MINUTES

Board of Directors Meeting June 21, 2017

12:00 PM MWEA Headquarters - Bath, MI

11:50

Arrival Time

Members Present

Cheryl Vosburg Keith Moss Brian Ross Todd Wibright George Davis Jennifer Wagner Harry Price Mike Harvey Greg Kacvinsky

Staff Present

Karlyn Wickham Allison Wood

Guests

No guests present 12:00 Call to Order

Approval of Agenda

MOTION: Ross SECOND: Moss MOTION CARRIED 9-0 (Motion carried to approve Agenda as presented.)

Approval of Consent Agenda

The Consent Agenda had been provided to the Board with the regular meeting agenda in advance of the meeting and included the following documents: Board Meeting Minutes (April 18, 2017); Treasurer’s Report; Meeting Dates; and Liaison Reports.

MOTION: Ross SECOND: Harvey MOTION CARRIED 9-0 (Motion carried to approve the Consent Agenda as presented and place the included documents on file.)

Board Expectations – Conflict of Interest Policy – Etc.

Vosburg asked Board members to review the Board Expectations document submitted with the agenda in advance of the next Board meeting. The Conflict of Interest Policy was distributed, initialed, and signed by Board members. Wickham discussed the example Committee Budget form that was included in the meeting packet. Staff would send the forms to the Committees, accompanied by an explanation, in early September. ***

P.O. Box 397 S Bath, MI 48808 Ph 517-641-7377 S Fax 517-641-7388

www.mi-wea.org

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Liaison Assignments & Duties

The Committee Chair/Liaison list was distributed for review and any changes, as appropriate. It was suggested that the liaison for MDEQ should be filled by the Past President and tied to that Board position going forward for continuity. Wood indicated that staff would make the noted changes to the list. ***

Leadership Retreat Update

Kacvisnsky indicated that the Amway Grand Hotel in Grand Rapids was the likely location for the retreat. It would be held in the Fall – full day/half day with overnight to optimize networking. Committee chairs had been asked to provide input on what they would like to see on the agenda. Further details would be available in the next several weeks. *** Ross suggested seeking MDEQ approval of managerial CECs like last year. *** Vosburg noted the importance of promoting the retreat as far as possible in advance – even if agenda not finalized - so that potential attendees’ schedules do not get filled up. If the committee chair cannot attend, request that they send the vice chair, the next in line, or another person with leadership potential. *** There was discussion for potential to hold Board meeting at same time (such as the October 17 meeting). Wibright suggested inviting the members of the Nominations Committee to the retreat. *** Vosburg proposed moving primary responsibility for the Leadership Retreat from the President Elect to the two Association Directors, and to add that to the list of responsibilities for the Association Directors.

MOTION: Ross SECOND: Wagner MOTION CARRIED 9-0 (Motion carried to change the SOP to reflect that the two Association Directors are primarily responsible for the Leadership Retreat, rather the President Elect.) Davis to make the appropriate changes to the SOP. ***

Annual Conference Summary

Wickham presented a summary and overview of this year’s annual conference. Overall, there had been lots of great positive feedback with comments that the program kept seeming to get better. Also lots of positive comments on the mini-schedules for the technical sessions that were included in the name badges. Paid attendees had increased from 2016 (2016 – 215; 2017 – 272). Also, the exhibitor’s spaces had sold out (2017 – 49 total, with 2 outdoors), and sponsorships were up (2017 – 31). Wood indicated that staff was brainstorming options for exhibitor night (possible adjustments to floor plan); and technical sessions (possible alternative locations/spaces). Wagner suggested possibly adding a 2nd process track. Vosburg felt that more sit down tables were needed for exhibitor’s night. There was also discussion about possible alternatives to meal options (locations; American Plan vs. European Plan, etc.). Wibright noted that Tuesday night activities needed to be looked at in terms of attendance – needed to encourage more participation. Ross suggested possible “meet the exhibitors” function on Tuesday night to encourage attendance. Wibright suggested trying to negotiate priority check-in for MWEA to try to avoid some of the delays in room availability that were reported. Wagner suggested some additional marketing for family and social activities; also, might be helpful to include that information in the mini-schedules. Ross suggested also adding break times. ***

Audit Results

Ross reported that he and Vosburg had conducted the internal audit, including answering the audit questionnaires that were provided to the Board in advance of the meeting. Everything checked out and looked good from an auditing standpoint. MOTION: Moss SECOND: Kacvinsky MOTION CARRIED 9-0 (Motion carried receive the audit report and related materials and place them on file.)

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WEF Delegate Report

Wibright summarized various WEF related matters including upcoming WEFMAX times and locations (dates would be finalized soon), and the community service project (construction of bioswales at elementary school) that would be held in conjunction with WEFTEC 2017. The WEFTEC opening session would have a water legacy focus. Wibright indicated that additional WEF information would be sent out subsequent to the meeting. Vosburg inquired about policy in terms of which Board members were expected to or could participate in WEFMAX programs. She saw potential benefits of networking with other MA members, as well as between MWEA Board members. Wibright noted that the SOP reimbursement table provided some guidance, but the practice had been that if there was value in having other Board members attend, there has always been flexibility. Wickham noted that in general there has been a lot of value to WEFMAX attendees, both to Board members and staff – generated lots of good ideas, connections. In her opinion, if there was money in the budget, attendance was a good value. Wibright – WEFMAX registration starts in December so there would time to discuss it at a subsequent Board meeting. Could also consider hosting another WEFMAX in Michigan – usually about 60 to 100 attendees. Wibright indicated he would bring more information to the next Board meeting. *** Wagner noted that WEF was seeking nominations for various positions, including Delegate At Large. This position was open to any WEF member – would need to apply and be selected by the WEF nominating committee. The person holding this position would represent Michigan, but its basically independent of MWEA. Wibright indicated he might be interested in applying. Also, applications were needed to replace Wagner as a WEF Delegate – Harvey indicated that the Nominations Committee would be working on that. *** “Imagine A Day Without Water” was scheduled for October 12. Wagner hoped that MWEA would promote it – possibly come up with some kind of related challenge. Reference was made to the Value of Water materials that were available on the website.

Student Membership Initiative

Wickham discussed, noting that copies of the initiative had been including in the meeting packets. It was ready to go and had been signed. Discussion then followed about matters related to the initiative. Ross, Kacvinsky, and Moss would reach out to their respective academic contacts regarding the initiative and program ideas at various institutions (Delta College, Oakland Community College, etc.) – if there was interest, Wickham would follow up. Wagner indicated that Board members should coordinate with her as to which academic institutions the association has contacts with. Also, the recruitment committee should be made aware of the contacts. *** There was discussion regarding possible opportunities/benefits for involvement by MWEA with the MDEQ certification program. MWEA could probably take over a lot of the functions of that program currently done by MDEQ (administer exams, keep track of CECs, etc.). Wibright – it would be a good public relations move for MDEQ to give some money to bring people into the industry. Also, it would be good to further develop and expand the industry recruitment metrics, including target industries (sales, engineers, etc.) – how many jobs, how much pay, etc., in Michigan. Ross – currently collecting and updating this type of information at the Linden facility – MWEA could help back this effort.

Executive Directors Report

Wickham summarized her report (provided in advance of the meeting). Wickham noted the tremendous effort and outstanding job done by Wood regarding administering and implementing all aspects of making sure the Annual Conference would be a success.

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List/Summary of Action Items from 01-17-17 BOD Meeting

(Note: Areas within the minutes where action items appear are followed by “***”. Please refer to the minutes for specifics; a summary of these items is set forth below.) Wickham/Staff Committee budget forms: Send out committee budget forms w/ explanation in early September. Committee Chair/Liaison List: Make appropriate changes to Committee Chair/Liaison list as made/discussed at Board meeting. AC follow-up items: See, Annual Conference Summary in minutes regarding various staff follow-up suggestions. Water For People Support: Staff would follow-up to take care of sponsorship check and related details. Board Members – All Student Membership Initiative: Coordinate with Wagner regarding academic contacts; inform recruitment committee of contacts. Business Plan: Each Board member should review their respective chapters in preparation for work session following next Board meeting. Kacvinsky Leadership Retreat: Provide further details on leadership retreat proposed for Amway Grand in Grand Rapids; look into MDEQ approval of managerial CECs for retreat; promote retreat as far in advance as possible, even if agenda not finalized; invite committee chairs, vice chairs, other potential leaders, and members of Nominations Committee.

Discussion/Action: Proposal To Support Water For People

Vosburg presented a proposal for Board action to support the Five River’s Voyage, a fundraiser for Water for People. A copy of the proposal was provided to the Board in advance of the meeting. Vosburg noted support for similar efforts provided in the past. The proposal recommended that MWEA support the 2017 Five Rivers Voyage, WFP fundraiser, at the Silver sponsorship level, a one-time expense of $1000. (Vosburg also requested that future proposals for requested support use the same format as a model.) MOTION: Ross SECOND: Price MOTION CARRIED 9-0 (Motion carried to support the request to approve sponsorship of the Five Rivers Voyage, WFP fundraiser, at the $1000 level.) Staff would follow up on taking care of the sponsorship check and related details. *** Vosburg noted that work regarding the Business Plan would continue at the next Board meeting and asked Board members to review their respective chapters in advance of the work session that would follow that meeting. *** Vosburg noted her appreciation for everyone’s effort in making Annual Conference successful. Moss reiterated that sentiment and noted how well things seemed to be going with staff at the office.

1:40 Adjourn

MOTION: Moss SECOND: Kacvinsky MOTION CARRIED 9-0 (Motion carried to adjourn.)

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Davis Leadership Retreat: make proposed changes to SOP to provide two Assoc. Directors primarily responsible for Leadership Retreat, rather than President Elect. Wibright WEFMAX follow-up: Would bring more info regarding upcoming WEFMAX events to next Board meeting. Harvey WEF Delegate: Nominations Committee working on nomination for new WEF Delegate to replace Wagner. Ross, Kacvinsky, and Moss Student Membership Initiative: Would reach out to respective academic contacts.