Executive Committee Meeting Minutes
July 24, 2005

Dubuque, IA, 10:00 - Noon
Meeting was called to order at 10:12 am.

Roll Call

Executive Committee Members participating at the meeting: Terry McNinch MI LTAP (President), Bruce Drewes (Secretary), ID LTAP, Duane Smith, IA LTAP (Treasurer) Jim Burati, SC LTAP, Lisa Harris, KS LTAP, Marie Walsh, LA LTAP, Chris Ahmadjian, MA LTAP, Ed Stellfox, MD LTAP, Evan Hong, CA/NV TTAP Ken Skorseth, SD LTAP

Others participating in the meeting: Lisa Pogue, LTAP Clearinghouse, Al Alonzi, FHWA, Cameron Ishaq, FHWA, George Huntington, WY LTAP, Donna Shea, Clearinghouse Liaison and other guests.

Executive Committee Members absent: Linda Howe-Steiger, CA LTAP.

Approve Agenda

A change was suggested for Item number 4: The Partnership Liaison Guidelines Update was replaced by the Treasurer's Report. A motion to accept the agenda as modified was made, seconded and passed.

Old Business

1. International T2 Conference Update- Bruce Drewes: Because of limitations on FHWA funding for an international conference, the focus of the 2006 International LTAP conference will be on the LTAP program in the US and ways that it can be enhanced though meeting with some international organizations. TRB, FHWA T2 Coordinators, the DOT T2 Coordinators and NTTD will be invited to attend this conference.
2. 2006 LTAP Summer Meeting Update - Marie Walsh: The 2006 Conference agenda committee has been formed and will begin work on an agenda.
3. 2005 LTAP Summer Meeting Update - Lisa Harris: Lisa welcomed the E.C. to the conference and hoped that everyone enjoys the sessions.
4. Treasurer's Report - Duane Smith: Duane provided the E.C. with a copy of his treasurer's report and requested that whenever the E.C. approves travel to be reimbursed by NLTAPA, it be noted in E.C. minutes.
5. R&R status report - Terry McNinch: The R&R committee will resume working on their assignments this August, per Al Alonzi. The Clearinghouse Advisory Committee has been reorganized into a smaller steering committee and a member from the E.C. has been asked to be on that committee. A motion was made to have Ed Stellfox represent the E.C. on the Clearinghouse Committee for one year. The motion was seconded and passed.
6. InterTraffic 2005 - Terry McNinch: Ed Stellfox and Terry McNinch have been working with ARTBA on this conference, with EC support. As a non-financial supporter of ARTBA, NLTAPA has been provided five complementary registrations and the use of meeting space as available. The E.C. will make those registrations available to Centers that are planning on attending the conference.
7. ACP - Marie Walsh: The Association's Committee on Partnering needs liaisons for APWA and NACE, and new members on the ACP. Currently the ACP is researching the proposed partnership with the Portland Cement Association.
8. AASHTO Anti Icing CD - License issues - Terry: a. Clearinghouse will replicate. b. Terry will create distribution guidelines. The Clearinghouse will poll the LTAP Centers to see what the need will be for the reproduction of the CD set and will then supply those copies to the Centers. Terry will develop a guideline to inform the Centers about the licensing requirements for the program.
9. EC Member Orientation - Lisa Harris, Evan Hong: Evan and Lisa provided an outline for an orientation packet for new members of the E.C. They will continue developing this packet with the assistance of the E.C.
10. NLTAPA Operational Structure: a. Sunday Business Meeting Panel Presentation. The EC discussed how the presentations would be made. Affirmation by the Centers? Terry asked if he should call for a vote from the floor to approve the operational structure. He thought members might want this. Several EC members felt that this level of business should be presented to the members for information, but not for a vote. After discussion a motion was made: "Terry will not call for a vote of support from the Centers.", This motion was seconded and passed.

New Business

1. NLTAPA Organizational Structure - Terry McNinch: At this time Terry offered two motions (see Attachment A and B): The first was to address the problem of the Centers not receiving their dues notice on September 1 as stated in the Constitution and the subsequent missing of payment by some Centers. The Motion was: "In consideration that members can not be penalized for errors of the officers, the deadline for payment of dues for 2004/2005 will be extended 47 days beyond the stated deadline of June 30, 2005. The resulting effect being that any and all NLTAPA member Centers are eligible to vote during the 2005 Summer Business Meeting." The motion was seconded and passed. Organizational Structure - "That the Executive Committee form a Special Committee to conduct a review of the Association's current Organizational Structure. The Special Committee will recommend improvements to the Executive Committee. The committee will consist of the 2005/2006 officers, 3 other E.C. members and 4 At-Large Center members. This Special Committee will make its recommendations to the executive Committee before its fall meeting. And; That the Executive Committee will consider the Special Committee's recommendations; And; That the Executive Committee will propose and necessary changes to the Constitution within the time requirement for member Center approval at the TRB Business Meeting. "A number of E.C. member expressed concerns about forming this committee at this time and a motion was made to change the motion to say "The EC will discuss this topic briefly in future conference calls and will discuss it at length at its Fall 2005 meeting." This motion was seconded and passed.
2. Region 8 E.C. Representation - Ken Skorseth: Ken Skorseth reported that he needs to resign from the E.C. and is working with his region to identify a replacement.
3. Work Group Formation - Bruce Drewes: The draft operational structure of NLTAPA has six focus areas with one or more E.C. member assigned as the chair of that focus area. Bruce asked each of these chairs to identify their Work Group by the next conference call and to begin developing timelines for the activities that have been identified.
4. Conference Call Schedule: The EC's conference calls will be the second Monday of each month beginning on Aug. 8th at 2:30 Eastern Time.
5. Thank you for your effort - Terry McNinch: Terry thanked the E.C. for all that they have done this year.

A motion was made to adjourn the E.C. meeting. Motion was seconded and passed at 11:41 am.

Minutes submitted by Bruce Drewes, ID LTAP, NLTAPA Secretary

Attachment A

Whereas: The NLTAPA Constitution states that notification of payment for annual dues is to be sent out in September. In past years, receipt of the invoice dates on one of the last days of the ending fiscal year caused problems when the invoice being paid after the start of the new fiscal year. Centers requested that the invoices be sent out after the start of the new fiscal year. Unfortunately, the Constitution was not changes to reflect this change in the process. Therefore, distribution on November 17, 2004 was in violation of the Constitution.

Motion: In consideration that members can not be penalized for errors of the officers, the deadline for payment of dues for 2004/2005 will be extended 47 days beyond the stated deadline of June 30, 2005. The resulting effect being that any and all NLTAPA member Centers are eligible to vote during the 2005 Summer Business Meeting.

Attachment B

Whereas: The NLTAPA Operational Structure brings new focus to the Association activities. And; Concerns about the effectiveness of the Association's Organizational Structure have been expressed by the Executive Committee and member Centers;

Motion: That the Executive Committee form a Special Committee to conduct a review of the Association's current Organizational Structure. The Special Committee will recommend improvements to the Executive Committee. The committee will consist of the 2005/2006 officers, 3 other EC members and 4 At-Large Center members. This Special Committee will make its recommendations to the Executive Committee before its fall meeting. And; That that Executive Committee will consider the Special Committee's recommendations; And: That the Executive Committee will propose any necessary changes to the Constitution within the time requirements for member Center approval at the TRB Business Meeting.