APWA Meeting Minutes January 9, 2015

BOARD OF DIRECTORS MEETING
January 9, 2015
Issaquah City Hall NW
1775 12th Ave NW, Issaquah
Meeting Minutes
Call to Order
The meeting was called to order by President Mike Clark at 9:03 am.
Present: Mike Clark (President); Kirk Holmes (Vice President); Debbie Sullivan (Secretary); Scott
Egger (Treasurer); Toby Rickman (Past President) Tina Nelson (Delegate); Peter DeBoldt
(Alternate Delegate); Caroline Barlow; Lorelie Williams, Don Huling, John Carpita, Hillary Stibbard,
Heath Henderson, Sandra Pedigo-Marshall, Derek Mayo, Ahmad Qayoumi.
Absent: None
Approval of Agenda
The Agenda was reviewed for additions and deletions. Toby requested to add a discussion about
the Top Ten Awards under Past President’s Report.
A motion to approve the modified agenda was made by Scott Egger and seconded by Derek Mayo.
The motion was approved unanimously [see Attachment No. 1].
Secretary’s Report – Kirk Holmes
Meeting minutes from the December Board Meeting were distributed electronically prior to the
meeting. Kirk reported that no comments were received. A motion to approve the meeting minutes
was made by Scott Egger and seconded by Derek Mayo. The motion was approved unanimously.
Note: meeting minutes are posted on the Chapter website.
Treasurer’s Report – Debbie Sullivan
Debbie Sullivan presented a resolution to authorize financial transactions to reflect the newly
elected chapter officers. The Board discussed the resolution, including the use of credit cards for
paying conference expenses; and removing John Carpita based on National Policies.
A motion to approve the resolution was made by Tina Nelson and seconded by Don Huling. The
resolution was approved unanimously [see Attachment No. 2].
Debbie then presented the Treasure’s Report. Expenditures exceeded revenue by $17,593.62 in
2014. Debbie discussed the differences and suggested changes for the future. There is adequate
savings to cover the deficit. Further discussion ensued regarding conference expenses. The Board
made suggestions on areas where costs could be reduced. A motion to approve the Treasurer’s
Report was made by Toby Rickman and seconded by Don Huling. The report was approved
unanimously [see Attachment No. 3].
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Debbie also presented the 2015 Chapter Budget. Debbie updated the proposed budget based on
comments received at the December Board meeting. The 2015 budget reflects a deficit of $54,688.
She explained that the conference revenues and expenses are conservative and that committees
seldom spend their appropriated budget. The Board discussed reducing the amount of give aways
at the conferences to help reduce expenses and to actively monitor the revenues and expenses
throughout the year. A motion to approve the budget was made by Tina Nelson and seconded by
Scott Egger. The 2015 Chapter Budget was approved unanimously [see Attachment No. 4].
Mike Clark asked for volunteers to serve on the Audit Committee. Hillary, Don, and Ahmad
volunteered. Debbie will work with MRSC to schedule a date to complete the audit.
Vice President’s Report, Kirk Holmes
Kirk Holmes discussed the upcoming Chapter Committee Summit scheduled for February 20 from 9
am – 2pm in Issaquah. It will be held at Issaquah City Hall in the Eagle Room. All Board members
are encouraged to attend.
Kirk asked Board members to evaluate their current committees and make a recommendation as to
whether or not it is time to sunset inactive committees. Committee assignments were discussed and
appointed [see Attachment No. 5].
A question was raised by Tina on the committee annual reports, and if the board wanted to
continue collecting them. There was consensus to do so. Tina asked if the chairs could be
encouraged to submit by January 30, thereby she could read through them and maybe incorporate
some of the information in her delegate’s report. Kirk said that he would send an e-mail out to the
committee chairs with the report template and ask that they submit the reports to him by the 30th.
President’s Report, Mike Clark
Mike Clark presented his 2015 goals:
1. Spotlighting Public Works
2. Focusing on Committees
3. Ensuring the Chapter’s investment of time and dollars is in alignment with the strategic
plan.
Past Presidents’ Report, Toby Rickman
Toby Rickman discussed the PACE Award and the Top 10 Public Works Leader of the Year Awards.
Toby is working with Melissa Quezada to prepare both award applications. Toby will be submitting
two nominees to National for the Top 10 PW Leaders of the Year Award. -- Michael Putenney, 2014
Roy Morse Award winner and Tom Skillings, 2013 Roy Morse Award winner.
Nominating Committee
2016 Board Member and Officer Nominations will be considered at the April Conference and
recommendations will be forwarded to Mike Clark by May 1, 2015.
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Chapter Liaison’s Report, John Carpita
John Carpita updated the Board on the Chapters membership. As of January 9, 2015 our current
membership is 1,454 which is slightly down from this same time last year (1,462) and retention is
declining. The Board will forward the information to the Membership Committee and ask them to
analyze the data and propose a recommendation to the Board. A recommendation was proposed to
ask the Membership Committee to assign a point of contact to reach out to the top agencies. The
Board also asked that this topic be brought up at the upcoming Committee Summit.
Public Works Institute
John Carpita distributed the Financial Report of the Public Works Institute Leadership Skills Class.
The class, taught by John Ostrowski, was held in Issaquah, May 13 – 16 and was attended by 39
students. The Chapter net $4,150.18 [see attachment 6]. 2015 classes are open for registration.
John also made a request to the Board to recognize John Ostrowski for his contribution to the
Chapter. Toby recommended recognizing him at an upcoming conference and writing him a letter.
A motion was made by Scott Egger and seconded by Heath Henderson requesting the President to
thank John Ostrowski for his contribution to the Chapter and congratulate him on his successful
class by sending him a letter and making an announcement at an upcoming conference. The motion
passed unanimously.
Spring Pre-Conference Workshop
John announced the topics for the Spring pre-conference workshops:
1. Interactive LEAN Training and Project Showcase
2. Agency/Contractor/Consultant Summit
3. STEM School
Delegate’s Report, Tina Nelson
Tina discussed that Nationals’ Bylaws amendment passed, changing the composition of the National
Nominating Committee.
Chapter Leadership Training is coming up in February (26-27). Typically the two newest officers
attend. Scott Egger is interested and being that Debbie isn’t available, Kirk said that he may be able
to attend.
The Council of Chapter’s will meet in conjunction with the leadership training. Tina and Peter will
both attend.
Tina also mentioned that National is looking for volunteers on a variety of committees. Tina will
forward the monthly talking points for APWA leadership to the Board to read what may interest
them and for committee liaisons to forward as appropriate to any committees.
She reminded the Board that the Washington Chapter is turning 60 years old in July, 2015. A short
discussion took place and it was suggested that Debbie bring a request to the Oversight Committee
to forward this information to Ruta and Pat Broden to incorporate into the Fall Conference.
Board Member Reports
Heath Henderson announced that applications for Project of the Year Award are due January 15.
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Old Business, Tina Nelson
Tina proposed a new award for the Board to consider – The Richard G. (Dick) Andrews Award. The
award would be given, as warranted by the Chapter Officers, in any given year and presented at the
Fall Conference. It would be given to an individual who exemplifies Dick’s qualities of leadership,
mentoring, encouragement, and serving behind the scenes without seeking recognition for
him/herself.
Tina Nelson made a motion which was seconded by Lorelei Williams to create a new award
honoring Richard G. (Dick) Andrews based on the language presented to the Board.
The Board discussed the details of the award and concluded that the Board will select the recipient,
the Awards Committee will administer the award, and it will be announced at the Fall Conference.
The motion passed unanimously.
Bylaws Amendment Update, Tina Nelson
Tina reviewed the revised document with the Board [see attachment 7]. Tina will incorporate the
proposed changes into the final draft before it is reviewed by National.
A motion was made by Kirk Holmes and seconded by Ahmad Qayoumi to approve the proposed
amendments to the Washington State Chapter Bylaws and to submit them to APWA National. The
motion passed unanimously.
New Business
Policies and Practices Document, Tina Nelson
Tina distributed the most recent version of the Chapter’s Policies and Practices Document [see
attachment 8] and requested all changes be submitted electronically to her by March 15 so changes
can be incorporated by April 1, 2015.
Chapter Priorities Discussion, Mike Clark
Mike Clark reviewed the Chapter priorities the Board developed in 2014 [see attachment 9]. He
compared the priorities to where we are investing our dollars. The one area that was out of
alignment was the amount of money the Chapter is appropriating toward scholarships. The Board
had the following recommendations for the Scholarship Committee:
1. Invite the Committee to present to the Board to share an overview of the Scholarship
Program, including roles and responsibilities.
2. Ask the Committee to increase fundraising to cover the additional scholarships beyond the
Jack Pettis scholarship.
3. Starting in 2016, limit the annual scholarship to the Jack Pettis scholarship unless there are
sufficient funds raised to cover the additional scholarships.
Status of Strategic Initiatives – are we there yet?
Mike Clark lead a discussion regarding the Chapter’s four strategic goals outlined in the Chapter’s
Strategic Plan [see attachment 10] – partnerships, membership, advocacy, and higher education.
The Board recommended forming an Ad hoc Committee to meet and evaluate the strategic plan. A
recommendation will be made to the Board on how to proceed by the Fall Board Meeting in Yakima.
The following Board members volunteered to serve on the committee:
 Mike, Lead
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Kirk Holmes
Scott Egger
Derek Mayo
Sandra Pedigo-Marshall
Heath Henderson
Legislative Initiatives, Scott Egger
Scott Egger provided the Board with a proposed 2015 Legislative Agenda [see attachment 11]. Scott
asked the Board for direction on behalf of the Government Affairs Committee. The Board
recommended keeping the general guidance outlined in 2014 by the GAC and to use the framework
Jim outlined in his December 31, 2014 email to focus Michael Shaw’s work in 2015.
Area Meeting West
The Board discussed a new location for the 2015 Area Meeting West because the Bear Creek
Country Club is no longer available. Tina will talk to Courtney McFadden to consider Pickering
Barns in Issaquah.
Area Meeting East and West
The Board discussed the Area Meetings East and West. The Board recommended asking the
Marketing Committee to evaluate their purpose and recommend improvements if necessary,
including the name of the meetings, the programming, and how to increase attendance.
Other Sponsorship Opportunities
The Board discussed potential opportunities to raise money through sponsorship to offset expenses
for certain events such as the CASC workshops, MPAC meetings, the Area Meetings East and West,
and other Committee trainings. The Board recommended forwarding this idea to the Sponsorship
Committee to recommend an approach. Debbie agreed to contact Erin Ingersol of Meeting Visions.
Future Conferences
Mike Clark – 2015
Spring – Tacoma, March 31 - April 3, 2015
Fall – Yakima, October 27 - 30, 2015
Kirk Holmes – 2016
Spring – Vancouver, April 4 - 7, 2016
Fall – Spokane, October 4 - 7, 2016
Debbie Sullivan – 2017
Spring – Tacoma, April 4 - 7, 2017
Fall – Kennewick, October 2017
Scott Egger – 2018
Spring – Vancouver, October 2018
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Fall – Wenatchee, April 2018
Adjournment
Meeting adjourned at 2:00 pm
Next Meeting:
April 1, 2015,
Murano Hotel, Tacoma
7:00 AM
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APWA-WA Board of Directors Meeting – January 9, 2015
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