National LTAP Association Executive Committee Meeting Minutes
September 17, 2007 Conference Call
11 AM Eastern

Agenda Topics

Consent Items
Marie Walsh
5 Minutes

Discussion:

• Approve July conference call minutes
  Approve August conference call minutes
  Approve this agenda
• Laura asked that the July conference call minutes be amended to show she was present, she later confirmed she was not on the call. It was noted that the minutes for the meetings at the July National Conference were not completed yet.
• Marie asked that the appointment of the NLTAPA Secretary be added to the agenda and Lisa asked that the Nominating committee be added to the agenda to keep it visible as an issue. Other additions included APWA/NLTAPA/FHWA/OPCD Action Items from the Education Summit; Discussion of Center and Regional Highlights for Marketing Materials and Dates of upcoming meetings – GHSA, AASHTO Safety Subcommittee, HSPV, NLTAPA/FHWA meetings.

Conclusions: Larry moved that consent items be accepted as amended, Janet seconded.

For EC Direction or Action

NLTAPA/LTAP Participation at APWA Congress
Marie Walsh
10 Minutes

Discussion:

• Offer of APWA President for LTAP/NLTAPA representation (ex-officio) on Engineering and Technology Committee and the Transportation Committee
• Small Communities/Rural Communities Forum
• NLTAPA current liaison, Dan Cady, on APWA Education Committee as a full committee member

Lisa H. said there was value in participating on these committees, particularly the transportation committee, but noted that more information was needed. Janet said she agreed it was worthwhile to participate, but noted there was a significant time commitment.

Donna stated that she as waiting on a copy of the Transportation committee business plan from Mark Devries and that participation on the Transportation committee would prove beneficial since all the members have clout. However, she observed that we were having difficulty populating our own workgroups and suggested we put a member on Transportation, but focus the rest of our efforts internally.

Marie remarked that the committees met monthly via teleconference and had an annual meeting in Kansas City, which APWA paid the transportation costs for the committee members. Marie said she wasn't sure what the duties and responsibilities of an ex-officio committee member would be or whether they would be invited to the annual meeting.

LTAPAlFHWA OPCD Action Items from the APWA March 2007 Education Summit By Dan Cady, NLTAPA Liaison to APWA August 2007

The following three (3) action items were developed by me after considering the pre-summit survey, the networking and interactions at the Summit and the post-summit survey information. I reported the following action items to the Education Committee of the APWA yesterday, August zo", during our monthly conference call. No one on the committee had any objection to any of the items and felt that the items conformed with the data from the Summit.

1. Situation: 39% of the APWA Chapters that responded to the pre-summit survey reported that they did not have knowledge of their state L T APITT AP organization or knew of their state's LTAP but did not interact with the Center.
   Action:
   • Obtain a current mailing list of all APWA Chapters from APWA staff and have the L T AP Clearinghouse direct mail the Chapter Presidents with an informative mailing that includes the respective state L T AP contacts and Center information and public works capabilities.
   • Assist and/or encourage each L TAPITTAP Center to host 3 or more of the 18 Click Listen & Learn session scheduled for this next year as a connecting service to state Chapters
   • Negotiate an arrangement with the APWA Marketing Director in return to put CDs of the Click Listen & Learn sessions in the LTAP Clearinghouse.
2. Situation: Local APWA Chapters want access to available public works training and training instructors for their training needs such as institutes and workshops. They are looking for standard training curriculum and certification training.
   
   Action: Give APWA Chapters access to the LTAP Clearinghouse database and instructor list and ask them to place their instructors on the list to create a large list of presenters and trainers.
3. Situation: APWA Chapters want to enhance the capabilities of their in house and homegrown trainers with adult education learning techniques and practices so that they will be even more effective as trainers. Most of the trainers used by Chapters are volunteer trainers from public works industry in the respective state and this would grow the state trainer database for LTAPITTAP Centers as well. Action:
   • a. Make NHI Train-the-Trainer instruction and certification available to the APWA Chapters on the same basis as it is available to LTAP/TTAP Center personnel. Currently limits certification to Federal Employees and Federal Contract Employees.
   • b. NHI & NLTAPA offers APWA National multiple Train-the-Trainer instructional workshops at 5 locations nationwide on a yearly basis at an affordable fee ($500 -$700 per day) so that APWA can get Chapter involvement at a low cost to the Chapter.

Treasurer Report on NLTAPA Account and Accounting Review
Bernie Alkire
5 minutes

Discussion:

Bernie said the association account had not been set-up, as he was waiting for the EC resolution (approved at the last EC conference call) to establish the checking account and transfer the money. Duane was still paying the bills and waiting for checks to clear.

Center/Region Highlights
Marie Walsh
5 Minutes

Discussion:

For use in informational materials that are being updated. How do we best collect the LTAP successes?

Marie noted the difficulty of continuing to ask the centers for information, particularly when some or all of it is contained in the CAR. Cameron said that highlights/successes fit under the best practices database which was part of the CH contract. It is a single database with different kinds of data. Cameron also noted that successes in the CAR tended to be single lines, while concerns, issues and challenges had more information in the CAR.

Cameron expected the time frame for completion of the database for sometime this fall or winter. Someone else noted that the Regional Meeting was the best place to collect successes.

5 Minutes
Association Secretary
Marie Walsh

Discussion:

• Marie noted there is a need to fill this important position, but no one from the EC had yet volunteered. She wondered if we needed to go out to the general membership to ask for a volunteer.
• Larry said he was interested, but had no administrative support for his regular job and would have to discuss it with his director.

Workgroups
Workgroup Chair
5 Minutes Each

Discussion: Updates - Current activities and action items

• Partnerships - Jim Grothaus - not present
• Professional Development - no chair

• Training Products and Resources - Ed Stellfox and George Huntington
  George reported on the results of the needs assessment where the Training Products workgroup took the top 10 topics from regional meetings and broke those into sub-topics. The next task is identifying resources for those sub-topics and they need help with that task because of the volume of information. Cameron said the CH database would contain both training resources and instructors for topics, but Denise noted there were still questions about this database concerning populating it with information that was obsolete before it was input and how we are going to keep the information current.

  There is a conference call for the Training Products Workgroup at 1:00 PM Eastern, 1 October 2007. Marie will try to sit in on the call and OPCD will be represented, but they weren't sure who (Denise, Cameron) would sit in. The CH will also be on the call.

• External Communications - Donna Shea
  Donna reported the committee currently has 3 members and she is actively trying to recruit some additional members. She is working from the work plan developed in July 2006 with a focus on Reauthorization. She suggested that we update the Briefing Sheet from the prior re-authorization as a resource for centers to use when talking to Congress and stakeholders. She also noted that she would be contacting and coordinating with the Partnership Workgroup, as there was significant overlap in the work of the 2 groups especially concerning reauthorization. The workgroup will be developing a list of suggestions for the centers to support NLTAPA's education process associated with reauthorization. One action might be to have Centers send their newsletters to their Congressional delegation to maintain visibility.

  Janet and Donna noted that it would be beneficial to have a standardized powerpoint presentation about LTAP. Donna informed the EC that this was also a priority with her and that there were a number of resources out in the centers, but that she didn't have enough people on the committee yet to commit to collecting those resources and assembling such a presentation.

• Internal Communications - Janet Leli
  Janet followed up on the standardized powerpoint suggestion saying that would be a valuable resource for the centers to have. Janet reported on the Seminar room-Conference call training that was conducted at the end of August. A pilot Seminar Room presentation is scheduled for September 28. The ATSSA webinar will be included on this schedule.

  Discussion about updating the "new member packet" (old LTAP Employee handbook). There was some confusion about the description, but once it was understood that we were talking about the employee handbook, Cameron said that was a deliverable as part of the contract with the CH. He would find out the status of that deliverable.

  Discussion about Doug Moore, Idaho LTAP and ATSSA - Follow-up on Doug Moore conference call with the ATSSA Practitioner Group.

• Nominating Committee - Lisa Harris
  Lisa said the Nominating committee should be in place by TRB in December and have a meeting during TRB. Nominating committee recommends a slate of candidates for election to the Vice Presidency. Marie noted Professional Development Workgroup is in charge of awards. Need a chair.

• Program Strategies - Marie Walsh
  Marie stated that she had four priorities that she intended to focus on during her Presidency.
  • Reauthorization - generating a plan for reauthorization, managing the partners in relation to reauthorization
  • Increase LTAP focus on road safety
  • Accomplishing the tasks of the Products and Services Workgroup
  • Innovative funding
    • May not get more money in the re-authorization
    • A number of centers have found ways to self-generate funds - all centers need to think about it

Reports and Updates
20 Minutes

Discussion: Regional meetings -confirm dates already scheduled
Other Executive Committee Report - Regional Updates - new staff, etc.
Review of Action Items after the last call.
Conference invitations to partners- this needs to be addressed early by Conference
Planning Committee and Partnership Work Group
Goals and Focus for December EC meeting
Goal and Focus of NL TAPA Business meeting at TRB
Topics for NL TAPA Small Group meetings at TRB

• National Conference Update - Kevin Burk
  • General - we made approximately 17, 000.00 on the Chicago conference due primarily to sponsorships and that money will be carried over for the conference in Colorado.
    • Started on program chairs and the 2007 evaluations are in and compiled
  • Conference Finance Account - Still not settled on how we will handle the conference funds. Whether we establish an account separate from the NLTAPA business account or send all funds to the Treasurer.
    • Need a group (preferably an LTAP center) to handle the registration and finances for the conference as a pass through (that is not paying the university overhead)
    • Both California and Alabama said they could handle the registration that way and NLTAPA could simply invoice them for the amount left in the account (minus the processing fee). Kevin will talk off-line with Laura and Larry on this further.

OPCD and Clearinghouse
Clark Martin and Lisa McCluskey
5 Minutes

Discussion:

OPCD

• All FHWA funding current FY is obligated
• EC meeting in December rooms are booked (so far 9 rooms)
• Clark reminded everyone to book their travel through FHWA travel office in order to be eligible for FHWA to pay for the trip
• Clark will contact the contractor for the Safety Circuit Rider Best Practices project to get an update

CH

• A lot of deliverables out there
• There will be a review of those deliverables as they come due at the CHSC meeting in the 2nd/3rd week of October
• Prominent among those deliverables are the databases for Trainers and Resources, as well as the Community of Practice piece
• CH expects to unveil prototypes of marketing materials and Resource database at TRB, the end of this calendar year

Take Note / FYI
Consider for Discussion or Action at next conference call.

Governor's Highway Safety Association Meeting - September 23 - 26, Portland, OR - Marie Walsh will attend. Meeting scheduled with GHSA Executive Director
AASHTO Subcommittee on Safety Management - September 26- 28, Marie Walsh will attend and make a short presentation.
Highway Safety Partners Venture - October 23, Washington, DC, Marie Walsh will attend.
NLTAPA/OPCD Clearinghouse meeting - October 22, Washington DC, Marie Walsh, Donna Shea, Ed Stellfox?

Upcoming Meetings

EC calls - Second Mondays at 11:00 Eastern -October 15, November 19.
Fall Executive Committee Meeting in Washington, DC on 4-6 December 2007
TRB Meeting on Saturday, January, 12, 2008
EC meeting, Saturday, January 12, 2008
LTAP conference 13-17July 2008 in Breckinridge, Colorado

Due Dates

28 September 2007 - Treasurer distributes dues notices