GVMA Board of Directors Meeting

September 12, 2002

Electric Cooperative Training Center
Smarr, Georgia

10:00 AM

In attendance: Tim Beale, Mark Dennis, Ray Dorsey, Jennifer Dubose, Jimmy Etheridge, Mark Heffley, Doug Jones, Werner Kralick, Dan McMillan, Tim Murphy, John Raese, Darrell Russell, Ricky Dockery (for Steve Timmons)

2003 GVMA Conference (Brasstown Valley Resort in Young Harris, Georgia)

Ray Dorsey announced revised dates: April 30 – May 2, 2003

Rooms/Meals/Breaks

Room rates $139 per night single/double
One complementary room for every 50 rooms booked
No charge for conference rooms if a minimum of 50 guest rooms booked
Meal prices fluctuate; cannot lock in price of meals
Coffee breaks include hot items and coffee from 7:00 AM – 11:00 AM @ $12.41 per person
All food must be purchased from Brasstown Valley; no outside food vendors allowed
Additional cost for A/V equipment and exhibit tables
Brasstown Valley will delete local and state sales tax (26% total) if conference expenses are billed to the Georgia DOT
A list of surrounding hotels will be provided on conference flyer to accommodate attendance "overflow"

Field Tour/Equipment Demo

Board Members discussed possibility of equipment demonstrations for field activity
Brasstown golf course attendant would like to conduct a demonstration

Action Item: Ricky Dockery/Steve Timmons will check with the Lions Club Fairgrounds (two miles from Brasstown) as a possible site for field activities, and also with Blue Ridge Mountain EMC on using their ROW for demonstrations.

Conference Agenda

In an effort to attract more DOT and roadside employees, Ray Dorsey proposed having split sessions at 2003 conference: one session that addresses DOT/roadside and one session that addresses utilities.

Example: Thursday Morning - general session
Thursday afternoon - field demonstrations
Friday Morning - split sessions

Darrell Russell suggested 2 - 3 hours for split sessions, in order to better address topics.

A motion was made to include split sessions at the 2003 conference. The motion passed unanimously.

Speakers/Topics

Confirmed Speakers

Jim Akin, South Carolina DOT has agreed to speak at 2003 conference
Paul Haddon, Norfolk Southern has agreed to speak on herbicide applications

Suggestions for Possible Speakers

Mike Godfrey, ESPN as keynote speaker
Carl Miller, UGA to speak on wildlife field plots
Paul Guillebeau, Georgia Department of Agriculture
Wylie Johnson, grass expert/seed for wildlife plots

Suggestions for Possible Topics

Invasive plant management
NPDES/Erosion
Ornamentals

Action Item: Board Members will give an update on prospective speakers and offer suggestions for additional topics/speakers.

Golf/Fishing/Outdoor Activities

On-site golf course - $65 per person
Dress code for golf course: jeans and cut-offs prohibited, shirts with collars required
Jimmy Etheridge suggested a shooting/firing range

Action Item: Mark Heffley will check on locations for fishing.

Advertising Conference/Suggested Groups
Public Works
County Personnel
Category 27
TVA
Railroad Personnel
Young Harris College
PSC
Licensed Pesticide Applicators
Georgia Conservancy

Action Item: Tim Murphy will assist with names/addresses for Georgia Conservancy and county personnel.

Action Item: Doug Jones will assist with names/addresses of Licensed Pesticide Applicators.

Action Item: Ray Dorsey will send a letter to the PSC to inform them of GVMA and the conference.

Action Item: Ray Dorsey will send a generic letter for Board Members to personalize and forward to possible conference sponsors and attendees.

Board Members discussed increasing the $75 registration fee. Once conference cost is determined, Board Members will make a decision on increasing fee.

Testing and CEUs

Two rooms required for testing
Tree worker, ISA certified arborist, and licensed pesticide applicator testing will be offered
Board Members discussed possibility of out-of-state CEUs

Grand Door Prize/Registration Gifts

Extra GVMA golf shirts will be sold at 2003 conference
Ricky Dockery suggested a paid 2-day hunting trip for grand door prize
Mark Heffley suggested two free rounds of golf and one free night at Brasstown
Board Members discussed hats, shirts, and sweatshirts as registration gifts

2004 GVMA Conference (Calloway Gardens in Pine Mountain, Georgia)

Location good for test plots
Calloway Gardens is opening a new conference center
$95 per room single/double
Two conference rooms included - no charge
Meals and breaks significantly less than Brasstown Valley
Proposed scheduling conference April - May, 2004
Dates may be locked in without paying a fee

Action Item: Ray Dorsey will lock in dates for 2004 GVMA Conference with Calloway Gardens.

BMP Policy

Committee members reported on progress of GVMA's Best Management Policy:

A list of appropriate links is being developed for website to address questions/inquiries

Action Item: BMP Committee members will meet prior to the next GVMA Board of Directors Meeting at 8:30 AM on November 15 at the Electric Cooperative Training Center to finalize BMP format for GVMA website.

Treasurer’s Report

$17,000(?) received in registration and sponsorship fees
$18,340.00 total expenses
$410.54 over budget for 2002 conference due to additional expenses (rain)
Current balance approximately $7600

Other Business

Board Members discussed issues/concerns with the DOT ROW Vegetation Management Policy. Ray Dorsey requested feedback on policy from Board Members. Issues discussed included:

-problems with calling in work plans

-providing chemical name and target

-"selective control"

-original agreement of no maps or MSDS

The next GVMA Board of Directors Meeting is scheduled for:

Friday, November 15
10:00 AM (BMP Committee Members will meet at 8:30 AM)
Electric Cooperative Training Center
Smarr, Georgia

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