**Board of Directors**

**Interim Agenda**

Jack Kane

Deputy Administrator

Business Standards Division -- Montana Department of Labor and Industry

Reference

Key Number

### INTRODUCTION

The Board will hold its quarterly Board of Directors meeting on Friday
and Saturday, January 9 ‑ 10, 2009, and continue that meeting during
work periods throughout the remainder of the Interim Meetings. Except
when posted, all meetings are open to the membership. The Board of
Directors and NTEP Committee will hold open hearings at the Interim
Meeting and members will be invited to engage in dialogue with the Board
on issues the Board and NTEP Committee have on their agenda. The Board
of Directors is currently working on the following issues: the
feasibility of marketplace surveys, membership services, web hosting,
website and newsletter improvements, NCWM efficiency and effectiveness
as an organization, and strategic planning. In addition to these items,
the Board Agenda contains two appendices that cover the Activities of
the International Organization of Legal Metrology (OIML) and Regional
Legal Metrology Organizations (Appendix A) and the Interim Agenda of the
Associate Membership (AMC) (Appendix B).

**Table A**

**Table of Contents**

**Subject Page**

[INTRODUCTION 1](#introduction)

[1. NCWM Automatic Temperature Compensation Steering Committee
2](#ncwm-automatic-temperature-compensation-steering-committee)

[2. Marketplace Surveys Update 2](#marketplace-surveys-update)

[3. Membership and Meeting Attendance
2](#membership-and-meeting-attendance)

[4. NCWM Newsletter and Website 2](#ncwm-newsletter-and-website)

[5. Hosting Regional Websites 3](#hosting-regional-websites)

[6. Meetings Update 3](#meetings-update)

[7. Participation in International Standard Setting
3](#participation-in-international-standard-setting)

[8. Efficiency and Effectiveness 3](#efficiency-and-effectiveness)

[9. Bylaws Amendment: Article IX, Section 4 -- Ad Hoc Committees,
Subcommittees, Taskforces, and Study Groups
3](#bylaws-amendment-article-ix-section-4-ad-hoc-committees-subcommittees-task-forces-and-study-groups)

[10. Strategic Planning 4](#strategic-planning)

**Table B**

**Appendices**

**Appendix Title Page**

[A Report on the Activities of the International Organization of Legal
Metrology (OIML) and Regional Legal Metrology Organizations
A1](../06-BOD-AppA-OIML-09-Pub15-FINAL.doc)

[B Associate Membership Committee (AMC) Interim Agenda
B1](../06-BOD-AppB-AMC-09-Pub15-FINAL.doc)

**Details of all Items**

**(In order by Reference Key Number)**

### NCWM Automatic Temperature Compensation Steering Committee

The ATC Steering Committee was formed in 2007 to assist NCWM in forming
a consensus on issues before the Specifications and Tolerances Committee
and the Laws and Regulations Committee. The Board receives quarterly
activity reports from the Chair of the ATC Steering Committee. In
addition, they review future Steering Committee activities and related
NCWM work on this issue.

To date, the Steering Committee has forwarded numerous recommendations
to the standing committees to assist them in the development of their
respective agenda items. The Board of Directors has chosen to continue
the support of this committee through the 2009 NCWM Annual Meeting and
will reassess the need for ongoing activity at that time.

[]{.mark}

### Marketplace Surveys Update

The Board will review the feasibility and value of marketplace surveys
as it sets the direction for conducting any further surveys in the
future.

[]{.mark}

### Membership and Meeting Attendance

The Board is considering ways to add value to NCWM membership. One
proposal being considered is allowing "Members Only" access to the
searchable NTEP database. Non-members would still be able to download
PDF listings of certificate holders, certificate numbers, and models
covered, but they would not be able to enter the Certificates of
Conformance database to view the certificates.

[]{.mark}

  -------------- -------------- -------------- -------------- -------------- -------------- --------------
  **NCWM                                                                                    
  Membership                                                                                
  Report**                                                                                  

  []{.mark}      **10/30/08**   **10/29/07**   **10/01/06**   **10/18/05**   **10/01/04**   **10/01/03**

  Associate      **(157) 742**  **(161) 771**  \(156\) 736    \(124\) 751    713            712

  Foreign Assc   **(14) 44**    **(8) 50**     \(18\) 44      \(8\) 43       41             29

  Federal Gov't  **(0) 10**     **(1) 9**      \(5\) 9        \(3\) 13       12             17

  NIST           **(1) 13**     **(2) 14**     \(1\) 14       11             11             18

  State Gov't    **(201) 603**  **(207) 684**  \(224\) 620    \(113\) 765    637            613

  Local Gov't    **(65) 499**   **(67) 537**   \(76\) 512     \(82\) 434     417            450

  Int'l Gov't    **(2) 23**     **(10) 22**    \(7\) 28       \(13\) 21      20             15

  Retired        **(7) 214**    **220**        227            \(5\) 220      222            229

  []{.mark}                                                                                 

  **Total**      **(447) 2148** **(456) 2307** \(487\) 2190   \(348\) 2258   2097           2083

  (Memberships                                                                              
  not renewed as                                                                            
  of date at top                                                                            
  of column)                                                                                
  -------------- -------------- -------------- -------------- -------------- -------------- --------------

[]{.mark}

### NCWM Newsletter and Website

In the recent past, Steven Grabski agreed to serve as Subcommittee Chair
for the newsletter and website. The Committee was charged with
continuing to improve and monitor the content of the newsletter and
website. Now that the new NCWM staff is in place, NCWM has the in‑house
expertise to make some improvements and enhancements to the site. Some
of these enhancements have already taken place. Comments and suggestions
for improvements should be directed to NCWM Headquarters at
(402) 434‑4880 or via e‑mail at <info@ncwm.net>.

NCWM will be adding information to the "Members Only" portion of the
website including NCWM policies, and approved minutes of the Board of
Directors meetings.

### Hosting Regional Websites

Several regional association websites are hosted through the NCWM
website. In the past, regional associations have paid NCWM for updates
to these websites on an hourly rate. This has caused the regional
associations to economize by only requesting updates to information
posted on their sites once or twice per year. The Board of Directors is
considering a new plan for hosting that would require a reasonable flat
rate annual fee to NCWM for hosting and updating regional websites. The
purpose would be to keep the service affordable for the regions and
promote keeping the information on the regional sites up to date.

[]{.mark}

### Meetings Update

> *Interim Meetings*
>
> January 11 ‑ 14, 2009 Hilton Daytona Beach Hotel, Daytona Beach,
> Florida
>
> January 24 ‑ 27, 2010 Hilton Nashville Downtown, Nashville, Tennessee
>
> January 23 ‑ 26, 2011 The Fairmont Dallas, Dallas, Texas
>
> *Annual Meetings*
>
> July 12 ‑ 16, 2009 Marriott Plaza Hotel, San Antonio, Texas
>
> July 11 ‑ 15, 2010 Crowne Plaza St. Paul Hotel, St. Paul, Minnesota

The 2011 Annual Meeting will be held in the Western Region. The WWMA
Board of Directors will make recommendations to NCWM for potential sites
for this meeting.

[]{.mark}

### Participation in International Standard Setting

Chuck Ehrlich and other NIST Weights and Measures Division (WMD) staff
will brief the NCWM Board and NCWM members on key activities of OIML and
regional legal metrology organizations (see Appendix A).

[]{.mark}

### Efficiency and Effectiveness

The Board is examining cost efficiency measures to control meeting and
administrative costs. We welcome member feedback on this topic and any
ideas to increase the effectiveness of the Conference.

**NCWM Staff:**  The recent transition in NCWM management has provided
an opportunity for significant cost savings to NCWM. However, this
transition must not sacrifice service to the NCWM stakeholders or our
mission. It is the hope of the Board of Directors that, in fact, the
cost savings will enable NCWM to enhance its level of service and
effectiveness.

**Meetings:**  The Board is implementing a plan whereby members may
volunteer for meeting staffing. This will reduce meeting staffing costs
and possibly provide local officials, who may not otherwise be able to
attend, the opportunity to participate. Staffing needs will be assessed
on an on-going basis to ensure successful events for our members.

**Travel Policy:**  The NCWM Travel Policy applies to any person
traveling at NCWM expense. The policy will be amended to clarify that
meals occurring before departure on the first day of travel and after
return on the last day of travel do not qualify for reimbursement.

[]{.mark}

### Bylaws Amendment: Article IX, Section 4 -- Ad Hoc Committees, Subcommittees, Task Forces, and Study Groups

[]{.mark}

Proposal: Amend Article IX, Section 4 as follows:

> Ad hoc committees, subcommittees, task forces, and study groups are
> appointed by the Corporation Chairman from the active, advisory,
> **~~or~~** associate membership, **[or NCWM staff]{.underline}** in
> any combination, as the need arises or the Corporation requests. All
> committees are subject to an annual review by the Board.

Discussion: The Board recognizes that full-time staff dedicated to NCWM
could provide beneficial support and participation in the activities of
special work groups. Currently, the bylaws may not provide the
flexibility for this use of NCWM staff in this manner.

### Strategic Planning

Now that the management transition to NCWM employees is complete, the
Board of Directors is reassessing its short-term and long-term goals.
The Board will use this opportunity to review and update its Strategic
Plan to ensure the organization is moving forward and in the right
direction.

Jack Kane, Montana, NCWM Chairman

Randy Jennings, Tennessee, Chairman-Elect

Judy Cardin, Wisconsin, NTEP Chairman

Will Wotthlie, Maryland, Treasurer

Charles Carroll, Massachusetts, Northeastern Regional Representative

Steven Malone, Nebraska, Central Regional Representative

Stephen Benjamin, North Carolina, Southern Regional Representative

Steven Grabski, Nevada, Western Regional Representative

Stephen Langford, Cardinal Scale, At-Large

Tim Tyson, Kansas, At-Large

Robert Murnane, Seraphine Test Measure, Associate Membership

Don Onwiler, NCWM Executive Director

Carol Hockert, Chief, Weights and Measures Division, Executive Secretary

**Board of Directors**