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EXECUTIVE COMMITTEE MEETING August 16, 2017

MINUTES

In attendance: Chris Petree, Kristin Asher, Amy Grothaus, Sue Mason, Lee Gustafson, Andy Brotzler, Dan Curley, Beth Engum, Lydia Ener, Heidi Hamilton, Monica Heil, Dave Hutton, Alex Jordan, Sarah Lloyd, Richard McCoy, Tim Plath, Michael Thompson, and Reid Wronski Guest: Kevin Schlangen, Fleet Manager, Dakota County Pat Schutrop, Chapter Assistant and Recorder 1. CALL TO ORDER

President Petree called the meeting to order at 11:52 a.m.

2. PRESIDENT’S REPORT (Chris Petree) A. APWA Fleet Services Committee Update – Kevin Schlangen, Fleet Manager, Dakota County

Kevin Schlangen presented an overview of the APWA Fleet Services Committee. He is serving his third year in his second reappointment to the committee. There are six representatives from throughout the nation on the committee. Kevin noted the Minnesota Chapter is well represented at the national level. With the addition of Scott Grayson hired as the Executive Director, the APWA strategic goals and activities vision statement is focused on what the local chapter needs to be successful. APWA has nine technical committees that include chapter representatives who bring technical expertise and knowledge to the national committee by offering comment on national legislation, writing articles regarding fleet, as well as giving input on the education and training opportunities that come up for consideration by the national board. Because of this interaction, members of the different committees are often asked to present at a PWX or local conferences, etc. The Fleet Services Committee helps to set goals and strategies at the national level in order to get more support at the local level. The committee is active in upgrading and credentialing fleet professionals. APWA has a Certified Public Fleet Professionals Program where fleet managers can become certified. The committee is highlighting the value of certifying fleet managers at the local level and the return on investment communities will realize as a result. Kevin said there are under 100 certified fleet managers nation-wide and only three in Minnesota. The exam is an application of knowledge and difficult to pass with under 60% passing on the first attempt. President Petree asked Kevin to sit in on the Education & Training Committee meeting to share his knowledge on fleet services. Monica Heil suggested the chapter consider budgeting an amount to offer a scholarship for the fleet certification program.

B. Emerging Leaders Academy Solicitation for applicants to the Emerging Leaders Academy (ELA) was posted on the Chapter website and communicated to the chapter members. No letters of interest were received therefore, the Chapter will not be supporting an ELA student for the 2017-18 school year.

C. Chapter Accounting The Chapter is proposing to investigate alternatives for managing it financials. Currently, APWA National is managing the Chapter finances and Minnesota is the only APWA chapter that does this. The recent lack of detail in the financial reports received makes it difficult to accurately manage the Chapter. Therefore, forming a subcommittee is recommended to investigate other options. Essentially, the subcommittee will determine what software is needed and

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develop accounting procedures. Gustafson said the chapter needs to decide how much help is needed to produce the same reports received now from National. The subcommittee will include Secretary/Treasurer Amy Grothaus, Deputy Treasurer Lee Gustafson, Chapter Assistant Pat Schutrop, Communications Chair Charlie Wild and Audit Committee members Heidi Hamilton and/or Angela Popenhagen. Secretary/Treasurer Grothaus will take the lead and coordinate the meeting. Gustafson suggested the subcommittee memorialize the process and have the report ready by the Fall Conference.

D. Retirement of Active Members Policy The Chapter does not currently have an organized or formal way of recognizing its active members who are retiring from their careers. The officers became aware of at least two active members about to retire. Bob Cockriel, Chapter Past President, will be retiring from the City of Bloomington on August 25; and Jim Owens, an active conference exhibitor and supporter of the Chapter, will be retiring on September 22. Knowing the Chapter will not be notified of all retirements, the Chapter would like to recognize those who they are made aware of. One solution the officers decided on was to ask the retirees to write a website article summarizing their careers and involvement with the Chapter. History Committee Chair Dave Hutton suggested the Communications Committee track the retirees. Lydia Ener said the Communications Committee could develop a form to generate content for the website. Heidi Hamilton suggested adding it to the cycle of the Latest News. As the liaison to the Communications Committee, Hamilton is willing to develop the form. Short videos would also be acceptable. After discussion, President Petree referred the topic to the Communications Committee to discuss the process and bring back to the Executive Committee to discuss at a future meeting.

E. ASCE Report Card (FYI) The American Society of Civil Engineers (ASCE) is asking for the Chapter’s support as it prepares a report card depicting the condition and performance of Minnesota’s infrastructure. The Chapter acknowledges its participation and support of ASCE’s effort.

F. Fall Maintenance Expo

Grant Reimer, City of Ramsey and Fall Maintenance Expo Chair, approached President Petree about the Expo’s annual practice of sponsoring their roadeo winners to attend the regional competition in Green Bay. However, Green Bay will not be holding the regional competition this year and the Expo wants to send the winners to the APWA Western Snow and Ice Conference and National Roadeo in Colorado. Grant asked if the Chapter would be interested in sponsoring or giving a scholarship toward an individual to attend the National Roadeo in Colorado. The cost is $1,500 per person. Petree asked if the Chapter would be interested in providing a scholarship for next year in the amount of $1,500. The Executive Committee was in general agreement. Schlangen said APWA intends to continue the roadeo at the National PWX and suggested the Chapter also consider giving a scholarship toward attending the National PWX Roadeo allowing the individuals to take advantage of the training sessions provided at a PWX. Petree will provide feedback to Grant that the Chapter is interested in working with them to sponsor the 2018 Snow and Ice Conference roadeo. The Chapter will also consider providing a scholarship for the PWX roadeo in 2018.

3. SECRETARY/TREASURER’S REPORT (Amy Grothaus, Secretary/Treasurer; Lee Gustafson, Deputy Treasurer) A. Minutes of June 9 and July 14, 2017 Officers Conference Call

The Officers Conference Call minutes of June 9 and July 14, 2017 were presented for information and comment.

B. Minutes of June 14, 2017 Executive Committee Meeting The minutes of the June 14, 2017 Executive Committee were presented. MOVED by Dan Curley and seconded by Heidi Hamilton to approve the minutes of the June 14, 2017 Executive Committee meeting as presented. Motion carried.

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C. Financial Report • Account Details. No report provided.

• Financial Reports

For months ending: June 30, 2017 July 31, 2017 Financial Position $5,736.00 Incomplete Merrill Lynch $148,531.39

The June 30, 2017 financial statements were used in the year-end reports for the six-month budget. The July statements were received; however, they were incomplete and not included in the agenda packet. MOVED by Kristin Asher and seconded by Tim Plath to approve the APWA-MN Chapter Financial Statements for months ending June 30, 2017. Motion carried.

D. Reimbursements

APWA National has implemented a new procedure where individuals requesting reimbursement are required to submit a W9. Most members who requested reimbursements prior to this new requirement have been grandfathered in. Going forward, committee members and officers are asked to use the Chapter credit cards for purchases and card information can be obtained by contacting the Chapter Assistant.

4. VICE PRESIDENT’S REPORT (Kristin Asher) A. 2017 PWX Chapter Dinner

We have about 53 attendees registered for the dinner and have capacity for an additional 25. No requests have been received from other chapters to attend the dinner.

5. PAST PRESIDENT’S REPORT (Sue Mason)

A. Nominating Committee Report The following slate of candidates for the 2017 ballot was presented for approval: Secretary/Treasurer Russ Matthys Michael Thompson Director – Consultant Monica Heil Sarah Lloyd Director – Outstate John Olson Pat Wrase Director – CE/DPW Nick Egger ?? Director – State/County/Regional Eric Nelson Chris Sagsveen Director – Young Professional Emily Lueth Eric Seaburg Past President Mason is waiting to hear confirmation from the second nominee for the Director-CE/DPW position. MOVED by Reid Wronski and seconded by Heidi Hamilton to accept the slate of candidates for the 2017 election ballot as presented and support the final recommendation of the Nominating Committee regarding the Director-CE/DPW position. Motion carried.

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6. COUNCIL OF CHAPTERS (Jeannine Clancy) A. Delegate’s Report

• Report of Activities, Best Practices and Areas of Focus. The report was included for information purposes.

B. History Committee: Dave Hutton, Chair • Nothing new to report.

7. DIRECTOR/COMMITTEE CHAIR REPORTS

A. Regional/County/State Director: Bridget Rief i. Membership & Special Events Committee - Jason Sprague/Mark Kasma, Co-Chairs

a. Committee Report • An article on the Golf Outing was posted on the website. A record number of golfers (108+)

attended the successful event.

B. Outstate Director: Reid Wronski i. Outstate Committee – Reid Wronski, Chair

a. Committee Report • The committee met on July 27 and discussed organizing regional meetings of local public

works officials in October-November. Troy Nemmers and John Olson are intending to put out feelers to organize networking possibilities and regional meetings. They will be reaching out to non-APWA-MN members as well as the APWA-WI Chapter for networking purposes.

• The committee is working with the Young Professionals Committee members to identify APWA-MN YPs and non-members in outstate areas. Unfortunately, YP Committee Co-Chair Chris LaBounty was unable to participate in the recent tele-conference due to technical difficulties.

• The UUCIS web-based location will be in Hutchinson and facilitated by John Olson.

ii. Awards Committee – Sarah Lloyd, Chair; Richard McCoy, Vice Chair a. Committee Report

• The call for entries for the 2017 local awards is posted on the website and an email announcement was sent to members. The committee encourages the Executive Committee members to consider submitting personnel award nominations.

b. PWX Awards Reception (Richard McCoy) • Two locations have been identified for the Awards Reception at the PWX; Cuba LiBRE and

The Pub. • About 20 to 25 attendees can be expected. • The Executive Committee agreed on The Pub as the location. However, because the

minimum food and service fee of $2,350 would not be reached by the number of people intending, McCoy will make a reservation for 20 at The Pub. He will let Asher know the final details after he as talked to the restaurant. An email will then be sent out to the MN PWX registrants outlining the Chapter Dinner and Award Reception information.

• President Petree received the acceptance instructions for the PACE Award from National that he will share with folks.

C. Vendor/Contractor Director: Heidi Hamilton

i. Communications Committee – Charlie Wild, Chair; Lydia Ener, Co-chair a. Committee Report

• The committee prepared a handout with directions on for how to download the Twitter and Instagram apps.

• The committee has been following the Chapter’s top two sponsor levels on Twitter and Instagram and retweets non-promotional items to the Chapter members twice a week. Also retweets information applicable to cities, MnDOT, watershed districts, and other APWA chapters.

• The Star Tribune and a couple other newspapers started following the Chapter and tweets are sent to them which could result in good publicity for the Chapter.

• Still have relatively low Chapter following (in the mid-60s) on Twitter and Instagram.

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• Articles submitted by sponsors are rotated monthly. A benefit of sponsorship is the opportunity to post feature articles on the Chapter website. The committee contacts the sponsors at least once annually to remind them of this benefit.

D. Superintendent Director: Dan Curley i. Environment and Sustainability (E&S) Committee – Michael Thompson, Chair; Sherri Buss, Vice Chair

a. Committee Report • Vice Chair Sherri Buss is the liaison on APWA’s National Center of Sustainability and attends

the conference calls. The focus of the recent call was the sustainability toolkit in addition to the “Atlas Marketplace” where people can share environmental projects and learn from one another. She shared the web link for people to access and said people do need to register, but there is no fee to sign up.

• Update on what the committee is doing regarding the APWA-MN 2017 Chapter Initiatives (such as advancing public works advocacy, MN2050 initiatives, and education and outreach).

• The next Adopt-a-Highway date is set for October 12. • Mark Rehder, S&S Tree, recently joined the committee. He provided an update on the

Emerald Ash Borer focusing on legislative activities. An article was also submitted and posted on the Chapter website regarding the Emerald Ash Borer.

• Discussed stormwater reuse and recent legislation. Ron Leaf has been coordinating with Randy Nephrash from the Minnesota Cities Stormwater Coalition and reported on construction and MS4 permits. The format for the construction permit will change; however, no further information is available on the MS4 permit until after the work on the construction permit is completed.

• MCES reached out to APWA looking for a volunteer to serve on its scoring committee for the MCES Green Infrastructure Grant Program. Eric Nelson will serve on the committee.

E. Manager/Engineer Director: Tim Plath

i. Education & Training (E&T) Committee –Monica Heil, Chair; Tim Plath, Vice Chair a. Committee Report

• Scholarship Awards. The committee met and reviewed the scholarship applications and submitted the list of award winners to the Executive Committee for approval. MOVED by Tim Plath and seconded by Andy Brotzler to approve the list of scholarship award winners as recommended by the Education & Training Committee. Motion carried.

• Scholarship Criteria. The E&T Committee is recommending changes to its scholarship

application to provide clarity to the criteria for applicants applying for a scholarship. This year, two situations came about causing the committee to revisit its application. One of the applicants was a previous scholarship winner and now attending a graduate program and another applicant was a North Dakota member who transferred his membership to Minnesota to be eligible to apply for a scholarship. The criteria will clarify the applicant needs to be a Minnesota resident or APWA-MN Chapter member, must participate in the public works community within Minnesota, preference will be given to those pursuing a bachelor’s degree, and eligibility will be limited to a lifetime maximum of two APWA-MN scholarship awards. President Petree recommended adding similar language to the criteria for technical scholarships. After discussion, the Executive Committee agreed with the recommended changes to the scholarship criteria.

• 2017-2018 Underground Utilities Construction Inspector School (UUCIS). SEH has submitted a contract for facilitation services in the amount of $15,000 for the upcoming UUCIS and the E&T is requesting approval for the contract. MOVED by Andy Brotzler and seconded by Heidi Hamilton to approve the contract with SEH, Inc. for facilitation of the 2017-2018 UUCIS course in the amount of $15,000. Motion carried.

• The Leadership Academy begins on September 14. • Seeking additional students for the Advanced Human Resources in Public Works course.

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• The Public Works Certificate program is open for registration and currently has 32 students. The E&T Committee is working with the U of M to look at curriculum approved at the APWA National level.

• Iowa has shown an interest in the UUCIS course and two web-based locations are now offered at Ames and Cedar Rapids, Iowa.

• Fall Workshop. The Winter Maintenance Supervisor Certificate Program has been scheduled as well as the Stan Berry Writers Workshop.

F. Consultant Director: Andy Brotzler – No report

i. Diversity Committee – Alyson Fauske, Chair a. Committee Report

• Nothing new to report. The Diversity Committee is planning to meet on Wednesday, August 23.

G. City Engineer/DPW Director: Steve Albrecht

i. Public Awareness Committee (PAC) – Russ Matthys, Chair a. Committee Report

• President Petree attended the recent PAC meeting and the outstanding committee question was what charity the Chapter wants to support through the Fall Conference carnival. Some committee members are reaching out to STEM to see if there are opportunities to support.

H. Conference Planning: Jupe Hale/Kristin Asher, Co-Chairs

i. Committee Report • The Fall Conference details are complete and details for what charity to support need to be

communicated to the U of M to be added to the brochure.

I. Young Professionals (Alex Jordan, Chris LaBounty, Emily Lueth, and Eric Seaburg, Co-Chairs) i. Committee Report

• The committee is working on a joint Student Chapter “back to school” social event. • The YPs also recently held its third annual mini golf event. They had about 20 attendees. • The YP Committee co-chairs discussed amongst themselves who to nominate for the YP director

position on the Executive Committee and they agreed Eric Seaburg and Emily Lueth would be the candidates running for the position.

ii. Student Chapter – (see notes mentioned under Young Professionals Committee report)

J. Volunteer Coordinator Report: Beth Engum

• Continue to keep Engum posted on Chapter needs.

8. OLD BUSINESS No old business.

9. NEW BUSINESS No new business.

10. ADJOURNMENT President Petree adjourned the meeting at 1:34 p.m.

APWA-MN Chapter’s Mission: To advance the theory and practice of the design, construction, maintenance, administration, and operation of public works facilities and services. Dated: September 13, 2017 Respectfully submitted, Amy Grothaus APWA-MN Chapter Secretary/Treasurer