GOVERNING BOARD
WORKING SESSION
Thursday,
January 28, 2010, 4:00 p.m. to 10:00 p.m.
Riverwood Inn and
Conference Center, Otsego, Minnesota
Board Training
4:00
p.m. Introduction of Board Members
4:15
p.m. Section Alignment with Association
– Vision, Mission, Guiding Principles (Moulton)
5:15
p.m. Brian Bergantine Sings “Here Come
the Yankees”
As a result of a friendly challenge with a Yankees fan prior to the World
Series, Phillies fan Brian Bergantine will sing the Yankees fight song. If prompted, he may also talk like a pirate.
5:20
p.m. Board Member Roles &
Responsibilities (Thornley)
Typical Annual Board Schedule and Meetings
How to Prepare
for a Board Meeting
How
Board Meetings are Run (Parliamentary Procedure - Robert’s Rules of Order)
(Thornley)
Duties
of Key Participants
Order
of Business
Consent
Agenda
Motions
5:50
p.m. Governing Documents (Vempati)
Bylaws
Policies/Procedures
Position
Descriptions
Executive
Board
District
Trustees
Council
Chairs
Strategic
Plan
History
Business Plan
6:25 p.m. Minnesota
AWWA Finances Primer (Thornley/Vempati)
Section Finances
Income Sources
Expenses
How to Submit a
Budget
Importance of Expense
Reports
How We Did in Fiscal
Year 2008
Basic Accounting:
Balance Sheet and Profit and Loss
How to Review Monthly
Financial Reports
Status of Operating,
General (Reserve), and Endowment Fund
7:00 p.m. Dinner
8:00 p.m. Strategic
Planning (Spain)
8:50 p.m. Forums
Council Chairs
Administrative and Policy (Eaton)
Conference (Lubovich)
Minnesota
Associates (Belden)
Public Affairs (Volker)
Training (Glassing)
Water
Utility (Shea)
Trustees
Central (Vollbrecht)
Metro (Bramwell)
Northeast (Proulx)
Northwest (Bergantine)
Southeast (DuChene)
Southwest (Sweers)
At-Large (Stai)
9:40 p.m. Open
Forum (Moulton)
10:00
p.m. Adjourn
GOVERNING BOARD
MEETING
Friday, January
29, 2010, 8:00 a.m. to 12:00 noon
1. CALL TO ORDER (Moulton)
2. ROLL CALL (Thornley)
3. CONSENT REPORT
MINUTES
APPROVAL
FINANCIAL
REPORT (Thornley)
ASSOCIATION
DIRECTOR'S REPORT (Schultz)
DISTRICT
REPORTS
Central (Vollbrecht)
Metro (Bramwell)
Northeast (Proulx)
Northwest (Bergantine)
Southeast (DuChene)
Southwest (Sweers)
COUNCIL
REPORTS
Administrative and Policy (Eaton)
Conference (Lubovich)
Minnesota
Associates (Belden)
Public Affairs (Volker)
Training (Glassing)
Water Utility (Shea)
4. CONSENT DISCUSSION
ITEMS (Moulton)
5. UNFINISHED BUSINESS
Selection
of Publications Vendor (Peterson)
Publications
Committee Chair Karla Peterson developed a request for proposal and solicited
bids for the publication of the Breeze. The committee selected finalists, and the
board will make a final selection.
Travel
Policy (Spain)
A
committee (Stai, Peterson, Eaton, and Spain) was formed to make recommendations
on our travel policies for members and to find out what policies other sections
have.
Board
Member Travel Expenses/Friday Board Meeting at Annual Conference
At the
September 28, 2009 board meeting, the issue of travel expenses for members to
attend board meetings was discussed.
During discussion of travel expenses to board meetings
at the September 28, 2009 meeting, a motion was made and then postponed to
eliminate the board meeting on Friday morning at the annual conference. During the annual conference, board meetings
are held Monday night, Tuesday morning, and Friday meeting, necessitating
lodging expenses over several days. The
possibility of either keeping the meetings closer together or having a
conference call in lieu of a Friday meeting was discussed. A motion was made to eliminate the Friday
board meeting. A motion to postpone
indefinitely the main motion was made and passed.
Hiring of Volunteer Coordinator
In 2009, the board approved the hiring of a volunteer
management coordinator to follow up with section volunteers and perform other
administrative duties. The budgeted
amount for the coordinator was $4,000, but it was decided to combine this
position with an administrative assistant sought by the membership committee,
bring the expense to $7,500.
6. NEW BUSINESS
Policies for Sharing Member Information and Attendee Lists (Thornley)
Vendors
who display at product shows at our annual conference and district schools
sometimes ask for member lists and/or a list of attendees at the conference or
school. Should this information be
shared with vendors who probably plan on using it for solicitation purposes? Should registration forms for the conference
and district schools include an opt-in/opt-out check box so that the
information shared will be of only those who have granted permission?
Sites of
Future Board Meetings (Thornley)
This is
the final year of our contract with Riverwood for the
January working session and board meeting.
The site of the May 2010 board meeting, to be held in the Southeast
District, also needs to be determined.
Regional
Meeting of Section Officers (RMSO) and Johnny Holm Concert
The 2010
Regional Meeting of Section Officers will be held in Minneapolis Friday, April
16 and Saturday, April 17. We need to
determine who is going from our section.
We will also be participating in providing the Friday night
entertainment, which will be a trip to the Water for People concert in
Medina. Two sponsorships of $1,500 each
will cover the costs of 48 people to the concert as well as to a pre-concert
reception that will include food. This
may be cheaper than paying for individual meals in addition to concert tickets.
A
proposal for additional funding for the RMSO is attached.
Water
Utility Council Budget (Shea)
The Water
Utility Council is requesting an increase in its budget to add an additional
utility member to the Fly-in in Washington.
Competitions
Committee (Bergantine)
The
Competitions Committee is requesting an increase in its budget.
7. NEXT BOARD MEETING
May 7, 2010 in the Southeast District.
8. ADJOURNMENT