AGENDA
ITE UPSTATE SECTION EXECUTIVE BOARD MEETING
Friday, January 15, 1999 (Postponed)
Friday, January 22, 1999
10:00 AM
The Sear-Brown Group, Syracuse, NY
Est. Time
I.
Call to
Order
II. Reading and Approval of Minutes 10
III.
Reports
of Officers 15
a.
President – S.
Johnston
b.
Vice-President
– P. Benway
c.
Secretary – C.
McCormick
d.
Treasurer – M.
Schauer
IV. Reports of Other Executive
Committee Members 40
a.
International
Director – J. Pecora
b.
District Chair -
Steve Gayle
c.
District
Delegates - C. Everett/J. Pond
d.
At-Large
V. Reports of Committees on
Programs 35
a.
Local Activities
- All
b.
Meetings
1.
1998 Section
Annual meeting, Saratoga Springs - S. Johnston
2.
1998
Transportation Symposium, Albany - S. Krishnamurthy
3.
1999 Section
Annual Meeting, Rochester - J. Pond
4.
2000 Districts 1
& 7 Meeting, Niagara Falls - P. Benway
c. Membership - C. Ast
d. Newsletter - S. Krishnamurthy
e. Technical
1.
Sr. Housing Trip
Generation – S. Johnston
2.
Parking Study
– P. Benway
3.
TIPS Project –
P. Benway
4.
Information
Brochures – C. McCormick
VI. Old Business
10
a.
Tax Exempt
follow up – J. Pond
AGENDA
ITE
Upstate Section Executive Board Meeting
(Postponed) Friday, January 15, 1999
Friday,
January 22, 1999
VII. New Business
10
a.Treasury Book Auditing
b.
End of
Year Report
VIII. Adjournment
Distribution
List
Executive Board
S. Johnston
P. Benway
C. McCormick
M. Schauer
J. Pond
C. Everett
Section Committee Chairs
C. Ast
S. Krishnamurthy
District and International Board
S. Gayle
J. Kennedy
J. Pecora
Special Guests
B. Miller – BUF Loal Activities
K. Mortimer – ROC Local Activities
G. Stansbury – SYR Local Activities
William McDonough – New England Section President
Andrew Saracena – Met Section President
MEETING MINUTES
Friday, January 22, 1999
Meeting Attendees:
Shelly Johnston, President Jim Pond, District Delegate
Paula Benway, Vice-President Sundy Krishnamurthy, Interchange Editor
Cindy McCormick, Secretary
Mike Shauer, Treasurer
I. Call to Order
S. Johnston called the meeting to order at 9:50 AM.
P. Benway distributed the meeting minutes and a motion for approval was made by J. Pond and seconded by M. Schauer. Motion approved.
III. Reports of Officers
President – S. Johnston noted that she received a copy of the latest Elected Leadership Manual from Headquarters and copies would be available if anyone is interested. She was also filling out the insurance form noting the events we would like to have covered for the upcoming year.
Vice-President – P. Benway had nothing to report.
Secretary – C. McCormick had nothing to report as Secretary. There was discussion regarding the distribution of the agenda and meeting minutes. Whenever possible, the agenda and meeting minutes will be emailed rather then sending hard copies through the mail. Additionally, the Secretary will work with the President to create the agenda for each meeting.
Treasurer – M. Shauer Copies of the Third Quarter Treasurer's Report dated January 22, 1999 were distributed by C. McCormick. The report included copies of the financial activity for the 4th quarter and for 1998, the status of the 1998 budget, and pie charts of our incomes and expenses for 1998.
The 1999 proposed budget was distributed and the following discussion ensued. P. Benway noted that the membership directory will be published the end of the 4th quarter of 1999 and will be distributed at the beginning of the year 2000. The 1999 budget for the membership directory was increased from $250 to $1250. Other changes included decreasing the International Vice President Candidacy from $2500 to $500, increasing the Beam Program from $100 to $150 and increasing the Local Section Activities from $200 to $400. The Local Section Activities category was also modified to include Web Page expenses. The 1999 budget, dated January 22, 1999 was conditionally approved based on the modifications mentioned above.
A discussion then followed regarding ways for the Section to spend more money so we don’t have a surplus like 1998. M. Schauer noted that the awards program could be enhanced to be more similar to APA’s awards. P. Benway will come up with some categories and criteria and will include it in the newsletter. S. Johnston also noted that she would like to lower costs to the members for such things as meetings.
IV. Reports of Other Executive Committee Members
International Director - J. Pecora John Kennedy reported on the highlights of the International Board Meeting held on November 13 and 14, 1998 in Washington, D.C.
There was a $250,00 budget surplus this year, with the Annual Meeting having a surplus of $70,000. The Budget Committee recommended for adoption of a 1999 $6.25 million balanced budget with the removal of $25,000 from surplus. Dues represent approximately 25% of the budget, meetings approximately 13%, publications 13%, and the majority of the remaining budget is through projects with Federal Contracts.
The hot topics for 1999 include Year 2000 (Y2K) and the continued concept of Traffic Operations Engineer.
Steve Gayle was selected as one of the International Vice President candidates. District 1 is allowed to donate up to $2500 to his campaign.
The Mid-Year Conference will be held in Kissimmee, Florida from March 27 through 31, 1999 and the Annual Meeting will be held in Las Vegas from August 1 through 4, 1999.
The first Certification exam was administered in January. Approximately 140 people took the test and the results are expected in four weeks. The next exam is scheduled for August during the Annual Meeting although there has been some interest shown in having another exam during the Mid-Year Conference.
ITE will be publishing a Traffic Calming Handbook that is expected to come out in April.
District Delegate – Jim Pond Jim Pond noted that Terry Rice attended the District 1 meeting which focused on financials. He noted that the District 1 Annual Meeting scheduled in May will be more casual than usual and should be interesting.
V.
Reports of Committees on Programs
Local Activities – S. Johnston noted that she received a request from Headquarters to list our local activities/projects. Headquarters will be providing a clearinghouse of local activities to share with all ITE members. P. Benway forwarded the information to Headquarters. S. Johnston also mentioned that she was requested by Federal Highway to provide feedback on the ITS seminar held at the District 1 Meeting in Saratoga Springs in May of 1997. She gave them J. Pond (1999 Annual Meeting) and P. Benway (2000 District 1 Meeting) as names to contact for possible inclusion of these seminars in upcoming meetings.
J. Pond announced that he was holding a local session on traffic signals in Rochester. J. Pond also noted that he would update the list of Section officers with the Technical Societies Council.
Meetings
1998 Section Annual Meeting, Saratoga Springs- S. Johnston distributed a Preliminary Report on Final Registration for 1998 APA/ITE/MPO Annual Conference as of 1/12/99. ITE accounted for 24 registrants, approximately 21% of the attendance at the conference. There is $800 in accounts receivable from the conference and this is why the books have not been closed yet. S. Johnston estimates that our share of the surplus from the meeting will be approximately $1300 plus our $500 seed money. S. Johnston recommends that for future meetings we reduce the length of the meeting (one overnight) and reduce the cost to the members.
1998 Transportation Symposium, Albany, NY – S. Krishnamurthy reported that attendance was low at 50 people. The notification of the meeting to most members was late. The Symposium committee is looking for renewed support from the five participating agencies, which will determine if the Symposium is continued.
1999 Section Annual Meeting, Rochester - J. Pond reported that he will assemble a committee in February. Initial thoughts include having the meeting on a Wednesday afternoon and all-day Thursday with the awards dinner on Wednesday night. Dates could include October 6,7 or 13,14 or 20, 21, 1999. J. Pond would like to distance the meeting from the Symposium as much as possible. S. Johnston motioned to grant $500 towards the 1999 Section Annual Meeting in an effort to reduce the cost to the members. M. Schauer seconded the motion. Motion carried.
Membership – S. Johnston noted that membership applications should be available at all meetings that we are involved with.
Newsletter- Because of a decrease in the number of advertisers in the newsletter, the price of an advertisement will increase from $60 per year to $75 per year. A one-issue advertisement will cost $25. The next newsletter will be mailed the beginning of March. A tentative schedule for the remaining newsletters will be May, August, and November.
Technical – Sr. Housing Trip Generation – S. Johnston noted that she still sees a need for this type of data. P. Benway noted that the Monroe County Parking Demand Study might include Sr. Housing in which case trip generation data could also be collected.
Parking Study – P. Benway reported that forms are being developed to obtain information from the site locations, including obtaining permission as well as data such as building size, etc. The first land use will be a drugstore with a drive-thru window and will include diverse locations. Data collection is scheduled for March or April.
TIPS Project – P. Benway suggested making this project a District level project. She will bring up the project at the District level in March. In the meantime, she would like to continue at the section level. She will start by publishing some TIPS in the newsletter. She will also put together a proposal to determine if Monroe County could provide some funding for this project.
Informational Brochures – The last two brochures were reviewed by the technical committee and were returned to Bob Krohn to complete. C. McCormick will check with B. Krohn to see if he will be able to complete the brochures.
Tax Exempt Status - J. Pond reported that the notification from the IRS regarding underpayment of taxes had been taken care of so that the IRS no longer thinks we owe them money.
Treasury Book Audit – S. Johnston noted that Jeff Marko will audit the 1998 Treasurer books and will return the books to M. Schauer when complete.
End of Year Report – J. Pond will complete the End of Year Report and forward to ITE Headquarters.
Financial Support of International VP Candidate M. Shauer moved to donate up to $2500 to Steve Gayle for his campaign for International Vice President. Jim Pond seconded the motion. Motion carried. It was determined later in the meeting that District 1 can donate up to $2500 to Steve’s campaign and based on membership size of the Upstate Section within the District, approximately $500 would be our Section’s share. S. Johnston will forward a letter to the District indicating our desire to donate at least $500 to Steve’s candidacy.
S. Johnston noted that she gave Steve Gayle permission to use the Section’s tax-exempt number to print brochure for his campaign. She reminded the Board to be sure to use the tax-exempt number for all our functions and for the newsletter. This saves us from paying state tax.
Engineers Week – S. Johnston requested the check for $150 to sponsor programs by N.Y. Chapter A.C.I. for Engineers Week as approved in the 1999 Budget. Engineers Week is from February 21 – 27, 1999.
Web Page – It was determined that we need a site for the Section Web Page and the creation of the actual contents could be easily pulled together. C. McCormick will look into having Sear-Brown host the Web Page with its own domain. S. Krisnamurthy will look into domain cost and maintenance.
Other - S. Johnston reported to the Board that she had sent announcements to the local newspapers regarding the new officers on the Executive Board. She encouraged other Board members to do the same in their local newspapers.
Special Recognition – Jim Pond received the 1998 Carol Keck award for his exemplary service as a member of the Executive Board during the Annual Meeting in Saratoga Springs. A motion was made to recognize and thank Jim Pond for his dedication to the Section that went above and beyond the call of duty in his service as President. Thank you Jim.
A motion was also made to recognize John Kennedy for his dedication to serving our District and Section as International Director for District 1. He kept us well informed of events at the International level. Thank you John.
The meeting was adjourned at 12:55 p.m. The next Board Meeting is scheduled for April 2, 1999 at 10:00 AM at Sear-Brown’s office in Syracuse. Please note that the Sear-Brown office will be moving to Dewitt, approximately 10 minutes east of their current location. Directions will be included when the meeting minutes and agenda are sent. Adjournment occurred at 12:55 PM.