ࡱ> ]_\` 9bjbj .Z1,,,,,,,@\`$@&h[&]&]&]&]&]&]&$D(h*n&,&,,&,,[&[&V$@,,{% g:$ [&&0&%x++{%+,{% v,>&&&@@@ @@@@@@,,,,,, Minutes COPRI Governing Board Reston, VA 30-31 October 2005 COPRI Board Members present: Gordon Sterling John Headland Billy Edge Steve Curtis Tom Christensen Charles Calhoun Dave Kriebel Jim Blanchar ASCE/COPRI Staff Members present: Kelly Barnes Lesa Rair Minutes The meeting was called to order by Gordon Sterling at 0800. After initial remarks, he welcomed two new Board members, Jim Blanchar as the Rivers Representative replacing Charles Calhoun and David Kriebel as Secretary replacing Dan Cox. Staff Update Kelly Barnes provided an update on the COPRI staff. The main concern was the continued sharing of Lesa Rair between COPRI and AEI. Lesa was supposed to have been working for COPRI full-time starting October 1, but her time will still be split for several more months until AEI finally hires a replacement. The sense of the Board was that COPRI needs Lesa full time and should not suffer because of an AEI hiring problem. It was stated that We made a deal, we need to keep the deal. ACTION: Billy Edge is to contact John Durrant and press for Lesa full time. Lesa Rair then provided a review of COPRI membership with a handout showing a membership breakdown in various categories. COPRI membership is up to 2,925, an increase of 77 members since the Spring Board Meeting. Lesa and Kelly discussed plans for encouraging member renewal through letters, the electronic newsletter, and other activities. ACTION: Board members expressed a desire to breakdown or track members by the four interest areas (C, O, P, or R) so that we could conduct a market survey to better meet our members needs/interests. Budget Tom Christensen distributed copies of the budget and provided an overview. The un-audited Final 2005 Budget was compared to the Projected 2005 budget. COPRI did better then expected, producing net revenues (over costs) of about $37,111 versus the projected revenue of $20,662, and with more returned to ASCE and to COPRI Reserves than initially projected. Kelly Barnes reported that the revenues from last years Conferences was more than projected as well, with $40,000 from the OTC, about $17,000 from Solutions to Coastal Disasters., and about $5,000 from Waves 05. Tom Christensen reviewed the FY06 Budget approved in Charleston, noting that the projection may operate at a loss due to 2006 being an off year for major conferences. He noted that ASCE may eliminate the voluntary contribution in ASCE dues. COPRI could lose another $8,000 as a result. Tom Christensen asked Kelly Barnes if we had gotten feedback from our letter asking permission to propose a negative budget because of our cyclical conference schedule. Kelly reported that the letter went to John Durrant and it was discussed with Larry Roth, but that we did not get a formal reply. Gordon Sterling noted that COPRI needs a written reply. ACTION: COPRI should reissue the letter to Larry Roth or to Pat Natale. A copy should also be sent to the CIL. Kelly Barnes brought up the issue of Conferences and Conference Budgets. She noted that when the ASCE Conference Staff works on a COPRI Conference, COPRI is not informed of specific budget breakdowns. COPRI has no control over how the ASCE Staff spends conference funds and does not have review authority over invoices. ACTION: Gordon Sterling suggested that we contact John Durrant and the CIL to press for more effective engagement and control by the COPRI Board in our conference budgeting and expenses. He suggested that an internal process be set up between COPRI and ASCE, so that our conference budgets go through the COPRI Staff and the Governing Board in order to provide an effective oversight. Tom Christensen raised a related issue regarding the need for a Conference Working Capital Account. This would help with the conference planning in off-years when conference revenues are down. ACTION: Gordon Sterling suggested that we investigate establishment of a Working Capital Fund. Kelly Barnes asked what to do with a $12,000 check from the Coastal Zone Foundation for conference revenues from the ICCE held in Lisbon. The discussion included alternative ideas of putting the funds in an Endowment Off Budget or to include the funds in the FY06 Budget. ACTION: It was agreed to put the $12,000 into the FY06 Budget to help offset the projected deficit. Budgeting for Technical Committees was then discussed. Historically, committee budgets are less than what they ask for, and spending is less than budget. Kelly Barnes handed out the PAES forms that will be used to track committee work. Charles Calhoun and John Headland each stated that committees need a strategic plan or a White Paper to prioritize their activities. Dave Kriebel and Steve Curtis suggested a mid-year review or mid-course correction by the Board to reallocate funds not being spent. ACTION: Board member representatives are to contact committee chairs in their area (C, O, P, and R) to inform the committees that we have limited funds but want committees to be productive. The Board representatives should interact with each committee on budget process, find out what activities are being carried out in 06, and help committees develop a plan for 07. RELATED ACTION: Kelly Barnes should get PAES forms out by end of year so the FY07 budget can be developed in time for the Spring Board Meeting. Technical Committees Gordon Sterling noted that he has an issue with dormancy on the Oceans and Offshore Engineering Committee. That committee has a long list of names but many are not active. The committee had an idea for a conference on Sea-basing in 07 but nothing has happened. ACTION: Gordon Sterling will contact committee chair Pat Hudson. Billy Edge reported on the various Coastal Committees. Coastal Engineering Research Council is on track to run ICCE 06 in San Diego. The Coastal Structures Committee is on track to run Coastal Structures 07 Conference in Venice. Coastal Zone Management Committee ran a very successful Solution to Coastal Disasters Conference in Charleston in 05. The Coastal Engineering Practice Committee has not been as active and needs a mission. ACTION: It was suggested that the committee should resurrect Coastal Engineering Practice Conference and pattern its operations on the Ports & Harbors Committee that runs the Ports Conferences. Charles Calhoun reported on the Rivers Committees. The Waterways Committee has been under good leadership and has produced a manual on Navigation Channels. The Wetland Committee has set up a website and is trying to get policy statements on Regional Sediment Management and Use of Dredge Material. The Navigation Subcommittee met last week with 18 people, developed a definition of Navigation Engineer, and is coordinating it with the Ports Committee. The Military Affairs Committee has been under good leadership with Jim Marino. Steve Curtis reported on the Ports Committee. He noted that the Ports and Harbors Committee has done a good job scrubbing their own committees to ensure performance, as members are required to make 50% of meetings. Many activities are geared to Ports 07 and the conference provides focus work for the subcommittees. Special Activities Dave Kriebel provided an update on the COPRI Tsunami Investigation. He reported that it has been a good value as some investigators (or their companies) paid their own way and we have had numerous special sessions and papers presented as a result. The plan now is to produce an ASCE publication in a book format. Kelly Barnes noted that we could request funds to support the book publication. John Headland and Steve Curtis provided updates on the Katrina Investigations supported by COPRI. John showed a PowerPoint slide show from New Orleans while Steve showed slides from the Mississippi Coast. John is traveling to brief the Corps of Engineers on the COPRI Investigation. Considerable discussion took place regarding the inflammatory public statements being made by members of the NSF-CalBerkeley team and the COPRI Boards position on a joint report authored by the NSF team and members of the Geotechincal Institute. Council of Institute Leaders Steve Curtis reported on the CIL Meeting, making reference to the unofficial minutes he distributed via email last week. The ASCE Conference management was identified as a recurring problem. CIL adopted key performance indicators to measure Institute Performance (see list in Steves email). As a suggestion, COPRI can add innovative achievements that dont make money or increase membership, such as Tsunami and Katrina visits. ACTION: COPRI Board needs to get strategic planning input to CIL Leadership by the end of February (see additional detail in Steves email). Awards Billy Edge had a conversation with the Chair of the Awards Committee about creating a COPRI OPAL Award. COPRI would need to develop criteria for this award. Vijay Panchang wants to give a Best Paper Award for the WWPCOE Journal and wants the Board to select one of the papers. Consensus was that the Board should not pick Best Paper, and that this should be done by the Publications Committee and/or the Awards Committee. John Headland suggested that someone on the Ports & Harbors Committee be added to the Mofatt and Nichol Award Committee. ACTION: Billy Edge suggested that the Ports & Harbors Committee should recommend someone for a 3 year term starting next year. Kelly Barnes noted that she got an invoice for COPRI Contribution to the International Offshore Student Design Competition. In 2003, we said we would re-evaluate at some point. ACTION: Need Board evaluation by email on whether to continue support. Strategy and Goal Setting Gordon Sterling handed out the ASCE Action Plan along with some PowerPoint handouts he prepared listing 5 possible strategic initiatives. These 5 areas included (see handout notes for detail): Membership, Education and BOK, Technical Expertise and Technology Transfer, Image and Public Policy, and Partnering. In discussion, Board members agreed to fold Partnering into the other areas so that four instead of five strategic initiatives can be adopted for action. To move ahead, it was first proposed that the Board identify individuals to lead each initiative. But Board members decided that the expertise already exists within the committees, and a motion was made and passed to adopt the existing committees so that they can flesh out the strategic plan. ACTION: Three of the initiatives were assigned to specific committees with Board members assigned as contact: Membership (to Membership Committee, with Gordon Sterling as Board contact), Education and BOK (to Education Committee, with Dave Kriebel as Board contact), and Image and Public Policy (to Policy Committee, with Jim Blanchar as Board contact). The initiative in Technical Expertise was to be assigned to all Technical Committees through the Council of Committee Chairs, with Steve Curtis as Board contact. Each committee is to be given the broad outline of their strategic initiative and they are to report to the Board at the Spring Board Meeting. Each committee is to develop a White Paper with details of their organization and plan, as well as with a timeline for achieving the strategic results. Kelly Barnes reminded the Board of the ASCE format, to define: strategic issue, desired outcome, guiding principles, and actions. ACTION: Gordon Sterling will develop a one page template for the White Paper with a statement of What are we trying to do? in the strategic plan. Board Membership Board membership and term limits were discussed. It was noted that John Headland is in his last year as one of the ASCE Representative. Billy Edge asked why the Secretary and Treasurer were non-voting? Kelly Barnes said that this has been under discussion for 2 years but needs bylaw revisions in order to take action. ACTION: Kelly Barnes will take lead in looking at the bylaw revisions, with Billy Edge and Gordon Sterling forming a committee of three. Gordon Sterling and all Board members then expressed their thanks to Charles Calhoun for his service on the Board. Kelly Barnes thanked Gordon Sterling for his year of service as President of the COPRI Board, and presented him with a framed certificate of appreciation. Billy Edge was then welcomed as the new President of the COPRI Board. Billy Edge announced that the Board will have two meetings and at least two telephone conference calls in the next year. He proposed College Station, TX as the location of the next meeting with proposed dates of May 4-5 coinciding with the end of the Offshore Technology Conference in Houston. 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