Conference Call
Wednesday, April 8, 2009
1:00 pm Mountain Time

In Attendance:	Excused:
Carol Thurn	John Bodeker
Andy Krajewski	Diane DeVivo
Ken Kiphart
Ray Pierce
Michele Turville
Louie Kyler
Bob Secrest
Ron Thompson
Ruth Wilson

APPROVE MARCH 2009 MEETING MINUTES

• Bob Secrest moved to accept the minutes as presented.  Ken Kiphart seconded.  The motion carried unanimously.

BUSINESS MANAGER’S REPORT – WEBSITE

• Ruth Wilson, Carol Thurn and Michele Turville participated in a conference call to discuss the SMSA website on March 25, 2009.

  • Frank Hurt has now completed all outstanding updates.  SMSA received a $2,630.00 discount for the delay in completing the requested tasks.  Ruth has emailed appropriate states to let them know their materials have been added or deleted as requested.

  • At our next renewal, SMSA will have an additional $80/year fee for a 100 MB increase in space size to accommodate video and audio files that have been added to the website.

• We need to keep in mind as the website grows and we add more audio and video, the space size will have to be increased as well.Each 100 MB increase will cost an additional $80/year.

• Discussed starting new site, with fresh look

• During discussion, decided it would be best to have everything transferred over from the old site to the new site and older information we do not want on the site would be deleted and then re-build from there.  This would be a cost savings to SMSA.

• With the new site Ruth should have access to more including adding site and drop down menus.

• Stock template designs can be used at no cost to SMSA (limited designs).  SMSA can do a custom re-design for the new site for a one-time fee of $1,280.00.

• Ruth Wilson will forward design templates to committee upon receipt.

• May be able to ask Pat Hahn help with a custom re-design if we go that route.

• SMSA previously purchased 50 “Incident Reports” these are used when I ask Hurtdidit how to perform a task/update on the website.  We currently have 20 incident requests remaining, which will come in handy when I start work on the new site.

• Any tasks we ask Hurtdidit to perform on the site such as adding videos and audios will be charged to SMSA per request.

• Discussed annual site fees:

  • $581/year web hosting

  • $375/year Leading Edge – will not apply if we continue with current format

  • $380/year – Cloning of annual survey

  • $385/year – set up to accept credit cards for items other than conference registrations.  There will be no charge for the 1st year if done at the same time of the site re-design.

Discussed contract:

• Frank will provide information on website hosting, detailed list of costs and detailed list of Hurtdidit’s responsibilities to Carol.  Once received, Carol will draft a contract.

NHTSA PDW GRANT FUNDS

• Andy Krajewski reported he has discussed remaining grant funds and how those funds can be used with Michael Jordan at NHTSA.

  • Planning a couple of local PDWs to be taught by Ron Thompson and Diane DeVivo.

  • Locations to be announced.

GOVERNMENT AND INDUSTRY AFFAIRS COMMITTEE

• Nothing new to report.

• Carol Thurn asked committee once again to provide contact information to Ron Thompson for companies/organizations that might have an interest in joining SMSA.

COMMUNICATIONS COMMITTEE

• Michele Turville reported communications are moving forward and on track.

INDIANA

• Carol Thurn reported that John Bodeker was laid off and effective immediately, he is no longer the program coordinator for Indiana.  This was sudden and at this time it is unknown who will be in charge of the Indiana program.

• A replacement will need to be appointed to fill the remaining term on the executive committee for John Bodeker.  John’s term was due to expire August 2009.

• Bob Secrest asked if the committee could write a letter to the Indiana governor.  Carol stated she did not know what could be done and that we need to find out where Indiana is headed and what they are going to do with the program.

WISCONSIN CONFERENCE – NHTSA PRESENTATION – ONTARIO – PINS, SHIRTS –

• Ron Thompson reported he is working on securing a location for the Saturday evening event sponsored by Harley-Davidson.

• Possible locations include:

  • Capitol Rotunda

  • Overture Center

  • Edgewater Hotel

  • Pyle Center – requires buss transportation

  • Madison Club

  • Concourse

• After discussion, committee ruled out;

  • The Overture Center.  They cannot serve meals.

  • The Edgewater Hotel.  If holding the event at a hotel it might as well be the conference host hotel.

• Discussed entertainment for Saturday evening event.  Carol Thurn recommended a production company she has worked with.

  • Ron reported he is currently working on the following tasks:

  • Securing keynote speaker

  • Ordering conference bags

  • Ordering volunteer shirts

  • Sending out sponsor and door prize letters

  • Scheduling volunteers

• Carol Thurn reported Umesh Shankar from NHTSA has agreed to present at the conference.

• Ray Pierce reported he has tried to make contact in regard to presentation from Ontario on several occasions without success.  Will not pursue the Ontario presentation any longer.

• Ron Thompson volunteered to check on a Wisconsin presentation that could be made if needed.

• Stacey Axmaker has also provided two more presentation options that could be used if needed.

• Ruth Wilson will be placing the order for shirts and pins for the conference.  Currently awaiting information on screen-printing.

OTHER

• Carol Thurn received a call from Nancy Selzer Corporation in regard to an actor who was involved in a motorcycle crash and now has an interest in doing a PSA for kids regarding motorcycle safety.

  • Actor – Gale Harold

  • If he does a PSA, Hollywood will be there to report on the PSA so it can get out to the news.

  • Committee agreed SMSA should move forward with the opportunity to be involved.

  • Michele Turville will do some research into the filming aspects of this project.

  • Andy Krajewski asked how the PSA would be distributed and how would SMSA and its members use it.

    • Carol Thurn recommended gearing more towards education and training and will find out exactly what Mr. Harold wants to do and go from there.  Carol and Michele will discuss details with the organization.

  • Ron Thompson asked if Mr. Harold might be interested in being a keynote speaker for the conference.  Carol will ask if he would be interested and report back to the committee.

• Carol asked the committee for guidance of specific tasks for the Project Manager position activities and time-lines.

  • Need to identify priority stakeholders.  Committee suggested:

    • GHSA

    • MSF

    • MIC

    • AAMVA

  • Need to identify what the Project Manager’s involvement with these organizations should be.  Carol Thurn will be sending the committee a request for recommendations so SMSA can get a clear direction for this position.

  • Need to report on the Project Manager’s position during the business meeting in August.

•  Ken Kiphart moved to adjourn, Michele Turville seconded.  The motion carried unanimously.

Adjourned at 2:11 p.m. Mountain Time