GOVERNING BOARD MEETING
May 30, 2003
Marriott Conference Center
Moorhead, MN

1. CALL TO ORDER
Glen Gerads called the meeting to order at 8:30 am.

2. ROLL CALL
Present: Glen Gerads, Doug Rovang, John Thom, Bernie Bullert, Jon Eaton, Troy Hall, Bud Krause, Bert Tracy, Butch Hybbert, Myron Volker, Scott Anderson, Steve Schneider, Ben Mason, Stew Thornley, Bob Cockriel.

Absent: Don Christianson, Bill Spain, Kelly Lange-Haider, Yasser Abouaish.

3. MINUTES APPROVAL
Correction of the January 2003 minutes - meeting was held at Moorhead Public Service, not the Marriott Conference Center. Motion by Tracy to approve the minutes of the January 31, 2003 Board meeting with correction. Second by Volker. Passed unanimously.

4. FINANCIAL REPORT
Eaton emailed the Board the financial status as of May 1, 2003. The Section financial status as of May 15 - income was $96,111.51 and expenses were $65,789.52 for a net income of $30,321.99. Investments were up since the beginning of the year by $2,659.64. The endowment fund has $20,867.47 and the general fund has $57,690.96. A motion was made by Thom to approve finance committee report as presented. Seconded by Hall. Motion passed unanimously.

5. ASSOCIATION DIRECTOR'S REPORT
Bernie Bullert reported there is no written report because he has been emailing national updates to the Board on a regular basis. There has not been a national Board meeting since the last Section Board meeting. Two issues Bullert will raise at the next National Board meeting are accreditation and the banquet at National, both of which Bullert provided background information on to the Board. The Board discussed the issue of accreditation at length and it was determined the Section was hesitant to move forward on accreditation without additional information. Motion by Rovang to approve the Association Director Report. Motion was seconded by Anderson. Motion passed unanimously.

6. DISTRICT REPORTS

Motion by Krause to accept the District reports. Second by Rovang. Motion passed unanimously.

7. COUNCIL/COMMITTEE REPORTS

Administrative Council. Eaton provided on behalf of Abouaish.

Finance Committee Report
The Finance Committee met on April 22, 2003 at the Bloomington Water Treatment Plant. Gerald Mahon (chair), Karl Streed, and Jon Eaton were present. Verne Jacobson and Dave Peterson were absent.

The section financial status and investments were reviewed. For the first quarter of 2003, income was $78,252 expenses were $19,449 with a net positive gain of $58,803. The investments were steady. Electronic access to our banking accounts was requested and approved by Wells Fargo Bank.

The endowment funds raised in 2002 have been transferred into the proper investment account.

The 2002 books were audited and found in proper order. The 2002 Year-End Report was completed and approved. The finance committee requests the board review and approve the report for publication in the Breeze conference issue and approval by the membership at the next general business meeting.

The administrative contract was reviewed and discussed. Ewald is requesting a 2% increase in fees. The finance committee approves of the nominal increase and requests the board extend the contract for another year. The Board briefly discussed the contract proposal and services.

Action Items:
1. Approve the 2002 Year End report.
2. Approve the extension of the administrative services contract.

A motion was made by Bullert to approve the year-end financial report. Seconded by Thom. Motion carried unanimously.

A motion was made by Hall to approve the extension of the administrative services contract. Seconded by Bullert. Motion carried unanimously.

Fuller Award
The committee will be meeting between now and the fall conference to choose an awardee.

L.N. Thompson
The committee will be meeting between now and the fall conference to choose an awardee.

Meritorious Service
The committee continues to solicit for nominees. The committee will have something by the fall conference.

Nominating (Director)
Not applicable until the 2004 fall conference.

Nominating (Chair-elect & Trustee-at-Large)
    Trustee at Large:
Herb Watry, City of Litchfield
Jim Sadler, City of Maple Grove

    Chair Elect:
Myron Volker, Owatonna Public Utilities
John Lapointe, Earth Tech

Public Affairs Council

Public Information
Nothing new to report. The most recent meeting was cancelled. The committee will be meeting in the near future.

Publications
The desktop publishing equipment computer monitor broke in late January. It was replaced in February. A digital camera was purchased in April to take high quality digital photos for the publications and website. The spring issue of the light breeze was mailed out in late April. There were 46 advertisers. The Breeze - Conference Issue is scheduled to be assembled and delivered the first week of July. Other conference items in progress are the exhibitors prospectus, conference notice and registration, and conference program.

Water for People
We have held two raffles at Operator Schools in Rochester ($484) and International Falls ($137). The Section sent $1500 donation to Water For People. We plan to have the fundraiser again at the golf outing before the Annual Conference. We also will have a few more district operator school raffles.

Membership
The Membership Committee's spring meeting was held in St Cloud on March 6th. The committee reviewed a spreadsheet for use when contacting state utility members. The contacts are being made to discuss the use of AWWA services, experiences with AWWA, and to thank these members for their support. As background also distributed was a list of monetary advantages of utility membership generated in 1999 by the section and an AWWA listing of all the advantages of utility membership. "Thank You" letters have been sent out and an AWWA baseball cap to all the new members who joined between July 1 and Dec. 31, 2002. The end of April membership numbers for Minnesota stands at 992 members. The booth schedule for the year was reviewed.

The up coming membership recruitment contest was reviewed/discussed. It was agreed that:

Scholarship
We have received four applications for the advanced degree scholarship. The section normally awards three scholarships. We are requesting that the board approve and award four advanced degree scholarships. After some discussion regarding the concerns about changing the current funding policy, the issue was tabled for lack of support. Thom will contact Jerry Smith to explain the concerns.

Gimmicks and Gadgets
Plans are underway to reinvigorate the gimmicks and gadgets committee starting with sending a notice to each district director to promote the competition within the districts. The Gimmicks and Gadgets conference back drop (poster) requires updating and will require $250 for changes/improvements. In addition, it is requested that Gimmicks and Gadgets award winners be given cash prizes to attract entries and that a letter of recognition be sent by MNAWWA to future winners. It is requested that the board approve $350 in funding for the gimmick and gadgets committee. After some discussion regarding concerns related to providing additional funds to the committee, the issue was tabled.

Small Systems Council

No report.

Training Council

Safety Committee
Lyme Disease posters and pocket cards were distributed at the Metro District Water Operators School as a means of communicating the health hazards posed by exposures to deer ticks. Hearing protectors were also distributed at the Metro School and the Southwest District School in Fairmont. The next committee meeting will be held in early June, and the membership will be assigned training topics to review and develop into training tools for water utility staff. The heat/cold stress poster concept will be given a final review by the committee before it is sent out for printing.

Research Committee
Nine members, including Brian Bergantine of the North Dakota AWWA Section, met in April. Bergantine, the research committee co-chair of the North Dakota Section, reviewed some of the activities being sponsored by their research committee, including a pay-rate study and the participation by upper-class students in their student chapter.

The committee expressed interest in a database of utilities, including system descriptions, contacts, and willingness to participate in research. Lih-in Rezania and Karla Peterson volunteered to look into possible access into the MDH public water supply database for system descriptions and contacts. Additional work (possibly with a survey sent to utilities) would be needed to identify willingness to participate and interest in particular research topics.

The committee will be participating in a Radionuclides Workshop and another Surface Water Treatment Workshop in 2004. The committee is also considering a workshop on Membrane Filtration.

The summer committee meeting will be held Thursday, June 12, from 1pm to 2:30pm at Ruttger's Bay Lake Lodge near Deerwood. Agenda items include discussion of the upcoming workshops, utilization of the website, participation in the annual conference and poster presentations, research needs, and participation on AWWARF committees.

Management Schools
The 2003 Water Utility Management Institute was held March 17 to 20 at the Earle Brown Continuing Education Center at the University of Minnesota campus in St. Paul.

Education Committee
The Minnesota Section districts are completing their spring schools. The Southeast District had its three-day school in Rochester in March, the Metro District had its three-day school in Bloomington in April, and the Northeast District had its three-day school in International Falls in April, a month earlier than usual. In addition, the Southwest District had a one-day school in April in Fairmont, and the Central District will have its three-day school at Ruttger's Bay Lodge outside Deerwood in mid-June. Each of these schools has featured a half-day vulnerability assessment workshop.

The Training Council and Education Committee have coordinated two other water security workshops, both tailored for systems serving populations between 10,000 and 50,000, in conjunction with the Minnesota Public Works Association. Bill Anderl led both workshops, held on April 3 and May 28, using the new Vulnerability Self-Assessment Tool (VSAT) software from the Association of Metropolitan Sewerage Agencies.

Manufacturer's Council

Ben Mason and Scott Anderson reported that the MAC and he had discussed ways to work together to raise funds for the endowment fund since all money from the golf tournament goes to Water for People. Anderson reported that the MAC had discussed adding a small assessment directly to the registration fee that would go directly to the endowment fund. After considerable discussion about the funding options available to the Section, the issue was tabled until the strategic planning meeting.

Mason asked the Board if they wanted the MAC to develop standards for the exhibit show. After some brief discussion, the Board recommended that the current guidelines not be changed.

Mason also recommended the Section consider doing some additional items related to archives at the conference. It was recommended that Mason discuss these ideas with Kelly Lange-Haider and Meg Desmond.

Water Utility Council

Cockriel reported that the minutes from the most recent meeting were provided to the Board prior to the meeting. Any questions should be directed to Bob Cockriel. There is no report from the Energy Committee. Cockriel briefly announced that Rovang had traveled to Washington D.C. for a security fly-in.

Conference Council

Conference Committee Report
The 2003 Minnesota Annual Conference is scheduled for October 1-3, 2003 at the Courtyard by Marriott in Moorhead, Minnesota. Conference activities will include a General Session and the Vendor show on Wednesday, three concurrent sessions on Thursday, a short general session on Friday along with the annual awards banquet, a golf tournament, a general membership meeting, spouses program, and many other committee meetings.

Rooms are available at the Courtyard by Marriott, with overflow rooms available at the Days Inn, the Travelodge and several other local hotels/motels.

The proposed budget was reviewed. Schneider proposed a registration fee of $175 per person to attend the conference and a $350 per booth fee for the vendors. The Board discussed the proposed budget.

Vendor Prospectus' will be mailed in mid-late June and the Conference announcement in early August.

Program Committee Report
The Program for the 2003 MN AWWA annual Conference in Moorhead October 1-3 is proceeding quite well and is on schedule to be completed by June 1. Due to the response from the Call for Papers and the interest from the Research Committee there has been a 3rd concurrent session added for Thursday, October 2. The sessions planned for Thursday include an all day Operator's Session, half day Computer / IT Session in the morning, half day Technical Session in the afternoon, and either an all day Research Session or half day morning session with a Distribution Session in the afternoon. 25 speakers are planned to present during the 3-day program.

The Opening / General Session will feature 3 keynote speakers which will lead into the Trade Show in the afternoon with the ever popular Stew Thornley hosting the Top Ops competition (if the Twins are not in the World Series). The Friday Closing / Regulatory session will feature both a Federal as well as a State perspective to current and pending rules and regulations. It is anticipated the Conference to well attended with the variety of sessions, speakers and topics put together by the Conference Program Committee.

Conference Spouse
Jennifer Walz, MPS Communications Director, is working on the arrangements for the spouse program.

Conference Local Arrangements
- Three acts were presented to the board for the banquet entertainment: a comedy troupe, a variety show, and a hypnotist. The same contact for these acts can help with musical entertainment prior to the banquet. After some discussion, the Board recommend the comedy troupe.
- Tony Belden and Troy Hall are working on a Wednesday dinner with a Mexican theme.
- The golf tournament will likely be held at Moorhead Country Club. Tom Mumm is working on setting the golf arrangements.
- Moorhead Public Service staff is willing to help with registration and any other needed functions.

Reception at ACE
The official reception to be held at the Anaheim Whitehouse was cancelled due to low registration and little response to an e-mail trying to project attendance. An informal gathering at will be held in the same time slot (June 16 from 5 PM to 7 PM) at a location near the conference center. More information will follow.

Motion was made by Tracy and seconded by Thom to approve the conference fees as proposed by Schneider. Passed unanimously.

Motion was made by Rovang to accept the Council reports. Seconded by Anderson. Motion carried unanimously.

9. UNFINISHED BUSINESS
Ambassador Program. A motion was made by Hall to move the Ambassador Program under the Public Affairs/Membership Committee as recommended in the May 2002 minutes. Seconded by Volker. Motion carried unanimously.

Trustee Duties as related to the Mentorship Program. Rovang will be working on this issue and report back to the Board at the next meeting.

Board Member Duties. Eaton will be developing a responsibility list for reference by Board members. Will send a draft out to the Board in the coming weeks.

Young Professionals Chapter. Hall reported that not a lot had been done. He had spoken with Karla Peterson about involvement. After some brief discussion, the issue was deferred to the strategic plan.

Fall Regional Meeting Update. Gerads reported on the progress of planning for the Regional Officers Meeting. The Board discussed entertainment options.

Technology Task Force. Gerads reminded the Board they had been given information on this issue prior to the meeting. Gerads reported on a recent meeting where many technology options were discussed. The recommendation of the task force was to create a standing committee under the Administrative Council.

Strategic Planning Meeting. Gerads announced the strategic planning meeting was scheduled for Tuesday, August 26, 2003. The entire session will be at least one day, maybe 1 ½ days. Gerads asked the Board to forward issues to be considered to Jon Eaton. All Board members and Council/Committee Chairs to participate.

2004 Fall Conference. Schneider reported specifically on the Owatonna options for the 2004 conference. The Board discussed some of the pros and cons for the Owatonna location. The Board specifically discussed options available for the program to allow the conference to be held in the limited space at the Owatonna hotel. The Board encouraged the committee to work hard to develop a program that would allow the conference to be held in Owatonna.

Joint WEF/AWWA Management Conference. Gerads continues to talk with them about holding a joint management conference.

10. NEW BUSINESS
MAC Voting Representation. Mason provided background on MAC representation at National and requested the Board consider voting representation for MAC at the Section level. The Board briefly discussed potential options and the conflicts that arise due to there being no voting rights for other council positions. The Board will discuss the issue at the strategic planning meeting.

Washington Fly-in Summary. Rovang briefly reported on the Washington D.C. Fly-in and recommended that the WUC Chair attend in the future.

Summer Workshop. The next AWWA Summer Workshop for Section leadership is scheduled for July 24-26 in Colorado. The Board discussed how to send the most people based on the approved budgeted amount.

Records Management Task Force. Eaton requested Gerads to appoint a records management task force to review past records of the association. After some brief discussion, Gerads agreed to appoint a task force after some additional thought on the issue.

Gopher State One Call. Cockriel requested direction from the Board on how to proceed with the issue regarding potential billing changes at Gopher State One Call. The Board discussed at considerable length how to respond to the content of the reply letter from Gopher State One Call and the apparent misperception that Adam Kramer represents AWWA on Gopher One State Call. Eaton and Cockriel confirmed that there is no official record of Kramer ever having been named as a representative for AWWA on Gopher One State Call issues. After considerable discussion, the Board reached consensus that two letters should be drafted; 1) a letter to respond to the tone and content of the reply letter received from Gopher State One Call; and, 2) a letter to address the ongoing issues with the proposed changes.

National Treasurer Position. Bullert announced the position of Treasurer at the National level is becoming vacant. If the Section desires to nominate someone, the application is due by November.

National Awards. Bullert announced National award nominations are due in November. Bullert will provide the information to Abouaish who will process the applications.

11. NEXT BOARD MEETING
The Fall Board meeting was set for Monday, September 29, 2003 from 6:00 - 10:00 pm at the Marriott Conference Center in Moorhead, MN.

12. ADJOURNMENT
There being no further business, a motion was made by Hybbert to adjourn the meeting at 1:19 p.m. Seconded by Bullert. Motion carried.

Respectfully Submitted,

Jon B. Eaton
Secretary/Treasurer

Back to Meetings Page