UNDERGROUND PLANT LOCATION SERVICE, INC.
IOWA ONE CALL
Minutes of the Board of Directors and Officers
West Des Moines Learning Center
March 25, 2010
The following directors were present and participated in the meeting:
Mike Broshous (Consolidated Utility Services, Inc.)
Dan Childers (Interstate Communications)
Neal Drefke (Spencer Municipal Utilities)
Tim Flickinger (PAETEC)
Terry Fox (MidAmerican Energy Company)
Mike Heggen (Communications Technology)
Leon Hofer (Iowa Network Services)
Brian Poock (Northern Natural Gas)
Steve Stone (Black Hills Energy)
Ross Wendell (Qwest)
The following officers were present and participated in the meeting:
Vice President: Dan Klopfer (Des Moines Water Works)
Secretary/Treasurer: Ed Greiner (Interstate Power & Light)
Chairman: Greg Pavelka (East Central Iowa REC)
The following people were also in attendance:
Ben Booth (Walter and Associates)
Steve Halstead (Walter & Associates)
Nancy Jensen (IOC Center Manager)
Shellie Petek (Walter & Associates)
Bob Pose (One Call Systems)
Craig Walter (Walter & Associates)
The following officer and directors were absent:
President: Curt Hodges (Mediacom)
Charles Bruggemann (Iowa Telecom)
Stan DeRoo (Cherokee Rural Water)
Paul Wiegand (Iowa State University)
Call to Order
Vice President Dan Klopfer reported he would be facilitating today’s board meeting in President Curt Hodges’ absence. Vice President Klopfer called the meeting to order and confirmed a quorum was present.
Approval of Agenda
MOTION made by Ross Wendell and seconded by Ed Greiner to approve the agenda. All present voted in favor. Motion carried.
Consent Agenda
MOTION made by Neal Drefke and seconded by Terry Fox to approve the consent agenda; which includes both the minutes from the January 8, 2010 meeting and the February Manager’s Report. All present voted in favor. Motion carried.
Ms. Jensen reported on the Manager’s Report that was emailed to the board members, pointing out that the 2010 YTD call volume was down 22% and March is down by 10%.
Financial Committee Report
Ed Greiner reported that 2009 ended well with $4000 under revenue budget and $90,000 under on expenses. The 2010 budget allows for higher expenses. Dan Klopfer shared that when IOC was in San Diego for the CGA Conference discussion from other states indicated a lot of states are in trouble. Ross Wendell reported that recent call volumes may be impacted by the economic situation.
Advertising Committee Report
Terry Fox distributed and reported on the committee’s activities. The full report is on file at the Administrative office. The new website was discussed in detail with several suggestions made to Ben Booth. The website will be handled by One Call Systems and is set to go live May 1, 2010. OCS’s fee to set up as a turn key operation is $1,450 and $150 monthly maintenance fee. OCS will host the site and make all major updates. Ben Booth will have access to do administrative updates. Mr. Booth also reported on press releases, radio and TV PSAs, billboard and posters. Mr. Booth reported April is National Safe Digging Month. Ben Booth reported that the website will be utilized as a marketing tool and anyone with suggestions or items for the calendar can be emailed to him.
Dan Klopfer inquired if tracking is being done on the number of people visiting the website compared to when we mailed printed newsletters. Ben Booth stated we do track the number of visitors to the website.
Terry Fox asked Ben Booth to check with Lindsey Phillips to request a newsletter tab. Several board members reported that they did not get the first newsletter. Terry Fox asked Mr. Booth to send an E-blast to the board members to insure they are getting the newsletter.
Excavator Safety Awareness Program
Steve Stone reported that overall ESAP attendance in 2010 was down. The registration was down by more than 20%. Bob Pose also reported that delay in bulk mail may have affected initial attendance this year. Attendance was down 27% of those registered and down 24% from 2009. Ross Wendell asked if the videos will be placed online since the ESAP are over. Discussion took place on making the positive response slides available to add to the website. Ross Wendell reported that he attended the Facebook and Twitter session in San Diego and shared that IOC needs to make social networking available. Steve Stone reported that the committee will hold a follow up meeting to review feedback and look at other ways to get the message out.
Legislative
Leon Hofer reported that the committee met last week to review current legislative activity and that nothing pertaining to IOC currently is being addressed via the state’s legislative sessions. Mr. Hofer reported that the committee discussed suggestions on the re-writes to the Excavator Manual to include white lining and positive response. Leon Hofer reported on legislation changes taking place at other states as reported at the CGA Conference held in San Diego. Iowa was listed as having no changes. Discussed addressing issues and how to take to legislature. This will be a good discussion for the board to review at a Strategic Planning Meeting.
Bob Pose reported that Don Stursma with the Iowa Utility Board (IUB) attended more ESAP in 2010 than any other year. Bob Pose asked Mike Broshous if CGI received grant funds and Mike Broshous responded they received the full $100,000.
State of the Art Committee Report
Positive Response: Ross Wendell reported that a positive response meeting was held with MidAmerican Energy. Ross Wendell shared that they decided to add a status option, such as “not participating.” As of March 24th 30% of all tickets are being responded to. Discussed having some of the larger companies; MidAmerican Energy, Mediacom, NNG using the system. Mr. Wendell asked Terry Fox for feedback from MidAmerican and Mr. Fox responded that his feedback was their employees appreciated the one on one, which eliminated questions and concerns. A PRS presentation was made available following the board meeting. Mr. Wendell also reported that the committee will try to implement a script for the Call Center CSRs to share with callers. Mr. Wendell reported that he would like to have Steve Halstead’s positive response presentation from the ESAP video be added to the website. Mr. Wendell reported large companies need to be on board so we can effectively promote smaller companies getting on board with the positive response system. The biggest challenge is making people realize this is not a replacement unless companies choose this route, which may reduce their costs.
Design Request System: Ross Wendell reported that the Design Request System has been in place since September 2007 with over 2900 requests since then. The system averages 94 requests per month. There are 70 firms using the system.
Greg Pavelka asked Nancy Jensen how many members are still receiving tickets by fax and Ms. Jensen responded she will share that information at the next board meeting.
Administrative Update
Craig Walter reported that the 2010 proxies will be mailed out next week. Mr. Walter also shared that an email will be going out asking board members which committee they’d like to participate on. Mr. Walter reported that Al Essman passed away and a plant had been sent on behalf of Iowa One Call.
Public Relations Report:
Ben Booth provided public relations report and shared that he will email the PHMSA report to the board members. Upon receipt of the assessment the board may wish to review at a future meeting.
Mapping Report
Steve Halstead reported that the technology seminars offered at CGA Conference provided very good information that IOC may wish to review.
Nominating Committee
Dan Klopfer reported that the Nominating Committee held a conference call to review the slate of officers and directors. The slate is as follows;
Class A Directors
Charles Bruggemann, Dan Childers, Tim Flickinger, Terry Fox, Leon Hofer, Greg Pavelka, Brian Poock, Steve Stone, Ross Wendell, Paul Wiegand and Mike Wildung (Central Iowa Water Association).
Mr. Klopfer reported that Stan DeRoo will be retiring in April and provided Mike Wildung’s name as a recommendation for his replacement.
Class B Director - Mike Heggen
Class C Director - Mike Broshous
Officers
Chairman - Curt Hodges
President - Dan Klopfer
Vice President – Ed Greiner
Secretary/Treasurer – Neal Drefke
Mr. Klopfer reported that he requested Mr. Drefke obtain a letter from Spencer Municipal stating he will be acting on their behalf. Mr. Klopfer also reported that another board position could be added but the committee chose not to add another board member at this time.
MOTION made by Dan Klopfer and seconded by Greg Pavelka to accept the recommended slate presented. All present voted in favor. Motion carried.
Mr. Klopfer also stated that write ins on the proxies are acceptable.
Strategic Planning Meeting
Mr. Klopfer reported that when the Executive Committee met via conference call they discussed the need to have a Strategic Planning Meeting. Mr. Klopfer reported that he spoke with several board members in advance to check if they agreed. Mr. Klopfer reported to the board members that as President he wants to lead the board in a more strategic direction. Mr. Klopfer reported his recommendation that the Strategic Planning Meeting be held at the June retreat on June 24 & 25 in place of the golf outing. The meetings will be from 8:30 a.m. – 4:30 p.m. on the 24th and from 8:30 a.m. to noon on the 25th with lunch, followed up by board meeting. The intent would be to develop a vision statement, a mission statement and an action plan. Dan Klopfer reported that the Executive Committee would like the board members’ approval to have the Strategic Planning Meeting at a cost that does not exceed $10,000.
MOTION made by Neal Drefke and seconded by Greg Pavelka to hire a consultant to facilitate the Strategic Planning Meeting.
Terry Fox asked who Mr. Klopfer had in mind to facilitate the meeting and he responded Shirley Pourtner. Mr. Fox suggested the committee secure proposals from two to four possible facilitators. Mr. Fox also suggested Dan Klopfer could possibly lead the meeting. Discussion took place on obtaining competitive bidding to interview other facilitators and then obtain board agreement.
Ross Wendell echoed Mr. Fox’s concerns and also commented that holding a one and a half day event is a long time away from one’s work. Mr. Wendell stated that the board should review the candidates’ resume/references for the board to agree on the direction IOC wants to go. Ross Wendell stated IOC has existed for over 30 years and that the board should first review the strategic plan produced in 1997.
Mr. Wendell reported that procedurally the timeline for Dan Klopfer to establish his strategic objectives will be during the course of his official presidency. Ross Wendell reported he’s not comfortable voting today. Mr. Klopfer reported he plans to do a PowerPoint presentation at the April meeting. Ross Wendell requested the motion be amended.
Terry Fox explained that one of the reasons the Strategic Planning was held in the past was IOC used to have dysfunctional meetings. Terry Fox also shared the purpose of committees was to present proposals to the board for approval via motions. Mr. Fox asked if it is possible to review the past strategic plan at the June meeting. Based upon that review the board might wish to have an addition plan developed.
Neal Drefke and Greg Pavelka withdrew their motion to hire a consultant to facilitate a strategic planning meeting.
Dan Klopfer reported that the Executive Committee will take the discussion item under advisement.
Board Member Comments:
Greg Pavelka reported that he and Ben Booth did a presentation for the State Association of RECs using slides from the ESAP presentation. Greg Pavelka shared that Terry Bruns, from the Iowa Lakes Electric Cooperative was in attendance and that following the presentation Mr. Bruns stood up and complained about IOC. Mr. Pavelka asked that Ben Booth or Craig Walter follow up with a letter and include him via “cc” in the letter.
Adjourn
Mr. Klopfer declared the meeting adjourned.
Next Board Meeting:
April 22, 2010 - Stoney Creek Inn, Johnston
9:00 a.m. Annual Board Meeting
10:30 a.m. Regular Board Meeting
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