WA-BC – AFS Chapter
EXCOM Teleconference Meeting Minutes
December 18, 2008
Attending: Lisa Harlan, Mark Pedersen, Jim Shannon, Eric Knudsen.
Minutes: No minutes were approved.
Officer Reports
President: No report.
Past President: The SRF Board Conference will be the week before our conference at the Little Creek Casino. Eric approached them about co-convening conferences but they had just sent out a “Save-the-date” announcement the week before. They will put a link to our conference on their website and send out a listserve bringing it to the attention of their members. They would like to be a sponsor of our 2009 AGM and they are interested in co-convening in the future, especially at the 2011 conference. The South Sound Conference is scheduled for the first week of May, also at LCC, and Larry will talk to them regarding co-convening. Eric pointed out that it makes a lot of sense to co-convene with other organizations and is very beneficial to all the organizations to do so.
President Elect: The contract with Little Creek Casino was discussed. Jim has a list of Eric and Mark’s concerns, but needs to get Julie’s list. The following items were identified as needing to be clarified with LCC prior to signing:
1) Waive $500 room charge.
2) Negotiate lodging rate-need lower rate than proposed.
3) Food and beverage rates.
4) Accommodations – A group booking form was not included. Check that the room rates and group rates are accurate to what was quoted, and check the amount for the non-refundable deposits.
Eric suggested that on the AGM09 website the files be set up so that they can be viewed online as well as be downloaded onto a computer. A listserve should be sent out in early January to the WA-BC membership with costs, arrangements, etc., for the AGM. Jim will be communicating with AGM Committee chairs to make sure they are on track and to provide guidance and answer questions. Roles and responsibilities are on the AGM09 website.
The Poster Social will be on Tuesday night and the big social will be on Wednesday night, the same as it was last year.
Vice President: Mark will talk to Larry regarding enlisting the tribe’s help in negotiating with LCC. Mark is working on getting Canadian member support to have the 2010 AGM in British Columbia. The goal is to have the location for the 2010 AGM decided prior to the AGM in April. The AGM has been in Washington for the past 3 years and will be again in 2011, so 2010 would be a great time to have the meeting in BC.
Secretary/Treasurer: No report.
Newsletter Editor: No report.
Topics
AGM 2009: See above.
2009 Symposia Update: There are 10 symposia so far, taking about ½ day on average. The February 15th deadline should be met for abstract submissions for the symposia. Mark will send an email to symposia heads with instructions explaining their responsibilities and timeline.
Co-convening Updates for 2009 AGM: Discussion deferred.
Old Business: None
New Business: None
Next Teleconference: There will not be a call-in on January 1st. The next teleconference has not been determined.