WA-BC – AFS

EXCOM Teleconference Meeting Minutes

September 4, 2008

Attending: Eric Knudsen, Larry Dominguez, Jim Shannon, Rachel Keeler, Geraldine Vander Haegen, Lisa Harlan, Keith Wolfe. Mark Pederson, Julie Henning, Keith Underwood.

Officer Reports

President – Larry will be talking with Eric to facilitate a smooth transition as President of the Chapter.  As President of the Chapter, Larry is automatically a member of EXCOM for Western Division which gives our Chapter voting with the parent society.  WDAFS will co-host the Annual Meeting in 2011.

Larry solicited opinions on whether to combine EXCOM and Committee Chair meetings.  Marc suggested once a month the EXCOM meeting would go for ½ hr and the other ½ hr would be for Committee Chairs.  Jim thought that would cut short the time for EXCOM meetings, which already run over, and suggested the Committee Chairs should have a separate meeting.  Eric suggested the Committee Chairs should occasionally have meetings in person, maybe every 3 months.

Past President – Eric will give report regarding PS-GS Conference.

President-Elect – Jim will give report regarding 2009 AGM.

Vice President – Marc is looking forward to his position and sees his main responsibility to support Larry and Jim.

Secretary/Treasurer – There is over $16,000 in checking, $7800 in savings, and $20,000 in a CD which was earning 4.24%.  It will be maturing soon and the rates for CDs are much lower now.  Banking is currently with Bank of America, which Julie feels has poor customer service and high fees.  Since the Chapter name has changed, she recommends taking this opportunity to switch to another bank.  Mark agreed with her assessment of B of A and suggested Washington Mutual which has branches throughout Washington.  Suggestions on banks should be sent to Julie.  Signatories on the account are Julie and Jim.

Committees

Development – The question was raised whether a coordinator was assigned for this committee and Eric answered that no one was assigned.  There was general agreement that all of EXCOM basically does development.   Mark updated the Chapter list.  The suggestion was made to contact Member Services with the Parent Society to get list of previous members as well as current members.

Outreach – Eric conveyed that Bryan has changed the Chapter name on the website.  The suggestion was made that all EXCOM should be trained on adding items to the website.  Rachel said it was very easy to post items to the web.  She asked everyone to review the newsletter, which should be sent out on Sep 5.  There is a link on the website to join the LISTSERVE.

Parent AFS is wanting chapters to call them regarding web help.  They have staff available to help.

Eric suggested that one of the October meetings could be held at Little Creek Casino.

Student Coordination – Larry will contact Tad.  Bill met some students at the Parent Society Meeting and will give Larry contact info for the Parent Society Student Outreach President.

By-Laws and Procedural Manual – Eric will be re-working the By-Laws.  Eric, with Keith’s assistance, will re-write, organize, and update the By-Laws.  He anticipates ½-1 days work to get a draft, which he will then send out to EXCOM for review.  Mark requested he use Track Changes .

Marine Fisheries – Bill and Mark are making contacts and are at the planning stage.  Eric suggested they identify the session chair very soon.  Eric, Bill, and Mark will meet tomorrow (Sep 5) to work on this.

2009 AGM –  Jim said the 1st call for sessions has gone unanswered.  He is working with Little Creek Casino on food.  He will talk to Mark, who will do awards and raffle.  He needs a list for Committee Chairs for 2009 AGM.  He needs to find local people (Olympia area) to help with planning and be on committees.  Contacts will be made with WDFW, and tribal people.  The suggestion was made that the October meeting would be EXCOM only in the morning and Conference people in the afternoon.

Team 2011 – No report.

Archivist – Larry will talk to Susan, and will get the boxes from Keith.  Eric relayed that he asked Susan to give a 1-page plan for archiving.

Old Business – Larry said the table at Ottawa was in a low traffic area so Larry went around to booths and made direct contacts with vendors.  Tennessee folks had produced a promotional DVD for the 2009 Annual Mtg.  Larry will send it to EXCOM members.  Larry’s expenses ended up being ~$1700 for Ottawa.

New Business –

Next Meeting – September 18, 2008, 7:30am