WA-BC – AFS Chapter
EXCOM Teleconference Meeting Minutes
Oct 1, 2009
Attending: EXCOM: Larry Dominguez, Jim Shannon, Mark Pedersen, Lisa Harlan, Geraldine Vander Haegen, Mark Celedonia
Minutes: Minutes for Sep 12, 2009 Retreat were approved.
Officer Reports
President: Jim is working on minutes from the Retreat, pulling together action items. He has been contacted by a person from Trout Unlimited, and will fill in more when they talk. He has been attending the monthly conference calls with WDAFS which is planning the half-year meeting for their EXCOM being held in Bozeman Montana in November. He is working on the 1-yr workplan, and would like to make the retreat an annual event. Will work with Erin to develop working budget for this year.
Past President: Larry is working on 2011 committee member recruitment. He is assembling testimonies regarding benefits of AFS membership and is looking for contributions from EXCOM. He is starting to recruit candidates for next year’s EXCOM.
President Elect: Mark P is working hard on 2010 AGM. He is also working with Team 2011 to help bring in speakers. He is coordinating with Mark Celedonia to transition Vice President duties.
Vice President: Mark C. is working on taking over duties from Mark P.
Secretary/Treasurer: Report by Jim. Jim and Erin will go to bank together to get signatory power. Jim suggested adding a 3rd name now to maintain continuity, maybe add President Elect. Possibly add in as a procedure in the By-Laws.
Newsletter Editor: Newsletter coming up. Geraldine will send out an announcement asking for contributions, aiming for sending out newsletter by Oct 15 so she needs submissions by Oct 8th.
Topics
Old Business:
2010 AGM – Mark still needs more Planning Committee members and has sent out a list of positions to be filled. He sent out update on status of the symposia, second call for symposia should be coming out soon. Included in the update is a list of tasks with an associated timeline. He has lined up college student volunteers from the local college. There will be a panel with recreational and commercial fisheries. Mark and Jim have reviewed budget scenarios and are confident of breaking even – looking at revenues of $0 –$ 33,000 – but it is very dependent on number of sponsors. The sponsorship committee is yet to be filled. Mark is working on finding a Canadian to head up the position and will contact Eric Knudsen to see is he will also be on that committee. The registration page on the chapter website should be updated now. Mark P will check with Todd Kassler to see if he can set up registration again for this year. Larry will contact Bryan regarding updating the website, up to 5hrs work time. Geraldine will get the 2010 AGM announcement into the Fisheries calendar, Mar 2-4, 2010. Jim will work on filming an announcement to post on the chapter website. The EXCOM and Planning Committee site visit tentatively planned for November 14, 2009 in Nanaimo. Mark will see if that date works for all of the Planning Committee.
By-Laws – Next step is to review the By-laws updated with proposed changes. The Procedures and Rules need more work. Mark P will work with Eric to have those ready for approval by end of 2009. By-laws will be the immediate focus as they must be approved by the governing board.
Renewal of Insurance Coverage – It costs $150 for renewal to be on the Parent Society’s insurance policy. A motion made to renew the insurance and seconded. The motion passed.
New Business:
Chapter of the Year Award – EXCOM set the goal of submitting for this award this year and will set up a committee to direct these efforts.
Action Items for next meeting:
Review By-laws prior to next EXCOM meeting and be prepared to vote on sending to constitutional consultant, then to the membership, and then to the Governing Board. – Excom
Send out newsletter by Oct 15.-excom
Renew insurance coverage- Jim S
Arrange signatory power for Erin- Jim S and Erin L
Create annual budget for approval at next teleconference- Erin L
Create 1 year work plan draft- Jim S.
Post retreat minutes to website- Lisa h
Next Teleconference: Thursday, October 15, 2009 at 7:30am.