President, Tom Swanson, started the meeting by introducing the officers in attendance and special guests.

Jonathan Kiser, provided details on the attendance and money collected from the meeting, including:

80 people paid (or mailed in money) for registration @$65 = $5,200
-Including: 11 preregistrations - $715
27 registrations being sent via regular mail - $1,755
42 registrations collected at the meeting - $2,730
14 people paid 2009 dues (making total members paid for 2009 – 98 people)
21 people paid 2010 dues
$35 collected for scholarship fund from people registering for conference
$100 donation by John Vaughn toward entertainment costs
Total revenue generated by meeting, registration, dues and scholarship donations:$6,210

District Rep - Bob Mabry – provided information regarding the upcoming District
meeting in Virginia in April. Bob said that it was his pleasure to serve the district as
representative. Bob encouraged people to attend the Virginia meeting.

Bob Mabry and Jonathan Kiser gave an update on the student surveys being conducted by
the Southern District, as requested by Dyan Damron, District coordinator for student
chapters of ITE. Bob and Jonathan have arranged meetings with the student chapters at
MSU and Ole Miss.

The meeting at MSU was held on Thursday, October 1, 2009. Both
Bob and Jonathan attended the student chapter meeting and gave presentations to the
group, and provided pizza and refreshments following the presentations. The meeting at
Ole Miss is scheduled for Tuesday, October 20, 2009. Brad Engles is arranging to get the
reference materials sent to the student chapters, in preparation for Traffic Bowl
competition at the February meeting in Hattiesburg, MS.

Gabby Tassin and Lauren Picou are going to meet with the LSU transportation class, asthey do not currently have an ITE student chapter.

There are four students attending the Business meeting that are from MSU. The students
were asked to stand and give a brief introduction of themselves and their background. Each did.

Newsletter: Nicole Stewart announced that she is trying to get advertisements for the newsletter. Please let her know if you are interested in advertising in the newsletter.

National policy and legislation: Bob Mabry, no updates

Old business: New website www.deepsouthite.org getting more information on it

New business:

Scholarship issues were discussed in detail. There are no clear written procedures in place for utilizing the funds that are collected under the premise of “Scholarship Funds,” while that are not necessarily being spent in that capacity. The funds are being used to pay expenses for travel for students and other related expenses for students.

The ITE Section started paying for traffic bowl expenses to encourage participation by schools. The money has gone to a separate account and is not an area that is covered by any specific rules guiding how we would spend the money. The money historically has included travel expenses of $500 to local meetings and $1,000 for longer travel, applied from the District to go to meetings.

Forming a committe to address the issue was recommended, however, a Scholarship committee already exists. Mark Bailey said the auction says the money is for scholarship fund and should be used as such. Doug Robert said that we could use the money for the students for any method the organization chooses, and we (Deep South ITE) agreed to do that. Slade Exley inquired (and was confirmed) that the membership dues include a $5 surcharge for scholarship fund that goes to national.

Doug Robert inquired as to how the Temple scholarship works and how the funds are distributed. Someone else inquired as to who is on the scholarship committee? Answer: Doug Robert, Bob Canfield, Bob Mabry and Susan Treadway are on the committee.

Doug Robert discussed the Alabama meetings and their success on scholarship funds and meetings.

Motion by Steve Strength to supplement bylaws and generate a document to help guide collection and disbursement of revenue for scholarship funds

Doug Robert recommended that we add 3 volunteers to assist the scholarship committee Slade Exley and Jonathan Kiser were nominated to assist the scholarship committee in addressing the issues related to spending funds collected for scholarships.

Travis Smith mentioned that there is a board meeting upcoming in December, to discuss the SDITE April, 2011 Lafayette meeting. There is a contract with the hotel for rooms.

General discussed was held addressing the need to not sign contracts guaranteeing rooms to be paid if unused by our group.

Tony Tramel, presented his detailed procedure and process for tasks for organizing the Lafayette meeting, to help organize and move forward on the committees.

Spouses at the Lafayette meeting are being included in the meeting itinerary.

It is important for the committee chairs to attend the meeting in Virginia and the board meeting in Lafayette.

Upcoming Deep South ITE meeting in Hattiesburg, MS on February 25th and 26th at the MDOT District 6 office on US Highway 49. The meeting will include a Traffic Bowl, so the reference materials need to be sent to all the schools. The discussion regarding the Traffic Bowl identified that classes may interfere with attendance of students.

Tony Tramel asked if we are providing travel money and accommodations for students? Tom Swanson said yes. We have paid for hotels at Natchez. Bob Mabry pointed out that we have to have a Traffic Bowl at the Hattiesburg meeting to select a group of students to send to Virginia to the District meeting.

Marie Walsh asked that Steve Strength discuss the LTAP participation in our meeting for the roadway departure workshop. It was the largest attendance of any of her workshops and the largest attendance of Deep South ITE meetings. She is willing to use her resources to help promote our events.

Tony Tramel said that it helps to have the additional meeting with PDH’s for attendees.

Doug Robert talked about having meetings on a University campus, or at LTRC when in Baton Rogue.

Mississippi T2 attended the Starkville, MS meeting in February and did a presentation to the group. The people in attendance from T2 stated that they would like to partner with Deep South ITE in the future at meetings, to help increase attendance. Someone else mentioned that the Mississippi Engineering Society (MES) was also interested in partnering at meetings.