INCORPORATED
1966
MSABOAFD
OFDIRECTORS
EXECUTIVE
BOARDMEETINGMINUTES
S EPTEMtsER
18,1998
ROHNERT
PARK,CALIFORNIA
GeneralMembershipPortionof the meetinq:
1. Callto Order- President
LyleSwaneycalledthe GeneralMembership
Meetingto orderat Noonat the
Doubletree
Hotelin RohnertPark,CA.
2. Pledgeof Allegiance- Vice-President
Beaverledthe membership
in the Pledgeof Allegiance
3. Invocation- Providedby Vic Bockstader,
D & L Foundry/Supply
4. Roll Call- All delegatespresentwiththe exception
of: JimGouldandMarioFlores,Jr.,ArizonaChapter;Chuck
Hammond,
RedwoodEmpireChapter(busyworkingon the conference);
JimWeeks,GreaterVenturaArea
Chapter;SueBowman,VendorRep/North.
5. Treasurer'sReport- seebelow
6. Recognitionof PeterWalshAward Nominees:Thelistof nominees
waspresented
as follows:
FullmerGhapman,Directorof PublicWorks,City of La CanadaFlintridge,Los AngelesChapter
GregGlavier,PublicWorksSupervisor,City of Garlsbad\San DiegoAreaChapter
RussGlifton,PublicWorks Maintenance
Superintendent,
Cityof Benicia\Redwood'Empire
Chapter
John E. Graves,SeniorRoadSuperintendent,
MercedCounty\CentralValleyChapter
PeteLepisto,MaintenanceSuperintendent
SanJoaquinGounty\NorthCentralValleyChapter
MichaelMiller,Directorof PublicServices,Cityof Livermore\San FranciscoBayAreaChapter
PaulSeekins,Electrical& TrafficMaint.Supervisor,Cityof Sparks\NorthernNevadaffahoeGhapter
- Individual
7. ChapterScholarshipPresentation/Recognition
chapterdelegatesprovidedinformation
on
scholarship
awardsandSuperintendenWendor
of theYearawardsto date.
8. President'sPresentation& Recognition- President
Swaneypresented
PastPresident,
L. D. Johnson,
with
his Past-President
Plaque.He alsointroduced
CarlNoyes,PresidenUAssociation
Delegateof the newly
reactivated
SouthernNevadaChapterand DelegateDavis,whowaspresented
withthe "traditional
flamingo".
He awardeda Certificate
of SpecialRecognition
to MichelleOlinger,RoadAgencyProducts,
Inc.,as hadbeen
suggested
at the MayExecutive
Boardmeeting,in lightof hereffortson behalfof the InlandEmpire/Desert,
ArizonaandSouthernNevada/Four
CornersChapters.
9. 1999ConferenceCommitteeAnnouncement(Hats)- Delegate
Agnelliprovidedinformation
on the 1999
Conference
to be hostedby the CentralCoastChapterand heldin SantaMariaCA.He presented
all Delegates
withofficial1999conference
hats.
10. Opento questionsfrom the floor from GeneralMembership- NormHawkins,HawkinsTrafficSafety&
thatthewords"PublicAgency"be addedto the MSAlogo.CharlieLachman,Redwood
Supply,suggested
EmpireChapter,referredto keepingthe MSAwebpageupdatedandsuggested
targetinga studentand
providing
a scholarship
for a Webmaster.
President
he wouldreferLachman's
Swaneyindicated
suggestion
to
the Computer
Technology
Committee
andthe Scholarship
Committee,
Adjournto the RedwoodRoomfor the Executive
BoardMeeting
EXECUTIVE
BOARDMEETING
MINUTES
1. Callto Order- President
LyleSwaneyreconvened
the meetingat 1:2Op.m.,notingthatDelegatePowellwas
goingto arrivea littlelatesincehe hadconference
businessto attendto.
Executive
BoardMeetingMinutes
September
18,1998
Page2 of 7
Introductions- DelegateDavisannounced
thathe willbe leavingthe Executive
Boardandthat,whileit is not
offlcially
decided,RalphMicone,TruckMeadows
College(theircurrentpresident),
willprobablybe his
replacement;
DelegateFrederick
introduced
FredWade,Cityof Redding,as theirnew'delegat,e,
replacing
retiringAl DruseandtheirChapterVice-President,
AlexCasillas;President
SwaneywelcomldCarl'Noyei,
Delegate
to the newlyreactivated
SouthernNevadaChapter,andMichelleOlinger,AlternateDelegateior
absentDaveRash;BillHiggins,Cityof Brea,LosAngelesChapter,wasalsoinfroduced
as the2000
Conference
Chairman.
Joe Granato,newlyelectedAlternateVendorRep/South
wasalsoin attendance.
L. D.
Johnson,PastPresidents
Councilwasalsopresent.
3 . Roll Call - Sameas reportedabove.
4. Approvalof Minutes- The minutesof the May15,1998Executive
BoardMeetingwereapprovedas mailedby
yourdon.
motionof Vice-President
Beaver,secondedby Treasurer
5. Treasurer'sReporUBills
& Glaims- Treasurer
Yourdonapologized
to the 9 chaptersto whomhe hadsent
IRS
reporting
forms,
andprovideda completereport(copyattached)
of activities
for the period1/16/98
!n"9T9-"!
to 9/9/98.Thereportindicateda balancein the checkingaccountof 94,370.93;
savingsof $18,70b.S1
, cashon
handof $156 for a totalof $23,266.44.
Thisfiguredoesnotincludethe $7,500confer6nce
advanceto the
RedwoodEmpireChapteror the $5,000conference
advanceto the CentralCoastChapter.DelegateBradley
noted,in_reviewing
expenses
to date,thatmostmajorexpenses
for theyearhavebeenpaid;i.e.,$S,OOO
to
centralcoast;$4,000for insurance;
and$2,200for the newdatabasesoftware.
DelegateBormanpresented
billsfor the PeterWalshAwardbadges,plaqueandengravings,
andsomemailings
for a totalexpenditure
of $384.82.DelegatePowellindicated
expenses
for the meetingroomstoday,
if any,
-and
wouldbe deductedfromthefundsbeingreturnedto the Executive
Board;i.e.,the $7,SOO
advance th6
required$75pervendor_
registrant
and$10per regularregistrant.
lt was movedby DelegateRider,secondedby
Delegate
Ahumada,and.votc{t
unanimously
thatthe Reportbe approved.
lt wasmovedby Secretary
Bradley,
secondedby Vice-President
Beaver,votedunanimously
thatthe Bills& Claimsbe approved.
6 . Vice PresidenUHistorianReport-VicePresident
Beaverreportedbecomingawareof an issuewhichwillaffect
all Chapters
thatis noton the agenda,butdeferreddiscussion
untilthe appropriate
time.President
Swaney
indicated
the matterwouldbe discussed
underthe By-Lawssection.BeaveralsoreportedthattheVision&
MissionStatement
Committee
metyesterday
andtheyhavea lot of goodlanguagein frontof them;theyhopeto
putit togetherat onemoremeetingpriorto bringingit to the Boardat the Januarymeeting.Hewillbe makinga
requestfor agendaitemsfor discussion
at thatmeeting,Agendaltems?
7. President'sReport- President
Swaneysubmitted
a writtenreportof hisactivities
on behalfof the Boardfor the
periodMay15to August31, 1998,indicating
he believeshe hasvisitedeachchapterat leastonce;he hasbeen
travelinga lotand havinga greattime.
VendorRepresentative
Report- VendorRepTrejoindicated
thevendors'meetingheldon Thursdayafternoon
hada "packedhouse"andwhiletherewere10 itemsbroughtup for discussion
relativeto the equipment
show
andthe golftournament,
he and VendorRepGhisholmfelt that it would be more productivefor them to
compilethe informationin writtenform (within45 days)for reviewat the Januarymeeting.Delegates
Agnelli
andRiderexpressed
concernat the delaysinceplanningfor theirconference
is wellunderway,
notingthey
wouldlikethe benefitof vendorinput.VendorRepspresentindicated
theywouldbe gladto meetwithdelegates
immediately
following
thismeeting.VendorRepsTrejoandChisholmalsoreportedthatAlternateVendorReps
Griswold
andChisholmhavemovedup to VendorRepsandnewlyelectedAlternateVendorRepsare SouthJoeGranato,
TrafficControlServices,lnc.,and North- WalterBeltramo,
Reed& Graham,Inc.SueBowmanwill
remainactiveon ClaytonTrejo'sScholarship
Committee.JanuaryAgendaltem
9 . B & B Report- Beverley
Copelandremindedall Delegates
to updateheron Chaptermembership,
officers,
scholarships,
SupWendormemberof theyearawardsbeforeMaintainer
issues(January,
April,July&
President
October).
Swaneyindicatedhis (andsomeother)chaptershavedesignated
individualto
a particular
provideat least4 articlesa yearto TheMaintainer.
President
Swaneysuggested
a motionbe madethatall
chaptersdo likewiseand it was so movedby DelegateNoyes,secondedby SecretaryBradley,and
unanimouslyapprovedthat all chaptersdesignatea personto provideat least4 articlesa yearto The
Maintainer.Beverleyclarifiedthattheseshouldbe "articles",
andnota repeatof chapterreports.Shenotedthe
computer
trainingworkshopwasverywellattended(Redwood
EmpireandArizonanotrepresented,
whichis
understandable)
andpraisedthe countless
hoursof workDelegateBormanhasputintobringingthe new
databaseprogramto its presentlevelof usefulness;
she is lookingfonrrard
to muchmoreefficient
communications
withall the chapters.President
Swaneyindicatedhe hasrequested
thatindividual
chapter
treasurybalancesnotbe published
in TheMaintainer
and Secretary
Bradleynotedwhenthe annualtreasury
statement
is preparedfor the IRSit containseveryindividual
chaptertreasurybalanceandthatinformation
is
providedto eachdelegatefor themto sharewiththeirchapters.
Executive
BoardMeetingMinutes
September
18,1998
Page3 of 7
10. PastPresidents'Council- DelegateDavisreportedon the meetingheldtodayas follows,notingtheyhave
completed
all the requestsmadeof lhe PPCto date;i.e.,1. Consensuswas to hold one meetingper yearat the annualconference,preferablyon Thursdayratherthan Friday(to gain moreattendance)- (it was
notedlaterthat conferencesmight be held Tuesday,Wednesdayand Thursdayand in that casethe
meetingshould be held on Wednesday);
President
Swaneysuggested
including
onedelegatefromeach
chapterin futuremeetings.
2. Determined
therewere16 personsservingon the boardwhohavenotheldoffice;
following
screening
for interestandabilityto completegoingthroughthe chairs,the listwasnarroweddownto 6
potential
candidates.
Thiseligibility
listwillbe available
for Boardelectionsat the Januarymeeting.3. Reviewed
the PeterWalshAwardnominations
priorto the Maymeeting.Concerning
for compliance
wordingin the
guidelines
referring
to "memberfor 5 years"andhowthataffectsnewerchaptersconsensus
was"if it'snot
broke,don'tfix it." lf newchaptershaveconcernsovernotbeingableto nominatesomeonefor the PeterWalsh
Awarddueto lackof membership
time,theycancomebackto the Executive
Boardat thattime.Otheritem:The
PPCrecommendsthat future conferenceschedulesshouldavoidconflictwith other majorconferences
(APWA). UponDelegateDavis'retirement
Past-President
Johnsonwillbecomethe newChairmanof the Past
Presidents'
Council.
Old Business:
1.
CommitteeReports
a)
VisionStatement- seeaboveunderVice-President's
Report
b)
ComputerGommittee- Secretary
Bradleyreportedon theworkshopheldthatmorningto share
Filemaker
Prowiththe membership,
notingit wasverywellattendedandthat,withthe exception
of
RedwoodEmpire& Arizona,all chaptersnowhavetheirsoftware,
instruction
manualanddisk
containing
theirindividual
chapterinformation
as a giftfromthe Executive
Board.Hethanked
DelegateBormanfor the hourshe hasspenttweakingthe program,customizing
it for our
application.
DelegateBormanthankedDelegateRider,andalsoGeoffCobbett,LosAngeles
Chapter,for theirvaluablesuggestions
andassistance,
notingthatduesnoticesdeveloped
by
Cobbettare nowstandardformsandeasilyaccessible
for anychapterto utilize.He alsonotedthat
CentralCoastChapterwillbe usingthe databasefor conference
dataandby thetimetheir
conference
is complete,
the software,
as refined,willhavethe capability
of beingusedfor any
conference.
DelegateRideraddedthatthe Computer
Committee
intendsto meetwiththe Finance
Committee
to establishguidelines
andconsistent
formsandaccountnumbersfor all chaptersto
usefor theirtreasuryreportsto be usedfor the lRS,as wellas categorizing
conference
expenses.
DelegateBormanindicated
a lot hasbeendoneto customize
the databasebuthe willcontinueto
workon refiningit further.DelegateBormanwasgivena roundof applause.
ByLaws& Guidelines- DelegateBormanpresented
c)
a reviseddraftof proposedchangesto the
Association
Constitution.
Notedchangeswere:1) B & B Enterprises
to be the principalplaceof
businessfor theAssociation;
2) "Leadership
role"replaces"supervisory
capacity"in Articlell Membership;
and3) wordingin ArticleVl (notV as shownin Borman'smemo)- OfficersSection4.
(lastsentence)
givingbondwasremoved.He alsosuggested
Treasurer,
regarding
changing
the
termSustaining
Memberto VendorMember.He drewthe Board'sattention
to ArticleXl Amendments
to the Constitution
notingcertainstepsin the processwhichneedto be complied
with;i.e.,1) proposedamendment
distributed
by Association
Secretary,
in writing,to membersof
theAssociation
E-Board30 dayspriorto the meetingwherevoteis to be taken;2) if approved,
it
shallbe submitted
to localchaptersthroughtheirdelegates
to be presented
at a regularlocal
chaptermeeting,witha votebeingtakenat thefollowingmeeting;outcometo be presented
in
writingto Association
E-Boardat theirnextmeeting.A majorityvoteat localandAssociation
EBoardlevelwillconstitute
approvalor disapproval.
Vice-President
Beavernotedthe keyissueat the presenttimeis Articlelll - Membership:
Section
- Whichstatesin partthat"Sustaining
2. Privileges.
Members,
LifeMembers,
and Honorary
membersshallhaveall the rightsandprivileges
in theAssociation
of membership
exceptthe right
to voteor holdoffice.Anyvarianceof thisSectionmusthavepriorapprovalof the Executive
Board
of Directors."He notedit hascometo the Board'sattentionthatsomeSustaining
Membersare
notonlyholdingoffice,butalsovoting.Certainchaptershavechangedtheirindividual
by-lawsto
providefor thispractice,
and by so doing,are in directconflictwiththeAssociation
Constitution.
Andevenif theAssociation
Executive
Boardwantsto changethissectionto allowvendor
membersto holdoffice,the processdescribedby DelegateBormanmustbe followedfirst,which
couldbe accomplished,
at the earliest,at the May1999meeting.He alsostatedthathe,
personally,
is definitely
opposedto the practiceof vendorsbeingseatedas regularvoting
Executive
BoardMeetingMinutes
September
18,1998
Page4 of 7
he wouldsupporta non-voting
vendormemberholdingofficeonlyas Secretary
or Treasurer
for a
limitedamountof time.DelegateBoyce'sopinionwasthatthewordingin thissectionneednotbe
(assuggested
eliminated
in Borman's
memo)butcouldbe modifiedto indicatethatvendor
membersmayholdonlythe officeof Secretary
or Treasurer(non-voting).
DelegateNoyesreportedhischapterhasnotadoptedby-lawsas yet as theywerewaitinguntil
revisions
to theAssociation
Constitution
werecompleted.
He addedthatvendormemberand
ChapterSecretary
MichelleOlingerwaspresenttodayas an alternate
to DelegateRash,whowas
unableto attend.He notedthatit wasthe hardworkandsupportof vendormembers,
suchas
Michelle,
whowerethe impetusbehindthe reactivation
of theirchapter,addingif allowingvendor
membersto performthe dutiesof Secretary
(non-voting)
in anywayenhanced
the relationship
betweenvendorsandthe MSA,he wasin favorof it.
PastPresident
L. D. Johnsonsuggestthattherecouldbe a provision
in the Constitution
which
wouldallownewchaptersto havevendormembersas officersfor a certainperiodof time.He
suggestedthat any chapterwho would like to havethe wordingchangedin this section
should,in the interestof time,fax theirjustificationto each Delegateprior to the January
meeting.DelegateBormanaddedthat he would needthesejustificationsno laterthan
November1 so he can work with Vice-President
Beaveron languageto preparea new draft
to mail it to eachdelegate30 daysin advanceof the January15 meeting(December15).
Delegates
Johnson,PowellandAgnelliall advisedthatno chapter,whoseby-lawsare in conflict
withtheAssociation
Constitution
at the presenttime,shouldrewritetheirby-lawsas yet;waitto
seewhattheAssociation
E-Boarddoeswiththe Constitution
first.DelegatePowelladdedthathe
hasa definiteproblemin notallowingLifeMembers
to holdofficeor vote,notingthata Life
Member,becauseof havingmoretime,mightbe the bestpresident
a chaptercouldhave,butnot
allowinghim/herto votewouldbe ridiculous.
Vice-President
Beaverand DelegateBormanalso
indicated
thattheyhaveconcernsovernotallowingLifeMembersto holdvotingofficesincetheir
chapterhasa widerangeof talentin theirLifemembership.
Following
discussion
it wasdetermined
thatanychapterwhoseBy-Lawsand/orcurrentpractices
are in conflictwiththeAssociation
Constitution
shouldaskfor exception
todayuntilthe proper
processfor amending
the Constitution
hasbeencompleted.
Thechaptersdiscussed
and/or
grantedexception
were:
NorthernNevada/Tahoe
Ghapter- Vendormembersserveas officersbutdo notvote.Exception
grantedfor positionof non-voting
Secretary
for oneyear.
GreaterVenturaAreaChapter- By-lawsallowfor vendormembersto holdofficeas Secretary
but
do notvote- noneholdingofficeat presenttime
ArizonaChapter- By lawsallowvendormembersto holdofficeas Secretary
butdo notvotenoneholdingofficeat presenttime.
NorthCentralValleyChapter- (haveredonetheirby-lawsto providevendormembersthe rightto
voteandholdoffice)- needto redoby-lawsfollowing
Association
Constitution
revisions.
Exception
grantedfor the positionof non-voting
Treasurer
for oneyear.Vendormembersto be notifiedof
exception
andthattheywillno longerbe votingmembers;
followingapprovalof Association
Constitution
theymayor maynotbe allowedto holdofficeandmayor maynotbe allowedto vote.
SouthernNevadaChapter- By-lawsallowfor vendormembersto holdofficeas Secretary
butdo
grantedfor positionof non-voting
notvote.Exception
for oneyear.
Secretary
CoastGascadeChapter- hasvotingLifeMemberservingon theAssociation
Executive
Board.
granteduntilsuchtimeas Association
is revised.
Exception
Constitution
The exceptionslistedapprovedwere duly approvedby unanimousvote of the Association
ExecutiveBoard.
DelegateBormanwas directed by the Boardto preparea reviseddraft Association
Constitutionto be mailedto delegates30 daysprior to the January15 meeting,which would
includethe first threeitems listed in his memodatedSeptemberI I , 1998;changethe term
received
SustainingMemberto VendorMember;take into considerationfaxes/suggestions
Beaver
from local chaptersrelatingto Article lll, Section2 and to work with Vice-President
ExecutiveBoardMeetingMinutes
September
18,'1998
Page5 of 7
and PastPresidentJohnsonon 2-3differentkinds of language(if needed)for this change
and any changesto Article lV Section1 and ArticleVlll, SectionI to allow delegatesthe
flexibilityof choosingwhicheverlanguagetheywant.
At 2:30p.m.therewasa 15-minute
recess,reconvening
at2:45p.m.
d)
e)
f)
Scholarship- VendorRepTrejocommented
on the successof the 50/50drawingwhichwasheld
duringbothhospitality
nights(a wonderful
idea)- almost$700raised.On behalfof hiscommittee
(Swaney,Beaver,Villasenor,
Weeks,Boyce,Griswold,
Bowman)
VendorRepTrejosubmitted
his
writtenreport,whichnotedthatthefirstphaseof hiscommittee's
report(proposals
&
recommendations
for guidelines,
whichincludedthe 50/50drawingsuggestion)
was providedat
the May15, 1998meeting(seeminutesof thatmeeting).
Dueto conflicting
schedules
the
committee
hasnot metsincethenbutintendsto providea draftgenericpamphletandscholarship
application
describing
the opportunities
andbenefitsthatthe MSAeducational
programoffersfor
the Board'sreviewat the Januarymeeting.DelegateBoyceaddedthe pamphletandscholarship
application
willbe designedso thatall chapterscan usethembyjustaddingan addressand
stamp;the pamphlet
willshowcareerladdersandhe notedthattherewillbe somecostto the
Boardinvolvedby havingit professionally
done.Januaryagendaltem
Finance/IRSStatus& Non-Profit- VicePresident
Beaverreportedon informaldiscussions
and
researchregarding
investment
of Association
fundsanddoesnotbelievethereareanyrestrictions
on incomeresulting
frominvestments.
lt is important
thatprofitsgo to benefitthe membership.
However,
he notedsomeothermattersthatneedfurtherexploration;
i. e, whetheror notthe
Executive
Boardhadanyrequirements
to filestateincometax returnsin Arizona(maynotbe
applicable
in Nevada,sincetheyhaveno statetax).Hefelt it wouldbe prudentto acquirethe
servicesof a CPAor tax attorneyto adviseon possibleintra-state
tax implications
andit was
movedby DelegateRider,secondedby TreasurerYourdonand unanimouslyapprovedthat
Beaverbe authorizedto solicit quotationsfrom qualifiedGPA'sor tax attorneysfor Board
reviewfor possibleinclusionin fiscal 1999/2000
budget.Januaryagendaitem.
Beaveralsonotedthe currentformatbeingusedfor treasuryreportsdoesnotfit theformatthatthe
Stateor the IRSwants:the committee
intendsto havethistakencareof belweennowand
January.
provideda writtenpresentation
MSAWebsite- DelegateBorman,Webmaster,
as a followup to
the discussion
heldat the May15 meetingregarding
developing
a Web pagethatwouldprovide
linksto MSAvendormembers.Hispresentation
includedsamplelanguageandproposedcharges
for thisservice,notingthatB & B Enterprises
wouldadminister
the billingof vendormembersat
theirnormalhourlyfee ($25lhour;.
DelegateBoycefeltthiswouldbe an appropriate
timeto
establishsomepolicies/guidelines
relativeto the MSAwebsiteand President
Swaneyencouraged
DelegateBormanto incorporate
suchlanguageintohisdraftof theAssociation
Constitution.
DelegateBormanaddedoneof hisfuturegoalsfor theWebsiteis to includea calendarfor future
conferences
of otherAssociations,
as wellas the MSA. He responded
to manyquestions
regarding
access,etc.andregarding
equipment
specifications,
in particular,
notedthatany
specifications
sentto himin wordprocessing
formwouldbe placedon thewebpage.
DelegateBoyceinitiateddiscussion
regarding
insertinglanguage
that"feesaresubjectto change
withoutnotice"andit wasdetermined
thatvendormemberswouldbe restricted
to payingfor one
yearat a timeso thatratescouldbe raisedafteroneyear,if so desiredby the Board.
It was movedby Vice-President
Beaver,and secondedby DelegateDavisthat Delegate
Bormanbe directedto set up the link as set forth in his examplewith fees subjectto
increaseat a laterdate.On the question,PastPresidentJohnson'sopinionwas that MSA
fees are alreadyquite reasonable(duesand conferenceregistration.)SecretaryBradley
remindedthe Boardof their concernthat the vendorlink on the web pagewould not detract
from the advertisingneededto supportThe Maintainer.
Executive
BoardMeetingMinutes
18,1998
September
Page6 of 7
Followingdiscussionand with the approvalof Vice-President
Beaverand DelegateDavis,
DelegateBoyceamendedthe motion,changingDelegateBorman'soriginalchargesto the
following:
Onetime setupfee of
$100.00
Yearlychargeof
$250.00
Changesto links or E-mailaddress
$ 50.00
The motionwas unanimouslyapproved.
2.
ConferenceReports:
a)
1998RedwoodEmpireChapter-DelegatePowell,Conference
Chairmanreportedfull registration
of 155;daily17;48spousesprogram;88 vendorsrented144spaces;170vendorsat the
"thewalkingwounded",
conference.
He indicated
thathe andhiscommittee,
weregladthatthings
werewindingdown.Thechapterwascongratulated
bythe Boardon theirconference.
b)
1999GentralCoastChapter- Delegate
Agnellistatedthe conference
willbe heldSeptember
29,
30 & October1 at the SantaMariaHiltonin SantaMariaCA (whereit washeldin 1990);175
roomshavebeenblockedat the conference
rate;conference
committee
willleaveit up to the
Chamberof Commerce
to recommend
overflowhotels.Theywillhavea drawingat Fridaynight's
dinnerdancefor onefreespouses'programregistration;
January14 hasbeenset as Conference
Exchange
of Information
Day,withthe Executive
Boardmeetingon January15 at the SantaMaria
Hilton(rateof $49- telephone
805-928-8000).
Will nowbeginto havemonthlythenweekly
meetings;
willgetthevendorpacketsoutas quicklyas possible;he notedthe hotelhasa nicefield
butonly66,000squarefeetof displayarea- mayhaveto usethe airporttarmacfor someof the
largerequipment.
c)
2000Los AngelesChapter- DelegateOrnelasfollowedup on theirwrittenletterto President
Swaneyregarding
conference
advancefunds,notingthattheirBoardis stillrequesting
thefunds
be madeavailable
to the chapterbutnotissuedat thistime.Theirideais to be as self-reliant
as
possible,
withthe knowledge
thatif financingis needed,theycancounton it if neededquickly.
Secretary
Bradleyrequested
thatthe Chapterearmarka certaindollarfigureat theJanuary
meeting.Ornelasfurtherstatedthatthe Boardis considering
Thursday
a Tuesday,Wednesday,
format(September
12,13,14)at the HyattAlicante.VendorRep/South
CarolynGriswoldindicated
the Boardhasaskedherto solicitsuggestions/input
fromVendormembersfor theirconsideration
as soonas possible.
2001San DiegoGhapter- DelegateClavierindicated
d)
theirconfernece
willbe heldtheweekof
September
17witha Tuesdayto Thursday
formatwiththe primarylocationat thisbeingthe
MissionBayHiltonin SanDiego,whichis adjacentto a Cityof SanDiegopark;golftournament
tentatively
setfor TorreyPinesGolfCourse;theyhavehadexcellentresponse
fromvendorand
regularmembersto helpputon the conference.
PresidentSwaneyreiteratedthe importanceof checkingwith the APWAand that it will be left up to
eachconferencecommitteeto see that thereis no conflictwith their scheduledconferences.
DelegatePowellnotedthereare manypeopleto checkwith and that otherorganizationsdon't plan
as far out as the MSAdoes.
theirchapterwouldbe sending
2002Nofth GentralValleyChapter- DelegateGallegosindicated
willbe held;a lot of peoplearealready
out RFPsto hotelsto determination
whereconference
involved,
all chairsarefilled.
theythinktheirchairmanis Jim
2003InlandEmpire/Desert
Chapter- DelegateHatfieldindicated
f)
is considering
Temeculaas the conference
the committee
Howell(hehasset someconditions);
site.No dateshavebeenset.
twohotelsin Reddingbut
Wadereportedconsidering
2004CoastCascadeChapter- Delegate
S)
vendorspace;datesometimein mid-September.
onlyonehassufficient
2005CentralValleyChapter- Nothingto reportas yet.
h)
Otherltemsof Old Business:
for Reactivationfrom SouthernNevadaChapter- President
Acceptanceof Documentation
a)
fromthe SouthernNevada/Four
documentation
Swaneyindicatedhe hadreceivedall necessary
andthe Board'sactionat the May15,
California/Arizona)
CornersChapter(Nevada/Utah/Southern
the SouthernNevadaChapterwasratifiedby motionof DelegateDavis,
1998meetingto reactivate
approved.
secondedby DelegateRiderandunanimously
e)
3.
Executive Board Meeting Minutes
September 18, 1998
PageT of7
NewBusiness:
1. ChapterReports- President
Swaneyindicated
writtenchapterreportsof activities
shouldnowbe in the hands
of B andB for inclusionin TheMaintainer.
Beverleyreported
thatshewas"sure"shehadreceivedreportsfrom
all thechapters,
withthe exception
of Arizona.
2. Requestfor ConferenceAdvanceLoans- Discussed
earlierunder2000Conference
by DelegateOrnelas
3. JanuaryExecutiveBoardMeeting- Delegate
Agnellireported20 roomhavebeenblockedoff at the Santa
MariaHiltonfor usebythe Executive
Boardon January14& 15,1999- telephone
againis 805-928-8000.
4. Otherltemsof New Business- (a) DelegateBormanbroughtto theattentionof the Boardseveral
conversations
amongattending
vendorandregularmembersin attendance
thathe hadbeeninvolvedin
regarding
the growingprofusion
of "mini-equipment
shows"sponsored
by individual
chaptersandthefactthat
theymightbe dilutingthe attendance
at theAnnualConference
& Equipment
Show.He realizedit wasup to
individual
vendorswhetheror nottheyattendtheselocalchaptermini-equipment
showsbutthattheyfeli if they
failedto participate,
it mightbe seenas notsupporting
placinga moratorium
the MSA.He suggested
on minequipment
showsfor at leastoneyearto seeif thatincreases
attendance
at the annualConference
&
Equipment
Show.Hissuggestion
drewopposition
fromDelegates
DavisandPowell.PowellstatedtheirVendor
Appreciation
Dayis nota mini-equipment
showbuttheirwayof showingtheirappreciation
to theirvendor
membersby providing
themtabletopspaceat no chargeanda freelunch.President
Swaney's
opinionwasthat
theAssociation
Boardshouldnotinterfere
withthewaychaptersoperate.
VendorRepTrejoagreedthatthiswasoneof the issuesbroughtup at thevendors'meetingandTrejo'sopinion
wasthatit is up to ea_ch
individual
chapterto decide;onevendormemberin attendance
suggested
thatpossibly
theyearthatthe conference
is to be hosted,thatchaptershouldrefrainfromhavinga miniequipment
showin
thatarea.VendorRepChisholmstatedthatfor vendorswhorepresent
largeareasthiscouldmeanas manyas
9 mini-equipment
showsbesidesthe annualconference
andcouldbecomequiteexpensive.
He statedthe
vendorsarenotcomplaining
aboutthe expense,ralher,whattheyarecomplaining
aboutis the decisionto make
the commitment
to getthe equipment
thereandthento getthe crowdthere.Forexample,if a vendorbelongsto
onlyonechapter,it'sno problemto attenda miniequipment
showandthe conference.
Hisopinionwasthatthe
purposeof miniequipment
showsis to givethefieldpersonnel
in thatareaan opportunity
to viewproductsand
equipment;
i.e.,thosepeoplewhowillnotbe attending
a conference
far awayfromtheirlocalarea.Hefurther
statedhisopinionthatit is up to the membersto decideandnotup to thevendorsto decide.No actiontaken.
(b)VendorRepChisholmbroughtto the Board'sattention
a situationat thevendordisplayareawherea vendor
cameintothe displayareaadvertising
his products;
he passedoutliterature
andbusinesscards;he wasasked
to leavebutreturnedthismorning.President
Swaneyadvisedthe samesortof thinghadhappenedin Ventura
andtheConference
Committee
sentthevendora letter,alongwitha bill.DelegatePowellindicated
as soonas
he becameawareof the problem,
thevendorwasaskedto leaveandhe willbe sentthe appropriate
letter.
VendorRepTrejonotedthereare no guidelines
amongthevendorsand recommended
thatthevendor
memberssubmitsomeguidelinerecommendations
to be addedto the Conference
Guidelines.
Secretary
Bradleysuggested
constructing
somekindof languageregarding
thisissuein conference
contracts
withhotels.
TheVendorMemberwas identified
as MonarchBroomCompany.
- President
Adiournment
Swaneyadjourned
themeeting
at 3:50p.m.
Respectfully
submitted,
1
t'"/2tu
"Z.t
to the
Copeland
I