Meeting Minutes A1F07 Committee Meeting on Sunday, June 29, 2003 Portsmouth, New Hampshire       Attendees:  Brent Anderson, James Barta, Jr., Jon Berry, Melvin Burda, Carol Diggelman, Steve Eget, Federico Fernandez, Kim Fisher, Kevin Gardner, Jason Harrington, Connie Hill, Arpad Horvath, Carol LaRegina, Tom Lewis, Russell Libera, Yusuf Mehta, Paul O’Connor, Gilpin Robinson, Ajay Singh, Greg Smith, Balbir Sood, Scott Springer, Robert Tatman, Kenneth Thornton   Introduction:  Scott Springer provided a meeting agenda and objectives .  Taylor Eighmy provided the “Welcome to Portsmouth” and Brief Overview of key meeting logistics and events.   TRB Staff Report – Kim Fisher   Kim provided an overview of the TRB reorganization, including the technical section reorganization to get a broader representation at the Division A table.  This will not have a huge impact on the environmental committee.  The reorganization will be final after the 2004 Annual Meeting.   The 2004 Annual Meeting preliminary plans have been sent out.  October 1, 2003 is the drop dead deadline for session information.  If information is not received by then there will be no session.  This includes all moderator, speaker, and presentation information.    Research opportunities exist through NCHRP and TCRP.  She discussed the quick response projects through NCHRP, which did not get a lot of proposals.  These are projects of $100,000 or less.  Kim is on the committee and can offer help with project statements and can advocate for us.  She was not sure of the deadlines.  There are also opportunities to serve on a research panel committee.  For example, NCHRP Project 20-25 is looking for 10 committee members.    Chairman Report – Scott Springer   Scott discussed the name change and scope summary.  He had previously forwarded the scope and proposed name to all the A1F00 committee chairs, as directed by Tom Weck, to build consensus. Minor comments were received which would not impact the proposed name or summary.  Kim Fisher indicated that these changes would not advance any further until the TRB reorganization is finished.  Section Chairs will be looking at the scopes for all the committees to see if there is overlapping coverage.  This activity should help A1F07 get more support.    Scott discussed the “Structure and Function of the A1F07 Committee” (see attached).  There are now four formal subcommittees under A1F07 with Kevin Gardner leading the Research Subcommittee, Tom Lewis leading the Communications Subcommittee, and Jon Berry leading the Publications and Presentation Subcommittee.  All committee members (and friends) are asked to become an active member of one of the subcommittees.    Secretary Report – Carol LaRegina   Carol reported that there are currently 22 A1F07 members and over 50 friends.  Five members rotated off the committee.  The current committee breakdown includes consultants (9), state transportation agencies (3), transit agencies (2),  federal transportation agencies (2), university/research organizations (4), railroad (1), and private attorney (1).  The committee needs to get the Friends more actively involved.  There are a few friends with very active involvement (such as Taylor Eighmy).  The committee is also looking for international and junior members.  We have one potential junior member and one potential international member at this point.   Paper and Presentations Subcommittee Report – Jon Berry   New process for requesting papers for presentation   The intent of this process is to identify a point of contact (POC) for each DOT and each major or other consultant that will, or may, work with our Committee. We would then work with that POC to generate at least one paper per year that could be considered for presentation at the annual or summer meeting. The papers prepared could be a formal presentation or a poster session.  This would be based on the author’s desires, Committee desires, and/or space available at the meeting.   All papers submitted (that are of presentation quality) will be published – at least on the Committee Web page.  Many preparers are associated with an organization that has a “publish or perish” mind set; there are also organizations that cherish having an employee that has a published paper on their resume that they can use within appropriate proposals.   Peer review of Summer Workshop papers   The intent is to establish a list of people (Committee members and Friends) willing to participate in peer review of papers submitted.  Yes, this means ALL papers. Those volunteering (selected and arm twisted) to participate will usually have a reasonably short time period to perform their review and provide comments.  This should be done within a short time frame, to allow the author to address any issue or recommendation while the paper is still fresh in their mind.   Papers that have not received a peer review will not normally be slated for presentation.  Papers for the Summer Workshop should approach the quality we look for at the Annual meeting.  In fact, within a few years, the papers for the Annual meeting will probably have been reviewed and possibly presented at the preceding Summer Workshop.  This should help the authors, the Committee and the TRB to easily meet the very short time frames currently in place for the Annual meeting.   Calls for papers   The intent is to establish a formal calendar for submittal and review of papers submitted that would enhance quality papers. The first call for Summer Workshop papers will be sent via e-mail to the Committee roster, the Friends roster and the POC’s established.  The Call will be placed on the A1F07 Web site and, hopefully, the TRB Web site.   Suggested schedule:   All papers must be submitted electronically.   1st Call  -  October 1 2d Call  -  November 1 Abstract due  -  December 1 Abstract review  -  December 2 thru 15 Response to authors  -  December 20th Papers due  -  February 1 Paper review  -  February 2 thru 28th Response to authors – March 1 thru 15th Additional review, if necessary, during May Final paper selection June 1st (for Summer presentation)     Publication of papers (presentation and poster)   The intent is to have all papers presented or shown in a poster session to be published, at least on the A1F07 Web site.  With forward planning, a floppy disc or CD can be prepared prior to the actual meeting so that an electronic copy of all papers can be provided to all Committee and Friend members, the POC’s and those who attend the Workshop.  Additionally, the same will be done for the Annual meeting should there be papers that somehow do not get included on the TRB CD, but only for those Session(s) sponsored by A1F07.   Planning for future Summer Workshops venues   2004               New York City.  Hosted by the New York City Transit,  Ajay Singh.  Need to determine the dates and location.   2005               Originally Portland, Oregon, but the POC is no longer with the City of Portland.  We need an alternate.  Greg Smith had volunteered NC last year.  We may want to take Greg up on his offer.   2006               Need someone to volunteer.   We also need to consider joining another Committee or two for Summer Workshops.  We need to identify Committees that somewhat mesh with what our Committee is all about and then coordinate with their Workshop coordinator to join them for the meeting.  We should also consider inviting other Committees to join us, rather than asking to join them; this would allow everyone to share the workload.     2004 Annual Meeting preparations   Since we are early in our preparation of getting papers in a “pipeline” for presentation, it is not clear how many papers we may receive for presentation. Jon would like a commitment for papers for the Annual meeting.  We may be too late for any papers to be considered for publication by TRB (August 1st is the deadline), but we can put together one paper session and one poster session.  Eight papers would allow us to request 2 presentation sessions.  One presentation will be from WRS.      2004 Summer Workshop preparations   Ajay Singh reported that NYCT has just started planning for the 2004 Summer Workshop.  The focal point will be sustainability and technology.  The NYCT office will be the location of the conference (2 Broadway).  There are four MTA facilities  that could be part of a tour relating to green building, as well as 4 Times Square which is the largest green building in the US.  They are also looking at greening 2 Broadway.  Dates have not been set but will probably be similar to this summer’s meeting being held from Sunday through Tuesday.      2005 Annual Meeting preparations   This should come together nicely if our new process for paper calls and reviews works as expected.  We should be able to host two paper sessions and a poster session each year.  This forward planning should also allow us to co-host sessions with other Committees through early coordination.     Call for subcommittee members   Obviously there will be a lot of efforts required to make this system work.  Help is needed.   Several people are needed to be the primary contacts with the DOTs and with Committee supporters.  Probably should divide the country into regions (same as AASHTO? EPA? FHWA Svc Centers? Suggestions?)   Paper reviewers are also needed.     Communications Subcommittee Report – Tom Lewis   Tom provided a list of subcommittee goals and call for subcommittee members.  Main goals are:  to have more regular, streamlined communications; to become “paperless”; increase the pipeline of contacts, and continue improving the committee website.  Tom would like to review all things that will be added to the web board and website.    ·        Updates from past-related work: ·        Skills Matrix – needs updated; ·        Newsletter – was hard to get articles submitted; ·        Web Site Development and Maintenance – currently being sponsored by Dewberry-Goodkind; ·        Critical DOT Needs Assessments (Research Committee Survey and TRB Research Needs Statements)  ·        Identification of Key DOT Contacts ·        Identification of Target TRB Committees for Liaison – should be setup by the 2004 Summer Meeting,   There was an open discussion on approach and ideas for: ·        Development of List Server ·        Newsletter (possibly replace with “E-Update”) ·        Web site and web board ·        Integration with Calls for Papers/Presentations ·        Other Technology Transfer (Liaison, BMPs, etc.)   Tom asked for suggestions on how to track some of these issues.    Scott Springer thanked Ileana Ivanciu and Kris Brown for their work on the website and webboard.    Research Subcommittee Report – Kevin Gardner     An update on the research needs conference and outcome was provided.   Kevin discussed the following:   ·        Prioritization of research statements - how can we do this?  How do we develop strategy to fund research statements? ·        Identification, reporting on research of interest to the committee. ·        Funding source identification and tracking - how should this be accomplished?   Kevin asked for  interested subcommittee members to get in touch with him.  Connie Hill volunteered to be a member of this subcommittee.   Structure And Function Of The A1F07 Committee   q       Committee Secretary: Carol LaRegina.  Serves as primary assistant to Chair.  Responsible for membership, committee history, lead role in triennial reviews, support of Committee direction and strategy, leadership in the absence of the Chair.   q       Steering Subcommittee: Chair TBD.  Membership on this subcommittee is comprised of the committee chair, secretary and all subcommittee chairs.  Function of this subcommittee focuses on committee direction/strategy, annual work plan development, coordination with inter-committee liaisons, and alignment of all functions, activities, roles to be consistent with Committee strategy and short-term objectives.   q       Communications Subcommittee:  Chair: Tom Lewis.  Membership: TBD.  This subcommittee is responsible for both internal (intra-Committee) and external (extra-Committee) communications.  The purview of this subcommittee is fairly broad and includes at minimum the following: §         Committee Web Site Creation and Maintenance §         Liaison with other TRB Committees §         Technical Transfer §         Assisting Papers and Presentations Subcommittee in advertising call for papers, etc. §         Assisting other subcommittees in communicating timely, relevant information to stakeholders of A1F07   q       Research Subcommittee:  Chair: Kevin Gardner.  Membership: TBD.  Build upon the functions currently being performed under the Research Subcommittee and ensure alignment of the Committee’s technical direction and research needs.  This subcommittee will also work closely with the Steering Subcommittee to ensure that its focus is consistent with A1F07’s charter as approved by TRB.  Functions performed by this group includes: §         Lead role in supporting future Research Needs conferences. §         Perform outreach to FHWA and state-DOTs to identify research needs through assignment to Committee members and friends. §         Identify and report on TRB research of interest to the Committee §         Identify and report on non-TRB research of interest to the Committee (e.g., EPA) §         Understand and track potential funding sources for research needs identified by the Committee §         Serve as the umbrella subcommittee for work groups concentrating on mode-specific (e.g., rail) or topic-specific (e.g., use of recycled materials) interests.   q       Publications and Presentations Subcommittee:  Chair: Jon Berry.  Membership TBD.  The primary function of this subcommittee is to fill and maintain a pipeline of papers and presentations that can be tapped for both Annual Meetings and Summer Workshops.  This group will strive to plan 12-18 months in advance for fulfilling the publications and presentations goals of the Committee.  The group will also leverage our new liaison capability to identify and solicit papers and presentations.  Ultimate goal is to have A1F07 as a “preferred” sponsoring committee by TRB authors and presenters.

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