Kansas Association of Mappers Executive Board Meeting Thursday, January 28, 2010 Lawrence, Kansas

Transcription

1 Kansas Association of Mappers Executive Board Meeting Thursday, January 28, 2010 Lawrence, Kansas 1. Introduction and Opening Remarks President Dan Oldehoeft called the meeting to order Attendance: Bruce Hardesty Dan Rose Amber Reynolds Becky Bartley Eileen Battles Sherry Massey Mike Kallas Lee Allen Absent: Also present: Andy Smith and Darlene Lister Opening Remarks: Dan will attend the MAGIC conference and take the booth. The platinum level give two registrations, Dan asked who would be interested in using the second registration. Darlene said she would be interested in going and will confirm with Dan later. 2. Approval of Minutes Eileen made a motion to approve the July minutes with the approved changes, Sherry seconded. Motion approved. Bruce made a motion to approve the November minutes, Dan R seconded. Motion approved 3. Treasurer s Report At the present time the report shows a deficit of $831 from the conference, however, there is still income that Amber is waiting on. There was discussion on finances of the conference. Bruce made a motion to raise membership fees $10. Regular membership will be $30, subscribing $45 and Student $20, Dan Rose second. Motion approved. Announcement of increase will be in the next newsletter and effective March 1, Bruce made a motion to approve all reports, Lee seconded. Motion approved 4. Past President s Comments Bruce thanked Darlene for attending the meeting and Dan presented Darlene with a gift from KAM on her recent retirement. 5. President Elect s Comments Dan reported on touring two hotels in Manhattan for the 2011 conference. Dan also proposed that KAM sponsor a map contest for Kansas 150 th birthday. 6. Director s Comments Sherry Massey - None Mike Kallas - None Eileen Battles - None Lee Allen KGISD need to set up testing dates soon as possible..

2 7. Committee Reports Dan shared the appointment of committees. Ambassador: (Nomination, Membership and Awards): Dan O and Dan R History: Judy Palenske Designations: Pam Dunham Education: Becky informed the Board that she has only received four registrations for IAAO 601. Invites will be sent to those who attended IAAO 600 as well as the Missouri Mappers. Legislation: Sherry Massey Program: Brenda Krause and Scott Tabb Publication: Natalie Linner Dan R said the newsletter will be coming out soon. Dan also said that Missouri and Kansas will share information in newsletter for no charge. 8. Old Business A. KAM Mentoring Program - Andy Smith shared with the Board thoughts of having a mentoring program and how there is an opportunity to make a difference in sharing thoughts and ideas. There was discussion on how to gather a database of who could be mentors. Eileen said that DASC could assist in gathering info and that she would work with Andy in getting a Detail Profile questionnaire together. Andy was asked to write an article for the next newsletter. B. Add DASC & ESRI link to KAM website - Amber C. Grant Applications Dan said that he has received applications from Judy Palenski, Linda Seibert and recently from Melissa Crane and Susan Snapp. Eileen made a motion to grant $245 per organization, Sherry seconded. Motion approved. 9. New Business A. Grant Applications from Melissa and Susan approved in old business B. IAAO appointed representative - Dan asked if KAM had an IAAO representative and if anyone would be interested in that. Amber is to send an out asking who belong to IAAO. C. KAM Administration - Amber presented information from Custom Meeting Planners that would take care of registration and other administrative duties as the Board feels are necessary. There was discussion as what duties they would be responsible for, how much did we pay in salary to the admin last year and how much of that was for conference duties. There were questions regarding what kind of contract there would be, if we could specify length of term or would it be a calendar year. Bruce made a motion for Amber to negotiate with the company on our needs, Eileen seconded. Motion approved. D. By-Laws Becky noted that under the By-laws it states the Awards Committee is a standing committee. Sherry made a motion to have the By-laws reflect that the Awards Committee will fall under the Ambassador Committee, Lee second. Motion approved. 10. Next Meeting Wednesday, March 24 th noon. Little Apple Brewery, 1110 Westloop PL, Manhattan 11. Adjourn Sherry made a motion to adjourn, Eileen second. Motion approved.

3 Kansas Association of Mappers Executive Board Meeting Wednesday, March 24, 2010 Manhattan, Kansas 1. Introduction and Opening Remarks President Dan Oldehoeft called the meeting to order Attendance: Dan Rose Sherry Massey Becky Bartley Eileen Battles Mike Kallas Lee Allen Absent: Bruce Hardesty, Amber Reynolds Also present: Scott Tabb & Brenda Krause Opening Remarks: Dan said that he has had a request from BJ Wooding to name a scholarship in memory of John Cowan. Dan would like to see that this scholarship is established and he would also like to honor John at the conference. Dan Rose made a motion to name a scholarship in memory of John Cowan, Eileen seconded. Motion passed 2. Approval of Minutes Eileen made a motion to approve the January minutes with the approved changes, Sherry seconded. Motion approved. 3. Treasurer s Report There was a question regarding the mileage that was paid for in the amount of $ Dan will ask Amber to clarify for the next meeting. Sherry made a motion to approve the Treasurer s reports, Mike seconded. Motion approved 4. Past President s Comments - absent 5. President Elect s Comments Dan said that he has the booth; however, it needs updated as there are no pictures. Dan believes that Penne still had all the materials. Brenda thought maybe Susan might have saved it in her computer and will check on that. Dan is also to check with Amber. 6. Director s Comments Sherry Massey - None Mike Kallas - None Eileen Battles - None Lee Allen Lee asked if we knew of anyone else who wanted to take the KGISD test. Dan suggested to get with Amber but to get a date set and to have the study guide ready for the conference. Dan also suggested having something in the newsletter about a study guide course being offered at the conference.

4 7. Committee Reports Dan shared the appointment of committees. Ambassador: no report History: no report Designations: After checking with the bylaws it states that Points are recorded by calendar year. It was suggested to start over with the 2010 conference. Education: Melissa Crane appointed Chair Legislation: no report Program: Brenda Krause and Scott Tabb shared with the Board plans for the conference which will be held Oct 11 through 14 th. The question of increasing the registration fee was discussed. It was decided to table this item until next month so it can be researched. Scott informed us that we will have only one hospitality room this year. Any ideas on sessions can be forward to Brenda. It was suggested to have a panel discussion on mentoring. Publication: Dan R said the newsletter will be coming out in April; he wants to get back on track. It was discussed and verified that a Subscribing Vendor automatically gets a business size ad in the newsletter. Dan shared with the Board how a vendor was upset regarding the appearance of their advertisement in the last newsletter. It was decided that all ads will be sent in PDF format to the vendor for proof prior to the newsletter being sent out. Dan said that he will have conference information put in the July newsletter. 8. Old Business A. IAAO appointed representative It was suggested to ask BJ Wooding if she would be interested in representing KAM. Dan will check with BJ B. MAGIC Conference Dan will get in touch with Darlene to see if she is still interested in attending the conference. C. Custom Meeting Planners tabled until next meeting D. Posting Policies tabled until next meeting 9. New Business 10. Next Meeting Wednesday, June 2 March 24 th noon. At Legend s Yardhouse, 1863 Village West Pkwy, KCK. 11. Adjourn Sherry made a motion to adjourn, Mike second. Motion approved.

5 Kansas Association of Mappers Executive Board Meeting Wednesday, June 2, 2010 Kansas City, Kansas 1. Introduction and Opening Remarks President Dan Oldehoeft called the meeting to order Attendance: Dan Rose Amber Reynolds Becky Bartley Eileen Battles Mike Kallas Lee Allen Absent: Bruce Hardesty, Sherry Massey Also present: Pam Cannon, Jamie Schieber & Tammy Bagley Opening Remarks: Dan said that Scott and Brenda are in charge of moderators for the conference and the Administrator will be in charge of keeping track of member s points. Dan would like to look at the policy on attendance at the next meeting. 2. Approval of Minutes Eileen made a motion to approve the June minutes seconded by Amber. Motion approved. 3. Treasurer s Report Amber informed us that there was a profit of approximately $1,000 from the conference. One check from 2008 conference is still outstanding in the amount of $ There was a question of reimbursement of $58.59; Amber informed us it was issued to Lee Allen for mileage. Becky made a motion to approve the Treasurer s reports, Mike seconded. Motion approved 4. Past President s Comments - absent 5. President Elect s Comments Missouri Mappers Association met in May and would like to exchange one registration to enable each organization to attend conferences; their conference is July th. Amber made a motion for Dan to attend the conference and expenses not to exceed $400. Mike seconded. Motion passed 6. Director s Comments Sherry Massey - None Mike Kallas - None Eileen Battles - None Lee Allen None

6 7. Committee Reports Ambassador: no report History: no report Designations: Pam Dan said he has been going through all the files he has received from the previous Administrator. I looked as if everyone has the maximum number of points needed to keep their designation. All members will start over on the designation points with the 2010 conference. The committee will look at how points are distributed and report back. Education: none Legislation: no report Program: Brenda would like a summary of expenses from last conference. Registration fees will remain the same as last year. Publication: Newsletter going out next week. 8. Old Business A. Custom Meeting Planners Jamie and Tammy introduced themselves and said they begin CMP in 2005 as Certified Meeting Planners. CMP described the various duties they would provide that would benefit KAM and help the organization grow and become stronger. The Board discussing the various options that were given to KAM and after discussion a motion was made by Mike to go with Options 1 through 5 for a total of $7, The Administrative Assistant Package 2. Online & On-site Registration Services 3. Meeting Facility/Food & Beverage 4. Price for Exhibit 5. Marketing Dan Rose second the motion. Motion approved. B. Posting Policies tabled until next meeting 9. New Business 10. Next Meeting Wednesday, August 25 noon. At Legend s 11. Adjourn Mike made a motion to adjourn, Eileen second. Motion approved.

7 1. Introduction and Opening Remarks President Dan Oldehoeft called the meeting to order Attendance: Dan Rose Amber Reynolds Becky Bartley Eileen Battles Mike Kallas Lee Allen Absent: Bruce Hardesty, Sherry Massey Also present: Scott Tabb Kansas Association of Mappers Executive Board Meeting Wednesday, August 25, 2010 Kansas City, Kansas Opening Remarks: Dan briefed us on his attendance of the Missouri Mappers Association Conference and said that Lisa Chapman from the MMA will be attending our conference. Dan brought up the John Cowan Scholarship and said we need to set an amount and other requirements for this. We will further discuss this under Old Business. 2. Approval of Minutes Eileen made a motion to approve the June minutes seconded by Amber. Motion approved. 3. Treasurer s Report Amber informed us that there was a profit of approximately $1,300 from the 2009 Conference. CMP is sending a report on a regular basis keeping her informed on registration and fees collected. Grant requests have been received from Melissa Crane, Linda Seibert and Darlene Lister to attend the Annual Conference. Amber informed us that by-laws state that members can only receive one grant per calendar year and for conference fees only. Eileen made a motion to approve a grant for $125 to Melissa Crane and an amended amount of $125 to Linda Seibert, seconded by Amber. Motion approved. Becky made a motion to approve a grant for Darlene Lister in the amount of $125, seconded by Mike. Motion approved. There was discussion regarding the attendance of Board Members at the Conference and after checking with the bylaws the Board is allowed to assist with funds beyond those approved for grants (see VII #5 of bylaws) A motion was made by Dan Rose to assist Amber and Dan Oldehoeft with registration fees to enable them to attend the Conference, motion seconded by Lee. Motion approved Becky made a motion to approve the Treasurer s reports, Mike seconded. Motion approved 4. Past President s Comments - absent 5. President Elect s Comments No comments 6. Director s Comments Sherry Massey - None Mike Kallas - None Eileen Battles - None Lee Allen None

8 7. Committee Reports A. Ambassador: Nomination Committee After discussion it was decided to stagger length of term for Directors to give the Board continuity. This year two Directors will be elected for a term of one year and two will be elected for a term of two years. Next year all Directors term will be two years. Dan asked for each of us to create a list of duties preformed in what capacity we serve the Board to inform and assist future officers. There was also discussion as to the President and President-elect serving on the Nomination Committee which now falls under the Ambassador Committee which the President-Elect chairs. Eileen made a motion to amend Article 9 of the bylaws to reflect that 2 Directors will be elected to serve one year and two Directors will serve a two year term and to strike #3 under Article 10, second by Lee. This motion will require the general membership s vote since it will be changing the Constitution and requires a 30 day notice to all members. It was decided to have an article in the next newsletter going out prior to conference. B. History: no report C. Designations: Lee Allen - giving presentation on KGISD and discussing methodology of test. He is drafting an extended study guide and will have suggested readings and a list of terms at his presentation. It was decided to have these items posted on the website after conference. D. Education: no report E. Legislation: no report F. Program: Scott Tabb Scott informed us that an invitation to all past presidents have been sent and to date 12 have replied. Everything is going as planned with only a few things to work out. Scott and Brenda are checking with the hotel on corking fees, asking vendors for assistance with fees.. G. Publication: next issue will be coming out toward end of September. 8. Old Business A. Custom Meeting Planners So far those who have had to work with CMP have had a good experience. They have been coordinating well with the Program Committee and the Publication Committee. CMP s contract expires December 31 st of this year at which time the Board will review performance and decided to renew or not. B. Posting Policies have been placed on the website and after 30 days notices will be removed unless otherwise notified. C. KAM registration fee fees need to be considered next year at time budgets are prepared. D. Meeting attendance Dan would like to see a policy implemented on attendance of Board members. Changing constitution requires a vote at the General meeting. Dan will discuss how important it is to attend meetings. It was also suggested that due to the economy conference calls could be an option. E. John Cowan Memorial Scholarship Dan requested that the establishment of the memorial be finalized and announced at the conference. John was a big proponent of geography awareness and creating a scholarship would be a wonderful way to honor him. After discussion it was decided to award a $500 scholarship to a Kansas senior high school student or Kansas college sophomore student majoring in geography. Funding for the scholarship will be taken out of the education budget. Dan will have a draft of the application at the next meeting. Applications will be sent out to Kansas high schools and colleges. Mike made a motion that the Kansas Association of Mappers John Cowan Memorial Scholarship award one $500 scholarship attending a Kansas College payable in August each year to the approved applicant, seconded by Eileen. Motion approved.

9 9. New Business A. Standard Operating Procedure Manual for Conference - After discussion it was decided that instead of a manual for the conference a manual for KAM Officers, Directors and Committee Chairs is what would be beneficial. Tabled for meeting following conference 10. Next Meeting Monday, October 11 in Wichita Conference site. 11. Adjourn Mike made a motion to adjourn, Eileen second. Motion approved.

10 1. Introduction and Opening Remarks President Dan Oldehoeft called the meeting to order Attendance: Dan Rose Amber Reynolds Becky Bartley Eileen Battles Mike Kallas Lee Allen Sherry Massey Absent: Bruce Hardesty Kansas Association of Mappers Executive Board Meeting Monday, October 11, 2010 Kansas City, Kansas Also present: Scott Tabb, Brenda Krause and Jamie Schieber Opening Remarks: Thanked everyone for all the work that has been done in preparing for the conference. 2. Approval of Minutes Sherry made a motion to approve the August minutes seconded by Eileen. Motion approved. 3. Treasurer s Report Amber informed us that the tax exemption papers have been filed. Need to note that August 15 th reports needs to be filed next year. She also said notification of renewal of the cd indicated that interest was.05%. Dan suggested check for better rates or put the money in the checking account when time to renew. Eileen made a motion to approve the Treasurer s reports, Sherry seconded. Motion approved 4. Past President s Comments - absent 5. President Elect s Comments No comments 6. Director s Comments Sherry Massey - None Mike Kallas - None Eileen Battles - None Lee Allen Discussed his KGISD presentation. Amber has posted the study guide on the website. Jamie said she would send out an notifying members of the study guide. Lee said the test needs to be updated and in digital format with an encrypt password. Need to check on KM and PKM to see if those tests are in digital format. 7. Committee Reports A. Ambassador: Hospitality Room in 148/149 B. History: no report C. Designations: Dan will have Pam explain the designations and point system. D. Education: no report E. Legislation: no report

11 F. Program: Scott Tabb Scott and Brenda informed the Board of arrangements for the conference. Around 12 past presidents will be attending the gala and George Donatello will emcee. Jamie will get with hotel and check on prices and will also contact the hotel for 2011 and try to negotiate for better prices. G. Publication: no report 8. Old Business A. Standard Operating Procedure Manual for Conference Need to have job descriptions for next meeting. 10. Next Meeting after conference. 11. Adjourn Eileen made a motion to adjourn, Amber second. Motion approved.

12 Kansas Association of Mappers 24 th Annual Conference Tuesday, October 12, 2009 Wichita, Kansas Dan Oldehoeft opened the Business Meeting of the 2010 Convention and thanked Scott Tabb, Brenda Krause and other Program Committee members for all the work that they have done in preparation of the convention this year. Dan also thanked vendors, committees and all involved in assisting the Program Committee. Scott thanked the members of the Program Committee for all their hard work. Dan Oldehoeft announced that the Board hired Custom Meeting Planners and explained their duties. Dan Oldehoeft informed the members that a study guide has been developed to aide in preparing for the KGISD and that Lee Allen would be giving a presentation on the test process. Dan Oldehoeft said that Dan Rose attended the Missouri Mappers Conference and introduced Lisa Chapman with MMA, who was attending the conference so the two organizations can share ideas. Dan Oldehoeft announced that a John Cowan Memorial Fund has been established. Applications will be accepted from Kansas senior high school students or Kansas college sophomore students majoring in geography. The selected applicant will be awarded $500. Funding for the scholarship will be taken out of the education budget. At this time Ed Crane shared a video presentation of Jack Dangermond, President of ESRI. Committee Reports: Legislative/Standards - Ivan Weichart addressed the conference urging all to share data as local data is the most accurate and beneficial, which enables legislators to do their job more effectively. Dan Oldehoeft explained that the Board felt it was necessary to make a couple of changes to the Constitution and these items will be voted on Wednesday along with voting on officers. First item is to change Director appointments from currently one to two year staggered appointments. This will eliminate the possibility of a completely new Board and establish two members with previous knowledge of what the Board has been working on. The second item is in order to operate effectively; elected members need to be present at all meetings unless excused. Absence of a member of the Executive Board misses three consecutive meetings that member will be construed as a resignation. Nominations - Dan announced nominations for officers President Dan Rose President Elect Eileen Battles Secretary Becky Bartley Treasurer Amber Reynolds Directors: Mike Kallas Lee Allen Gail Ogle

13 Dan Oldehoeft asked for nominations from the floor. Darlene Lister and Pam Canon were nominated to serve as director. Ivan made a motion to close nominations, seconded by Judy Palenske. Motion approved. Dan Oldehoeft said voting would be held Wednesday until 5:00 pm. Awards - Shonda Sauseda announced winners Most Valued Member Amber Reynolds, Jackson County, MO Outstanding Mapping Project City of Topeka, Dan Rose Membership New members were announced by Dan Oldehoeft Certification Pam Cannon explained the different designations and encouraged everyone to go for a designation. History Judy Palenske has photo albums in the hallway. Dan Oldehoeft swore in the newly elected officers and turned the gavel over to Dan Rose. President Dan Rose President Elect Eileen Battles Secretary Becky Bartley Treasurer Amber Reynolds Directors - Lee Allen Darlene Lister Pam Cannon Gail Ogle Dan Rose thanked Past President Dan Oldehoeft for serving KAM as President. Dan Rose gave his congratulations to KAM on celebrating its 25 th anniversary and encouraged everyone to sign up for a committee in order to keep KAM a strong and active organization. Grand Prize winner of a free registration to next year s conference was Sherry Massey. Dan Rose also announced that both Constitutional Amendments passed and next year s conference will be in Manhattan. Dan Oldehoeft made a motion to adjourn the Conference, seconded by Amber. Motion passed. Dan Rose asked officers to stay for a brief meeting.

14 Kansas Association of Mappers Executive Board Meeting Thursday October 14, 2010 Wichita, Kansas Introductions and Opening Remarks President Dan Rose called the meeting to order Attendance: Dan Oldehoeft Eileen Battles Becky Bartley Amber Reynolds Lee Allen Gail Ogle Pam Cannon Darlene Lister Also Present: Jamie Schiever and Scott Tabb Dan reminded everyone to have their job description at the next meeting. Scott Tabb gave a copy of the descriptions to Gail who will to everyone. Amber will change to reflect the new Board. Don Cleveland asked to have a list of attendees. After discussion it was decided to put in the package that is give to vendors, the question if they wanted attendance list but a stipulation they can t sell list to other vendors. It was also decided to include on the registration a place for members to opt out if they don t want to be contacted by a vendor. Next meeting will be at Celtic Fox in Topeka on Friday, November 12, 11:30. Dan Rose is to make reservations. Darlene Lister made a motion to adjourn, seconded by Dan Oldehoeft. Motion passed.

15 Kansas Association of Mappers Executive Board Meeting Friday, November 12, 2010 Topeka, Kansas 1. Introduction and Opening Remarks President Dan Rose called the meeting to order Attendance: Dan Oldehoeft Eileen Battles Becky Bartley Amber Reynolds Pam Cannon Lee Allen Gail Ogle Darlene Lister Also present: Jamie Schiever Opening Remarks: Dan Rose thanked everyone for serving on the Board and shared that he has received good comments regarding KAM and its progress. 2. Approval of Minutes Dan Oldehoeft made a motion to approve the October minutes with the approved changes, Darlene seconded. Motion approved. 3. Treasurer s Report Amber reviewed the monthly reports and informed us that approximately $3,000 was made from the conference. Only one person hasn t paid registration fees and all bills were in. The biggest item was $15,000 for food and drink. The vendors help with the expenses by paying for the pizza night, the hospitality room and for beer. The Board thanks the vendors for their support. Amber said we need to update the signature card for the checking account. Darlene made a motion to have Amber remove Dan Oldehoeft and add Dan Rose on the checking account, seconded by Eileen. Motion approved. 4. Past President s Comments - Dan Oldehoeft informed us that he is working on the application for the John Cowan Scholarship Award and will send out a draft as well as an outline of the process. Dan Oldehoeft said he would like an article in the upcoming newsletter describing the scholarship and informing the organization how it is being funded. Dan Oldehoeft also suggested that the Ambassador s Committee be eliminated as it is confusing and have each of the subcommittees become a separate committee as in the past. Dan Oldehoeft made a motion to dissolve the Ambassador s Committee that Membership, Nomination and Awards committees become separate and to amend the By-Laws to reflect these changes, Darlene seconded. Motion approved

16 5. President Elect s Comments Eileen has been in contact with Andy Smith regarding the mentoring program and also informed us that Lisa Hallberg will no longer be working with DASC. Because of Andy s work schedule and DASC losing Lisa the project will be delayed. After discussion it was suggested to have a list of contacts and/or questions put in an excel spreadsheet and available on KAM s website for now. 6. Director s Comments Lee Allen Lee stressed the need to update the KGISD test. Pam Cannon - None Gail Ogle - Gail requested the meetings be held in Kansas City due to the distance she travels. Darlene Lister Darlene thanked Dan for establishing the scholarship committee, as she tried to get it started several years ago and will assist in preparing the application and process. 7. Committee Reports Dan Rose shared the appointments of committees. Ambassador: dissolved Membership Lewis Schunk: KMC contacts cities, utilities and other sources. Darlene will visit with Lewis and with Jessica Frye to get contact names. Amber reminded us that membership is due December 31 that notifications will be sent out if not paid up. Jaime is to send a list of what members attended the conference. Nominations Shonda Sauseda: no report Awards Shonda Sauseda: no report History - Judy Palenske: no report Designations- Pam Dunham & Pam Cannon: There was discussion as to whether this committee was Designation or Certification. After discussion and to be consistent this committee will be named Designation Committee. Pam said the committee wants to update book and to get an article in the newsletter. Education Melissa Crane: no report Legislation Sherry Massey: no report Program Heidi Mosher: Dan Rose said the budget for the 2011 conference is based off of this year s budget and the hotel agreement. It was suggested to have Jaime get in touch with major cities chamber for 2012 conference and see if there is an interest and what they have to offer. Publication Eli Martinson: Dan Rose stressed the need to raise vendor fees for publication rates since contracts need mailed out. Jaime will send out the suggested prices in the next few days for approval so contracts can be mailed. Jaime will also be searching for new vendors. There was a question on having a hyperlink from the newsletter to Vendor s site, Dan Rose will check on the compatibility of the publication program. Dan Rose urged all Committee Chairs to submit a report for each meeting.

17 8. Old Business A. Standard Operating Procedure Manual It was suggested to prepare a list of standard items in a monthly format. Becky and Eileen will have a list for next meeting. B. Directors terms Lee and Pam volunteered to serve a 1 year term. 9. New Business A. Custom Meeting Planners Dan Oldehoeft said he felt it was beneficial to have CMP and feels they have already helped KAM to run smoother since we hired them. Jaime went through the proposal and explained the benefits of each option. She explained that we may not be able to save money in regards to the hotel expenses since the contract is already signed but felt she would be able to add more options for the same amount of money through negotiations. It was suggested to raise conference fees and membership fees since they haven t been raised in a number of years. Option 1 - Administrative Assistant Package Option 2 RFP Site Analysis & Contracting Services Option 3 - Online Registration Services Option 4 Liaison Services for Facility & Food/Bev Option 5 Exhibit Management Services Option 6 Marketing Option 7 Educational Support The Board asked Jaime to be excused as they discussed the proposal. After discussions it was decided to go with Options 1, 2 & 5 and ask if a portion of 6 didn t fall under option 1, totaling $13,540. Dan Oldehoeft made a motion to go with Options 1, 2 & 5, seconded by Darlene. Motion approved B. Miscellaneous Items Dan Rose suggested we get contact cards for KAM and to forward mail from our PO Box to CMP. Amber said that the mailbox can t be forwarded and there was a problem with the rental. She will get with the Post Office and clear the matter up. Jaime will put together a flyer and get contact cards for KAM. 10. Next Meeting Friday, January 14 11:00 am Legends. Dan Oldehoeft is to find a location suitable for meetings. 11. Adjourn Eileen made a motion to adjourn, seconded by Amber. Motion approved.

18 Kansas Association of Mappers Executive Board Meeting Wednesday, December 15, 2010 Conference Call Participating in the conference call was Dan Rose, Amber Reynolds, Pam Cannon, Lee Allen and Becky Bartley The purpose of the conference call was to clarify the contract that was signed with CMP and whether additional options should have been included. The Board was in agreement that CMP has been doing an excellent job and would like to be able to include all options in the contract but at the present time cost was the main factor in excluding some of the options. In the discussions it was decided to have Amber and Dan Rose make a list of duties we would like CMP to perform and what would the cost be. Next scheduled conference call is December 21.