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Call to Order – Walsh
Attendees: Janet Leli, Bernard Alkire, Ed Stellfox, Larry Sellers, Jim Grothaus, Douglas Wright, Lisa Harris, George Huntington, Laura Melendy, Kevin Burke, Donna Shea, Lisa McCluskey (FHWA), Clark Martin (FHWA), Mike Burk (FWHA), Kit Arnett (LA LTAP)
Consent Items
For approval in one motion, without discussion. Board members can request that any item be removed from the consent list for seperate consideration and vote.
- Approve July conference call minutes – postponed until September conference call
- Approve EC meeting minutes from the Chicago conference – postponed; not complete
- Approve this agenda as modified – approved. [Need to document the changes.]
For EC Direction or Action
Welcome new EC members
Marie would like to pair new EC members with experienced EC members to help with transitions.
Final date for EC Fall meeting – December 4–6
Marie verified that the date of Dec. 4-6 for the executive meeting in Washington would work for everyone. Marie would like to invite the partners??. Marie will follow up this week with details. Very important that you make your flight arrangements through the FHWA travel office if you want to be reimbursed.
NLTAPA bookkeeping
- Approve the vendor and payment amount for the organization to perform the accounting review
- Review and approve the EC resolution detailing the procedures and actions for the Treasurer duties transfer
Bernie talked to Duane Smith, the current Treasurer, and they will be handing off authorizations and paper work so that Bernie can take over as treasurer. Bernie consulted with a financial advisor who said that he did not feel like an audit was needed at this time because of NLTAPA's simple bookkeeping system, but gave a cost of about $1500 for an audit. Marie had also gotten a local estimate for an accounting review for between $1500 –$2500. A number of EC members noted that many nonprofit organizations had an internal review or agreement for an annual independent review of the financial records. Most expressed the opinion that an internal process would be preferable to paying an external agency to review the financial records
Bernie moved and Janet seconded and the following motion passed unanimously:
To solicit volunteers to review the financial records of NLTAPA prior to transfer from the previous treasurer to the current treasurer.
Larry volunteered to conduct the financial review.
The EC unanimously approved the resolution authorizing Bernie to open an account in NLTAPA's name at a credit union in Michigan. Marie will sign the resolution and send it to Kevin for signature. Bernie, Marie or Kevin could write checks.
Lisa expressed concern about financial/communication controls with three people having authority to sign checks. Marie agreed to set up a conference call with Lisa, Larry, Bernie and Kevin to discuss both the procedures for the financial review and some accounting controls for the EC going forward.
Schedule TRB EC and NLTAPA Business Meeting
After a significant amount of discussion concerning the difficulty with flights and hotel rooms, as well as so much time away from families, the EC decided on the following schedule for TRB meetings:
- Small group meetings will be held from 10:00 AM – 12:00 AM Saturday morning, 12 January 2008
- NLTAPA Business meeting will be held from 1:00 – 6:00 PM Saturday afternoon, 12 January 2008
- Executive Committee meeting will be held from 8:30 – 11:30 AM Sunday morning, 13 January 2008
Work Groups
Confirm or elect a committee chair for each work group
Updates – Current activities, action items
- Partnerships – Jim has agreed to take over chairing this
- Traning Products and Resources – Ed and George have a conference call today and will report back soon
- Professional Development – No report this month.
- External communications – Donna Shea, new chair per the bylaws (need updated list of members) Donna thinks that the group needs to rethink the mission of the external communications group and focus this group on reauthorization. Marie, Kevin, and Clark will participate on the next conference call for this work group
- Internal Communications – Janet had 50 responses to her call for information on topics for roundtable discussions. Lisa H will be joining the work group. Janet is compiling highlights from the NLTAPA meetings at the conference. Work group chairs need to send highlights of their meetings to Janet.
- Program Strategies – Marie Walsh (need updated list of members). No report this month.
2 tasks requested for completion prior to the 17 September EC conference call
- Confirm and email each work group membership list to Kit Arnett, same-page administrator (Name, Center, Phone and email)
- Post the primary tasks for the committee/workgroup for the next year on your workgroup's project page (each group has a project page, except External communications??)
Reports and Updates
- OPCD update
- OPCD activities
- Mike proposed the possibility of NLTAPA having a member on the APWA Transportation Committee. Marie and Donna will be attending the San Antonio Congress and the meeting of that committee. Janet will also be attending the Congress.
- FHWA plans to make materials from the CH available to Iraq to start a library / resource center
- Mike noted the increased emphasis on bridge inspection and related training [because of the Minnesota bridge collapse]. He has sent historical LTAP training data on this subject out via email.
- Clark reported that a contract had just been let through FHWA's Office of Safety for compiling best practices from the Safety Circuit Rider program. He was asked to check on when that report might be complete.
- Mike reported that the CH will manage the seminar room and that they will work on brochures that will tell the LTAP/TTAP story. Marie would like to coordinate with CH on the brochures and other LTAP materials since NLTAPA has been discussing the need for better materials.
- Clark gave an update on the ATSSA grant and mentioned that some issues such as using an electronic format had been resolved. [more details on this update?]
- Clark said the decisions had been made concerning the recipients of the RSA grants from the Office of Safety. 16 applications were received and 8 grants awarded to LTAP Centers. He will check on getting that information released.
- FHWA just sent out information to the Centers via T2.all on the 2007 PAR forms.
- LTAP/TTAP Clearinghouse report
- Alison reported that the CH will be working on a virtual LTAP 101 and will be working on the trainer database
- The CH will be exhibiting at APWA, AASHTO and ARTBA this fall. All EC and LTAP/TTAP personnel are welcome to help work at the booth.
- Using www.same-page.com to manage your Work Group (Kit Arnett)
- Most EC members did not receive their same-page passwords and logins. Kit will resend and contact each EC member individually.
- Regional meeting highlights – Tentative dates are on the calendar found on www.same-page.com
Marie noted that FHWA would like to try to avoid scheduling 2 regional meetings in the same week. Some regions have already planned their meetings
- Region 7 = first week in June
- Region 4 = May, Larry will forward the dates
Take Note/FYI
Discussion not needed unless someone has a question
- Bylaws changes – approved in Chicago will be posted soon
- Conference invitations to partners – this needs to be addressed early by Conference Planning Committee and Partnership Work Group
- Schedules for Spring EC meeting – Pick dates by next call to avoid conflicts. This will be held before the regional meetings begin.
Upcoming Meetings
- EC calls – new dates
- September 17 at 12:00 EDT
- October 15 at 11:00 EDT
- November 19 at 12:00 EDT
- Fall Executive Committee Meeting in Washington, DC on 4-6 December 2007
- TRB LTAP Small Group Meetings on Saturday, January, 12, 2008 at 10:00 EDT
- TRB NLTAPA Business Meeting on Saturday, January, 12, 2008 at 1:00 PM EDT
- EC meeting, Sunday, January 13, 2008 at 8:30 EDT
- LTAP conference 13-17July 2008 in Breckinridge, Colorado
Due Dates
- 28 September 2007 – Treasurer distributes dues notices
Meeting adjourned 12:25 p.m.
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