MEETING MINUTES

ITE UPSTATE SECTION EXECUTIVE BOARD MEETING

Friday, April 2, 1999

Meeting Attendees:

Paula Benway, Vice-President

Cindy McCormick, Secretary

Mike Schauer, Treasurer

Terry Rice, District Secretary/Treasurer

Jim Pond, District Delegate

Steve Gayle, Past Chair

Gordon Stansbury

I. Call to Order

P. Benway called the meeting to order at 10:05 a.m.

II. Reading and Approval of Meeting Minutes

C. McCormick distributed the meeting minutes and a motion for approval was made by J. Pond and seconded by P. Benway with two typographical corrections. Schauer was misspelled and on page 2, a 0 was missing from the $250,000 budget surplus mentioned in John Kennedy’s report. Motion approved.

III. Reports of Officers

President – S. Johnston P. Benway distributed a memo from T. Rice that summarized address/email information for all officers in District 1 and associated Sections.

Vice-President – P. Benway distributed a memo to the Executive Board Members on an enhanced award program. P. Benway will contact individuals from each geographic area to form a committee to progress with the awards program.

Secretary – C. McCormick verified that distributing the meeting minutes through email was working. The ITE logo will not be included in the file to keep the file size to a minimum.

Treasurer – M. Schauer reported the checks written totaled $1,432.60, deposits $600 from newsletter ad fees, and the current balance is $7,926.87.

J. Marko reviewed the 1998 Treasurer books and his memo is included in the Treasurer file.

T. Rice moved to approve the Treasurer report, J. Pond seconded. Motion approved. A hard copy of the report will be forwarded to C. McCormick for inclusion in the meeting minutes.

IV. Reports of Other Executive Committee Members

International Director - J. Pecora A summary of the International Board Meeting held on Friday and Saturday, March 26 & 27, 1999 from J. Pecora was distributed.

Past Chair – S. Gayle provided a summary of the International Board Meeting. ITE Membership increased 17% in 1998. There are currently 46 government agency memberships. Additionally a new section is being established in Saudi Arabia.

ITE Headquarters will be relocating in Washington, D.C. because their current lease expires December 31, 2000. S. Gayle distributed the Headquarters Staff Organization Chart for information purposes.

Pittsburgh, Pennsylvania was chosen as the site for the 2007 Annual Meeting.

Certification exams will be held in Las Vegas (July 31) and Toronto (November 6). Each District may also hold an exam on November 6 for a cost of $2,000 with $1,000 covered by Headquarters. The Board is also working on an exam for non-P.E.’s.

A Public Agency Council has been formed that is open to all members and will deal with issues relevant to public agencies.

The Board voted for Honorary Membership status for two more members, Gene Wilson and Frank Turner.

District Secretary/Treasurer – T. Rice reported on the District Executive Board Meeting held in January. The District has approximately $9,000 in its banking account. Alan Gonseth is the new District Administrator. The 1999 District 1 Meeting will be held in May at Bear Mountain State Park. T. Rice distributed a tentative agenda. The conference will include an ITS Awareness Seminar.

V. Reports of Committees on Programs

Local Activities – Local coordinators are looking for ideas on ways to get more involvement at the local level. Some ideas that were discussed included:

S. Johnston previously indicated that Engineer’s Week in Albany was a success.

Meetings

1998 Section Annual Meeting, Saratoga Springs- This conference closeout is being held up by $375 that has not been received.

1998 Transportation Symposium, Albany, NY – There was no report on the closeout of this conference.

1999 Section Annual Meeting, Rochester – J. Pond reported that subcommittees were set up and they were currently evaluating sites. The conference will be 1 ½ days and the committees are currently working on topics. The meeting will be scheduled the 1st or 2nd week in October.

2000 Districts 1 & 7 Meeting, Niagara Falls – P. Benway reported that they have completed a booth to advertise the conference that will be used at the District 1 (Bear Mountain) and District 7 meetings. The dates for the conference are May 6 – 10, 2000 and the committee is currently working on speakers.

ITE Section Award S. Johnston forwarded the application for ITE Section Activities Award and questioned whether we should apply. S. Gayle indicated that each section submittal is automatic through the submission of the Annual Report.

Membership – P. Benway distributed copies of informational brochures she developed. These brochures would be used for officers to distribute to encourage membership. Any comments should be forward to P. Benway as soon as possible.

Newsletter- The next newsletter is scheduled for late May or early June. The deadline for articles is May 21, 1999.

Technical – Sr. Housing Trip Generation – Dan Cole from the City of Ithaca volunteered to do some counts. S. Gayle may also be able to collect data if a definition is developed for the land use. The data is and will be collected in ITE format. International is paying student chapters to collect data for multi-screen movie theatres.

Parking Study – P. Benway reported that the study is progressing. The committee is currently evaluating sites for Pharmacy with drive-thru. The committee is approaching universities or ITE volunteers to complete the study.

TIPS Project – D. Woodin indicated interest in helping with the project. P. Benway will proceed. T. Rice suggested a TIP on what to do at a dark signal.

Informational Brochures – Brochures on Guide Signing and Signal Coordination were revised and sent out to the technical committee for final comments. With the completion of the information brochures, the TIPS project could be worked into the next project for the technical committee.

VI. Old Business

Treasury Book Audit A letter from Jeffrey Marko to Shelly Johnston was distributed indicated that the 1998 treasury information had been audited.

BEAM (Buffalo-Area Engineering Awareness for Minorities) Program J. Pond distributed a letter from BEAM Board of Directors thanking ITE for our support.

End of Year Report J. Pond submitted the report to Headquarters.

Web Page C. McCormick indicated that Sear-Brown would not be able to host a web page for ITE. Costs to have a web page hosted run about $10 to $20 per month with a setup fee of $20-$60. We can register a domain name for $35 per year. S. Gayle suggested contacting a university to see if they will host a web page for us. C. McCormick will outline a web page and send it to the Board for their comments. She will also try and recruit a member to maintain the web page.

VII. New Business

Membership Directory – Carl Ast included information in the Interchange looking for volunteers. There was no response. Two people are needed, one to track advertisers and one to do the layout and verify ITE Headquarters listings.

Other P. Benway distributed a handout on seminars and other educational resources available for sponsorship by ITE Districts, Sections, and Chapters. The information included seminars on ITS and enhancing the non-technical skills of ITE members, and a video promoting year 2000 awareness.

VIII. Adjournment

The meeting was adjourned at 1:00 p.m. The next Board Meeting is scheduled for July 9, 1999 at 10:00 a.m. at Sear-Brown’s office in Dewitt, NY.

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