Conference Of Minority Transportation Officials

COMTO Chapter Development Manual

A Guide to Successful Chapter Operations

COMTO…Moving the Nation

1875 I Street NW – Suite 500 Washington, DC 20006 Phone – (202) 857-8064 http://www.comto.org/

Dear COMTO Members,

We are excited to introduce you to the first COMTO Chapter Development Manual: A Guide to Successful Chapter Operations.

This manual provides you with a comprehensive tool that provides all of the information necessary to develop and maintain a successful chapter. We encourage you to place this document at your fingertips as a timely reference for matters pertaining to COMTO.

Strengthening the position of minorities in the transportation industry through training, education and professional development remains at the forefront of our national agenda. Hopefully, this manual will better equip your local chapter to grow and develop, and continue its pursuit of COMTO’s national agenda.

This is a living document and will be revised and amended as procedures and protocols are changed so that we can continue to provide your chapter with continual support.

Warm regards,

Linda Jacobs Washington Interim President & CEO

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Contents

Introduction ............................................................................................................................................................. 1

Vision ................................................................................................................................................................... 2 Mission ................................................................................................................................................................. 2 Strategic Plan Goals ........................................................................................................................................... 2 History…………………………………………….………………………………………………. 3

Membership ............................................................................................................................................................. 4

Individuals ........................................................................................................................................................... 4 Disadvantaged Business Enterprises ............................................................................................................... 4 Transportation Agencies ................................................................................................................................... 4 Corporate ...................................................................................................... Error! Bookmark not defined. Non-Profit Organizations and Associations .................................................................................................. 5 Academic Institutions ........................................................................................................................................ 4

How To Establish And Operate A Successful COMTO Chapter ............................................................................... 6

Internal Chapter structure ................................................................................................................................. 6 Relationship between National Office and the Chapter ............................................................................... 7 Sanctions Against Local Chapters .................................................................................................................... 8

Establishing A Chapter .............................................................................................................................................. 9

Who is Eligible .................................................................................................................................................... 9 Initial Organization ............................................................................................................................................ 9 Chapter Boundaries .......................................................................................................................................... 10 By-laws ............................................................................................................................................................... 10 Letter of Application........................................................................................................................................ 10 Formal Recognition ......................................................................................................................................... 10 Contracts and Debts ........................................................................................................................................ 10 Chapter Liabilities ........................................................................................ Error! Bookmark not defined.

Operating A Chapter ................................................................................................................................................ 12

Meetings ............................................................................................................................................................. 12 Member Growth and Retention ..................................................................................................................... 13 Committees ....................................................................................................................................................... 14

Academic Advisory Council .................................................................. Error! Bookmark not defined. Advanced Technology Committee ....................................................... Error! Bookmark not defined. By-laws Committee ...................................................................................................................................... 14 Corporate Advisory Council ...................................................................................................................... 14 Small and Disadvantaged Business Enterprise Advisory Council ... Error! Bookmark not defined. Fundraising Committee .............................................................................................................................. 15 Industry Awards Committee ...................................................................................................................... 15 International Initiative Committee ....................................................... Error! Bookmark not defined. Legislative Advisory Council ...................................................................................................................... 15 Membership Committee ............................................................................................................................. 15 Multimodal Advisory Council ............................................................... Error! Bookmark not defined. Nominating Committee .............................................................................................................................. 15

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Program Planning Committee ................................................................................................................... 15 Scholarship Committee ............................................................................................................................... 15 Transportation Board Members Advisory Council ........................... Error! Bookmark not defined. Workforce Development Advisory Council ....................................... Error! Bookmark not defined. Youth Symposium Committee .................................................................................................................. 15

Communications .............................................................................................................................................. 16 National and Chapter Newsletter Guidelines .............................................................................................. 16 National and Chapter Website Guidelines ................................................................................................... 16 COMTO Logo .................................................................................................................................................. 17 Chapter Finances .............................................................................................................................................. 17 Membership Dues ............................................................................................................................................ 17 Chapter Reimbursement.................................................................................................................................. 18 Chapter Financial Reporting and Fundraising ............................................................................................. 18 Employer Identification Number .................................................................................................................. 19 Tax-exempt Status ............................................................................................................................................ 20

Annual COMTO Events ......................................................................................................................................... 21

Board of Directors Meeting ............................................................................................................................ 21 President’s Council Meeting ........................................................................................................................... 21 Garrett A. Morgan Shadow Day Program .................................................................................................... 21 National Meeting & Training Conference .................................................................................................... 21 COMTO/Congressional Black Caucus Transportation Braintrust .......................................................... 21 COMTO Week ................................................................................................................................................. 21

National Programs .................................................................................................................................................... 22

WageWorks .................................................................................................. Error! Bookmark not defined. Transit Cooperative Research Program (TCRP) Ambassadors ................................................................ 22

National Strategic Alliances ...................................................................................................................................... 23

Airport Minority Advisory Council (AMAC) ............................................................................................... 23 American Public Transportation Association (APTA) ............................................................................... 23 Conference of Minority Public Administrators (COMPA) ........................................................................ 23 Congressional Black Caucus (CBC) ............................................................................................................... 23 National Forum for Black Public Administrators (NFBPA) ..................................................................... 23 Women’s Transportation Seminar (WTS) .................................................................................................... 24 Career Builder Partnership ......................................................................... Error! Bookmark not defined.

Training, Education & Professional Development Opportunities ................................................................................ 25

Amalgamated Transit Union........................................................................................................................... 25 COMTO’s Inside Track for Youth (CITY) Program ................................................................................. 25 Garrett A. Morgan Shadow Day Program .................................................................................................... 25 National Scholarship Fund ............................................................................................................................. 25 National Transit Institute ................................................................................................................................ 26 Youth Symposium ............................................................................................................................................ 26

Legislative Activities .................................................................................................................................................. 27

COMTO Position Paper on Reauthorization of TEA-21.......................................................................... 27 Testimony before Congressional Black Caucus on Reauthorization of TEA-21 ................................... 38

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Current Activities – COMTO Next Generation ....................................................................................................... 43

Peer Assessment from American Society of Association Executives (ASAE) ....................................... 43

National Meeting & Training Conference ................................................................................................................. 44

National Office Staff ................................................................................................................................................. 45

I. ............................................................................ Sample Bid Requirements and Intent to Bid Application ............................................................................................................................................................................. 46 II. ................................................................................................................................ Sample National By-laws ............................................................................................................................................................................. 50 III. ........................................................................................................................ Sample Letter of Application ............................................................................................................................................................................. 51 IV. ...................................................................................................... Sample Resolution to Approve Chapter ............................................................................................................................................................................. 53 V. .................................................................................................................. Sample Membership Applications ............................................................................................................................................................................. 54 VI. .......................................................................................................................... Sample Membership Matrix ............................................................................................................................................................................. 55 VII. ............................................................................................................ Sample Quarterly Financial Report ............................................................................................................................................................................. 56 VIII. ........................................ Sample Transit Cooperative Research Program Ambassador Nomination ............................................................................................................................................................................. 72 IX. .................................................................................................................... Sample COMTO Week Toolkit ............................................................................................................................................................................. 73 X....................................................................................... Sample Garrett A. Morgan Shadow Day Program ............................................................................................................................................................................. 74 XI. ................................................................................................................... Sample Scholarship Application ............................................................................................................................................................................. 75 XII. ........................................................................................................ Sample Industry Awards Application ............................................................................................................................................................................. 76 XIII. ................................................. Template for Best Practices for Membership Growth and Retention ........................................................................................................................ Error! Bookmark not defined.

XVI ……………………………………………………..Core Competencies for Chapter Presidents ………………………………………………………………….…………………………………..148

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Introduction

In ideology, the Conference Of Minority Transportation Officials (COMTO) has not changed radically since its inception. In methodology, however, we have made drastic changes in the past few years in an effort to keep up with the ever-changing needs of our membership and the business approach necessary to remain an effective voice within the transportation industry. This manual is an attempt to present to new and established chapters operating guidelines that will bring a new continuity to COMTO nationwide. The manual will also serve in the following ways:

To give a brief history of COMTO;

To stimulate chapters to get off to a good start with a clear understanding of what COMTO is all about;

To serve as a valuable aid in assisting chapters in planning and evaluating their local program;

To aid in the formation of local chapters;

To present suggested activities and methodologies for accomplishing chapter goals;

To help overall standardization of basic organizational functions;

To encourage value-added professional activities and programs at the local chapter level; and

To perpetuate the goals and objectives of COMTO.

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COMTO Vision

To see the diverse faces of America equally reflected in all levels of the transportation industry.

COMTO Mission

To ensure a level playing field and maximum participation in the transportation industry for minority individuals, businesses and communities of color through advocacy, information sharing, training, education and professional development.

Strategic Plan Goals

1. Historically Underused Businesses (HUBs/DBEs): Become a Key Resource Center

2. Chapter Growth and Development

3. Membership Growth and Retention

4. Professional Development and Training

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History Founded in 1971 on the campus of Howard University in Washington, D.C., the Conference Of Minority Transportation Officials (COMTO) was created to provide a forum for senior level minority professionals in the transportation industry. It was an occasion to act, born of the need to address the inequities of a rapidly expanding industry within which its minority workers, upon whose shoulders the industry was built, were not allowed the same access to employment, promotion and contract opportunities. It was recognized by its founders from the beginning that COMTO was positioning itself for a long and arduous but rewarding history. The founders, leaders and dedicated workers whose original vision formed the foundation of COMTO would be proud of where we stand today. With 39 chapters and over 2000 members encompassing individual, organizational, transportation agencies, non-profits and Historically Underutilized Businesses (HUBs) their efforts have ensured that members of COMTO now serve in every sector of the transportation industry. From highways and roads to mass transit systems, subways to rail systems and port authorities to airports, COMTO members represent every level of the transportation industry. Our members are reflected in the faces of those who now serve as presidents and chief executive officers who determine the future and the direction of major transportation systems and thousands of employees - to the mechanics and operators who ensure the safe passage of millions of transportation riders everyday. Since its inception, COMTO has continued to evolve to become the premier organization for the training, education and professional development of minority transportation professionals. From the advancement of Historically Underutilized Businesses (HUBs), legislative initiatives, scholarship and program opportunities our scope is varied and far reaching. We have chronicled numerous successes and victories. But the true measure of how far we have come is revealed by the talent, tenacity and accomplishments of our members who have joined forces to correct the inequities of the past and chart the direction of the future.

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Membership The privilege of membership in COMTO is designed to be valued and shared by people from all ethnic and professional levels who enjoy a common vocation. We are all committed, professionally and personally, to the advancement of high-quality opportunities and service delivery within the transportation industry.

Individuals

Individual membership includes any person who is: 1) an employee or a policy board member of a public agency (transit agencies, airports, State DOTs, port authorities, rail companies, Metropolitan Planning Organizations, and Federal agencies); 2) an employee of a business engaged in the transportation industry; and/or 3) or an employee of a business engaged in the supply of transportation goods and services.

Public Agencies

Public agencies membership includes those entities (transit agencies, airports, State DOTs, port authorities, rail companies, Metropolitan Planning Organizations, and Federal agencies) operating any form of organized transportation systems within the boundaries of the United States or its territories and possessions, or the Commonwealth of Puerto Rico, Canada or Mexico. Public agencies include all modes of transportation and multimodal organizations.

Private Sector

Private sector businesses membership includes all private sector firms with the exception of Historically Underutilized Businesses that: 1) supply goods and services to the transportation industry; 2) provide professional consultation services; and/or 3) engage in the construction of transportation facilities; 4) provide professional management services.

Historically Underutilized Businesses (HUBs)

Historically Underutilized Businesses (HUBs) membership includes Disadvantaged Business Enterprises (DBEs), Airport Concession DBEs (ACDBE), Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Veteran Business Enterprises (VBEs), and Disabled Veterans Business Enterprises (DVBEs) that: 1) supply goods and services to the transportation industry; 2) provide professional consultations services; 3) engage in the construction of transportation facilities; and/or 4) provide professional management services. Dues for this group are reduced to assist small businesses who are certified as any of the categories listed in the first sentence. Gross sales or billings must be $250,000 or less. If higher, the regular "Private Business” dues schedule prevails.

Academic Institutions

Academic institutions membership includes colleges, universities, and vocational schools.

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Students

Student membership includes any person who is currently a full-time high school, graduate or undergraduate student with a major or a minor program of study in transportation, planning or a related field.

Non-Profit Organizations and Associations

Non-profit organizations membership includes 501c3’s, 501c4s and 501c6’s and Metropolitan Planning Organizations.

Elected Officials Elected officials membership includes any elected official who supports the goals and objectives of COMTO.

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How To Establish And Operate A Successful COMTO Chapter Internal Chapter structure

Election of Chapter officers shall be elected by the voting membership. A voting member is any individual, public agency, emerging business, elected official or academic community member in good standing. The chapter officers shall compose the executive committee. All officers shall be members in good standing in the chapter, herein defined as being current with respect to payment of dues and the attendance requirements. The following officers shall be elected by the voting membership:

1. Chapter President shall:

a. Conduct the business of the chapter in accordance with the chapter bylaws and serves as chairperson of the executive committee,

b. Preside at all chapter meetings, c. Communicate and interpret all National policies, procedures and directives, d. Serve as a link between the local membership and the National Office on matters

affecting policy, e. Appoint committees and committee chairpersons as needed for chapter operation,

taking into consideration the recommendations of the executive committee, f. Serve as an ex-officio member of all committees that are established within the chapter, g. Serve as the chief spokesperson for the chapter and keeps the executive committee

advised on statements relating to such matters for their information, h. Represent the chapter among chapter’s members, the general public, and other

professional organizations, i. Maintain contact with the general membership of the chapter, and j. Receive, disseminate and respond to, as appropriate, memoranda from COMTO

National.

2. Chapter Vice President shall:

a. Assume the duties of the President and serve as the presiding officer whenever the president is absent or unable to fulfill the duties of office,

b. Serve as the Vice President of the chapter for legal purposes, c. Serve as the acting President of the chapter for the unexpired portion of the President’s

term in the event of a vacancy in the presidency, d. Perform specific assignments delegated by the President, and e. Prepare for the office of President.

3. Chapter Secretary shall:

a. Record and keep a written account of all chapter meetings and publishing and distribute copies of all meeting minutes to the chapter membership prior to or at the next chapter meeting,

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b. Maintain close contact with the National Office and supply whatever reports and records may be required, including an annual report of chapter activities,

c. Assist the President of the chapter in developing meeting agendas, d. Notify each chapter member of meetings at least two weeks in advance of the meeting

(meeting notice should be complete in detail as to time, place, and purpose of the meeting) and other material or informational matter approved by the chapter president,

e. Maintain an official book of minutes of all chapter meetings which can be passed along to future secretaries,

f. Serve as the chapter’s official correspondent and in this capacity handles all written communication with the National Office, and at other times as may be direct by the President (a file of such correspondence should be established for future reference and passed along to future secretaries),

g. Prepare informational articles regarding recent chapter activities for inclusion in the COMTO National newsletter,

h. Maintain accurate and up-to-date membership records and forwards names and addresses of new chapter members to the National Office, and

i. Keep the National Office advised of name/address changes of the officers.

4. Chapter Treasurer shall:

a. Be responsible for the maintenance and administration of all chapter finances and keeping permanent accounts of the chapter funds,

b. Be one of two signatures necessary on all of the chapter checks, c. Collect and deposit membership dues and other income in a commercial bank account

at a local bank, d. Maintain accurate records for such deposits in order to be ready at any time to present a

report of the chapter’s financial status, e. Prepare financial reports and provide copies for auditing, f. Prepare an annual financial report for submission to the National Office with the

chapter’s annual report, g. Assist in the development of a reasonable budget for the chapter and monitor

expenditures throughout the year, h. Pay all chapter expenditures as approved by the President and keep accurate records of

these disbursements, and i. Arrange for the annual audit of chapter financial operations.

Chapters are responsible for holding their elections prior to National elections.

Relationship between National Office and the Chapter

COMTO National serves as the governing body and oversees and executes the policies and procedures as established by the Board of Directors, Executive Committee and in accordance with the strategic plan and National By-laws. COMTO chapters are subgroups of the National organization and must subscribe to and operate in accordance with the National By-laws and Articles of Incorporation of COMTO.

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Local chapters, effective January 31, 2006, must subscribe to and operate in accordance with an Agreement of Good Standing, which contains terms, conditions, policies and procedures established by the Board of Directors.

Sanctions Against Local Chapters

Any repeated or sustained violation by local chapter of any article or section of the National By-laws may subject such local chapter to expulsion from COMTO at the discretion of the Board of Directors. Please refer to the National By-laws for further details regarding sanctions against local chapters.

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Establishing A Chapter Who is Eligible

COMTO has the following five classes of membership:

1. Individual Member: Any person who is an employee or a policy board member of a transportation agency (federal, state/territorial or local); or an employee of a business engaged in the transportation industry or the supply of transportation goods and services; or an elected official who supports the goals and objectives outlined in the National By-laws. An individual member must be current in his or her dues to hold an active member status.

2. Organizational Member: Any transportation authority, agency, institution, vendor or

corporation who supports the goals and objectives outlined in the National By-laws. The terms of organizational membership and the extent of organizational membership privileges shall be determined by the Board of Directors of COMTO. An organizational member must be current in his or her dues to hold an active member status.

3. Emeritus Member: Any former individual or organizational members who distinguish

themselves in the area of transportation and maintain an active role or interest in COMTO. The Board of Directors shall establish standards and criteria for determining emeritus membership.

4. Student Member: Any person who is currently a full-time high school, graduate or

undergraduate student with a major or a minor program of study in a transportation, planning or related field.

5. Associate Member: Any person or organization that subscribes to and supports the mission of

COMTO. The terms and conditions of associate membership shall be determined by the Board of Directors.

The Board of Directors may add additional membership categories as it deems desirable or necessary, and may do so at its sole discretion.

Initial Organization

1. Request information from the National office on the purpose, vision, and programs of COMTO.

2. Discuss benefits of starting a chapter with an existing chapter. 3. Host an informal gathering of co-workers and friends to introduce them to COMTO and the

possibilities of forming a local chapter. Select several people to lead a discussion and brainstorm about local issues that are of interest. It may be necessary to hold several of these informational meetings to acquaint people with COMTO and to make them feel comfortable about starting a local chapter.

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4. Be sure to include all modes of transportation and professionals from all levels (managerial, secretarial, maintenance, and etc).

5. If another chapter is within driving distance, invite the chapter’s president to attend one of the

meetings to give testimony of their chapter’s accomplishments and activities.

6. At least 10 individuals, including at least one organizational member (i.e. a representative of a transportation authority, agency, institution, vendor or corporation), are necessary to form a chapter.

Chapter Boundaries

Prospecting chapters must delineate the geographic area to be served by the chapter. It is more desirable to organize a chapter which represents a specific geographic area such as a single city, metropolitan area, or county rather than an area embracing a substantially larger area although chapters may be organized statewide if that is the only feasible way. COMTO encourages the establishment of agency-wide chapters within large transportation agencies or organizations. COMTO also encourages existing local chapters to work with students at local colleges and universities to establish student chapters.

By-laws

Prospecting chapters must develop local chapter by-laws that are in accordance with and do not contradict COMTO’s National By-laws.

Letter of Application

Prospecting chapters must submit a letter of application to COMTO National outlining their intent to establish a chapter. Please refer to the sample letter of application in appendix item III.

Formal Recognition

COMTO’s Board of Directors will review and approve the prospecting chapter’s letter of application and by-laws. The Board of Directors will charter the chapter by issuing a resolution to approve the chapter signed by the National Chair and President/CEO of COMTO. Please refer to the sample resolution in appendix item IV.

Contracts and Debts

Local chapters do not have any authority to enter into contracts or establish debts that make COMTO National liable. All contracts must be reviewed by COMTO National prior to signing and include the following verbiage:

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Payment Terms: COMTO will make payments to the Contractor as outlined so long as the

Contractor is providing the services set forth in the contract. Unless indicated otherwise,

COMTO exercises a net 30 payment policy.

Cancellation: COMTO may terminate the use of the Contractor's services at any time

without cause and without further obligation to Contractor except for payment due for

services prior to date of such termination.

Governing Law: This Agreement and all questions relating to its validity, interpretation,

performance and enforcement (including, without limitation, provisions concerning

limitations of actions), shall be governed by and construed in accordance with the laws of

the District of Columbia, notwithstanding any conflict-of-laws doctrines of such state or

other jurisdiction to the contrary, and without the aid of any canon, custom or rule of law

requiring construction against the draftsman.

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Operating A Chapter COMTO National requests that all chapters publish a list of activities for the year and submit the list to the National Office prior to the start of the new fiscal year. COMTO National expects that chapters should have at least 10 business meetings and/or chapter events during the fiscal year. COMTO National welcomes invitations from local chapters to participate in local chapter events. However, in an effort to ensure appropriate budgeting, COMTO National request that local chapters identify these events for the following year and notify COMTO National prior to the budgeting process in November.

Meetings

Following are suggested best practices for conducting chapter meetings. All chapter meetings of COMTO membership shall be at the call of the chapter president, or at the call of a majority of the members of the chapter’s executive committee, if any, and may be held at a place designated by the chapter president.

1. Limit all meetings to a specific time frame. Anything longer than 90 minutes is too long. A recommended time is 45-60 minutes, particularly if you are meeting at a transportation agency during the lunch hour.

2. Make your meetings accessible and make sure that the meetings are in facilities that meet

minimum ADA requirements (wheelchair ramp or elevators to upper floors). Do not hold meetings in remote locations or at hard to manage times.

3. Only meet if there is something to offer to your membership. Do not hold meetings just for the

sake of having meetings. If you have a well-planned program you will have something to offer every month.

4. Establish a regular meeting day and time (i.e. the second Tuesday of each month). This will help

your membership and any interested parties know when meetings are scheduled.

5. The chapter president and other members of the executive committee should establish an agenda prior to each meeting.

6. Meeting agendas should always include the following:

a. Call to Order b. Guest Presenter (if there is one) c. Adoption of the Meeting Agenda d. Approval of the Minutes from the Last Meeting e. Treasurer’s Report

i. Chapter Correspondence (any letters, etc. that have come to the chapter) ii. Committee Reports (only those that have something to actually report)

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iii. Old Business (any unfinished or tabled business from previous meetings) iv. New Business (new items being brought to the agenda for the first time) v. Announcements vi. Adjournment

7. If there is a speaker or special guest who is going to make remarks during a chapter meeting,

put that item at the top of the agenda. This allows them to make their presentation and leave if they choose, rather than sit through the entire business meeting first.

8. Make printed copies of your meeting minutes available to your membership.

9. Meeting notices should be distributed to members at least one week prior to the meeting date.

An effective tool in some chapters has been to publish a list of dates at the beginning of the year and send reminder emails on a monthly basis along with the information for that month.

10. Always have a sign-in sheet or book at your meetings. This allows you to keep an accurate

record of attendance. “We’ve been missing you” notices can be sent to members with poor attendance to remind them about meetings.

11. Another effective way of handling business and guest speakers is to alternate them. For

example, if your chapter meets every two weeks, you can schedule a business meeting one week and speaker/trainer for the next week.

12. The executive committee should meet separately from the general membership to discuss

chapter business and prepare recommendations for the general membership on voting matters.

Member Growth and Retention

1. Local chapters should establish a membership committee as one of the chapters standing committees. The committee’s focus should be to recruit new members and to support renewing members.

2. The membership committee, in consultation with the chapter executive committee, should set

an annual goal for recruitment.

3. Identify potential members for recruitment. Chapter members should include senior management in the transportation industry, board members, elected officials, academicians, representatives from the business community involved in transportation-related businesses, students enrolled in transportation-related disciplines and representatives of transportation organizations in your area.

4. All potential members should have some personal contact with the local chapter. Invite them to

a meeting or activity, host an orientation session for recruits or have someone from the local membership committee or a executive committee representative visit with the potential member to tell them about COMTO and the benefits of membership.

5. If a member transfers from one chapter to another, notification should be sent to National to

ensure the member’s information is changed in the database.

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6. Membership drives should be held annually with incentives for new members and for those

who generate the most new memberships. Keep in mind that recruitment is not limited to once a year. Recruitment should be an ongoing process.

7. The key to good recruitment is follow-up. Do not give people brochures and membership

applications and forget about them. This is an opportunity for you to share the benefits and values of COMTO.

8. Sample Membership Drive Plan:

a. Set recruitment goal b. Identify target market c. Develop contact list of potential members d. Send introductory letter, brochure and application and ask if they are interested in

further details 9. Chapters are encouraged to share their best practices with the National office and other

chapters. A template for best practices for membership growth and retention is included in appendix item XIII. The template should be used as a tool to help chapters share their best practices and help COMTO move forward in the area of membership growth and retention.

Committees

Chapter committees should model the National committee structure. Following is a list and description of the National committees.

By-laws Ad Hoc Committee

The By-laws Ad Hoc Committee is responsible for the maintenance of the National By-laws. If you are interested in serving on this committee, please send your bio of no more than 100 words to By-laws@comto.org.

Corporate Advisory Council

The Corporate Advisory Council is responsible for generating industry support for COMTO in carrying out its mission and programs as well as to increase corporate memberships in COMTO. If you are interested in serving on this committee, please send your bio of no more than 100 words to corporate@comto.org.

HUB Subcommittee

The Historically Underutilized Business (HUB) Subcommittee is responsible for increasing the number and caliber of HUB members of COMTO and advising the Board of Directors on the identification of, and prospective action plan regarding issues important to Small and Disadvantaged Business Enterprises. If you are interested in serving on this committee, please send your bio of no more than 100 words to dbe@comto.org.

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Fundraising Committee

The Fundraising Committee is responsible for the National Fundraising effort. If you are interested in serving on this committee, please send your bio of no more than 100 words to fundraising@comto.org.

Industry Awards Committee

The Industry Awards Committee is responsible for reviewing and evaluating applications for the Industry Awards & Recognition Program. If you are interested in serving on this committee, please send your bio of no more than 100 words to industryawards@comto.org.

Legislative Advisory Council

The Legislative Advisory Council is responsible for monitoring and reviewing legislative activity related to the transportation industry, soliciting the support of elected officials throughout the country for COMTO’s mission and programs, increasing the number and caliber of members in COMTO who are active in the political and legislative arenas, and serving as an advisory council to the Board of Directors. If you are interested in serving on this committee, please send your bio of no more than 100 words to legislative@comto.org.

Membership Committee

The Membership Committee is responsible for generating ideas as to the recruitment of members. Also responsible for the development of programs designed to attract additional members and the modification of existing membership eligibility criteria, subject to the review and approval of the Board of Directors. If you are interested in serving on this committee, please send your bio of no more than 100 words to Membership@comto.org.

Nominating Committee

The Nominating Committee is responsible for nominating a slate of candidates to serve a two-year term on the National Board of Directors and ensuring that the balloting process is properly executed. If you are interested in serving on this committee, please send your bio of no more than 100 words to nominating@comto.org.

Program Planning Committee

The Program Planning Committee is responsible for reviewing and evaluating abstracts/Call for Papers submitted for the National Meeting & Training Conference. If you are interested in serving on this committee, please send your bio of no more than 100 words to programplanning@comto.org.

National Scholars Committee

The National Scholars Committee is responsible for providing scholarship opportunities for high school and college graduates. The committee is also responsible for educating members on the scholarship application process, marketing and promoting scholarships via the COMTO website, local chapters/media, colleges/universities/high schools and word-of-mouth advertisement. If you are interested in serving on this committee, please send your bio of no more than 100 words to scholarship@comto.org.

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Communications

All chapter communications should be consistent with COMTO’s National message. Chapters should only use materials that meet COMTO graphic standards for recruitment and communication. This will help bring more consistency and professionalism to the local chapters and the organization as a whole. Printed outreach materials (brochures, annual reports, and miscellaneous printed materials) can be obtained from the National Office. COMTO National may provide materials at a nominal fee to cover the cost of printing and overhead. Please take into consideration that COMTO National wants to provide all the materials to membership, but there is a cost associated with the production and distribution of these materials. Chapters shall forward a copy of all newsletters, releases, publications and written programs to the National Office simultaneously with or in advance of release of the documents. Following are some suggested guidelines for chapter communications.

1. Always publicize COMTO meetings and activities. Do not limit publicity to your chapter.

2. Keep a current list of contacts and guidelines for the following:

a. COMTO publications b. Company publications c. Local newspaper (weekly, daily, minority marketed, etc.) d. Cable television bulletin boards e. Community access channels f. Municipal access channels g. Radio public affairs programs

3. When working with the media to advertise an event, understand that advertising and promoting

can be very expensive. However, promoting community service events is usually free.

National and Chapter Newsletter Guidelines

COMTO National encourages members to submit articles relating to national initiatives for the National newsletter. Submitted articles will be published at the discretion of the President/CEO. Chapters should develop newsletters as an outreach mechanism for its members and to provide updates of news and events related to COMTO National initiatives. Chapters should ensure that the content of the newsletter is consistent with the COMTO National message.

National and Chapter Website Guidelines

Content of chapter websites should be consistent with the information provided on the COMTO National website. Content on the chapter website should be consistent with the COMTO National message.

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COMTO Logo

Chapters shall use COMTO’s logo on their stationary for national identification purposes. Chapters must contact COMTO National before altering the COMTO Logo in any way.

Chapter Finances

1. Chapters shall maintain open disclosure regarding all chapter finances.

2. Chapters shall be responsible for maintaining its own financial records and bookkeeping, and for preparing for its annual audit. Chapters must reconcile accounts and submit said reconciliations to the National Office at least thirty (30) days prior to its annual audit.

3. Chapters shall be selected randomly each year for an audit by an auditor selected and contracted

by the National Office. The original of each chapter audit shall be sent to the National Office, and a copy retained by the chapter.

4. Chapters shall open a COMTO checking account requiring a minimum of two signatures for

any debits (checks, withdrawals, etc.). Chapters shall send COMTO the following information regarding their bank account: Branch name, address, account number, signers and any other account information. Note: Chapters will have no more than one checking or one savings account per chapter.

5. Chapters must file quarterly financial reports with the National office. Please refer to the sample

quarterly financial report in the website file library.

6. Effective January 1, 2006, all local chapters must have the same fiscal year as the National Office, January to December.

Membership Dues

1. The Board of Directors shall determine the annual national dues for each member or class of membership. The collection and processing of national and local dues shall be the responsibility of the COMTO National Office.

2. COMTO chapters may assess local dues in addition to national membership dues, with the

prior approval of the Board of Directors. Such local dues shall be subject to the same policies regarding payment schedule, accounting, failure to pay or pay timely, and other related policies as are applied to national dues.

3. COMTO national dues, and any assessed local dues, shall be payable upon application. All

initial dues shall be paid for one full year, and then prorated the following year to coincide with the annual deadline for payment as determined by the Board of Directors. Thereafter, dues shall be payable annually on or by said deadline date.

4. The local chapter shall adopt its own dues structure to ensure the timely payment of local and

national dues by each dues-paying chapter member and the chapter as a whole.

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5. If a local chapter shall fail or refuse to submit the national membership dues of any member of such local chapter to the National office within a period of fifteen (15) calendar days after date of receipt of the same, as determined by the postmark, the President/CEO may suspend such local chapter from COMTO by revoking such chapter’s charter. However, subject to the provisions of these Bylaws, the Board of Directors may, in its discretion and upon such terms as it deems proper, restore to good standing any local chapter suspended pursuant to this section.

Chapter Reimbursement

Chapters will receive checks quarterly from the National Office in the amount equal to 25% of the individual membership fees and 10% for any transportation organization, corporate and DBE membership fees collected that quarter for that particular chapter. No percentage is paid on any other level of membership. COMTO does not reimburse for student members. All applications and payments should be sent to: COMTO Membership, 12100 Sunset Hills Road – Suite 130, Reston, VA, 20190.

Chapter Financial Reporting and Fundraising

COMTO Guidelines for Chapter Financial Reporting and Local Fundraising Background The COMTO Board of Directors has a fiduciary responsibility to provide direction relating to the management of the business and affairs of COMTO. This responsibility includes ensuring that the financial affairs of the organization are properly managed. The President/Chief Executive Officer is responsible for administering the day-to-day operations of COMTO in accordance with policy set forth by the Board of Directors. The COMTO Chapters are responsible for timely submittals of quarterly financial reports to COMTO. The compilation of the annual activity is to be used by the auditors to complete the financial statements of COMTO that must include the financial information of all chapters. In addition, chapters on occasion engage in fundraising activities to further local programs. These fundraising activities could include soliciting funds from vendors, hosting scholarship dinners, and other fundraising events. There is a need for consistent policies and procedures to ensure that chapter finances are consistently accounted for and reported to the national office so that the national office can fulfill its obligation to have an audit completed and complete the required annual IRS information return, Form 990. There is a need to draft guidelines for chapter fundraising activities while allowing chapters to maintain some degree of autonomy and the liberty to function at the local level on a day-to-day basis. Moreover, these guidelines provide a mechanism to eliminate duplication of solicitation of individuals and/or corporate entities by the local chapters and National office.

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Guidelines 1. Chapters may engage in fundraising activities provided that all funds are used for legitimate chapter

activities and the chapters comply with the reporting requirements outlined in these guidelines. 2. When it is necessary to raise funds, chapters should solicit funds from local and regional firms that

are not national sponsors. Solicitation of COMTO corporate members and National sponsors is prohibited. This is done in an effort to coordinate solicitation of funds between the chapters and National office and to insure the integrity of operating revenues for National initiatives and programs.

3. Chapters must submit the required financial report with accompanying bank statements to the

national office quarterly. The year-to-date information on the December 31st report will be submitted to the auditors by the National Office.

4. Chapters must complete a questionnaire quarterly and submit to the national office. The

questionnaire is designed to inform the national office about chapter activities and advise the auditors and national office as to any activity that may generate unrelated business income and therefore impacts COMTO’s tax exempt status.

5. The schedule for chapter financial reporting will be given to chapters in January of each year. 6. Chapters will give written notification to the national office whenever donations are received in

excess of $1,000 from one individual or corporate entity. The $1,000 threshold is consistent with IRS regulations on unrelated business income. A separate schedule of donations received should be attached to the quarterly financial reports.

Compliance 1. Chapters will not receive their rebate of the local share of dues if the chapter has failed to comply

with these reporting requirements. 2. Failure to file the questionnaire or financial report for a complete calendar year will result in

forfeiture of all dues for the prior year. 3. Chapters who remain non-compliant will be referred to the Board of Directors, which may choose

to impose any additional sanctions up to, and including termination of a chapter’s charter. Note (August 2005): National By-laws (effective July 2005) outline in detail requirements for local chapters.

Employer Identification Number

Local chapters must operate using their own federal employer identification number (EIN).

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Tax-exempt Status

All chapters fall under COMTO National’s 501c3 status. If a chapter is filing locally in their state as a tax exempt organization, it should be filed with COMTO National’s current 501c3 status. That is to say, the chapter is filing as part of COMTO National, under COMTO National’s federal identification number. Under no circumstances should a chapter need to file as tax exempt locally; but rather, the chapter must file under COMTO National’s current 501c3 status. Once filed, you may present the letter to local retailers, vendors, hotels and others to receive a waiver on taxes. You may contact COMTO Administrative Offices for a Tax Exempt Letter. COMTO National must confirm to the IRS that the local chapters continue to meet the required criteria for their exemption, including reporting activities consistent with the overall goals and objects of the National organization, which allow COMTO to operate as a 501c3. Chapters are prohibited from conducting any activity that may jeopardize the COMTO National 501(c)(3) tax-exempt status. They must have strict adherence to COMTO’s By Laws and procedures or risk jeopardizing the legal and financial status of the organization, including the loss of COMTO’s 501c3. A chapter shall not file its own return with the IRS and must submit all financial statements to the National Office by February 15th of each year.

Insurance All chapters are part of COMTO National and as such the chapters and activities associated with the chapters are covered and insured through National.

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Annual COMTO Events Board of Directors’ Meeting

The COMTO Board of Directors manages and/or directs the business and affairs of COMTO according to the National By-laws. The Board of Directors meets monthly and the meeting may be held in conjunction with the COMTO National Meeting and Training Conference that is normally held in July. Please refer the National By-laws in appendix item II for further information on the responsibilities of the Board of Directors.

Presidents’ Council Meeting

The Council of Presidents is comprised of the current Presidents of each of COMTO’S local chapters. The Presidents’ Council Meeting is held monthly. Please refer to the National By-laws in appendix item II for further information on the responsibilities of the Council of Presidents.

Garrett A. Morgan Shadow Day Program

COMTO’s annual Garrett A. Morgan Shadow Day is a national event that provides students in grades kindergarten through 12 a close-up look at career opportunities in the transportation industry. The Garrett A. Morgan Shadow Day is held each February.

National Meeting & Training Conference

Every year COMTO hosts one of the largest gatherings of transportation industry representatives from the US transit, railroads, highways, and aviation sectors. The National Meeting and Training Conference is normally held in July of each year.

COMTO/Congressional Black Caucus Transportation Braintrust

For over 10 years, the CBC and COMTO have co-hosted the Transportation Braintrust at the Congressional Black Caucus Annual Meeting which is held each September in Washington, DC. Braintrusts are intensive working and brainstorming sessions which provide a venue for our members and others in the industry to share their ideas, express their concerns and offer solutions on transportation related issues.

COMTO Week

The concept was developed in 1999, following the passage of the Transportation Equity Act for the 21st Century (TEA-21) and is held annually in November. COMTO Week activities are largely characterized by seminars, outreach programs, membership recruitment programs, scholarship luncheons and receptions featuring community leaders. During COMTO Week the chapters educate potential and current members about membership benefits, as well as the foundation of COMTO. Chapter presidents, along with their support staff, provide participants with this information through legislative efforts and educational components. Please see the COMTO Week toolkit in appendix item IX.

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National Programs Transit Cooperative Research Program (TCRP) Ambassadors

The Transit Research Innovation Program (TRIP) was developed in 1998 as a joint effort between the American Public Transportation Association (APTA), the Conference Of Minority Transportation Officials (COMTO), The Federal Transit Administration (FTA), and the Transit Cooperative Research Program (TCRP). COMTO provides management services to TCRP Ambassadors. The Ambassadors participate in industry events and visit transportation providers in order to educate the industry on the wide variety of solution based research available to them through the TCRP program. The essential role of a TCRP Ambassador is that of liaison between TCRP, its member organization, the research community, and transportation properties. Please see sample TCRP Ambassador nomination form in appendix item VII.

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National Strategic Alliances COMTO has developed strategic alliances with the following organizations in an effort to move common transportation initiatives forward in the 21st century. COMTO has developed collaborative agreements with some of these organizations to allow COMTO better access to exchange information and resources with these organizations.

Airport Minority Advisory Council (AMAC)

AMAC is a national, non-profit, trade association dedicated to promoting the full participation of minority-owned, women-owned and disadvantaged business enterprises (M/W/DBE) in airport contracts and employment opportunities. AMAC has two primary goals: to eliminate the barriers to minority and women participation in the airport industry and to capitalize on the opportunities available in this multi-billion dollar industry.

American Public Transportation Association (APTA)

APTA is the national, nonprofit trade association, representing the public transit industry. APTA members include public transit systems carrying more than 95 percent of all transit riders in the United States. APTA members also include state and local departments of transportation and planning agencies, manufacturers and suppliers of transit equipment, consultants, contractors and universities. APTA serves and leads its diverse membership through advocacy, innovation, and information sharing to strengthen public transportation. COMTO has a collaborative agreement with APTA.

Conference of Minority Public Administrators (COMPA)

COMPA is a broad-based minority membership section of the American Society for Public Administration. COMPA is committed to excellence in public service and public administration in city, county, state, and federal government.

Congressional Black Caucus (CBC)

The Congressional Black Caucus was formed in 1969 when black members of the U.S. House of Representatives joined together to strengthen their efforts to address the legislative concerns of black and minority citizens. Those members believed that a black caucus in Congress, speaking with a single voice, would provide political influence and visibility far beyond their numbers. Today, members of the Congressional Black Caucus represent many of the largest and most populated urban centers in the country, together with some of the most expansive and rural congressional districts in the nation.

National Forum for Black Public Administrators (NFBPA)

The mission of the NFBPA is embodied in the organization's commitment to strengthen the position of Blacks within the field of public administration; to increase the number of Blacks appointed to executive positions in public service organizations; and, to groom and prepare younger, aspiring administrators for senior public management posts in the years ahead.

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Women’s Transportation Seminar (WTS)

The WTS mission is the success of women in transportation. WTS was created through the efforts of women involved in transportation in the Washington, DC, area who recognized that a mechanism was needed to enhance professional and personal advancement and to develop industry and government recognition of the increasing involvement of women in the field of transportation. WTS is an international organization of more than 3,400 transportation professionals - both women and men. Chapters have developed over the years, serving the local needs of WTS members in the U.S. and Canada. COMTO has a collaborative agreement with WTS.

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Training, Education & Professional Development Opportunities Amalgamated Transit Union

COMTO occasionally partners with ATU to provide training for bargaining unit employees. This training is normally held during COMTO’s annual National Meeting and Training Conference.

COMTO’s Career in Transportation for Youth (CITY) Program

COMTO’s Careers in Transportation for Youth (CITY) internship program seeks the best and brightest young, minority talent for internships in the public transportation industry during the summer. This internship program is funded by the Federal Transportation Administration’s (FTA) initiative to promote public transportation career opportunities among minority college students. This initiative orients students to the public transportation industry by providing internships and mentoring at transit agencies, private transit-related consulting firms, transportation service providers, manufacturers and suppliers. Parsons Brinckerhoff has partnered with COMTO to provide additional funding and internship opportunities. The internship program focuses on minority juniors and seniors that have an interest in public transportation or a transportation related career. Interns work full-time for 10 weeks during the summer.

Garrett A. Morgan Shadow Day Program

COMTO’s annual Garrett A. Morgan Shadow Day is a national event that provides students in grades kindergarten through 12 a close-up look at career opportunities in the transportation industry. The purpose of the program is to foster community awareness and afford youth an opportunity to gain valuable knowledge about different careers in the transportation industry. Rodney Slater, former secretary of the U.S. Department of Transportation, developed this program to ensure that the nation is equipped with a workforce that can embrace the unlimited opportunities of the 21st century. Please see sample Garrett A. Morgan Shadow Day Program in appendix item X.

National Scholarship Fund

The National Scholarship Committee administers the scholarship program. Six scholarships are awarded at the National meeting to deserving minority students in transportation-related disciplines to assist with educational advancement and employment opportunities. Please see sample scholarship application in appendix item XI.

1. Chapters are required to provide the Scholarship Committee a list of all organizations and individuals that have been contacted for contributions and/or matching funds to the scholarship fund in order to avoid duplicative effort.

2. All chapters are required to make annual contributions ($500 minimum) to the National

Scholarship Fund. Failure to do so may result in the chapter suspension.

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3. All questions/issues regarding the National Scholarship Fund should be channeled to the

National Scholarship Committee chairperson.

National Transit Institute

COMTO entered into a cooperative agreement with the National Transit Institute (NTI) at Rutgers University in 2003 to offer training and continuing education units at the COMTO annual meetings. NTI is considered the training arm of the Federal Transportation Administration (FTA) and provides continuing education programs to public transportation personnel nationally.

Youth Symposium

The Garret A. Morgan Pre-Conference Youth Symposium educates, exposes, and informs high school students to career opportunities in transportation and other transportation-related industries. The Youth Symposium kicks-off the COMTO National Meeting and Training Conference each year. Attendees have direct access to CEOs and other heads of properties, companies and organizations; learn vital information for career development and success planning and participate in a dynamic Think Tank.

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Legislative Activities COMTO Position Paper on Reauthorization of TEA-21

Position Paper for the

Reauthorization of the Transportation Equity Act for the 21st Century (TEA-21)

October 2002

1725 DeSales Street, NW, Suite 808 Washington, DC 20036

202-289-0567 202-289-1214 fax www.comto.org

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Testimony before Congressional Black Caucus on Reauthorization of TEA-21

Statement of Julie A. Cunningham

Executive Director/Chief Executive Officer Conference Of Minority Transportation Officials

Before Congressional Black Caucus March 11, 2004

Mr. Chairman and members of the Congressional Black Caucus, I am pleased to appear before you today to present the Conference Of Minority Transportation Officials position on the Reauthorization of the Transportation Equity Act for the 21st Century (TEA 21).

It is an honor for me to be here today to represent COMTO’s membership of over 2000 individuals in 33 cities across the United States, as well as the 75 organizations which include public agencies, private firms, non profit organizations and academic institutions doing business and/or involved in the transportation industry. COMTO was founded in January 1971 at Howard University in Washington, DC. The original concept of COMTO was to bring together senior minority officials in the transportation industry. Today, recognizing knowledge is power, we are focused on the training and professional development of our individual members through: I would also like to give special acknowledgment to both Chairman Cummings and Congresswoman Corrine Brown - friends of COMTO who continually provide legislative guidance to the COMTO Board of Directors. Congresswoman Brown is member of the COMTO National Board of Directors and serves in the capacity of Legislative Advisor.

I. Introduction

Over the past year, there has been extensive consideration afforded to the reauthorization of the TEA-21 - key legislation that guarantees federal funding for transit, highway and transportation projects and research.

Because of the legacy of inequity of employment and business for minorities within the transportation industry, COMTO’s mission of leading change and creating opportunities for its constituents is as relevant as ever. COMTO continues advocating:

the inclusion of the Disadvantaged Business Enterprise (DBE) program provision; diversity in Workforce Development; a strong position in the Environmental Justice arena; and

the assurance of diversity in the general transportation funding.

A. Disadvantaged Business Enterprises

As you know, the legislation for transportation funding has consistently included a provision for DBE participation. In 1983, Congress enacted the first disadvantaged business enterprise (DBE) statutory provision. This provision required the US DOT to ensure that at

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least 10% of the funds authorized for the highway and transit financial assistance programs be expended with DBEs. In 1987, Congress re-authorized and amended the statutory DBE program. In the transportation legislation of that year, Congress, among other changes, added women to the groups presumed to be disadvantaged. Since 1987 DOT has established a single DBE goal, encompassing both firms owned by women and minority group members. The Intermodal Surface Transportation Efficiency Act (ISTEA) of 1991 and the TEA-21 have both included language to encourage DBE participation on DOT funded contracts. TEA-21 Section 1101(b) states that:

except to the extent that the Secretary determines otherwise, not less than 10 percent of the amounts made available for any program under Title I (Federal-Aid Highways), Title III (Federal Transit Administration Programs) and Title V (Transportation Research) of this Act shall be expended with DBEs.

I had the opportunity to visit with Congressman Clyburn last year to discuss the current status of the DBE program. It was at that meeting that I received a greater understanding and appreciation for the battle that was fought to include the DBE Provision in the TEA-21 legislation. Its inclusion was the topic of very strong debates in both the U.S. House & U.S. Senate Both houses had amendments on the floor to either dismantle or neutralize the DBE Program. The amendment to dismantle the DBE program failed by a vote of 194-225. The final revision of the DBE provision accounted for many of the concerns addressed by Congressmen that opposed the DBE program. Most of the opponents of the DBE program in Congress claimed that the DBE Program was an unconstitutional, illegal and racist program compromised of set asides and quotas. Contrary to these comments, the DOT DBE Program has proven to be a constitutional and legal program compromised of flexible, aspirational goals. Since the enactment of TEA-21 in 1998, there have been some key events that have required certain changes to the DBE Program. Certainly most worthy of mention is Adarand v. Mineta (formerly Pena and Slater) (November 2001). This landmark case that began in the mid 1990’s finally ended when the US. Supreme Court concluded that the DBE program is constitutional as long as the strict scrutiny standard was achieved. There have been other federal cases as well, that have upheld the constitutionality of the DBE programs. .

COMTO Recommends that that the language of the present DBE provision remain at least the same as section 1101(b)(1). It is also suggested that this provision is applicable to all DOT funded contracts and projects associated with TEA-21. We also recommend funding for the maintenance of these required DBE programs to insure their success.

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B. Workforce Development

Today, minorities are still under-represented in the transportation industry. Within the public transportation industry (which is where most of the COMTO constituency is employed), minorities in senior level management positions continue to be low. While the level of operating employees—primarily drivers—is high, the level of senior management in the public transportation sector remains less than 10 percent. Of the 500 plus mid- to large-sized public transit agencies, less than 40 have minority President/CEOs. And while minorities are significantly under-represented in terms of jobs within the transportation industry, we are still a major customer segment. In the public transportation market, minorities constitute 55% of that industry’s ridership, according to statistics from the American Public Transit Association (APTA). Of the 55%, 31% are African-American; 18%, Hispanic; and six percent, Asian and Native American. Of the 8.7 billion unlinked public transit trips taken in 1998, 4.8 billion were taken by minorities. Using an average fare of $1.09 per trip, minorities paid $5.9 billion in transit fares. That is in addition to the federal, state and local taxes paid by minorities to fund public transportation services. COMTO believes that Workforce Development must be an explicit component of the planning requirements for statewide and metropolitan planning processes. COMTO also believes that the resulting regulations for the implementation of the reauthorization of TEA-21 should be explicit in funding programs for aggressive outreach to minorities to attract them to employment in the transportation industry.

COMTO recommends that Workforce Development language be added to TEA-21. The allocation of funds to identify, attract, recruit and retain minorities for employment in the transportation industry is essential to the viable nature of this initiative. Our commendation also calls for identification of and funding provision for specific programs to increase the number of professional minorities employed in the transportation industry.

C. Environmental Justice

Environmental justice is defined as the Fair treatment for persons who are or have been subjected, either intentionally or unintentionally, to disproportionately high and adverse human health or environmental effects or the denial of, reduction in or significant delays in the receipt of transportation benefits. Environmental justice community is any population who live in geographic proximity that is low-income, based on the US Department of Health and Human Services’ poverty levels or contains a minority, disabled, or elderly population percentage meaningfully greater than the minority, disabled, or elderly population percentage in the appropriate unit of geographic analysis. In some cases, may include geographically dispersed persons similarly affected.

Environmental Justice should be an essential element of the planning process at the statewide and metropolitan wide long-range stage as well as the project stage. It must encompass:

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identification of the locations where designated population groups reside and work;

analysis and evaluation of the burdens and benefits for the population as a whole as well as that of the designated populations; and

an inclusive public participation process for decision making. This should be done not because it is consistent with Executive Order 20688 or Executive Order 12898, but because Title VI of the Civil Rights Act requires it. Transportation is the tie that binds the nation together and it must be inclusive and further “do no harm” to anyone based on race or economic condition. Any proposed expenditure of federal transportation funds must consider the impacts on those who use the system and those who will be impacted by the plan or the proposed project.

At this time, Environmental Justice is not a part of or addressed in the current TEA-21. As Congress prepares to consider the reauthorization of the Transportation Equity Act for the 21st Century (TEA-21) and considers “streamlining” the project delivery mechanism for implementation agencies, COMTO wants to ensure that environmental justice not be jettison as “already being done as part of compliance with Title VI.” Failure to include Environmental Justice considerations in the analysis/evaluation stage and the public outreach stage could well result in the lengthening of the process due to legal challenges to the project or plan approval.

COMTO believes that Environmental Justice Analysis/Evaluation and public participation must be an explicit component of the planning requirements for statewide and metropolitan planning processes. We also believe that the resulting regulations for the implementation of the reauthorization of TEA-21 should be explicit in requiring demonstration of environmental justice analysis and outreach in the planning process by all recipients of federal transportation funds.

COMTO recommends that specific environmental justice language be added to TEA-21 during this reauthorization process. This recommendation also calls for required strict documentation of public involvement activities; definition and evaluation of alternatives; mitigation efforts; and final determination of full environmental impact statements for the analysis and study of environmental justice issues.

The allocation of funds to assist local organizations to study specific environmental justice issues when there is no presence of an Environmental Analysis Committee in project area is essential to the viable nature of this initiative.

II. Job Access/Reverse Commute

The inclusion of the Access to Jobs programs in the current legislation creates opportunities for transportation entities to assist those moving from welfare to work as well as other low income and disabled individuals. TEA-21 provides provisions for training the workforce of the future by allowing states to reserve highway-training positions specifically for welfare recipients. The accessibility components of TEA-21 presently provide some funding incentives to assist highway and transit systems in meeting ADA requirements.

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III. Closing

In closing, allow me to reflect back on 1955 when the Montgomery Boycott occurred. According to the bus company receipts, about 90 percent of the blacks who usually rode the buses joined the boycott and found other means of transportation. I often wonder today, as COMTO forces our place at the tables where the funds are being divided and the decisions are being made, whether or not another such occurrence would jar our nation to remembrance. Would that remind them of the economic impact of minorities on surface transportation? It’s very frustrating for me as Executive Director to observe the ease in which other organizations so easily are written into the transportation authorization – National Academy of Sciences, American Public Transportation Association, National Transit Institute, majority universities, etc. - while we still struggle to be heard and as we continue must crossing every “t” and dotting every “i” two and three times over to obtain funding to assist, recruit, educate and develop the very people who are responsible for the funding of this country’s transportation. Thank you again for your time this afternoon. It has been an honor to sit before you and present COMTO’s position.

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Current Activities – COMTO Next Generation

Peer Assessment from American Society of Association Executives (ASAE)

COMTO has become affiliated the American Society of Association Executives (ASAE). ASAE, known as the association of associations, is considered the advocate for the nonprofit sector. The society is dedicated to advancing the value of voluntary associations to society and supporting the professionalism of the individuals who lead them. ASAE has 25,000 individual members who manage leading trade, professional, and philanthropic associations. COMTO has participated in a benchmarking study that compares COMTO with association peers of comparable size. Chapters may request a copy of the eight-page study by contacting COMTO at 703-234-4072.

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National Meeting & Training Conference Every year COMTO hosts one of the largest gatherings of transportation industry representatives from the US transit, railroads, highways, and aviation sectors. The conference is an opportunity to be a part of one of the largest gatherings of transportation professionals from around the country, participate in a full range of workshops conducted by leading experts in the industry; experience the unique opportunity to network with hundreds of industry professionals, and to see the newest technologies as businesses, manufacturers and vendors showcase their latest products and services. Please see sample Bid Requirements and Intent to Bid application in appendix item I.

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National Office Staff COMTO National 1875 I Street, NW Suite 500 Washington, DC 20006 Linda Washington Interim President & CEO lwashington@comto.org Kelli Baxter Chief Operations Officer kbaxter@comto.org Giulia Ambrogi Program Manager gambrogi@drohanmgmt.com Administrative Office 12100 Sunset Hulls Rd., Suite 130 Reston, VA 20190 703-234-4072

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Appendix I. Sample Bid Requirements and Intent to Bid Application

Bid Requirements for the

COMTO National Meeting & Training Conference

A Chapter’s bid presentation for the National Meeting and Training Conference must include the following: 1. Written confirmation and buy-in from the following:

a. Agency head i.e.: General Manager/CEO and its Board of Directors or governing body. One should codify the financial commitment of the agency.

b. Politicians - Governor, Mayor, City Counsel, Chamber of Commerce, Legislators.

(Note: Buy–in from and invitations to these individuals will allow the agency latitude when all are stakeholders in the process.)

c. Transportation entities - Secretary of Transportation, Highway Roads and Bridges,

Local Transportation companies (Bus), Airport Director if applicable. The more transportation entities that are involved the more successful the conference. COMTO is more than just public transportation.

2. Designation of Agency staff person(s) that will be delegated to manage this

endeavor. This commitment comes from the Agency head/CEO and it’s crucial to a successful conference. (Please keep in mind that the conference cannot be successful with just part-time volunteers)

3. Specified Sponsorships: Sponsorships or in kind services are encouraged and

necessary. COMTO will need to know in advance of voting on a location and what these commitments will entail.

a. The first sponsorship commitment will need to be the Agency/CEO and Governing

Board. This will need to be in writing and will reflect the level of commitment the agency is willing to provide to the conference-whether it is in-kind or actual funds.

b. Sponsorship other than Sponsoring Agency: The more sponsors COMTO National can receive, and the more items that can be underwritten, the less burden of the Sponsoring agency and the more opportunity to support the National Fundraising effort.

c. Chapter Involvement: The host Chapter is responsible for coordinating with all of

the above entities and collaborating with the National Office to assist with the

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facilitation of the Conference. The Host Chapter should have a printed list of all potential sponsors that will be submitted to the National Offices; the local list shall be compared against the National list. A course of action will be determined when sponsors are on both lists-as to which entity will be responsible for approaching those sponsors. (Special Note: The host chapter should never be in competition with the National Office for sponsors. It reflects badly on the national office when a known National Fundraising Chairperson has been named and will be approaching sponsors only to learn that the local chapter has already talked with the sponsor. This type situation has the potential to diminish the level of sponsorship.

4. Signed Memorandum of Understanding: When a Chapter collaborates to host a

national conference a written list of the Host Chapter’s responsibilities will be detailed in the conference Memorandum of Understanding (MOU). This MOU shall be signed by both National and the Host Chapter and then submitted for approval to the Board of Directors/Program Planning Chair. a. Incentives: Incentives for the Host Chapter for performance above and beyond

stated objectives are clearly outlined in the MOU. Delineation of the split will be specifically defined in the MOU.

5. Other involvement/written support

a. University involvement is also encouraged to ask for their support. Host Chapter should seek to obtain support from local colleges/universities.

Media/press involvement is encouraged to begin early in the planning process. Host chapter should seek to obtain necessary marketing of the national meeting locally.

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Call for Bids

Conference Of Minority Transportation Officials National Meeting and Training Conferences

INTENT TO BID

Host Chapter:

Chapter President:

Year: ___20__ ____20__

Proposed City:

Name of Proposed Hotel (s) in order of preference: ADA Accessible? Yes/No 1. 2. 3.

Co-hosts (agencies, organizations): 1. 2. 3. 4. 5.

For Use By COMTO National Only:

Date Intent to Bid received: ____/____/____ Date Bid Requirements package and signed MOU received ____/____/____ Date Bid Presentation (power point, video) received: ____/____/____

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Due Dates: 1. All Intent to Bid Forms for both the (insert year) and (insert year) National Meeting &

Training Conferences shall be submitted to the National Office no later than ________. 2. All required documentation (see Bid Requirements) and the signed Memorandum of

Understanding shall be submitted to the National Office no later than _____________. 3. All formal bid presentations (power point slides, video presentations, etc.) shall be

submitted to the National Office no later than _______________.. 4. Chapters must be prepared to present bid to Board of Directors at the ____________

Board of Directors Meeting to be held in (insert location). Presentations to be a maximum of 10 minutes each in length.

Mail completed information to:

Linda Washington Interim President/CEO COMTO National 1875 I Street, NW Suite 500 Washington, DC 20006

lwashington@comto.org Attachments:

Bid Requirements

Memo of Understanding

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II. National By-laws

See current Bylaws in the file library.

Accessing the File Library:

1. Login to your member account on comto.org 2. Click on 'Manage Profile' on the left side bar 3. Scroll down to the 'Community' section and click on 'Groups' 4. Select 'Council of Presidents' 5. Below the page header, click on 'Group Pages' 6. Select 'File Library' 7. Click on any file to view and download

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Sample Letter of Application (Insert Date) Linda Washington Interim President/CEO Conference of Minority Transportation Officials 1875 I Street, NW, Suite 500 Washington, DC 20006 Dear Mrs.Washington: Over the past several months, COMTO members in (Location Name) have worked diligently to organize a chapter. We now officially request approval for a new chapter, COMTO (Location Name) Chapter. Please submit our request to the July meeting of the national Board of Directors. All prerequisites for formation of a chapter have been completed including: 1. Adoption of the National Bylaws.

The National Bylaws were adopted at our (insert date) organizing meeting 2. Payment of Dues – Minimum of Ten Members Required.

We have thirteen paid members. A membership roster is attached. 3. Election of Officers

Officers were elected on (insert date). The officers are: President, (Name of President) Vice President, (Name of Vice President) Secretary, (Name of Secretary) Treasurer, (Name of Treasurer)

4. Request National Board of Directors’ approval We look forward to receiving a positive response from the National Board of Directors. I will attend the Council of Presidents meeting and the Board of Directors meeting in San Antonio if necessary. Sincerely, (Name of President) President, COMTO (Location Name) Chapter

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COMTO (Location Name) Membership Roster

1. (Member One) 2. (Member Two) 3. (Member Three) 4. (Member Four) 5. (Member Five) 6. (Member Six) 7. (Member Seven) 8. (Member Eight) 9. (Member Nine) 10. (Member Ten) 11. (Member Eleven) 12. (Member Twelve) 13. (Member Thirteen) 14. (Member Fourteen)

53

IV. Sample Resolution to Approve Chapter

Resolution Number 2004-05 CONFERENCE OF MINORITY TRANSPORTATION OFFICIALS

1875 I Street, NW, Suite 500 Washington, DC 20006

A RESOLUTION TO APPROVE COLORADO STATE AS A COMTO CHAPTER

WHEREAS, the Board of Directors of the Conference Of Minority Transportation Officials hereby finds and determines that all formal actions relative to the adoption of this resolution were taken in an open meeting of the Board of Directors of the Conference Of Minority Transportation Officials and of its committees, if any, which resulted in formal actions and,

WHEREAS, the Board of Directors of the Conference Of Minority Transportation Officials wishes to approve Colorado State as a COMTO Chapter.

NOW THEREFORE, BE IT RESOLVED, by the Board of Directors of the Conference Of Minority Transportation Officials that:

Section 1: Colorado State has met the necessary requirements to become an official

COMTO Chapter. Section 2: The Board of Directors of the Conference Of Minority Transportation

Officials (COMTO) hereby approves Colorado State as a COMTO Chapter. Section 3: This resolution shall be effective immediately upon its adoption. Adopted: (Insert Date)

(Insert Name) Linda Washington National Chair Interim President/CEO

54

V. Sample Membership Applications

See COMTO website (www.comto.org) for current membership applications.

55

VI. Sample Membership Matrix

See file library.

Accessing the File Library:

1. Login to your member account on comto.org 2. Click on 'Manage Profile' on the left side bar 3. Scroll down to the 'Community' section and click on 'Groups' 4. Select 'Council of Presidents' 5. Below the page header, click on 'Group Pages' 6. Select 'File Library' 7. Click on any file to view and download

56

VII. Sample Quarterly Financial Report

TABLE OF CONTENTS -- refer to tabs below [on spreadsheet]:

Click to Access

President's Certification

Document required to be signed by Chapter President, who President's Certification

verifies that all information is accurate and complete.

Quarterly Financial Reporting Checklist Check List

Checklist providing a list of documents needed for submission of

report package. Follow instructions on the checklist for completion

and submission.

Quarterly Financial Report Attachment #1

Summary of chapter activity for the quarter. All other spreadsheets

feed the numbers into this report. Only the year, an "x" next to the

quarter, and chapter name need to be typed into the spreadsheet. This

is indicated by the gray input fields.

Schedule of Accrued Revenues and Expenses Attachment #2

Detail of unearned revenue and unpaid expenses as of the quarter

end and any earned revenue or expense paid that does not fall into

any other category listed in the Quarterly Financial Report. Fill out

the grids accordingly, noting that if additional space is needed, insert

rows preceding the blackened row at the bottom of the appropriate

grid.

Schedule of Fundraising & Scholarship Activities Attachment #3

Detail of activities held for fundraising and scholarships during the

quarter. Fill out the grids accordingly, noting that if additional

space is needed, insert rows preceding the blackened row at the

bottom of each appropriate grid.

This report merely provides more detail regarding fundraising and

scholarship activities and do not flow through to attachment #1.

However, this report should be used to reconcile the deposits and disbursements

noted for these categories in Forms B and C. Therefore, if there is a

difference, a reconciliation is needed.

Executive Summary Attachment #4

Narrative of activities undertaken during the quarter. Follow the

instructions noted on the spreadsheet.

Cash Summary Report

Summary of prior cash balance, current period receipts and Form A

disbursements, and ending cash balance. A copy of the bank

statements for each month in the quarter should be included. All bank

accounts will be included on this form. Chapter only needs to insert

the beginning cash balance, which is the prior quarter's ending balance.

All other items are feeded into the spreadsheet, and any necessary

information is directly feeded into the Quarterly Financial Report.

Checklist Form B

Listing of all checks written from all bank accounts during the period.

This information is required quarterly by the 15th business day after

Conference of Minority Transportation Officials

Chapter Quarterly Reporting Templates

REQUIRED FORMS TO BE SUBMITTED WITH EACH PACKAGE

57

quarter end (January 15, April 15, July 15, and October 15). Be sure

to list the appropriate bank account with each check if multiple

checking accounts are used to ensure accurate reconciliation to the

statements. Properly classify each check amount to the correct

account code as each column feeds into the Quarterly Financial

Report.

Deposit List Form C

Listing of all deposits received and interest earned from all bank

accounts during each quarter. This information is required quarterly

by the 15th business day after quarter end. (January 15, April 15,

July 15, and October 15). The columns provide summaries of activity

during the quarter and either feed into or should ultimately agree to the

Quarterly Financial Report. Interest earned and national conference

reimbursements directly feed into the Report, the Contributions column

should be the sum of the scholarship and fundraising activities

amounts, and the sum of the remaining columns feed into the "other

revenues" line on the Report. A reconciling block is included below

the main grid to note agreement of the contributions totals.

Account code listing for check list [Form B] and deposit list [Form C] Form D

Codes are required for all written checks and deposits. This form

lists all existing account codes. If a chapter needs to use an account

not listed, please request a new account using "Request for new

general ledger account" [Form E] below.

Listing of Restriction codes Form D-1

Codes that are required for all checks and deposits. If this field is

"blank" it will be assumed that funds were spent or received for

unrestricted purposes.

Request for new general ledger account Form E

Form to be completed by chapter to request a new general ledger

account. This is required only if needed account is not listed.

Request to open new bank account Form F

Form to be completed by chapter to request approval to open a

checking, savings, and/or investment account. Please note that account

must be approved by a national officer before account is to be opened.

Request to purchase land, property, and/or equipment Form G

Form to be completed by chapter to request approval to purchase

any asset with a cost exceeding $1,000. Please note that this

form is to be approved by a national officer prior to purchase of asset.

Represents input fields

Represents formula fields/Not for input purposes

ADMINISTRATION FORMS TO BE USED ON AS NEEDED BASIS

58

Chapter President’s Signature Date

·        Report on any fundraising activities for the respective quarter and include a list of the

Donors/Sponsors.

·        Report on any scholarship activities for the respective quarter including contribution and

distribution information (scholarship recipient, amount of scholarship, etc.)

·        Any activities utilized to raise funds or generate income for the Chapter, and the end result

of each activity (funds raised, activities sponsored, etc.).

·        Executive Summary

I have reviewed the attached information to ensure that all of the required information is included and

accurate, and that the checklist has been completed.

·        Monthly bank statements for the respective quarter.

·        Quarterly Financial Report.

·        Schedule of Accrued Revenue and Expenses.

COMTO

President's Certification

The local chapters’ tax-exempt status is granted under the National Office’s tax-exempt status. On a

quarterly basis, you are required to file financial information with the headquarters office. In order to

maintain the integrity of the process and as not to jeopardize the tax-exempt status of the National Office

and subsequently the local chapters, the following conditions must be adhered to.

59

________ President's Certification

________ Bank Statement for the first month of this quarter

________ Bank Statement for the second month of this quarter

________ Bank Statement for the third month of this quarter

________ A Completed Quarterly Financial Report (Attachment #1)

________ A Completed Schedule of Accrued Revenues and Expenses (Attachment #2)

________

Please fax or e-mail a copy of a completed check list along with all the Reports (attachment #1

through #4 and forms A-C) and the Bank Statements to 202-530-0617, attn: Elisa Urena. If you

have any questions, please contact me at eurena@comto.org or 202-530-0551 x 13.

COMTO

FINANCIAL QUARTERLY REPORTING

CHECKLIST

Executive Summary (Attachment #4)

Instructions: Please ensure that all of the required items are included prior to submitting your quarterly

financial report to the National Office. Place a check mark next to the item to indicate completion. If an

item is left unmark, please provide an explanation.

Report of any Fundraising activities for this quarter, including a list of Donors/Sponsors and

Recipients (Attachment #3)

A completed Form A (Cash summary report)

A completed Form B (Check listing)

A completed Form C (Deposit listing)

60

Year:

Quarter:

Name of the Chapter:

Revenue for this quarter:

Scholarship Contributions: -$

Fundraising activities: -

Memberships: -

Interest from Bank Account: -

Reimbursement from National: -

Other (Explain in Description Field Form C): -

TOTAL REVENUES -$

Expenses for this quarter:

Supplies expense: -

Bank fees: -

Dues: -

Telephone expense: -

Postage and shipping expense: -

Printing and publications: -

Conferences, conventions, meetings: -

Scholarship Distribution: -

Other (Explain in Purpose Field Form B): -

TOTAL EXPENSES -$

Increase (Decrease) in Net Assets (Total Revenues - Total Expenses) -$

Beginning Cash Balance (Previous quarter ending cash balance) -$

Ending Cash Balance (Increase [Decrease] in Net Assets + Beginning Cash Balance)* -$

* This amount should match the Bank Statement balance as of the end of the quarter

Chapter Treasurer's Signature Date

Attachment #1

QUARTERLY FINANCIAL REPORT

This report was prepared from the financial records of the local chapter office and to my knowledge and

belief all amounts are correctly stated.

1st qrt. (January-March) 2nd qrt. (April-June)

4th qrt. (October-December)3rd qrt. (July- September)

61

Revenues promised but not yet received as of the end of the Quarter

Payer Amount Purpose

**

TOTAL -$ *

Invoices received but not yet paid as of the end of the Quarter

Vendor Amount Purpose

Date expected

to be paid

TOTAL -$ *

* Do not include these amounts on Attachment #1

IMPORTANT

** If additional lines are necessary, insert row before the blackened row

TO INSERT ROW YOU MUST PERFORM THE FOLLOWING THREE STEPS

Step #1 - Unprotect Worksheet as Follows:

Click Tools>Protection>Unprotect>OK

Step #2 - Insert Row as follows:

Insert>Row

Step #3 - After row (s) are successfully inserted, you must protect the worksheet as follows:

Tools>Protection>Protect Sheet>OK

Attachment #2

Schedule of Accrued Revenues and Expenses

62

Fundraising activities for the Quarter of the Year

Donors/Sponsors Amount contributed

**

TOTAL -$ *

Total per Form C -

Difference -$ &&

Scholarship activities for the Quarter of the Year

Donor/Sponsors Amount

**

TOTAL -$ *

Total per Form C -

Difference -$ &&

Recipients Amount

**

TOTAL -$ *

Total per Form B -

Difference -$ &&

* These amounts should agree to Attachment #1

&& If there is a difference, please reconcile. There should be no difference.

IMPORTANT

** If additional lines are necessary, insert row before the blackened row

TO INSERT ROW YOU MUST PERFORM THE FOLLOWING THREE STEPS

Step #1 - Unprotect Worksheet as Follows:

Click Tools>Protection>Unprotect>OK

Step #2 - Insert Row as follows:

Insert>Row

Activity

Attachment #3

Disbursement Activity

Contribution Activity

Schedule of Fundraising & Scholarship Activities

63

Attachment #4

Executive Summary

Instructions: Include a brief discussion of the initiatives and activities under taken in this

quarter (if you have a Chapter President's Report for this quarter, please attach).

64

Conference of Minority Transportation Officials

Quarterly Cash Summary Report (Form A)

Cash Activity for the Quarter of the Year

Name of Chapter:

Cash balance, beginning of quarter (from prior quarterly report)*

Total cash deposits (from Form C) -

Total Checks and other withdrawals (from Form B) -

Cash balance, end of quarter** -$

*Should agree to prior month bank statement.

** Should agree to bank statement or bank reconciliation.

65

Disbursements for the Quarter of the Year

Name of Chapter:

* If additional lines are necessary, insert row before blackened row

Total cash disbursements per bank statement -$

** Use restriction codes for appropriate classicification. Form D-1

*** Use listing of account codes for check listing. Form D

Account Code***

Conference Payroll Prof. Fees Scholarships Occupancy Dues Benefits Membership Newsletter Shipping Equipment Printing Travel Telephone Supplies Parking Insurance Interest Bank Other Restriction

Bank Name Account # Check # Payee Purpose Date 5000 5010 5020 5030 5040 5050 5060 5080 5090 5100 5110 5130 5140 5150 5160 5170 5180 5190 Fees (specify) 1 Total Code **

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$

-$ **

TOTAL -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

1 Must explain in "Purpose field"

IMPORTANT

** If additional lines are necessary, insert row before the blackened row

TO INSERT ROW YOU MUST PERFORM THE FOLLOWING THREE STEPS

Step #1 - Unprotect Worksheet as Follows:

Click Tools>Protection>Unprotect>OK

Step #2 - Insert Row as follows:

Insert>Row

Step #3 - After row (s) are successfully inserted, you must protect the worksheet as follows:

Tools>Protection>Protect Sheet>OK

Conference of Minority Transportation Officials

Check/Disbursment Listing (Form B)

Form B

66

Cash Additions for the Quarter of the Year

Name of Chapter:

* If additional lines are necessary, insert row before blackened row

** Use restriction codes for appropriate classification. Form D-1

*** Use listing of account codes for deposit listing. Form D Total Cash Deposits -$

Account Code***

Reimb. from Ntl. Membership Grants Other income Contributions Interest Scholarships Fundraising Other Total Restriction

Bank Name Account # Deposit # Source of Funds Description Date 4000 4010 4020 4030 4040 4050 4045 4046 (specify) Additions Code **

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

- **

TOTAL -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

IMPORTANT

** If additional lines are necessary, insert row before on the row before the blackened row

TO INSERT ROW YOU MUST PERFORM THE FOLLOWING THREE STEPS

Step #1 - Unprotect Worksheet as Follows:

Click Tools>Protect>Unprotect>OK

Step #2 - Insert Row as follows:

Insert>Row

Step #3 - After row (s) are successfully inserted, you must protect the worksheet as follows:

Tools>Protection>Protect Sheet>OK

Conference of Minority Transportation Officials (Form C)

Deposit Listing

67

Form D

Code Description Code Description

Assets: 1000 Cash: Checking Assets:

1050 Cash: Savings

1200 Prepaid Expenses

1300 Investments

1600 Land

1605 Buildings

1610 Office Equipment

1700 Other Assets

1705 Deposits

Expenses: 5000 National conference Revenues: 4000 National conference

5010 Salaries, wages, payroll taxes 4010 Membership dues

5020 Professional fees 4020 Grants - Governmental

5030 Scholarship awards 4030 Other income

5040 Occupancy 4040 Contributions -

5050 Dues and memberships 4446 Contributions - Scholarship

5060 Employee benefits 4450 Contributions - Fundraising

5070 Bad debt expense 4050 Interest

5080 Membership 4999 Net assets released from restrictions

5090 Newsletter

5100 Postage

5110 Equipment rental and maintenance

5120 Miscellaneous

5130 Printing and publications

5140 Travel

5150 Telephone

5160 Office supplies

5170 Parking

5180 Insurance

5190 Interest expense

Transfers: 9000 Transfers to national office Transfers: 9005 Transfers from national office

Conference of Minority Transportation Officials

Listing of account codes for check and deposit listing

Check listing codes Deposit listing codes

68

Form D-1

Code Description

0 Unrestricted

1 Temporarily restricted

2 Permanently restricted

Definitions:

Unrestricted: No restrictions on the use of the funds. Funds may be spent at the discretion

of the organization.

Temporarily restricted: Funds may be spent once certain conditions are met.

For example: Donations received to be spent only for low-income housing.

Permanently restricted: Funds can't be used--ever. However, earnings from funds may be used for

a particular purpose.

For example: Endowment donations for scholarships.

Conference of Minority Transportation Officials

Listing of Restriction codes

69

Form E

Name of Chapter:

Please create the following general ledger account:

Account Name:

Type of account: Asset Liability Revenue Expense

(please circle)

Please describe why new account is necessary:

Date of request:

Date

Approval:

Signature of chapter officer

Printed name of chapter officer Title

National use only:

Account number created:

Date

Account name:

By whom:

Conference of Minority Transportation Officials

Request for new GL account

70

Form F

Name of Chapter:

We request permission to open a new checking/savings account as follows:

Bank name:

Bank address:

Requested signators on account:

Printed name for 1st check signor * Printed name for 3rd check signor

Printed name for 2nd check signor * Printed name for 4th check signor

* If considered necessary

Please note that the National Office requires two check signors to approve each check from each chapter.

Type of account: Checking Savings Investment Other

(please circle)

Please describe why new account is necessary:

Date of request:

Date

Approval:

Signature of auxiliary officer Printed name and title of auxiliary officer

National use only:

Approval:

Signature of National Officer Printed name of National Officer

Date

Conference of Minority Transportation Officials

Request to open new bank account

71

Form G

Name of Chapter:

The above chapter requests permission to purchase land, buildings, and/or equipment for a cost greater than $1,000.

Asset name:

Location of asset:

Please note that the National Office requires assets with a cost exceeding $1,000 to be approved prior to purchase.

Please describe why new asset is necessary:

Please describe the procedures to be put in place to safeguard the asset:

Date of request:

Date

Approval:

Signature of chapter officer Printed name and title of chapter officer

National use only:

Approval:

Signature of National Officer Printed name of National Officer

Date

Conference of Minority Transportation Officials

Request to purchase asset

72

VIII. Sample Transit Cooperative Research Program Ambassador Nomination

See file library for updated application.

Accessing the File Library:

1. Login to your member account on comto.org 2. Click on 'Manage Profile' on the left side bar 3. Scroll down to the 'Community' section and click on 'Groups' 4. Select 'Council of Presidents' 5. Below the page header, click on 'Group Pages' 6. Select 'File Library' 7. Click on any file to view and download

73

IX. Sample COMTO Week Toolkit

See file library for updated information.

Accessing the File Library:

1. Login to your member account on comto.org 2. Click on 'Manage Profile' on the left side bar 3. Scroll down to the 'Community' section and click on 'Groups' 4. Select 'Council of Presidents' 5. Below the page header, click on 'Group Pages' 6. Select 'File Library' 7. Click on any file to view and download

74

X. Sample Garrett A. Morgan Shadow Day Program

See file library for updated information.

Accessing the File Library:

1. Login to your member account on comto.org 2. Click on 'Manage Profile' on the left side bar 3. Scroll down to the 'Community' section and click on 'Groups' 4. Select 'Council of Presidents' 5. Below the page header, click on 'Group Pages' 6. Select 'File Library' 7. Click on any file to view and download

75

Sample Scholarship Application See file library for updated applications.

Accessing the File Library:

1. Login to your member account on comto.org 2. Click on 'Manage Profile' on the left side bar 3. Scroll down to the 'Community' section and click on 'Groups' 4. Select 'Council of Presidents' 5. Below the page header, click on 'Group Pages' 6. Select 'File Library' 7. Click on any file to view and download

76

XII. Sample Industry Awards Application

See file library for updated applications.

Accessing the File Library:

1. Login to your member account on comto.org 2. Click on 'Manage Profile' on the left side bar 3. Scroll down to the 'Community' section and click on 'Groups' 4. Select 'Council of Presidents' 5. Below the page header, click on 'Group Pages' 6. Select 'File Library' 7. Click on any file to view and download

77

XIV. Core Competencies for Chapter Presidents These core competencies outline a common understanding of the essential skills and knowledge that are necessary to be effective as a COMTO Chapter President.i

Demonstrates Understanding And Commitment To COMTO

Possesses comprehensive understanding of the Bylaws, Strategic Plan, Chapter Development Manual and other governing documents of COMTO National.

Committed to the vision, mission and core values of COMTO

Possesses comprehensive understanding of the Local Chapter Bylaws

Possesses an understanding and appreciation for the history of COMTO, locally and nationally.

Ability To Build Effective Relationships (Fosters Collaboration)

Creates an environment for collaboration and cooperation

Ability to accomplish the goals of the Chapter working with Chapter members, local partners, and National Office

Ability to enable others to act effectively and within organizational structure

Ability to develop member-friendly and trusting relationships (Ability to maintain positive relationships with chapter members and National Office)

Shares authority, power, and information with other Chapter members

Encourages others to prepare for and seek leadership positions within the Chapter

Ability to establish effective relationships with collaborative partners and garner support for Chapter and National programs

Ability to Communicate Effectively

Possesses effective communicates skills, orally and written with ability to communicate clearly, effectively and appropriately

Incorporates views of others into decisions that affect Chapter and National stability

Presents information in organized and logical fashion

Ability to establish regular and effective communication with other Chapter Officers and Committee Chairs

Maintains channels of communication between chapters and the National Office of COMTO Demonstrates Proficiency In Visioning And Strategic Planning

Ability to facilitate the establishment of a vision for the future of the Chapter

Ability to assess the Chapter’s strengths, weaknesses, and opportunities to identify improvements needed to meet current and future challenges

78

Ability To Conduct Effective Chapter Meeting

Ability to conduct Chapter meeting in accordance with Chapter bylaws and parliamentary procedure

Possesses effective organizational skills

Possesses skills and/or experience in conducting effective meetings Demonstrates Ability To Plan And Implement Events Consistent With The Goals Of The Chapter And National Organization (Results Driven)

Ability to establish priorities in relation to COMTO mission and strategic plan

Ability to structure and organize chapter programs

Ability to articulate “best practices” principles and to apply these principles to the design, implementation and evaluation of chapter programs and practices

Ability to create an environment of membership, participation, and altruism

Ability to delegate

Ability to foster and promote members’ enthusiasm and commitment to organizational goals

Possesses Other Attributes Of An Effective Chapter Leader

Ability to resolve conflicts

Ability to negotiate and facilitate

Ensures accountability of Chapter to members and National Office

Promotes diversity within chapter

Maintains integrity of Chapter

Knowledgeable about budget and finances of the Chapter and fosters financial accountability to Chapter members and National Office

Ability to plan for successor and prepare to transfer knowledge and information

i These competencies can provide a basis for developing future training and development for Chapter Presidents or those

aspiring to become a Chapter President.

79

XIV. Core Competencies for Chapters Matrix See file library for updated matrix.

Accessing the File Library:

1. Login to your member account on comto.org 2. Click on 'Manage Profile' on the left side bar 3. Scroll down to the 'Community' section and click on 'Groups' 4. Select 'Council of Presidents' 5. Below the page header, click on 'Group Pages' 6. Select 'File Library' 7. Click on any file to view and download