GVMA Board of Director's Meeting
Thursday, March 27, 2003

Electric Cooperative Training Center
Smarr, Georgia
10:00 AM

In attendance: Tim Beale, Mark Dennis, Ricky Dockery, Ray Dorsey, Jimmy Etheridge, Mark Heffley, Doug Jones, Werner Kralick, Dan McMillan, Dr. Tim Murphy, John Raese, Gary B. Rogers, and Darrell W. Russell.

Ray Dorsey called the meeting to order with discussions regarding the resignation of Jennifer DuBose and the annual GVMA Conference. General topics of review included:

• The Resignation of Jennifer DuBose and other Board member vacancies were our Initial discussions.

• Jennifer has moved back to Texas in another field of her choice.

• Dave Dixon is retiring from the GDOT this coming fall and wishes to resign from GVMA Board.

• Maxie Gray has only attended one meeting since joining the board and with reference to our by-laws, Article VII.A.12: Directors that miss two consecutive board meetings without notification or sending proxy may be asked to resign from the board. A new representative from that category of membership will be appointed to fulfill the term.

• Two potential additional board members were discussed as replacements for those that are resigning. Jerry McGukin, DuPont, and Gary Clark, Lee County, Ga.
- The topic was tabled until there was more discussion with these individuals and their willingness to participate as a possible board member of GVMA.

• There were also discussions regarding replacing board members from specific categories. Following the reading of the By-laws; and that board members made a constant effort to strive to fill according to category. Most agreed the need to have willing participates and supporters of GVMA were more important. The issue was tabled.

- The board Annual review meeting preparations which involved most of the meeting’s agenda:
• Ray Dorsey again confirmed we had a minimum of 100 rooms at Brasstown Valley Resort.

• Lunch on Wednesday and Thursday are on your own.
- One Change on meals is that we are now being charged… 7% sales tax.
- i.e., total food budget now $53.00 + $3.71 = $56.71.

• Registration to-date.
- Member sign-up @ 72, and
- Exhibitors/Vendors @ 12.

• President Ray Dorsey ask for volunteers regarding administrative GVMA-03 functions:

- Prizes: Door Prizes and Golf – Mark Dennis – GRESCO.

- Shirts: Ray Dorsey – GDOT and Dan McMillan – UAP/Timberland, working w/Beth Murdock.
• Long-sleeve T-shirt w/ green logo @ $10.00 ea.
• Short-sleeve Denim shirt w/green logo and GVMA Board @ $15.00.
• 35 of the S, M, L sizes were left over from 2002 meeting… could be used as Door prizes or for sale.

- Speakers: GVMA Board Contacts need to get their Speaker’s BIO!
• Speakers need to have their Computer presentations formatted in Power Point on CD’s.
• Program and agenda for Speakers – GB Rogers to re-send electronic copy to speakers.

- AV Equipment: Dr. Tim Murphy – UGA.
1. Slide Projector, 2. Computer & Projector, 3. Overhead Projector,
4. and an outside portable PA with microphone.

- Function leaders &/or contacts:
• Georgia Pesticide Testing… Doug Jones – Georgia DOA & crew.
• ISA Testing… Jimmy Etheridge – Georgia Power.
• Golf … Mark Heffley – Ga Transmissions and Wilmer McWhirter – Asplundh.

- Thursday’s Field Demonstrations:
• Mark Heffley – Ga Transmissions and Werner Kralick – Osmose®
• 3 to 4 Filed Demonstrations from Asplundh, FAE, Extended Arm Mower and others.
• Water and Drinks at the Demo Area: Mark Dennis – GRESCO.

- Registration:
• Dan McMillan – UAP/Timberland and GB Rogers - Double Creek Consulting
• Meet with Beth Murdock on April 24, 2003 to discuss prior procedures.

Several specific topics were discussed via board of director’s motions:
• The Board discussed the possibilities of GVMA having a State Sales Tax Exempt Status due to opportunities with Brasstown’s tax-exempt policies?
- Dan related information he had gathered from Dr. Jim Aitken, the SCVMA and a Lawyer friend. The following is some of that information:
• Requires a 501C3 letter denoting association’s non-profit state sales tax status.
• Average cost to establish a NON-PROFIT Tax status runs approximately $1,500.
• Such status allows the association to grow more successfully with minimum if any tax liabilities.
• The board discussed whether to wait until later… or to aggressive pursue the non-profit status for the association.
• Board would need to develop the Proposal non-profit state sales tax status Letters.

- Dr. Tim Murphy made the motion that the board spend the money to investigate the cost information for the formation of a non-profit state sales tax exempt association. Werner Kralick seconded the motion.
- Ray asked Dan McMillan to inquire through an attorney the attorney fees and other cost to establish a GVMA State Non-Profit Sales Tax Exempt Status.

• A motion was made to LOCKED in the 2004 annual meeting dates for 28 – 30 April 2004 at Calloway Gardens - Pine Mountain, Georgia. Motion made by Werner Kralick, seconded by John Raese.
- Ray said Calloway Gardens had given us a room rate quote of $105/night.

• PLOTS for the 2004 GVMA meeting were tabled until the next Meeting!

• 2005 ANNUAL MEETING discussion: Several locations near boarding states (south) of Georgia were discussed regarding the possibilities of joint Vegetation Management Meetings.

- Dr. Tim Murphy suggested Tifton, GA which offered nearness to Florida, Economical, R&R (Golf and pond fishing) and home of ABAC. The Family aspects of the location offer some questions.

- Jacksonville, Florida was also suggested.

- The Discussion was tabled into a Survey for the 2003 Annual Meeting and conversations with other South East (Bordering) State Vegetation Management Associations.
• Membership interest in a Joint STATE Vegetation Management Associations Meeting.
• Joint STATE Vegetation Management Associations Meeting WITH... FLORIDA, ALABAMA, BOTH, (and other states) etc.
• Joint STATE Vegetation Management Associations Meeting WITH... Meeting Location, Potential Field Plot Locations, R&R, Economics, and Family aspects.

Treasurer’s Report
• Dan McMillan reported current balance: $ 13,439.46.

The next GVMA Board of Directors Meeting is scheduled for:
• Wednesday, April 30, 2003
- Dinner, 7:00 p.m.
Brasstown Valley Resort
Young Harris, Georgia
- Business Meeting
Darrell Russell incoming President.
Nominations for other officers to present at general meeting on Friday, May 02, 2003.
- Logo Link for 2003 Exhibitors

Meeting Adjourned.

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