SMSA Minutes
Executive Committee Meeting
Madison, Wisconsin
March 3 & 4, 2009

I.  CALL TO ORDER

Carol Thurn called the meeting to order at 8:07 am on Tuesday, March 3, 2009

II.  ROLL CALL – RAY PIERCE

A quorum was established with the following members present:

EXECUTIVE COMMITTEE	EXCUSED
Carol Thurn, Chair	Ken Kiphart, Past - Chair
Andrew Krajewski, Vice-Chair	John Bodeker
Ray Pierce, Secretary	Daine DeVivo
Michele Turville, Treasurer
Louie Kyler	GUESTS
Robert Secrest	Janine Wachter
	Laura Senz
Ron Thompson	Greg Patzer
Ruth Wilson	Barb Ofstie

III.  APPROVAL OF AGENDA

• Andy Krajewski moved to accept the agenda with corrections, Louie Kyler seconded.  The motion carried unanimously.

IV.  APPROVAL OF MINUTES OF FEBRUARY 17, 2009 CONFERENCE CALL MEETING

• Bob Secrest moved to accept the minutes as presented, Louie Kyler seconded.  The motion carried unanimously.

V.  CHAIRPERSONS REPORT

• Bob Secrest was assigned action items keeper

• Ron Thompson was assigned time keeper

• Confidentiality agreement is no longer being used.SMSA business will not be discussed with non-member visitors in attendance.

VI.  BUSINESS MANAGER’S REPORT

• Financial

  • February 2nd, all paperwork was provided to our accountant to perform our annual year-end review for 2008 and to file our 2008 taxes.

  • Annual 1099 to the IRS was filed on-line January 29, 2009.

  • State of Delaware Annual Franchise Tax Report and payment were filed on-line November 28, 2008

• Website

  • Reviewed updates that have been made to refresh the website.

  • Still waiting on Frank Hurt to update promotional materials section of website.

  • Discussed contract with Hurtdidit and the possibility of using other website software.  Drupal and Dream Weaver were both recommended and will be checked into.

  • Tabled discussion of promotional items on website until next meeting.

• Microsoft Office Professional 2007

  • Discussed purchasing Microsoft Office Professional 2007 and Adobe Acrobat Professional for the Business Office.  After discussion, the committee agreed to the purchase of both software programs.

VII.  PROJECT MANAGER – Diane DeVivo

• No report

VIII.  TREASURER’S REPORT – Michele Turville

• Discussed opening a savings account with additional funds currently over the $100,000 balance in the checking account.

• Reviewed current status of budget income and expenditures.

IX.  COMMITTEE REPORTS

• Government and Industry Affairs – Ron Thompson, Chair

  • No new members to report at this time.

  • Requested committee members send names of any organizations that should be contacted/invited to join SMSA.

  • Discussed contacting Coors, Budweiser, helmet manufacturers, scooter manufacturers and ABATE chapters to see if they are interested in joining SMSA.

• Communications Committee – Michele Turville, Chair

  • Is in the process of working on the SMSA 25th Anniversary logo for use in making a pin for the conference.

  • Printing of SMSA business cards is in process.

  • Tim Becker will be working on future communications with Michele Turville.

• Conference Planning – Ruth Wilson, Michele Turville, Carol Thurn, Ron Thompson and Bob Secrest

  • August 2009 Conference – Madison, Wisconsin

    • Convention and Visitors Bureau – Janine Wachter

    • Laura Senz and Janine Wachter from the Madison Convention and Visitors Bureau provided information about the area for conference planning purposes.

    • They have agreed to providing the following assistance;

      • 400-500 copies of maps and the Madison Visitor’s brochure for the conference bags.

      • Signage at the airport for the August conference.

      • Welcome letter from the governor.  This will be used, as a separate letter put in the registration packets only, not in the conference program.

      • Some conference signage.

      • Assistance with contacts for printing and entertainment etc.

      • Ideas for speaker gifts that would be unique to Wisconsin.

      • PDF document about Madison that can be posted on the SMSA website.

      • Alternate information on hotels, camping areas, local dealers for motorcycles etc.

      • Printing contacts for local vendors who could print locally so documents do not have to be shipped.

• Call for papers review

  • Committee reviewed all call for papers received with the following results:

  • Selection and Assignment of Breakout Sessions

    • Motorcycle Enforcement & Education . . . An Alternative Approach
      Lieutenant James Halvorsen – Selected

    • Collecting & Linking Critical Motorcycle Safety Information
      Andrew Krajewski – Selected

    • BRC Classroom
      Beth McCormick and Herb Guenther – Not Selected

    • 5 = ZERO
      Michael Aguilar – Selected

    • Best Practices from the Detroit Metro Regional Consortium Motorcycle Safety Program
      Vince Consiglio and Mark Reutter – Not Selected

    • How to Reach Your Students – What’s Important in Facilitating Adult Learning
      Roberta Carlson – Selected

    • Developing a Scope of Work for Consultant Study
      Robert Secrest – Selected

    • ·2008 California Motorcycle Safety Summit A Multi-Disciplinary Approach to Improving Motorcyclist Safety in California
      Jim McLaughlin – Selected

    • Go-High Viz!Educating Riders about Conspicuity
      Pat Hahn and Scott Hedger – Selected

    • What More Can Rider Training Do?
      Philip Sause – Selected

    • Getting the Most Out of Your Coaching Position
      Skip Harrison and Carlos Ramos – Selected

    • From MOST to Alt-MOST to RST: MSF Motorcycle Licensing Tests
      Al Hydeman, Jim Heideman and Paul Graves – Selected

    • Preparing Riders to S.E.E. Better: MSF Tools for Improving Hazard Perception
      Ray Ochs – Selected

    • Small Group Dynamics for the Facilitator: Principles of Cat-Herding for the RiderCoach
      Al Hydeman – Selected

    • Lifelong Learning, from Approach to Action: How MSF’s System of RiderCourses Achieves the Goal
      Ray Ochs, David Crouch and Cathy Rimm – Selected

    • Using Hersey and Blanchard’s Situational Leadership Model to Understand and Promote Skill Development in Students, Coaches and Associates
      Sherry Williams – Not Selected

    • Training for the Enforcement of Motorcycle Laws
      June F. Kelly – Not Selected

• Sponsored Events Discussion

  • Discussed holding the Friday Instructor Appreciation event at the Madison Concourse Hotel.  Agreed to provide a full meal with dinner served at 6:30 pm and a cash bar from 6:30 pm to 10:00 pm.  Will provide soft piped in music.  Will need a podium and microphone for the event so that instructors can be properly thanked during the event.

• Paper vs. Email Registrations

  • Committee discussed and agreed conference registrations would go out via email to all email lists.

• Other

  • Conference Materials

    • Ron Thompson showcased various bags and materials for the conference.

    • Committee agreed to order SMSA 25th Anniversary pins.Ruth Wilson will place the order and SMSA will pay for the pins.

    • Conference bags selected will cost $10.75 each with a one-time $50 set-up charge.  Will be printed with the SMSA logo.Wisconsin will pay for the bags.

    • Ron Thompson will contact a shipping company to be on-site on Sunday, August 23, 2009.

    • Committee selected a conference shirt at $14.95 each if screen-printed or $18.75 each if embroidered.  Shirts are navy blue and will be printed with a white SMSA logo.  Ruth Wilson will place the order and SMSA will pay for the shirts.  Michele Turville will provide Ruth with information on different kinds of screen-printing.  Ruth will also check on the price difference for short sleeve vs. long sleeve shirts.

    • Ron Thompson will work with Michele Turville to order name badge holders.  We will determine who pays for the badge holders at a later date.

    • Because SMSA will be purchasing the shirts, Wisconsin will be billed for what they use for their volunteers and then we will sell the rest.  Shirts cannot be sold until Sunday afternoon, August 23, 2009.

• Presenters

  • Committee discussed presenters for the opening session on Saturday.It was suggested SMSA use someone from the motorcycle industry to do the opening session vs. a professional motivational speaker.  After discussion, committee agreed that Ron Thompson can make the decision on the keynote speaker for the conference and SMSA will pay for the speaker selected.

• Business Meeting

  • Discussed making the business meeting more organized and provide more business information for the members.

  • Discussed contacting members prior to the Business Meeting to see if they would like to address the membership during the meeting.

  • Carol Thurn asked everyone to come up with some ideas on how to handle regional representatives elections.

  • Discussed having voting members sit in specific areas of the room.

  • SMSA Chair should send out communication to members regarding the business meeting, changes, elections and let them know how much their membership is appreciated and why they are given the opportunity to address the membership during the business meeting.

• Vendor Brochure

  • Vendor brochure will be emailed to all email lists from the Business Office.  Ron Thompson will print what he needs and distribute locally.

• Conference Sponsor Letters

  • Will be mailed in Mid-March.

• Ohio 2010 Conference – Columbus, Ohio – Bob Secrest

  • Provided folder about the Columbus area from the Columbus Visitors Bureau.

  • Have signed contract with the Doubletree Hotel.

  • AMA Museum is available for the Saturday evening event.

  • Discussed providing a demo on BAC during the Saturday evening event.

  • Bob Secrest will obtain a letter of commitment from his boss for hosting the 2010 conference.

• Chairpersons’ Award Committee – Ken Kiphart, Chair

  • Currently working on revising the criteria and who will be on the voting committee for future voting purposes.

  • Have invited everyone to send in nominations by April 1, 2009.

  • Have asked the past SMSA Chair persons how this process might work better.  They agreed to have the past four chairs and the current past chair vote in the future.

• Standard’s Committee – John Bodeker, Chair

  • Discussed document provided by John Bodeker regarding Standards.  After discussion, committee agreed to wait for the NHTSA standards.

  • Discussed email from John Bodeker regarding the Annual Survey.After discussion, committee agreed questions in regard to contact information for those who completed the survey should remain the same.  John recommended a detailed review of questions now being asked on the survey.  Andy Krajewski offered to have staff from Maryland that design surveys look at SMSA’s Annual Survey and make some recommendations.  This would be provided at no cost to the SMSA.

• NHTSA Quarterly Meetings – Andy Krajewski

  • The last meeting was short; the location of the next SMSA conference was discussed along with communication efforts.  Learned the Veteran’s Administration has a program that has motorcycle safety included.  Do not know at this time if the networking meetings will continue.Information gathered from past networking meetings was informative.

X.UNFINISHED BUSINESS

• Leading Edge Articles

  • Have received some great comments about the new communications being sent out.  Discussed the following articles for future posting and distribution:

• “Eye Tracker” – Ray Pierce

  • Synopsis of the Crash Causation Study – Andy Krajewski will contact Michael Jordan – NHTSA

• PDW Development – Carol Thurn

  • This is the last year for NTHSA funding.

  • SMSA will continue with the PDW sessions after the grant is over.

• Strategic Goals 2009-2011 Review

  • Reviewed status of goals.

  • Ray Pierce asked if some of the tasks on the strategic goals could be sent out to members and request their assistance in meeting some of the organizations goals.  Executive committee members would be responsible for following through to make sure assigned tasks are progressing in a timely manner.  This would also help in getting the membership more involved.

• Other

  • Next Regional Survey

    • On the next survey, ask members if they like the new Leading Edge format and distribution.

  • Action Items

    • Committee agreed Ruth Wilson would continue tracking outstanding and completed action items as a result of committee meetings.  This is a good tool to see tasks SMSA has accomplished.

XI.  NEW BUSINESS

• Project Manager’s Contract Renewal

  • Andy Krajewski is working on contract renewal.

• Lifesavers Recommendation – Project Manager Attend

  • After discussion, committee agreed the project manager would not attend the Lifesavers Conference this year.

• Ron Shepard Memorial Fund – Ron Thompson

  • Michele Turville recommended a memorial plaque be made and displayed at future conferences.  Committee agreed this should be discussed with the membership during the next business meeting.

  • Discussed having a plaque made in memory of Ron Shepard only in memory of his contributions to the motorcycle safety industry and display at future conferences.

• Assessments – Ray Pierce

  • Previously discussed assessment preparation tool from NHTSA.

• Regional Reports – Compilation of Results

  • 19 states responded to the last regional survey.

• Discussed results of survey.  One of the main concerns that came from this survey is scooters.  SMSA will try to address this issue with a breakout session during the 2009 conference.

• Minnesota Motorcycle Rider Survey

  • Everyone has received the report – no further discussion.

• EuroRAP

  • European Road Assessment Programme – www.eurorap.org - discussed publication regarding Barriers to change: designing safe roads for motorcyclists – position paper on motorcycles and crash barriers.

• GHSA

  • Annual meeting is in Savanna, Georgia – August 30-September 2, 2009.

  • Reviewed articles from GHSA newsletter.

• ADTSEA

  • Discussed current organizations SMSA pays membership dues to and the benefit of those memberships.  After discussion, committee agreed not to renew membership with ADTSEA.  Andy Krajewski is an individual member of ADTSEA and can provide information from that organization to the SMSA.

• Other

  • Regional Elections

    • Discussed having nominees submit information prior to elections stating why they want to be on the committee and what they can bring to the committee.

    • SMSA needs to start sending out communications now and let the members know what positions are to be filled.

    • Need to come up with a new voting procedure and let the members know what that procedure will be.

    • One recommendation was to give out a specific number of ballots for each region.  Sheets that show for example; “Western Regional Representative” with no one’s name but this will serve as a ballot – votes must remain anonymous.

    • Provide a cut-off date for nominations.

    • Provide a description of duties to be considered when nominating someone to the committee.

    • It was agreed all communications regarding regional elections would come from the SMSA Chair.

XII.  NEXT METING DATES

1.  Executive Committee Meeting on-site, August 19-20, 2009

2.  Business Meeting, August 21, 2009

3.  National Motorcycle Safety Conference, August 22-23, 2009

4.  Select dates for April, May, June and July conference calls

• April 8, 20091:00 pm Mountain Time

• May 6, 20091:00 pm Mountain Time

• June 3, 20091:00 pm Mountain Time

• July 15, 20091:00 pm Mountain Time

XIII.  REVIEW ACTION ITEMS AND NECESSARY FOLLOW-UP

• Bob Secrest provided committee with list of action items as a result of this meeting.

• Louie Kyler volunteered to put together mandated training breakout session for conference.

• Carol Thurn will contact Umesh regarding breakout session for August.

• Ray Pierce will contact Ontario for breakout session in August.

XIV.  ADJOURN

• Bob Secrest moved to adjourn, Louie Kyler seconded.The motion carried unanimously.

• Meeting adjourned at 2:37 pm on Wednesday, March 4, 2009