KANSAS SECTION ASABE ANNUAL BUSINESS MEETING MINUTES October 10, 2008 Topeka, KS Members Present (16) M. Alam, H. Blume, E. Brokesh, G. Clark, C. Cowley, M. Eilert, D. Freise, S. Hutchinson, N. Klocke, C. Nuzman, V. Robbins, D. Rogers, D. Snethen, D. Wang, W. Yuan, N. Zhang Student Members Present (6): J. Boac, H. Bonifacio, R. Choodegowda, H. Gonzales, L. Guo, E. Razote The 39 th Annual Business Meeting was called to order at approximately 8:10 am by Chair Naiqian Zhang at the Topeka room of the Holiday Inn at 605 SW Fairlawn Road in Topeka, KS. After distribution of 2007 minutes to members, Mahbub Alam moved and Craig Cowley seconded a motion to approve the minutes of the previous meeting. The motion passed. Announcements Gary Clark gave a brief review of the state of the BAE department indicating record high BAE engineering student enrollment of 105, stable ATM enrollment of 62, and 32 graduate students. He also indicated the job market for graduates had been strong. Committee Reports Treasurer s Report Danny Rogers presented the Fiscal Year 2008 Treasurer s Report. The major item was the transfer of funds from the section checking account to the KSU Foundation to establish the Kansas Section Scholarship account. The report was accepted as presented. 129 Seaton Hall, Manhattan, KS 66506-2906 Page 1 of 6
Final Financial Report for FY2008: Checking Account at Sunflower Bank Initial Balance July1, 2007: $10990.26 Income: 2008 Kansas Section Dues from ASABE $1780.00 Rebates on 2007 & 2008 KS Section Dues from ASABE $364.00 Registration Fees - 2007 Meeting $1768.00 Total Income $3912.00 Expenditures: Scholarship Endowment Fund ($10000.00) Award Plaques and Pins 138.42+54 ($192.42) Room Rental Fee - 2007 Meeting ($250.00) Catering - 2007 Meeting ($661.98) Lunch (1/4Scale Team) - 2007 Meeting ($600.00) Student Support-BAE Fountain Wars Design Team ($500.00) Student Support-BAE ¼-Scale Tractor Design Team ($500.00) Student Support-BAE Robotics Design Team ($500.00) Total Expenditures ($13204.40) Totals: Internal Scholarship Endowment Fund $0.00 General Fund $1697.86 Final Balance June 30, 2008: $1697.86 Web Site Committee Report Danny Rogers gave the Web Site Committee report. The current Kansas Section Web Site is available via the BAE homepage, although it is currently listed under the academic section instead of the professional activities section. It also needs to be updated with the information from 2006 and 2007 activities. ASABE needs to be contacted to see if the site can be linked to the national site. Scholarship Committee Danny Rogers reported that $512.50 was available from the scholarship account was available for award for the next year. Last year two $500 scholarships were awarded to the following students; Benjamin Spare, ATM and Bryon Yeager, BAE. Kansas Section Awards Chair Naiqian Zhang reported that no action had been taken to seek nominations for Young Engineer or Engineer of the Year for presentation at this business meeting. He proposed to start the process and have selections made and presented individually to the awardees and forward as appropriate the Kansas Section winners to Mid-Central as nominees for 129 Seaton Hall, Manhattan, KS 66506-2906 Page 2 of 6
consideration. Chair Zhang read the names of members that received ASABE long-term membership recognition. Constitution and Bylaws Committee Danny Rogers presented proposed revisions to the section 5, 6 and 7 of the Section Constitution and Bylaws. The basic change is assign some secretarial duties to the 2 nd Vice Chair Position and add web maintenance duties to the treasurer s position. The rationale for the latter is reflected in the intent to keep the treasurer s located on-campus which would also facilitate access to the web site for updating. The proposed change (underlined and/or in red) is as follows: SEC. 5. DUTIES OF THE 2 nd VICE CHAIR PUBLIC RELATIONS. The 2 nd Vice- Chair shall chair the public relations committee and shall have such other powers and duties as assigned to him or her by the Executive Committee or the Chair. The public relations committee is responsible for promoting good public relations of the Kansas Section and the Society and its members as well as agricultural engineering and related technologies. In addition, the 2 nd Vice- Chair shall be responsible for the duties of secretary as described in Section 6 of this document and work closely with the treasurer in upkeep of electronic records. In the absence or disability or the Chair, a Vice Chair designated by the Executive Committee, the Chair or in the order of seniority shall perform the duties and exercise the powers of the Chair. SEC. 6. DUTIES OF THE SECRETARY. The Secretary shall keep the minutes of all business meetings and of the Executive Committee, including reports of all committees. He or she shall cause notice to be given of business meetings, Executive Committee, and of any committee appointed by the Executive Committee. He or she shall have the general charge of the records, documents, and papers of the Section not pertaining to the performance of the duties vested in other officers, which shall at all reasonable times be open to the examination of any committee member. He or she may sign or execute contracts with the Chair or a Vice Chair thereunto authorized in the name of the Section and affix the seal of the Section thereto. He or she shall perform such other duties as may be prescribed from time to time by the Executive Committee or by the By-Laws. SEC. 7. DUTIES OF TREASURER. The treasurer shall be in charge of carrying out the financial affairs of the Kansas Section and shall have general custody of all the funds and securities of the Section. He or she shall have general supervision of the collection and disbursement of funds of the Section and shall endorse for collection on behalf of the Section checks, notes, and other obligations, and shall deposit the same to the credit of the Section in such banks or depositaries as the Executive Committee may designate. He or she may co-sign, with the Chair, or such other person or persons as may be designated for the purpose by the Executive Committee, or alone if so authorized by the Executive Committee, all bills of exchange or promissory notes of the Section. He or she shall enter or cause to be entered 129 Seaton Hall, Manhattan, KS 66506-2906 Page 3 of 6
regularly in the books of the Section full and accurate account of all monies received and paid by him or her on account of the Section; shall at all reasonable times exhibit his or her books and accounts to any committee member of the Section during business hours, and whenever required by the Executive Committee or the Chair, shall render a statement of the section accounts. He or she shall perform such other duties as may be prescribed from time to time by the Executive Committee or by the By-Laws. Upon the request of the Executive Committee, the treasurer shall post bond for the faithful performance of his or her duties in such sum and with such surety as shall be approved by the Executive Committee. The office of Secretary and Treasurer may be combined by the Section if they may determine appropriate, should, for example, the 2 nd vice chair has assumed the role of Chair. The treasurer will also be responsible for maintenance of the Kansas Section Website which should include but not limited to the update of records on Section Officers, Constitution and By-laws, minutes and award recipients. OLD BUSINESS Stacy Hutchinson moved and Carl Nuzman seconded a motion to accept the proposed bylaw changes. Motion carried. NEW BUSINESS Support for BAE Student Design Teams and Kansas Section Scholarships Section finances were reviewed, including discussion of the potential amount of ASABE rebates to the section. The general census was to maintain the scholarship awards at least at the $500 amount. Norm Klocke moved and Gary Clark seconded a motion to award two $500 student scholarships and three $500 scholarships for BAE Student Design Teams, should funds be available and granting the executive committee authority to adjust the design team awards if rebate funds are lower then anticipated. (Note: Previous directive is to maintain a $1500 reserve at end of fiscal year. Funds in excess of $1500 are added to the Foundation Scholarship account.) Nominations and Elections Naiqian Zhang reviewed the open positions and indicated that Troy Kolb was willing to accept a nomination for the 2 nd vice chair position. Gary Clark moved to nominate Troy as 2 nd vice chair, close nominations and cast a unanimous ballot for Troy. Mahbub Alam seconded the motion and it carried. Chair Zhang asked if anyone were interested in serving in any of the remaining positions. Ed Brokesh and Wenqiao Yaun expressed interest in serving on the Awards Committee. Harold Blume nominated both to the Awards Committee, close nominations and cast a unanimous ballot. Rogers seconded the motion and it carried. Dan Rogers then moved to close all nominations and authorize the executive committee to appoint any remaining positions. Stacy Hutchison seconded and the motion carried. Other matters Gary Clark requested that all members consider and submit nominations for Section Awards. He also indicated funding to help with students activities would be very helpful and 129 Seaton Hall, Manhattan, KS 66506-2906 Page 4 of 6
requested that notices to members on section activities include a reminder to encourage contribution to a student excellence fund. After additional discussion Gary moved to establish a student excellence fund, seconded by Norm Klocke. Motion carried. Materials will have to be developed. Mahbub Alam requested that we try to have more email notices with regards to Section news and activities. Future Meetings Donghai Wang will be program chair next year with the meeting likely to be held in Manhattan. The date and time will be announced later. Adjournment Naiqian Zhang passed the gavel to Donghai Wang as the incoming Chair. The meeting was adjourned at approximately 9:00 am to allow members to begin the program and tour of the Hills Research Facility., hosted by Craig Cowley, program chair. Respectfully submitted, Danny H. Rogers, Secretary-Treasurer Addendum to minutes: Joe Harner was selected as 2008 Member of the Year. John Kurtz was selected as 2008 Young Member of the Year. 129 Seaton Hall, Manhattan, KS 66506-2906 Page 5 of 6
Officers for July 1, 2009 June 30, 2010 COMMITTEE MEMBER TERM ENDS Executive Committee Past Chair Naiqian Zhang 06/30/10 Chair Craig Cowley Rotate 1 st Vice Chair Donghai Wang Rotate 2 nd Vice Chair Troy Kolb Rotate Secretary/Treasurer Danny Rogers 06/30/10 Nominating Committee Chair (Art. VI, Sec 1e) Naiqian Zhang (Past Chair) 06/30/10 Public Relations Chair (Art. Vi, Sec 1g) Troy Kolb 06/30/10 Others by appointment Dan Rogers Program Chair (Art. VI, Sec 1f) Donghai Wang 06/30/10 Others by appointment Awards, Section Member of the Year (MOY) & Young Member of the Year(YMOY) Chair (Art. VI, Sec 1a) MOY 2007 Bob Davis 06/30/10 Last Two Years Recipients YMOY 2007 Jim Schmidt 06/30/10 MOY 2008 06/30/11 YMOY 2008 06/30/11 Awards, Recognition Mid Central and National ASABE Chair (Art. VI, Sec 1b) Naiqian Zhang (Past Chair) 06/30/10 Gary Clark 06/30/10 Ed Brokesh 06/30/11 Wenqiao Yuan 06/30/12 Membership (Art. VI, Sec 1d) 06/30/10 06/30/11 06/30/12 Continuing Education Career Guidance (Art. VI, Sec 1c) Jim Steichen 06/30/10 06/30/11 06/30/12 Student Section Liaisons (Art. VI, Sec 1h appointed by Chair) ATM Bob Wolf 06/30/10 BAE Donghai Wang 06/30/10 129 Seaton Hall, Manhattan, KS 66506-2906 Page 6 of 6