TVMA Board of Directors Meeting

October 10, 2007 – San Antonio, TX

Rick Bennett – opened the meeting, with sixteen members present (Howard Pierson, Jim Cruser, Ken Draper, James Smith, Tee Cotten, Rob Brooks, Michelle McAfee, Matt Churches, Myron Rabalais, John Mason, Rich Hendler, Kay Dippel, Donnie Dippel, Dustin Dippel, Scott Dunham).

Unfinished business:  Jim Cruser moved that Howard Pierson fill the Supplier position Rob resigned from to become Vice President.  Tee Cotten seconded and members approved.

August minutes were presented and were accepted with following changes:

Rob Brooks moved we accept the minutes as read; Jim Cruser seconded and members approved.

President’s report

Rick Bennett reviewed briefly the outcome of this year’s conference.  Discussed overall exhibitor count was down slightly due to previous conflicts, but did have some new exhibitors which helped balance the numbers out.

Asked that everyone feel free to call or write anytime with ideas for the TVMA.

Vice-president’s report

Rob Brooks briefly discussed actions to do as we get in to the new year’s planning and ’08 conference:

Treasurer’s report

Myron reported a successful financial outcome from this year’s exhibitors and sponsors participation.

Net income from conference is reported at ~$17,025.

Rick Bennett moved that we accept the treasurer’s report as presented, Jim Cruser seconded, members approved.

Past President’s Report

Jim Cruser restated we have next year’s conference location contracted at the Holiday In Riverwalk.  and that several other hotels and cities have expressed their interest in our future conferences; including The Omni in Corpus Christi for ’09-‘10, Kerrville in ’09, the Hilton in Bryan-College Station .

Howard Pierson and John Mason expressed that we consider TX-DOT’s location needs as we make our ’09 and further plans.

Discussed the pros and cons of two year contract.  Tee Cotton mentioned concerns over buying in to a two year at a location we have not been to before.

Rick Bennett stressed the need to keep our conference locations contracted several year’s ahead.

Rick will check with Paul Northcutt what other cities have approached us for our future conferences.

Rick also read an attendee’s suggestion we keep our conference some where in the country where most of us country boys live and work.  Discussed pros and cons of a city location versus country location.

Discussed need to understand terms and associated costs of the contracts upfront, e.g., some hotels don’t charge for meeting rooms, but may overcharge for audio visual equipment or beverages and food.

Agreed to have ’09 location in place before next year’s conference.  Based on past conferences we expect to need more then 150 rooms.

Committee Reports

Training – Howard Pierson asked about the Houston meetings coming up in January and if we need to do anything.  Discussed briefly and all is taken care of.

Discussed need to re-new the memorandum of understanding.

Howard training program reported:

Howard suggested getting manuals out to attendees prior to the conference or making specific instructions available on the website.

Research – no report.  Howard asked if someone would like to take the responsibilities of the committee’s call.

James Smith asked the history of the committee and Howard said the committee started when David Wahl was president.

Membership – no report.  Scott Dunham asked if someone would like to take the role of membership chair or tie it in to our scholarship efforts and making the association more integrated with university and students

A discussion followed as to how best can we attract and promote university and student membership.  Including follow up with students who have attended our conference.

Rick mentioned the need to promote the job and intern opportunities our vendor and sponsor may offer.  Also, use the TVMA presentation to help promote to university.

Rob suggested Rick and Scott meet with Joe Townsend at TAMU and learn more about his job fair.  Suggest vendors bring job packets to the conference.

Possibly a Monday night reception.

Rich mentioned pirating Structural, cities, or offering 3-years of CEUs.

Rick asked for a written plan of how we want to get students and existing members to attend next year’s conference.

Rick asked if Rich Hendler would take on membership

Scholarship – Rob reported scholarship applications will be out later this month.  Rob asked if we raise the amount to the scholarships.

Consensus was to raise scholarship amounts.

Rich suggested a focused group effort meeting in College Station and soliciting how best to attract students to vegetation management.  Most VM specialist come out of forestry, range and pasture type curriculum.

Jim moved we award 2 - $2000 scholarship.  Tee seconded.  Howard amended the motion for 4 - $2000 scholarship, so moved and board approved.

In addition, Rick asked that we do more to promote at the university.  Jim suggested Don Fields help.  Rick, Rob and Don coordinate our call for students.  Rob will send university contacts to Donnie to receive the CLIP.

Legislative – no report

Nominating – Rob strongly asked that we solicit attendees to become involved in the Board and committee.

Internal Audit – report.

Advisory – no report.

Awards – think ahead for next year’s conference.

Unfinished Business:  Howard reported that Tammy Wilson thanked the TVMA for the recognition of Don’s achievement and that it meant a lot to Don as he turned 70 this year.

New Business:  Tee asked that the golf tournament needs to start at 10 next year so everyone can get back to the conference at a decent time.

Rick reported Craig Johnson wrote a check for a $1000 to help cover the cost of the skeet shoot.  Rick suggested we name one or two of the scholarships in Craig’s name.

Rich mentioned maybe we recognize the award as a leadership award in Craig’s name.  Michelle suggested possibly toward a member’s child in college.

Rob moved that we set aside a scholarship as the Craig Johnson Family/TVMA leadership award for the benefit of a TVMA members college bound child.  Tee seconded.  Members approved.  Rick will follow up with Craig by phone and letter.

Kay brought up we need to do a better job of helping attendees getting to the golf and skeet activities.

Rob asked if Jim has thought about where he might want to go to another VM conference.  Rob moved that Myron go in Jim place to the OKVMA spring conference.  Rick seconded and approved.

Rob asked that we add a section to the registration that addresses what part of the industry do the attendees work in.  Rob moved. Howard seconded. Approved.

Rob suggested we add an area where vendors can demonstrate equipment.  Also, a call for volunteers to help with next year’s conference.

Rick proposed next meeting, Tue, Jan 8^th in Austin at the TX-DOT Bldg.  College Station in April and San Antonio in August.

Jim moved to adjourn; Scott seconded; Board approved.

Respectfully submitted,
Scott Dunham
TVMA Secretary