Minutes of 2008 Board

Texas Municipal Human Resources Association
Board Meeting
Wednesday, December 3, 2008
Marriott Bella Harbor, Rockwall

Members Present:

Bonita Hall
Don Byrne
Jane Mehrens
Martha Butz
Melinda Galler
Richard Hodapp
Shante’ Jordan
Tadd Phillips
George Mones
Laura Morrow

Also Present:

Lonne Parent-Smith, Betty Bartley, and Jim Parrish

Absent:

Debbie Maynor

The meeting was called to order by President Bonita Hall at 4:05 p.m.

I. Approval of September 10, 2008 Board Orientation and Board Meeting Minutes and September 11, 2008 Business Meeting.

Martha Butz moved to accept the minutes of the September 10, 2008 Board Meeting. Laura Morrow seconded. MOTION CARRIED.

Laura Morrow moved to accept the minutes of the September 10, 2008 Board Orientation as presented. Tadd Phillips seconded. MOTION CARRIED.

Don Byrne moved to accept the minutes of the September 11, 2008 Business Meeting as presented. Tadd Phillips seconded. MOTION CARRIED.

II. New Member Applications.

Martha Butz moved that membership application for Patty Brunson be pended until her application is received and that all other applications be approved as presented. Laura Morrow seconded. MOTION CARRIED. Butz recommended that new member be contacted as soon as possible to determine interest in serving on committees.

III. Financial Report.

Janie Mehrens reported Ending Net Assets for the four months ending October 31, 2008 to be $143,205.14, a decrease of $9,935.98 from FYE June 30, 2008. Included in the balance was check for $4,000 to City of Carrollton to replace previously issued check for IPMA Competency Training. A claim for approximately $7,000 has been filed for losses related to the cancelled Employment Law Seminar of September 11-13 at South Shore Harbour.

Laura Morrow moved acceptance of the Financial Report. Don Byrne seconded. MOTION CARRIED.

IV. Committee Reports

A. Newsletter.
Shante’ Jordan reported that the deadline for the next newsletter was the end of December and asked board members to submit articles. Jim Parrish will provide a report on the TxPELRA/Civil Service Workshop and Martha Butz will provide new member information.

B. Programs.
Melinda Galler reported that speakers are being scheduled for Mid Year and Nuts and Bolts. The board discussed the possibility of reduced attendance at workshops because of the economy and budget reductions and the need for early publicity. Board members suggested several possible presenters.

C. Sponsorships.
Tadd Phillips reported that contacts are ongoing for obtaining sponsorships and that the sponsor hosting the hospitality room will not use the president’s suite in the future.

D. President’ Ad Hoc Committees

1. Legislative. Dick Hodapp brought information from Susan Rocha of Denton, Navarro, Rocha and Bernal and Missy Davidson of Davidson Consultants to provide monitoring of legislative action during the Session affecting employment relationships. Susan Rocha was selected to provide legislative monitoring services at a cost of $7,200 for six months (January through June, 2009). Lonne Parent-Smith and Laura Morrow will serve as contacts for the project.

2. TxPelra/Civil Service. Dick Hodapp reported that final arrangements for the upcoming TxPelra/Civil Service Workshop February 4-6 in Las Colinas are still being made and should be wrapped up shortly. Dick provided the board with a draft of the Labor Relations Legislative Committee Charter for discussion at a future board meeting.

V. New/Old Business

TMRS Representation. Jim Parrish reported on the December 5, TMRS meeting agenda. He presented a draft resolution supporting legislation proposed by TMRS for pension system improvements in the 2009 Legislative session for consideration by the board. Don Byrne moved to approve the resolution. Melinda Galler seconded. MOTION CARRIED. Copy Attached.

Bonita Hall brought information from TMRS regarding representation to TMRS Legislative Stakeholder Group. Tadd Phillips moved that Jim Parrish continue to serve as the TMHRA representative to the TMRS LSG and receive reimbursement for reasonable hotel costs and airfare for meetings. Don Byrne seconded. MOTION CARRIED.

Janie Mehrens reported that the membership application of Valda De Witt of Houston HHS had been tabled at the September 10 meeting pending further information. Martha Butz will bring information to next meeting.

The board reviewed the decision at the prior meeting establishing a $500 limit on travel expenses for speakers with exceptions to be approved by the executive officers. See minutes of September 10, 2008 Board Meeting V. New Business Item F.

Lonne Parent-Smith reminded everyone that information for upcoming events needs to be in place by the prior event, i.e., Nuts and Bolts information by TxPelra/Civil Service, etc.

The meeting was adjourned at 6:15 p.m.

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Texas Municipal Human Resources Association
BUSINESS MEETING
MINUTES
South Shore Harbour
League City, Texas
September 11, 2008

President Laura Morrow called the business meeting of the Texas Municipal Human Resources Association to order at 8:30 a.m. on Thursday September 11, 2008.

Morrow introduced the newly elected board members who will assume office on October 1, 2008: President Bonita Hall, Vice President Don Byrne, Secretary/Treasurer Jane Mehrens, Trustees Martha Butz, Richard Hodapp, Debbie Maynor, Shanté Jordan, Tadd Phillips, and Melinda Galler and TML Board Representative George Mones.

President-Elect Bonita Hall recognized Laura Morrow’s service as President of the organization with a gift.

Because South Shore Harbour Resort ordered evacuation of the hotel by 11:00 a.m. due to the impending landfall of Hurricane Ike in the area, the business meeting was adjourned and the conference cancelled for September 11 and 12 with possible rescheduling at a later date.

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Texas Municipal Human Resources Association (TMHRA)
Board Meeting
September 10, 2008
League City
South Shore Harbour Resort Board Room

Members Present:

Laura Morrow
Bonita Hall
Don Byrne
Martha Butz
Melinda Galler
Richard Hodapp
Shante Jordan
Debbie Maynor
Jane Mehrens
George Mones
Tadd Phillips

Also Present:

Lonne Parent-Smith
Betty Bartley

The meeting was called to order at 12:35 p.m.

I. Approval of May 20, 2008 Board Minutes and May 23, 2008 Business Meeting Minutes. To clarify Board Meeting Agenda Item VI, Committee Reports; F. Past Presidents’ Dinner, Laura Morrow confirmed that George Mones agreed to take responsibility in arranging that function. Richard Hodapp made a motion to accept the Board Minutes and Business Meeting Minutes with change noted. Janie Mehrens seconded. MOTION CARRIED.

II. New Member Applications. Jane Mehrens commented that the recent changes to the constitution simplified the membership process. The following new applications and recommendations were made: Active membership—Tammy Ard of Trophy Club; Nan Bush of Bangs; Trudy Winfield of Live Oak; Janice Jessen of New Braunfels; Linda Hammond of Livingston. Affiliate membership: Melanie Caballero of Mid-South Synergy. Cooperating Membership: Chuck Canfield of Strategic Processes. Pending further information, Valda De Witt of Houston Health and Human Services status was tabled for future board action. Jane made the motion to accept the membership nominations with the discussed changes. Tadd Phillips seconded. MOTION CARRIED

III Financial Report. Don Byrne reported that Lonne had accumulated more money over last year. Ending Net Assets for the twelve months ending June 30, 2008, is $153,491.12. Lonne stated that if enough registrants for the Employment Law Seminar cancelled that we would be able to recoup money from insurance based on Hurricane Ike being classified as an act of God. A discussion ensued regarding future conference sites and the escalating costs for conference sites. Dick Hodapp asked where the money came from. Laura Morrow said we had gained $20,000 in additional sponsorships and that all of our conferences had sold out. Janie Mehrens made the motion to accept the financial statement and Bonita Hall seconded. MOTION CARRIED

IV. 2008 Board Election Canvas. Lonne Parent-Smith reported that 100 votes were cast on this year’s board election. Two were disqualified—1 envelope contained only a letter and the other was not an association member. The results were as follows: For TML Board Representative, George Mones For Secretary/Treasurer, Jane Mehrens For Trustee 2 year term: Martha Butz, Richard Hodapp, Shante’ Jordan For Trustee 1 year term: Melinda Galler (replacing Janie Mehrens, who moved to Secretary/Treasurer) Tadd Phillips made the motion to accept the election results as stated. Don Byrne seconded. MOTION CARRIED

V. Committee Reports

A. Newsletter. Debbie Maynor noted that we were caught up in getting the newsletter out on time. The next one is ready but will not go out until after this conference so a summary can be included.

B. Programs.
a. Martha Butz said that we are watching Hurricane Ike to decide if the conference schedule should be collapsed. The Employment Law will be the wrap-up conference for this year since we won’t be doing any association activity at the TML Conference. Next year’s program planning will be discussed further at the board orientation, which follows this board meeting. Martha said that she will work with the new programs chair and that there were lots of possibilities for next year.
b. Laura Morrow suggested that the TXPELRA/Civil Service Conference needs to be publicized in December. Lonne expressed concern about attendance possibly being low due to the downturn in the economy; we need to publicize early. Dick Hodapp said that we should emphasize the NPELRA Academy that will be associated with TXPELRA/Civil Service. Bonita Hall suggested that we might want to offer a little bit of a discount to currently approved association members to increase attendance.
c. Employment Law Seminar—Lonne recommended that we consider collapsing the schedule and have the TXPELRA presentation at lunch tomorrow. Everyone agreed that the schedule needed to be collapsed so the conference can conclude early Friday morning. Martha Butz said she was leaving tomorrow morning for Indiana and will need board members to introduce the sessions. Laura Morrow noted that the newly elected trustees needed face time.

C. Sponsorships. Tadd Phillips had only one item for discussion, which was an issue of inappropriate behavior of a sponsor in the hospitality suite.

TMHRA liability of serving alcohol was discussed. It was concluded that the association bore no liability since we do not sponsor the hospitality suite. Tadd suggested that the sponsor arrange for the hospitality suite to be held in a room they arrange for instead of the TMHRA President’s suite. All agreed. Janie Mehrens said that we should request that the sponsor close down the hospitality suite at an earlier hour. George agreed that they should close down at a reasonable hour and entertain clients after that if they so desired. Tadd volunteered to talk with Holmes Murphy about the situation.

On a personal note, Tadd announced that he was moving to be HR Director in McKinney next month.

D. President’s Ad Hoc Committees
a. Technology. Dick Hodapp noted that the web service is working fine and that he had stopped getting blast emails. The consensus from the board was that it is an asset to our members. Dick mentioned that we need to keep our membership aware and informed that it exists.
b. New Members. Jane Mehrens had nothing to report in addition to the earlier action regarding new member applications.
c. TML Salary Survey. Laura Morrow addressed the salary survey since Gayle Sims was coordinating it and was absent. Several cities received notification for a meeting in Austin at the end of October to meet with the Waters Consulting on the TML Salary Survey. The meeting will be to get the survey the way we want it. Waters has expressed an interest to do this. Some 25 cities were invited. The last meeting was in May 2008.
d. Legislative. This is another ad hoc committee chaired by Gayle Sims, so Laura Morrow led the discussion. So far, our association has been doing its own thing in relation to the legislation. There is a need to decide to what extent we want to have the association involved in the upcoming legislative session. TML has been sending email blasts to inform its membership of what’s been going on. Lonne pointed out that anything going out under TML must be proofed and then approved by the TML Executive Director. It could take several days to get through the process and get it out to the membership. She suggested we use our List Serve if there is something time sensitive that needs to be sent out. George Mones suggested that our Legislative Committee Chair work with the TML Legislative Office to ease the burden of reviewing legislation during the sessions. We need more timely information on bills in order to contact legislators. Tadd Phillips suggested that we pay a fee to TML for reviewing legislation for the association. Janie Mehrens pointed out that TML sends out legislative updates, which includes all bills—including HR matters—affecting cities. Maybe HR Bills could be pulled out of the TML update and sent to our members. Tadd said that we could possibly use a retired/semi-retired HR Director who might be interested in working on legislation. Charlie Shepard’s name was mentioned as a possibility. It was decided to wait for the next year’s Legislative Chair to be appointed to approach Charlie.
e. TXPELRA/Civil Service. Dick Hodapp announced that NPLERA Academy I would be held on Tuesday before the conference in February, and we need to get out plenty of publicity. Planning for the conferences is well underway. The focus will be on Federal Legislation on Meet & Confer, which is certain to pass. We need to give our State Legislators our position so they won’t accept a union position Carte Blanc. We will be stuck with the federal legislation; however, we don’t have to be stuck by the State with something more restrictive. The language of a proposed bill should be a priority. The TXPELRA Conference should be well attended. Dick noted that doing Meet & Confer for the first time is not fun! The Civil Service Conference will be back to the basics, maybe titled “Nuts & Bolts of Civil Service”. Major presentations will be presented in the morning, and two tracks will be presented in the afternoon. Each track will have five or six items. Track One will be basics, and Track Two will be geared toward Police Chiefs and Civil Service Commissioners.

Dick inquired about who is in charge of the TXPELRA/Civil Service Conferences. Debbie Maynor asked why these conferences were not under the Programs Chair. George Mones mentioned that it has always been that way. Charlie Shepard coordinated it for years, and it evolved to be its own entity. Don Byrne said that the lead person should be a board member, to which all agreed. Dick pointed out that the Board Program Chair should be in charge. He made the motion to put the TXPELRA/Civil Service Conferences under the Program Chair. Don seconded. MOTION CARRIED

Lonne mentioned that we have to schedule the board meeting on a day other than the Tuesday preceding TEXPELRA since the NPELRA Academy will be held on that day. An extended discussion followed. Dick Hodapp made the motion to have the board meeting on Friday afternoon following the Civil Service Conference. George seconded. In the discussion that followed, it was suggested that the board meet on Monday afternoon. Dick offered an amended motion for the board meeting to be held on Monday afternoon. Martha Butz seconded. MOTION CARRIED

V. New Business

A. TXPELRA Web Site. Laura Morrow announced that the cost of the web site would be $20. George Mones made the motion to approve the payment by the association for the TXPELRA Web Site. Seconded by Melinda Galler. MOTION CARRIED

B. Registration Discount. George Mones made the motion to discount the registration at the TXPELRA/Civil Service Conference for current association members. Janie Mehrens seconded. Extensive discussion ensued. It was suggested that there be a $25.00 discount for each conference. George amended the motion to discount $25.00 each or $50.00 for both conferences. Dick Hodapp seconded. Further discussion resulted in a proposed $50.00 for one and $100.00 for both conferences. Dick pointed out that those amounts would be a better sale in light of the current economy. The vote was taken on the amended motion. MOTION FAILED. George made the motion to offer a discount of $50.00 for one conference or $100.00 for both for current members as of the early registration deadline. Seconded by Martha Butz. MOTION CARRIED.

C. Financial Planning Sponsorship. Bonita Hall asked whether or not our association should sponsor/offer financial planning assistance as an additional benefits to our members. TCMA has budget of $20,000 for personal financial assistance to its members. The suggestion was for TMHRA to subsidize a portion of the fee for the service from a personal financial planning service. The consensus was not to pursue this issue at this point.

D. Collective Bargaining Position. George Mones made the motion for the Board to authorize the TXPELRA/Civil Service Committee to work with appropriate attorneys to bring back to the Board ideas of how we can develop legislation stating our position on collective bargaining. He immediately amended the motion to state “immediately” authorize. Tadd Phillips seconded. Discussion: TML would have to approve this. Dick Hodapp noted that the unions are going to push the State Legislature to pass collective bargaining. It was pointed out that the only attorney on the committee was Bettye Lynn and that we needed a broader base. Dick pointed out that the committee would not be authorized funds and would be only exploratory. George amended the motion as follows: that the board immediately authorize the TXPLRA/Civil Service Committee to work on this project and bring back recommendations to the Board. Tadd seconded. MOTION CARRIED

E. Conference Discounts. Laura Morrow asked if we should look at discounting other conference registration fees for next year. It was agreed that the Board wait until a subsequent board meeting to see how well the TXPELRA/Civil Service Conference discount works.

F. Speaker Expenses. Martha Butz brought up the matter so we could get a consensus regarding clarifying a limit on the amount we reimburse speakers. Bonita Hall said that she saw a need to have a standard for all speakers. George Mones made the motion to establish a $500.00 limit on travel expenses and that this limit be publicized to all speakers and that exceptions be approved by the executive officers, i.e., President, Vice President, and Secretary Treasurer. Debbie Maynor seconded. Discussion: Honorariums are a separate issue. The reimbursement shouldn’t be offered unless asked for. Speakers should make their own travel and hotel arrangements. Should we have a flat limit for a speaker whether they present one day or two? George amended the motion as follows: establish a $500.00 reimbursement limit for reasonable, itemized expenses with exceptions subject to approval by the Board Executive Officers, i.e., President, Vice President, and Secretary/Treasurer. Debbie seconded. MOTION CARRIED

The meeting was adjourned at 3:00 p.m.

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Texas Municipal Human Resources Association
BOARD ORIENTATION
South Shore Harbour
League City, Texas
September 10, 2008

Members Present:
Martha Butz
Don Byrne
Melinda Galler
Bonita Hall
Richard Hodapp
Shanté Jordan
Debbie Maynor
Janie Mehrens
George Mones
Laura Morrow
Tadd Phillips

Also Present:
Lonne Parent-Smith
Betty Bartley

Meeting called to order at 3:00 p.m. by President-Elect Bonita Hall.

Hall conducted orientation for TMHRA Board, reviewing constitution and bylaws, board positions and committees, financial reports and the like.

The following committee assignments for 2008-2009 were made:

Nominating Committee Don Byrne

Newsletter Shanté Jordan

TML Salary Survey Debbie Maynor

Programs Melinda Galler

Sponsorships Tadd Phillips

Technology Richard Hodapp

New Member Martha Butz

TxPELRA/Civil Service Richard Hodapp

Legislative (Bonita Hall will contact possible members)

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TMHRA BUSINESS MEETING MINUTES
May 23, 2008
Sheraton, South Padre

President Laura Morrow called the TMHRA business meeting to order at the TMHRA Mid-Year Conference at the Sheraton South Padre Island Beach Hotel and Condominiums on the final day of the conference.

Laura welcomed the attendees to the meeting, which was attended by a couple of dozen members. She discussed the success of this year’s Mid-Year Conference and the fact that it was sold out. Also mentioned was the increased participation by the association’s sponsors and exhibitors.

Vice President Bonita Hall presented the slate for the 2008-2009 Nomination of Officers for the upcoming election. Following the introduction of those nominated for TML Board Representative, Secretary/Treasurer, and Trustee, Bonita called for any additional nominations from the floor. George Mones, Director of Human Resources, City of Mesquite, and a TMHRA Past President, was nominated and seconded to be included on the ballot as a TML Board Representative nominee. The motion passed unanimously. Bonita announced that the ballots would be mailed to the membership in the July/August timeframe.

Secretary/Treasurer Don Byrne presented the financial report and noted that the association was doing exceptionally well with a net income year-to-date for the nine months ending March 31, 2008, of over $34,000 and with total net assets of over $143,000.

Laura noted upcoming TMHRA events included Nuts & Bolts of HR in the Public Sector on June 20, 2008, at the Texas Municipal Center in Austin and the annual Employment Law Seminar on September 11-12, 2008, at South Shore Harbour in League City. She noted that the Nuts & Bolts was the second one this year since there was such a high demand and the first one was sold out soon after registration opened. Also noted was the fact that TMHRA would not have an Affiliate session at the annual TML Conference and Exposition this year.

In other business, Laura discussed the proposed revisions to the TMHRA Constitution. Copies of the revisions were handed out to all attendees. Ballots were mailed to members in April and must be postmarked by May 28, 2008—in just five days. She urged the members to carefully review the proposed changes and vote by the deadline.

There being no other business, the meeting was adjourned.

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Texas Municipal Human Resources Association (TMHRA) Board Meeting
May 20, 2008
Sheraton South Padre Island Beach Hotel
South Padre Island, Texas

Members Present:

Laura Morrow
George Mones
Martha Butz
Bonita Hall
Debbie Maynor
Don Byrne
Jane Mehrens
Richard Hodapp
Tadd Phillips

Also Present:

Jim Parrish
Lonne Parent-Smith
Betty Bartley
Rachel Pitts

Meeting called to order at 2:08 p.m.

I. Approval of February 12, 2008 Business Meeting Minutes. There was discussion about some changes. Martha Butz stated that IV.B.c. needed to say “employment law conference at South Shore Harbor in September.” Debbie Maynor stated V.C., first sentence needs to say “had not been put together”… and V.E., TML Annual Conference, 7th line should say “employment law”. Richard Hodapp said “he” should be “the”. Martha Butz moved the minutes be approved with the changes and Debbie Maynor seconded. MOTION CARRIED

II. New Member Applications. There was discussion about several applicants and their entry status. The discussion was around the following: Ronnie Grooms as an Affiliate, Carolyn Nivens as Active, Rhonda Amos as Associate, Melissa as Active, and Angela Smith as Active. It was decided that they should not worry too much about members who were Associates because if the constitutional changes happen they will move to Active. Bonita Hall made the motion to accept the list of membership candidates and the corrections with the understanding that when/if the TMHRA Constitutional changes are passed, the members will move automatically to their new designations. Jane Mehrens seconded. MOTION CARRIED

III Financial Report. Don Byrne had not arrived yet so Laura Morrow reported that the budget looks good. We continue to make money. George Mones asked about the Boards and Committees line item and whether this covered Board sponsored expenses. Lonne Parent Smith answered that yes it did. George Mones made a motion to accept the financial statement and Jane Mehrens seconded. MOTION CARRIED

Jim Parrish made his report to the Board. On NPELRA, he indicated that he had been elected to one of the national posts of NPELRA. This means the national will pay most of his expenses. He said that there have been many requests for academies which provide training on collective bargaining. He discussed next years civil service conference and stated that they plan to bring academy I to the conference. He distributed the new logo for TxPELRA. There was discussion about moving the TxPELRA administrative items to NPELRA to handle. Now everything concerning TxpELRA would be handled by NPELRA. There was discussion about the importance of cities getting prepared for collecting bargaining by attending academies. Much more marketing needs to be done to get the word out about the training. He also updated the group on civil service legislative issues for TML.

Laura Morrow began to discuss the Past Presidents’ Dinner. She stated that it usually happens during the mid-year conference but many, particularly the retirees, could not afford to fly to South Padre. There was a consensus of the working past presidents that the dinner take place during the week of the conference at South Shore Harbor. This year TMRS has again offered to to sponsor the dinner. Jim Parrish indicated that Eric Henry said that TMRS would like to continue to pay for it and to continue to build relationships with TMHRA. Jim indicated that he has the data base but needs someone to champion the cause.

On the subject of TMRS Liaison, Jim Parrish was appointed to the stakeholder committee. The committee is made up of representatives from all of the major organizations, formed to negotiate and make recommendations about what TMRS should focus on.

Jim Parrish and Jane Mehrens discussed the small cities initiative that stated that there was no general consensus. There was lots of discussion about regional training and how TMHRA should be the leader with regard to regional training particularly regarding collective bargaining. Richard Hodapp mentioned the “freedom of choice” initiative that will allow employees to become organized simply by signing a card. Rachel Pitts mentioned the Small City Problem Solving Clinics. There are about ten held each year where cities come together to discuss various issues concerning small cities. They have been very successful.

TML Salary Survey Committee. Laura Morrow stated that Gayle Sims was unable to attend the meeting. Richard Hodapp indicated that he had met with Waters Consulting on the survey but thus far no significant changes. Rachel Pitts was introduced as the new TML liaison for the salary survey. She indicated her desire to get feedback on the survey from the board members present. They provided the requested feedback.

IV. 2008-2009 Budget. Lonne Parent stated that she has tried to budget conservatively for this next year. There was discussion about what can be done to increase membership. Some members expressed a desire to use some of the money for higher quality speakers. They discussed allowing/budgeting for another Nuts and Bolts clinic as part of the state regional meeting. George Mones proposed the board budget for two Nuts and Bolts clinics. Jane Mehrens seconded. There was further discussion about it morphing into a regional training program. MOTION CARRIED

Laura Morrow brought up travel issues for the Program chair and how it can be quite costly for them when attending the conferences when they had not budgeted for it. The group talked about creating a line item for these expenses. George Mones made a motion to add $2,000 to the Board and Committees line item. Debbie Maynor seconded it. The group discussed how this should be narrowed so it does not become simply a way to cover unwarranted expenses. Richard Hodapp made a motion to reimburse any board member whose Associations duties require expenses NOT normally incurred because of their Board assigned responsibilities. These funds would not be automatic, a request must be submitted in writing and approved by the Board. George Mones seconded. MOTION CARRIED

VII. TMHRA/Texas PRIMA Collaboration Effort. Melissa Sullinger, the President of the Tx PRIMA presented to the group an outline of major areas of Risk. She indicated a desire to do more Human Resources training such as employment law. She said they would like to form a partnership so that each side may benefit from the other. Some of the things she suggested included: a speakers bureau, utilizing each others resources (members) so that everyone is getting the information; a President Swap, where each gets to attend the other’s conference and speak about their organization; getting information to each membership, so they may attend the others’ conferences, at member rates, even if they are not members; Links to each website in order to increase exposure; a Newsletter blast to each member; joint hot topic sessions and regional meetings. The board seem very receptive the some of Melissa’s ideas and they were well received. The group indicated that they would discuss it further and be in touch with her and thanked her for coming and her interest in bringing the groups together.

V. Approval of Slate of Candidates. Bonita Hall presented the slate of candidates to the group for discussion. She indicated that if they came up with anyone else willing to serve, to present their names at the Business meeting to be held later in the week. Tadd Phillips made a motion to accept the slate of candidates and Debbie Maynor seconded. MOTION CARRIED

VI. Committee Reports

A. Newsletter. Debbie Maynor indicated there was discussion about the need to do articles on the Nuts and Bolts and Mid-Year. She is working on the summer edition.

B. Programs. Martha Butz discussed the Employment Law conference and her efforts to expand the attorney speaker base. Sought suggestions from the group about other attorneys who may be willing to present at the conference.

C. Technology. Richard Hodapp said the newspaper article generated many questions on technology and that he will place the article again. He indicated that there was nothing pressing concerning establishing PRIMA links.

D. Sponsorship. Tadd handed out a list of the groups sponsors. He said the lunch on Thursday of the conference would be the opportunity to thank the sponsors, present them with their plaques and have them speak about their companies. He asked the question about setting up sponsor booths at the employment law conference. There was discussion on the topic and Lonne recommended that the group have sponsors at employment law instead of mid-year. The group discussed the fact that it is easier to get vendors to attend general topic conferences than conferences covering a specific topic such as employment law. Martha Butz brought up the notion that chairing the sponsorship committee for several years would build continuity and relationships with the sponsors. Tadd agreed and said he would not mind doing it again.

E. Legislative. Gayle Sims sent her information to Laura Morrow. She indicated that it is a problem because more legislation is coming out all of the time. Will need to look at how we deal with this committee in the future. May need work with TML screening/filtering the items. There was more discussion about collective bargaining and TMHRA’s relationship with the civil service coalition, TxPELRA, NPELRA, etc. Whatever topics we have on the issue, should send to Gayle who will forward to Lonne. Matthew Scott’s name was mentioned as someone who may be willing to put together alerts about various changes.

F. Past Presidents’ Dinner. Laura expressed the group’s appreciation of TMRS’ willingness to continue to sponsor the event and asked if there were anyone willing to champion the cause. George Mones agreed to take responsibility in arranging that function.

Laura presented to the Board Jim Parrish’s expenses for his work as TMRS liaison. Jim indicated that his City could not/should not have to cover all of the expenses for his efforts as liaison. The amount came to $1,921.75. Richard Hodapp made the motion that TMHRA reimburse the City of Amarillo the amount of $1,921.75 for Jim’s expenses as TMHRA’s liaison to the TMRS. George Mones seconded. MOTION CARRIED

The group revisited the TMHRA/TxPRIMA Collaboration issue. They liked what Melissa said and discussed who would the liaison. Tadd mentioned and there was consensus that each group sponsor each other’s association and possibly initiate the e-mail blasts. Richard Hodapp made the motion that TMHRA initiate a relationship with TxPRIMA forming an ad hoc committee staffed by past presidents or have the current vice-president serve as liaison. Tadd Phillips seconded. MOTION CARRIED. Laura Morrow appointed George Mones as the liaison to TxPRIMA.

Martha Butz discussed when the sponsors would have their individual drawings and the possibility of doing it during the Thursday luncheon.

The meeting adjourned at 5:25 p.m.

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TMHRA BUSINESS MEETING MINUTES

February 12, 2008
Moody Gardens, Galveston
Board Room

Members Present:

Laura Morrow
Bonita Hall
Don Byrne
Martha Butz
Richard Hodapp
Debbie Maynor
Jane Mehrens
Gayle Sims
George Mones
Lauren Safranek

Members Absent:

Tadd Phillips

Also Present:

Lonne Parent-Smith
Betty Bartley
Jim Parrish

I. Approval of September 12, 2007 Board Minutes, Board Orientation, and November 8, 2007 Business Meeting Minutes. Recommended changes to the September 12th Board Minutes: !V.D.3. b) change “filed” to “field”; V.C. change “agree” to “agreed”; and V.E. change “Shappard” to “Shapard” VII.B. Recommend changes to the November 8th Business Meeting Minutes: change “TMHRS” to “TMHRA.” George Mones made a motion to accept the Board Minutes and Business Meeting Minutes with changes. Richard Hodapp seconded. MOTION CARRIED

II. New Member Applications. Jane Mehrens presented the new applications and recommended that Tammy Burnett be classified associate instead of active and Marissa Cash and Karen Farris both be classified active instead of associate. Also, Passion Hayes’ city was corrected from Denton to Addison. Jane Mehrens made the motion to accept the membership nominations with the discussed changes. Martha Butz seconded. MOTION CARRIED

III Financial Report. Don Byrne stated that there was an increase of $27,746.62 to our net assets, which was $136,953.73 as of December 31, 2007. There was an extended discussion about how to use the funds including lowering dues and registration fees, bringing in nationally recognized speakers to our conferences/seminars, etc. Bonita Hall made the motion to accept the financial statement and George Mones seconded. MOTION CARRIED

IV Committee Reports

A. Newsletter. Debbie Maynor had not yet joined the board meeting so the Newsletter report was delayed until later in the meeting.

B. Programs.

  1. Martha Butz began by saying that publicity was out for the Nuts and Bolts Conference in Austin on April 4th. Lodging was a concern since the Texas Relays were in town at the same time. Lonne Parent-Smith reported that lodging was available for attendees. It is a good, solid program. A good turnout is expected.
  2. The draft agenda for the Mid-Year Conference was reviewed. Eric Henry, TMRS Executive Director, has confirmed attendance. He is expected to give an overview of the components of the major TMRS changes. George Mones said that he wanted more than what he had heard in four or five presentations in the past. Jim Parrish pointed out that Eric Henry doesn’t have solutions and that TMRS is separating itself from its city members. Furthermore, TMRS is not going to support member cities’ legislative agendas, rather pursue their own. Laura Morrow suggested that there be a Question & Answer session for the general group and a breakout session for those who want a basic overview of TMRS. Everyone agreed.
  3. Employment Law Seminar—Lonne Parent-Smith discussed the difficulty in securing conference locations due to rising costs. She has a bid from South Shore Harbor in League City for a room rate of $115.00 on September 11th and 12th for the Employment Law Seminar. A general discussion of locations for future conferences/meetings included TXPELRA 2009 at Las Colinas for $139.00; Mid-Year 2009 at Holiday Inn in San Antonio for $139.00; Employment Law 2009 at Moody Gardens for $139.00; and Mid-Year 2010 at the new Omni in Fort Worth. It was agreed to have the Mid-Year at South Shore Harbor in May.

C. Sponsorships.

  1. Discussions began about allowing vendors to sponsor special events at the Mid-Year Conference and also coming to Employment Law since there are more members in attendance.
  2. Extended discussions regarding attorneys at our conferences followed. Specifically, there was a lively discussion about the need to make certain the membership has the opportunity to gain knowledge from a wide-variety of speakers. It was pointed out that there are other law firms that would like to be involved, and we need to spread the wealth around regarding use of attorneys as speakers and on panels.
  3. Regional Employment Law Seminars, which would limit travel and possibly involve smaller municipalities, was discussed. Laura Morrow suggested the establishment of a group to study how we could deliver quality programs at the regional level. Jim Parrish and Jane Mehrens volunteered to do research. The model designed to hold one-day regional seminars could be used for other meetings for such subjects as collective bargaining, TMRS, etc. Jim Parrish suggested a concept, outline, and resources available be drafted and presented to the board for further discussion.
  4. Laura Morrow suggested that we have someone assume the responsibility for TXPELRA/Civil Service Seminars for 2009. Richard Hodapp volunteered.

D. President’s Ad Hoc Committees

  1. Technology. Richard Hodapp discussed the status of the TMHRA sponsored list serve. It was pointed out that in order to open attachments, one must have it on Outlook. It seems to be working well except for attachments. A Newsletter article was suggested outlining criteria to properly use the list serve.
  2. New Members. Jane Mehrens had nothing to report in addition to the earlier action regarding new member applications.
  3. TML Salary Survey. Gayle Sims began by addressing the issue of the age of the survey data. She pointed out that a date filter had been added to the data selection screen. A Newsletter article was suggested to educate members abut the survey and how to download it. Bonita Hall pointed out that the survey was TMLs and to suggest changes/improvements, we have to go through TML. It was suggested that a survey of our membership be conducted so we can give Rachel Pitts/TML specific concerns to take to Waters.
  4. Sponsorship. There was extensive discussion about sponsorship beginning with information sent by Tadd Phillips about how PRIMA presents their sponsors on their website. Holmes Murphy wants to sponsor a hospitality suite at the Mid-Year Conference this year. Ron Holifield wants to give each participant a training session valued at $80.00 each in lieu of a monetary contribution toward sponsorship. The board decided not to accept the offer. The subject move back to how PRIMA does a very good marketing job to sponsors. It was pointed out that their sponsors more or less run their conferences. PRIMA is not just about municipalities. It also includes school districts and other government entities. TMHRA has been approached to partner with PRIMA in using each other websites and email capabilities. We could add them to our events calendar. It was suggested that partnership with PRIMA should be studied for next year and should involve Tadd Phillips.
  5. Legislative. Gayle Sims discussed putting together a legislative platform to be presented to TML. Bonita Hall and George Mones volunteered to work on the platform. Since TML’s top tier issues probably are subjects such as utilities, property taxes, etc., we need to make known our issues/interests, e.g. collective bargaining, TMRS, etc. Bonita Hall suggested a newsletter article about the upcoming legislative session. Jim Parrish reiterated the importance of promoting our legislative interests. He said that Eric Henry will be meeting with all association representatives in Austin tomorrow to discuss the TMRS legislative agenda. Primary among their issues is the 5% guarantee for all plan participants. Jim will be the TMHRA representative to these meetings. TMRS has budgeted to sponsor the TMHRA Past Presidents’ Dinner at this year’s Mid-Year Conference. Jim has taken over the duties of coordinating the dinner and sending invitations.
    (Laura Morrow left the meeting due to illness. Bonita Hall presided over the remainder of the meeting.)
  6. TXPELRA/Civil Service. Jim Parrish reported that the topic of Civil Service is quiet for now. The federal collective bargaining issue is at the forefront. He said that it was a good time to set up a formal TXPELRA Committee. Richard Hodapp and Jim Parrish will co-chair. There is a need to be prepared to train on collective bargaining when/if it passes Congress and signed into law. Since collective bargaining will cover other governmental entities, such as school districts, counties, etc., we have to be careful about excluding them from TXPELRA membership even if they are not TMHRA members. Lonne mentioned getting applications from non-TMHRA members and that there are associated problems. Jim proposed moving the TXPELRA and NPELRA membership application processes to NPELRA. Jim recommended increasing our donation to the NPELRA Foundation from $750 to $1,000, which would put TMHRA in the Silver membership category. Jim will come up with some ideas for an auction item for the NPELRA Foundation to be auctioned off at the NPELRA Conference. Additionally, he suggested that the $2,000 stipend be split among attendees to the NPELRA National Conference. Finally, Jim reported that NPELRA is establishing web-based training opportunities. Lauren Safranek made a motion to move the TXPELRA/NPELRA application process to NPELRA, that we increase our NPELRA Foundation donation to $1,000, and that we maintain the $2,000 stipend for the NPELRA National Conference to be split among TMHRA attendees. Martha Butz seconded. MOTION CARRIED.

V. New/Old Business

A. TMRS Update. Jim Parrish will be attending the TMRS meeting tomorrow. George Mones suggested that he report to the membership at an appropriate time during the conference.

B. Service Agreement. Lonne Parent-Smith noted that the difference from last year’s agreement is the List Serve, which takes time to maintain. Cost is $950 per year. Lauren Safranek moved that the 2008-2009 Service Agreement be accepted. Gayle Sims seconded. MOTION CARRIED.

C. TMHRA Bylaws/Constitution. Bonita Hall noted that changes had been made but had not been put together to take to the membership. There began an extended discussion on proposed revisions. Lauren Safranek brought up the subject of accession of the Secretary/Treasurer to Vice President and the question about when it was to become effective. George Mones said that he remembers the subject being discussed but that no decision was made. Bonita said that this change was proposed as a way to alleviate a person being obligated to serve for four years once elected to the Secretary/Treasurer position. Other proposed revisions included reclassifying membership categories and TML Representative. Bonita will draft the proposed changes to the constitution and send them to the board for comment. After board consensus, Lonne will mail ballots to the association membership. It was noted that nominations for the next board election would be based on the current constitution.

D. Speaker Guidelines/Comp Registration. Lonne Parent-Smith discussed how the guidelines for speaker comp have become ambiguous over time. The cost of speaker comp can be significant when there are a large number of speakers, e.g. TXPELRA/Civil Service with up to 20 speakers. A lot of speakers would normally attend and pay registration. We lose income when we comp registration for every speaker. It was agreed that Bonita Hall will draft a proposal regarding speaker comp and send it to the board for comment.

E. TML Annual Conference Affiliate Session. Historically, attendance at the annual Affiliate Day Session at the TML Conference is low. Last year, there were 12 members in attendance. It was suggested that a concurrent session replace the Affiliate Session. George Mones asked if there had to be an annual business meeting. Lonne Parent-Smith said the Constitution specified that one be held at the Affiliate Session; therefore, it would require a change in the Constitution. It was suggested that the annual business meeting be changed to the Employment Law Seminar since it is better attended. Richard Hodapp moved that the Affiliate Session be eliminated this year and all future years. Martha Butz seconded. Following further discussion about addressing the issue on a year-to-year basis, Richard amended his motion to eliminate the Affiliate Session at the annual TML Conference in 2008. Martha Butz seconded. MOTION CARRIED.

F. Other Business.

  1. Jim Parrish will give a report on the TMRS meeting before the Lateral Hiring Session on Thursday.
  2. Missy Davidson’s request for conference registration comp for retirees/past presidents was discussed. It was noted that Laura Morrow is working on recognition of outstanding members. Lauren Safranek moved that Missy Davison’s request for free registration for retirees TMHRA members be denied. Debbie Maynor seconded. MOTION CARRIED.
  3. The following agenda items were tabled: Nominating Committee Nominations and Bylaws & Constitution.

The meeting was adjourned at 6:09 p.m.