MD/DC Chapter APPA Board Meeting   2/23/01  Rocky Gap State Park and Lodge

Attendees:  Kevin Petersen, Kevin Mann, Sheri Vucci, Bob Burhenn, Gary Viola, Pat Tate. Willy Suter, Dennis Bohlayer

Absent:  John Jensen, Ayodele McClenney, Dan Branigan

Meeting started at about 10:30 in the lobby with Tracey from the conference center.  We went over a little about what type of meeting we were having.  We then redid the schedule with Tracey as follows:

Thursday June 28

10:30-12:30            Registration in the lobby of the conference center (Kevin P. and Dennis)

            12:00 – 1:00     Lunch outside in large tent

            1:30 – 4:30     Jim Cole with one break in the middle (Sheri is contact)

            5:30 – 6:30            Reception

            6:30                 Dinner 

Friday June 29

            7:30 – 8:15            Breakfast (full)

            8:30 – 10:15   3 education tracks

1.  Strategies for energy purchases in a deregulated market       (Pat/Bob)

2.      Building Commissioning (Willy)

3.      Sustainable PM (Dennis)

10:15 – 10:45            Break (room changes being made)

10:45 – 12:15            combined Jim Cole wrap-up session

12:30 – 1:30            Lunch

2:00 - ?            Golf Tee times reserved (individual pays own charges)  

Notes:

• Golf fees are $65 per person includes cart – 8 foursomes put on hold for now
• Check-in time is 3 PM
• Check-out time is 11 AM
• Conference rate for rooms of $120 + 7.5% tax and $3.00 park fee extends two days prior to and two days after the scheduled conference.
• Tracey is looking into the idea of tax-exempt status for the individual registrants instead of the entire group and will let Sheri know.

 Tracey took us for a tour of the Lodge and Conference Center showing us standard rooms, and a suite (extra cost) (Dennis had to play with the fire place in the suite to see if it worked).  She showed us the representative meeting rooms, bars and restaurants and health club areas and then we had lunch.

After lunch we met in the lobby to discuss further items for the meeting.

• Willy will go over the folder from Jim Cole to see if there are any changes to be made.  We all agreed it looked good to us. (for the missing ones, Sheri has the copies of the presentation)
• Give-a-ways for the meeting were discussed.  Possibilities include shirts (either golf or just logo’s), a portfolio, raffle for a golf club etc.  Sheri checked and the golf pro said he could work us a deal on larger volume.
• Cost and price to charge was next discussed and it was decided that a $250 registration fee would be set (exclusive of room charges) as follows:
1. Friday lunch                        $20
2. Dinner                                $30
3. Break                                 $10
4. Reception                           $20
5. Thur. Breakfast                   $10
6. Break                                 $10
7. Lunch                                 $20
8. Contingency                       $100*

 *Contingency used to cover meal costs for speakers and room costs for Jim Cole

• Mailing Schedule (Bob)
• 3/16            Have a simple flyer together to hand out at the meeting
• 3/23            send out post card announcing the meeting (Sheri to work with Tracey on getting them in time)
• 4/17            Mail registration package including brochure from hotel (Sheri)
• 4/30            Reminder post card mailing
• 5/29            Last date to reserve rooms on conference rate guarantee
• 6/24            confirm meal counts
• 6/28-29            Meeting
• We still have to set up a group to go over meal selections and break choices
• Included in the mailing will be the hotel brochure, registration form (Dennis is going to see if his graphics art group can help get a fancy one together), any special meal or room requirements, and golf registration for to reserve on e of the tee times.  Pre-payment will be required to reserve the tee times.  Look into using Dan Batalata (?) to help get it printed
• Sheri brought up getting failed meeting insurance.  We all agreed it was a good idea and she is going to look into that and get back to us.
• Note that all education tracks will have to be developed a lot further but members will be in touch to get that done via phone or email.
• Willy went over some more stuff on scholarships –
• we use the APPA form but can not do it on-line, you must print it out and mail it in.
• announcement will be made in March for this years winners
• he is upset about the comment in criteria about age and “old timers” need not apply
• we give 3 per year to the Institute + $500 or this equivalent to the Leadership Academy.
• If an application is forwarded on the ERAPPA/APPA, they only waive the tuition and we (chapter) have to pick up the $500 extra.

Meeting adjourned and we all took off home

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