Transportation Curriculum Coordination Council

Draft Executive Council Meeting Minutes June 9, 2005

Organizational Questions:

The Executive Council discussed the possibility of having committee chairs that are not part of the Executive Council and term limits.

Doyt Bolling suggested that the 3 committees on the left be on the Executive Committee with voting rights, but the 2 support committees advise the Executive Council, but do not have voting rights. He also suggested having Co-chairs that rotate in differing years.

The decision for reorganization:

The Executive Council are voting members which will vote on all issues. Reporting to the Executive Council are the committee chairs. They participate in the executive council meeting, but not as a voting member. They can make motions to the Council, but cannot vote. Ideally, the Executive Council are not committee chairs, but due to lack of volunteers, some committee chairs may also be council members with voting rights. Committee Chairs will be appointed by the Executive Council.

It was also determined that it would be best to change name of Pooled Fund Advancement Committee to be "Resource Advancement Committee" in order to better reflect the overall need for not only funding, but also human resources and training courses.

It was also decided that private sector contributions can be accepted into the pooled fund, but the private sector contributor will not be a member of the Executive Council and shall not have a voting right.

Action Items:

Laura Lawndy to check with Finance on how pooled funds are mixed - are federal monies, state monies, and private monies separate pots of money? Due: June 30, 2005

Should By-laws break out FHWA participants?:

Yes, the by-laws should break out the FHWA representatives and limit to 4.

Communications/Marketing Discussion (Pg. 32):

Is there one area that should be prioritized?

Garth Newman suggested that the FHWA Division Offices be prioritized as the State will follow the Division.

Should the Business Plan specify how the marketing should be done?

Lee Onstott suggested that the marketing recommendation and specific processes be moved to a work plan and not keep them in the business plan. The information will be provided to the Marketing Committee for consideration and implementation.

Decision:

The Business Plan will outline the 5 committees and the goals of the committee, but will not tell the committee how to achieve the goals. The Business Plan should be a vision and not guidelines.

Performance Measures:

The Performance Measures recommendations should be scaled down to a vision and then a timeline for how it will work. Specific recommendations will be provided to the committee for consideration.

Douglas suggested that instead of setting a goal of 100% participation might be an unrealistic goal. The goal should be to double to participation. Monica suggested that the organizational goal should be the 100%, but a yearly goal or 5 year goal may be different.

Decision:

The Conclusions on page 55 will be the goals for the Performance Measures.

Committee Appointments and Suggested Team Members:

Course Development - Greg Doyle (Chairperson)

• Garth Newman
• Cathy Betts
• Doyt Bolling
• Bill Beuter
• Chris Newman
• 1 New Member from each of the 5 regional groups
• NHI Representative
• Will Stalcup (M-TRAC)
• Jeff Saddler (WAQTC)
• Dennis Dvorak (FHWA Resource Center)
• Douglas Townes (FHWA Resource Center) or Lee Galivan (FHWA Division)

Action Items/Due Date:

• Howe to contact Jeff Saddler June 30, 2005
• Tom to find SETTFQ Representative June 30, 2005
• Leo to find NETTCP Representative June 30, 2005
• Chris Anderson to contact Will Stalcup June 30, 2005
• Chris Newman to contact Dennis Dvorak or Lee Galivan June 30, 2005

Curriculum Matrix - Linda Hughes (Chairperson)

• Woody Hood (Materials)
• Leo Stevens
• Ben Gribbon (Safety)
• Serji
• Chris Anderson (Human Resources)
• Chris Newman (Maintenance)
• Bud Darby
• FHWA Resource Center Contact - Safety
• FHWA Division (Roland Stenger) - Safety

Action Items/Due Date:

• Doyt Bolling to contact Roland Stenger June 30, 2005
• Chris Newman to contact FHWA Resource Center Contact and meet with Bill Williams June 30, 2005

Resource Advancement - Lee Onstott (Chairperson)

• Martha Monjo
• WAQTC Representative
• Tom Malerk
• Jim Sorenson/Chris Newman
• Ellis Powell
• Serji
• Dan Matthis (FHWA) or Lubin Quinones (FHWA)
• Chris Anderson

Action Items/Due Date:

• Howe Crockett/Garth Newman to contact Tom Baker June 30, 2005
• Lee Onstott contact Ellis Powell June 30, 2005
• Lee Onstott to contact Dan Matheson/Lubin Quinones June 30, 2005

Communications - Douglas Townes (Chairperson)

• Martha Monjo
• Leo Stevens
• Woody Hood
• Cathy Betts
• Judith Johnson (FHWA Resource Center)
• Ann Gretter (NHI)
• John O'Doherty
• Bud Darby
• Laura Lawndy

Action Items/Due Date:

• Jim Sorenson to contact Bob Templeton re: involvement with the committees June 30, 2005

Performance Measures - Allan Samuels (Chairperson)

• Tom Malerk
• Gregory (ODC from TX)
• Rick Kreider
• Rob Elliott (FHWA)
• Garth Newman
• Jeff Lewis or Jason Dietz (FHWA CA Division)
• NHI Contact

Action Items/Due Date:

• Douglas Townes to contact Rob Elliott June 30, 2005
• Chris Newman to contact Jeff Lewis June 30, 2005
• Garth Newman to provide introduction to TX for Allan Samuels. June 30, 2005
• Allan Samuels to contact TX.
• Chris Anderson to contact Rick Kreider June 30, 2005

Discussion of Fiscal Year for TCCC and Work Plans:

The Executive Council decided that the fiscal year would be from January 1 - December 31.

Further the Executive Council will meet quarterly with 2 face-to-face meetings and 2 video/teleconference calls. However, during the first six months of the new processes the Executive Council will have a monthly conference call on a Friday for status updates.

Activities and Timeline for Activity:

• Deadline for contacting committee members:
  • Contact committee members by June 30, 2005
  • Conference call on July 6, 2005
  • Committees launch on August 1, 2005
• Executive Council to contact Chris Newman/Laura Lawndy to discuss scopes for each committee by June 30, 2005.
• Executive Council to contact Douglas Townes to request marketing kit. Laura Lawndy to e-mail out other background information to the Executive Council Members.
• Laura Lawndy to send e-mail with time options for July 6 conference call. Suggestions by June 15, 2005
• Jim Sorenson to contact Pete Rahn requesting date for video conference by June 27, 2005
• Laura Lawndy/Chris Newman to develop brief scopes of work for each committee to include time commitments for each committee by July 6, 2005
• Laura Lawndy to coordinate the conference call and agenda.
• Laura Lawndy to have first draft of minutes by June 17, 2005. The Executive Committee will have comments back to Laura by June 22, 2005.
• Chris Newman to draft language to include database population under the Matrix Committee in the business plan by July 6, 2005
• Laura Lawndy to have Michelle Cribbs send database, along with directions, to Howe Crockett to send to California
• Monica Worth/Laura Lawndy to make suggested changes to the Business Plan as laid out by the Executive Council by July 6, 2005.
• Chris Newman/Laura Lawndy to get guidance from the Office of Chief Counsel regarding FHWA involvement with the TCCC with regard to voting rights by July 6, 2005
• Laura Lawndy/Monica Worth - Update Executive Summary with contact information for the Executive Council and Chairpersons by July 6, 2005.
• Doyt Bolling to set up a video conference for the Executive Council with Peter Rahn to bring him on board as Peter Rahn's schedule allows.