agenda ite western district 2013 mid-year board meeting 2013 mid-year board packet.pdfite western...

Ver. 4 2013.01.29 AGENDA ITE Western District 2013 Mid-Year Board Meeting Crowne Plaza Los Angeles International Airport

Friday, February 1, 2013 9:00 am – 5:00 pm

Welcome The Western District Board welcomes committee chairs, council chairs, and section and chapter leaders to its mid-year board meeting. The voting members of the board include the President, Vice President, Secretary-Treasurer, Past President and three International Directors. These persons are responsible for all motions, voting and formal business of the District. There are two non-voting ex-officio members of the board: the District Administrator and the WesternITE Managing Editor. All other Western District ITE members attending are welcome to participate in the discussion as time allows.

*Indicates items where action is required.

Meeting Agenda 1. Call to Order and Introductions (Okitsu) 9:00 am 2. Approval of Agenda* 3. Items of Record and Consent Agenda (Okitsu) 9:10 am a. Items of Record*

i. Appointment of Justin Link as Website Manager ii. Approval by Board (August 2012) of Rory Grindley to succeed Jenny Grote as

District Administrator for a minimum 5-year term iii. Appointment of Jenny Grote to the Student Endowment Fund Committee. b. Consent Agenda*

i. Approval of June 24, 2012, Board Meeting Minutes ii. Approval of June 26, 2012, Annual Business Meeting Minutes

4. President’s Report (Okitsu) 9:15 am a. Committee and District Administrator Appointments b. Section/Chapter Visits c. Monthly e-News i. Should the District President produce them?

ii. Advertising or sponsorship funding source? iii. More than 15% of our members don’t receive our email

ITE Western District 2013 Mid-year Board Meeting Agenda of 3

5. Vice President’s Report (Aspelin) 9:30 am a. Close of 2011-2012 Fiscal Year Accounting and Taxes b. Committee Travel Budget c. Leadership Directory 6. Secretary-Treasurer’s Report (Ortiz) 9:45 am a. 2012-2013 Year-to-Date Financial Report b. Accounts Exchange Meeting Summary 7. Past President’s Report

***BREAK*** 10:00 am 8. Nominations - Executive Session a. Nomination of 2013-2014 Candidates for Western District Officers and International Director b. Nomination of 2013 Individual and Lifetime Achievement Awards 9. Nominating Committee Announcements - Resume General Session a. Acceptance of Nomination Committee’s Slate of Candidates* b. Coin flip and notification procedures in WesternITE, website, mailing list requests 10. International Directors’ Reports 10:45 am a. International Director’s Report (Sanderson) b. International Director’s Report (Suter) c. International Director’s Report (Grote) 11. International (Past) President’s Remarks (TBD) 11:15 am 12. District Administrator’s Report (Grindley) 11:30 am a. Bylaws and Charter for the Northwest Inland Chapter of the Washington Section

***Lunch*** 12:00 pm 13. WesternITE Managing Editor’s Report (Markuson) 12:30 pm 14. Advertising Manager’s Report (Martellaro-Palmer)12:45 pm 15. Website Manager’s Report (Link) 1:00 pm 16. Committee Reports 1:15 pm

ITE Western District 2013 Mid-year Board Meeting Agenda of 3

a. Advisory Committee Report (Reynolds) b. Technical Committee Report (Kothari) c. Membership Committee Report (de la Garza) d. Legislative Committee Report (McLaughlin) e. Career Guidance Committee Report (Sharma) f. Vendor Committee (McKhann) g. Student & Faculty Initiatives Committee Report (Scharf) h. Student Endowment Committee Report (Leong) i. Public Relations Committee (Huffine) j. Traffic Bowl Committee (Hall) 17. ITE Technical Council Reports 18. Future Annual Meetings 2:15 pm a. 2018 Annual Meeting Statements of Interest (Okitsu) 19. Annual Meeting Reports 2:30 pm a. 2012 Santa Barbara b. 2013 Phoenix

i. Final Budget and Registration Fees* c. 2014 Rapid City d. 2015 Las Vegas e. 2016 Albuquerque f. 2017 San Diego ***BREAK*** 3:15 pm

20. Old Business 3:30 pm a. Section Tax Exempt Status (Okitsu) 21. New Business 3:40 pm a. Credit of $150 dues voucher to faculty advisors who are life members (Aspelin) b. Free Annual Meeting registration to faculty advisors: sustainable? (Aspelin) c. [other suggestions??] 22. Next Board Meeting: Phoenix, Sunday, July 14, 2013 23. Adjourn 5:00 pm

Western District 2012 Annual Board Meeting Minutes

Held at the Fess Parker Doubletree Hotel, Santa Barbara, California Sunday, June 24, 2012

Submitted for the Mid-Year Board Meeting, 2013

CALL TO ORDER AND INTRODUCTIONS Western District President Alyssa Reynolds called the meeting to order at 9:15 am. Attendees during the course of the meeting were:

Board Members:

Alyssa Reynolds, President

Walter Okitsu, Vice President

Karen Aspelin, Secretary-Treasurer (preparer of these minutes)

Ken Ackeret, Past President and Advisory Committee Chair

Dalene J. Whitlock, International Director

Michael Sanderson, International Director

Monica M. Suter, International Director

Jenny Grote, District Administrator (ex-officio non-voting board member)

Joey Markuson, WesternITE Managing Editor (ex-officio non-voting board member)

Committee Chairs and Guests:

Rock Miller, International President

Zaki Mustafa, International Vice President

Hibbett Neel, International Vice President Candidate

Steve Colman, International Coordinating Council Chair

Jennifer Rosales, International Ethics Standing Committee Chair

Lisa Martellaro-Palmer, WesternITE Advertising Manager

Nathan Mustafa, WesternITE Web Manager

Janna McKhann, Vendor/Industry Committee Chair

Amit Kothari, Technical Committee Chair

Danielle Scharf, Student Initiatives Committee Chair

Chuck Huffine, Public Relations Committee Chair

Roberta McLaughlin, Legislative Committee Chair

Patricia Camacho de Cano, Career Guidance Committee Chair

Neelam Sharma, Career Guidance Committee

Cathy Leong, Student Endowment Fund Committee Chair

Tom Mericle, Santa Barbara 2012 LAC Chair

Robert Sweeting, Santa Barbara 2012 LAC Vice-chair

Kim Carroll, Phoenix 2013 LAC Chair

Randy McCourt, Rapid City 2014 LAC Chair

Dawn Wilson, President – San Diego Section President

Justin Link, Secretary-Treasurer Candidate

Carlos Ortiz, Secretary-Treasurer Candidate

Jason Shykowski, Northern California Section President

ITE Western District 2012 Annual Board Meeting Minutes Page 2 of 10

Jim Ellison, Washington Section President

Andrew Maximous, Southern California Section President

Lee Cabell, Intermountain Section Past President

Grant Schultz, Utah Chapter

Paul Barricklow, New Mexico Section

Jim Barrera, New Mexico Section

Dave Sabers, Arizona Section Secretary

Ray Davis, San Francisco Bay Area Section

I. AGENDA, ITEMS OF RECORD AND CONSENT AGENDA A. Items of Record - none

B. Consent Agenda

1. Approval of January 27, 2012, Board Meeting Minutes

MOTION: Whitlock, 2nd Suter to accept minutes without changes. Motion

passed.

II. PRESIDENT’S REPORT President Alyssa Reynolds announced that former Western District and International President Rich

Romer passed away on June 17, 2012. The Santa Barbara meeting will be dedicated to his memory.

Alyssa also reported the following:

A. Committee Appointments per Items of Record: None since the mid-year board meeting.

B. Section/Chapter Visits: Alyssa listed the section and chapter meetings she had visited

since the mid-year board meeting. During her visit to the New Mexico Section she issued a

Presidential Proclamation to Karen Aspelin.

C. Section/Chapter Survey: With the help of membership committee chair Joe de la Garza,

Alyssa has developed and sent out a membership/leadership survey to members at the

section and chapter levels. So far she has received 12 responses. They are trying to elicit

information such as when elections occur, when officers are installed, whether they have

officer duties written, and what awards they have. She and Joe will distribute the results

when the survey is complete.

III. VICE PRESIDENT’S REPORT A. Awards: Vice President Walter Okitsu announced that he will be presenting the awards at

the banquet on Tuesday night. The Best Paper Award will not be announced until the

Western States Luncheon on Wednesday.

B. Committee Travel Budget: Walter reported that out of the $2,200 budget line for

committee member travel only about $600 has been spent. Money is still available for

committee chair travel to the Santa Barbara meeting. The District budget no longer

includes travel funds for council chairs. The District currently has four council chairs and

six council vice chairs at the International level.

C. Taxes: Walter explained that the District’s revenues include the endowment fund and LAC

funds, and that we do have taxable income from advertising.

D. Leadership Directory: Walter has recently updated the District leadership directory and

expects to email it out the first week of July 2012.


E. WesternITE Committee: The committee’s revenue target was set in December 2011 as

$11,000. New advertising manager Lisa Martellaro-Palmer has already brought in

$12,000 in professional services directory ads and position available ads. An additional

$5,000 to $6,000 in advertising revenue would be required to offset the cost of publishing

another printed issue of WesternITE.

F. Tax Deductible Status: Walter explained that as of March 2012, no section or chapters are

tax-exempt. They are considered “non-profit clubs.” If someone donates money to a

section or chapter, the donation is not tax deductible. There is some concern that banks

may not open up checking accounts for local sections and chapters if they do not have

501(c)3 status. Pete Frentz at ITE Headquarters is pursuing tax exempt status for all

sections and chapters but the process could take more than a year. Rock Miller added that

it would be a two-step process, where International would pay for an “umbrella” of tax

exempt status but that each individual section and chapter would then have to work with

International to modify by-laws to get the status. If someone wants to make a tax-

deductible contribution to ITE, they can donate to the Endowment Fund or to the District,

which both have tax-exempt status.

IV. SECRETARY-TREASURER’S REPORT A. 2011-2012 Year-to-Date Financial Report: Year-to-date income (for the period October 1,

2011 – June 4, 2012) included a $6,000 return of advance from the Alaska LAC, $19,884.92

in excess revenue from the Alaska LAC, $8,200 in professional services directory ads,

$3,800 in positions available ads, and $57,331.58 in dues. There was also $78 in interest

and $200 from the Van Wagoner fund, totaling $95,494.50. Year-to-date expenditures

totaled $38,348.58.

B. 2012-2013 Proposed Budget: The proposed budget was discussed for presentation at the

business meeting on June 26, 2012. Proposed changes included:

1. Zero budget for miscellaneous expenses, while creating an advertising

coordinator expenses line item, budgeted at $600, for attending a key

vendor meeting, and increasing advertising coordinator stipend from

$1,000 to $1,200.

2. Slight reductions in travel for officers and committee chairs.

3. Increasing target income for professional services directory and positions

available ads from $7,500 to $12,000.

4. Advances to LACs of $1,000 for Phoenix 2013 (original request was

$1,500), $2,500 for Rapid City 2014, and $3,000 for Las Vegas 2015.

V. PAST PRESIDENT’S REPORT A. Candidate/Election Guide Updates: Past President Ken Ackeret explained that the

Advisory Committee discussed the District’s practice of alternating candidates each year

between California and non-California residents. The committee determined that the

original intent of this long-standing approach was to give candidates a more equal

opportunity because about half the District’s membership lives in California, making it

more difficult for a candidate from outside California to win against a California candidate.

The Advisory Committee recommends keeping the alternating process in place as

memorialized in the policy described in the “Nomination-Candidate Guide” (1,500 of the


3,333 voting members in the District are Californians, so the policy maintains balance

between representation from California Sections and those outside California). The

Advisory Committee also recommends that the District Board create a nominations/

election timetable for candidates prior to the mid-year board meeting. With such a

timetable in place, if there are no candidates from a certain geographic region by a certain

date and following a full board discussion regarding such an issue, the board may open up

the candidate pool to all Sections. It was further agreed that the candidate guidelines are

an official Board policy that will be updated with a timetable. Finally, the Advisory

Committee does not think alternating between northern and southern California

candidates is necessary, nor is it in writing anywhere. Dalene noted that it is the job of

section past presidents to nominate candidates. Alyssa and Ken will update the candidate

guidelines accordingly.

ACTION: Alyssa Reynolds and Ken Ackeret to draft a timetable for receiving

nominations and update the policy accordingly.

B. Review of Lifetime Achievement Award: Ken reported that the Advisory Committee

reviewed the current Lifetime Achievement Award selection process. In general, the

committee felt that a posthumous award may be appropriate, and in that same year, a

second award could be given to a living member. The committee felt that what was most

important was not recent activity but ITE activity throughout a candidate’s career. The

committee suggested multiple rounds of voting to narrow the field, followed by a final

vote by the Board that reflects input from past recipients. Dalene pointed out that

although she has developed a form for candidates, they don’t always get filled out

completely and she reminded all Past Presidents present at the meeting that section past-

presidents should be looking for candidates from their areas to nominate for the Lifetime

Achievement and Individual Achievement Awards.

VI. INTERNATIONAL DIRECTORS’ REPORTS A. International Director’s Report: Dalene Whitlock attended the spring technical

conference, which was described in her newsletter article. She also chaired the student

chapter report committee. Cal Poly Pomona represented the Western District this year in

the International competition and won.

B. International Director’s Report: Michael Sanderson announced that his activity as an ID

was mostly local since the mid-year board meeting. He presented to the Montana State

University ITE student chapter, and attended the Intermountain section meeting in

Jackson. He is continuing to work on the leadership development committee for

International but has nothing new to report. He is currently serving on the nominating

committee for international vice president candidates.

C. International Director’s Report: Monica Suter reported that she attended the spring

technical conference, and made presentations on careers in transportation to three

student ITE chapters. She also attended an APWA conference and made a presentation on

MUTCD updates to both ITE and APWA members. Monica noted that $13,000 was jointly


given by the Southern California Section of ITE and the Orange County Traffic Engineering

Council (OCTEC) to seven student chapters. This funding came from the vendor-

sponsored golf tournaments. She has also been active in a joint ITE-led committee with

the ADA/Access Board’s advocates and other stakeholders regarding the proposed Public

Right-of-Way Accessibility Guidelines (PROWAG) to potentially require traffic signals for

all crosswalks with multi-lane approaches to roundabouts. This would modify the

MUTCD. Monica suggested that others in ITE may be interested in participating and she

will provide some information for WesternITE .

VII. INTERNATIONAL PRESIDENT’S REMARKS International President Rock Miller reported that he has made presentations to many of the sections in

the West, including Arizona and Oregon. He was invited to participate in a complete streets conference

with the San Diego section, APWA, and the Association of Environmental Planners that was so successful

that people had to be turned away. Rock reminded everyone of the Atlanta conference coming up in

August, and the pro-walk/pro-bike conference in Long Beach in September.

VIII. DISTRICT ADMINISTRATOR’S REPORT A. Follow-up Activities from the Mid-Year Board Meeting: DA Jenny Grote announced that

she researched the board’s policy on transferring dues money into the Endowment Fund,

and the amount should be $2 per dues-paying member, not 10% of their dues, as voted by

the Board during the 2005 Annual Meeting in Kalispell, Montana.

B. Charter and Bylaw Amendments: The University of Southern California ITE student

chapter completed their Bylaws shortly after the mid-year board meeting and are now

“official.” The Intermountain Section updated its Charter and Bylaws this year and they

will be signed at this meeting by President Reynolds.

MOTION: Ackeret, 2nd Sanderson to approve the updated Intermountain

Section bylaws. Motion passed.

C. E-Voting Update: Because she was one of the candidates, Jenny turned over the

administration of the e-balloting to Karen Aspelin this year.

D. District Administrator Position: The District Administrator Position is an initial term of

five years which is renewable every two years thereafter. With Jenny becoming an

International Director in January 2013, she will be resigning as DA.

IX. WESTERNITE MANAGING EDITOR’S REPORT WesternITE Managing Editor Joey Markuson thanked outgoing web manager Nathan Mustafa for his

responsiveness throughout his term. She talked about goals she has attained which include increasing

advertising, more technical articles, and shorter section reports. Joey announced that the special edition

of WesternITE for this annual meeting is at the registration desk. Michael suggested that each time the

District website is updated we need to send out an email to the membership so that they will go to the

website. Walter suggested a monthly email digest with links to the website (Nathan was doing that with

Edgar Perez for a while when he was president). There was some discussion of making WesternITE an

entirely online newsletter (similar to the Colorado-Wyoming section’s newsletter) but the board decided

it was best to still have some printed issues to adhere to the District’s bylaws about mailing ballot


information to members and for those members who do not regularly read items on-line. The ability to

retain advertisers without a hard copy magazine was also discussed. The next scheduled printed and

mailed issue of WesternITE is in October.

X. WESTERNITE ADVERTISING MANAGER’S REPORT WesternITE advertising manager Lisa Martellaro-Palmer reported that since January she has brought in

about $8,000 in advertising revenues, and has a list of about 20 to 30 companies who want to continue

advertising. She has also gone through the ITE board and committee members list and solicited their

employers for ads. She plans to go to vendors next for ads. Lisa noted that her impression is that vendors

are more interested in online advertising rather than printed ads, whereas consultants seem to be okay

with either format. Lisa is going to produce a price list for advertising for discussion at the mid-year

board meeting.

ACTION: Lisa Martellaro-Palmer to create a price list for advertising on

WesternITE.org and WesternITE printed newsletter.

XI. WEBSITE MANAGER’S REPORT Website Manager Nathan Mustafa will be stepping down from his position when his term ends this year.

Walter noted that he’d like to see advertiser’s names scroll randomly on the website rather than always

having the companies starting with an “A” first, but Nathan said that with such a long list of advertisers,

that option would be difficult. Nathan is trying to have the person who created the website fix the drop-

down menus.

ACTION: Nathan Mustafa (or his successor) to have website creator fix the

drop-down menus on WesternITE.org.

XII. COMMITTEE REPORTS A. Advisory Committee Report: Advisory Committee Chair Ken Ackeret made his report

earlier in the meeting.

B. Career Guidance Committee Report: Patty Camacho de Cano announced that this was her

last meeting as committee chair and that Neelam Sharma has been appointed to succeed

her. There were 10 best paper by a young professional candidates and Yue Zhou from the

University of Nevada Reno (UNR) was selected the winner. There were two nominees for

the young professional achievement award - Aaron Knight and Sam Morrissey; Mr.

Morrissey was selected the winner. The employer of the year award went to the City of

Phoenix.

C. Legislative Committee Report: Legislative Committee Chair Roberta McLaughlin solicited

suggestions on how to get current legislation out to the membership in a timely fashion so

that members can comment on it. Alyssa suggested she use the District’s Constant Contact

email service.

D. Membership Committee Report: Membership Committee Chair Joe de la Garza was not

able to attend but had provided his written report. Alyssa noted that when a student

graduates, he/she gets a free upgrade to ITE membership for the balance of the year. If an

ITE member is unemployed, there is no renewal fee if they contact ITE International;

however, this is not widely known by student or other members .


E. Student & Faculty Initiatives Committee Report: Student and Faculty Initiatives Committee

Chair Danielle Scharf reported that she has developed draft guidelines for the student

traffic bowl, which were based on those for the international competition. The main

change is that there is now a prequalification round, which allows on-site registration and

can narrow the final competition to nine teams. The Kell competition will be held this

afternoon. UNR’s proposal for the competition was selected – it involves developing an

emergency evacuation plan for a tsunami. Danielle expects 125 students registered for the

Santa Barbara conference. Cal Poly Pomona won the District’s student chapter award and,

representing the District, won the International award as well. The student paper winner

was Cathy Liu of the University of Washington; she was also selected as the winner of the

International competition. There were no student fellowship candidates this year. Cal

Poly Pomona was selected the winner of the student website award. The student

newsletter award was not awarded this year; it is possible that this award may be retired.

Danielle requested that all updates to the student chapter liaison list be sent to her. Alyssa

suggested we wait and see how the student traffic bowl goes in Santa Barbara before we

make the new student traffic bowl guidelines official.

F. Student Endowment Committee Report: Student Endowment Fund Committee Chair

Cathy Leong announced that we are starting to make distributions from the fund this year,

and the goal is to take in more money than what’s being spent. The mITEy race had 17

teams and was organized by Cathy, Neelam, Patty, and members of the LAC. The mITEy

race had two sponsors- Sensys Networks and Clary. There were two categories of teams –

“family and friends” and students. Winners of the student competition were 1. University

of Wyoming, 2. Montana State University, and 3. Cal State Fullerton. Winners of the family

and friends competition were 1. TeamOne, 2. Team Aspelin, and 3. OC Flyers. Cathy

announced that tonight at the social there will be the Traffic Hero game for an Endowment

Fund fundraiser. Ken and Rock suggested that a reminder be sent to Fellows at the end of

the tax year to send a contribution to the Endowment Fund.

G. Public Relations Committee Report: Public Relations Committee Chair Chuck Huffine

announced he has five volunteers on the committee already. The committee’s goal is to

announce accomplishments, news, and anything to advance the positive image of our

profession outside ITE. Chuck asked whether the board wants to approve everything that

goes out. The group decided that the president and senior director would approve press

releases coming out of the committee.

H. Technical Committee Report: Technical Committee Chair Amit Kothari announced that

there were 11 candidate articles for the Van Wagoner award and that Robert Kahn and his

coauthor, daughter Allison Kahn Goedecke, won. Eight section activity reports were

received; the Colorado-Wyoming section won for the large section and the San Diego

section won for the small section. Colorado-Wyoming’s report was sent on to the

international competition but did not win. Amit will provide the winning section report for

posting on the website as an example of how to write a good section report. The

presentation of four best paper candidates will be judged at the Santa Barbara meeting

and the winner will be announced at the Western States Luncheon. The five data

collection projects are completed and paid.


ACTION: Amit Kothari to obtain report from section activity winner at the

International level and have it posted on WesternITE.org.

I. Traffic Bowl Committee Report: Traffic Bowl Committee Chair Jerry Hall will be stepping

down from the Traffic Bowl Committee after the Phoenix meeting in 2013.

J. Vendor Committee Report: Vendor Committee Chair Janna McKhann reported that she

has been coordinating closely with other organizations to ensure that meetings are not

scheduled at the same times. The Santa Barbara LAC will be distributing delegate

information to vendors in a pdf format after the meeting. After discussion on whether to

allow attendees to opt out of being on a list, the Board decided instead that beginning with

the Phoenix meeting people will be informed when they register that they will be on a

mailing list and vendors will be provided with the list beforehand.

ACTION: Phoenix LAC to ensure that there is wording on the registration

form that meeting registrants’ information will be made available to vendors

participating in the meeting.

XIII. ITE TECHNICAL COUNCIL REPORTS Steve Colman, ITE’s Coordinating Council Chair announced that abstracts for annual meetings are due at

the end of August 2012 for the 2013 meetings in San Diego and Boston.

XIV. FUTURE ANNUAL MEETINGS The Utah Chapter was unable to assemble a proposal and presentation to host the 2016 annual meeting.

Grant Schultz from the Utah Chapter suggested that old proposals be posted on the District’s website for

use by future proposing LACs. Jenny said that past proposals for annual meetings are kept by the District

Administrator and are available by request. Grant also stated that information on the District’s website

about proposing to host an annual meeting should be clarified.

The New Mexico Section made its presentation. In closed session, the Board selected the New Mexico

Section to host the 2016 annual meeting, in Albuquerque. Jim Barrera was appointed General Chair and

Paul Barricklow co-chair.

XV. ANNUAL MEETING REPORTS A. 2012 Santa Barbara (June 24-27, 2012): Santa Barbara LAC General Chair Tom Mericle

reported that they had 203 full, 19 one-day, 29 faculty advisors/VIPs (who receive free

registration), 116 students, and 33 guests registered. They have 693 room-nights

reserved and only have a 500 room-night minimum. At the peak they have 200 rooms

reserved on Sunday night. There are 17-18 people booked in the overflow hotel. There

are 44 registered vendors and 13 sponsors. Printing has been provided by the City of

Ventura. The LAC has used dropbox.com to share folders with a lot of success. The final

meeting program will be posted online rather than printed, and all papers will be posted

on the meeting’s website. The meeting appears to be $5,000 ahead right now, which does

not include a rebate of about $5,000 from the hotel for fulfilling the room-night minimum.

Walter asked how the students reacted to the $50 registration fee (last year’s was $25).

Tom said that he thought $100 would be too much but that $75 might be reasonable. Tom

reported that about a third of the speakers at the meeting are students.


B. 2013 Phoenix (July 14-17, 2013): LAC General Chair Kim Carroll is requesting a $1,000

advance. Michael opined that the $6,000 advance they have received already should be

sufficient and that they should get money from the vendors and sponsors if they need cash

up front. Their LAC is starting to hold monthly meetings now. They plan to use Constant

Contact for their registration software. They used it for an IMSA conference recently and

had a good experience. They are suggesting that the registration fee be set at $475, with a

$50 fee for students and vendor registration of $1,800. Tom Mericle offered that that cost

wasn’t too much for vendors, but that sponsorships were more difficult to get.

MOTION: Suter, 2nd Okitsu to approve $1,000 advance to Arizona 2013 LAC

for FY 2012-2013. Motion passed.

C. 2014 Rapid City (June 29-July 2, 2014): Rapid City LAC General Chair Randy McCourt

announced that the Midwestern District is starting to get excited about this meeting. They

expect the registration cost to be $400 or less. Randy asked the Board to consider making

the technical program available “by bid” per session; they will start putting together the

program at the beginning of 2013. Randy will put together a written description of this

approach for the board to review and vote on at the mid-year meeting. A memorandum of

understanding (MOU) is being drafted and will be provided to the board for comment and

signing by the end of this summer. The Rapid City LAC will be requesting a $2,500

advance in FY 2012-2013.

ACTION: Randy McCourt to finalize MOU for 2014 joint annual meeting and

route to Western and Midwestern boards for approval. Randy McCourt to

prepare a description of the proposed technical program bidding process for

the meeting and submit for review and approval by the Board.

D. 2015 Las Vegas (July 18-22, 2015): The LAC will be requesting a $3,000 advance in FY

2012-2013.

E. 2017 San Diego: Dawn Wilson announced that if appointed, Joe de la Garza has agreed to

serve as the LAC general chair, and Erik Ruehr will assist as co-chair. They are holding a

logo contest and will reveal the logo at the 2013 mid-year meeting. They plan to use

Helms-Briscoe to negotiate a contract with a hotel.

XVI. OLD BUSINESS A. Western District Dues: The Board agreed that we should continue with only the 10% per

year dues increase in an effort to increase reserves. Accordingly, dues for 2013 will be

$26.62 per member, up from $24.20 per member in 2012.

MOTION: Aspelin, 2nd Suter to raise dues in 2013 by 10% for all membership

categories. Motion passed.

ACTION: Aspelin to let International know that we are increasing our

District dues by 10% for 2013.

B. Dues Transfer to Endowment Fund: Jenny reported on this item during her District

Administrator’s report


ACTION: District Administrator to add to the secretary-treasurer duties that

the dues transfer to the Endowment Fund is $2 per member.

XVII. NEW BUSINESS A. Budget Review: The budget was mainly discussed during the Secretary-Treasurer’s

report. Rock suggested that we consider getting multiple bids for our officers’ liability

insurance if we thought it was too expensive. Board amendments to the proposed budget

included maintaining the Web Manager’s stipend at the current $2,000 and keeping the

District Administrator’s honorarium just below $600. The recommended budgeted net

reduction of reserves for FY 2012-2013 would be $2,700. Walter said this net loss is

expected and according to plan: the annual 10% increases in dues were expected to

overtake net losses by 2014, and trends show we’re a year ahead of that schedule.

MOTION: Whitlock, 2nd Okitsu to approve the draft FY 2012-2013 budget for

presentation to and voting upon by the membership. Motion passed.

XVIII. NEXT MEETING: January or February 2013, location to be announced

XIX. ADJOURN: Occurred at 3:25 pm

Western District 2012 Annual Business Meeting Minutes

Held at the Fess Parker Doubletree Hotel, Santa Barbara, California Tuesday, June 26, 2012

Submitted for the Mid‐Year Board Meeting, 2013

President Alyssa Reynolds announced that the Student Endowment Fund booth has resumes and is compiling a list of mentors/mentees.

I. CALL TO ORDER A. Pledge of Allegiance B. Moment of Silence for Deceased Members

Michael Burke Shahir Gobran Johannes Kurz

Richard Romer Roy Sawhill Charles Zell

II. WESTERN DISTRICT OFFICERS ELECTION A. A Last Call for Ballots was made by President Reynolds. B. Convene Tellers Committee

Election administrator Karen Aspelin convened the Tellers Committee, which was also comprised of Tim Harpst of the Utah Chapter and Ray Yparraguirre of the Arizona Section.

III. INTRODUCTION OF LEADERSHIP President Reynolds introduced the ITE leadership present at the meeting, including the International officers and Directors from the Western District, and the Western District officers and committee chairs. Presidents from the District’s sections and chapters were also recognized.

IV. INTERNATIONAL PRESIDENT (MILLER) International President Rock Miller made the following remarks in his address to the membership.

ITE has about 15,000 members in 90 countries. ITE’s Executive Committee directs ITE and conducts strategic planning. The focus of ITE’s strategic planning efforts is quality of life, safety, sustainability, and

meeting the needs of all transportation modes. More than 1.3 million people are killed in traffic accidents each year worldwide. ITE’s

focus is on the U.S. and other countries where we have a presence. Crash rates in the U.S. are similar to those in India, Poland, and Vietnam. Other

countries, such as Canada, have lower crash rates than the U.S. The Federal Highway Administration (FHWA) has a safety tool list which includes

median refuges, road diets, and roundabouts (which have been shown to cut fatalities by 10%).

In March 2011 ITE produced its Policy on Roundabouts. ASCE is also considering such a policy.

Rock mentioned ITE’s new publications and older ones that need updating. In the fall there will be a Pro Walk/Pro Bike conference in Long Beach, CA.

ITE Western District 2012 Annual Business Meeting Minutes Page 2 of 3

Rock is helping to plan an ITE bike facility tour of the Netherlands. The ITE Community is an online method of keeping up with what’s going on in ITE. The Trip Generation manual is now available in a software format. The Certification Board is considering additional certifications. Federal programs that are being cut affect bicyclist and pedestrian safety. Money that

is available is often being used for more bridges. The student traffic bowl is increasing in interest nationally. Rock noted that it is difficult to get candidates for leadership positions all over the

country. ITE is considering changing the requirements for International President. The National Report Card on Signal Timing gave us a C+ this year, which is better than

the previous year. The International ITE meeting will be held in Atlanta August 12‐15, 2012.

V. STATE OF THE DISTRICT ADDRESS (REYNOLDS) Western District President Alyssa Reynolds made the following remarks in her address to the membership.

The District has 3,514 voting members, which is 126 members fewer than last year. There are 4,512 total members, including 805 student members.

Over 100 students are attending this meeting in Santa Barbara; that is over 15% of the District’s entire student membership.

There are no new sections or chapters. USC and California State – Fullerton are the District’s newest student chapters. The University of Colorado – Denver student chapter has been revitalized.

Alyssa made presidential proclamations this year to Edgar C. Monroy and Karen Aspelin. Both proclamations were initiated by their sections.

The Endowment Fund is over $300,000. The mITEy Race and Traffic Hero games at the Santa Barbara meeting raised additional funds. Money is starting to be used for student initiatives but the fund is still growing.

We are publishing two hard copies and one special issue of the WesternITE newsletter. Legislative chair Roberta McLaughlin needs help with legislative issues in your area,

and she is planning to start an email service. The Public Relations committee is new to the District. Committee chair Chuck Huffine

needs contacts at the local level. The District will be maintaining the inside/outside California rotation for officers. Next

year the International Director candidates will come from inside California, and the secretary‐treasurer candidates will come from outside California. It is the job of section and chapter past presidents to nominate candidates for these positions.

Alyssa described the lifetime achievement award process. The District has new Student Traffic Bowl guidelines drafted which were used for the

contestants this year.

ITE Western District 2012 Annual Business Meeting Minutes Page 3 of 3

VI. 2012‐2013 BUDGET (ASPELIN) Secretary‐Treasurer Aspelin summarized the state of the District’s accounts for 2011‐2012 and introduced the draft budget for FY 2012‐2013, which is included in the Annual Board Meeting minutes. The budget was approved by the membership.

VII. UNFINISHED BUSINESS President Reynolds announced the locations of the Western District annual meetings

for the upcoming years: July 14‐17, 2013 – Phoenix, 2014‐Rapid City, 2015‐Las Vegas, 2016‐Albuquerque, and 2017‐San Diego.

The winners of the 2012 election were announced: President Walter Okitsu, Vice President Karen Aspelin, Secretary‐Treasurer Carlos Ortiz, and International Director Jenny Grote. The ballots were then destroyed.

INSTITUTE OF TRANSPORTATION ENGINEERS Date: January 29, 2013 To: ITE Western District Board of Direction From: Walter Okitsu, President Subject: President Report for 2013 Mid-Year Board Meeting The following is a summary of the significant tasks and issues addressed since being installed as President in June 2012. Exchange of Committee Oversight with the Vice President On July 10, 2012, I proposed a swapping of committees for which the President and Vice President are responsible for oversight. This was proposed as a one-year experiment during the course of my term. The exchange is shown in the figure below.

Interim Organization Chart for 2012-2013

President

President Vice President Secretary-Treasurer

LAC General Chairs

Public Relations

Past President

Legislative

Vendor-Industry

Student Initiatives

Career Guidance

Technical

Membership

Traffic Bowl

WesternITE Managing Editor

Website Manager

Advertising Manager

Student Endowment Chair

Advisory Committee:Past President chairs beginning Mid-Year

Meeting, 5 members max.

Student Endowment Fund Committee includes ID (same ID

throughout), DA, Secretary-Treasurer,

President

WesternITE & Website Oversight Committee: Website Mgr, WesternITE Managing Editor, mid-term ID, + 2 at-large members

WesternITE Technical Editor

Tax Preparation Consultant

WESTERN DISTRICT

President Report for Mid-Year Board Meeting January 29, 2013 Page 2 of 7

My intention was to place all committees that involve external communications, such as the newsletter and website, as a responsibility of the President, while committees that deal with the internal activities within the District would be placed under the direction of the Vice President. The results have been a mixed success. The interim organization chart makes logical sense, but the time I could devote to the WesternITE Committee was limited, largely because of my time spent on a new initiative, which was to create a monthly E-News from Western District. I invite discussion on the interim organization chart at the 2013 Mid-Year Board Meeting. E-News from Western District It was suggested at the 2012 Annual Board Meeting that more information be distributed by e-mail, and I offered to do just that. The result is a periodic e-mail to all members, which I have titled “E-News from Western District.” The E-News is intended to be issued monthly, and I intend to stay on schedule for the rest of my term. Issues were sent July 27, 2012, September 15, 2012, October 26, 2012, and December 17, 2012. I believe such a service is valuable to the District, and most other professional societies have gone to a similar format. I have confined its scope to District-oriented announcements. This would be the ideal forum for time-sensitive topics such as the Legislative Committee reports. I have left technical articles and items that must be mailed in print form, such as Board reports, for inclusion in the WesternITE newsletter. I see the potential of having the E-News eventually replace a mailed newsletter, saving us the approximately $5,000 it costs to mail each issue. However, the lack of e-mail addresses among our membership will probably postpone that decision. Topics to consider at the 2013 Mid-Year Board Meeting:

• Should the President continue assembling the E-News? • Should advertising be allowed? • Should the scope be expanded? • Is the format adequate? (Too long, too short, viewable on mobile devices) • How do we resolve the lack of valid e=mail addresses from 15% of our members?

A sample of the December 17, 2012 E-News is shown on the next page.


Excerpt from December 17, 2012 E-News from Western District


E-Mail Addresses of Our Members, and Lack Thereof Here are some interesting Constant Contact statistics:

Constant Contact e-mail statistics chart The light blue bars represent the total e-mails sent. The addresses were obtained from Headquarters’ database. Up through July 2012, e-mails were sent to 4,500 addresses. Of those, from 500 to 800 e-mails would bounce (the orange bars.) Beginning July 2012, a new address list was requested from Headquarters prior to each issue. , For the September issue, I used an August database, but sent another round of e-News to new addresses that appeared in the database a month later. The number of e-mails sent has risen to 4079, after a drop to 3718, in part due to a campaign to get members to update their e-mail addresses through the Headquarters website.

Constant Contact e-mail statistic table

Dec e-News

Nov e-News Sep e-

News

Sep e-News to updated addresses

Jul e-News

Issued prior to July 2012


In December, we had 4079 e-mail addresses for 4506 members, meaning 427 members had no e-mail address on their ite.org profile. Of the e-mails sent, we had 226 bounces and 11 opt outs. It meant 15% of our members aren’t getting our e-mails. Furthermore, an untold number of e-mails are being lost through company spam filters, with neither the intended recipient nor me knowing about it. These represent lost members if we stop mailing the printed newsletters. This problem needs to be tackled if we eventually want to provide more digital transmission of information to our members. Appointments Justin Link as Website Manager: I appointed Justin Link to succeed Nathan Mustafa as Website Manager to a 3-year term beginning June 27, 2012. Rory Grindley as District Administrator: With the election of District Administrator Jenny Grote to International Director, we began a search for a replacement in July. A selection committee of five members was created from among the current Board or the Advisory Committee. Rory Grindley was selected by the selection committee, and approved by the Board. His 5-year term began immediately August 17, 2012. Jenny Grote to join Student Endowment Fund Committee: I have appointed Jenny Grote to succeed Dalene Whitlock, who completed her term as International Director on December 31, 2012. According to the Endowment Chair duties, "To provide continuity for the committee, the appointed International Director would preferably be selected at the start of their term and serve on the committee for the duration of their three-year term." Jenny fits that role. Website Matters Some discussion by e-mail was made regarding reconfiguring the Professional Services Directory on the web site, including ideas such as displaying PSD’s by state. I have provided no direction on the matter to date. In November I asked all Committee Chairs to provide the website manager an updated awards history for awards under their jurisdiction. Most of them have. In July, the Montana Chapter requested Justin Link, our Website Manager, to provide minor updates to their website that the District provides. The District provides a handful of other sections and chapters a website that they maintain on their own. Montana is the only chapter that requests our District Website Manager to modify their contents. Because the expected workload is minor, with updates only once a year, I expect the District to provide this service to Montana Chapter in the coming years. Faculty Rebate for Life Member One of the student faculty advisors has paid for a lifetime membership to ITE, and requested using the student advisor dues voucher (worth $150) for another ITE activity. After some discussion by e-mail with the Board, I decided to send a $150 check to that advisor, reasoning that the voucher is intended to be an incentive to get Student Chapter Reports submitted, and for our advisors to be ITE members. Only a small number of our faculty advisors are members,


and only one is a lifetime member, so the potential financial impact is small. However, this could represent an annual expense that should be accounted for when setting the budget. Rapid City Join Annual Meeting 2014 I serve as Treasurer for the Rapid City LAC, although no treasury has been established to date. My activities representing Western District included, with our Board’s approval, negotiating with Midwestern District on how to split a loss, if there is one. The districts agreed that a loss would be split proportionally to each district’s membership, meaning Western District would absorb the great majority of that cost, but we also agreed to split the hotel’s comp rooms proportionally as well. In September 2012, I signed the Memorandum of Understanding between our two districts and sent it to Midwestern District for their signature. They still haven’t signed it. 2018 Annual Meeting Potential Hosts As of this date, the Oregon Section submitted Portland as a potential site for our 2018 Annual Meeting. I sent invitations to other chapters that had not hosted in awhile, especially Idaho and Utah Chapters, but they have not expressed interest. Midyear Board Meeting 2013 Arrangements I initiated the consultant HelmsBriscoe to get started on hotel search. Due to changes in personal at HelmsBriscoe, the eventual meeting site, Crowne Plaza Los Angeles International Airport, was not locked in until early January. I used online software, Evite, to handle invitations. I recommend the use of this service or similar services for future Board meetings. I created a website for Midyear reports from officers and committees. I believe this has reduced the President’s workload. More automation of the process would be a great benefit, where each officer or committee chair submits the report directly to a site that posts a PDF on the web, and schedules “nags” to late submitters. Such a process should be considered for future Board meetings. Travel and Section/Chapter Visits My travel since the start of my term included the following: Atlanta International Meeting, August 12-15, 2012 I had a three-night stay in an Omni Hotel room, in which I hosted the traditional reception for Western District members. I ended up hosting a second party, to finish off the refreshments. Idaho Chapter Meeting, Meridian ID, September 9, 2012 I gave a presentation on the State of the District. I thank Dan Thompson for treating me to dinner. Northern California Section Meeting, Rancho Cordova, CA 9/20/2012. I gave a presentation on “Bikeway Design Issues in Long Beach” and on the State of the District. I thank Roberta McLaughlin and Maggie O’Mara for driving me to the airport.


Exchange of Records Meeting, Irvine, CA 9/27/2012, I met Secretary-Treasurer Carlos Ortiz at his office at RBF, along with Vice President Karen Aspelin and Past President Alyssa Reynolds. Monica Suter joined us for dinner. Montana Chapter Meeting, Helena, MT 11/8/2012 This meeting is held in conjunction with the Montana Joint Engineering Conference. I made a presentation on Bikeway Design, handling one of the sessions that Montana ITE needed to fill. It was supposed to be a one night trip, but I stayed a second night because the airport was snowed-in. Central Coast Section Meeting, Oxnard, CA 12/11/2012. I gave a presentation on the State of the District and “Bikeway Design Issues”. This was a day trip. Upcoming: Arizona Section Meeting, Phoenix, AZ February 28, 2013. I plan to visit the Arizona Biltmore and the HelmsBriscoe office on this trip.

INSTITUTE OF TRANSPORTATION ENGINEERS Date: January 07, 2013

To: ITE Western District Board of Direction

From: Karen Aspelin, Vice President

Subject: Vice President’s Report for the 2013 Mid-Year Board Meeting Following is a summary of the significant tasks and issues addressed since being installed as Vice President in June. Exchange of Records Meeting On September 30, 2012, Past President Alyssa Reynolds, President Walter Okitsu, Secretary-Treasurer Carlos Ortiz, and I met in Irvine, California to establish Carlos as a new signer for all accounts and to transfer the District’s financial records. The District’s procedures were also reviewed along with Quicken, and other pertinent materials and records were also transferred. Since then, the District’s Quicken data file has been saved on the Dropbox software for use by both the Secretary-Treasurer and me. Previous Fiscal Year Financial Closure I have attached at the end of this report a Fiscal Year 2011/12 final summary, compared against the budget, along with next year’s budget. Summary:

Nearly all expenditures stayed within budget, with no glaring overages. Santa Barbara LAC realized an excess income of about $8,700. WesternITE newsletter income was approximately $12,500 ($8,500 for professional

services directory ads and $4,000 for positions available ads). Expenses for the WesternITE newsletter were approximately $13,400 (for two mailed issues and one color issue distributed at the Santa Barbara meeting).

The table below shows the dues trend over the last four fiscal years:

FISCAL YEAR 2nd Payment Dues 1st Payment Dues TOTAL DUES

08/09 $4,731 $63,066 $67,797

09/10 $4,840 $58,243 $63,083

10/11 $6,141 $48,602 $54,743

11/12 $14,575 $51,493 $66,068

Our policy on reserves is to retain 1.5 times annual expenditures. Our annual non-LAC

expenditures were about $80k, so our target reserves should be about $120k. We are currently at $80k at the end of FY 11/2012 ($10,000 more than the previous year).

WESTERN DISTRICT

Vice President’s Report for Mid-Year Board Meeting January 07, 2013 Page 2

My hope is that by continuing to increase annual dues by 10% each year, keeping expenses well within income, and realizing even a small amount of excess income by LACs each year, we can avoid a larger dues increase as was discussed in the summer of 2011, and continue to increase our reserves a little bit each year. Tax Form Submittal Albert Li, accountant, now based in Temple City, California, prepared the District’s FY 2011/2012 tax return (IRS tax year 2011) again this year. His fee was $2,400. For FY 2011/2012, our total non-taxable revenue including LACs and the Endowment Fund was $337,123, expenditures $292,248, net $44,875, tax: $0. Our taxable (i.e. professional services directory listings and positions available) revenue was $12,533, expenditures $15,003, net loss ($2,470), tax: $0. Taxable expenditures for the professional services directory listings and positions available ads don’t match the $13,400 in expenditures noted for WesternITE earlier in this report because the taxable expenditures also include half of the website expenses. The tax return was sent to the IRS by Federal Express on Monday, January 7, 2013. Tax Deductible Status for Sections and Chapters President Walter Okitsu has taken on the task of tracking ITE Headquarters’ progress on helping to establish IRS Section 501c3 tax deductible status for sections and chapters. Committee Travel To date, four chairs of District committees have requested reimbursement for travel to the mid-year meeting (Danielle Scharf/Student Initiatives, Neelam Sharma/Career Guidance, Amit Kothari/Technical, and Justin Link/Web Manager). The remaining Committee Chair budget will be available for the Annual Meeting this summer. Because no budget has been allocated for Council travel, ITE International Council Chairs and Vice Chairs were not contacted to confirm which chairs will be making travel reimbursement requests above and beyond International’s/employer allocations. Expense Report Form After reviewing expense reports this past year I felt that the form the District uses could use a makeover to make it easier for review, especially for trips of multiple days. I am submitting this for review and approval by the board. The expense report file has been edited to include the District’s current travel reimbursement policy in a nonprintable part of the spreadsheet, for easy reference. Leadership Directory At the time this report is being written, the Leadership Directory was in the process of being updated with the goal of having it distributed before the mid-year meeting on February 1, 2013. Dues I informed ITE Headquarters that dues for calendar year 2013 will increase by 10%. The table below shows our 2013 dues structure:

Vice President’s Report for Mid-Year Board Meeting January 07, 2013 Page 3

CLASSIFICATION DUES

Fellows, Members, Members (5+ years), Affiliates $26.62

Retired $14.63

Honorary Members, Student Chapter Faculty Advisors, Students, Life Members $0

Committee Oversight At the beginning of my term President Walter Okitsu made adjustments to the District’s organization chart so that the Vice President position now oversees the following committees: Career Guidance, Student Initiatives, Traffic Bowl, Technical, and Membership. I checked in with each of these committee chairs in November (with the exception of Membership Chair Joe De La Garza because Walter had been working closely with him on updating member contact information). All of the chairs indicated that their committees were at a slow point in the year at that time. I will check in with them again this spring and prior to the annual meeting. I was particularly interested to find out from Traffic Bowl chair Dr. Jerry Hall whether he had any ideas for his successor when he stepped down in the summer of 2013, and I was pleased to hear that he had an excellent candidate in mind.

Name

LAST FIRST DATE SUBMITTED

WESTERN DISTRICT ITE Position 02/01/13

PURPOSE OF EXPENSE: EVENT DATE(S):

DATE - ONE DAY PER ROWTICKET FARE OR MILEAGE*

TRANSP. TO/FROM AIRPORT*

PARKING AT AIRPORT OR

HOTEL RENTAL CAR HOTEL BREAKFAST LUNCH DINNER OTHER

MILEAGE CALCULATIONAND/OR "OTHER" DESCRIPTION DAILY TOTALS

Thursday, January 31, 2013 $0.00

Friday, February 01, 2013 $0.00

Saturday, February 02, 2013 $0.00

Sunday, February 03, 2013 $0.00

Monday, February 04, 2013 $0.00

REQUEST FOR REIMBURSEMENT

$0.00

$0.00

EXPENDITURE TYPE TOTALS: $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 SUMMARY TOTAL: $0.00

*MILEAGE PAID AT $0.565 PER MILE AS OF 01/01/13

SIGNATURE

APPROVAL SIGNATURE PRINT APPROVAL NAME

ITE expense report DRAFT.xls

For your information, the Western District's Travel Reimbursement Policy is shown below.

ITE expense report DRAFT.xls

Secretary-Treasurer Report for Mid-Year Board Meeting January 18, 2013 (rev 1/21/13) Page 1

INSTITUTE OF TRANSPORTATION ENGINEERS Date: January 18, 2013 (updated 1/21/2013) To: ITE Western District Board of Directors From: Carlos Ortiz, Secretary-Treasurer Subject: Secretary-Treasurer Report for Mid-Year Board Meeting

Los Angeles, California – February 1, 2013 This report summarizes significant financial tasks and issues addressed since the Annual Meeting in Santa Barbara in June 2012. Exchange of Accounts On September 30, 2012, I met with Past President Alyssa Reynolds, President Walter Okitsu and Vice President Karen Aspelin for the Exchange of Accounts meeting in Irvine, California. The intent of this meeting was to transfer to the new Secretary-Treasurer the complete and up-to-date accounting records and to provide the bank with updated signature cards. The electronic accounting files were loaded onto a Dropbox.com directory at this time so that both Karen and I could access them. The checkbook and deposit booklets were transferred to me during the Exchange of Records meeting. The President, Vice President, and I visited a Wells Fargo Bank branch to transfer signatures. Wells Fargo mailed papers to Administrator Jenny Grote in Phoenix so that she could continue to be on the signature card. Income Year-to-Date The sources of income to the District during the quarter (Oct 2012 – Dec 2012) came from different sources.

1) ITE District dues (March 23, 2012 – September 18, 2012) collected from members and affiliated government agencies;

2) ITE 2012 Annual Meeting, Santa Barbara net income; and 3) Positions available advertisements. Income for the quarter totaled $20,189.11 as

follows:

Income CODEFY12-13 BUDGET

FY12-13 YR-TO-DATE

Positions Available Advertisements 487 $ 3,500.00 $ 1,031.00 Dues from International 480 $ 56,000.00 $ 9,791.12 Repayment of Loan/2012 Annual Meeting – Santa Barbara

412 $ 6,000.00 $ 8,667.99

Western District

Secretary-Treasurer Report for Mid-Year Board Meeting January 18, 2013 (rev 1/31/13) Page 2

Dues from Int’l going to Endowment Fund 452 $ 5,300.00 $ 0 Total Income for these Categories $ 70,800.00 $ 20,189.11

Expenses Year-to-Date Significant expenses to the District during the quarter (Oct 2012 – Dec 2012) were travel expenses for international directors and officers. Expenses for the quarter totaled $6,541.50 as follows:

Income CODE FY12-13 BUDGET

FY12-13 YR-TO-DATE

International Directors – Travel 811 $ 20,000.00 $ 5,900.95 District Officers - Travel 812 $ 9,000.00 $ 640.55 Total Expenditures for these Categories

$ 29,000.00 $ 6,541.50

Current Assets Following are the District’s account balances as of January 18, 2012:

Account Type Balance Wells Fargo Checking $ 28,333.69 Wells Fargo Savings $ 79,621.57 Wells Fargo Endowment $ 24,375.80 Total $132,331.06

Student Endowment Investment Account A personal donation by Mr. Randy McCourt of $3,000 was deposited in the account. Conclusions Income from job advertisements is expected to increase this year. As of January 18, 2013, we have collected $1,820 and expecting $699 by the end of the month (total: $2,519). Firms and vendors are willing to advertise in our newsletter and web page based on my attendance at recent vendor shows. Enhancing/expanding our web page can bring additional income to the District. I would like to recommend that the Board investigate ways to enhance/improve our website by hiring an outside web consultant or college students. Request Board approval to obtain proposals and/or funds for it.

7. Past President Report Not available as of January 29, 2013

Date: January 13, 2013 To: Mr. Walter Okitsu, President ITE Western District From: Michael Sanderson, Senior International Director Subject: 2013 Mid-year Board Report Since the annual board meeting in Santa Barbara, CA, I have represented the Western District on the International Board of Direction at the ITE Annual Meeting in Atlanta, Georgia, and meeting, and at several local chapter events. Following is a summary of my recent activities: Meetings August 10-15, ITE Annual Meeting and IBOD Meeting, Atlanta, GA I attended the International Board of Direction meeting held in Atlanta, GA, in conjunction with the 2012 Annual Meeting and Conference. The major items on the Board’s agenda included discussions of dues and other revenue sources in the face of declining membership and a discussion of proposed changes to the timing and format of the Annual Meeting. The IBOD also continued discussions about potential changes to the election procedures for international officers. November 8-11, International Board of Direction Meeting, Washington, DC The IBOD met at ITE headquarters for its fall meeting. The board heard from an expert panel about issues facing transportation and about implementation of MAP-21. Panelist included representatives from AASHTO, the American Public Transportation Association, the Eno Center for Transportation and the Federal Highway Administration. The board also heard from ex officio board member Eva Lerner-Lam, the board’s liaison on China. Other agenda items included updates and proposals from the Campaign Election committee and the LeadershipITE committee.

Institute of Transportation Engineers Inc.

1627 Eye Street, NW Suite 600 Washington, DC 20006 USA Tel: +1 202-785-0060 Fax: +1 202-785-0609 www.ite.org

Western District Director Michael P. Sanderson, PE, PTOE, LEED AP President/CEO Sanderson Stewart 1300 North Transtech Way Billings, MT 59102 Phone 406-656-5255 Direct 406-869-3315 Mobile 406-698-8732 E-mail [email protected]

International Nominating Committee As the middle international director this past year, I served on the nominating committee for international vice president candidates. We met in Washington D.C. to interview and consider nominees. The committee nominated the following individuals to be candidates for International Vice President:

John Kennedy, PE, PTOE, Senior Principal, VHB District 1, Watertown, MA

Jeff Arey, PE, PTOE, Vice President, Reynolds, Smith and Hills District 10, Jacksonville, FL

Leadership ITE Task Force I continue to serve as chair of the committee that is developing a leadership program for ITE. At the fall IBOD meeting, the board approved the preliminary budget for the program to be called LeadershipITE. The program will begin to be marketed in spring of 2013 and the first class of about 30 participants will commence in fall 2013. The program will consist of a 9-month long course of combined face-to-face group workshops, some web-based training, collaboration on group projects, and all culminating in a graduation ceremony in conjunction with the ITE Annual Meeting. Upcoming Meetings March 1-3, ITE Spring Technical Conference and IBOD Meeting, San Diego, CA May 16-18, ITE Intermountain Section Annual Meeting, Jackson Hole, WY July 14-17, ITE Western District Annual Meeting, Phoenix, AZ August 1-7, ITE Annual Meeting and IBOD Meeting, Boston, MA

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Date: January 18, 2013 To: President Walter Okitsu From: Monica M. Suter, International Director (ID) Subject: 2013 Western District ID Report (July ‘12‐Jan ‘13)—Mid‐year Board Mtg.

Following is a summary of key activities and topics since attending the District’s Annual Meeting in June 2012. Items in yellow highlight represent items to add to the agenda. Meeting Participation Exchange of Records Meeting Western District President Walter Okitsu held the exchange of records meeting with Past President Alyssa Reynolds, Vice President Karen Aspelin and Secretary‐Treasurer Carlos Ortiz. This meeting was held in Orange County, California. As a locally available ID, I was also invited to attend and to help host other board members at my home (also to save budget). Ideas were discussed regarding the upcoming year, questions arose on past protocol and the records were successfully transferred. Since the full District Board does not attend this meeting, no Board actions were taken during this fall meeting. ITE Meetings Attended Since June’s Annual Meeting I attended the ITE International Meeting in Atlanta, Georgia in August 2012 and the Fall International Board Meeting in Washington, D.C. in November 2012. I also participated in the full conference program during August’s meeting and several important topics were covered. I attended the following S. California Section ITE Meetings:

The Steak Fry meeting at the Los Angeles Police Academy near Dodger Stadium (August). This is a more casual, social gathering of members to reconvene after being “dark” during July. Students also attended this meeting at a substantially reduced price.

Institute of Transportation Engineers Inc. 1627 Eye Street, NW Suite 600 Washington, DC 20006 USA Tel: +1 202‐785‐0060 Fax: +1 202‐785‐0609 www.ite.org

Western District Director Ms. Monica M. Suter, P.E., T.E., PTOE Senior Civil Engineer City of Santa Ana, Public Works Agency 20 Civic Center Plaza, M‐36 Santa Ana, CA 92702 Phone: (714) 647‐5645 Fax: (714) 647‐5635 E‐mail: msuter@santa‐ana.org

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Four regular monthly meetings also occurred in September‐November 2012 and in January 2013. I attended October’s ITE meeting which had an Orange County Transportation Authority (OCTA) representative provide a presentation regarding on‐going freeway projects within Orange County and the status of the I‐405 Project where freeway widenings and the existing two‐person carpool lanes are being considered for transition to “HOT” (High Occupancy Toll) lanes with options requiring three‐persons for free access. For this option, single occupant and two‐person carpools would be charged variable amounts for congestion pricing within the carpool lane(s). This project has drawn controversy since currently there are currently no tolls on this Interstate. Strong public outcry was expressed that a freeway which currently has no toll should remain free. As a result of this concern, the option with “HOT” lanes was not selected. Another presentation was provided at January 2013’s joint ITE S. California Section’s meeting with CTE (City Traffic Engineers). This joint meeting is held annually. This presentation also covered “HOT” lanes on the I‐10 and I‐110. However, the experience shared in the LA Metro area differed from the Orange County Experience where HOT lanes were successfully implemented even though there were previously only HOV lanes. FasTrak (GPS payment tracking) is being used for these new lanes and it is also utilized for other toll roads in the region.

Several students attended October’s ITE S. California Section meeting from University California at Irvine (UCI) along with their ITE Faculty Advisor and Professor Steve Ritchie where I met UCI’s chapter’s President Eduardo Lopez. Professor Ritchie requires students to attend ITE meetings as part of their regular curriculum and they invited me to provide my student‐focused presentation at a future ITE student chapter meeting. November’s meeting is held each year, jointly, with the Riverside‐San Bernardino (RSBITE) Section and the S. California ITE Sections. This meeting is also generally held on the campus of ITE’s Cal Poly Pomona Student Chapter. As a result, several of the students also attend this meeting. LADOT staff provided an informative presentation on the logistics on how the Space Shuttle was transported from LAX to its current location in Los Angeles. Additionally, a commercial was successfully filmed showing a truck towing the shuttle across the bridge. Interstate (I‐405) was shut down during the filming as a precaution. Separately, I am also invited to present at Cal Poly Pomona’s upcoming student chapter meeting in early 2013. California State University at Fullerton’s (CSUF) Student Chapter President, Martin Varona also represented his chapter when he attended several of the local professional ITE and OCTEC meetings. He and the four other CSUF founding members attended last year’s mid‐year board meeting where they initiated the newly formed chapter which is now one‐year‐old! Their chapter is taking proactive initiative to fund‐raise and grow, through university support, free food at meetings with industry speakers, joint “club” events with other associations on campus, and continued participation in District meetings. I am serving as their Professional Liaison. In December 2012, I participated in a jointly scheduled CSUF social i to meet with current and future chapter leaders and members. They have had various local professionals make presentations and others are planned. ITE’s 2013 Spring Technical Conference in San Diego was advertised at several of the local meetings and Management and Operations/ITS Council Chair John Lower invited

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participants to experience the ITS I‐15 demonstration project that is planned during this upcoming meeting, March 3‐6, 2013. Early registration is due on February 8, 2013.

OCTEC Meetings

Orange County Traffic Engineering Council (OCTEC) (which functions like an unofficial “chapter” of the S. California Section of ITE) has held several very successful meetings in the fall of 2012 and another two meetings in January 2013. In October, they initiated a new social event with appetizers and pool tables in addition to their regular meetings and the annual joint ITE/OCTEC/TSA (Traffic Signal Association) Vendor show. They are holding their second social event on January 31st, 2013, just prior to our Mid‐year board meeting. Note, they use “EventBrite.com” for meeting registration & dues and have had exceptionally high attendance recently, with door‐prizes. Attendance has been notably high at each event. State Department of Transportation (DOT) ITE Involvement Over time, state DOT involvement in ITE has diminshed. International Past President Rock Miller and I previously discussed this issue and we all have an opportunity to work together to encourage increased DOT participation in areas within our Districts where it has diminished. Caltrans (California’s State DOT) is one example. In a recent meeting with some former ITE members from Caltrans, I asked them what some of the barriers to their involvement in ITE has been. Their answers included: cuts in state budgets, no travel allowance, little to no financial support at the high level for membership dues or lunch meetings, short lunch times making it tough to travel lunch meetings off site. I believe expansion of state and larger City DOT ITE membership is as an opportunity for growth for ITE. Additionally, it furthers the well‐being and strength of ITE as an organization in terms of knowledge and expertise in addition to helping to provide more client‐consultant contact via ITE. This helps make ITE the “organization of choice!” Some ITE sections offer only a $5.00 or free admittance for governmental agencies which can help. Additionally, bringing the meetings to DOT agency sites is another approach. However, high‐level discussions with the DOT chain of commands at these organizations is also needed to encourage more DOT ITE involvement. With the economy improving, further efforts ITE has made to this affect should be pursued once again. I look forward to working together toward this important area of growth. Information from ITE Headquarters & International Director Board Reports/WesternITE

ITE headquarter’s letter was sent to District President Okitsu and Section/Chapter leaders regarding tax‐exemptions. With the recent changes in the number of WesternITE issues mailed versus electronic, the schedule for providing various WesternITE Reports may need to be reviewed. Additionally, some updates to the various positions duties may be applicable once this is addressed and I recommended this item, previously, to President Okitsu as an action item.

4 | P a g e

Upcoming District Meetings Shared with ITE International I invited other districts in my International Board Meeting Report to this year’s Annual District Meeting will be in Phoenix, AZ (July 14‐17, 2013) at the historic Biltmore Hotel. Additionally, they were informed that next year’s Annual Meeting will be a unique joint meeting with the Midwestern and Western Districts in Rapid City, SD (June 29‐July 2, 2014). The following meeting will be in Las Vegas, NV (July 18‐24, 2015), the 2016 Annual Western District Meeting will be held in New Mexico and the 2017’s meeting will be held in San Diego. It is important to make sure this information is communicated with ITE headquarters staff and the board so that they can list it on their calendars. ITE and the NCUTCD

I previously provided a summary of how District members can become more involved in the NCUTCD (National Committee on Uniform Traffic Control Devices) directly and/or if they are interested in providing “sponsor comments.” This information was included in the District’s communications email from President Okitsu and is part of the WesternITE newsletter. Many ITE members continue not to be aware of ITE’s role with the NCUTCD and continuing efforts should still be made at all ITE levels to provide information on the importance of ITE member involvement in this important activity that helps guide the direction, standards and guidelines within the Manual on Uniform Traffic Control Devices (MUTCD) via FHWA. Additionally, in January 2013, I attended the NCUTCD Meeting that precedes the TRB meeting in the Washington D.C. area. A significant issue affecting practitioners became a large focus of this meeting. It was initiated by FHWA. There is a request for comment that was published in the Federal Register on January 11, 2013. Comments are due on March 12, 2013. It is critical that practitioner’s provide their input on the direction of the MUTCD which they are seriously considering dividing up. While there may be pros and cons, the National Committee crafted a letter listing their input on this plan and concerns with the options presented at this time. Additional information will continue to be provided to President Okitsu for our members to have details on how they can provide input on this important issue. District Board Thank Yous and Welcome I want to thank outgoing International Director Dalene J. Whitlock for all her service to the District. I worked directly with her over several years and she has always been very organized and on top of things! Her vast knowledge & efficiency will be missed along with her good sense of humor. Thank you Dalene! I also want to welcome our newest and very familiar International Director Jenny Grote. Jenny has consistently been an on‐going, top‐notch resource for information for our Western District. She has endless ITE dedication as a prior President of everything ITE and has provided on‐going support to all recent District Board members. Welcome again Jenny! Also, I want to welcome back Rory Grindley as our new District Administrator. Ironically, Rory appointed Jenny (with Board concurrence) years back and now when Jenny’s prior position was vacated, Rory applied and was appointed‐‐welcome back Rory!

Institute of Transportation Engineers Inc. 1627 Eye Street, NW Suite 600 Washington, DC 20006 USA Tel: +1 202‐785‐0060 Fax: +1 202‐785‐0609 www.ite.org

M E M O R A N D U M

DATE: January 25, 2013 TO: Walter Okitsu, P.E., PTP, PTOE Western District President FROM: Jenny L. Grote, P.E., PTOE

Junior International Director

SUBJECT: Item X. International Director’s Report Below I have listed the activities I have participated in since our last Board meeting on Sunday, June 24, 2012 in Santa Barbara, California.

Follow-up activities from 2012 Annual Board Meeting After my election to International Director on Tuesday, June 26th, I resigned as District Administrator after serving an eight-year term. Former District President, Rory Grindley, was appointed by President Walter Okitsu as my replacement. Rory and I have had three conference calls as a way to transition the District Administrator duties, and the external hard drive was sent to him that contains the recent District archives. We will continue to have regular conference calls until Rory is caught up on the more recent Board activities since he was last on the District Board.

Activities prior to the 2013 Mid-year District Board Meeting o Charter and Bylaw Amendments

As a member of the Review Committee, I reviewed and made recommendations on the proposed Central Coast Bylaw amendments.

o International Board of Direction Meeting, November 8-10, 2012, ITE Headquarters in Washington, DC

A “New Board Orientation Session” was held prior to the full Board meeting to help the four new Board members have a productive three-year term as Directors of their respective districts. ITE staff requested that these items be sent to Headquarters so they can capture the activities, hot topics, officers and members of Districts, Sections and Chapters:

o Leadership Directories o Local conference programs

Western District Director Ms. Jenny L. Grote, P.E., PTOE Deputy Street Transportation DirectorCity of Phoenix Street Transportation Department 200 W. Washington St., 5th Floor Phoenix, AZ 85003 Phone: (602) 256‐4337 Fax: (602) 495‐0336 E‐mail: [email protected]

o Local leaders in transportation who are not ITE members o Add ITE ([email protected]) to the local mailing list to coordinate meeting dates,

speakers, topics and add dates to the ITE calendar so non-local members can attend, especially the candidates for various District and International offices

Other new features that will enhance communication among the membership are the various social network sites, such as Facebook, Twitter, YouTube and LinkedIn. Please sign up and use these sites, along with the new ITE Community link found on the ITE web page (www.ite.org).

To start off the Board meeting, several dignitaries were invited to Headquarters so the Board could hear first-hand the issues that are facing the transportation industry. Among the various panel members were: Emil Frankel, Michael Melaniphy, Bill Shuster, Joshua Eno, and former AASHTO Executive Director, John Horsely. They were followed by a long-time and very dedicated ITE member, Jeff Paniatti who is the FHWA Executive Director. Jeff delivered an overview of MAP-21 and suggested some useful web sites for learning more about the new transportation legislation.

Executive Director and CEO, Tom Brahms, conveyed a serious financial matter that we can all help with. When we book conference hotels, we sign a contract that a certain number rooms will be booked at that hotel for the conference. When we don’t meet that commitment, we are paying for those rooms regardless, so please remind your peers to stay in the conference hotel instead of staying at alternate locations. This has a significant impact to our International, District and Section budgets.

I would encourage our members to support the efforts of my fellow Directors Michael Sanderson and Monica Suter. Michael has been working diligently on developing a Leadership Training program for our younger members of the Institute; to prepare the next generation of leaders for our organization. I would like to showcase the Western District and encourage our District’s future leaders to participate in this opportunity. As the marketing plan rolls out this spring, please share it with the members of your local chapters.

Monica also serves on the National Committee of Uniform Traffic Control Devices which has major influence on what gets published in the MUTCD. Like me, Monica is employed by a local governmental agency, and the traffic control requirements that get published in the new Manuals have a significant impact on our financial and staffing resources. Please encourage your peers to respond to the Federal Register notifications whenever comment periods are posted, or contact Monica directly.

Lastly, I have been assisting the LAC for the 2013 Western District Annual Meeting in Phoenix this coming July. LAC Chair, Kim Carroll and Assistant LAC Chair, Andrew Smigielski, have been working diligently, along with their Committee, to ensure all the conference attendees have an opportunity to obtain new knowledge of the transportation profession, the opportunity to network and leave with a sense of value for their conference dollars. The Biltmore Hotel is SPECTACULAR and we Phoenicians are very proud of the local amenities. Please book early and bring your spouses, friends and/or kids so we can carry on our traditions of the ITE Western District family. If anyone needs anything, I am always happy to assist with whatever needs arise. Hope to see you July 14-17 at the Biltmore Hotel in Phoenix!

This concludes my International Director’s Report for the 2013 Mid-year Board Meeting. I appreciate the opportunity to work with the officers, Committee Chairs and other Western District volunteers. I am truly honored to serve for the next three years as an International Director, representing the Western District.

12. District Admininstrator Report Not available as of January 29, 2013

Memorandum

TO: Walter Okitsu, Western District President

FROM: Joey Paskey, WesternITE Managing Editor

RE: WesternITE Managing Editor’s Report for 2013 Mid-Year Board Meeting

DATE: January 18, 2013

WesternITE Committee The committee currently consists of the following members:

• Joey Paskey, Managing Editor

• Justin Link, Web Manager

• Wen Cheng, Technical Editor

• Lisa Martellaro-Palmer, Advertising Manager

• Walter Okitsu, Western District President (oversees publication of WesternITE) Updates on WesternITE goals A number of goals for the future of WesternITE were generated prior to the mid-year board meeting and are in the process of being implemented. Updates include:

• Standardize publication dates for both printed newsletter and web updates – See Newsletter Publication Section below.

• Provide required District information (board reports, etc.) – Included in each issue.

• Generate enough advertising funds to be financially self-sustaining – Working to organize and sell more Professional Services Directory advertisements.

• Increase District interest by including technical and other articles of interest to the transportation community – Added a technical article to the April 2012 and January 2013 issues.

Newsletter Publication WesternITE circulation is at approximately 3,700. Current District policy is to produce two printed/mailed issues per year, plus an additional printed issue distributed at the annual meeting. In an effort to publish both in print and online on a more-consistent basis, the proposed basic schedule for deadlines for article submittals and associated reports is as follows:

• First Monday of odd-numbered months for President’s Messages, International Director’s reports, committee updates (i.e., endowment fund, etc.), Annual Meeting LAC updates, and technical articles.

• First Monday of March and September for District board meeting highlights and Section/Chapter updates.

• Submittals received in March, May, and September will be used for publication in the printed newsletters for April, Annual Meeting (July), and October, respectively.

• PSD and positions available advertisements are an exception to this schedule and will be published as they are received.

• Reminders will be sent to officers, International Directors, committee chairs, Section/Chapter officers, etc. approximately a week in advance of the submittal deadlines.

WesternITE Professional Services Advertising

January 18, 2013

Mr. Walter Okitsu

ITE Western District President

Advertising Manager’s Report

Professional Services Directory

A new letter has been written and edited by the Board for email distribution to our current customers that have Professional Services Directory advertisements. The letter was written as an attachment in a word document format so that it could be forwarded to managers or their accounting department for payment. This letter should be sent out at the beginning of February so that these Professional Services advertisements can be renewed for 2013 (based on a January to December timeline). The letter can be reviewed in Attachment 1.

Income from last year until the present is over $14,000 and can be seen in Attachment 2. Many well-known companies have advertised in our Professional Services Directory but there are still many large companies that have not used our services.

One issue that we should look at is updating our website. It would be nice to have the Professional Services Directory with a scrolling effect on the website. This would allow companies that have names that place them at the end of the alphabetic listing to be viewed in a fair manner. Perhaps a monthly sponsor can be displayed with a banner across the bottom of the home page. Also, perhaps we could have a separate page for vendors to advertise their services. I would like to send a letter to the vendors (Janna’s list of vendors in Western District) to determine if they would be interested in advertising on our website. There appears to be a great deal of interest in this and it should be pursued.

Prices for advertising should include the following:

$1200 for 2.5” x 2.5” page Advertisement in newsletter

$320 for Vendors to advertise 6 lines of text with logo and hyperlink (same price as PSD)

$450 for advertising banner to be displayed across bottom of homepage on website

Website page layout could be updated so that it doesn’t appear stagnant and companies will want to advertise on our website.

I would like to distribute a list of companies to our Board Members that shows who has not advertised with Westernite and get leads that show who has a contact at that company.

Position Available Advertising

Our income generated since July 1, 2012 is slightly over $2,000. Several companies rely on us to post their transportation positions on our website and newsletter. This appears to be a steady income and we are fortunate that our webmaster, Justin Link is very diligent and posts advertisements in a prompt manner.

Income for Newsletters

If we include a Vendors page, then we can double our income and send out more newsletters. If we include other forms of advertising such as a 2.5” x 2.5” advertisement in the newsletter and a banner across the bottom of the homepage, then we certainly can increase our revenues. We must do something new to increase our revenue from advertising because some companies do not see anything new happening with Westernite and opt not to advertise with us. In this sense, we need to stay current and a good place to advertise transportation products or services.

Attachment 1

Dear ITE Member and Colleague,

I would like to encourage you to renew your company’s advertisement in our WesternITE Professional Services Directory in the ITE newsletter and website.

Our newsletter is printed and mailed to over 5,000 professionals in the transportation industry within the 13 western states twice a year. Our website, www.westernite.org, can be accessed worldwide and is a hub of information in the transportation profession. The District’s schedule for conferences, current job listings, the Professional Services Directory and more can be accessed on our website. We plan on jading a vendor listing page on our website and a monthly sponsor banner across the bottom of the home page. We also plan on updating the appearance of our website and making it more interactive.

It is an exciting time to be a transportation professional and we would like to include your company in our Professional Services Directory. For $320, you get six lines of text with a logo and a hyperlink to your company’s website. This payment will be for the entire calendar year and includes an ad in both editions of the mailed newsletter and on the website.

If you are interested in listing your company within our Professional Services Directory for the calendar year 2013, please contact our Western District Advertising Manager, Lisa Martellaro-Palmer at [email protected] or myself at [email protected] or 949-636-0646.

Best Regards,

Carlos Ortiz, PE, TE, PTOE Lisa Martellaro-Palmer

ITE Western District ITE Western District

Secretary-Treasurer Advertising Manager

Attachment 2

PSD Listing

January 2012 Gibson $320

Y&C $200

Atkins $$320

Iteris $840

February 2012 Minagar $200

DKS $320

Albert Grover $320

KOA $400

Robert Crommelin $320

Kimley-Horn $360

March 2012 Crain $320

Advantec $320

All Traffic Data $320

RBF $320

LG2WB $320

Lin Consult. $280

Kunzman $320

April 2012 Willdan $360

Pay Noyes $320

May 2012 LG2WB $320

W Tans $400

Lee Engr. $320

CDM Smith $360

Quality Counts $320

June 2012 Stantec $160

Psomas $160

Job Available Ad

November 2011 San Diego County $300

Ad Club/Sound Transit $1600

W Trans $100

December 2011 Transtech $251

January 2012 Fehr & Peers $267

March 2012 Lin $424

Seattle Transp. $360

April 2012 City of Tucson $150

June 2012 City of Phoenix $348

September 2012 City of Phoenix $213

November 2012 Transpo $360

RBF (2 ads) $699

TSINW $90

S2E Solutions $99

Parametrix $301.50

Iteris $297.50

RBF $290

Date: January 18, 2013 To: Western District Board Institute of Transportation Engineers From: Justin Link, P.E. Web Manager Subject: Website Committee Chair Mid-Year Report

The following summarizes the status of westernite.org since the Annual Meeting in June of 2012: Transition The “keys to the kingdom” were successfully passed following the Annual Meeting in June/July 2012, with no interruption to website updates. Website Changes The website has undergone some changes to highlight the newest information and streamline the look-and-feel. Items of note: Home Page: “Popular” and “Featured” categories removed, which were populated with older articles. Remove unpopulated events calendar. Posting regular E-News articles. Professional Services Directory Page: Revised/streamlined formatting to be more easily read; multiple fonts and styles merged. Several new consultants added. Jobs Available Page: Revised/streamlined formatting. Nine recent listings for jobs available have been added. Remove old listings. Officers/Committee Chairs Pages Revised/streamlined formatting. Other, regular updates were made to the Awards, Annual Meetings, Past Board Meetings, Past Officers, Sections/Chapters, Data Collection, Committee Chair Duties and Officers Duties Pages.

Server Report Our current webhosting statistics: Disk Space (storage): 4188/102400 MB (4.1/100 GB) Data Transfer (traffic): 4380/1024000 MB (4.3/1000 GB) (for the month of January) Last Backup: January 3, 2013 (performed monthly) The westernite.org webspace currently hosts the following Sections and Chapters: Central California Section, Riverside-San Bernardino Section, Intermountain Section, Washington Section, Idaho Chapter, and Montana Chapter. Website Expenses Website expenses for 2013: ICD Soft (Webhosting): $96, Paid through January 8, 2014 Prepaid expenses: Network Solutions (Domain Name Registration): $164.90, Paid through December 2, 2015 Constant Contact: (E-News/Communication): $245 balance, $35/month maintenance ($420/year) Items for Discussion Job Listings Job listings are now posted to the Jobs Available Page, and a post to that same effect added to the home page, prior to receipt of payment. There does not appear to be written policy governing when listings are posted. Should this continue to be the procedure? E-News and Driving Website Traffic In order to drive traffic on the website, and the other hosted pages that get less exposure, we might explore using the E-News as a stepping-stone. By truncating the articles in the E-News, and including links to the full articles on the website, we can hopefully bring more people to the website (and the professional services directory, job listings, etc.) Future Website Goals Increase website visibility (Google Search Terms, etc.) Further streamline look-and-feel (Styles, Fonts, Navigation i.e. logical page organization) Increase compatibility with all web browsers

16a. Advisory Committee Report Not available as of January 29, 2013

Institute of Transportation Engineers – Western District

Memorandum To: Walter Okitsu, President From: Amit Kothari, Technical Chair Subject: Mid‐Year Board Meeting Report Date: January 17, 2013 The following is a summary of activities in which the Technical Committee has been active since the last Annual Board Meeting in Santa Barbara in June 2012. AWARDS Annual Meeting Best Paper Award The award for the Best Technical Paper presented at the Annual Meeting in Santa Barbara went to Sam Morrissey and Steve Weinberger for their paper titled “Enhanced Pedestrian Crossing Treatment in Santa Monica.” The award was presented at the Western States Luncheon. Wayne T. Van Wagoner Award In 2012, the ITE Journal included 13 articles written by authors from the Western District who are also current ITE members. These authors are eligible for consideration for the Wayne T. Van Wagoner award. I am in the process of setting up a panel to review and rank these articles. The scores will be due in March, and the award winner will be announced soon thereafter. A check for $200 will be presented to the winner at the Phoenix meeting in July. DATA COLLECTION FUND 2013 An RFP soliciting innovative data collection projects was sent out in October 2012 with a proposal due date of November 7, 2012. The RFP was also posted on the District website. Fourteen proposals from twelve student chapters were received by the due date. A four‐member panel selected the following five projects based on the criteria identified in the RFP:

1. Montana State University – Trip Generation Study for a Commercial Airport 2. Arizona State University – Trip Generation Data Collection at Three Elementary Schools

in Tempe 3. Brigham Young Univ. – Trip Generation and Parking Demand Data for a Small Office

Building 4. Univ. of Washington – Trip Generation and Parking Utilization Data for a Mini‐Mart with

a Gas Station 5. UC, Berkeley – Trip Generation and Parking Data Collection at Berkeleyan Building

Upon meeting the program requirements, each of these student chapters will be awarded a grant of $1,000. NEW INITIATIVES District Website For easy access to outstanding technical papers and presentations, we are working on uploading complete papers that won awards in the past at the District level. I have requested final papers from the winning authors of the Best Annual Meeting Paper award for the past ten years. These papers are being uploaded on the District website as they become available from the authors. In coming weeks, I intend to work on gathering papers from winning authors of the Wayne T. Van Wagoner award. Westernite Following discussion at the Annual Board Meeting, the Committee is exploring ways to increase publication of technical articles in the Westernite. The first article will be included in the January issue, highlighting increased emphasis on pedestrian safety and a paper that summarizes Santa Monica’s recent efforts towards enhanced pedestrian safety.

Western District

ITE Western District Membership Committee Report 1 Mid-Year Board Meeting – February 2013

Membership Committee Report Mid-Year Board Meeting – February 1, 2013 Joe De La Garza, P.E., Chairperson

Activities Update Activities for this reporting period include: continuing contact with ITE International (HQ); requesting current membership data for the District; contacting the local Sections for information regarding membership practices; and preparing report of current membership data and statistics. The committee also coordinated with District leadership regarding a survey to gather additional information from Sections regarding membership practices. Additionally, the committee is reviewing and developing a plan to reconcile both non-working emails and reduce the number of members that don’t list email contacts with ITE HQ to better communicate to the members. Short-Term Report (5/31/11 – 12/31/12) The short-term analysis includes data from the last reporting period, May 31, 2012, compared to current membership information, December 31, 2012. The time frame reported here is 6 months and represents the membership changes between the Annual District Board meeting and the Mid-Year Board meeting. The total voting members increased by 109 members, which represents an increase of 3.1%. The total overall members increased by 190 members which is an increase of 4.2%. Five sections showed a slight decrease in total membership. The Southern California section had the largest increase in the number of members with 34 (5% increase). The San Diego section had the highest percentage gain, 12% (22 new members). Overall, this short term analysis shows a positive sign of increased membership. 2011 - 2012 Report On a yearly basis, from December 31, 2011 to December 31, 2012 there was an overall increase in total membership of 479 members which is an 11.3% increase. The number of voting members increased by 223 members, which represents an increase of 6.6%. All of the twenty-one sections/chapters showed some sort of membership increase. The Section with the largest total member increase was the Southern California section with an increase of 131 members and the Section or Chapter with the highest percentage increase was also the Southern California Section with a 21% total member increase. The Section or Chapter with the lowest total member increase or decrease was the Central California section with an increase of 1new member which is an increase of 2%.

Western District


Long-Term Report (1/2001 – 12/2012) The long-term includes reporting from January 2001 compared to the latest reporting period, December 2012. The total voting members increased by 115 members, which represents an increase of 3.3%. The total overall members increased by 689 members, which represents an increase of 17.2%. The Section or Chapter with the largest member increase was the Southern California section with an increase of 152 members and an increase of 25%. The Section or Chapter with the lowest total member increase or decrease was the San Francisco Bay Area Section that decreased by 28 members which is a decrease by 5%. This does not include the Oregon Section which had a larger decrease but this was due to the membership transfer to the Greater Oregon Section. The average annual growth rate for total members in the District is 0.27%. Membership Type Detail The following is a breakdown of the totals of members by membership types. Also included are the changes over the past year.

2011 -2012

Membership Type 12/31/2011 12/31/2012 Total ∆ % ∆

Voting Members

Member (M) 2636 2850 214 8%

Graduate Student (MS) 6 9 3 50%

Life Member (ML) 206 222 16 8%

Retired Member (MRET) 26 28 2 8%

Prepaid Member (MPPD) 15 15 0 0%

Fellow (F) 238 214 (24) -10%

Fellow Life Member (FL) 255 270 15 6%

Fellow Retired Member (FRET) 7 5 (2) -29%

Fellow Prepaid Member (FPPD) 5 5 0 0%

Honorary (H) 6 5 (1) -17%

VOTING TOTAL 3400 3623 223 6.6%

Non-Voting Members

Student (S) 644 878 234 36%

Institute Affiliate (IA) 86 94 8 9%

Institute Affiliate Retired (IARET) 1 1 0 0%

Institute Affiliate Prepaid (IAPPD) 0 0 0 0%

Esteemed Colleague (EC) 92 106 14 15%

NON-VOTING TOTAL 823 1079 256 31%

TOTAL WESTERN DISTRICT MEMBERS

4223 4702 479 11.3%

Western District


Membership Trends The committee has reviewed the membership data for the past four years as reported for the District’s Mid-Year Board meetings and presents the following graphs to recognize trends. Total Members – The following graph shows how the membership numbers have increased over the

past year, after hitting a low in 2011. The total membership has increased in 2012 by 479 but is still lower than the highest reported in 2010.

Total Voting and Non-Voting Members – The following graph shows how the voting membership

has increased in the past year by 263 members and non-voting membership has also increased over the last year by 256.

Western District


Total Students and Graduate Student Members – The following graph shows how the student membership numbers have increased over the past year.

Total Membership Categories Percentage– The following graph shows the breakdown of the major

membership categories over the past three years. There has been an increase in all of the membership categories and the relative percentages of voting members to student members has changed slightly with more students compared to voting members.

The graphs show that the District’s leadership’s efforts to foster student membership has maintained a consistent percentage of student members.

Western District


Membership Communications – Email The District leadership has recognized that there is a large portion of members that either do not have an email address listed in their membership profiles with HQ, or have non-working email addresses. The District leadership desires to update members more often through electronic methods, particularly emails, and with many members not having an email address listed makes the communications to each member more challenging. The District President, Walter Okitsu, has asked that this issue be investigated and develop any potential recommendations for solutions. Overall there are approximately 10% of the total members that do not list any email address in their member profile. In addition to that, there are approximately another 5-10% that the email gets bounced back (e.g. non-working email, mailbox full, blocked, “out of office”) on a regular basis. This adds up to up to over 15% of the members of the District are not getting regular email communications from the District Leadership. For example, here are some statistics from a check of a District member list in September 2012. Total members listed in database: 4,427 Total members with no email listed: 446 Percent of members with no email addresses: 10% The following is a breakdown of the members with no email addresses to better understand why not and what could be done to include this information.

40's 50's 60's 70's 80's 90's 00'sMembers with No Email 4 25 76 84 59 76 87Students/Professors 0 1 1 1 1 1 28

Date of Original Membership

AK AZ CA CO HI ID MTMembers with No Email 3 34 196 25 8 11 8Students/Professors 3 0 14 2 0 0 0

NM NV OR UT WA WY TOTALMembers with No Email 4 18 31 11 55 7 411Students/Professors 0 2 5 1 6 0 33

State of Membership

State of Membership

90+ 80+ 70+ 60+ 50+ 40+ 30+ 20+Members with No Email 26 69 79 70 53 35 21 1Students/Professors 1 1 1 0 1 1 4 19

Age of Member

The data suggests that members over 60 years old account for 247 (55%) the majority of members without email addresses listed. In order to get higher email participation, a concerted outreach to all of the members who don’t list an email address is necessary.

Western District


In regards to email bounces to those members that have emails listed, the following is a history of email bounces over the past few years. The main reason for the bounces has been non-working email addresses.

Opt-

outs

5.90% 0.30%

(241) (11)

8.00% 0.10%

(315) (5)

5.20% 0.20%

(206) (7)

5.80% 0.30%

(217) (10)

17.70% 0.20%

(804) (9)

14.30% 0.20%

(648) (8)

12.60% 0.10%

(574) (5)

10.80% 0.10%

(491) (3)

12.30% 0.10%

(542) (4)

12.10% 0.00%

(534) (1)

12.10% 0.00%

(533) (2)

12.10% 0.10%

(532) (4)

11.80% 0.10%

(520) (5)

11.70% 0.00%

(516) -

11.70% 0.10%

(517) (3)

11.50% 0.00%

(508) -

11.30% 0.10%

(502) (6)

11.20% 0.10%

(487) (5)

11.10% 0.10%

(485) (6)

11.20% 0.10%

(488) (6)

11.00% 0.10%

(482.0) (5.0)

11.00% 0.20%

(480) (10)

10.00% 0.20%

(437) (9)

Date Sent Email Name Sent Bounces

12/17/2012 e-News Dec2012 from Western District 4079

10/26/2012 e-News Oct2012 from Western District 3951

9/15/2012 e-News from Western District Sept2012 3947

7/27/2012 News from Western District July2012 3718

2/15/2012 2012/02/14 11:14:55 Presidents Msg 4536

7/18/2011 Edgar's Final President Message 4544

2/22/2011 Student Raffle 4551

10/7/2010 Copy of Newsletter 4554

9/30/2010 Abstract Extension 4406

9/27/2010 Copy of Meet and Greet Announcement 4407

9/20/2010 Copy of Alaska Announcement 4409

9/3/2010 It is with regret that I announce 4413

8/17/2010Western District Annual Meeting: Alaska 2011, Survey

4419

8/13/2010 Alaska Announcement 4419

8/9/2010 Meet and Greet Announcement 4422

8/7/2010 Copy of Election Results 4422

8/4/2010 Newsletter 4427

7/10/2010 ITE Annual Meeting Photos Available 4354

6/29/2010WesternITE Annual Issue 6-29-10 ATTACHMENT

4359

6/29/2010 WesternITE Annual Issue 6-29-10 4361

6/28/2010 Annual Meeting Notice 4366

6/10/201010-06-10 Message from ITE Western District President

4376

3/4/201010-03-04 Message from ITE Western District President

4384

Since July 2012 the overall rate of the email bounces has decreased from typically over 10% to under 6%. The has been aided by reminders in the WesternITE to the members to include current email addresses. The committee has contacted a few sections to understand if they do anything to reconcile the email addresses if they get a bounce back, and many do not do any sort of follow up. Most feel it is up the individuals to update their profile information with HQ.

Western District


Local Membership Practices - Survey In June 2012, an electronic survey was distributed to the leadership at the Section and Chapters. The survey asked a number of questions and the Membership committee participated in including questions in regards to membership practices. The following are excerpts from the survey information that was received. How do you recruit new members? There were 9 respondents and they 8 said “word of mouth” and most involved student involvement. Do you have new membership forms available at meetings? 2 respondents said yes, 10 said no. What is your biggest challenge to recruiting new members? Of the 10 respondents, 4 stated that International Dues was a factor (high cost) and that some members prefer a more general organization (ASCE, NSPE) if can only pay for one membership. The Utah Chapter said that they need a dedicated website to be a “front door” to the local organization. How often do you receive/request membership updates from ITE HQ? Of the 9 respondents, 4 said quarterly, 3 annually and 2 don’t check or just check for new members and don’t request lists. Do you actively maintain a local membership database? All 11 that responded said yes. Do you publish a membership directory? Of the 11 respondents, 4 said yes, 7 responded no with the main reason is that the members had not requested it and the non-disclosure requirements. Do you have any “Local Affiliate” membership categories? Four sections responded that they do. Invoices are handled either by mail or honor system. The local affiliates sometimes get discounts as well as emails and newsletters. Do you follow up with expired memberships? Three responded yes, while 4 responded that they do not do any follow up. The follow up included emails and encouragement to at least join as an affiliate member. Is your Section or Chapter’s website actively maintained? Eight responded that it is maintained regularly (monthly, bi-monthly). Two responded that they do not have a website, while another is looking into creating one.

Western District


Conclusion, Current Activities and Goals The overall year change in membership was very positive. With an increase in voting membership up 6.6% and overall membership up 11%, there is a strong indication that membership is increasing. This trend has continued from our last report that also included an increase over the first 5 months of the year. The current economic conditions and an overall reduction in professionals in the industry, still continue to be reasons for overall lower membership numbers than two years ago. As always, an important goal is to continue increase membership on all levels. Retention of current members is also a high priority. Of the 4,702 total members of the District, 878 of them, 18.7%, are students. This is a result of concentrated efforts by District administration to focus on student initiatives and outreach. It is the highest the percentage of student members has been. A continued goal for 2013 is to work towards signing up more student members and converting student members into full Member grade professionals with voting privileges after graduation. This past year there were continued efforts made by the committee to coordinate with each Section to disseminate information on local membership practices and to work with each Section to promote membership and determine if there are specific targeted efforts that are needed in regards to membership. The Sections appreciated the involvement from the District to better understand the practices and pass information about what other Sections are doing, and they look forward to continued involvement. Surveys were developed and the responses to the questions included some important information. The main points to be taken away from the information include:

There is not much outreach done for new professional members, besides reaching out to students. Most is word of mouth and up to the individual to find ITE.

Some Sections/Chapters have affiliate members and it is a good way to keep more people involved and notified of ITE events.

Each section maintains a separate local database. With so many changes in emails and contact information, it might be easier to maintain the database locally but some information may not flow back to HQ for updates. This is left to the individual member to update.

As ubiquitous as email is today, there are still members that either do not have an email address or do not have a working email address. This can account for over 15% of the overall District membership and does not allow for the ease of communication with the members electronically. A major goal for 2013 is to reconcile the email addresses that are not working and to reach out to members that do not have an email to understand how to best communicate with these members on a regular basis.

Western District


Membership History

Section or Chapter Voting Total Voting Total Voting Total Voting Total Voting Total Voting Total Voting Total Voting Total Voting Total Voting Total

Alaska 47 81 46 78 -2% -4% 40 51 46 78 15% 53% 45 75 46 78 2% 4% 1 3

Arizona

- Arizona 317 380 316 387 0% 2% 313 363 316 387 1% 7% 311 370 316 387 2% 5% 5 17

- Southern Arizona 45 52 47 51 4% -2% 0 0 47 51 - - 42 48 47 51 12% 6% 5 3

Arizona Totals 362 432 363 438 0% 1% 313 363 363 438 16% 21% 353 418 363 438 3% 5% 10 20

California

- San Diego 152 190 152 212 0% 12% 165 175 152 212 -8% 21% 150 185 152 212 1% 15% 2 27

- Central California 49 57 48 56 -2% -2% 51 56 48 56 -6% 0% 50 55 48 56 -4% 2% (2) 1

- Central Coast 84 102 81 97 -4% -5% 93 116 81 97 -13% -16% 78 95 81 97 4% 2% 3 2

- Northern California 182 242 189 255 4% 5% 172 194 189 255 10% 31% 184 234 189 255 3% 9% 5 21

- SF Bay Area 477 574 488 589 2% 3% 541 617 488 589 -10% -5% 464 545 488 589 5% 8% 24 44

- Southern California 537 724 558 758 4% 5% 547 606 558 758 2% 25% 502 627 558 758 11% 21% 56 131

- Riverside-San Bernardino 101 135 107 137 6% 1% 71 77 107 137 51% 78% 100 119 107 137 7% 15% 7 18

California Totals 1,582 2,024 1,623 2,104 3% 4% 1,640 1,841 1,623 2,104 -1% 14% 1,528 1,860 1,623 2,104 6% 13% 95 244

Colorado-Wyoming 338 413 347 434 3% 5% 344 365 347 434 1% 19% 323 382 347 434 7% 14% 24 52

Hawaii 56 73 61 76 9% 4% 48 63 61 76 27% 21% 53 70 61 76 15% 9% 8 6

Idaho 68 94 65 93 -4% -1% 69 89 65 93 -6% 4% 65 85 65 93 0% 9% 0 8

Montana 58 91 59 99 2% 9% 57 110 59 99 4% -10% 56 89 59 99 5% 11% 3 10

Nevada 143 178 149 189 4% 6% 163 176 149 189 -9% 7% 136 165 149 189 10% 15% 13 24

New Mexico 94 120 103 130 10% 8% 95 129 103 130 8% 1% 92 119 103 130 12% 9% 11 11

Oregon 145 187 153 199 6% 6% 220 257 153 199 -30% -23% 138 175 153 199 11% 14% 15 24

Greater Oregon 68 114 74 117 9% 3% 74 117 67 107 74 117 10% 9% 7 10

Utah 129 194 136 202 5% 4% 109 136 136 202 25% 49% 125 178 136 202 9% 13% 11 24

Washington 424 511 444 543 5% 6% 410 433 444 543 8% 25% 419 500 444 543 6% 9% 25 43

Totals 3,514 4,512 3,623 4,702 3.1% 4.2% 3,508 4,013 3,623 4,702 3.3% 17.2% 3,400 4,223 3,623 4,702 6.6% 11.3% 223 479

% Change% Change % Change

Short Term - 6 Months One YearLong Term

1/1/2001 12/31/20125/31/2012 12/31/2012 Total Change12/31/2011 12/31/2012

16d. Legislative Committee Report Not available as of January 29, 2013

Career Guidance Committee c/o URS Corporation 2020 East First Street Suite 400 Santa Ana, California 92705

January 17, 2013

Mr. Walter Okitsu ITE Western District President c/o KOA Corporation 1100 Corporate Center Drive, Suite 201 Monterey Park, CA 91754

RE: Western District Career Guidance Committee Report Dear Walter: The following is a summary of the status of the Career Guidance committee’s efforts: Mentoring Program Announcements for the 2013 Mentoring Program will be distributed in mid‐February with email announcements to the general membership and college advisors. A call for Mentors will also be posted on the website. We currently have 5 students/young professionals on a wait‐list. Participants of the program will be informed of their mentor/mentee role and their matching partner on an on‐going basis, and matched by geographic area first. I have requested to the Phoenix LAC to arrange to provide Mentor/Mentee forms at the check‐in desk for the 2013 Western District Annual Meeting. Career Guidance Awards Two awards will be presented to a young professional member of ITE Western District at the 2013 Annual Meeting. These awards were established in 2005 so this will be the 8th year of recognition for: Best Annual Meeting Paper Award by a Young Professional This award recognizes the author of a paper judged to be the best technical paper submitted for the ITE Western District Annual Meeting by a Young Professional. A young professional is determined to be a person 35 years or younger. This award is being coordinated with Ray Yparraquirre, Technical Chair of the 2013 Western District Annual Meeting. Ray will ask for submissions/young professional verification in his

mid‐February acceptance notifications to the authors. A selection committee will score and rank the papers after receiving them from Ray. The author will be notified by May 15, 2013. The winning author receives a plaque at the Western District Annual Meeting. The award will be presented by a member of the board or chairperson. Young Professional Achievement Award The Western District Young Professional Achievement Award recognizes young professionals who have shown exceptional dedication to the transportation profession through ITE service, have significant accomplishments that benefit the profession of transportation engineering/planning, and/or have participated in mentoring transportation professionals. To be eligible for the Western District Young Professional Achievement Award, the young professional must be 35 years old or younger and be a member of ITE Western District. The recipient of the award will be presented with a plaque at the Western District Annual Meeting. The award will be presented by a member of the board or chairperson. An announcement will be sent to all the Sections in the middle of February asking for nominations as well as announced in the January E‐News from the Western District. The deadline to nominate a Young Professional is proposed to be April 15, 2013. A selection committee will score and rank the nominations. The Young Professional of the Year will be notified by May 15, 2013. Employer Achievement Award This award recognizes employers for supporting young professionals (professionals with 10 years or less) experience in ITE activities and training. It was created to recognize admired employers who acknowledge that young professionals are today’s leaders in the profession and set goals for their personal development. An announcement will be sent to all the Sections in the middle of February asking for nominations as well as announced in the January E‐News from the Western District. The deadline is proposed to be April 15, 2013. A selection committee will score and rank the nominations. The Employer of the Year will be notified by May 15, 2013. The recipient of the award will be presented with a plaque at the Western District Annual Meeting. The award will be presented by a member of the board or chairperson. Thank you, Neelam Sharma Career Guidance Chair

ITE District 6 Vendor/Industry Committee Chair - Janna McKhann Board Meeting Report for February 1, 2013 1. Assisting the Arizona Local Arrangement Committee in their meeting preparations

with regards to vendors for 2013 to assure a high quality exhibition will be held.

2. Attending all Southern California ITE Chapter meetings and local area IMSA and other industry meetings.

3. Coordinating with other industry groups to prevent conflicting dates for future conferences.

4. Contacted local ITE groups and check schedules 6 months in advance for conflicting meetings or events.

5. Reviewed the results of the Santa Barbara Annual Meeting with regards to vendor/industry needs.

Vendor recommendations:

Pick locations that comply with the DOT travel requirements so everyone can attend.

Make sure exhibit hall is right next to the sessions not on separate floors. Would be best if attendees had to walk through the exhibit hall to get to the sessions

Have all breaks with snacks in exhibit hall only

Include vendors in luncheons, include it in their vendor registration package ( 2 per booth)

Ask attendees to bring business cards Liked the raffle that required attendees to visit every booth and get a card signed/stamped in order to enter drawing.

6. Encouraging more participation from vendors at ITE District, Sections and Chapter

meetings.

7. Helping ITE student chapters set up vendors to do product demonstrations at their meetings and worked with vendors to invite students for vendor facility tour

INSTITUTE OF TRANSPORTATION ENGINEERS

WESTERN DISTRICT

Page 1 of 4

TO: WESTERN DISTRICT BOARD


FROM: DANIELLE SCHARF

SUBJECT: STUDENT AND FACULTY INITIATIVES COMMITTEE (SFIC) REPORT

DATE: JANUARY 17, 2013

The following SFIC activities have occurred since the July 2012 board meeting:

James H. Kell Competition

The Western District selected the University of Nevada – Reno to host the James H. Kell RFP Competition at the 2012 Annual Meeting. They were selected for their competition on Emergency Evacuation Transportation Planning for a Tsunami in the San Francisco Bay Area. The District awarded $1500 to the Kell RFP winner for supplies and travel to the meeting, as well as $1000 in prize money to the competition winners, which included the following:

1st Place – Split $600 five ways or $120 Gretel Ochoa – Cal Poly Pomona Matthew Feeley – Cal Poly Pomona Travis Low – Cal Poly San Luis Obispo Gurtej Gill – UC Irvine Martin Nguyen – Cal State Fullerton

2nd Place – Split $300 six ways or $50 each Paul Van Dyk – CSU Long Beach Saly Heng – UCLA Russell Oyewole – CSU Sacramento Octavio Duran Jr. – UC Irvine Marion Cartas – Cal Poly Pomona Matt Schaible – Montana State University 3rd Place – Split $100 five ways or $20 each Ryan Quach – UC Irvine Trisha Munoz – Cal Poly Pomona Robert Kopelk – Cal Poly Pomona Kevin Carstens – Cal Poly San Luis Obispo Vijay Sabawat – University of Wyoming

Over 40 students participated in the event. Student Traffic Bowl The fourth annual Student Traffic Bowl was held at the 2012 District Annual Meeting. Thirteen teams participated and Cal Poly San Luis Obispo (Travis Low, Ashley Brooks, and Kevin Carstens) was the winner. Cal Poly SLO went on to represent the District in the third annual ITE Collegiate Traffic Bowl in Atlanta. All


WESTERN DISTRICT

Page 2 of 4

winning teams of the District competitions receive a $2,000 travel award from ITE Headquarters to attend the International Annual Meeting. They also received the District’s traveling trophy and a certificate. This was the first year of implementation of the new Student Traffic Bowl guidelines that were drafted by the Student Traffic Bowl Task Force at this time last year. The biggest difference from previous years was the new prequalification round, where each team completed a 10-question written “exam” at the beginning of the event and the top nine teams went on to compete in the actual event. Another big change was that we had different questions for all three preliminary rounds so all the participants were able to stay in the room the whole time. Overall, the feedback on these changes was very positive from both the participants and the audience. Student Chapter Award The Western District received 21 student chapter reports in 2012. Cal Poly Pomona was selected as the winner and both Oregon State University and University of Washington received Honorable Mention. Cal Poly Pomona also went on to receive the International Award, which was the first time since 2003 that a student chapter from the Western District has won the International Award. The winner received a plaque, $200 for the chapter’s general fund, and $1000 for travel reimbursement. The two student chapters that received honorable mention were awarded $50 each in addition to the $100 that all student chapters receive just for submitting a report. Student Paper Award The District received six student paper submittals in 2012. Xiaoyue Cathy Liu from the University of Washington was selected as the winner for her paper entitled “An Analytical Framework for Managed Lane Facility Performance Evaluation.” Cathy presented his paper as part of the technical program at the Annual Meeting and was awarded with a plaque, $500 award and an additional $500 in travel funds. Cathy also went on to win the same award at the International level. Outstanding Awards The District received four nominations for the Outstanding Student Awards, three for the graduate award and one for the undergraduate award. The winners were Xiaoyue Cathy Liu from the University of Washington at the graduate level and Clancy Black from Brigham Young University at the undergraduate level. We did not receive any nominations this year for the Outstanding Educator Award. Western District Fellowship The selection process for the Western District Fellowship is conducted by ITE Headquarters, and they did not receive any applications that met the eligibility requirements in 2012. Student Website Award The review committee for the Student Chapter Website Award reviewed 12 different websites and selected a winner and one honorable mention. The winner was Cal Poly Pomona and the University of Washington received honorable mention. The winner received a certificate and a $200 award, while honorable mention received a certificate and a $50 award.


WESTERN DISTRICT

Page 3 of 4

Student Newsletter The Student Newsletter has not been distributed since the fall 2010 issue. We are interested in changing it to an online newsletter and potentially making it the highlight of a revamped student section of the website. Additional discussions need to take place with Scott Lee, Student Newsletter Editor and Justin Link, Website Manager to figure out the logistics of making this idea a reality. We would like to continue to use this as a tool to announce award winners, provide student articles, and highlight student chapter activities. Student Chapter Updates

The following tables list the current faculty advisors and student chapter liaisons for the Western District. Please notify the SFIC Chair if you see any names that need to be updated. Student Chapter Faculty Advisors:

Advisor School Dr. Ram Pendyala Arizona State University Dr. Mandar Khanal Boise State University Dr. Mitsuru Saito Brigham Young University Dr. Xudong Jia California State Polytechnic University, Pomona Dr. Anurag Pande California Polytechnic State University, San Luis Obispo Dr. Ding Cheng California State University, Chico Dr. Emelinda Parentela California State University, Long Beach Dr. Hassan Hashemian California State University, Los Angeles Dr. Kevan R. Shafizadeh California State University, Sacramento Dr. Ahmed Al-Kaisy Montana State University Prof. Roger Lindgren Oregon Institute of Technology Dr. Karen K. Dixon Oregon State University Dr. Miguel Figliozzi Portland State University Dr. Janusz Supernak San Diego State University Dr. Sherry Ryan San Diego State University Dr. Jan Botha San Jose State University Dr. Rachel He Santa Clara University Dr. Osama Abaza University of Alaska, Anchorage Ming Lee University of Alaska, Fairbanks Dr. Mark Hickman University of Arizona Dr. Michael Cassidy University of California, Berkeley Prof. Susan Handy University of California, Davis Dr. Michael McNally University of California, Irvine Pat Gibson University of California, Los Angeles Dr. Wesley Marshall University of Colorado, Denver Dr. Ricardo Archilla University of Hawaii Dr. Michael Dixon University of Idaho, Moscow Dr. Mohamed Kaseko University of Nevada, Las Vegas Dr. Zong Tian University of Nevada, Reno Dr. Jerome Hall University of New Mexico Dr. Peter Martin University of Utah Dr. Yinhai Wang University of Washington Dr. Rhonda Young University of Wyoming


WESTERN DISTRICT

Page 4 of 4

Dr. Kevin Heaslip Utah State University Haifang Wen Washington State University Eric Shen University of Southern California Dr. David Naish California State University, Fullerton

Student Chapter Liaisons:

Section Name Intermountain Walter Vodrazka, Jr. Intermountain Pat McGowen Intermountain Leah Kelsey Intermountain Grant Schultz Intermountain Joey Paskey San Francisco Bay Area Murali Ramanujam Washington Scott Lee Washington Meagan Powers Washington Liz Haselbach Oregon Diego Arguea Colorado Wyoming Scot Lewis Arizona Goutham L. Reddy Arizona Scott Kelley Northern California Binu Abraham Northern California Bob Grandy Northern California Roberta McLaughlin San Francisco Bay Area Patty Camacho San Francisco Bay Area Steve Weinberger San Francisco Bay Area Andre Chandra San Francisco Bay Area Eduardo Serafin California Central Coast Steve Orosz Southern California Giancarlo Ganddini Southern California Neelam Sharma Southern California Monica Suter San Diego Section Zoubir A. Ouadah Central California Lisa Wallis Riverside-San Bernadino Shirjeel Muhammad Alaska Karthik Murugesan

Student Endowment Fund c/o Wilson Okamoto Corporation 1907 S. Beretania St., Suite 400 Honolulu, HI 96826 January 9, 2013 Mr. Walter Okitsu ITE Western District President c/o KOA Corporation 1100 Corporate Center Drive, Suite 201 Monterey Park, CA 91754 RE: Western District Student Endowment Fund Committee Report Dear Walter: The following is a summary of the status of the Endowment Fund and our committee’s efforts: As of January 9, 2013, the Endowment Fund account balance with Wells Fargo is $23,375.80

with a recent $1,000 contribution from the Washington Section still to deposit. As of January 9, 2013, the Endowment Fund account balance with D.A. Davidson was

$304,740.16. Brenda Robertson of D.A. Davidson prepared a performance report for our accounts in advance of our mid-year Board Meeting (see attached). Her report indicates that the time weighted rate of return for 2012 is 16.57% for our equity account and 3.93% for our fixed income account. It should be noted that her report shows a $490.09 withdrawal from our equity account that was made in error. It has since been reversed.

All billing reminders for 2012 were sent out and all annual contributions have already been received.

Accounting from the Annual Meeting in Santa Barbara: A total of $3,805.00 was collected as a result of the Annual meeting which included $565.00 through the LAC registration, $1,775.00 in credit card donations, $850.00 from the MiteY Race, and $480.00 from the Traffic Hero event.

At the Annual Meeting in Phoenix, the EF committee is planning have a booth in the vendor area and host another MiteY Race. The race will be held on Saturday, July 13th between 4 and 6 PM. We hope to have up to 50 teams competing in 2 categories (students and friends/family). This year’s race with be in a slightly different format with most of the activities held indoors in deference to the heat. We will be securing sponsors again this year to offset our costs and are working with the Arizona LAC to coordinate with the hotel. Registration will be $50 per team with information and registration processed through a MiteY Race website. Updates and clues will be posted periodically on the MiteY Race Facebook page.

The EF spotlight continues to run in each edition of the WesternITE. The July-Aug spotlight featured a recap of the MiteY Race in Santa Barbara, the Sept-Oct spotlight was written by Mark Spencer, I wrote the Nov-Dec spotlight, and the Jan-Feb spotlight was written by the Washington Section. The Washington Secton’s recent article was regarding their recent contribution of $1,000 in memory of Christopher W. Alm. For the upcoming spotlights, our plan is to have the Mar-Apr spotlight written by the EF Committee regarding the MiteY Race being planned for the Arizona meeting and the May-June spotlight written by either the Arizona Section or University of Arizona student chapter.

Yours truly, Cathy Leong Endowment Fund Committee Chair

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16i. Public Relations Committee Not available as of January 29, 2013

Date: January 18, 2013To: ITE Western District Board of DirectionFrom: Jerry Hall, Professor Emeritus, UNMSubject: District Traffic Bowl Report

Questions, and equally as important, documented correct answers for the 2012 Student andProfessional Traffic Bowls were developed by Jerry Hall, his committee, and several friends of thecommittee in the Spring 2012. The questions were entered into the traffic bowl software.

The Student Traffic Bowl was held on Monday afternoon, June 25. The questions for thiscompetition were primarily textbook oriented. As agreed upon at the January 2012 mid-year Boardmeeting, a written qualifying round was prepared to pare the number of competing teams down tonine. As it turns out, twelve schools expressed an interest in participating; the qualifying round cutthe number to nine. The following teams participated:Game 1 - Oregon State University, University of Nevada Reno, Brigham Young UniversityGame 2 - Sacramento State University, Cal Poly SLO, University of WyomingGame 3 - University of California Irvine, Cal Poly Pomona, Portland State UniversityThe winners were Brigham Young University, Cal Poly SLO, Cal Poly Pomona.The Final Round was won by Cal Poly SLO, which came from behind on the final Jeopardyquestion to overtake Brigham Young and Cal Poly Pomona.

The Professional Traffic Bowl was held on Tuesday afternoon. The questions for this competitionwere more practice oriented, along with some on the history and people of the Western District. Incontrast to the student competition, the organizers had to work a bit to find nine teams willing tocompete. The following ITE sections participated:Game 1 - New Mexico, Riverside San Bernardino, OregonGame 2 - Colorado Wyoming, Arizona, San DiegoGame 3 - Southern California, Washington, IntermountainThe winners were the Riverside San Bernardino, Washington, and Arizona Sections.The Final Round as won by Riverside San Bernardino, followed by Washington and Arizona.

Overall, there were occasional groans from the participants and the audiences about the questionsand answers, but I heard no complaints about the correctness of the answers.

I first became involved with the District’s Traffic Bowl by participating on New Mexico’s winningteam in the initial competition in 1994. I began contributing questions following some incorrectanswers to questions at the 1996 competition in Fresno. I prepared questions for the 2001competition in Albuquerque and most of the questions for the 2006 competition in Honolulu. Aftersome poor questions and answers in Denver in 2009, I complained and Michael Sandersonappointed me to chair the traffic bowl committee, which I have done for the 2010 competition inSan Francisco, 2011 in Anchorage, 2012 in Santa Barbara; I will continue through the 2013meeting in Phoenix after which I will retire. Dr. Ken Ackeret has expressed an interest in doing thiswork in coming years. I plan to work with him on this task up through the Phoenix meeting.

19a. 2012 Santa Barbara LAC Report Not available as of January 29, 2013

Report Date: January 18, 2013

Subject: 2013 AZ LAC Western District Mid-Year Board Report

Page 1

SAVE THE DATE

07/14 TO 7/17/2013

Report Summary

REQUEST FOR BOARD ACTION:

1. Requesting approval of $425 delegate full registration cost. Budget items include:

a. Income Items Include

i. 55 vendors

ii. Est $24,000 in sponsorship

b. Expense Items Include

i. $38,000 AV needs based on estimate received from AZ Biltmore

ii. $2500 for room nights for those LAC members that need to be available late in the evening

and early morning

2. Requesting approval of $100 student early registration cost. $150 student late registration. Note the

registration cost for students does not include Wednesday lunch.

General LAC Chair/Vice Chair (Kim Carroll/Andrew Smigielski)

• Meeting held monthly

Hotel/Resort (Andrew Smigielski) –

• Room layouts finalized for technical sessions and banquets.

• AV estimates obtained and negotiated with the AZ Biltmore. $38K for AV. Major expense is associated

with the need for screens during the major events (opening session, Monday lunch, Tuesday lunch,

Tuesday award banquet, and Wednesday lunch speakers. There are opportunities for reducing the

cost by eliminating screens and getting donations for laptop and projectors. There are technical issue

concerns with donated equipment and not have technical support.

• Mobil Meeting Manager item is being added and trying to offset with sponsorship.

• Award Banquet Entertainment and Décor complete.

Registration (Catherine Hollow) –

• Registration using Constant Contact is open for Vendors/Sponsors

• Four vendor registrations received and 2 sponsorships.

• Estimate Registration will Open Late April/Early May.

Budget/Finances (Daniel Hartig) –

• See attached for budget.

• Summary of account balance also attached

Technical Program (Ray Yparraguire)

• Keynote Speaker in progress – Investigating the Google Car and working with Phoenix Speakers

Bureau.



Page 2

SAVE THE DATE

07/14 TO 7/17/2013

Report Summary

• Program Committee meets monthly

• Currently have the 110 abstracts and currently under review.

o Track One – Planning & Sustainability (20 abstracts)

o Track Two – Operations & Design (47 abstracts)

o Track Three – Bicycles, Peds, Transit, Rail & Safety (43 abstracts)

• Abstracts are still being accepted. We would like to have more back log to cover cancellations/backups

• Poster Board Presentation – the technical committee feels that since we don’t have enough abstract

submissions we will not conduct this.

• LAC Technical Schedule:

o Tech Committee to develop program (2/7/13)

o Send out acceptance email/letters (2/18/13)

o Program meeting (3/7/13)

o Send Out follow up speaker letters (3/18/13)

• Paper Review and Selection Schedule: Reached out to District Technical Chair (Amit Kothari) and

Career Guidance Chair (Neelam Sharma) to discuss process with Best Paper and Best Student Paper

Award. Below is the schedule for paper review and selection:

April 15, 2013 Deadline to submit papers to LAC.

May 31, 2013 LAC identifies 8-10 best papers and submits to District Technical Chair

June 28, 2013 Technical Committee selects 4-5 papers. District Technical Chair schedules judges to review/rate at the Annual Meeting

July 15-17, 2013 Judges rank the finalists and select the winner

July 16-17, 2013 Winner recognized at the Tuesday’s Dinner or Wednesday’s Lunch

• Speakers

o 4 Speakers per Session

o Limited to 20 minutes per speaker

o Balance local and Western District Submittals

• Moderators

o Include past Western District Section Officers and President



Page 3

SAVE THE DATE

07/14 TO 7/17/2013

Report Summary

o Offer people who have not registered a moderator position as a goal to boost hotel attendance.

This was done by the 2010 LAC.

• IHSDM Training

o Technical training slated for Wednesday morning – ½ day

o Instructed by FHWA free to the registration.

Technical Tours/Events (Alejandro Angel) –

+ Sunday (Special Event) – Making this more of a family event tour rather than a technical tour in hopes of

building room nights.

• D-Backs game home against the Brewers (usually 1:00 p.m. game)

• Wet n Wild Water Park

• Heard Museum

• Musical Instrument Museum (MIM)

+ Monday - Sky Train/Light Rail – Tentative and in progress

+ Tuesday: - Morning Bike Ride (7-9 am) and ADOT NEW TOC

Vendors (Kim Konte)

• 55 Vendors estimated in Budget at $1800.

• Goal is to have all major activities in Vendor Area.

• Working with the hotel to determine what happens with overflow of vendors.



Page 4

SAVE THE DATE

07/14 TO 7/17/2013

Report Summary

• Registration for Vendors/Sponsors is Open through constant contact. Email’s were sent to a Vendor

Sponsor List (not the entire membership)

Publicity & Promotions (Sylvia Mousseux)

• AZ Website http://azite.org/2013meeting being updated with:

o Introduction

o Vendor Map

o Call for Papers

o Sponsorship Details

• Promotional Items

o Banner – Preparation of draft to be reviewed by LAC.

o Shirts, neck lanyards, mouse pads

o Arizona Gift Sets

o Save the Date Cards

o Stickers

• Remaining Tasks Include

o Brochure Preparation

o Website Updates

o 2013 Conference Boards, etc.

Events/Social Activities (Tyler & Randy) – Social events and banquets are being planned.

Sunday

• Evening: Get Acquainted Social (on site) planned for Mariachi’s and in with the Vendors.

• Late Evening: Pub Crawl (Downtown Scottsdale)

Monday – Family night focused on indoor activity to avoid potential monsoon. Flip Dunk – An indoor

trampoline and gymnastics facility. The entire facility is reserved for our family night between 5 pm and 9 pm.

Stations rotate through every 80 minutes. The stations will include:

Trampoline Park: - Slam ball Room; Slam Dunk Lane; Bungee Trampolines; Dodgeball; Open Jump Area

Gymnastics Area: - Gymnastics; Obstacle Course

Other entertainment available for the individuals not cycling through one of the stations includes: Fort

Building; Ping Pong; Foosball; Arts and Crafts; Bean Bag Games; and Line Dance Classes.



Page 5

SAVE THE DATE

07/14 TO 7/17/2013

Report Summary

Employees of Flip Dunk will staff the event making sure everyone and everything is taken care of. Also

included for the event is a Master of Ceremonies/DJ that will help make the evening fun.

Working on getting the Phoenix Suns Gorilla to make an appearance.

Tuesday

• Social Hour

• Presidents Reception

• Awards/Dinner Banquet (Tuesday) – Theme Consideration “White Party” with DJ and Dance Floor

Student Liaison (Scott Kelley) – Coordination in progress

• James H. Kell Student Competition

• Student Traffic Bowl

WesternITE & ITE Journal Publications

� WesternITE Article submitted

� Announcement in ITE Journal

� ¼ Page in Journal planned for May, June

2013 ITE WESTERN DISTRICT CONFERENCE 1/21/2013

Checkbook ReportNo. DESCRIPTION DATE DEBIT CREDIT BALANCE

Advance from Arizona Section 6/24/2011 $750.00 $750.00

95Southwest traffic-reimburse for 2013 annual meeting shirts

7/7/2011 $521.98 $228.02

Advance from District 7/19/2011 $3,000.00 $3,228.0296 Stanley-reimburse for post cards 8/18/2011 $642.03 $2,585.9997 Reimburse section 8/17/2011 $750.00 $1,835.99

Fee 2/2/2012 $1.95 $1,834.0498 Reimburse DJH for Quicken software 2/3/2012 $43.51 $1,790.5399 AZ Banners for 2013 annual meeting banner 3/7/2012 $106.00 $1,684.53

deposit 3/16/2012 $3,000.00 $4,684.53visa Marco-name tag holders for Santa Barbara 4/24/2012 $713.77 $3,970.76visa Flip dunk sports deposit family night event 5/17/2012 $109.30 $3,861.46visa My Cuban store-2013 annual meeting shirts 6/1/2012 $999.52 $2,861.94visa Branders-novelties for Santa Barbara 6/4/2012 $184.59 $2,677.35visa Branders-novelties for Santa Barbara 6/5/2012 $183.64 $2,493.71visa Branders-novelties for Santa Barbara 6/5/2012 $205.22 $2,288.49visa My Cuban store-2013 annual meeting shirts 6/7/2012 $35.00 $2,253.49100 Sylvia Mousseux-gifts for Santa Barbara 6/22/2012 $137.03 $2,116.46

check order 6/22/2012 $27.29 $2,089.17deposit 7/13/2012 $1,000.00 $3,089.17

1001 Kim Carroll expenses (Santa Barbara) 7/20/2012 $300.00 $2,789.171002 SWTE expenses (Santa Barbara) 7/26/2012 $301.60 $2,487.57visa constant contact registration software 8/16/2012 $229.56 $2,258.01

deposit 11/16/2012 $750.00 $3,008.011003 Flip Dunk 11/27/2012 $400.00 $2,608.01

deposit 12/19/2012 $1,800.00 $4,408.01deposit $4,600.00 $9,008.01

$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01$9,008.01

NET CHANGE $5,891.99 $14,900.00 $9,008.01

PRELIMINARY - ITE WESTERN DISTRICT MEETING BUDGET - PHOENIX, 2013 (1/14/13)

250 300Account 250 FULL REGISTRANTS 300 FULL REGISTRANTS

Code Description Unit Price Quantity Amount Unit Price Quantity Amount

Registration Income463 Early Registration-Member 425.00$ 175 74,375.00$ 425.00$ 210 89,250.00$ 464 Early Registration-Non-Member 525.00$ 25 13,125.00$ 525.00$ 30 15,750.00$ 465 Late Registration-Member 525.00$ 38 19,687.50$ 525.00$ 45 23,625.00$ 466 Late Registration-Non-member 625.00$ 13 7,812.50$ 625.00$ 15 9,375.00$

Complimentary -$ 29 -$ -$ 29 -$ 462 Student Registration 100.00$ 125 12,500.00$ 100.00$ 150 15,000.00$ 462 Late Student Registration 150.00$ 10 1,500.00$ 150.00$ 10 1,500.00$ 467 One-Day Registration (Mon or Tue) 250.00$ 100 25,000.00$ 250.00$ 100 25,000.00$ 468 Spouse/Guest Registration 150.00$ 38 5,625.00$ 150.00$ 45 6,750.00$

Full Registration Subtotal 250 300Registration Subtotal 552 159,625.00$ 641 186,250.00$

Hotel Income472 Kick-off Luncheon (Mon) 57.00$ 10 570.00$ 57.00$ 12 684.00$ 472 Annual Business Meeting Luncheon (Tue) 55.00$ 10 550.00$ 55.00$ 12 660.00$ 471 Annual Awards Banquet (Tue) 94.00$ 10 940.00$ 94.00$ 12 1,128.00$ 472 Western States Luncheon (Wed) 55.00$ 10 550.00$ 55.00$ 12 660.00$

Hotel Subtotal 2,610.00$ 3,132.00$

Publicity Income477 Polo Shirt Sales 30.00$ 20 600.00$ 30.00$ 20 600.00$

Publicity Subtotal 600.00$ 600.00$

Vendor Income469 Exhibitor Booth 1,800.00$ 55 99,000.00$ 1,800.00$ 55 99,000.00$ 469 Additional booth personnel 250.00$ 10 2,500.00$ 250.00$ 10 2,500.00$

Vendor Subtotal 101,500.00$ 101,500.00$

Family/Entertainment Income470 Monday Family Night Dinner 45.00$ 25 1,125.00$ 45.00$ 25 1,125.00$ 470 Monday Family Night Dinner (12-17) 25.00$ 15 375.00$ 25.00$ 15 375.00$ 470 Monday Family Night Dinner (Children <12 Free)473 Child Care during banquet 15.00$ 10 150.00$ 15.00$ 10 150.00$

Family/Entertainment Subtotal 1,650.00$ 1,650.00$

INCOME

1




Technical/Spouse Tour Income475 Tour 1 50.00$ 40 2,000.00$ 50.00$ 40 2,000.00$ 475 Tour 2 50.00$ 40 2,000.00$ 50.00$ 40 2,000.00$ 475 Tour 3 50.00$ 25 1,250.00$ 50.00$ 25 1,250.00$

Technical Tour Subtotal 5,250.00$ 5,250.00$

Other IncomeXFER AZ Section Advance 750.00$ 750.00$ XFER District 6 - 1st Advance (7/11) 3,000.00$ 3,000.00$ XFER District 6 - 2nd Advance (1/12) 3,000.00$ 3,000.00$

Other Subtotal 6,750.00$ 6,750.00$

Sponsor IncomeEvent Sponsor 4,000.00$ 1 4,000.00$ 4,000.00$ 1 4,000.00$ Room key sponsor 2,000.00$ 1 2,000.00$ 2,000.00$ 1 2,000.00$ Mobile information sponsor 1,000.00$ 2 2,000.00$ 1,000.00$ 2 2,000.00$ Western States Lunch Sponsor 1,000.00$ 1 1,000.00$ 1,000.00$ 1 1,000.00$ Awards dinner sponsor 1,000.00$ 1 1,000.00$ 1,000.00$ 1 1,000.00$ Business Lunch Sponsor 1,000.00$ 1 1,000.00$ 1,000.00$ 1 1,000.00$ Kickoff lunch sponsor 1,000.00$ 1 1,000.00$ 1,000.00$ 1 1,000.00$ Registration gift sponsor 1,000.00$ 1 1,000.00$ 1,000.00$ 1 1,000.00$ Nametag Sponsor 750.00$ 4 3,000.00$ 750.00$ 4 3,000.00$ Speaker gift sponsor 750.00$ 1 750.00$ 750.00$ 1 750.00$ Get Acquanted Sponsor 500.00$ 2 1,000.00$ 500.00$ 2 1,000.00$ Traffic Bowl Sponsor 500.00$ 2 1,000.00$ 500.00$ 2 1,000.00$ Program sponsor 750.00$ 1 750.00$ 750.00$ 1 750.00$ The M-ite-Y Race sponsor 500.00$ 2 1,000.00$ 500.00$ 2 1,000.00$ Break Sponsor 250.00$ 10 2,500.00$ 250.00$ 10 2,500.00$ Family Night Sponsor 250.00$ 3 750.00$ 250.00$ 3 750.00$ Video abstract award sponsor 250.00$ 1 250.00$ 250.00$ 1 250.00$ Sponsor Subtotal 24,000.00$ 24,000.00$

TOTAL INCOME 301,985.00$ 329,132.00$

2




Registration Expenses780 Final Program 30.00$ 300 9,000.00$ 30.00$ 350 10,500.00$ 780 Ticket Paper (reams) - drinks, lunch, etc. 25.00$ 4 100.00$ 25.00$ 4 100.00$ 780 Name Tags (100 count) 25.00$ 6 150.00$ 25.00$ 6 150.00$ 780 Lanyards 1.75$ 1000 1,750.00$ 1.75$ 1000 1,750.00$ 780 Postage-Registration Packet 0.45$ 50 22.50$ 0.45$ 50 22.50$ 780 Printing-Registration Packet 2.00$ 50 100.00$ 2.00$ 50 100.00$ 781 Registration software (Constant Contact) 500.00$ 1 500.00$ 500.00$ 1 500.00$ 782 Registration Desk Supplies 250.00$ 1 250.00$ 250.00$ 1 250.00$ 792 Misc. Mailing Expenses 100.00$ 100.00$

Registration Subtotal 11,972.50$ 13,832.50$

Hotel Expenses762 LAC Reception 500.00$ 1 500.00$ 500.00$ 1 500.00$ 762 LAC Debriefing Session (with future LAC mem 26.00$ 25 650.00$ 26.00$ 25 650.00$

Board meeting breakfast (SUN) 26.00$ 40 1,040.00$ 26.00$ 40 1,040.00$ 763 Board Meeting Luncheon (Sun) 50.00$ 40 2,000.00$ 50.00$ 40 2,000.00$ 763 Board Meeting Refreshments (Sun) 17.00$ 40 680.00$ 17.00$ 40 680.00$ 764 Get Acquainted Social (Sun) 21.00$ 461 9,683.52$ 21.00$ 533 11,198.88$

Buses for walking tour 500.00$ 3 1,500.00$ 500.00$ 4 2,000.00$ Continental Breakfast (Mon) 20.00$ 326 6,520.00$ 20.00$ 371 7,420.00$

765 Coffee Break Mon AM (Mon) 17.00$ 347 5,899.00$ 17.00$ 400 6,800.00$ 766 Kick-off Luncheon (Mon) 52.00$ 557 28,952.56$ 52.00$ 627 32,584.24$ 765 Snack Break (Mon PM) 17.00$ 311 5,287.00$ 17.00$ 372 6,324.00$ 768 Leadership Breakfast (Tue) 20.00$ 70 1,400.00$ 20.00$ 50 1,000.00$

Continental Breakfast - Tues 26.00$ 331 8,606.00$ 26.00$ 436 11,336.00$ 769 Coffee Break (Tue AM) 17.00$ 299 5,083.00$ 17.00$ 349 5,933.00$ 770 Annual Business Meeting Luncheon (Tue) 50.00$ 419 20,951.00$ 50.00$ 472 23,579.00$ 771 Traffic Bowl Refreshments (Tue) 45.00$ 214 9,635.40$ 45.00$ 258 11,591.10$ 773 President's Reception (Tue) 35.00$ 75 2,625.00$ 35.00$ 75 2,625.00$

Social reception 21.00$ 275 5,775.00$ 21.00$ 317 6,657.00$ 774 Annual Awards Banquet (Tue) 93.00$ 295 27,427.56$ 93.00$ 355 32,994.54$

Continental Breakfast (Wed) 20.00$ 217 4,340.00$ 20.00$ 252 5,040.00$ 777 Coffee Break (Wed AM) 17.00$ 121 2,057.00$ 17.00$ 146 2,482.00$ 778 Western States Luncheon (Wed) 50.00$ 145 7,254.00$ 50.00$ 175 8,736.00$ 794 Special Guest Accommodations (rm-nights) 175.00$ 39 6,825.00$ 175.00$ 39 6,825.00$ 794 Complimentary rooms (175.00)$ 25 (4,375.00)$ (175.00)$ 25 (4,375.00)$

Hotel Food Total 160,316.04$ 185,620.76$

EXPENSES

3



Code Description Unit Price Quantity Amount Unit Price Quantity Amount787 Audio/Video Equipment 38,752.00$ 38,752.00$

Room key 1.72$ 1000 1,720.00$ 1.72$ 1000 1,720.00$ Internet services 3,931.00$ 3,931.00$ Mobile manager 4,148.00$ 1 4,148.00$ 4,148.00$ 1 4,148.00$

792 Misc. Mailing Expenses 100.00$ 100.00$ Hotel Subtotal 208,967.04$ 234,271.76$

Traffic Bowl Expenses772 Prizes 1,000.00$ 1,000.00$ 772 Door Prizes (3) -- get donated -$ -$ 792 Misc. Mailing Expenses -$ -$

Traffic Bowl Subtotal 1,000.00$ 1,000.00$

Publicity Expenses791 Gift Baskets-VIPs 75.00$ 15 1,125.00$ 75.00$ 15 1,125.00$ 791 Speaker Gifts 35.00$ 150 5,250.00$ 35.00$ 150 5,250.00$ 791 Delegate Souvenirs 20.00$ 379 7,580.00$ 20.00$ 436 8,720.00$ 791 Spouse Gifts 20.00$ 38 750.00$ 20.00$ 45 900.00$ 789 LAC Shirts 25.00$ 60 1,500.00$ 25.00$ 60 1,500.00$ 788 Misc Banners & Flyers 1,000.00$ 1,000.00$ 788 Stickers 600.00$ 600.00$ 789 Polo Shirts to Sell 25.00$ 20 500.00$ 25.00$ 20 500.00$

Name tag holders for Santa Barbara 714.00$ 714.00$ Advertising 1,000.00$

792 Misc. Mailing Expenses 210.00$ 210.00$ Publicity Subtotal 20,229.00$ 20,519.00$

Exhibitor Expenses783 Piping & Draping, Electrical Hook-Ups 40.00$ 55 2,200.00$ 40.00$ 55 2,200.00$ 783 Plaque - Best Booth 150.00$ 150.00$ 783 Security & Insurance 45.00$ 26 1,170.00$ 45.00$ 26 1,170.00$

Fire marshall fee 450.00$ 1 450.00$ 450.00$ 1 450.00$ 783 Vendor Consultant Services (Incl WiFi) 2,500.00$ 2,500.00$ 783 Contingency for unknown expenses 2,500.00$ 1 2,500.00$ 2,500.00$ 1 2,500.00$ 783 Misc. Mailing Expenses 200.00$ 200.00$

Exhibitor Subtotal 9,170.00$ 9,170.00$

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Family/Entertainment Expenses790 The M-ite-Y Race 25.00$ 40 1,000.00$ 25.00$ 40 1,000.00$

Monday Family Night Dinner Facility cost 6,561.60$ 7,526.40$ 767 Monday Family Night Dinner Transportation 500.00$ 2 1,000.00$ 500.00$ 2 1,000.00$ 767 Monday Family Night Dinner -$ 414 2,980.80$ -$ 481 3,463.20$ 767 Monday Family Night Dinner (Kids <12) -$ 58 -$ 67 767 Monday Family Night Tickets 35.00$ 0 -$ 35.00$ 0 -$ 775 Awards Banquet Entertainment & Décor 10,000.00$ 10,000.00$ 776 Child Care 25.00$ 10 250.00$ 25.00$ 10 250.00$ 792 Misc. Mailing Expenses 100.00$ 100.00$

Family/Entertainment Subtotal 21,892.40$ 23,339.60$

Technical Tour Expenses785 Technical Tour 1 50.00$ 40 2,000.00$ 50.00$ 40 2,000.00$ 785 Technical Tour 2 50.00$ 40 2,000.00$ 50.00$ 40 2,000.00$ 785 Technical Tour 3 50.00$ 25 1,250.00$ 50.00$ 25 1,250.00$ 792 Misc. Mailing Expenses 100.00$ 100.00$

Technical Tour Subtotal 5,350.00$ 5,350.00$

Technical Program Expenses784 Requests for Abstracts (review comm. copies) 0.10$ 1000 100.00$ 0.10$ 1000 100.00$ 784 Respond to submitted abstracts 1.00$ 150 150.00$ 1.00$ 150 150.00$

Compendium CDs 4.00$ 379 1,516.00$ 4.00$ 436 1,744.00$ 784 Posters for technical sessions & sponsors 1,000.00$ 1,000.00$ 784 Thank you letters to speakers 0.44$ 150 66.00$ 0.44$ 150 66.00$

Keynote speaker 7,500.00$ 1 7,500.00$ 7,500.00$ 1 7,500.00$ 792 Misc. Mailing Expenses 100.00$ 100.00$

Technical Program Subtotal 10,432.00$ 10,660.00$

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Financial Expenses796 Bank Charges (on-line registration) 3,991.00$ 1 3,991.00$ 4,656.00$ 1 4,656.00$ 796 Checks Printing & Checkbook binder 35.00$ 35.00$ 796 Quicken Software 45.00$ 45.00$

Financial Subtotal 4,071.00$ 4,736.00$

General Chair Expenses793 February 2014 Board Meeting 450.00$ 450.00$ 793 Santa Barbara Meeting Travel Expenses 601.60$ 601.60$ 793 February 2013 Board Meeting 450.00$ 450.00$

General Chair Subtotal 1,501.60$ 1,501.60$

Other ExpensesXFER Repay Section Advance 750.00$ 750.00$ XFER Repay District 6 1st Advance 3,000.00$ 3,000.00$ XFER Repay District 6 2nd Advance 3,000.00$ 3,000.00$ XFER Repay District 6 3rd Advance -$ -$

Other Subtotal 6,750.00$ 6,750.00$

TOTAL EXPENSESURPLUS (DEFICIT) 649$ (1,998)$

301,335.54$ 331,130.46$

6

2014 Rapid City Annual Meeting Report Page 1 of 2 January 8, 2013

MEMORANDUM DATE: January 8, 2013 TO: Walter Okitsu, Western District President FROM: R. S. McCourt, 2014 LAC Coordinator [email protected] SUBJECT: 2014 Rapid City Joint Midwest/Western District Meeting Annual Meeting Status Report We have yet to receive the MOU signed from Midwest District. We are waiting for this to advance more activities. Preliminary discussions with LAC volunteers has occurred but meaningful efforts in more detailed planning will not start until the MOU is fully completed. In Santa Barbara I outlined a change to the sponsor/technical program construct. Material was provided to outline the concept. The Board can direct us to advance the concept, change/provide input to it or kill it. Please share with me your thoughts from discussing this at the Mid-Year meeting. The schedule for key activity in 2013 includes the following: Winter – get MOU back signed, schedule GoToMeeting with tentative LAC to finalize roles and responsibilities, issue LAC team organization chart, build merged vendor and sponsor lists for Midwest and Western Districts, frame keynote/outside speakers Spring – Finalize social events and needed advances, begin vendor area planning and event area (piping/draping) support negotiations, finalize technical program concept, prepare draft budget and estimate registration fees, decide on registration computer program, finalize financial accounting codes and banking approach

2014 Rapid City Annual Meeting Report Page 2 of 2 January 8, 2013

Summer – Issue draft budget to District for review, prepare material for WesternITE special annual meeting issue, issue call for papers, request advance funds, debrief with PHX meeting team, traffic bowl equipment coordination Fall – Technical Program development, vendor/sponsor development, institute monthly meetings, build meeting web site (including technical program framework and schedule), build committee punch lists from prior meeting guide/reports If anyone has any questions, please feel free to email me. Thank you again for all your support and help.

19d.2015 Las Vegas LAC Report Not available as of January 29, 2013

Institute of Transportation Engineers

2016 Western District Annual Meeting Albuquerque, New Mexico

January 18, 2016

Mr. Walter Okitsu, P.E. PTOE, PTP ITE Western District President KOA Corporation 1100 Corporate Center Dr. #201 Monterey Park, CA 91030

Re: 2016 Annual Meeting Status Report

Dear Mr. Okitsu,

Since being selected on June 24, 2012 in Santa Barbara to host the 2016 Western District Annual Meeting in Albuquerque, the New Mexico Section has formed a Local Arrangements Committee under the direction of myself and Mr. Paul Barricklow, Co-Chair. This letter provides a status report of our activities to be communicated to the Western District Board at the Mid-Year Meeting in Los Angeles on Friday, February 1, 2013.

Local Arrangements Committee

Our 2016 LAC has been formed and is shown on this letterhead at the left. The LAC has met twice, once before our September 5 Section Luncheon and again before our October 4 Section Luncheon. We have distributed copies of the Western District LAC Handbook to all of our chairs, and have emphasized the importance of knowing its contents. Our next meeting will be held on February 7 before our Section Luncheon that day. We will share reports on progress and pass along feedback from the Western District Board at the Mid-Year Meeting to the LAC.

Finance

Our Co-Chair and Finance Chair have been working to resolve the question of our Section’s Tax ID number, which will be necessary to open a new bank account for the meeting.

Our Finance Chair served as the Finance Chair of the 2001 Meeting in Albuquerque, and he has retrieved the previous accounting files for reference. We will be setting up a new accounting structure in Quicken and creating a preliminary budget.

Hotel

We have been working with HelmsBriscoe on contracts with the Hotel Albuquerque (our meeting site) and the Best Western Rio Grande Inn (our overflow hotel). Hotel Arrangements Chair Afshin Jian and I made a site visit to Hotel Albuquerque on September 17 to review event spaces and set the space block for our meeting events.

HelmsBriscoe provided draft contracts for the Hotel Albuquerque and the Best Western. The draft contracts are attached to this letter for the Board’s

Local Arrangements Committee

General Chair Jim Barrera [email protected]

Co-Chair Paul Barricklow [email protected]

Finance Derek Meier [email protected]

Hotel Arrangements Afshin Jian [email protected]

Registration Diane Sholtis [email protected]

Technical Program Albert Thomas [email protected] Paul Steffin [email protected]

Technical Tours T.J. Scarberry [email protected]

Traffic Bowl Chair Patrick Byrd [email protected]

Social/Family Activities Kristal Metro [email protected]

Vendors Coordinator Ross Lujan [email protected]

Student Coordinator David Barboza [email protected]

Publicity & Website Jennifer Schenkman [email protected]

Transportation Claude Morelli [email protected] Brian Degani [email protected]

URS Corporation 6501 Americas Pkwy NE, Ste 900 Albuquerque, NM 87110

Mr. Walter Okitsu, P.E. PTOE, PTP 2016 Annual Meeting Status Report January 18, 2016 Page 2 review. We have returned one round of comments on the contract terms, and are now gathering information on room-night bookings from past meetings to adjust our room block. This is an important item on which we wish to receive feedback from the Board at the Mid-Year Meeting. Our expected room block is shown in the table below. We hope to obtain and fill in more past data for review at the Mid-Year Meeting.

EXPECTED Saturday Sunday Monday Tuesday Wednesday Total ROOM BLOCK 09-Jul-2016 10-Jul-2016 11-Jul-2016 12-Jul-2016 13-Jul-2016 Room-Nights

Hotel Albuquerque 40 150 155 140 15 500

Best Western 0 0 0 0 0 0

Total Room Block 40 150 155 140 15 500

2012 Santa Barbara

2011 Anchorage

2010 San Francisco 67 172 172 138 16 584

2009 Denver 50 147 159 142 14 518

2007 Portland 85 271 283 253 30 945

2006 Honolulu

2005 Kalispell

2004 Sacramento 166 561

2001 Albuquerque 480

Registration

No work on registration has yet begun at this early date.

Technical Program

No work on the technical program has yet begun at this early date.

Technical Tours

The LAC has met and brainstormed ideas for technical tours to offer at our meeting. Ideas include: ● New Mexico Rail Runner Express Operational Tour ● Proposed Regional Joint Traffic Management Center Technical Tour ● Bicycle Trail System & Bicycle Boulevards Technical Tour ● Mesa del Sol New Urbanism Tour

Traffic Bowl

No work on the traffic bowl has yet begun at this early date, except to brainstorm new questions for the categories “New Mexico”, “Route 66”, and “Red or Green?”

Mr. Walter Okitsu, P.E. PTOE, PTP 2016 Annual Meeting Status Report January 18, 2016 Page 3

Social/Family Activities

The LAC has met and brainstormed ideas for social tours to offer at our meeting. Ideas include: ● Shopping & Museums Day Trip to Santa Fe on the New Mexico Rail Runner Express ● Albuquerque Museums and Cultural Centers Tours ● Cruising Route 66 Automobile-Era Architecture and History Tour ● Tamalewood: Albuquerque Film Locations ● Sandia Peak Aerial Tramway

Vendors

At other local conferences, we have begun to get the word out to our usual vendors that the 2016 meeting will be in Albuquerque.

Students

Realizing that student help will be essential in helping to run our 2016 meeting, our section has begun outreach efforts to revitalize the UNM Student Chapter. Our Student Coordinator David Barboza and I have met several times with the new transportation faculty in the School of Civil Engineering, and have arranged for section members to make presentations to the students during transportation engineering class lectures. We plan to continue to build the Chapter through the next semester and assure that students are in place to continue over the summer to next year.

Publicity & Website

Jennifer Schenkman, our publicity and Website Chair, has confirmed that the current host of our Section website, Bohannon-Huston, Inc. is willing to host our conference website as well. We have refined our logo with the “Red or Green?” theme and are planning to begin marketing our meeting in Phoenix this July with stickers and/or other materials.

Transportation

Our Transportation Chairs Claude Morelli and Brian Degani have begun making a list of transportation resources to support our meeting tours and activities. Preliminary contact with the Rio Metro regional transit agency indicates that we may be able to utilize their buses for some technical tours rather than paying for commercial coaches.

On behalf of our Local Arrangements Committee, I will be attending the Western District Mid-Year Board Meeting to present this report, entertain questions from the Board, and gain their feedback, especially in regard to the hotel contracts. The 2016 LAC hopes that all the Western District Board Members enjoyed their red and green chile provided in Santa Barbara. We urge you to continue eating chile regularly to build your tolerance before coming to Albuquerque. In the meantime, should you require additional shipments of genuine New Mexico chile, please do not hesitate to contact us!

Sincerely,

James Barrera, P.E., PTOE 2016 Local Arrangements Committee General Chair

To: James R. Barrera, PE, PTOE, Senior Transportation Engineer Subject: Group Rooms Event Contract Date: Thursday, January 17, 2013 Group Name: Institute of Transportation Engineers Conference Name: 2016 Western District Annual Meeting Date of Conference: Saturday, July 9, 2016 through Thursday, July 14, 2016 Address: URS Corporation One Park Square Albuquerque, NM 87110 Telephone: 505-805-7492 / 505-450-9633 Email: [email protected] The Institute of Transportation Engineers and Hotel Albuquerque at Old Town, hereafter known as the “Group” and the “Hotel” respectively, have agreed to the following accommodations and functions to be held at the Hotel. The Hotel will provide rooms, function space and agreed services for the Group in the manner and to the terms described within.

STANDARD GROUP ROOM BLOCK:

Saturday 7/9/2016

Sunday 7/10/2016

Monday 7/11/2016

Tuesday 7/12/2016

Wednesday 7/13/2016

30 141 141 141 19

COMMISSIONABLE STANDARD GROUP ROOM RATES

Single Rate Double Rate $119.00 $119.00

PREVAILING GOVERNMENT GROUP ROOM BLOCK:

Saturday 7/9/2016

Sunday 7/10/2016

Monday 7/11/2016

Tuesday 7/12/2016

Wednesday 7/13/2016

10 47 47 47 6

*COMMISSIONABLE PREVAILING GOVERNMENT GROUP ROOM RATES

Single Rate Double Rate *$81.00 *$81.00

The rates shown are per night and subject to the other provisions of this agreement. Rates are exclusive of state and local taxes. The hotel on a space available and rate available basis will accept sleeping rooms requested on dates other than those listed above. Current Room Tax: 13% (Taxes are subject to change) CHECK IN TIME: 3:00 p.m. CHECK OUT TIME: 12:00 p.m.

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PRE/ POST CONFERENCE STAYS The guestroom rate will be extended for guests arriving & departing three (3) days pre/ post conference dates, based on availability. COMMISSION A placement fee of ten percent [10%], based upon actual guest room revenue consumed (including pre and post room nights), is to be paid by the hotel to HelmsBriscoe. All rooms regardless of rate are to be commissionable to HB and will count towards group’s fulfillment of the block. Contracted room rates were not increased in order to cover this fee. HelmsBriscoe is acting with full consent and the client is aware of the placement fee. The hotel further agrees that the placement fee for the booking of this meeting is non-cancelable and non-transferable to any other party. (HelmsBriscoe IATA #: 03-633884, Federal ID # 86-0790056) ROOM BLOCK AND CUT-OFF DATE The "cut-off date" is Saturday, June 18, 2016. Attendees will be made aware of the cut-off date. The room block may be changed only upon the mutual written agreement of the Group and Hotel. The Hotel will continue to accept reservations at the group rate after the cutoff date, pending availability of rooms, up until the hotel reaches 80% occupancy of its available room inventory. After the hotel reaches 80% of available inventory, group accommodations will then be on space and rate availability basis. The hotel will honor all early arrivals and stay-overs at the Group rate as long as rooms are available. The hotel will credit Group for reservations made by an attendee no matter what rate is confirmed or if room was booked outside of Group room block. RESERVATION METHOD Individual Call-In: Individual reservations can be made by calling the Hotel directly at 505-843-6300 or 1-800-237-2133 or 1-866-505-STAY (7829).To received the Group rate, participants shall identify themselves as members of the Group initially when making the reservation. All reservations must be received by the Group’s cut-off date and guaranteed with a credit card. After receipt of a guaranteed reservation, the Hotel will forward guestroom confirmations to each individual. Please note: The Hotel maintains a twenty-four hour (24 hour) cancellation policy for individual guest room reservations. RATE PARITY, CODING and AUDIT In as much as performance of the Group is tied to the cumulative pick up of rooms in the Group block, the Hotel agrees to not deter from the Group’s performance by offering any rates to the Group’s attendees that are lower or otherwise coded to any account other than the Group’s block. This shall include rates offered over the internet. If the hotel does offer a lower rate for accommodations over Group’s dates such lower rates will apply to all rooms used by Group’s attendees. The foregoing clause shall not apply to rates contracted with the Hotel prior to the date of this contract or to individual group packages.

All reservations received after the cut-off date (whether at the Group rate, lower or higher rate), will be credited to the Group's block, and in the event of a dispute, Hotel agrees to match the Group's attendance list against its in-house reservation list for the purpose of verifying if any attendee(s) was not properly credited to Group's reservation list and room block. Hotel will provide Group with a list of attendees it found to be registered in the Hotel over the dates of the Group's meeting but not correctly credited to Group's reservation list and/or as part of their block. All missing/miscoded rooms found from this review (whether due to Reservation Department's miscoding error, guest's failure to identify him/herself as an attendee of the meeting, or outside travel agency/outside booking entity intervention) will be applied to Group's reservation list and will be commissionable to HelmsBriscoe.

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WALK POLICY In the unlikely event the hotel is unable to provide a sleeping room to an individual attendee holding a guaranteed reservation, the hotel shall provide to each such attendee the following as liquidated damages for each night the attendee is not accommodated at the Hotel: 1-Sleeping room free of charge at a comparable nearby hotel until a room becomes available at the Hotel. 2-Free and convenient transportation between the substitute hotel and Hotel. 3-A daily $10 hotel outlet credit for each night the guest is walked. 4-Walked room will count toward block and credit will be given for it as well as commission paid to HelmsBriscoe. 5-Notwithstanding the foregoing, under no circumstance will a person identified by Group as a "VIP" be walked by Hotel. All guaranteed rooms which the Hotel is unable to accommodate will be included toward the room counts for the purposes of determining complimentary units and potential attrition. CONCESSIONS

• Complimentary Presidential Guestroom: Saturday, July 9, 2016 until Friday July 15, 2016 • Up to Three (3) Staff Rooms at the discounted rate of $79.00+ per room, per night • Fifteen (15) VIP Upgrades to a Junior Suite at the Group Rate • Complimentary Parking • Complimentary Office • Complimentary Hospitality Suite: Saturday, July 9, 2016 until Thursday July 14, 2016 • Rates offered (3) days pre/post event dates, based on availability • Complimentary Wireless Internet available in all Guestrooms • 20% discount on A/V including the LED Ballroom Lighting System • The Hotel will extend one (1) complimentary room per night for every 40 paid sleeping rooms paid for by the Group per

night. Such complimentary rooms must be utilized on behalf of the Group during the dates listed within this agreement and may not be exchanged for cash or credit.

FUNCTION AND CATERING ARRANGEMENTS

MEETING SERVICES Upon receipt of confirmation of the meeting/function, the Hotel will assign a Convention Service Manager who will contact the Group approximately ninety (90) days in advance of the event to finalize function set-ups, audiovisual requirements, the agenda, menu selections and any special requirements necessary to ensure the success of the event. If the Group would like to begin detailing the event sooner, the Convention Service Manager will be happy to assist.

EVENT SPACE BLOCK Day Date Start Time End Time Function Room Setup Agr

Saturday 7/9/2016 8:00 AM 11:59 PM Office Sandia Board Room To Be Determined 7/9/2016 8:00 AM 5:00 PM Technical Workshop #1 Potters To Be Determined 7/9/2016 8:00 AM 5:00 PM Technical Workshop #2 Weavers To Be Determined 7/9/2016 8:00 AM 5:00 PM Technical Workshop #3 Turquoise To Be Determined

Sunday 7/10/2016 12:00 AM 11:59 PM Office Sandia Board Room To Be Determined 7/10/2016 8:00 AM 5:00 PM Technical Workshop #1 Potters To Be Determined 7/10/2016 8:00 AM 5:00 PM Technical Workshop #2 Weavers To Be Determined 7/10/2016 8:00 AM 5:00 PM Technical Workshop #3 Turquoise To Be Determined 7/10/2016 8:00 AM 4:00 PM Board Meeting Alvarado A Conference 40 7/10/2016 8:00 AM 4:00 PM Setup North Atrium Exhibit 7/10/2016 8:00 AM 4:00 PM Setup East Atrium Exhibit 7/10/2016 8:00 AM 4:00 PM Setup South Atrium Exhibit 7/10/2016 12:00 PM 5:00 PM Registration North Atrium Registration 7/10/2016 12:00 PM 5:00 PM Meeting Alvarado D To Be Determined 7/10/2016 4:00 PM 8:00 PM Exhibits South Atrium Exhibit 7/10/2016 4:00 PM 8:00 PM Exhibits East Atrium Exhibit 7/10/2016 4:00 PM 8:00 PM Exhibits North Atrium Exhibit 7/10/2016 5:00 PM 7:30 PM Fireplace Room Reception Reception 7/10/2016 5:00 PM 7:30 PM Pavilion Reception Reception 7/10/2016 5:00 PM 7:30 PM North/South Portal Reception Reception 7/10/2016 5:00 PM 7:30 PM Reception Back Up S/E/N Atrium Reception

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Monday 7/11/2016 12:00 AM 11:59 PM Office Sandia Board Room To Be Determined

7/11/2016 7:00 AM 8:30 AM Coffee Service South Atrium To Be Determined 350 7/11/2016 8:00 AM 5:00 PM Registration North Atrium Registration 7/11/2016 8:30 AM 10:00 AM General Session Alvarado DE To Be Determined 350 7/11/2016 8:00 AM 5:00 PM Exhibits North Atrium Exhibit 7/11/2016 8:00 AM 5:00 PM Exhibits East Atrium Exhibit 7/11/2016 8:00 AM 5:00 PM Exhibits South Atrium Exhibit 7/11/2016 10:00 AM 10:30 AM AM-Break South Atrium To Be Determined 350 7/11/2016 10:30 AM 12:00 PM Break~Out 2A Alvarado A To Be Determined 7/11/2016 10:30 AM 12:00 PM Break~Out 2B Alvarado B To Be Determined 7/11/2016 10:30 AM 12:00 PM Break~Out 2C Alvarado F To Be Determined 7/11/2016 10:30 AM 12:00 PM Break~Out 2D Alvarado G To Be Determined 7/11/2016 12:00 PM 1:30 PM Lunch Alvarado DE To Be Determined 350 7/11/2016 1:30 PM 3:00 PM Break~Out 3A Alvarado A To Be Determined 7/11/2016 1:30 PM 3:00 PM Break~Out 3B Alvarado B To Be Determined 7/11/2016 1:30 PM 3:00 PM Break~Out 3C Alvarado F To Be Determined 7/11/2016 1:30 PM 3:00 PM Break~Out 3D Alvarado G To Be Determined 7/11/2016 3:00 PM 3:30 PM PM-Break South Atrium To Be Determined 350 7/11/2016 3:30 PM 5:00 PM Break~Out 4A Alvarado A To Be Determined 7/11/2016 3:30 PM 5:00 PM Break~Out 4B Alvarado B To Be Determined 7/11/2016 3:30 PM 5:00 PM Break~Out 4C Alvarado F To Be Determined 7/11/2016 3:30 PM 5:00 PM Break~Out 4D Alvarado G To Be Determined 7/11/2016 3:00 PM 5:00 PM Student Traffic Bowl Franciscan To Be Determined 120

Tuesday 7/12/2016 12:00 AM 11:59 PM Office Sandia Board Room To Be Determined 7/12/2016 7:00 AM 8:30 AM Leadership Breakfast Weavers To Be Determined 7/12/2016 7:00 AM 8:30 AM Coffee Service South Atrium To Be Determined 350 7/12/2016 8:00 AM 5:00 PM Registration North Atrium Registration 7/12/2016 8:30 AM 10:00 AM Break~Out 5A Alvarado A To Be Determined 7/12/2016 8:30 AM 10:00 AM Break~Out 5B Alvarado B To Be Determined 7/12/2016 8:30 AM 10:00 AM Break~Out 5C Alvarado F To Be Determined 7/12/2016 8:30 AM 10:00 AM Break~Out 5D Alvarado G To Be Determined 7/12/2016 8:00 AM 5:00 PM Exhibits North Atrium Exhibit 7/12/2016 8:00 AM 5:00 PM Exhibits East Atrium Exhibit 7/12/2016 8:00 AM 5:00 PM Exhibits South Atrium Exhibit 7/12/2016 8:30 AM 10:00 AM Student Forum Weavers To Be Determined 7/12/2016 10:00 AM 10:30 AM AM-Break South Atrium To Be Determined 7/12/2016 10:30 AM 12:00 PM Break~Out 6A Alvarado A To Be Determined 7/12/2016 10:30 AM 12:00 PM Break~Out 6B Alvarado B To Be Determined 7/12/2016 10:30 AM 12:00 PM Break~Out 6C Alvarado F To Be Determined 7/12/2016 10:30 AM 12:00 PM Break~Out 6D Alvarado G To Be Determined 7/12/2016 12:00 PM 2:00 PM Lunch Alvarado DE To Be Determined 350 7/12/2016 2:00 PM 3:30 PM Break~Out 7A Alvarado A To Be Determined 7/12/2016 2:00 PM 3:30 PM Break~Out 7B Alvarado B To Be Determined 7/12/2016 2:00 PM 3:30 PM Break~Out 7C Alvarado F To Be Determined 7/12/2016 2:00 PM 3:30 PM Break~Out 7D Alvarado G To Be Determined 7/12/2016 3:30 PM 5:00 PM Traffic Bowl Franciscan To Be Determined 120 7/12/2016 6:00 PM 10:30 PM Childcare Room Weavers To Be Determined 7/12/2016 6:00 PM 7:00 PM President’s Reception Franciscan Reception 7/12/2016 6:00 PM 7:00 PM Reception East Atrium Reception 350 7/12/2016 7:00 PM 10:30 PM Dinner Alvarado ABCDE To Be Determined 350

Wed 7/13/2016 12:00 AM 5:00 PM Office Sandia Board Room To Be Determined 7/13/2016 7:00 AM 8:30 AM Coffee Service North Atrium To Be Determined 350 7/13/2016 7:00 AM 8:30 AM LAC Debrief Weavers To Be Determined 40 7/13/2016 8:00 AM 12:00 PM Registration North Atrium Registration 7/13/2016 8:30 AM 10:00 AM Break~Out 8A Alvarado A To Be Determined 7/13/2016 8:30 AM 10:00 AM Break~Out 8B Alvarado B To Be Determined 7/13/2016 8:30 AM 10:00 AM Break~Out 8C Alvarado F To Be Determined 7/13/2016 8:30 AM 10:00 AM Break~Out 8D Alvarado G To Be Determined 7/13/2016 8:00 AM 12:00 PM Poster Session Alvarado H Exhibits 7/13/2016 10:00 AM 10:30 AM AM-Break South Atrium To Be Determined 350 7/13/2016 10:30 AM 12:00 PM Break~Out 9A Alvarado A To Be Determined 7/13/2016 10:30 AM 12:00 PM Break~Out 9B Alvarado B To Be Determined 7/13/2016 10:30 AM 12:00 PM Break~Out 9C Alvarado F To Be Determined

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7/13/2016 10:30 AM 12:00 PM Break~Out 9D Alvarado G To Be Determined 7/13/2016 12:00 PM 2:00 PM Lunch Alvarado DE To Be Determined 350 7/13/2016 2:00 PM 5:00 PM Technical Workshop #1 Potters To Be Determined 7/13/2016 2:00 PM 5:00 PM Technical Workshop #2 Weavers To Be Determined 7/13/2016 2:00 PM 5:00PM Technical Workshop #3 Turquoise To Be Determined

The Hotel understands the Groups meeting/function space needs as outlined above. MISCELLANEOUS CHARGES/AUTHORIZED SIGNATURES Additional charges that are not specified in this contract, or any addendum, will not be incurred by Group for work performed or for services or items provided by Hotel unless Hotel has first obtained prior written permission from an authorized representative of Group to have the work completed or the service provided. FOOD AND BEVERAGE MINIMUMS A minimum of $45,000.00++ must be spent in food and non-alcoholic beverage sales. This minimum does not include the Hotel’s 22% Service Charge or State Tax. Service Charge and State Tax are subject to change. If less is spent in food and non-alcoholic beverage sales, the difference will be charged in (additional) room rental fees. CHANGES As other guests will be using the same meeting and function rooms prior to or following each function, the Group must adhere to the times assigned. Changes to meeting and function rooms requested by the Group will be made based on availability of rooms at the time of the request. Any changes to the Group’s space after the final contract has been signed must be made with the Group’s knowledge and written approval. Should the meeting or function needs change from the agreement, the Hotel will have the option to increase the meeting room rental charge, reduce the function space need proportionately, or do both. FOOD AND BEVERAGE GUARANTEES Group attendance must be confirmed three (3) working days [seventy-two (72) hours], in advance of each function. This guarantee is not subject to reduction. Banquet charges will reflect the guaranteed number or the actual number of guests served, whichever is greater. If no guarantee is received prior to the seventy-two (72) hour deadline, the Hotel will consider the Group’s last estimation of attendance as the guarantee. The Hotel will prepare to serve 5% over the groups guaranteed number and 3% for numbers over 500 guests. MEAL PRICES Printed menu prices are subject to change without notice. Confirmation of selected menu prices will be made six (6) months prior to the date of the groups’ function. The prevailing service charge and state tax will be applied to all food and beverage functions (presently 22% and 7%, respectively). Please note that service charge is taxable. FOOD AND BEVERAGE POLICIES Food and beverage purchased through the Hotel may not be removed from the premises. All food and beverage served in the meeting and banquet rooms must be purchased through the Hotel and dispensed only by Hotel servers. Provisions of the Hotel’s liquor license prohibit patrons from providing alcoholic beverages from outside sources. If alcoholic beverages are served on the Hotel premises (or elsewhere under the provisions of the Hotel’s liquor license), the Hotel is required to request proper identifications (photo identification of anyone of questionable age) and refuse alcoholic beverage service to persons under age or without proper identification; and refuse alcoholic beverage service to any person who appears to be intoxicated according to the Hotel’s discretion.

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ALCOHOL INDEMNIFICATION Service of Alcoholic Beverages - If alcoholic beverages are to be sold or served during the functions, such beverages shall be dispensed only by Hotel’s employees and bartenders. Service Requirements – Hotel shall: (a) request proper identification (photo ID) of any person who in Hotel’s judgment appears to be of questionable age and refuse alcoholic beverage service if the person is either under age or proper identification cannot be produced, and (b) refuse alcoholic beverage service to any person who, in Hotel’s judgment, appears intoxicated, or for any other reason required by law, cannot be served. Training – Hotel represents and warrants that Hotel personnel that dispense alcoholic beverages have undergone adequate training to prevent any incidents which could result in claims of liquor liability. Indemnification - Notwithstanding any other provision of this Agreement, Hotel shall defend, indemnify and hold harmless Group and their respective directors, officers, employees, and agents, and each of them, from and against any and all losses, damages, claims, expenses and liabilities of any kind, including costs of defense thereof, caused by or arising from Hotel’s sale or service of alcoholic beverages. AUDIOVISUAL With the exception of the Groups’ privately owned audiovisual equipment, all other audiovisual equipment must be ordered through the Hotel’s Audio Visual Department. If the Group elects to bring their own audiovisual company or use an audiovisual company other than the Hotels and the comparable equipment and services are available through the Hotel, the Group shall pay a charge equivalent to 20% of the total charges by such non-authorized provider. ADDITIONAL SERVICES Displays tables, exhibit booths, warehouse companies for large shipments should be discussed with the group’s Convention Service Manager. A list of preferred Vendors for these services can be provided. All displays including banners must be free standing. Nothing shall be attached to walls, ceilings, partitions or doors. Prices can be obtained through the Hotel’s Audio Visual Department for these services. SHIPPING AND STORAGE OF MATERIALS A limit of five (5) small packages for meetings may be delivered to the Hotel no more than three (3) working days prior to the event, due to a minimal amount of storage space. The first five (5) packages will be received at no charge. Anything more than five (5) boxes must be approved with the Convention Services Manager in advance and is subject to a minimum of $5.00 per box handling fee. We cannot guarantee prompt delivery of improperly labeled packages. Materials being shipped should read:

ATTN: James R. Barrera, PE, PTOE

Hotel Albuquerque at Old Town 800 Rio Grande Boulevard, NW

Albuquerque, NM 87104 Hold for Institute of Transportation Engineers Meeting, Saturday, July 9, 2016

The Group will be responsible for packing, labeling, and shipping of outgoing materials. The Hotel assumes no responsibility for storage or mailing of outgoing materials. A service fee may be applicable to the receiving, shipping and storage of the groups’ materials. GUEST ROOM PAYMENT _X_ Individuals will be responsible for their own room, tax and incidental charges. ___Institute of Transportation Engineers will be responsible for payment of participants’ room and tax charges only. Individual guests will be responsible for their own incidental charges. ___(All guest charges master billed) Institute of Transportation Engineers will be responsible for payment of participants’ room, tax and incidental charges.

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BILLING METHOD Direct billing privileges are only considered for balances greater than $5,000.00. If the Group desires billing privileges for the amount otherwise due and payable prior to arrival, please complete and return the enclosed direct bill application. The Hotel must receive the application at least thirty (30) days in advance, but no more than twelve (12) months from the Group’s arrival date. Upon receipt, our Credit Manager will review the Group’s request for direct billing privileges and will inform the group of the status of approval. Should credit be established, a master account will be created for the Group. The statement of such Group charges shall be mailed to the address and attention indicated on the application form and payment will be due within thirty (30) days following receipt of the statement. Should the Group have any questions or concerns regarding the statement, it is the responsibility of the Group to contact the Hotel immediately to resolve the issue(s). If full payments of charges owed the Hotel are not paid within thirty (30) days, the Hotel may immediately impose a late payment charge of 1.5% per month (18% annually) on the unpaid balance, and recover all reasonable costs of collection including attorneys’ fees. Should credit not be established then 100% of the anticipated master account is due 14 days prior to the group’s arrival. ATTRITION AND RESALE In the event the Group does not use the entire room block reserved by this contract as defined by the Total Sleeping rooms, Group agrees that Hotel will suffer damages which would be difficult to determine. Damages for lack of performance will be based on a minimum commitment of 80% of the Group’s Total Sleeping room commitment. To determine damages, apply the following formula:

1. Determine the Group’s minimum block by multiplying the total number of rooms blocked (629) x 80% = 503. 2. Determine the number of total rooms available in the Hotel for sale by subtracting out-of-order rooms from total

inventory. 3. Determine unsold rooms by subtracting total occupancy from total rooms available, less any paid no-shows and comp

rooms.

4. For each room night, the Group will pay the amount equal to 70% ($83.30) (estimated lost profit) of the Group’s single confirmed group rate ($119) times either the number of unsold rooms in the hotel for the night or the difference between the Group minimum block and the actual group pick-up, whichever is the lower amount. This amount will be considered “unsold room revenue” payable to the Hotel as liquidated damages and not a Penalty, in a reasonable attempt by parties to calculate the damages suffered by Hotel for losses due to Group’s performance.

At the request of the Group, Hotel will submit to Group a copy of the Hotel’s audit report (relevant portions only) showing the information necessary to perform the above calculations. Hotel agrees that after receipt of this payment, it will not seek additional damages related to the sleeping room commitment provision in this Agreement from Group for not utilizing the full room block.

Should the hotel represent itself at any time as sold out, no attrition or cancellation damages will be charged to Group. CANCELLATION The Hotel has agreed to offer the favorable terms presented to Group based on its expectation that the event will generate revenue to the hotel from sleeping rooms, food and beverage, function space usage, and ancillary services such as restaurant outlets, telephone, movies, room service and other services offered by the Hotel at additional cost to attendees. Based upon Hotel commitment under this Agreement, Group will spend time and money to promote the event as described herein. Cancellation fees should be calculated by multiplying the total adjusted guestroom commitment (total room nights (629) – 80% attrition (503) by the single room rate $119 by 70% =$83.30 (average room profit) by percentage due at specified date.

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CANCELLATION SCALE AFTER SIGNATURE Cancellation more than 365 days before Saturday, July 9, 2016: 25% of anticipated Guestroom Revenue Cancellation 90 days to 364 days before Saturday, July 9, 2016: 35% of anticipated Guestroom Revenue Cancellation 90 Days to 30 Days before Saturday, July 9, 2016: 50% of anticipated Guestroom Revenue plus,

35% of Food & Beverage Minimum Cancellation less then 30 Days before Saturday, July 9, 2016: 80% of anticipated Guestroom Revenue plus, 50% of Food & Beverage Minimum The Hotel shall undertake all reasonable efforts to resell cancelled rooms and shall credit those revenues against the liquidated damages in the amount not to exceed the full amount of such damages. Liquidated damages, if any, shall be due and payable thirty (30) days after the meeting period, provided Hotel shows proof of its efforts to mitigate damages and proof that rooms being held for Group’s attendees were unsold. Under no circumstances can Hotel cancel Group’s meeting. FORCE MAJEURE The performance of this Agreement by either party is subject, but not limited to, Acts of God, war, terrorism, government regulation, disaster, fire, labor disputes or strikes, civil disorder, epidemics (including but not limited to an infestation of bedbugs at the Hotel, pandemics, and/or outbreaks of a serious and/or life threatening influenza and/or viral infections occurring in Albuquerque, NM where the meeting is held, where Group is headquartered, or where 30% or more of the attendees are traveling from or to), curtailment of transportation facilities preventing or unreasonably delaying at least 35% of attendees from attending, or other similar causes beyond the control of the parties making it inadvisable, illegal or commercially impracticable to hold the meeting or provide the facility. This agreement may be terminated for any one or more of such reasons by written notice from one party to the other. In the event of an increase in the alert level for a epidemic or pandemic sanctioned by the World Health Organization, which includes but is not limited to quarantines and travel restrictions within 21 days up to date of arrival, the parties agree to work together to reschedule the meeting within one year of cancelled meeting date without penalty of any kind to Group. In the event Group decides to hold its meeting despite any circumstances outlined in the Force Majeure the Hotel will waive any fees related to a reduced-size meeting (including any room attrition fees, function space rental, food and beverage attrition fees) and will offer the Group’s guests any lower room rate offered during the contracted dates. Should a Force Majeure event occur and Group be forced to cancel the meeting, all deposits and monies received to date by Hotel from Group will be refunded in full to Group at the time of cancellation. Neither party shall be liable to the other for any special, indirect, incidental, consequential, punitive or exemplary damages, including, but not limited to, lost profits, even if such party has knowledge of the possibility of such damages. QUIET ENJOYMENT Loud noise from adjoining or adjacent rooms or from set-up and banquet crew, maintenance, and engineering personnel is not acceptable. The Hotel assumes the responsibility to ensure that The Group’s meeting will not be disturbed. CHANGE OF OWNERSHIP Group has entered into this Contract with the Hotel with the understanding that the ownership, operations, management, and or flag of the Hotel will remain unchanged. In the event the ownership, flag, and/or management should change at any time prior to the start of Group’s contracted program, Group has the right to cancel this Contract at no cost whatsoever to Group including, but not limited to, any liquidated damages or penalties. In the event of a sale, change in management or the flag of the property, the new owner will be required, as a term of condition of the sale, to honor the Contract for Group. HOTEL BANKRUPTCY OR FORECLOSURE The Hotel will promptly notify the Group if a foreclosure occurs, if they file bankruptcy or if they go into receivership prior to the meeting in which case(s), the Group reserves the right to cancel this Agreement without incurring liability to the Hotel. The right to terminate this Agreement is conditioned upon Group providing written notice of its intent to terminate this Agreement within sixty (60) days of its receipt of notice of the occurrence of such event(s). Hotel will reimburse Group for all expenses and damages incurred as a result of having to move their meeting to another venue.

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CONSTRUCTION/RENOVATION The hotel agrees to provide Group with any confirmed information regarding the property’s construction /renovation plans as soon as it becomes available. The intention regarding the use of the hotel will be reviewed at that time. Group shall have the right to cancel this contract at any time without penalty should the construction/renovation be determined by Group to be a major detriment to its’ members in the enjoyment of the facilities or a hindrance in their attendance at the meetings. Should the hotel undergo any major construction or remodeling during the meeting period, the hotel shall not interrupt any of the program area, interfere with access to the area, reduce serviceability to the area, create noise, dust or temperature interruptions or otherwise impede the operations of the meeting programs. Such determination will be made by Group and Group reserves the right to seek liquidated damages as reimbursement for the interruption of their meetings and/or the inhibition of the enjoyment of the hotel and its facilities by its members. AMERICANS WITH DISABILITIES ACT Both the Group and the Hotel shall be responsible for compliance with the public accommodation requirements of the Americans with Disabilities Act as defined by law. The Hotel shall provide, to the extent required by the Act, such auxiliary aids and/or services as may be reasonably requested by the Group for use in sleeping rooms and public areas of the hotel, provided that the Group gives advance written notice one (1) month prior to arrival to the Hotel of such needs. The Group shall be responsible for the cost of any auxiliary aids and services (including engagement of and payment to specialized service providers, such as sign language interpreters), necessary for use I the meeting space used by the Group, other than those types and quantities typically maintained by the Hotel. INDEMNIFICATION AND HOLD HARMLESS Hotel agrees to defend, indemnify and hold harmless Group from and against all claims, actions, causes of action, or liabilities, including reasonable attorneys' fees, arising out of or resulting from any act undertaken or committed by Hotel pursuant to the performance of its obligations under this Agreement. Hotel also agrees to defend, indemnify and hold harmless Group from any liability resulting from any claim, action or cause of action, which may be asserted by third parties arising out of Hotel's performance pursuant to this Agreement, except for those actions or liabilities, which are due to the misconduct or negligence of the Group. Group agrees to defend, indemnify, and hold harmless Hotel and against all claims, actions, causes of action, or liabilities, including reasonable attorneys' fees, arising out of or resulting from any act undertaken or committed by Group or any contractors hired or engaged by the Group in connection with the performance of Group's obligations under this Agreement. Group also agrees to defend, indemnify, and hold harmless Hotel from any liability resulting from any claim, action or cause of action, which may be asserted by third parties arising out of the performance of Group's obligations pursuant to this Agreement, except those actions which are due to the misconduct or negligence of Hotel. LEGAL ACTION Any claim, demand, action, cause of action, suit, proceeding or controversy at law or in equity of whatever kind or nature, whether based on alleged tort, alleged contract, alleged statute or any other legal or equitable theory of recovery, known or unknown, and whether arising out of or relating to any relationship existing before, during the term of, or upon the expiration of this contract and relating in any way to or allegedly relating in any way to this contract, or a breach thereof (a “Claim”), must be within the jurisdiction of the Prevailing Court in the County where the Hotel is located. If any party hereto seeks to resolve any Claim by litigation, the prevailing party shall be entitled to reasonable attorneys’ fees and costs, including costs incurred prior to commencement of such legal action and all costs and expenses and reasonable attorney’s fees incurred in any appeal from such legal action. Any Claim not within the jurisdiction of the Prevailing Court in the County where the Hotel is located shall be resolved by final and binding arbitration administered by the American Arbitration Association pursuant to the applicable rules of the American Arbitration Association. Judgment upon an arbitration award pursuant to this paragraph may be entered in any court having jurisdiction over such award. The arbitrator shall award to the prevailing party, as determined by the arbitrator, all costs and fees, including all reasonable pre-award expenses associated with arbitration, all arbitrator fees, administrative fees, travel expenses, out-of-pocket expenses such as copying and telephone costs, court costs, witness fees and attorney’s fees.

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CONSEQUENTIAL DAMAGES Neither party to this contract shall be liable to the other party or any third party with respect to any Claim sought to be resolved by litigation or by arbitration for any consequential or special damages of any type whatsoever, whether or not such party has been advised of the possibility of such loss, arising out of or in connection with this contract, however caused and on any theory of liability. The provisions of this Section shall survive the termination of this contract. INSURANCE The Hotel does not maintain insurance covering property brought onto or stored on the Hotel’s premises by the Group or its exhibitors; and it is the responsibility of the Group to obtain or maintain such coverage. The Group shall give written notice of the policy to all exhibitors that are to utilize function space in the Hotel in connection with the Group’s function. The Group shall furnish evidence of liability insurance coverage to the Hotel upon request, and in the event that the Hotel reasonably determines it to be necessary, shall name the Hotel and the Hotel Manager as “additional” or named insured on such policy or policies. The Hotel will carry liability, fire, burglary and other insurance in such dollar amounts as necessary to protect itself against any claims arising from any activity conducted in the Hotel during the meeting period and to indemnify the Group as provided in this contract. BINDING AGREEMENT The Group Sales Contract, “Function & Catering Arrangements” and Hotel Policies and Procedures are all of the terms agreed to by the parties. Any changes to these terms must be made in writing and signed by both parties to be effective. All prior agreements, verbal or written, are no longer effective once the parties sign this contract. NOTICE Any notice required or permitted by the terms of this contract should be made in writing. Notice must be delivered through one of the following methods in order to be deemed given:

1) Certified Mail, return receipt requested 2) Registered Mail, return receipt requested 3) Overnight Delivery, with a signature signifying receipt 4) Scanned & Emailed PDF document or facsimile transmittal

All notices must be addressed to the person named on the last page of this contract as that party’s contact/representative. The notice shall be deemed effective as of the dates shown on the receipt signifying delivery of such notice to the party to whom it is addressed. GOVERNING LAW The parties acknowledge and agree that this agreement shall be deemed a contract made under the laws of this state, and be construed and enforced in accordance with and governed by the law of the State of New Mexico. This agreement supersedes all previous agreements and arrangements whether written or verbal between the parties. This contract may only be changed by written instrument duly executed by both parties. This contract may be signed in counterparts, each of which shall be deemed an original and which together shall be deemed a contract. ACCEPTANCE All of the arrangements described have been reserved for the Group on a tentative basis. If the agreement is acceptable to the Group and the reserved arrangements are to be made definite, please sign and return the agreement to the Hotel Sales Department by Friday, December 28, 2012. This Tentative reservation will automatically change to a second option if the contract is not signed and returned by the date noted.

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SIGNATURES On behalf of Institute of Transportation Engineers, I have read and agree to the terms outlined and otherwise noted within. _____________________________________ _____________________________________ Authorized Signator Date On behalf of the Hotel Albuquerque at Old Town, I have read and agree to the terms outlined and otherwise noted within. _____________________________________ _____________________________________ Cathy Lehner, Sales Manager Date Please sign and return by Friday, December 28, 2012 to: Cathy Lehner Sales Manager Hotel Albuquerque at Old Town 800 Rio Grande Boulevard NW Albuquerque, NM 87104 Phone: 505-222-8760 Fax: 505-222-8703 Email:[email protected]

Group Name NM Institute of Transportation Engineers Contract Today’s Date: January 9, 2013 Program Date: July 10 -12, 2016 Program Name: 2016 District 6 Annual Meeting Contracting Contact: James Barrera Address: URS Corporation, One Park Square Albuquerque E-Mail: [email protected] Phone: 505 855-7500 Contract option date is January 25, 2013

Anthony Valentin Director of Sales

1015 Rio Grande Inn NW

Albuquerque, NM 87104 Phone (505) 217-1630

Fax (505) 843-9238 Reservations 1-800-959-4726

www.riograndeinn.com [email protected]

NM Institute of Transportation Engineers Sleeping Room Accommodations

Room Block Dates Day Single/ Double July 10, 2016 Sun 2 July 11, 2016 Mon 87 July 12, 2016 Tue 87

• At cut-off date, June 19, 2013, the hotel will release any unreserved rooms for general sale. Any reservation received after the cut-off date will be accepted on a space and rate available basis. The room block may be changed only upon the mutual written agreement of the Group and Hotel. The hotel will credit group for reservations made by an attendee no matter what rate is confirmed or if room was booked outside of Group room block.

Sleeping Room Rate

Room One Adult Rate

Two Adults Rate

Three Adults Rate

Four Adults Rate

Per Night /Per Room USD

$109 + Tax $109 + Tax $129 + Tax $139 + Tax

• Sleeping room rates are subject to the appropriate state, local and occupancy taxes in effect at the time of the Group's meeting. These taxes are currently 13% per room night.

Concessions

• One (1) complimentary room night per forty (40) room nights actualized • Room rates valid three days prior/post event block dates • Two complimentary business king upgrades

Commission A placement fee of ten percent [10%], based upon actual guest room revenue consumed (including pre and post room nights), is to be paid by the hotel to HelmsBriscoe. All rooms will count towards group’s fulfillment of the block. Contracted room rates were not increased in order to cover this fee. HelmsBriscoe is acting with full consent and the client is aware of the placement fee. The hotel further agrees that the placement fee for the booking of this meeting is non-cancelable and non-transferable to any other party. (HelmsBriscoe IATA #: 03-633884, Federal ID # 86-0790056)

____________________________________________________________________

Client Name Client Signature Date

NM Institute of Transportation Engineers Reservation Process Individuals must make reservations via our toll free reservation number 1 (800) 959-4726 or our direct number at 1 (505) 843-9500. Individuals must identify themselves with the “NM Institute of Transportation Engineers” group to receive the negotiated rate. Individuals who check availability and rates without requesting a room assignment from the “NM Institute of Transportation Engineers” block may be told that there is no availability or may be quoted much higher rates. Reservations that are made at higher transient rates will not be amended after the cut-off date of June 17, 2013. All reservations must be guaranteed with a valid credit card at the time of confirmation and no reservations will be accepted by e-mail or fax. Room and tax and all incidentals will be paid by individuals directly to the hotel. Reservation No Show/Cancellation Policy Individual reservations must be cancelled twenty-four (24) hours prior to their scheduled arrival date or the individual will be assessed a penalty of one night’s room and tax per reservation held. Individuals with valid cancellation numbers may contact the Front Office at 1-505-217-1635 with disputes. Attendees will be made aware of cancellation policy at time of booking. Relocation In the event the Best Western Rio Grande Inn can not provide a guestroom for a guaranteed reservation the hotel shall, at its own expense:

• Secure and pay accommodations at a comparable hotel until room becomes available at Best Western Rio Grande. If room at Best Western Rio Grande becomes available guest chooses not to move back to the Best Western Rio Grande then hotel is not responsible for paying for the guest’s remaining nights

• Provide transportation to and from the accommodating hotel • Provide one (1) long distance telephone call (not to exceed 10 minutes) • Walked room will count toward block and credit will be given for it as well as

commission paid to HelmsBriscoe. • Notwithstanding the foregoing, under no circumstance will a person identified by Group

as a "VIP" be walked by Hotel.

Rollaway Policy Please be aware that for guest safety, it is the policy of the hotel to limit the placement of rollaway beds into guest rooms as follows:

• No rollaway beds allowed in rooms with two double beds • One (1) rollaway bed in rooms with king size beds

Guest requests for rollaway beds exceeding the above guidelines will be declined, based on the fact that the size of the rooms does not allow space for additional beds, without creating a safety hazard of both the guests and employees occupying and/or servicing the room. Transportation The Best Western Rio Grande Inn provides complimentary shuttle service to and from the Albuquerque International Airport from 7:00am to 10:00pm daily. Guests who arrive or depart before or after shuttle times are responsible for securing and paying for their own transportation. The airport pick up location is on the airport “baggage claim” level. Please have individuals call the hotel front desk at 843-9500 after retrieving their luggage.

Attrition/Resale Clause In the event the Group does not use the entire room block reserved by this contract as defined by the Total Sleeping rooms, Group agrees that Hotel will suffer damages which would be difficult to determine. Damages for lack of performance will be based on a minimum commitment of 80% of the Group’s Total Sleeping room commitment.

At the request of the Group, Hotel will submit to Group a copy of the Hotel’s audit report (relevant portions only) showing the information necessary to perform the above calculations. Hotel agrees that after receipt of this payment, it will not seek additional damages related to the sleeping room commitment provision in this Agreement from Group for not utilizing the full room block

The hotel further agrees that no additional charges will be levied against Group to re-sell the block under any circumstances.

Rate Parity

In as much as performance of the Group is tied to the cumulative pick up of rooms in the Group block, the Hotel agrees to not deter from the Group’s performance by offering any rates to the Group’s attendees that are lower or otherwise coded to any account other than the Group’s block. This shall include rates offered over the internet.

All reservations received after the cut-off date (whether at the Group rate, lower or higher rate), will be credited to the Group's block, and in the event of a dispute, Hotel agrees to match the Group's attendance list against its in-house reservation list for the purpose of verifying if any attendee(s) was not properly credited to Group's reservation list and room block. Hotel will provide Group with a list of attendees it found to be registered in the Hotel over the dates of the Group's meeting but not correctly credited to Group's reservation list and/or as part of their block. All missing/miscoded rooms found from this review (whether due to Reservation Department's miscoding error, guest's failure to identify him/herself as an attendee of the meeting, or outside travel agency/outside booking entity intervention) will be applied to Group's reservation list and will be commissionable to HelmsBriscoe.

Miscellaneous charges/Authorized signatures

Additional charges that are not specified in this contract, or any addendum, will not be incurred by Group for work performed or for services or items provided by Hotel unless Hotel has first obtained prior written permission from an authorized representative of Group to have the work completed or the service provided.

Cancellation

The Hotel has agreed to offer the favorable terms presented to Group based on its expectation that the event will generate revenue to the hotel from sleeping rooms, food and beverage, function space usage, and ancillary services such as restaurant outlets, telephone, movies, room service and other services offered by the Hotel at additional cost to attendees. Based upon Hotel commitment under this Agreement, Group will spend time and money to promote the event as described herein.

Cancellation fees should be calculated by multiplying the total adjusted guestroom commitment (total room nights – 20% attrition) by the single room rate ($109) by 70% (=76.30) (average room profit) by percentage due at specified date. The Hotel shall undertake all reasonable efforts to resell cancelled rooms and shall credit those revenues against the liquidated damages in the amount not to exceed the full amount of such damages. Liquidated damages, if any, shall be due and payable thirty (30) days after the meeting period, provided Hotel shows proof of its efforts to mitigate damages and proof that rooms being held for Group’s attendees were unsold. Under no circumstances can Hotel cancel Group’s room block.

Any cancellation charges paid by Group will be credited toward a room block of similar size or larger booked and actualized by Group, or credited back to Group if business is booked by Group or another HelmsBriscoe associate as long as it is booked within a year and takes place within two years.

Force Majeure

The performance of this Agreement by either party is subject, but not limited to, Acts of God, war, terrorism, government regulation, disaster, fire, labor disputes or strikes, civil disorder, epidemics (including but not limited to an infestation of bedbugs at the Hotel, pandemics, and/or outbreaks of a serious and/or life threatening influenza and/or viral infections occurring in Albuquerque, NM where the meeting is held, where Group is headquartered, or where 20% or more of the attendees are traveling from or to), curtailment of transportation facilities preventing or unreasonably delaying at least 25% of attendees from attending, or other similar causes beyond the control of the parties making it inadvisable, illegal or commercially impracticable to hold the meeting or provide the facility. This agreement may be terminated for any one or more of such reasons by written notice from one party to the other.

In the event of an increase in the alert level for an epidemic or pandemic sanctioned by the World Health Organization, which includes but is not limited to quarantines and travel restrictions within 21 days up to date of arrival, the parties agree to work together to reschedule the meeting within one year of cancelled meeting date without penalty of any kind to Group.

In the event Group decides to hold its meeting despite any circumstances outlined in the Force Majeure the Hotel will waive any fees related to a reduced-size meeting (including any room attrition fees, function space rental, food and beverage attrition fees) and will offer the Group’s guests any lower room rate offered during the contracted dates.

Should a Force Majeure event occur and Group be forced to cancel the meeting, all deposits and monies received to date by Hotel from Group will be refunded in full to Group at the time of cancellation.

Neither party shall be liable to the other for any special, indirect, incidental, consequential, punitive or exemplary damages, including, but not limited to, lost profits, even if such party has knowledge of the possibility of such damages.

Construction/Renovation

The hotel agrees to provide Group with any confirmed information regarding the property’s construction /renovation plans as soon as it becomes available. The intention regarding the use of the hotel will be reviewed at that time. Group shall have the right to cancel this contract at any time without penalty should the construction/renovation be determined by Group to be a major detriment to its’ members in the enjoyment of the facilities or a hindrance in their attendance at the meetings.

Americans with Disabilities Act

Both the Group and the Hotel shall be responsible for compliance with the public accommodation requirements of the Americans with Disabilities Act as defined by law. The Hotel shall provide, to the extent required by the Act, such auxiliary aids and/or services as may be reasonably requested by the Group for use in sleeping rooms and public areas of the hotel, provided that the Group gives reasonable advance written notice to the Hotel of such needs. The Group shall be responsible for the cost of any auxiliary aids and services (including engagement of and payment to specialized service providers, such as sign language interpreters), necessary for use I the meeting space used by the Group, other than those types and quantities typically maintained by the Hotel.

Indemnification

Hotel and Group agree to assume liability for, and shall indemnify, defend, protect, save and hold harmless each other, HelmsBriscoe, their parents, subsidiaries and affiliates and their officers, agents, subcontractors and employees from and against any and all liabilities, claims, judgments, damages, and losses, including all costs, fees, and expenses incidental thereto, caused by or arising out of, the gross negligence or willful misconduct of either party or its respective officers, employees, or agents and which are in any way related to the services contemplated by this Agreement.

Insurance

The Hotel will carry liability, fire, burglary and other insurance in such dollar amounts as necessary to protect itself against any claims arising from any activity conducted in the Hotel during the meeting period and to indemnify Group as provided in this Contract.

____________________________________________________________________

Client Name Client Signature Date

19f. 2017 San Diego LAC Report Not available as of January 29, 2013

20. Old Business Not available as of January 29, 2013

21. New Business Not available as of January 29, 2013

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