National LTAP Association Executive Committee Meeting Minutes
NACE Conference
April 20-21, 2008
Portland, OR

Agenda Topics - April 20, 2008

Organizational Breakfast
Marie Walsh
One Hour

Discussion:

• Areas of discussion with NACE executive committee:
  1. Joint effort on Highway Safety
  2. Needs Assessment : Their top training needs matched LTAP
  3. Revisit partnership agreement: Possible to re-sign at LTAP Annual Conference
  4. Dialog on expanded survey

Joint Meeting with NACE Executive Committee
One Hour 30 Min

The joint NACE/NLTAPA Executive Committee meeting allowed discussion of opportunities to improve NLTAPA/NACE partnerships at the national and state level. Both organizations agreed that the NLTAPA/NACE partnership is a natural one that has been highly successful at the national level and in many states. The need to improve the relationship between the LTAP Centers and the NACE affiliates in some states was discussed.

Action Items

1. The existing NLTAPA/NACE partnership agreement will be reviewed and revised if necessary to reflect the current level of commitment and activity. The revised agreement will be signed again at the NLTAPA business meeting held during the LTAP 2008 Summer Meeting in Breckenridge.
2. Each LTAP Center and state NACE Affiliate will be encouraged to begin a dialog to review the national partnership agreement as well as state specific activities, priorities and expectations. Inclusion of at least one state NACE affiliate representative on the LTAP Center's Advisory Committee is recommended. Development of a simple Memorandum of Understanding or state partnership agreement is encouraged by the NLTAPA and NACE Executive Committees.
3. NLTAPA's Partnership Committee will work with NACE to develop examples of best practices of NACE Affiliate and LTAP Center joint activities, level of service and relationships.
4. NACE subject matter experts will participate in the upcoming NLTAPA Expert Task Groups that will be formed to evaluate existing materials available for the top training areas selected with input from NACE as part of an ongoing NLTAPA needs assessment. Top areas as confirmed by NACE will include asset management; road safety; and pavement maintenance.
5. Annual evaluation of the partnership agreement and progress at the national level will be scheduled and is encouraged at the state level as well.

LTAP Strategic Planning Process
Cameron Ishaq
10:30 am - 12:00 pm

Discussion:The Strategic planning committee met in Texas in March. The following are members were in attendance:

Lisa Harris - KS ,Renee Koller - CO, Marie Walsh - LA [Current NLTAPA President, Leonard Brown, OH, Denise Saunders - FHWA LTAP/TTAP Program Manager, Cameron Ishaq - FHWA SPC liaison. Kevin Burke, NLTAPA President Elect, attended the first day via video conference. Members not in attendance included Jim Burati - SC, Terry McNinch - MI, Richard Rolland - NW TTAP, Clark Martin, FHWA and Mike Burk, FHWA.

The SPC reviewed and discussed a revised SPC document that included a condensed introductory section but with the addition of background information specific to the TTAP program. Discussions regarding the similarity and differences of the LTAP/TTAP programs were discussed. Use of PAR and CAR data were discussed including the release of data such as listing of courses offered by Centers and the use of such data. Analysis of PAR data should be timelier now that the PAR is online. A discussion about the need for better communication on Programmatic issues was discussed.

FHWA Update
Denise Saunders

Discussion:

• Denise Saunders is scheduled to attend most of the regional meetings with Cameron and Alison Black of the CH, which is a significant commitment of time and resources
• LTAP Course Listing by Center. Denise inquired if any EC members were opposed or thought that Centers would oppose making this information public. The EC indicated that this data would be useful to Centers and while it may raise some questions about which classes are being offered and how many are offered by a given Center, it can still be useful. This is in response to a request from at least one Center for this information-will post link on Clearinghouse website.
• Training materials collection: FHWA has arranged for Dahlia Gordon (Joe Toole's Asst.) to begin the job of compiling the materials available for the top Needs Assessment topics. When Joe returns to OPCD, we may lose her services. If this happens FHWA is looking at the possibility of getting a graduate student. If this does not happen then OPCD would have to look at outside contractor, preferably through an LTAP Center. FHWA wants to develop a streamlined process to request proposals from LTAP Centers interested in performing services. This would involve going through a selection process that could take considerable time. A possible committee for this could be the NLTAPA President Elect, an FHWA rep and a person close to the workgroup.
• General approach to LTAP Center Project Delivery: Need a consistent way to solicit interest/proposal from Centers to fulfill future projects as they arise. An evaluation process is also needed.

FHWA HIGHLIGHTS: Centers need to send materials for the top five topics from the needs assessment.
List of 2007 LTAP courses available.
New NLTAPA/LTAP/TTAP dialog to begin at Region 2 meeting.
Strategic Planning Committee update will be presented at region meetings.

Partnerships
Jim Grothaus
1:30 pm - 5:00 pm

Discussion:

APWA: The Partnership Committee continues to work on finding individuals who will be NLTAPA's liaison to the numerous partnership committees. The NLTAPA Liaison to APWA is Dan Cady and he is a formal member of the APWA Education Committee. This continues to be a good fit. We have identified someone for most of the committees that we have been asked to participate on by Larry Frevert, APWA President. Lisa Harris reported on her trip to the Transportation Committee meeting in DC and agreed to be the new APWA liaison for the Transportation Committee.

• Lisa reported that she provided some information on LTAP services and the Committee seemed interested in working with LTAP. The Transportation Committee also indicated an interest in the Roads Scholar Program. Lisa suggested possibly coordinating some of the APWA certification programs with LTAP Centers that have road scholar programs.
• The Transportation Committee also formed a Safety Subcommittee that and is looking for an LTAP liaison.

John Haberman may participate on another APWA committee. David Orr from NY will serve on the Engineering and Technology Committee. We also need to contact APWA about the designation of a new liaison to NLTAPA after the departure of Patricia Kutt.

NACE: The NACE partnership report was included earlier. In addition, an NLTAPA liaison to their Safety Committee is needed.

AASHTO: More work needs to be done on this important partnership. LTAP/NLTAPA is already involved with the TIG; and the Subcommittee on Safety Management. We need to determine how to best approach AASHTO and strengthen our relationship. Jim is working on a new approach. Kevin Burke is going to explore the possibility of creating a place for a local roads subcommittee with AASHTO.

Clearinhouse Update
Alison Black
30 Min

Discussion:

In addition to regular operations, the FHWA LTAP/TTAP Clearinghouse is working on the following projects:

• Trainer database
  • This summer, trainers will have the ability to log in and update their own information
• Resource database
  • The database will be populated with LTAP/TTAP courses as well as traditional resources and publications
  • The initial test data will include the information currently being collected on behalf of the Products & Services Working Group's needs assessment
  • The goal is to have a working prototype by the summer meeting
  • The LTAP/TTAP database will be compatible with the current TCCC/NTTR database effort
• Online LTAP/TTAP Academy and Professional Development Roundtables
  • The online LTAP/TTAP Academy and roundtables are taking the place of the traditional LTAP 101 event at the national meeting
  • The professional development roundtables will be held at the national LTAP/TTAP meeting to encourage networking and peer exchange
  • The professional development roundtables are the new name for what was the afternoon section of LTAP 101 last year
  • One of the roundtable sessions will be devoted to NLTAPA so new staff can learn about the association
• Website Update
  • Centers may now update their own profile and contact information that appears on the website
• Action Items
  • Encourage your regions to populate the trainer database - send the Clearinghouse the list of trainers or have the Centers ask trainers directly to register
  • Decide which NLTAPA working groups/officers would like to be part of the professional development roundtables

Professional Development Committee
Laura Melendy
30 Min

Discussion: The committee developed an integrated training plan for new directors and staff. Primary participants in that effort were Cameron Ishaq, Laura Melendy and Alison Black. Laura's primary objective for this meeting was to get endorsement from the EC on the concept and basic implementation plan for the training plan. It was designed to reach out to new directors but would be appropriate for other staff members or even directors with some experience. She also requested that NLTAPA consider funding travel for an NTLAPA representative to serve on the orientation team as necessary. LTAP 101 will become the "On-line Academy." A regional representative would make a site visit. Marie Walsh stated that she is concerned that the proposed size of the team might prove cumbersome and overwhelming in some situations but that she supports the implementation of the program and thinks we need to get started. A discussion of how to quickly identify new directors was held and it was concluded that NLTAPA and OPCD-FHWA need to communicate with each other to keep up with staff changes.

A motion was made by Ed Stellfox and seconded by Kevin Burke to adopt the NLTAPA portion of the committee's new integrated training program (some is an FHWA responsibility) and to fund necessary travel to get an NLTAPA representative (preferably a regional representative) to on-site orientation meetings. Specific NLTAPA actions will include:

• Preliminary phone call to new Directors by an NLTAPA representative
• NLTAPA Participation in an early on-site visit funded by NLTAPA as necessary
• Planning and implementation of a new director's forum at TRB and the LTAP annual meeting
• NLTAPA EC members will reach out to new directors at regional meetings
• Professional Development Chair person will send names of new directors to NLTAPA President and EC member.
• NLTAPA will participate in possible "jump start" activities to reach out to relatively new directors who might currently be interested in this program

The Motion carried - enthusiastically

National Achievement Award
Marie
30 Min

Discussion:Spirited discussion was conducted on the three nominees, and two were chosen to receive the award.

Motion by Lisa Harris to accept the two nominees and seconded by Larry Sellers. Motion passed without opposition.

(This portion of the minutes will be amended to contain the names of the nominees after announcement of the winners.)

Nominating Committee
Lisa Harris
30 Min

Discussion:Only one office needs to be filled, and that is the office of Vice President. Ballots will be sent out by June. Votes will need to be sent in before coming to annual meeting. Committee includes Lisa Harris, Cheryl Cloud, Ken Skorseth, Kim Ferroni, and Marie Walsh.

EC/NACE-Continued
April 21, 2008
1 pm - 5 pm
Portland, OR

Recap Day One
Marie Walsh
30 Min

Discussion: Reviewed bullet points, and the following is going to take place: Have each Center reach out to NACE in their state. Jim going to develop a stat sheet for distribution, we will take steps to establish relationship with state NACE official, update partnership agreement at summer meeting. We will hold NLTAPA Spring meeting in conjunction with NACE. Marie wanted to explore the possibility of having a training session at the NACE conference next year. Dates for NACE are April 19-23, 2009, in Peoria, IL. NACE conference in 2010 will be in Ft. Worth, TX. Texas NACE has issues with LTAP there. Patsy suggested inviting state partners' representative to NLTAPA annual conference. Maybe offer to pay travel for one of the members.

Need to work on Center and affiliate relationships case by case. We did commit to NACE that we would work on these relationships.

LTAP/TTAP Summer Conference
Kevin Burke
30 Min

Discussion: Things are moving along. We have three or four sponsors. The agenda is set. Safety session set. Retro-reflectivity is set. Resolved issue with FHWA on sponsorship; they will hopefully fund at the 15K per year for the next two years. NLTAPA will sponsor at about the 5k level; NLTAPA will be paying for invitational travel for some of the invited local speakers. Conference is financially solvent.

NLTAPA Safety Group
Bruce Drewes
30 Min

Discussion: NLTAPA Safety Ad Hoc Committee: Bruce Drewes -Marie asked Bruce to head this committee.

Committee was charged with the task of gaining a better understanding of LTAP's role in the local safety programs including how the HSIP and HRRR programs can be applied. The committee jumped right in and a Safety Tool Box is being developed by Kathy DeRoche of New Hampshire. This will probably need to be moved to the Clearinghouse in the future for continued maintenance. Alison said link will be put on CH website when she gets back.

Marie wants this group to try to form a better working relationship with the NACE Safety Committee.

Bruce said that since TRB there had been two conference calls. - A continued effort is to connect more strongly with FHWA's office of Safety. Karen Timpone and John Dewar of the FHWA's OS Local Programs had a number of interesting reports on the last call including: FHWA has contracted with NACE to help develop and provide educational information on Safety to elected officials; they discussed the upcoming RSA peer exchange and the continued offer to access peer {??} to assist in RSAs on request; and the on request safety train the trainer program available to LTAPs/TTAPs through their office. A new clearinghouse on rural safety, housed in MN, will have a focus on policy.

Bruce: NLTAPA EC needs to work on changing mind set of FHWA's Office of Safety to get them to look at LTAP as a provider of safety related services and to involve LTAP as programs are developed. We are seeing some movement to using LTAP and locals to review FHWA programs and work products.

Marie: Need to position LTAP as the one who Office of Safety looks to for help.

Bruce: Take opportunity during conference calls to create conduit between different groups.:

The use of federal funds on local roads or on any road was mentioned by Bruce as well as the proposed requirements that any HSIP funded project must be identified as part of the State Highway Safety Plan.

Marie asked that the EC look at mission statement of the Ad Hoc Safety Committee. Give feedback within two weeks. We have several items that we now have to fit them into the mission statement. Lisa Harris asked for some specific tasks or examples under each of the objectives, to help clarify what is meant

Action Items:

• EC to review the Safety Mission Statement with examples/tasks provided by the Safety Group.
• EC to review the Safety Website and provide comments to New Hampshire LTAP.
• Safety Group to pursue Office of Safety resource offers for the RSA Peer to Peer and the train the trainer.

Products and Services Work Group
George Huntington and Ed Stellfox
30 Min

Discussion: The status of the needs assessment was discussed earlier at the NACE Board Meeting. The request for available materials on the top 5 areas (which included NACE's top 3) has been sent to those who said they had materials. George will send out a similar request to the EC (and NLTAPA?) They plan to start with 2 areas to pilot the review of the materials.

Marie: Need to get GOING and send in materials for the top five training topics.

Clearinghouse has developed database for information to be loaded into.

Ed/George: Expert Technical Groups will be created to review materials.

Cameron: PAR/CAR information will be on line and dated.

External Communications Work Group
25 Year Article
Donna Shea
30 Min

Discussion: Kentucky will be responsible for writing the article. Donna indicated it would be an eight page article in the magazine Public Roads. Marie will continue to ask Donna on a routine basis to keep LTAP's story front and center. State briefing sheets should be developed and used to tell the LTAP story.

Fall EC Meeting/TRB
Marie Walsh
30 Min

Discussion:

Fall meeting: Kevin-Want to schedule early. Sept. 9-10, 2008. Final arrangements by Friday.

TRB: Announce schedule at summer meeting. Jan. 11-25, 2009.
Donna working questionnaire for when Centers would like to attend the business meeting during TRB.
Bring up at regional meeting.

Regional meetings: Donna-show and tell. Make sure agenda is set and gotten out. Been asking for this; must submit materials or we will not have good database.
National service.

Highlights of this meeting. Out by /Friday.

Treasurer: Bernie-seven or eight centers have not paid yet. 63K in bank.

Kevin: Did Knickerbocker Hotel send check?

Bernie-All I have received is $50.

Marie: Bernie send list of who have not paid.

Highlights
Marie
30 Min

Discussion:

NACE RELATIONSHIP BETTER
ALTERNATE FUNDING SOURCES
RELATIONSHIP WITH ASHTTO-SAFETY COMMITTEE
NEED TO BRING NEW AND YOUNGER PEOPLE
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