NPIC-AFS (WA-BC)
EXCOM Teleconference Meeting Minutes
August 7, 2008
Attending: Eric Knudsen, Larry Dominguez, Jim Shannon, Rachel Keeler, Geraldine VanderHaegen, Lisa Harlan, Keith Wolfe.
Officer Reports
President - Transition from Eric to Larry will occur Aug 17. Eric will then be Past President, Larry will be President, Jim will become President-Elect, Mark Pedersen will be the new Vice President, and Geraldine VanderHaegen will be the Assistant Newsletter Editor. The other two members of the Chapter Executive Committee, who will remain their current positions for one more year, are Secretary-Treasurer Julie Henning and Newsletter Editor Rachel Keeler.
Past President – No report.
President-Elect - Larry indicated that he will continue teleconferences and will discuss the schedule at the next meeting. Jim was asked whether the dial-in number will continue to be provided by him. There was some discussion about the cost involved and the possibility of the chapter paying for it at some point in the future. In the meantime, Jim thinks his company can continue supporting that cost.
Vice President – No report other than the 2009 AGM, which is discussed below.
Secretary/Treasurer – The chapter budget update was sent in prior to the teleconference. Eric reported for Julie that the budget is healthy and the Chapter should be in a position within the next year to utilize the funds, for example supporting students at conferences.
Committees
Development – No report.
Outreach – Eric suggested doing a listserve soon, possibly late Sept to include college students. Include info on next year’s symposium directing people to the website for more information. He will contact Craig Busack for Chairs for WDFW’s 5 proposed symposia. Jim received an email indicating our website url has been changed. He will check how that affects us.
Bryan Bougher has been hired as temporary webmaster. His responsibilities will be 1) improve functionality of website; 2) Set up ’09 AGM area; and 3) Set up Team 2011 area. Discussion ensued regarding who and in what way Brian should be contacted to ensure his time is being used wisely. Larry suggested Bryan write a FAQ or Readme for EXCOM members to utilize. Eric will be the point person for contacting Bryan, although the Newsletter Editor can contact Bryan directly. Eric will discuss this with Bryan. It was agreed that all other contacts with Bryan should be funneled through the EXCOM.
Rachel would like to post a newsletter on the website in late August, using the listserve to inform members of topics and containing links to articles or announcements on the website. Rachel will put together the listserve as well as the newsletter. Larry has a couple of items for the newsletter – the National prospectus, and In-coming (Larry) and Out-going (Eric) President letters. Rachel will let everyone know that every newsletter is open for submission from any and all chapter members and will include submission statement to that effect at the bottom of each newsletter. All submissions need to be in by Aug 22 for the newsletter. It will be put out Sep 3.
Student Coordination – No update. Tad will start coordinating with students and faculty beginning of Oct. There will be a Chapter presentation at UW after classes start in October.
By-Laws and Procedural Manual – Eric will be chair of the By-Laws Committee once he becomes Past-President.
Marine Fisheries – NPIC Marine Fisheries Committee (MFC) will organize and implement a session at the upcoming Puget Sound – Georgia Straits conference in February 2009. We are currently waiting to hear more guidance from the organizers. The MFC will then write a brief session description and begin organizing speakers for the panel.
2009 AGM – Jim sent the floor plan of the Little Creek Casino (LCC) meeting areas to EXCOM. He recommended not using the large event center which is quite large and detached from the rest of the building. He is trying to involve the Squaxin tribal members in the planning. Questions were asked regarding the contract due date and whether LCC will charge by number of rooms or by food and beverage purchases. Jim indicated that the number of rooms needs to be decided before the contract can be done. There is a price break based on number of people attending the conference. Eric recommended reserving a lot of rooms, and commented that last year there were around 120-125 rooms reserved. Jim thought the room rate will be around $60, based on government rate. He suggested that one of the bi-weekly EXCOM meetings take place at LCC, possibly in October. Jim is looking for someone to handle hotel arrangements so he can focus on the program. Jim will contact Brian Misselldine who offered to help a couple months ago.
Eric will send Jim documents from last years AGM planning.
Larry will be setting up and staffing the booth in Ottawa to promote both 2009 AGM and the 2011 AFS Annual meeting in Seattle. He would really appreciate any help from folks who will be out there.
Team 2011 – Monthly call-ins are continuing and a theme is finalized: “New Frontiers in Fisheries Management and Ecology: Leading the Way in a Changing World”. Larry will be promoting 2011 in Ottawa. There should be more info on Team 2011 on the website in about 2 weeks. Larry is requesting $400 from the Chapter for assistance with travel to Ottawa. There were no objections to this. Eric suggested Larry make it to the Chapter Presidents’ luncheon and the Annual Business Meeting while he is in Ottawa. Eric will get posters and flyers announcing the 2009 and 2011 events to Larry.
Archivist – Larry would like to centralize archives on website to ease sharing of documents. Eric will work with Bryan to establish an ftp. Eric will work with Susan to develop a Chapter archive plan.
Old Business – None
New Business -
Next Meeting – August 21, 2008, 7:30am