Conference Call
Tuesday, November 18, 2008
1:00 pm – Mountain Time

In Attendance:
Carol Thurn
Andy Krajewski
Ken Kiphart
Ray Pierce
Michele Calvert
Louie Kyler
Bob Secrest
John Bodeker

Diane DeVivo
Ron Thompson
Ruth Wilson

APPROVE OCTOBER MEETING MINUTES:

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

BUSINESS MANAGER’S REPORT:

• “Chair Chat” has been added to the website

• Discussed purchase of portable printer and carrying case.Committee agreed to the purchase of the HP DeskJet 460c Mobile Color Inkjet Printer and a compatible carrying case on wheels that will accommodate both the laptop and portable printer in travel.Current price for the printer is $246.95.Will purchase after January 1, 2009.

• A page for 2008 conference presentations has been added to the website

• A page for the 2008 conference photo gallery has been added to the website

• Ginger Bucher’s website resources have been added to the website

• Added NHTSA report link from Umesh Shankar to 2008 conference presentations page on website

• Added new Wisconsin contact information to state listings page

• Added Bob Secrest’s biography and photo to website

• Added eleven sets of minutes to website.Discussed how far minutes should go back.Committee agreed that what we have on the site now is as far back as we need to go.Will continue adding minutes to the site creating a history from this point forward.

• Discussed increasing 2009 conference registration fees.Committee agreed that before this could be determined we needed additional information on our past profit margins for conferences.Michele will put together some figures and report to the committee so a decision on conference registration fees can be made.Discussion tabled until next meeting.

• Discussed increasing vendor fees for 2009 conference.Committee agreed that since we are now providing one set of meal tickets for each vendor we would increase the vendor fees from $225.00 per booth space to $300.00 per booth space.

• Asked committee members if standing committee members should be listed on the website.After discussion committee agreed that they should be listed.Committee Chairs will provide Ruth with a list of their standing committee members.

CALL FOR PAPERS:

• Call for papers needs to be sent out by December 1, 2008.Ruth will put everything together and submit to Carol for approval prior to distributing.

• Regional representatives were asked to contact anyone they may know of that would have presentations of interest and ask them to consider submitting papers.

• Carol has a list of recommendations for specific breakout sessions requested that include presentations from Florida, Wisconsin, Maryland, NHTSA, South Dakota etc.

• Other suggestions included more general sessions at the conference vs. more break out sessions.

• Wisconsin instructors will be polled in regard to any break out sessions they may recommend for the conference.

PDW TOPICS:

The following topics have been identified for the 2009 PDW presentations:

1. Marketing and Media Relations

2. Highway Safety Program Guidelines and Assessments

Carol has been in contact with a few presenters to see if they would be interested in presenting on one of the PDW topics above.

STANDARDS COMMITTEE

Andy has been working on some suggestions

• The document needs to be simple, self-reporting and needs to state something about meeting individual state requirements.

• John, Andy and Ray will get something down on paper that can be submitted to the committee.They will meet during the March 2009 executive committee meeting.

• Would like to approach this project without outside influences from other organizations working on standards.

COMMUNICATIONS

• Michele has the following articles for this issue of the Leading Edge

  • Assessment article from Ron Thompson

  • Will write a small article stating the 2010 conference is being held in Ohio vs. Florida

  • Wisconsin promotional article

• Michele is waiting for the following article for this issue of the Leading Edge

  • Article from John Bodeker

• Leading Edge will be sent to Frank Hurt for distribution by the end of this week.

• No report on GHSA

• There has been a personnel change in Montana and Michele no longer has staff to assist with communication reports.

• Michele asked everyone to send her information she would like included in the communications.

• Ruth suggested using the action items list as a tool of what the committee has been accomplishing

OHIO CONFERENCE – BOB

• Contract has been signed for August 20-22, 2010, plus the days and months ahead for executive committee meetings.

• Facility has been remodeled since the 2003 conference

• There are plenty of parking facilities for range activities

• Restaurants within walking distance

• Will not have to empty the ballroom to turn over for break out rooms

• There is a mezzanine in the middle of the hotel where vendors and breakout foods can be located.

PROPOSED SMSA REVISION PLAN – JOHN

• Carol asked John if he wanted to discuss now.John agreed to table the discussion until the March 2009 executive committee meeting.

• Talked about the big four and a cooperative agreement stating that the groups will work together and support each other when they can.

• Bob asked why ABATE of Indiana left SMSA as a member.John stated it was because ABATE was questioning what they get for their membership.

• Bob asked if someone could contact MSF about joining SMSA as a member

RUTH’S CONTRACT

• Discussed benefits of Business Manager holding a credit card and how the contract needs to be re-worded.This is necessary because it is not normal business practice to have an independent contractor with access to an organizational credit card.

• Discussed need to clarify payment of accountant services in the contract.SMSA Business Manager is not responsible for those costs.

• Not asking for any increase in salary for this contract period.

• Committee agreed to discuss further when Ruth was not present.

OTHER:

• Indiana is going to incorporate scooter training in their program.John asked if anyone else is doing anything like this.North Dakota is and Oregon is in the process. The biggest challenge might be finding training units.Diane reported that Paul Graves spoke at a recent NHTSA meeting about the increase in scooter sales and talked about special licenses for scooters.Diane also reported that MSF is working on a licensing class for scooters.

• Discussed October regional survey responses and distribution.Carol asked everyone to send the request to complete the survey out again with a due date for responses of November 30, 2008.Ruth will re-send the survey link to the committee.

• Ruth has received action item updates from Carol and Andy.Requested that all others send updates on their action items to Ruth so the document can be updated reflecting our progress to date.

• Carol will send out a survey request to all regarding date and time for our next conference call.In January another survey request will be sent out to schedule meetings for the first six months of 2009.

Adjourned at 2:18 pm Mountain Time