MN GIS/LIS Consortium Meeting Agenda

August 17, 2017 10:00 am – 12:00 pm

Type of Meeting: 2017 Board of Directors

Meeting Location: Ewald, 1000 Westgate Drive, St. Paul, MN 55114 Dial in: 1-855-392-2520, Participant Passcode: 569 6856#, Moderator: 846 4166# Meeting Facilitator: Scott Freburg, Board Chair

Invitees: Attend Call Out Attend Call Out Tami Maddio, Past-Chair ☐ ☐ ☐ Private Sector: Peter Smith ☐ ☐ ☐ Chair-Elect, Gerry Sjerven ☐ ☐ ☐ Local Government: Eric Kopras ☐ ☐ ☐ Treasurer: Tim Loesch ☐ ☐ ☐ Higher Education: Stacey Stark ☐ ☐ ☐ Secretary: Leah Sperduto ☐ ☐ ☐ At-Large: Henry Wander ☐ ☐ ☐ Conference Chair: Jane Mueller ☐ ☐ ☐ State Government: Zeb Thomas ☐ ☐ ☐ Conference Chair-Elect: Jared Hovi ☐ ☐ ☐ MnGEO Ex-Officio: Dan Ross ☐ ☐ ☐ Past Conference Chair: Ryan Stovern ☐ ☐ ☐ MnGAC Ex-Officio: Ryan Stovern ☐ ☐ ☐

I. Call to order Freburg

II. Roll call Freburg

III. Approval of Meeting Agenda & Committee Reports Freburg

IV. Review action items & Approval of minutes from last meeting Sperduto

V. Review & Approval of May/June/July Treasurer’s report Loesch

VI. Open Issues/New business

a) Lifetime and Polaris awards Kotz

b) Polaris Committee Procedural change Kotz

c) Distinguished Educator Award Stark

d) Conference Committee Update Mueller/Hovi

1. Requests for hard-wired internet in workshop/presenter rooms in addition to upgrading wifi ($500 to upgrade a gig, potential for discount due to Sanford prep for hockey season) 2. Request for additional Amazon Web Service accounts for ArcGIS Pro workshop (Tami Maddio can address this request) – who pays for additional licensing? Consortium, out of instructor’s stipend, ???

e) Annual Report Maddio

f) UMGEOCON 2018 Ross

g) Board Esri software subscription renewal Freburg/Sjerven

h) Website Redesign Update Sjerven

i) Website logo Discussion Sjerven

j) Event Grant discussion Freburg

k) Other issues

Investment Fund Plan Loesch

October 14 GeoFest booth Freburg

VII. Adjournment

Committee Business Summary Reports

a) Awards Mark Kotz

b) Communication Kitty Hurley/Mike Dolbow

c) Conference Jane Mueller

d) Database & Website Gerry Sjerven

e) Education Stacey Stark/Scott Freburg

f) Executive Scott Freburg

g) Finance Tim Loesch

h) Future Conference Ryan Stovern/Gerry Sjerven

i) Networking Zeb Thomas

j) Spring Workshops Len Kne

k) Ad Hoc, UMGEOCON Dan Ross

l) Ad Hoc, WLIA Ryan Stovern

m) Ad Hoc, Annual Membership xxx Freburg

Page 1 of 2

Minnesota GIS/LIS Consortium Treasurers Report for August, 2017 Date of Report: 8/17/2017 Prepared by: Timothy N. Loesch Account Status as of July 31st, 2017 Account Balance Previous Description General Fund $75,246.87 $59,285.65 Affinity Checking Account Reserve Fund $45,246.09 $45,242.25 Affinity Savings Account Other Assets $6,300.00 $6,300.00 Prepaid expenses, Inventory, un deposited funds Accounts Receivable $0.00 $0.00 Unpaid invoices owed to GIS/LIS

Accounts Payable ($8,127.55) ($47.31) Unpaid bills (Conference commission to Ewald included)

Balance $118,665.41 $110,780.59 Scholarship Fund $39,163.20 $39,159.87 Affinity savings account Investment Account * $33,611.81 $33,109.71 Schwab Managed Portfolio

$72,775.01 $72,269.58 Total Assets $191,440.42 $183.050.17 Total Assets

Income

• $970 – Fall Conference Sponsorship ($970) • $75.00 – Fall Conference Advertising ($225) • $13,045.00 – Fall Conference Registrations ($13,045) • $2,100 – Fall Conference Exhibitors ($9,300) • $7.17 – Interest Earned ($44.10)

Expenses • $6,700 – Fall Conference Administrative Fees ($6,700) • $146.11 – Credit Card Fees ($755.81) • $0.51 – Postage and Delivery ($32.57) • $916.67 – Ewald Association Management Fee ($6,416.69) • $390.00 – Web Services ($5,831.25) • $4.80 – Rent/Storage ($38.80) • $50.06 – Telephone ($471.03) • $18.20 – Office Supplies/Photocopies ($160.50) • $82.67 – Board Insurance ($1,022.37)

Treasurer Comments: Spring Workshop Summary

Budgeted Actual Registration $11,200 $15,860 Facility Rental $100 $0.00 Food Service $3,300 ($2,077.44)

Page 2 of 2

Honoraria $4,800 ($4,800) Travel/Parking $1,500 ($611.18) Photocopies $200 $0.00 Design/Printing $150 $0.00 $10,050.00 $7,488.71

Spring Workshop Conference Net = $8,371.29 There were thirteen instructors for a total cost of $4,400. Of that $4,400, $2,400 was donated to the scholarship fund. I have requested that $2,400 be transferred from the General fund to the Scholarship fund. Respectfully submitted on August 17th by Timothy N. Loesch, Treasurer Minnesota GIS/LIS Consortium.

2017 MN GIS/LIS CONFERENCE COMMITTEE REPORT

Thursday, August 17, 2017 Submitted by: Jane Mueller & Jared Hovi

1. Early bird registration open, ends Sept 8th

a. Numbers as of Friday, Aug 11th report

i. 105 total registered

ii. 41 morning workshops, 41 afternoon workshops

iii. 38 ESRI Hands on Learning Lab

2. K-12 Workshop preparations in process – Hampton Inn – Scott Freburg

a. Full day workshop on Wednesday

b. Registration to open this week or next

3. Conference Sessions

a. Poster submissions (11), submission still open

b. All other abstract submissions closed

i. 9 Product Demos

ii. 7 Panels

iii. 2 Lightening Rounds (12 presentations)

iv. 69 individual presentations

4. Workshops – Tami Maddio

a. Student Assistants to help at workshops, other volunteers may be needed as well

b. Tami requested response from instructors by Aug 23rd

c. Time changes in preliminary program

i. Registration 8-9am

ii. Morning workshops 9am -Noon

iii. Afternoon workshops 1:30pm – 4:30pm

5. Facilities – Jane Mueller

a. Poster Boards

i. Sanford does not have any

ii. Alternative to rent and ship very expensive

i. Ashley found 2 Twin Cities rental places

ii. $2500/$4600 - delivery and rental

iii. Other alternatives

i. Build locally

ii. Others

6. Technology – Gerry Sjerven/Ashley Crunstedt

a. Internet service

i. Upgrade wifi 1gig $500 (discount may be available)

ii. Hard-wire in presenter/instructor/HOLL rooms requested

7. Entertainment – Jane Mueller

a. Discount Cards

i. 17 participating businesses

ii. Production in process.

iii. Distribute to attendees as part of registration materials

8. Fun Run – Geoff Maas

a. 3 sponsors secured presently

i. Northpoint Geographics

ii. Eagle View

iii. ddms, inc

9. Social Media and Communication – Kitty Hurley

a. Announced registration is open

b. Blog post “Why should I go to Bemidji?”

c. Conference map to include discount card participant locations

10. Awards

a. Polaris & Lifetime - Mark Kotz

i. Recommendations submitted to Board for approval

ii. Mark to notify recipients once approved

b. Distinguished Educator Award – Stacey Stark

i. Recommendations submitted to Board for approval

ii. Education Committee to notify recipient(s) once approved

11. Higher Education

a. Mentor Program – Stacey Stark

i. Announcement went out last week

b. Scholarship Program – Stacey Stark

i. Info ready to go for program

c. Student Assistantship – Kitty Hurley

i. 3 Awarded

i. Cara Leitheiser (U of MN MGIS)

ii. Jessica Schuler (St. Mary’s University)

iii. Megan Schirmers (U of MN Duluth)

ii. Vendor sponsorship – 5 Total

i. WSB & Associates, Inc = 4

ii. RESPEC = 1

d. Poster Competition – Stacey Stark

i. 1 submitted

ii. Stacey sent message to past instructors

12. Vendors – Jared Hovi

a. 22 confirmed vendors (23 booths)

b. Working on U-shaped layout around outer edge of arena (see attached)

13. Door Prizes – Heidi Gaedy, shopping has begun! Any and all donations greatly appreciated too.

14. Upcoming Important Dates

a. August 21 – Content for onsite program due to Ashley

b. September 8 – Early registration deadline

c. September 22 – Program booklet sent to printer

d. September 29 – Online registration closes

e. Oct 4-6 – Workshops and Conference

Dire

cO

pera

1228GR

Men

's

Women's

s

North

West

R-SJ-K

Stag

e16'x2

4'

4

9

2

712

1

61118

3

8 510

25

27

28

26

29

13

14

16

17

15

35 - 1

0'x1

0' B

ooth

s

Seatin

g For 6

30

20 21 23 2422

Stag

e

19

3032

33

34

31

35

36

Stag

e8'x1

2'

Stag

e

8'

August 2017 Communications & Outreach Committee Report

1. Posted Content to Social Media (Facebook, Twitter & LinkedIn) • Scott Freburg accepting the Special Achievement Award in GIS at the Esri UC (x2) • Conference registration open • Conference preliminary program featuring 15 workshops and 38 sessions • Workshop highlights including QGIS, Forestry & Mobile Technology, Getting Started with ArcGIS

Pro, and more • Places to explore in Bemidji before and/or after the conference • Conference key dates • Country Inn and Suites hotel block full, a link to other hotel conference rates • Session highlights including drones, web apps, remote sensing, wildlife, web app builder, and

more

2. Posted Content to the Consortium’s Blog • “Why should I go to the conference in Bemidji” interest post

3. Social Media Update a) Monthly Social Media Statistics Update:

• Twitter – 425 followers (up 9) • Facebook – 244 likes (up 2) • LinkedIn – 983 members (up 3)

4. iPad Update • No new updates

MN GIS/LIS Consortium Website Report May 2017 – Traffic Highlights

• Announcements sent on May 2,8,11,15,25 • Conference page updates • Spring Workshops May 17

•

June 2017 – Traffic Highlights

• Announcements sent on June 8, 23 • Conference pages updates • Board Members updates

•

July 2017 – Traffic Highlights

• Announcements sent on July 11, 21 • Updated Conference page and related pages, Hotels, keynotes, poster abstracts, etc..

MN GIS/LIS Education Committee Report August 15, 2017 (for summer) No full meeting for full Education Committee June 13 - Scott Freburg led Educator Day committee meeting and K-12 MN GIS Initiatives (Stacey Stark attended, MN GIS/LIS, MNHS, MDE, others) Aug 1 - Distinguished Educator Award (Dan Ross, Stacey Stark, Scott Freberg, Kyle Tredinnick, Catherine Hansen) Subcommittees met. Aug 7 - Higher Education Activity Grants, Mentoring Program details (Stacey Stark, Ryan Bergstrom). Distinguished Educator Awards Our Award Subcommittee met. We had 3 nominations for the award, and the committee recommended 2 to honor. The recommendation will be brought to the Board of Directors on Aug 17, notifications will be sent to nominators and awardees shortly thereafter. K-12 Initiatives: MN Mapping Contest MN Mapping contest winning maps: https://sites.google.com/site/mnmapcontest17/prize-maps Scott Freburg attended the Esri UC to accept a SAG Award for MDE and MAGE (and represented MN GIS/LIS) http://events.esri.com/conference/sagList/index.cfm?fa=Detail&SID=2332 A Minnesota student from Duluth Denfeld High School won the National Esri Mapping Contest and attended http://www.isd709.org/school-news/isd709news-174 MN GIS State Fair MDE and the MN GIS/LIS Consortium (and the K-12 MN GIS Initiatives working group) will have an exhibit about GIS and the MN Mapping Contest at the MN State Fair on August 24 (STEM Education Day). Education Day There are 6 teachers signed up to come to help teach Educator Day. Scott will prepare a google doc for the agenda and talk with the teachers about content. Ewald will have the registration page ready this week and Scott will send it out with an announcement to register. We may need more volunteer to help with this event (Wednesday, Oct 4) Mngiseducation.org The google site (sponsored by MN GIS/LIS Consortium) is live and ready for the K12 MN GIS Initiatives working group to develop with content for MN K12 schools and educators. Thanks to Joe Flannigan at Ewald for figuring this out! The cost to maintain this google suite for non-profits is $12/year because we

needed to purchase the domain only (Google Suites for non-profits is free). We are now working on creating access for non-Board members to this site. Higher Education Initiatives: Mentor Program An e-announcement went out to open the mentor program for Mentors/Mentees.

Student & Young Professionals Conference Mentor Program

At the core of our Mn GIS/LIS mission is developing GIS professionals in Minnesota. What better way to contribute your knowledge and connections with a new GIS professional than to connect at the Bemidji conference! We need GIS professionals to meet with students and early-career professionals on Thursday at the conference to network, answer questions, and navigate the conference.

Mentees can be current students and 2016 graduates (or later) of GIS-related programs. Mentors and mentees will be matched based on expertise/interest areas and times available at the conference. The time commitment at the conference can be small and flexible! For more information and details, please e-mail us at conference@mngislis.org with the subject line “Mentor Program”.

If you are ready to sign up, please fill out one of these google forms. Our future Mn GIS Professionals thank you! If you can help out as a mentor: https://goo.gl/forms/0fgJqiu9Wgbp7fH23 If you are a student or new professional: https://goo.gl/forms/JDwGaKw0slfxQpCc2

Scholarship Competition Final requests have been made to students to get information – waiting on 2. Scholarship schedule will be finalized by Aug 21. Judges are needed and a request has been sent to previous judges. Higher Education Activity Grants An e-announcement went out to announce Higher Education Activity grants

NEW! Higher Education Activity Grants! Are you looking for financial support for your education-related GIS/LIS activity? The MN GIS/LIS Education Committee can provide limited funding for printing and mailing costs, meeting room rental fees, food services, speaker fees, advertising, and conference support for education-related activities in Minnesota. Activities funded must meet the mission of the MN GIS/LIS Consortium and have a clear and justifiable connection to GIS education. Two separate awards are funded: the Annual Higher Education Grant, awarded annually to support events planned in advance (totaling $1,500), and the Higher Education Quick Grant, awarded on a rolling basis to support activities with short notice (totaling $500). While all are encouraged to apply, those who have not received funding by the Education Committee or the Events and Activity Grant will be given priority. All awards are provided up to a maximum of $500. Requests for the Annual Higher Education Grant must be made by September 20th and will be announced on or before the fall conference. Requests for the Higher Education Quick Grant will be accepted on a rolling basis, with approval typically within 1-3 weeks, beginning in November. See the Education Grant Application Form: https://goo.gl/forms/CQxOwpCVje5vABVL2 For more information, please contact Stacey Stark.

The MN GIS/LIS Consortium Board contracted with Ewald to provide some options for a minor change to the current organization logo. Below are the 4 options that Ewald has provided and the current logo.

Please review these options for discussion at the June Board meeting.

MN GIS/LIS Logo Options

Option A Option B

Option C Option D

Current Logo After discussion with the board we asked Nicki at Ewald to adjust the logos giving these results.

At the same time, the board asked us to reach out to Geoff Mass and see what he had in mind. Geoff did a great job, providing us with a number of ideas. Below are two examples that came quickly to the top. You can see the other options in the attached sheet.

In discussion with Nicki at Ewald on what they we were looking for when they said a fresh and cleaner look for the logo. I asked Geoff to create another option that combined the two logos above.

At this point we need some feedback on logos, do we stay with the logos generated from Ewald, or do we look at ones created by Geoff. Especially one of the three displayed above.

Kitty, Dan, Tami

Dan, Mike

Jared, Mike

MN GIS/LIS Consortium Website Report May 2017 – Traffic Highlights

• Announcements sent on May 2,8,11,15,25 • Conference page updates • Spring Workshops May 17

•

June 2017 – Traffic Highlights

• Announcements sent on June 8, 23 • Conference pages updates • Board Members updates

•

July 2017 – Traffic Highlights

• Announcements sent on July 11, 21 • Updated Conference page and related pages, Hotels, keynotes, poster abstracts, etc..