Minutes of 2009 Board

September 2, 2009 – Board Meeting

September 2, 2009 – Board Orientation

September 3, 2009 – Business Meeting

June 5, 2009 – Business Meeting

June 2, 2009 – Board Meeting

February 2, 2009 – Board Meeting

Archived Minutes

Texas Municipal Human Resources Association
TMHRA Business Meeting
Minutes
September 3, 2009
Moody Gardens Hotel, Galveston

President Bonita Hall called the TMHRA Business Meeting to order at the TMHRA Employment Law Conference at the Moody Gardens Hotel.

Bonita welcomed the participants to the luncheon and the conference which was attended by over 175 persons. She recognized the current TMHRA Board Members and Officers.

Bonita reported on TMHRA activities in 2008-09 which included two Employment Law Seminars, a Nuts and Bolts Seminar, the Annual Conference in San Antonio and Employment Law in Galveston. She reported that the organization had grown by about 100 new members and that FMLA and ADA toolkits had been developed for use by the membership at no cost.

Bonita introduced Don Byrne as the 2009-2010 TMHRA President. Don presented the election results: Debbie Maynor Secretary/Treasurer; Board Members Tadd Phillips, Melinda Galler, and Miguel Ozuna.

Don presented a gift to outgoing President Bonita Hall and thanked her for her service to the organization.

Don announced that the following new committees had been established and more information would be forthcoming: Awards Committee chaired by Tadd Phillips; TxPELRA Committee; and TMRS Committee.

Carolyn Liner, TMRS Board Chair, informed the group about changes at TMRS including the departure of Executive Director Eric Henry, the appointment of David Gavia as Interim Executive Director and Nancy Goerdel as Chief Investment Officer, and that a permanent spot for the TMHRA representative to the Advisory Committee had been established with Bonita Hall serving as TMHRA Past President.

Shante Jordan, Program Chair, announced 2010 conferences and encouraged registration.

The meeting adjorned.

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Texas Municipal Human Resources Association
Board Orientation
Moody Gardens Hotel
Galveston, Texas
Wednesday September 2, 2009

Present: Bonita Hall Don Byrne Janie Mehrens Martha Butz Dick Hodapp Melinda Galler Shante Jordan Debbie Maynor George Mones Tadd Phillips Miguel Ozuna Lonne Parent-Smith Betty Bartley

President-Elect Don Byrne called the meeting to order during the dinner meeting of the board.

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

The following committee assignments for 2009-2010 were made:

Nominating Committee, Janie Mehrens
Newsletter, Miguel Ozuna, Chair; Melinda Galler
TML Salary Survey, Melinda Galler
Programs Shante Jordan, Chair; Miguel Ozuna
Sponsorships, Tadd Phillips
Technology, Martha Butz
New Member, Martha Butz
TxPELRA
Legislative, Janie Mehrens, Chair; Debbie Maynor
TMRS, Bonita Hall

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Texas Municipal Human Resources Association
Board Meeting
Moody Gardens Hotel
Galveston, Texas
Wednesday September 2, 2009

Members present: Bonita Hall Don Byrne Janie Mehrens Martha Butz Dick Hodapp Melinda Galler Shante Jordan Debbie Maynor George Mones Tadd Phillips

Also present: Miguel Ozuna Lonne Parent-Smith Betty Bartley

The meeting was called to order at 2:00 p.m. by President Bonita Hall.

I. Approval of June 2, 2009 Board Meeting Minutes
George Mones moved to accept the minutes of the June 2, 2009 Board Meeting as presented. Don Byrne seconded. MOTION CARRIED

Approval of June 5, 2009 TMHRA Business Meeting Minutes
George Mones moved to accept the minutes of the June 5, 2009 TMHRA Business Meeting as presented. Martha Butz seconded. MOTION CARRIED.

II. New Member Applications
Martha Butz moved approved of membership applications as presented with the exception of Lois A Rockefeller City Attorney City of Breckenridge as affiliate member.

Martha volunteered to take on the project of reviewing the definition of affiliate member as found in Constitution Article III Membership Section 3.1B and review current membership roster for classification.

III. Financial Report
Janie Mehrens presented the financial report for the twelve months ending June 30, 2009 showing YTD net income of $156,463.12 and net expenses of $164,728.89 for a net loss of $8,265.77. Because the balance sheet figures for FY08 did not appear to be correct, George Mones moved that the financial report including the balance sheet be reviewd approved via an e-mail vote. Melinda Galler seconded. MOTION CARRIED.

IV. Canvassing of 2009-2010 Ballots
Don Byrne moved to accept the canvass of votes as valid declare the following election results: Dick Hodapp seconded. MOTION CARRIED

V. Committee Reports

1. Newsletter
Shante Jordan reported that the newsletter would be out after the Employment Law Seminar.

2. Programs
Melinda Galler reported that the TXPELRA/Civil Service Program Committee met at Bettye Lynn’s office and conference speakers and topics are fairly well established. Board members on the committee will finalize speakers and topics.

3. Sponsorships
Tadd Phillips reported that sponsorships are continuing to be well supported. He emphasized that the intent of the registration comps for sponsors was to be limited to member of the sponsoring company for one conference. Gold Sponsors will receive comped registration to the Annual Conference and one other conference.

4. President’s Ad Hoc Committees

a. Technology
Dick Hodapp had no new information to report.

b. Legislative
The consensus of the group was that most were generally pleased with the services of Susan Rocha in providing legislative summaries and updates. The feeling was that for the next legislative session we should start the process with more definitive parameters and expectations.

c. New Member
Martha Butz volunteered to research membership designations and report to Board.

d. TxPELRA
Bonita Hall announced that the committee members are Tadd Phillips, Patrick Hillis, Miguel Ozuna, George Mones, Barry Robinson, Allison Froelich-Smith, Debbie Maynor, Jose Sanchez and the TMHRA Executive Board.

VI. New/Old Business

a. TMRS Committee
The Board discussed a memo from Barry Robinson suggesting the formation of a TMRS Committee to work with the TMHRA liaison to the TMRS Stakeholder Advisory Committee. The committee would provide input regarding the 2011 TMRS legislative agenda as well as other ongoing issues. George Mones moved to create the TMRS Committee to assist the TMRS Stakeholder liaison and to assist in development of a legislative agenda. Tadd Phillips seconded. MOTION CARRIED

b. TMHRA Award Program
Tadd Phillips presented a draft proposal for an annual awards program to recognize service and accomplishments of TMHRA members with the chair of the committee to be a current board member. Melinda Galler moved to establish an Awards Committee. Martha Butz seconded. MOTION CARRIED.

c. Past Presidents’ Dinner
George Mones reported that communication had been sent to David Gavia, Interim TMRS Executive Director, concerning sponsorship of the Past Presidents’ Dinner but no response had been received. He suggested that the dinner be held on the Thursday of either the Civil Service Conference in San Antonio or the Thursday of the Annual Conference in Dallas. George Mones moved that TMHRA fund the Past Presidents’ Dinner if TMRS does not and that the current president be invited to attend. Shante Jordan seconded. MOTION CARRIED.

d. Conference Dates
Janie Mehrens requested that conference dates adjacent to holiday weekends be reviewed in light of conflicts such as high school/college graduation dates. Lonne reported that contracts for 2010 events had been signed although it might be possible to change the dates with the hotel if space was available. The consensus was to investigate changing the Annual Conference date from May 26-28, 2010. Lonne will contact the hotel and forward the information to the Executive Board regarding available dates.

The board meeting adjourned at 6:10 p.m. Board members were to assemble in the restaurant for dinner and orientation.

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Texas Municipal Human Resources Association
TMHRA BUSINESS MEETING MINUTES
June 5, 2009
Holiday Inn Riverwalk, San Antonio

President Bonita Hall called the TMHRA business meeting to order at the TMHRA Mid-Year Conference at the Holiday Inn Riverwalk, San Antonio on the final day of the conference.

Bonita 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 Don Byrne presented the slate for the 2009-2010 Nomination of Officers for the upcoming election. Following the introduction of those nominated for TML Board Representative, Secretary/Treasurer, and Trustee, Don called for any additional nominations from the floor. Don announced that the ballots would be mailed to the membership in the July/August timeframe.

Laura Morrow stood in for Janie Mehrens, Secretary/Treasurer. Laura presented the financial report and noted that the association was doing exceptionally well with a net income year-to-date for the eight months ending April 30, 2009, with total net assets of over $168,825.94.

Laura noted upcoming TMHRA events included Nuts & Bolts of HR in the Public Sector on April 1, 2010, at the Marriott North in Round Rock and the annual Employment Law Seminar on September 3-4, 2009, at Moody Gardens in Galveston. She also noted the fact that TMHRA would not have an Affiliate session at the annual TML Conference and Exposition this year.

Tadd Phillips gave a brief overview of the legislative activity that occurred the past few months. He also reported that there will be a lot of work in the future because of possible state and federal legislation. He reported that it has become important to rally individuals to appear before the legislative committees and that HR folks need to be assertive regarding legislative issues in the future.

In addition, Tadd announced that the name of the Mid-Year Conference be changed to Annual Conference and that an awards program be developed to recognize HR professionals at the Annual Conference. Suggested awards included HR Professional of the Year; HR Innovator; HR Career Achievement, perhaps in honor of Charlie Shapard and Rising Star award for HR newcomer.

There being no other business, the meeting was adjourned.

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Texas Municipal Human Resources Association
Board Meeting
Holiday Inn Riverwalk San Antonio
Rumba Room
Tuesday, June 2, 2009

Members Present:

Bonita Hall
Don Byrne
Janie Mehrens
Melinda Galler
Tadd Phillips
Laura Morrow
Debbie Maynor
Shanté Jordan
Dick Hodapp

Also Present:

Lonne Parent-Smith
Betty Bartley

Absent:

Martha Butz
George Mones

The meeting was called to order at 2:00 p.m. by President Bonita Hall.

Approval of February 2, 2009 Board Meeting Minutes
Laura Morrow moved to accept the minutes of the February 2, 2009 Board Meeting as presented. Don Byrne seconded. MOTION CARRIED.

New Member Applications
Laura Morrow moved that the new member applications be approved with the clarification that Danielle Hackbusch was employed by the City of Lake Worth. Tadd Phillips seconded. MOTION CARRIED.

Financial Report
Janie Mehrens presented the financial report for the period ending April 30, 2009 showing YTD net income of $26,080.42 and ending net assets of $179,221.52.

FY 2009-2010 Budget
Lonne Parent-Smith presented a draft of the FY2009-2010 Budget. Board members brought forth the following suggestions for budget and program items:

• Dick Hodapp proposed that the registration fee for Nuts and Bolts Conference for TMHRA membership approved prior to publicity being released be $65 with a $125 registration fee for non-members. Lonne reported that that a contract had been arranged with the Marriott Hotel in Round Rock for Nuts and Bolts.

• Tadd Phillips proposed that the name of the Mid-Year Conference be changed to Annual Conference and that an awards program be developed to recognize HR professionals at the Annual Conference. Suggested awards included HR Professional of the Year; HR Innovator; HR Career Achievement, perhaps in honor of Charlie Shapard and Rising Star award for HR newcomer.

• Shanté Jordan brought to the group a free web-based conference call program that might be useful to the board and committees.

• The groups discussed the possibility of video taping Employment Law, Nuts and Bolt and other seminars and provide Webinars to the membership; $10,000was added to the proposed budget for this project.

• Also proposed for the budget were increasing the sponsorship income to $20,000and telephone costs to $1,000, providing $4,000 for NPELRA scholarships; $5,000 for strategic planning, and $2,500 for awards and recognitions.

• Dick Hodapp moved approval of the budget as amended with the final budget including all additions to be presented to the board for approval via e-mail. Shanté Jordan seconded. MOTION CARRIED.

V. Approval of Slate of Nominees

Don Byrne presented the proposed ballot for the 2009-2010 TMHRA Board Members and Trustees.

VI. Committee Reports

• Newsletter – Shanté Jordan asked that the final version of the newsletter be sent back to her before posting on the website.

• Programs – Melinda Galler reported that presenters for Employment Law have been confirmed and that there has been some difficulty finding benefits speakers. She proposed that the TxPELRA update be scheduled for 45 minutes after lunch at that conference and that a session on State and Federal legislation “Legislation 101” be scheduled.

President’s Ad Hoc Committees

o Technology – Dick Hodapp encouraged all to check out the TMHRA website.

o New Member – Martha Butz had previously submitted new members for consideration in her absence.

o TML Salary Survey – Debbie Maynor reported that Rachel Pitts of TML is our liaison with Waters Consulting for the Survey Navigator and Veronyka Flores is the Waters staff member working on the survey. One ongoing concern of the group is the maintenance and revision of job descriptions to enable more accurate salary comparisons. Debbie asked that salary survey concerns be forwarded to her for discussion with Rachel.

o Sponsorship – Tadd Phillips reported that the 21 sponsors have contributed approximately $24,000 plus rebated from the cities of Rockwall and Irving. New sponsors include Affion, Neogov, Aetna, Lowell Denton; Holmes Murphy and Associates will provide the hospitality suite at the conference. The group discussed the need to establish criteria for complimentary registrations for Gold Sponsors.

o Legislative – Tadd and Dick reported that there will be a lot of work in the future because of possible state and federal legislation. They reported that it has become important to rally individuals to appear before the legislative committees and that HR folks need to be assertive regarding legislative issues in the future. Dick Hodapp recognized Tadd Phillips for the great amount of work he did during the legislative session.

o TxPELRA/Civil Service – Dick Hodapp reported that Lynn Pham Ross will host the program committee at the July planning meeting. Discussions will include providing training if Federal legislation passes and to rewrite the charter.

o TxPELRA Committee Committee Members suggested are Tadd Phillips, Patrick Hillis, Miguel Ozuna, George Mones, Barry Robinson, Allison Froehlich-Smith, Debbie Maynor, Jose Sanchez, and TMHRA Executive Board. President Hall will finalize the committee membership and forward to Board members.

The board discussed the possibility of reclassifying the TxPELRA Committee from ad hoc to a standing committee and dropping Civil Service from the committee name. Per provisions in the TMHRA constitution, the president may appoint additional committees with the approval of the Executive Board.

o FMLA/ADA Toolkit Martha Butz sent information that the online toolkits will be member-only benefits and not available to the general readership. Lonne will check usage and provide information about usage volume.

Other Business

Bonita Hall reported on that she, Don and Janie met with Lonne, Joe and Gary of TML on May 15 to discuss the administrative and management relationship between the two groups in order to facilitate the working arrangement.

Debbie Maynor reported on the TMRS Advisory Board meeting in Austin. She reported that many cities are continuing to express concern about the changing contribution rates.

TMRS representative: Melinda Galler moved and Laura Morrow seconded that the TMHRA representative to the TMRS Advisory Committee be the Past President and that Debbie Maynor continue to serve through September 30, 2009. MOTION CARRIED

The meeting adjourned at 5:30 p.m.

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Texas Municipal Human Resources Association
Board Meeting
Monday, February 2, 2009
San Antonio Room
Marriott Las Colinas, Irving

Members Present:

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

Also Present:

Lonne Parent-Smith
Betty Bartley

The meeting was called to order by President Bonita Hall at 2:00 p.m.

I. Approval of December 3, 2008 Board Meeting Minutes. Don Byrne moved to accept the minutes of the December 3, 2008 Board meeting as amended. Laura Morrow seconded. MOTION CARRIED.

II. New member Applications. Laura Morrow moved that membership applications be approved as categorized on the attached schedule with the application for Lynn Burnett pending until further clarification is determined. Melinda Galler seconded. MOTION CARRIED.

III. Financial Report Janie Mehrens presented the financial report showing a balance sheet change from $136,953.73 as of 12/31/07 to $152,885.26 as of 12/31/08, an increase of $15,931.53. The reports showed a loss of approximately $7,000 on the Employment Law Seminar. Lonne reported a number of walk-in attendees at ELS and as reported at the December board meeting, the insurance claim for the cancelled ELS in League City was approximately $7,000.

IV. Committee Reports

Newsletter – Shanté Jordan reported that Ron Holifield contacted her about providing articles for the newsletter. The group consensus was that it would be permitted following review of the article.

Programs – Melinda Galler reported that the program was in place for the April 3 Nuts and Bolts seminar in Austin. She reported that the theme for Mid-Year would be titled “Riding the River to Success” and that there were a number of presenters wanting to be involved. Some suggested topics and presenters are Health Care – Where Is It Going?; Gene Duckro, communications for city leaders, stress relief.

President’s Ad Hoc Committees

Technology – Richard Hodapp no report

New Member – Martha Butz will send names of new members and the committees they are interested in to the committee chairs.

Sponsorship – Tadd Phillips reported that April 1 was the deadline for sponsorship responses and that he was waiting responses from ING and Monster.

Legislative – Dick Hodapp reported that legislative reviews are coming in from Susan Rocha.

TxPELRA/Civil Service – Jim Parrish Lonne reported that registration for TxPELRA was at 171 and Civil Service at 270.

In his absence, Jim Parrish sent a memo to the board meeting outlining several changes to the TxPELRA structure that will aid in bringing about some operational stability to the group. The topics suggested include consideration of an addition to the TMHRA Constitution and Bylaws outlining the structure, naming a TMHRA board member as liaison/administrator and forming a committee to make recommendations for restructuring.

• Debbie Maynor moved that $250 be given toward the reception at the NPELRA conference. George Mones seconded. MOTION CARRIED.

• Laura Morrow moved that the President appoint committee members to the TxPELRA Organizational Committee. Shanté Jordan seconded. MOTION CARRIED.

• George Mones moved that the TxPELRA/Civil Service Conference come under purview and administration of the TMHRA Program Chair. Shanté Jordan seconded. Board discussed establishment of a sub-committee of the Program Committee to work on the annual TxPELRA/Civil Service Conference. MOTION CARRIED.

Tadd Phillips moved that a Program Committee Co-Chair be named to serve as Chairman the following year to provide continuity to the process. Debbie Maynor seconded. This motion followed the suggestion of Lonne Parent-Smith to appoint a program chair successor each year to provide avoid lag time in arranging for conference programs and presenters when the board membership changes. MOTION CARRIED.

V. New/Old Business

Service Agreement with TML for 2009-2010 presented by Lonne Parent-Smith. Janie Mehrens moved approval of service agreement as presented. Don Byrne seconded. MOTION CARRIED.

Nominating Committee Nominations – Don Byrne Current board members Melinda Galler and Tadd Phillips indicated that they would be willing to be nominated for another term; Debbie Maynor volunteered to be nominated for Secretary/Treasurer.

RFP for ADA and FMLA Policies and Procedures – Martha Butz. Tadd Phillips moved to approve Martha Butz to negotiate with Lloyd Gosselink to provide model policies and procedures (compliance toolkits) for ADA and FMLA at a cost not to exceed $7,500. Melinda Galler seconded. MOTION CARRIED.

Other Business

Bonita Hall reported on a meeting held in Dallas the week prior to the board meeting concerning establishing a new Texas Chapter of IPMA-HR.

George Mones reported that Lowell Denton is preparing a paper on the possible results if Federal legislation regarding collective bargaining passes.

The meeting adjourned at 4:30 p.m.