MEETING MINUTES JULY 2009 Chapter Board Meeting Meeting Date July 14, 2009

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1 Status -- Final Date July 14, 2009 Amended & Approved MEETING MINUTES Meeting Type JULY 2009 Chapter Board Meeting Meeting Date July 14, 2009 Meeting Time Meeting Location President Vice-President Treasurer Secretary Director-1 Year Director-2 Year PDC 1 Year PDC 2 Year PDC 3 Year Education Chair Education Co-Chair Education Co-Chair Membership Program Program Newsletter Photographer Web Site Administrator Web Site Assistant Social Director Historian Officers Committee Chairs Donna Harrison Greg Cook Craig Brandt Charles Stearman Bill Stoll Diane Burkhardt Cheryl Bennett David McCarthy Robert Duran David Harry Karen Gnuse Ann Scruggs Marcus Boyd Karen D Angelo Robyn Vaughn Denise Perez Olga Estefes Lily Khan Stephanie Burkhardt Linda Burkett Greg Althoff By-Laws Donnie Sherwood Guests: None Other Members in Attendance: None 10:00 a.m. Cacharel, Arlington, Texas In Attendance In Attendance Absent Absent Page 1 of 11

2 CHAPTER 36 BOARD MEETING HELD ON JULY 14, 2009 The meeting was called to order by President Donna Harrison at 10:10 AM. The Meeting Agenda was previously distributed by Donna Harrison via e- mail. President Donna Harrison proceeded with the meeting agenda. Greg Cook, Vice-President Donna had asked Greg Cook to form a committee and formalize the Professional of the Year and Employer of the Year awards. In Greg s absence, she reports he is progressing with this task. Craig Brandt, Treasurer Craig reports for the period June 1 June 30, 2009, the chapter had income of $4, and expenses of $7, Expenses exceed income by $2, A number of checks are outstanding and are not reflected in the June treasury report. Craig will try to resolve these over the next few days. The total amount of outstanding checks is $10, Robert Duran motioned to approve the report; second by Bill Stoll. Motion carries, none opposed. See the report on the following page. Page 2 of 11

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4 Charles Stearman, Secretary The May Meeting Minutes were approved by and posted to the chapter website. Diane Burkhardt, Director The Scholarship Committee has received three applicants for the chapter s three annual scholarships of $1,000 each. The committee has discussed these via a teleconference. Two of the applicants are relatives of Chapter 36 members. Diane reports the three scholarships will be awarded at next month s meeting. The board discussed how broadly the scholarship criteria should be implemented. Donna will appoint a committee to refine the scholarship criteria and award process. Committee members will be Cheryl Bennett, Robert Duran and David McCarthy. Diane suggests Bill Stoll should be included on this committee, but the committee had already been appointed by Donna Harrison. Bill Stoll, Director Bill reports that the International Conference in Indianapolis was a great success and providing outstanding educational and networking opportunities. Next year s conference will be held in Calgary, Alberta, Canada. David McCarthy, Professional Development Committee Two applications for certifications or designations have been processed since July 1. The SR/WA review and examination will be hosted by Chapter 36 November The class is limited to 25 members and will be held in Irving. We can however, accommodate more and will try to accommodate all that express an interest and register. The announcement of this session will be posted to the IRWA web site on August 15. The attached handout lists applicants for certifications and designations the committee has processed since June 9, Plaques, certificates and pins to be presented at today s general meeting are: Karen Reid, SR/WA Ray Kelley, R/W-NAC Jimmy Smith, R/W-RAC Kim Heibert, R/W-NAC Page 4 of 11

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7 Ann Scruggs, Co-Chair, Education Committee Ann distributed the June Education Committee report, prepared by Chair David Harry. Ann reports year-to-date income of $49,875 and expenses of $36,401.15, for a net income of $13, Seven classes are pending for the remainder of the year, through November, including the SR/WA Examination Prep. Facilitators for the SR/WA course will be Donnie Sherwood and Lisa Harrison. Greg Althoff suggested a giveaway of free tuition for the SR/WA course for some of the chapter members. Bill Stoll suggests a discount versus free tuition. This topic will be taken up for discussion with David Harry, Education Chair, and the Education Committee for a recommendation. Page 7 of 11

8 Marcus Boyd, Membership Chair Marcus reports five new member applicants during June, all qualified. These are: Harold Owen Beard, Wolf Creek Right of Way Services Lisa L. Bloomfield, Cimarron Field Services, Inc. Elise Nipp, US Right of Way Acquisition Company John R. Ratliff, Transglobal Services, Inc. James Warrington, Independent Bill Stoll motioned to approve; Greg Althoff second. Motion carries, none opposed. Karen D. Angelo, Chair, Programs August and September speakers are tentatively set and Cacharel restaurant is confirmed for the venue for these months. Reservations for today s general meeting number 63; the minimum number the chapter must pay the restaurant for is 80. A brief discussion about the chapter s Christmas party followed Karen s report. Karen asked for Robyn Vaughn s contact information. Diane reported that Robyn is on maternity leave but working from home and will forward her address to Karen. Donna suggests Karen seek the input of Cathy Robertson in planning this event, as she has extensive experience with these kinds of events. See the handout on the following page. Page 8 of 11

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10 Denise Perez, Newsletter Donna reports in Denise s absence. The due date for newsletter submissions is the 15th of the month. The Magnolia Chapter, Jackson, Mississippi, won this year s International Newsletter of the Year Award. Lily Khan, Website Administrator The plans to expand the chapter s website capabilities are on hold until summer activities are completed. The new forms for Professional Development are need for posting to the website. A discussion followed concerning the ease of navigating the website to find meeting announcements and the calendar, as well as a need to make the scholarship applications interactive. Lily will address these issues in the next few days. Linda Burkett, Social Director In Linda s absence, Donna reports. The annual social will be held at the new Dallas Cowboys Stadium and include a murder mystery play, dinner, and a tour of the new stadium. There are 99 registrants thus far. The capacity for the event is 160. The deadline for registration is July 27. Old Business The Chapter 36 session at this year s refresher at Texas A & M is an hour and a half workshop on LPAs. The speakers will be Roger Venable, attorney with the City of Arlington, George Muckleroy, attorney for the City of Arlington in the stadium cases, and Kevin Laughlin, attorney from Midland. The session will start at 8:00 am on Friday. Donna asked for discussion on paying for the speakers hotel and meal expenses. Charles Stearman motioned the chapter pay for a night s hotel and dinner expense for each of the three speakers. Diane Burkhardt, second. Motion carries, none opposed. New Business By-Laws Donna reports the committee has made a recommendation and that it was learned at the International conference that IHQ may require chapters to be on the same fiscal year as headquarters: July 1 through June 30. This would be implemented over the next two years. If Chapter 36 does so, the next slate of officers will serve 18 consecutive months. The committee will amend the new chapter by-laws (yet to be voted on by the chapter) to reflect necessary changes to accommodate this task and report to the board. The proposed by-laws must be distributed to the general membership ten days prior to a vote. Page 10 of 11

11 Policies and Procedures Greg Althoff needs each officer and committee chair to write a duty and procedure description and forward it to him. Adjourn Meeting adjourned by President Donna Harrison at 11:32 am. Notes recorded, reviewed and distributed by Charles Stearman, Secretary. Charles Stearman Secretary Chapter 36, International Right of Way Association Page 11 of 11