National Executive Committee Meeting Minutesashe.pro/downloads/10.07.11_Executive_Committee... · 10/7/2011 · G. Officer and Direction Nominations for 2012-2013 - Hetrick The nominations

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National Executive Committee Meeting Minutes

Place:

DoubleTree Hotel Wilmington Downtown Wilmington, Delaware

Date &Time

October 7, 2011

Present: Name Calvin W. Leggett, P.E. P. Frank O’Hare, P.E. Thomas Morisi Charles L. Flowe, P.E. David W. Jones, PE John L. Hetrick, P.E. Shirley A. Stuttler Sandra K. Ivory Richard S. Prentice Samir D. Mody, PE

Office President First Vice-President Second Vice-President Secretary Treasurer Immediate Past President President’s Assistant Chair, Public Relations Chair, Membership, Student, CEU Chair, New Sections

Absent:

None

Note: Actions of the Executive Committee are highlighted in yellow. Assignments or actions pending are highlighted in green.

I. Call to Order & Welcome - Leggett After welcoming the group, Leggett reported that he is scheduled to attend the OTEC conference in Columbus, Ohio, along with section meetings in Pittsburgh and Atlanta. The Best Western Ramkota Hotel in Bismarck, ND was approved as the site of the 2014 National Conference.

ASHE National Executive Committee Meeting Wilmington, DE October 7, 2011

Page 2 II. Old Business

A. Officer and Director Travel Mileage Reimbursement at $0.55 per mile

– Flowe O’Hare made a motion that the mileage rate of $0.55 per mile be approved for National Board travel reimbursement.–Second was by Morisi and the motion was approved.

B. At-Large Membership Recommendation – Prentice The Society sees the need to accommodate at-large members. These are members who do not live within the geographic boundaries of an existing section. Discussions centered around who to assign the responsibility of overseeing the at-large members. The conclusions reached were that the responsibility be assigned to an active board member or committee chair. There was the recommendation that the Membership Committee Chair be assigned this responsibility. This will be discussed as part of the strategic planning session in January. Prentice will bring a recommendation from the Membership Committee to the January Board Meeting.

C. Managing Potential Partnerships – Ivory Partnerships with other societies and professional organization offer the opportunity to expose ASHE to new potential members in strategic geographic areas. The concern is that trading conference for conference attendance generates large unbudgeted expenses beyond the booth and attendance costs. Ivory pointed out that a decision needs to be made as to whether each partnership is of real value. If so, budgets need to be established and the partnerships need to be approached strategically. We also must follow up on all contacts made at a conference to avoid losing the value of attending the conference. Planning for where we are going with partnerships needs to be included in the strategic planning session in January. A strategy for capitalizing on AASHTO/Regional AASHTO conference opportunities needs to be institutionalized. There are large costs and large opportunities associated with these conferences. For conferences in general, there are large efforts beyond the costs. Much manpower is required to effectively staff a booth at a conference. Two people at a minimum must attend, perhaps someone from National and someone local. Our strategy as to whether these opportunities should be


Page 3

used to reach new areas, strengthen areas where we already exist, or both needs to be decided. Ivory will draft a follow-up form letter for use in sending to people who walk up to the booth. She will also develop a follow-up procedure for presentation at the January Board Meeting and Strategic Planning Session.

III. New Business A. SCANNER Contract Renewal

Wanner’s new contract increases costs from $1,460.00 an issue to $1,500.00 per issue. Leggett signed the agreement (copy attached as Exhibit 1). Hetrick met with Jennifer Summers of Wanner’s office to discuss concerns prior to recommending that the agreement be signed. The timeframe to publish the SCANNER will be reduced from 2.5 months to 2 months. Hetrick noted that we need to increase our advertising base. Leggett will prod the Board to increase our efforts to market the SCANNER to additional potential advertisers. Jennifer will follow up any leads provided.

B. Multiview Request to Approach SCANNER Advertisers – Hetrick Multiview has requested that they have access to the SCANNER advertisers to market sponsorships Much concern was expressed about the SCANNER advertisers be approached by ASHE for additional advertising. There was also the opinion expressed that the SCANNER’s advertisers are not the audience that Multiview is seeking. The conclusion was that Multiview should not have access to the SCANNER advertiser listing.

C. Guidance Regarding Limiting Number Of Free Scanners Used for Society Exposure – Hetrick Roger Carriker, president of the Mid-Atlantic Region has requested that strategic transportation officials be added to the group that receives free copies of the SCANNER. Flowe reported that 275 officials receive free copies currently and that Carriker’s request was consistent with current policy. There had been discussion about whether there should be limitations placed on the number of free SCANNERs permitted. The consensus was that there was no concern, the cost is small compared to the potential benefits. Leggett questioned the possibility of sending a


Page 4

SCANNER mailing broadly with a jacket attached to generate new interest and advertisers. Hetrick stated that this would be explored with Wanner.

D. New Sections Committee – Support for Sam Mody and Current Lack of Interest. Mody reported that there is a great deal of interest in ASHE from people accessing the website. This interest is not generating anyone who is interested in accepting a leadership role in creating new sections. In addition, the New Sections Committee members who are championing new sections are finding lack of interest in areas that was moving forward with enthusiasm until recently. Tom Ziegler reported that Alabama DOT is not willing to support another organization at this time. The Portland initiative has lost traction. Bill Warden has had to back off due to work commitments. The committee seems to have hit a roadblock and Mody is concerned and frustrated. The procedure for managing persons interested in joining ASHE from an area not supported by a local section is that Stuttler forwards the e-mail request to Mody. When Mody receives the e-mail, he replies to the contact with an e-mail within a week, less time if the request comes later in the week. (Mody usually replies on the weekends.) Leggett asked Mody how National can help support him in his efforts. He asked whether an at-large membership category might be a way to capture potential members of a new section and keep them as members of the Society until there is enough of a critical mass in an area to effectively start a section. Perhaps inviting the local champion to a National Board Meeting or a National Conference would help to generate some interest. More discussion about how to manage at-large memberships ensued. The conclusion of the discussion was that both at-large membership and the logistics thereof and support to make the New Sections Committee more manageable will be part of the Strategic Plan discussions in January. In the meantime, Mody, Prentice, and Ivory will get together and begin to frame some ideas for presentation in January. Mody will approach Tammy Johnson about accepting a position as Secretary to an “At-Large” Section.

E. Audit Results - Jones Jones reported that the audit results are in with positive results and that there were only minor deficiencies identified. Of those, two were discussed as being impractical for our organization to remedy. The first of


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the two is that we use our accountant to audit and provide internal financial controls. Since the auditor is external to the Society he cannot provide the recommended external controls. The second deficiency for which there is no current cure is that there is not a good system of checks and balances because of the small staff and the lack of segregation of duties. This is mitigated by the close involvement of the Board of Directors. This close involvement is encouraged until such time as the Society has the means and the need to hire the personnel necessary to provide the recommended checks and balances. There were also minor discrepancies in the payroll records and withholding records over the past year, all of which have been corrected. A better paper trail documenting payroll and withholding will be implemented.

F. Award guidelines – Pearson, Member of the Year, Member of the

Year, Young Member of the Year, Lifetime Achievement Award - Hetrick The Nominating Committee has developed revised guidelines for the Robert E. Pearson Award, The ASHE Member of the Year Award, and the ASHE Young Member of the Year Awards and guidelines for a new Lifetime Achievement Award. These were submitted to the Executive Committee for review prior to the meeting. There was discussion as to whether GPA and graduate degrees are meaningful in determining eligibility for Young Member of the Year award. The conclusion of the discussion was that college was irrelevant. Hetrick made a motion that the award guidelines be accepted as written with the exception of eliminating the GPA request on the application for the Young Member Award. Morisi seconded the motion and it was approved. The Award Guidelines are attached.

G. Officer and Direction Nominations for 2012-2013 - Hetrick The nominations received to date for 2012-2013 are as follows: Second Vice President – Gerald J. Pitzer, PE, Robert A. Hochevar, PE, Robert M. Peda, PE, Samir D. Mody, PE Director – Great Lakes Region – Scott D. Seaman, PE Director – Mid-Atlantic Region – Michael R. Martin, PE, David A. Greenwood, PE


Page 6 IV. Closing and Adjournment

Respectfully submitted, Charles L. Flowe, PE National Secretary

Attachments: Robert E. Pearson, PE Award Guidelines Member of the Year Award Guidelines Young Member of the Year Award Guidelines ASHE Lifetime Achievement Aware

AMERICAN SOCIETY OF HIGHWAY ENGINEERS

ROBERT E. PEARSON/PERSON OF THE YEAR

The National Board requests that each Section give serious consideration to selecting a

nominee for our Society’s most prestigious award, the Robert E. Pearson/Person of the

Year Award, given annually during the National Conference. Membership in ASHE is

not required to be eligible for this award. Deadline for nominations to be submitted to

National is February 15.

An individual currently serving on the National Board is not eligible for nomination for

this award.

The Section should not consider a person solely because he/she has designed, built, or

been in charge of many millions of dollars in highway work. This, they do, because they

are employed to do so. While this information would provide the necessary background

(resume) information, National is interested in what the person does or has done outside

of their employment for the good of the highway industry. In determining this, the

Section should respond to the following questions:

a. Is this person active in any highway-related societies and, if so, for how

long and did this person hold any offices?

b. Has this person’s impact on the highway industry been at least statewide?

c. Has this person shown that he/she is willing to give personal time for the

good of the industry? If so, give specifics.

d. Does this person have the overwhelming respect of his/her peers?

e. Any notable achievements within the past year related to the highway

industry?

In conjunction with this award is the Russell Horn $1,000 Grant, which is given to the

favorite charity of the recipient of the Robert E. Pearson/Person of the Year Award.

Russell E. Horn, Sr., P.E., is the Founding Father of the York, Pennsylvania Engineering

Firm, Buchart Horn, Incorporated. He is a Charter Member of the First Section of ASHE

in Harrisburg, PA and is the 17th name to appear on the Original Charter.

Finally, the Section should keep in mind that this award differs from the President’s

Award. The President’s Award is given at the sole discretion of the National President

and is normally based on the recipient’s contribution to ASHE, on a National basis.

Judging of nominations will be performed by the ASHE National Nominating

Committee.

SUBMISSION GUIDELINES:

• All portions of the nomination package, including forms, must be typewritten on

8-1/2 x 11 plain white paper.

• Typewritten fonts must be 12 point size as a minimum.

• The entire application package should be scanned and saved in portable document

format (pdf) and submitted via email to the the Chair of the National Nominating

Committee by February 15 of the year that the award is to be presented.

SUBMISSION CONTENT:

The nomination package should contain the following items:

• Completed Nomination Form

• Completed Public Relations Form

• Letter of Recommendation

• High Resolution Color Photograph of the Nominee Suitable for Publication

The electronic application should be submitted in a single file, organized as described

above. If the file is too large to be emailed to the Chair of the National Nominating

Committee, then the application can be split into a maximum of two files and submitted

via two separate emails.

SUBMISSION INSTRUCTIONS:

• Complete and sign the Nomination Form

• Complete and sign the Publication Relations Form

• Prepare required copies and information in electronic format (pdf).

• Email the electronic Version of the package to the Chair of the National

Nominating Committee by February 15.

NOMINATION PACKAGE CHECKLIST:

� Nomination Form

� Publication Relations Form

� Electronic High Resolution Color Photograph

� Nomination Package in Electronic Format (pdf)


NOMINATION FORM

DATE OF APPLICATION

NOMINEE INFORMATION Name (Last, First, Middle): Mr./Ms.

Home Street Address:

Home City, State, Zip Code:

Daytime Telephone: ( )

Email:

Professional Licensure (Type, State, License No.) If Applicable:

Name and Location of Employer:

ASHE SPONSORING SECTION INFORMATION Sponsoring ASHE Section: Region:

Section Representative Name:

Position (Must be Director or Officer):

Daytime Phone Number: ( )

Email:

(Not required to be an ASHE Member.) Section Representative Signature: Date:


PUBLIC RELATIONS INFORMATION

Please provide the name of at least two local newspapers or other publications for publicity purposes: 1. (Name & Mail Address)

2. (Name & Mail Address)

SIGNATURE AND RELEASE (PLEASE READ) I certify that the information I have provided is complete and truthful. I declare that I

have not been convicted of any crime and that my professional licensure has not been

revoked or subject to fines for any reason. I understand that ASHE and its

representatives or assignees may publish and/or distribute press releases or other

information related to the award in print, electronic and other media. Information

released may contain my name, city of residence, employer, photograph and other

information submitted in this nomination package, excluding my home address, telephone

and email addresses and date of birth. I understand that ASHE is not responsible for

errors or omissions in any published materials not owned by ASHE.

Nominee Signature: Date:


MEMBER OF THE YEAR

The National Board requests that each Section give serious consideration to selecting a

nominee for this prestigious award that will be presented at the ASHE National

Conference, and should not be confused with the Robert E. Pearson/Person of the Year

Award. The deadline for submitting Member of the Year nominations to National is

February 15 of the year that the award is to be presented.


this award.

This award is for ASHE Members only and the Region/Section should consider members

that have contributed to ASHE. In determining this, the Region/Section should

demonstrate the following:

a. When did the nominee join ASHE?

b. Has the nominee held any Region/Section offices or served on a National

Committee? Please list all positions and dates.

c. How has the nominee impacted ASHE?

d. Has the nominee shown that he/she willing gave personal time for the good of

ASHE?

e. Does the nominee have the overwhelming respect of their ASHE peers?

f. List notable achievements with ASHE within the past year.


Committee.

The award will be presented at the ASHE National Conference. The selected nominee

will be notified in advance of the conference and will be invited to attend and receive a

full conference registration and $500 maximum stipend to offset the total travel costs

(including hotel and his/her guest).

Finally, the Section should keep in mind that this award differs from the President’s

Award, which is given at the sole discretion of the National President and is normally

based on the recipient’s contribution to ASHE on a National basis.




• Typewritten fonts must be 12 point in size as a minimum.


format (pdf) and submitted via email to the Chair of the National Nominating


SUBMISSION CONTENT:





• Description of Individual’s Contribution to ASHE







1. Complete and sign the nomination package.

2. Obtain the signature of the ASHE Section Representative.

3. Prepare required copies and information in electronic format (pdf).

4. Email the electronic version of the package to the Chair of the National



� Nomination Form

� Public Relations Form

� Letter of Recommendation (one page maximum)

� Description of Individual’s Contribution to ASHE



MEMBER OF THE YEAR

NOMINATION FORM

DATE OF APPLICATION





Email:


Name and Location of Current Employer:





Email:

I hereby certify that (applicant) is a member in good standing of ASHE: Section Representative Signature: Date:

MEMBER OF THE YEAR















YOUNG MEMBER OF THE YEAR The National Board requests that each Section give serious consideration to selecting a


Conference. The deadline for submitting Young Member of the Year nominations to

National is February 15 of the year that the award is to be presented.


this award.

This program has been established to recognize young ASHE members who have made

outstanding contributions to the highway/transportation industry and their communities

during the early years of their careers. To be eligible for nomination, candidates must

meet the following criteria:

• Must be 35 years of age or younger as of January 1, of the year the award is to be

presented.

• Must be a member in good standing and active with ASHE at the Region/Section

and/or National level.

All nominations must be sponsored by a local Section of ASHE. Visit

www.highwayengineers.org for information on individual ASHE Sections. Candidates

can only be sponsored by one Section. There is no limit to the number of nominations

that an individual Section can sponsor.

There will be one ASHE Young Member of the Year award presented based on the

highest composite score of the following six ranking criteria:

• Professional and technical society activities (30%)

• Professional/career achievements (30%)

• Civic and humanitarian activities (15%)

• Educational achievements (10%)

• Letter(s) of reference (10%)

• Completeness of the application (5%)

Additional details on the ranking criteria are included with the attached nomination form.


Committee.

The award will be presented at the ASHE National Conference. The selected nominee


full registration and $500 maximum stipend to offset the total travel costs (including

hotel and his/her guest).

Nominations must be received no later than February 15 of the year that the award is to

be presented.




• Typewritten fonts must be 12 point size as a minimum.


format (pdf) and submitted via email to the the Chair of the National Nominating


SUBMISSION CONTENT:


1. Completed Nomination Form

2. Description of Educational Achievements (one page maximum)

• Include undergraduate and advanced degrees (give date, major, and

institution, for each); honorary societies (give society and office held);

scholastic awards; organizations (give name of organization and office

held); short courses, seminars, and technical training/certifications;

publications; and other activities

3. Description of Professional/Technical Society Activities (National, Regional and

Section levels) (one page maximum)

• List any offices held, committee assignments, and awards at each level

• List notable achievements with ASHE within the past year.

4. Description of Civic and Humanitarian Activities (one page maximum)

• List offices held and committee assignments

5. Letter of Reference (one page maximum)

• Insert a signed letter of reference from an individual who can attest to the

nominee’s accomplishments and personal character. The letter should be

written by an individual within the highway industry and should include

the name, address and employer of that individual. Letters from current or

former ASHE officers will carry more weight.

6. Description of Professional/Career Achievements (two page maximum, excluding

resume)

• Include, but not limited to, current position (title, company, or institution),

responsibilities (number of any subordinates, annual budget),

accountability (position, function, nature of challenge), patents applied for

and awards

• Include a current version of your resume (two page maximum)

7. High Resolution Color Photograph of the Nominee Suitable for Publication

The electronic application should be submitted in a single file organized, as described





1. Complete and sign the nomination package.

2. Complete Public Relations Form

3. Obtain the signature of the ASHE Section representative.

4. Prepare required copies and information in electronic format (pdf).

5. Email the electronic version of the package to the Chair of the National Nominating

Committee by February 15.


� Nomination Form


� Description of Educational Achievements

� Description of Professional/Technical Society Activities

� Description of Civic and Humanitarian Activities

� Letter of Reference (one page maximum)

� Description of Professional/Career Achievements

� Resume



YOUNG MEMBER OF THE YEAR

NOMINATION FORM

DATE OF APPLICATION





Email:

Date of Birth (MM/DD/YYYY):


Name and Location of Current Employer:





Email:


YOUNG MEMBER OF THE YEAR

PUBLIC RELATIONS FORM














LIFE TIME ACHIEVEMENT The National Board requests that each Section give serious consideration to selecting a


Conference. The deadline for submitting nominations to National is February 15 of the

year that the award is to be presented.


this award.

This award is for ASHE Members only and was established to recognize an ASHE

member who has supported the organization throughout their career. In determining a

nominee, the Region/Section should consider the following:

a. When did the nominee join ASHE?

b. Has the nominee held any National/Region/Section Offices? Please list all

positions and dates.

c. Has the nominee served on any National/Region/Section Committees? Please list

those committees.

d. How has the nominee impacted ASHE and what are their notable achievements:

1. Within ASHE

2. Corporate/Government Positions held

3. Career Achievements affecting ASHE


Committee.

This award will be presented at the ASHE National Conference. The selected nominee


full registration and $500 maximum stipend to offset the total travel costs (including

hotel and his/her guest).




• Typewritten fonts must be 12 point in size as a minimum.


format and submitted via email to the Chair of the National Nominating

Committee by February 15th of the year that the award is to be presented.

SUBMISSION CONTENT:





• Description of Individual’s Contribution to ASHE



above. If the file is too large to be emailed to the Chair of the National Nomination




• Complete and sign the Nomination Form.

• Complete the Public Relations Form

• Obtain the signature of the ASHE Section representative.

• Prepare required copies and information in electronic format (pdf).

• Email the electronic version of the package to the Chair of the National



� Nomination Form


� Letter of Recommendation (One Page Maximum)

� Description of Individuals Life Time Contribution to ASHE (See Page 1 - Items a

thru d.)



LIFE TIME ACHIEVEMENT NOMINATION FORM

DATE OF APPLICATION





Email:


Employment History (Name, Location & Title):





Email:


LIFE TIME ACHIEVEMENT














Documents

National Executive Committee Meeting Minutesashe.pro/downloads/10.07.11_Executive_Committee... · 10/7/2011 · G. Officer and Direction Nominations for 2012-2013 - Hetrick The nominations