TVMA Board of Directors Meeting

Tuesday, May 6, 2008 - 9:00 am
College Station, Texas
Brazos County Extension Service Office
2619 Highway 21 West
Bryan TX 77803
979-823-0129

Rick Bennett – opened the meeting, with six members present (Jim Cruser, Howard Pierson, Michelle McAffee, Rob Brooks, John Mason, and Scott Dunham).

January minutes were presented and were accepted:  Moved minutes be accepted by Rob Brooks and seconded by Howard Pierson.  Rick will send out for electronic approval.

Action items and issues are written in bold lettering.

Discussion regarding need for quorum and not having one at this meeting or the last meeting.  Reviewed due process for board members not attending.  Rick agreed to send out a letter asking what board member’s desires are toward being active on the Board, as well as, seeking TVMA members interested in leadership positions.  Jim mentioned he has approached several members over the last several years but, found many not willing to commit to Board responsibilities.  Also, James Smith has transferred to Ohio so his 2010-Contractor board position is open.

President’s report

Rick Bennett reported the City of College Station was willing to talk to us about conference location.  Rick said he will present and follow up under various specific issues on new business.

Vice-president’s report

Rob updated on the conference planning; he is contact with the Holiday Inn-Riverwalk and plans to have details lined out by August. 

Rob’s main concern is getting the conference agenda lined out and speakers lined up:

Rob said Tee Cotten and Stan Jones agreed to get the golf lined up.

Rob will contact list of volunteers and get committees formed.  He stressed his need to delegate conference responsibilities to other members. 

Rick suggested we contact Dr. Fred Whitford, who spoke at an Oklahoma conference, to ask if he would present at our October conference.

Howard suggested several topics for meeting agenda from conference he attended in Colorado earlier this year.  As well as, the group interjected ideas:

Treasurer’s report 

Rick reported for Myron.  Myron said there has not been a lot of activity.  Rick reviewed the financial statement.  The CLIPS and the web hosting have been the current expenses.  TVMA is in good shape financially.

Jim asked if we had received money back from Harris County training and Rick explained we had.

Rick will send out the treasurer’s report for electronic approval 

Past President’s Report 

Jim said our need to nominate a TVMA member to take James Smith’s 2010-Contractor position.

Jim expressed he has run out of nomination possibilities for Board members.  Rick said he is working on possible nomination candidates as part of his presidential responsibilities.

Asked what our  plans are to nominate Lifetime achievement award recipient.  Rick plans to send out an e-mail requesting nominees.

Jim reported members are not receiving their paper copy of the quarterly CLIP newsletter.  Need to communicate to members their online and snail mail options for the CLIP; also, discussed some e-mail communication getting lost in cyperspace.

OKVMA puts on a Spring training for CEUs and licenses updated.  Rick suggested College Station could be a good location for a TVMA spring one-day conference around March.  Rick will send out an e-mail inquiry re: a spring training conference.

Handed out bid packet from Corpus Christi OMNI for the ’09 conference.  

Committee Reports 

Training – Howard Pierson – Lubbock training meeting set for Mon, Oct 13^th at Koko Palace.  Asked John if we changed the menu to beef could Steve Prater be there.  Meeting room is $100 and coffee is $45 plus the meal, which run ~$11-12 each.  Presented we change the fee to $50/attendee because this is the best deal for the applicator as they get TX, NM, OK, LA, and possibly CO and KS certification.  The additional $25 would apply to the TVMA annual membership fee.  Michelle suggested $25/TX-DOT employee.  Howard agreed.

Howard will write an article for the CLIP and website re: annual conference training, materials, where to get forms and information, etc. Howard will get information on the website.

Regarding CEU credits for the annual conference Howard asked Rob have speaker info and presentation outline to him by July 1.

Howard showed a Colorado form in triplicate for reporting attendees’ CEUs to state, employer and applicator.

Membership – Scott Dunham suggested approaching CHB re: membership drive/marketing campaign.  Board agreed and Scott will follow up with Donnie.

Scholarship – Rob Brooks reported we had a very good response to this year’s scholarship campaign with nine candidates submitting.  It was generally thought that the increased financial levels had brought more notice to TVMA and our industry.  He, Rick and Scott had reviewed the candidates and picked out who they thought were most ideal.  Rob said there was some confusion as to eligibility for the Craig Johnson Family (CFJ) scholarship and will work to get it communicated more clearly on the website.

The CJF and two of the regular TVMA scholarships recipients were chosen and the third was left to Rick and Rob to determine as soon as possible.  We want to get this information to them before school ends.  And a story will be written for the CLIPS, yet to be determined.

Rob requested a scholarship chair come forward.  Michelle volunteered.  Rob will pass along the nominee list on to Michelle.

Nominating – Rick will start the review process on any possible Lifetime Achievement Award candidates by sending out an e-mail inquiry.

Internal Audit – Rick will remind Myron to finish audit.

Advisory – No report.

Editorial – Donnie needs articles.  Rick suggested the scholarship recipients.  Howard will get info in on the Lubbock training.

Unfinished Business:  Next year’s conference discussion.  The question came up as to whether the multi-year contracts are necessary.  There seems to be very little difference in pricing when you compare overall charges, such as, room, meals, meeting rooms, etc.  and the hotels honor the government and state rates.

Having an open lot, an outside area, available for vendors to show and demonstrate their equipment, is an important consideration.  Discussed charging, if the lot is a ‘pay lot’ and will determine on an as-need-basis. 

Need to follow up with Don Fields regarding what areas will be available for vendors to show their equipment at this year’s San Antonio conference asap.  Agreed that an off-site location with bus, etc. is a logistic nightmare.   

The Corpus Christi OMNI has a vacant lot next door.

Agreed it is best to announce the next year’s conference destination during the conference.

Jim will check with OMNI on one-year contract; if not possible, the general consensus is for Jim to go to YO Ranch in Kerrville or possibly Moody Gardens Hotel in Galveston.

Jim, Rick and Rob will finalize the location via electronic inquiry within the next month.

Discussed having a reception Monday evening simply as a hospitality or gathering place with food and a cash bar.   Also we plan to do a Casino night.  Rob will delegate setting up the conference reception and Casino night.  Discussed needing to budget our costs and avoiding hidden or unforeseen charges. 

Agreed it is best not to have a guest speaker due to the time element during the Luncheon.

Reviewed the Board positions to fill at this year’s conference, which are, a supplier position and two at-large positions.  And the VP position for ’09.

New Business:

Michelle is getting requests for having a structural pest CEUs for mosquito control.  Howard will check and see if we can re-write the program. 

Jim asked if there is a need to change the format of the conference.  In general, it was felt that the current conference format is well-liked and working.

Set next board meeting for August 5^th in San Antonio at the Holiday Inn-Riverwalk.

Adjourned at 11:15.  Respectfully submitted, Scott Dunham - TVMA Secretary