GVMA Board of Director's Meeting
Thursday, January 30, 2003

Electric Cooperative Training Center
Smarr, Georgia
10:00 AM

In attendance: Tim Beale, Ray Dorsey, Jennifer DuBose, Mark Heffley, Doug Jones, Werner Kralick, Dan McMillan, John Raese, Gary Rogers, Darrell Russell, and Gary Youngblood.

Ray Dorsey called the meeting to order with discussions regarding the annual GVMA Conference. General topics of review included:
• The need to fill a minimum of a 100 rooms at Brasstown Valley Resort.
• All rooms are $139.00 plus tax (7%) per night.
• Lunch on Wednesday and Thursday are on your own.
• Ray asked Dan McMillan to check into the possibilities of GVMA having a State Tax Exempt Status due to opportunities with Brasstown’s tax-exempt policies?
• The tentative date for the 2004 annual meeting was set for 28 – 30 April 2004 at Calloway Gardens - Pine Mountain, Georgia.

Several specific topics were discussed via board of director’s motions:
• 2003 Registration Fee – Motioned by Werner Kralick, seconded by John Raese:
– Registration Fee -- $85.00 per participant.
• Includes two breakfast buffets (Brunch type from 7:00 a.m. to 11:00 a.m. @ $11.70 per person with sales tax), and
• One dinner – “Around the Campfire” Thursday p.m. @ $28.75 per person.
• 2003 Vendor Policy – Motioned by John Raese, seconded by Werner Kralick:
– 2003 Vendor Fee -- $350.00.
• Checks made payable to GVMA.
• Includes Registration Fee for ONE Vendor attendee.
• Registration for addition Vendor attendees should be registered separately @ $85.00 ea.
• Includes INSIDE (1ea x 110v electrical connection tabletop display area), OUTSIDE (display or Demonstration area on site at Brasstown Resort); or both Display Areas.
• Includes Web site LINK for Vendors at www.gvmaweb.com.
• Any and all door prizes… WELCOMED!
– Mark Heffley and Werner Kralick agreed to coordinate Vendor participation utilizing last years vendor list and any new vendor additions.
• Speaker Honorarium – Motioned by John Raese, seconded by Ray Dorsey:
– Speakers total Honorarium -- $825.00 ($75.00 per speaker).
• Eleven Speakers scheduled for the 2003 Conference.
• Suggested $75.00 American Express Gift Certificate.
• Mailing Labels – Doug Jones has agreed to provide mailing labels for categories (23,26,27, & 36) by 21-February-2003.
J In addition to testing, Doug Jones will have a display, including a computer for participants to check credit hours earned on the Department of Agriculture’s Website
• Registration – Dan McMillan and Gary Burton Rogers will coordinate registration during the Conference.
The meeting and speaker agenda was finalized. (See pages 3 & 4)

Other Topics:
Action Item: Ray Dorsey and Gary Burton Rogers will provide the final copy to invite participate to the 2003 Annual GVMA Conference NLT 21-February-2003 for mailing and posting on the website.
Action Item: Mark Heffley agreed to put together the conference evaluation form.
Action Item: Jennifer DuBose agreed to post conference agenda on website as soon as available.
Action Item: Jennifer DuBose presented the new up-dated letterhead to Board Members for their use.
Action Item: Board Members John Raese, and Werner Kralick nominated by Ray Dorsey to serve as the Audit Committee to review GVMA account records annually, agreed that the books were in order for the start of the New Year. They also suggested that GVMA explore opportunities for better banking alternatives.
Action Item: Ray Dorsey requested Dan McMillan to research possible better banking alternatives to minimize banking expenses and possibly gain interest through the GVMA checking account.
Action Item: Ray Dorsey made the motion that we provide Beth Murdock a Gift Certificate of appreciation ($75.00) for her excellent secretarial services for GVMA. All agreed. Ray requested that Dan purchase the gift certificate and have available for the 27-March-2003 Board Meeting.

GVMA Best Management Policies
Jennifer DuBose gave an update on the BMP website progress. Most of the BMP sections are in hand and plans are to include those available items on the GVMA website as soon as possible. “Vegetation Management Practices and Resources” list: Mechanical, Fire, Pruning, Wildlife, Chemical, etc. Each topic will also provide links to outside resources and/or websites.

Treasurer’s Report
Dan McMillan reported current balance: $7,129.20.

The next GVMA Board of Directors Meeting is scheduled for:

Thursday, January 30
10:00 AM
Electric Cooperative Training Center
Smarr, Georgia

Meeting Adjourned

Conference Agenda

Wednesday, 30-April 2003

Thursday, May 1

Friday, May 2

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