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* Report or Document attached Action Items Highlighted


Board of Directors Meeting

May 22, 2019 11:00 AM – 1:00 PM

CONFERENCE CALL

Dial in: 1-800-503-2899 Access Code 4591260

MEETING MINUTES

TIME ITEM TOPIC DISCUSSION LEAD 11:00 1 Call to Order/Introductions & Roll Call Gugel/Poska

Gugel called meeting to order at 11:02. Gugel welcomed participants and Poska took roll call. X indicates present. x-Martin Gugel – 2019 President x-Chad Hammerl – 2019 Vice President x-Mike McCarthy - 2019 Treasurer x-Scott Poska - 2019 Secretary x-Mike Bittner – 2019 Past President x-Kristi Sebastian - District Director x-Tom Campbell – District Administrator x-Jacob Folkeringa – 2019 NCITE Section Representative x-Ryan Jacox – 2019 Illinois Section Representative x-Andy Swisher – 2019 MOVITE Section Representative x-Yang Tao – 2019 Wisconsin Section Representative x-John Davis – 2019 Student Activities Representative Andi Bill – Website (ex-officio) x-Adam Francour – Website (ex-officio) Mark Rinnan – Newsletter (ex-officio) John Mick – Endowment (ex-officio) x-Amanda Brauer – 2019 MWITE AM LAC

11:01 2 Agenda Review Gugel

No changes to the agenda.

11:02 3 REVIEW/COMMENT/APPROVE Minutes Poska

Sebastian and Campbell provided comments to draft minutes in late March which were incorporated. Revised March 2019 Board Meeting Minutes accepted as submitted.

11:03 4* REVIEW/COMMENT/APPROVE Treasurer’s Report McCarthy

McCarthy submitted revised February 2019 Treasurers Report that covers financials through the end of February (report attached). Hammerl would like to have the ledgers included in the report. McCarthy to send ledgers to Board. Revised February 2019 Treasurer Report accepted as submitted. McCarthy submitted April 2019 Treasurers Report that covers financials tough the end of April (report attached). Membership dues income was received during this time. Student chapter Annual Report checks were distributed for 10 chapters. One additional check is





May 22, 2019 11:00 AM – 1:00 PM

CONFERENCE CALL


MEETING MINUTES

ready to be distributed but McCarthy is having trouble getting a response as to where to mail it to. Jacox to put McCarthy in touch with contact for remaining check. Swisher pointed out there are additional MOVITE chapters that are owed checks since MOVITE only submitted their section winner to the District. Davis will put McCarthy in touch with other chapters. McCarthy needs to see reports to issue checks and asked about minimum requirements for the reports. Gugel stated minimum requirements are in policies on website. UW Milwaukee didn’t fully complete application form. Davis to remind this chapter that application form must be filled out entirely to qualify for payment.

11:05 5 2019 Annual Meeting Brauer, Falkenrath,

Eads

Brauer provided update on the upcoming MWITE Annual Meeting.

• 182 registered as of 5/22

• Have met room minimum but not quite meeting hotel minimum for food. Considering special 1 day registration for agency members at $125 each

• LAC meeting 5/23 to coordinate volunteer efforts.

• Tour registration coming online soon. Tours will be $10 each.

• Mitey race planning behind schedule.

• Mayor welcome is confirmed.

• Program/Speakers posted to website.

• $8000 profit as of now without factoring in speaker gifts. Plan is to split profits between district and MOVITE.

Swisher: MOVITE Town Hall timeslot? Brauer: MOVITE Town Hall from 10-11, student Shark Tank begins at 11. Campbell: Tuesday MWITE Board dinner? Gugel: MWITE Board dinner with MOVITE Board and LAC planned for Tuesday, and expenses will be covered based on financial health of meeting, per Hammerl suggestion a few weeks ago. Plan dinner reservation for 6pm. Dinner will be District funded. Brauer: Cardinals game night of 18th 7:15pm so plan accordingly.

11:20 6* New Great Lakes District Transition Team Update Davis

Davis provided a summary from the New Great District Transition Team (report attached). The next Transition Team meeting is 5/24. The Team received model language for bylaws from ITE and will go through it on 5/24. The Teams goal is to have draft bylaws to the MWITE, GLITE, and MOVITE Boards by June 15 and submit final bylaws to ITE International in mid-September.

11:35 7* Student Activities Report Davis

Davis provided a status update from the Student Activities committee (report attached). The

2019 MWITE Traffic Bowl has 4 teams registered and are hoping to get 2 more. Iowa State





May 22, 2019 11:00 AM – 1:00 PM

CONFERENCE CALL


MEETING MINUTES

University is not participating this year. Swisher to coordinate getting the trophy from ISU to the Traffic Bowl.

11:45

8 Annual Meetings

• 2020 MWITE Annual Meeting – Hosted by ILITE

• 2021 New Great Lakes District Annual Meeting – TBD

Jacox Davis/Sebastian

2020 Annual Meeting: Jacox provided update on planning for 2020 Annual Meeting.

• LAC last met on 5/20.

• LAC working on filling in LAC organization chart.

• LAC has draft contract from Holiday Inn Merchandise Mart. Terms are the same as the last MWITE AM in 2016. LAC is ready to sign and return the contract.

• 2020 MWITE AM will be June 2-5.

• $3,000 deposit due June 12, 2019. LAC will be evaluating seed money source next week. Per McCarthy, $2,500 budgeted from District for seed money. Sebastian requested draft meeting budget which will be included with seed money request.

• MOU being drafted between District and IL section.

• Per Davis, GLITE will be joining this meeting. Sebastian to send Jacox Scott Knebel contact info. Jacox to contact Knebel about identifying someone from GLITE to serve on 2020 AM LAC. 2021 Annual Meeting: Sebastian provided a brief update on planning for 2021 Annual Meeting. GLITE AMs typically in April. Does Board have interest in doing joint meeting with IBOD spring meeting? Board supportive of this idea. Bittner: Mmoving meeting up will put a time crunch at beginning of year for District transitions, awards, and election. Sebastian to ask Scott Knebel and Carissa McQuinston for names to serve on 2021 AM LAC.

11:55 9* District Director Report Sebastian

Sebastian provided District Director update (report attached). Last IBOD meeting was at NE District AM in early May. Needs assessment survey results were reviewed and ITE will focus on increasing membership value and grow membership. New Mountain District will be created by splitting Western District. This district will have 1 IBOD Director and the Western district will reduce from 3 to 2 IBOD Directors. Existing MOVITE Section board can act as District board as far as reviewing and approving bylaws etc. Ken Voight got approval to start diversity program scholarship. STEM activities are planned at 2019 ITE AM, which is a first. 2019 ITE AM MWITE reception will be evening of Monday July 22 after the traffic bowl. Up to $750 budgeted for reception light appetizers based on attendance.





May 22, 2019 11:00 AM – 1:00 PM

CONFERENCE CALL


MEETING MINUTES

12:05 10 District Administrator Report Campbell

Campbell provided brief District Administrator update. Award frames/awards ordered for 2019 AM. These items will ship to Falkenrath on 6/5. Hammerl emailed award certificates to Gugel. Gugel to sign in time for 2019 AM.

12:10

11 Section Reports

• ILITE

• ITEWisconsin

• MOVITE

• NCITE

Jacox Tao Swisher Folkeringa

ILITE Jacox provided ILITE update.

• The Illinois Section is rolling out the Public Agency Partner Program to public agencies. This program seeks to stimulate public agency participation in Illinois Section events. It is not a replacement for full ITE membership and doesn’t provide all benefits thereof. Public agencies can select the number of registrants they have in the program, and the people attending can rotate (the registration is not tied to a specific person). The cost is $200 per 12-month cycle and includes one attendance to each ILITE luncheon, in-person webinar event, and the annual banquet.

• The Public Affairs Committee hosted an April Social at 2Twenty2 Tavern in Chicago. Look for additional social events this summer and fall.

• The Technical Committee hosted a Speed Limit Setting Practices webinar on May 2nd.

• Chicago Area Girlscouts participated in STEMapalooza on March 23rd, a great opportunity for K-12 girls to dive into fun hands-on STEM activities.

• The Technical Committee is investigating hosting a workshop in conjunction with Northwestern University. The Committee is also planning to increase the frequency of Lunch-and-Learn webinar events, since the Illinois PE renewal is this fall and the demand for Professional Development Hours to satisfy renewal requirements historically increases.

• The annual Illinois ITE/ITS Midwest/WTS Golf Outing will occur on Friday, August 16th at Bloomingdale Golf Club. Sponsorship opportunities exist for this event. Look for details in the near future.

ITEWisconsin Tao provided ITEWisconsin update. Section members are taking advantage of complimentary full ITE membership offer for old section affiliates. Section has 224 full members. Section Board is working on tax exempt status. Section is starting a communications committee. Next Section meeting is in July with ITS Wisconsin. MOVITE





May 22, 2019 11:00 AM – 1:00 PM

CONFERENCE CALL


MEETING MINUTES

Swisher provided MOVITE update. MOVITE fall meeting LAC working on October meeting in Des Moines. Fall meeting call for abstracts is out. IA governor is confirmed speaker. MOVITE Board goal is to review and approve new district bylaws in St Louis at the 2019 AM. NCITE

• Jake provided NCITE update.

• April Section Meeting was in Duluth with DTSO on 4/10. Vic Lund of St. Louis County presented on Innovative Intersections. Twin Cities residents joined from MnDOT via webinar.

• May Section Meeting was on 5/15 and presentation was E-scooters. Afternoon meeting followed by happy hour.

• YMC recently hosted an Earth Day Cleanup event and is hosting their annual bike tour soon.

• Past Presidents Dinner is June 5th.

• Summer Social is 6/11 at Saints Game.

• 1-day traffic symposium is planned for this fall.

12:25 12 2019 Awards – Annual Meeting Coordination Hammerl

Hammerl and Poska discussed presentation format for 2019 MWITE awards since Poska will be filling in for Hammerl. Hammerl to complete script and award PPT slides and provide to Poska. Poska to announce winners at podium and pose with winner to take photo. Hammerl-notify winners for student awards and rising star, rest of award winners arel not be notified in advance. Poska: coordinate winners against reg list? Perhaps have winners not present submit remarks or short video clip that can be presented. Gugel: only Transportation Professional of the Year and Distinguished Member give brief remarks. Rest of winners can have someone else accept on their behalf if not present.

12:30 13 District Officer Election Update Poska

Poska provided 2020 MWITE election update. 1 candidate was nominated from MI. Special Election was administered in coordination with ITE due to sending to GLITE and MWITE. Election closes 5/24.

12:35 14 Website Report • Communication Review

• Addition of “In Memoriam”

Bill/Francour

Francour provided website update. Francour is working on keeping slider on main page up to date. “Contact us” goes to Andi Bill. Francour is working to adjust this to go to Francour and anyone else interested on Board. Job center postings moved to side bar and 3 St Louis County jobs posted. Bittner: job center postings paid for?





May 22, 2019 11:00 AM – 1:00 PM

CONFERENCE CALL


MEETING MINUTES

McCarthy: has not received payment for these postings. Hammerl: propose agencies not have to pay. Board consensus was to not require agency payment for job postings. Sebastian: list out award winners? Gugel: has list of award winners. Gugel to send to Board. Mccarthy: 6 sponsors paid for 2019. Francour to remove sponsor logos not paid for 2019. Mccarthy: is invoice coming for new website, per March 2019 minutes? Adam: invoice will be submitted at year end.

12:40 15 Newsletter Report Rinnan

Gugel provided Newsletter update for Rinnan. Next newsletter has June 1 deadline. Outlook reminders to section reps for materials for newsletter is working well. Next newsletter will have obituaries of 2 recent members from MOVITE.

12:50 16* Endowment Fund Committee Update Mick/Gugel

Mick sent endowment fund committee update (attached). Endowment Fund committee meeting is planned for July after MWITE AM. Committee is hoping Mitey race proceeds will go to Endowment Fund.

12:55 17 ITE Annual Meeting - MWITE Reception in Austin &

See District Director update.

1:00 18 ADJOURN Next Board Mtg. – June 25, 2019 – St. Louis

Gugel

Next meeting is June 18 at 8:30am in St. Louis. Poska Motioned to adjourn meeting. Sebastian second. Motion approved unanimously. Meeting adjourned at 1:12pm.





May 22, 2019 11:00 AM – 1:00 PM

CONFERENCE CALL


MEETING MINUTES

Attachments: Revised February 2019 Treasurers Report April 2019 Treasurers Report MWITE/GLITE Transition Team Report 5/20/19 May 2019 Student Activities Report May 2019 District Director Report Endowment Fund Committee Report Respectfully submitted, Scott Poska 2019 MWITE Secretary May 25, 2019

$ 46,472.68 $ 37,724.24 $ 27,090.30 $ - $ 35,838.74 $ 6,431.40 $ 37,724.24 $ 31,292.84

$ (5,200.00) included in balance above

INCOME Budgeted Actual Diffence Budget Last Period

1/1/19-2/28/19 Actual To Date Difference Notes1a Dues (Regular Membership)1b Dues (Agency Membership)(80% of Regular Dues)2 Midwestern District Annual Meeting Surplus 10,000.00$ -$ $ (10,000.00) 3,500.00$ -$ $ (3,500.00)3 Web/Journal Ads/Other 100.00$ 1,784.80$ $ 1,684.80 100.00$ $ (100.00)4 Sponsorship -$ 2,000.00$ $ (2,000.00)5 Support from 2018 Annual Meeting -$ -$ $ - 3,500.00$ $ (3,500.00)6 Transfer from reserves -$ -$ $ - 500.00$ $ (500.00)

TOTAL INCOME 34,100.00$ 27,090.30$ (7,009.70)$ 34,600.00$ -$ -$ (34,600.00)$

EXPENSESOPERATIONS

1 District Administrator Travel 2,500.00$ 1,736.06$ 763.94$ 1,200.00$ 1,200.00$ 2 District Director Travel 7,500.00$ 6,237.68$ 1,262.32$ 6,500.00$ 1,412.25$ 1,412.25$ 5,087.75$ 3 Student Activites Chair Stipend 1,000.00$ -$ 1,000.00$ 1,000.00$ 1,000.00$ 4 District Director-Elect Travel 1,500.00$ 1,108.73$ 391.27$ -$ -$ 5 District Meeting Start-up 2,500.00$ 2,500.00$ -$ 2,500.00$ 2,500.00$ 6 District Workshop/Officer Travel/Board Mtg. Expenses 4,000.00$ 7,822.05$ (3,822.05)$ 5,500.00$ 5,500.00$ - ITE Nominating Committee Rep. Travel -$ 1,000.84$ (1,000.84)$ -$ -$ 7 Mailing/Voting Expenses 350.00$ 373.20$ (23.20)$ 400.00$ 19.15$ 19.15$ 380.85$ 8 Bank Charges -$ 65.88$ (65.88)$ 50.00$ 50.00$ 9 District President travel to International Meeting 1,500.00$ -$ 1,500.00$ 1,150.00$ 1,150.00$

10 Headquarters Tax Exempt Filing Fee 43.00$ -$ 43.00$ 45.00$ 45.00$ 11 District Administrator Honorarium 500.00$ 500.00$ -$ 500.00$ 500.00$

MEMBER SUPPORT12 ITE V-P Campaign -$ -$ -$ -$13 LeadershipITE (Restricted to MWITE Candidates) 4,000.00$ 4,000.00$ -$ 3,000.00$ 3,000.00$ 14 Miscellaneous 250.00$ 222.01$ 27.99$ -$ -$

AWARDS15 Awards (plaques) 650.00$ 1,138.30$ (488.30)$ 650.00$ 650.00$ 16 Award Recipiants District Meeting Registration 2,000.00$ -$ 2,000.00$ 1,905.00$ 1,905.00$

STUDENT SUPPORT17 Student Chapter Award 600.00$ 600.00$ -$ 600.00$ 600.00$ 18 Student Paper Award 600.00$ 600.00$ -$ 600.00$ 600.00$ 19 Student Poster Session (undergrad x1) 400.00$ -$ 400.00$ 400.00$ 400.00$ 20 Student Poster Session (grad x2) 800.00$ 800.00$ -$ 800.00$ 800.00$ 21 Traffic Bowl Winner Travel Supplement 1,000.00$ 1,625.00$ (625.00)$ 1,000.00$ 1,000.00$ 22 Traffic Bowl Support (organizing, food, etc) -$ -$ -$ 250.00$ 250.00$ 23 Student Chapter Support 2,600.00$ 3,600.00$ (1,000.00)$ 3,400.00$ 3,400.00$ 24 Student Design Competition Winners 150.00$ -$ 150.00$ 150.00$ 150.00$ 25 Student Leadership Summit Donation 1,000.00$ 998.99$ 1.01$ 1,000.00$ 1,000.00$

OTHER26 District Reception at ITE Annual Meeting 750.00$ 910.00$ (160.00)$ 750.00$ 750.00$ 27 Website Hosting 2,000.00$ -$ 2,000.00$ 2,000.00$ 5,000.00$ 5,000.00$ (3,000.00)$ Paid in 2019 for 2015-2018 service

TOTAL EXPENSES 38,193.00$ 35,838.74$ 2,354.26$ 35,350.00$ 6,431.40$ 6,431.40$ 28,918.60$

INCOME less EXPENSES (4,093.00)$ (8,748.44)$ (4,655.44)$ (750.00)$ (6,431.40)$ (5,681.40)$ Anticipated end of year difference from 2018 balance

40,456.66$ Includes $3,963.82 from other accounts-$

Start Balance Income Expense End Balance Comments3,963.82$ -$ -$ 3,963.82$

$0 -$ -$ $0.003,963.82$ -$ -$ 3,963.82$

Submitted by:

April 29, 2019Mike McCarthy, P.E. Date2019 Treasurer

Pay Pal

Managed Accounts BalancesMWITE Endowment

Student Leadership ForumTotal Amount held for Other ITE Accounts

TCF Bank

Balance as of 12/31/18 Balance as of 2/28/19Uncashed checks pending

2018 2019

$ 24,000.00 $ 25,000.00

Financial Accounts Balances

2018 BUDGET/ACTUAL 2019 BUDGET/ACTUALSBalance as of 1/1/18 Balance as of 1/1/19Income Income to DateExpenses Expenses To Date

Balance from 12/31/18 bank statement was $43,421.75. Adjusted to $41,888.06 to account for 2018 checks not

cashed (3078, 3127, 3123, 3126, 3125, 3124) in 2018 for $1,736.19 and deposit of $2.50.

25,305.50$ $ 1,305.50 $ (25,000.00)

$ 46,472.68 $ 37,724.24 $ 27,090.30 $ 19,395.75 $ 35,838.74 $ 8,459.87 $ 37,724.24 $ 48,660.12

$ (1,400.00) included in balance above

INCOME Budgeted Actual Diffence BudgetLast Period 3/1/19

- 4/30/19 Actual To Date Difference Notes1a Dues (Regular Membership)1b Dues (Agency Membership)(80% of Regular Dues)2 Midwestern District Annual Meeting Surplus 10,000.00$ -$ $ (10,000.00) 3,500.00$ -$ $ (3,500.00)3 Web/Journal Ads/Other 100.00$ 1,784.80$ $ 1,684.80 100.00$ $ (100.00)4 Sponsorship -$ 2,000.00$ 600.00$ 600.00$ $ (1,400.00)5 Support from 2018 Annual Meeting -$ -$ $ - 3,500.00$ 3,500.00$ 3,500.00$ $ - 6 Transfer from reserves -$ -$ $ - 500.00$ $ (500.00)

TOTAL INCOME 34,100.00$ 27,090.30$ (7,009.70)$ 34,600.00$ 19,395.75$ 19,395.75$ (15,204.25)$

EXPENSESOPERATIONS

1 District Administrator Travel 2,500.00$ 1,736.06$ 763.94$ 1,200.00$ 1,200.00$ 2 District Director Travel 7,500.00$ 6,237.68$ 1,262.32$ 6,500.00$ 1,412.25$ 5,087.75$ 3 Student Activites Chair Stipend 1,000.00$ -$ 1,000.00$ 1,000.00$ 1,000.00$ 4 District Director-Elect Travel 1,500.00$ 1,108.73$ 391.27$ -$ -$5 District Meeting Start-up 2,500.00$ 2,500.00$ -$ 2,500.00$ 2,500.00$ 6 District Workshop/Officer Travel/Board Mtg. Expenses 4,000.00$ 7,822.05$ (3,822.05)$ 5,500.00$ 5,500.00$ - ITE Nominating Committee Rep. Travel -$ 1,000.84$ (1,000.84)$ -$ -$7 Mailing/Voting Expenses 350.00$ 373.20$ (23.20)$ 400.00$ 19.15$ 380.85$ 8 Bank Charges -$ 65.88$ (65.88)$ 50.00$ 50.00$9 District President travel to International Meeting 1,500.00$ -$ 1,500.00$ 1,150.00$ 1,150.00$

10 Headquarters Tax Exempt Filing Fee 43.00$ -$ 43.00$ 45.00$ 14.00$ 14.00$ 31.00$11 District Administrator Honorarium 500.00$ 500.00$ -$ 500.00$ 500.00$

MEMBER SUPPORT12 ITE V-P Campaign -$ -$ -$ -$13 LeadershipITE (Restricted to MWITE Candidates) 4,000.00$ 4,000.00$ -$ 3,000.00$ 3,000.00$ 14 Miscellaneous 250.00$ 222.01$ 27.99$ -$ -$

AWARDS15 Awards (plaques) 650.00$ 1,138.30$ (488.30)$ 650.00$ 14.47$ 14.47$ 635.53$ 16 Award Recipiants District Meeting Registration 2,000.00$ -$ 2,000.00$ 1,905.00$ 1,905.00$

STUDENT SUPPORT17 Student Chapter Award 600.00$ 600.00$ -$ 600.00$ 600.00$ 18 Student Paper Award 600.00$ 600.00$ -$ 600.00$ 600.00$ 19 Student Poster Session (undergrad x1) 400.00$ -$ 400.00$ 400.00$ 400.00$ 20 Student Poster Session (grad x2) 800.00$ 800.00$ -$ 800.00$ 800.00$ 21 Traffic Bowl Winner Travel Supplement 1,000.00$ 1,625.00$ (625.00)$ 1,000.00$ 1,000.00$ 22 Traffic Bowl Support (organizing, food, etc) -$ -$ -$ 250.00$ 250.00$ 23 Student Chapter Support 2,600.00$ 3,600.00$ (1,000.00)$ 3,400.00$ 2,000.00$ 2,000.00$ 1,400.00$ 24 Student Design Competition Winners 150.00$ -$ 150.00$ 150.00$ 150.00$ 25 Student Leadership Summit Donation 1,000.00$ 998.99$ 1.01$ 1,000.00$ 1,000.00$

OTHER26 District Reception at ITE Annual Meeting 750.00$ 910.00$ (160.00)$ 750.00$ 750.00$ 27 Website Hosting 2,000.00$ -$ 2,000.00$ 2,000.00$ 5,000.00$ (3,000.00)$ Paid in 2019 for 2015-2018 service

TOTAL EXPENSES 38,193.00$ 35,838.74$ 2,354.26$ 35,350.00$ 2,028.47$ 8,459.87$ 26,890.13$

INCOME less EXPENSES (4,093.00)$ (8,748.44)$ (4,655.44)$ (750.00)$ 10,935.88$ 11,685.88$ Anticipated end of year difference from 2018 balance

54,568.15$ Includes $4,508.03 from other accounts-$

Start Balance Income Expense End Balance Comments3,963.82$ 544.21$ -$ 4,508.03$

$0 $0 -$ $0.00Submitted by: 3,963.82$ 544.21$ -$ 4,508.03$

May 20, 2019Mike McCarthy, P.E. Date2019 Treasurer

2018 BUDGET/ACTUAL 2019 BUDGET/ACTUALSBalance as of 1/1/18 Balance as of 1/1/19 Balance from 12/31/18 bank statement was $43,421.75.

Adjusted to $41,888.06 to account for 2018 checks not cashed (3078, 3127, 3123, 3126, 3125, 3124) in 2018 for

$1,736.19 and deposit of $2.50.

Income Income to DateExpenses Expenses To DateBalance as of 12/31/18 Balance as of 4/30/2019

Uncashed checks pending

2018 2019

$ (9,704.25)

Financial Accounts BalancesTCF BankPay Pal

Managed Accounts Balances

$ 24,000.00 25,305.50$ $ 1,305.50 $ 25,000.00

MWITE EndowmentStudent Leadership Forum

Total Amount held for Other ITE Accounts

$15,295.75 $ 15,295.75

of 6

One ITE Great Lakes/Midwestern District Transition Team Progress Report – May 20, 2019

Introduction/Background Since November 2018, the Great Lakes/Midwestern (GL/MW) District Transition Team has conducted seven conference calls to discussion the realignment of the Illinois, Indiana, Michigan, North Central, Ohio, and Wisconsin ITE Sections into a new district. The members of this team are John Davis (chair), Tom Campbell, Carissa McQuiston, Dave Samuelson, and Kristi Sebastian.

The team has reviewed the Realignment Memorandum of Understanding (MOU), signed in August 2018 to establish parameters to realign the sections in the existing Great Lakes and Midwestern Districts to establish two new districts, and other pertinent documents and information. From this review, a priority listing of topics to be discussed by the team was developed and is shown below.

High priority Medium priority District name and Logo International Director nomination process Section representative Section/Chapter Charter and Bylaws District Annual Conferences Student Chapter Charter and Bylaws

• Rotation of locations and Host Sections Federal Tax ID numbers

• Date/location of the 2020, 2021 and 2022 Annual Meeting and Host Sections

Insurance Polices

• Expectations of Host Sections and Local Arrangement Committees

Corporate Address

• Financial controls and expectations Incorporation Changes for Great Lakes and Midwestern District Charter and Bylaws Finances-Budget/Dues and Endowment Funds District Board Procedures District Administrator District Website - High/Medium Priority

Discussion of Topics – Recommendations and Status Over the past three months the team has discussed various topics. The status of each topic shown in the following table. If the team has reached a consensus recommendation for a topic, the decision is shown in the recommendation column.


Page 2 of 6

Topic Transition Team Consensus

Recommendation Status District name and Logo Great Lakes; Agreed to by GL and MW Boards Logo design to follow Section representative Length of terms, staggering of terms, manner of selection,

and transition plan yet to be fully discussed District Annual

Conferences

1. Rotation of locations and Host

Sections

Conferences location should be rotated amongst six sections in such a manner as to alternate each year from a former section in the Midwestern District to a former section Great Lakes District; Agreed to by GL and MW Board

A question was raised, Should the host section for the conference should also be the home section of the current president of the district? The MW Board desired this to be explored. In order to accomplish this occurrence on an annual basis, the officer rotation in MOU must be modified. Any modification would cause at least one section not to have an individual in the officer rotation for at least two years. The Great Lakes Board believes that the rotation of the conference location is paramount and does not agree that the officer rotation needs to be modified to align the officer and conference rotations. Having the home section of the president be the host section of the conference is lower priority than the conference rotation. The team has been able to devise a rotation that accomplishes the desire of having the host section also be the home section of that year’s district president. The rotation is attached. This rotation or any modifications of it will be a part of the District Board Procedures Manual and not explicitly include in the District Bylaws.

2. Date/location of the 2020, 2021 and

2022 Annual Meeting and Host

Sections

Conferences typically would be scheduled to be held in either April or June and be no later than the 3rd week of June depending on the scheduling of the International Annual Meeting. The conference dates would be agreed upon by the District Board and the host section. Agreed to by GL and MW Board The eventual rotation of the sections is recommended to be as follows: Illinois, Ohio, Wisconsin, Indiana, North Central, Michigan, and then repeat. This rotation will commence in 2024 with Wisconsin. It will take until 2027 to modify the officer rotation to coincide with the Annual Conference rotation. Refer to attached rotation exhibit and explainer. Host sections for the next 6 years would be: 2020 – IL (joint meeting) 2021 – OH 2022 – NC 2023 – MI 2024 – WI 2025 – IN


Page 3 of 6

3. Expectations of Host Sections and

Local Arrangement Committees

No substantive discussion yet; suggestion that a district officer might lead technical program element of conference

4. Financial controls and expectations

No discussion yet

District Charter and Bylaws

Entry officer position on the district board starting on January 1, 2021 should be named “Board Member” as opposed to “At-Large Director” to avoid confusion with the International District Director position and the way individuals will be nominated for the position. Agreed to by GL and MW Board

International Board of Direction (IBOD) has released REVISED model District Bylaws and will be re-releasing charters with revised language. Latest model bylaws has a significant change in the membership section that needs further discussion. Bylaws will need to be submitted to the IBOD by no later than October 1, 2019; June 15th is a target date for the transition team to submit a draft copy to the District Boards; Some discussion on new officer roles has taken place. Thoughts are to help with the Annual Meeting, expand the district’s technical program (ie: Technical Chair), help the VP with the awards, or just plain get familiar with the organization (ie: learn). Discussions to continue. In working through updates of the new section formation plans, the ITE Executive Committee noted that the GL district proposal with 6 positions on a 6-year rotation by section creates a structure that is different from other districts and could create situations where individuals who are interested might not submit their intentions to be a candidate because either the length of service is 6 years or that candidates will not be solicited from their section in a timeframe which works best within their career plans. The Transition Team plans to discuss this matter further and bring it to the district boards for a fuller discussion. Board procedures will be needed to layout the officer nomination plan and should provide flexibility to engage qualified individuals in a timely manner for the nomination of individuals to officer positions.


Page 4 of 6

Topic Transition Team Consensus Recommendation

Status

District Policies Board Procedures

No discussion yet, but the document title will not use “policy” but rather “procedures” to adhere to text in model Bylaws and avoid confusion with the ITE Policy document.

District Administrator No discussion yet District Website No discussion yet

International Director nomination process

No discussion yet

Section/Chapter Charter and

Bylaws

No discussion yet; model documents expected later this year in August/September

Student Chapter Charter and Bylaws

No discussion yet; likely no action to be taken by the Team or District as IBOD does not intend to revise these documents on a wholesale scale

Federal Tax ID numbers

No substantive discussion yet; ITE staff is researching implications of retaining one of the existing numbers along with the name “Great Lakes”

Insurance Polices No discussion yet Corporate Address No discussion yet; present GLDITE is not incorporated or is a

501(c)(3) organization; ITE staff will assist in researching issue Incorporation Changes

for Great Lakes and Midwestern

No discussion yet; present GLDITE is not incorporated or is a 501(c)(3) organization; ITE staff will assist in researching issue

Finances-Budget/Dues and Endowment Funds

No substantive discussion yet; present GLDITE is looking to increase dues to align with anticipated district dues in 2021 based on current dues amount of MWITE

Next Steps in Discussions The Transition Team would like to receive approval or feedback from the Midwestern District Board regarding the following items:

1. Recommendation to name the realigned district, Great Lakes, which has been agreed to by the present Great Lakes and Midwestern District Boards will be forwarded on to the International Board of Direction for approval.


Page 5 of 6

2. Recommendation that the entry officer position on the realigned district board starting on January 1, 2021 be named “Board Member.” This has been agreed to by the present Great Lakes and Midwestern District Boards. However, further discussion is needed on this topic based on recent discussions with the ITE Executive Committee.

3. District Annual Conference Recommendations

a. Recommendation that the Conferences location should be rotated amongst six sections in such a manner as to alternate each year from a former section in the Midwestern District to a former section Great Lakes District. This has been agreed to by the present Great Lakes and Midwestern District Boards.

b. Recommendation that the host section for the next two years be set as 2020 – Illinois and 2021 – Ohio. This has been agreed to by the present Great Lakes and Midwestern District Boards.

c. Recommendation that the host section for the following four years be set as 2022 - North Central, 2023 - Michigan, 2024 - Wisconsin, 2025 - Indiana, and 2026 – Illinois. The optimal conference rotation would commence in 2025 with Indiana followed by Illinois, Ohio, Wisconsin, Indiana, North Central, Michigan and repeating with Illinois. This has been agreed to by the present Great Lakes District Board. However, further discussion is needed on this topic based on recent discussions with the ITE Executive Committee.

d. Recommendation that the Annual Conferences typically be scheduled to be held in either April or June and be no later than the 3rd week of June depending on the scheduling of the International Annual Meeting. The conference dates would be agreed upon by the District Board and the host section. This has been agreed to by the present Great Lakes and Midwestern District Boards.

4. Recommendation to modify the officer rotation as follows to align the home section of the district president with the host section for the annual conference. A transitional board member positions will be established for the years of 2023, 2024, 2025 and 2026 so that no section will have less than two votes on the District Board, not excluding the International Director. This has been agreed to by the present Great Lakes District Board. However, further discussion is needed on this topic based on recent discussions with the ITE Executive Committee.


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5. The Transition Team is discussing the model District Bylaws and the development of District Board Procedures Manual. The intention is to bring to both the MWITE and GLDITE Boards draft by-laws by June 15, 2019 in order to gain approvals of both bodies in order to submit a final draft for review and approval by the IBOD and its OneITE Task Force by mid-September, in order to give adequate time for discourse.

Respectfully submitted by:

John A. Davis Chair, GLDITE/MWITE Transition Team

2019 MWITE Student Activities

The MWITE Student Activities Committee will be conducting the following student activities and competitions during the District’s Annual Conference in St. Louis, Missouri, June 19 -21. Visit www.midwesternite.org for more information on student events and www.2019itestl.com for information on the conference venue and registration. These activities are open to any student currently attending a university or college in the ITE Midwestern District, who is a member of their school’s ITE Student Chapter and/or is a Student Member of ITE is eligible. The student must also be a registered participant for the Midwestern District Conference.

• Student Poster Competition (during Annual Conference) Create a poster that describes an academic project or research work. Posters can be co-authored by ITE student members, and the competition is open to any student in the Midwestern District. $400 will be awarded to each of the top three posters (1 for a graduate student; 1 for an undergraduate student; 1 for either a graduate or an undergraduate student). The poster competition will be held at the District Annual Conference on either Thursday or Friday mornings.

• Collegiate Traffic Bowl (during Annual Conference) The traffic bowl will be held on Thursday evening, June 20th during the 2019 ITE Midwestern District Conference in St Louis. The District Champion will represent the Midwestern District at the 2019 International Traffic Bowl Grand Championship in Austin, Texas, USA. Here are the deadlines for the 2019 traffic bowl! Team entry forms are due June 1, 2019. Send to John Davis, District Traffic Bowl Chair, email at [email protected].

• “NEW” Student Design Project Competition (presentations during Annual Conference) This “NEW” competition gives Student Members an opportunity to address transportation issues in a project team manner. Teams of 4 to 6 students have been formed in advance of the Annual Conference. The teams have been given a transportation issue to address and they will have the time before the conference to develop their approach to the issue. Each team will present at the District Conference to a panel of judges on Friday, June 21st.

• STUDENT PARTICIPATION COMPETITION

This year’s District conference will again feature a participation competition amongst students. Earn points by attending events and completing challenges. A packet of challenges will be provided to each student at registration. Winner will receive a special recognition. More details to follow.

Submitted by: John Davis, MWITE Student Activities Committee Chair

http://www.2019itestl.com/

http://www.2019itestl.com/

Institute of Transportation Engineers International Director Report

Midwestern ITE District

Submitted by: Kristi Sebastian

Date: May 22, 2019

The Spring ITE Board of Directors meeting held in New Haven, CT in conjunction with the Northeastern

ITE District Annual Meeting. The 2019 Leadership ITE class was also there taking part in their second in-

person training and project work.

Key Topics and Updates:

Needs Assessment Findings: Information from the survey was presented to the IBOD. Survey provided

information on areas the organization is doing well and areas of opportunities. ITE staff and board will

be working to prioritize recommendations to retain and grow membership and continue to ensure

members experience value through ITE products, resources, continuing education opportunities,

involvement with students and all the other elements our professional transportation organization has

to offer.

Technical Initiatives: Technical staff and volunteers continue to make progress through research and

activities related to our priority initiatives of Mobility as a Service, Vision Zero, Transportation and Public

Health, Smart Communities and Connected/Automated Vehicles. Journal articles, website features and

sessions at the Annual Meeting in Austin this summer will continue to provide greater opportunity to

learn and be involved in these efforts.

One ITE Updates:

Board approved action creating the new Mountain District. Western District and the new

Mountain District have transition plans. January 2020 is the official date where the two districts

will be separate and provided the applicable authority for action within the transition plan to

stand up the new district.

Board accepted the new of the Florida Puerto Rico and gave the District the authority to hold

special elections and/or appoint Section representatives from chapters that will be elevated to

Sections to have a fully operational District Board by January 1, 2021.

Scott Knebel and I gave an update to the board regarding the Midwest District and Great Lake

District transition plan for merging by January 1, 2021. Board discussed the transition plan

work including officer and meeting rotation. I noted while the plan establishes a rotation for

meetings, the boards recognize the need to be flexible to allow for special circumstances such

as an opportunity for a joint AM with ITE or other organizations.

I provided a brief update regarding the MOVITE Transition. Board approved giving the MOVITE

Section Officers the authority to act on behalf of the new Missouri Valley District for the

purposes of standing up the new District including establishing a charter and bylaws.

District Charter and Bylaws were approved in January. Discuss of term limits and section

representation was discussed. Kathi will be sending updated approved charters and Bylaws

based on approvals.

Other member area initiatives:

Diversity Scholarship program, which was just approved in January, has the first recipient.

Thanks goes to the Scholarship committee for receiving and reviewing application this spring to

make this happen so quickly. The recipient will benefit from both financial support and mentor

ship from the local ITE section affiliated with the ITE student chapter at the University where the

first recipient will attend this fall.

Student activities are strong with many Districts welcoming new student chapters. The STEM

Committee will be featuring transportation related Stem activities for families and students

from the local YMCA at the Annual Meeting in Austin this summer. There are many other great

initiatives moving forward; I encourage you to check out more activities from all our committees

on our ITE website.

Jeff Paniati reported on the staffing changes and indicated that we are now fully staffed with

excellent replacements.

Board reviewed the Strategic Plan and discussed status of initiatives.

2019 ITE AM Austin: Planning to move ahead with a reception for MWITE members attending. Monday

July 22 loos to be the best evening to hold our MWITE reception potentially from 6-7:30 after the

traffic bowl. Details will be finalized and sent to those attending prior to the meeting.

1

Scott Poska

From: John P. Mick <[email protected]>

Sent: Tuesday, May 21, 2019 6:32 PM

To: Scott Poska

Cc: Gugel, Martin

Subject: FW: MWITE Board Meeting MAY 22, 2019 / MWITE Endowment Comm. Report

Scott Sorry F Y I

John P. Mick II P E, F-NSPE, F-ITE

Illinois Division Manager

main: 815.459.1260 | direct:815.444.3308

mobile:312.505.1149 | fax:773.444.0334

email:[email protected]

www.baxterwoodman.com

8430 West Bryn Mawr Avenue Suite 400 Chicago,

IL 60631

This email and any attachments are confidential and are intended solely for the use of the intended addressee(s). If you have received this email in error, please notify the sender immediately or call 708-478-2090 and delete this email. If you are not the intended recipient(s), any use, retention, dissemination, forwarding, printing, or copying of this e-mail is strictly prohibited. The integrity and security of this message cannot be guaranteed on the Internet. Thank You.

From: John P. Mick

Sent: Tuesday, May 21, 2019 6:28 PM

To: Hammerl, Chad <[email protected]>; Gugel, Martin <[email protected]>; Adam Francour

<[email protected]>; Andrea Bill - U of Wisconsin-Madison ([email protected]) <[email protected]>; Andy Swisher

([email protected]) <[email protected]>; [email protected]; John Davis

([email protected]) <[email protected]>; Kristi Sebastian ([email protected])

<[email protected]>; Rinnan, Mark <[email protected]>; Mike Bittner

<[email protected]>; Mike McCarthy ([email protected]) <[email protected]>; Ryan Jacox

([email protected]) <[email protected]>; Scott Poska ([email protected])

<[email protected]>; Tao, Yang ([email protected]) <[email protected]>;

[email protected]

Cc: '[email protected]' <[email protected]>; [email protected]; '[email protected]'

<[email protected]>; '[email protected]' <[email protected]>;

[email protected]

Subject: MWITE Board Meeting MAY 22, 2019 / MWITE Endowment Comm. Report

Martin TEAM Happy spring I spoke with Martin last week and we intend to continue our work!!!

My MWITE Endowment Comm. Report is:

I cannot attend 5/22 Board mtg. due to previous APWA commitment

I will call an MWITE Endowment Comm. meeting in July after Dist. Conf.

We will send Midwestern Dist. members email of news and financial solicitation end of May, pre Dist. Conf.

We will not send “apology” email to MOVITE members or anything to Great Lakes Dist. members. We believe most

understand we are all working together despite geographic or political boundaries.

2

We understand there will be Mitey Race at 2019 Dist. Conf and we hope proceeds go to MWITE Endowment.

We are observing Dist. “Re-org Task Force” and “OneITE Committee(s)” as they continue work

As MWITE decides future direction MWITE Endowment Comm. will do more

WISC ITE has asked Rebecca Szymkowski to serve MWITE Endowment Comm as Dawn Krahn retired

We ask Sections to offer whom will serve MWITE Endowment Comm. for 2019 / 2020 if different

Tell me what else to do, we are ready to serve

Thank you

John P. Mick II P E, F-NSPE, F-ITE

Illinois Division Manager MWITE Endowment Comm. Chair

main: 815.459.1260 | direct:815.444.3308

mobile:312.505.1149 | fax:773.444.0334

email:[email protected]

www.baxterwoodman.com

8430 West Bryn Mawr Avenue Suite 400 Chicago,

IL 60631

This email and any attachments are confidential and are intended solely for the use of the intended addressee(s). If you have received this email in error, please notify the sender immediately or call 708-478-2090 and delete this email. If you are not the intended recipient(s), any use, retention, dissemination, forwarding, printing, or copying of this e-mail is strictly prohibited. The integrity and security of this message cannot be guaranteed on the Internet. Thank You.

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