MEETING MINUTES BOARD OF DIRECTORS Wednesday, February 13, :30 3:00 p.m. Illinois Tollway 2700 Ogden Avenue, Downers Grove, IL 60515

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1 MEETING MINUTES BOARD OF DIRECTORS Wednesday, February 13, :30 3:00 p.m. Illinois Tollway 2700 Ogden Avenue, Downers Grove, IL Board Members in Attendance: John Benda, President (Illinois Tollway) David Zavattero, Vice President, Illinois (Chicago OEMC) Scott Evans, Vice President, Kentucky (Northrop Grumman) Meggan Simpson, Vice President, Indiana (InDOT) Christopher Hedden, Vice President - Ohio (Cambridge Systematics) Karen George, Secretary (TransCore) Ken Glassman, Treasurer (Jacobs) Gary Rylander, Immediate Past President (Rylander Consulting) Ryan Elliott, Director (URS) Duana Love, Director Charles Sikaras, Director (Illinois Department of Transportation) John Gray, Director (DMJM Harris) Others in Attendance: Shawna Ulicne, Administrator Austin Provost, Meade Electric Italics indicates participation via teleconference 1) Self Introductions: President Benda called the meeting to order at 1:30 p.m. A quorum of the ITS Midwest Board members was present, either in person or by participation via teleconference. Those in attendance introduced themselves. 2) Approval of Meeting Minutes: The minutes from the following Board meetings were distributed prior to the meeting: 8/22/07; 11/1/07 and 12/12/07. Gary Rylander moved that the meeting minutes from 8/22/07; 11/1/07 and 12/12/07 be approved as distributed. David Zavattero seconded the motion and the motion passed. 3) Review of Action Items: President Benda reviewed the list of action items from the previous Board meeting as follows: 10.1 Open 10.2 Closed 10.3 Open 10.4 Open 10.5 Closed

2 10.6 Closed 10.7 Open 10.8 Open 10.9 Open Open Closed President Benda commented that he received responses from those interested in volunteering for committee positions. He is working on getting the list finalized and will have Shawna distribute this list to the Board members. President Benda would like the Board members to look at the list and respond back to Shawna to confirm the accuracy of the list and to confirm their interest. John Gray and Meggan Simpson volunteered to be on the Meetings Committee. President Benda asked Shawna to sort the membership database by state and distribute it to the corresponding Vice President for each state. The Vice Presidents are to select key players from the list that would be good recommendations for committee positions. This list of names along with any additional input should be sent back to Shawna by February 22, President Benda indicated that he has not received a response from Terri Barnhart at OTEC regarding the 2008 annual meeting. John Gray offered to follow up; he will explore the opportunity for ITS Midwest to hold our meeting a day or two prior to the OTEC meeting. Also, the Meetings Committee will work with Shawna to further explore this option. President Benda reminded the Board that since the 2008 Annual Meeting will be held in Ohio, he would like the Meetings Committee to begin plans for a spring event to be held in the other three states. Duana Love and Chuck Sikaras volunteered to work on getting the ITS Midwest newsletter back into production. President Benda would like them to reach out to members and designate a permanent Editor. He would like to see something presented from each state showcasing noteworthy items, awards, guest opinions, and editorials or feature a member of the month. Shawna Ulicne offered to assist in the preparation and distribution. Duana and Chuck will work with Ken Glassman to work out an appropriate budget and method of distribution. It was agreed that the main distribution should be electronic but also provide hard copies for Board members to distribute at meetings and events. Ken Glassman mentioned that there is currently $6,500 in the budget for newsletter related expenses. President Benda asked Shawna to assemble a calendar of all ITS Midwest Board Meetings and Executive Committee Meetings. Shawna will check this calendar against the comprehensive calendar for conflicts and notify President Benda if any adjustments need to be made. President Benda and Jeff Hochmuth have worked on revising the ITS Midwest Strategic Directions Plan and will distribute an to the Board members relative to the changes. Board members are to send their comments to President Benda.

3 Chuck Sikaras presented a meetings refund policy to the Board for consideration. He would like the policy to incorporate the following information: The deadline date for registrations/cancellations and an explanation of the cancellation policy. The deadline date will be based upon meal guarantees that ITS Midwest is required to give the host facility. Paid registrations that are cancelled after the deadline date will not be refunded. Unpaid registrations cancelled after the deadline date will be invoiced. In both situations outlined above, ITS Midwest members are encouraged to send an alternate representative for registrations that need to be cancelled after the deadline date. ITS Midwest will attempt to accommodate registrations that are received after the deadline date. However, ITS Midwest can offer no guarantee that late registrations will be accepted. Chuck will formalize his proposal and send it to Shawna for distribution to the Board members. Any comments should be directed back to Shawna. David Zavattero moved that the Board implement the policy as written by Chuck Sikaras pending any comments from the Board. The motion passed. 4. Truck Parking Initiative Support Letter: President Benda distributed a letter to the Board for their approval showing the support of ITS Midwest in the FHWA Truck Parking Initiative. Gary Rylander suggested changing the last sentence in the last paragraph to read: Your proposed project meets the overall mission and goals of ITS Midwest and we support it. It was also mentioned to double check Joe Hill s title. Chuck Sikaras will make the necessary changes and the letter to President Benda for his signature. Scott Evans moved that the Board approve the Truck Parking Initiative support letter as amended and have President Benda sign and send the letter to the Illinois Department of Transportation. The motion passed. 5. ITS 15 th World Congress New York City: President Benda will get in touch with Edgar at ITS America following this Board meeting and let them know of the Board s decision. The costs and work associated with our participation will be as follows: $7,500 kiosk fee; program to present on the video screen; staffing for the kiosk. President Benda feels that this is an excellent opportunity to gain notoriety for ITS Midwest and the organization should develop a slideshow showcasing what we are accomplishing as a state chapter. This will show ITS America that we support furthering ITS initiatives. The current budget allows for such expenses. He would like the Board to reach out to some of our agencies and explore developing a professionally designed program. One possibility is to incorporate ITS Midwest member information at the kiosk and charge the member organization to offset the cost. David Zavattero motioned that he be approved to notify ITS America of ITS Midwest s desire to sponsor a kiosk at the 2008 ITS America Annual Meeting. Gary Rylander seconded the motion, the motion passed. 6. Other Business: Chuck Sikaras indicated that he had a few changes to the letter that accompanies the membership dues statements. He feels that clarification needs to be made regarding qualifying for organizational memberships vs individual memberships.

4 He will Austin Provost his suggested changes and Austin will incorporate these changes in future invoices. In other business, it was decided to keep the ITS Midwest Post Office Box in Powell Ohio and designate this as the organization s permanent mailing address. It was decided not to renew the ITS Mid-America domain name ( Shawna will check with Tom Ewing to see what the ramifications would be. If it appears that everything has been linked and transferred to the ITS Midwest webpage, it was decided to let the ITS Mid-America domain name expire. 7. New Action Items: Shawna Ulicne reviewed the action items resulting from this meeting and action items carried over from previous meetings that have not been completed, as follows: 10.1 Shawna to sort membership list by state and distribute to corresponding Vice President. Vice Presidents need to review their list and send an to John Benda with the contact information of the key players from their states to potentially serve as committee members Board members are to look at the committee interest spreadsheet and confirm their interest to President Benda John Gray and David Zavattero will explore holding the 2008 Annual Meeting in conjunction with OTEC. John Gray will follow-up with Terri Barnhart/OTEC Chuck Sikaras and Duana Love agreed to work together in reaching out to folks in preparation for reinstituting the newsletter David Zavattero will advise ITS America that ITS Midwest has approved sponsoring a kiosk at the 2008 ITS America Annual Meeting Chuck Sikaras will revise the letter of support for the Truck Parking Initiative and send it to President Benda for his signature Shawna Ulicne will work with the Meetings Committee to begin plans for the 2008 Annual Meeting President Benda will send out an updated draft of the ITS Midwest Strategic Directions Plan for Board review Board members are to review the ITS Midwest Strategic Directions Plan and provide comments to Debbie Miller Committee Chair and members need to be finalized Chuck Sikaras to finalize the proposal regarding meeting refunds and send it to Shawna Shawna to check the ITS Midwest comprehensive calendar for any conflicts with our scheduled Board and Executive Committee meetings. 8. Next Board Meeting: April 9, Meeting Adjourned: The meeting was adjourned at 2:59 p.m. 10. After Board Meeting: via electronic mail: On February 21, 2008 a proposed registration policy was discussed and passed. The following wording has been adopted as the official ITS Midwest meeting registration policy: In order for ITS Midwest to meet its contractual obligations, we regret that cancellations after established deadline dates will not be refunded. Unpaid registrations cancelled after the deadline date will be invoiced. In the

5 event that a paid registrant must cancel his/her registration, ITS Midwest welcomes an alternate representative to attend. Advance registration is highly encouraged. ITS Midwest will attempt to accommodate late and on-site registrations but can offer no guarantee that the banquet staff can accommodate such requests. We look forward to your participation. Respectfully Submitted, {Electronic Copy} Shawna Ulicne Administrator ATTACHMENTS Agenda Financial Statement / 10FEB2008

6 MEETING AGENDA ITS MIDWEST BOARD MEETING WEDNESDAY, FEBRUARY 13, :30 3:00 p.m. CST Illinois Tollway 2700 Ogden Avenue, Downers Grove, IL Teleconference Participation is Available , Code # Self-Introductions and Approval of Agenda 2. Approval of Minutes from December Board Meeting Review Action items: 10.1/Vice Presidents need to send an to John Benda with the contact information of the key players from their states to potentially serve as committee members. 10.2/Minutes need to be approved as follows: 7/11/07 Executive Board Meeting, 8/22/07 Board Meeting, 9/19/07 Executive Board Meeting, and 11/1/07 Board Meeting. 10.3/John Benda will explore holding the 2008 Annual Meeting in conjunction with OTEC meeting in Columbus Ohio. 10.4/Newsletter Editor needs to be named and the mail date scheduled. 10.6/President Benda to provide a new meeting schedule for the remainder of the year. 10.7/Shawna to begin work on the Annual Meeting for October 2008 once a location has been decided. 10.8/President Benda to send out updated draft of the ITS Midwest Strategic Plan for Board review. 10.9/Board to review ITS Midwest Strategic Plan update and provide comments to President Benda s Administrative Assistant /Committee Chair and members to be finalized /Board members to provide ideas on refund policy to President Benda or Shawna Ulicne. 3. Request for support for Truck Parking Initiative on the I-70 Corridor in Illinois Board Approval to send attached support letter (C. Sikaras) 4. ITS 15 th World Congress New York City (D. Zavattero) - Revised ITSA Chapters Pavilion Proposal - Board Action to Approve ITS Midwest Participation and Level - Committee to assist in developing the Chapter s World Congress Participation

7 Annual Meeting Ohio 6. Next Board Meeting - April 9, 2008 at 1:30 p.m. CST

8 ITS Midwest Financials January 1, 2008 thru February 10, 2008 Proposed Actuals Revenues Interest Earned $ Other Income (ITS Mid America Fund Transfer) 2005 Membership Dues 2006 Membership Dues 2007 Membership Dues 2008 Membership Dues $ 25, ITSA Rebates $ 1, $ ITS Midwest Annual Spring Meeting $ 25, ITS Midwest Annual Fall Meeting $ 4, Total Revenues $ 56, $ Expenses Annual Spring Meeting $ 25, Annual Fall Meeting $ 4, Board Meeting and Meeting Support $ 1, $ Administrative Assistance $ 14, $ 1, Officer Travel $ 1, Newsletters Printing $ 5, Postage & Mailings $ 1, Website Maintenance $ 5, Membership Mailings $ Outreach State Outreach Illinois DOT $ 1, Indiana DOT $ 1, Ohio DOT $ 1, Kentucky DOT $ 1, Promotions Chapter Recognition Awards $ Legislative $ 1, Sponsorships Conference and Training Support $ 7, Educational Support/Outreach Scholarships $ 2, Special Projects Internship Business Cards Insurance and Fees $ 1, Affiliation Fees $

9 Miscellaneous $ Total Expenses $ 75, $ 2, Net Gain/(Loss) $(19,600.00) $ (1,441.39) Balances Checking Account ending January 31, 2007 $ 10, Outstanding Checks Ending Feb. 10, 2008 $ (1,030.02) Certificate of Deposit: % $ 10, Money Market ending Dec. 26, 2007 $ 50, Total Assets as of February 10, 2008 $ 70,153.74