Executive Committee Meeting Minutes
January 9, 2005

1. The winter meeting of the National LTAP Association Executive Committee was called to order at 10:00 am January 9, 2005. Roll call was taken and the following member were present: Chris Ahmadjian, Region 1, Evan Hong, Region 2; Ed Stellfox, Region 3, Jim Burati, Region 4; Terry McNinch, Region 5; Marie Walsh, Region 6; Lisa Harris, Region 7; Frank Peloubet, Region 8; Linda Howe-Steiger, Region 9; Bruce Drewes, Region 10 and Donna Shea, Liaison to the Clearinghouse Advisory Committee. All members were present. Al Alonzi and William Evans from FHWA, Lisa Pogue LTAP Clearinghouse was present as well as other members of the LTAP community. The President submitted the agenda for review. Agenda was reviewed and accepted by the members. (Attachment #1)
2. The agenda for the General Meeting was reviewed and approved by the Executive Committee. (Attachment #2)
3. Duane reported that he had made the changes to the Treasurer's Report as were requested by Executive Committee and that he has copies of the report for the General Meeting, were he will made the report. (Attachment #3)
4. The proposed "Seven Month" Workplan and Budget was reviewed and approved. Copies will be provided at the General Meeting. (Attachment #4)
5. Terry went over the list of successes that he had put together for the General Meeting. A couple of minor changes were requested and made to the document. Terry will provide this document at the General Meeting. (Attachment #5)
6. The last hour of the General Meeting was set aside to have Al Alonzi and Marie report to the general membership what has been completed by the Roles and Responsibilities group and then to solicit feedback from the members on three of the topics that the group has been working on. Those topics were "Product Development," "Summer and Regional Meetings" and "Instructor Development."
7. Al Alonzi attended the ATA Training on Highway Watch. ATA Highway Watch is a program to educate the trucking industry into what to watch for along our highway system for weapon of mass direction and who to contact when items are found. Al thought that the training may have some merits and he will gather additional information concerning this program and provide it to the E.C.
8. Bruce submitted the liaison guidelines that were developed by the ACP to help the liaison and the partners when entering into a partnership with NLTAPA. The guidelines were reviewed and will be presented at the General Meeting. (Attachment #6)
9. A list of the current liaisons was distributed with the agenda. Russ Neyman from the Virginia LTAP Center was introduced as the liaison to the Salt Institute and Lisa Harris informed the E.C. that Dan Cady is currently on APWA's Education Committee.
10. New Business
    1. The ACP has recommended that the proposed NICET partnership agreement be tabled and that NICET would like to meet with the E.C. to discuss way that NICET can assist the LTAP community. NICET proposed meeting with the E.C. at their spring meeting.
    2. A request was made to the E.C. to look at video conference for the winter meeting to allow for more of the Center to attend through this medium. The question concerning the costs of the equipment and if the conference would have to be moved to a location where the equipment was available were all raised. The E.C. will need to gather additional information on this item, so it was tabled at this time.
    3. The SPC will be meeting on February 15 and 16 to review the PARs and CARs that have been turned in and to discuss moving to a Level three evaluation.
    4. Due to a request from the North Dakota Center Frank Peloubet will resign his position of the E.C. South Dakota will provide a representative to the E.C. for the remained of Frank's term.
    5. Vendor
    6. Monthly Conference call will be held on the second Monday of the month at 2:30 pm EST.
    7. The spring meeting of the E.C. will be held in San Francisco CA or Atlanta GA.; this will be discussed at the monthly conference call.

Meeting adjourned at 11:46 am.

Submitted by Bruce Drewes, Secretary NLTAPA, Idaho LTAP

Attachment 1 - Agenda

NLTAPA Executive Committee Meeting - TRB
January 9, 2005 - 10:00 A.M.
Marriot Washington Room B-1 (lower level)

1. Call to Order, Roll Call, Approve Agenda
2. Review General Meeting agenda--Terry
3. Treasurer's report to EC--Duane
4. Approve Workplan and Budget--Terry
5. Quick update on NLTAPA success stories--Terry
6. Quick update on R&R, Afternoon Plan - Bruce, Lisa, Marie
7. ATA Highway Watch--Terry
8. Approve Partnership Liaison Guidelines--Bruce
9. Liaison Update
   1. AASHTO Liaison: Doyt Bolling, UTAH LTAP
   2. AASHTO Road Safety Audit Panel: Safety Circuit Rider Rep - Gene Calvert, Fla. LTAP
   3. Salt Institute Partnership Liaison: Russ Neyman, VA LTAP
   4. APWA Liaison: Lisa Harris, KS LTAP
   5. NACE Liaison: Bruce Drewes, ID LTAP
10. New business
    1. NICET Partnership
    2. Future Video Conference of NLTAPA TRB Meeting?
    3. SPC Meet in Feb.
    4. Region 8 EC Representation
    5. Vendor Recruitment Special Committee status

Attachment 2 - NLTAPA General Membership Meeting Agenda

January 9, 2004 Marriott, Washington Room B-1 (lower level)

• 1:00 - Welcome
• 1:05 - Guest Speakers: Joe Toole, FHWA, Office of Professional Development, Rick Capka, FHWA Deputy Administrator
• 1:45 - Call to Order, Roll Call, Approve Agenda
• 2:00 - Mendocino County Showcase Success Stories - Gib Peaslee, Florida LTAP
• 2:15 - APWA Partnership - Lisa Harris, Kansas LTAP (APWA Partnership Liaison)
• 2:20 - AASHTO Partnership - Mike McGough, AASHTO
• 2:30 - NACE Partnership & TEA 21 Reauthorization Update - Tony Giancola, NACE
• 2:45 - LTAP Program Accomplishments: NLTAPA, Terry McNinch, Michigan LTAP; FHWA, Al Alonzi, Affiliate Programs Team Leader; LTAP Clearinghouse, Lisa Pogue
• 3:10 - BREAK
• 3:30 - NLTAPA Treasurer's Report - Duane Smith, Iowa LTAP
• 3:40 - NLTAPA Workplan and Budget - Terry McNinch, Michigan LTAP
• 3:55 - Partnership Liaison Guidelines - Bruce Drewes, Idaho LTAP, ACP Chair
• 4:10 - New Business: Salt Institute Partnership Liaison, AASHTO Anti Icing / Road Weather Training Software
• 4:20 - Adjourn the Business Meeting
• Roles & Responsibilities Feedback Session
• 4:20 - Roles & Responsibilities - Set the Stage
• 4:30 - Roles & Responsibilities - Breakout Sessions
• 5:20 - Roles & Responsibilities - Wrap Up
• 5:30 - Exit

Attachment 4 - NLTAPA WorkPlan & Budget January 9, 2005 to July 30, 2005

Expenses do not include people's time that Centers contribute in an effort to accomplish these National Program Objectives

NLTAPA Operational Expenses

Goal B : Nurture national partnerships, and develop new national and international partnerships.

Goal C: Educate state and federal elected officials, State DOT's, the BIA, federal transportation agencies and industry associations.

Goal F: Recognize center excellence and individual achievement through the NLTAPA Special Achievement awards.

Total NLTAPA Budget Jan - July 05 $15,415

Attachment 5 - What Does NLTAPA Do for You? NLTAPA Successes

General Meeting TRB January 9, 2005

Prepared by Terry McNinch

• Handling of the Finances for the Mendocino Safety Showcase: NLTAPA was the recipient of $25,000 in FHWA funding and $10,000 in AAA funding for Mendocino travel stipends. By routing the funding through NLTAPA, monies that would have gone to university overhead charges were used to send even more participants to the showcase. When the BIA authorized $20,000 for travel stipends, red tape prevented its award until after the showcase. NLTAPA stepped in, advancing the funds, thereby allowing tribal members to attend the showcase, even though BIA funding had not yet made it through the pipeline. NLTAPA Treasurer, Duane Smith, took care of all accounting for the $55,000 and dealt with payments for the stipends, to the travel agents, and for on-site expenses incurred at the event hotels. Mendocino organizer Gib Peaslee's comment "This showcase never would have happened if NLTAPA had not stepped in to handing the funding issues."
• Safety Circuit Riders: At the November 2003 Executive Committee meeting in Washington, the committee met with George Ostensen and his staff from the FHWA Office of Safety. During the meeting, Mike Blankenship reminded them that if they really want to move their safety numbers, they need to have an impact at the local level. That led to Tony Giancola's suggestion to George that what the Office of Safety needed to do was fund Safety Circuit Riders in the LTAP Centers. They were willing to think about it. During TRB last year, members of the Executive Committee met with Office of Safety staff to begin laying out what a Safety Circuit Rider program would look like. They were willing to fund one, half-time circuit rider, in one center, for $50,000. We appreciated the offer, but continued to stress that one half-time person would not even begin to demonstrate the impact that this program could have. Over the months more discussions took place. Tony sunk his teeth into the idea and wouldn't let go. Executive Committee members drafted the content of the RFP. Discussions continued right up to the time that the RFP was announced to the centers. End result: Increased funding from Office of Safety, funding from the Office of Professional Development, and funding from the Federal Lands Program for a tribal position. Total Funding: $600,000. Up from $50,000. If the 4 Circuit Riders prove successful, the Office of Safety is open to considering additional funded positions.
• AASHTO Publications for Centers: As part of our renewed partnership agreement with AASHTO, we negotiated an arrangement whereby centers will have the opportunity to request, at NO cost, designated new AASHTO publications when those publications are of local agency interest. Centers also get member pricing when purchasing other AASHTO publications. What is that worth? If all 58 centers respond with a request for the 2004 Green Book, that is worth $4,800.
• Anti Icing Computer Based Training: Through Tony Giancola's negotiation with AASHTO, and the NACE partnership with NLTAPA, centers will have the opportunity to receive this CBT at no cost and use it as part of training sessions, or as part of our lending libraries, and distribute freely to NACE members. What would this have cost? $100 per copy. Single distribution to 40 snow belt centers--$4,000.
• Intersection Safety for Non Engineers Training Package: This project was funded by $28,000 from the FHWA Office of Safety and the FHWA T2 & Innovation Program, and $15,000 that the Michigan LTAP spent from of its own program. The final product consists of a 13 module training package. Development is complete and it will be sent to FHWA for final review next week. Upon FHWA approval it will be distributed to every center. What did this cost your center? Nada.
• Increased Funding Levels In SAFE-TEA: Through the efforts of Executive Committee members and various center directors, along with NACE, NACO, AASHTO and ARTBA, we were able to get the funding level increased, on the Senate floor, from $12 million per year, to $15 million per year. The bulk of that effort and expense was incurred by centers that set their sights on getting the job done. While this was a great success, when the new Congress reconsiders the proposed legislation we may need to call out the troops again. What might this be worth? You do the math.
• NLTAPA Goals, Objectives & Activities - ready soon: Over the past few years, member centers have asked, "Why is there an association? Why do we pay dues?" Unfortunately this is the result of years of insufficient communication and lack of sufficient focus. Good things were being done, but centers didn't hear about it, and plans were being made, but if you were not at the meeting to hear it, you may have missed it. To that end, and as part of the R&R effort, members of the Executive Committee spent hours on conference calls and exchanged numerous e-mails in an effort to put ON PAPER the Goals, Objectives and Activities of the Association. The executive committee has reviewed this document, and once the R&R is complete it will be distributed for your comments and input. We hope to adopt this document at the summer meeting.
• LTAP Exposure within TRB - Cheri Marti, Chair of T² Committee: Over the 6 years that Cheri has served as the Chair of the T2 Committee, the atmosphere surrounding the committee has change dramatically. T² and implementation is now an integral part of research BEFORE it begins. LTAP was originally viewed cautiously by the committee. But through Cheri's leadership and the dedicated participation of LTAP'ers on the committee and those who attend the meetings and work on the activities, LTAP is no longer something to be viewed with a cautious eye, but rather a group that gets ASKED to sit at the table. If you saw the October issue of TR News (the TRB publication) you saw an entire issue sprinkled with LTAP this and LTAP that, including a full page on what LTAP is and what it does. Cheri put forth a tremendous commitment for 6 years. She put in the hard work, the LTAP Program received visibility and recognition as being "The Real Thing."
• Strategic Planning Committee: Executive Committee members were part of the team that developed the National LTAP Strategic Plan and the National Performance Measures. The result of this effort puts us on the far end of the curve with regard to program accountability. The work will continue in February when the team gets together again to review the effectiveness of the PAR and CAR, Level 2 Evaluation, and the Customer Needs Survey.
• Roles & Responsibilities Group (R&R): Executive Committee members, representing the Association, joined other national stakeholders (FHWA, Centers, the Clearinghouse, and the Clearinghouse Advisory Committee) to do what has been needed to be done for many years - sort out who does what, why, when, etc. This activity is intended to set a new stage for all the National Program as we strive to make it the best it can be.

Attachment 6 - National LTAP Association Partnership Liaison Guidelines

Strategic partnerships between the National LTAP Association (NLTAPA) and other agencies and organizations help to ensure and maintain a strong and viable LTAP program. The relationships created through partnering must benefit the LTAP community and all partnering organizations. Partnership liaisons fulfill a vital role in building and maintaining healthy, mutually beneficial relationships with partners; they are the point of contact between the NLTAPA, the LTAP Community, and the partner. The liaison position will be filled by a LTAP Center Director or staff.

To help liaisons fulfill the many obligations and expectations of their positions, the following guidelines have been developed. A signature below indicates an understanding and willingness to accept the role of liaison.

1. By June 1 of each year the liaison will provide a written report to the chair of the Advisory Committee on Partnering (ACP). The report will detail the activities that have been completed in that year, and will list activities planned for the coming year. Liaison will be asked to give a short overview of the written report that was submitted to the ACP at the summer conference.
2. Liaisons need to encourage partners to attend and be actively involved in the conferences. By January 1, the liaison will submit all requests for time and/or space at the summer conference. By October 1 of each year the liaison will provide the Executive Committee with all requests for time at the Winter LTAP meeting.
3. In the event NLTAPA or the LTAP community needs assistance or information about a partnership, the liaison may need to participate one of the monthly NLTAPA conference calls and/or write a short article that can be published.
4. At least once a year the liaison will discuss with the partner the accomplished activities from the previous year and plan mutually beneficial tasks and activities for the coming year. The purpose of the meeting is to evaluate the partnership activities and maintain mutual satisfaction with the partnership arrangement.
5. If the partner organization holds an annual conference, the NLTAPA liaison should be actively involved. Involvement can include presenting at the conference, meeting with the governing board, active engagement with organization staff, or any similar activity. With prior approval, NLTAPA can assist with travel costs.
6. The liaisons will track the involvement of individual Centers with the partners reporting those actives in the annual report.

______________________________

Name of Liaison

Title

Partnered Organization