National Board Meeting Minutes - American Society of ... 21, 2017 · National Board Meeting...

National Board Meeting Minutes

Place:

Hilton Garden Inn Seaworld

Orlando, Florida

Date &Time

January 21, 2017

8:00 am

Present: Name

Larry E. Ridlen, PE

Greg T. Dutton, PE

Richard N. Cochrane, PE

Charles L. Flowe, PE

P. Frank O’Hare, PE

Robert A. Hochevar, PE

Shirley A. Stuttler

Michael D. Hurtt, PE

Donato DiZuzio, PE

Brad S. Winkler, PE

Leigh B. Lilla

Stan A. Harris, PE

Frank J. Bronzo, PE

David A. Greenwood, PE

Roger B. Carriker, PE

Samir D. Mody, PE

Nikki Reutlinger, PE

Sunserea Dalton, PE

Eugene Lozano, PE

Office

President

First Vice-President

Second Vice-President

Secretary

Treasurer

Immediate Past President

President’s Assistant

Northeast Region Director


Southeast and Rocky Mountain

Region Director

Southeast and Rocky Mountain

Region Director

Great Lakes and North Central

Regions Director

Great Lakes and North Central

Regions Director

Mid-Atlantic Region Director

Mid-Atlantic Region Director

Chair – Governance

Subcommittee

Chair – National Conference

Committee

President – Central Florida

Section

President – Southeast Region

Absent: Brian A. Krul, PE


Note: Actions of the National Board are highlighted in yellow.

Assignments or actions pending are highlighted in green.

I. Welcome and Roll Call – Larry E. Ridlen, PE

II. Pledge of Allegiance and Prayer – Greg T. Dutton, PE

III. Central Florida Report and Discussion – Sunserea Dalton, PE;

Sunserea Dalton stated that she had been considering the question posed to her the

night before: “What can National do for Central Florida?” She offered the following:

Provide PR/Marketing Materials, updated brochures and materials targeting

students.

Improved communication on what National is doing. A Blog or Twitter account

that allows two-way communication would be the ideal. Yammer is a

possibility. Routing the meeting summary notes to the Sections would also be

appreciated.

Sharing of information from other Sections regarding streamlining their

websites.

Formation of a committee focused on Section difficulties and recovery. The

committee would help in solving problems not just in identifying problems.

IV. Approval of Minutes – Charles L. Flowe, PE

A. October 14, 2016 National Executive Committee Meeting

O’Hare made a motion that the minutes of the October 14, 2016 National

Executive Committee Meeting be approved. Dutton seconded the motion and

it was approved.

B. October 15, 2016 National Board Meeting

O’Hare made a motion that the minutes of the October 15, 2016 National Board

Meeting be approved. Greenwood seconded the motion and it was approved.

C. December 6, 2016 National Executive Committee Meeting

Hochevar made a motion that the minutes of the June 6, 2016 National

Executive Committee Meeting be approved. Harris seconded the motion and it

was approved.

V. Secretary Report

A. Following is the current ASHE Membership List by Region/Section as of

January 12, 2017:

Northeast Region

Albany 102

Altoona 188

Central New York 49

Clearfield 176

Delaware Valley 362

East Penn 97

First State 142

Franklin 134

Harrisburg 321

Long Island 45

Mid-Allegheny 126

New York Metro 86

North Central New Jersey 166

Northeast Penn 130

Pittsburgh 559

Southern New Jersey 180

Southwest Penn 275

Williamsport 128

Subtotal 3266

Mid-Atlantic Region

Blue Ridge 77

Carolina Piedmont 65

Carolina Triangle 239

Chesapeake 201

Greater Hampton Roads 124

N. Central West Virginia 37

Old Dominion 94

Potomac 215

Subtotal 1052

Southeast Region

Central Florida 48

Georgia 345

Gold Coast 11

Middle Tennessee 273

Northeast Florida 188

Tampa Bay 90

Subtotal 955

Great Lakes Region

Central Ohio 181

Cuyahoga Valley 120

Derby City 82

Lake Erie 144

Northwest Ohio 38

Triko Valley 182

Subtotal 747

North Central Region

Central Dacotah 123

Subtotal 123

Rocky Mountain Region

Phoenix Sonoran 139

Subtotal 139

South Central Region

Dallas-Fort Worth 81

Subtotal 81

At-Large Membership

Domestic At-Large 13

International At-Large 2

Subtotal 15

National Total 6378

Total Membership ....................................................................6378

This represents an increase of 12 members since the December 6, 2016 National

Executive Committee Meeting and a net decrease of 156 members since the October

15, 2016 National Board Meeting.

B. Statistical Breakdown of the Membership

Professional Status ..................................................................... 58%

Government................................................................................ 13%

ASHE National Board Meeting

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Consultant .................................................................................. 69%

Contractor .................................................................................... 5%

Other .......................................................................................... 13%

C. Following are the Sections with unpaid assessments for 2016-2017:

Dallas-Fort Worth

New York Metro

Flowe asked the Board for direction as to what fees to collect from Sections

with unreconciled rosters. The Board direction was as follows:

We are not concerned with collecting assessments for prior years.

Secretary is charged with collecting the current year’s assessment and

an initiation fee ($45 per new member).

VI. Treasurer’s Report – P. Frank O’Hare, PE

Income and Expenses are shown as of 12/31/2016 for FY 2016-2017. See attachments.

Cash flow has improved greatly due to the receipt of assessments. All invoices are being

paid well under 30 days.

Income, other than investment income, to date is 14% greater than budgeted FY income or

approx. $25k over the FY income projection. Without the monies from the Pittsburgh

Conference of approx. $32K, the non-investment income to date is at 97% of the budgeted

FY income or approx. $6K, below the FY income projection. At this time the non-

investment income appears to be tracking on or above projections for the fiscal year.

Expenses, other than investment changes, are approx. 45% below the budgeted FY

expenses or approx. $112K, below the FY expense projection. Based upon seven (7)

months having expired, past data and current committee activity, it appears that FY

expenses may be 90% of the budgeted projection, or $15K to $21K less than projected.

This is being monitored.

The Prudential Investment account has been closed and all the monies redeemed were

deposited in the PNC Business Checking account in late November. Two hundred,

seventy-four thousand, one hundred and sixty-eight dollars ($274,168.00) in the checking

account was then transferred to PNC Investments where it now resides. This investment

account is a managed account with account fees unlike the front load fee of the Prudential

account. The signatories for the PNC account are the National Secretary and Treasurer.

The Finance Committee has been provided the details about the account.

CPA Associates of Altoona, PA, our accountants and auditors has completed the audit of

the books for the FY 2015-2016. Items of note from the auditor’s report (Italics) with the

implemented resolution:

o Cash Receipts

Typically, dues are submitted to the Organization's office in North Carolina

from the various sections in the form of checks. The Organization's Secretary

then prepares a listing of the amounts received and then mails these checks to


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January 21, 2017

the Treasurer for deposit in the PNC account. We (CPA Associates) recommend

that before these checks are mailed to the Treasurer, they are stamped with the

restrictive endorsement "For Deposit Only" with the PNC account number

noted.

Resolution: This item has been addressed by providing the National Secretary

an identical endorsement stamp as used by the National Treasure. Checks are

being received by the Treasure via USPS with the restrictive endorsement

stamp.

o Check Depositing

We (CPA Associates) also noticed there seemed to be some long delays

between the time when checks are received and when they are actually

deposited in the bank. It seems the checks arriving in the North Carolina

office are held at times for up to a few months. We would recommend no

checks be held for more than two weeks at a maximum, before they are sent

to the treasurer for deposit. This not only aids in cash flow, but the less time

checks are spent sitting in a drawer, the likelihood of them getting misplaced

is lessened. In addition, since the Organization is on the cash basis of

accounting, holding checks in this manner can skew income from one period

to another.

Resolution: The last batch of checks received in December 2016 was in

compliant with the two-week comment of the auditor. The National Secretary

and Treasurer will work to minimize the hold time. Current discussions have

been held with the Finance Committee concerning the monetary handling

processes.

During the year, the new Treasurer instituted a primarily paperless accounting system. While

the procedures in place have streamlined the accounting process, as this is the first year, we

noted the following items which we feel will greatly strengthen internal control.

o PNC Bank checks

The Organization is now utilizing a service through PNC bank, authorizing PNC

to issue checks to various individuals and vendors after receiving authorization

from the Treasurer. However, we noted that the copies of the canceled checks

issued by PNC are not consistently maintained with each month's bank statement.

While copies could be obtained from PNC, it would greatly strengthen internal

control to maintain copes of these checks, as it cannot be certain how long PNC

would make these records available if evidence of a canceled check would be

required.

Resolution: A conference call was held with PNC Bank and CPA Associates on

11/22/2016 concerning the information available from PNC Bank. PNC Bank

informed CPA Associates that copies of the electronic checks are available for

seven (7) years. Batch downloading of checks is available but costly based upon

the benefits.


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o PNC Bank Check Register

We noted that currently no actual check register for these bank checks is obtained

or maintained by the Organization. We recommend that each month, a listing, by

date, check number, payee and amount be obtained from PNC bank. If no such

document is available from the bank, we would recommend the Organization create

one. This will strengthen internal controls by allowing the Organization to track

what checks were written each month, and possibly preventing an unauthorized

check issued by the bank the organization was not aware of.

Resolution: After consultation with PNC Bank on 11/22/2016, it was determined

that a document listing date, check number, payee and amount is not available

directly from PNC. Check numbers are assigned by PNC on or about the date

assigned for delivery to the individual or vendor. After check numbers are assigned

by PNC and posted on the bank's website, the check numbers are now being added

to the Quicken ledger from the PNC website. This ledger was provided to the

auditor with date, check number, payee, category, memo and amount without

comment.

CPA Associates has reconciled the PNC Bank ledger for September, October, November

and December. Copies of CPA reconciliation are on file.

CPA Associates has prepared the National and Section/Region/Conference Tax Returns

for FY 2015-2016. An EIN number was not received for the tax return from the Pittsburg

Conference after several requests.

The Middle Tennessee Section notified the Treasurer of a letter from the IRS concerning

non-profit status on Dec 2, 2016. Information was provided the section to send to the IRS.

(This situation is similar to the IRS notification letter received by Albany Section.)

National Treasurer assisted Mid-Atlantic Region in explaining the advantages and

disadvantages for an EIN number for a Student Chapter.

Gold Coast requested verification of their EIN number. (EIN numbers are normally

applied for by the Section when chartering and opening a bank account.)

An IRS 1099 report was being prepared for the following:

o TNT Graphics

o J.M. Server Solutions

o Shirley Stuttler

o Charlie Flowe

o CPA Associates

National Board Member Expenses - Add last name to the file name of the report. Sixty

days after the expense the report is considered overdue and goes to the Executive

Committee for approval.

There are still Sections that remit checks without the name of the Section on the check.

This is considered poor financial management. Also, all Sections/Regions are encouraged

to have an independent audit of their finances every year.

The ASHE Credit Card Policy has been approved. The National Secretary and National

Treasurer are currently the only ones authorized to use the CC. Both the Secretary and

Treasurer have signed that they understand the policy and it is on file with the President’s

Assistant.


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The treasurer has participated in the Financial Committee conference calls as well as

supplying financial data.

Motion: Approve new IRS mileage rate of $0.53. Second by Flowe and approved.

See Attachment #1.

VII. Committee Motions and Recommendations

A. National Conference Committee

1. Hurtt presented the committee’s motion that the Carolina Triangle

Section be selected to host the 2020 National Conference in Raleigh,

NC. O’Hare seconded the motion and it was approved.

2. Hurtt presented the committee’s motion that the 2019 National

Conference be held at the Gaylord Opryland Resort in Nashville, TN.

Representatives from the Committee have toured the hotel and a

written summary is available upon request. O’Hare seconded the

motion and it was approved.

B. Constitution and Bylaws Committee

1. Greenwood presented the latest edits to the Constitution (Attachment

#2). The plan, if approved will be to complete the edits by the end of

January and forward to the Secretary for presentation to the Sections

for voting by the members. Greenwood made a motion that the draft

Constitution be approved for distribution to the membership. Carriker

seconded and the motion was approved.

C. Website Committee

1. The Keller Engineers Website Agreement is Attachment #3. The

agreement maintains the same terms as the previous agreements with

the exception that the agreement period will start in January instead of

March. This will make timing with conferences better. Keller has

been working without an agreement since March to make the change.

The committee moved that the agreement dated January 21, 2017 be

accepted. O’Hare seconded the motion and it was approved.

2. In accordance with the stretch goal and the results of the October IT

Workshop, a proposal has been obtained (Attachment #4) to provide

ASHE with a completely new website. The proposal is from J David

Productions whom Keller Engineers used to update their website. I

have worked with Justin David and found him very good to work with

and dedicated to the needs of his clients. I recommend the Board

consider the proposal amount for budgeting purposes in 2017-2018.


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The recommendation and proposal will be considered in next year’s

budget process.

D. Cloud Subcommittee

1. The Cloud Subcommittee recommended that the Cloud be made the

official file sharing site for ASHE. This recommendation generated

discussion. Mindy Sanders was directed to investigate what works

well and how to implement the recommendation. The Board is to

begin using the Cloud first before an overall mandate is issued. Jake

Morisi will provide instructions to the Board.

2. The Cloud Subcommittee recommended the Board issue a mandate

that the Sections obtain access to the Cloud. After discussion, the

Board decided that this should wait. The information for the April

meeting will be placed on the Cloud as a test of its usability.

E. Resource Center Subcommittee

1. The subcommittee requested that the Board provide direction to all

committees that revisions to documents in the Resource Center must

be processed through our Committee via submission to the Chair. The

Board agreed that all documents to be posted to the Resource Center

be routed through Shirley Stuttler.

F. Society History Subcommittee

1. The subcommittee recommended that we produce a Society History

update covering the years 2008 through 2017 to bring the History from

50 years to 60 years. TNT Graphics provided a proposal. For a 100

page book, production costs would be $1880.00 and $800.00 per 50

printed copies. The Board recommended that a complete 60-Year

History be produced. The committee was directed to obtain a proposal

from TNT Graphics to produce the book with some hard copies and a

digital version.

G. National Project Award Subcommittee

1. The committee requested approval of a budget of $3,000.00 for FY 18-

19. Since the budget process has not been completed, the committee

was directed to provide the input to the 1st VP and to remember that

there are two National Conferences in FY 18-19.

2. Carriker recommended that the committee set firm rules rather than

allowing Regional flexibility. Free registration to the conference and


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meals while attending was recommended. The committee will clarify

and communicate with Directors and the Conference Committee.

H. Finance Subcommittee

1. The Finance Subcommittee has developed some recommendations to

reduce the cost of National Board Meetings. Cost limitations were

recommended for non-scheduled group meals and either limit or

eliminate alcohol reimbursements. There was discussion about the

proposal and the Finance Committee will continue to refine the

recommendations. Comments are to be provide to Cochrane.

2. The committee made the following motion: Resolved: That an

account be created, separate from the annual operating account, for all

income and expenses related to the National Conferences. This

account shall incorporate all line items in the 2017-2018 budget

categorized as National Conference Committee. Be it further resolved

that the account shall have as its initial deposit the income from the

Pittsburgh 2016 conference. Flowe seconded the motion.

A substitute motion was offered and failed. There was discussion as to

the need for the separate account. This allows conferences and the

conference committee to recognize their operating expenses and

incomes. The vote was called and the motion was approved.

3. The committee made the following motion: Resolved: That the

current investment vehicle selected by the National Treasurer, entitled

PNC Investments LLC ASHE Investment Account, dated November

28, 2016, be authorized as the appropriate investment vehicle for funds

not immediately needed for day-to-day operations. Flowe seconded

the motion and it was approved.

I. Nominating Committee

1. Hochevar made a motion to accept the proposed slate of officers and

directors (see Attachment #5). Harris seconded the motion. Cochrane

proposed an amended motion that all officers and directors be included

in the slate, not just the new persons. The amended motion was

seconded by Flowe and the amendment and the amended motion were

approved. The slate of officers and directors is below:

Position Name Home Section

President Greg T. Dutton, PE Central Florida First Vice President

Richard N. Cochrane PE North East Penn


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Second Vice President

Michael D. Hurtt, PE Albany

Secretary Charles L. Flowe, PE Carolina Triangle Treasurer P. Frank O’Hare, PE, PS Central Ohio Past President Larry E. Ridlen, PE Middle Tennessee Secretary-Elect Thomas S. Morisi Altoona Three-Year Director, Mid-Atlantic Region

David A. Greenwood, PE Chesapeake

Three-Year Director, Southeast Region

Scott H. Jordan, PE Georgia

Three-Year Director, Northeast Region

Mark A. Kinnee, PE Delaware Valley

Two-Year Director, Great Lakes Region

Frank J, Bronzo, PE Cuyahoga Valley

Two-Year Director, Southeast Region

Leigh B. Lilla, PE, LEED-AP

Tampa Bay

Two-Year Director, Northeast Region

Donato DiZuzio, PE North Central New Jersey

One-Year Director, Great Lakes Region

Stan A. Harris, PE Triko Valley

One-Year Director, Mid-Atlantic Region

Roger B. Carriker, PE Chesapeake

One-Year Director, Northeast Region

Brian A. Krul, PE, PTOE Pittsburgh

2. Hochevar reminded everyone that National Award nominations are

due by February 15, 2017.


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VIII. Committee Reports

GOVERNANCE COMMITTEE

Committee Members Date: 1/20/2017

Sam Mody, Chair Quarterly Report Period: Winter - January

Robert Hochevar – Board Liaison

Charlie Flowe

Rodney Pello

David Jones

Calvin Leggett

Motions or Discussions to be brought before the National Board

1. Reports prepared for each Goal were distributed to the Executive Committee on 10/12/16 for

their review and guidance.

2. Outreach to President Ridlen on 12/16/16 with an inquiry whether the ExComm had an

opportunity to review our recommendations presented in our 10-12-16 report.

Unfortunately, I was not aware that this transmittal did not reach and the materials were re-

sent on 12-31-16.

3. A list of Board actions have been presented below.

Meetings held since the previous Quarterly Report

1. Date: None

Established Meeting Dates already set before the next Quarterly Report

1. Date: 1/31/2017 Time: 3:000 PM WebEx with entire Governance Committee

2. Date: 3/15/2017 Time: TBD

3. Date: 5/11/2017 Time: TBD

2016 – 2017 Goals with Action Taken to meet those goals

Goal #1 Improve the engagement of our ASHE Past National Presidents and how can we

improve communication and outreach efforts.

Action (Provide what has been accomplished on this goal)

a. The sitting National President shall continue to explore roles where these

individuals can bring value and their institutional knowledge to serve on National

committees.

b. Action: Work with Charlie and Shirley to update the database and include the

home address for each Past National President listed in the master document.

(75% complete)

c. Provide a courtesy invite to Past Presidents who reside close to a National Board

meeting venue (i.e. Friday evening dinner and NB meeting)

Goal #2 Establish a new framework, structure and “revised” agenda highlighting future

ExCom meetings and National Board meetings/workshop. Critique the format of

the May National Board Meeting in Pittsburgh that focused on committees.


a. Follow up teleconference conducted with Committee last Quarter–


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We decided not to dissect the Executive Committee agenda at this time. We

felt that the National President shall exercise his/her discretion and establish

an Agenda that focuses on the priorities and issues facing the organization.

Commentary was prepared on the current state of the NB agenda.

We have prepared “Mock Agenda A” to effectively report on the goals of the

NB as they relate to the organization, including: (1) Financial Health; (2)

Operations; (3) Growth; and (4) Outreach/Communication/PR.

1st and 2nd Vice Presidents should be further integrated into the committee

structure through the new Governance model.

b. Action: We are seeking approval of the amended Agenda for use at future Board

meetings.

Goal #3 Move forward the discussion on Administrative Assistant to the Executive

Committee by developing a job description that defines the responsibilities. This

role could encompass current duties of the Assistant to the Secretary and also the

Assistant to the President plus current administrative roles being accomplished by

the National Secretary and National Treasurer.


a. Draft report was prepared last Quarter which includes a compilation of the

following info:

List of general guidelines / goals

List of current duties of President’s Assistant

List of additional duties for Administrative Assistant to the Executive

Committee

List of current duties of the Assistant to the Secretary

List of additional duties for the Assistant to the Secretary

Level of effort for each category was computed – total of 118 hours / month

b. Action: We are seeking approval of the description of duties for the Executive

Committee Administrative Assistant.

Goal #4 Looking forward to a possible need to increase the National Fee structure provide

guidance on the process to gain support of Regions and Sections.


a. No update towards this Goal during the quarter.

b. Pending Actions:

Review the asset analysis (2016-2025) prepared by the National Treasurer

with Finance Committee.

Prepare “White Paper” after ROC Chairman has solicited Regions and

Sections – are they are getting value for their membership?

Feedback on the “Value of ASHE National” distributed on 10/12/16

Ultimately this will lead to discussions with Regions and Sections and gather

feedback on a possible dues increase and how it would be received. Current

spending structure does not keep up with income.


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Stretch Goal The development of guidance for the process of moving toward the hire/retain

of a part-time Executive Director.


a. No update towards this Goal during the quarter.

Budget update

1. 2016 – 2017 Budget: 1,000 (Chair to attend two board meetings)

a. Chair has utilized teleconference and WebEx technology to conduct business with the

Committee.

b. Chair will attend the January, 2017 Executive Committee, Workshop and National

Board Meetings per discussion with the National President.

2. Spent – List items and $ spent this quarter

a. Travel expenses to January, 2017 Meeting (estimate < $500.00)

3. Current Budget Balance:

a. $1,000.00

4. List any Non-Budget Items that should be considered in the 2016 – 2017 budget

a. None to date.

Discussion Items within the Committee:

1. Await feedback from the Executive Committee and National Board.

2. Re-introduce discussions begun in 2015-2016 about the timing of hiring a part-time

Executive Director.

See attachments.

BUDGET/AUDIT COMMITTEE

Committee Members: Date: 1/21/2017

Greg Dutton, Chair

Frank O’Hare Quarterly Report Period: Winter - January

Richard Cochrane

Motions or Discussions to be brought before the National Board:

4. None

Meetings held since the previous Quarterly Report:

1. Date: None – Discussions held by phone

2. Members in attendance: All

Established Meeting Dates already set before the next Quarterly Report:

4. Date: 3/18/2017 Time: TBD

2016 – 2017 Goals with Action Taken to meet those goals:

Goal #1: Combine the Regional Exposure Grant with the Region Section Grant into one fund

managed by the Regions



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d. Awaiting report by the ROC Committee. No funds have been distributed this fiscal year.

Grant Program has been received from the Regional Oversight Committee. Regions have

been allocated $10,000. Report to be submitted by each Region by May 1st describing

allocation of funds.

Goal #2: Develop the Roles and the Responsibilities of the new Finance subcommittee


c. Discussed this goal during the Finance Committee teleconference meeting held on

09/07/16. Finance sub-committee has held meetings on 12/14/16 and 01/10/17.

Goals and focus points have been established.

Goal #3: Provide recommendations concerning potential investments and future finances


d. Will be topic of meetings and forthcoming from Finance Committee. Finance sub-

committee will be submitting recommendations.

Goal #4: Track the FY 2016-2017 budget to see how the funds are actually being utilized


c. Currently in progress. Treasurer is reviewing the current yearly audit. Treasurer’s Report

will be reviewed before January’s meeting. The 2017-2018 Budget process has begun.

Budget $$ are available for vendors to attend the National Conference. We do not pay

lodging, meals or travel based upon a motion made last year.

d. Will begin to determine the National Conference stipends from the National Conference

Chairs. The Treasurer determines the stipend based upon the costs provided by the

conference. Treasurer will announce the stipend for NYC and the date that the check will be

sent.

Stretch Goal: Have regular meetings of the committee


a. Regular meetings will begin this Fall. Information has been shared between Greg Dutton,

Frank O’Hare and Dick Cochrane. A formal meeting has been set for 03/18/17.

BUDGET UPDATE

5. 2016 – 2017 Budget: $1,200.00

6. 2016 – 2017 Spent: $0.00

a. Frank’s Budget Meeting trip to Altoona was covered by his company.

7. Current Budget Balance: $700.00

8. List any Non-Budget Items that should be considered in the 2016 – 2017 budget:

a. None


3. None.


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FINANCE SUBCOMMITTEE

Sub-Committee Members Date 1/20/2017

Richard Cochrane, Chair Quarterly Report Period Winter - January

Donna McQuade

Michael Bywaletz

Richard Meehan

Frank O’Hare, ASHE Treasurer


1. Resolved: Than the Expense Policy & General Information Guidelines for Board Members,

dated July 20, 2015, will be modified as on the accompanying document.

2. Resolved: That an account be created, separate from the annual operating budget, for all

income and expenses related to the National Conferences. This account shall

incorporate immediately all line items (currently four) in the 2016-2017 budget

categorized as National Conference Committee. Be it further resolved that the

account shall have as its initial deposit the income from the Pittsburgh 2016

conference.

3. Resolved: That the current investment vehicle selected by the National Treasurer, entitled

PNC Investments LLC ASHE Investment Account, dated November 28, 2016, be

authorized as the appropriate investment vehicle for funds not immediately needed for

day-to-day operations.


2. Date – 12/14/2016

3. Date – 1/10/2017


5. Date: To be determined


Goal #1 - Develop strategy to reduce and eliminate deficit spending of the organization. This

discussion will address methods to reduce spending.


e. Resolutions #1 & #2 above

Goal #2 - Prepare for the National Board a recommended investment policy for ASHE funds and

provide the underlying asset risk strategy.


a. See resolution #3 above.

Goal #3 - Review and recommend methods to improve ASHE handling of finances, i.e. PayPal,

financial institution recommendations, treasurer report format, software, etc.


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a. Quicken Software is working well now, and no changes are recommended

Goal #4 - Develop multi-year operating budgets that integrate strategic plan objectives and

initiatives. This will assist with future financial planning with the timeline based upon future changes

to ASHE, i.e., increased region responsibility, increased membership, westward growth, dues,

sponsorships, etc.


a. No action

Budget update

9. 2016 – 2017 Budget: $500 (Purchase technology, Attendance by Chair to Board Meetings

if requested)


a. Nothing spent

11. Current Budget Balance: $500


a. None

Discussion Items within the Committee

4. None

Reference three attachments.

NOMINATING COMMITTEE

Committee Members Date 1/20/2017

Robert Hochevar, Chair Quarterly Report Period Winter - January

Charlie Flowe

Shirley Stuttler

David Greenwood

Frank O'Hare

Sam Mody


5. Discuss Mid-Atlantic National Director’s Term.

6. Request a motion be made to approve the recommended proposed Slate of

Officers/Directors for the 2017-2018 term – see attached document.

7. Reminder that nominations for the National Awards are due by February 15, 2017.


4. Date: 10/18/2016 Members in attendance: Flowe, Greenwood, Hochevar, Mody,

O’ Hare, Stuttler

5. Date: 11/15/2016 Members in attendance: Flowe, Hochevar, Mody, O’Hare,

Stuttler


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6. Date: 12/14/2016 Members in attendance: Flowe, Greenwood, Hochevar, Mody,

Stuttler

7. Date: 1/11/2017 Members in attendance: Hochevar, Stuttler, Flowe, O’Hare, -

Greenwood


6. Date: 2/15/2017 Time: 3:00 pm - 4:00 pm

7. Date: 3/15/2017 Time: 3:00 pm - 4:00 pm

8. Date: 4/12/2017 Time: 3:00 pm - 4:00 pm


Goal #1 Assure adherence to the National Officer/Director Nomination Guidelines and

applicable sections of the National Bylaws.


f. Prepare & distribute First Notice for Officers/Directors Nominations letter with

attachments in compliance with Guidelines and Bylaws – DONE 7/29/16

g. Prepare & will distribute First Notice for National Awards Nominations letter

with attachments in compliance with Guidelines and Bylaws - DONE 10/1/16

Goal #2 Conduct committee meetings/conference calls as necessary, typically on a monthly

basis at a minimum.


e. Committee meetings via WebEx conducted over the last quarter on 10/18,

11/15, 12/14/2016 & 1/11/2017.

f. Several email correspondence and phone calls between committee members

and others over the last quarter

Goal #3 Send first notice letters and second notice letters to Region and Section

Presidents & Secretaries for nominations for the following National Officers and

Directors positions (nominations due December 1):

o National Second Vice President

o National Secretary Elect

o National Director Mid-Atlantic Region – 3 year term

o National Director Northeast Region – 3 year term

o National Director Southeast Region – 3 year term


c. Distribute via email the First Notice letter – DONE 7/29/16

d. Distribute via email the Second Notice letter – DONE 10/18/16 & 11/15/16

Goal #4 Send first and second notice letters to Region and Section Presidents & Secretaries

for nominations for the following awards as per the Nomination Guidelines

(nominations due February 15):

o Robert E. Pearson/Person of the Year

o Young Member of the Year

o Member of the Year

o Lifetime Achievement


e. Distribute via email the First Notice letter – DONE 10/1/16

f. Distribute via email the Second Notice letter – DONE 12/5, 12/15/16 & 1/11/17


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Goal #5 At least three weeks prior to the May/June National Board meeting and preferably

within one week following the April National Board meeting, the outgoing

Committee Chair shall provide the incoming Chair with all pertinent information

and files to assure a smooth transition.


a. None to date.

Stretch Goal Effectively communicate the recent revisions to the National Bylaws in

regards to the National Secretary and Treasurer positions, in particular the

expanded qualifications and Officer-Elect Positions.


b. Notice for Nominations letters included the attached recently revised Bylaws

and an explanation in the letter of the changes in regards to the National

Secretary and Treasurer positions –DONE per Goals #2 & 3 above

Stretch Goal Identify, encourage and communicate effectively to obtain qualified

candidate(s) for the National Second Vice President and National Secretary-Elect

Positions no later than October 15.


a. Committee members have identified potential candidates or have corresponded

with others who may know potential candidates and have encouraged their

nominations - DONE

b. Committee members will continue to encourage additional nominations and

timely submittal of documentation prior to the deadline of December 1.

Stretch Goal Encourage and communicate effectively to obtain at least two candidates

submitted for nomination for each of the National Awards.


a. Committee members have discussed potential candidates for nominations -

ONGOING

Budget update

1. 2016 – 2017 Budget: $0 (Committee has typically conducted business using conference

calls. Attendance by Chair to attend 0 Board Meeting. Chair is National Director)


a. None.



a. None to date.

5. Submitted Proposed 2017-2018 Budget ($0) to First VP Greg Dutton – DONE 12/30/16

Discussion Items within the Committee over Last Quarter

1. Submitted nominations for Officer and Directors positions.

2. Mid-Atlantic National Director’s Term.

3. Potential candidates for National Awards nominations.

See proposed slate of National Officers attached. (Attachment #7)


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CONSTITUTION/BY-LAWS COMMITTEE


David Greenwood, Chair Quarterly Report Period Winter - January

Stan Harris

Calvin Leggett

Donato Di Zuzio


1. Discuss status of National Constitution Update/Amendment

2. Brief Board on proposed schedule for Constitution Amendment/Voting/Approval

3. Request approval of final draft to be distributed to the membership for review/approval


1. Date: None- Correspondence handled via e-mail


1. Date: November/December via e-mail. E-mail will ask the committee/Board for comments

on revised draft Constitution


Goal #1 Address “At Large” and “International” membership category in the

Constitution;


a. “At Large” membership category incorporated into revised draft Constitution-

Done

b. “International” membership category incorporated into revised draft

Constitution-Done

Goal #2 Work with remaining sections (Harrisburg, Central Ohio, and Sonoran) who have

submitted their revised bylaws for review using the generic template;


a. Central Ohio draft bylaws circulated for review by committee- No new progress.

b. E-mail query made regarding Harrisburg and Sonoran Bylaws Status-No new

progress.

Goal #3 Continue to work with the Executive Committee on SWOT Analysis Initiative

outstanding issues. This relates mainly to the governance of the Society and the

integration of National governance with that of the Regions and Sections. This

committee work will coordinate its efforts with that of the Operations Oversight

Committee including the Operations Manual/Resource Center Subcommittee.


a. Coordinated efforts with website committee and President’s Assistant via e-mail to

better locate the governing documents on the website. Also identified need to provide

identifier on documents to provide date for update and adoption-No new progress.

b. Sent revised draft to the Executive Committee and Governance Chair to receive

comments and suggested edits on the Constitution- Done.


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Goal #4 Gain committee chair and member access to the Cloud


a. Re-requested and recently received access credentials to the Cloud

b. IT presentation and discussion on 10/14/16 provided guidance as to committee

member access and what we can expect as to the storage of governing documents

from regions and sections- No new activity.

Goal #5 Upload National, Regional, and Section governing documents to the Cloud. This

will require coordination with the National Secretary.


a. Bylaws (trial set) uploaded to the Cloud

b. IT Presentation on 10/14/16 confirmed ability to upload National, Regional and

Section governing documents

Goal #6 Finalize an updated Society Constitution and make it consistent with the language

contained in the other Society governing documents.


a. New revised draft circulated to the Executive Committee 10/3/16 with request

for comments by 10/14/16.

b. After final discussions at 10/14/16 Executive Committee, revised draft sent to

entire Board on 11/5/16 with comments requested by 11/21/16.

c. Prepared and circulated final revised draft for Board review on 12/30/16 with

request for comments by 1/10/17.

d. Comments received being considered for final draft to be distributed prior to the

Board meeting on 1/21/17.

Stretch Goal All Section Region Bylaws accessible from the Cloud


a. No action

Budget update

1. 2016 – 2017 Budget: $0 (Attendance by Chair to attend 0 Board Meeting. Chair is

National Director)


b. $0



a. None at this time


1. None to date; only comments received on draft Constitution

LEGISLATIVE REVIEW COMMITTEE Committee Members Date 1/20/2017

Brad Winkler, Chair Quarterly Report Period Winter - January

Caroline Duffy

Calvin Leggett


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Brian Krul


1. No motions or discussion items


1. Date – 11/1/2016 Brad Winkler, Brian Krul, Caroline Duffy, Calvin Leggett

2. December & January Meetings Postponed


1. Date: 2/7/2017 11 AM Central Time

2. Date: 3/9/2017 11 AM Central Time (Thursday)


Goal #1 Evaluate options for legislative updates on a national level. (First ½ of year)

o Committee to review options and develop and implementation plan

o Work with Public Relations to develop “brand” for the legislative update

process

o Work with Technology and ROC to develop distribution plan


a. Working with PR to develop a template for ASHE Legislative Correspondence.

b. Reviewed available paid services (too expensive)

c. Determine if ASHE Inside Lane fits this need. Or even if members are aware of it.

Sent out info to PINs reminding them of ASHE Inside Lane.

Goal #2 Implement process for legislative updates (2nd half of year)

o Commence sending out updated Legislative Updates.

o Monitor and adjust process as necessary


a. No action at this time.

Goal #3 Evaluate Opportunities to Establish a Legislative call to action tool

o Initial research conducted in 2015/2016 along with the technology/website

group to discuss the options for setting up an ASHE write-in letter system for

ASHE members (similar to other organizations such as ASCE, AASHTO,

ARTBA, and etc. use to send letters to the Congressional representatives

about federal issues).

o Committee to develop a white paper on the applicability of this tool. The

paper to be presented to the National Board by Jan 2017 for their review and

consideration.


a. Compiling info on other sources that use call to actions.

b. No other action.

Goal #4 Define/Redefine the role of the PIN

o Develop roles and responsibilities for PINs at the section level.


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a. Guidance Developed and circulated to PINs via email.

Goal #5 Update the Political Information Network (PIN) – Spring 2017


a. Not started.

Goal #6 If there is activity at the Federal level pertaining to transportation funding, then

the Committee will initiate a review and update to ASHE Federal Position

Statement.


a. No action.

Goal #7 For 2016/2017, the committee does not anticipate the need to update the

legislative PowerPoint available on ashe.pro. The next planned update will

commence once the next ASCE infrastructure report


a. No action.

Stretch Goal Establish a Legislative call to action tool – similar to other engineering

related organizations


a. Not started.

Budget update

1. 2016 – 2017 Budget: $2,000 (Purchase technology to distribute FACT Sheets. Attendance

by Chair to attend one Board Meeting.


a. Nothing spent

3. Current Budget Balance: $2,000


a. None

STRATEGIC PLAN COMMITTEE


Len Pappalardo, Chair Quarterly Report Period Winter - January

David Rast

Richard Cochrane

Robert Peda

Scott Kroper

Jen Hawkins

Greg Dutton (Board Liaison)


1. NONE


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1. No meetings held since the August meeting. Follow up emails to the committee have been

sent, along with requests to provide feedback from committee chairs of committees assigned to

each member of the Strategic Planning Committee. Feedback received was used to write this

report.


1. Date: 2/8/2017 Time 12pm-Noon


Goal #1 Defining the viability of incomplete action items from 2015-2016 and adjusting the

plan accordingly


a. No additional action was deemed necessary at this time, regarding assessing

action item viability or plan adjustments.

Goal #2 Aggressively pursuing the stated goals for viable action items.


a. The committee chair issued a request to all committee members to coordinate with

their respective committee assignments, and discuss the accomplishments of those

committees with the chair, to determine their progress in supporting the overall

goals of the organization.

b. Committee responses were used to update the status of the plan goals and to

develop this report.

c. Membership needs support from National in getting information regarding the

parameters for the Section Report Card. With the parameters in place, sections

would be more able to determine if their section is deemed “healthy”.

g. Public Relations video has been actively utilized by sections, however it would

be helpful to determine which sections are using the video for promotional

purposes and if there are any net positive effects through increased

membership/sponsorship.

h. Our next committee meeting scheduled for 2-8-17 will focus on further

improvements of our inter committee communication and ensuring that all

committees understand their role in supporting the strategic plan and that they

communicate their progress to the Strategic Planning Committee member

assigned to coordinate with their committee.

Goal #3 Improve the committee’s internal communication and re-assigning champions to

reach out to other ASHE committees and external groups, who will be vital to

achieving the goals of the Strategic Planning Committee.


a. The Strategic Planning Committee’s coordination with other committee chairs

helped to re-establish a continued dialogue between committees and ensure that each


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January 21, 2017

respective committee chair is aware of how the accomplishments of their committee

affects the overall Strategic Plan.

b. Each member of the Strategic Planning Committee has reached out to their

assigned committee contacts and provided feedback for this report.

Goal #4 Identify champions for goals to share workload on 5 goals: improve internal

communications, improve external communications, establish strategic alliances,

expand and retain membership strength and vitality, promote education &

technology transfer, determine when to revisit strategic plan, 1 year before

expiration (2018) consult to review new plan (Jenn Newman likely candidate for

review)


a. Improve Internal Communication – Champions Assigned and process

implemented. See above.

b. Determination for re-visiting the Strategic Plan will be made at the next committee

meeting, scheduled for Feb. 8th, 2017.

Stretch Goal Have in a place a Champion to reach out to every committee to understand

how they are working toward the Strategic Plan


b. Outreach to committees has been established and feedback from each responsive

committee has been utilized for completion of this report.

Stretch Goal Revisit the 2015-2018 Strategic Plan as we move toward a 2018-2021

Strategic Plan identifying who needs to be involved and format for work session


a. A Web-Ex meeting has been scheduled for February 8th, 2017. At that meeting, we

will determine a date in 2017 that the Strategic Planning Committee can re-convene

and re-visit the strategic plan

Budget update

1. 2016 – 2017 Budget: $600 (Attendance by Chair to attend 1 Board Meetings)


a. No expenses to report



a.$1200 for a Strategic Planning Session to re-visit the existing plan and re-

establish goals for the new plan, which expires in 2018


1. Our committee didn’t have a meeting since the last report. Our next meeting is scheduled for

Feb. 8th, 2017


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PUBLIC RELATIONS COMMITTEE Committee Members Date 1/20/2017

Amanda Schumacher, Chair Quarterly Report Period Winter - January

Dawn Fortuna

Nikki Reutlinger – has opted to resign from the committee

Corey Fenwick (social media)

Jonathan Daguilh (social media)

Donato Di Zuzio (Board Liaison)

John Midyette (Mid-Atlantic Region)

Rich LaRocco (Great Lakes Region) - have not responded to emails

Len Pappalardo (Southeast Region)

Jennifer Hendricks (Northeast Region) – have not responded to emails


1. Motion to establish a dedicated fedex or UPS mailing account for booth and other PR

mailings

2. Discussion – Amanda to be on maternity leave March 9th – June 4th – does there need to be a

proxy PR Chair? Amanda plans on attending a day of the NYC conference, but day TBD.


1. Date – 11/2/2016 PR Committee Call


1. Date: 2/15/2017 PR Committee Call

2017 Goals with Action Taken to meet those goals

Goal #1 Collaborate with website committee to contribute to new redesign of navigation to

better serve our membership. Also to ensure brand consistency.


a. No action was requested/required of the PR committee at this time

Goal #2 Collaborate with New Sections committee to work within their strategic plan to

continue to create new materials for driving interest.


a. Discussions ongoing with Tim Matthews on new brochure for outreach efforts

b. Transition of Jen Newman no longer co-lead has delayed this project

Goal #3 Collaborate with membership at large/membership chair to develop new

materials, create a survey of value for current membership and offer webinars to

encourage interest/purpose


a. Scheduling a call with Leigh to discuss – aiming for 1/18/17

Goal #4 Continue collaboration with partnerships committee to continue their campaign

to educate and encourage regions/sections to utilize the established partnerships

as well as be more active in attending partnership events.



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a. Outreach letter has gotten a positive response. Next steps on their outreach

program have not been communicated with the PR Chair as of yet.

Goal #5 Develop defined social media plan & implement - Within one year have over 100

followers on Facebook and/or Twitter and develop national campaigns for

contributions from all areas via local PR representative input


a. Social Media Plan has been completed (attached). Corey Fenwick and Jonathan

Daguilh are the leads, Amanda S is the support

b. Booth materials sent now include a ‘win a free membership’ incentive for those

who like us on facebook

c. Social Media stats are increasing:

a. Twitter – 45 followers – increase of 11 followers since October

b. LinkedIn – 1,301 members – increase of 120 members since October

c. Facebook – 45 likes – increase of 5 likes since October

Goal #6 Within six months – set up a national picture database as a depository for future

reference/ongoing initiatives as well as to help populate the 60th anniversary

history book. Develop procedure to map out naming convention/organization/etc.


a. Researching Flickr and Smugmug

Goal #7 Within one year, develop a YouTube marketing campaign to provide better

exposure for our membership


a. Completed

b. Uploaded our membership video to our youtube channel.

c. Linked other national conference videos to our youtube channel.

Goal #8 Within one year, develop more interactive PowerPoint presentations (or maybe

other medium) for the website – fresh, new look


a. No action has been taken on this yet.

Goal #9 Within six months, submit a plan and schedule for the development of a

promotional campaign for use of the ASHE Store by members of ASHE thereby

promoting consistency in the image of ASHE across the Regions and Sections.


a. Jenny Jenkins has developed a survey in collaboration with the technology

committee (mindy) to poll existing membership on their knowledge/use of the

store.

b. Message to send with survey is under review – survey to be sent within the next

few weeks

c. Results of survey will help develop a plan


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Goal #10 Within six months, update all promotional material to comply with new mission

statement


a. This has been completed.

Goal #11 Within one year, Update tabletop booth display and add technology via a tablet to

showcase the video


a. Currently working on this – no tablet has been purchased yet, aim to complete

by March 2017

Goal #12 Within six months, touch base and develop a management plan for multi-briefs

service


a. Amanda S has established connection with multi-briefs and is reviewing the

contracts – will be recommending any changes by mid-February to National

b. Multi-briefs review to be transitioned

c. If changes are needed - Contract needs to be updated by April 2017

d. Also had discussion with Brad Winkler about the use of this service for the

legislative committee. (8/11/16)

Stretch Goal Blog for ASHE – set up a word press application for easy reference of

scanner articles and share insights of membership/leadership


a. No action has been taken yet. Evaluating the effectiveness and potential

contributions needed.

Stretch Goal International recognition of ASHE – speak on behalf of the organization on

an international scale and be a true leader and example organization


a. Strategizing on how to attack this stretch goal – may be a multi-year goal

Budget update

1. 2016 – 2017 Budget: $7,000 ($1,200 Attendance by Chair to attend 2 Board Meeting /

$100 Contest for 2016-2017 / $600 National Conf. Exhibit Booth - Company Store / $4,750

Two new table top displays. Social media service. New promotional items including updating

the mission statement and associated PR activity / $350 Shipping - Ashe Display)


a. ~$200 – Why Join ASHE brochure – printed and rush sent to Kentucky

bluegrass section (invoice anticipated)

b. ~$350 – Why Join Student Outreach and Why Join ASHE brochure with update

of South Florida Section – printing (invoice anticipated)

c. ~100 – brochure graphic updates for South Florida section by TNT graphics

(invoice anticipated)

d. $300.00 – shipping of ASHE booth & anniversary certificates

f. $996.14 – promotionals for booth

3. Current Budget Balance: $3,151.83


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January 21, 2017



1. National Committee would like PR’s help with promoting the ‘project of the year’ award

2. Amanda maternity leave March 9th-June 4th

3. Nikki Reutlinger has opted to resign from the committee due to time constraints

4. Two new potential committee members – Andy Katz of IIS and Anis Shaikh of Envision SP –

Amanda is talking with both

See attachments #8 and #9

NEW SECTIONS COMMITTEE

Tim noted the report is the same as October's except they are working on Bluegrass who they had a

meeting with on January 12th and President Larry also attended the meeting.

PARTNERSHIPS SUBCOMMITTEE Committee Members Date 1/20/2017

Dawn Fortuna, Chair Quarterly Report Period Winter - January

Greg Dutton

Stan Harris

Brian Krul (Board Liaison)

Philip Erbland (NACE)

Leigh Lilla (NAWIC)

Jeff DeAngelo (IECA)

Dawn Fortuna (SMPS)


1. How can this committee more effective support the New Sections Committee, more integration

will assist in providing contacts through our partnership relationships. Invites to New Section

Conference call might be beneficial.

2. Brian Krul to finalize partnership with IBC or notify this committee that it isn’t moving

forward.

3. Representation of ASHE at the upcoming National NACE Conference in Cincinnati by Philip

Erbland and Stan Harris.

4. Notification to board that SMPS intends to exhibit at our 2017 Conference.


1. Date – 10/10/2016 Fortuna, Krul, , Erbland, Lilla, DeAngelo

2. Date – 12/13/2016 Fortuna, Harris, Bakrul, Lilla, DeAngelo

3. Date: 1/10/2017 Fortuna, Harris, Lilla


*It has been determined that bi-monthly meeting will be more effective moving forward.

1. Date: 3/14/2017 3PM EST

2. Date: 5/9/2017 3PM EST


Goal #1 Continuing outreach to local sections on the advantages of partnering.


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January 21, 2017


a. Promotion to be done through Region quarter calls.

Goal #2 Determine with Sections best teaming partners. This can be accomplished

through a similar matrix process to ask who they are currently teaming with at

the local level to identify the best fit for National Partnerships. Contact will be

made with incoming section presidents and secretaries.


a. Committee has performed online section survey. A good cross section

representation was obtained. A summary of this survey is attached for the National

Board’s consideration.

b. While ASCE and ACEC have been consistent teaming partners on an informal

level, they have both expressed that they are not open to a formal agreement with

AHSE.

Goal #3 Develop an additional teaming partner, potential opportunities exist for:

o The American Society of Certified Engineering Technicians (ASCET)

http://www.ascet.org/

o National Association of Environmental Professionals (NAEP)

http://www.naep.org

o Women’s Transportation Seminar https://www.wtsinternational.org/


a. Dawn Fortuna and Jeanette Morenski (ASCET) are to have a conference call

during January for the next steps.

b. Jenn Newman is the contact for WTS and she has been in transition.

c. Brian Krul and Dawn Fortuna are working toward a potential partnership with ITE.

Goal #4 Finalize partnership with IBC.


a. Brian Krul to update.

Goal #5 Continue cross promotion of our organizations at each other’s National

Conference. Create a more focused approach to what that entails including

session speakers, costs and collaboration with National Conference Planners.


a. ASHE intends to exhibit at the National NACE Conference in 2017.

b. SMPS and NACE intend to exhibit at our 2017 National Conference in NYC.

Goal #7 Collaborate with New Sections to leverage our currently partnerships to expand

to new geographic areas.


d. No advancement.

Stretch Goal Double our Partnerships – go from 4 to 8


a. Coordination with ASCET during Winter 2017.


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b. Potential partnership with ITE to be determined.

Budget update

1. 2016 – 2017 Budget: $4,000 (Attendance at Partnering Society Conferences (NACE,

ICEA, NAWIC and SMPS) Booth sponsorships at ASHE Conference 4 x $600. Partnership

Chair attendance at one Bd. Meeting)


a. $0



a. N/A

See attached Partnership Survey. (Attachment #10)

TECHNOLOGY COMMITTEE


Mindy Sanders, Chair Quarterly Report Period Winter - January

Roger Carriker - (Board Liaison)

Thomas Morisi, Website Subcommittee Chair

Jake Morisi

Richard Cochrane, Cloud Subcommittee Chair


1. Request from Georgia Section for access to National database


1. Date – 10/14/2016 National Board Meeting


1. Date: Early February Time


Goal #1 To assist website committee to recruit website representatives for each region


a. Will be meeting with Tom Morisi in Canton to review the tasks anticipated for

each representative. Once that is established, plan to reach out to Regional

presidents and Section Website Committee Chairs.

Goal #2 To assist the cloud subcommittee to research and initiate a new conferencing

service


a. Goal Complete: A new conferencing service was established – WebEx. The

committee helped evaluate the service.

Goal #3 To assist the National Conference Committee on research for possible

conference app development


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c. Began research on the available tools. There are base development tools from

Apple and Android that may be downloaded for free and also a variety of third

party tools ranging in price and capabilities.

1. Appypie.com, $30/mo w/ discount for nonprofit orgs + publishing fees. Less

capable than some and may force ads to appear on the app for this pricing.

2. Crowd Compass. Pricing starts at $5,000. This is the company used by IBC

(International Bridge Conference. Also has registration and capabilities to

integrate (@$3-14/registrant).

d. Still need to determine the functionality of the app desired by the National

Conference Committee, price point, and how they want to proceed

Goal #4 Determine the extent that the website and additional database functionality

would be used by the National Committees and by the general membership,

including but not limited to, membership applications and conference

registration.


a. No actions taken, but expect this to be discussed at the board meeting. Example

discussion questions to be answered:

1. How does ASHE wish to improve the current membership system (online

forms, etc.)?

2. Do we want to explore creating a registration system for National

Conferences?

Stretch Goal To develop a conference app


a. No actions to be taken until Goal #3 is accomplished and direction is provided.

Stretch Goal Work with the database and website subcommittee chairs to implement any

desired increased website functionality.

Actions to Be Taken a. No actions to be taken until Goal #4 is accomplished and direction is provided.

Budget update

1. 2016 – 2017 Budget: $3,600 (Survey Monkey $400, Member (Technology/Website or

Cloud) attend 1 Board Meeting $600, J.M. Server agreement for 2016-2017 is a portion of this

expense. J.M. Server $2500)


a. $176.20 (board meeting)

c. $270.00 (Survey Gizmo)

d. $1165.00 (JM Server, 9/30/16)

3. Current Budget Balance: $3019.92 (anticipated)



1. Recent Survey Gizmo Requests:


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a. PR Committed regarding ASHE Merchandise to be sent out to general membership

(Questions provided 9/21/16, test survey created 9/23/16) -

http://www.surveygizmo.com/s3/3066161/ASHE-PR-Committee

b. Partnership Committee regarding possible partnership organizations to be sent out to

section presidents and secretaries (Questions provided 9/23/16, test survey created

09/29/16, emailed for distribution 10/5/16) -

http://www.surveygizmo.com/s3/3078711/ASHE-Partnering-Survey

c. No additional requests since last update.

WEBSITE SUBCOMMITTEE


Thomas Morisi, Chair Quarterly Report Period Winter - January

Roger Carriker (Board Liaison, Chesapeake Section)

Frank Bronzo (Cuyahoga Section, Great Lakes Region)

Craig Rock (Altoona Section, Northeast Region)

TBD (Mid-Atlantic Region)

Mike Sewell (Great Lakes Region)

TBD (Southeast Region)

TBD (Northeast Region)


8. Keller Engineers Website Agreement is attached for consideration. The Agreement

maintains the same terms as all previous agreements. However, we are proposing the

agreement period now start in January instead of March to make timing with conferences

better. We have been working without an agreement since March 2016 in order to make this

change.

9. In accordance with the stretch goal and the results of the October IT Workshop, a proposal

has been obtained (attached) to provide ASHE with a completely new website. The proposal

is from J David Productions whom Keller Engineers used to update their website. I have

worked with Justin David and found him very good to work with and dedicated to the needs

of his clients. I recommend the Board consider the proposal amount for budgeting purposes

in 2017-2018.


No formal meetings have been held. To date, the function of the committee has been to respond to

requests. It is the hope to change the function once committee members from each Region are

established and can bring additional technical expertise to the committee.


None are scheduled at this time.


Goal #1 Establish Website Committee Chair/Contact at each of the four active Regions by

December 31, 2016. We will need assistance from the National Board and the

Regions in order to do this. Note that prior requests for these members have been

unsuccessful.

http://www.surveygizmo.com/s3/3078711/ASHE-Partnering-Survey


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h. No action taken at this time. Assistance in finding members was requested from

the National Board at the October 2016 Meeting. A list of duties for the proposed

Committee members is attached.

Goal #2 Perform a comprehensive update of the National Website Guidelines by August

31, 2016. While the current Guidelines are adequate, revisions are necessary to

keep up with ASHE’s increased use of technology.


i. No action taken.

Goal #3 Conduct a review of Section websites for conformance to the National Website

Guidelines and notify Sections of deficiencies by July 31, 2016. Note this review

is typically conducted annually. A future goal is to shift this duty to the Region.


e. Review was completed by July 31, 2016. A summary of the findings is attached

to this report.

f. The notification of deficiencies was combined with the notification under Goals

#4/#5 and sent to the Regional Oversight Committee on August 30, 2015 for

distribution to the Regions.

Goal #4 Contact Sections not using the ashe.pro domain by August 31, 2016. At the time

of preparation of this report, there are six Sections that are not using the

ashe.pro domain. A future goal is to shift this duty to the Region.


g. See item b under Goal #3.

Goal #5 Contact Sections that do not have a website by August 31, 2016.


d. See item b under Goal #3.

Goal #6 Continue to update/maintain National Website and minimize turnaround on

requests to one week where feasible.


e. As of the date of this report, all requests have been processed. A list of

requests/revisions is attached.

Stretch Goal Completely revamp the Website working with the PR committee to make it

more presentable to both members and perspective members


e. A proposal has been obtained from J. David Productions to provide ASHE with

a completely new website. That proposal is attached. We will be requesting

adequate funds in the 2017-2018 budget in order to move forward with this

project. The project would address all current issues as well as those brought

forward as part of the IT Workshop conducted at the October 2016 meeting.

Budget update

13. 2016 – 2017 Budget: $2,600 (By agreement, National pays for Keller's Sponsorship in

exchange for Craig Rock's technical support. Attendance by Chair to attend 1 Board Meeting.

J.M. Server agreement for 2016-2017 is not a portion of this expense. J.M. Server $0.00)


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a. Attendance at October 2016 Board Meeting – $496.



a. None

CLOUD SUBCOMMITTEE


Richard Cochrane, Chair Quarterly Report Period Winter - January

Charlie Flowe - (Board Liaison)

Diane Purdy

John Caperilla

Jake Morisi (JM Server Solutions)


1. Recommend that the ASHE Cloud be made the official file-sharing system.

2. Mandate that sections secure Cloud access


1. Date – 12/14/2016 Members in attendance


1. Date: None


Goal #1 Ensure that everyone who desires cloud access has the appropriate access


a. Provide Cloud sub-committee chair with rights to add users

b. Follow-up with cloud requests

Goal #2 Ensure that the permissions and folder access protocols are correct and allow

sections and committees to interact internally and externally as required.


a. Complete

Stretch Goal Make the Cloud attractive for users to want to utilize its capability


a. JM Server Solutions to prepare updated user guide

Stretch Goal Develop a Cloud User group


a. Donna McQuade has agreed to lead this effort.

Budget update

1. 2016 – 2017 Budget: $1,250 (J.M. Server agreement for 2016-2017 is a portion of this

expense. J.M. Server $1250)


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January 21, 2017


a. $0.00 (Per Frank’s Aug 24 cash flow report)




SCANNER COMMITTEE

Committee Members: Date: 1/20/2017

Greg Dutton, Chair

Tammy Farrell, Editor Quarterly Report Period: Winter - January

Sandra Ivory

Thomas Morisi

Donato DiZuzio

Kathryn Power

Motions or Discussions to be brought before the National Board:

1. None

Meetings held since the previous Quarterly Report:

Date: Click here to enter a date.

Members in attendance:

Established Meeting Dates already set before the next Quarterly Report:

Date: Click here to enter a date. Time:

2016 – 2017 Goals with Action Taken to meet those goals:

Goal #1: To monitor, guide and control the content of the scanner prior to established deadlines

for submittals.


a. Improve processes for article submission, review and inclusion by the Sections,

Regions and National Committee. Review and edit articles in detail at the Section

& Region level. Get assistance from colleagues having skills for article

writing/editing. Improvements have been seen in the quality of articles submitted

to the committee for final inclusion into the scanner. b. Recruit and provide reviewers that have an eye for detail, knowledge of

technical/engineering issues, desire for helping the scanner continue to be an

outstanding product, and a knack for politely getting articles edited. This should be

an ongoing activity

c. Update the scanner Guidelines to provide more details for article writers and

reviewers as necessary. Scanner Guidelines were updated on 11/08/16.

d. Find a replacement chair person to take over the committee. Sandy Ivory to check

with Bob Peda in Harrisburg to see if he will be interested in getting involved again.

The committee chair must have technical experience to be able to properly review

articles. Greg to compile a job description for distribution. A new chair has not yet

been determined.


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January 21, 2017

Scanner Committee Chair:

Oversee and implement the committee’s goals as specified herein.

Coordinate the activities of the committee regarding article reviews, budget issues,

guideline updating, and conducting periodic meetings as necessary.

Recommend and/or appoint committee members as necessary.

Compile quarterly reports for delivery and presentation to the National Board.

Coordinate with the scanner publisher on any issues related to the scanner.

Review invoices from the publisher and recommend approval to the National

Treasurer.

Monitor and report on the committee’s budget.

Address inquiries with the scanner from membership.

Goal #2: To monitor the budget and report to the Board the status of revenue and costs.

Action (Provide what has been accomplished on this goal) See BUDGET UPDATE attached

Fiscal Year: June 2016 – May 2017

Three (3) editions published (Summer 2016, Fall 2016, Winter 2017)

INCOME (Sponsorships)

a. Sponsorship goal of $26,000 for the year. Collected $16,700 to-date this fiscal year.

b.Solicit companies for sponsorship who are prominently featured in an upcoming article.

Borton-Lawson has sponsored a full page ad in spring issue, for an article where they

are featured.

c.Solicit contractors and vendors for sponsorship.

d.Review opportunities for gaining revenue through The Inside Lane.

EXPENSES

a. Expense budget of $40,000 for the year. With three (3) editions published (one

remaining to be printed) this fiscal year and invoices submitted for two (2), current costs

are estimated at $19,795.78 with $20,204.22 remaining in the budget. If the trend

remains, the costs will remain within the 2016-17 budget.

b. An estimated 6500 printed copies are made for each edition at an approximate cost of

$1.95/person/issue.

Goal #3: Balance the use of the electronic version and the hardcopy


a. Both Hard copy and electronic versions of the scanner are available.

b. No known members have opted out of the printed version in lieu of the electronic

version – Feedback indicates most of the membership like the hard copy. This

information will continue to be solicited.

c. There is currently no vehicle for reducing the printed version.

d. Committee recommends that the electronic version be shown to new members or at

meetings along with the new video as a marketing tool.

Goal #4: Improve the accessibility on the Website with a scanner tab.


a. Website currently has a scanner tab. This goal has been achieved.


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January 21, 2017

Stretch Goal: Increase Sponsorship by $10,000


a. See sponsorships in Goal #2. Stretch goal will be hard to achieve.

BUDGET UPDATE

1. 2016 – 2017 Budget Income (Sponsorships): $26,000

b. Total Income Received To-Date: $16,700

2. 2016 – 2017 Budget Expenses: $40,600

$40,000 Combine all scanner activities. Committee receives breakdown on invoices from TNT.

$600 NYC National Conference

$0 Current chair is National Board Member for travel

INVOICED by quarter:

a. Invoice for Printed scanner: (Summer 2016) 06/07/16 - $7,070.91

(Fall 2016) 09/19/16 - $6,101.10

(Winter 2017) Not yet invoiced

b. Invoice for Digital scanner: (Summer 2016) 06/14/16 - $629.60

(Fall 2016) 09/19/16 - $619.60

(Winter 2017) Not yet invoiced

c. Total Expenses To-Date: Estimated with Winter 2017 edition: $19,795.78

d. Current Budget Balance: Estimated with Winter 2017 edition: $20,204.22

3. List any Non-Budget Items that should be considered in the 2017 – 2018 budget:

a. None at this time


1. Tammy to review her 3-year proposal and advise.

STUDENT CHAPTER COMMITTEE


Matheu Carter – Chair (First State) Quarterly Report Period Winter - January

Roger Carriker – (Chesapeake, Board Liaison)

Frank Bronzo – (Cuyahoga)

Kathryn Power – (Pittsburgh)

Erin Collins – (Chesapeake)

Eugene Cipriani – (Delaware Valley)

John Caperilla – (Delaware Valley)

Matthew Galenas – (Delaware Valley)

Aaron Muck – (Triko Valley)


1. None, currently.


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January 21, 2017


1. Date – 11/10/2016 Muck, Power, Bronzo, Caperilla, Carriker, Carter, Larry Ridlen

(National President, guest)

2. Date – 12/8/2016 Muck, Caperilla, Galenas, Carter, Larry Ridlen (National President,

guest)

3. Date – 1/12/2017 Muck, Galenas, Caperilla, Power, Bronzo, Carriker, Carter, Ridlen

(National President, guest), Carrie Streahle (South New Jersey, guest)


1. Date: 2/9/2017 Noon conference call





Goal #1 Share results of December 2015 student chapter survey with Sections in summary

form (summer 2016)


a. Regions briefed through National Board interaction.

b. Final summary is located on the ASHE Cloud.

Goal #2 Update “Best Practices for Developing and Sustaining Student Chapters”

(March 2017)


a. This task has not been initiated.

b. Version 2.0 of the document will likely begin February 2017.

Goal #3 Target Sections with desire to establish a Student Chapter and provide outreach

and support (on-going)


a. Committee members assigned target Sections during September 8 conference call.

Central Ohio – John Caperilla

Lake Erie – Matthew Galenas

Harrisburg – Kathryn Power

Triko – Aaron Muck

Pittsburgh – Kathryn Power

Middle Tennessee – John Caperilla

Stretch Goal A Committee member will travel to any Section exploring a Student Chapter

for a planning and consulting session.


a. No action taken. At this point, Section activity has not seemingly warranted

this kind of excess.


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January 21, 2017

Budget update

1. 2016 – 2017 Budget: $600 (Attendance by Chair to attend 1 Board Meetings)


a. No expenditures this quarter



a. None, currently.


1. National goals.

5. Summary of student chapter status from survey and since.

6. Committee members assigned Sections indicating they could use some coaching, mentoring,

etc.

7. Committee is considering a potential recommendation for National Board policy on student

fee alternatives. We are not prepared to make a recommendation at this time, but a working

draft is attached to these notes should the Board find time to review it and provide any insight

to the Committee.

8. Committee is considering the feasibility and value of a regional student chapter conference or

workshop. Increasingly, this looks like it will take place in April or May 2017 at the

University of Delaware.

9. Use of Exposure Funds relative to student chapters. The Committee requests (could benefit

from) a summary from National of Exposure Funds used for expansion in the student chapter

category over the past five years.

10. Update of Best Practices Guide in the spring.

11. Best use of the ASHE Cloud by Committee members and for sharing of resource documents

to ASHE Sections and Regions.

a. The Committee has seen confusing direction on the appropriate use of the Cloud and

at this time is not planning on relying on it until such time as its purpose becomes

clear.

See attachment #11

PROFESSIONAL DEVELOPMENT COMMITTEE


Matheu Carter – Chair (First State) Quarterly Report Period Winter - January

Roger Carriker – (Chesapeake, Board Liaison)

Frank Bronzo – (Cuyahoga)

Kathryn Power – (Pittsburgh)

Erin Collins – (Chesapeake)

Eugene Cipriani – (Delaware Valley)

Rob Snowden – (First State)


1. None.


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January 21, 2017


1. Date – 11/3/2016 Ridlen, Power, Bronzo, Carriker, Carter

2. Date – 11/30/2016 (Webex) Power, Carter

3. Date – 1/4/2017 (Webex) Carriker, Carter






Goal #1 Develop a national certifying entity that would allow all of our Sections and/or

Regions to issue professional development hours (PDHs) (summer 2016)


a. The Professional Development Certification Program (approved July 6, 2016 by

the ASHE National Executive Committee) has been published to the ASHE

National web site, to the ASHE Cloud, and distributed to Presidents and Secretaries

of each Section and Region. It is effective September 1, 2016.

b. On 11/7/2016, the Professional Development Committee solicited from each

Section and/or Region (via Shirley Stuttler) a summary of PDHs issued in the past

year and will summarize the findings to the National Board prior to the spring Board

meeting.

c. Five Sections have responded to date: Albany, North East Penn, Middle

Tennessee, NY Metro, and Lake Erie.

Goal #2 Review Section and/or Region data on PDH issuance and summarize to the

National Board (spring 2017)


a. No action yet – targeted to begin February 2017.

Stretch Goal A series of free webinars will be held each year to educate ASHE Sections on

the topic of Professional Development (ASHE procedures, typical licensing

board expectations, topic development, speaker selection, feedback solicitation,

and other best practices).


a. No action yet – this will be a topic of discussion in conference calls in spring 2017.

Budget update

1. 2016 – 2017 Budget: $1,200 (2015-2016 Florida PDH fee plus other education & PDH

costs)


a. No expenditures this quarter



a. None, currently.


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January 21, 2017


1. National goals.

2. Final review and publish of Professional Development Certification Program.

a. Discussion of audit procedure and frequency that the Committee may utilize for

verification that Sections/Regions are following the program requirements.

b. Committee desires some feedback at some frequency from each Region on how

the PDH process is going. This can/could be accomplished by asking National

Region Directors at the quarterly National Board of Director meeting to give

their input/feedback. The Committee would like overall perspective from ALL

Regions to ensure the program is being successfully followed.

c. Committee members on alert for questions, concerns confusion regarding the

Program. Following circulation, the Committee heard the following inquiries:

i. North East Penn Section. Jarilyn Luben (1st VP of Section) contacted Matt

for email copies of the PDH evaluation form and certificate; he did so

9/12/2016.

ii. Anis Shaikh, President of Potomac Section, requested forms and certificates

on 9/15/2016; Matt provided them.

iii. Shirley Stuttler circulated examples to all Section and Region Presidents and

Secretaries 9/15/2016 following Richard Cochrane’s request in lieu of the

Cloud not being intended as a distribution vehicle

iv. Marco V. Ávila – Chesapeake Section PDH Chair – Matt had opportunity to

directly introduce the Professional Development Certification Program

(PDCP) and offer templates if he needed them.

v. Matthew A. Benscoter – Southern New Jersey Section Secretary – he had

clearly already read the PDCP and Matt clarified record retention questions

he had.

vi. Naldo Gonzalez – Gold Coast Section - his inquiries to Greg Dutton enabled

Matt to reinforce the elements of the PDCP that he should be particularly

aware of and offered templates.

vii. Nikhil Deshpande – Potomac Section – Matt had opportunity to directly

introduce the PDCP and offer templates if he needed them.

viii. Julianne Dargan Wolfe – East Penn Section - Matt had opportunity to

directly introduce the PDCP and offer templates if he needed them.

ix. Larry shared that in his travels to Sections, the reaction has been positive and

the inquiries have been focused on how rigid Sections needed to be with the

guidelines and questions on implementation.

x. Kathryn echoed that the Pittsburgh Section was largely operating the way

they had been in the past and found that it was consistent with the guidelines

of the new program. She noted for example that they had just had a meeting

the night before and their Section President signed the certificates, which is

permissible under the guidelines.

xi. Matt exchanged notes with Justin Jackson (Williamsport Section); Justin

asked to change language on the PDF review form to a line item more

consistent with guidance from the Pennsylvania licensing board. The

Committee was asked for input and the consensus was that would be fine,


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January 21, 2017

our intent being to conduct due diligence and not be any more prescriptive

than necessary to protect ASHE.

xii. Matt exchanged notes with Jerilyn Luben (North East Penn Section)

regarding the need for a separate sign in sheet if the recipient signed the PDH

review form. The Committee was asked for input and the consensus was that

would be fine, as long as the recipient both printed and signed the review

form and all necessary document retention took place.

xiii. Matt weighed in with Naldo Gonzalez (Gold Coast Section) regarding their

PDH certificates and they will make some small changes to be consistent

with our guidelines.

3. Best use of the ASHE Cloud by Committee members and for transmittal of templates to

ASHE Sections and Regions.

a. The Committee has seen confusing direction on the appropriate use of the Cloud

and at this time is not planning on relying on it until such time as its purpose

becomes clear.

MEMBERSHIP/MEMBERS AT LARGE COMMITTEE


Leigh Lilla, Chair Quarterly Report Period Winter - January

John Derr

Kevin Duris

Charles Flowe - (Board Liaison)

Alice Hammond

Tammy Johnson

Karl Bednarz


N/A


1. Date – 10/24/2016 Karl Bednarz, Kevin Duris, Leigh Lilla

2. Date – 1/9/2017 Karl Bednarz, John Derr, Charlie Flowe, Leigh Lilla, Larry Ridlen


1. Date: 3/6/2017 Time: 2 pm

2. Date: 5/8/2017 Time: 2 pm


Goal #1 Develop Member at Large (MAL) program structure that encourages renewals

Action a. Offer an Annual Webinar for a PDH to engage members at large

b. Offer a calendar of good annual events by Section that MALs may want to

travel to attend – will poll Regions / Sections prior to next meeting for their

contributions to this.


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January 21, 2017

Goal #2 Collaborate with PR committee to improve outreach items / initial

correspondence

Action a. Amanda recently updated the ‘Why Join ASHE’ brochure – will be sure to utilize

the latest PR materials. Will update future MAL interest responses with a link to our

‘Why Join ASHE’ promotional video.

Goal #3 Collaborate and share Member at Large (MAL) data with New Sections Committee

for their use

Action a. Each time a domestic membership at large inquiry is received, it is immediately

forwarded to the New Sections Committee Chairs. This goal was more of a problem

noticed through dialogue in the Collaborations calls. For all intents and purposes,

this problem has been fixed and this goal can be marked as accomplished

Goal #4 Start tracking the “how did you hear about ASHE”? responses on membership

applications – at least MAL applications

Action d. Added column to membership at large tracking spreadsheet to log these

responses as they come in

Stretch Goal Successful membership drive

Action a. None to date on this goal. Will collaborate with Amanda on this effort

Stretch Goal Develop Section Report Card

Action a. No action to date on this item, need additional input from Board on their

expectations for this item

Budget update

1. 2016 – 2017 Budget: $500 ($500 for membership marketing materials. Attendance by

Chair to attend 0 Board Meeting. Chair is National Director)


a. $0.00



N/A


1. Work with National Conference committee on offering a webex from one of the technical

presentations versus coming up with a technical presentation from ‘scratch’

2. Extensive discussion on last call regarding Section report card


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January 21, 2017

NATIONAL MEMBERSHIP DATABASE SUBCOMMITTEE


Charlie Flowe – Chair Quarterly Report Period Winter - January

Robert Hochevar

Jake Morisi



1. Date 11/3/2016 Charlie Flowe, Bob Hochevar, Jake Morisi, Larry Ridlen

2. Date 12/2/2016 Charlie Flowe, Bob Hochevar, Jake Morisi, Larry Ridlen

3. Date – 1/6/2017 Charlie Flowe, Bob Hochevar, Jake Morisi, Larry Ridlen


1. Date: 2/2/2017 4:00 pm

2. Date: 3/2/2017 4:00 pm

3. Date: 4/6/2017 4:00 pm


Goal #1 Adjust the Data base to meet the needs of end users


a. Developed the Region Access capability

b. Worked through a flow chart and proposal for allowing Section uploads of

member data.

c. Next step is to meet with Mindy Sanders and look at the feasibility of our

plan.

Goal #2 Complete the Region access


a. Region Access is functional.

b. Requested that Morisi add additional search functions to make the

database more usable for Region Secretaries

c. Next step is Region Rollout.

Goal #3 Section membership is correct and matches


a. Worked closely with Carolina Piedmont to resolve membership issues –

completed.

b. Working with East Penn to resolve membership issues

c. Working with Central Florida to resolve roster differences

d. Yet to address Southern New Jersey roster issues


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Goal #4 Develop the tools to utilize the option to opt out of receiving the scanner in a

hardcopy format


a. Discussed the means to accomplish this with JM Server Solutions

b. Next step is to implement.

Stretch Goal Make the data base more of a collaborative tool but also maintain security


a. Developed plan to allow Sections to upload data in addition to

downloading.

b. Included the next steps in JM Server Solutions contract renewal.

Stretch Goal Have the National Data and Section Data match


a. This is very similar to Goal #3. It is a work in progress. We are working

Section by Section.

Budget update

1. 2016 – 2017 Budget: $1,000 (J.M. Server agreement for 2016-2017 is a portion of this

expense. See also technology & cloud committees)


a. We currently have an invoice from JM Server Solutions pending payment. $250.00 of

this invoice is for Database Support for the quarter.

3. Current Budget Balance: $250 after payment of the current invoice


a. Not aware of any at this point.


NATIONAL CONFERENCE COMMITTEE Committee Members Date 1/20/2017

Nikki Reutlinger, Chair Quarterly Report Period Winter - January

Michael Hurtt - (Board Liaison)

Gerald Pitzer

Shirley Stuttler

Brad Winkler

Roger Carriker

Laurie Martin


10. The NCC is recommending the Carolina Triangle section to host the 2020 conference in

Raleigh, NC.

11. The NCC is recommending the Gaylord Opryland Resort in Nashville, TN for the 2019

conference. Representatives from the NCC have toured the hotel and a written summary of

the visit is available upon request.


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12. The NCC has updated the Conference Guidelines and would like the Board’s approval of the

proposed changes.

Meetings (Conference Calls) held since the previous Quarterly Report

8. Date – 10/25/2016 8 Members in attendance


10. Date – 12/5/2016 5 Members in attendance (NCC only – 2020 selection meeting)



9. Date: 1/24/2017 Time – Noon


Goal #1 Move committee documents to the cloud for easy reference


b. Still working to get items moved over to the Cloud. Nikki Reutlinger has

moved some stuff but it doesn’t appear visible by other members.

Goal #2 Work on an ASHE National Conference APP with the Technology Committee


j. After discussion with the Technical Committee, the NCC has decided not to

move forward with this at this time. The NCC is recommending that future

conferences develop websites that are also available on mobile devices.

Goal #3 Develop better guidance on Conference Insurance Requirements and provide

historical costs


g. No work to date has been done on this

Goal #4 2020 Conference Location Selection


h. Received responses and the NCC met on 12/5/16 to discuss. The NCC is

recommending the Carolina Triangle section.

Goal #5 Update guidelines (every December)


e. Have compiled changes but need to update for the addition of the National

Awards. This will be distributed to the Board for approval in the January

meeting.

Goal #6 Provide guidance or a checklist for hotel selections - NEW GOAL added


f. Jerry and Mike are compiling previous comments they have made previously to

put together the checklist. The goal is to have available for 2020 conference

hosts. NCC will provide guidance for 2019 as they have in the past.

g. Jerry and Mike have developed a draft list that they are continuing to refine.

Stretch Goal



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January 21, 2017

Budget update

17. 2016 – 2017 Budget: $13,500 ($8,000 Advance for 2018 ASHE National Conference/

$4,000 during the fiscal year 2016-2017, the national conference does not occur. Sponsorship

has been allocated for the NYC Conference at $4000/ $1,500 during the fiscal year 2016-

2017, the national conference does not occur. Costs are for Chair to attend National Bd Mtg.

Comm. to visit Conference Hotel Conference)

18. Spent – List items and $ spent this quarter – Request dates below – I don’t have

payment dates

a. -$4000 for National Sponsorship for 2017 requested on 8/22/16 – received by 2017

on 11/15/16

b. -$8000 for Advance funds for 2019 conference requested on 8/16/16 – received at

October Board meeting

c. +$8000 credit for seed money returned from 2016 – given to Frank at 2016

conference

d. +$31,689 credit for 2016 conference profits received by National on 11/18/16

e. - $400 +/- for hotel/air fare for January Board meeting – final number will be

determined after board meeting



a. N/A


4. National Awards – These will be presented at the Luncheon Honoring Past Presidents starting

at the 2017 conference. The NCC is recommending (if they aren’t already doing so) that the

National Award committee present these awards at the Luncheon.

5. 2015 (Baltimore on May 27-31, 2015) – Conference report still needs to be submitted to the

NCC and National Board

6. 2016 (Pittsburgh on May 19-22, 2016) – Conference report is complete and check for

conference profits was received by National on 11/8/16.

7. 2017 (New York on June 14-18, 2017) – Behind Schedule – Have their preliminary budget

finalized. They have sent a draft agenda to the NCC but still need to submit the agenda that

will be in the Spring scanner for review. They have $38K (including National) in

sponsorships. They have 4-5 exhibitors’ line up as well. Based on the amount of revenue

they need to raise, they are behind on this task. They have a website set up that should go

live anytime. They have most of their speakers confirmed for the technical sessions and have

all of their guest tours finalized. They have finalized contracts with all of their entertainment

and are currently getting quotes for transportation. Parking will be an issue here and they

intend to develop maps like what was done in 2016 and put them on the website.

8. 2018 (Cleveland on May 16-20, 2018) – On Track – They have signed a contract with the

Westin and are working with printers to get quotes for promotional material and the program

book. They are also working on a video to be presented at 2017. They are meeting regularly

and their committee chairs have all been assigned.

9. 2019 (Nashville dates TBD) – On Track – They have visited hotels with the NCC and the

NCC is recommending moving forward with the Gaylord Opryland hotel. They are looking

at May 8-12th due to many other things happening in Nashville in May/June. They are


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currently working with the hotel regarding a contract. Their executive committee is meeting

regularly.

National Conference Reports are Attachment #12.

OPERATIONS OVERSIGHT COMMITTEE


Thomas Bolte, Chair Quarterly Report Period Winter - January

Brad Winkler

Robert Peda

Frank Bronzo (Board Liaison)


1. None



1. Conference call to discuss the format suggested by Craig Rock for what happens when a user

clicks on Resource Center on the website. January 2017.

2. Conference call to discuss Goal #5 and stretch goal. January 2017.


Goal #1 Carry out “unfinished business” items


a. Craig Rock suggested a revised format for the Resource Center. This will be

discussed by the committee in January.

b. A procedure for future updates of Resource Center documents is in development.

Goal #2 Correct various (mostly grammatical) inconsistencies in Resource Center

documents


a. These revisions are relatively minor and will be carried out in the next Quarter.

Goal #3 Respond to questions about the Resource Center


a. As yet there have not been any questions about the Resource Center outside of the

National Board and as described above.

Goal #4 Make improvements to the Resource Center as a result of user feedback


a. See Goal #3.


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Goal #5 Develop a procedure for collecting interesting section and/or region programs

information and distributing it to other sections and regions


a. Ideas for how to accomplish this goal will be discussed in a January conference

call.

Goal #6 Discuss ways to help section leaders (e.g. officers, committee chairs) better

perform their responsibilities


a. This is essentially the same as the stretch goal.

Stretch Goal Go beyond the Resource Center by providing ways to connect with

individuals who need assistance


a. Goals #5, #6, and the Stretch Goal are all related in that they are about exploring

ways to connect people within ASHE that are looking for information to people

within ASHE that can provide it, beyond the static documents contained in the

Resource Center. It is expected that Technology will play a major part in this. This

was discussed in the October board meeting but no specific ideas about how to

accomplish it surfaced that would be easily implementable. This goal will be

discussed in a January conference call with the committee. Prior to this call, Tom

Bolte will develop a problem statement in order to better define the purpose of this

goal and expected outcomes.

Budget update

1. 2016 – 2017 Budget: $600 (Attendance by Operation Oversight Chair to attend 1 Board

Meeting). Tom Bolte attended October board meeting but there were no expenditures since he

was already in the area for another meeting. Budget can be used for a 2017 meeting.


a. None spent



a. None

RESOURCE CENTER SUBCOMMITTEE Committee Members Date 1/20/2017

Shirley Stuttler, Chair Quarterly Report Period Winter - January

Sandra Ivory

Thomas Morisi


1. We request the Board provide direction to all committees that revisions to documents in the

Resource Center must be processed through our Committee via submission to the Chair.


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1. Date – 12/12/2016 Members in attendance: Sandy Ivory & Shirley Stuttler


1. Date: 3/14/2017 Time: 1:00 PM


Goal #1 Support the Operations Oversight Committee in completing the development of

the Resource Center


a. Updates were made to the following documents:

2016-2017 Section Officers List

National Board Region Directors

Scanner Guidelines

Region Officer

Section Region Directors

b. New document ASHE Region Grant Program was added by Stan Harris.

Region-Section Grant Fund Request form was updated.

Exposure Fund document was removed.

Goal #2 Tract the documents in the Resource Center


a. Update any documents that we are responsible for that require revised

information.

Stretch Goal Assure documents are revised as a result of actions taken at both the

Executive and National Board Meetings


a. None at this time.

Budget update

1. 2016 – 2017 Budget: $0





1. The difficulty of using the Resource Center

EXAMPLE: The scanner information is noted under National, Region and Section

Resources under the Resource Centers' in addition to the scanner stand alone button on the

left menu. If something is changed in one of those documents, all of them need addressed.


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SOCIETY HISTORY SUBCOMMITTEE


Shirley Stuttler, Chair Quarterly Report Period Winter - January

Stephen Lester

Charlie Flowe - Absent

Sandra Ivory


1. Short version of history from 2008 thru 2017.


1. Date – 12/6/2016 Members in attendance - Sandy Ivory, Steve Lester and Shirley Stuttler


1. Date: 3/21/2017 Time 1:00 PM


Goal #1 Obtain yearly updates from all Sections.


a. All Regions and Sections submitted their updates for 2015.

Stretch Goal Prepare the ASHE 60th Anniversary history update for the book in 2018


a. All Regions and Sections updated information will be reviewed by committee

as they are received.

b. Anticipate having most of the updates for the booklet done by March or

April 2018.

Budget update

1. 2017 – 2018 Budget: Estimate $6,000

2. Spent – List items and $ spent this quarter $0



a. The $6,000 is an estimate for the history book updated. See attached proposed list of

documents.


1. We can place a hard copy on the Cloud but how many hard copies of the booklet should we

print?

2. The format will be similar to the original version.

See attachments.


Orlando, Florida

January 21, 2017

COLLABORATIONS SUBCOMMITTEE


Jenny Jenkins, Chair Quarterly Report Period Winter - January

Greg Dutton, Board Liaison

Dawn Fortuna, Partnerships Chair

Leigh Lilla, Membership/Members-At-Large Chair

Amanda Schumacher, Public Relations Chair

Tim Matthews, New Sections Co-Chair

Jennifer Newman, New Sections Co-Chair


1. None


1. Date – 11/16/2016

Members in Attendance: Greg Dutton, Tim Matthews, Dawn Fortuna, Leigh Lilla, Amanda

Schumacher, Jenny Jenkins


1. Date: 1/24/2017 3:00 pm ET


Goal #1 Provide the communication network and support needed to fulfil the committee’s

responsibilities.


a. Every conference call is a discussion that includes representatives from each of

the committees. Each person is responsible for updating the rest of the committee

chairs regarding recent activity and upcoming needs of their own committee. In this

way, we attempt to avoid any overlap of responsivities or having multiple folks

perform the same task unnecessarily, as well as provide support to each other when

necessary.

Goal #2 Meet with the target committee chairs at least quarterly.


a. Committee has met every 6-7 weeks since inception

Goal #3 Ensure that there is meaningful conversation between the Public Relations,

Partnerships, New Sections, and Members at Large Committees


a. Chairs of all four committees have been involved in each call, which has ensured a

constant communication channel between committees

Stretch Goal Identify other committees with common goals and purpose to bring together

on a regular basis for collaborative discussions


a. None yet


Orlando, Florida

January 21, 2017

Budget update

1. 2016 – 2017 Budget: $600 (Attendance by Collaboration Chair to attend 1 Board Meeting)


b. $0



c. None


1. New Sections Committee:

a. Kentucky is a new target location

2. Public Relations:

a. Beginning discussions regarding the current contract with MultiBriefs, the company

that handles the “ASHE Inside Lane” newsletter

b. Updated versions of the “Why Join ASHE?” brochures have been completed

(both student-focused and professional)

3. Partnerships:

a. Continuing the process of reaching out to individual sections to help with potential

partnerships

b. Potential partners: WTS, ITE

4. Members at Large: Reaching out to NYC conference committee to see if one of the technical

presentations at the conference can be offered online to Members at Large.

REGIONAL OVERSIGHT COMMITTEE (ROC)


Stan Harris, Chair Quarterly Report Period Winter - January

Leigh Lilla (Southeast Region)

David Greenwood (Mid-Atlantic Region)

Brian Krul (Northeast Region)

Alice Hammond, Past Chair (Past Chair)


1. None


1. Date – 12/8/2016 Members in attendance – Harris, Hammond, Krul, (Ridlen)

2. Date – 1/12/2017 N/A, report submitted before report submitted


1. Date: 2/9/2017 Time 4 pm, EST

2. Date: 3/9/2017 Time 4 pm, EST

3. Date: 4/13/2017 Time 4 pm EDT


Orlando, Florida

January 21, 2017


Goal #1 Continue to share ideas and things that are working for one Region to the other

three Regions


a. This is ongoing as committee members share during the committee conference

calls.

Goal #2 Offer assistance to the Regions as needed to mold current Region Boards to the

National Board Structure. However; prior to trying to mold the Region Boards

to be structured like National, it was suggested that we do a survey of Sections

regarding how their Region might serve them best and this committee will

evaluate the needs of the Sections.


a. No action to date.

Goal #3 Continue to improve communication from National to Region to Sections and

vice versa.


a. Committee members work to make sure communication from National gets to the

correct persons at Regions and Sections and vice versa.

Goal #4 Develop Criteria for National Director Travel Budget


a. Travel expense guidelines have been developed and approved by National Board.

Goal #5 Develop Criteria for Regional Grant Program


a. Grant program guidelines have been developed and approved by National Board.

New guidelines have been sent to Regions for implementation.

Stretch Goal Have the Regions be actively engaged in communications between National

and Sections.


Budget update

1. 2016 – 2017 Budget: $16,000 ($6,000 Travel by Regional Directors to Section and

Regional Director Meetings/ $10,000 Regional Exposure Funds)


a. Director Travel - $151.65

b. Grant Funds - $10,000.00

3. Current Budget Balance: $5,102.03 (Director Travel), $0.00 (Grant funds)



Orlando, Florida

January 21, 2017

NATIONAL PROJECT AWARD SUBCOMMITTEE


Joe Rikk - Chair Quarterly Report Period Winter - January

Bob Hochevar

Jerry Pitzer

Caroline Duffy

Stan Harris – (Board Liaison)


1. Approval of a budget request of $3,000 for FY17-18


1. None

2. E-mail correspondence with committee members and regions to answer questions about the

inaugural project of the year entry requirements.


There are no scheduled meetings at this time.


Goal #1 Establish to National Project of the Year Program Rules


a. Develop the NPAP submission requirements Done

b. Secure approval from the National Board Done

Goal #2 Develop advertising program to promote the NPAP


a. Prepare advertising flyer to promote the NPAP Done

b. Prepare article for the ASHE Scanner to introduce the NPAP Done

Goal #3 Implement the NPAP


a. Obtain approval for the NPAP from the Board Done

b. Obtain a commitment from the Board to subsidize the program as needed (Worst

case subsidy is approximately $1,500 which assumes two entries) Done

c. Distribute advertising flyer to the Regions and Sections Done on 10/30/2016

d. Publish the advertising flyer in the next ASHE Scanner Follow-up needed with

the Scanner Chair – Greg Dutton

e. Post the advertising flyer on the National website Follow-up needed with the

Website Subcommittee Chair – Thomas Morisi

f. Contact each Region’s and Sections PoY Committee Chair to promote the NPAP

Confirmed that the following regions will submit project s for the national

award:

Great Lakes Region

Northeast Region


Orlando, Florida

January 21, 2017

g. Coordinate with the National Conference Committee to present awards at the

Luncheon honoring Past President’s at the 2017 National Conference

Coordination to begin in February 2017.

Stretch Goal N/A


Budget update - N/A – NPAP is not in 2016-17 Budget

1. 2016 – 2017 Budget:


3. Current Budget Balance: N/A – NPAP is not in 2016-17 Budge


IX. President’s Report – Larry E. Ridlen, PE

10-15-16 National Board Meeting Canton, OH

10-24-16 Great Lakes Region Board Meeting Columbus, OH

10-25-16 All-Ohio ASHE Luncheon at OTEC Columbus, OH

10-27-16 Southeast Region Quarterly Conference Call Conference Call

11-8-16 Meeting with 1st and 2nd Vice Presidents WebEX

11-23-16 Hotel visits for the ASHE 2049 Conference in Nashville, TN Nashville, TN

12-6-16 Executive Committee meeting WebEX

12-20-16 Meeting with 1st and 2nd Vice Presidents WebEX

1-12-17 Lexington Bluegrass Section Organization Meeting Lexington, KY

1-19-17 Southeast Region Meeting Orlando, FL

Committee Meetings: Attended several of the Committee meetings that occurred

between October 15th and January 21st including the ROC, National Conference,

Student Chapter, and Professional Development.

Business: Other than the above mentioned meetings with the Executive Committee and

the Vice Presidents had several phone conversation and lots of e-mails.

X. President’s Assistant’s Report – Shirley A. Stuttler

Forwarded (50) requests to join ASHE since the October meeting: (Mid-Atlantic

Region = 8; Northeast Region = 22; Great Lakes = 5 and Southeast Region = 15).

Updates were made to the Section Officers list and the National Board Region

Directors, Region Officers & Section Region Directors list.

Forwarded to the Section and Region Presidents and Secretaries the new Professional

Development Certification Program, as requested by Matt Carter, Chair of the

National Student Chapter Committee.


Orlando, Florida

January 21, 2017

As per Greg Dutton's request, I revised the format of the National ASHE Committee

list to Excel and updated the list as well.

Carriker reported that the data posted on the website is not current.

Lilla requested that she be copied on all requests for membership.

Region/Sections Meeting Attendance - Shirley Stuttler

As of December 31st - those not attended yet:

Great Lakes Region = Central Dacotah and Derby City

Mid-Atlantic Region = Blue Ridge, Carolina Piedmont, Greater Hampton Roads,

North Central West Virginia, Old Dominion and Potomac

Northeast Region = First State, Long Island and Williamsport

Southeast Region = Georgia and Dallas-Texas

XI. Highlights of the January 20, 2017 Executive Committee Meeting

Ridlen summarized the highlights of the Executive Committee Meeting

including:

JM Server Solutions Contract was reviewed and edits proposed. The

Board will have the opportunity to review the contract.

The Executive Committee approved the expenditure of funds to hire

legal counsel to assist Greater Hampton Roads with a spurious

collection demand.

A vendor requested permission to show the ASHE logo on their website.

The request was approved.

XII. Unfinished Business

A. National Project Awards – Harris

Harris handed out a memo (Attachment #13) laying out the guidelines.

The proposal is to give out two national projects of the year, one less

than $20M and one greater than $20M in value. Each Region will be

permitted to submit a maximum of 2 projects in each of the two

categories. The recommendation is to require a $100 entrance fee to

help offset the cost of the program and to ensure some commitment on

the part of the submitter.

The committee made a motion that the Board establish the awards

program, establish a budget of $2,000 and give the committee authority

to move forward. Flowe seconded the motion and it was approved.


Orlando, Florida

January 21, 2017

Expenses for the program are not to be submitted until after June 1 so

that they will not impact this year’s budget.

B. National Exposure and Grant Funds – Harris

This was discussed and approved during the Regional Oversight

Committee Report.

XIII. New Business

A. Committee Report Template - Ridlen

This item was deferred to the next Board Meeting.

B. Section Checklist – Ridlen

This item was deferred to the next Board Meeting.

C. January Workshop Topic – Ridlen

We will review the National Committee structure. Cochrane will

facilitate the workshop.

D. Gold Coast Section Name Change – Winkler

The Gold Coast Section requested to change their name to the South

Florida Section, believing that rebranding would help in reestablishing

the section. Winkler made a motion that the name change be approved,

seconded by Dutton. Flowe offered an amendment to the motion that

the Section operate as the Gold Coast Section doing business as (dba)

the South Florida Section until the section shows progress in

reestablishment. Cochrane seconded the amendment and it was

approved. The amended motion was also approved.

XIV. Upcoming Meetings

National Board meetings: Board – January 21, 2017 – Orlando, FL

Board – April 15, 2017 – Morgantown, WV

Board – June 18, 2017 – New York, NY

XIII. Adjournment (12:10 pm)


Orlando, Florida

January 21, 2017

Attachments:

#1 Treasurer’s Report

#2 Draft Revised Constitution

#3 Keller Website Agreement

#4 J. David Production Proposal

#5 Board Meeting Expenses

#6 Budget Category Analysis

#7 2017-2018 Slate of Officers and Directors

#8 Social Media Plan – Winter

#9 Social Media Content Calendar - Winter

#10 Partnering Survey

#11 Student Fees Recommendation

#12 National Conference Reports

#13 National Project Awards

Respectfully submitted,

Charles L. Flowe, PE

National Secretary


Orlando, Florida

January 21, 2017

Attachment No. 1

Treasurer’s Report

FY 2016-2017 Treasurer's Report to the National Board

Orlando, Florida

January 21, 2016

DEMAND ACCOUNTS

1 PNC Checking - Beginning Balance (FYB 6/1/2016) 30,610.68$

2 PNC Escrow Account (Circle City) FYB 6/1/2016 1,680.95$

3 Voided Checks - Lake Erie Lost Check, FYE 5/31/2015 300.00$

4 Inflows

5 Income 206,147.52$

6 Prudential Account Redemption 274,168.93$

7 480,316.45$

8 Outflows

9 Expenses (91,701.05)$

10 PNC Investment Transfer 1

(274,168.00)$

11 (365,869.05)$

12 147,039.03$

INVESTMENTS

13

Prudential Dryden Active Allocation - Beginning

Balance based upon 4/30/2016 Report) 267,678.01$

14 Increase or (Decrease) in Fund at redemption 6,490.92$

15 Prudential Dryden Balance at redemption 10/24/2016 274,168.93$

16 Prudential Dryden Balance on 12/31/2016 $0.00

17

18 PNC Investment - Beginning Balance (12/1/2016) 1

274,168.00$

19 Increase or (Decrease) in Fund as of (12/31/2016) 4,384.13$

20 Balance on 12/31/2016 278,552.13$

21

22 425,591.16$

23 299,969.64$

24 125,621.52$

Respectfully submitted:

P. Frank O'Hare, PE, PS January 11, 2017

ASHE National Treasurer

1Transfer to investment account was rounded to nearest whole dollar.

Increase or (Decrease) in Total Assets - FY 6/1/2016 to 9/30/2016

ASHE Treasurer's Reportfor

June 1, 2016 to December 31, 2016

Total Assets as of 12/31/2016

Total Assets as of FYB 6/1/2016

PNC Bank Balance - 12/31/2016

Total Outflows (Expenses)

Total Inflows (Income)

2017-01-21 REV 1Treasurer Report, Orlando, FL.xlsx 1/11/2017 7:38 PM


Orlando, Florida

January 21, 2017

Income Source (Matches Cash Flow Report)

2016-2017

Approved

Budgeted Income

2016-2017 Actual

Income

1 Member Assessment 120,000$ 132,531.60$

2 New Members 18,000$ 15,325.00$

3 Scanner Sponsorships 26,000$ 12,200.00$

4 Conference Seed Money Return 8,000$ 8,000.00$

5 Multiview 7,000$ 5,442.09$

6 Past Pres. Pins 1,500$ 540.00$

7 New Members - At Large 100$ 100.00$

8 Clothing Royalties 100$ -$

9 National Conference Income -$ 31,689.00$

10 Miscellaneous -$ 319.83$

11 Voided Checks -$ -$

12 Refund - Regional Exposure -$ -$

13 Total 180,700$ 206,147.52$

14 Reduction Of Assets 23,100$ -$

15 Total Income 203,800$ 206,147.52$

Prudential Account Redemtion 274,168.93$

Total Inflows 480,316.45$

Notes:

1. ASHE's Fiscal Year (FY) begins on June 1 and ends on May 31.

Budget Approved by National Board, April 22, 2016.


Orlando, Florida

January 21, 2017

Expense Source

2016-2017

Approved

Budgeted

Expenses

2016-2017 Actual

Expenses

Budget/Audit Committee - G. Dutton

1 Budget/Audit Committee 700$ -$

2 Finance Committee 500$ -$

1,200$ -$

Constitution & Bylaws Committee - D. Greenwood

1 Committee Travel -$ -$

-$ -$

Executive Committee - L. Ridlen

1 Audit & CPA Fees 6,500$ 379.50$

2 Awards, Banners, Ribbons, Misc 4,800$ 137.26$

3 Computers, Purchase, Repair, Hardware 1,000$ 317.99$

4 Contingencies, Legal, Bank Fees 100$ -$

5 Donations, Memorials, Gifts -$ -$

6 Employee - Taxes, FICA 2,400$ 1,151.15$

7 Employee - Wages 9,500$ 5,979.14$

8 Executive Committee Meeting -$ -$

9 Governance Sub-Committee 1,000$ -$

10 Insurance - Business 2,450$ 2,046.00$

11 Office- Conf. Call, Office Expenses 3,300$ 1,178.80$

12 Office Rental 3,300$ 1,925.00$

13 Postage & Delivery 1,200$ 268.88$

14 Pres. Assistants Expenses 9,800$ 4,617.60$

15 Presidents Travel 9,500$ 5,405.19$

16 Refund from FYE 2016, SW Penn -$ (1,500.00)$

17 Society Exposure Funds (Lost check) -$ 300.00$

18 Supplies, Business, Software 1,000$ 1,019.09$

55,850$ 23,225.60$

Legislative Review Com. - B. Winkler

1 Committee Travel 2,000$ -$

2,000$ -$



Orlando, Florida

January 21, 2017

Expense Source

2016-2017

Approved

Budgeted

Expenses

2016-2017 Actual

Expenses


Membership - Members At Large Committee - Leigh Lilla

1 Expenses (Travel, Lodging, Etc.) For Hart,

Member Of Yr., Young Member Of Yr.

-$ -$

2 Committee Expense, 500$ -$

3 Database Project 1,000$ 1,125.00$

1,500$ 1,125.00$

National Board Mtgs. - L. Ridlen & C. Flowe

1 Board Directors Lodging 10,500$ 3,037.44$

2 Board Directors Travel 22,500$ 3,668.80$

3 Board Meeting Expenses 10,000$ 4,187.12$

43,000$ 10,893.36$

National Conference Committee - N. Reutlinger

1 Conference Stipend - No Stipend for Fiscal

Year 2016-2017. Stipend for 2017

Conference will be in the Fy 2017-2018

Budget.

-$ -$

2 Advance For Conference 8,000$ 8,000.00$

3 Sponsorships For 2017 Conference 4,000$ 4,000.00$

4 National Conference Comm. 1,500$ -$

13,500$ 12,000.00$

New Sections Committee - T. Matthews & J. Newman

1 New Section Comm. 7,500$ -$

2 Partnership Committee 4,000$ -$

11,500$ -$


Orlando, Florida

January 21, 2017

Expense Source

2016-2017

Approved

Budgeted

Expenses

2016-2017 Actual

Expenses


Nominating Committee - R. Hochevar

1 Nominating Comm. -$ -$

-$ -$

Operations Oversight Committee - T. Bolte

1 Collaboration Comm 600$ -$

2 Resource Center Comm. -$ -$

3 Operation Oversight Comm. 600$ -$

4 Society History Comm. -$ -$

1,200$ -$

Public Relations Comm. - A. Schumacher

1 Committee Travel 1,200$ -$

2 Contest 100$ -$

3 National Conf. Exhibit Booth - Company Store 600$ -$

4 Promotional Materials 4,750$ 4,371.03$

5 Shipping - Ashe Display 350$ -$

7,000$ 4,371.03$

Regional Outreach Committee (ROC) - S. Harris

1 Regional Directors Travel 6,000$ 897.72$

2 Regional Oversight Committee -$ -$

3 Regional Exposure Funds 10,000$ 10,000.00$

4 Regional/Sections Grant -$ -$

5 Regional Distribution -$ -$

16,000$ 10,897.72$

Scanner Committee - G. Dutton

1 Scanner/Technical Committee -$ -$

2 TNT Invoices 40,000$ 26,621.21$

3 National Conf. Exhibit Booth - TNT Graphics 600$ 367.00$

4 Scanner Printer & Mail -$ -$

5 TNT Graphics Editor Fee - Scanner -$ -$

6 TNT Graphics Office Expenses -$ -$

7 TNT Graphics - Electronic Version -$ -$

8 TNT Graphics - Email Blast -$ -$

40,600$ 26,988.21$


Orlando, Florida

January 21, 2017

Expense Source

2016-2017

Approved

Budgeted

Expenses

2016-2017 Actual

Expenses


Strategic Plan Committee - L. Pappalardo

1 Strategic Planning Committee 600$ -$

600$ -$

Student-CEU's Committee - M. Carter

1 Student / CEU Committee 600$ -$

2 Fees & Education Costs 1,200$ -$

1,800$ -$

Technology Committee - M. Sanders

1 Website 2,600$ -$

2 National Conf. Exhibit Booth - J.M. Solutions 600$ -$

3 Cloud Committee 1,250$ -$

4 Technology Committee 3,600$ 2,200.13$

8,050$ 2,200.13$

Treasurer - F. O'Hare

1 Funds To Reserve Fund -$ -$

-$ -$

Total 203,800$ 91,701.05$

Transfer to PNC Investment -$ 274,168.00$

Total Outflows -$ 365,869.05$

Notes:

1. ASHE's Fiscal Year (FY) begins on June 1 and ends on May 31.

6/1/2016-Category 12/31/2016

INFLOWS

Conference Income 31,689.00

Conference Seed Money Return 8,000.00

Credit Card Cash Back Rewards 234.08

Member Assessment 132,531.60

Member at Large 100.00

Member Pin 65.00

New Member 15,325.00

Other Inc 20.75

Past President Pins 540.00

Prudential Account Redemtion

Prudential Account Redemtion Transfer 274,168.93

TOTAL Prudential Account Redemtion 274,168.93

SCANNER Sponsorship 12,200.00

Sponsorships

Multiview 5,442.09

TOTAL Sponsorships 5,442.09

TOTAL INFLOWS 480,316.45

OUTFLOWS

Executive Committee

Audit, Taxes & CPA Fees 379.50

Awards, Banners, Ribbons, Misc. 137.26

Computers, Purchase, Repair 317.99

Contingencies, Legal, Bank Fees

Bank Fee 0.00

TOTAL Contingencies, Legal, Bank Fees 0.00

Employee - Taxes, FICA 1,151.15

Employee - Wages 5,979.14

Insurance - Business 2,046.00

Office - Conf. Call, Office Expenses 1,178.80

Office Rent 1,925.00

Postage and Delivery 268.88

President Assistant's Expenses

Office Supplies 5.92

President's Assistant's Travel

Lodging 267.76

Mileage 127.44

Misc. Travel Expenses, Meals, Parking, 16.48

TOTAL President's Assistant's Travel 411.68

Stipend 4,200.00

TOTAL President Assistant's Expenses 4,617.60

President's Expenses (Other than BD Mtg)

Lodging 1,025.95

Mileage 1,319.76


Travel -- Air,Train,Transit,Cab,Rental 2,876.84

TOTAL President's Expenses (Other tha... 5,405.19

Refund -1,500.00

Society Grant Funds 300.00

Supplies, Bus 1,019.09

Cash Flow6/1/2016 through 12/31/2016

1/4/2017 Page 1

6/1/2016-Category 12/31/2016

TOTAL Executive Committee 23,225.60

Membership - Members at Large Committee

Data Base Project 1,125.00

TOTAL Membership - Members at Large C... 1,125.00

National Board

Board Meeting Expenses

Meals - National Board & Guests 3,843.49

TOTAL Board Meeting Expenses 3,843.49

Board Member - Board Meeting Expenses

Lodging - Board Meeting 3,037.44

Mileage - Board Meeting 2,034.72

Misc. Travel Expenses, Meals, Parking 343.63

Travel-Air,Train,Transit,Cab,Rental 1,634.08

TOTAL Board Member - Board Meeting ... 7,049.87

TOTAL National Board 10,893.36

National Conference Committee

Conference Advance 8,000.00

Sponsorship 4,000.00

TOTAL National Conference Committee 12,000.00

PNC Investment 274,168.00

Public Relations Committee

Promotional Material 4,371.03

TOTAL Public Relations Committee 4,371.03

Regional Outreach Committee (ROC)

Committee & Regional Director Travel

Lodging 115.64

Mileage 649.08


TOTAL Committee & Regional Director T... 897.72

Regional Distribution 10,000.00

TOTAL Regional Outreach Committee (RO... 10,897.72

SCANNER Committee

Committee Travel

Lodging 200.00

Mileage 122.00

Misc.Travel Expenses, Meals, Parking 45.00

TOTAL Committee Travel 367.00

Scanner Printer and Mailing 26,621.21

TOTAL SCANNER Committee 26,988.21

Technology Committee 1,435.00

Committee Travel

Lodging 273.76

Mileage 279.02

Misc. Travel Expenses, Meals, Parking 7.15

Travel-Air, Train, Transit, Cab, Rental 205.20

TOTAL Committee Travel 765.13

TOTAL Technology Committee 2,200.13

TOTAL OUTFLOWS 365,869.05

OVERALL TOTAL 114,447.40

Cash Flow6/1/2016 through 12/31/2016

1/4/2017 Page 2


Orlando, Florida

January 21, 2017

Attachment No. 2

Draft Revised Constitution

Revised 10-01-16 A-1 Draft

AMERICAN SOCIETY OF HIGHWAY ENGINEERS

CONSTITUTION

Founded 1958

Revised April 19, 1968

Revised June 29, 2005 - Approved 10-01-05

Including Amendments Adopted

May 14, 1976 and January 12, 1990

Revised Draft October 7 2015

Revised Draft December 22, 2015

Revised Final Draft October 1, 2016

Revised Final Draft November 5, 2016

Revised Final Draft December 30, 2016

ARTICLES OF CONTENT

Preamble

Article I Name, Location and Function

Article II Membership

Article III Admissions, Resignations, Expulsion and Suspensions

Article IV Initiation Fees, Dues and Assessments

Article V Subdivisions

Article VI Nominations and Election of Officers

Article VII Management

Article VIII Committees

Article IX Amendments


CONSTITUTION

of the

AMERICAN SOCIETY OF HIGHWAY ENGINEERS

PREAMBLE

ASHE provides a forum for members and partners of the highway industry that supports education,

innovation and fellowship, and promotes a safe and efficient transportation system for mobility

now and in the future.

ARTICLE I - NAME, LOCATION, AND FUNCTIONS

Section 1 - The name of the organization is the American Society of Highway Engineers (ASHE).

Section 2 – The registered office of the American Society of Highway Engineers (“ASHE”; the

“Corporation” or the “Society”) shall be located at Business Filings Incorporated, 116 Pine Street,

Suite 320, Harrisburg, PA 17101. The corporation also may have offices at such other place as the

Board of Directors may appoint or the corporation activities may require. The ASHE business

address will be designated by the current National Secretary and approved by the National Board.

Section 3 - The functions of ASHE shall be to confer and suggest as to matters of policy, to

cooperate with other societies and associates in matters of mutual interest, to study highway

engineering problems, to encourage members to prepare and discuss papers appropriate to the aims

of ASHE, to bring about a closer acquaintance and a spirit of cooperation between members of the

transportation planning, design and construction communities, to advocate the registration and

certification of the members in their respective fields, and provide continuing education

opportunities to support member registration and certification.

ARTICLE II - MEMBERSHIP


Section 1 - The active membership shall consist of Student, Member, Life and Honorary members

who have practiced, are now practicing, or have an interest in the highway industry or its allied

fields.

Student – A Student Member shall consist of those persons who are currently pursuing a

degree in engineering, surveying, or other highway industry related fields from a university,

college or technical school. Membership eligibility for students in advanced degree programs

shall be determined by the individual ASHE sections.

Member – A Member shall be working/practicing or has worked/practiced in the highway

industry or its allied fields. All members shall have a high school education or its equivalent.

At-Large/International- An At-Large Member shall live and work outside of an established

geographical 50 mile section boundary. An International Member shall live and work outside

of the USA. Both At-Large and International members shall be working/practicing or have

worked/practiced in the highway industry or its allied fields. All members shall have a high

school education or its equivalent.

Life – A Life Member shall have been a dues paying member for 25 years, and shall have

been active in ASHE activities.

Honorary – An Honorary Membership shall be chosen only from those persons who are of

acknowledged eminence in some branch of the highway industry or who have singularly

advanced the interests of ASHE. The National Board of Directors of ASHE must award the

approval and issuance of this classification of membership, as set forth in the By-Laws.

Section 2 - Membership shall not be contingent upon race, creed, color, sex or national origin.

Section 3 - All applications for membership shall be transmitted to the ASHE Business Office

from the applicable Section, in company with the current established initiation fee in the amount

set forth in the By-Laws.


Section 4 - All member applicants shall be admitted to the Society using proper procedure by an

established Section and the National Board of Directors, as set forth in the National By-Laws. At-

Large and International member applicants shall be admitted to the Society using the proper

procedure by the National Board of Directors, as set forth in the National By-Laws.

Section 5 - At-Large/Domestic members- Those members deemed by the National Board to be

outside of an established 50 mile geographical section boundary shall be considered At-Large

members and will receive representation by the National Organization..

Section 6 – At-Large/International members- Those members who live and work outside of the

USA shall be considered International members and will receive representation directly from the

National Organization.

ARTICLE III - ADMISSION, RESIGNATIONS, EXPULSION & SUSPENSIONS

Section 1 – Any Section, At-Large or International member may be expelled for cause in

accordance with the By-Laws and Code of Ethics.

ARTICLE IV - INITIATION FEES, DUES AND ASSESSMENTS

Section 1 – National Initiation Fees and Annual Assessments shall be established by the National

Board of Directors, collected by the Sections and forwarded to the National Secretary at the ASHE

business address.

Section 2 - Membership dues shall be established and collected by the Sections. Membership dues

for At-Large and International members shall be established and collected by the National

Organization.


ARTICLE V – SUBDIVISIONS

Section 1 - Regions are a grouping of Sections prescribed by the National Board of Directors, and

shall be formed by geographical boundaries. Region boundaries shall be subject to revision by the

National Board of Directors as deemed necessary.

Section 2 - A local Section may be established as set forth in the National By-Laws in any locality

and shall become official with the establishment of officers and a treasury, and approval of the By-

Laws by the National Constitution and Bylaws Committee. A charter shall be presented to a

Section when it accepts the Society Constitution and upon approval of its By-Laws. The National

Board of Directors may terminate any Section for reasons deemed sufficient for such action, as set

forth in the National By-Laws.

ARTICLE VI - NOMINATIONS AND ELECTION OF OFFICERS

Section 1 - All National, Region and Section Officers shall be elected annually and be members of

ASHE.

Section 2 - The elected officers of National ASHE shall be a President, Immediate Past President,

two Vice Presidents, a Secretary, a Treasurer and Directors.

Section 3 – The elected officers of a Region shall be a President, Immediate Past President, Vice

President(s), a Secretary, a Treasurer, and Directors.

Section 4 - The elected officers of a Section shall be a President, Immediate Past President, Vice

President(s), Directors, a Secretary, a Treasurer and Regional Director.

A. Temporary officers for a newly formed Section shall be approved by the Section core

group to serve until the National Board of Directors has approved a Charter.

Section 5 - For the purpose of nominating candidates for National Office, a Nominating

Committee of at least five members shall be appointed by the National President. The members of


the nominating committee shall qualify as follows: The Immediate Past President and four

members appointed by the current National President

Section 6 - In addition to the Nominating Committee, nominations may be submitted by petition as

outlined in the By-Laws.

Section 7 - In case of disability, inability or neglect in the performance of duties, or other

disqualifications of any National Officer of ASHE, the National Board of Directors, by motion to

the Board, shall have the authority to declare the office vacant. A vacancy in any National Office,

due to the removal of the incumbent as prescribed above, shall be filled for the unexpired period

by appointment of the National Board.

Section 8 - The National Board of Directors may, at its discretion, appoint Assistant Officers,

either from the National Board or from the ASHE membership. Such Assistant Officer(s), unless

already member(s) of the National Board, shall not be considered members of the National Board

and shall not be entitled to vote as such.

ARTICLE VII – MANAGEMENT

Section 1 - The National Board of Directors shall be vested with the exercise of all the powers of

the Society, subject to this Constitution and the By-Laws. The By-Laws shall provide for the

duties of the several officers and for the general administration of the affairs and property to the

Society. The National President shall make an annual report at the annual meeting held at the

National Conference, transmitting therewith the report of the Secretary and the Treasurer and such

other reports as it shall deem advisable.

Section 2 - Meetings of the National Board of Directors shall be held as outlined in the By-Laws.

Section 3 - The Executive Committee, comprised of the National Officers, shall govern, at times

when the Board of Directors is not in session, such part of the authority of the National Board of

Directors, in the administration of ASHE affairs, as may from time to time be delegated by the


National Board of Directors. The National President may add up to three members to the

Executive Committee at his discretion.

Section 4 - The National Board of Directors shall have authority to appoint an Executive Secretary

or Executive Director.

ARTICLE VIII – COMMITTEES

Section 1 - Standing committees are as set forth in the National By-Laws. Committee

appointments are at the discretion of the President, except as defined in this Constitution or in the

Bylaws.

Section 2 - Special committees may be established by the National President.

Section 3 – All committees shall only make recommendations to the National Board with the

exception of taking actions delegated to them by the National Board

ARTICLE IX -AMENDMENTS

Section 1 - Either of the following procedures may be used to amend this Constitution:

A. The proposed amendment shall be presented to the National Secretary in writing and

upon approval of the National Board of Directors shall be submitted to the

membership for a decision. Handwritten and electronic responses approving or

disapproving the amendment will be accepted.

B. The proposed amendment shall be presented to the National Secretary in writing and

signed in person or electronically by at least ten percent (10%) of ASHE members.

The National Secretary will be required to submit the proposed amendment to the

membership for a decision. Handwritten and electronic responses approving or

disapproving the amendment will be accepted.


Section 2 - For the approval of a constitutional amendment, it shall be necessary that twenty-five

percent (25%) of the eligible membership vote on said proposed amendment. It shall also be

required that two-thirds of those voting cast affirmative votes for said proposed amendment for its

approval.

Section 3 - When a ballot is taken for a proposed amendment, a definite date shall be set by the

National Board of Directors for the closing of the ballot. Such date shall permit a period of at least

30 days between the announcement of a proposed amendment and the closing of the balloting.

Section 4 - Proposed amendments and closing dates for balloting shall be published in the scanner

and/or on the National ASHE Website.

This Constitution may be amended by written or electronic ballot. The official ballot shall be

prepared by the National Secretary and distributed by hardcopy or e-mail to the Section

Secretaries. The Section Executive Committee shall choose a voting protocol and determine the

timeframe for voting, subject to the limiting date as established by National and shall direct the

distribution of the ballots to the Section membership and designate the hard copy and e-mail

addresses for the collection and receipt of ballots.

The Section Secretary shall tabulate the results of the ballots and then submit the ballots, together

with certification of tally and eligibility of voting membership to the National Secretary within 15

days following the date of balloting.

The National Board of Directors may, at the time of establishing the ballot closing date for a

proposed amendment, direct that the results of the balloting be reported at a National Board of

Directors Meeting or Annual Conference of ASHE.

Section 5 - The National Secretary shall notify the Sections of the results of the balloting within

30 days following the meeting of the National Board of Directors which recorded the results of the

balloting. The National Secretary will record all amendments and provide the Sections with copies

of the constitutional amendments.


Section 6 - Amendments to this Constitution shall become effective immediately following the

meeting of the National Board of Directors at which the results of the balloting is announced,

unless otherwise stated in the amendment.


Orlando, Florida

January 21, 2017

Attachment No. 3

Keller Website Agreement

C:\Users\tmorisi\Documents\ASHE\National Board\Website\Website Agreements\2017 Website Agreement.doc

Hollidaysburg • State College

AGREEMENT FOR WEBSITE MANAGEMENT

Agreement, made this 21st day of January, 2017 between the American Society of Highway Engineers (ASHE), and Keller Engineers, Inc.

Terms

This agreement shall be for a period of 12 months commencing on the date listed above. This agreement may be terminated effective the expiration date providing the other party receives notification by certified mail not less than 60 days prior to said expiration date. Either party may terminate the contract at any time upon 60 days written notice. ASHE will not be liable or responsible to Keller Engineers, Inc. for any loss of anticipated profits, loss on any purchases of capital assets, or any other damages caused by the cancellation or termination of the contract, regardless of reasons for such cancellation by either party upon 60 days written notice. Keller Engineers will provide approximately 12 hours labor per month including, but not limited to, the following support services:

Set up and maintain email address, as needed or requested Provide site updates as requested Provide technical support and monitoring of the site Respond to requests for information and direct correspondence received electronically Promote and administer the Weblinks option for links to be added to the website Update Website Guidelines in Operations Manual, as necessary Provide assistance to the Conference Website Administrator, as necessary Provide assistance to Section and Region Website Administrators, as necessary

In return for services above, ASHE will provide Keller Engineers, Inc. with a $5,000 credit toward a corporate sponsorship at the 2017 Conference and a full-page size advertisement in the SCANNER for the duration of this contract. The only costs to be incurred by ASHE National for this sponsorship would be those direct costs for additional features for the sites involving specialty items such as hosting or domain registration fees for National, Regions, and Sections, database applications requiring software purchases and any outside services including fee based password directories, search engines, and secure servers, etc. Utilization of any specialty features would only occur with the approval of the ASHE National Board. Keller Engineers, Inc. will also receive a Design/Maintenance credit on the home page for each of the sites mentioned above. If the above services, fees, and terms are acceptable, please sign and return one copy of this agreement.

_____________________________ _________________________________ ASHE National Keller Engineers, Inc.

Keller Engineers, Inc. 420 Allegheny Street Post Office Box 61 Hollidaysburg, PA 16648 Phone: (814) 696-7430 Fax: (814) 696-0150


Orlando, Florida

January 21, 2017

Attachment No. 4

J. David Productions Proposal

J.DAVID PRODUCTIONS

design ·print· web

WEBSITE PROPOSAL

AMERICAN SOCIETY OF HIGHWAY ENGINEERS PREPARED FOR: TOM MORISI

JANUARY 3, 2017

INTRODUCTION Thank you for the opportunity to submit a proposal for the redesign of the ASHE organization website. It will be our goal in working together, to create a stunning website with a modern layout, professional design, impressive functionality and ease of navigation. Based on our preliminary discussion, I have identified and listed below the needs we want to address and the solutions that we will accomplish.

PROJECT NEEDS ASHE is in need of a modern website that promotes the organization to attract new memberships and serves a resource for documents and information to current members. Furthermore, the new ASHE website needs to be responsive with mobile devices and have the capability of being maintained by a current member that can easily add and revise content, photos, and documents.

PROJECT SOLUTIONS J.David Productions will develop a fresh design and layout that will be professional in appearance, well organized, easy to navigate, and provide useful information to current members, while focusing on attracting new members. The design will also include responsive code for friendly display on all mobile devices.

The design will integrate the current logo and color palette, which will maintain a familiar look to current members, but will also convey that ASHE is improving its web presence in order to better serve the organization.

CONTENT MANAGEMENT SYSTEM Central to the new design from J.David Productions will be a web based Content Management System (CMS), using Word Press, which will allow ASHE to easily make changes to the website, without requiring a dedicated workstation or additional software. The CMS will save ASHE time and money with website revision costs, as well as, ensure that the website stays fresh and current.

WEBSITE CONTENT The new design will feature the content of the current site, with any additions, subtractions or revisions by the organization. The main tabs are currently: About ASHE, Organization, Awards, Scanner, Information, Membership, Resource Center, National Conferences, ASHE Store, and Contact. These tabs also include sub pages with additional content and documents. While we will maintain whatever content is presented to us, we will look for ways to better organize pages and content based on each section's needs. The CMS will also allow for the modification, addition or subtraction of all pages.

WORKFLOW PRELIMINARY DESIGN Working in conjunction with ASHE, J.David Productions will provide a preliminary design concept for the new website homepage. That design concept will include the basic layout, color palette, font choices, etc. Upon review and feedback, we will then create an interior page that will show the general layout and functionality for the entire website. Upon a second review and feedback, we will move forward with the remaining pages and send the entire website at once for a third review. This portion of the development process can take 1-2 weeks depending on the complexity and size of the website.

PROGRAMMING AND CONTENT MANAGEMENT SYSTEM After feedback and approval of the entire front end design, we will move to website programming, responsive code and implementation of the content management system. This portion of the development process can take 2-4 weeks depending on the complexity and size of the website. When the development is complete, we will post the site on our test servers for all to review each page, content, design and overall functionality.

TRAINING J.David Productions will run a training session with the ASHE website manager to ensure everything is fully understood and working properly with the CMS.

LAUNCH After final reviews, approval and payment, we will transfer the complete website to your hosting server for launch.

FEE SUMMARY CUSTOM WEBSITE DESIGN AND DEVELOPMENT: ·Custom Website Interface with ASHE Branding (logos, layout, colors, and fonts) ·Website Architecture and Navigation System (10 base sections with sub pages and content) ·Custom Website Programming ·Responsive Coding for Mobile Device Compatibility ·Word Press Content Management System ·Mirror Website for Review and Testing

PROJECTTOTAL: S6,500.00

FEE SCHEDULE ·50% due upon acceptance and execution of the agreement ·50% remaining balance due upon approval and finalization of the website programming

Website will be launched as soon as it is completed, provided there is no balance due.

TERMS, CONDITIONS & PROCEEDINGS ·Accept the proposal as outlined or discuss desired changes. Please note that changes to the scope of the project can be made at any time, but additional charges may apply.

·Both parties will agree to and sign a contract outlining the project scope and details ·ASHE will submit initial payment of 50% of total project fee • J.David Productions will begin the project as soon as the above steps are completed.

ASHE NATIONAL WEBSITE COMMITTEE – REGIONAL REPRESENTATIVE DUTIES A goal of the National Website Committee is to establish a Website Committee Chair/Contact at each of the four active Regions by December 31, 2016. In an effort to work toward this goal, the following duties of these Regional positions are proposed:

Participate in a regular review of the National Website Guidelines and make recommendations for changes or improvements.

Perform an annual review of the Section websites in the Region for conformance with the National Website Guidelines. Notify Sections of any deficiencies found.

Participate in National Website Committee Meetings and provide input for future National website development initiatives.

Provide technical assistance to Sections within the Region, as necessary.

Develop or oversee development of a Regional website, if needed, as determined by the Regional Board of Directors.

Request Date Request Name Request Date Complete

02/22/16 Roger Carriker Committee Section - Change Co-Chairs to Tim Matthews and Jen Newman Complete02/22/16 Roger Carriker Committee Section - Change Partnership Chair to Larry Ridlen. Completed on the Committees webpage. 03/23/16

02/22/16 Roger Carriker Change Operations Manual subcommittee to Resource Center subcommittee. 03/23/16

02/22/16 Roger Carriker Re-order Excecutive Committee - Pres, 1st VP, 2nd VP, Treas, Sec, Pat Pres. Reordered on Committees webpage 03/23/1602/22/16 Roger Carriker Officers and Directors Area - Why only some committee chairs listed? Addressed Below02/22/16 Roger Carriker Officers and Directors Area - Add org chart? - Tom to discuss with Committee/Board02/22/16 Roger Carriker Scholarship Area - Update - Updated with 2014 Information 04/08/1602/22/16 Roger Carriker Downloads - Need 2015 Year in Review - Tom requested information from PR Committee POSTED ON HOMEPAGE 06/02/1602/22/16 Roger Carriker Downloads - Add Why Join ASHE handout - Tom requested information from PR Committee POSTED ON HOMEPAGE 06/02/1602/22/16 Tom Bolte Additional information on Resource Center 04/08/1602/24/16 Shirley Stuttler Resource Center - link updated website listing. 2015-16 Section officers updated. Compeleted previously02/24/16 Shirley Stuttler Resource Center - link updated D1 Section 03/23/1602/24/16 Shirley Stuttler Change Perry Schweiss to Jen Newman Complete02/24/16 Shirley Stuttler Post bio for Jen Newman after 3/1/16 Complete02/24/16 Shirley Stuttler Update Operations Manual Sections (three sections) 03/23/1602/29/16 Shirley Stuttler Post Jen Newman bio and photo Complete02/29/16 Shirley Stuttler Change Perry Schweiss to Jen Newman Complete03/11/16 Nikki Reutlinger Add Nashville Conference 03/23/1603/17/16 Dick Cochrane Change Southern NJ Secretary to Matt Benscoter. Completed on the NE Region portion of the Regions & Sections webpage. Compeleted previously03/21/16 Dick Cochrane Fix issues associated with mobile devices and flash - Website Committtee to discuss03/21/16 Dick Cochrane Provide link to NE Region website. Link provided on Regions & Sections webpage. 03/23/1603/21/16 Dick Cochrane Verify NE Region web links against Dick's list 04/08/1603/21/16 Roger Carriker Verify Scanner links / Past Issues Compeleted03/22/16 Shirley Stuttler Update NE Region information with attachments Need info from Shirley - Information Needed03/22/16 Brad Winkler ASHE Federal Transportation Position 04/01/1603/24/16 Richard Cochrane Albany Section website link 04/01/1603/31/16 Tammy Farrell Post digital past issues of the scanner. 04/01/1604/03/16 Shirley Stuttler Code of Ethics Operations Manual revision 04/07/1604/05/16 Tom Morisi Change "Highway" to "Transportation" in mission statement 04/05/1604/06/16 Tom Morisi List Cleveland as the city for the Ohio National Conference 04/06/1604/06/16 Tom Morisi Update Section review list (Which Sections have websites, BDC completed originally)04/09/16 Shirley Stuttler Changing of the guard… Reorganize O&D page with new members. **See Below 04/29/1604/11/16 Dick Cochrane Start a New Section Link is missing - TSM to check with National04/15/16 Charles Flowe Update National Meeting Minutes 04/29/1604/16/16 Shirley Stuttler Resource Center Document update 04/29/1605/04/16 Roger Carriker Change National Officers back to 2015/2016 until after conference 05/06/1605/04/16 Roger Carriker Remove anyone not an Officer or Director from the Officers and Directors page (Amanda, Jen, and Tim) 05/06/1605/05/16 Tom Morisi Provide links to Chesapeake (chesapeake.ashe.pro), Derby City (derbycity.ashe.pro), and DFW (dfw.ashe.pro) Section websites 05/06/1605/05/16 Tom Morisi Revise link for NE Florida to www.northeastfl.ashe.pro 05/06/1605/05/16 Tom Morisi Change Bob Hochevar's email address to [email protected] 05/06/1605/07/16 Shirley Stuttler Website listing reference Resource Center documents See Below05/08/16 Charles Flowe Post minutes from Executive Board Meeting 05/13/1605/12/16 Shirley Stuttler Revisions to National Constitution, By Laws and Code of Ethics 05/20/16

? Tom Morisi ** Update Committee webpage with all members, photos, etc.05/12/16 Shirley Stuttler Update for new officers 06/02/1605/19/16 Amanda SchumachePost video 06/01/1605/21/16 Charles Flowe Post National Board Meeting Minutes 06/01/1605/23/16 Bob Hochevar Post revised Bio 06/02/1605/22/16 Greg Dutton Move Scanner to it's own, separate tab and remove "newsletter" - just name scanner 06/02/1605/26/16 Dick Cochrane Revise link for Del Val to www.delvalley.ash.pro 06/01/1606/02/16 Shirley Stuttler Update Scholarship data 06/02/1606/11/16 Tom Bolte Post Resource Center Document Map - Webmaster is unclear on the effectivness of this request. Still working on it.

Tammy Farrell Post scanner summer edition Complete

ASHE National Website Revisions Status

06/17/16 Shirley Stuttler Update Committee List Completed Previously06/17/16 Shirley Stuttler Update 2018 Conference Information Completed Previously

07/09/16 Shirley Stuttler Update Section Officers List - ASHE National no longer posts this document. It is used, however, to verify current Section contacts shown on the Regions/Sections page. Completed Previously

07/20/16 Charles Flowe Post minutes of May 22, 2016 National Board Meeting 08/31/1607/20/16 Charles Flowe Post minutes of April 1, 2016 Executive Committee Meeting 08/31/1607/25/16 Jim Shea Update 2018 Conference Information 08/31/16

08/01/16 Shirley Stuttler Update Section Officers List - ASHE National no longer posts this document. It is used, however, to verify current Section contacts shown on the Regions/Sections page. Completed Previously

08/30/16 Tom Morisi Update NCNJ Website Link 08/31/1608/31/16 Shirley Stuttler Correct misspelling of "categories" under the membership tab 08/31/1609/01/16 Tom Morisi Correct misspelling of the hotel under the conference page 09/07/1609/01/16 Matt Carter Update Resource Center with updated document D33, Professional Development Certification Program (Issuance of PDHs) 09/07/1609/20/16 Tammy Farrell Post scanner fall edition 10/13/1609/20/16 Shirley Stuttler Update various Section officers info. 09/23/1609/27/16 Shirley Stuttler Add Resource Center Dates - pending decision to revamp the Resource Center into a single webpage.10/03/16 Shirley Stuttler Update ASHE National Board Region Directors, Region Officers & Section Region Directors 10/24/1611/02/16 Shirley Stuttler Resource Center Document updates 01/03/1711/29/16 Shirley Stuttler Resource Center Document updates 01/03/1712/18/16 Charles Flowe Post minutes of October 15, 2016 National Board Meeting (Repost smaller file size) 01/03/1712/25/16 Charles Flowe Post minutes of December 6th, 2016 Executive Committee Meeting Draft 01/03/1712/27/16 Shirley Stuttler Nikki Reutlinger; Remove D14, National Conference Guidelines from Resource Center 01/03/17


Orlando, Florida

January 21, 2017

Attachment #5


2015 Charlotte, NC 2016 Canton 2016 Dallas, TX 2016 Fort Laude... 2016 Pittsburgh OVERALLCategory TOTAL

OUTFLOWS

Executive Committee

Ex. Comm. Meeting

Lodging 0.00 0.00 0.00 992.34 0.00 992.34

Meals - Ex. Comm. & Guests 528.67 0.00 705.44 0.00 0.00 1,234.11

Mtg Rooms, Coffee, Soda, Deposits, Etc. 163.56 0.00 0.00 0.00 1,934.60 2,098.16

TOTAL Ex. Comm. Meeting 692.23 0.00 705.44 992.34 1,934.60 4,324.61

President Assistant's Expenses

President's Assistant's Travel

Lodging 228.20 267.76 427.80 330.78 0.00 1,254.54

Mileage 116.28 127.44 116.16 116.16 106.00 582.04

Misc. Travel Expenses, Meals, Parking, 27.70 16.48 66.47 75.77 90.00 276.42

Travel -- Air,Train,Transit,Cab,Rental 436.00 0.00 484.20 300.20 0.00 1,220.40

TOTAL President's Assistant's Travel 808.18 411.68 1,094.63 822.91 196.00 3,333.40

TOTAL President Assistant's Expenses 808.18 411.68 1,094.63 822.91 196.00 3,333.40

President's Expenses (Other than BD Mtg)

Lodging 125.63 0.00 0.00 496.17 0.00 621.80

TOTAL President's Expenses (Other tha... 125.63 0.00 0.00 496.17 0.00 621.80

TOTAL Executive Committee 1,626.04 411.68 1,800.07 2,311.42 2,130.60 8,279.81

National Board


Meals - National Board & Guests 2,174.19 3,843.49 3,784.86 2,672.74 0.00 12,475.28

Mtg Rooms, Coffee, Soda, Deposits, Etc. 317.54 0.00 500.00 1,890.96 0.00 2,708.50

TOTAL Board Meeting Expenses 2,491.73 3,843.49 4,284.86 4,563.70 0.00 15,183.78

Board Member - Board Meeting Expenses

Lodging - Board Meeting 2,199.43 3,037.39 3,366.05 2,646.24 0.00 11,249.11

Mileage - Board Meeting 1,800.02 2,034.72 859.73 1,286.82 2,924.64 8,905.93

Misc. Travel Expenses, Meals, Parking 883.76 293.63 578.22 1,494.17 664.27 3,914.05

Travel-Air,Train,Transit,Cab,Rental 3,683.02 1,383.07 6,588.51 4,160.56 840.89 16,656.05

TOTAL Board Member - Board Meeting ... 8,566.23 6,748.81 11,392.51 9,587.79 4,429.80 40,725.14

TOTAL National Board 11,057.96 10,592.30 15,677.37 14,151.49 4,429.80 55,908.92

National Conference Committee

Committee Travel

Lodging 0.00 0.00 0.00 165.09 0.00 165.09

Misc. Travel Expenses, Meals, Parking 0.00 0.00 0.00 71.77 0.00 71.77

Travel - Air, Train, Transit, Cab, Renta 0.00 0.00 0.00 323.20 0.00 323.20

TOTAL Committee Travel 0.00 0.00 0.00 560.06 0.00 560.06

TOTAL National Conference Committee 0.00 0.00 0.00 560.06 0.00 560.06

Public Relations Committee

Committee Travel

Lodging 0.00 0.00 0.00 165.39 0.00 165.39

Mileage 0.00 0.00 0.00 92.88 0.00 92.88

Travel - Air,Train,Transit,Cab,Rental 0.00 0.00 0.00 198.00 0.00 198.00


TOTAL Public Relations Committee 0.00 0.00 0.00 456.27 0.00 456.27

Student-CEU's Committee

Committee Travel

Lodging 0.00 0.00 0.00 165.39 0.00 165.39

Mileage 0.00 0.00 0.00 68.04 0.00 68.04


Travel - Air,Train,Transit,Cab, Rental 0.00 0.00 0.00 250.96 0.00 250.96


TOTAL Student-CEU's Committee 0.00 0.00 0.00 532.75 0.00 532.75

Technology Committee

Committee Travel

Lodging 0.00 273.76 0.00 0.00 0.00 273.76

Mileage 0.00 279.02 0.00 0.00 0.00 279.02


Travel-Air, Train, Transit, Cab, Rental 0.00 205.20 0.00 0.00 0.00 205.20


TOTAL Technology Committee 0.00 765.13 0.00 0.00 0.00 765.13

TOTAL OUTFLOWS 12,684.00 11,769.11 17,477.44 18,011.99 6,560.40 66,502.94

OVERALL TOTAL -12,684.00 -11,769.11 -17,477.44 -18,011.99 -6,560.40 -66,502.94

Cash Flow by Tag - All Dates7/1/2008 through 12/22/2016

12/22/2016 Page 1

Zodiac

Highlight

TOTAL National Board 11,057.96 10,592.30 15,677.37 14,151.49 4,429.80

Zodiac

Highlight

National Board


Orlando, Florida

January 21, 2017

Attachment #6

Budget Category Analysis

Total ASHE Budget 203,800$

Description Amount Pct Amount Pct Amount PctPresident travel 9,500$ 4.7% 9,500$ 4.66%National Board Mtg 43,000$ 21.1% 43,000$ 21.1% -$ Audit meeting - Treasurer 700$ 0.3% 0.0% 700$ 0.34%Conference Com 1,500$ 0.7% 600$ 0.3% 900$ 0.44%Collaboration Sub Com 600$ 0.3% 600$ 0.3% -$ Finance Committee 500$ 0.2% 500$ 0.2% -$ Governance sub com 1,000$ 0.5% 1,000$ 0.5% -$ New Sections Committee 7,500$ 3.7% 1,200$ 0.6% 6,300$ 3.09%Op Oversight Committee 600$ 0.3% 600$ 0.3% -$ Public Relations 1,800$ 0.9% 1,800$ 0.9% -$ Regional Directors 6,000$ 2.9% -$ 6,000$ 2.94%scanner Committee 600$ 0.3% -$ 600$ 0.29%Strategic Plan 600$ 0.3% 600$ 0.3% -$ Student / CEU 600$ 0.3% 600$ 0.3% -$ Technology 1,800$ 0.9% 1,800$ 0.9% -$ Total travel 76,300$ 37.4% 52,300$ 25.7% 24,000$ 11.78%

Description Amount PctStaff (wages & salary) 21,700.00$ 10.6%Pins, banners, etc.* 4,800.00$ 2.4%Insurance 2,450.00$ 1.2%Conference call 3,300.00$ 1.6%Accountant 6,500.00$ 3.2%Other admin 5,600.00$ 2.7%Total Administration 44,350.00$ 21.8%* Does not include reimbursment for section pins

Description Amount PctPublic relations items 5,600.00$ 2.7%Exposure funds 11,000.00$ 5.4%Scanner (net) 14,000.00$ 6.9%IT* 7,400.00$ 3.6%Conference Committee 13,500.00$ 6.6%

51,500.00$ 25.3%

*JM Server, Keller web sponsoreship Survey monkey

Administration

Travel and meetingsNational Board MtgAll travel Other travel

Other major expenses


Orlando, Florida

January 21, 2017

Attachment #7

2017-2018 Slate of Officers and Directors

ASHE National Nominating Committee

2017-2018 Proposed Slate of Officers/Directors

January 12, 2017

Nominations were received, terms to commence in June 2017 at the National Conference for the following positions: National Second Vice President National Secretary-Elect National Directors

Mid-Atlantic Region

Southeast Region

Northeast Region There was only one candidate nominated for each position. The submitted documentation and all candidates nominated meet the requirements of the current National Officer/Director Nomination Guidelines and the National Bylaws. Therefore, the Nominating Committee requests a Motion be made at the National Board Meeting on January 21, 2017 to accept the proposed Slate Officers/Directors for the 2017-2018 Term as follows: National Second Vice President – Michael Hurtt, P.E., NE Region, Albany Section (1 year term) National Secretary-Elect – Thomas Morisi, NE Region, Altoona Section (1 year term) National Directors

Mid-Atlantic Region – David Greenwood, P.E., Chesapeake Section (3 year term)

Southeast Region – Scott Jordon, P.E., Georgia Section (3 year term)

Northeast Region – Mark Kinnee, P.E., Delaware Valley Section (3 year term)


Orlando, Florida

January 21, 2017

Attachment #8

Social Media Plan

Amanda Schumacher - ASHE Social Media Strategy

Hi Amanda -

Below is the basic outline of the social media strategy Jonathan and I discussed. Please feel free to add/edit to it as you see fit.

Social Media Strategy:The goal of this social media strategy is to promote ASHE National and the interests of the organization, its members, and its local chapters. We will do this through posting organization updates, events, and news items related to the industry.

Posting:

Facebook - Post once a week - minimumLinkedin Group - Post twice a week - minimumTwitter - Post three times a week - minimum

We will try to keep posting throughout the year to each account at the minimums set above. Facebook is at the lowest minimum because over posting will actually lead to the posts showing up in followers feeds less, as Facebook would push to have ASHE pay to promote posts if they see a lot of activity. If there is a lot to share in any given week, we can share multiple times on Facebook, but we will need to be mindful not to over post.

All accounts can be posted to using ASHE's Hootsuite account. The login information is below:

username: [email protected]: american1958ASHE

Content:

We will get content from ASHE National's calendar of events, photos from events, industry news, and news from the local chapters. A shared social media calendar has been created on Google Sheets which will allow us to fill in upcoming information, so that it will be included in weekly posts.

Social_Media_Content_Calendar_ASHE National.xlsx

Jonathan is gathering information about local chapters so we will be able to reference them for content as needed.

Management:

The accounts will be managed on a weekly rotating basis by ASHE National PR Committee members. The first

From: Corey FenwickTo: Amanda Schumacher; Jonathan DaguilhDate: 12/30/2016 3:11 PMSubject: ASHE Social Media Strategy

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1/16/2017file:///C:/Users/arcschumacher/AppData/Local/Temp/XPgrpwise/5866792Furban01urban-...

week of the year has been scheduled through Hootsuite. The rotation will go as follows, unless there are other members we can include:

Week of January 8 - CoreyWeek of January 15 - JonathanWeek of January 22 - AmandaWeek of January 29 - CoreyWeek of February 5 - JonathanWeek of February 12 - Amanda(continue rotation moving forward)

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Orlando, Florida

January 21, 2017

Attachment #9

Social Media Content Calendar

DAYDATE/TIME CONTENT TYPE FACEBOOK / LINKED IN TEXT TWITTER TEXT @ASHE_National LINK IMAGE STATUS

December 1, 2016Twitter Handles Twitter Hashtags

January 1, 2017

February 1, 2017

March 1, 2016

April 1, 2017

May 1, 2017

June 1, 2017

July 1, 2017


Orlando, Florida

January 21, 2017

Attachment #10

Partnering Survey

December 28, 2016

Re: ASHE Partnering Survey Data Summary

All,

Per our last call, please find the below survey data summary as requested.

22 surveys started / 15 completed. Though response was low, we agreed as a committee during

the call that the cross-section of responses represented ASHE as an organization and was

sufficient to derive data from.

Participation in survey from sections located within all ASHE Regions.

60% of survey participants were unaware of ASHE’s current 4, formally identified partners.

73% of survey participants hold joint meetings with organizations outside the 4 formal partners.

Most common joint meeting participants: ASCE, ITE, ACEC, WTS, AGC and others. Both

technical and social gatherings are offered.

60% of the survey participants reported an annual meeting with ASCE, 40% reported a bi-annual

meeting with ASCE. (10 responses out of 22 survey participants), with 70% of those reporting an

increase in meeting attendance when partnered with ASCE.

Based on the responses for joint meetings with ITE, WTS, ACEC, there is not a noticeable

increase in meeting participation for those joint meetings.

Other organizations that ASHE Sections reported partnered events with: ABCD & ABCD Young

Professionals in Transportation, ACI, DBIA, and Pennsylvania Society of Professional Engineers.

Partnered meetings with these other organizations occur quarterly, biannually or annually as

reported by survey participants. 52% of the survey participants reported no marked increase in

meeting participation as a result of those partnerships.

Survey Participants listed ASCE, ACEC, WTS, ABCD, DBIA, ITE, ITS, APA, TNAEP, watershed

conservation groups, professional engineering societies as potential partners.


Orlando, Florida

January 21, 2017

Attachment #11

Student Fees Recommendation

American Society of Highway Engineers

Student Chapter Committee Page 1

Student Chapter Committee

Recommendation - Student Chapter Fees/Dues

????, 2016 Considerable new interest is developing among ASHE Sections and the Student Chapter Committee members have been fielding questions and helping where we can to support and encourage the development of sustainable student chapters. A common issue that we have little to offer on is the subject of initiation and annual dues that must be paid to ASHE National. Commonly, the Section is willing to forgo collection of dues, as is the Region. However, National has been steadfast that any member, student or otherwise, must pay the initiation and annual dues. The Student Chapter Committee respectfully disagrees with this stance and welcomes an opportunity to revisit the issue in the future. That said, the Student Chapter Committee recommends the following position for consideration by the ASHE National Board of Directors: 1) ASHE Sections, in establishing Student Chapters may choose any of the following pathways with

respect to initiation and annual dues for students in good standing: a) The students may be made formal members of ASHE, following the same procedures as a

professional member and subject to the same initiation and annual dues. i) The student may pay these dues ii) The Section may be these dues iii) The Section and the student may share payment of these dues

b) The students may be considered informal members of ASHE and not be subjected to any dues until applying for membership upon graduation i) No dues would be collected from National ii) Best practice would suggest neither the Region nor the Section should collect dues from the

students iii) As a best practice, Sections should consider offering to pay the initiation dues for any

Student Chapter member in good standing upon graduation, to encourage their continued participating with ASHE

Nothing in this proposed policy would change other expectations of Sections in establishing Student Chapters. For example, Student Chapter bylaws should still reflect those of ASHE and student conduct should be in keeping with ASHE’s reputation in the highway industry. The Committee requests that the National Board take up these recommendations and provide direction. Any questions should be directed to the Committee through the Chair:

Matheu Carter, Chair (First State) [email protected]

(302) 831-7236

mailto:[email protected]


Orlando, Florida

January 21, 2017

Attachment #12

National Conference Reports

National Conference Reports - 1 - January 21, 2017

NATIONAL CONFERENCE REPORTS - January 21, 2017

2017 ASHE CONFERENCE

New York Metro - Northeast Region

Sheraton New York Time Square Hotel - June 14-18, 2017

Glen Kartalis and Manny Beigelmacher Co-Chairs

National Monitor - Al Algazi

1. Holding Regular Meetings every 3 weeks.

2. Sub Committee Chair Updates

a. Financial – Ajit Thakore

i. On-going updates of Conference Budget

ii. Have received commitments of $42K in sponsor/exhibitors.

b. Sponsorship- Tom Tehrani

i. Sponsorship outreach has gone out to list of potential Sponsors

ii. 9 sponsorships are committed.

c. Technical – Tanvi Pandya

i. Identified Presentations & speakers.

d. Exhibits – Anthony Grosso

i. In the process of outreach to potential vendors.

ii. 6 booth spaces sold

e. Program – Ken Standig

i. Draft agenda being refined as schedule is finalized.

ii. Printing sponsorship finalized for conference materials

f. Registration – Karim Palomino

i. Developed Conference website;

ii. Prepared to go live upon approval.

g. Entertainment – Linda Beigelmacher

i. Contracted with Peter Duchin Orchestra for Saturday banquet.

ii. Contracted for Friday Night Entertainment; Broadway show and nightclub

theme.

h. Publicity – Mike Hershey

i. Ongoing efforts, discussions with NY and Company for Conference materials

ii. Various promotional items are being distributed at various events.

i. Golf Outing - Tom Ruckel

i. Contract finalized for Golf Outing at North Hempstead Country Club.

j. Transportation – Chris Cotter


i. Contract signed for transportation services

ii. Assembling subway and street maps

k. Guest Program – Michaele Watson

i. Guest program being finalized.

l. Facilities – John Miller

i. Met with Hotel to confirm conference space usage.

ii. Will be meeting to review menu options

2018 ASHE CONFERENCE

Lake Erie - Great Lakes Region

Westin Cleveland Downtown, Cleveland, OH - May 17-20, 2018

Jim Shea & Kirsten Bowen, Co-Chairs

National Monitor – Caroline Duffy

Activities to Note Since last Report:

Committee Reports/Activity

Financial (Jamie Scott)

Current bank account balance is $5,065.62.

Ongoing subcommittee budget updates are occurring. Goal of having all subcommittee budgets

sent to Financial Committee prior to 1/19/2017 meeting to identify areas where budget it lacking

information.

Program (Kathy Johnson)

Kathy provided draft agenda to committee chairs for review and comment.

Coordination between Program Committee and Entertainment/Guest Program is underway

Kathy attending Technical Committee meeting on 12/16/2017

In process of soliciting additional printing quotes for program book. Send request for pricing to

SE Blueprint, Euclid Blueprint and Brothers printing. Should have at least one additional quote

back prior to next Committee Chair meeting. Jim will check with Pittsburgh to see where they

had their program printed.

Entertainment/Guest Program (Joanne Shaner)

Friday Night Offsite

o Quote received from Rock and Roll HOF. Space rentals is approximately $8,000 and

does not include catering. MAASTO is hosting a conference event there in 2017, but not

much overlap between MAASTO states and states with ASHE Sections. R&RHOF was

not a featured event for CV conference in 2003, it was part of the guest program. If ruled

out for Friday night, R&RHOF could still be part of the guest program.

o Attractions in University Circle are also being explored with Destination Cleveland.

Some concerns about transportation since not located directly downtown.

o May Cleveland Indians game is also being considered but is dependent on many things

including scheduling and weather.

Guest tours

o Committee is trying to provide more than one option for each time block. General

themes will include.

Thursday – Events that show you the City – walking tours, Lolly the Trolley,

Goodtime Cruise.

Friday – Events at specific locations – museums, food tours, beer tasting. Museum

passes can be coordinated through Destination Cleveland.


Other topics - Pro-Football HOF could be included, but was also included in CV

conference in 2003.

Saturday night entertainment.

o Committee is leaning towards Game Show Entertainments. Inexpensive ($900) and

provides all night entertainment. Will provide music during dinner, game show event

and music after event to continue socializing.

Destination Cleveland can set up information table adjacent to our registration table. Table is no

cost if unmanned. Joanne to look into pricing for staffing the table or inquiring about volunteers

as event ambassadors through Destination Cleveland.

Facilities (Derek Johnson)

As program becomes more complete, Derek/Kathy/Bonnie will evaluate available hotel space and

determine if additional space is needed.

Committee is working on soliciting additional AV pricing, hospitality pricing and food budgets.

Committee is evaluating PSAV proposal and the necessary items.

Registration (Sean Milroy)

December 2016

o Sean held call with RegOnline representatives to determine more about pricing. Notes

from that call are available on DropBox. Approximate fees include $3.95 per registration

and then additional fees for how payment is received. Sean to look more into the details

of the additional fees.

o It is likely that the conference will need to set up a way to receive payment outside of

RegOnline, to save on fees. Sean finding out more information, but likely conference

will need PayPal account.

PR (Rachael Weiss)

Rachael has developed a schedule for al PR committee activities between now and the

conference. Jim and Kirsten to review.

Rachael is working with her committee to develop list of items needed for the 2017 conference

booth. Stationary, giveaways, banners, etc.

Kirsten and Rachael are coordinating the development of all conference stationary.

Rachael is soliciting quotes for photographer. Most photographs work on an hourly basis, so

conference costs may be high.

Sponsor (Ryan Smalley)

December 2016

Draft Sponsor level list has been developed. Ryan importing all items into excel so we can see

net profits and comment.

Ryan populating estimates for each sponsor level into the budget for comments.

By January meeting Ryan will have a substantially complete sponsor solicitation list.

Ryan will remove golf sponsor items from his portion of the budget. Jim will include them in

Golf budget.

Exhibit (Sherman Speelman)

Kick off meeting scheduling in progress.

Technical (Bonnie Teeuwen)

Kick-off meeting moved to Friday 12/16.

Transportation (Valerie Shea)


Valerie will coordinate with Joanne Shaner once the guest program is more complete to get more

accurate transportation costs.

Destination Cleveland can help solicit transportation costs. Will be good to compare their costs

versus previously received quotes.

Golf (Cuyahoga Valley)

Met with CV on 12/7. They tentatively agreed to host golf outing, will vote as a Board at January

board meeting.

Jim will continue to lead correspondence until CV appoints contact

They will likely keep their Section outing which is the week after the conference. They don’t

believe there will be much overlap.

Next Items to Note on the Horizon:

Notable items that need to be competed in the near future include:

o Finalize insurance quotes

o Finalize printing quotes

o Develop more detailed conference program

o Work towards draft budget completion

2019 ASHE CONFERENCE Middle Tennessee - Southeast Region

Gaylord Opryland Resort & Convention Center, Nashville, TN (Pending)

May 8-12, 2019 (Pending)

Brad Winkler & Angie Duncan, Co-Chairs

Executive Committee – Confirmed

o Angie Duncan, (TDOT)

o Brad Winkler (WSP|PB)

o Larry Ridlen (Gresham Smith & Partners)

o Luke Sullivan, Treasurer (WSP|PB)

o Eric McElroy, Secretary (HDR|ICA)

Executive Committee is scheduled to meet monthly on the second Thursday

Committees

o Chairs – Confirmed

o Committee Chair meetings set up to meeting quarterly in 2017 with first all chair meeting

scheduled for February 23.

Facilities:

o Executive Committee in active negotiations with Gaylord to finalize a contract.

o The NCC has visited Nashville and toured hotel options and concurs that Gaylord is best

option available.

o NCC to present Gaylord facility to National Board at Jan 21 meeting.

o Middle Tennessee Conference Committee anticipates executing contract by January 31.


Orlando, Florida

January 21, 2017

Attachment #13

National Project Awards

2017 NATIONAL PROJECT OF THE YEAR ELIGIBILITY AND SUBMITTAL REQUIREMENTS

September 27, 2016

ELIGIBILITY Any project that was substantially completed by December 31 and no more than two calendar years immediately prior to the American Society of Highway Engineers (ASHE) National Annual Conference shall be considered eligible for the National Project of the Year competition provided that the project involves at least one of the following transportation features:

• Highways/Roadways • Bridges • Traffic Control/Signalization (Includes ITS) • Railroads • Public Transit • Bikeways and Multi-use Paths

AWARD CATEGORIES ASHE recognizes that construction cost categories may vary within each sections and regions Project of the Year Awards Program. For the National Project of the year Award Competition (NPAC), the project entries will be placed into the following cost categories which may be different from the category in which they competed in the Section or Regional competition:

• Projects up to $20M in construction cost • Projects over $20M in construction cost

AWARD ENTRY SUBMISSION REQUIREMENTS • Each section must submit their entries for the NPAC to their Regional Secretary by January 10 • Regions must complete their evaluations and submit a maximum of one project in each NPAC category to the ASHE National

Secretary by February 28 along with a $100 entry fee for each project submitted. • The project must be substantially completed and open to the public by December 31 of the prior year. Sections must submit

verification of substantial completion by the date noted. • Previous winning projects in the NPAC are not eligible. • Entry submissions shall contain:

o A narrative of the project not exceeding 1500 words (single sided, 12 point font, 8 ½ “x11” pages); the narrative must address the 6 categories in the scoring and judging criteria below. Project construction costs must be provided.

o Up to five (5) five construction drawings on 11”x17” sheets that are relative to the scoring and judging criteria o Up to five (5) photos (maximum size: 8 ½”x11”) that are relative to the scoring and judging criteria; at least one of these

photos from the winning entries will be displayed at the Luncheon honoring Past Presidents in a slide presentation and in the National Annual Conference brochure and website.

• The entry submittal shall be provided in pdf format with photos in high resolution jpg format on a CD/DVD mailed or by e-mail • Each submittal must include a statement of commitment that at least one representative from the project team will attend the

awards luncheon

AWARD SCORING CRITERIA AND JUDGING Each submittal will be judged by a panel comprised of at least five (5) ASHE members that are in good standing. Sections and regions may nominate judges for the NPAC committee’s consideration by February 28. The NPAC will select the judging panel with a goal of at least one judge from each region.

Each submittal will be judged based on the following criteria:

25% Complexity 25% New application of Existing Techniques / Originality / Innovation 15% Social/Economic Considerations 15% Safety 10% Aesthetics and Sustainable Features 10% Meeting and Exceeding Owner’s/Client’s Needs

The winner will be determined based on the highest average score from all judges in each award category and will be notified by April 15.

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