REVISED JANUARY 1997 DISTRICT 5 INSTITUTE OF TRANSPORTATION ENGINEERS MANUAL OF OPERATIONS Contents Page 1. INTRODUCTION. .. . .. . .. . .. . . . .. . . 3 2. DUTIES AND RESPONSIBILITIES OF OFFICERS.. . . 3 2.1 District Board.. . .. . .. . . . .. . .. . . .3 2.2 President.. . .. . .. . .. . . . .. . .. . . .4 2.3 Vice President.. . .. . .. . . . .. . .. . . .7 2.4 Secretary-Treasurer.. . .. . . . .. . .. . . .9 2.5 Directors.. . .. . .. . .. . . . .. . .. . . 15 2.6 Past Presidents. . .. . .. . . . .. . .. . . . . . . . .16 3. DUTIES AND RESPONSIBILITIES OF COMMITTEES . . .17 3.1 Annual Meeting Local Arrangements .. . .. . . . 17 3.2 Annual Meeting Statistics. . . . .. . .. . . . . . . . .17 3.3 Audit. . .. . .. . .. . .. . . . .. . .. . . . 17 3.4 Awards . .. . .. . .. . .. . . . .. . .. . . 17 3.5 Bylaws . .. . .. . .. . .. . . . .. . .. . . 24 3.6 Education and Student Chapters. . .. . .. . . . . . . . .25 3.7 Historical Records Committee . . .. . .. . . . 30 3.8 Membership. . .. . .. . .. . . . .. . .. . . 31 3.9 Nominations . .. . .. . .. . . . .. . .. . . 32 3.10 Past Presidents. . .. . .. . . . .. . .. . . . . . . . .33 3.11 Publications, Public Relations. . .. . .. . . . . . . . . . 33 3.12 Site Selection.. . .. . .. . . . .. . .. . . 36 3.13 Technical Council. .. . .. . . . .. . .. . . . 37 3.14 Tellers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 43 4. CHARTER, BYLAWS & ABD BYLAWS .. . . . .. .45 4.1 District 5 Charter. .. . . . .. . .. . . . . . . . . . . . . ..45 4.2 District 5 Bylaws . .. . . . .. . .. . . . . . . . . . . . . ..50 4.3 Associated Business Division Bylaws.. . . . . . . . . . . 60 APPENDICES. . .. . .. . .. . .. . . . .. . .. . . 65 1. INTRODUCTION District 5 of the Institute of Transportation Engineers exists under Charter by the Institute and operates under government established by Bylaws most recently approved on December 4, 1987. Responsibility for the government of the District is vested in the District Board by the Bylaws. This Manual should be considered as a series of guidelines, and not absolute requirements, for officers and committees of the District. These policies were fabricated in a spirit of professional courtesy to future officers, with the intent of making their jobs easier and of improving future operations of the District. 2. DUTIES AND RESPONSIBILITIES OF OFFICERS 2.1 DISTRICT BOARD The By-Laws establish that the Board of Directors shall govern the District activities. The Executive Board consists of the President, Vice-President, and Secretary-Treasurer. The remaining members of the Board of Directors are the International Director, the Past President, and a Representative from each Section. 2.1.1 The Executive Board should formally approve: A. All non-routine expenditures. B. Annual Meeting site selections. C. Special Awards and best Technical Committee Report Award recipients. 2.1.2 The Executive Board should meet at least two times each year with other meetings as necessary: A. A meeting of the entire District Board should be held at the start of the Annual Meeting, usually on Sunday afternoon. B. An end-of-year meeting, usually in early December at the site the second following Annual Meeting. This meeting should include the entire District Board and other appropriate individuals such as Committee Chairmen and Section Presidents. C. A mid-year meeting may be held in conjunction with the Annual International Meeting or in conjunction with one of the Section's Annual Meetings. 2.2 PRESIDENT The President shall preside at Annual Meeting functions and direct the activities of the District. Duties and procedures for action of the President are listed below, broken into pre-election, Annual Meeting of election, post Annual Meeting, yearly, mid-year meeting, pre- Annual Meeting and Annual Meeting duties. 2.2.1 Pre-Election Activities A. Prior to taking office and before the end-of-year meeting, the President-Elect should select and contact potential committee chairmen. This will allow the committee chairmen to attend the initial Board meeting to discuss committee activities with the current chairmen at the Annual Meeting. It also will enable early printing of the yearbook and initial newsletter. Committee chairmen (and members) of the Audit and Tellers Committee are usually not chosen prior to the Annual Meeting. The membership chairman is usually chosen by the incoming Secretary-Treasurer. B. At the same time that Committee chairmen are chosen, the committee members should preferably be chosen also. Committee memberships should reflect all geographical sections. Membership recommendations for the committees are listed under each committee description. C. Preparation for the Annual Meeting and the coming year should address the duties listed in other sections. 2.2.2 Annual Meeting of Election A. The President traditionally presents a plaque of recognition to the Immediate Past President at the Annual Banquet. 2.2.3 Post Annual Meeting of Election A. By the year end meeting the President elect should complete all committee assignments and write all committee Chairmen charging them with their responsibilities and listing all committee members. Copies should be sent to all committee members. (See Exhibits B through H) B. The President should write all National ITE officers who attended the Annual Meeting. 2.2.4 Activities During the Year A. The President should provide timely messages for each edition of the Newsletter. B. Section Meetings - The President should attend as many different Section meetings as possible with preference given to Section Annual Meetings. The Executive Board may choose to establish a schedule of attendance at Section meetings so that at least one meeting of each section is attended by an officer of the District Executive Board. C. The President should conduct all business necessary for the smooth operation of the district. 2.2.5 End-of-Year Executive Board Meeting A. Usually at least one meeting during the year is necessary to conduct District business that cannot be handled by correspondence. The meeting is usually early in December at the site of the second Annual Meeting to follow. B. The President should make the arrangements through the Annual Meeting Chairman for that meeting and notify the Executive Board members. C. All Committee Chairmen, Section Representatives to District 5, and District Director(s) should be invited along with all Annual Meeting chairmen. D. The President should prepare an agenda for the meeting (see Exhibit I) E. Have new officers sworn in by Immediate Past President or an International Executive Board Member. (See Exhibit R) 2.2.6 Pre-Annual Meeting Activities A. Arrange with Annual Meeting Chairman for Board Meeting Sunday afternoon of the Annual Meeting. This meeting is to conduct District business and to coordinate the activities of the meeting. B. Arrange for Section and District Officers Breakfast (usually Monday morning) with Annual Meeting Chairman. Prepare agenda for breakfast meeting and invite Section Presidents, District 5 Officers and District Representatives. C. Prepare agenda for Sunday Board meeting and send to appropriate officers, committee chairman, etc. Secretary- Treasurer and District Director candidates should be invited to attend. D. Prepare agenda and head table seating arrangement for Keynote Luncheon. E. Prepare for Business Meeting. 1. Prepare agenda (see Exhibit J.) 2. Coordinate activities with officers and Local Arrangement Committee. F. Prepare for Banquet 1. Prepare agenda (see Exhibit K.) 2. Prepare head table seating arrangement. 3. Coordinate seating with space available. 4. Coordinate activities with Officers and Local Arrangement Committee. G. President's Plaque. 1. At the Annual Banquet, the President presents a plaque to the Immediate Past President for service to the District as Secretary-Treasurer, Vice-President and President. 2. Approximately 60 days before the Annual Meeting, prepare a sketch of the plaque and send letter and sketch requesting plaque to be sent to Vice-President and invoice to Secretary-Treasurer. 3. (See Exhibit L.) 2.2.7 Annual Meeting Duties A. Preside over District Board, Meeting (usually on Sunday afternoon.) B. Preside at District and Section Officers Breakfast. C. Preside at Keynote Luncheon. D. Appoint Audit Committee of at least three members in attendance to review the District Books. Coordinate delivery of the books from the Secretary-Treasurer in time for the review to be completed by the Annual Business Meeting. E. Appoint a Tellers Committee of at least three members in attendance at the Annual Meeting to count the ballots at the Annual Business Meeting. F. Appoint a Parliamentarian for the Annual Business meeting, and make sure that he/she has access to a copy of the Bylaws and Robert's Rules of Order (a copy is in the Secretarial files.) G. Preside at Annual Business Meeting. H. Follow agenda. I. Preside at Annual Banquet. 2.3 VICE-PRESIDENT 2.3.1 Presidential Assignments During the year, perform the assignments as given by the President. 2.3.2 Selection of Next Year's Committees A. At least the following standing committees shall be appointed: Annual Meeting Site Selection, Associated Business Division, Education, Training and Student Chapters, Membership, Officers and Section Representative Nominations, Publications and Public Relations, Special Awards, Technical Council, and Traffic Engineers Consultants plus other ad hoc committees that are deemed desirable. B. Contact the selected Committee Chairmen, beginning approximately 60 days before the year-end Board Meeting to ascertain their willingness to serve. C. The remaining selected Committee Members should be contacted also. 2.3.3 Annual Meeting Activities A. Business Meeting 1. Prepare and give Vice-President's Report, which would include results of assignments given by the President. 2. Prepare and read resolution thanking the Local Arrangements Committee. (See Exhibit L.) B. Banquet - Read resolution thanking the Local Arrangements Committee. C. Preside at meetings in the President's absence. 2.3.4 Mid-Year Report Prepare the District Annual Report which is submitted to International. This is usually due in the Summer. 2.3.5 Year-End Activities Prepare budget for following year to present for approval at year-end Board meeting. (See Exhibit T) 2.3.6 File IRS Tax Form Prepare and file IRS Form 990 by the 15th of May if the gross receipts totaled more than $25,000 for the previous year. If the gross receipts totaled less than $25,000, the prepare and file IRS Form 990E showing zeros for the amounts. (Gross receipts include, but may not be limited to the SDITE Treasurer's Account and the Annual Meeting Account.) 2.3.7 Operations Manual Maintain the District's Operations Manual. This involves keeping the master electronic file, revising it as necessary to incorporate changes adopted by the Board, and distributing copies as requested. 2.4 SECRETARY-TREASURER (SECRETARIAL DUTIES) 2.4.1 Membership - The Secretary-Treasurer works closely with the chair of the Membership Committee. A. Membership List The Secretary-Treasurer should contact International ITE at the beginning of the term of office to obtain a listing of all members of the District. The listing can be sorted by Section, by grade category, etc. It should included the address and phone number of each member. From time to time it will also be necessary to order mailing labels in the same way. B. Member Grade Processing Procedure Member grade acceptance by District 5 is automatic since prospective member holds National ITE membership. C. Membership Report The Secretary-Treasurer calls International ITE to obtain current membership data to report to the Executive Board and to the membership at meetings. 2.4.2 Resignations, Forfeiture and Inactive Status A. Resignation -- in general, letters of resignation are sent directly to Secretary-Treasurer. 1. Records are checked to verify if current dues have been paid. 2. An Executive Board action form is prepared, noting the current dues status. 3. Completed file is returned to Secretary-Treasurer for action. 4. If action is affirmative, resignation is accepted in good standing and member's name is removed from District roster and is so recorded on ledger sheet. 5. If action is negative (generally, this occurs only if dues are in arrears), resignation cannot be accepted in good standing and applicant is so notified. Applicant may be given 30 days to pay his/her dues and resign in good standing. B. Forfeiture -- Forfeiture of Institute membership automatically results in forfeiture of District membership. District reinstatement is possible after Institute reinstatement. C. Inactive Status -- Any District member placed on inactive status by the Institute is also placed on inactive status by the District Board. 2.4.3. Election and Amendments to Bylaws - Secretary-Treasurer will conduct all elections and voting on amendments in accordance with provisions as outlined in Articles III, IV, VII, and VIII of the By- Laws. A. Determine list of eligible voters (student members and Institute Affiliates my not vote). The listing from International ITE can serve for this purpose. B. Order mailing labels from International ITE. Two sets will be needed for elections. C. Prepare ballots and balloting instructions (See Exhibit M). D. Prepare mailing - envelope, etc. Started early and have lots of labor lined up to help. This is a time consuming task which must be done in a tight time frame. E. For elections, send notices of election to all voters with name of nominated candidates. Request additional nominations with deadline in accordance with By-Laws. F. Send ballots or amendments to eligible voters, establishing return deadline in accordance with By-Laws. G. Receive and safeguard the returned ballots. H. Prepare instructions to Teller's Committee and tally sheet. (See Exhibit N.) I. Transmit unopened ballots along with Teller's Committee Report form and list of eligible voters to Teller's Committee, which is appointed by President. It is helpful if the returned ballots are "pre-checked" against the voters' list by the Secretary-Treasurer. J. Prepare letter to Newsletter (or to individual members if prescribed by President) detailing results of voting on particular issue. 2.4.4 Office Supplies - The Secretary-Treasurer is responsible for maintaining a supply of office materials as follows: A. Envelopes - approximately 3000 needed per year. B. Letterhead paper - approximately 1000-1500 per year C. Stamps - The Secretary-Treasurer shall purchase stamps for the conduct of official mailing as needed throughout year. 1. Quantity may run as high as 2000 stamps or more. 2. Generally first class mailing for weights under 2 ounces is as economical as third class. For heavier letters over 2 ounces, 3rd class may be desirable. Note: 3rd Class is not forwarded. D. Rubber Stamps 1. After assuming office, Secretary-Treasurer should have made a rubber stamp for his/her official return address. Other stamps already exist for official ballots, checking deposits. (TREASURER DUTIES) 2.4.5 Financial Records A. The District's funds are kept in an account in Atlanta, Georgia. It is managed by Shearson Lehman. A toll free phone number is available for questions and inquiries. Interest and dividends are applied monthly. B. The Secretary-Treasurer maintains an accurate record of the balance in the District checkbook. The checkbook should list the payee, the amount, the date, and the reason for payment for each check. C. Receipts should be kept for each expense. In the past, a folder or file of receipts was maintained, along with reconciled monthly statements from Shearson Lehman. If there is no receipt (i.e., annual support check to a student chapter), a letter of transmittal or a similar document may suffice. D. Accurate records of all monies or other contributions received shall be kept. The records should list the payer, the date, the amount, and the reason for the payment or contribution to SDITE. The computerized program Quicken should be used to maintain the financial records. E. The financial records are audited at the Annual Meeting. The Secretary-Treasurer should bring the checkbook, the file of receipts and account statements, and other financial data to the meeting. F. The Secretary-Treasurer should contact Shearson Lehman to obtain signature forms for transferring the account to the incoming Secretary-Treasurer. Take those forms to the December meeting of the Executive Board, because several signatures are required and it is easier to get them at the Board meeting. 2.4.6 Membership Dues A. International ITE collects the dues & sends them to the District. Normally, two checks are received each year. B. International ITE notifies the District of Members whose dues are delinquent. This is usually in the form of computer printouts. 2.4.7 Routine Payments - Certain recurring items will receive routine treatment by the Secretary-Treasurer. Examples include: A. Purchase of Stamps. B. District Newsletter Printing and Stamps - Periodically, editor will submit bills for this. Note that discount for early payment is usually given. C. Purchase of office supplies (See Section 4.6). D. An Annual Meeting advance, usually $2,500, is sent early in the year to the Annual Meeting General Chairman. E. Any other item may be paid for, if it is has been previously approved through adoption of the annual budget or by specific approval of the Executive Board. F. Before paying anything in doubt, consult Executive Board. G. Purchase of office supplies (See Section 4.6) "Secretarial Activities." (COMBINED SECRETARIAL AND TREASURER ACTIVITIES) 2.4.8 Business Meetings - Certain combined activities occur at the major business meetings. A. Two primary business meetings. 1. At Annual Meeting. 2. At Annual Banquet. B. Procedure 1. President will prepare agenda 2. Secretary prepares following reports: a. Secretary's Report which gives details District 5 activities for previous period, one year from Annual District 5 Business Meeting. b. Treasurer's Report which shows details District financial status for periods described above (See Exhibit S.) c. Membership report - describes current membership, desirably by Section an by class of member grade. Also, this report summarizes Board actions on resignations, forfeitures and transfers to inactive status. 3. Prepare a list of deceased members for tribute (part of Secretary's Report, International can supply some names of deceased members). 4. Prepare minutes of previous meeting for approval. 5. Bring checkbook an financial records to the meeting. 6. Minutes - Secretary-Treasurer is responsible for taking, compiling, and typing minutes all meetings. (See Exhibit P). a. hand-written copy b. tape-recorded copy c. typing of minutes d. distribution to Executive Board for review and approval e. get Section reports and Committee reports for inclusion. (See Exhibit O) f. keep (signed and dated) original copy in notebook, along with original copies of attachments 7. The Secretary-Treasurer should prepare and distribute the minutes early so officers and directors can take follow-up action. It is helpful for he Secretary- Treasurer to review the draft minutes to prepare a list of "action items" for the officers. 8. Highlights - From the Business Meeting minutes and the program of the Annual Meeting, the highlights of the Annual Meeting are prepared and forwarded tot the District 5 Newsletter Editor for publication. 9. Results of Election of Officers (names and addresses of all elected officers of the District and the dates on which the terms of each begins and expires) shall be reported in writing to the District Director and the Institute Headquarters within 30 days after election. 10. Next Year's Annual Meeting Information - Information on the Annual Meeting is sent to the Editor of ITE Journal Magazine include dates, location and name of contact person. 2.4.9 Executive Board Meeting - Such meetings as may be prescribed by the President will include District officers and Board members. A. There are normally two Executive Board meetings per year. These are usually held (1) the Sunday upon which the Annual Meeting begins, and (2) in early December. B. President will prepare agenda. C. Minutes may be required on substantive matters. Brief Secretary-Treasurer's report may be desired. (See Exhibit P.) D. Secretary-Treasurer will find it helpful to bring files and other information to turn over to the incoming Secretary-Treasurer at that time. 2.5 DIRECTORS 2.5.1 The District Director shall serve as a member of the International Board of Direction of the Institute. 2.5.2 The District Director shall represent the District at meetings of the International Board. 2.5.3 The District Director as an individual Board member, and the Directors collectively as a Board, shall exercise the duties and responsibilities as defined in the Constitution and in duly adopted Institute Procedures and Board Procedures. 2.5.4 The District Director shall provide periodic reports to the District President, advising of International Board and Institute actions and activities which may be of interest. Such reports should be submitted prior to each meeting of the District Board, and on other occasions, when timely and pertinent information is available. 2.5.5 The District Director should also provide periodic reports to Sections within the District, advising of International Board and Institute actions and activities which may be of interest. 2.5.6 The District Director shall act as a liaison between the District and the International Board and shall bring matters identified by the District Board before the International Board for discussion and/or resolution. 2.5.7 The District Director will annually/periodically when requested by the International President, nominate candidates from the District to serve on such International standing committees as Constitutional Amendments, Nominating, and Resolutions, as well as other pertinent committees. 2.5.8 The District Director shall serve as a member of the District Board. 2.6 PAST PRESIDENTS 2.6.1 Presidential Assignments - There are several presidential assignments given to the Past-Presidents. 2.6.1.1 Immediate Past President: A. Chair of Officers Nominating Committee; duties of this committee are described in Section 3.8. B. Vice-Chair of Special Awards Committee; duties of this committee are described in Section 3.4. 2.6.1.2 Second year Past President A. Chair of Special Awards Committee; duties of this committee are described in Section 3.4. 2.6.1.3 Other assignments - During the year, perform other assignments as given by the President to the Past President Committee; duties of the Past President Committee are described in Section 3.9. 2.6.2. Annual Meeting Activities 2.6.2.1 Business Meeting A. Prepare and give the following reports 1. Officers Nominating Committee Report. 2. Special Awards Committee Report. 3. Other assignments given by the President. B. Installation of New Officers 1. Give the Oath of Office (see Exhibit R) to the Incoming President, Vice-President, Secretary- Treasurer and District Director (if newly elected). 2.6.2.2 Presentation of the Awards at Annual Banquet. 3. DUTIES AND RESPONSIBILITIES OF COMMITTEES 3.1 Committee: ANNUAL MEETING LOCAL ARRANGEMENTS Appointed by: Board of Directors. No. Members: See Annual Meeting Manual for guidance. Duties: See Annual Meeting Manual for guidance. 3.2 Committee: ANNUAL MEETING STATISTICS Appointed by: President No. Members: One (1) Duties: Prepare report on Annual Meeting. A. Some data is compiled during the Annual Meeting. B. Urge Local Arrangement Committee (L.A.C.) chairmen to submit their final reports as soon as possible after the Annual Meeting. The report is a valuable tool for use by the next year's L.A.C. is planning for next Annual Meeting. C. See Annual Meeting manual (section 24). 3.3 Committee: AUDIT Appointed by: President No. Members: Three, chaired by incoming Secretary-Treasurer Duties: Conduct audit of the District financial records for the past year at Annual Meeting. Report to the membership at Annual Business Meeting. 3.4 Committee: AWARDS Appointed by: President No. Members: Duties: Distinguished Service Award, Outstanding Individual Activity Award, Young Member Award, and Outstanding Section Award selections; preparation of all awards for annual banquet; preparation of Awards Booklets. 3.4.1 Area of Study: General Guidelines A. Herman J. Hoose Distinguished Service Award, Marble J. Hensley Outstanding Individual Activity Award, and Joseph M. Thomas Young Member Award 1. Approximately on November 1, solicit nominations from committee members, Section Representatives, District officers, and Section Presidents. Nominations from a Section Representative may be from within that Representative's Section or from another Section. A standard form for nominations should be provided by the Awards Chairman; 2. Approximately on February 1, ask committee members to rank their preferences for each award from the nominations. Rankings should be tallied as follows: #1 ranking 3 points, #2 ranking = 2 points, #3 ranking 1 point. The nominee receiving the highest number of points will be the award recipient. 3. Approximately on February 15, submit the committee's recommendation to the District President, asking for the Executive Board's approval. Otherwise, the outcome of recipient selection should remain confidential. 4. Retain nominations from three years to pass on the next year's chairman for information and use if there is little response to his/her call for award nominations. 5. Any Southern District member can submit nominations but should be encouraged to do so through the Section Representative. 6. Include an announcement of the solicitation of award nomination in the fall newsletter along with a brief summary of the awards. 7. These awards shall be presented at the Annual Meeting Banquet. 8. The Awards Committee Chairman should discretely check to see if the recipient will attend the Annual Meeting Banquet. 9. Brief descriptions of these awards, the people for whom they are named, and the past recipients are attached as Exhibits V through W. B. Outstanding Section Award 1. Approximately on November 1, ask each Section President to submit his/her Section Annual Report by January 15. Require that the submission be in the form that will be required by International ITE for its selection for the Section Activities Award. 2. Approximately on February 1, ask the committee members to rank their Outstanding Section preferences. Tally points as described 3.4.1.A.2. 3. Approximately on February 1, ask the President of the last Outstanding Section to forward the traveling award for engraving. 4. Approximately on February 15, submit the committee's recommendation to the District President, asking for the Executive Board's approval. Otherwise, the outcome of recipient selection should remain confidential. 5. Forward the Section reports to the Secretary/Treasurer for the District file. 6. Submit winning Section's report to International ITE as required to have it compete for the International Section Activities Award. 7. The District Outstanding Section Award shall be presented at the Annual Meeting Banquet. 3.4.2 Area of Study: Distinguished Service Award A. Definition of Award - The Award shall be presented to an individual who, over a period of years, has contributed outstandingly to the advancement of transportation engineering and the Southern District, ITE B. Name of Award - Because of its very nature and importance, the award is named after an individual who has intrinsically and unselfishly given of this time and talents to the furtherance of his profession and his professional organization, an individual who, by this personal integrity, leadership and example inspires all of his fellow professionals to greater service. The award shall be named the "Herman J. Hoose Distinguished Service Award." C. Evaluation of Candidates - This evaluation shall include such personal traits as integrity, morality, and leadership, individual accomplishments such as traffic engineering innovations, technical research, and paper writing and organizational service such as meeting participation and committee work. D. Selection of Award Recipient - Each year only one individual shall be selected for this high award. If, in the opinion of the Awards Committee and the District Executive Board, no individual qualifies for this high award, none shall be given. E. Form of Award - This Award shall be a plaque 3.4.3 Area of Study: Outstanding Individual Activity Award A. Definition of Award - The Award shall be presented to an individual who, over one of the three previous years, has contributed outstandingly to the advancement of transportation engineering and the Southern District, ITE B. Name of Award - Because of its very nature and importance, the award is named after an individual who has untiringly and unselfishly given of his time and talents to the furtherance of his profession and his professional organization, an individual who, by his personal integrity, leadership and example inspires all of his fellow professionals to greater service. The award shall be named the "Marble J. Hensley Outstanding Individual Activity Award." C. Evaluation of Candidates - This evaluation shall include such personal traits as integrity, morality, and leadership, individual accomplishments such as traffic engineering innovations, technical research, and paper writing and organizational service such as meeting participation and committee work. D. Selection of Award Recipient - Each year only one individual shall be selected for this high award. If, in the opinion of the Awards Committee and the District Executive Board, no individual qualifies for this high award, none shall be given. E. Form of Award - This Award shall be a plaque 3.4.4 Area of Study: Young Member Award A. Definition of Award - The Award shall be presented to an individual who, over that person's young professional career, has contributed outstandingly to the advancement of transportation engineering and the Southern District, ITE. B. Name of Award - Because of its very nature and importance, the award is named after an individual who has untiringly and unselfishly given of his time and talents to the furtherance of his profession and his professional organization, an individual who, by his personal integrity, leadership and example inspires young professionals to greater service. The award shall be named the "Joseph M. Thomas Young Member Award." C. Evaluation of Candidates - This evaluation shall include such personal traits as integrity, morality, and leadership and individual accomplishments such as traffic engineering innovations, technical research, and paper writing and organizational service such as meeting participation and committee work. ITE organizational work to be considered may be on the District level or only on the Section level. The recipient shall be under the age of 35 years. D. Selection of Award Recipient - Each year only one individual shall be selected for this high award. If, in the opinion of the Awards Committee and the District Executive Board, no individual qualifies for this high award, none shall be given. E. Form of Award - This Award shall be a plaque. 3.4.5 Area of Study: Outstanding Section Award A. Define Nature of Award - Award for the Section which did the most to advance the traffic engineering profession in the past year. B. Select Name for Award - "Outstanding Section" C. Criteria for Measuring Performance of Section - The criteria listed below were taken from instructions given to the International ITE Awards Committee in March, 1995. Each year, the Awards Chairman should check with International to make sure that these are still the criteria for award selection. These criteria should be sent to the Sections with the request for reports. 1. Involvement of Section Members a. Does the Section have a full roster of Section officers and committee chairs? b. Are a significant percentage of Section members also International ITE members? c. Does the Section have programs to recognize special achievement by Section members? 2. Finances a. Has the Section properly managed its income and expenditures? 3. Legislative Activities a. Does the Section monitor legislative activities within the Section? b. Has the Section provided written or oral testimony to any legislative body? 4. Meeting/Technical Activities-- a. Does the Section meet frequently? b. Are the topics of technical meetings timely? c. Has the Section developed any unique activities? d. Does the Section actively participate with other professional societies (joint meetings, technical projects, etc.)? e. Has the Section produced a technical report? f. What is the quality of the report? 5. Student Members a. Does the Section make special efforts (waived or reduced dues, Student member nights, etc.) to involve Student members? b. Does the Section conduct activities with Student Chapters (joint meetings, mentoring, guest speakers, technical projects and competitions)? D. Report on Section Activities - The Section's Annual Report will be the basis for the Awards Committee's selection of Outstanding Section. The report shall be in the form required for submission for the International ITE Section Activities Award. For 1995, this form was a standard report form plus up to three additional pages of information. E. Selection of Awards - Each year, only one Section will receive this award. If, in the opinion of the Awards Committee and the District Executive Board, no Section qualifies for this award, none will be given for that year. F. Form of Award - Traveling Plaque 3.4.6 Preparation of Plaques and Certificates A. Preparation of all plaques and certificates shall be the responsibility of the Southern District's Awards Committee. 1. In the case of technical awards, the Chairperson of the Technical Council shall advise the Awards Committee Chairman of the winners and awards forthcoming from the technical competition in a timely fashion. 2. Student award recipients shall be obtained from the Chairman of the Education and Student Chapters Committee. 3. Past President's Plaque is the responsibility of the President. However, the Awards Committee Chairman should check with the President to insure that the plaque will be ready. 3.4.7 Preparation of Awards Booklets A. An Awards Booklet in honor of each of the three individuals for whom the awards have been named should be prepared and presented to the award winners along with the previously mentioned plaques. B. The format and content of these booklets will be established by the Board. C. The booklets should be kept on electronic file and updated as required each year before being prepared and presented. 3.4.8 Other A. The Chairman of the Awards Committee shall serve as an ex- officio member of each review subcommittee established by the Technical Council. This ex-officio member shall not vote, except to break a tie. (See Section 3.12.) 3.5 Committee: BYLAWS Appointed by: President No. Members: Three (3) Duties: Study proposed changes to the District By-Laws and make recommendations to the Board. This committee will not be needed most years and should be appointed only if a proposal exists to revise the Bylaws. 3.6 Committee: EDUCATION AND STUDENT CHAPTERS Appointment: By incoming Vice President (two-year terms with one-half of committee appointed each year. The Vice President appoints the Vice Chairman who becomes Chairman in the following year). No. Members: Five (5) Duties: 1. General CHAIR: The Chairman is responsible for encouraging student activity within the District including the formation of new Student Chapters and overseeing all correspondence and notifications, distributing reports and student papers for evaluation and judging, and otherwise overseeing committee operations. In early January, the Chairman notifies each Student Chapter of the March 1 deadline for the student paper and student chapter competition. The Chairman should indicate that District 5 provides $100 to each Chapter that submits an Annual Report, and that for each of the two competitions, there is a $100 award to the winner and a $50 award to the runner-up, plus up to a $200 travel reimbursement to permit the author of the Outstanding Student Paper to attend the District's annual meeting. It should be clearly noted that, even though the District follows the ITE guidelines, our deadline of March 1 for both competitions will likely be earlier than that indicated in the ITE announcements. Further, it is imperative that the Student Chapters and students comply with the March 1 deadline established by the District. This letter of notification of competition should also contain copies of the latest announcements from ITE, noting that the Student Chapter and student should check the new announcements to ensure that there are no changes. In early September near the beginning of the new academic year, the Chairman should again notify the Student Chapters of the competitions for the upcoming year, so that students will have ample time for preparation. This notification should contain the same information as the January letter described above. VICE CHAIR: The Vice Chairman obtains a copy of the Student Chapter Manual and reviews it at the beginning of his or her term. Early in his or her term, the Vice Chairman contacts each Student Chapter to obtain the name, address, phone number, fax number, and E-mail address of the current faculty advisor. This information is reported to the District 5 President, who must report it to International ITE in February or early March of each year. International ITE has prepared a very comprehensive "Student Chapter Manual". Among other topics, the Manual outlines how to form a Student Chapter. The Committee Chairman and Vice Chairman should have copies of the Manual. 2. Select Outstanding Student Paper Award Early in the year, International ITE sends a letter to each student member outlining the student paper competition. This letter explains the criteria for the contest and that the paper is to be submitted to the Chair of the District Education and Student Chapter Committee. International ITE also sends a reminder letter to the Student Chapter Chairman establishing the eligibility criteria, the time period for the award, and the criteria for judging. District 5 uses the same criteria as International ITE for eligibility. Each entrant must be a student member of ITE at some time during the academic year in which the paper is submitted and must have been a student member while completing the work that was the basis for the paper. Note that the District's submittal deadlines may differ. The Committee Chairman should check with International ITE to confirm that each student submitting a paper is a student member of ITE. It would be very embarrassing to later discover that an award winner was ineligible. Checking with International ITE early in the process can help avoid controversy. As entries are received by the Committee Chairman, a letter should be sent to the author of the paper acknowledging receipt, explaining that the review process takes considerable time and that the student may not hear about the results for six weeks. The papers are due to the Committee Chairman on March 1. The District Committee reviews them and selects a winner and a runner-up by April 1. The Chairman reports the winner to International ITE and to the President of District 5. The award is presented at the District Annual Meeting of the same year. The notification to International ITE normally includes the names and addresses of all students submitting papers, and the original plus five copies of the winning entry. The letter to the President of District 5 normally includes the names and addresses of all participants, the name of the winner, and the name of the runner-up. The President of District 5 writes to the winner to acknowledge the award, to extend an invitation to the winner to present the paper at the upcoming Annual Meeting, and to notify the winner that he/she can be reimbursed up to $200 for travel to attend this meeting. The President also writes to the runner-up to acknowledge the award. The President asks the Secretary-Treasurer to send a $100 check to the award winner and a $50 check to the runner-up, or he/she may opt to send the checks in the acknowledgement letters. Copies of the letters should be sent to the appropriate Student Chapter Faculty Advisor. The Chairman shall make certain that the winner is placed on the program. The Chairman also writes to each student submitting a paper to notify them of the winner and to encourage them to remain active in ITE. The letter should be very positive and congratulate the student for his/her initiative. Again, a copy should be sent to the appropriate Student Chapter Faculty Advisor. The Committee Chairman normally keeps a copy of each paper for later reference and to resolve any controversies which may arise. The judging of the papers is normally simplified if the Committee Chairman prepares a score sheet listing the names of the candidates, the topics of their papers, the categories of judging, and the weight assigned to each category. 3. Select Best Student Chapter of the Year Award Each Student Chapter is to submit a written Annual Report to the District, pursuant to the requirements, guidelines, and reporting period established by International ITE. Early in the year, International ITE writes each Student Chapter and informs them of these requirements. A copy of the format is provided to each chapter at that time. It is imperative that the submittal forms provided in the current year announcement be used to ensure that the report will be fairly evaluated. An original plus five copies of the reports are due to the District Student Chapter Committee Chairman on March 1. The Committee reviews the reports and selects a winner and runner-up by April 1. The Chairman notifies International ITE of the winner. The letter to International includes the name of the District Student Chapter winner, the original report submitted by that chapter, and five copies. The President of District 5 is notified of the names of each Chapter submitting an annual report and of the committee's choice as outstanding Chapter. Each Chapter submitting a report receives $100 from the District. The President of District 5 notifies the winning Chapter and the runner-up in writing, and asks the Secretary-Treasurer to send a check for the awards to the Chairman of the Committee. The winning chapter will receive $100 and the runner-up will receive $50. The Chairman should send a letter to each Student Chapter submitting a report, notifying them of the results of the competition, and forwarding a check for $100. Note that the checks for the award winning Chapters should include the $100 and $50 awards. The Committee Chairman normally makes copies of the reports submitted by the top three Chapters in the District, and forwards copies to each active Chapter. These are very useful in helping Chapters identify projects and plan their program of action. 4. Evaluate Applications for New Student Chapters Student groups desiring to form an ITE Student Chapter should contact International ITE to express their intent and request the proper materials. International ITE sends the student group a copy of the ITE Student Chapter Manual and explains that the application package to be submitted must include a completed Student Chapter Charter (from Appendix E of the Student Chapter Manual), a copy of the Chapter By-laws (from Appendix F of the Student Chapter Manual), a description of the academic program at the college or university, and a list of student members of ITE. International ITE also explains that the charter is awarded by the District, and that the application package should be submitted to the Chair of the Education and Student Chapters Committee. International ITE furnishes the student group the name and address of the Committee Chairman. Upon receipt of the application package, the Committee reviews the application and makes a recommendation to the District 5 Board of Directors, which grants or denies the charter application. 5. Update This Procedure This procedure is to be reviewed and revised as necessary at the end of each year, and submitted to the Board for approval. 6. See Exhibit U for example correspondence. Note that the dates do not necessarily agree with those contained herein. 3.7 Committee: HISTORICAL RECORDS Appointed by: President No. Members: Chaired by the Southern District Historian appointed by the President. The Historian will serve a minimum of two years. His or her term can be extended additional years upon appointment by the President. In the last year that the Historian is to serve, the President will appoint a Vice Chair of the Historical Records Committee. He or she will assume the chair the year following appointment and serve as Historian for a minimum of two years. The Historian may add other members to the Committee as needed to assist with his or her duties and/or to carry out any special assignments given the committee by the President or the Board of Directors. Duties: CHAIR: The Chairman will serve as the Southern District Historian and ensure that District records of lasting value are compiled, bound into an Annual File, and deposited in a central repository under his or her care. The Historian will maintain a detailed listing (or index) of items in the archived files and annually provide a copy of this listing to District Board members. The Historian also will compile an historical summary of the year's key activities and include such information in the bound copy of the Annual File as well as in a separate bound file containing historical summaries from past years. Exhibit A of this manual provides further detail as to those records that should be compiled each year by the Historian. VICE CHAIR: The Vice Chairman, appointed to serve the last year of the Historian's term, will learn the duties and responsibilities of the Chair, assist him or her as directed by the Chair, and assume the responsibilities of the Historian the year after appointment. 3.8 Committee: MEMBERSHIP Appointed by: President No. members: Five (5); no less than three shall be Fellows Duties: This committee shall take action as the applications for membership/transfer referred to the District by International ITE. A vote of at least four shall constitute election on transfer. Otherwise, an application shall be forwarded to the District Board for review. A favorable vote by a majority of the entire District Board shall constitute election on transfer. Membership election and transfers shall be reported to International and shall be effective when the applicant is accepted by International (when he/she pays his/her dues). 3.9 Committee: NOMINATIONS Appointed by: President No. Members: Chaired by immediate Past-President, with one person from each Section. See Article V of By- Laws. (Immediate Past President represents his/her section.) Duties: 1) Number of Nominations - one or more candidates are nominated for President (current Vice-President) and for Vice-President (current Secretary-Treasurer), at least two for Secretary- Treasurer. Every third year, nominee will be needed for District Director. 2) Approximately 180 days before the Annual Meeting, ask the members of the committee to contact each of the Section Presidents for names of possible candidates and to submit names themselves. Approximately 135 days before the Annual Meeting, ask the committee members to vote their preference for each office from the names submitted by Section Presidents and Committee Members. 3) Approximately 105 days before the Annual Meeting, write the nominees selected by the committee: - Notify them of their nomination - Ask for a letter from them indicating their willingness to run for the office and to serve if elected - Ask for a brief resume covering their current title, education, professional experience, ITE activities and other professional activities. 4) At least 75 days before the Annual Meeting, transmit the list of nominees to the Secretary- Treasurer, along with each nominees' written consent and resume. 5) See Exhibit Q. 6) This committee should abide strictly by the requirements in the By-Laws. 7) It is preferable for nominations to be ready by the year-end Board Meeting for presentation to the district Board. 3.10 Committee: PAST PRESIDENTS Appointed by: President No. of Members: Duties: The Past Presidents Committee traditionally studies areas of concern that are not covered by other committees and makes recommendations to the Board. This committee is appointed as needed. 3.11 Committee: PUBLICATIONS, PUBLIC RELATIONS Appointed by: President No. Members: Chairman/Editor and one Contributing Editor from each section. Duties: 3.11.1. General Guidelines. A. Keep it simple. B. Don't duplicate the effort being put forth in Section newsletters and the ITE Journal. C. Produce two publications per year (described in more detail later) D. Continue to use a volunteer editor or editors with a designated editor from each Section. A term of service of two year to three years for the editor or editors would be best, especially with the simplified publications which will be described later. E. Do not sell advertising. It is time-consuming and difficult and simply not worth the trouble. F. Use an informal layout to reduce the effort required to produce the publications. Desk-top publishing and a recognizable logo and heading can give a finished look to an informal layout. G. Inform the membership of the activities of District 5. H. Provide a forum for technical information exchange, if such an exchange is sought. I. Use information which is easily obtained. 3.11.2. District 5 Yearbook This publication should be mailed in January at the beginning of the district officers' terms. Use a simple format such as standard letter size paper which is stapled, "spiral" bound, or punched with three holes for insertion in a binder would not require "pasting up" originals to be reduced or printed on large sheets. Listed below are suggested contents for the yearbook with sources for each. A. District officers (from the District President or Secretary- Treasurer) B. District committees (Same source as above) C. Brief summary of the mid-year Board meeting (Secretary- Treasurer) D. Section officers (from Section Representatives) E. ABD membership with name, address, phone number, and contact person for each company (from ABD representative who can assure that each company is in "good standing" with the ABD) F. Award winning papers from the previous year's Annual Meeting. G. New members (from International; arrange in advance) H. Other possibilities for inclusion are listed below. These would not change from year to year with the exception of adding the latest year's award winners and President. 1) District Bylaws and Charter 2) Description of district awards 3) List of past award winner 4) List of Past Presidents and District Chairmen 3.11.3. Mid-year "newsletter" A. This publication would be produced in June, a couple of months or so after the Annual Meeting. It could be a single legal size sheet printed on both sides, folded and stapled for mailing. This mailing should contain a summary of the Annual Meeting, including award winners, Local Arrangements Committee (LAC) members, statistics, pictures (if possible), election of this information should be readily available from the Secretary-Treasurer or the LAC Chairman. B. Any remaining space in this publication could be dedicated to idea sharing, reports on projects from throughout the district, abstracts from technical reports, and any other information the section editors want to send in. By having the main purpose of this mailing the report on the Annual Meeting, the editor doesn't feel obligated to "round up" the additional information. The opportunity for technical exchange is there, but the exchange isn't required. C. With the use of information which is readily available, the time required to obtain it will not be great. With an informal layout, typing time will still be required to put the information together, but at least the hours spent laying out and pasting up an original will not be necessary. A printer can collate, staple, and fold as necessary. Finally, the editor will still have to label and sort the publications for mailing. 3.11.4 Mailing labels are presently obtained from International ITE. They should be requested two months prior to the Newsletter publication date. 3.11.5 To pay for production of a newsletter, receipts are sent to the Secretary/Treasurer as reimbursement for the Editor. If operating money is needed, the Editor sends a letter to the Treasurer with estimated costs, the balance being settled later after receipts are tallied. 3.12 Committee: SITE SELECTION Appointed by: President No. Members: 3 Duties: Evaluate proposals from Sections to host the District Annual Meeting 5 years hence and make recommendations to the Board. See Section 1.0 of the Annual Meeting Manual. Year Section 1995 Georgia 1996 Deep South 1997 Kentucky 1998 Tennessee 1999 Alabama 2000 South Carolina To provide a more geographically-balanced rotation pattern, the Executive Board approved on April 23, 1994, the following rotation: Year Section 2001 Virginia 2002 Louisiana 2003 North Carolina 2004 Kentucky 2005 Georgia 2006 Mississippi 2007 Tennessee 2008 South Carolina 2009 Alabama States may elect to switch years with the approval with the Site Selection Committee and Executive Board. 3.13 Committee: TECHNICAL COUNCIL Appointed by: President appoints chair, Section Presidents appoint Section Tech Council representatives No. Members: Nine (9); to include a chairperson and the Technical Committee Chairperson or other representative from each Section in the Southern District. Duties: (1) Assist the Local Arrangement Committee in preparing the technical program for the Annual Meeting, (2) Issue the call for and evaluate the papers submitted for the technical paper and committee awards described later, (3) Coordinate technical activities of the Sections in the Southern District, (4) Compile a list of the technical activities by each Section in the Southern District, and include it in the Spring Newsletter of the SDITE. 3.13.1 CATEGORY OF AWARDS: Best Sponsored Technical Paper Award and Best Non-Sponsored Technical Paper Award A. DEFINITION: These awards shall be given annually for the best technical paper submitted by a member, or members in the case of co-authorship, of the Southern District. The term "Sponsored" implies that the paper was prepared essentially as part of the author's job responsibility and on company time. The term "non-sponsored" implies that the paper was prepared on the author's own time and essentially apart from his/her job responsibility. If, in the opinion of the Technical Council and District Board, no outstanding papers are submitted, no awards will be given for that year. B. NAME OF AWARD: There will be two award names in each category--one for the best paper and one for the runner-up paper. The names of these awards will be as follows: 1. District Outstanding Sponsored Technical Paper 2. District Outstanding Non-Sponsored Technical Paper 3. Certificate of Recognition or Honorable Mention (Runner-up) Note: There shall be no ties. C. PURPOSE OF AWARD: This award has two purposes: 1. To generate competition and encourage participation on a technical level. 2. To promote new professional and technical approaches to traffic engineering and transportation problems. D. REQUIREMENTS: To qualify, the paper shall meet the following: 1. The author(s) shall be a member(s) of the Southern District. 2. The paper shall be typed, double-spaced, on one side of the page, and shall be a minimum of 1500 words in length. 3. The paper shall have been completed since December 1, of the year immediately preceding the current calendar year. 4. The original and five (5) copies shall be submitted. E. CRITERIA FOR SELECTING WINNING PAPERS: Six parameters shall be utilized by the review subcommittee, appointed in accordance with Section 3.12.1.g, to select winning papers. These parameters and the weighting factor for each are as follows: 1. Originality (20%) - To what degree does the subject matter and conclusions treat new ideas or call for a radical change in present thinking? How imaginative and original was the approach? To what degree were the qualities of inventiveness and ingenuity exercised? 2. Significance (20%) - To what extent are the contents of the paper a major contribution? Will it have a significant impact on safety or on major social factors? 3. Scope (15%) - To what degree is the paper complete in relation to its stated purpose? 4. Validity (20%) - How sound are the approach, data, and reasoning utilized in the paper? 5. Applicability (15%) - Can the results of the paper be applies in a practical manner toward solving traffic engineering or transportation problems? Does the paper lean toward practical or theoretical applications.? 6. Organization (10%) - Is the paper well organized and illustrated to emphasize the important points and to read logically form the introduction o the conclusions? Is it as concise and simple as possible, consistent with the full expositions of data and reasoning essential to the conclusions? F. DEADLINES FOR SUBMISSION OF PAPER: 1. Papers to be considered for this awards shall be submitted to the Technical Council by December 1. 2. The Technical Council shall review the papers and select the winner(s) by February 15. G. SELECTION OF AWARD RECIPIENT: The Chairperson of the Technical Council shall establish a subcommittee of the Technical Council to screen reports and recommend the winner to the District Board. The subcommittee shall consist of, at a minimum, three persons from the Technical Council. Members of the subcommittee should not be members of Sections from which a report being reviewed was received. Appointments from outside the Technical Council are allowable if this latter requirement cannot otherwise be met. The Awards Committee Chairperson, or other past president, shall serve as an ex-officio member of the subcommittee. This ex-officio shall not vote, except to break a tie. H. FORM OF AWARDS: 1. The award for the best paper shall be a plaque. 2. The award for the runner-up paper shall be certificate of recognition or honorable mention. I. PRESENTATION OF AWARD AND PAPER: 1. The award(s) shall be presented at the Annual meeting Banquet. 2. The winner of the "Best Paper" Award shall be invited to present the paper at a technical session at the Annual Meeting. 3.13.2. CATEGORY OF AWARDS: Best Technical Committee Report Award A. DEFINITION: This award shall be given annually for the best technical report submitted by a technical committee officially established by a Section in the Southern District. If, in the opinion of the Technical Council and District Board, no outstanding reports are submitted, no award will be given for that year. B. NAME OF AWARD: District Outstanding Technical Committee Report Note: There shall be no ties. C. PURPOSE OF AWARD: The purpose of the award is to encourage local members to participate in Section technical projects by researching, investigating, and reporting on transportation subjects, and to provide a means for the District to recognize outstanding accomplishments of such activities. D. REQUIREMENTS: To qualify, the report shall meet the following: 1. The report shall be written by a technical committee officially established by a Section in the Southern District. 2. The paper shall be typed, double-spaced, on one side of the page, and shall be a minimum of 1500 words in length. 3. The paper shall have been completed since December 1, of the year immediately preceding the current calendar year. 4. The original and five (5) copies shall be submitted. E. CRITERIA FOR SELECTING WINNING PAPERS: Six parameters shall be utilized by the review subcommittee, appointed in accordance with Section 3.12.1.g, to select winning papers. These parameters and the weighting factor for each are as follows: 1. Originality (20%) - To what degree does the subject matter and conclusions treat new ideas or call for a radical change in present thinking? How imaginative and original was the approach? To what degree were the qualities of inventiveness and ingenuity exercised? 2. Significance (20%) - To what extent are the contents of the report a major contribution? Will it have a significant impact on safety or on major social factors? 3. Scope and format(20%) - To what degree is the report complete in relation to its stated purpose? Is the report well organized and illustrated to emphasize the important points and to read logically from the introduction to the conclusion? Is it as concise and simple as possible, consistent with the full expositions of data and reasoning essential to the conclusion? 4. Validity (20%) - How sound are the approach, data, and reasoning utilized in the report? 5. Applicability (20%) - Can the results of the report be applies in a practical manner toward solving traffic engineering or transportation problems? Does the report lean toward practical or theoretical applications? F. DEADLINES FOR SUBMISSION OF REPORTS: 1. Reports to be considered for this awards shall be submitted to the Technical Council by November 1. 2. The Technical Council shall review the report and recommend a winner by December 1, thus in time for formal action by the District Board at its December meeting. G. SELECTION OF AWARD RECIPIENT: The Chairperson of the Technical Council shall establish a subcommittees of the Technical Council to screening reports and recommend the winner to the District Board. The subcommittees shall consist of, at the minimum, three persons from the Technical Council. Members of the subcommittee should not be members of Sections from which a report being reviewed was received. Appointments form outside the Technical Council are allowable if this latter requirement cannot otherwise be met. The Awards Committee Chairperson, or other past president, shall serve as an ex-officio member of each such subcommittee. This ex-officio shall not vote, except to break a tie. H. FORM OF AWARDS: 1. The award for the best report shall be a plaque for the Chairperson and certificates of recognition for each member of the winning technical committee. I. PRESENTATION OF AWARD AND PAPER: 1. The award shall be presented at the Annual meeting Banquet. 2. The winner of the "Best Committee Report" Award shall be invited to present the paper at a technical session at the Annual Meeting. J. SUBMITTAL TO ITE: The Technical Council shall be responsible for submitting the District Best Technical Committee Report to ITE for competition in ITE's Section Technical Awards. Unless otherwise informed by ITE, the submittal is due into ITE headquarters by December 15. Guidelines are provided in the "ITE Manual on Technical Activities for District, Sections, Divisions and Chapters", to ensure coordination with ITE. 3.13.3. PREPARATION OF PLAQUES AND CERTIFICATES Preparation of plaques and certificates shall be the responsibility of the Southern District's Awards Committee. The Chairperson of the Technical Council shall advise the Awards Committee Chairperson of the winners and awards in a timely fashions. 3.13.4 LIST OF TECHNICAL ACTIVITIES A. DEFINITION: The technical activities to be included in this list are studies sponsored by a Section of the Southern District and technical studies completed by the Universities, Transportation Centers, and State DOTs in the Southern District. The list shall include titles of studies and reports, names of researchers, and a very brief abstract of the study. B. DEVELOPMENT: Each member of the Technical Council will be responsible for updating the list regarding his/her Section and forwarding it to the Chair of the Technical Council. The Chair will be responsible for compiling and updating the list and providing the editors of the Newsletter with the final edition. 3.14 Committee: TELLERS Appointed by: President No. Members: 3 Duties: Count the ballots for the election of officers during the Business Meeting and report the results to the membership at the Annual Business Meeting. 4. CHARTER, BYLAWS & ABD BYLAWS ARTICLE I -- PREAMBLE Section 1.1 -- As authorized by the Constitution of the INSTITUTE OF TRANSPORTATION ENGINEERS, INC., hereinafter referred to as the Institute, the Board of Direction of the Institute, as recorded in the minutes of its meeting on August 14, 1987, grants this Charter for District 5 of the INSTITUTE OF TRANSPORTATION ENGINEERS, hereinafter referred to as the District. Section 1.2 -- This Charter shall be effective beginning June 1, 1988, and shall remain in effect including any amendments until rescinded by the Board of Direction of the Institute. Section 1.3 -- This Charter shall, on the date it becomes effective, supersede any previous charter or constitution of a District enrolling members from the designated area and shall annul any bylaws of such a District which may be in conflict with it. ARTICLE II -- AREA AND PURPOSE Section 2.1 -- The area designated as that of this District shall be Alabama, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, South Carolina, Tennessee, and Virginia (with the exception of the counties of Arlington, Fairfax and the cities within the confines of those counties) or as the area shall have been established from time to time by the Board of Direction of the Institute in accord with Article VIII, Section 1 of the Constitution as described in the attachment(s) hereto. Section 2.2 - To assist in advancing the purposes shown below, this District shall be exclusively administered and operated to receive, administer and expend funds for charitable and educational purposes within the meaning of Section 501 (c)(3) of the Internal Revenue Code of 1986. The purpose of this District shall be to improve the administration of the Institute affairs, provide member representation on the International Board of Direction, conduct an annual meeting for the interchange of technical and professional information, provide a regional conduit for the flow of information, and provide an opportunity for membership participation in Institute affairs. Section 2.3 - Nothwithstanding any other provisions of this Charter, the District is organized exclusively for one or more of the purposes specified in Section 501 (c)(3) of the Internal Revenue Code of 1986, and shall not carry on any activities not permitted to be carried on by an organization exempt from Federal income tax under Internal Revenue Code 501 (c)(3) or corresponding provisions of any subsequent Federal tax laws. Section 2.4 - No part of the net earnings of this District shall inure to the benefit of any member, trustee, director, officer of the organization or any private individual (except reasonable compensation may be paid for services rendered to or for the organization), and no member, trustee, director, officer of the organization or any private individual shall be entitled to share in the distribution of any of the organization's assets on dissolution of the organization. Section 2.5 - No substantial part of the activities of the District shall be carrying on propaganda, or otherwise attempting to influence legislation [except as otherwise provided by Internal Revenue Code 501 (h)] and it does not participate in, or intervene in (including publication or distribution of statements), any political campaign on behalf of any candidate for public office. Section 2.6 - In the event of dissolution, all of the remaining assets and property of the District shall after payment of necessary expenses thereof be distributed to such organizations as shall qualify under Section 501 (c)(3) of the Internal Revenue Code of 1986. Section 2.7 - In any taxable year in which the organization is a private foundation as described in Internal Revenue Code 501 (a), the organization shall distribute its income for said period at such time and manner as not to subject it to tax under Internal Revenue Code 4942, and the organization shall not (a) engage in any act of self-dealing as defined in Internal Revenue Code 4941 (d); (b) retain any excess business holdings as defined in Internal Revenue Code 4943 (c); (c) make any investments in such manner as to subject the organization to tax under Internal Revenue Code 4944; or (d) make any taxable expenditures as defined in Internal Revenue Code 4945 (d) or corresponding provisions of any subsequent Federal tax law. ARTICLE III -- MEMBERSHIP Section 3.1 -- Any Institute member of any grade who, according to Institute records, resides within the area designated for the District shall be a member of the District. Section 3.2 -- Institute members who are members of the District shall be entitled to all privileges of the District, except that Student members and Institute Affiliate members may not vote or hold elective office in the District unless the District Bylaws specifically grant such privileges and specify that such privileges extend only to those actions, elections, and offices which fall within the exclusive jurisdiction of the District. ARTICLE IV -- GOVERNMENT Section 4.1 -- The government of the District shall be vested in its elected officers and representatives who shall constitute a District Board. The International Director(s) shall be an ex-officio voting member(s) of the District Board. Section 4.2 -- The District Board shall manage the affairs of the District in conformity with the provisions of this Charter, the Constitution and the policies of the Institute and the policies of the Board of Direction. Section 4.3 -- The District shall adopt bylaws setting forth the structure of the District Board in accordance with this Charter and providing the manner of nominating and electing District officers and Section representatives and shall specify their terms of office. Section 4.4 -- The District shall elect and announce the names of their successful candidate for International Director at least fifteen (15) days prior to the date of the Annual Business Meeting of the Institute in the year prior to that Director's three (3) year term of office. Should the office of Director become vacant, the District Board may appoint a Director to complete the unexpired term. If the District Board fails to act within sixty days of notification of the vacancy, or at the request of the District Board, the Institute Board of Direction may appoint a Director to complete the unexpired term. Section 4.5 -- The District bylaws shall establish and govern appointment of committees as otherwise provide heretofore, number and times of meetings, methods of amending bylaws, and such other matters as the District may desire, provided such bylaws do not conflict with this Charter, the Constitution, and policies of the Institute or policies of the Institute Board of Direction. Section 4.6 -- Bylaws of the District may be adopted and amended after adoption only if the proposition is submitted as a mail ballot to all voting members of the District at least thirty days in advance of the date on which action is proposed. Adoption and amendment shall be by an affirmative vote of a majority of those voting. Section 4.7 -- Bylaws of the District shall take effect thirty days after being filed with the Institute. At any time the Institute Board of Direction may annul any part of the District's bylaws which it considers contrary to the Constitution or best interest of the Institute by giving notice in writing to the District. ARTICLE V -- ADMINISTRATION Section 5.1 -- The District may issue a Charter establishing a Section within its area upon written request of at least eight voting members residing in the proposed Section area. The Charter shall be in a form approved by the Institute Board of Direction. The District may rescind a Section Charter in the manner provided in the Section Charter. Section 5.2 -- The District may admit to membership in the Institute applicants from within the District for the grade of Associate Member, Institute Affiliate, or Student Member and for transfers to the grades of Associate Member or Member. To be acceptable, applications shall be filed on forms prescribed by the Institute and applicants must meet the requirements for Institute membership as outlined in the Constitution. Section 5.3 -- The District shall maintain a membership committee consisting of five members of whom no less than three shall be Fellows. The Committee shall receive, review, and take action on applications for admission to the grades of Student Member, Institute Affiliate or Associate Member and for transfers to the grades of Associate Member or Member. An affirmative vote of at least four shall constitute election. If an affirmative vote of four is not obtained, the application shall be forwarded to the District Board. A favorable vote by a majority of the entire District Board shall constitute election. Election shall be effective when the Institute Headquarters has been notified of the election and the applicant has accepted election by payment of Institute and District fees and dues. Section 5.4 -- The District shall submit a written annual report to Institute Headquarters one month in advance of the Annual Meeting of the Institute. The report shall include a summary of the District's activities for the previous twelve months and rosters of the District's active membership. Section 5.5 -- The District may issue a charter establishing a Student Chapter at a graduate or undergraduate school of recognized standing within its area upon written request from the Faculty Advisor in charge of transportation and traffic engineering courses. The charter shall be in a form approved by the Institute Board of Direction. A Student Chapter charter may be withdrawn by a District. ARTICLE VI -- RELATION OF DISTRICT TO INSTITUTE Section 6.1 -- The District shall not speak for the Institute unless authorized in the particular matter in question by the Board of Direction of the Institute. The District may speak for itself on matters pertinent to its geographical area. Section 6.2 -- The District may not identify itself with groups or organizations which are identified with a geographical area not wholly within the District boundary. It may identify itself with groups of organizations serving wholly within the geographical area of the District. Section 6.3 -- Names and addresses of all elected officers of the District and the dates on which the terms of each begins and expires shall be reported in writing to Institute Headquarters within 30 days after election. Section 6.4 -- The Institute will not be responsible for debts contracted by the District. No dues or fees will be required to be paid by the District to the Institute. Section 6.5 -- The District may charge annual dues, fees and special assessments as provided in the District bylaws. All dues and fees shall be billed by the Institute at the time of billing Institute dues, and upon collection remitted to the District. Annual dues for Districts shall be levied so as to cover time periods identical with those covered by annual dues of the Institute. ARTICLE VII -- AMENDMENT OF CHARTER Section 7.1 - The District's elected officers will be notified in writing by the Board of Direction of the Institute of any proposed amendment to or withdrawal of this Charter at least 30 days prior to the next Board of Direction meeting so that the District may have an opportunity for a hearing before the Board of Direction concerning the proposed amendment or withdrawal. The amendment with or without change or the withdrawal shall become effective 30 days after the next scheduled Board of Direction meeting following notification. Section 7.2 -- The District may petition the Board of Direction to amend this Charter or rescind withdrawal action. The Board of Direction will act on the petition at its next regular meeting scheduled at least 45 days after receipt of the petition or at its discretion at the next regular meeting and thus initiate the procedure described in Section 7.1 of this Charter, giving the District an opportunity for a hearing if the question is denied. SUBSCRIBED FOR THE INTERNATIONAL BOARD OF DIRECTION OF THE INSTITUTE OF TRANSPORTATION ENGINEERS _______________________________________ Thomas W. Brahms, Secretary September 11, 1995 4.2 DISTRICT 5 BYLAWS ARTICLE I. MEMBERSHIP Sec 1.1 Any Institute member who resides within the area designated for the District, and who is in good standing with the Institute and the District shall be a member of the District. Throughout these By-laws, the term "resides" refers to the individual's preferred Institute mailing address, either home or place of business. Sec 1.2 District members shall be entitled to all privileges of the District except that student members and Institute Affiliates may not vote or hold elective office in the District. Sec 1.3 There shall be a District membership committee consisting of five members of whom no less than three shall be Fellows. The committee shall review and take action on applications for admission or transfer received from the Institute. Applications shall be filed on forms prescribed by the Institute and applicants must meet the requirements for Institute membership outlined in the Constitution. An affirmative vote of at least four shall constitute election or transfer. Otherwise, the application shall be forwarded to the District for review. A favorable vote by a majority of the entire District Board shall become effective when the applicant has accepted, by payment of Institute and District fees and dues. Sec 1.4 Any District member whose Institute membership has been forfeited shall also forfeit membership in the District, and will be reinstated to membership in the District only if reinstated to membership in the Institute. Any District member who is placed on inactive status by the Institute Board of Direction shall also be placed on inactive status by the District Board. ARTICLE II. OFFICERS AND BOARD OF DIRECTION Sec 2.1 The elective officers of the District shall be President, Vice- President and Secretary-Treasurer. Officers shall be elected annually for a term of one year and shall take office January 1. The District Board shall consist of the Elective Officers, the International Director(s) for the District (ex-officio), the past-President whose term has most recently expired, and Representatives from each Section. Each Section shall be represented by one Section Representative for each 100 District members, or major fraction thereof, in the Section on the first day of January of every year. In no case shall a Section have less than one Representative. Sec 2.2 Section Representatives shall serve two-year terms which shall be staggered so that approximately one-half are elected each year. Sec 2.3 No member shall occupy the same elective office for more than two consecutive terms. International Director(s), while serving, may not hold elective office. Sec 2.4 In the event of a vacancy occurring in the office of President, the unexpired term shall be filled by the Vice- President. In the event of a vacancy occurring in any other elective office, the District Board shall elect a member to fill the unexpired term. Sec 2.5 For the purposes of establishing the rights of representation on the District Board, the census of the Sections within the District shall be the latest official census of the Institute. ARTICLE III. NOMINATION AND ELECTION OF OFFICERS Sec 3.1 Except for the office of Secretary-Treasurer, the Nominating Committee shall nominate from the District membership-at-large, one or more qualified candidates for each elective office. The Nominating Committee shall nominate at least two qualified candidates for the office of Secretary-Treasurer. Written consent to hold office must be received from each person nominated. The Nominating Committee shall transmit its list of nominees to the Secretary at least seventy-five (75) days prior to the Annual Meeting. Sec 3.2 At least sixty (60) days before the Annual Meeting, the Secretary shall send to the members of the District a list of the candidates nominated by the Nominating Committee. Additional District nominations for any office may be made by petition, signed by not less than eight members eligible to vote. Each such petition shall be accompanied by the written consent of the nominee to run for the office for which he is nominated and must be received by the Secretary-Treasurer at least forty-five (45) days before the Annual Meeting. If a member is nominated for more than one office, he shall be considered a candidate for the one office which he prefers. Sec 3.3 Not later than thirty (30) days prior to the Annual Meeting, the Secretary-Treasurer shall send to each eligible voter a final ballot, listing the candidates nominated. Final ballots returned by eligible voters to the Secretary-Treasurer before the election at the Annual Meeting shall be canvassed at the Annual Meeting by three tellers appointed by the President, and they shall report in a manner prescribed by the District Board. The candidate receiving the highest number of votes for each office and who in number equal the offices to be filled shall be declared elected. In case of a tie vote, the new District Board at their first meeting shall choose between the candidates. Sec 3.4 The Section Representatives shall be elected as specified in the Section By-laws. In the event of a vacancy occurring in the office of the Section Representative, the Executive Board of that Section shall designate a qualified member to fill the unexpired term. If the Section Executive Board fails to act within sixty (60) days or at the request of the Section Executive Board, the District Board shall elect by majority vote a qualified member of that Section to fill the unexpired term. Sec 3.5 The fiscal year of the District shall run concurrently with the calendar year and newly elected officers shall take office at the beginning of the fiscal year. ARTICLE IV. NOMINATION AND ELECTION OF INTERNATIONAL DIRECTOR Sec 4.1 In the appropriate election year, the Nominating Committee shall nominate at least two qualified candidates for the vacancy in the position of District Director. Written consent to accept office must be received from each person nominated. No later than 1 April, the Committee shall transmit a list of its nominees to the District President who shall immediately transmit it to the District Board. Sec 4.2 Not later than ninety (90) days prior to the Institute's Annual Meeting, the District Board shall send to the voting members of the District a list of the candidates nominated by the Nominating Committee. Additional nominations for District Director may be made by petition signed by at least eight members eligible to vote. Each such petition shall be accompanied by the written consent of the nominee to serve and must be received at least sixty (60) days prior to the Institute's Annual Meeting. Sec 4.3 Not later than forty-five (45) days prior to the Institute's Annual Meeting, the District Secretary-Treasurer shall send to each eligible voter a ballot listing the candidates nominated for District Director. Ballots shall be returned to the District Secretary-Treasurer not later than fifteen (15) days prior to the Institute's Annual Meeting. Sec 4.4 The President shall appoint a Tellers Committee composed of three members. The ballots shall be canvassed and the candidate receiving the highest number of votes shall be declared elected. In case of a tie vote, the District Board shall elect the successful candidate. ARTICLE V. GOVERNMENT Sec 5.1 The government of the District shall be in accordance with Article IV of the Charter. Sec 5.2 The President shall preside at meetings of the District and of the District Board, provided, however, that when the President is unable to do so, the Vice-President shall preside at meetings and discharge the duties of the President. Sec 5.3 A majority of the District Board shall constitute a quorum. Sec 5.4 The President shall be an ex-officio member of all committees, except the Nominating Committee. Sec 5.5 The President shall appoint annually a Nominating Committee which shall include at least one representative from each Section in the District. Sec 5.6 The President shall appoint the District Membership Committee, other standing committees and special committees as may be desirable. Sec 5.7 An annual line item budget shall be adopted at the organizational meeting of the District Board. Sec 5.8 The District Board shall issue Charters establishing Sections within its area upon written request of at least eight voting members residing in the proposed Section area. The Charter shall be in a form approved by the Board of Direction of the Institute. Sec 5.9 The District Board shall issue Charters establishing Student Chapters at graduate or undergraduate schools whose standing is recognized by the Institute, within the area upon written request from the Faculty Advisor for transportation or traffic engineering courses. The Charter shall be in a form approved by the Board of Direction of the Institute. Sec 5.10 The Board of Directors is specifically empowered to establish and maintain Standard Operating Procedures for conducting the business of the District. Such procedures shall be in writing and shall be contained in a volume open to inspection by Members of the District. Procedures may be established or modified by a majority vote of Board members at any regularly scheduled meeting of the Board. Standard Operating Procedures may not be in violation of the Bylaws. Once established, they shall be considered binding upon the actions of the Board and the District. ARTICLE VI. MEETINGS Sec 6.1 Regular meetings of the District shall be held as determined by the District Board but not less than one meeting a year shall be held. The District Board may call a Special Meeting when conditions justify. No action affecting the District shall be taken at any special meeting, however, unless at least fourteen (14) days written notice concerning the matter has been sent to all members. Sec 6.2 An Annual Meeting of the District shall be held at a time and place selected by the Annual Meeting Committee and approved by the District Board. A report of the financial condition of the District shall be made by the Secretary-Treasurer at the Annual Meeting. Committee reports and reports by the Chairman may be made at any meeting. ARTICLE VII. VOTING AND VOTING ELIGIBILITY Sec 7.1 Voting for Officers and International Directors, for amendments to these By-Laws, for petitions to amend the Charter, and for other matters which affect the relationship of the District to the Institute shall be by secret ballot. Sec 7.2 When a secret ballot is required, except as otherwise indicated in Section 3.2 and Section 4.3, not later than thirty (30) days prior to the canvassing date, the Secretary- Treasurer shall send to each member of the District, except student members of the Institute: (1) a ballot; (2) a nontransparent voting envelope; (3) a larger envelope addressed to the Secretary-Treasurer with spaces for validating signature and printed name of the voting member; and (4) voting instructions. Sec 7.3 The President shall appoint a Tellers Committee which shall be composed of three members. Sec 7.4 The Secretary-Treasurer shall provide the Tellers Committee with a list of members eligible to vote as of the canvassing date. All pre-addressed envelopes shall remain unopened until validated by the Tellers Committee. Sec 7.5 The Tellers Committee shall tally the ballot votes and report the results to the President. ARTICLE VIII. AMENDMENTS Sec 8.1 Proposals to amend these By-laws or to petition the Institute Board of Direction to amend the Charter or to rescind its withdrawal action may be made by resolution of the District Board or the Executive Board of a Section, or by written petition signed by at least eight members of the District. The petitioners shall represent at least three Sections with not less than two members from each. Sec 8.2 Proposed amendments to these By-Laws shall be submitted to the membership in accordance with Article VII. An affirmative vote of two-thirds of all ballots cast shall be necessary for the adoption of any amendment. Sec 8.3 Proposals to amend the Charter or to rescind its withdrawal shall be considered by the District Board at its next regularly scheduled meeting and shall be transmitted within thirty (30) days thereafter to the Board of Direction of the Institute. ARTICLE IX. DUES, FEES AND ASSESSMENTS Sec 9.1 Annual District dues shall be $10.00 on the effective date of January 1, 1988. These dues will be collected in accordance with Section 6.5 of the District Carter and shall be considered a part of the Institute dues insofar as delinquency is concerned. Sec 9.2 The District Board may, by two-thirds vote of its members and without By-Laws amendment, increase District dues by not more than ten per cent in any calendar year. Sec 9.3 Special assessments and dues increases in excess of ten per cent shall be approved by the membership in accordance with Article VII. ARTICLE X. FUNCTIONAL ORGANIZATIONS Sec 10.1 A functional organization may be established with membership composed of corporations, partnerships, associations and other business entities working in or related to the field of transportation or traffic engineering upon written request signed by at least five (5) Voting Members of the District. The written request shall be accompanied by preliminary By-Laws adopted by the requesting members. Upon approval of the By-Laws by the District Board and the Institute Board of Direction, a Charter approved by the Institute Board of Direction will be issued by the District. Sec 10.2 Membership in a functional organization shall be granted by the organization's Executive Board at its discretion upon receipt of an application in a form approved by the District Board. Membership may be canceled at any time by the District Board or the organization's Executive Board for cause. Sec 10.3 A functional organization may amend its By-Laws to be effective when approved by the District Board and the Institute Board of Direction, elect officers, hold meetings, adopt and enforce a code of ethics for its members, collect and disburse funds and carry on such other activities as are authorized in its By-Laws. A functional organization shall not speak for the District on any matter unless specifically authorized by the District Board. Sec 10.4 A functional organization's elected officers will be notified in writing by the District Board of any proposed amendment to its Charter or By-Laws approved by the Institute Board of Direction is that the organization may have an opportunity for a hearing before the District Board concerning the proposed amendment. The amendment with or without change shall become effective six (6) months after such notification. Sec 10.5 A functional organization shall select a representative, who is a member in any grade of the Institute except student member, to serve on the District Board. If the representative is also a member of the District (as defined in Section 1.1), the representative shall be entitled to all the rights and privileges of District Board membership. However, if the representative is not a District member (e.g., a nonresident), the representative shall not be allowed to vote. The term of office for the functional organization representative shall be two (2) years. Sec 10.6 Representatives of a functional organization, as recommended by the organization's Executive Board, may serve as members of committees. Sec 10.7 A functional organization shall submit a written report thirty (30 ) days in advance of an Annual Business Meeting of the District. The report shall include a summary of the organization's activities for the previous year and a current roster of the organization's active membership including representatives. If necessary, the District Board can specify other items to be included in the Annual Report. Sec 10.8 District 5 will not be responsible for debts contracted by a functional organization nor will it give financial assistance to a functional organization. Adopted: December 4, 1987 Revised: 1993 4.3 ASSOCIATED BUSINESS DIVISION BYLAWS ARTICLE I. MEMBERSHIP QUALIFICATIONS Sec 1.1 Membership of the Associated Business Division shall consist of corporations, companies, partnerships or individuals directly involved in the transportation industry. At the time of admission, the member shall have been accepted as a qualified member of the Division and have appointed their official Representative to the Associated Business Division. The Member, and the Member Representative as an individual, shall know, understand and subscribe to the Charter and By-Laws of the Associated Business Division. ARTICLE II. TRANSFER, RESIGNATION, REPLACEMENT Sec 2.1 The Representative of an Associated Business District Member may be replaced in accordance with the Division Charter but only after written notice has been forwarded to the Secretary of the Associated Business Division by a responsible official of the Member organization. Sec 2.2 Should an Associated Business Division Officer resign from or be replaced by the Member organization, the office held shall be declared vacant and be filled as prescribed in Section 8.1. ARTICLE III. VOTING RIGHTS Sec 3.1 The Representative of each Associated Business Member Organization in good standing shall have one vote on all affairs of the Associated Business Division. ARTICLE IV. OFFICERS Sec 4.1 The Officers of the Associated Business Division shall include a President, a Vice President, a Secretary and a Treasurer, who together with the Immediate Past President and two Directors shall constitute the Executive Board of the Division. Officers and Directors shall be elected annually by the members of the Division for a term of one year. It shall be permissible for the Officers and Directors to be re-elected for one additional one year term. The office of the Secretary and Treasurer may be conducted by one member if the Division so votes. At the discretion of the Executive Board, a temporary Treasurer may be appointed for a specified purpose and term of office. Sec 4.2 The President shall preside at all meetings and shall have general supervision of the affairs of the Associated Business Division. In the event of the absence or disability of the President, the Vice President shall exercise the functions of the President. Sec 4.3 The Secretary shall issue all notices for Division and Executive Board meetings and for other special meetings as hereinafter described. The Secretary shall record the minutes of all meetings and shall perform all other normal duties as are incident to the office or are specifically prescribed by the Charter and By-Laws or by the Executive Board. Sec 4.4 The Treasurer shall have custody of all funds and shall sign such instruments as may be required incident to the office. The Treasurer, with the approval of the Executive Board of this Division, may delegate specific authorities to a temporary treasurer. Sec 4.5 The President shall appoint the Associated Business Division Representative to the District 5, Institute of Transportation Engineers Board of Directors. The Representative to the District Board shall be a member in any grade, except student member, of the Institute of Transportation Engineers. ARTICLE V. GOVERNMENT Sec 5.1 The affairs of the Associated Business Division shall be conducted between meetings by the Executive Board of this Division. ARTICLE VI. COMMITTEES, PANELS, TASK FORCES Sec 6.1 The Executive Board may authorize such committees, panels and task forces as are deemed necessary or appropriate. The Chairman and Members of such committee, panel and task force shall be appointed for the required period of time by the Division President with approval of the Executive Board. ARTICLE VII. MEETINGS Sec 7.1 The Annual Meeting of the Associated Business Division members shall take place during the Annual Meeting of District 5 of the Institute of Transportation Engineers. Sec 7.2 The order of business as this Annual Meeting shall be: 1) Membership Registration or Roll Call 2) Reading and disposal of minutes 3) Reports of Officers and Committees 4) Election of Officers and Directors 5) Unfinished Business 6) New Business 7) Adjournment Sec 7.3 Special meetings of the Associated Business Division full membership may be called by the Executive Board of this Division and shall require a minimum of four weeks advance written notice from the Secretary stating the purpose(s) of the meeting. Sec 7.4 A quorum shall consist of those present, providing proper notice has been given as described. Sec 7.5 Nominations for Division Officers and Directors shall be made through a nominating committee appointed by the Division President. Additional nominations may be made from the floor. In the election of Officers and Directors, a simple majority of votes cast shall elect. ARTICLE VIII. VACANCIES Sec 8.1 If a vacancy occurs in the office of the Division President, the Vice President will serve the unexpired term. Any other vacancies occurring among the elected Division Officers or Directors shall be filled by appointment of the Executive Board of the Division for the unexpired term. ARTICLE IX. TERM OF OFFICE Sec 9.1 The term of office shall be from Annual Meeting, and Officers and Directors shall serve until their successors are duly elected and qualified. ARTICLE X. FEES, DUES, ASSESSMENTS Sec 10.1 There shall be no entrance fee. Annual dues payable to the Division shall be as specified by the Executive Board, and as approved by vote of the members. Assessments may be levied by the Executive Board, but only by unanimous vote thereof. Dues shall be payable by January 15 of each year. ARTICLE XI. AMENDMENTS Sec 11.1 Proposals to amend these By-Laws may be made by resolution of the Executive Board or by written petition signed by at least five (5) Associated Business Division Member Representatives. Adopted by District 5 in April 1993; effective upon approval of International ITE in April 1994 APPENDICES CONTENTS EXHIBITS PAGE A. Historic Records Operating Policy . . . . . . . . 66 B. Sample Letter to Chair of Annual Meeting Statistics Committee. . 69 C. Sample Letter to Audit Committee Members. . . . . . . . 70 D. Sample Letter to Special Award Committee Members . . . . 71 E. Sample Letter to Membership Committee Members. . . . . . 73 F. Sample Letter to Nominations Committee Members . . . . . . 74 G. Sample Letter to Annual Meeting Site Selection Committee Members . . . . . . . . . . . . . 75 H. Sample Letter to Technical Council Members. . . . . 76 I. Sample Agenda for District Executive Board Meeting . . . . . . . . . . 77 J. Sample Agenda for Annual Business Meeting. . . . . . . 79 K. Sample Agenda for Annual Banquet. . . . . . . . . 81 L. Sample Resolution by District Board. . . . . . . . . . 82 M. Sample Ballot for District Election . . . . . . . . . . 83 N. Sample Instruction to Tellers . . . . . . . . . . . . 84 O. Sample Section Annual Report to District. . . . . . . . 85 P. Sample Minutes of Annual Banquet . . . . . . . . 87 Sample Minutes of Annual District Board Meeting . . . . 89 Sample Minutes of Mid-Year District Board Meeting . . . . . . .. . . 93 Q. Sample Instructions to Nominations Committee . . . . . . 100 R. Sample Oath of Office . . . . . . . . . . . . 101 S. Sample Annual District Budget Report . . . . . . . . . 102 T. Sample Proposed Annual District Budget . . . . . . 103 U. Sample Letters to Student Chapter Committee Members . . . 104 Sample Score Sheet for Student Chapter Competition . . . 105 Sample Letter to Student Winner, Concerning Paper Competition . . . . . . . . . . . . . . . . . . . . . . . . .. . .107/112 Sample Letter to Runner Up, Concerning Paper Competition . .108/112 Sample Letter to Student Chapter, Concerning Best Chapter .109 Sample Letter Announcing Student Competition. . . . . 110 Sample Letter Acknowledging Receipt of Student Paper. . 111 Sample Letter to ITE Announcing Winners. . . . . . . 113 V. Award Descriptions .. . . . . . . . . . . . . . . . . . . . . . . . . . .. . .114 Herman J. Hoose Distinguished Service Award.. . . . . . . . . .. . . 114 Marble J. Hensley Outstanding individual Activity Award. 115 Joseph M. Thomas Young Member Award. . . . . . . 116 History of Awards. . . . . . . . . .. . . . . . . . . . . .. . . 117 EXHIBIT A (page 1 of 3) Historical Records File BACKGROUND: Organizations such as the Southern District naturally and necessarily generate various records relating to the administration and conduct of its affairs. While a portion of these are of limited temporary value, others have long-term significance and should be permanently preserved for future administrative and historical reference. Being cognizant of the need for permanent organizational records and aware of the difficulties inherent in maintaining such records without a full-time staff or a permanent headquarters, the District Board has adopted the following policy to insure that adequate permanent records are maintained for future reference. The president shall appoint an Historian to chair the Historical Records Committee. District records of lasting value are to be compiled and bound on an annual basis and deposited in a central repository under the care of the Southern District's Historian. IMPLEMENTATION: 1. The Historian shall compile the Annual File documenting District affairs during his/her appointed term. Other Board members shall assist in this by providing the Historian with copies of all material appropriate for inclusion in the Annual File. Board Members will be responsible for retaining copies of materials for their personal files necessary to the conduct of their offices. 2. Upon completion, the Annual File shall contain as a minimum the following items of documentation: A. An historical summary of the year's key activities compiled by the Historian. This summary would supplement information that appears elsewhere in the Annual File and would serve as a Table of Contents for the file. B. The Southern District 5 Yearbook, produced by the Publications/Public Relations Committee. The Yearbook should include the items listed below, but if it does not, alternative sources should be used to ensure that the information appears in the Annual File. EXHIBIT A (page 2 of 3) District Officers and Officer Information District Committees, Chairmen, and Members Section Officers including Section Representatives to the Board Functional Organizations including a listing of Business Entity Members Student Chapters and Advisors Awards Descriptions and Recipients C. Meeting Minutes Board Meetings (Annual and Year End) Annual Business Meeting Annual Banquet D. Committee Reports (which may appear in meeting minutes) E. Newsletters F. Fiscal year's financial records including the budget and a copy of the Treasurer's Ledger G. District Annual Meeting Report H. Information documenting significant District matters. 3. Throughout the calendar year, the Historian shall organize, index, and label material to be included in the Annual File. At the conclusion of the year, the Historian shall complete the file, bind it, and transmit it to the central repository. 4. A separate file shall be maintained for important documents such as the Charter, By-laws, Resolutions and Standard Operating Procedures as will as all adopted amendments to such documents. 5. Other materials of long-term significance may be added to the District Archives as deemed appropriate by the District Board. Any such materials shall be suitably prepared for archiving by the Historian and transmitted to the central repository. EXHIBIT A (page 3 of 3) 6. Records may be retrieved from the Archives at any time on request to the Historian. The requestor will receive a copy so that the bound files remain in tact. 7. The District Board will, upon request of the Historian, provide such materials and funds as may be reasonably required to maintain the District Archives. 8. The Historian will maintain a detailed listing (index) of items in the Archive, and will annually provide a copy of this listing to District Board members. 9. The Historian may implement an appropriate electronic process (optical scanning, etc.) to minimize record storage requirements. However, any such process must afford easy retrieval of historical documents as may be necessary from time to time Adopted: Board of Directors, April 1996 EXHIBIT B (page 1 of 1) Please reply to: Division of Traffic Room 105, State Office Building Frankfort, KY 40622 January 31, 1990 Ted Serrenho 541 South Main Street Lawrenceburg, KY 40342 Dear Ted: This letter is to express my appreciation to you for agreeing to serve as Chairperson of the District 5 ITE Annual Meeting Statistics Committee. My charge to you is to collect all information available concerning past annual meeting incomes, expenditures and attendance and to develop a PC program using DBASE or a spreadsheet program to be able to display this information for future annual meeting general chairman. This has been done once before and the information may be available from the Secretary-Treasurer. I look forward to receiving your final report at the December 1990 Board Meeting to be held in Columbia, South Carolina. An interim report may be made at the Annual Business Meeting in Chattanooga May 1, 1990. Sincerely, G.A. "Lonnie" Yates President, District 5 ITE E XHIBIT C (page 1 of 1) Please reply to: Division of Traffic Room 105, State Office Building Frankfort, KY 40622 April 23, 1990 Mr. Bruce G. Leonard 901 Jones-Franklin Road Raleigh, NC 27606 Mr. Arthur R. Daniel, Jr. P.O. Box 1125 Valdosta, GA 31601 Mr. Andrew D. Terwilleger 3395 Mantilla Drive Lexington, KY 40513 Dear Bruce, Art and Andy: I have been advised by the Local Arrangement Chairman that you are scheduled to attend the District 5 Meeting in Chattanooga. I would appreciate each of you serving on the Audit Committee to review the accounts of the Secretary-Treasurer. By copy of this letter to Mr., Richard Atkins, I am advising him of your nomination as the Audit Committee, and request that he make his accounts available to you for your review and report at the Annual Business. Bruce, I would appreciate your serving as Chairman of this Committee and giving the report at the Business Meeting on Tuesday. Thank you for your cooperation and for the review of the account and records of the Secretary-Treasurer. Sincerely G.A. "Lonnie" Yates President, District 5 ITE cc: Mr. J. Richard Atkins E XHIBIT D (page 1 of 2) Please reply to: Division of Traffic Room 105, State Office Building Frankfort, KY 40622 January 31, 1990 Thomas E. Flynn 4915 Evelyn Byrd Road Richmond, VA 23225 Dear Tom: This letter is to express my appreciation to you and the other committee members for agreeing to serve as the District 5 ITE Special Award Committee. My charge to you as Chairperson and to the committee is to choose recipients of the following awards: 1. Herman J. Hoose Distinguished Service Award 2. Marble J. Hensley Outstanding Individual Activity Award 3. Joseph M. Thomas Young Member Award 4. Outstanding Section Award 5. Best Non-Supported Technical Paper Award 6. Best Supported Technical Paper Award 7. Best Technical Committee Report Award Your selection of these recipients should be determined by the December 1990 Board meeting to be held in Columbia, South Carolina. The results shall be held in strictest confidence. As an additional responsibility of your committee, I am requesting that you determine a nominee in each category from District 5 for the 1990 Urban Traffic Engineering Achievement Awards. Attached is the information concerning the nominations for this award. Please note the deadline of April 16, 1990. E XHIBIT D (page 2 of 2) I Look forward to receiving your final report at the December 1990 Board Meeting and an interim report to be made at the Annual Business Meeting in Chattanooga May 1, 1990. Sincerely, G. A. "Lonnie" Yates President, District 5 ITE Attachment C.C.: Darrell B. Skipper 3500 Blue Lake Dr., Suite 499 Birmingham, AL 35243 R. V. Moss P.O. Box 230 High Point, NC 27261 James W. Yarbrough 5342 Pecan Grove Lane Memphis, TN 38119 E XHIBIT E (page 1 of 1) Please reply to: Division of Traffic Room 105, State Office Building Frankfort, KY 40622 January 31, 1990 Thomas M. Slaughter 102 Cary's Trace Tabb, VA 23602 Dear Tom: This letter is to express my appreciation to you and the other committee members for agreeing to serve as the District 5 ITE 1990 Membership Committee. My charge to you as Chairperson and to the committee is to review and take action on applications for admission or transfer received from the International ITE Office in Washington. I look forward to receiving your final report at the December 1990 Board meeting to be held in Columbia, South Carolina. An interim report may be made at the Annual Business Meeting in Chattanooga May 1, 1990. Sincerely G.A. "Lonnie" Yates President, District 5 ITE cc: Arthur R. Daniel, Jr. Charles R. Miller Jr. P.O. Box 1125 911 Creekside Road Valdosta, GA 31601 Chattanooga, TN 37406 Clifford C. Linkes Steven C. Strength Division of Traffic 4636 Orleans Avenue Room 105, State Office Bldg New Orleans, LA 70119 Frankfort, KY 40622 EXHIBIT F (page 1 of 1) Please reply to: Division of Traffic Room 105, State Office Building Frankfort, KY 40622 January 31, 1990 Darrell B. Skipper 3500 Blue Lake Drive, Suite 499 Birmingham, AL 35243 Dear Darrell: This letter is to express my appreciation to you and the other committee members for agreeing to serve as the District 5 ITE 1990 Nominations Committee. My charge to you as Chairperson and to the committee is to nominate from the District membership at-large, one qualified candidate for each of the offices of President and Vice President and two qualified candidates for the office of Secretary-Treasurer. You must obtain a written consent to hold office from each person nominated. Also, please obtain a biographical sketch from each nominee and submit this with your list to the Secretary-Treasurer at least seventy-five days prior to the 1991 Annual Meeting. I look forward to receiving a report on your progress at the December 1990 Board Meeting to be held in Columbia, South Carolina. Sincerely G.A. "Lonnie" Yates President, District 5 ITE c.c. Billy W. Allen Eugene D. Arnold 200 City Hall Annex 105 Terrybrook Drive Chattanooga, TN 37402 Charlottesville, VA 22901 Charles L. Bopp, Jr. Olin K. Dart, Jr. 3165 Bolero Pass 8775 Airline Highway Atlanta, GA 30341 Baton Rouge, LA 70815 Roger D. Dyar William F. Madden Traffic Engineering Div. Division of Traffic 6355 Fain Boulevard-Room 105 State Office Bldg. Cyrus Painter Don T. Arkle 3916 Wendy Lane 211 Summer Court Raleigh, NC 27606 Prattsville, AL 36067 EXHIBIT G (page 1 of 1) Please reply to: Division of Traffic Room 105, State Office Building Frankfort, KY 40622 January 31, 1990 W. Hibbett Neel, Jr. P.O. Box 22625 Jackson, MS 39205-2625 Dear Hibbett: This letter is to express my appreciation to you and the other committee members for agreeing to serve as the District 5 ITE 1995 Annual Meeting Site Selection Committee. My charge to you as Chairperson and to the committee is to recommend to the Board of Directors the site to host the 1995 Annual Meeting. The site rotation would seem to indicate that Georgia should be the next host state. However, considering that the sites for the 1992, 1993, and 1994 Annual Meeting are located in Atlantic Coast States, you may wish to skip to the next rotation section which would be the Deep South. I look forward to receiving your final report at the December 1990 Board Meeting to be held in Columbia, South Carolina. An interim report may be made at the Annual Business Meeting in Chattanooga May 1, 1990 Sincerely G.A. "Lonnie" Yates President, District 5 ITE cc: James A. Meads 3500 Blue Lake Dr., Suite 499 Birmingham, AL 35243 James E. Hoffheins J. C. Penny Company 715 Peachtree Street N.E. Atlanta, GA 30308 E XHIBIT H (page 1 of 1) Please reply to: Division of Traffic Room 105, State Office Building Frankfort, KY 40622 January 31, 1990 Don T. Arkle 211 Summer Court Prattsville, AL 36067 Dear Don: This letter is to express my appreciation to you and the other committee members for agreeing to serve as the District 5 ITE 1990 Technical Council. My charge to you as Chairperson and to the committee is to work in cooperation with the 1991 Local Arrangements Committee in Mobile to prepare the Technical Program for the 1991 Annual Meeting. In addition, you will be responsible for evaluating any technical papers which may be presented for award consideration . I look forward to receiving your final report at the December 1990 Board Meeting to be held in Columbia, South Carolina. An interim report may be made at the Annual Business Meeting in Chattanooga May 1, 1990. Sincerely G.A. "Lonnie" Yates President, District 5 ITE cc: Carl W. Ahlert Howard T. Harris Jr. Traffic & Trans. Dept. Traffic & Trans Bureau 180 Lockwood Drive Ext. 55 Trinity Ave SW. 4900 Charleston, SC 29403 Atlanta, GA 30335-0327 David A. Owen Traffic Engineering Division P.O. Box 60 Lynchburg, VA 24505 E XHIBIT I (page 1 of 2) AGENDA SOUTHERN DISTRICT EXECUTIVE BOARD MEETING COLUMBIA, SOUTH CAROLINA DECEMBER 3, 1990 9:00 CALL TO ORDER Agenda Review Consideration of Minutes for Chattanooga Annual Meeting 9:15 BOARD OF DIRECTORS REPORTS President - Lonnie Yates Vice President - Howard Harris Secretary-Treasurer - Richard Atkins Immediate Past President - Darrell Skipper Alabama Representative - Bob Vecellio Deep South Representative - Steve Strength Georgia Representative - Don Gaines Kentucky Representative - Steve Haviland North Carolina Representative - Brent McKinney South Carolina Representative - Carl Ahlert Tennessee Representative - Bob Stammer Virginia Representative_- Tom Slaughter ABO Representative - Dave McGill International Director - Joe Thomas 10:00 COMMITTEE REPORTS Membership - Tom Slaughter Nominations - Darrell Skipper Technical Council - Don Arkle Student Chapter - Dan Turner Special Awards - Tom Flynn Annual Meeting Statistics - Ted Serrenho Records - Doug Gillis Annual Meeting Manual - Jack Marcellis Operation/Members Manual - Don Gaines Public/Public Relations - Karla Poshedly Career Guidance - Brent McKinney Scholarship - John Exnicios EXHIB IT I (page 2 of 2) 1995 Annual Meeting Site Selection - Hibbett Neel 1994 Annual Meeting - John Bauerlein 1993 Annual Meeting - Tom Flynn 1992 Annual Meeting - Bud Hubbard 11:00 1991 ANNUAL MEETING - Bill Metzger Format and Schedule Technical Program Spouse Activities Associated Business Organization Function Budget Mail-outs Special Needs: Guests; Keynote Speaker; Welcome; Clergy; etc. 12:00 LUNCH (Embassy Suites as a group) 1:00 OLD BUSINESS 1:20 NEW BUSINESS 1:45 INSTALLATION OF NEW Officers 2:00 TOUR OF EMBASSY SUITES FACILITIES 3:00 ADJOURNMENT EXHIBIT J (page 1 of 2) AGENDA ANNUAL BUSINESS MEETING Southe rn District (5) ITE April 9, 1991 Mobile , Alabama I. Call to order II. Tribute to Deceased Members: III. Appointment of Parliamentarian IV. Appointment of Tellers Committee/Final Call for Ballots V. Consideration of Minutes - 1990 Annual Business Meeting VII. Reports A. District Officers 1. President 2. Vice President 3. Secretary-Treasurer B. Sections 1. Associated Business Division 2. Alabama 3. Deep South 4. Georgia 5. Kentucky 6. North Carolina 7. South Carolina 8. Tennessee 9. Virginia C. Committees 1. Membership 2. Publications 3. Student Chapters 4. Technical 5. Nominations 6. Special Awards EXHIBIT J (page 2 of 2) VII. Reports (Continued) 7. Annual Meeting Statistics 8. Records/History 9. Career Guidance 10. Operations Manual 11. Site Selection - 1995 & 1996 12. Past Presidents D. ITE 1. Southern District Director 2. International President 3. Executive Director 4. Candidates for International Vice President E. Annual Meeting LAC's 1. Mobile 2. Columbia - 1992 3. Richmond - 1993 4. Wilmington - 1994 VIII. Old Business A. Audit Committee B. Tellers Committee C. Other IX. New Business X. Adjournment EXHIBIT K (page 1 of 1) AGENDA ANNUAL BANQUET Southern District (5) ITE April 9, 1991 Mobile, Alabama I. Invocation II. Dinner III. Introduction of Head Table IV. President's Remarks V. Resolution of Appreciation to LAC and introduction of LAC members VI. Award Presentations 1. Past President's Plaque 2. Best Paper Awards 3. Best Student Chapter Award & Runner-up 4. Best Section Award 5. Marble Hensley Award 6. Herman Hoose Award VII. Scholarship Drawing VIII. Invitation to Following Year's Meeting IX. Adjourn EXHI BIT L (page 1 of 1) 2nd ANNUAL MEETING Sou thern District Ins titute of Transportation Engineers Cha ttanooga, Tennessee Apr il 29, 1990 A R E S O L U T I O N By the Exe cutive Board of Sou thern District ITE WHEREAS the organization and management of the Annual Meeting of the Southern District, Institute of Transportation Engineers is primarily the responsibility of the members and friends of the Southern District who live in and near the host city; and WHEREAS the success of the meeting is directly related to those who participate in the various technical sessions and meetings; and WHEREAS this 2nd Annual Meeting has resulted in very informative technical sessions and most enjoyable social opportunities for all in attendance; NOW THEREFORE BE IT RESOLVED that the members here assembled express their appreciation individually and collectively to all who gave so unselfishly of their time and efforts to contribute to the success of the meeting by either working on the various local committees or by participating in the program. Special gratitude is expressed to General Chairman Mr. Jack C. Marcellis and to the members of his Local Arrangement Committee including: Mr. John W. Van Winkle, Finance Chairman; Mr. Eric E. Burnett, Registration Chairman; Mr. Edward E. Watt, Hotel Chairman; Mr. Robert E. Stammer, Jr., Program Chairman; Mr. Charles R. Miller, Entertainment Chairman; Mr. Harvey A. McKaig; Printing and Graphics Chairman; Mr. Raymond W. Rucker, Public Relations Chairman; Mrs. Nancy W. Marcellis, Spouse Activities Chairman; Mr. Major L. Samples, Meals and Functions Coordinator; Mr. John A. Davis, Special Tours Chairman; Mr. Stephen E. Meyer, Program Liaison; Mr. Billy W. Allen; Transportation Coordinator; Mr. David McGill, ABD Liaison; and, to all of their associates; and BE IT FURTHER RESOLVED that appreciation is also expressed to the members of the Associates Business Division for their participation, cooperation, and hospitality; to the contributing members of the Consultants Council for their generosity and support; and, to all other cooperating groups and individuals. EXH IBIT M (page 1 of 1) MEMORANDUM TO: Voting Membership District 5 ITE FROM: Howard T. Harris, Jr. Secretary/Treasurer SUBJECT: Ballots for 1990 District 5 Officers Your ballot for 1990 District 5 Officers is provided below. Please mark your choices on the ballot, detach it from the memorandum at the marked line, and enclose it in the unmarked manila ballot envelope. Place the manila ballot envelope in the official voting envelope, sign, and print your name on the back. You may return the ballot to me by mail or bring it to the Annual Business Meeting in Lexington. Ballots returned by mail must reach me by April 21, 1989 in order to be counted. Also, enclosed is biographical data on all candidates who are opposed for office. Please note that we are now using address labels generated at ITE Headquarters. If any of the information on your label is incorrect, please notify the Headquarters office. Your help in keeping your address current is appreciated. Thank you. HTH/tjs ----------------------------------------------------------------- (^detach here^) (^detach here^) BALLOT for 1990 District 5 ITE Officers (Select one Candidate for each office) For President: / George A. "Lonnie" Yates ____________________________ For Vice-President: / Howard T. Harris, Jr. ____________________________ For Secretary/Treasurer: / Richard Atkins / Robert L. Vecellio EXHIBIT N (page 1 o f 1) Southern Section Institute of Transp ortation Engineers ADDRESS REPLY TO: April 29, 1986 INSTRUCTIONS TO TEL LERS I. You have been furnished with certified, unopened ballots. (In Accordance with Article VII, Section 7.2, the Secretary-Treasurer has checked the names on the outside of the envelopes against a list of eligible voters and has discarded any envelopes cast by ineligible voters, or any unsigned envelopes). II. Remove all manila envelopes from "Official Voting Envelopes." III. Remove ballots from manila envelopes and record tally below: PRESIDENT: Joe K. Donaldson ___________ VICE PRESIDENT: Edward E. Watt ___________ SECRETARY-TREASURER: Darrell B. Skipper ___________ George A. Yates ___________ SECTION DIRECTOR: Carl D. Beck ___________ Robert L. Vecellio ___________ SECTION REPRESENTATIVE: Slade Exley ___________ Howard T. Harris ___________ Samuel L. Parnell ___________ Gwyn K. Sanderlin ___________ BALLOT VOIDED: ___________ TELLERS COMMITTEE: Chairman Member Member Member EXHIBIT O (page 1 of 2) ALABAMA SECTION INSTITUTE OF TRANSPORTATION ENGINEER S November 27, 1990 Mr. Lonnie Yates, President ITE District 5 Division of Traffic Room 105, State Office Building Frankfort, Kentucky 40622 RE: Alabama Section Report to District 5 Dear Sir: Reported herewith are the activities of the Alabama Section of ITE. This report includes the activities that have taken place since our last report to District 5 at the Annual Meeting in Chattanooga Tennessee. 1. Scholarship: The Alabama Section awarded its fifth annual $1,000 Scholarship to Mr. Aubrey White Jr., of Auburn University at the Annual Meeting in June. Due to the generous contributions of the Alabama Section members, the Section is able to report at this time that the Endowment Fund has reached its goal of $20,000. 2. 1991 Annual Meeting: The Alabama Section has been working on the local arrangements and activities for the 1991 District 5 Annual Meeting which will be conducted in Mobile, Alabama. The Section looks forward to hosting this event and encourages everyone to attend for a good time, fellowship and interesting topics . 3. Section Meetings: The Alabama Section conducted its Annual Meeting on June 21-22, 1990 in Gulf Shores. 174 members, guests and speakers attended this annual event. The Section also had a one day meeting conducted in Tuscaloosa, Alabama, on October 18, 1990. 87 members, guests and speakers attended. 4. Legislative Activities: The membership of the Alabama Section endorsed a position to oppose any effort to raise the Federal Motor fuel Taxes in order to reduce the budget deficit. A letter Was written to all Alabama House and Senate members stating our position and encouraging them to oppose the misuse of the Federal Gasoline Tax. A copy of our position is attached. We received replies from several congressmen supporting our position. The Alabama Section also endorsed support of seat belt legislation for the State of Alabama. Unfortunately, the legislation did not pass during the last legislative session. EXHIBIT O (page 2 of 2) Mr. Lonnie Yates November 7, 1990 Page 2 5. Awards: The Alabama Section had the honor to present two awards to two of its outstanding members at our Annual Meeting. Mr. Cecil Colson was awarded the Transportation Safety Award and Dr. Dan Turner received the Transportation Engineer of the Year Award from the Alabama Section. I regret that my job does not allow me to attend this important District 5 meeting. I look forward to seeing all of you in Mobile, Alabama, for the 1991 Annual District 5 Meeting. Sincerely, Don T. Arkle President, Alabama Section DTA/dm c: Board of Directors File EXHIBIT P (page 1 of 13) MINUTES OF DISTRICT 5 ITE ANNUAL BANQUET HOLIDAY INN CHATTANOOGA CHOO-CHOO MAY 1, 1990 The meeting was opened by Lonnie Yates, District 5 President at 8:00 p.m. President Yates asked Mary Jane Allen to give the invocation. After the meal, President Yates introduced the head table. Vice President Howard Harris presented a resolution of appreciation to the 1990 Local Arrangements Committee (LAC). This resolution was approved at the Annual Business Meeting. Earlier in the day Jack Marcellis, Chairman of the 1990 LAC, recognized all committee members and thanked them for their efforts . Special awards Chairman Ed Watt was called to recognize the recipients of the District 5 awards as follows: 1) Outstanding Section - Georgia Section 2) Outstanding Student Chapter - Auburn University 3) Best Student Paper - Laura Freeman 4) Best Technical Paper - Craig M. Hanchey and Slade F. Exley 5) Best Technical Committee Report - North Carolina Section President Yates presented the Past President plaque to Darrell Skipper. President Yates presented the Marble J. Hensley Award and the Herman J. Hoose Awards. 1) The Marble J. Hensley Outstanding Individual Activity Award was presented to Brent McKinney, City Traffic Engineer for the City of Winston-Salem, North Carolina. 2) The Herman J. Hoose Distinguished Service Award was presented to R.V. Moss, Director of Transportation for the City of High Point, North Carolina. Bill Metzger, Chairman of the 1991 District 5 LAC invited the Southern District membership to come to Mobile, Alabama next year EXHIBIT P (page 2 of 13) Minutes of District 5 ITE Annual Banquet May 1, 1990 Page Two President Yates thanked Jack Marcellis and his committee for the excellent meeting, thanked the membership for giving him the opportunity to serve the transportation profession and adjourned the meeting. Respectfully submitted, Richard Atkins Secretary-Treasurer RA:dbm EXHIBIT P (page 3 of 13) Minutes of District 5 ITE Board of Directors Meeting Holiday Inn Chattanooga Choo Choo Chattanooga, Tennessee April 29, 1990 The meeting was called to order by President Yates at approximately 3:00 p.m. The following were in attendance: Name, ITE Membership, District 5 Office G.A. "Lonnie" Yates, KY Section, President Howard T. Harris, GA Section, Vice-President Richard Atkins, NC Section, Secretary-Treasurer Dick Beaubien, Minn Section, International President Jack Marcellis, TN Section, 1990 LAC Chairman David McGill, TN Section, ABD Secretary Olin K. Dart, Jr., DS Section, President Robert L. Vecellio, AL Section, Representative Carl W. Ahlest, SC Section, Representative Gene Arnold, VA Section, President Don Gaines, GA Section, Representative John D. Edwards, GA Section, Committee Chairman Brent McKinney, NC Section, Representative Tom Slaughter, VA Section, Representative Joe Thomas, GA Section, International Director Bill Metzger, AL Section, 1991 LAC Chairman President Yates asked that everyone present introduce himself, and welcomed International President Beaubien to the meeting. Secretary-Treasurer - Richard Atkins reported that the transfer of the District 5 bank account between he and Howard Harris is almost completed. He gave a treasurers report of District activity for the first three months as follows: ù balance as of June 1, 1990 $25,723.27 ù interest earned thru March 31,1990 $366.96 ù expenditures thru March 31, 1990 $3,085.95 ù balance as of March 31, 1990 $23,004.28 President Yates announced that Bruce Leonard has been appointed Chairman of the Audit Committee to review the 1989 financial records. Art Daniel and Andy Terwilliger will serve on the Audit Committee with Bruce. EXHIBIT P (page 4 of 13) Minutes of District 5 ITE Board of Directors Meeting April 29, 1990 Page 2 1990 LAC Chairman - Jack Marcellis discussed the 1990 Annual Meeting arrangements. This included comments on the Welcome Reception, Officers Breakfast, Monday Morning Technical Program, Keynote Luncheon, Monday Afternoon Technical Programs the ABD Party, Section Breakfasts, Annual Business Meeting, Tuesday afternoon Technical Program, Officers Reception, the Annual Banquet, the LAC Committee Breakfast, the Wednesday Morning Technical Tour, and Spouses Activities. International President - Dick Beaubien indicated that he would speak at the Annual Business Meeting. He discussed a recent Traffic Safety Summit hosted by Secretary Skinner and the Intelligent Vehicle Highway System (IVHS). The IVHS is apparently becoming an emphasis area with a task force scheduled to he set up on smart highways and smart cars. President Beaubien indicated that he would review ITE goals at the Business Meeting. District 5 Director - Joe Thomas pointed out that the IVHS area is indeed exciting; the European communities are spending significant funds for this. Joe also discussed the appointment of a National Annual Meeting Committee by President Beaubien to review future meetings. We are currently experiencing significant changes in our patterns with recent registrations in the 1200-1600 range. If meetings are to be held out of the larger metropolitan areas, we may incur significant losses in Annual Meeting expenses. John Edwards and President Beaubien discussed the accounting procedures for determining Annual Meeting expenses. It was pointed out that a significant amount of permanent staff time is being utilized in addition to the local arrangement committee's time. This is apparently in response to Tom Brahms' insistence to have excellent meetings - with or without the local arrangement committee's maximum commitment. President Yates read a copy of a letter from Tom Brahms thanking District 5 for their $1,000 contribution to the Burton Marsh Scholarship Fund. Virginia Section Representative - Tom Slaughter thanked the District Board for their prompt response regarding Virginia's inquiry as to whether affiliates could hold office. The Virginia Section will continue to review their dilemma concerning affiliate members. Tom Flynn will be the general chairman of the 1992 District 5 Meeting to be held in Virginia. Tom Slaughter inquired as to whether there could be some benefits by holding the 1993 in June in Williamsburg to encourage participation by families. It was pointed out that several sections have Annual Meetings in June, but with sufficient notice, it was felt that this can be worked around. The 1993 local Arrangement Committee will get additional information and will present this at the December Board Meeting in Columbia, South Carolina. EXHIBIT P (page 5 of 13) Minutes of District 5 ITE Board of Directors Meeting April 29, 1990 Page 3 Alabama Section Representative - Bob Vecellio reported that he would present the Alabama report at the Annual Business Meeting. South Carolina Section Representative - Carl Ahlert reported that the South Carolina Section recently approved subsidizing the section representative to attend the District Annual Meeting in the amount of $300.00. Bob Vecillio reported that the Alabama Section also has recently approved the payment of their section representative to the District Annual Meeting. Professional Enhancement Committee - John Edwards discussed the recommendations of the 1990 Professional Enhancement Committee. Recommendations of this report include: ù the establishment of a $2500 scholarship by District 5 ù consideration of small awards versus a single large award ù alternatives for funding the scholarship ù District 5 should establish a goal to endow the scholarship ù give consideration to increasing paper awards ù do not eliminate contributions to the Marsh Fellowship Newsletter Direction Committee - President Yates indicated that this committee would present the committee report at Tuesday's Annual Business Meeting. The report contains four recommendations as follows: (l) Produce two publications per year (2) Continue to use volunteer editors (3) Do not sell advertising (4) Use an informal layout to reduce effort. Operations Manual - Don Gaines distributed the latest draft copy of the District 5 ITE. Manual of Operations. President Yates commended Don for his efforts thus far and advised the Board that Don has agreed to continue this project. 1991 Annual Meeting - Bill Metzger reported that the 1991 Annual Meeting to be held April 7-10 at the Riverview Plaza in Mobile, Alabama is proceeding nicely. A video presentation will be made at the Annual Banquet. Bill pointed out the difficulties of hosting the Annual Meeting with only a $1500 advance - particularly in view of current budgets. It was agreed that an additional. $1,000 advance would be made for the 1991 Annual. Meeting upon request to the Secretary-Treasurer. 1992 Annual Meeting - No report. 1993 Annual Meeting - No report. EXHIBIT P (page 6 of 13) Minutes of District 5 ITE Board of Directors Meeting April 29, 1990 Page 4 New Business - The Alabama Section requested that the District approve an addition to their By-Laws which would establish a retiree life membership classification for their section. Richard Atkins moved that we accept the motion and Howard Harris seconded the motion. The motion was passed with a unanimous vote. Howard Harris presented a resolution of appreciation regarding the 1990 District 5 Annual Meeting. This resolution was moved by Brent McKinney and seconded by Bob Vecillio. The motion passed with a unanimous vote. Bob Vecillio inquired as to why ITE had requested the Annual Report by Student Chapters be submitted by May 11th. Bob pointed out that quarter schools are at a disadvantage with this early date. It was agreed that this matter would be reviewed in conjunction with the District Operations Manual. Gene Arnold inquired as to whether there was a problem with the Virginia Section submitting their Annual Report which is based on their Annual year which begins in July. It was the consensus of members present that Sections are not required to change their Annual year to coincide with that of the District. Old Business - Howard Harris distributed copies of Minutes of the December 15, 1989 Board Meeting in Mobile, Alabama for approval. Richard Atkins moved to accept the minutes as presented and Brent McKinney seconded the motion. The minutes were approved as presented. There being no other business, the meeting was adjourned. Respectfully submitted, Richard Atkins Secretary - Treasurer RA:bm EXHIBIT P (page 7 of 13) M E M O R A N D U M DATE: March 14, 1991 TO: Southern District Offices FROM: Richard Atkins, Vice President ITE SUBJECT: DRAFT - MINUTES COLUMBIA BOARD MEETING Attached is a draft of the minutes of the December 5th, 1990 board meeting in Columbia, South Carolina. Please review these minutes and forward any suggested corrections by March 28th, 1991. This will allow me to make corrections prior to our Annual Meeting. Additionally, you will find a copy of the 1990 Treasurers Report and the 1991 approved budget. Thanks for your assistance. I look forward to seeing you in Mobile on April 7th. RA:dbm EXHIBIT P (page 8 of 13) DRAFT DECEMBER 3, 1990 CALL TO ORDER The Southern District Board Meeting was called to order by President Lonnle Yates at 9:05 a.m. The following members were in attendance. NAME, SECTION, OFFICE Lonnie Yates, Kentucky, President Howard Harris, Georgia, Vice-President Richard Atkins, North Carolina, Secretary-Treasurer Brent McKinney, North Carolina, Section Representative Tom Flynn, Virginia, Special Awards Committee Tom Slaughter, Virginia, Section Representative Joe Thomas, Georgia, International Director Bob Vecellio, Alabama, Section Representative Dave McGill, Alabama, A.B.D. Bill Metzger, Alabama, 1991 LAC Ethel Young, Alabama, 1991 LAC John Bauerlein, North Carolina, 1994 LAC Carl Ahlert, South Carolina, Section Representative Gay Sprague, South Carolina, Secretary-Treasurer Elect Don Gaines, Georgia Section, Representative Secretary - Treasurer, Richard Atkins, distributed a copy of the minutes for the Chattanooga Annual Meeting. The minutes were approved following a motion by Howard Harris, seconded by Joe Thomas. BOARD OF DIRECTORS REPORTS President's Report Lonnie Yates reflected on how fast the year had passed, starting with committee assignments for 20 committees. This was followed by close coordination with the 1991 LAC Chairman, attendance at section meetings, and presentation of a charter to the new University of Louisville Student Chapter. Lonnie concluded by thanking those members who have worked extremely hard during the past year. Vice President's Report Howard Harris reported that the past year had been spent in getting ready to assume the Presidency. A majority of the committee appointments have been made for 1991. Secretary-Treasurer Report Richard Atkins reported that the district had a balance of $26,782.08 as of November 23, 1990. This included expenditures of $8,670.40 and deposits and interest posted in the amount of $9,729.21. A final report will be prepared after December 31, 1990. EXHIBIT P (page 9 of 13) Southern Dist. Executive Board Meeting December 3, 1990 page 2 Alabama Report Bob Vecellio gave a summary of the activities of the Alabama Section for 1990. The Section awarded its' fifth annual $1,000 scholarship, reached its Scholarship Endowment Fund goal of $20,000, conducted two meetings, endorsed a position to oppose any effort to raise federal motor fuel taxes to reduce the national budget and presented awards to two of its outstanding members at their Annual Meeting. Mr. Cecil Colson was awarded the Transportation Safety Award, and Dr. Dan Turner received the Transportation Engineer of the Year Award from the Alabama Section. Georgia Section Don Gaines gave a brief report on behalf of the Georgia Section. The Georgia Section continues to hold monthly meetings. During the past year, a scholarship was awarded to a Georgia Tech student. Additionally, the Carl A. Bevins Outstanding Individual Service Award was presented to Doug Hefty. Kentucky Section Lonnie Yates, representing the Kentucky Section, reported that the Kentucky Section had three meetings, took a field trip to the Toyota plant, and participated in the award of the student chapter charter to the University of Louisville. North Carolina Section Brent McKinney reported that the North Carolina Section completed a very good year. The section conducted five technical training courses and endowed a scholarship Fund to be administered by International ITE. Two members of the section were recipients of the Marble J. Hensley and Herman J. Hoose Awards. Additionally, the Section's Parking Technical Committee also received the District's Outstanding Technical Committee Paper Award. South Carolina Section Carl Ahlert reported that the South Carolina Section, during the past six months, had conducted three meetings. The Annual Business Meeting, to be held at the State Fairgrounds, would feature the presentation of three student papers by Clemson Student Chapter Members. EXHIBIT P (page 10 of 13) Southern District Exec. Board Meeting December 3, 1990 page 3 Tennessee Section Bob Stammer, Tennessee representative, faxed a report to President Yates. 1990 was marked by good leadership and many activities. These included: three meetings, hosting the 1990 Southern District Annual Meeting, passage of a By-Laws amendment to increase section dues, the creation of a scholarship fund, publication of several excellent statewide newsletters, and increased technical committee activity. Virginia Section Tom Slaughter, Virginia Section Representative, reported on section activities for 1990. these included seven meetings, three continuing education courses (AASHTO Roadside Design Guide, Access Management and Traffic Analysis of Highways, and TRAF-NETSIM), and three newsletters. The 1990 Student Paper Award was awarded to T. Hugh Woo; Lowell Terry was honored with the VASITE Distinguished Service Award; and Travis Bridewell was announced as the recipient of the VASITE Outstanding Individual Activity Award. ABD Dave McGill reported on the progress to date regarding the ABD function at the upcoming Annual Meeting in Mobile, Alabama. International Director Joe Thomas, International Director, reported on the Orlando ITE Board and Annual Meeting highlights. These included: the Award of the Traffic Engineering Academy for 1990-1991 to Northwestern University, and five new publications. Joe reviewed the 1990 International Budget and the Elected Leadership Breakfast and reported that he chaired the International ITE Annual Meeting Committee for 1990. Joe concluded his comments to the Board by reviewing the major issues facing the profession and encouraging contributions to the National ITE Contribution Program. COMMITTEE REPORT Membership Committee Tom Slaughter reported that the Membership Committee processed eight applications for District 5 Membership during the past year. Nominations Committee President Yates distributed a recent copy of a memo from Darrell Skipper, to the District 5 ITE Nominations Committee. The Committee has been charged with reminding officers about 1991 elections and ranking potential candidates. EXHIBIT P (page 11 of 13) Southern District Exec. Board Meeting December 3, 1990 page 4 Technical Council The Technical Council, under Don Arkles leadership, has been working to establish a technical program for the 1991 Annual Meeting. The following topics are planned to be incorporated in the technical program: l) Share the idea session 2) Geographical information systems 3) Future of federal aid funding Perry Hand, former Secretary of State for the State of Alabama, has been asked to be the Keynote Speaker. Education and Student Chapters The Education and Student Chapters Committee, under Dan Turner's leadership, has proposed a draft of a proposed operating procedure for the District 5 Education and Student Chapters Committee. This proposal is being reviewed. Special Awards Tom Flynn, Chairman of the 1990 Awards Committee, announced that the Special Awards Committee will be active in early 1991 reviewing and selecting the Herman Moore Distinguished Service Award, Marble Hensley Outstanding Individual Activity, and Outstanding Section awards, and coordinating with the Technical Council the various technical submissions. Annual Meeting Manual A draft of a Southern District Annual Meeting Manual was submitted to the District 5 Board for review. The Board approved the document as a guideline for holding annual meetings with responsibility for up-dating be given to the LAC Chairman. Operations Manual Chairman Don Gaines reported that the Operations Manual is essentially complete. Upon the receipt of various exhibitss referenced in the text, the Manual should be ready for approval at the next board meeting. EXHIBIT P (page 12 of 13) Southern District Exec. Board Meeting December 3, 1990 page 5 Career Guidance Chairman Brent McKinney reported that the District Career Guidance Committee had produced a pilot video to appeal to Junior and Senior High School students. The Committee used the National ITE video as a guide, with the assistance of the City of Winston-Salem. The Committee recommended that the District approve funding in the amount of $3500.00 for the development of a brochure and additional editing. Additionally, the Committee recommended that each section establish a career Guidance Committee or a Speakers Committee to carry out the task of increasing the number of students entering the transportation profession. The Board approved the inclusion of $3500.00 in the 1991 budget for the Career Guidance Program. Scholarship Committee The Board discussed several alternatives to assist in providing scholarship assistance throughout the district. Realizing that a majority of surplus funds came from profits at previous Annual Meetings, it was the consensus of the Board that we should periodically grant scholarship assistance throughout the entire district. Howard Harris and Richard Atkins were charged with the responsibility for developing a proposal to be considered at the next Board Meeting in Mobile. 1994 Annual Meeting John Bauerlin reported that the 1994 Annual Meeting is scheduled for April 30 - May 4, 1994 at the Coastline Convention Center in Wilmington, N.C. 1993 Annual Meeting Tom Flynn presented information regarding alternative sites for the 1993 Annual Meeting. After reviewing cost information relative to five locations it was decided that the 1993 Annual Meeting would be held at the Jefferson Sheraton in Richmond, Virginia. 1992 Annual Meeting Michael Sexton reported that preparations are well underway for the 1992 Annual Meeting which is to be held at the Embassy Suites in Columbia, South Carolina. 1991 Annual Meeting Bill Metzger, Chairman of the 1991 LAC, reviewed the format and schedule, technical program, spouse activities, and the ABD function regarding the 1991 Award Meeting to be held in Mobile, Alabama April 7-10, 1991. EXHIBIT P (page 13 of 13) Southern District Exec. Board Meeting December 3, 1990 page 6 NEW BUSINESS Secretary-Treasurer, Richard Atkins, presented a draft budget to the Board. After discussion of the proposed budget, Brent McKinney moved that we approve as 1991 Southern District Budget; Bob Vecellio seconded the motion. The Board approved a 1991 Budget of $14,800.00 which included a $3500.00 transfer from the Capital Fund, a $250.00 contribution to the Burton Marsh Scholarship Fund, $1,000.00 for District Scholarships, and $3500.00 for the Career Guidance Program. (Copy of 1991 Budget attached). INSTALLATION OF OFFICERS Lonnie Yates installed the 1991 Southern District Officers as follows: President-Howard Harris Vice-President-Richard Atkins Secretary-Treasurer-Gay Sprague President Howard Harris shared his goals for 1991 with the Board as follows: (l) Review our progress since our reorganization (2) Get committees set up by end of year and published in Year Book (3) Encourage Section representatives to send copies of Section Newsletter to District 5 Board members (4) Carry Out Career Guidance program (5) Improve Annual Meeting presentations. There being no further business, President Harris adjourned the December 3, 1990 Board Meeting. Respectfully submitted, Richard Atkins Secretary-Treasurer RA:bm EXHIBIT Q (page 1 of 1) MEMORANDUM Please reply to: TO: District 5 ITE Nominations Committee Mr. Billy W. Allen Mr. Charles L. Bopp, Jr. Mr. Roger D. Dyar Mr. Cyrus Painter Mr. Eugene D. Arnold, Jr. Mr. Olin K Dart, Jr. Mr. William F. Madden Mr. Don T. Arkle FROM: Darrell B. Skipper, Chairman DATE: November 21,1990 President Yates had indicated your appointment to the Nominating Committee for District 5 Institute of Transportation Engineers. As Immediate Past President, one of my duties is to chair the Nominating Committee. The District 5 By-Laws require the Nominating Committee transmit its list of nominees to the Secretary/Treasurer at least 75 days prior to the Annual Meeting. This year's Annual Meeting is scheduled for April 7, 1991, in Mobile, Alabama. This means that by mid-January 1991, we are required to have our list of candidates to the Secretary/Treasurer. Our task is to nominate from the District membership at-large, one qualified candidate for each of the offices of President and Vice President and two qualified candidates for the office of Secretary/Treasurer. If we follow past traditions, the Committee should nominate the current Vice President and Secretary/Treasurer for the President and Vice President posts. I would suggest that we continue this tradition and that we concentrate on two qualified candidates for the Secretary/Treasurer position. Since we need to complete our assignment before the fiscal year ends or. December 31, 1990, I would appreciate you returning your suggestions to me by December 7, 1990. I will issue a listing of all candidates immediately following this date so all committee members might rank the potential candidates. Thank you very much for your willingness to serve on the Committee, and I look forward to a strong slate of officers for next year. DBS/pp cc: Mr. Lonnie Yates Mr. Howard Harris Mr. Richard Atkins EXHIBIT R (page 1 of 1) Sample Oath of Office TO THE CANDIDATE(S): In accepting the office to which you have been elected in the Institute of Transportation Engineers, will you discharge to the best of your ability the duties of that office? (I will) Will you uphold the professional standing, honor and dignity of the Institute at all times by example and precept? (I will) Will you be governed by the Institute's Constitution and by the policies, rules and procedures established by the Board of Direction? (I will) And will you work diligently and faithfully for the advancement and betterment of the Institute and its members? (I will) It is my pleasure to declare you installed into the respective offices to which you have been elected. TO THE AUDIENCE: Will all Institute members please stand and respond to the following statement. Having chosen these officers as your leaders for the coming year, will you carry out your obligation to support and assist them in achieving the Institute goals? (I will) Please show your support by joining me in a round of applause for the new officers. EXHIBIT S (page 1 of 1) SOUTHERN DISTRICT ITE 1990 BUDGET, INCOME AND EXPENDITURES (As of 11-23-1990) I. INCOME Code Description 1990 Budget 1990 Income 4100 Interest Income 1800.00 1466.40* 4200 Section Dues 6000.00 6674.88 4310 Return of Advance 1500.00 1587.93 4320 Annual Meeting Profits 0.00 4500 Newsletter Advertising 650.00 4900 Miscellaneous Income 0.00 -------- -------- Total Income 9950.00 9729.21 II - Expenses Code Description 1990 Budget 1990 Expense 5110 Bank Fees 50.00 0.00 5210 Supplies 50.00 0.00 5220 Printing 200.00 0.00 5230 Postage 400.00 476.73 5290 Misc. Expenses 0.00 34.35 5310 Annual Meeting Advance Expense 2500.00 2500.00 5320 Annual Meeting Losses 0.00 0.00 5410 Technical Papers 150.00 0.00 5420 Student Chapter Award 100.00 200.00 5430 Student Paper Award 150.00 200.00 5440 Student Chapter Grants 1100.00 70.00 5490 Misc. Award Expenses 150.00 994.44 5500 Newsletter 2400.00 1352.44 5610 Int'l. Dir. Expenses 1700.00 1077.19 5620 President's Expenses 500.00 135.25 5690 Misc. Travel Expenses 500.00 0.00 5700 Scholarships 1000.00 0.00 5900 Misc. Expenses 0.00 0.00 -------- -------- Total Expenditures 10,950.00 8,670.40 *does not include November & December interest. RA:bm EXHIBIT T (page 1 of 1) SOUTHERN DISTRICT 1991 PROPOSED BUDGET I. Income Interest income 1800.00 Section Dues 7000.00 Annual Meeting Advance Return 2500.00 $11,300.00 II Expenses Supplies 50.00 Printing 200. 00 Postage 600.00 Annual Meeting Advance 2500.00 Technical Papers 150.00 Student Chapter Award 200.00 Student Paper Award 200.00 Student Chapter Grants 1100.00 Miscellaneous Award Expenses 200.00 Newsletter 2400.00 International Director Expenses 1700.00 Presidents Expenses 500.00 Misc. Travel Expenses 500.00 Scholarships 1000.00 $11,300.00 EXHIBIT U (page 1 of 10) May 10, 1990 MEMORANDUM TO: Members of Student Chapter Committee District 5 ITE FROM: DANIEL S. TURNER, CHAIRMAN Enclosed are four papers submitted by student members of ITE for judging for the 1991 Student Paper Award. There are also several enclosed items which are intended to assist you in your review: 1) A score sheet which you should use in judging the papers 2) a return mail envelope 3) ITE criteria/category weights for judging the papers 4) the overall ITE Guidelines for the award program (labeled pages 21, 22, 23 and 24 on the attached pages), and 5) a copy of Thomas W. Brahms's letter of January 29th encourage students to submit papers. Please judge the papers and return the attached score sheet to me no later than May 31, 1991. I must have my responses to ITE Headquarters before June 5, 1990 or our students will be ineligible to compete for the $1,000 national prize. Thank you for your assistance and please accept my appreciation for your work in encouraging students to contribute to our profession. Call me if you have questions. DST: ts Turner 22/67 Attachment cc: Lonnie Yates EXHIB IT U (page 2 of 10) May 2 2, 1990 MEMORANDUM TO: Members of Student Chapter Committee District 5 ITE FROM: DANIEL S. TURNER, CHAIRMAN We have received entries form five universities for the "Student Chapter of the Year" award. Please take a few moments of your time to carefully read the Annual Reports and evaluate them. Use the attached score sheet to rank order the Student Chapters. Next, return the score sheet to me using the enclosed envelope before June 1, 1990. I apologize for the short time frame allowed for you work. However, the ITE Annual Meeting is much earlier this year than unusual. We have no option about our deadline. If I do not send our recommendation to the International ITE Office by June 4, our Student Chapters are not eligible for the national contest. Thank you for your assistance. DST: ts Turner 22/81 Attachment cc: President Lonnie Yates EXHIB IT U (page 3 of 10) DISTR ICT 5 ITE Stude nt Chapter of the Year 1989- 1990 Score Sheet Pleas e read the Annual Reports form the follo wing Student Chapters and rank order them Auburn North Carolina State North Carolina - Charlotte Tennessee Virginia Return before June 1, 1990 to: Dr. Daniel S. Turner Head of Civil Engineering University of Alabama P.O. Box 870205 Tuscaloosa, AL 35487-0205 EXHIB IT U (page 4 of 10) July 20, 1990 Mr. T. Hugh Woo P.O. Box 3817, University Station Charlottesville, VA 22903 Dear Mr. Woo: I Wish to express my appreciation to you for entering the District 5 ITE 1990 Student Paper Award competition with your paper entitled "Toll Plaza Capacity and level of Service". The review of all paper submitted has been completed and I am happy to advise you that your paper been selected for the Best Student Paper Award. The recipient of the runner-up Student Paper Award is Mr. Mohammed S. Almalik for his paper entitled "Separable greens: A Promising Area". By Being selected for this award, you will receive a check for $100. This check will be forwarded to you by the District 5 Secretary-Treasurer Richard Atkins. In addition, a Certificate of Award will be presented to you at he 1991 Annual Banquet for District 5 to be held in Mobile, Alabama, if you are unable to attend, we will send the certificate to you. I thank you for your interest in the transportation profession and your effort in preparing your paper. District 5 extends its best wishes to you for a fulfilling career in your chosen field Sincerely, G.A. "Lonnie" Yates, President District 5 ITE cc: J. Richard Atkins Thomas E. Flynn Don T. Arkle Daniel S. Turner EXHIBIT U (page 5 of 10) July 20, 1990 Mr. Mohammed S. Almalik 2059 Montgomery Trail Duluth, GA 30136 Dear Mr. Almalik: I Wish to express my appreciation to you for entering the District 5 ITE 1990 Student Paper Award competition with your paper entitled "Separable Greens: A Promising Area". The review of all paper submitted has been completed and I am able to advise you that your paper been selected for the runner-up Student Paper Award. The recipient of the Best Student Paper Award is Mr. T. Hugh Woo for his paper entitled "Toll Plaza Capacity and Level of Service". By being selected for this award, you will receive a check for $ 50.00. This check will be forwarded to you by the District 5 Secretary-Treasurer Richard Atkins. I thank you for your interest in the transportation profession and your effort in preparing your paper. District 5 extends its best wishes to you for a fulfilling career in your chosen field Sincerely, G.A. "Lonnie" Yates, President District 5 ITE cc: J. Richard Atkins Daniel S. Turner EXHIBIT U (page 6 of 10) July 20, 1990 Dr. Joseph E. Hummer Dept. of Civil Engr., Univ. of NC UNCC Station Charlotte, NC 28223 Dear Dr. Hummer: I wish to express my appreciation to the University of North Carolina at Charlotte ITE Student Chapter for the submission of their Student Chapter Report. The review of all Student Chapter reports submitted has been completed and I am happy to advise you that your chapter has been selected for the Outstanding Student Chapter Award. The recipient of the Runner-up Student Chapter Award is Auburn University. By submitting the report, you chapter will receive $100.00. for being selected as recipient of the Outstanding Student Chapter Award, your chapter will receive an additional $100.00. A check for $200.00 will be forwarded to you by the District 5 Secretary- Treasurer Richard Atkins. In addition, a certificate for the award will be presented at the 1991 Annual Meeting in Mobile, Alabama. A total reimbursement of $200.00 is available for those student members who will be able to attend the Annual Meeting and accept the Certificate. I thank you for your interest in the transportation profession and your effort in guiding this student chapter. District 5 extends its best wishes to you and the chapter in your future endeavors. Sincerely, G.A. "Lonnie" Yates, President District 5 ITE cc: J. Richard Atkins Thomas E. Flynn Daniel S. Turner EXHIBIT U (page 7 of 10) January 5, 1996 TO ALL ITE SOUTHERN DISTRICT STUDENT CHAPTER ADVISORS RE: ITE STUDENT CHAPTER AWARD AND ITE STUDENT PAPER AWARD COMPETITIONS FOR 1996 Dear Student Chapter Advisor: This letter is to confirm the March 1 deadline regarding submission of student chapter annual reports (six copies) and entries for the student paper competition. The winner of the student paper competition receives a cash prize of $100 plus a travel allowance of up to $200 to attend the Southern District annual meeting, and the runner up receives a $50 cash prize. Similarly, the outstanding student chapter receives a $100 award, and the runner up receives $50. In addition, each student chapter submitting an annual report receives a $100 award. I would like to remind you that each entrant in the student paper competition must be a student member of ITE at some time during the academic year in which the paper is submitted and must have been a student member while completing the work that was the basis for the paper. I mention this, because entries are checked for membership, and it would be extremely embarrassing for all concerned should a student, having expended considerable effort in preparing a paper, be disqualified. Please do not hesitate to contact me should you have questions. Sincerely, Jamie W. Hurley, Jr., Chairman Southern District Education and Student Chapters Committee cc: Gene Arnold, Southern District President Lonnie Yates, Vice Chairman Lynn Allsbrook Carl Dawson EXHIBIT U (page 8 of 10) February 14, 1996 Mr. Scott M. Ney Box 7908 Mann Hall North Carolina State University Raleigh, NC 27695-7908 Dear Mr. Ney: The purpose of this letter is to acknowledge receipt of your entry for the ITE student paper competition. The review and evaluation process is a bit lengthy, and the results of the competition may not be known until April 1. I would like to add my personal thanks for your effort. As a professor, I am well aware of the time constraints experienced by engineering students and the difficulty in finding time to prepare a paper. Regardless of what the outcome of the competition might be, the effort which you made in preparing the paper indicates that you are a "cut above the rest." Thank you again for your submittal. Sincerely, Jamie W. Hurley, Chairman Education and Student Chapters Committee Southern District, ITE cc: Mr. Gene Arnold, President Mr. Lonnie Yates, Vice Chairman EXHIBIT U (page 9 of 10) April 3, 1996 MEMORANDUM TO: Mrs. Mary Jane Cassandras, University of Memphis Mr. Dharm Guruswamy, Georgia Institute of Technology Ms. Samantha S. Jones, University of Kentucky Mr. Troy A. Kocher, University of Tennessee Mr. Scott M. Ney, North Carolina State University FROM: Jamie W. Hurley, Chairman Education and Student Chapters Committee ITE Southern District SUBJECT: Student Paper Winners The Southern District 1996 Student Paper winners are: Winner: Mr. Scott M. Ney, North Carolina State University Runner-up: Ms. Samantha S. Jones, University of Kentucky The competition this year was exceedingly keen. For example, the winning paper had a total of 158 points, and the next three papers were within 9 points of it. It just doesn't get much closer than that, and you should all take pride in your efforts. All five papers were excellent. I know that some of you will still be in school next year, and I encourage those who are eligible to enter the competition again. While Mr. Ney's paper is the 1996 winner, perhaps yours will be the 1997 winner. Once again, I appreciate the high quality effort put forth by each of you, and I wish you the best in your academic and professional endeavors. I hope that you will continue to be active in ITE "International," and, unless your career takes you elsewhere, in the Southern District as well. cc: Lonnie Yates, Vice Chairman EXHIBIT U (page 10 of 10) April 3, 1996 MEMORANDUM TO: Ms. Louisa Ward Institution of Transportation Engineers 525 School Street - Suite 410 Washington, D.C. 20024-2797 FROM: Jamie W. Hurley, Chairman District 5 Education and Student Chapters Committee SUBJECT: District 5 Student Chapter and Student Paper Winners The District 5 Education and Student Chapters Committee has selected the following as 1996 Student Paper and Student Chapter Award winners: Student Chapter Award Winner: Georgia Institute of Technology Student Paper Award Winner: Mr. Scott M. Ney Enclosed are five copies plus the original of Mr. Ney's paper, and the "original" of the Georgia Tech Student Chapter Annual Report. Janice Daniel, the Georgia Tech Student Chapter Advisor, asked that they be allowed to send the additional five copies to you directly, since some of their material does not photocopy well. I saw no harm in this, as long as they get it to you quickly, which, she assured me, they will. The entire list of students submitting papers is as follows: Mrs. Mary Jane Cassandras Mr. Troy A. Kocher 406 Dove Valley 7018 Hickory Ridge Rd. Collierville, Tennessee 38017 Lebanon, Tennessee 37090 Mr. Dharm Guruswamy Mr. Scott M. Ney 326874 Georgia Tech Station c/o Dr. Joe Hummer Atlanta, Georgia 30332 Box 7908 Mann Hall Ms. Samantha S. Jones North Carolina State University 812 East Main Street #2 Raleigh, NC 27695-7908 Lexington, Kentucky 40502 Thank you for considering our entries. enclosures cc: Gene Arnold (w/o enclosures) Lonnie Yates (w/o enclosures) EXHIBIT V (page 1 of 3) Southern District Institute of Transportation Engineers HERMAN J. HOOSE DISTINGUISHED SERVICE AWARD This award is presented at each Southern District annual meeting to an individual who, over a period of years, has contributed outstandingly to the advantagement of transportation engineering and to the Southern District of the Institute of Transportation Engineers (ITE). The selection of the recipient is based on such traits as integrity, morality and leadership, individual accomplishments such as traffic engineering innovations, technical research and paper writing and organizational service such as meeting participation and committee work. The Southern District's Herman J. Hoose Distinguished Service Award is named after an individual who, by his personal integrity, leadership, and example, leads his fellow professionals to greater service. Herman J. Hoose was born and educated in Indiana. He pursued graduate studies at Purdue University, the Bureau of Highway Traffic at Yale University, and at the University of Tennessee. He is a registered Professional Engineer. Herman served as a Assistant Traffic Engineer in Ft. Wayne, Indiana, a Traffic Engineer and Highway Planner for the Toledo-Lucas County Planning Commission in Ohio, and as Traffic and Highway Planner for the U.S. Corps of Engineers. In 1948, he went to Charlotte, North Carolina, as its first Traffic Engineer, serving initially as the Director of Traffic Engineering and later as the Transportation Planning Coordinator. His appointment as Traffic Engineer of Charlotte established one of the first such positions in the South. Having joined ITE in 1942, Herman is currently a Fellow/Life Member. He has served on numerous committees and has been the author of numerous articles and participated on the programs of many professional and civic organizations. Herman is a founding member of the Southern Section (now District) and has served in all offices of the Section. He is also a charter member of the North Carolina Division (now Section). For his outstanding contributions and sincere devotion to the profession of traffic engineering and for his special concern for the advancement of young professionals, the Theodore M. Matson Memorial Award was conferred upon Herman J. Hoose by International ITE in 1986. December, 1995 Exhibit V (page 2 of 3) Southern District Institute of Transportation Engineers MARBLE J. HENSLEY INDIVIDUAL ACTIVITY AWARD This award is presented at each Southern District annual meeting to an individual who, over the previous year, has contributed outstandingly to the advancement of traffic engineering and the Southern District of the Institute of Transportation Engineers (ITE). The selection of the recipient is based on such traits as integrity, morality and leadership, individual accomplishments such as traffic engineering innovations, technical research and paper writing and organizational service such as meeting participation and committee work. The Southern District's Marble J. Hensley Individual Activity Award is named after an individual who had untiringly and unselfishly given of his time and talents to the furtherance of his profession and his professional organization. Marble J. Hensley was born in Smyrna, Georgia, and grew up on a small farm there, the oldest of five children. His father had a small engineering and surveying company, and Marble worked on the surveying crew and on the farm as a boy. He worked for Bell Aircraft and served in the Navy. After graduating in 1949 with a B.S. in Civil Engineering, he worked a short time for the Georgia Highway Department, for the City of Atlanta, and later for the City of Chattanooga. Marble entered private practice as a consulting engineer in 1960. As Chairman of the Board of Hensley-Schmidt, Marble was responsible for the organizing and coordinating the firm's internal operation as well as the company's projects throughout the southeast. In 1992, Hensley-Schmidt merged with Piedmont Olsen, and Marble is currently a Director of Piedmont Olsen Hensley. Mr. Hensley is registered as a Professional Engineer in 13 states and is registered as a Land Surveyor in two states. He has been involved in many professional, civic, and community associations. He is one of the founding members of the Southern Section (now District) of ITE. Marble served as President of the Southern Section and as A director and the President of International ITE. In 1995, Marble was presented the Institute's highest honor when he was named as Honary Member of ITE. December, 1995 Exhibit V (page 3 of 3) Southern District Institute of Transportation Engineers JOSEPH M. THOMAS YOUNG MEMBER AWARD This award is presented at each Southern District annual meeting to an individual who, over the person's young professional career, has contributed to the advancement of transportation engineering and the Southern District of the Institute of Transportation Engineers (ITE). The recipient shall be under the age of 35 years. The selection of the recipient is based on such traits as integrity, morality and leadership. Professional individual accomplishments such as traffic engineering innovations, technical research and paper writing. ITE organizational work to be considered, including participation and committee work, can be at the District level or may only be at the Section level. The Southern District Joseph M. Thomas Young Member Award is named after an individual who, by his personal integrity, leadership, and example leads young professional to greater service to the profession and to ITE. Joseph M. Thomas was born in Georgia and earned his degree at Georgia Tech. Joe has served 27 years with the City of Atlanta in several positions including Director of the Bureau of Traffic Engineering. He then spent seven years with Peek Traffic Systems as Vice President for IVHS and Manager of Traffic Engineering. He is currently IVHS Systems Manager for Post, Buckley, Schuh, and Jernigan. During the 1980's, Joe pioneered the development of a new distributed traffic control system which came to be known as the "closed loop system" and which is now used throughout the United States. Joe is a registered engineer and is the author of over 100 technical papers, articles, texts in the traffic and transportation engineering fields. Throughout his career, Joe has been active in committees and leadership positions in ITE and is a Fellow Member of ITE. He is a past president of the Southern Section (now District) and the Georgia Division (now Section) and is a past chairman of the District Five Board. He recently served as an International Director of ITE. Probably the best evidence of Joe's dedication to younger members of the profession is in his teaching activities. He has served as a part-time instructor in traffic engineering courses at Georgia Tech. In addition, he has participated as an instructor in similar courses at Auburn University and recently served as co-principal instructor in the ITE Traffic Engineering Academy. December, 1995 Exhibit W (page 1 of 2) Southern District ITE History of Awards Year Herman J. Hoose Marble J. Hensley Joseph M. Thomas 1972 John D. Edwards, Jr. 1973 Jay W. Quinn Roy D. Williams 1974 William S. Derrick Peter S. Parsonson 1975 James O. Litchfield Joseph M. Thomas, Jr. 1976 John F. Exnocios Herman A. Hill 1977 Karl A. Bevins Jack C. Marcellis 1978 Harold M. Raynor C. Edwin Vick, Jr. 1979 Joseph M. Thomas, Jr W. Hibbett Neel, Jr. 1980 C. Edwin Vick, Jr. James W. Yarborough 1981 Willis R. Deaton James M. Dawkins 1982 Earl C. Williams, Jr. Howard Chapman 1983 Peter S. Parsonson R.V. Moss 1984 Robert J. Dodge John D. Edwards, Jr. 1985 Charles E. Alexander John F. Exnocios 1986 James M. Dawkins George A. Yates 1987 Jack C. Marcellis Victor McSwain 1988 Howard Chapman J. Richard Atkins 1989 R.V. Moss Brent McKinney 1990 Bruce Leonard Dan Turner Exhibit W (page 2 of 2) Southern District ITE History of Awards Year Herman J. Hoose Marble J. Hensley Joseph M. Thomas 1991 Robert L. Vecellio Donald H. Gaines 1992 Edward E. Watt Thomas E. Flynn 1993 James W. Yarborough Gaye Sprague Hernan E. Pena, Jr. 1994 Joe K. Donaldson Darrell B. Skipper Craig M. Hanchey 1995 Victor A. McSwain Marsha Dale Anderson James A. Meads