Draft Amended & Approved MEETING MINUTES Meeting: Regular, Scheduled Chapter 36 Board Meeting Date: February 13, 2018 Time: 10:30am Location: Pappadeaux, 3520 Oak Lawn Ave., Dallas, Tx President Vice-President Treasurer Secretary Director-1 Year Director-2 Year Officers 2017-2018 Kimberly Hiebert Kristen Bennett Lora Gunter Dalton Vann Karen Stearman Marcus Boyd Education Chair PDC Chair Website & Social Media Young Professional (Chair) Newsletter Chair Programs Co-Chair Programs Co-Chair Membership Chair Education - 2 Year Education - 3 Year PDC - 2 Year PDC - 3 Year Committee Chairs Committee Members Jim Thomas Michael Hale TJ Smith Juan Salazar Andrew Cox John Bennett Leighton Gambill Denise Lopez Tommy Matthews Will Snider Sarah Riebe Jace Whatley Margaret Lein Public Relations & Marketing Sherry Smith Historian Dorrien Himes Guests: N/A Others Members in : N/A
CHAPTER 36 Meeting of the Board of Directors Tuesday, February 13, 2018 I. The meeting was called to order by President Kim Hiebert at 10:35 a.m. II. III. Roll Call by Secretary Dalton Vann. Quorum confirmed by Director, Marcus Boyd. Board approval of the January 2018 Meeting Minutes [handout]. Motion: Motion to approve January 2017 Meeting Minutes by Andy Cox Second: Kristen Bennett President Hiebert called for a discussion or questions then called for a vote to approve minutes. Vote: Motion unanimously carries to approve the January 2017 Meeting Minutes. IV. Board approval of financial report for January 2017 [handout] presented by Treasurer, Lora Gunter. Motion: Motion to accept and approve January 2017 financial report by Sarah Riebe Second: Juan Salazar President Hiebert called for a discussion or questions then called for a vote to approve the January 2017 financial report, including an ending balance of $53,385.13. Discussion was held as to end-of-year expenses and a misplaced check from HQ. Vote: Motion unanimously carries to approve the January 2017 financial report. V. Sarah Reibe reported membership on behalf of Denise Lopez. She presented nine (1) new member for Board approval [handout]. This month s reconciled membership total is 418. Motion: Motion to approve by Kristen Bennett Second: Marcus Boyd President Hiebert called for a discussion. None held. IRWA36 Board Meeting 2-13-2018 Page 2
Vote: Motion unanimously carries VI. VII. Announcements A. President, Kim Hiebert announced that Neils Brown is a Chapter 36 member who is one of the recipients for the RWIEF 40 for Forty Scholarship. Discussion Items A. Kristen Bennett reported that the speakers and venue for the Spring Seminar have been determined. Discussion was held as to location, lunch and sponsorship logistics. B. Dorrien Himes has been collecting submissions for revisions to the bylaws. Some historical documents need to be uploaded to the Chapter 36 website. President Hiebert called for all submissions from Chapter leadership to be delivered to Dorrien Himes before the next meeting in March. C. Karen Stearman has not received any applications for the Donald J. Sherwood Scholarship. Several members have submitted questions to her regarding requirements. Applicants who have received the scholarship in the past can submit their application again but will not be considered before new applicants. The deadline is midnight, April 23 to submit scholarship applications. D. President Hiebert reported that all unpaid members will be dropped from the ternational rolls by April 15. Credentialed members will lose their credentials if they do not be renewed. These items will be announced at the Chapter meeting. E. Director, Marcus Boyd, reported that in March the third member of the nomination committee will be elected. He asked that candidates be suggested by the March Board meeting. F. The Region 2 Forum will be held April 4-6, 2018. The Chapter will send a slate of board and committee members as stated in the Chapter 36 Bylaws. The Chapter will reimburse selected members up to $600 for travel expenses. a. Marcus Boyd moved to send an education committee member to the Region 2 forum. b. Seconded by Dorrien Himes. c. Motion passed unanimously. G. The National Seminar in Edmonton, AB, Canada will be held June 24-27, 2018. The Chapter will send a slate of board and committee members as stated in the Chapter 36 Bylaws. The Chapter will reimburse selected members up to $3,000 IRWA36 Board Meeting 2-13-2018 Page 3
for travel expenses. If any designated board and committee members are not able to attend then the Education Chair will attend, then the PDC Chair, and the incoming Secretary would take those members places. I. Committee Reports A. Vice President (Kristen Bennett). Nothing to report. B. Treasurer (Lora Gunter). Nothing to report. C. Secretary (Dalton Vann). Nothing to report. D. Director 1 Year (Karen Stearman). Nothing to report. E. Director 2 Year (Marcus Boyd). Nothing to report. F. PDC Chair (Michael Hale). Nothing to report. G. Education Chair (Jimmy Thomas). Several classes are upcoming. Course 804 has only two registrants and is in jeopardy of being cancelled. The other upcoming course is 218. H. Membership Chair (Denise Lopez). Not present. Kim Hiebert alerted the board to be on the lookout for a list of people to call to renew their membership and find out why they will not be renewing, if applicable. I. Programs Co-Chairs (Leighton Gambill & John Bennett). Speakers are lined up through the end of this fiscal year. Location and timing of the June installation meeting was discussed. J. Web Site Chair (TJ Smith). A replacement service for our current website was discussed and TJ Smith will oversee its development. K. Advertising & Marketing Committee (Margaret Lein & Sherry Smith). Marketing invoice sheet [handout] was presented. Most advertisers have paid for 2018 advertisement. When all invoices are paid, the chapter will receive $6,300 for advertising to pay for the website. L. Newsletter (Andy Cox). Several members have reported links need to be updated in the website, which will be addressed shortly. M. YP Chair (Juan Salazar). Lunch-and-learn will be announced for the next YP event. II. Other/New Business a. None. III. Adjournment President Hiebert adjourned the meeting at 11:39 a.m. IRWA36 Board Meeting 2-13-2018 Page 4
Meeting minutes recorded by: Dalton Vann on 2/13/18 Chapter 36 ternational Right of Way Association Dalton Vann, Secretary IRWA36 Board Meeting 2-13-2018 Page 5