CITE Board Meeting Minutes May 31, :00 13:00 EST Delta Hotel - Montreal, Quebec

Transcription

1 Minutes of CITE Board Meeting May 31, 2009, Montreal CITE Board Meeting Minutes May 31, :00 13:00 EST Delta Hotel - Montreal, Quebec Present: CITE Executive Ralph Hessian (District Administrator) Jim Gough (District Director) Mike Skene (Past President) Bruce Belmore (President) Gene Chartier (Vice-President) Jeannette Montufar (Secretary/Treasurer) Section Presidents/Representatives Mitchell Jacobson (Vancouver Island) Kanny Chow (Greater Vancouver) Leslie Radway (Southern Alberta) Kerra Mruss (Manitoba) Julia Salvini (Toronto) Rick Hein (Hamilton) Kari Fellows (Southwestern Ontario) Vanessa Black (National Capital) Paul Bourque (Quebec) Dwayne Cross (Atlantic Provinces) Also Present: Alf Guebert (ITE International Past President) Tom Brahms (ITE Executive Director) Ken Voigt (International President) Paul Eng-Wong (International Vice-President) Robert Wunderlick (International Vice-Presidential Candidate) Hibbett Neel (International Vice-Presidential Candidate) Jan Voss (Vancouver 2010 LAC co-chair) Alison Wong (Vancouver 2010 LAC) 1. CALL TO ORDER - Bruce Belmore called the meeting to order at 09:20 EST 2. INTRODUCTIONS - Went around the table and everyone introduced themselves. 3. ADOPTION OF AGENDA Motion (Skene/Montufar): THAT the agenda be adopted. (CARRIED) Minutes taken by J. Montufar, P.Eng. 1

2 Minutes of CITE Board Meeting May 31, 2009, Montreal 4. ADOPTION OF MINUTES Motion (Skene/Montufar): THAT the CITE BOD Meeting minutes from April in Victoria be adopted. (CARRIED) 5. NEW BUSINESS 2011 Annual Conference Proposal - Belmore explained that one proposal was received for the 2011 conference. - The successful proposal was from Halifax. - Dwayne Cross from the Atlantic provinces gave a presentation about the plans for this conference. - Belmore stated that Chartier was appointed as Executive liaison with the Halifax LAC with support from Hessian. CITE Strategic Plan - Chartier provided some background about the review of the strategic plan and talked about the session held in Toronto in February A copy of the updated draft plan is attached to the minutes as ATTACHMENT A. - Chartier highlighted some of the key items identified in this draft plan. - Chartier presented the draft plan to the BOD with a recommendation to solicit comments from the general membership. Motion (Skene/Chow): THAT the recommendations provided by Chartier regarding the draft strategic plan be approved and THAT comments be solicited from the general membership about the draft strategic plan and returned to the BOD for approval. (CARRIED) Review of Section Activity - These are highlights regarding section activities: o National Capital has been active with technical presentations and student presentation competition. o Southwestern, Toronto and Hamilton joined in for the student presentation competition. It was well attended. o Vancouver Island section has been holding monthly lunch meetings since the annual conference in Victoria last year. o Greater Vancouver held the ITE Quad meeting which was very successful. Also held the student presentation competition which was well attended. o Manitoba has been active with monthly lunch meetings. Planning activities jointly with the student chapter. o Toronto has been working on reaching out to people who are not very involved with the section. They also had a technical boot camp, which was very well attended and well received. o Southern Alberta has held monthly luncheons since September. They are also in the process of creating a Student Chapter in Lethbridge. o Atlantic provinces had the fall meeting in Fredericton and the spring meeting in Halifax. o Quebec organized the 2009 conference. They also launched a new website and have been working closely with the student community. They are also active in developing a multidisciplinary research fund for students with the transit association. Minutes taken by J. Montufar, P.Eng. 2

3 Minutes of CITE Board Meeting May 31, 2009, Montreal 6. BUSINESS ARISING FROM THE MINUTES Annual Conferences - Toronto (2007) o Gough reported that the conference made money but will check into getting the final report done. - Victoria (2008) o Skene reported that they are working on the wrap up report. o There is a profit of about $35,000, which will be sent to CITE soon. The cheque will be issued once the wrap up report is done. - Montreal o Gough reported based on Desmarais report given at the Executive meeting. o So far there is a total of 357 room nights booked but there is a total of 361 room nights needed to meet contract requirements. - Vancouver (ITE International) 2010 o Voss reported on the activities for o His report is attached to the minutes as ATTACHMENT L. - Annual Conference Guidelines o Skene reported on suggested modifications to the existing conference guidelines, which are dated July The following recommendations were brought forward: 1. Regarding hotel deposit, as sections start planning, they need to be aware that hotels are now requesting a deposit between 10,000 and 15, Make use of broadcast s. 3. Seed money should be changed to $12,000 and any additional seed money request should be sent in writing to the Executive liaison for approval. 4. Targets should be established for the number of sponsors, attendees, and hotel room nights. 5. A set of standard templates, including a registration template, should be developed for all LACs to follow. 6. Future registration templates should list standard registration categories, including students, young professionals, no frills, and others. 7. Provide guidance to the LACs regarding negotiations of revenue splits when organizing joint conferences. 8. Modify Appendix D. 9. The Communications Coordinator should be involved with the LACs every year in various ways regarding advertising and other marketing issues. 10. The Communications Coordinator should become the registration coordinator for annual conferences. 11. Modify the sentence dealing with complementary registration. Canadian Capacity Guide - Gough reported that the software is ready for deployment. - A student version of the software will be created and sent out to universities. - There is planning for seminars in the fall. - A copy of the methodology and software will be sent out to all Canadian provinces and cities for their review and possible implementation at the jurisdiction level. Minutes taken by J. Montufar, P.Eng. 3

4 Minutes of CITE Board Meeting May 31, 2009, Montreal - There was an idea to have a competition for students to use CCG. Motion (Gough/Skene): THAT a total of $1,000 be authorized for prize money in the 2010 budget to run a student CCG competition, awarding up to 2 prizes at $500 each. (CARRIED) - Fellows asked for clarification about the nature of the contest. - Voigt suggested conducting a webinar on this topic to help promote it. Greenmodes Update - Chartier provided an update on this initiative. - He indicated that although this initiative is moving forward, it is not moving quickly enough. - There is a goal of re-evaluating this initiative at the end of ITE Traffic Bowl - Gough gave some background about this initiative. The main issue is how to do this because of the District s geography. - Voigt provided some additional background about this initiative. - Some of the challenges associated with this competition are: o Geography of the District. o Timing for the conference is after school ends how do we get students attend the competition? o Do we really want to provide an opportunity for all student chapters to have a chance at this event? If so, how should it be done? o Are we in a position to have a national winner? if so, how do we get them to the international conference in August?. - The plan is to have the first international competition in Vancouver The way in which this could be done in the Canadian District is by having regional competitions and then a national competition with the winners of the regional competitions. The winning team would be funded to go to the international competition. - ITE International is currently developing a database with questions for the international traffic bowl. Since the vice-president is responsible for student issues, she/he would be responsible for continual updating of the question database. - Salvini suggested requesting funding from industry to sponsor each university for the competition. Motion (Chartier/Skene): THAT CITE participate in the international traffic bowl competition, AND that CITE provide $400 to each section who is willing to send a team to a regional traffic bowl competition. (CARRIED) Action: Section Presidents will Montufar the name of the student chapter liaison members for each section. These people will become the members of the Coordinating Committee for the International Traffic Bowl Competition. Scholarships (Vardon and van Aerde) update - Chartier reported that he wrote a white paper on scholarship eligibility, as requested by the BOD at the April 27, 2008 meeting in Victoria. - His White Paper on Scholarships is attached to the minutes as ATTACHMENT B Minutes taken by J. Montufar, P.Eng. 4

5 Minutes of CITE Board Meeting May 31, 2009, Montreal Motion (Chartier): THAT CITE establish a new postgraduate scholarship in the amount of 2,000 for students involved in transportation engineering and planning, consistent with our strategic plan, and THAT we look for donors for the new scholarship, and THAT the residency requirements stay the way they are today. (NO VOTE CALLED) - Fellows inquired about the number of applicants. - Mruss asked whether a transportation engineering student could apply for both types of scholarships. - Montufar expressed strong views against creating a new scholarship for students other than transportation engineering students at the expense of letting the current scholarships grow in value. Any new scholarship should be introduced ONLY after the existing scholarships are increased and are fully self-sustaining. - Gough expressed his views about wanting to be more inclusive and not exclusive. - Skene expressed that there is sufficient money in the organization to get a new scholarship started. - It was suggested that the Executive find out the proportion of engineering vs nonengineering students Amended Motion (Gough/no seconder): THAT the words transportation engineering and planning be struck from the motion and replaced with the words in a recognized transportation planning or geography program. Motion lost Motion (Salvini/Mruss): THAT this matter be brought back to the BOD with the requested information by August 31, (CARRIED) In Favor all BOD members present Against Skene Abstain - Gough TLC Update on Projects - Skene provided some background about the current activities of the TLC. - He talked about three projects in particular: (1) school site design project - $5,000 allocated for work on this project; (2) roundabouts project 10,000 allocated for this; (3) traffic calming project - $5,000 allocated for this. - In addition, he talked about a request for $5,000 in funding for a TAC project yet to be determined. Report from TAC Representatives - A report has been submitted by Vandertol and is attached to the minutes as ATTACHMENT J. - A report has been submitted by the TAC TOMSC representatives. This report is attached to the minutes as ATTACHMENT L - A reports is yet to be received from the TAC Road Safety Standing Committee 7. EXECUTIVE REPORTS District Director - Gough talked about the issues he is working on and the fact that he is involved in a number of committees at the international level, and has been active with the development of the international strategic plan. - The District Director report is attached to the minutes as ATTACHMENT D. Minutes taken by J. Montufar, P.Eng. 5

6 Minutes of CITE Board Meeting May 31, 2009, Montreal - There was some information provided by Voigt and Brahms regarding current initiatives at the international level. One of the items discussed include the development and deployment of road safety training seminars. - For additional information about current ITE international activities visit the website at ite.org - There was some discussion about keys to success for the Canadian District. Some of the things that were raised are: o Growing number of student chapters and student member population o Proactive approach to technical issues o Change in demographics, particularly with professors at universities o Marketing model from ITE international is positive Past President - Mike Skene reported on his activities and on the elections. - The following are the election results for the new executive: o International Director Russell Brownlie o Past President Bruce Belmore o President Gene Chartier o Vice-President Jeannette Montufar o Secretary-Treasurer Peter Truch - The Past President report is attached to the minutes as ATTACHMENT E. - The past presidents breakfast is on Tuesday morning President - Bruce Belmore reported on his activities. - A copy of his report is attached to the minutes as ATTACHMENT F Vice-president - Gene Chartier reported on his activities. - The Vice-President s report is attached to the minutes as ATTACHMENT G. - Chartier also reported on the award winners as follows: o H. Robert Burton Distinguished Service Award: Don Henderson o Section Activities Award: Greater Vancouver Section o Student Paper Award: English Trevor Hanson, University of New Brunswick. French Louiselle Sioui, Université du Québec à Montréal o Student Chapter Activities Award: U of Waterloo o Student Presentation Award: Keith Teeuwsen, U of Alberta o CITE itrans Undergraduate Award: Mark Hearson, U of Manitoba o John Vardon Memorial Scholarship Award: Jonathan Foord, U of Manitoba o Michael van Aerde PhD Award: Garreth Rempel, U of Manitoba o Outstanding Voluntary Contribution Award: no nominations Secretary/Treasurer - Jeannette Montufar reported on the 2008 financial statements, 2009 budget review (year-to-date), and 2010 proposed budget. - The Secretary-Treasurer report is attached to the minutes as ATTACHMENT H. - With regards to the Grants to Others line item in the 2010 budget, Skene presented a discussion paper on this issue, which was an action item from This discussion paper is attached to the minutes as ATTACHMENT I. Minutes taken by J. Montufar, P.Eng. 6

7 Minutes of CITE Board Meeting May 31, 2009, Montreal Motion (Chartier/Black): THAT the 2008 Income Statement be accepted as presented, subject to refinements identified by the Secretary/Treasurer. (CARRIED) Motion (Chartier/Black): THAT the 2008 Balance Sheet be accepted as presented, subject to refinements identified by the Secretary/Treasurer. (CARRIED) Motion (Chartier/Black): THAT the income statement up to May be accepted as presented. (CARRIED) Motion (Chartier/Chow): THAT the proposed budget be accepted as presented. (CARRIED) - Montufar presented the list of honoraria and rebates for approval by the Board. Motion (Chartier/Jacobson): THAT the honoraria and rebates stay at the same level as those in (CARRIED) District Administrator - Ralph Hessian provided his report, which is attached to the minutes as ATTACHMENT C. - Hessian thanked Paul Hill for his assistance during his transition in District Administrator position. 8. CITE SERVICES Communication Coordinator/Transportation Talk Newsletter - Belmore provided information about this position. CITE Website and Communications Centre - This continues to operate. CITE Bookstore - This no longer operates. CITE Past Presidents Club - Skene reported that the current and Past Presidents breakfast is on Tuesday at 7:30 am. He invited everyone to attend. 9. NEXT MEETING - The next CITE Board meeting will take place in Vancouver, B.C. in August There will be conference calls in between. 10. ADJOURNMENT - Meeting adjourned at 13:10 - Motion by (Montufar/Chartier) (CARRIED) Minutes taken by J. Montufar, P.Eng. 7

8 ATTACHMENT A Canadian Institute of Transportation Engineers l Institut canadien des ingénieurs en transport Strategic Plan Plan stratégique DRAFT May 2009 mai

9 ATTACHMENT A 2009 CITE Strategic Plan (Draft May 29, 2009) Page 1 1. INTRODUCTION The 2009 Canadian Institute of Transportation Engineers (CITE) Strategic Plan (the Plan hereafter) defines the organization s direction for the period. In simple terms, the Plan describes who we are, what we do and where we re going for the next two years. More specifically, the document: a. Describes what makes CITE unique; b. Defines our purpose, mandate and mission; c. Establishes the organization s goals, objectives and initiatives proposed for the next two years to fulfill our mandate and mission; and d. Outlines the actions required to keep the plan alive. The Plan complements the overarching direction of the Institute of Transportation Engineers (ITE hereafter), CITE s parent organization, and builds on the CITE Strategic Plan endorsed by the Board of Direction in A strategic planning session was held with the Board, CITE s appointees and invited guests in February 2009 to review the ITE Strategic Plan and identify the successes achieved and changes that had occurred since the previous CITE plan was prepared. During the review, the group revised the goals, objectives and initiatives to remove items not requiring further action because they had been successfully achieved, are now on-going ways of doing business or were no longer relevant. New items and revised priorities were also established. It is important to recognize that the Plan is not intended to define everything the organization will do over the next two years. Instead, the document focuses primarily on establishing the priorities for major initiatives and ongoing activities important to achieving our long-term goals, recognizing the limited resources and the volunteer nature of the organization. 2. BACKGROUND Four factors make CITE unique and play a large part in defining our capabilities and focus: a. We are based on individual memberships, rather corporate memberships, as an organization; b. We are a volunteer-led organization; c. We are a national organization and our Sections and Chapters provide a local presence across Canada; and

10 ATTACHMENT A 2009 CITE Strategic Plan (Draft May 29, 2009) Page 2 d. We are linked to ITE and are the only District in the ITE family representing an entire country. CITE s growth in the past decade is evidence of the demand for our services and those of ITE. The resources and organization of ITE are substantial, and unique to the transportation community. 3. PURPOSE, MANDATE AND MISSION The purpose of ITE is to advance transportation knowledge and practices for the benefit of society. As part of our role in ITE, CITE contributes the Canadian perspective and our experience to members worldwide. CITE enables transportation and traffic engineers, transportation planners, technologists and other practitioners with knowledge and competence in transportation planning and traffic engineering to contribute individually and collectively towards meeting the needs of mobility and safety within Canada. Our mandate as an organization is to: a. Promote professional development of members; b. Support and encourage education and ongoing training; c. Stimulate research and undertake technical projects; d. Exchange professional information; and, e. Develop public awareness of transportation s role in society, the environment and the economy. CITE s mission is To be the Canadian organization of choice for transportation engineering and planning practitioners.

11 ATTACHMENT A 2009 CITE Strategic Plan (Draft May 29, 2009) Page 3 4. GOALS, OBJECTIVES AND INITIATIVES This section of the Plan summarizes CITE s four goals and related objectives and initiatives for the period (in no specific order). These directions will position us to address the trends and challenges facing the organization, and advance the mandate and mission of CITE and its members. GOAL 1 A National Organization With A Voice To grow our role as a national organization recognized as a voice for transportation To achieve this goal, CITE will: a. Encourage participation from all regions of the country by: i. Supporting all Sections and Chapters to become more active through financial and other means ii. iii. iv. Becoming more bilingual through actions such as the translation of CITE/ITE documents and workshops into French Building on seminars and events developed by the Sections and Chapters, and facilitating their dissemination across the country Promoting regional conferences and other joint activities between neighbouring Sections and Chapters b. Take an active role in advocacy by: i. Updating the CITE Advocacy Guidelines ii. iii. Establishing an Advocacy Sub-Committee, tasked with actively deciding if and how CITE should take positions on major issues affecting the profession and the industry Determining appropriate vehicles through which the advocacy positions should be taken (e.g. press releases, letters to the editor, etc.) and who should be the speaker on behalf of CITE c. Raise awareness of the transportation profession with academic and accreditation institutions by: i. Pursuing a position on the Canadian Engineering Accreditation Board

12 ATTACHMENT A 2009 CITE Strategic Plan (Draft May 29, 2009) Page 4 ii. Meeting with Deans of Engineering Association to promote transportation engineering programs d. Raise and sustain our profile with the broader professional and political communities by: i. Targeting issues of common interest and reaching out to other organizations to address them collaboratively ii. iii. iv. Hosting a Transportation Summit Publicizing Section and Chapter meetings, workshops and other events more widely to non-members Maintaining existing and exploring further strategic partnerships with organizations that are complimentary to and further CITE s mandate, and abandoning relationships that are not mutually beneficial v. Promoting and attending events of organizations with common interests GOAL 2 A Technical Leader To be a technical leader in transportation in Canada To achieve this goal, CITE will: a. Continue to develop technical products by: i. Actively encouraging and identifying new project ideas ii. iii. iv. Supporting and promoting the CITE Technical Liaison Committee (TLC) as the vehicle for project delivery Developing an annual work plan for TLC and regular reporting of their activities to the membership Financing TLC-endorsed projects v. Hosting TLC-sponsored sessions at conferences b. Seek external funding for technical products by: i. Soliciting financial support from municipalities, other government agencies and academic institutions (financial or in-kind) for specific technical projects

13 ATTACHMENT A 2009 CITE Strategic Plan (Draft May 29, 2009) Page 5 ii. iii. Partnering with other organizations to enhance the scope of projects and produce technical products more expeditiously Targeting different and non-traditional organizations for specific projects of a common interest c. Provide CITE input into the technical initiatives of ITE and other transportation organizations by: i. Increasing the Canadian content and CITE involvement in ITE technical projects ii. iii. iv. Promoting awareness of the ITE Technical Councils and how CITE may be involved and benefiting from their work Striving for a CITE representative on each of the ITE Technical Councils and maintaining a roster of the individuals participating Providing financial support for and/or appointing members to participate on projects undertaken by the Transportation Association of Canada (TAC) and other organizations v. Continuing CITE appointments to the TAC Chief Engineers Council and Traffic Operations & Management and Road Safety Standing Committees d. Promote Canadian transportation research by: i. Establishing a Canadian peer-reviewed journal ii. Providing financial support for research projects 4.1. GOAL 3 An Engaged and Informed Membership To encourage greater participation in CITE and ensure members are better informed of our activities and what s happening in the industry and profession To achieve this goal, CITE will: a. Promote involvement of more members in CITE activities by: i. Reaching out to recent retirees to continue participation ii. Reaching out to academics and students through incentives and technical project opportunities

14 ATTACHMENT A 2009 CITE Strategic Plan (Draft May 29, 2009) Page 6 iii. iv. Exploring programs to facilitate the integration of new immigrants into the profession Offering financial support for travel b. Improve the quality and timeliness of communication with and between the membership by: i. Hiring a Communications and Marketing Coordinator and establishing a terms of reference for the position ii. iii. iv. Encouraging all Sections and Chapters to establish and maintain websites Conducting biannual communication surveys of the membership to ensure information and dissemination remains relevant Identifying an improved method to issue notices to members for upcoming events and job postings v. Using electronic collaboration forums and social marketing tools (i.e. Facebook, Twitter, blogs, Community Zero, etc.) vi. Creating an ITE Calendar of Events on the CITE Website c. Continue to promote Transportation Talk and the CITE Website as the primary vehicles for information dissemination by: i. Produce a high quality newsletter (Transportation Talk) four times annually ii. iii. iv. Continuing to retain professional consultants to deliver Transportation Talk and maintain the CITE Website Encouraging members to provide more information and articles Requesting Sections and Chapters to maintain their content on the CITE Website and provide regular updates for Transportation Talk v. Encouraging Sections and Chapters to publicize meeting dates in advance and provide summaries of activities following the events vi. Retaining and soliciting new advertisers and funding sponsors to offset costs d. Develop and maintain better links with the academic community by:

15 ATTACHMENT A 2009 CITE Strategic Plan (Draft May 29, 2009) Page 7 i. Supporting CITE Student Chapter Advisors and other academics interested in working with CITE through financial and other means (i.e. membership dues payment, conference registration fees, etc.) ii. iii. iv. Actively pursuing partnerships and activities with academic institutions, Student Chapter Advisors and Student Chapters Convening annual conference calls with Student Chapter Advisors and Student Chapter Presidents to identify issues of concern and opportunities for support Inviting Student Chapter Presidents to participate in Board of Direction conference calls v. Encouraging Sections to involve Student Chapters in local events vi. Promoting the creation of new Student Chapters in Canada e. Continue to offer scholarships and awards for students in the transportation field by: i. Setting up a charitable foundation to aid in obtaining donations ii. iii. iv. Maintaining the Dr. Michel Van Aerde and John Vardon Memorial Scholarships at self-sustaining levels Preparing a white paper on opportunities for future and the eligibility requirements for existing scholarships and awards Seeking sponsorships for expanded and/or additional scholarships and awards f. Actively engage and encourage young members to participate in CITE by: i. Introducing a CITE Young Professional Award for members with less than 10 years experience and nominating the recipient for the ITE competition ii. iii. Offering discounted registration fees and special introductory programs at the annual conference Developing a mentorship program g. Facilitate and support professional development and training by: i. Preparing a white paper on training and development opportunities and priorities, including mechanisms for delivery

16 ATTACHMENT A 2009 CITE Strategic Plan (Draft May 29, 2009) Page 8 ii. iii. iv. Pursuing the development and delivery of new training programs based on CITE technical products and other areas of interest to members Establishing a model for financing and administrative support for CITE training programs delivered by the Sections Promoting existing programs developed by ITE and other organizations v. Participating in the development and delivery of joint training programs with other organizations vi. vii. Promoting and sponsoring "On-line Learning" opportunities (i.e. webinars) available through ITE Developing Canadian webinars h. Support ITE and other relevant certification for transportation practitioners by: i. Promoting the existing PTOE, TOPS, TSOS and PTP programs ii. Requesting more Canadian content in the examinations 4.2. GOAL 4 An Effective Organization To become a better, more effective organization that leverages and builds on its limited volunteer resources and strategic relationships To achieve this goal, CITE will: a. Facilitate further communication between Chapter, Section and District elected representatives by: i. Requesting the Sections and Chapters (where appropriate) to appoint technical, communications and student liaisons ii. iii. iv. Convening at least twice-annual conference calls with Section and Chapter Presidents (or their appointees) outside of the Annual Board of Direction Meeting Developing an introductory package for new Section and Chapter Executive members (including the CITE Executive Calendar ) Sharing information and best practices during conference calls and at meetings

17 ATTACHMENT A 2009 CITE Strategic Plan (Draft May 29, 2009) Page 9 v. Ensuring ongoing dialogue with Section and Chapter Executives through conference calls, regular updates, especially with new Section and Chapter Presidents to ensure continuity b. Build on the resources of ITE by: i. Investigating and raising awareness of what is available ii. Leveraging existing training materials and courses, technical documents, and administrative capabilities to the benefit of CITE and its members c. Develop and implement a plan for leadership development by: i. Identifying opportunities for continuing the involvement of people who have participated in elected and appointed positions at the Chapter, Section and District level ii. iii. Providing opportunities for members to participate in District initiatives Identifying and cultivating young members with potential for leadership d. Grow membership by 2% annually by: i. Targeting specific actions to achieve growth in public sector (through Affiliated Government Agency memberships), academic (through encouraging incentives) and student (through encouraging Student Chapters) members ii. iii. Identifying locations, sectors and/or groups where CITE membership could be enhanced and developing a strategy to attract members Marketing CITE to planners, technologists & related practitioners e. Consider realignment of Section and Chapter boundaries

18 ATTACHMENT A 2009 CITE Strategic Plan (Draft May 29, 2009) Page KEEPING THE PLAN ALIVE 5.1. Action Plan The Strategic Plan recommends a number of initiatives to advance the mandate and mission of CITE. With its limited resources, CITE must prioritize its activities into an Action Plan that sets the direction for the next term of the Executive Committee ( ). Based on the input received at the February 2009 strategic planning session, the five priorities for the next two years are: 1. Hire a Communication and Marketing Coordinator 2. Review and update CITE s advocacy policy 3. Market CITE to planners, technologists and related practitioners 4. Reach out to recent retirees to continue participation 5. Pursue a position on the Canadian Engineering Accreditation Board As noted in the Introduction, CITE will continue to advance the other objectives and initiatives identified in the Plan over the next two years. But these items will be the focus of additional effort and their achievement will provide an indicator of the success of this strategy Updating the Action Plan and Strategic Plan It is important to have a regular, workable process for updating the Action Plan and Strategic Plan. It is proposed that: The Action Plan be reviewed with the Board of Direction annually during the Fall conference call to monitor implementation and budgetary requirements. Based on this review, the Executive will update the priorities, if required, and present the recommended Action Plan, with the budget, for Board approval at its meeting during the Annual District Conference. The Strategic Plan be reviewed with the Board of Direction and CITE appointees biannually at a special strategic planning session in the fall/winter proceeding the Annual District Conference. Based on this review, the Executive will update the plan for coming two-year Executive Committee term and present the recommended direction for Board approval at its meeting during the Annual District Conference.

19 Meeting: CITE BOARD Date: May 31, 2009 From: Gene Chartier, P.Eng., CITE Vice- President Title: WHITE PAPER ON SCHOLARSHIPS BACKGROUND: 1. INTRODUCTION At its April 30, 2008, the CITE Board of Direction adopted the following resolution: Motion (Skene/Peters): THAT the Vice President investigate and recommend changing, if appropriate, the criteria for the Vardon and van Aerde Scholarships to be more inclusive of other transportation-related disciplines. This white paper provides a review of the feasibility of modifying the Vardon and van Aerde scholarship criteria to allow students from other transportation-related disciplines to apply for these scholarships. This paper also discusses the feasibility of allowing international students who intend to stay in Canada, working in transportation, to apply for these scholarships. 2. ELIGIBILITY REQUIREMENTS 2.1 Transportation Engineering Both scholarships were established on the basis that the recipient would be a student in a transportation engineering program. The endowment funding for both scholarships has been solicited on this basis. However, there is no formal by-law or policy establishing this criteria, although it is noted in the CITE Executive Guidelines. Since there is no by-law or policy requiring the scholarships be awarded to transportation engineering students, the Board could modify the eligibility requirement with a motion. However, there is the potential for criticism from contributing partners, in particular the private sector sponsors of the van Aerde scholarship who are more recent, and adverse reaction from members with this action. Page 1 of 3

20 It is acknowledged that CITE should provide scholarship opportunities for transportation students not enrolled in an engineering program. One of the top priorities arising from the recent Strategic Planning session was to market CITE to planners, technologists and related practitioners. A scholarship would be an excellent incentive to encourage participation at an early stage. It is noted that the CITE itrans Undergraduate Scholarship is not specific to engineering students. In light of these considerations, there are six options CITE could consider: 1. Status quo 2. Eliminate scholarship restriction to transportation engineering students: i. With a motion from the Board without consultation ii. With a motion from the Board following consultation with contributing partners iii. iv. Following a ballot of the membership Following consultation with contributing partners and a ballot of the membership 3. Establish new scholarship(s) for non-engineering students Option Advantages Disadvantages 1. Respects original intent of scholarships A portion of the student membership would remain ineligible for scholarships Not consistent with objective of promoting membership to other 2. i All student members would be eligible 2. ii All student members would be eligible Allows sponsors to have input into changing criteria 2. iii All student members would be eligible Allows membership to have input into changing criteria practitioners Does not maintain original intent of scholarships Potential for adverse response from sponsors and members without consultation Does not maintain original intent of scholarships Potential for adverse response from members without consultation Challenges of consulting with broad range of parties Does not maintain original intent of scholarships Potential for adverse response from sponsors without consultation Challenges of consulting with broad range of parties Page 2 of 3

21 Option Advantages Disadvantages 2. iv All student members would be eligible Allows sponsors and membership to have input, for a more broad based decision range of parties 2.2 Residency 3 All student members would be eligible for a scholarship, although amount may differ Does not maintain original intent of scholarships Potential for adverse response from sponsors without consultation Challenges of consulting with broad Securing funding for scholarship award Both scholarships require applicants to be a Canadian citizen or permanent resident of Canada. One of the issues regarding residency is related to taxation. There is also sensitivity regarding non-canadians receiving scholarships funded by Canadian organizations and individuals. RECOMMENDATION: It is recommended that: 1. A new CITE post-graduate scholarship in the amount of $2,000 be established for non-engineering students; 2. Sponsor(s) and/or donor(s) be sought to finance the new scholarship; and 3. The residency criteria remain as existing. Respectfully submitted: Gene Chartier, P.Eng. CITE Vice-President Page 3 of 3

22 District Administrator s Report May 2009 ATTACHMENT C My appointment as the District Administrator commenced in November 2008 with attendance at the CITE Executive meeting in Montreal. During the remainder of 2008 and January 2009, there was the orderly transfer of files between the outgoing and incoming District Administrators. In conjunction with this file transfer, there were a series of telephone conversations to discuss the file content, District Administrator position role, work that was in progress and suggested future tasks. All files, except the collection of past Transportation Talk newsletters, was sent to the new District Administrator in Washington. The newsletter collection was sent to the District Administrator s Halifax address for safekeeping and future attention. Current in progress work indicated by the outgoing District Administrator was: 1. exploration of charitable status for the CITE Education and Research activities. Some topic investigation work has been completed. Current need is to identify and contract an individual or firm to prepare a report and recommendation on the appropriate submission for the Canadian Revenue Agency. 2. exploring long term preservation options for the collection of Transportation Talk newsletters. 3. continuing attention to obtain missing district and section officer history through ITE members 4. determining the inventory of CITE historical records in storage at the Ontario Archives District Administrator work accomplishments since appointment in November 2008: 1. attendance at the November 2008 CITE Executive meeting in Montreal 2. attendance at the February 2009 strategic planning session in Toronto. 3. review and organization of the file records 4. establish a new District Administrator address on the website and address inquiries received from members.. 5. review of the Executive Guidelines and Annual Conference Guidelines to identify issues for attention. Respectfully submitted, Ralph Hessian, P. Eng.

23 ATTACHMENT D CANADIAN INSTITUTE OF TRANSPORTATION ENGINEERS ITE District 7 Directors Report From: Jim Gough May 2009 Highlights of activities undertaken between November 2008 and May 2009 are as follows: 1. Board Activities Attended the Board meeting in Phoenix (March 09) Work at the Board has focused on development of the new ITE Strategic Plan and finding ways to improve and expand member services, in addition to the normal slate of Board activities Currently working on an action plan for 2 of the Strategic Plan goals relating to the profession 2. Meetings, Sections and Conferences Attended Section meetings in Toronto and Hamilton 3. Technical Projects Managed the ongoing CCG update project: see separate report Completed the outreach associated with the Canadian National Traffic Signals Report Card. Mailed out 2 copies to each major municipality in the country, one to the mayor and one to the chief engineer, and also copies to each provincial ministry 4. Conference Planning Served as joint District co-liaison with the Local Arrangement Committees for the 2009 Montreal conference Respectfully submitted Jim

24 ATTACHMENT D CANADIAN INSTITUTE OF TRANSPORTATION ENGINEERS ITE District 7 REPORT ON TOMSC-CITE ADVISORY SUB-COMMITTEE, DEVELOPMENT OF 3 RD EDITION, CANADIAN CAPACITY GUIDE FOR SIGNALIZED INTERSECTIONS (TOMSC PROJECT No. 273) Mike Skene, TOMSC Project Manager Jim Gough, CITE Project Manager April 9, Background: Scope of CCG Project This status report provides an update on the TOMSC-CITE advisory sub-committee created to work with the Canadian Institute of Transportation Engineers (CITE) on the project noted above. The project involves: development of the 3 rd Edition of the Canadian Capacity Guide for Signalized Intersections. See the appended presentation for a listing of the additions made to create the 3 rd Edition; development of the InterCalc software to replicate the Guide s procedures; and implementation of a process for the ongoing support of the Guide, by building acceptance of the method across all jurisdictions in Canada. This includes: i. free dissemination of the Guide in pdf form ii. pro-active distribution of the Guide and a limited-capacity version of the software to academic institutions; iii. ongoing support for the InterCalc software, and iv. promotion of this distinct Canadian method to municipalities and senior levels of government. 2. Current Status The 3 rd Edition of the Guide has been prepared, and the InterCalc software is complete as well. The Guide is available on the CITE website, at Bound copies are available through the CITE bookstore online. The software (and Guide) are also available for download as of May 1 through CITE is arranging workshops on the CCG (and the basics of intersection capacity analysis) to be held across the country this year. Confirmed is June 4 in Montreal (immediately following the CITE annual district conference); sessions are being planned in Toronto, southwestern Ontario, Winnipeg, Saskatchewan, Calgary, Edmonton, and Vancouver. CITE always welcomes the opportunity to hold additional seminars contact Jim Gough at director@cite7.org. These are full-day seminars, which include a discount in the software price.

25 Report re: Canadian Capacity Guide Project May, 2009 Page 3 ATTACHMENT D CITE is also initiating a new process intended to signal acceptance of the CCG. This is the Recommended Practice process, which is modeled on the identically named ITE process. That process will involve a formal polling of comments from the members, and formal approval of the procedures by the CITE Board. 3. Ongoing Support System The vision for the system of ongoing support includes guidance by the Advisory Sub-Committee as a standing committee, comprised of volunteers from TOMSC and CITE, working collaboratively to maintain the Guide s relevance by ongoing updates to methods and data such as the saturation flow database. The Committee is envisaged to consist of the 5 CITE appointees to TAC, plus up to two additional CITE representatives, under the aegis of CITE s Technical Liaison Committee and TOMSC. The Committee will meet twice annually to review issues associated with the Guide, its application to Canadian traffic engineering, any comments from users, and ideas relating to promotion and dissemination of the Guide. Specific technical issues that are foreseen as being addressed by the Advisory Sub-Committee include: a. Review of the proposed method for analysis of unsignalized intersections. BA has included a variation on the Highway Capacity Manual method in the software, with enhancements to deal with 6-lane cross-sections. The Committee will comment on the procedure and review the accuracy in the software; b. Participation in development of appropriate parameters for use in Synchro, to reflect Canadian practice. This is a long-term initiative; c. Participation in supervision of additional research projects to be defined. CITE can potentially fund small research assignments to be completed by the academic community. The academic community has expressed an interest in this initiative. One idea is development of a Canadian microsimulation package similar to Synchro/SimTraffic, based on the CCG, or enhanced digital links with Synchro. Another idea is more up-to-date emissions calculations for use as the basis for optimizing signal phasings and timings. All comments on these proposed actions would be welcomed. Respectfully submitted Mike Skene mskene@blvdgroup.ca Jim Gough, P.Eng. goughj@mmm.ca

26 ATTACHMENT E CANADIAN INSTITUTE OF TRANSPORTATION ENGINEERS ITE District 7 CITE Past President s Report May 28, 2009 Activities undertaken between May, 2008 to date include: Meetings, Sections and Conferences: Attended a number of Vancouver Island section meetings Attended TAC in Ottawa, (TOMSC, Road Safety SS, Roundabout Joint Committee, Education Council) Attended a number of executive conference calls as well as Board Conference calls Attended a number of TLC meetings as well as project meetings Attended ITE Coordinating Council meetings and orientation meeting Met a number of times with the Transportation Planning Council Other Activities Election called for nominations, sought out electronic balloting method, no election as we received one nomination per position. Acclaimed: Russell Brownlee District Director, Peter Truch Sec/Treas., Gene Chartier President, Jeannette Montufar Vice President. Bruce Belmore moves to Past President. Discussed membership benefits with a number of BC municipalities Worked with TLC to coordinate the Technical Liaison Committee activities Worked with the Team on the CCG project Reading s from national Executive Redrafted amendments to Conference Guidelines, Executive Guidelines, prepared a funding request policy Prepared for the Past Presidents Club meeting Upcoming activities retirement from executive and focus on TLC Prepared by Mike Skene

27 ATTACHMENT F CITE President s Report Montreal May 30-June 3 My two-year presidency comes to a close after the Montreal conference and my mandate has really revolved around the theme of communication. The accomplishments during this time have truly been driven as a team effort that has involved the work of the entire Executive. To Jim, Mike, Gene, Jeannette, as well as our two District Administrators during this time, I owe you many thanks for moving the organization forward. Here are a few of the highlights from the past two years: We have made a conscious effort to make our ventures either revenue-neutral (CITE website maintenance) or preferably revenue-generating (e.g. Transportation Talk). The revenues are generated by advertising and a better product has, in turn, resulted in more advertising interest. The revenues will be reinvested to make sure the information we provide to members is current, valuable and readily accessible Our annual conferences continue to offer excellent technical content, a local flavour and have been very well-attended Our membership continues to grow at a record pace. During my time we have grown by almost 20 percent to around 1,650 members in Canada We have seen a Student Chapter chartered at the University of Alberta and a Southern Alberta Chapter started in Lethbridge. We are currently working on starting new Student Chapters at Lakehead University and the University of Saskatchewan The TLC is working collaboratively developing new projects with input from many members. We are also delivering workshops on such products as the Canadian Capacity Guide and the Greenmodes software We are completing the Strategic Plan update for the Canadian District and looking forward to handing off this mandate to the new Executive We are outsourcing specific tasks and roles, such as the new Communications Coordinator role, with the intent to elevate the visibility of CITE to both members and the public We are collaborating more regularly with the Board through bi-annual conference calls, regular s and in-face meeting opportunities We have achieved good CITE representation on many TAC committees. We formally have seats on the Chief Engineers Council, TOMSC and Road Safety Standing Committee We have spent time visiting the various Sections, of which I was able to personally visit all but one of the Sections during my two year term It has been a pleasure to serve you for the past two years. Respectfully submitted, Bruce Belmore, P.Eng., PTOE

28 ATTACHMENT G CITE Vice President s Report April 2008 May 2009 Meeting and Conference Participation: CITE Executive and Board Meetings, Victoria (April 2008) ITE Atlantic Section Meeting, Fredericton (November 2008) CITE Executive Meeting, Montreal (November 2008) ITE Toronto Section, Toronto (November 2008 and April 2009) 2009 Montreal Conference LAC, Montreal (August and December 2008) Various Executive and Board conference calls Other Responsibilities: Advertising and coordination of CITE awards and scholarships: John Vardon Memorial Scholarship selected by panel Dr. Michel Van Aerde Memorial Scholarship selected by panel CITE itrans Scholarship selected by panel CITE Student Paper Award selected by panel CITE Student Presentation Award drawn randomly Section Activity Award selected by Executive Committee Chapter Activity Award selected by Executive Committee Burton Award selected from nominated names No nominations were received for the Young Professional or Outstanding Voluntary Contribution Awards Oversee CITE technical program and serve as Executive Committee liaison for: Technical Liaison Committee (TLC), including attending meetings (Toronto, February 2009) and conference calls, and participating in project coordination, review and budget setting Greenmodes, including attending meetings (Toronto, September 2008) and conference calls, developing partnership agreement, reviewing advertising material and publications, and contacting Sections about presentations and workshops Coordinate CITE Strategic Planning session in Toronto (February 2009), including arranging venue and facilitator, preparing agenda and revising Strategic Plan based on feedback Review existing and provide new material for CITE website update and Transportation Talk