES OF PREVIOUS MEETING no additions or corrections. Steve Shivers made a motion to approve the previous minutes, Brett Runge seconded. Motion carried. 3. TREASURER S REPORT $ balance at Credit Union and SD School of Mines 4. NEW BUSINESS Roger announced that ballots are available to nominate for the open board positions (and were enclosed with the conference papers). If anyone is interested in nominating themselves or someone else they need to fill out the nomination form and to Roger through the BHDMA website. There was discussion on whether the annual conference should continue to be held every year, or if it should be held every other year, on the years the state conference is not held. Tim Cowman explained the differences in attendance between the state conference and the BHDMA conference. Roger stated that this issue will be addressed in the post conference survey. There was discussion on the timing of the conference. This item will also be addressed in the post conference survey. Stacey Martin made a motion to adjourn, seconded by Angie Tallon. Motion carried. 5. ADJOURN 9:55 am.

4 1 MINUTES - Board of Directors Meeting 1:00 pm MST Outdoor Campus West July 6th, ROLL CALL OF MEMBERS Roger Brees (2017) President Present Samantha Nichols (2018) Vice President Present Linda Foster (2018) Treasurer Absent Angie Tallon (2017) Secretary Present Mark Lippincott (2018) Director Present (via teleconference) Maribeth Price (2017) Director Present Randy Deibert (2017) Director Present Stacey Martin (2018) Director Absent Jennifer Williams (2018) Director Absent Heather Berg (2017) Director Present (via teleconference) 2. MINUTES OF PREVIOUS MEETING no additions or corrections. Maribeth made a motion to approve the previous minutes, Samantha seconded. Motion carried. 3. TREASURER S REPORT $ at Credit Union and $ at School of Mines Randy made a motion to approve the treasurer s report, Angie seconded. Motion carried. NEXT BOD MEETING The next meeting will be at Outdoor Campus West on Wednesday, August 16th, 2017 at 1pm for Board Meeting, and 2 pm for conference planning. 5. OLD BUSINESS Justin has created several accounts already. With G Suite, members will have an address, ability to add/link documents/ create videos, take part in chat sessions, etc. Justin asked whether we wanted generic addresses (President@bhdma.org, Director1@bhdma.org, etc) or addresses with each member s name. For now he has created them under our names. There will also be a generic info@bhdma.org address. Justin will continue to add each board member and send out invites. Each member is to activate their account and test it out and we will report back at the next board meeting. With the similarities between Basecamp and G Suite, it was asked whether or not we need both. There is also the issue with state employees that cannot access Google accounts. The decision for now was to keep Basecamp and use that for this conference while testing out G Suite. Decision as to whether we keep both or switch to one completely will be made this fall. Justin will move forward with the website and reach out to Tim to see what is needed to transfer the site. It was mentioned that a few of us will need to be trained on the administration of the G Suite

5 2 accounts and possibly the new website so that we are not relying on one person. Samantha mentioned that not much progress has been made on the business materials but will have them ready before the State Conference. Jennifer is continuing to work on the logo but was absent for the meeting. 6. NEW BUSINESS Roger brought up members terms that are up at the end of this year. President, Secretary and 3 Director positions will be up for nomination. Roger, Maribeth and Angie will seek reelection. Randy and Heather will be stepping down at the end of their term. It was decided that we will seek board member solicitation before and at the conference. We will do the same as last year and have an electronic vote for members. Samantha made a motion to approve electronic voting, seconded by Maribeth. Motion carried. Maribeth made a motion to adjourn, seconded by Randy. Motion carried. ADJOURN 1:52 pm.

6 1 MINUTES - Board of Directors Meeting 1:00 pm MST Outdoor Campus West May 23rd, ROLL CALL OF MEMBERS Roger Brees (2017) President Present Samantha Nichols (2018) Vice President Present Linda Foster (2018) Treasurer Present Angie Tallon (2017) Secretary Present Mark Lippincott (2018) Director absent Maribeth Price (2017) Director Present Randy Deibert (2017) Director absent Stacey Martin (2018) Director Present (via teleconference) Jennifer Williams (2018) Director Present Heather Berg (2017) Director Present (via teleconference) 2. MINUTES OF PREVIOUS MEETING no additions or corrections. Maribeth made a motion to approve the previous minutes, Linda seconded. Motion carried. 3. TREASURER S REPORT $ at Credit Union and $ at School of Mines Maribeth made a motion to approve the treasurer s report, Angie seconded. Motion carried. NEXT BOD MEETING The next meeting will be at Outdoor Campus West on Thursday, July 6th, 2017 at 1pm for Board Meeting, and 1:30 pm for conference planning. 5. OLD BUSINESS Justin requested to postpone the training session on Google Drive until next board meeting. Roger mentioned that the extended hours on the HOLL has been approved. Times will be determined at a later date. Samantha mentioned that not much progress has been made on the business materials but will have them ready before the State Conference. Trade marking the logo has been tabled for now. Jennifer is going to see if she can increase the logo size. Debit card from the Credit Union has arrived and is ready to go. 6. NEW BUSINESS Welcomed Jennifer Williams and Mark Lippincott to the board.

7 2 Roger discussed reaching out to contacts in the surrounding states in hopes of growing our group. Overall concern was whether our group can get stale over time. There is some concern about locals who prefer our group to remain small and local. Linda made a motion to adjourn, seconded by Samantha. Motion carried. ADJOURN 1:55 pm.

8 1 MINUTES - Board of Directors Meeting 8:30 am MST Outdoor Campus West April 5, ROLL CALL OF MEMBERS Roger Brees (2017) President Present Samantha Nichols (2018) Vice President Present Linda Foster (2018) Treasurer Absent Angie Tallon (2017) Secretary Present(via teleconference) Heather Berg (2017) Director Present Justin Huntley (2018) Director Present Maribeth Price (2017) Director Present Randy Deibert (2017) Director Absent Stacey Martin (2018) Director Present (via teleconference) Bill Rich (2018) Director Present 2. MINUTES OF PREVIOUS MEETING no additions or corrections. Roger made a motion to approve the previous minutes, Justin seconded. Motion carried. 3. TREASURER S REPORT $ at Credit Union and $ at School of Mines Maribeth made a motion to approve the treasurer s report, Bill seconded. Motion carried. NEXT BOD MEETING The next meeting will be at Outdoor Campus West on Wednesday, May 23rd, 2017 at 1pm for Board Meeting, and 1:30 pm for conference planning. 5. OLD BUSINESS Samantha put together a draft flyer. She will have it printed by conference time for the Western Hydrology Conference April 6 th. Bill is having issues with the logo for the banner. Justin and Maribeth offered help to look at the logo and see if they can fix it so that the banner can be printed in time. Samantha offered to print the banner on canvas, that way it can be reused. Bill will print off Save the Date flyers to be placed at the booth. Both Maribeth and Bill will be at the conference but Bill will be working the booth. Bill will put together a signup sheet for anyone that wants onto the listserv. He will also bring a laptop and allow users to sign up right away if they wish. Roger is looking into a booth at the SD Geospatial Conference in Mitchell; he will

9 2 see if we can work a trade deal with them where they can have a booth at our conference. Several people attending but Bill will work the booth. Samantha said she will work on the business cards, was waiting on Justin for . Justin brought up our boards ; he needs to get in contact with Tim to have the domain transferred over. Once that is done the /website will be ready to go. Decision was made on a generic address info@bhdma.org. The can be forwarded to any member. Justin also mentioned that the Google Drive is ready to go. There is storage for each member. Google Drive seems to be the better choice as it will tie into Basecamp better. Justin will put on a training session at our next meeting. Roger mentioned that the HOLL was approved. Kevin Mumford will be coming back as the HOLL trainer. Roger asked Kevin about extended hours for the HOLL but as of yet has not heard back. We have received a response from the IRS on our 501c3 status and it has been approved. 6. NEW BUSINESS Roger made a move to accept Bill s resignation and accept Jennifer William s to fill the remainder of his term. Move was approved. Roger made a move to accept Justin s resignation and accept Mark Lippincott s to fill the remainder of his term. Move was approved. Maribeth made a motion to adjourn board meeting and start planning meeting. Seconded by Bill. Motion carried. ADJOURN 9:20 am.

10 1 MINUTES - Board of Directors Meeting 8:00 am MST Outdoor Campus West March 2, ROLL CALL OF MEMBERS Roger Brees (2017) President Present (via teleconference) Samantha Nichols (2018) Vice President Present Linda Foster (2018) Treasurer Present Angie Tallon (2017) Secretary Present Heather Berg (2017) Director Present (via teleconference) Justin Huntley (2018) Director Present Maribeth Price (2017) Director Present Randy Deibert (2017) Director Present Stacey Martin (2018) Director Present (via teleconference) Bill Rich (2018) Director Present 2. MINUTES OF PREVIOUS MEETING no additions or corrections. Randy made a motion to approve the previous minutes, Linda seconded. Motion carried. 3. TREASURER S REPORT $ at Credit Union and $ at School of Mines Randy asked if there were expenditures since last meeting; Linda mentioned that there were items such as P.O. box renewal, tax return filing and other reoccurring charges. Randy made a motion to approve the treasurer s report, Justin seconded. Motion carried. NEXT BOD MEETING The next meeting will be at Outdoor Campus West on Wednesday, April 5th, 2017 at 8:30 am for Board Meeting, and 9:30 am for conference planning. 5. OLD BUSINESS 6. NEW BUSINESS Concern over the State GIS conference in Mitchell in July and how much overlaps with the BHDMA conference in October and whether or not we will lose attendees because of it. The other big concern is the HOLL as that has already been committed to the conference in Mitchell. Maybe consider having a joint conference in the future. Slogan options. Linda brought up the IRS process and making sure our mission

11 2 aligns with the category we applied under, professional organization. We already have several mission statements in our bylaws. The slogans intent is for advertising of our group and the mission statement is more our core belief as a group. In either case, the slogan needs to reflect the mission statement. The consensus was to go with Advancing the Geospatial Profession. Bill made a motion to approve Advancing the Geospatial Profession as the new slogan for BHDMA, seconded by Randy. Motion carried. Discussion of the West River Hydrology Conference came up regarding the booth and banner and other materials. Bill was waiting on the slogan before printing a banner. Cost for the booth is $75. Samantha is going to see if there is space available yet. Justin revealed that he will be stepping down from the board as he is moving to Spokane WA. He would like to stay on to finish up some of the tech stuff he started to look into. He mentioned that he already talked with Mark Lippincott as a potential replacement. Mark was one of the candidates during the fall 2016 election. Bill revealed that Jennifer Williams is not moving out of the area. Due to his other commitments he would like to resign and have the Board consider Jennifer when appointing to fill his position. He would like to stay on as part of the conference planning committee. Randy made a motion to have both Justin s and Bill s resignation on the April agenda and have the new board members appointed. Seconded by Maribeth. Motion carried. HOLL status, right now they are waiting on our sponsorship prices. Once they get that they can complete our HOLL request packet. Update on the non-profit status. Linda mentioned that she did apply. She called to check the status but wasn t able to find out where they are at. Approx time is 90 days. Linda went over the finalized 2016 financials. There are a few reoccurring expenses (P.O. box, web domain, tax prep and Secretary of State annual report). Also noted that our tax information is with the tax folks, file deadline is March 15 th for a corporation. Conference expenses last year came to $ , revenue was $8176 (covers vendor, sponsor and registration fees). Linda also noted that she did go ahead and get a debit card for the group. It will allow for certain purchases where it s not possible to use check. Discussion of Basecamp and Trello. Overall consensus was that Basecamp is what users preferred. Cost is $1000 a year but we can get the non-profit rate of $500 a year. Justin made a motion to accept Basecamp and move forward with spending $500 for its funding. Seconded by Angie. Motion carried. Justin discussed the collaboration tools. He is going to see which one integrates better with Basecamp. Randy made a motion to form a technology committee to look into data management, web site hosting, , etc; that includes Justin, Samantha, Linda and Stacey. Seconded by Bill. Motion carried. Angie mentioned that she reached out to Eric Pimpler of Geospatial Training Services to get an idea on training costs for half day. Eric had a couple payment options: approx. $1500 to cover half day training and travel expenses, or charge attendees (~200) for course and they take a cut of 85% to cover the training and travel expenses. Linda mentioned that she reached out to Ken Wilkerson who taught last year. He was on the road and wasn t sure if he can make it or not. She will report back once she hears from him. Discussion on sponsorship levels. Current levels are lunch sponsor at $1000, break

12 3 sponsor at $500, exhibitor at $150, sponsor at $100 and non-profit sponsor at $50. Linda brought up that last year we extended free admission to several folks. Angie commented that for Wednesday conference we had 45 free lunches. We had free lunches on Tuesday. Over all that added up to around $3500 in free lunches that was paid for by BHDMA. Maribeth mentioned that maybe this year that the free lunch should only be extended to Trainers and not speakers. Complimentary 2 registrations for lunch sponsor, break sponsor and exhibitor. Lower sponsor levels will have to register. To alleviate food costs the suggestion was to do fewer free. Cutting out the free lunch to speakers should help with costs. Also raise sponsor fees as such: exhibitor from $150 to $200, sponsor from $100 to $125 and nonprofit from $50 to $75. All other sponsor levels stay the same. Randy made a motion to adjust sponsor fee levels as such: non-profit $75, sponsor $125, exhibitor $200 and 2 free registrations, break sponsor $500 and 2 free registrations and lunch sponsor $1000 and 2 free registrations, seconded by Justin. Motion carried. Discussion around students came up regarding registration and cost. Angie noted that we did have 50 students register at the last conference. Maribeth brought up that maybe we follow the hydrology conference and that students are free but have to pay $10 if they want to eat lunch. Samantha brought up the idea of a student sponsor. Randy made a motion to adjourn board meeting and start planning meeting. Seconded by Maribeth. Motion carried. ADJOURN 9:20 am.

13 1 MINUTES - Board of Directors Meeting 10:00am MST Outdoor Campus West January 26, ROLL CALL OF MEMBERS Roger Brees (2017) President Present Samantha Nichols (2018) Vice President Present Linda Foster (2018) Treasurer Present Angie Tallon (2017) Secretary Present Ken Marchand (2017) Director Elect Present (1:08pm) Justin Huntley (2018) Director Elect Present Maribeth Price (2017) Director Elect Present Randy Deibert (2017) Director Elect Present Stacey Martin (2018) Director Elect Present Bill Rich (2018) Director Elect Present Heather Berg Alternate Board Member Present (via teleconference) 2. MINUTES OF PREVIOUS MEETING no additions or corrections. Randy made a motion to approve previous minutes, Sam and Justin seconded. Motion carried. 3. TREASURER S REPORT $ Randy made a motion to approve the treasurer s report, Maribeth seconded. Motion carried. NEXT BOD MEETING The next meeting will be at Outdoor Campus West on Thursday, February 23 rd, 2017 at 1-2 for Board Meeting, and 2-4 pm for conference planning. 5. OLD BUSINESS 2016 Conference Financials. Linda noted that all outstanding bills have been finalized by the SDSMT. We have $ left in the SDSMT account. Discussion on the Conference survey pointed out that overall members liked the new format and location. There were some complaints regarding parking. Lessons that we learned and things we will consider when planning the 2017 conference: Include tax in with the conference registration fee. Pay out on all attendees rather than deal with tax exempt certificates. Consider dietary restrictions, such as non-dairy options for those with a lactose intolerance. Design a better registration page so that all training options have to be

14 2 specified to better track attendance in each session. Design a better campus map as some members were confused on where the HOLL was vs. Hands on Training. Needed more copies of the conference schedule and PDH forms. Didn t realize we needed to specify that we needed table cloths for vendor booths. Student map contest was not great again, only two entries and one was a repeat from last year. Need something different to engage the students. 6. NEW BUSINESS Final thoughts on the 2016 conference; Stacey noted that the HOLL was great. She prefers the atmosphere of the GFP building but understands why it was moved to SDSMT; Heather noted that it appeared the conference talks were ESRI centric and moved away from open source products; Bill noted that overall the conference was great, very professional and liked it at SDMST. Review of Financials: Linda noted that we currently have $ in the bank. We also have $ in our SDSMT account. Linda noted that SDSMT remitted our sales tax. She will check on that to see if that is ok or if SDSMT needs to rescind that and we file them ourselves. It was noted that we can leave the $ in the SDSMT account. It will be ready for the upcoming conference. Linda also noted that at the start of conference planning for the 2016 conference we had $ in the bank. Total expenses for the 2016 conference have not been compiled yet. Rough estimates show us about $3000+ ahead of last year. Date for the 2017 conference has been set. It will be held on Tuesday and Wednesday, October 17 th and 18 th at SDSMT. Maribeth also noted that we have the McKeel and a room for planning reserved on the 16 th. Discussed the format, changes and new stuff for the 2017 conference. There was talk regarding training vs speakers and having them on both days instead of training on Tuesday and speakers on Wednesday. Also discussed creating breakout sessions, such as federal, state, local gov t and private sector for a time when professionals can network. Student involvement was discussed, whether there be sessions geared towards getting jobs or breakout sessions where students can talk with professionals. Consensus was that students should be free this year, maybe through the creation of a student sponsorship. Sam and Maribeth made a motion to keep student registration free, Justin seconded. Motion carried. Roger is going to contact Angelina and Kevin about getting the HOLL back now that we have the date set. Ideas on who to get for a keynote or welcome speaker were Becky Morton and Attorney General Marty Jackley. It was discussed that we need to have better advertising to pull in members from a broader area and from more disciplines. Randy noted that we can purchase a booth at the SD Planners Association Conference on Sept 12-15, Maribeth also mentioned a booth at the 2017 Western South Dakota Hydrology Conference on April 6. Bill will work on a banner for the booths. Sam will work on a tri-fold outlining our mission statement and history. Maribeth noted that the booth at the Hydrology conference is $75. Randy and Bill will report back on the cost of the booth at the Planners Conference. It was also discussed that we need a slogan for our group.

15 3 Maribeth made a motion to create a banner, trifold and purchase a booth at the 2017 SD Hydrology Conference, Justin seconded. Motion carried. Randy made a motion to set a max budget of $200 for promotional materials with increases at the discretion of the executive board, Sam seconded. Motion carried. Discussed sending a Save the Date to members. would also allow members to send us information on what they would like to see at this year s conference. Setting up conference planning committee; there were 7 key areas, though they may be revised at next meeting as some of the areas overlap. Speakers Roger and Heather Advertising/Membership Sam, Stacey, Bill and Randy Sponsors/Vendors Justin and Randy Facilities/Registration Maribeth Training Stacey and Roger Treasurer Linda Scheduling Angie Roger will reach out to the 3 members that responded on the survey regarding helping out on the conference planning committee. The 3 members were: Ann Juette, Lauri Sohl and Joseph Bungert. Bill will reach out to Laura in Sturgis as she expressed interest as well. Document organization was discussed. Stacey asked if we were familiar with Trello. She showed at she is using it in her office. She will set up a demo site for next meeting. Linda talked about Basecamp and showed how she is using it in her office. Both Trello and Basecamp were similar in what they do. Justin showed Office 365 and G Suite. Overall it was discussed we need something for and document storage. Demos will be shown at the next meeting. It was noted that the software is cheaper/free if our organization were to pursue non-profit status through the IRS. Linda, Randy, Bill and Justin will collaborate and look into that option. The BHDMA website was also discussed. Tim is doing a fantastic job but we need to be prepared in the event he retires or can no longer care for the site. Justin will research options and costs. Ken discussed a potential leave of absence from the board due to his expanding work load. Since his term is up this year it was decided that it was best to resign but stay on as a committee/conference planning member. Heather Berg has been the alternate board member since the conference election. With Ken s resignation Heather will fill the remainder of his term. Randy made a motion to accept Ken s resignation and to appoint Heather for the remainder of Ken s term, Maribeth seconded. Motion carried. ADJOURN 2:08 pm.

16 1 MINUTES - Board of Directors Meeting 2:00pm MST Conference Call October 14, ROLL CALL OF MEMBERS Roger Brees President Present Linda Foster Secretary/Treasurer Present Jennifer Williams Vice President Present (2:10pm) Ken Marchand Federal Representative Absent Samantha Nichols State Representative Present Tamara Randall Tribal Representative Absent Angie Tallon Local Representative Present Justin Huntley Private Sector Representative Present Maribeth Price Academic Representative Present (2:45pm) Member-at-Large Randy Deibert Present 2. MINUTES OF PREVIOUS MEETING no additions or corrections 3. TREASURER S REPORT $5, NEXT BOD MEETING Via conference call November 17, 2016 at 2pm MST. 4. OLD BUSINESS The general consensus of those present at the meeting was that the conference was a success. So far, all of the feedback received has been positive. Samantha put together a Survey Monkey form from Roger s post-conference survey question list for everyone to review. Roger noted a spelling error and it was suggested that language be added asking attendees what training topics they would like to see at the next conference. Samantha reported that it costs $26.00 per month to use the more advanced functionality. Everyone agreed that it is worth it to get feedback from our attendees. Samantha will check to see if multiple surveys can be done for that fee (thinking ahead to elections). The post-conference survey will be sent out by Roger on October 24, Linda reported that preliminary numbers indicate approximately $4, in expenses were incurred during the conference. Income included $3, from sponsorships and vending fees and registration and training income yielded approximately $5, Final numbers will be reported once everything has been paid/received.

17 2 Election of officers was discussed. Jennifer is going to be submitting her letter of resignation effective December 31, 2016 since she is going to be moving out of the area. Randy made a motion to appoint Angie to fill the Secretary position for one year (in order to get the timing of the positions to match the bylaw amendments that were made). Justin seconded the motion. The motion carried unanimously. A call for nominations for Vice President, Treasurer, and three director positions will be put out by Roger on Monday, October 17, Nominations will be accepted until October 26, Voting will be held from October 31, 2016 November 8, Final results will be announced on November 11, Sending out Thank You cards was discussed. They will be sent to vendors/sponsors, the keynote speaker, the Surbeck Center facility manager and the trainers. Jennifer will compile a list of addresses and gather those we don t have. Presentations still need to be compiled and sent to Tim for posting to the website. 5. NEW BUSINESS None. ADJOURN 3:10 pm. Maribeth made a motion to adjourn and Angie seconded the motion. The motion carried unanimously.

18 1 MINUTES Annual Membership Meeting 9:30am MST SDSM&T Surbeck Center October 5, 2016 President Roger Brees called the meeting to order and thanked everyone for attending the 2016 BHDMA Conference. He noted some of the changes in this year s conference and that the Board had worked hard to provide additional training and other opportunities this year. He asked the membership to be ready to respond to a post-conference survey so the Board can incorporate feedback into the planning of next year s conference. He also noted the meeting minutes from last year and stated that the balance in the bank was $6, A fee for this year s conference was necessary to cover additional expenses incurred by changing the venue and expanding the offerings and he also noted that the cost was offset by the support of this year s sponsors. The primary business item up for discussion was the Association s bylaws (attached). Roger explained that the Board has been having difficulties finding people to serve in some sectorspecific director positions, while other sectors are flush with willing participants. The Board discussed changing the bylaws at length to generalize the director positions, while being mindful of the original intent of the bylaws (to have balanced representation on the Board). The conclusion reached was that willing and engaged participants serving on the Board is critical to ensure the health of the organization. Discussion from the membership commenced. Some voiced concerns about the Board being too heavily represented from one sector. Somewhat of a consensus was reached that it is everyone s responsibility to step up or look within their organizations to ensure this doesn t happen, and that moving forward with the bylaws as amended is necessary. Roger also indicated that the Board is proposing to separate the positon of Secretary/Treasurer to take some of the burden off of one person, especially with the Board expanding the conference. A brief summary of the duties of Secretary were outlined by Linda Foster. Roger made a call for nominations and also noted that the Board would be accepting them throughout the conference and via following the conference. Angie Tallon made a motion to adjourn the meeting and Terry Erickson seconded the motion.

19 BYLAWS of the Black Hills Digital Mapping Association May 10, 2007 (Amended October 16, 2015) (Proposed Amendments October 2016) This instrument constitutes the Bylaws of the Black Hills Digital Mapping Association, a South Dakota nonprofit corporation, adopted for the purpose of regulating and managing the internal affairs of the corporation. ARTICLE I. PURPOSE The purpose of the corporation is to provide a mechanism for communicating, developing, understanding, and sharing information related to digital geospatial data, maps, and technology. Areas of interest shall include, but not be limited to, natural resource management, land records, social and demographic information, facilities management, transportation, spatial data, and cartographic data of all types. The geographic area served by the corporation includes, but is not limited to, the Black Hills region of western South Dakota, eastern Wyoming, southeastern Montana, western Nebraska, and western North Dakota. The purpose of the corporation shall not be the production of income for distribution to the members of the Board of Directors. Specifically, the mission of the corporation is focused in the following areas: 1. To provide a unified voice on geospatial data, maps, and technology. 2. To promote development of geospatial data, maps, and technology. 3. To promote geospatial data interchange standards to facilitate data exchange. 4. To promote sharing of new geospatial information and technology. 5. To encourage cooperation and networking among members of the geospatial data community. 6. To promote efficiency and reduce duplication of efforts among the geospatial data community. 7. To promote the understanding of geospatial data to the user community and the public. ARTICLE II. MEMBERS Section 2.1. Members. The membership of the corporation shall consist of the Members of the Board of Directors and any persons who request membership and are approved by the Board of Directors of the corporation. Section 2.2. Voting Rights. All Members shall be entitled to one vote on any matter properly presented to the Members. Voting by proxy shall not be permitted. Section 2.3. Resignation of Members. A Member may resign at any time. The resignation of a member does not release the member from any obligations the member may have to the corporation for dues, assessments, or fees or charges for goods and services. Section 2.4. Termination of Membership. A Member shall not be expelled or suspended, and a membership may not be terminated or suspended, except for nonpayment of dues or fees. Section 2.5. Member Meetings. Regular meetings of voting Members shall be held at least annually, on such day and at such time as the Board of Directors shall determine. Section 2.6. Quorum for Membership Meeting. Unless otherwise provided by law or by these Bylaws, a quorum for a meeting of the Members is ten percent (10%) of the Members entitled to vote at the meeting. Section 2.7. Number Required for Action by Members. Except where a larger portion or number is required by law or by these Bylaws, the Members may take action by the affirmative vote of a majority of the Members present at a duly held meeting.

20 ARTICLE III. BOARD OF DIRECTORS Section 3.1. General Powers; Designation. The business and charitable affairs of the corporation shall be managed by or under the direction of a Board of Directors elected by the affirmative vote of a majority of the members or appointed in the manner set forth below. The Board of Directors shall have primary responsibility for overseeing the activities of the corporation, engaging in long-range planning for the corporation, ensuring the mission of the corporation, and approving the annual budget for the corporation. Section 3.2. Election, Appointment, and Number of Directors. The Board of Directors shall consist of ten ten (100) individuals elected by the members to fill the following offices: President, Vice President, Secretary -Treasurerand Treasurer., Local Government Representative, State Government Representative, Federal Government Representative, Tribal Representative, Private Sector Representative, Academic Representative, and Member-at-Large Representative. Nominations for Board members may be submitted by any Member. Should there be no nominations for a sector-specific director position, that position shall be fillable by a member-at-large. The remainder shall serve as Directors. In order to wholly fulfill the mission of the Black Hills Digital Mapping Association, a diversity of representation from business, government, tribes and academia will be actively fostered in every election. Section 3.3. Terms of Directors. Beginning January of each calendar year, Directors shall serve for a term of two (2) years each, with a term commencing on January 1. The term of the President, Vice PresidentSecretary, Local Government Representative, Federal Government Representative, Academic Representative, and Member-at-Large Representative and three (3) Directors shall begin January 1 in even-numbered calendar years and run for two (2) years. The term of the Vice President, Secretary- Treasurer and three (3) Directors, State Government Representative, Tribal Representative, and Private Sector Representative shall begin January 1 in odd-numbered calendar years and run for two (2) years. Any director shall be eligible for re-election not to exceed two (2) consecutive terms in any one position, unless no candidate is nominated for the position. Section 3.4. Officers. The officers of the corporation shall be the President, Vice President, and Secretary, - Treasurer, and such other officers as the Board of Directors may, from time to time, appoint. Section 3.5. Duties of Officers. The duties of the officers of this corporation shall be: Section President. The President shall preside at all meetings of the Board of Directors and shall oversee the long term goals and purposes of the corporation. The President shall be the chief executive officer of the corporation, shall be responsible for the day to day operations of the corporation, and shall have all of the powers and duties normally belonging to the President, Chief Executive Officer, or Executive Director of a South Dakota nonprofit corporation. The President shall present an annual address coincident with the annual conference of the organization when applicable. Section Vice President. The Vice President shall be vested with all powers of and perform all the duties of the President in the President s absence or inability to act, but only so long as such absence or inability continues. In the event of the resignation or death of the President, the Vice President shall fulfill the duties of the President until the end of the unexpired term. Section Secretary-Treasurer. The Secretary-Treasurer or his or her designee shall attend all meetings of the Board of Directors and any committee thereof, and keep the minutes of such meetings, give notices, and prepare any necessary certified copies of corporate records. Section Treasurer. The Secretary-Treasurer shall have charge of the corporate treasury, receiving and keeping the monies of the corporation, disbursing corporate funds as authorized and filing any necessary tax returns. Formatted: Underline Section 3.6. Quorum. At all meetings of the Board of Directors, five five (55) Directors then in office shall be necessary and sufficient to constitute a quorum for the transaction of business. Section 3.7. Number Required for Action by Directors. Except where otherwise required by law, the Articles or these Bylaws, the affirmative vote of a majority of the Directors present at a duly held meeting

21 shall be sufficient for any action. Section 3.8. Regular Meetings/Annual Meeting. The Board of Directors shall have regular meetings at least annually, or more frequently at the request of the President or two Directors, at such places and times as it shall establish. The annual meeting of the Board of Directors shall be at such time and place as may be designated by the Board of Directors. Section 3.9. Resignation of Directors. A Director may resign at any time by giving notice to the President of the corporation. The President may resign at any time by giving notice to the Board of Directors. Section Vacancies. In the event of the resignation or death of a Director, a successor to fill the unexpired term shall be appointed by the President, upon the approval of a majority of the Directors present at a duly held meeting. In the event of the resignation or death of the President, the Vice President shall fulfill the duties of the President until the end of the unexpired term. Section Voluntary Leave of Absence. A voluntary leave of absence may be requested by and granted to a Director upon the approval of a majority of the Directors present at a duly held meeting. Section Proxies. Neither a Director nor a committee member shall appoint a proxy for himself or herself, nor shall he or she vote by proxy. Section Payment of Directors. Directors shall not be compensated for their duties as Directors, except that a Director may receive a salary for his or her services as an employee, and Directors may be reimbursed for expenses incurred on behalf of the corporation. Section Committees. The Board of Directors may establish one or more committees having the authority of the Board in the management of the business of the corporation to the extent determined by the Board of Directors. ARTICLE IV. FISCAL MANAGEMENT Section 4.1. Fiscal Year. The fiscal year of the corporation shall begin January 1 and end December 31. Section 4.2. Deposits and Withdrawals. The funds of the corporation shall be deposited in such banks or depositories as determined by the Board of Directors. Remittances and withdrawals shall be made by the directors of the corporation in such manner as established by the Board of Directors. Section 4.3. Inspection of Records. All books, records, and property of the corporation shall be open at all times to the inspection and examination of the Board of Directors. Section 4.4. Income and Fees. Income shall be generated through funds received from conferences, workshops, and through other means as determined by the Board of Directors. Membership fees may be charged as deemed necessary by the Board of Directors. Section 4.5. Annual Budget. The annual budget of estimated income, income expense, and capital expense shall be approved by the Board of Directors. Section 4.6. Secretary-Treasurer's Audit and Report. There shall be an internal audit of the corporation books and records performed by each newly elected Secretary-Treasurer. A summary report of the financial operation of the corporation shall be made by the Secretary-Treasurer at least annually to the Board of Directors, and such other times as requested by the President. Section 4.7. Dissolution of the Corporation. In the event of the dissolution of the corporation, the entire net assets remaining after the payment of any and all liabilities and obligations of the corporation shall be

22 distributed exclusively for the purposes of the corporation to nonprofit organizations operated exclusively for charitable, educational, or scientific purposes, selected by the affirmative vote of a majority of the Board of Directors. ARTICLE V. INDEMNIFICATION Section 5.1. In General. Subject to Section 5.2 hereof, the corporation shall indemnify and make advances to each person who is or was a Director, officer, or employee of the corporation, or a member of any committee, to the full extent mandated by, and in accordance with, SDCL South Dakota Nonprofit Corporation Act, without prohibitions, limitations or conditions other than those set forth in said Act. Section 5.2. Limitation on Indemnification. Indemnification pursuant to Section 5.1 hereof shall be for the sole and exclusive benefit of the person expressly identified therein, and no other person, corporation, or legal entity of whatever nature shall have any rights thereunder by way of voluntary or involuntary assignment, subrogation, or otherwise. Section 5.3. Insurance. The corporation may provide, maintain, and pay for insurance on behalf of any person indemnified pursuant to Section 5.1 hereof. ARTICLE VI. AMENDMENT OF BYLAWS These bylaws may be amended at any time and from time to time by the affirmative vote of a majority of the Directors who are present at a duly held meeting.

23 1 MINUTES - Board of Directors Meeting 10:00am MST Conference Call September 22, ROLL CALL OF MEMBERS Roger Brees President Present Linda Foster Secretary/Treasurer Present Jennifer Williams Vice President Present Ken Marchand Federal Representative Present Samantha Nichols State Representative Present Tamara Randall Tribal Representative Absent Angie Tallon Local Representative Present Justin Huntley Private Sector Representative Present Maribeth Price Academic Representative Absent Member-at-Large Randy Deibert Absent 2. MINUTES OF PREVIOUS MEETING no additions or corrections 3. TREASURER S REPORT $6, NEXT BOD MEETING The next BHDMA Board Meeting will at SDSM&T Monday, October 3, 2016 at the Surbeck Center 1:00pm. 4. OLD BUSINESS 2016 Conference Planning Sponsorship report Linda reported that we have $3, in sponsorships/vendors committed to date. Payment has been received from all except HDR, RDO, Black Hills Energy and Professional Surveying and Mapping. Linda reported that to-date there are 36 paying attendees for Wednesday ($1,800.00), 43 complimentary attendees (-$2,150.00), 30 signed up for training on Tuesday ($1,500.00), expenses consisting of facility ~$375.00, Ken Wilkerson hotel (~$200.00) and a keynote gift (~$100.00). At one point it was decided that we would provide lunch for the training attendees. After reviewing the enrollment and trainer list, it was decided that there are too many partial-day attendees to be able to get a good headcount. It was decided that a list will be maintained for trainers and board members to go through the dining hall at BHDMA expense. Everyone else will be on their own.

24 2 We will let attendees know where they can eat on campus if they choose to stay, but it will be on their own. We need the Wednesday headcount for food to Aramark by September 29, Attendance is low in the open training sessions. We will stress that these are available in the final announcement going out Monday, September 27, By Thursday, if attendance is still low, we will send out an announcement to the campus community to attend the FAA training for free. Want to make it worth our trainer s time to come. Also want to stress the HOLL. The bylaws revisions were discussed at length. It was decided that the Board should remain at 10 members. Therefore, one director position will be consumed by the split of Secretary/Treasurer position. To maintain a balance of experience on the Board, it was decided that Vice President, Treasurer and three directors will serve two-year terms and be oddnumbered years, with the President, Secretary and three directors serving twoyear terms even-numbered years. NEW BUSINESS None. ADJOURN 11:15 am.

25 1 MINUTES - Board of Directors Meeting 2:00pm MST Conference Call September 19, ROLL CALL OF MEMBERS Roger Brees President Present Linda Foster Secretary/Treasurer Present Jennifer Williams Vice President Present Ken Marchand Federal Representative Present Samantha Nichols State Representative Present Tamara Randall Tribal Representative Absent Angie Tallon Local Representative Present Justin Huntley Private Sector Representative Present Maribeth Price Academic Representative Absent Member-at-Large Randy Deibert Present 2. MINUTES OF PREVIOUS MEETING no additions or corrections 3. TREASURER S REPORT $6, NEXT BOD MEETING The next BHDMA Board Meeting will be a conference call at 10:00am MST to discuss the bylaws. 4. OLD BUSINESS 2016 Conference Planning Sponsorship report Linda reported that we have $3, in sponsorships/vendors committed to date with Banner & Associates being the latest addition. The only outstanding company right now is Banner and Associates. The list in Dropbox is current. Justin called the Rapid City Chamber of Commerce. They are willing to provide four hours of labor if needed for registration, etc. They are not allowed to collect money as they are not bonded. They are also willing to put together visitor information packets. The group discussed and decided since we are going to be collecting money from students and walk-ins as well as outstanding sales tax, we will probably not need to utilize their services this year. Roger reported that Bob Nutsch, ND GIS coordinator, is posting our conference on the ND listserv.

26 2 It was decided that on September 26, 2016 a final call for registration will be sent out along with a campus map, updated schedule, instructions on where registration will be for training and the conference and attach the membership meeting agenda with proposed bylaws changes. It was decided that the group will meet at SDSMT, Surbeck Center on Monday, October 3, 2016, to stuff packets. That way we will be available to help out the ESRI group setting up the HOLL. Angie report we are only short 4 tax certificates. Discussion commenced regarding low numbers for the open training sessions. Really stress it in the final announcements?? Justin is going to update the schedule that will be put in packets and sent out via . Jennifer is going to put together the speaker bios and abstracts that will go in the packets. Samantha is putting together the Sponsor/Vendor acknowledgement for the packets, the three large posters and the Powerpoint slide. Linda has put together the agenda for the membership meeting Ken is putting together the ballots for the student poster contest. Jennifer is going to check into a SD-specific gift for our keynote speaker in lieu of a plaque. Due to a shortage of time, another meeting was scheduled to specifically discuss the bylaws. It will be via conference call on Thursday, September 22, 2016 at 10:00am MST. NEW BUSINESS None. ADJOURN 3:00 pm.

27 1 MINUTES - Board of Directors Meeting 8:00am MST Banner & Associates, Rapid City, SD August 24, ROLL CALL OF MEMBERS Roger Brees President Present Linda Foster Secretary/Treasurer Present Jennifer Williams Vice President Absent Ken Marchand Federal Representative Absent Samantha Nichols State Representative Present Tamara Randall Tribal Representative Absent Angie Tallon Local Representative Present Justin Huntley Private Sector Representative Present Maribeth Price Academic Representative Present Member-at-Large Randy Deibert Present until 9:45am 2. MINUTES OF PREVIOUS MEETING no additions or corrections 3. TREASURER S REPORT $6, NEXT BOD MEETING The next BHDMA Board Meeting will be face-to-face at Linda Foster s Office Ferber Engineering Company, Inc., 729 E. Watertown Street, Rapid City, SD) on October 3, 2016, at 1:00pm. A conference call in the meantime will be scheduled if needed. 4. OLD BUSINESS 2016 Conference Planning Sponsorship report Linda reported that we have $2, in sponsorships/vendors committed to date. The only outstanding company right now is Banner and Associates. Justin will try to get an answer soon. The list in Dropbox is current. Randy Deibert s company will be sponsoring the student poster contest ($300.00). Student Contest Update The group reviewed the document that Maribeth put together. She will circulate to her students once school has started and we will send out to

28 2 the listserv with the conference registration announcement. Students will need to submit their maps no later than 4:00pm October 4, 2016, at the registration table in the Surbeck Center. A ballot will be provided in the conference program. Voting will be open through the last break on Wednesday with the results being announced at the close of the conference. There will be three places awarded best undergraduate, best graduate and people s choice. Maribeth, Randy, Ken and Justin will be judging the contest. The people s choice will be based on membership votes. Students wishing to participate in the map contest must be registered to attend the conference. Ken will be responsible for taking the maps in during registration and verifying that the entrants are registered for the conference. Workshop Training Update Maribeth & Angie Fees for training have been established at $50.00 for the day and will include lunch. The HOLL will be open all day Tuesday and all day Wednesday. The training schedule has been tentatively set and will be included in the announcement for registration opening goes out. Report on speaker recruitment, commitments and a call for papers The speaker schedule for Wednesday has been tentatively set. Speaker s registration will be free. Miscellaneous: After reviewing the contributions from sponsors and considering the expenses involved with hosting the conference, a fee of $50.00 was decided upon for Wednesday, October 5, This will be all-inclusive (food, great keynote, ESRI hands-on learning lab, PDHs, vendor access, demonstrations and excellent presentations!). Because we are charging a fee for the conference, we will need to pay SDSM&T for the use of the facility. The charges are $125.00/day for the Ballroom in Surbeck Center and $25.00/day for the other meeting rooms. There is no charge for the computer labs. Students will not be charged unless they want to eat lunch ($10.00). Curtis Price is teaching Maribeth s GIS classes this semester and will be requiring some of his students attend from 2:00pm-5:000pm Wednesday (approximately 30 students). They will not be required to pay a registration fee and we will order some additional afternoon break snacks to cover this additional afternoon attendance. In lieu of registration packets, we will send a conference schedule to Curtis to print and hand out the students prior to the conference. Sales tax forms will need to be collected from those individuals who register as being with a tax-exempt organization. If they do not provide them by the

29 3 conference, they will be required to pay the tax at the door in order to attend. Angie will be tracking these as they come in. Maribeth checked with facilities to see how they wanted to handle parking. They will not ticket the day of the conference. Maribeth has posted a map of campus in Dropbox showing the parking areas and conference venues. Door prizes were discussed. If there are any companies that donate items, we will hold a door prize drawing(s). ESRI has indicated that they will be bringing items to be handed out as door prizes. Vendors may also have items available. We will put door prize numbers on the back on everyone s nametags. Justin is going to put together a schedule of training and talks to be sent out with the announcement that registration is open. He will try to have that by Thursday, August 25, In Roger s absence, Sam will draft and sound out the announcing that the conference registration is open. Sam/Justin will put together a couple of sentences describing each talk to be included with the registration announcement. The Aramark food options were again reviewed by the group. There have been some changes since the last meeting. The Quick Start breakfast option is still available for the morning break, the Travolino option was selected for lunch and the afternoon break will consist of Snack Attack with water service. The sundae bar does not appear to be an option anymore. It was decided that a boxed lunch will be provided to those paying to attend training on Tuesday. The Classic Boxed Lunch option was chosen at $7.99 per person. Due to the significant amount of time and effort put into this year s conference, it was decided that the Board members would not have to pay a registration fee to attend. The following materials will be put in each attendee s registration packet: Schedule (indicating that lunch is provided) JUSTIN Campus/parking map Maribeth already posted to Dropbox Speaker abstracts and bios SAMANTHA Sponsor/Vendor acknowledgement SAMANTHA Agenda for business meeting LINDA PDH forms (available at the table; will hand-write their names in if they request one) LINDA Ballot for voting on student posters - KEN LINDA will check into a plaque for our Keynote speaker. JUSTIN will contact the Chamber of Commerce about sponsoring. SAMANTHA will contact the speakers for their bios. We will be announcing that registration is closing on September 28, 2016, but participants will still be able to log into the system and register after. We will still be able to use the site to process payment for anyone who shows up and wants to register the day of.

30 4 SAMANTHA put together three sponsor posters and have a Powerpoint slide available for display on the screen during break times, etc. CONFERENCE DAY ASSIGNMENTS: MODERATORS: Justin Dorr Room, Roger-Ballroom, Randy-Bump Lounge, Jennifer-Hardrock Room. Moderators will be responsible for copying the speaker s presentations to the F: drive at SDSMT (or some other location TBD by Maribeth) REGISTRATION: Angie, Linda & Samantha FACILITY LIASON: Maribeth MAP CONTEST COORDINATOR: Ken 5. NEW BUSINESS Board member elections were discussed at length. Four terms are expiring at the end of this year: Secretary/Treasurer, State Representative, Tribal Representative and Private Sector Representative. A preliminary call for nominations has already been sent out to the membership. However, after much discussion, it was decided that we will hold off and not have elections until after the conference. The Board would like to get some proposed bylaws changes in front of the membership for discussion to help structure the organization to be the most effective it can be for its membership. The proposed changes are generally summarized below and are specifically outlined in the bylaws attached to these minutes: o Breaking the Secretary/Treasurer position into two. With the growth of the organization and an eye towards producing larger conferences in the future, the duties are beginning to overtax one person working in a volunteer capacity. o Getting rid of sector-specific positions. While a balance of representation is clearly positive, the task of turning away willing and able candidates because there is no sector position available for them is difficult. It is also troubling when there are no willing candidates for a specific sector. While the Board attempted to address this last year by adding a member-at-large position and amending the bylaws to allow anyone to fill a sector-specific position if there are no willing candidates, it makes calling for nominations and holding a fair election very difficult. ADJOURN 12:00pm.

31 1 MINUTES - Board of Directors Meeting 1:00pm MST SDSM&T Surbeck Center July 12, ROLL CALL OF MEMBERS Roger Brees President Present Linda Foster Secretary/Treasurer Present Jennifer Williams Vice President Present Ken Marchand Federal Representative Absent Samantha Nichols State Representative Present Tamara Randall Tribal Representative Absent Angie Tallon Local Representative Present Justin Huntley Private Sector Representative Present Maribeth Price Academic Representative Present Member-at-Large Randy Deibert Absent 2. MINUTES OF PREVIOUS MEETING no additions or corrections 3. TREASURER S REPORT $5, NEXT BOD MEETING The next BHDMA Board Meeting will be face-to-face at Justin Huntley s Office (Banner and Associates, 2201 Jackson Blvd, #200) on August 24, 2016, at 8:00am. A conference call in the meantime will be scheduled if needed. 4. OLD BUSINESS 2016 Conference Planning Sponsorship report Randy, Linda and Samantha We currently have $1, in sponsorships/vendors committed to date. The only outstanding company right now is Banner and Associates. Justin will try to get an answer soon. The list in Dropbox is current. Student Contest Update Maribeth & Angie The group reviewed the document that Maribeth put together. She will circulate to her students once school has started and we will send out to the listserv with the conference registration announcement. Students will need to submit their maps no later than 4:00pm October 4, 2016, at the registration table in the Surbeck Center. A ballot will be provided in the conference program. Voting will be open through the last break on

32 2 Wednesday with the results being announced at the close of the conference. Randy had volunteered to sponsor this event. We will be in contact with him to establish the award amounts. Workshop Training Update Maribeth & Angie A full day of training has been arranged for Tuesday, October 4, Four of the training sessions will be hands-on in the computer labs with the rest being presentations. The pricing structure has been set at $40.00/hands-on training session which will include any other training presentations registrants wish to attend. If a registrant only wants to attend the training presentations, the charge will be $40.00 for the entire day. Lunch will be on their own. MARIBETH is working on a mock-up of a registration site for the training as well as conference and will try to have it out to the group by the end of the week. Trainers will receive conference admission for free. ROGER is going to check with ESRI to see if they would have any interest in having the learning lab open on Tuesday. The following appears to be the standard ESRI Hands-On Learning Lab offering (at least in the recent past): ESRI Hands-On Learning Lab Explore Esri software offerings and get free training at the Hands-on Learning Lab. The lab will offer self-paced training sessions (approximately 45 minutes each) featuring a recorded demo and an interactive exercise. Esri instructors will be available to answer your questions. Lesson topics include: Getting Started with GIS 1: Understanding the ArcGIS Platform Getting Started with GIS 2: Using ArcMAP to Explore GIS Data Getting to Know ArcGIS Pro Advantages to Storing Your GIS Data in the Geodatabase Creating Presentation Quality Maps in ArcMap Editing GIS Data in ArcMap Multi-user Editing Using Versioning Editing and Maintaining Parcels Stored in a Parcel Fabric Geocoding Street Addresses to Create Map Points Importing and Preparing CAD Data for Use in ArcGIS The Importance of Spatial Reference in Tactical Applications Exploring Health and Epidemic Patterns Using Spatial Statistics Tools Optimizing Transportation Routing Using ArcGIS Network Analyst Modelling Time and Distance Along Networks Using Linear Referencing Working with Geometric Networks to Manage Utilities and Water Runoff Interpolating Sample Points to Create Rasters Using Spatial Analyst Tools Geoprocessing GIS Data Using Python

33 3 Sharing Maps and GIS Content Using ArcGIS Online Understanding Web Services Using ArcGIS for Server Generating Web Applications for the GIS Novice Getting Started with the Community Maps Data Preparation Tools Mapping Excel Data Using Esri Maps for Office Report on speaker recruitment, commitments and a call for papers - Roger & Randy We received a very positive response to the last call for abstracts. After much discussion a draft of the schedule for Wednesday, October 5, 2016 was developed. JENNIFER is going to review all of the s that came in and update our speaker contact information, presentation titles and add abstracts to the speaker spreadsheet in Dropbox. Roger will put together a letter to the speakers/vendors/trainers, letting them know that their conference registrations will be complimentary in exchange for their support of the conference. This will be sent out prior to the opening of registration. ROGER will put together a letter to be sent out to our speakers/vendors/trainers prior to the opening of registration letting them know that there registration is complimentary in exchange for their participation. LINDA will get and abstract from Brian Shaw with the NGS and Karen Schuckman Penn State / ASPRS. LINDA will contact Frontier Precision to see if they would be willing to present on processing their UAV demo data. ANGIE will contact Dr. Dan Dolan with SDSM&T to see if his group would be willing to do another demonstration, similar to last year. ANGIE will contact the FAA to see if they are willing to do a talk on Wednesday as well as the training on Tuesday. SAM will get an abstract put together for her talk. SAM will reach out to Chris Marsh to get an abstract. LINDA will contact Mark Lippincott to see if RDO will be speaking/demonstrating. Miscellaneous: After reviewing the contributions from sponsors and considering the expenses involved with hosting the conference, a fee of $50.00 was decided upon for Wednesday, October 5, This will be all-inclusive (food, great keynote, ESRI hands-on learning lab, PDHs, vendor access, demonstrations and excellent presentations!). Because we are charging a fee for the conference, we will need to pay SDSM&T for the use of the facility. The charges are $125.00/day for the Ballroom in Surbeck Center and $25.00/day for the other meeting rooms. There is no charge for the computer labs.

34 4 Students will not be charged unless they want to eat lunch ($10.00). MARIBETH will check with Surbeck to see if sales tax needs to be collected since we are charging a registration fee. Linda will check with the State of South Dakota. Parking MARIBETH will check with the facilities group to see how they want to handle parking. We may need to send out permits or they might just specify where our attendees are to park. Door prizes were discussed. If there are any companies that donate items, we will hold a door prize drawing(s). An educational resources table was discussed. Any materials relevant to training and certification opportunities will be welcomed. (SDSMT, Penn State, GIS Edge, ASPRS, GISCI, etc.) LINDA will provide Tim Cowman with the contact information for all of our vendors/sponsors/speakers/trainers so they can be added to the listserv. An announcement with preliminary agenda will be sent out on August 1, 2016, to the listserv letting everyone know conference content and registration opening date. The Aramark food options were reviewed by the group. The Quick Start breakfast option was chosen for the morning break, the Sicilian for lunch (with the Vegetable and Boursin Box Lunch available as a vegetarian option) and the afternoon break will consist of 2 Ice Cream Bars and 1 Snack Attack with water service. The next BHDMA Board Meeting will be face-to-face at Justin Huntley s Office (Banner and Associates, 2201 Jackson Blvd, #200) on August 24, 2016, at 8:00am. SAM and JUSTIN will work on poster and program design. LINDA will check into a plaque for our Keynote speaker. A call for nominations for Board positions coming open (Secretary/Treasurer, Private Sector, Tribal and State) will be made when the conference registration opens. Elections will be held during the business meeting at the conference. 5. NEW BUSINESS 6. ADJOURN 5:20pm.

35 1 MINUTES - Board of Directors Meeting 2:00pm MST/3:00pm CST May 24, ROLL CALL OF MEMBERS Roger Brees President Present Linda Foster Secretary/Treasurer Present Jennifer Williams Vice President Present Ken Marchand Federal Representative Present Samantha Nichols State Representative Present (off call at 3pm) Tamara Randall Tribal Representative Absent Angie Tallon Local Representative Present Justin Huntley Private Sector Representative Present Maribeth Price Academic Representative Present Member-at-Large Randy Deibert Absent 2. MINUTES OF PREVIOUS MEETING no additions or corrections 3. TREASURER S REPORT $5, NEXT BOD MEETING June 14, 2016 Via Conference Call & July 12, 2016 (1pm- 5pm) face-to-face at SDSM&T location TBD 5. OLD BUSINESS 2016 Conference Planning Sponsorship report Randy, Linda and Samantha Many potential vendors and sponsors have already been contacted. A running list is being maintained in DropBox. So far $1, has been committed. The goal is to get commitments by July 1, Student Contest Update Maribeth & Angie It was acknowledged that the contest guidelines have been posted to DropBox. Workshop Training Update Maribeth & Angie There is still some room on Tuesday for training, but it is looking good so far. Maribeth can coordinate setting up a website for registration. To date, no trainers are requiring payment. July 1, the Board will evaluate, based on committed vendors/sponsors, whether or not fees will need to be charged for training to help offset conference expenses. Light snacks will be provided for break times during the workshops.

36 2 Report on speaker recruitment, commitments and a call for papers - Roger & Randy There are a number of talks already scheduled for Wednesday. A running list is being maintained in DropBox. Roger will release a formal call for presentations by June 1. A face-to-face board meeting is scheduled for July 12. At this time, a preliminary schedule will be assembled for Wednesday. By July 15, a formal conference announcement will be sent out with the preliminary training and conference schedule included. This will give Maribeth the 2-4 weeks needed to work with the ITS group to get a registration site up and running. The goal is for conference registration to be opened by August NEW BUSINESS 7. ADJOURN Jennifer made a motion to adjourn the meeting at 3:15pm MST with Maribeth seconding it. The motion carried unanimously.

37 1 AGENDA - Board of Directors Meeting 2:00pm MST/3:00pm CST April 19, 2016 A BHDMA board meeting was called to order by President Roger Brees at 2:04 pm MST via conference call. The meeting adjourned at 3:10 pm MST. 1. ROLL CALL OF MEMBERS Roger Brees President Present Linda Foster Secretary/Treasurer Present Jennifer Williams Vice President Present Ken Marchand Federal Representative Present Samantha Nichols State Representative Present Tamara Randall Tribal Representative Absent Angie Tallon Local Representative Present Justin Huntley Private Sector Representative Absent Maribeth Price Academic Representative Present Member-at-Large Randy Deibert Absent 2. MINUTES OF PREVIOUS MEETING No additions or corrections. 3. TREASURER S REPORT $5, NEXT BOD MEETING Via conference call on Tuesday, May 24, 2016 at 2:00pm MST. 5. OLD BUSINESS 2016 Conference Planning Sponsorship report Randy, Linda and Samantha Sam went through the list of food options that she put together to get an idea of how to structure our sponsorship requests (see attached). The general consensus was to have a tiered sponsorship option perhaps a couple of break sponsors around $ and a premium lunch sponsor of $1, (maybe two at $500.00). Maribeth The University is fine with charging attendees if we rent the rooms approximately $ per day. If we are unable to secure enough sponsorship funds, etc. to cover our expenses, we could then charge the attendees to help recoup some of the expense. Discuss the food options that Samantha put together (see attached) Linda presented a list of potential sponsors (see attached) and asked for additions if anyone had any. Rushmore Engineering, Pictometry and

38 2 GeoComm were added. She will amend the form used in the past and begin contacting them. Student Contest Update Maribeth & Angie - student map contest is still in the planning stages; if we can get a few students to do talks, we could have a best map and best talk award. More to come from Angie and Maribeth. Workshop Training Update Maribeth & Angie Ken Wilkerson GIS Edge 4-hour ModelBuilder Workshop (asking for hotel expense to be paid and a booth) for capacity. Lori - FAA 4-hour Professional Drone Use No charge absolutely no media to be in attendance, no recording devices, cameras, etc. Danielle Bailly 2-hour Coordinate systems and datums; possibly GPS basics Linda contact Nathan about doing a workshop on post-processing of UAV data and possibly a demo Maribeth SDSM&T 4-hour - Tuesday morning and Tuesday afternoon Spatial Analyst workshop and Mobile Data Collection (Collector App); Samantha has offered to help Curtis Price USGS 4-hour - using NHDPlus data doesn t need a lab Maribeth has laid out a preliminary schedule for the workshops (see attached). The list will also be uploaded to DropBox. Report on speaker recruitment, commitments and a call for papers - Roger & Randy Linda will contact Bill Hodge again to see if we can get GISCI Linda will contact Brian Shaw with the NGS about the Fusion of Geodesy presentation and/or workshop Roger will talk to Chris Marsh about a talk; also railroad crossing data collector app and pavement inventory by SDDOT staff Maribeth; has students that might be able to present on watershed decomposition and processing UAV data; Maribeth also has a talk if needed. Don J. statewide GIS movement Roger will create a list of speakers for tracking and put it in DropBox 6. NEW BUSINESS 7. ADJOURN Maribeth made a motion to adjourn, Samantha 2 nd the motion. Motion carried unanimously.

39 3 Food Options via Aramark These are some of the viable options I can see, calculated for 125 people. Another thought, what if we charged a nominal fee for lunch? Like $5 to $10? Those who didn t want to pay could go eat on their own somewhere or bring their own lunch. I personally would be willing to pay 10 bucks for something better than a bag lunch. The other issue is providing options for all diet types. I tried to do that the best I could with the options I chose. Bottom line: I figure at least $400 per each snack time, and a minimum of $1000 for lunch. That is one day only. So we are looking at close to $2,000 minimum. By having a Deluxe or Basic option, potential sponsors have more options. Morning Snack Deluxe Quick Start - $999 Basic Basket of Miniature Muffins, Danish and Scones (7 dozen) - $126 Fresh Seasonal Fruit Tray (96 guests) - $211 Water Service (9 gal)- $15 Regular Coffee (2 gal) - $32 Decaf Coffee (1 gal) $16 Total - $400 Lunch Deluxe Harvest Bounty ($1,699) or (100 Southern BBQ ($1,399) or guests) The Sicilian ($1,499) and Mediterranean (25 guests) - $195 Basic Classic Box Lunch (125 guests) - $999 Water Service (9 gal)- $15 Iced Tea (1 gal) - $13 Lemonade (1 gal) - $13 Total - $1,040 Afternoon Break Deluxe Snack Attack - $624 Water Service (9 gal)- $15 Iced Tea (1 gal) - $13 Lemonade (1 gal) - $13 Total - $665 Basic Assorted Gourmet Cookies (14 dozen) - $126 Fresh Seasonal Fruit Tray (96 guests) - $211 Water Service (9 gal)- $15 Total - $352 Other options get a sheet cake for afternoon snack, or just have the popcorn machine. Go simpler, and don t provide fresh fruits.

40 4 Potential/Past Sponsors: Compass Tools HDR North Point GIS Respec Ferber Engineering AE2S Black Hills Energy Frontier Precision ESRI Fugro Earth Data GIS Edge Ken Wilkerson (training) Professional Mapping & Surveying (Randy Deibert) Banner & Associates RDO Equipment Mathisons Graphics Plus Copy Country Rushmore Engineering Pictometry GeoComm

41 DRAFT Training Schedule BHDMA October 4 5, 2016 MI 325 MI 221 Ballroom McKeel Dorr Tuesday Morning Maribeth Price SDSMT Spatial Analyst computers (4 hrs) Free Curtis Price NHD Plus 4 hours Afternoon Ken Wilkerson GISEDGE ModelBuilder 15 computers (4 hrs) Booth/hotel Maribeth Price SDSMT Mobile Collection computers (4 hrs) Free FAA Drone use no computers 4 hours free no media Frontier Coord systems and Datums 2 hr Wed Morning Afternoon

42 1 MINUTES - Board of Directors Meeting 2:00pm MST/3:00pm CST March 22, 2016 A BHDMA board meeting was called to order by President Roger Brees at 2:10 pm MST via conference call. The meeting adjourned at 3:15 pm MST. 1. ROLL CALL OF MEMBERS Roger Brees President Present Linda Foster Secretary/Treasurer Present Jennifer Williams Vice President Absent Ken Marchand Federal Representative Present Samantha Nichols State Representative Absent Tamara Randall Tribal Representative Absent Angie Tallon Local Representative Present Justin Huntley Private Sector Representative Present Maribeth Price Academic Representative Present Member-at-Large Randy Deibert Present 2. MINUTES OF PREVIOUS MEETING No additions or corrections. 3. TREASURER S REPORT $5, Linda reported that the PO Box rental, domain renewal and tax preparation were paid for since the last meeting. 4. NEXT BOD MEETING Via conference call on Tuesday, April 19, 2016 at 2:00pm MST. 5. OLD BUSINESS 2016 Conference Planning After much discussion, it was decided that workshop training (in 4-hour blocks) will be offered all day Tuesday, October 4, 2016 and the conference content consisting of presentations will be held Wednesday, October 5, Roger did some checking on spaces for a social. Discussion commenced. The consensus of the group was to forgo a formal mixer or social at this year s conference in lieu of something informal that people can do on their own at the close of the conference. Discussion about engaging sponsors and what an appropriate fee structure is commenced. General numbers regarding the cost of Aramark food (approximately $ for two breaks and one lunch) were discussed. Due to the increase in cost over prior years, it was suggested that we try to find a couple of anchor sponsors or sponsors who are willing to fund a specific break or lunch.

43 2 Another option that was suggested was checking with the campus to see if they would section off an area in the dining hall and lunch could be the attendees responsibility. Maribeth will check on this to see if it is feasible and also if the University would allow us to charge our attendees just for food. Linda and Randy will head up the sponsorship effort. Maribeth noted that we will need to have a headcount of attendees, if we are providing food, to Aramark three days in advance of the event or we ll be charged a 25% surcharge. Some method of registration will need to be employed for the conference even if we are not collecting money for anything. The schedule Maribeth proposed at the last meeting was well-received. She suggested a timeline similar to the following: call for abstracts to go out by May 1 with a deadline of July 1, accept by August 1 and have our schedule set by September 1. Roger and Randy are going to head up the speaker recruitment effort. Linda will look for a past call for abstracts and send to Roger. Roger and Randy will make some personal contact to start rounding up speakers and will also utilize the list that was a product of the survey. Angie will forward the list to Roger. Angie has had contact with Frontier Precision and the FAA. They are both willing to do workshop training and presentations. Ken Wilkerson of GIS Edge is still willing to put on a 4-hour Model Builder training in exchange for a booth space, Curtis Price is willing to hold a workshop training on using NHDPlus data, Maribeth is willing to do a Spatial Analysis workshop as well as a Collector and ArcGIS Online workshop and Mary O Neill had interest at one point in holding an AmericaView workshop. Linda is waiting to hear back from the GISCI about a certification workshop. Angie and Maribeth will be coordinating the logistics of setting up the day of workshop training and being the primary contacts for those folks as well as figuring out fees and fee collection. A student map contest was discussed to replace our old poster contest. Randy s company is interested sponsoring this event. Angie and Maribeth will work together on putting the map contest guidelines, etc. together. The goal is to have a Training schedule drafted by the next meeting. Will use DropBox for sharing our lists of speakers, sponsors, etc. once they have been developed by team in charge. 6. NEW BUSINESS None Discussed. 7. ADJOURN Maribeth made a motion to adjourn, Angie 2 nd the motion. Motion carried unanimously. Meeting adjourned at 3:30pm.

44 1 MINUTES - Board of Directors Meeting 2:00pm MST/3:00pm CST February 16, 2016 A BHDMA board meeting was called to order by President Roger Brees at 2:05pm MST via conference call. The meeting adjourned at 3:03 pm MST. 1. ROLL CALL OF MEMBERS Roger Brees President Present Linda Foster Secretary/Treasurer Present Jennifer Williams Vice President Present Ken Marchand Federal Representative Present Samantha Nichols State Representative Absent Tamara Randall Tribal Representative Present Angie Tallon Local Representative Present Justin Huntley Private Sector Representative Absent Maribeth Price Academic Representative Present Member-at-Large Randy Deibert Absent 2. MINUTES OF PREVIOUS MEETING No additions or corrections. 3. TREASURER S REPORT $5, No change from last meeting. 4. NEXT BOD MEETING Via conference call on Tuesday, March 22, 2016 at 2:00pm MST. 5. OLD BUSINESS 2016 Conference Planning Jennifer contacted ProWest they are not interested in putting on a workshop/training for the fall conference. Maribeth reserved the Surbeck Ballroom and four breakout rooms. Maximum of 200 people if we want them to be able to eat and listen, 300 otherwise. We cannot charge for the conference and have the rooms for free. All food must be purchased from Aramark. There is a 10% surcharge if the bill is sent off campus. We can discuss logistics of this further at a later date. Rooms are reserved all day for the entire week. The Campus asked that we release the rooms in the evening if we are not using them. Tuesdays are a full day for Maribeth and Wednesdays can be too. She may be on sabbatical in the fall so shouldn t be an issue for her to teach a couple of workshops.

45 2 Maribeth can do ½ day of data collection ArcGIS Online and Collector. She can also do a ½ day of Spatial Analyst. Linda also visited with Ken Wilkerson of GIS Edge Inc. He is willing to come out and do training at our conference. He can do an in-depth day or two long training or a shorter, 4 hour workshop style training. He has one put together on Model Builder. He is willing to present the Model Builder workshop in exchange for a vendor space. Discussion commenced regarding fees for workshop training. Will be dependent upon what the trainers charge. Maribeth has a system for collecting payment that we can use. Schedule was discussed with a general idea of having workshops the afternoon of the 3 rd and morning of the 4 th with the conference starting the afternoon of the 4 th. If there are enough workshop opportunities, we may be able to continue training concurrently with the conference. Brief discussion about timeline of gathering abstracts, etc. occurred. Maribeth suggested a timeline similar to the following: call for abstracts to go out by May 1 with a deadline of July 1, accept by August 1 and have our schedule set by September 1. If we are going to use volunteers to help organize sessions, we should probably get them involved by April 1. Discussion commenced regarding the social. Maybe a casual happy hour type setting with dinner to follow if people want to. Could rent the upstairs of the Firehouse Roger will call the Firehouse to see what kind of arrangements could be made. Idea was well-received by all. Linda will contact the GISCI about a workshop session helping people prepare for applying for the GISP and review for exam. Roger will contact Curtis Price to see if he is interested in giving a talk and/or holding a workshop training. Angie will contact FAA about a workshop session and a general presentationworkshop for the professionals interested in getting started using drones and a talk aimed more at hobbyists. Mary O Neill AmericaView-Roger will contact to see how much space and how long she needs. We will follow-up with Justin next time to see what he has learned with regard to hotel space. 6. NEW BUSINESS None Discussed. 7. ADJOURN Jennifer made a motion to adjourn, Ken 2 nd the motion. Motion carried unanimously. Meeting adjourned at 3:03pm.

46 1 MINUTES - Board of Directors Meeting 2:00pm MST/3:00pm CST January 12, 2016 A BHDMA board meeting was called to order by President Roger Brees at 2:06pm MST via conference call. The meeting adjourned at 2:58pm MST. 1. ROLL CALL OF MEMBERS Roger Brees President Present Linda Foster Secretary/Treasurer Present Jennifer Williams Vice President Present Ken Marchand Federal Representative Absent Samantha Nichols State Representative Present Tamara Randall Tribal Representative Absent Angie Tallon Local Representative Present Justin Huntley Private Sector Representative Present Maribeth Price Academic Representative Present Member-at-Large Randy Deibert Absent 2. MINUTES OF PREVIOUS MEETING No additions or corrections. 3. TREASURER S REPORT $5, Linda reported that all sponsorship/vending money has now been received from the fall conference. 4. NEXT BOD MEETING Via conference call on Tuesday, February 16, 2016 at 2:00pm MST. 5. OLD BUSINESS 2016 Conference Planning Maribeth reported that the SDSM&T campus facilities are available for most of the month of October. The Surbeck Center has one large room that can handle 200 with four smaller break-out rooms that can hold 45 each. As long as she is our sponsor, there is no fee to use the facility. It is required that Aramark be used for any catering needs. She reported that a breakfast of coffee and donuts is $6/$7 per person, boxed lunches are $8 per person and lunch platters of sandwiches, chips, etc. are $11-$17 per person. There are two computer labs available at SDSM&T- one with a 15 person capacity (geol) and the other a 24 person capacity (mining). There is no charge to use the labs.

47 2 Parking could be a problem since the conference would be held during school session. Worst-case scenario is the attendees would have to park at the stadium and walk. Discussion commenced regarding the location of the conference. The consensus was to hold it at SDSM&T in 2016 due to the opportunity to use the computer labs for training. Discussion commenced regarding the dates. October 3-5, 2016 was still the timeframe that was preferred by everyone. Roger will send out a Save the Date to the listserv with the date and location. Roger will ask Tim if an outlook calendar appointment can be included through the listserv. Format of the conference was discussed at length and is still fluid depending on who we can line up for trainers. Jennifer is going to call Pro West. Maribeth has volunteered to teach a workshop. URISA workshops were also discussed to help stay away from vendor-specific topics. There is a fee for licensing. We will probably have to charge for training, especially if it is a set aside preconference training. Cost will be dependent on the expense in getting trainers here. Maribeth can assist with the setup and collection of fees. Further discussion about the format of the conference commenced. A key note speaker was mentioned, a Tuesday night dinner or social was suggested, and getting a block of rooms reserved for out-of-town attendees was also discussed. Justin is going to look into hotel rooms and also contact Minervas about their banquet room. 6. NEW BUSINESS None Discussed. 7. ADJOURN 2:58pm.

48 1 MINUTES - Board of Directors Meeting 11:00am MST/11:00pm CST October 16, 2015 A BHDMA board meeting was called to order by President Curtis Price at 11:00 am MST at the USGS office in Rapid City, SD and adjourned at 12:30pm MST. 1. ROLL CALL OF MEMBERS Curtis Price President Present Linda Foster Secretary/Treasurer Present Jennifer Williams Vice President, Member-at-Large Present (Open) Federal Representative Absent Samantha Nichols State Representative Present Tamara Randall Tribal Representative Absent Angie Tallon Local Representative Present Justin Huntley Private Sector Representative Present Jim Sanovia Academic Representative Absent Steve Shivers Liason Absent 2. MINUTES OF PREVIOUS MEETING No formal minutes. Conference planning. 3. TREASURER S REPORT $6, Linda reported that $ in sponsorship money has been deposited with an additional $ committed. 4. NEXT BOD MEETING We will all gather at the SDGF&P facility Wednesday, October 21, 2015 at 7:00am, for conference setup! 5. OLD BUSINESS 2015 Conference Planning The conference agenda was reviewed by everyone. Curtis will send out a final formal announcement to the listserv today. Food and supplies were reviewed Samantha will finish compiling the Sam s Club list and Jennifer is going to finish getting the food orders placed. Anyone with coolers will bring them for drinks. Samantha is going to get the sponsor posters, programs and sign-in sheets updated and printed. She will also see if she can put the order in at Sams Club. Other details were discussed (moderators, laptops, name tags, ballot boxes, etc.). The proposed bylaws change was discussed and voted on (adding an additional member-at-large position and revising Vice President/Member-at-Large to be just Vice President).

49 2 The changed passed unanimously. Updated bylaws are attached to these minutes. 6. NEW BUSINESS none. 7. ADJOURN 11:30am.

50 1 MINUTES - Board of Directors Meeting 10:00am MST/11:00pm CST September 11, 2015 A BHDMA board meeting was called to order by President Curtis Price at 10:00 am MST at the USGS office / teleconference in Rapid City, SD and adjourned at 11:30am MST. 1. ROLL CALL OF MEMBERS Curtis Price President Present Linda Foster Secretary/Treasurer Present Jennifer Williams Vice President, Member-at-Large (via teleconference) David Pape Federal Representative Absent Samantha Nichols State Representative Present Tamara Randall Tribal Representative Absent Angie Tallon Local Representative Present Justin Huntley Private Sector Representative Present Jim Sanovia Academic Representative Absent Steve Shivers Liason Absent 2. MINUTES OF PREVIOUS MEETING approved unanimously 3. TREASURER S REPORT $5, (no change since last meeting) 4. NEXT BOD MEETING The next meeting will be September 25, 2015, 10am at the USGS office. 5. OLD BUSINESS 2015 Conference Planning Linda reported that the only check to come in is from Frontier Precision. Leatherman services wanted to demo a drone. Samantha will follow up to get more specifics and Linda will contact Frontier to see if they were planning a demo Updates on the numerous topics that were discussed at the last meeting for talks and workshops follow: GPS devices accuracies, uses, types, etc. (Sam) Compass Tools is willing to talk about data collection with smart phones Linda will reach out to MidStates VRS to see if they would be willing to speak and/or sponsor App development for data collection Linda, Sam and Chelsea with SDGF&P will work together on a workshop Lidar data

51 2 CORC s newly acquired data (Angie) Fugro has agreed to present and may be willing to put on a workshop Terrestrial Lidar applications (Linda) - Scott Schile and Randy Deibert have agreed to talk about Lidar and vertical survey of the Ross Shaft at SURF Aerial applications (Angie) What can be done with it/how it can be used USGS NED 3DEP (Curtis) Steve Shivers if he s available FEMA/ Disaster Recovery (Angie/Sam/Jennifer) Lessons learned from recent events like Atlas BHP, county agencies, state agencies, etc. Angie has confirmed that Dustin with PE County Emergency Management will present on this topic. Linda BHP to see if they would still be interested in talking about their post-atlas efforts UAVs Regulatory issues (Angie) Angie will reach out to a gal at the airport to see if there is interest in presenting about the FAA regulations, etc. around drone usage Applications Becky Morton as a source (Jennifer) Jennifer has not heard back from Field of View out of ND Frontier Precision will be speaking about UAVs Pipeline spills Rural agriculture development Technical Certifications (Linda) GISCI GISP ASPRS CP, CMS GIS/LIS, CMS RS ESRI Technical Certification NG-911 (Angie) Update on the status of this project which wraps up end of this year Statewide dataset development, data availability, etc. (Ted Rufledt/Geocomm) Angie has been in contact with GeoComm and they will not be attending. Jennifer contacted Ryan Smith with Schneider Corp. He is interested in talking about emergency management. SDSM&T involvement (Justin) Story maps, app development, photogrammetry applications (Dr. Stetler) Justin talked to Dr. Price and they aren t doing anything with Apps Mongolia talk Dr. Kenner will present on soil analysis or Mongolia Web Applications / development Linda, Sam and Chelsea with SDGF&P will put together a workshop. Open Source GIS

52 3 Jennifer is going to reach out to Prowest. Jennifer has reached out to BH Knowledge Network and is waiting to hear back. Pictometry will not be able to make it this year Coordinate systems, projections, datums; new horizontal and vertical datums on the horizon (Dave Zenk NGS MN) (Linda) Metadata update (Curtis) Curtis will hold a workshop on this topic. ESRI will be attending topics are still being determined. Curtis sent out Google Docs for everyone to update on. Discussion commenced about holding a pre-conference certification/professional development workshop on Wednesday at 10:30 or 11:00. Linda will put some information together that could be used as a handout and Curtis will ask ESRI if they can speak about their certification program. Workshop scheduling was discussed and drafted as follows: Everyone is encouraged to continue reaching out to their contacts for talks and sponsors. This will be the last update on talks added to the minutes. The list of assignments will remain as a reminder, but please check the spreadsheet Curtis is putting together out on Google Docs from now on for updates. Linda will draft language for the proposed bylaws change and bring to the next meeting. 6. NEW BUSINESS None. 7. ADJOURN 11:30am.