TVMA Board of Directors Meeting

Tuesday, August 5, 2008
San Antonio, TX
Holiday Inn - Riverwalk

Rick Bennett – opened the meeting, with eight members present (Jim Cruser, Myron Rabalais, Layne Fields, Howard Pierson, Rob Brooks, Ken Draper, John Mason, and Scott Dunham) not present (Robert Lane, Tee Cotton, Don Fields, Matt Churches, James Smith, and Michelle McAfee) and CHB representatives (Kay Dippel and Dustin Dippel).

May minutes were presented and were accepted:  Jim Cruser moved and John Mason seconded approval of the minutes.  Board accepted.

Action items and issues are written in bold lettering.

President’s report – Rick Bennett

Rick introduced Layne Fields to the Board and his intent to join the Board.  Thanked Kay and Dustin Dippel from CHB Consulting for attending and helping plan the upcoming conference.

Rick explained that Paul Northcutt was nominated and informed that he is this year’s TVMA Lifetime Achievement Award.  Rick said Paul is very excited and much honored to be a Lifetime Achievement Award winner.  Paul would like to say a few words and John Mason agreed to present and speak on Paul’s behave.  Rick and John will get Paul’s biography and some interesting anecdotes about Paul to share at the conference luncheon.  Need to get plaque for Paul.

Rick explained we need to replace James Smith on the Board, as James has moved to Ohio and resigned his Contractor-2010 position.  Myron moved that Board accept James Smith’s resignation and accept Layne Fields for the Contractor-2010 position on the Board.  Jim Cruser seconded.  Board approved.

Rick reported that John Mason has made his nomination intent for ’09 Vice President.  This action will be moved on at the Conference.

Also, discussed that John’s board position will become open.

Reviewed the Board position that will need to be filled at this year’s Conference:

Discussed possible candidates.  Howard mentioned Tommy Crosby.  Rick and Kay will communicate the Board position openings to the membership.

Vice-president’s report – Rob Brooks

Rob handed out and went over tentative agenda for review (see attachment to this e-mail). 

Training Activities:

Skeet Shooting and Golf Tournament:

Rob reported that Stan Jones had the golf lined up at Republic Golf Club; starting at 1 pm, Mon, Oct 6th.  Need to discuss charges to golfers for greens fee.  Plan to let golfer buy their own food and drinks at the clubhouse.

Exhibitor Set-up

General Conference:

 Rob reviewed activities:  Monday evening reception (Board agreed to hold this year, as we had not done it in a couple of years, registration, exhibitor presentations, general session I, breaks, speakers (Rob thanked all for the suggestions on speakers as it helped him line up a great speaker list), luncheon.

Casino night:

Past-presidents breakfast; Rob has set-up.

Conference survey:

 Kay will add a ‘tear-out’ in the program asking the attendees about their interest in a TVMA 
 spring one-day training session.
 Closing remarks speaker will solicit attendee’s response to questionnaire.

Three speakers are flying in; agreed they will make their arrangements and submit their expenses for reimbursement.

Need to assign proctor’s for the sessions.  Kay will get the speaker bio’s

Treasurer’s report – Myron Rabalais

Myron thanked Rick for presenting last meetings treasurer’s report.  Myron reviewed current balance sheet and cash flow.  Income from membership fees are a constant income.  Reviewed expenses for conference and a update on the Quicken software, scholarships,

Cash Flow:

Net worth statement:

Rob moved and Howard seconded the Treasurer’s report.  Board approved.

Past President’s Report – Jim Cruser

Jim reported we have our ’09 conference site contracted at the Holiday Inn-Emerald Beach in Corpus Christi.  Jim went over some of the amenities; including very large conference room, inside pool with bar/meeting area for a Monday evening reception and the rooms are currently being renovated.  The dates for the 2009 conference are Oct 5-7, 2009.  Jim gave Myron the contract and method of payment form. 

Jim presented the YO Ranch bid for 2010 which he passed to Rob.  Also, stressed they are very interested in having us have our Aug 2009 planning board meeting to do a walk thru of their facility.

Committee Reports

Training – Howard Pierson – Howard asked if we would like to include the attendees in the training session at the outdoor exhibitor/training sessions; as it would be an excellent hands-on training for them.  Time element maybe a crunch; Howard will review how it might fit and make a decision as needed.

Howard will cover cost of manuals and review how the newer models fit the current materials and communicate this thru registration form with Kay. 

Howard needs a check for $160 for the structural pest group made out to TDA-Structual Pesticide Service (TDA-SPS).  He needs two of their general catagories, one lawn and ornamental and one weed control.  Regarding the mosquito control certification it can be done under the structural pest certification.  The Texas Health Dept Service is working to move it over the TDA-SPS category.

No fees associated with other states.  When he gets back the Texas paperwork will submit to other states.

Also, will get detail out on Lubbock training.

Scholarship – Rob Brooks – reported our four scholarship recipients (in the CLIP):

Need to have award plaques

Need to get with Paul to update website.  Scott will contact Paul to update the website to add in a line to indicate applicants that the Craig Johnson Family scholarship is eligible to current TVMA members’ students who are dependents and full-time students (12 hours or more).

Rob will get checks to students when they enroll this fall.

Skeet and Golf activities are on-going.  Discussed using a bus to transport shooters and golfers.  Probably an unnecessary expense.

Possibly add scholarship recipients to website.

Rob has forwarded all scholarship files and information to Michelle McAffee.

Nominating – Rick Bennett – reported Paul Northcutt is our Lifetime.

Internal Audit – Myron Rabalais – completed in Feb.  Myron suggested we do the internal audit every year.

Advisory – Jim Cruser – no report

Editorial – Kay Dippel – reviewed program and asked if any changes are needed.  Went over packet and contents, no changes.

Unfinished Business:  Rick reviewed sponsorship levels and fees asking for any need for changes.  General consensus is the sponsorship structure and fees are working well for the sponsors and the association.  No changes.  Agreed all fees will remain the same.

Rick asked for silent auction items.  Need to solicit the exhibitors for silent auction items.  Rick asked Kay to e-mail exhibitors to solicit.  Rick will go over need to update registration page.

Re: a spring conference the Hilton in B/CS is accommodating.  Rick suggested asking attendees/members during the conference for their thoughts about a one-day training in the spring.  Asked Kay to include in the program as noticeable colored card and provide a drop-in box.

Discussed how the one-day training would be set up and Howard thought it needs to be similar to the Lubbock or Harris County format.  Rick suggested Bryan conference center.  Also, discussed being flexible as to location and fitting the needs of our members.  And note this is an effort to expand our educational focus.  Include attendees contact information on the card.

New Business:  discussed board member shirts.  Layne agreed to sponsor this year’s shirts. 

Since last year’s meeting was held in San Anonio; the menu and meeting rooms are fairly well set.

Set next board meeting for October 8^th in San Antonio at the Holiday Inn-Riverwalk. 

Adjourned at 11:20 am.  Respectfully submitted, Scott Dunham - TVMA Secretary