Conference Call
Tuesday, January 20, 2009
1:00 pm Mountain Time

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

APPROVE DECEMBER MEETING MINUTES

• Andy Krajewski moved to accept the minutes as presented, Ken Kiphart seconded.  The motion carried unanimously.

BUSINESS MANAGER’S REPORT – Ruth Wilson

• Discussed draft exhibitors brochure.
• Discussed pre-registration for PDWs.
• Reported on status of action items.
• Reported mobile printer and case have been ordered and received at a cost of $553.03.
• Sleeping room reservations requests have been made with the Concourse Hotel for March 2009.  Currently awaiting confirmation numbers.
• Break food and beverages have been ordered from the Concourse Hotel for March 2009.  Currently awaiting banquet event orders.
• Information regarding planning future conferences has been provided to the States of Indiana and Oregon.
• Frank Hurt has been asked to place the 2007 Annual Survey on the website.
• Business Manager’s contract has been signed and forwarded to Carol Thurn for signature.
• The 2008 Annual Report has been posted on the website and a link has been sent to all SMSA members.
• The January Chair Chat has been posted on the website and a link has been sent to all SMSA members.
• Bob Secrest asked if the committee had considered providing printed copies of the Annual Survey like SMSA did in the past.  The committee advised Bob that this has been discussed and we are looking into providing a limited number of printed copies made available for the cost of printing.

GOVERNMENT AND INDUSTRY AFFAIRS COMMITTEE – Ron Thompson

• Reported SMSA has accepted Kirkwood Community College as a new Professional member.
• Discussed draft letter to solicit members and feedback needed.
• Discussed the memorial fund and the committee agreed we should add memorial fund donations to the back page of the conference program.  To include donators name and who the donation was made in memory of.

COMMUNICATIONS COMMITTEE – Michele Calvert

• Michele has no Leading Edge articles at this time.
• Discussed placing Leading Edge articles on the website entitled “SMSA – The Leading Edge”.  The website will contain a page where visitors can click on issues or articles they would like to read.
• Discussed the 2008 Annual Survey and changes to be made before it is finalized and sent to Frank Hurt for distribution.

PROJECT MANAGER’S REPORT – Diane DeVivo

• There is an association called The Foundation Center that has information about available grants of all kinds.  Diane will be doing some additional research into this association.
• Participated in a panel presentation at the Region I and Region II meetings.  The panel discussed SMSA, what they do for membership and what the membership benefits are.  Encouraged participants to join SMSA.  Diane set up the SMSA display and received positive feedback.

AAMVA REGIONAL MEETINGS

• Annual Region I Conference – July 16-21, 2009 – Boston
• Region II – June 7-11, 2009 – Arkansas
• Region IV – June 28 – July 1, 2009 – Alberta
• Annual International Conference – August 23-26^, 2009 – San Diego
• Fall Workshop – October 2009 – Fort Worth

Committee discussed the benefit of the above meetings.  These meeting may be beneficial if SMSA could present information regarding scooter training and licensing.

John Bodeker suggested we ask questions regarding scooter training and licensing in one of our regional surveys.

Andy Krajewski recommended that Diane talk to Denise at AAMVA in Virginia to see if there is a way SMSA can get involved.

WISCONSIN CONFERENCE

THEME – Committee agreed to the following conference theme:

“25 years of Moving Forward”

25^TH ANNIVERSARY LOGO – Committee agreed a 25-year logo would be appropriate.  The logo would be used on all 2009 conference materials including giveaways etc.

CORPORATE, PROFESSIONAL LUNCHEON – Committee agreed not to continue with this luncheon.  The members are recognized during the general session and it is not necessary to duplicate that effort.

GIVEAWAYS, BAGS, SHIRTS, IDEAS

• The committee liked the sample bag that Ron Thompson showed them at the Madison meeting in October 2008.
• Committee discussed providing shirts for the conference and agreed 25^th anniversary shirts would be appropriate.

PDW PILOT – Ron Thompson has about a half dozen volunteers lined up at this time and reported there should not be any problem getting enough participants for the March 2009 pilot PDW.

RAFFLE – According to Wisconsin laws, SMSA cannot conduct a raffle in Wisconsin, as they are not a local organization.  Therefore, the committee agreed there would be no raffle during the 2009 conference.

OTHER

HANDS ON SCOOTER BREAKOUT SESSION – John Bodeker reported on a discussion with Umish from NHTSA regarding providing a hands on scooter breakout session at a future conference.

ASSESSMENTS – Andy Krajewski recommended having a session at the conference regarding assessments.

John Bodeker reported there has been a reduction of staff in his state and travel has been frozen.  John does not know at this time if he will be allowed to attend the March executive committee meeting in Wisconsin.

Adjourned at 2:40 pm Mountain Time