GOVERNING BOARD SPECIAL WORKSHOP
Wednesday, October 31, 2001
10:00 AM - 3:00 PM
Eden Prairie Water Treatment Plant

John Thom called the meeting to order at 10:08 a.m.

Present: Yasser Abou-Aish, Scott Anderson, Don Christianson, Bob Cockriel, Jon Eaton, Glen Gerads, Troy Hall, Allen Lamm, Kelly Lange-Haider, John LaPointe, Dave Shultz, Ed Sorensen, Bill Spain, John Thom, Myron Volker

Absent: Bernie Bullert, Bud Krause, Stew Thornley

John Thom asked Ed Sorensen if there were any agenda points he would like to discuss. Those items would be: 1) Ewald Consulting suggested that an audit of our books be scheduled A.S.A.P. so it can happen in early 2002. Ed said that he approved of this because it was a legal requitement. Board approval would also be requested. The audit would be $4,000+ and is required annually. 2) Review the council structure 3) Utilization of paid staff to make more money for our section.

John Thom said that this topic will be discussed last, Jim Haugen is back home from the hospital and it is not favorable. We will move on to discussion about paid staff RFP and the structure of councils and committees.

John Thom asked for a motion on the financial audit by an outside party to be arranged by Ewald Consulting. Allen Lamm made the motion, seconded by Glen Gerads. Passed with 15-yes, 0- no.

John Thom handed out a copy of proposed council/chair structure. Bernie Bullert had called John Thom and asked that the Endowment Committee be moved to the Manufacturer?s Council.

John LaPointe supported the Manufacturer?s Council that lines up with the National AWWA.

Glen Gerads discussed those committees that were moved and suggested name changes for Action Now and Conference Council is new. Doug Rovang is chair of the new Conference Council. Small Systems Council was enlarged. Manufacturer?s Council is new, Water Utility Council was enlarged with Energy and Conservation. The Legislative Affairs Committee in the WUC will stand and handle conservation also.

Kelly Lange Haider said that Membership was under Public Affairs and should be left there.

John Thom asked where the Membership Committee would go? John Eaton - leave it in Administration or not-move it back to Public Affairs Council. Jay Whitaker would like to co-chair. Glen Gerads started that council chairs will appoint committee chairs.

Bob Cockriel suggested that scholarships move to Public Affairs council, needs to revitalized, and it was a logical move.

John Thom-Training council, some change. Conference Council has combined committees. Conference Spouse Committee in St. Paul not handled well - should it be paid for or paid by users, perhaps leave it as part of local arrangements and review the cost at another time. Ambassador Program-explained that a retired utility person travels to other departments around the state to introduce AWWA to them; Mentorship program - specific needs from requesting utility are met through Small Systems and requests are confidential. Young Professionals move to Membership as a sub committee.

Manufacturer's / Associates Council - should we change the name to align with national AWWA; move endowment to this council. Golf tournament-make it for profit for section with commercial displays.

Water Utility Council - add legislative affairs to this list

Review need to Strategic Planning session.

Paid Staff Support (see RFP)

1) Bloomington takes back Breeze as a utility- stands alone as a committee
2) Assistant Secretary - keeps conference going, detail tasks of conference committee
3) Water utility Council - Volunteer support for administrative services
4) Mentoring Program
5) Membership - sends out flyers
6) Assist district officers and attend section functions.

The national AWWA data base may not be accurate for school registrations.

How much do we have paid staff do at conference?
- locate list of duties from previous years
- legislative services handled by Water utility Council or a separate contract

Motion by Glen Gerads to send an RFP to solicit management services, seconded by Allen Lamm. Passed with 15-yes, 0-no.
#1 amendment to motion - Electronic assembly of content for Breeze publication by the City of Bloomington Utilities, mailing and printing by others. Allen Lamm made motion to accept.
#2 amendment to motion - Water Utility Council to handle legislative liaison portion and review existing RFP. John Eaton made the motion and seconded by Bill Spain. Passed with 15-yes, 0-no.

Conference Planning

Section chair has control
Local districts take control of their conference with their own RFP for services.

#3 amendment to motion - Glen Gerads made the motion that the executive committee will negotiate with Ewald Consulting for conference arrangements and miscellaneous duties for one year including detailing specific tasks for conference, seconded by Jon Eaton. Amendments 1, 2, and 3 passed with 13-yes, 1-no.

Chair Elect Jim Haugen
Chair
Chair Elect
Past Chair

Motion by Allen Lamm - in view of present situation, current Past chair John Thom maintain position of acting chair, Dave Schultz Acting Past chair. Seconded by Troy Hall. Passed 14-yes, 0-no.

Action of AWWA Efficient utilities - written letter to be sent to AWWA was handed out. Allen Lamm made a motion to pass the resolution. Seconded by Troy hall. Passed 14-yes, 0-no.

Dave Schultz made a motion to adjourn the meeting at 3:05 p.m. Seconded by Glen Gerads. Passed.

Ed Sorensen
Secretary/Treasurer