August 19, 2003

President-elect Steve White opened the meeting at 10:00 am.  Members present included Steve White, David Jalowy, David Wall, Ray Erwin, Stan Jones, Myron Rabalais, John Mason, Don Telge, Craig Johnson, Rich Hendler and Paul Northcutt.  

Myron Rabalais gave the Treasurer’s report with discussions on all items.  As of 8/18/2003, TVMA’s total assets were at $28,732.30. Myron also reported on advertising proceeds.  He has only collected $480 for advertising in the CLIP and the web page.  Steve White had indicated that he had sent an email out and received two replies, one of them his own.  After discussion, it was decided that Paul Northcutt would write up new procedures for advertising, and handle sending invoices to all participants in the future.  Paul asked everyone for the “original art” they wanted to have shown on the advertisements. Rich Hendler asked if the upper level sponsors included a certain level of advertising.  Rich suggested that we clarify that point and include that within the new advertising procedures.  Steve will re-send the spreadsheet showing the current advertising status to Paul Northcutt, Myron will also re-send his spreadsheet.  Paul will finalize the advertising / special sponsoring advertising procedures, then report to the Board for approval before sending out to the advertisers.  Rich also recommended that we look at tracking CEU meetings separately to insure that we could report on how much each training event was a “plus or minus.”  It was decided that Myron could create new categories to separate income and expense for each CEU event so it could be reported to the board.  

Stan Jones moved that we table the approval of the treasurer’s report until some coding entries were corrected.  Motion was seconded by John mason; motion passed.  

No update on the TVMA tax-exempt status was available for this meeting.  The Board will contact Ron Held to get an update on the status.

Steve White passed around the TVMA web site printouts and asked for any comments or suggestions.  Paul will check on the printing formatting.  Paul suggested a section on the web page which would collect info on individuals who were interested in the TVMA.   The board agreed that that item would be appropriate, then send any receipts to Steve for follow-up.  It was also discussed and agreed that the TCEQ workshops should be posted on our TVMA web site.  Rich Hendler suggested that while advertising for the TCEQ was appropriate, we should also insure that we are supporting the TDA and their efforts as they have a long and outstanding relationship with TVMA.  A discussion of including the TCEQ as an invitee to our Legislative Dinner would be appropriate to help educate them in what the TVMA is and what expertise we have to offer, and/or include them in our TVMA Advisory Group or in Committees so we could educate them / welcome them.

Steve encouraged all board members to use their contacts to help get more advertising and more sponsors for TVMA.  ABC Professional Tree Service has paid $180, and artwork for Ken Tadlock was given to Paul (to be added to Martin Jasso).  Craig Johnson indicated that he felt LCRA would be a Platinum supporter ($2,500) again this year. 

David suggested that we secure a listing of all pesticide applicators in the DFW area, then send a pre-conference mail out to them.  He indicated that that process worked well in Lubbock.  David indicated that we could secure the list from Dr. Mary Ketchersid for statewide applicators, then pick out applicators by whatever sort field you need.

Rich Hendler suggested that Paul Northcutt send a quick “one-page” conference notification to each of the board members which each board member, in turn, could send to the folks on their contact list.   

David wall updated the Board on the 9/17/2003 CEU training workshop scheduled for Lubbock.  David also updated the Board on the TVMA “Lifetime Achievement Award” and suggested that nominations must be received soon for Committee review and decision. David indicated that one nomination for Mr. Jim Thrash had been received to date.  The Board opted that we should make a decision as to the quantity of awards based solely on the number of good nominees received each year, rather than limiting the award to a set number per year.  David will work on having a suitable plaque prepared for the winner(s). David will call Bruce to see if he has made any plans for the plaque for Anne, and/or has any information on plaques.  David also updated TVMA on his efforts with the Public Utilities Commission on a “Fact Sheet” on tree-trimming.  David handed out the “final draft” on the Tree Trimming Fact Sheet.  The document is currently undergoing the final review within the PUC and he hopes that it will be published soon, perhaps sometime this Fall.  The PUC will post the document on their web site.  David indicated that the PUC is open to creating more Fact Sheets.  Steve inquired if we have a “Fact Sheet” area on our Web site.  Paul indicated we did not, but it would be easily created. Paul Northcutt indicated that if any TVMA members had an interest in creating Fact Sheets for publishing on the TVMA web site, that he could add those without difficulty.  

A discussion was held to modify the TVMA By-Laws to permit electronic voting similar to what the Texas Aquatic Plant Management Association did.  It was noted that TVMA has already done that previously, but perhaps our by-laws needed to be updated to reflect that option.  It was agreed by the Board to update the bylaws to insure that electronic voting would be permitted, and to bring the by-laws change before the membership for approval during the 2003 Annual Conference.  The Board will contact Ron Held to check on the correct procedures necessary to effect this by-law change.  Steve will check the by-laws to make sure that we have the correct list of board members listed, then check with Ron Held on the electronic voting issue.  

For Scholarship activities, it was reported that the Scholarship Golf tournament will be held at the “Links at Waterchase”, and would carry a green fee of $75 per player.   Ray Erwin has provided excellent support in scheduling this event. There will not be a scholarship fishing tournament this year, but Ray Erwin suggested a  1 hour to 1 ½ hour, “Sporting Clay” shooting excursion at the Elm Fork Shooting Park in Dallas.  You are provided 100 targets per shooter, and you can bring your own gun/shells, or rent them at the facility.  Golf carts will also be an option. The Board approved proceeding with that event, and assigned a registration fee of $55 per person.  Ray will refine the details on the golf tournament and the sporting clay shooting excursion and they will be posted to the TVMA web site.  Stan Jones suggested that we include all the optional events and their fees on the registration page.  Steve White suggested that on a regular basis, Myron send updates on registrants for each level of the conference, to include training, seminar, optional events, to go by email to Steve and to Ray.  

Craig Johnson provided the Board with a sample CD version of the 2002 Conference tape.  Each session will eventually be placed onto CD so a user could pull up a specific talk easily.  Craig indicated that the 2002 video effort cost LCRA approximately $15,000 which was donated by LCRA to the Association.  Craig will discuss with the LCRA to see if they are willing to donate the manpower and equipment again this year to record the 2003 Annual Conference.  Craig will report back to the Board.  Rich Hendler suggested that if this is done, we at least need to tape certain “key” presentations for capture and re-viewing. Craig indicated that it would certainly reduce the cost if LCRA were to tape certain presentations only.  Ray Erwin will also contact a local vendor for a proposal on the estimated costs of video taping the 2003 Annual Conference in the event that TVMA needed to hire this process done.  

The TAPMS (Tx Aquatic Plant Mgt Society) is having their annual meeting in 9/15-17/03, in South Padre Island.  Steve White inquired if we should create the link on the TVMA web site to announce their site.  The board agreed that we should establish a link to their site and conference.  Steve also mentioned the Texas Urban Forestry Council Annual Conference 9/18-20/03 in San Antonio and directed that we should place that information on our web site as well.    

Steve indicated that he and Dr. Mary Ketchersid are working to insure that our 2003 Agenda meets the requirements of the regulatory agencies for award of CEU’s (primarily the TDA and the Tx Structural Pest Control Board).   

Paul will prepare the registration packets which have some method to clearly indicate for those who have pre-registered, whether they are paid in full or not, and if not, how much money they need to pay.  This info can be placed on a label placed on the upper right corner of the registration packet.  

The Board decided to make the “early pay discount” date of 10/1/03 which will correspond with the deadline for the Training and Certification seminar.  Late pay registration regardless whether they pay by cash, check, PO or credit card, will increase if the money has not been received by TVMA by 10/1/03.  

Paul Northcutt offered a free exhibit booth to any state vegetation management association at NRVMA’s 2003 National Conference.  Paul indicated that he had not heard from TVMA.  There was a discussion of whether any TVMA member would be able to attend.  Paul indicated that should someone be able to go and register for the conference, we would offer a free exhibit booth; NRVMA would probably be able to provide that even if TVMA did not know now, but did commit to prior to the October 6-8, 2003 National Conference.   

Agenda items were discussed.  The “Generic Herbicide” topic was removed from the agenda.  Steve White will discuss with Carl O’Neill, TxDOT, to insure he can handle the “Dealing with the Flood” topic.  Steve indicated that Dennis Markwardt’s name was listed on the “Generic Herbicide” topic prematurely.  Steve indicated that the “Generic Herbicide” topic might be pulled completely; it’s an item everyone is interested in, but no one wants to talk about it.  This topic will be removed from the Agenda.  Bryan Noble, TCEQ, would not be able to speak at the 2003 conference, but a replacement had been found.

Nominating committee items were discussed.  The group discussed possible candidates for 2003-2004 Vice President.  Steve asked for any input from the board on possible candidates for Vice President and to be thinking about candidates.  Steve confirmed that Paul Northcutt would serve as the interim Secretary/Editor until a permanent replacement could be made.  

It was discussed that the current direction was to hold the 2004 Annual Meeting in San Antonio.  Steve indicated that it could be changed if a better location was available.

Stan Jones made a motion that the meeting adjourn, seconded by John Mason.  The Board adjourned to tour the “Legends of the Game” museum at the Ball Park in Arlington.

Meeting Adjourned at 12:45 pm.

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