Executive Committee Meeting June 13, 2018 Noon 2 pm Meeting Location: City of Richfield, City Hall, Bartholomew Room 6700 Portland Avenue Richfield, MN 55423 AGENDA I. CALL TO ORDER Kristin Asher II. III. IV. TREASURER S REPORT - Russ Matthys, Secretary/Treasurer; Lee Gustafson, Deputy Treasurer A. Financial Report (Gustafson) (attached) 1. Account Details 2. Chapter Financial Report (April and May 2018 reports) 3. Merrill Lynch Report (May 2018 report) B. Review and approve draft 2018-2019 budget MN2050 COMMUNICATIONS PLAN Kristin Asher PRESIDENT S REPORT Kristin Asher A. Deputy Treasurer Term B. Volunteer Coordinator Term V. SECRETARY S REPORT Russ Matthys A. Minutes from March 9, April 13, May 4, 2018 Officers Conference Calls (attached) B. Minutes from April 11, 2018 Executive Committee Meeting (attached) VI. VII. VIII. VICE PRESIDENT S REPORT Amy Grothaus A. Financial Subcommittee Update B. 2018 PWX Young Professional Stipend C. 2018 PWX Chapter Dinner PAST PRESIDENT S REPORT Chris Petree A. Nominating Committee COUNCIL OF CHAPTERS REPORT Jeannine Clancy A. Delegate s Report B. History Committee (Dave Hutton, Chair, Jennifer Levitt, Vice Chair)
IX. DIRECTOR/COMMITTEE CHAIR REPORTS A. Director of Public Works/City Engineer Director: Nick Egger 1. Membership Committee (Jason Sprague, Chair; Nick Egger, Co-chair) a) Committee Report B. Outstate Director: John Olson 2. Outstate Committee (Reid Wronski, Chair) a) Committee Report 3. Awards Committee (Sarah Lloyd, Chair; Richard McCoy, Vice Chair) b) Committee Report C. Vendor/Contractor Director: Heidi Hamilton 1. Communications Committee (Lydia Ener, Chair) a) Committee Report (attached) D. Manager/Engineer Director: Tim Plath 1. Education & Training Committee (Monica Heil, Chair; Tim Plath, Vice Chair) a) Committee Report (attached) E. Superintendent Director; Dan Curley 1. Environment & Sustainability Committee (Michael Thompson, Chair, Sherri Buss, Vice Chair) a) Committee Report F. Consultant Director: Monica Heil 1. Diversity Committee (Alyson Fauske, Chair) a) Committee Report G. State/County/Regional Director: Chris Sagsveen 1. Public Awareness Committee (PAC) (Chuck Schwartz, Chair; April Crockett, Vice Chair) a) Committee Report H. Young Professionals Director: Emily Lueth 1. Young Professionals Committee (Chris LaBounty, Chair; Alex Jordan, Co-chair) a) Committee Report (attached) b) Student Chapter I. Conference Planning (Jupe Hale, Chair, Amy Grothaus, Co-chair) J. Volunteer Coordinator Report (Beth Engum) K. MN2050 (Greg Stonehouse, Chair) X. OLD BUSINESS XI. XII. NEW BUSINESS ADJOURNMENT
Assets Minnesota Chapter APWA Statement of Financial Position For the Months Ending Monday, April 30, 2018 2018 ACTUAL II.A.2 Current Assets Cash: 101-200-000-MN0 Cash-MN Chapter $161,925 Operating Investments: 101-800-000-MN0 Operating Investments- Merrill Lynch $568 Receivables (Net): 121-000-000-MN0 Receivables (Net) Prepaid Expenses 140-000-000-MN0 $843 Total Current Assets $163,336 Long-Term Investment Account 160-000-000-MN0 Long-Term Investments- Merrill Lynch $134,549 Total Assets $297,885 Liabilities Accounts Payable (Net): 201-001-000-MN0 Accounts Payable (Net) $53 Total Liabilities $53 Total Net Assets $297,832 Beginning of Year Net Assets Unrestricted Funds: 303-000-000-MN0 Unrestricted Funds $284,654 Total Unrestricted Funds $284,654 Total Liabilities and Net Assets $284,654 Year to Date Change in Net Assets $13,178
Minnesota Chapter APWA Statement of Activities Month/Year to Date Ending Monday, April 30, 2018 ANNUAL April 2018 Y-T-D 2018 PERCENT ACCOUNT # DESCRIPTION BUDGET ACTUAL ACTUAL BUDGET BALANCE AVAILABLE REVENUE 405-200-191-MN0 191 - Registration Fees Tech Tours $500 $500 100% 405-200-471-MN0 471 - Registration Fees UUIS $14,000 $848 $19,125 ($5,125) -37% 435-200-230-MN0 230 - Membership Dues, Chapter $40,300 $0 $30,876 $9,424 23% 465-200-100-MN0 100 - Miscellaneous $1,000 $0 $2,031 ($1,031) -103% 480-200-501-MN0 501 - Exp Reimbursement-Chapter Dinner $2,400 $0 $2,040 $360 15% 490-200-100-MN0 100 - Sponsorship Fees, Events $18,000 $9,225 $19,000 ($1,000) -6% 491-200-230-MN0 230 - Membership Rebates from National $7,000 $0 $7,271 ($271) -4% 491-200-232-MN0 232 - Membership Rebates -Chapter Leadership Training $0 $500 ($500) 0% 491-200-235-MN0 235 - Delgate Stipend from National $600 $0 $500 $100 17% 492-200-182-MN0 182 - Royalties Spring Conference $10,000 $0 $9,076 $924 9% 492-200-184-MN0 184 - Royalties Fall Conference $36,000 $29,112 $47,418 ($11,418) -32% TOTAL REVENUE $129,800 $39,184 $137,838 ($8,038) -6% EXPENSES 552-200-232-MN0 232 - Board/Delegate Travel, Chapter Officer Mileage $1,500 $0 $758 $742 49% 552-200-235-MN0 235 - Board/Delgate Travel, HOD $1,100 $0 $1,011 $89 8% 552-200-501-MN0 501 - Board/Delgate Travel, President to Congress 553-200-501-MN0 501 - Board Travel $3,000 $0 $320 $2,680 89% 575-200-103-MN0 103 - Insurance 600-200-108-MN0 108 - Facility Cost C/SC Fees Website Mgmt $1,000 $0 $618 $382 38% 600-200-188-MN0 188 - Facility Costs-State Fair/STEM Day $400 $400 100% 615-200-100-MN0 100 - Food & Bev-G&A $2,080 $0 $129 $1,951 94% 615-200-121-MN0 121 - Food & Bev-Board Orientation/YE Recpt $1,000 $0 $799 $201 20% 615-200-136-MN0 136 - Food & Bev-Membership Committee $1,700 $164 $707 $993 58% 615-200-137-MN0 137 - Food & Bev-Communications Committee $600 $96 $241 $359 60% 615-200-139-MN0 139 - Food & Bev-Audit Committee $100 $100 100% 615-200-145-MN0 145 - Food & Bev-Awards Committee $250 $0 $71 $179 72% 615-200-146-MN0 146 - Food & Bev-Education & Training Committee $900 $0 $738 $162 18% 615-200-147-MN0 147 - Food & Bev-Environmental Committee $500 $235 $445 $55 11% 615-200-148-MN0 148 - Food & Bev-Executive Committee $2,000 ($28) $2,170 ($170) -8% 615-200-149-MN0 149 - Food & Bev-Planning Committee $600 $600 100% 615-200-237-MN0 237 - Food & Bev - U of MN Student Chapter $2,000 $143 $866 $1,134 57% 615-200-350-MN0 350 - Food & Bev - Young Prof $1,500 $500 $1,357 $143 10% 615-200-471-MN0 471 - Food & Bev-UUCIS 615-200-501-MN0 501 - Food & Bev-Chapter Dinner at Congress $7,000 $0 $7,105 ($105) -1% 615-200-711-MN0 711 - Food & Bev-Public Awareness $1,000 $0 $261 $739 74% 670-200-100-MN0 100 - C/SC Fees - Sponsor Signage $70 $70 100% 670-200-103-MN0 103 - C/SC Fees-Bookkeeper/Scan Doc $6,000 $0 $3,000 $3,000 50% 670-200-108-MN0 108 - C/SC Fees-Website Mgmt $2,000 $0 $575 $1,425 71% 670-200-192-MN0 192 - C/SC Fees-Education Events/Misc $6,000 $6,000 100% 670-200-230-MN0 230 - C/SC Fees - Chapter Services $40,000 $5,826 $59,113 ($19,113) -48% 670-200-471-MN0 471 - C/SC Fees-UUIS $15,000 $7,500 $15,000 $0 0% 670-200-601-MN0 601 - C/SC Fees-Chalkline/Comm $1,500 $1,500 100% 675-200-148-MN0 148 - Committee Facilitation-Executive $800 $800 100% 700-200-100-MN0 100 - Office Supplies - G&A $300 ($129) $1,603 ($1,303) -434% 700-200-471-MN0 471 - Office Supplies - UUCIS $200 $200 100% 705-200-237-MN0 237 - Student Membership-U of MN Student Chapter $300 $0 $25 $275 92% 730-200-100-MN0 100 - Postage - G&A 838-200-100-MN0 100 - Printing & Production-G&A $1,200 $0 $1,897 ($697) -58% 838-200-183-MN0 183 - Printing & Production-Summer Golf Event $300 $300 100% 861-200-183-MN0 183 - Award & Door Prizes-Summer Golf Event $1,600 $0 $1,887 ($287) -18% 861-200-231-MN0 231 - Award & Door Prizes-Chapter Awards/Recg Plaques $1,000 $0 $1,609 ($609) -61% 863-200-100-MN0 100 - Scholarship to Non Students 863-200-471-MN0 471 - Scholarship to NS - UUIS $1,000 $0 $445 $555 56% 863-200-501-MN0 501 - Stipend NS-Young Mem/Hugo Erickson Award to Congr $1,500 $1,500 100% 864-200-100-MN0 100 - Scholarship to Students-Educational Scholorships $15,000 $0 $15,000 $0 0% 890-200-103-MN0 103 - Bank Service Charges - Finance $800 $68 $650 $151 19% 898-200-100-MN0 100 - Misc Expenses - G&A $4,000 $64 $4,261 ($261) -7% 898-200-182-MN0 182 - Misc Expenses - Spring Conf 898-200-191-MN0 191 - Misc Expenses - Technical Tours $1,000 $1,000 100% 899-200-100-MN0 899 - Sponsorship/Contr Educ Grants $2,000 $0 $2,000 $0 0% TOTAL EXPENSES $129,800 $14,438 $124,660 $5,140 4% REVENUE OVER EXPENSES $0 $24,746 $13,178 ($13,178) 0%
Minnesota Chapter APWA Statement of Financial Position For the Months Ending Thursday, May 31, 2018 Assets 2018 ACTUAL Current Assets Cash: 101-200-000-MN0 Cash-MN Chapter $182,996 Operating Investments: 101-800-000-MN0 Operating Investments- Merrill Lynch $568 Receivables (Net): 121-000-000-MN0 Receivables (Net) Prepaid Expenses 140-000-000-MN0 $656 Total Current Assets $184,220 Long-Term Investment Account 160-000-000-MN0 Long-Term Investments- Merrill Lynch $134,549 Total Assets $318,769 Liabilities Accounts Payable (Net): 201-001-000-MN0 Accounts Payable (Net) $0 Total Liabilities $0 Total Net Assets $318,769 Beginning of Year Net Assets Unrestricted Funds: 303-000-000-MN0 Unrestricted Funds $284,654 Total Unrestricted Funds $284,654 Total Liabilities and Net Assets $284,654 Year to Date Change in Net Assets $34,114
Minnesota Chapter APWA Statement of Financial Position For the Months Ending Thursday, May 31, 2018 Assets 2018 ACTUAL Current Assets Cash: 101-200-000-MN0 Cash-MN Chapter: 101-200-000-MN0 Cash - MN Chapter $182,996 Total 101-200-000-MN0 Cash-MN Chapter $182,996 Operating Investments: 101-800-000-MN0 Operating Investments-Merrill Lynch: 101-800-000-MN0 Operating Investments- Merrill Lynch $568 Total 101-800-000-MN0 Operating Investments-Merrill Lynch $568 Receivables (Net): 121-000-000-MN0 Receivables (Net) Prepaid Expenses 140-000-000-MN0: 140-000-000-MN0 Prepaid Expenses- - - $656 Total 140-000-000-MN0 $656 Total Current Assets $184,220 Long-Term Investment Account 160-000-000-MN0 Long-Term Investments-Merrill Lynch: 160-000-000-MN0 Long-Term Investments- Merrill Lynch $134,549 Total 160-000-000-MN0 Long-Term Investments-Merrill Lynch $134,549 Total Assets $318,769 Liabilities Accounts Payable (Net): 201-001-000-MN0 Accounts Payable (Net): 201-001-000-MN0 Accounts Payable $0 Total 201-001-000-MN0 Accounts Payable (Net) $0 Total Liabilities $0 Total Net Assets $318,769 Beginning of Year Net Assets Unrestricted Funds: 303-000-000-MN0 Unrestricted Funds: 303-000-000-MN0 Unrestricted Net Assets $284,654
Minnesota Chapter APWA Statement of Financial Position For the Months Ending Thursday, May 31, 2018 2018 ACTUAL Total 303-000-000-MN0 Unrestricted Funds $284,654 Total Unrestricted Funds $284,654 Total Liabilities and Net Assets $284,654 Year to Date Change in Net Assets $34,114
Minnesota Chapter APWA Statement of Activities Month/Year to Date Ending Thursday, May 31, 2018 ANNUAL May 2018 Y-T-D 2018 PERCENT ACCOUNT # DESCRIPTION BUDGET ACTUAL ACTUAL BUDGET BALANCE AVAILABLE REVENUE 405-200-191-MN0 191 - Registration Fees Tech Tours $500 $500 100% 405-200-471-MN0 471 - Registration Fees UUIS $14,000 $0 $19,125 ($5,125) -37% 435-200-230-MN0 230 - Membership Dues, Chapter $40,300 $15,332 $46,208 ($5,908) -15% 465-200-100-MN0 100 - Miscellaneous $1,000 $0 $2,031 ($1,031) -103% 480-200-501-MN0 501 - Exp Reimbursement-Chapter Dinner $2,400 $0 $2,040 $360 15% 490-200-100-MN0 100 - Sponsorship Fees, Events $18,000 $6,800 $25,800 ($7,800) -43% 491-200-230-MN0 230 - Membership Rebates from National $7,000 $5,302 $12,573 ($5,573) -80% 491-200-232-MN0 232 - Membership Rebates -Chapter Leadership Training $0 $500 ($500) 0% 491-200-235-MN0 235 - Delgate Stipend from National $600 $0 $500 $100 17% 492-200-182-MN0 182 - Royalties Spring Conference $10,000 $0 $9,076 $924 9% 492-200-184-MN0 184 - Royalties Fall Conference $36,000 $1,020 $48,438 ($12,438) -35% TOTAL REVENUE $129,800 $28,454 $166,292 ($36,492) -28% EXPENSES 552-200-232-MN0 232 - Board/Delegate Travel, Chapter Officer Mileage $1,500 $0 $758 $742 49% 552-200-235-MN0 235 - Board/Delgate Travel, HOD $1,100 $0 $1,011 $89 8% 552-200-501-MN0 501 - Board/Delgate Travel, President to Congress 553-200-501-MN0 501 - Board Travel $3,000 $0 $320 $2,680 89% 575-200-103-MN0 103 - Insurance 600-200-108-MN0 108 - Facility Cost C/SC Fees Website Mgmt $1,000 $65 $683 $317 32% 600-200-188-MN0 188 - Facility Costs-State Fair/STEM Day $400 $400 100% 615-200-100-MN0 100 - Food & Bev-G&A $2,080 $122 $251 $1,829 88% 615-200-121-MN0 121 - Food & Bev-Board Orientation/YE Recpt $1,000 $0 $799 $201 20% 615-200-136-MN0 136 - Food & Bev-Membership Committee $1,700 $0 $707 $993 58% 615-200-137-MN0 137 - Food & Bev-Communications Committee $600 $0 $241 $359 60% 615-200-139-MN0 139 - Food & Bev-Audit Committee $100 $100 100% 615-200-145-MN0 145 - Food & Bev-Awards Committee $250 $0 $71 $179 72% 615-200-146-MN0 146 - Food & Bev-Education & Training Committee $900 $109 $848 $52 6% 615-200-147-MN0 147 - Food & Bev-Environmental Committee $500 $0 $445 $55 11% 615-200-148-MN0 148 - Food & Bev-Executive Committee $2,000 $103 $2,272 ($272) -14% 615-200-149-MN0 149 - Food & Bev-Planning Committee $600 $600 100% 615-200-237-MN0 237 - Food & Bev - U of MN Student Chapter $2,000 $0 $866 $1,134 57% 615-200-350-MN0 350 - Food & Bev - Young Prof $1,500 $318 $1,676 ($176) -12% 615-200-471-MN0 471 - Food & Bev-UUCIS 615-200-501-MN0 501 - Food & Bev-Chapter Dinner at Congress $7,000 $0 $7,105 ($105) -1% 615-200-711-MN0 711 - Food & Bev-Public Awareness $1,000 ($53) $208 $792 79% 670-200-100-MN0 100 - C/SC Fees - Sponsor Signage $70 $70 100% 670-200-103-MN0 103 - C/SC Fees-Bookkeeper/Scan Doc $6,000 $0 $3,000 $3,000 50% 670-200-108-MN0 108 - C/SC Fees-Website Mgmt $2,000 $0 $575 $1,425 71% 670-200-192-MN0 192 - C/SC Fees-Education Events/Misc $6,000 $6,000 100% 670-200-230-MN0 230 - C/SC Fees - Chapter Services $40,000 $5,764 $64,877 ($24,877) -62% 670-200-471-MN0 471 - C/SC Fees-UUIS $15,000 $0 $15,000 $0 0% 670-200-601-MN0 601 - C/SC Fees-Chalkline/Comm $1,500 $1,500 100% 675-200-148-MN0 148 - Committee Facilitation-Executive $800 $800 100% 700-200-100-MN0 100 - Office Supplies - G&A $300 $489 $2,092 ($1,792) -597% 700-200-471-MN0 471 - Office Supplies - UUCIS $200 $200 100% 705-200-237-MN0 237 - Student Membership-U of MN Student Chapter $300 $50 $75 $225 75% 730-200-100-MN0 100 - Postage - G&A 838-200-100-MN0 100 - Printing & Production-G&A $1,200 $0 $1,897 ($697) -58% 838-200-183-MN0 183 - Printing & Production-Summer Golf Event $300 $300 100% 861-200-183-MN0 183 - Award & Door Prizes-Summer Golf Event $1,600 $0 $1,887 ($287) -18% 861-200-231-MN0 231 - Award & Door Prizes-Chapter Awards/Recg Plaques $1,000 $0 $1,609 ($609) -61% 863-200-100-MN0 100 - Scholarship to Non Students 863-200-471-MN0 471 - Scholarship to NS - UUIS $1,000 $145 $590 $410 41% 863-200-501-MN0 501 - Stipend NS-Young Mem/Hugo Erickson Award to $1,500 $1,500 100% 864-200-100-MN0 100 - Scholarship to Students-Educational Scholorships $15,000 $0 $15,000 $0 0% 890-200-103-MN0 103 - Bank Service Charges - Finance $800 $68 $717 $83 10% 898-200-100-MN0 100 - Misc Expenses - G&A $4,000 $337 $4,598 ($598) -15% 898-200-182-MN0 182 - Misc Expenses - Spring Conf 898-200-191-MN0 191 - Misc Expenses - Technical Tours $1,000 $1,000 100% 899-200-100-MN0 899 - Sponsorship/Contr Educ Grants $2,000 $0 $2,000 $0 0% TOTAL EXPENSES $129,800 $7,518 $132,177 ($2,377) -2% REVENUE OVER EXPENSES $0 $20,936 $34,114 ($34,114) 0%
II.A.3
APWA- Minnesota Chapter Budget: JULY 1, 2018 - JUNE 30, 2019 (DRAFT) June 5, 2018 2014 2015 2016 7/1/17-6/30/18 7/1/18-6/30/19 Account Program Revenue/Expense Account Program Description Actual Actual Actual Estimated Budget REVENUES: 400-200-103-MN0 103 Unrealized Gains (Losses) Finance - from National ($2,408) $1,375 $5,065 $0 $0 405-200-191-MN0 191 Registration Fees Technical Tours ($915) ($40) $1,462 $0 $500 405-200-192-MN0 192 Registration Fees Education Events/ MISC. $0 $0 $0 $0 405-200-471-MN0 471 Registration Fees Underground Utility Inspection School ($21,128) ($14,070) $14,843 $19,125 $14,000 435-200-230-MN0 230 Membership Dues Chapter Services ($38,066) ($40,333) $46,115 $46,208 $46,000 465-200-100-MN0 100 Miscellaneous General & Administrative ($9,426) ($10,850) ($896) $2,031 $2,000 480-200-501-MN0 501 Expense Reimbursement Congress Chapter Dinner ($6,080) ($2,555) $5,250 $2,040 $5,000 490-200-100-MN0 100 Sponsorship Fees Event Sponsorships ($19,750) ($16,692) $17,594 $25,800 $25,000 491-200-230-MN0 230 Chapter Rebate Income Membership Rebates from National ($8,610) ($11,556) $0 $12,573 $12,000 491-200-232-MN0 232 Chapter Rebate Income Chapter Leader Stipend from National ($1,000) $0 $500 $0 491-200-235-MN0 235 Chapter Rebate Income Delegate stipend from National ($1,100) ($500) $1,000 $500 $500 492-200-182-MN0 182 Royalties Spring conference ($10,492) ($6,165) $11,583 $9,076 $9,000 492-200-184-MN0 184 Royalties Fall conference ($29,034) ($38,118) $32,498 $48,438 $30,000 499-200-103-MN0 103 Contributions from Reserves Finance $2 $1 $16,870 TOTAL REVENUE ($147,007) ($140,504) $134,514 $166,292 $160,870 II.B EXPENSES: 552-200-232-MN0 232 Board/Delegate Travel Chapter Leadership Training $0 $1,370 $1,651 $758 $1,500 552-200-235-MN0 235 Board/Delegate Travel HOD: Delegate and Alternate Travel $1,821 $813 $1,047 $1,011 $1,500 552-200-501-MNO 501 Board Travel Board/President to PWX $1,500 553-200-501-MNO 501 Board Travel Committee Chair, YP, HGE to PWX $1,921 $3,348 $3,099 $320 $3,000 575-200-103-MN0 103 Insurance General & Administrative $0 $0 $0 $0 $0 600-200-108-MNO 108 Facility Costs C/SC Fees Web site Annual hosting fees $1,096 $750 $1,000 600-200-188-MN0 188 Facility Costs STEM State Fair / Fall Maint Expo $479 $392 $55 $0 $1,600 615-200-100-MN0 100 Food & Beverage General & Administrative $532 $709 $686 $251 $800 615-200-121-MN0 121 Food & Beverage Board Orientation/ YE Reception $1,094 $991 $35 $799 $1,000 615-200-136-MN0 136 Food & Beverage Membership Committee $2,059 $1,206 $1,699 $900 $1,100 615-200-137-MN0 137 Food & Beverage Communications Committee $784 $812 $194 $350 $400 615-200-139-MN0 139 Food & Beverage Audit Committee $58 $0 $82 $0 $100 615-200-145-MN0 145 Food & Beverage Awards Committee $27 $0 $0 $71 $150 615-200-146-MN0 146 Food & Beverage Education & Training Committee $611 $813 $946 $1,000 $1,000 615-200-147-MN0 147 Food & Beverage Environmental Committee $502 $310 $417 $550 $550 615-200-148-MN0 148 Food & Beverage Executive Committee $1,734 $2,173 $1,813 $2,550 $2,500 615-200-149-MN0 149 Food & Beverage Conference Planning Committee $578 $0 $0 $0 $600 615-200-237-MNO 237 Food & Beverage U of MN Student Chapter $962 $373 $3,224 $866 $1,000 615-200-350-MNO 350 Food & Beverage Young Professionals $0 $536 $697 $1,676 $1,500 615-200-471-MN0 471 Food & Beverage UUCIS $0 $0 $0 $0 $0 615-200-501-MNO 501 Food & Beverage Chapter Dinner at Congress $9,430 $5,292 $13,885 $7,105 $9,100 615-200-711-MN0 711 Food & Beverage Public Awareness $361 $307 $198 $208 $500 670-200-100-MN0 100 Consultants/Subcontractors Fees Sponsor Signage $0 $0 $69 $0 $70 670-200-103-MN0 103 Consultants/Subcontractors Fees Accountant - National $6,444 $6,000 $3,000 $3,000 $3,000 670-200-150-MN0 150 Consultants/Subcontractor Fees MN 2050 Documentary and Misc $0 $0 670-200-108-MN0 108 Consultants/Subcontractors Fees Website Management $1,305 $1,591 $6,891 $700 $1,500 670-200-192-MN0 192 Consultants/Subcontractors Fees Education Events $2,289 $0 $0 $0 $0 670-200-230-MN0 230 Consultants/Subcontractors Fees Chapter Services $27,851 $32,986 $49,631 $70,000 $70,000 670-200-471-MN0 471 Consultants/Subcontractors Fees UUCIS $11,000 $12,000 $14,000 $15,000 $16,000 670-200-601-MN0 601 Consultants/Subcontractors Fees Web editor $13,291 $1,294 $3,470 $0 $1,500
675-200-148-MN0 148 Speakers & Trainers Fees Executive Committee $750 $0 $0 $0 $800 700-200-100-MNO 100 Office Supplies General & Administrative $0 $345 $236 $2,092 $500 700-200-471-MN0 471 Office Supplies UUCIS $0 $0 $0 $200 705-200-237-MNO 237 Student Memberships U of MN Student Chapter $395 $646 $25 $75 $200 838-200-100-MN0 100 Printing & Production General & Administrative $585 $1,425 $5,020 $1,897 $1,500 838-200-183-MN0 183 Printing & Production Summer Golf Event $260 $320 $284 $0 $300 861-200-183-MN0 183 Award & Door Prizes Summer Golf Event $1,800 $1,600 $1,600 $1,887 $1,600 861-200-231-MN0 231 Award & Door Prizes Chapter Awards/ Recognition plaques $440 $503 $378 $1,609 $1,000 863-200-100-MNO 100 Scholarship to Non Students Cert. Pub. Fleet Prof. Scholarships $1,150 $0 $0 $1,500 863-200-471-MN0 471 Scholarship to Non Students 2 UUCIS Scholarships (CPII exam) $985 $1,190 $145 $590 $1,000 863-200-501-MN0 501 Scholarship to Non Students Emerging Leaders Academy $1,500 $0 $0 $0 $1,500 864-200-100-MN0 100 Scholarships to Students Educational Scholarships $12,500 $12,500 $15,000 $15,000 $20,000 890-200-103-MN0 103 Bank Service Charges Finance $1,277 $834 $717 $800 $800 898-200-100-MN0 100 Miscellaneous Expenses General & Administrative $3,155 $7,482 $4,055 $5,000 $5,000 898-200-191-MN0 191 Misc Expense - Technical Tours $50 $0 $1,694 $0 $500 899-200-100-MNO 100 Sponsorships/Contributions Educational Grants $250 $2,000 $2,000 900-200-103-MN0 103 ML Investment Transfers Finance $1 $0 Adjustment to balance with Ntl ($2) ($1) $2,000 TOTAL EXPENDITURES $109,981 $100,409 $137,038 $140,815 $160,870 2014 2015 2016 1/1/17-6/30/17 7/1/18-6/30/19 Budget Budget Budget Budget Budget Net Surplus (Deficit) $37,026 $40,095 ($2,524) $25,477 $0 Net Assets, Beginning of Year $208,040 $245,066 $277,470 $284,654 $293,261 Plus Net Surplus (Minus Net Deficits) $37,026 $40,095 ($2,524) $25,477 $0 Carry Forward to Next Year $16,870 National adjustment - balance books $7,691 Net Assets, End of Year $245,066 $277,470 $274,946 $293,261 $293,261
BARSUHN 612-339-2146 barsuhn.com 527 MARQUETTE AVENUE SUITE 1300 MINNEAPOLIS, MINNESOTA 55402 III MEMORANDUM 07 JUNE, 2018 TO: KRISTIN ASHER FROM: SCOTT BARSUHN RE: MN 2050 / APWA - ADVOCACY FOR INFRASTRUCTURE COMMUNICATION PLAN BUDGET MN 2050: Everybody s Minnesota The people of Minnesota have a general sense that infrastructure investment has lagged. Our state is unique in that the failure of the 35W bridge is a painful and pivotal memory, commemorated on news reports each year. But no one has put a plan into place to tap Minnesotans shared commitment to infrastructure investment or leveraged the outrage over that event to make positive and long-lasting change. A coordinated effort and communication plan among APWA-MN members can influence inspire sway mobilize and ignite Minnesota s diverse population. Participants / Sponsors - APWA-MN - Other public works professionals across the state Audience / Stakeholders - General public, including adults, students, and children - Legislators - Community leaders (including rural leaders) - Individual cities and municipalities Goals - Harness the power of people who already value infrastructure investment and engage the public to be advocates - Educate the people who don t yet prioritize the need for infrastructure spending - Persuade those people who were opposed to expenditure - Create a groundswell of demand - Move legislators to action (by generating excitement and expectations) - Educate/inform Drivers private vehicles, transit, and freight MTC Business owners Farmers Parents and grandparents Teachers and students elementary, middle, high schools Universities (engineering, journalism, etc.) Trade schools continued
BARSUHN MEMORANDUM / 07 JUNE, 2018 MN 2050 / APWA - ADVOCACY FOR INFRASTRUCTURE COMMUNICATION / PAGE 2 - Make infrastructure a conversation in diverse media (including social media) - Develop strategies and a campaign that is creative, eye-catching, and irresistible - Tap into networks of stakeholders (who can involve their contacts in the work) Messages - Importance and urgency of investment now and over time - The consequences of inaction - Quality of life is tied to healthy infrastructure - We all benefit - History of infrastructure development in MN ( it s time ) - Infrastructure renewal brings jobs to our state (during construction/repair and after) Tone - Nonpolitical and nonpartisan - State proud - Inclusive (speak to diverse audiences) - Warm and conversational - Exciting, positive, fun - Transparent and authentic Engagement Tools & Strategies Public: Adults - Stories (How are lives positively/negatively affected by our state s infrastructure?) - Increase followers: Instagram, Linkedin, Twitter, Facebook - Postcards alerting advocates to upcoming deadlines, opportunities to encourage legislators - Articles (Linkedin, etc.) for sharing (involve APWA-MN members) - Neighborhood events - Involve community leaders - Reach out to neighborhood block clubs - Create an online quiz for Facebook ( How important is state infrastructure in your life? ) - Post photos of local disasters or improvements for sharing (Facebook, Instagram, Twitter) - Originate online petitions or calling campaigns that can be used to communicate with legislators - Campaign pins (encourage solidarity among stakeholders) - State Fair booth/activities - Pop up booths at local events, fairs, etc. - Sponsorship of events - Podcasts - Blogs Public: Children/Students - Mascot - Presentations in schools - Partnership experiences between students and APWA-MN or other public works offices continued
BARSUHN MEMORANDUM / 07 JUNE, 2018 MN 2050 / APWA - ADVOCACY FOR INFRASTRUCTURE COMMUNICATION / PAGE 3 - Opportunities for high school and university students to apply their unique gifts to the problem of communicating Minnesota s infrastructure opportunity. Engage them in sharing their concerns with their networks. - Children s picture book (ebook or printed) - Children s coloring book or pages - Teaching curriculum - Animated short (also appealing to adults) for multiple use: fairs, online, in-schools Legislators - White papers - Printed brochures - Email letters forms from constituents Measurable Outcome - By 2050, move Minnesota from a D to a B average on report card Next Steps (by August) - 1 page infographic for officials and the public - Completed communication plan ready for rollout of the campaign and individual projects Communication Plan Budget Range (estimated): $13,000 - $18,000 This plan would communicate and demonstrate, with examples, the goals, messages, tone, tools and strategies outlined in this memorandum. A percentage of the actual creative messaging that would be needed for campaign implementation would be included. Actual implementation (production design of final, individual projects, copywriting, printing, programming, fabrication, etc., would be additional, but can meet overall budget goals. Campaign budget goals could be set during this planning phase. Individual sheet infographic (use and scope to be determined, estimated): $2000 - $2500 Thank you. Happy to discuss details, make adjustments, fill in blanks, and keep the conversation going!
V.A Attendees Kristin Asher, President Russ Matthys, Secretary/Treasurer Chris Petree, Past President Jeannine Clancy, Delegate Lee Gustafson, Deputy Treasurer Pat Schutrop, Chapter Assistant Absent: Amy Grothaus, Vice President Conference call convened at 8:32 a.m. APWA-MN Executive Committee Officers Conference Call Minutes Friday, March 9, 2018 1. Feb. 9, 2018 Officers Conference Call Minutes (Asher) The minutes of the Feb. 9, 2018 officers conference call were received as presented. As follow-up to the minutes, Kristin talked to Sarah Lloyd about how recognition is handled for life members. Sarah said the life members are recognized by calling them to the front during the Awards portion of the Fall Conference. APWA sends the pins directly to the life members. 2. Financial Statements (Matthys/Gustafson) a. Account Details Lee reminded Russ to review the account details in preparation for his report to the Executive Committee at each meeting confirming the details are accurate. b. Chapter Statements For months ending: February 28, 2018 Financial Statements ($15,231.00) Merrill Lynch $154,206.17 The Chapter has about $10,000 in revenue coming in that will show on the next financial statement. The 2018 sponsorship program generally begins in late March and revenues from that campaign will start coming in by April/May. Lee also noted not all Fall Conference royalties have been received yet. The first amount received was about $18,000 and the outstanding amount is only about $2,000. Kristin thought Jupe Hale would give an update at the March 14 Executive Committee meeting regarding the U of M staffing changes and tasks that affect the revenues. The officers agreed it would be beneficial to have a clear understanding of the overall services provided by the U of M. Jeannine suggested talking through the Chapter revenue expectations for the spring and fall conferences with Jupe. Lee also noted the royalties from the 2018 Spring Conference will appear about when the new budget cycle starts. 1
ACTION: Kristin will follow up with Jupe about services provided by the U of M and ask him to give a summary at the March 14 meeting. 3. Accounting Subcommittee Update (Grothaus) Chris and Pat had a conference call with APWA financial staff, Justina Cox and Christina Carter on Friday, March 2. They learned that National decided not to include all the Region VI chapters in the new accounting pilot program but have three chapters testing the software. However, the testing chapters have not started using the software. During the conversation, it was also learned that all chapters will be required to use the new software. Once National gets feedback from the test group, they will make a report to the Board of Directors at PWX this summer, with the goal to get approval to roll out the software to a few of the chapters by December 2018. Minnesota is included in that rollout group. The officers are skeptical the December rollout will occur as projected. The Executive Committee approved a motion to open an account at Wings Financial and close out the account with Hiway Credit Union. Since that time, the subcommittee met with Wings and learned at that meeting that the Chapter is too large and Wings does not have the staff needed to oversee the account. Lee made a preliminary call to Wells Fargo to see if they would be able to service the Chapter s account and was told they could. The thought was to get the information confirmed so that Amy or Russ could present a motion to the Executive Committee on April 11 requesting approval to open the account with Wells Fargo. Lee recommends Jeannine get in touch with Scott Grayson to get clarity as to the software rollout to help the Chapter decide next steps. Jeannine will talk to Scott first and then request a conference call with Lee, Russ, Amy, Kristin, Chris, Jeannine and Pat. The plan was to discontinue accounting services with National by June 1 and all agree that should not change. The officers would like this resolved prior to the Spring Conference. ACTION: Jeannine talk to Scott first and tell him the group wants to discuss the chapter financial services. Pat will then coordinate a meeting that includes National, Lee, Amy, Kristin, Chris, Jeannine, Russ and Pat. The group will have agenda topics ready when the call is scheduled. POST MEETING ACTION: Scott asked to have Mary Knollmeyer, APWA Director of Finances, as the representative for APWA and Pat will coordinate the meeting with her and the group. 4. Strategic Plan (Asher) Kristin asked for comments from the officers regarding the tracking document attached to the Strategic Plan. Instead of discussing the plan at all Executive Committee meetings, Kristin proposes three check-in dates for discussion at Executive Committee meetings: June 13, September 12, and December 6. Russ suggested adding a #5, under Goal #1, Partner with peer professional organizations and STEM-support organizations to fully utilize shared resources. Russ is having conversations with AWWA and developing relationships with other organizations for the purpose of sharing resources. Jeannine added MCES has hired a communications consultant to develop wastewater infrastructure education material that she is willing to share with APWA once it is completed. Kristin said Beth Engum volunteered to help coordinate the strategic plan by connecting and supporting the champions assigned to each task. Kristin would like Beth to give the Strategic Plan updates at the check-in meetings. ACTION: Russ will forward the content he wants added to Goal #1 to Kristin. ACTION: Kristin will create a one-page document that includes the goals and outcomes listing only the bulleted items, so it can be put on the website. 2
5. Diversity Grant (Asher) The Diversity Committee received one application from the University of St. Thomas (UST) for the Diversity Grant. Kristin pointed out the UST application states the students receiving the award will work closely with faculty and be engaged in local APWA programs and activities as well as help establish an APWA student chapter at UST. The Diversity Committee will be asking for approval of the applicant at the March 14 Executive Committee meeting. Lee reminded the officers the diversity grant process must be open and inclusive with a definitive scoring system for processing the grants, like the scholarship program. 6. MN2050 White Paper (Asher) Kristin, Russ and Amy attended the MN2050 partner meeting. MN2050 has written a White Paper and is asking the Chapter to approve it. The white paper is a call to action for its partners and the local industry to start advocating for infrastructure improvements. MN2050 is looking for comments and Kristin has some specific recommendations to forward to the group. They also want to have a one-page paper to distribute to legislators. The officers agreed sending the document to a communications expert would be beneficial. ACTION: Kristin will draft her comments and send out to the officers before sending to the MN2050. 7. Government Affairs Committee Update (Petree) The first committee meeting took place last week. The group thought it would be beneficial to meet with the League of Minnesota Cities and Metro Cities. Steve contacted them and they agreed to meet with the committee. Zach talked to the CEAM legislative group and they are also in favor of meeting with the committee. A next meeting is scheduled in April for follow up. The committee discussed in general terms what the charge of the committee will be but looking for more clarity after the meetings with LMC, Metro Cities and the CEAM legislative group. ACTION: Include the Government Affairs Committee update on the Spring Conference agenda. 8. Review Task List (Asher)* a. March 1) Chapter liaisons to National committees (Asher) - COMPLETED 2) Review Chapter bylaws for compliance (Matthys) 3) Summary of Chapter accomplishments for 2016 for website (Matthys) COMPLETED 4) Poll committees for input for new budget cycle (Matthys) b. April 1) Meet with Secretary/Treasurer, Vice President, Chapter Delegate, Deputy Treasurer and Past President to prepare 2018-19 budget (Asher) 2) Work with Volunteer Coordinator to schedule new members meet and greet (Matthys) 9. Next Executive Committee Meeting: March 14, 2018 (Asher) Civil Engineering Day, April 28 (Matthys) 3
10. Civil Engineering Day at the Science Museum, April 28 (Matthys) The Public Awareness Committee (PAC) will request the Executive Committee to consider participating in the event by becoming a 2 nd level sponsor in the amount of $2,500. That includes 25 passes for the day. The PAC will be looking for about eight volunteers for the event. Russ asked what the officers thought about purchasing volunteer shirts like what was purchased for the PWX. He thinks it would be good for the volunteers have some identifier with APWA. The PAC will also want to purchase pens/pencils, and color books for the event. Should the group order through National or a separate vendor? Kristin recommended purchasing the trinkets where ever the best value is. Sue Mason purchased the PWX shirts. The officers are in favor of the volunteers wearing APWA shirts, but recommend the volunteers purchase the shirts on their own. ACTION: Russ will contact Sue Mason about where she purchased the shirts. 11. Upcoming Website Articles* a. March 1) Feed My Starving Children (Membership Committee) 2) Student Chapter article (Lauren Hagen) 3) Member Spotlight 4) Young Professional Spotlight (Eric Seaburg) b. April 1) National Public Works Week Forecasting Article (Lydia Ener) 2) Feed My Starving Children Recap (Membership Committee) 3) Conference Committee and Directors report (Jupe Hale/Amy Grothaus) 4) Idea Center - Innovation and Technology (Lydia Ener) 5) Earth Day Environmental Services Event (Michael Thompson) Social Media Send social media content to Lydia Ener at socialmedia@apwa-mn.org email. 12. Other 2018 Sponsorship Program. The officers briefly discussed the 2018 sponsor program. The Membership & Special Events Committee coordinates the program but is waiting for direction from the Executive Committee. ACTION: Kristin will reach out to Jason Sprague and Nick Egger about the sponsorship program in preparation for discussion at the March 14 Executive Committee meeting. ACTION: Pat will add it to the Executive Committee meeting agenda. Transportation Day at the Capitol. Kristin, Lydia Ener, Tom Eggum and Zach Johnson represented the Chapter at the event. Kristin said the Chapter needs to reach out to Representative Rick Nolan and invite him to the Spring Conference to give a short update. He lives in Nisswa. She thinks it is beneficial for the Chapter to continue to participate in future events. 13. Adjourn The conference call adjourned at 9:44 a.m. 4
Attendees Kristin Asher, President Amy Grothaus, Vice President Russ Matthys, Secretary/Treasurer Chris Petree, Past President Jeannine Clancy, Delegate Lee Gustafson, Deputy Treasurer Pat Schutrop, Chapter Assistant Conference call convened at 8:31 a.m. APWA-MN Executive Committee Officers Conference Call Minutes Friday, April 13, 2018 1. March 9, 2018 Officers Conference Call Minutes (Asher) No comments. Minutes were accepted as presented. 2. Financial Statements (Matthys/Gustafson) No financial statements presented. The March 31, 2018 financials were approved at the April 11, 2018 Executive Committee meeting. 3. Accounting Subcommittee Update (Grothaus) Chris sent an email to APWA letting them know the Chapter would like APWA to continue processing the Chapter s accounting for now. Lee noted changes were made to the Chapter Admin contract increasing the monthly base amount and adding a base for accounting services to reflect the new accounting responsibilities added to her role. Normally, anything over the base amounts are billed as special projects. However, this last month s invoice was below her monthly base and Lee modified her timesheet to reflect the credit owed to the Chapter. The timesheet will carry forward the credit to the Chapter and applied to the next month. Going forward regarding the accounting process, Pat is essentially doing a lot of the day-to-day work that Lee has been doing. She sends coded receipts, invoices, etc. to Lee and he sends on to National. Chapter members have been copying both Lee and Pat to process receipts. ACTION: Kristin will formally announce to the Executive Committee to copy both Lee and Pat when submitting receipts for reimbursement. 4. Chapter Bylaws (Matthys) Russ reviewed the bylaws and had the following questions and recommended amendments: Article I, Section 1 The territory included within the jurisdiction of this Chapter shall be within the boundaries of the State of Minnesota. Discussion: The Chapter does have members from neighboring states and the bylaws include language allowing members from other areas to select the chapter they want to be a member of, but they cannot be a member of more than one. ACTION: Officers agreed with the change. 1
Article II, Section 1 The mission of the Minnesota Chapter is to advance the theory and practice of the design, construction, maintenance, administration and operation of public works facilities and services while facilitating public advocacy, enabling a viable workforce, and advocating for public works safety. Discussion: Clancy is supportive of the advocacy addition but recommended finding out what APWA s mission statement says and how it lines up with the suggested language. Kristin favors the addition. ACTION: Russ will check with APWA first before recommending the amendment. Article V, Section 1 Where does the Deputy Treasurer fit? Discussion: Lee said the Deputy Treasurer is not a voting member. The position is to provide a supportive and consistent role to the Executive Committee with a three-year term with the possibility of being reappointed for one additional term. Lee has not formally been reappointed for another term. ACTION: Add Deputy Treasurer term to the June 13 Executive Committee meeting agenda. Article VI, Section 7 - Why do we have 5 directors elected in odd years and only 3 in even years? Is there any reason to balance out 4 and 4? Discussion: Clancy suggested leaving the terms as is to avoid asking one of the directors to serve an extra year and making the decision as to which director that would be. ACTION: No change. Article VII, Section 1 - Should we list additional committees? Discussion. The Audit and Nominating committees are required by APWA s bylaws to be appointed. Other committees are established at the discretion of the chapters. ACTION: No change. Article XIV, Section 1 The Nominating Committee shall report the names of its nominees for each office standing election to the Executive Committee by September 15 or a minimum of 60 days prior to the date of the election or distribution of ballots by the Executive Committee. Are we meeting this requirement with our recent past practice? Discussion: Annually, the Nominating Committee meets by August 1 to determine nominees and report the slate of nominees to the Executive Committee by its September meeting. ACTION: The election timeline is noted on the Task List and the officers will continue to be cognizant of the timing to comply with the bylaws. Lee will recommend additional amendments to the bylaws to reflect the Chapter s financial practices including some of the language in APWA s rules governing chapters and updating the secretary/treasurer description of duties to reflect the position oversees may of the Chapter Assistant duties. He recommends adding a new Article V Financial Management and renumber remaining articles. ACTION: Lee and Russ will work on drafting the amendments. 5. 2022 and 2023 Snow Conference (Petree) Minneapolis is being considered for the 2022 Snow Conference. National did not think another site visit was necessary. ACTION: Chris will continue to keep the officers informed as information is received. 2
6. 2018 PWX APWA National Equipment Roadeo APWA is again promoting its PWX National Equipment Roadeo for 2018 and Pat asked if the officers wanted to include the information in the upcoming Latest News. Last year, was the first time APWA included the equipment roadeo in its PWX program and encouraged Chapters to participate by paying the entrance free for chapter operators. This year, APWA is not offering that same opportunity. ACTION: Include the PWX National Equipment Roadeo as an upcoming event in the Latest News. 7. Review Task List (Asher)* a. April 1) Meet with Secretary/Treasurer, Vice President, Chapter Delegate, Deputy Treasurer and Past President to prepare 2018-19 budget (Asher) ACTION: Lee, Russ and Pat will work on preparing the budget. Several comments have been received. Travel costs for the Delegate and Alternate Delegate need to be revisited. The budget for conferences will be proposed as it has been historically with no expectation on the Conference Planning Committee to go over or under spend the amount. Once the draft budget is prepared, it will be discussed with the Executive Committee. ACTION: When the Executive Committee discusses the budget, make a point to notify Jupe Hale so he can plan to attend the meeting if possible. 2) Work with Volunteer Coordinator to schedule new members meet and greet (Matthys) Russ and Beth Engum have planned the meet and greet lunch for April 27 at Pizza Luce in Roseville. ACTION: Send the October-December 2017 and January-April 2018 new members list to Russ. b. May 1) Review and update, as necessary, annual contracts for services approval by Executive Committee s July meeting (Asher) 2) Attend Spring Conference and provide annual update (Asher) 3) Volunteer Coordinator update at Spring Conference (Asher to coordinate with Beth) 4) Attend Spring Conference and present financial report during General Business meeting (Matthys) 8. Next Executive Committee Meeting: Spring Conference Business Meeting, May 10, 2018 (Asher) MN2050 update. Greg Stonehouse will be giving the update. At the April 11 Executive Committee meeting, Jeannine offered to help coordinate a meeting with the officers and MN2050 and asked if the officers would approve Pat helping set up the meeting in early June. More collaboration between the Chapter and MN2050 is needed to help MN2050 figure out what their next steps are and help them to effectively utilize what they have already done. ACTION: Pat will help set up the meeting with Jeannine. Remove the 2018-19 budget item. The budget will not be ready for review. Government Affairs Committee update Steve Albrecht is unable to attend, Chris Petree will give the update. Public Awareness Committee update Chuck Schwartz will not be attending the conference. Russ will give the update. 3
9. Upcoming Website Articles* a. April 1) National Public Works Week Forecasting Article (Lydia Ener) 2) Feed My Starving Children Recap (Membership Committee) 3) Conference Committee and Directors report (Jupe Hale/Amy Grothaus) 4) Idea Center - Innovation and Technology (Lydia Ener) 5) Earth Day Environmental Services Event (Michael Thompson) b. May 1) National Public Works Week (Lydia Ener) 2) Spring Conference write-up (Chad Isakson) 3) Sponsor article (Heidi Hamilton) Social Media Send social media content to Lydia Ener at socialmedia@apwa-mn.org email. 10. Other National guests attending Spring Conference include Scott Grayson, Chuck Williams, Ron Calkins, and Mary Joyce Ivers. They are planning to arrive around 4 pm on Wednesday. Jeannine encouraged them to participate in the service activity. In the past, the Chapter treated spouses to the spa at Grand View. All agreed not to offer the spa to the spouses this year. ACTION: Pat will confirm with Kady Hagberg that APWA National guests are registered at the Lodge and let Jeannine know. Kristin forwarded an email received from Construction Specifications Institute (CSI) requesting permission to promote one of its events. ACTION: The officers agreed to not promote the event and Pat will inform the CSI contact. 11. Adjourn The conference call adjourned at 9:27 a.m. 4
Attendees Kristin Asher, President Amy Grothaus, Vice President Russ Matthys, Secretary/Treasurer Chris Petree, Past President Pat Schutrop, Chapter Assistant APWA-MN Executive Committee Officers Conference Call Minutes Friday, May 4, 2018 Absent: Jeannine Clancy, Delegate; Lee Gustafson, Deputy Treasurer Conference call convened at 8:42 a.m. (technical difficulties delayed the call) 1. April 13, 2018 Officers Conference Call Minutes (Asher) No comments. Minutes were accepted as presented. 2. Financial Statements (Matthys/Gustafson) a. Account Details No account details were received. b. Financial Statements For months ending: April 30, 2018 Chapter Financial Statements $13,178.00 Merrill Lynch $153,211.33 POST MEETING NOTE: Lee reported he will be making three additional deposits which will result in a surplus by the accounting year-end of June 30. 3. Deputy Treasurer Term of Office (Asher) The Deputy Treasurer position is for a three-year term with the option of reappointment by the officers for one additional term. Lee has completed one term and has continued to serve his second three-year term unofficially. The officers ratified the reappointment of Lee as the Deputy Treasurer for another three-year term effective Jan. 1, 2018. ACTION: Pat will update the task list so that the appointment/reappointment of the Deputy Treasurer will occur at the December officers conference call prior to when term ends. 4. Accounting Subcommittee Update (Grothaus) Amy contacted with HiWay Credit Union to get information regarding what is necessary to close out the account. To close the account, the authorized signers for the account (Jeannine Clancy and Angela Popenhagen) will need to submit in writing a letter requesting the account be closed. The Chapter will be in a position to open a new account at US Bank once the Executive Committee approves the April 11, 2018 meeting minutes stating who the signers of the account will be. The US Bank requires a copy of the approved meeting minutes with a motion listing the signers of the account. 1
ACTION: After the Executive Committee approves the April 11, 2018 meeting minutes, Pat will forward the approved minutes to the US Bank. ACTION: Pat will work with Amy in composing a letter for Jeannine and Angela to sign closing out the HiWay Credit Union account. 5. Chapter Credit Cards (Asher) In the past, new credit cards are requested from APWA annually. Since the Chapter is looking to open a bank account with US Bank, the officers decided to not request new credit cards from National and wait until the new account is set up with US Bank and request the cards through them. Currently, credit cards are held by Kristin and Chris in the amount of $5,000 each. 6. PWX Chapter Dinner (Grothaus) Amy has finalized details with Tom s Town Distilling Co. The cost for the space, food, and drink tickets comes to $100 per person. The Chapter has a budget amount of about $7,500 for both the Chapter Dinner and the Awards Reception. If the Chapter subsidizes $5,000 to the total cost for the dinner, that would bring the cost per person to $50 for 50 people. Russ added, although the dinner is important for the members to celebrate together, his preference would be to put more money toward the awards recognition reception. Last year, members paid $40 for the Chapter Dinner. Chris recalls paying as high as $75 for the dinner in the past. It depends on the venue and location where the PWX is held. ACTION: Amy will work with Pat in gathering information and look at lowering the per person cost. Amy will have the cost finalized by the June 8 conference call. 7. Review Task List (Asher)* a. May 1) Review and update, as necessary, annual contracts for services approval by Executive Committee s July meeting (Asher) 2) Attend Spring Conference and provide annual update (Asher) 3) Volunteer Coordinator update at Spring Conference (Asher to coordinate with Beth) 4) Attend Spring Conference and present financial report during General Business meeting (Matthys) ACTION: Russ is planning to give the financial update. b. June 1) Microsoft Office 365 Personal auto renews June 30, 2018. (Pat) 2) Coordinate PACE Award nomination with Awards Committee (Pat) 3) Register for PWX (Officers) 4) E&T submits scholarship award summary (June/July) 5) Emerging Leaders Academy (solicit applications late May/June) (Asher) Kristin said APWA s website already has up-to-date information on the ELA. ACTION: Since the information is updated, Kristin will proceed with soliciting Chapter members meeting the criteria to submit letters of interest. 6) PWX Chapter Dinner Invitation (Grothaus/Pat) 7) Notify YP PWX stipend recipient (June/July) (Grothaus) No letters of interest have been received. The deadline is May 31. Jeannine mentioned she had someone in mind. ACTION: Amy will reach out to Jeannine to see if there is still interest. 8) Notify HGE award recipient of PWX stipend (June/July) (Grothaus) ACTION: Amy will notify Dave Hutton, 2017 HGE award recipient, a stipend is available for him to use if he chooses to use it. 9) Prepare article for website soliciting nominations 2019 director and secretary/treasurer positions to be received by August 1 (Petree) 2