October 29, 2003
Steve White called the Board of Directors meeting open at 7:00 am on 10/29/03. The following members were present:
Steve White, David Wall, Don Telge, Brent Jones, Ray Erwin, Myron Rabalais, Stan Jones, Chris Dray, Rob Brooks, Rich Hendler, George Pylant, Ron Held, Paul Northcutt, Steve Prather, Mike Meador and Anne Beard. Craig Johnson was unable to attend due to the death of his Grandfather.
Steve White provided an overview of the conference and indicated that the conference seemed to be going very well. Our attendance of 184 was discussed
Myron Rabalais gave the preliminary treasurer’s report, as all accounts receivable and bills regarding the conference were not paid yet. However, it appears that the total income from the 2003 Conference would be approximately $28,159, including accounts receivable of $1,090. So far, Myron has paid out $11,259 in conference expenses. There are still outstanding bills to be paid the Wyndham Hotel, etc. This was the first year we accepted credit card, and with regard to Visa and MasterCard, the process went very well. Myron indicated that next year, we would not accept American Express due to the problems experienced this year. Credit card processes have worked well, and have reduced the amount of cash payments we received this year.
The board discussed the apparent confusion existing with regard to the registration fees and the mis-communication regarding the increased fee after the conference. Several members felt that there should not be any penalty assessed on registration fees if the registration form was received by the deadline set by the board, regardless of whether money was received, and regardless of how the payment was to be made. It was also discussed that 40 or so members from TxDOT could not pre-register and that paying an increased fee was a problem for them. Other members felt that if the funds were not received by the deadline established by the Board, that those individuals should pay an increased fee. After discussion, a Stan Jones made a motion which was seconded and approved by the Board, with two dissenting votes (Paul Northcutt and Myron Rabalais), that for the 2004 Conference, that the discounted registration fee would be given to any attendee who pre-registered by the deadline set by the Board, regardless of the method of payment. If the form comes in after the deadline set by the Board, or if you pay at the door, the regular registration fee would apply. Steve White recommended that at the next meeting the Board discuss what next year’s fees should be and the deadline dates.
Myron also indicated that some companies had still not paid for their CLIP advertising for 2003.It was discussed that the 2003 advertising, runs through this meeting. The next CLIP will be under the next 2004 year. Anyone who has not paid for 2003 will be dropped from the next CLIP (estimated to be printed in December 2003). Steve suggested that we write a formal process on advertising. Paul Northcutt will re-issue the procedures and send it back out to the Board to get a consensus.
Tentative dates for upcoming TVMA Board meetings were established as follows:
1. December 2, 2003 – Houston (Ron Held and Chris Dray will select meeting location)
2. February meeting to be planned in conjunction with the legislative dinner in Austin. Representative Hardcastle will set the date based on his schedule. The week of February 9th, February 17th or February 24th 2004 were recommended. Rich Hendler will get with Representative Hardcastle and finalize the date.
3. May 18, 2004 – location to be determined at a later date, perhaps using an LCRA facility in Austin
4. August 10th, 2004 in San Antonio
Tentative dates for TVMA’s 2004 conference in San Antonio is October 25-27, 2004.
A motion was made, seconded and approved by the Board of Directors, that Don Telge serve as the At-Large Director Meeting (utility) position vacated by David Wall upon his election into the Vice President position.
David Wall discussed his tentative plans for the San Antonio 2004 conference, and advised that he would be calling on TVMA members for support as the details are finalized for San Antonio 2004. Don indicated that he would still like to serve as the Training Committee chair. David’s goal is to secure a hotel along the Riverwalk in San Antonio.
There being no further business, the TVMA Board meeting was closed by President Steve White at 7:45 am.
Respectfully submitted:
Paul Northcutt
TVMA Secretary-Editor
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