EXECUTIVE COMMITTEE REPORT
CAPPA 3rd Vice-President 2011-2012
October 1, 2012
CAPPA Executive Committee:
Planning for CAPPA 2016 in Little Rock is underway! We are excited to bring the CAPPA conference back to Arkansas capital
city and look forward to making 2016 as memorable as CAPPAs last visit in 2005. Major tasks including selecting the
conference hotel and the exhibit hall space are complete. Bill Svoboda completed a planning visit recently where we
confirmed the selection of our meeting spaces, conducted follow up meetings with the convention center, reviewed golf
tournament locations, tour options and off-site dining. We anticipate 2 additional planning visits with Bill prior to the
conference.
Our selected theme is: Energize Your People and Your Utility Plants! When you select a Director of Energy Management as
the conference chair, you’re likely to end up with energy as a major part of your theme. The UALR campus tour will not only
highlight leading academic programs such as construction management and our centers for integrative nanotechnology and
emerging analytics but also highlight facility tours and case study performance from the first year of our $30M energy
conservation project on schedule for completion in July 2015. The project includes a 10 MW power generation facility,
expansion of district heating and cooling systems, addition of heat pump chiller heaters and a major upgrade and integration
of building automation systems.
One of my goals in planning CAPPA 2016 is to document the process with additional detail and confirm any issues that should
be implemented a CAPPA policy when planning the event. The history appears to show very little involvement from the XC,
and that may be the best practice, but I am concerned that a lack of policy and planning standards will hinder Angela and her
planning efforts when working with MAPPA for 2017. In support of this effort I request thought and discussion of the
following questions during the XC meeting.
1. Clarify if XC and committee meeting expenses are part of the Annual Conference profit and loss analysis. It they are
not part of the conference analysis, what items are considered XC and committee meeting expenses?
a. XC
2. Determine if it’s necessary to establish a multi-year CAPPA vision for offering APPA training sessions at the Annual
and Tech Conference (e.g. we alternate Toolkit and CEFP certification every year at annual, we offer leadership at
Tech every year)
a. XC input is requested on what should be offered in 2016.
b. How do we account for these non-conference expenses?
c. Are these costs included in the conference P&L analysis?
d. Are we correctly capturing all costs associated with APPA training and conference attendance that should be
billed to APPA?
e. What is APPA’s track record of payment for expenses?
3. Determine a standard method for setting conference budget and reconciling actual expenses to improve future
budgets.
a. Is spouse registration fee adequate to cover cost of provided tours and food?
I have adopted the 2012 and 2013 planning outline for the event that identifies critical points and dates, and have created
similar subcommittees:
Budget – Please see attached Excel file for additional details. At this point we have identified the majority of our major
expenses and with input from the XC begin focusing on the revenue side of the balance sheet. The current balance sheet
remains with a negative balance of ($9,165). I will review expense and revenue assumptions as requested during and/or
after the meeting.
Conference Hotel and Exhibit Space – The Little Rock Marriott will be the conference hotel and the location for all meetings
and meals. Room rate will be $119 for single occupancy guest rooms. We contracted to 446 room nights with registration at
our rate closing on 15 Sep (3 weeks prior to conference).
Conference Food and Beverage – Expenses for food and beverage will return to levels experienced in Dallas and Galveston
($70 for a gallon of coffee) and we are contracted to a $30,000 minimum spend. We have locked in a maximum food cost
increase of 5% as part of our contract. Most food will be provided Marriott including meals in the Convention Center Exhibit
Space. We are currently reviewing food cost with the Clinton Museum for the Monday night dinner.
Steering Committee – composed of University of Arkansas at Little Rock Facilities Management senior leadership. These staff
members support and lead subcommittee activities, and ensure the execution of CAPPA 2016 meets constituent content and
budget expectations.
Programs Committee – As mentioned above our theme will be Energizing Your People and Energy Plants. Andrijana Vukovich
will lead our educational session planning. So start thinking about what you’d like to present and what you’d like to hear.
We’ll be seeking your input. As is tradition, a strong effort will be made not to compete or conflict with the CAPPA
Technology conference programs. We have not established a timeline to finalize the program but will have that timeline
established and in process by the 2015 Annual Meeting in Manhattan. Our intention is to present 3 simultaneous breakout
sessions for each period Monday and Tuesday (24 total sessions).
APPA Training – We intend to offer Supervisors Toolkit and are considering a Certification and/or Leadership Academy course
as well. XC input
Registration and Administrative Committee – Sandra Vail and Oliver Brown will lead these efforts. We intend to schedule an
online introduction of CVent for UALR staff later this spring.
Finance Committee – I have enlisted the assistance of our Department Business Manager, Shakarie Murphy to lead this area.
Shakarie is a Certified Fraud Examiner and will certainly keep me on my toes. Shakarie will make a quick visit while we are
here in San Antonio to meet Tim and Sue Anna and discuss how we will implement proper accounting and banking
procedures. Past conferences have done all banking with local accounts and seed funding ($10,000 per history) from CAPPA.
With the use of CVent for registration and advances in internet/mobile banking, we may wish to approach this differently.
Business Partners Committee – Dave Millay has graciously agreed to lead this committee on top of his other CAPPA
commitments. We intend to develop out business partner target list this spring and begin making contact with entities. The
planning cycles for many of our business partners have extended thus we need to make contact, get firm commitments or at
minimum, get our name in front of them early in their 2016 budget planning.
Technology and A/V – This subcommittee will be led by Shanna Morris.
Spouse/Guest Tours Committee – This subcommittee will be led by Marian Jones. We are currently looking at tours including
the Clinton Library, Heifer International, Hot Springs National Park, and the Central High School National Historic Site. We
wish the Crystal Bridges Museum of Art was closer but a visit would involve approximately 6 ½ hours for the round trip
before any time was spent in the museum.
Golf Tournament – Vince Rogers will lead this subcommittee. We have selected Greystone Country Club for the event and
will provide breakfast and a catfish lunch. The course is located in Cabot, about 15 miles outside Little Rock, and is situated
among some of the many hills and valleys that pepper Central Arkansas. The terrain provides a challenging mix of holes with
elevation changes as well as flatter holes along the valley floor.
We are fortunate to have several committee staff that are familiar with the annual conference but will review sending
additional staff to CAPPA 2015 with the express focus of learning best practices from the Manhattan team and participating
in the lessons learned session on Wed after the business meeting.
Following 2012 and 2013 planning lead, a quarterly report is planned for CAPPA Executive Committee (Feb 2015, May 2015,
August 2015, October 2015).
Ian Hadden
University of Arkansas at Little Rock
2015 CAPPA 2nd Vice President