Executive Committee Meeting Minutes
November 30-December 2, 2005

Arlington, Virginia

Present: Bruce Drewes - ID LTAP, George Huntington - WY LTAP, Marie Walsh - LA LTAP, Lisa Harris - KS LTAP, Terry McNinch - MI LTAP, Evan Hong - CA/NV TTAP, Patsy Anderson - KY LTAP, Ed Stellfox - MD LTAP, Chris Ahmadjian - MA LTAP, Clark Martin - FHWA, Duane Smith - NLTAPA Treasurer, Cameron Ishaq - FHWA, Gib Peaslee - FHWA, Lisa Pogue - LTAP Clearinghouse

Absent: Linda Howe-Steiger - CA LTAP

The Executive Committee met 8:00 AM to 5:00 PM on November 30, 8:30 AM to 5:30 PM on December 1, and 8:30 to 11:00 AM on December 2 at the offices of the National Highway Institute.

New Interim LTAP Manager. Association President Bruce Drewes introduced Clark Martin, Strategic Management and Policy Coordinator for FHWA OCPD, and new Acting Affiliates Program Team Leader (Al Alonzi's former position). Clark has been with FHWA for 5 years and has experience working with professional associations. Clark would like his office and NLTAPA to work together to continue to increase LTAP recognition by organizations that serve our customers and by predominant technology transfer organizations in the industry. Primary benefits to LTAP would be to identify more products or financial resources for LTAP and to get LTAP at the table on major workforce development and safety initiatives. Clark also stressed the importance of adding value to partners.

Minutes of November 14, 2005 Executive Committee conference call. Terry McNinch moved and Evan seconded to approve the minutes as written. The motion passed unanimously.

2006 International Transportation Technology Transfer Symposium in St. Petersburg - Bruce Drewes and Marie Walsh. The EC reviewed the latest draft of the conference program. Several other groups will participate besides LTAP, including a small group of local ARTBA members, the Border Exchange Group, FHWA T2 coordinators, the National Construction Career Days Organization, the National Transportation Training Council, the National Transportation Library, TRB's Committee on Tech Transfer, and TRB's Education and Training Committee. Concurrent tracks will be on workforce development, training, program effectiveness, and communications. Plenary sessions will cover workforce development, generational and cultural diversity, partnering, and opportunities and challenges in technology transfer. The agenda planning committee received 62 responses to a survey of the Centers about topics they wanted covered at the conference. The EC requested that speakers make sessions as interactive as possible.The EC was asked to help identify speakers, and will be given a deadline for that by TRB. Marie Walsh will follow up with an email message to the EC.The EC will ask LTAP Centers to promote the conference, starting after TRB. Specialized marketing materials will be developed for use LTAP regional meetings this Spring. Center Directors will be asked to invite in-state representatives for the organizations slated for attendance.Gib Peaslee asked that the conference participant list be organized by state.

Roles and Responsibilities (R&R) Group - Cameron Ishaq. Cameron reviewed the R&R work to date and its relation to the new NLTAPA operational structure approved by members last July. Some roles the R&R Group identified still have unresolved "ownership." These are: annual meeting and regional meeting coordination, program awards and recognition, internal program annual report, the Program's Web site (on hold until the new Clearinghouse contract is done), Program branding, and program promotion. By December 15, Cameron will provide to the EC recommendations on how to move forward on these items, except for annual and regional meeting planning which are already being addressed by the EC - see below. The EC will discuss further actions at its meeting at TRB.

Annual LTAP conference coordination - Terry McNinch, Evan Hong and Bruce Drewes. The EC discussed how LTAP conferences should be managed in the future and who should assume ownership and responsibility. Evan provided a position paper on the topic, along with a recommendation to have a vendor program. It was clarified that the purpose of conference is both professional development for LTAP staff and providing a venue for overall LTAP Program discussion and decision-making, with direct Center participation.

Chris moved and Patsy seconded that NLTAPA assume ownership and responsibility of the LTAP National meeting at its Spring meeting. The motion was amended after discussion to say that the EC will consider assuming ownership of the conference after it receives more information at its Spring meeting. The motion passed, 8 in favor, 1 opposed. To prepare for this discussion Evan Hong and Terry McNinch will convene a small group, including R&R representation, to prepare a proposal for NTLAPA to assume ownership of the conference. This group will address who would do what, liability issues, and how finances would be approved and handled. Any new changes would take effect for the 2007 conference and beyond.

Vendors at LTAP conferences. The EC also revisited the topic of vendors at LTAP conferences and agreed to try it again as long as the Association does not risk financial liability. Duane Smith volunteered to draft an RPF for Centers or individuals to reply to, for managing a vendor program. Lisa Harris moved and Chris Ahmadjian seconded for Duane to develop this draft for EC review at its meeting at TRB. The motion passed unanimously. The EC needs a report on the vendors at the 2005 LTAP conference ASAP. Duane Smith thinks Nebraska has the evaluations from the vendors. Lisa Harris will follow up and report at the EC's December conference call.

2007 LTAP conference in Chicago - Terry McNinch. Region 7 will get completed numbers and finances for the Dubuque conference to Region 5 and the LTAP Clearinghouse by TRB.

LTAP regional meeting coordination - Bruce Drewes. The EC agreed that some consistency in regional meetings would best serve the LTAP Program. Terry McNinch moved and Marie Walsh seconded that the Internal Communications Work Group develop a template for what a regional program should look like. The motion passed unanimously. Building on the previous work of the R&R group, the intention is to address national needs while devoting the bulk of the meeting to regional needs. This template will be reviewed by the EC at its TRB meeting.

Governing Structure for NLTAPA - Evan Hong. Evan distributed a report on feedback gathered through email about current concerns with the Association's governing structure. The report identifies issues raised regarding regional structure, officer structure, and terms of office. EC workload needs to be addressed, as well. Suggestions included the EC preparing a "Help Wanted" ad to get more LTAP Center staff involved in NLTAPA activities, and making work group membership completely outside the EC, but reporting back to the EC. The EC will develop a revised governing structure in Spring 2006 (with mechanisms for accountability), for recommendation to the Association by July or earlier. The Program Strategy Work Group will present options to consider by the EC's meeting at TRB.

Committee and Work Group Reports:

• Strategic Planning Committee (SPC) - Bruce Drewes and Cameron Ishaq. The SPC will meet in late February or March. They will review PAR and CAR reporting and also review LTAP's six contract tasks with an eye towards updating them. EC members are to poll their regions about questions, concerns, problems about the six tasks, with information back to the SPC by February 10. Bruce Drewes and Lisa Harris will develop a focus group about the six tasks for Centers to participate in at TRB. The SPC will also develop the strategic planning conference session at the 2006 International Tech Trans Symposium.
• LTAP Clearinghouse Steering Committee - Ed Stellfox. This committee will have its first meeting at TRB. An open-competition RFP for the Clearinghouse should be issued by TRB. After the RFP is issued, contract details will be available. The current Clearinghouse contract expires this Spring. EC members will poll their Centers for suggestions for Clearinghouse services and forward them to Ed by January 9. Ed will step down from the Clearinghouse Steering Committee when his term expires in the Spring. NLTAPA President Bruce Drewes (or someone he designates from the EC) will take Ed's place.
• Advisory Committee on Partnerships (ACP) - Marie Walsh. The committee has been choosing new liaisons and identifying tasks for its 2006 work plan. Donna Shea is the new APWA liaison and Ken Skorseth is the new NACE liaison. Doyt Bolling will continue as the AASHTO liaison and Russ Neyman as the Salt Institute liaison. ACP members have been assigned to monitor these partnerships. They are Jim Burati for APWA, Jim Grohthaus for NACE, John Ryynanen for the Salt Institute, and Brian Walsh for AASHTO. Partnership work plans for 2006 will be completed by TRB. The ACP will also develop guidelines for evaluating the effectiveness of NTLAPA's partnerships. These will be provided to the EC for review and adoption at their meeting at TRB. The ACP will develop suggestions for regular communication to Centers about partnerships. Doyt Bolling participated in 2 TIG meetings and asked Centers through email to respond to questions about TIG technologies, particularly road safety audits which are taking place in many states. Response from Centers was low. AASHTO needs to hear about the things Centers are doing that support their efforts. It is critical that Centers respond about their activities. Dave Orr, NY LTAP, and John McCarthy, AL LTAP, are going to update the NACE Guides, requested as part of our partnership with NACE. Regarding new partnerships, the ACP will recommend whether to respond to requests and manage current partnerships or aggressively go after new partnerships. The There are two active requests for partnerships from associations representing road building materials. Another issue is the type of partner that best fits with LTAP. Clark Martin suggested, and the EC agrees, that we should focus on public service organizations for now. The ACP's next meeting will be at TRB.
• Program Strategy, Funding and Evaluation Work Group - Bruce Drewes. Bruce distributed a 2005-2006 work plan for this group. [This group was renamed from the Leadership Work Group to more specifically identify its areas of focus.] The group will concentrate on working with FHWA on strategic plan implementation and advising FHWA on Program and Center needs and recommending initiatives. The latter task will include serving on the Clearinghouse Steering Committee and identifying new opportunities within FHWA and the private sector for leveraging LTAP resources. Bruce and Gib Peaslee are investigating whether NLTAPA could accept funds from outside sources that could be used for program development grants to the Centers. NLTAPA first needs to clear up its 501c3 status and reporting requirements. Duane Smith will contact the IRS and report back on this at the EC's meeting at TRB. Re: The circuit rider program through FHWA's Office of Safety, Patsy suggested a mentor program where current circuit riders could visit other LTAP Centers. The EC agreed that any question or concerns received by Centers about the circuit rider program should be forwarded to Leslie Wright (FHWA-Safety) with a statement that NLTAPA is willing to help resolve concerns, if needed.
• Internal Communications - Chris Ahmadjian. Chris distributed an update to the group's work plan. Chris and Lisa Pogue will explore having and LTAP discussion forum with searchable archives at the Clearinghouse. A focus group on best practices in LTAP Centers and how to best communicate them will be offered at the Association's TRB meeting. To better communicate changes in LTAP personnel, a standing agenda item will be added to the monthly EC calls. Re: the LTAP Web site, Centers are asked to let their Association reps know about problems they encounter using the site, so they can be shared with the Clearinghouse at the EC's monthly conference calls. The Regional-rep orientation project is still in process; some elements need paring down and Evan Hong is waiting on a few pieces from EC members. There was a suggestion to add a piece on priority issues that are currently facing the Association. The packet will be completed and presented at the TRB EC Meeting. Mentors were assigned to new EC reps to help them get up to speed on the current work of the Association. Lisa Harris will mentor George Huntington; Bruce Drewes will mentor Patsy Anderson. EC and Association minutes are generally posted within a few weeks of each meeting and are advertised on T2ALL. This work group was also assigned the task of developing an agenda format for regional meetings, by TRB.
• External Communications - Terry McNinch. Although SAFETEA-LU has just recently been passed, organizations are gearing up for its renewal. If we expect to have an impact on the next legislation, we need a strategy to make it happen. Terry distributed an outline of a survey that could be used as a way to get consistent feedback from a few LTAP customers in every state. He asked that the EC review the document and comment at the December conference call. We need more of our customers pushing for us, like LTAP advisory committees. Terry will also develop talking points on this issue for regional meetings. Two projects are on hold: National branding and developing tools to promote LTAP. Terry reported that he and Ed Stellfox helped ATRBA get speakers for their Intertraffic Conference and ARTBA was happy with that. ARTBA carried a full-page ad for us in the conference brochure, prepared cooperatively by the MI, KS and CA LTAPs. 400 people attended the conference. An EC member suggested hosting a mock advocacy presentation (an LTAP Center meeting with elected representatives or their staffs) at an LTAP conference. This may be developed for 2007. The EC recommends that national snapshot materials be included with state presentations. A few states, like MN and MI, distill the national information for their presentations. These Centers will be asked to share their versions with other Centers, perhaps through the Clearinghouse.
• Training Products and Resources - Ed Stellfox. This work group will focus on assessment of needs, analysis of existing training programs (inside and outside LTAP), development of courses and instructors, and funding sources. The work group will meet again the last day of TRB. The group will investigate possible methods for receiving a better return on product development investment. A possible solution may be establishing a cooperative agreement between FHWA and NLTAPA. Ed also distributed a proposal for creating an NHI-LTAP/TTAP Integrated Training Program. The goal is to make it possible to hold NHI courses in areas where it hasn't been feasible because of low attendance. Ed moved and Terry seconded to endorse proposal. The motion passed unanimously. Ed will announce this program at TRB and have a sign-up sheet for Centers to indicate interest in participating. A new NHI catalog is due by TRB. There was a question about whether this group should also be identifying ideas for new printed material (field guides, etc.) for LTAP customers, as well as training courses. Discussion was deferred until the EC's February conference call.
• Professional Development - Marie Walsh, for Linda Howe-Steiger. A work plan has been drafted and will be shared soon with the EC. The group submitted 2 ideas for sessions to the 2006 conference committee: copyright and fair use practices and looking at the future of public works. The EC determined that the session lengths and topics will not fit well for the 2006 program, but these ideas will be considered for 2007. Lisa Pogue suggested the work group develop an LTAP 101 session for 2006. An EC member suggested that the work group develop a subsidized professional development activity at a different time of the year, and fly LTAP Center participants in for in-depth training. It was also suggested that the work group survey the Centers for their professional developments needs, effective formats and venues for meeting those needs, and give the Centers many choices to consider.
• Add more work groups? - Bruce Drewes. Bruce has received suggestions from FHWA/National LTAP and EC members about forming additional work groups. The EC decided to not add to its existing work groups at this time, but will fit new initiatives under the existing groups. International LTAP Programs and twinning will go under the Program Strategy work group. New special projects will go under whatever group fits best. The EC will be cautious about taking on projects that don't fit. The EC affirmed that it will stay within the organizational structure our members approved last summer, and get some things accomplished before making any structural changes.

FHWA/National LTAP Update - Joe Toole, Clark Martin. Joe provided a personnel update. Al Alonzi's job has been advertised and closed and a decision should be made by TRB. Clark Martin has assumed Al's duties in the meantime. Gib Peaslee has taken on Bill Evans' responsibilities. Cameron Ishaq and Roger Dean, both consultants, complete the LTAP team. Joe suggested the Centers take advantage of new provisions on education and training in the new transportation bill. Regarding collaborations and partnerships, Joe suggests approaching groups with solutions rather than questions. An EC member suggested that a paper be written that outlines opportunities for LTAP Centers in the new transportation bill. Clark will take lead on this, with assistance from Gib and Bruce Drewes, and will complete it by TRB.An EC member suggested finding out how many Centers are working with University Transportation Centers (UTCs). Michigan LTAP will prepare a state of the state report on this, by TRB. The next step will be to identify further opportunities for collaboration. Regarding funding, EC reps are to let Centers know by Monday that the target amount for 2006 is $170,000, pending approval by President Bush of the Transportation Appropriations Bill, which is expected on Dec 17. Funds should be available by TRB. Clark Martin said 2007 funding is expected to be the same; FHWA will likely know about that in the Spring. Bruce Drewes asked that EC members also remind centers about submitting their PAR and CAR on time. Joe asked the EC to think about what FHWA's role should (realistically) be in making LTAP better. An EC member suggested that FHWA continue to push for more cooperation within FHWA between LTAPs and federal programs or federally-funded programs. This is already under way. Clark has asked the top people in FHWA's Safety Office to think about how LTAP can add value. FHWA/National LTAP is developing guidelines for FHWA Division LTAP Coordinators slated for completion in Summer 2006. NHI and LTAP are cooperating on providing training in underserved areas (mentioned earlier). More to come. Joe credited the Association for working with Al Alonzi to become more strategic and forward thinking. He said the next step is building better perception in partners' minds and building collaborations that mean something to the partners.

TRB Agendas - Bruce Drewes. Bruce, Lisa Harris, and FHWA/National LTAP staff will prepare draft agendas for comment by December 9. These agendas will be for the EC and Association meetings.

PAR and CAR - Bruce Drewes and Cameron Ishaq. Bruce and Cameron stressed the importance of having all Center data included in the snapshot report. The EC will communicate with regional reps about importance of timely reporting and OMB requirements, by Monday, with their communication about 2006 funding. The EC will assist FHWA with the snapshot report before it's completed, identifying trends in what is reported in CAR and how they can be addressed. This topic will be covered at the EC's conference call in February.

LTAP Clearinghouse Report - Lisa Pogue. The Clearinghouse recently advertised an offer on T2ALL for training on CD for anti-icing and RWIS. Lisa-P has received requests for 162 copies from 6 Centers. This response seems low. Lisa Harris will send a reminder to the Centers on Monday. Conferences and meetings: The Clearinghouse exhibited at APWA, AASHTO, and the Governors' Hwy Safety Assn. Lisa-P said we could do more with them. Some Centers work closely with them. Lisa-P mentioned a group on highway safety planning that includes cities, counties, and FHWA. She sees a possible role in developing LTAP training for MPOs. Highway safety plans now have to include all public roads, including local roads, and funding has to be data driven. If fatalities are more frequent on rural roads, funds must be directed there.Lisa-P also noted that a lot of the Clearinghouse's activity lately has been on the 2006 international symposium.

NACE update - Tony Giancola. Terry McNinch and other Michigan LTAp staff are helping to put together the technical program for NACE 2006 in Grand Rapids. NACE is providing a comp registration in return. Michigan LTAP will also be hosting a two-hour workshop at NACE 2006 related to the Common Sense Solutions for Intersection Safety training designed for non-engineers and elected officials. The workshop will focus on techniques for communicating safety issues and engineering concepts to the non-engineering audience. Tony reported that the Roadway Safety Foundation is reactivated, composed of public and private associations. He suggested LTAP get involved. Tony also advocated that LTAP develop a vendor program at its annual meeting as a means of generating income. Tony brought forth NCHRP Project 17-18 (X) for Local Highway Agency Safety Guides. NACE, APWA, and LTAP are partners with NCHRP to produce the above product by 2007. As a formal participant in the project, LTAP will be able to leverage NCHRP funds in gaining a valued product. More information to come.

FHWA's Office of Asset Management - Dave Geiger, Director. Geiger provided an overview of his program and the benefits of asset management, and asked how LTAP Centers could help get the asset management message to locals. He mentioned that MI LTAP and UT LTAP are doing a good job with outreach on this issue. Regarding asset management products for locals, FHWA is waiting for determination about whether Michigan's local asset management course is in the public domain. Ed Stellfox said that DE LTAP has a data collection training program for locals. Geiger agreed to have the AM Office write an article for LTAP Center newsletters that would be made available at the LTAP Clearinghouse. The EC will gather and send articles already written in LTAP Newsletters to Geiger, so he will have a sense of the kinds of information already shared. Lisa Harris to request these articles on T2ALL by December 15.

FHWA's Office of Safety - Leslie Wright and Ben Gribbon. Leslie reported on current collaborations with Safety, funding constraints in SAFETEA-LU, and further opportunities for LTAP and safety to work together. Leslie is pleased and impressed with safety circuit rider programs at LTAP Centers in the 4 pilot states. Some things need to be tweaked. Future funding has not yet been decided. Leslie would like the Centers to communicate successes of the safety circuit rider program within their own states. She will send along facts and success stories in December.

• Safety has developed a train the trainer program on road safety audits for rural settings and low cost safety fundamentals. Ron Eck, WV LTAP, has taught the latter course.
• Safety, along with the T2 & Innovation Program, and Michigan LTAP, funded development of Michigan's Common Sense Solutions to Intersection Safety course.
• Leslie will send to Gib Peaslee a chart of states and how much high risk rural roads funding they received. Gib will forward this to the EC in December. Leslie suggested that LTAPs get a seat at the table in how these funds are spent. Clark Martin has asked that LTAP be added to FHWA guidance on this issue.
• Leslie suggested LTAP Centers let their customers know that FHWA Division offices are a resource to local road departments.
• Clark will look into having LTAP give a presentation at an FHWA Division Administrators meeting, by Spring 2006.
• Clark will report to EC by February about a possible collaboration between Safety and LTAP on local safety competencies.
• Ben Gribbon is working on a proposed project to create a Clearinghouse for transportation training and education programs. Clark will talk with Ben Gribbon and provide an update to the EC at TRB.

FHWA's Office of Operations - Marianna Rizzo, Director. Rizzo gave an overview of her office and opportunities for collaboration with LTAP. Current Program Activities (under what's new on the Operations Web site) provide a quick picture of what's happening. This is updated three times per year. Operations has 11 technical services teams, and FHWA division offices have some members on these teams. These could be source for training or train the trainer. Ideas for collaboration on operations issues:

• National Agenda for Traffic Incident Management - Coalition. LTAP might get involved in this coalition. This was delegated to the ACP for consideration.
• George Huntington noted that the MUTCD does not cover work zones on gravel roads. Bruce Drewes will ask if an LTAP representative could work with Operations on this, on the national committee that reviews the MUTCD.
• National Transportation Operations Coalition (NTOC). Rizzo suggested we get on their listserve and Webinars. This was assigned to the product development work group to coordinate with the ACP.
• Clark Martin suggested Operations create a Webinar on Practical ITS Applications for Small and Medium Communities. This suggestion was forwarded to the ACP and product development work group.
• Making Work Zones Work Better is a course developed by Operations and offered to DOTs. This might have some application for locals. The product development group will investigate a train the trainer opportunity.

Treasurer's Report - Duane Smith. The Association's current balance is $51,793.50. Thirty-four Centers have paid for 2005-2005. This is the most timely response to date. Still need the remaining 24 Centers to pay their dues.

Next EC Conference call: December 12, 2:30 Eastern time.

Minutes submitted by Lisa Harris, Region 7 Representative and NLTAPA Secretary