NCPTA Advisory Council Meeting

Transcription

1 NCPTA Advisory Council Meeting July 10, 2008 Raleigh, NC

2 Meeting Agenda Welcome Invocation Installation of District Directors Advisory Council Minutes / Roll Call Treasurer Report Meeting Guidelines Advisory Council Handbooks Committee Reports Legislative TAC Recognition Hall of Fame Service Pins Nominations Conference Committee Assignments Training for Members In depth hands on training for technicians Computer courses for office Staff NAPT Professional Development Series 2009 Conference Overview of layout for new board members Conference Committee role Coordinator Vacancy Call for Presentations NCPTA Correspondence Letterhead Other Items from Board or Executive Members Scheduling of Next Advisory Council Meeting

3 Invocation Binford Sloan

4 Installation of District Officers Binford Sloan

5 Oath of Office I, (state your name), do solemnly swear to serve my district and state to the best of my abilities, to be an active participant, and to uphold the constitution and bylaws of the North Carolina Pupil Transportation Association.

6 Advisory Council Minutes Jerry Wynne

7 Treasurer Report Cynthia Phillips

8 Meeting Guidelines Follow Agenda Only pertinent discussion to agenda item being discussed will be allowed. If a board member wishes to discuss a new item please wait until agenda topic Other items from Board or Executive Members. Member Recognized Only one advisory council or officer member at a time speaks Discussion will be directed to entire group No side bar discussions

9 Meeting Guidelines Con t. Voting Association Constitution isn t t clear on who can make motions. In the past only advisory council cil members have made motions. Roberts Rules of Order state motions can be made by board members and officers unless the organization by-laws prohibit. Once a motion has been made and seconded calls for discussion will be made. Members need to keep discussion only to the motion being made. If someone wishes to end debate on a motion must first obtain the floor by being duly recognized to speak by the chair, and must then move the Previous Question. Such a motion must be seconded, and then adopted by a two-thirds thirds vote, or by unanimous consent. [RONR (10th ed.), p ; 94; see also p of RONR In Brief.] If someone wishes to amend a motion once it has been presented Any amendment, "friendly" or otherwise, must be adopted by the full body, either by a vote or by unanimous us consent. If it appears to the chair that an amendment (or any other motion) is uncontroversial, it is proper for the chair to ask if there is "any objection" to adopting the amendment. If no objection is made, the chair may declare the amendment adopted. If even one member objects, however, the amendment is subject to debate and vote like any other, regardless of whether her its proposer calls it "friendly" and regardless of whether the t maker of the original motion endorses its adoption. [RONR (10th ed.), p. 154.] Only advisory council and state officers can vote on items at advisory council meetings. 23 votes total.

10 Meeting Guidelines Con t. Attendance District Directors and Officers need to attend all advisory council meetings. District Directors duties include to represent the majority opinion of his respective district on business matters in forming policies and procedures of the Association. He shall report any action taken by the Advisory Council to any and all district meetings of his respective district as those actions arise in the Advisory Council meetings. NCPTA By- Laws Duties and Terms of Officers and District Directors Section 2

11 Handbooks Each District Director and State Officer has been given a handbook. The handbook has the following items: NCPTA Constitution and By-Laws NCPTA Advisory Council Minutes (going back to Sept. 2006) TAC Committee Minutes (starting April 2008). Treasurer Report (since 2004) Sea Trail Letter of Agreement (2009 Conference) NAPT State Assoc. Membership Program. PowerPoint from meeting today.

12 Legislative Committee Report Scott Denton HB 2265 School Bus Exemption from Duplicate inspection Fuel Budget School Year Employee Salary raises FY Upcoming Term Contract for ULSD DPI has asked P&C to change language that would allow for LEA s s to get a price per gallon at time the order is placed. DPI is asking NCPTA to support their position Meeting has been scheduled July 18 at P&C. Binford & Scott? Plan n to attend Recommendation: NCPTA submit resolution supporting contract language change in support of LEA s Action Taken: Approved Legislation on tire contracts

13 TAC Committee Report Leonard Campbell

14 Recognitions Committee Report Cindy Carlisle

15 Hall of Fame Committee Report Harold Laflin

16 Service Pins Jody Pressley Members have expressed concern over how the NCPTA doesn t t take the time to properly recognize people with 25 years or more of service. Complaints have focused on the event being rushed at the conference and planned as if it was an afterthought. Is there a better way we as an organization can recognize individuals? Action: Group wants to look at ways to modify this for next year s s conference. Video slide show at awards session and ice cream social were suggestions gestions received.

17 Nominations Committee Report Binford Sloan

18 Conference Committee Report Binford Sloan

19 Committee Assignments Legislative Scott Denton, Durham County Jerry Wynne, Beaufort County TAC David Twiddy, Dare County Leonard Campbell, Cabarrus County Hall of Fame Harold Laflin, Buncombe County Service Pins / Historian Jody Pressley, UNCC

20 Committee Assignments Recognitions Cindy Carlisle, Cleveland County Jody Pressley, UNCC Chris Jones, Robeson County Joey Weathington, Pitt County Leslie Cox, Randolph County Nominations Jerry Wynne, Beaufort County Charles McDowell, Moore County Jeff Moore, Wake County Terry Campbell, Iredell County

21 Committee Assignments Conference Harold Laflin, Buncombe County (District 1) Shontia Davis, Mecklenburg County (District 2) Frankie Floyd, Ashe County (District 3) Brad Lankford, Stokes County (District 4) Rachel Hussey, Moore County (District 5) Laura Flye, Nash County (District 6) Dianne Grumelot, Cumberland County (District 7) Lizima Dickens, Bertie County (District 8) John Barbour, Carteret County (District 9) Scott Denton, Durham County (Trade Show) Dennis Wood, Yadkin County (Trade Show) Bobby Taylor, Brunswick County (Host LEA) All state officers are ex-officio members on each committee Recommendation: Board approve all assignments Action Taken: All assignments approved

22 Membership Training New technology in pupil transportation has created challenges for staff members Computerized vehicle power trains Multi-plex wiring Air-conditioning Spreadsheets Databases for analyzing / forecasting needs

23 Membership Training NCDPI has been conducting regional training classes on various topics that are vehicle contract related. Most of these courses are one day in length. NCDPI/ITRE/UNCC have conducted training for TIMS and BSIP on a regional and statewide basis.

24 Membership Training Con t. It is difficult for all LEA s s to provide in depth training for all areas. Most people desiring to get into any form of administration within our industry don t t have opportunities to receive specialized training relative to pupil transportation. Most is OTJ. As an association we can assist our members in providing training. As the old saying goes you get what you pay for.

25 Membership Training Con t. What can we Do? Form Training Committee to oversee and plan events Short term needs Long term needs Receive input from membership on what they desire the most. In time work with Conference committee Sponsor detailed training for NCPTA members. This can be done at the annual conference and regionally throughout the year. What will it cost NCPTA? $0 monetarily. If we treat this as we have the bus roadeo and to an extent the NAPT classes then people attending absorb the costs. Locations while they won t t cost us we will have to work around the logistics of adequate meeting facilities. This will be especially ly important for technician classes.

26 Membership Training Con t. How can we get started? Implement the training committee Talk with a few vendors about specialized training for technicians on products that are now out of warranty. Determine class size as relevant to all associated course costs (trainer fee, travel expenses, freight for class items, etc.). Determine cost per person. Hold one technician specialized course in the east and one in the e west during the school year. Hold three to four specialized courses for technicians at the annual conference. Utilize NAPT PDS series for administrative training opportunities.

27 Membership Training Con t.

28 Membership Training Con t.

29 Membership Training Con t. Recommendation: Approve as Presented for one year and then re-evaluate. evaluate. Action Taken: Approved to form training committee. Committee will start work to get the first class by late fall / early winter. More will follow. Committee members will be Binford Sloan (Nash-Rocky Mount), Bobby Taylor (Brunswick), Dennis Wood (Yadkin), and George Douglas (Cabarrus).

30 Conference Information Annual Conferences were in schools from Since 2004 the event has taken place in a convention center atmosphere. Membership at the conference ranges from about The largest conferences tend to be the coastal locations. Our association has relied on vendors to pay the majority of the conference cost. The association has utilized different conference coordinators for several years to assist the state officers in planning and organizing the event.

31 2009 Conference Sea Trail Resort June 15-19, 2009

32 2009 Conference Conference Committee This will be the first year an advisory council committee has actively participated in planning the conference. Group will plan several events within the conference Training General Session Business Session(s) Social Event(s) Meals Registration / Information Desk Daily

33 2009 Conference Conference Committee Group will see what organizational activities take place to make the conference flow. Here are some: Vendors Invitations Funds to participate Donations Trade Show Layout of floor space for all vendors (70 +) Setting up booths, receiving material Dismantling booths, shipping material Membership Registration letter / Conference information Database of attendees along with payment, course selections, etc. Name tags Recognitions Hotel Securing site, RFP, contract, etc. Working with staff to ensure adequate space is secured for each conference event. Having a great working relationship during the conference. Ensuring Banquet Event Orders are correct before conference and afterwards Banquet Event Checks are correct. Logistics Working with host LEA on things such as off site meeting space and a transportation to various events.

34 2009 Conference Timeline for Annual Conference months in advance secure site months in advance sign a contract months in advance advertise and hire a coordinator months in advance make initial contact with vendors about ideas and opportunities months in advance post call for presentations months in advance conduct site visit. Meet with hotel staff months in advance create preliminary conference schedule months in advance create and send registration packets to vendors and membership months in advance re-evaluate evaluate plans with hotel and host LEA months in advance collect fees from vendors and membership build database months in advance Create conference book and get to printers months in advance work weekly then daily with hotel and host LEA on last minute details. Week in advance to start of conference- get NCPTA items to conference site (merchandise, AV equipment, signs, service pins, member gifts, etc.)

35 2009 Conference Conference Coordinator Vacancy Conference Coordinator position was awarded at the Advisory Council Meeting on March 17, 2008 The total for the contract came to $10, 350 plus any additional expenditures (travel, postage, etc.) On June 7, 2008 the advisory council received a resignation from the 2009 Conference Coordinator due to professional and family commitments.

36 2009 Conference Things to Consider 1. The conference has evolved over the years and will continue to do so. 2. The Advisory Council has now formed the Conference Planning Committee which will take an active role in planning / organizing. g. 3. Training is becoming more specialized for different groups within n the membership. Should separate tracks be run within the same conference for technicians, routers, office staff, and administrators? ators? We do this now to a degree. 4. DPI is open to us hosting the regular bus driver roadeo at the conference. If we are interested we will need to first ensure the t participating LEA s s are open to the idea. Next we will have to work on logistics with DMV to see if they are open and the conference site. 5. Do we keep the traditional coordinator role?

37 2009 Conference Looking at an Outside Resource o National Association for Pupil Transportation (NAPT) has a program where state associations can join their group. o NAPT will then provide services to the state association for the quality of their conference. o NAPT has resources from a national perspective that could be brought into NCPTA.

38 2009 Conference What will the NAPT state association membership program do for NCPTA? Assist with conference site RFP preparation Site selection based on RFP responses Contract negotiations Budgeting Online registration and multiple payment options for conference participants/vendors They maintain the database but we own it. They send us one check for all funds received. They provide us with conference schedules selected by registrants Provide reports that track registration by type and date submitted. Two NAPT PDS Courses (max. 8 hrs.) at no charge. NAPT Speakers Bureau Collaboration with NAPT on state wide advocacy issues.

39 2009 Conference What does the NAPT program cost? $2,500 annually Does NAPT offer any other services? Brochure development and distribution On site management Food and beverage planning Exhibitor/ Trade show planning Exhibitor registration Will NAPT take control of the NCPTA conference? NAPT will not plan and organize our conference. They are strictly support and will only do what we want.

40 2009 Conference If we go with NAPT what will they charge to have a coordinator on site during the week of the conference next year? $500 - $1,250 plus travel expenses. Once NCPTA provides NAPT specifics for the individual a firm quote can be provided. What other state associations are members of this program? Indiana, Maine, Michigan, Oklahoma, South Carolina, Virginia, Missouri, New York, Georgia, Colorado, Texas, Arizona, SESPTC, and British Columbia.

41 2009 Conference Options 1. Let the conference committee and officers do the conference 100% themselves. 2. Become a state association member with NAPT. They do everything listed previously in addition to contracting for an on site person. Our conference committee and officers plan all the events. 3. Re-advertise for a conference coordinator. 4. Become a state association member with NAPT. We utilize the resources they offer in the annual membership. Our conference committee and officers plan all the events. We revise the conference coordinator role and readvertise.

42 2009 Conference Coordinator Fee NAPT Classes ( 8 Hrs.) Option 1 Option 2 Option 3 Option 4 $0 $1,250 (maximum) $1,167 (avg. last two years) $10,350 (based on last contract) $0 $1,167 (avg. last two years) $2,500-$5,000 $5,000 (depending on bids received) $0 Pre-conference admin items Travel $0 $2,500 $0 TBD TBD TBD $2,500 TBD Total $1,167 $3,750 $11,517 $7,500

43 2009 Conference Discussion Decision Action Taken Advisory Council adopted Option 4 for the 2009 Conference. Binford Sloan will be revising the coordinator RFP and submitting it to the conference committee for review.

44 2009 Conference Potential dates for fall on site visit at Sea Trail with staff: September 25-26, 26, 2008 September 29- October 1, 2008 October 8-10, Depending on how many go the rooms can be billed to the association for $63.75 plus tax each. Sea Trail will in addition upgrade these rooms to a mini-suite. Our contract with Sea Trail calls for 5 complimentary rooms. Action Taken: Conference Committee will meet on 9/28/08 at Sea Trail. T NCPTA advisory council will meet on 9/29/08 at Sea Trail.

45 Future Conference Dates at Sea Trail Sea Trail has the following dates open for future conferences: June 13-18, 18, 2010 June 12-16, 16, 2011 July 24-28, 28, 2011 All other slots are booked through 2014 for groups that are our size.

46 NCPTA Letterhead Draft 1 Action Taken: This draft was approved. Will change wording Board of Directors to Advisory Council

47 NCPTA Letterhead Draft 2

48 NCPTA Letterhead Draft 3

49 New Items from Council Members 1. Golf Tournament Advisory Council wants more information on golf tournament to determine how to incorporate into future conferences.