TVMA BOARD OF DIRECTORS MEETING
May 10, 2005
Brazos County
Extension Offices, Bryan,
TX
There being
a quorum present, President David Wall called the May 10, 2005 TVMA Board
Meeting to order at 9:00 am on May 10, 2005.
The following members were present:
David Wall, Stan Jones,
Howard Pierson, Steve White, Don Telge, Craig Johnson, James Cruser, Myron Rabalais, George Pylant,
Steve Prather, Rick Bennett, Ray Erwin,
Rob Brooks, A.J. Thibodeaux, and Paul Northcutt.
Paul Northcutt read the minutes of the February 8,
2005 TVMA Board of Directors meeting. A motion was made, seconded and approved
to accept the minutes as read.
Officer
Reports were received as follows:
President: David Wall
thanked everyone for attending the meeting and reviewed the schedule. David indicated that Ms. Amy Brown with the
BCS Convention and Visitors
Bureau would make a presentation, and Dr. Scott Senseman of Texas A&M would also attend to discuss
research possibilities.
Vice-President:
Ray Erwin provided an update on the 2005
Conference. Ray has discussed with
Osprey Fishing regarding the bay fishing tournament for South Padre. It will be held from 1:00 pm to 5:00 pm on
Monday. They will furnish all equipment,
tackle, bait, etc. The Board recommended
to Ray that we guarantee 30 attendees, although the vessel can hold more than
30 participants. They will provide all
gifts (certificates, tee-shirts, caps, hats, etc )
free. A deposit of ½ the total fee is
due after the decision is made. Ray will
work with Myron on the deposit to Osprey Fishing. Ray indicated that he has refined the
conference expenses and discussed those line items with the Board. A MOTION WAS MADE, SECONDED AND APPROVED
BY THE BOARD THAT $26,000 BE ALLOCATED FOR THE 2005 CONFERENCE BUDGET. Ray indicated that speakers had been
providing good support. Ray has also
contacted several of the upper-level sponsors and received assurance that they
will exhibit at the same level in 2005. The
Radisson has indicated they would not charge extra for decorations for the
beachside function. So far,
approximately 2 speakers have indicated they will need financial support. Ray will be confirming the golf tournament,
likely at the South Padre Golf Club in the near future. Ray expects that most details will be finalized
by the 1st of July.
Ms. Amy Brown provided a brief presentation and a proposal
to host our 2006 Annual Conference on behalf of the Hilton College Station and
the Bryan College Station Convention and Visitors Bureau. Julie Harrington is the contact with the
Hilton.
Treasurer:
Myron Rabalais distributed the Treasurer’s
report. Myron indicated that the
checking and the scholarship accounts have been consolidated into a single
account. Myron has opened a 9-month
CD. The term is 9-months, but money can
be removed after 30 days without penalty.
Interest rate is low, but significantly higher than our existing
“interest-bearing” accounts. Myron
provided the cash flow report. We currently have a positive cash flow of
$1,887.30. Myron updated the Board that
the 2004 conference cost $22,413.00.
American Express has refunded TVMA for collection fees stemming from the
2003 conference using their merchant account for credit cards. Our total current net worth is
$31,644.52. Myron indicated that our
accounting firm indicated that while we have finalized tax-exempt status with
the IRS, we have not completed the process to obtain tax-exempt status with the
State of Texas. The accountant is working on that currently
and that process should be completed within a month or two. The filing of a tax return was discussed by
the Board. The accountant indicated that
one for 2005 was not required. Myron will discuss with the accountant on
when a tax return should be filed on behalf of TVMA. It was discussed and
agreed by the Board, that revenue coming into TVMA goes into the general fund,
and allocations made to the Scholarship fund as necessary to fund scholarship
awards, as history has shown that we seldom if ever receive recreation income
sufficient to fully fund scholarships. Myron
does track recreational income separately.
A MOTION WAS MADE, SECONDED AND APPROVED BY THE BOARD TO ACCEPT THE
TREASURER’S REPORT.
Secretary-Editor:
Paul Northcutt reported the web page had been
updated to reference the July 2005 CEU training, including registration
forms. The web page has also been
updated to include all current links on the 2005 Conference including exhibitor
and attendee registration forms, plus lists of exhibitors, golf and fishing
participants. The program will be placed
on the web soon as well as the specific golf and bay fishing. An exhibitor layout was requested and Paul
advised that he was working on placing that layout on-line. Three electronic mailouts
were sent to all TVMA members: (1) March
2005 re EPA final rule; (2) April 2005 initial 2005 conference announcement;
and (3) July 2005 CEU training announcement.
Paul updated on conference signups via Acteva
which is working well.
Past-President: Steve
White provided the past-president report.
Steve has received the historical records binder from Bruce Moore. The packet is loaded with information, memos,
letters, newsletters.
Steve will be summarizing the info and getting with the Secretary-Editor
to create a “History” page on the web site.
Steve attended the Trinity Blacklands seminar
in Grand Prairie;
it was a professional seminar with many attendees and interesting
speakers. Many Steve spoke with were
interested in sharing our information or seminars. We need to send the CEU training flier to
this Association as many of their members need CEU information. Steve has not selected a trip to a state VM
association; he will continue to look into it.
Steve will continue discussing with ISA on possible joint
opportunities.
Committee
Reports were given as follows:
Nominating: David
Wall reminded everyone that we have a VP plus three Board members to
elect. David solicited any interest in
the Board for VP. David asked all Board
members to encourage members send nominations for potential board members.
Internal Audit: Although
our by-laws state that an internal audit will be performed every two years,
Myron indicated that his plans are to conduct an internal audit annually.
Membership: Scott Dunham send his
report in by email. Scott sent an email
regarding reminders to the membership drive on the membership page (already on
the web); Scott also recommends that we contact other state VM associations to
invite them to our conference. Paul was directed to discuss with Scott to
see what his intent was with regard to other state VM associations.
2005 Program – No additional comments were given.
Scholarship: Rob
Brooks indicated that all solicitation letters were sent out in early March
2005. One application has already been
received. Rob will make another push for
scholarship requests during the Fall. Schools which were sent information included, Sam Houston, Stephen F. Austin, Sul Ross, Tarleton, A&M
Kingsville, Texas A&M, Texas State,
Texas Tech and West Texas
A&M. Personal contacts have been
made with each school. A new spreadsheet
has been created to consolidate all scholarship and contact information. Fund dispersal to the schools in lieu of the
recipients was a very easy process and worked well during 2004. We’re already working for silent auction door
prizes. A MOTION WAS MADE, SECONDED
AND APPROVED BY THE BOARD TO ESTABLISH A $4,000 MAXIMUM LIMIT FOR SCHOLARSHIPS
DURING 2005. In the event that additional funds are
required, the Board can act on that at that time.
Dr. Scott Senseman, Weed Science
Department of Texas A&M was introduced and the
possibilities of TVMA working with universities about Research was
discussed. Dr. Senseman
provided general background on potential costs and procedures involved in funding
research. One potential way would be to
provide universities with a “problem statement” and request an RFP with a time
schedule and estimated costs. TVMA could
then secure necessary funding from vendors / members. Dr. Senseman
indicated that any university would normally need at least 2 years or more to
complete a “repeatable” study dealing with vegetation matters, through the
publication of the research. He also
indicated that if TVMA wanted an update presentation from the Universities
during the conference, it would likely increase costs. “Tag-along” funding was certainly
acceptable.
Training: Rick Bennett
indicated that the original date of July 14, 2005, needs to be changed to July
13, 2005 due to parking at the City of University
Park facility.
The room will host 75-100 persons set theatre style. The Board authorized the CEU class to be on
July 13, 2005. There will be no cost for
the facility. We need to advertise as
quickly as possible. Cost will be $50
and will include General membership. Our
next step will be to send an individual letter to all TDA non-commercial
license holders in the Dallas
and surrounding counties. We will also
look at possibly sending fliers to SPCB.
We will send letters to 500-plus to TDA / SPCB. The
board authorized spending required funds to advertise this event.
Legislative:: No report was received, but the
legislative dinner success was discussed.
It was also discussed that TVMA had significant impact on the TDA decal
proposed rule.
Advisory: David
updated the Board on the discussions held with the TDA during our last advisory
board meeting in Austin.
Research: No further
recommendations were received.
Awards: David Wall
provided this report and requested that any nominations for the Lifetime
Achievement Award should be sent to David in letter format. One recommendation has been received (orally)
so far.
Unfinished
Business
No additional unfinished business was discussed.
New
Business:
Ray Erwin discussed “The Knowledge Envelope”
which is e-training who has contacted Ray to see if we would be interested in
developing e-training on our reports.
They would like to develop 10 modules (chapters) on internet, which
would be available for vendors to purchase and purchase CEU training. He could also do “pre-work” surveys to
determine what subject(s) need more work.
This individual indicated that his minimum cost would be $6,000.00 to
develop the 10 modules, plus an annual maintenance fee. He would like to be able to take our concept
and packet to other VM associations. Ray was instructed to work with Rick
Bennett to refine TVMA’s needs, and discussing with the Knowledge Envelope
representative to see if he could possibly provide a presentation to the Board
during the August 2, 2005 meeting.
A MOTION WAS MADE, SECONDED AND APPROVED BY THE BOARD TO
AUTHORIZE THE SECRETARY-EDITOR TO EXTEND THE DOMAIN NAME WWW.TVMA.NET FOR AN ADDITIONAL 5 YEARS AND
SUBMIT A REQUEST FOR REIMBURSEMENT TO THE TREASURER.
Stan Jones reported that the Alabama VMS had
contacted him on the feasibility of participating with them on an advisory
board to discuss common problems, issues and support. David
Wall will call this individual and discuss potential common items.
The next TVMA Board Meeting will be held Tuesday, 8:00
am, 8/2/05, at the Radisson Resort on South Padre
Island, August 2, 2005. As
there will be no reduced conference rates offered for guest rooms, members
should plan on arriving the day prior and stay at hotels of their choice to be
available for the 8:00 am 8/2/05 meeting.
There being
no further business, President David Wall adjourned the TVMA Board Meeting at
11:45 am.
Respectfully
submitted:
Paul Northcutt, TVMA Secretary-Editor