KsAWWA Board of Trustees Meeting
Friday, December 12, 2008
Emporia Water Treatment Plant
Emporia, KS

Chair Tom Schrempp called the meeting to order at 10:05 a.m.

Roll Call                                 Present                                   Absent

Chair                                       Tom Schrempp

Past Chair                                Lanny Uden

Director                                   Don Gray

Director Elect                          Jerry Blain

Chair Elect                              Marc Pedrotti

2^nd Yr Trustee                          David Odell

2^nd Yr Trustee                          Dan Clair

2^nd Yr Trustee                          Mike Orth

1^st Yr Trustee                          Steve Randtke

1^st Yr Trustee                          David Bries

1^st Yr Trustee                          Jim Brummer

Sec-Treas                                 Terryl Pajor

Section Manager                     Hank Corcoran Boyer

Committee Chairs/Guests: Dan Pflumm, Membership Committee; Ramsey Hagan, OTC; Mike Gilliland, OTC; and Mike Rudy, Hospitality Committee.

Minutes of the Special Board Meeting of October 24, 2008 were presented for approval.  Minutes of the Annual Board of Meeting of September 19, 2008 were presented for approval. 1^st Yr Trustee Steve Randtke made a motion to approve both sets of the minutes with the date of the Special Board meeting be noted in the heading.  2^nd Yr Trustee Mike Orth seconded.  Motion carried.

Sec/Treas. Terryl Pajor did not have a Treasurer’s report ready for the Board and she would prepare and have ready to e-mail to the Board on Monday, December 15, 2008.  She did report the checking and savings accounts were the lowest she had seen them since taking over the Treasurer’s position.  The checking and savings accounts had approximately a total of $15,000 in them.  The two CD’s each had approximately $30,000 in them.  She reported that the conference revenue was approximately $42,000 and the expenses were approximately $32,000 giving approximately a $10,000 net income for the conference.

She reported one of the CD’s would be maturing in the near future and much discussion followed regarding keeping that money available for upcoming expenses rather than re-investing at this time.  It was decided to hold this CD until the March 2009 meeting and then revisit the financial situation at that time.

Sec/Treas Terryl Pajor reported on the Audit proposals the Board had instructed her to obtain.  She stated a full audit would cost approximately $7,500 - $12,000 depending upon the amount of work it would take but it would require at least 3 full days and 2 auditing staff to perform this type of audit.  What has happened in the past is the audit firm of Kirkpatrick & Sprecker has conducted a practices review and found things to be in order.

It was suggested she gather information from other organizations such as KWEA to see how they handled their audits and bring the information back to the March 2009 meeting.

It was also decided after the first of year there would be an internal audit conducted with Past Chair Lanny Uden chairing this committee.

Director’s Report – Don Gray thanked the board for electing Jerry Blain as Director Elect.  He also thanked the Board for the privilege of serving a Director and he has learned a lot working with AWWA.

He reported the Winter Board meeting would be the last week of January and this would be a critical time for transition of national officers.  He reported this would also be the time for election of new officers.  There are 4 individuals vying for the President Elect position.  There are two openings for Vice President with 7 people interested in filling these positions.  Several Board members indicated they knew one or more of the possible VP candidates and Don took their input to be used when he casts his vote in January.

He reported AWWA finished the 3^rd quarter of the year strong financially and membership was at 59,300.  One of the things AWWA continually wants to know is how they can better serve the Sections.

One thing the Board seemed to be concerned about was the lack of training available for the small as well as the large utilities throughout the state.  AWWA has gone to the webinar concept and not a lot of utilities either have the numbers or the dollars to be able to participate in these.  It was suggested possibly the KsAWWA membership and/or community relations committees work on this and give Director Gray and Director elect Blain something to take to AWWA.

Director Gray reported Susan Franceschi had visited with Kerry Peterson, Safety Committee chair about the safety award and that surveys had been sent out to the 10,000 or more connection utilities.

Chair’s Report – Tom Schrempp reported the Strategic Plan would be discussed in Old Business – but the Board should be thinking about what the next steps were regarding this plan.  He also addressed the Safety Committee and what the Section could do to help the smaller utilities with safety and training materials.  He suggested maybe a program could be set up that the larger utilities pool their safety material to mail to the small utilities with a self addressed return envelope.

A brainstorms session involved developing a video library administered by the Community Relations, OTC and Safety Committees.  It was thought the Safety Committee could pick 2 or 3 topics and focus on them for a year and then move to new topics the next year.  It was also suggested anything free could be placed on the KsAWWA website.

Chair Schrempp also reported he had set up an ad hoc committee for Mutual Aid and Dan Defore, Winfield had agreed to chair this committee.  Dan will be KsAWWA representative at the AWWA WARN meeting in Denver.

Section Manager’s Report – Hank Corcoran Boyer reported she had been working on finishing up the conference details as well as the WFP Gumbo for Us details.  She asked if 2^nd Yr Trustee David Odell would help in collecting the remainder of the money’s pledged for sponsorship on the WFP Gumbo for Us fundraiser.  She said because of a mis-understanding with the printer the August issue of the newsletter had gone out in October but it covered all of the activities of the conference rather than holding that information until the December issue.  She was working on the December and last issue of 2008 at this time.

She reported she had visited with Dianne Waldo, KsAWWA Webmaster and David Oligschlaeger, editor of the newsletter about a meeting to develop a new design for the web page.

She reported she is getting ready to solicit for ads for the 2009 issues of the newsletter.

She asked the Board if they wanted to have an inventory of the new blue shirts and vests.  After some discussion it was decided not to have an inventory but just to order as needed.

She reported she had attended the OTC meeting in November in Emporia.

Committee Reports:

OTC – Mike Gilliland reported the NE Subcommittee had 4 chapters left to finish in the first quarter of 2009 for the new combined training manual. This new manual would have approximately 600 pages and 24 chapters.  It was suggested that it be in both a PDF format as well as being on CDs.

He reported that each of the subcommittees had set up training to be held in 2009.

He also reported Dan Defore and Eugene Shields had agreed to co-chair the SC just committee and the NC committee was looking for a chair.

He reported for the Joint Conference to be a success it would be necessary to have joint competitions for the TopOps and Backhoe Rodeo.  He reported that Ramsey Hagan ad Rod Philo would be working on these and Ramsey Hagan would be working on the topics for the OTC sessions at the Joint Conference.

He also reported the OTC Committee had picked up 4 new members from the interest sheets at the Annual Conference and they were Elizabeth Owens, Wichita; Rick Sailor, Bonner Springs; and Susan Cinelli and Carol Knight, KCK BPU.

Membership – Dan Pflumm reported he and his committee members would soon be calling current customers and affiliates to promote AWWA membership.  They are also looking at splitting up the list of past /dropped members to call for possible renewal.  They will continue to contact equipment suppliers with representatives in Kansas to encourage multiple section memberships.

Some goals they have for 2009 include:

Hospitality – Mike Rudy wanted to know the expectations of the committee with KWEA for Joint Conference.  It was suggested that KWEA commit to the same amount of money for door prizes that KsAWWA commits – approximately $1,500 each.  It was also suggested to have a large prize to be drawn for after each luncheon rather than giving all of the prizes away the first night.

Diversity – 1^st Yr Trustee Jim Brummer reported for Lanette Wickham committee chair.  He reported the committee had drafted an article to go into the next newsletter.  The article lays out a mentoring program to hook up experienced KsAWWA members with new members.

Research – Chair Tom Schrempp reported the Research Chairs of the Kansas Section and the Missouri Section are looking at sending out a Midwest regional survey for research – it would prioritize needs and who was available to assist.

Joint Conference – Chair Elect Marc Pedrotti stated there was going to be a joint Board meeting at the Topeka Capitol Plaza on Friday, January 16.  He reported both Boards had seen the JC agenda, had discussed the fundraising, competitions, poster contests, etc.   He is looking for KWEA/KsAWWA YP’s and Student committees bring ideas to the Board for the Poster contest.  He is also looking to the competitions committee persons to bring rules, etc. to the Board.  Moxley, KsAWWA and Eisenbarth, KWEA are working on the golf tournament and trap shoot details.

Old Business:

Strategic Plan - Past Chair Lanny Uden presented the drafted plan previously handed out.  He stated we now have action items on the plan.  He stated he would send it to Section Manager and have her submit it to the Board.  He also stated we needed to do a follow up on a regular schedule – we needed to keep an accounting of our activities – this would be our working document.

Sec/Treas Terryl Pajor made a motion to accept the Strategic Plan as presented. Director Don Gray seconded.  Motion carried.

By-Laws – Chair Tom Schrempp reported Larry Shannon By-Laws Committee Chair had them sitting on his desk and would have them available for the March 2009 meeting.

New Business:

Membership Summit – Chair Tom Schrempp reported the meeting was to be held January 29-31, 2009 in San Antonio, Texas and AWWA was looking for registrations ASAP. 

Chair elect Marc Pedrotti made a motion to pay travel expenses for Past Chair Lanny Uden and YP Chair Bruce Allman to attend the Membership Matters 2009 Summit in San Antonio.   2^nd Yr Trustee David Odell seconded the motion.  Motion carried.

AWWA Water Matters Fly-in – Water Utility Council Chair Jim Epp presented the information via e-mail that the Fly-in would be held on March 24-25, 2009 and AWWA was requesting a list of Kansas Delegates as soon as possible.  It was decided Jim Epp would attend the Fly-in at AWWA’s expense.  Director Don Gray made a motion KsAWWA send David Warren and pay his expenses.  2^nd Yr Trustee Mike Orth seconded.  Motion carried.

Affiliate Agreements – Chair Tom Schrempp reported the AWWA Executive committee passed these back – there is nothing for KsAWWA to do at this time.

KSMAP – Past Chair Lanny Uden reported there are 31 cities signed up for this but none of the large cities.  He is working on a letter to the key personnel in the larger cities to encourage their participation.

RMSO – Chair Tom Schrempp reported the next RMSO meeting would be held in Monterrey, Mexico on February 27-28, 2009.  At this date AWWA has not asked for registrations.  Those available to attend include, Tom Schrempp, Marc Pedrotti, David Bries, Steve Randtke, Mike Orth, Hank Corcoran Boyer, and Terryl Pajor.

Sec/Treas Terryl Pajor made a motion to send as many as 5 to the RMSO in Monterrey, Mexico.  Director Don Gray seconded.  Motion carried.

Executive Session:

The KsAWWA Board of Trustees went into Executive Session to discuss the Section Manager’s contract.

After the Executive Session was completed, 2^nd Yr Trustee David Odell made a motion to increase Section Manager Hank Corcoran Boyer’s contract by $200 per month making a monthly total of $2,200 plus expenses outlined in the contract and making this retro active to October 2008.  Director Don Gray seconded.  Motion carried.

Meeting adjourned at 1:05 p.m.

Respectively submitted,

Hank Corcoran Boyer
Section Manager