Water Environment Federation



Water Environment Federation

Board of Trustees’ Meeting

April 1-2, 2005

Incline Village, NV

Minutes

1) Call to Order

President Lynn Orphan called the Board of Trustees (BOT) meeting to order at 9:00 a.m. on Friday, April 1, 2005. Proper notice of the WEF Board of Trustees’ meeting was given to those entitled to receive notice or that notice was waived by those entitled to it. The following members of the WEF Board of Trustees were in attendance:

Lynn Orphan, President

J. Michael Read, President-elect

Mohamed Dahab, Vice President

J. Michael Godfrey, Treasurer

Carolyn Ahrens Wieland

Matt Bond

Glen Daigger

Paul Freedman

John A. Mele

Marie Meunier

Julian Sandino

Charles Weir

Rebecca West

Adam Zabinski

WEF Deputy Director Timothy Ricker served as chief representative of staff in the absence of Secretary William Bertera.

2) Approval of Agenda

The following revisions were made to the agenda: Executive Session added as item 6.C; ACEC Partnership Agreement added before Item 7; AMSA/WEF Relations added as Item 9.C; Report on Trip to China added as Item 11.F; Item 9, Infrastructure Program Update moved to Saturday; Item 15, Committee Leadership Council moved to Friday; Item 17, WERF Update moved to Friday; Item 19, Direction to Staff on Program Priorities for 2006 Budget moved to before LRPC Update on Saturday; Item 20, WEF Performance Measures Update moved to Friday.

It was moved, seconded, and voted to approve the Agenda as amended.

3) Consent Agenda

It was moved, seconded, and voted to approve the items on the Consent Agenda: Ratification of November 2004 Minutes, Quarter Century Operator’s Club Members and Ratification of donations to the Water Environment Research Foundation and Water for People in the agenda.

4) WEF Officer’s Meeting Update

Lynn Orphan provided a brief update of the WEF Officer’s meeting, noting that all items discussed will be discussed at this BOT meeting.

5) Review of Follow-up Matrix

The BOT reviewed the status of items listed on the BOT Meeting Follow-up Matrix. The Board instructed staff to put out an appropriate WEF press release and ask WFP to also put out a press release regarding contributions through WEF for Tsunami Relief. Staff was also asked to investigate ways to prominently recognize the contributing MA’s at WEFTEC.05. The BOT suggested banners identifying all MA contributors to be placed in prominent locations at WEFTEC.

6) Treasurer’s Report

A) 2004 Year End

Treasurer Mike Godfrey reported that WEF had excess revenue over expenses in 2004 of $728,344. Godfrey reported that the transfer to net assets of $728,000 represents 3.9% of WEF’s total income of $18,694,000. He noted that WEF paid out it’s obligations under the defined benefit pension plan. Godfrey reported that WEF’s cash equivalents are essentially the same as last year at $555,000 in 2004 and $497,000 in 2003. He noted that the total accounts receivables dropped $167,000 and that monies owed to venders was $100,000 lower than in 2003.

B) 2005 Year-to-Date

Mike Godfrey reported that he would not provide a final year to date number until the audit is completed due to the fact that some data already recorded in 2004 will be backed out once the audit is complete. He noted that at this point everything is tracking well.

The BOT instructed staff that in the future, the Board should receive the financial reports a few weeks before the July BOT meeting, even if the financial figures are not final at the time the BOT books are collated.

7) Finance Committee Proposal

Treasurer Mike Godfrey discussed the need for the treasurer to participate in staff budget discussions during the time that they are developing their budget projections for the following year. Godfrey solicited feedback on the need to create a Finance Committee which could operate separately from the Audit Committee, or could include the responsibilities of the existing Audit Committee. The consensus of the BOT was to begin with the creation of a Budget Task Force whose charge would be to take the broad direction of the Board on programs and activities to be supported by the WEF budget. The task force will work with WEF staff to develop a draft 2006 budget and present it to the BOT for action at the July 2005 meeting.

President Lynn Orphan created a Budget Task Force, to include the President, President-elect, Treasurer, and three BOT members.

It was moved, seconded, and voted to support President’s Lynn Orphan’s decision to create a Budget Task Force.

8) Executive Session

The 2004-2005 Board of Trustees’ was convened into Executive Session.

9) Purchase Order Implementation Update

Mike Godfrey reported that a purchase order system has been implemented at WEF and that training sessions have been held for staff. He noted that a data report incorporating all financial information will be implemented in financial reports starting in 2006.

10) Committee Leadership Council Update (CLC)

A) Sunset Review Update

Eileen O’Neill reported that the Sunset Review Committee and CLC will work together to make recommendations on how the Sunset Review process should be changed to better align with the new committee operating structure. She noted that a report will be delivered to the BOT at their July meeting.

B) Focus Group Direction

Glen Daigger presented a report on accomplishments to date.

Lynn Orphan directed Mr. Daigger to make certain that the internal stakeholders (i.e., the young professionals, international, small communities) are included in developing products, and giving workshops. WEF, as a technical resource, should be involved in external issues such as political activities, public educations activities, etc.

11) ACEC/WEF Partnership

It was moved, seconded, and voted to accept the ACEC Partnership Agreement as presented with the stipulation that Lynn Orphan develop a plan of action in the first year.

12) Water Environment Research Foundation (WERF) Update

Mohamed Dahab provided an update of the December 10, 2004 WERF meeting. He reported that the WERF Board approved an amendment to the WERF bylaws to change the WEF Officer representation on the WERF Board of Directors. The WERF logo has remained unchanged. WERF’s Research Council is organizing itself into 5 major theme areas with an opportunity to include WEF committee leaders to be on the major area oversight teams

13) WEF Performance Measures Update

Paul Freedman presented a brief progress report of the WEF Performance Measures Steering Committee.

Lynn Orphan asked that a draft Plan for Performance Measures be developed and submitted to her for review. The Performance Measures will be submitted to the BOT by e-mail for comments, in preparation for discussion at the July BOT meeting.

14) Policies and Position Statements – Schedule of Updates

Tim Williams provided an update on the process that the Government Affairs Committee uses to revise the Policy Statement and the Position Statements that are derived from the Policy Statement. He pointed out that Position Statements are approved by the Board of Trustees, but the Policy Statement is approved by the House of Delegates

Carolyn Ahrens and Tim Williams were asked to work with the Government Affairs Committee to develop a list of discussion questions to send to the House of Delegates members to prompt their comments for an update of WEF’s Policy Statement. Staff was also asked to draft a cover letter over Lynn Orphan’s signature to appropriate stakeholders submitting the existing policy and the discussion questions, and requesting their comments.

The BOT requested that the Government Affairs Committee craft a draft policy based on the comments received. The BOT will approve revisions at their April July meeting and present the revisions as an information item at the House of Delegates meeting at WEFTEC.05.

15) International Partnerships and Activities

A) IWA/USANC

Mohamed Dahab presented historical perspective and current status of United States of America National Committee (USANC) of International Water Association that was in a written report to the BOT. It was moved, seconded, and voted that an open dialogue be initiated between WEF and USANC to explore avenues of cooperation that would be mutually beneficial to both organizations. Dahab is responsible for the effort.

B) SIWI

It was moved, seconded, and voted to continue to convene a workshop at the Stockholm Water Symposium and pursue more opportunities for technical and policy transfer with SIWI. A partial subsidy for volunteer travel should be included in the 2006 budget

C) World Water Forum

Lynn Orphan reported that discussions have taken place with various organizations to develop a path for securing a place on the World Water Forum program in the coming years.

D) United Nation’s Sustainable Development and Partnership Activities

Lynn Orphan appointed an International Volunteer Task Force to develop a background paper and recommendations on volunteer structure and roles in international affairs.

E) Global Climate Change

Lynn Orphan reported that WEF will join EWA to develop a white paper to the European Commission on the subject of Global Climate Change. Orphan directed the Knowledge Focus Group to designate technical volunteers to craft a position paper on global climate change and its impact on infrastructure. Government Affairs was charged with processing the paper and identifying the appropriate audience and use.

F) China Water Update

Michael Read presented an update of his trip to the China Water Conference. Read asked that staff include financial support in the fiscal 2006 budget to send a booth; officer; and a WEF staff member to China Water. The officer’s travel expenses will likely be paid by Chinsa, as in year’s past. The organizers of China Water offered WEF free booth space.

16) Delivery of Knowledge

A) Transitioning Ideas into Products and Services

Michael Read reviewed the Draft Procedures Paper for Transitioning Ideas into Products and Services, and solicited comments from the BOT. After discussion, Read agreed to trim the procedure paper to a one page document to present to the BOT for approval of the concept and send it to the CLC for finalization and implement in 2006.

B) Periodicals – Direction for 2006 Budget

Lynn Orphan informed the BOT of the Newsletters and Magazines Program Director’s resignation as of the end of May 2005.

Glen Daigger led a discussion on opportunities to restructure WEF’s publications program as well as the website. The BOT were asked to discuss the opportunities in an effort to provide direction to staff for the 2006 budget. There was consensus support for elevating the role of the staff person in charge of periodicals. Staff should give attention to making WEFTEC and specialty conference papers available through on line literature searches, covering more “breaking news” in WE&T and elevating the quality of WEF’s publications, providing news and information for lay people who are watershed stakeholders.

Lynn Orphan directed the Delivery Focus Group of the CLC to recommend possible changes that might be made to the publications program, volunteer procedures, etc, and bring back to the BOT for action.

Bill Bertera will develop a new job description and responsibilities of the Newsletters and Magazines Program Director with the intent of incorporating the BOT’s concepts into real proposals for BOT approval.

17) Membership

A) Presentation of Membership Models

Adam Zabinski presented an update on the current membership activities along with upcoming activities that will be pursued between now and WEFTEC.05. He requested opinions and guidance regarding the report.

Zabinski will work with staff to develop revenue, cost, and membership projections/impacts for Utility Membership Options A and B and will present a recommendation to the BOT at their July meeting. Staff was tasked with creating a model that MA’s can use to project the impact of Utility Membership.

The WEF Membership and Student & Young Professionals Committee proposed that WEF establish a Young Professionals (YP) membership category with a reduced dues structure. It was noted that a Young Professional membership program was promoted in 2004; however, not enough data had been tracked to gauge its performance. The proposal will be continued until adequate data is presented at a future BOT meeting.

It was moved, seconded, and voted to continue the promotional Young Professional membership program until staff conducts a financial and legal analysis of establishing a Young Professionals membership category. The staff analysis will be presented to the BOT in July.

It was moved, seconded, and voted to instruct Adam Zabinski to relay the BOT’s appreciation on a job well done.

B) Membership Initiatives

This item was discussed within the contents of the above item.

The meeting was adjourned to Saturday, April 2, 2005

18) Watershed Management Activities

Lynn Orphan reviewed WEF’s watershed management activities. Orphan will contact the Knowledge Focus Group to discuss their charge to address groundwater issues in resource depletion, nitrogen management and relationship between surface water and groundwater. Orphan will also issue a letter to the CLC giving them direction to address more agricultural issues of erosion control, nutrient management, CAFO treatment technologies in addition to the Residuals and Biosolids Committee’s manure management activities, and ask the CLC to set up an agriculture committee if appropriate

The BOT affirmed the activities that Orphan proposed.

19) Infrastructure Program Update

A) Infrastructure Campaign

Lynn reviewed the activities of the WEF Infrastructure Task Force to date. Orphan noted that she has asked the American Rivers organization to have a role on the Infrastructure Task Force.

B) WEF’s Position on Infrastructure Funding

Tim Williams presented an update on WEF’s Position on Infrastructure Funding and solicited comments from the BOT’s.

It was moved, seconded, and voted to accept the content of the statement with the following directions: 1) change the title to “Sustainable Infrastructure for Clean Water”, include the phrase “with significant increase in appropriations” that GAC proposed for the State Revolving Fund and 3) in the discussion of federal support of state administrations, add language giving states flexibility in allocating resources to communities in need; and to refer the position statement back to the Government Affairs Committee to complete any editorial changes.

Tim Williams was directed to send the revised statement to the BOT by April 15th for conference call discussion and approval. The BOT will ratify the approval at their July meeting.

C) AMSA/WEF Relations

Lynn Orphan reported positive progress relating to AMSA/WEF Relations. She informed the BOT that WEF and AMSA will be coordinating their programs at the Washington Briefing and the officers are trying to schedule a meeting.

20) Direction to Staff on Program Priorities for the 2006 Budget

Lynn Orphan referred to the outline of new initiatives for review and discussion by the BOT. She reported that suggestions received from the BOT will aid the Budget Task Force and be the basis on which the staff will develop the first draft of the 2006 budget. The Trustees made the following suggestions:

A) Changes that may result from the change in the Magazines & Newsletter Director position.

B) Accelerated cooperation and support for USANC

C) Travel subsidy for SIWI workshops

D) Support for booth, staff, & volunteer travel for China Water

E) Young Professionals dues

F) Review the anticipated demand for Spanish translation at WEFTEC 06

21) Assignment for July, Protocol & Procedures of Officers, Trustees, Committee Chairs

Lynn Orphan created a Board of Trustees Leadership Task Force to address issues to Board make the Board most effective, The charge includes topics of inclusion of other leaders on the board, the BOT selection process, roles of officers and trustees, meetings, communications, time and travel costs, among other items as determined by the task force. The Task Force will report back to the BOT at their July meeting with a draft issue paper.

22) Long Range Planning Committee Update (LRPC)

Chuck Weir provided an update of LRPC activities and requested feedback on the responsibility matrix and the Strategic Plan Update Schedule. He reported that a final document will be taken to the House of Delegates meeting for their approval at WEFTEC.05.

It was moved, seconded, and voted to accept the LRPC report with suggestions from the BOT.

23) HOD Update – Discussion of “Hot Topics” to be posted to HOD Website

Michael Read requested feedback from the Trustees as to what they feel should be reflected in upcoming HOD Updates and if they recommend any “hot topic” that should be included. It was suggested that a recap of the membership discussion at this meeting be included, along with an article about the infrastructure campaign for public education, and WFP contributions.

24) Approval of New Award – Significant Contribution through Public Service to the WEF for elected or Appointed Officials.

Awards Chair Mark Esquer requested BOT approval to create an award for Significant Contribution through Public Service to the Water Environment Federation for Elected or Appointed Officials.

It was moved, seconded, and voted to approve the Significant Contribution through Public Service to the Water Environment Federation for elected or Appointed Officials award with the understanding that over the next year, the Awards Committee will investigate ways to elevate visibility of the award among public officials.

The meeting was adjourned at 11:30 a.m. on Saturday, April 2, 2005

(Minutes recorded by Stevi Hunt-Cottrell, Manager, Governance Programs)

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