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TVMA Board of Directors Meeting - Thursday, February 19, 2004
TDA Pesticide Programs Conference Room

Stephen F. Austin State Office Building

1700 N. Congress, Austin, TX

After determining that a quorum was present, President Steve White called the meeting to order at 9:00 am, 2/19/04.  The following TVMA members were present:

Steve White, Don Telge, Paul Northcutt, Stan Jones, Rich Hendler, Craig Johnson, Steve Prather, David Wall, George Pylant, Brent Jones, Mike Meador, Rob Brooks and Jim Cruser. 

Paul Northcutt read the minutes of the previous meeting of 12/2/03.  A motion was made, seconded and approved to accept the minutes as read.  Paul reiterated that the minutes are maintained on the TVMA web page.

Officer Reports were given as follows:

President’s report: 

Steve discussed the 2004 Legislative Affairs dinner and the reasons for canceling the function.  Steve invited Rich Hendler, Chair of the Legislative Affairs Committee, provided an update on the cancellation of the 2004 Legislative Dinner.  He indicated that due to the legislature not being in session, and due to very poor commitment, the legislative dinner was cancelled.  Rich suggested that we look at perhaps holding the meeting when the legislature is in session (every two years).

Vice President – 2004 Program Chair Report: 

David Wall discussed the results of the 2004 Program Committee meeting which met on 2/18/04, in the TxDOT offices at 150 E Riverside Drive, Austin, TX.  Attendees included David Wall, Steve Prather, Don Telge, Rob Brooks, Brent Jones, Paul Northcutt, and James Koenig. The committee has prepared a draft schedule for the October 11-13, 2004, conference and the draft schedule was discussed.  We hope to again hold a golf and a sporting clay or skeet tournament for scholarship fund-raisers. David indicated that we are considering a second reception on Tuesday evening. David asked Don Telge to provide an update of the training-related activities:

Don Telge advised that Don Renchie and Mary Ketchersid, Texas Cooperative Extension, both had conflicting engagements during our 2004 conference, and could not attend.  Don Renchie did say that there was a possibility that he or Mary Ketchersid might be able to adjust their schedule to spend some time at the meeting. Don indicated that the Program Committee felt it would be more appropriate to conduct the training with in-house TVMA personnel and possibly lower the cost to the attendees who come to the conference to receive training to sit for the TDA exam. Don Telge will take the lead on the training and develop the training course modules, and solicit the help of other TVMA leaders to teach other course modules.  The course will be designed to help candidates pass the TDA examination.  David also indicated that we also wanted to permit the training candidates to participate with as much of the conference activities as possible, rather than being treated as “separate.”  Don indicated that he planned on coordinating the training session without additional cost to the Association.

David indicated that the Program Committee was not in a position to recommend to the board what the final cost for the training program would be, as he was still finalizing up the costs of the dinners, receptions and breaks, but he felt it should be less than the standard registration fee of $125.  The intent would be more to cover actual costs, and set the fee as low as possible to encourage participation. 

David Wall indicated that Susan Combs had declined our invitation to speak at our conference due to a scheduling conflict. 

David had met with the Hotel and has a good estimate on the hotel bill ($13,000) at the current time (not including tax).  David and Paul discussed the suggestion made that the Board should consider offering a reduced fee to non-profit associations.  Stan Jones indicated that while he was supportive of permitting non-profit associations to exhibit at a reduced fee, he wanted to insure that full-price exhibitors would not be crowded out by non-profit exhibitors.  David and Don assured Stan and the Board that the San Antonio venue had ample room for exhibitors, and that this should not be an issue. David asked for the Board’s pleasure on this issue.  The Board discussed this matter and potential costs. 

Don Telge made a motion that we set a reduced rate for non-profit associations to exhibit and that the cost be determined by the Program Chair.  The motion was seconded by Steve Prather. The motion was approved with one dissenting vote from Stan Jones.

Stan indicated that if we needed to advertise it on the web site, we needed to know the cost figure now.  Stan recommended that we amend the motion and set a price during this meeting.  After discussion, an amended motion was made by David Wall that the reduced fee for non-profit exhibitor fee to be set at $150 which would include registration for one(1) person and one table.  Stan Jones seconded the motion.  The motion was approved unanimously.

David also talked about the possibility of giving special recognition to our “upper level” sponsors and provide this recognition during the conference.  Paul indicated that paper certificates would be approx $10 each, and the plaques would cost approx $50 each.  David felt it important that we recognize upper level sponsors.  David also advised that the Committee also felt it important to recognize the key committee members for their hard work.  The committee will continue to work on ways to recognize key members of the Association.

Phil Tham and Randy Rivera, Texas Department of Agriculture, were recognized at this point, and invited to make any comments to the Board they felt appropriate. Phil welcomed the group to the TDA offices, and expressed his desire to facilitate our efforts in any manner we desired.  Phil indicated that the licensing function had been re-organized into a different program within TDA.  Questions about the status of license renewals will now be directed to the new group of licensing individuals (including pesticide dealers, nursery-floral, etc.). Randy Rivera advised that if someone still has not received their license renewal, they should call 1-800-TELL-TDA.  Phil indicated that there should be soon a new menu which will help you navigate to the correct area within TDA.  Randy Rivera indicated that a list of currently licensed applicators was available through TDA; an email or written request must be received; cost would be minimal if at all. Randy Rivera also advised that the decal issue was becoming contentious, only because the TDA was not getting the decals out in the field.  The TDA is trying to refine decals to register application equipment – their current plans are to move those decals out to the TDA field offices; perhaps the field inspectors will carry decals, and can issue decals when they visually inspect the equipment. The decal issue is required by law, and they will continue to work on streamlining this issue.  Randy also indicated that from 9/1/04 forward, political subdivisions non-commercial license fees will be waived.  For this year only, the fee will be globally waived.  The law requires that each agency send a letter including the list of current applicators and requesting a fee waiver.  This will be an annual requirement; each year the agency must list those applicators who work for the political entity, and certifies that the “following people work for the x political agency, and will use those licenses during the conduct of their official business”.  TDA will post these annual agency certification requirements on their website. Exams will also be fee-exempt if the license is fee exempt.  Details are being worked out now by TDA. 

Program Committee & VP Report

David indicated that we might set up a booth to provide TVMA merchandise.  The committee feels this is an appropriate item to accomplish.  We have not heard back from Ron Held from the tax liabilities of this issue, but we felt that if we solicited donations only, it should preclude any tax problems.  We will continue to work with Ron on this issue.

We also recommend a reduced fee for spouse / guest, to permit them to attend receptions, luncheons, etc.  David Wall made a motion that TVMA establish a spouse/guest registration fee of $50.  The motion was seconded by Stan Jones.  After discussion to indicate that spouses/guests would not become members of TVMA, and the fact that the web registration form would indicate that your guest/spouse would be attending with “X” member, the motion was approved unanimously.

Door prizes were discussed, and we plan on soliciting door prizes from exhibitors and members.

Signs and banners were discussed.  It was advised that we had those items already – David Jalowy should have them.  Paul Northcutt is to contact David and ascertain the status of those items.

Treasurer’s Report:

Paul Northcutt went over the Treasurer’s report provided by Myron Rabalais.  Paul indicated that two income areas were outstanding:  the CEU training class recently conducted  in Harris County; and the TCEQ exhibit fee for Arlington.

The Treasurers report was accepted as read.

Secretary-Editor Report

Paul Northcutt indicated that his deadline for articles for the next issue of the CLIP was by the end of February and that any articles from TVMA board members were needed ASAP.  It was discussed to place the information given by TDA into the CLIP regarding the decals and the fee-exempt situation.  Paul discussed the recent updates to the web page, and advised that the 2004 hotel reservations were available “on-line” or the 1-800 number was now available on the web page.   Anything else on the web page the Board was needed, please let me know.  Paul advised that he would create a “links” page on the Web site to the TDA and other associations. Web page advertising was discussed.  Upper level sponsors, Platinum, Gold and Silver, have a link in the web page.  All other advertisers must pay for advertising.

Paul will update the advertising issue and place information in the next issue of the CLIP

Committee Reports

Parliamentary, Historical, Membership committee reports were not received. 

Scholarship Report- Rob Brooks

Rob Brooks indicated that there might be a miscommunication regarding “plaques” to the winning students.  He plans on writing the notices and get them out to the schools no later than the 1^st week of April.  Rob recommends changing the scholarship amounts. Currently we give $500 for upper level students, and $250 for freshmen and sophomores.  Rob thinks we should increase up to $1,000 and $500, which might increase the interest in the scholarship program. Rob indicated we gave out over $3,000 - $3,500 in scholarships last year. The Board discussed this item, and felt that higher scholarships might increase interest and applications which is the primary purpose.  The Board discussed setting a limit on the scholarships awarded each year, while increasing the monetary amount of the award.

After discussion a motion was made by David Wall for this year (2004), the scholarship cap be set at $4,000.  The motion was seconded by Don Telge, and approved unanimously by the Board.  

Stan Jones made a motion that the Scholarship amount be increased to $1,000 for upper-level students, and $500 for lower-level students.  The motion was seconded by Steve Prather and approved unanimously by the Board.

The board indicated that suitable paper plaques be presented to the Scholarship recipients.  Further, travel and conference registration fees would not be waived for the scholarship recipients. The awards luncheon would be provided, but no other items.

Rob indicated that he had a list of 12-13 schools to contact.  Rob will furnish a list of academic contacts to Paul Northcutt who will update the web page.

Legislative – Rich Hendler.  No additional reports.   Paul Northcutt and Don Telge agreed to serve as members of the legislative committee.   Steve White indicated that the deposit given to Texas Land & Cattle Company was left with the understanding that we would be back – the manager was agreeable to that arrangement once we decided on a new date.

Jim Cruser volunteered to serve on the Scholarship Committee.

Paul Northcutt will include an item in the newsletter and the web page to solicit volunteers for TVMA committees.

Rob Brooks also recommended that the Scholarship Committee should be very involved in the scholarship-fund raising activities (golf tournament / Sporting clays).  The Board agreed that those items should be coordinated by the Scholarship Committee chair.

At this point, President White and Rich Hendler excused themselves, to meet with a group of foreign dignitaries from Macedonia and Bulgaria to discuss TVMA’s role and how we work within our state.  The meeting was continued by Vice-president David Wall.

Unfinished Business:

The Board discussed increasing bank balances in the event that TVMA’s finances continued to be beneficial and to grow.  A recommendation from the Program Committee was that one way would be to make grants to associations, civic groups, etc. in the name of TVMA. This issue was tabled for the next Board of Directors meeting.

The item of “Interest Bearing Checking Accounts” was tabled for discussion at the next meeting.

New Business:

TVMA Brochures were discussed.  The current brochure was discussed and advised the old address was on the form. Paul indicated estimated costs for preparation.   The Board authorized Paul Northcutt to proceed with preparation of a new brochure for TVMA

The Board Addressed changes needed to the TVMA By-Laws.  Pages 1 of through Article V(4) on Page 7, read and discussed by the Board.  Board members made recommended changes to each of these pages.  Paul Northcutt will send out the changes made to these changes to each Board member, and members will be prepared to discuss changes needed to pages at our next Board meeting on 5/18/04.  Paul indicated that we must complete this item by the next board meeting in order to get it out to the membership by 30 days prior to the 2004 Annual Conference. The Board instructed Paul Northcutt to check with Ron Held to see if a list of the Charter Members of the Association was available.

The Board changed the Director makeup category by adding the “Utility” category to the Board member listing, leaving 4 members “at-large”. That suggestion was accepted by the Board.

Next meeting will begin with the review of Article 6 of the TVMA by-laws.

Steve White reported on his meeting with the representatives of Bulgaria and Macedonia and felt that his presence was merited and that they gained from the TVMA experiences.

Paul Northcutt re-iterated that in coordination with Steve White, a PowerPoint presentation on the TVMA had been created.  It was decided to preview this presentation at the next Board meeting, and make them available to the membership, once the presentation was finalized.

The Board discussed whether we should send out dues cards for those members who attended one conference, but did not attend the following conference.  The Board authorized the Secretary-Editor to send out dues notices to those members who attended the 2003 Conference in Arlington, but who did not attend the 2004 Conference in San Antonio, and for each year thereafter as a routine matter.  

There being no further business, the Board meeting was adjourned at 12:00 pm, 2/19/04.

Respectfully submitted,

Paul Northcutt, TVMA Secretary-Editor

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