Georgia Vegetation Management Association

Electric Cooperative Training Center
Smarr, Georgia
10:00 AM

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

Darrell Russell called the board meeting to order with multiple discussions on the 2004 Annual meeting. Most, if not the majority of the morning was spent discussing potential topics and who possible speakers might be for the 2004 Annual meeting.

1. Old Business:
•GVMA Tax Status: Werner Kralick brought to the attention of the board that his brother-in-law, an attorney in the Atlanta area, proposed that he give a potential GVMA Tax Exempt Status overview; and its possible pluses and minuses for our association. The BoD voted unanimously in favor of having such a discussion at the December 5th, 2003, BoD meeting by Werner Kralick’s brother-in-law.

2. 2004 Annual Meeting Review (of notes & questions from 31-July-2003 BoD meeting).
• Darrell Russell, GVMA President, reviewed the arrangements made year-to-date for the 2004 Annual Meeting:
• Dates: 28-30 April 2004 (Wednesday to Friday) are at Calloway Gardens, Pine Mountain, Georgia.
? Rooms @ $109.00/room (single or double occupancy), plus tax (a 7% & a 3%) @ 10%.
- With 100 rooms occupied, GVMA gets two conference rooms!
- ??? Question asked… do the CABINS count toward the total number of rooms???
} 25-SEP-03, CABINS DO NOT count toward the total number of rooms.
• Available: Four-Bedroom Villas @ $159.00/bedroom; Two-Bedroom Cabins @ $310.00/cabin or $191.00/bedroom.
? Meeting to be held at the Original Hotel/Resort area.
? Dinner Facilities – across the road in the “Beach” area (menu… no decision yet).
• Meal average cost:
} Breakfast: $9.25/head Lunch: $18.25/head Dinner: $29.75/head Reception: $10.00/head
} 25-SEP-03, Meals planning… scheduled for Jan-2004.
? Junior Hospitality Suites… two free!!!!
? 25-SEP-03: There were discussions about different means to increase attendance for the 2004 Annual Meeting. Darrell provides a potential option of a “Grand Prize Weekend” at Calloway Gardens, Pine Mountain, Georgia. (? possibly suggested by CG??)
• Question was asked if the “GP Wk-end” could be “up-Graded” and to the newer CG facilities??? The discussion was tabled pending more information.

3. 2004 Program Agenda (for details on topics and speakers – see e-mail XL & Word attachments):
• The BoD slightly modified GVMA-04 Thursday’s morning schedule with four 30 minute topics vs. two 60 minute topics. Friday’s split sessions will continue with focus on both the Roadside and Utility issues. Dr. Fred Whitford was suggested to be a key speaker for the 10:30 a.m. slot Friday (Topic: “Answering Questions on ROW herbicides… getting it right the first time!”) At this writing he has accepted the invitation.
• Volunteers were assigned to contact potential speakers about their proposed topics and let the secretary and treasurer know 1) if their potential speaker agreed to participate; and 2) determine, what if any, fees are associated with their participation.
? The List of Speakers and topics are attached in the Secretary’s e-mail. Speakers-04 “Tab” in GVMA-04 Directory & List.xls has the List of Speakers and topics and information as to who the key Contact GVMA Board Member is. The word.doc (“2004 Annual Meeting Agenda Worksheet.doc”) also has this key contact information.

4. Other Issues:
• The following items were discussed briefly but not decided on at this meeting:
? Member chairperson and assistants to head-up R&R: 1) Fishing, 2) Sporting Clays & 3) Golf???
? Transportation (VANS) for Thursday’s Field Tour was discussed; but wanted to discuss with CG as to what may be available there before proceeding with BoD’s resources?
? 2004 Registration and Exhibitor fees???
? Does GVMA have value outside the annual Meeting? There was discussion of being more Pro-Active vs. ReActive! The discussion was tabled for another day.
• Annual fees (last year non attendees only @ $20.00)…. This year, Yes or NO!!!!
• Dan McMillan, GVMA Treasurer, gave a treasurer’s1 report which had changed very little since the last meeting.

The next GVMA Board of Directors Meeting was scheduled for 05 December 2003, 10:00 a.m. at ECTC, Smarr, GA; and the board of directors meeting was adjourned.

Respectfully, GBRogers, GVMA Secretary ()