The following minutes are for the Board of Directors’ meeting followed by a KAMP general meeting

KAMP Board of Directors Meeting
Kentucky Association of Mapping Professionals
October 24, 2006

The Kentucky Association of Mapping Professionals (KAMP) held a meeting of the Board of Directors on October 24, 2006 at Kentucky State University, Cooperative Extension Building, GIS Lab in Frankfort, Kentucky at 10AM.

ATTENDEES:

Don Homan, KAMP President, Sales Representative, ESRI
Michelle Ellington, KAMP President-Elect, University of Kentucky, PPD
Eric Ivanovich, KAMP Treasurer, Quest Engineers
Kenny Ratliff, KAMP Director, Kentucky Department of Public Health
Lance Morris, KAMP Director, GIS Analyst, City of Owensboro
Stephen Berry, KAMP Secretary, Clark County GIS
Earl Smith, KAMP President, Ex-Officio, Georgetown/Scott Co. Planning
Trisha Brush, KAMP President, Ex-Officio, Northern Kentucky Area Planning Commission
Kyle Snyder, KAMP President, Ex-Officio, Northern Kentucky Area Planning Commission
Kent Anness, Kentucky Division of Geographic Information
Kim Anness, Kentucky Division of Geographic Information

OPENING

Don Homan called the meeting to order. Mr. Homan stated that the KAMP Board Meeting will be held separate from the KAMP Membership meeting. He stated that the KAMP Board had discussed the separation of the Board Meetings from the regular KAMP meeting. He stated that many KAMP members may not be interested in the mechanics of the organization, discussed in the board meeting. He stated that the KAMP Board Meetings remain open to all members. He stated that this format would allow the KAMP Board to discuss matters of policy and procedure in more detail, without alienating members who attend to see the presentations.

APPROVAL OF MINUTES

The KAMP Board, on a motion by Michelle Ellington and a second by Stephen Berry unanimously approved the Minutes from the July 17, 2006 meeting of KAMP.

The KAMP Board, on a motion by Michelle Ellington and a second by Kenny Ratliff unanimously approved the Minutes from the KAMP Board Conference Call of September 20, 2006.

DISCUSSION

Don Homan stated that the Conference Call of September 20, 2006 focused on the structure, location, and conduct of KAMP Business in the coming months. He stated that the KAMP Board decided to have 2 rural, 2 urban, and 1 annual meeting of the KAMP membership. He also stated that this will give KAMP members who are located in more remote areas of the Commonwealth a greater stake in the KAMP organization. Trisha Brush stated that the annual KAMP meetings, held in conjunction with the Kentucky GIS Conference, are exclusively business meetings, and should be considered as an adjunct to the “quarterly” meetings.

Don Homan stated that all KAMP Board Members should attempt to attend at least 2 regular KAMP meetings each year. He stated at least one meeting should be attended by each board member, outside of the Louisville-Lexington-Northern Kentucky Loop (Golden Triangle).

OLD BUSINESS

Mr. Homan stated that KAMP meetings should be restructured to allow KAMP business to be completed without “boring” the regular members of the KAMP organization. He requested comment from the board on the separation of the KAMP business meetings from the regular membership meetings. Lance Morris stated that time is an issue for some members. He stated that the KAMP meetings should start sufficiently late to allow attendance from distant locations. Kent Anness stated that meetings also need to be held with consideration for the ending times of the meeting. He stated that many KAMP members have personal responsibilities in the afternoons, after work, and that KAMP should respect those duties.

Mr. Homan stated that KAMP meetings could be modified, depending on the circumstances to allow business meetings to be compressed and held immediately prior to the regular meeting. He stated that this could reduce the total time investment by KAMP Board Members. Mr. Berry stated that KAMP business meetings may have trouble producing a quorum in some circumstances. He stated that perhaps KAMP could consider including absent board members via conference calls, to meet the quorum requirements.

Mr. Anness stated that the KAMP Board should consider intermediate locations for KAMP meetings, especially for extremely remote sites. He stated that perhaps compromise locations could be found, so that everyone pays a similar cost in travel time and effort. He stated, for example, instead of holding a KAMP meeting in Fulton County, a meeting could be held at Lake Barkley.

Mr. Snyder stated that KAMP should not separate the business meetings from the membership meetings. He stated that if the regular members feel disconnected from the operation of KAMP, then it will be hard to solicit participation from the membership, when needed for committees, etc. Mr. Homan stated that the best compromise would be to have the business meeting as the first hour of the regular meeting, notifying all members, that attendance is optional. Mr. Snyder stated that KAMP meetings should be scheduled around the middle of the day. He stated that meetings should be held between 10AM and 2PM, with lunch.

Ms. Ellington stated that corporate members could be asked to sponsor meetings and provide lunch or refreshments for members. Mr. Ivanovich stated that he would be in favor of raising the fees for corporate memberships to generate revenue. He stated that corporate members receive the equivalent of unlimited individual memberships for the cost of only three times the individual membership costs. Ms. Ellington stated that she would hesitate raising the fees to encourage membership. Mr. Homan stated that the issue of corporate membership fees should be place under new business for formal consideration.

The KAMP Board, on a motion by Lance Morris and a second by Stephen Berry unanimously approved that the KAMP president will initiate a conference call with the executive board, no less than 35 days before the next scheduled meeting of the KAMP Membership to propose an agenda.

NEW BUSINESS

Mr. Homan stated that the conference call should poll board members on appearance at next KAMP meeting.
On a motion from Michelle Ellington, and a second from Earl Smith, the KAMP Board unanimously approved that the Secretary will poll all board members to determine if a quorum will be available for the next business meeting of KAMP.

Mr. Homan stated that the KAMP Board should represent KAMP at all Kentucky GIS events and seminars. He stated, when possible, KAMP should be introduced at each event. There was some discussion about the amount of formal representation that KAMP members should provide. Ms. Ellington stated that she did not think that members could commit to events. Mr. Snyder stated that the size of some of the events are too large to make a KAMP presence formally identified.

Mr. Homan stated that Web Site maintenance is being handled by Michelle Ellington. He stated that Ms. Ellington may require assistance. Ms. Ellington stated that she currently has no trouble maintaining the site. She stated the problem with the site is that the web host is not providing reliable service for the kampro.org site. She stated that she will test site periodically to ensure that the site is still operational. She stated that KAMP should look for another host that would allow our site to be reliable. Mr. Morris stated that we need to be aware of the costs. Ms. Ellington stated that she is trying to implement web security applications, that prevent spam and intruders. She stated that Demetrio Zourakakis has spent many hours moderating the web site. She encouraged other members to assist her in web support. Mr. Berry stated that passwords, documents, and contact information for KAMP accounts should be sealed in an envelope for safekeeping by other members.

On a motion from Lance Morris, and a second from Michelle, the KAMP Board unanimously approved that Michelle Ellington locate and report the cost of a new web host to the KAMP Board.

Mr. Homan stated that Mr. Ratliff is officially the mail collector for the KAMP Post Office Box. Ms. Brush stated that Mr. Ratliff could forward all of the mail to the KAMP Treasurer. Mr. Ivanovich stated that he would scan the mail for any items that should be forwarded to other members. Mr. Homan stated that Mr. Ratliff will be reimbursed via receipts submitted to the Treasurer.

Mr. Homan stated that KAMP should consolidate committees and assign committee responsibilities to KAMP Board members. He stated that all standing committees should at least have a quarterly report. He stated that committees should be abolished or consolidated unless they are making some progress. Mr. Snyder stated that the KAMP Bylaws may be changed to remove or consolidate standing committees. Ms. Ellington stated that committee chairs should support their own committees and attempt to recruit members. Mr. Homan stated that the president will send out a letter to all KAMP members to generate support for committee membership and participation. Mr. Homan also stated that he would contact committee chairs to persuade them to move the committees forward.

TREASURER REPORT

Mr. Eric Ivanovich, KAMP Treasurer, (during the course of the meeting) stated that the balance in the KAMP account is approximately $3,597.13

COMMITTEE REPORTS

There were no Committee Reports.

On a motion from Stephen Berry, second by Earl Smith, and a unanimous vote the KAMP meeting was adjourned at 12:15 PM.

[b:6e6a8374db]Meeting of the
Kentucky Association of Mapping Professionals
October 24, 2006[/b:6e6a8374db]

The Kentucky Association of Mapping Professionals (KAMP) held its regularly scheduled meeting October 24, 2006 at Kentucky State University, Cooperative Extension Building, GIS Lab in Frankfort, Kentucky at 1PM.

ATTENDEES:
Don Homan, KAMP President, Sales Representative, ESRI
Michelle Ellington, KAMP President-Elect, University of Kentucky, PPD
Eric Ivanovich, KAMP Treasurer, Quest Engineers
Kenny Ratliff, KAMP Director, Kentucky Department of Public Health
Lance Morris, KAMP Director, GIS Analyst, City of Owensboro
Stephen Berry, KAMP Secretary, Clark County GIS
Earl Smith, KAMP President, Ex-Officio, Georgetown/Scott Co. Planning
Trisha Brush, KAMP President, Ex-Officio, Northern Kentucky Area Planning Commission
Kyle Snyder, KAMP President, Ex-Officio, Northern Kentucky Area Planning Commission
Kent Anness, Kentucky Division of Geographic Information
Kim Anness, Kentucky Division of Geographic Information
Dr. Terry Magel, KSU, Director of Continuing and Distance Education
Ken Bates, GIS Extension Specialist, KSU
N’namdi O. Paskins, Educational Technologist, KSU
Steve Crabtree, USDA-NRCS
Demetrio Zourarakis, Remote Sensing/GIS Data Analyst, DGI
Joe Woods, Lynn Imaging
Ben Koostra, Engineer Associate, Biosystems and Agricultural Engineering, University of Kentucky
Jeremy Gould, KYTC
Curt Bynum, LOJIC
Timothy Gilmore, SAIC, NIMS SC
Jim Goodson, SAIC, NIMS SC
Camille Osterloh, SAIC, NIMS SC
Marc Pearson, FMSM Engineers, Lexington
Paul Vidal, FMSM Engineers, Lexington
Ken Bailey, LOJIC
Alex Thor, Kentucky State Parks
Bruce Bauch, USGS
Gary R. Harp, Division of Geographic Information, Commonwealth of Kentucky
David Kaiser, University of Kentucky, PPD

OPENING
Don Homan called the meeting to order. Mr. Homan thanked Ken Bates and Kentucky State University for hosting the KAMP meeting. Attendees and guests were introduced. Mr. Homan invited all attendees to the ESRI ArcGIS 9.2 roll-out event in Louisville.

KENTUCKY STATE UNIVERSITY PRESENTATION

Mr. Homan introduced President-Elect Michelle Ellington. Ms. Ellington introduced Ken Bates, GIS Extension Specialist for Kentucky State University. Ken Bates gave an overview of the establishment of the GIS Laboratory at Kentucky State University (KSU). He stated that KSU is a historically Black University founded under a Land Grant in the 1890s. He stated that KSU has two masters programs that GIS may be “plugged-into”: the MBA and Aquaculture. He stated that KSU does not have a GIS Program or Engineering Program.

Mr. Bates stated that Dr. Terry Magel and N’namdi Paskins are using a USDA Grant to build capacity at KSU for programs that do not currently exist in the KSU Land Grant Program. He stated that KSU staff has been working on the GIS Lab since September of 2003. The grant was awarded in Fall 2005. He stated that he was hired in October of 2005. He stated that the GIS Lab was established in March of 2006. He stated that the GIS Lab was established for a broad-range of GIS training opportunities. He also stated that KSU would like to expand GIS training to KSU faculty, staff, and students. He stated that Kentucky State Government could use the GIS lab at KSU as a core training facility. He stated that the KSU GIS Lab is also being used for summer camp and other educational programs for students in K-12. He stated that 3 GIS training courses were held in the GIS Lab in Summer 2006.

Ken Bates stated that the KSU LAB is being used for research at KSU. He stated that GIS will be used to support agricultural and aquaculture programs. He stated that GIS could be used a leverage in grants for KSU research. He stated that KSU Lab assisted a wildlife biologist to do impact studies of Kentucky Nature Preserves. He stated that KSU will integrate GIS into Facilities Management programs for the University. He stated that KSU students will be better prepared for intern programs in geospatial technologies in the State Government. Mr. Bates stated that KSU has committed significant resources to make the GIS Lab successful.

Mr. Bates stated that the KSU GIS Lab has 15 workstations. He stated that the Lab is on a gigabit network. He also stated that KSU is a mirror site for the Division of Geographic Information statewide GIS data. He stated the Kentucky Data is valuable to training. He stated that staff trained in GIS at the KSU lab would be able to go immediately use skills using Kentucky Data. Mr. Bates stated that the GIS Lab does ESRI Authorized Training. He also stated the Lab will be used extensively in KSU degree programs.

UNIVERSITY OF KENTUCKY PRESENTATION

Ms. Ellington introduced David Kaiser, Civil Engineer at the University of Kentucky Physical Plant Division (PPD). Mr. Kaiser stated that the University of Kentucky uses GIS for facilities management. He stated the he was introduced to GIS through a presentation to the Master Planning and Design Department. He stated that he was skeptical at first, due to the lack of survey-grade accuracy. He stated that he started with a small planning project and started to realize the value of the GIS databases and integration of the facilities plan with other databases.

Mr. Kaiser stated that PPD maintains a sketch map of facilities for the University of Kentucky. He stated that the previous engineer using a wheel. He stated that the sketch maps are kept in AutoCAD format. He stated that the sketch map is used by UK for their website. He stated that PPD is in the process of entering all of its facilities and utilities into GIS. He stated that the GIS map may become the authoritative map of the University of Kentucky. He stated that the Director and Vice-President were at odds over the use of GIS. He stated that Vice-President of Facilities Management insisted on using GIS. He stated that Michelle Ellington is assisting PPD in implementing a FM GIS system.

Mr. Kaiser stated that PPD used GIS to analyze crime on the UK campus. He stated that GIS is also used to link information pages of all of the meeting rooms on the UK campus. He stated that each conference room is linked to the building, and information is maintained on these facilities. He stated that UK is tracking capital projects with GIS. He stated that GIS is assisting PPD in maintaining current maps for the campus.

He stated that GIS staff were recruited to handle the tasks of creating and maintaining a PPD GIS system. He stated that other departments are not ready to migrate their information to the GIS system. He stated that one goal of the PPD GIS is to integrate facilities information with the new enterprise accounting system. Ms. Ellington stated that PPD plans to implement a field mapping program using GIS system and mobile data systems.

KAMP WEBSITE DEMO

Ms. Ellington demonstrated the KAMP website, located at kampro.org. Ms. Ellington was recognized by Trisha Brush and the KAMP members for her hard work on the website.

DISCUSSION FORUM

Ms. Ellington introduced a discussion about GIS implementation, use, and challenges in Kentucky. She used the responses of Dave Estes from Marshall County GIS as examples. The main challenges facing most organizations include: lack of understanding of GIS technology, organizational differences that prevent data sharing, and funding constraints. KAMP users suggested that local GIS organizations share resources and knowledge to further GIS as a discipline.

On a motion from Lance Morris, second by Michelle Ellington, and a unanimous vote the KAMP meeting was adjourned at 3:30 PM.