WA-BC – AFS Chapter

EXCOM Teleconference Meeting Minutes

Nov 5, 2009

Attending: Jim Shannon, Mark Pedersen, Lisa Harlan, Mark Celedonia, Larry Dominguez, Orlay Johnson

Minutes:  Minutes for Oct 15, 2009 were approved.

Officer Reports

President: Jim went to Bozeman for the mid-year meeting of the Western Division AFS.  The WDAFS annual meeting will be in April in Salt Lake City and we need to consider sponsorship, arranging for a booth, and who will attend.  They discussed websites at the meeting and there were a number of chapter websites Jim really liked.  Colorado-Wyoming (modeled theirs after the parent society website), Arizona-New Mexico, and Utah are good examples of nice looking websites.  Jim received comments back from the constitutional consultant regarding By-Law changes, which he will forward to EXCOM.

Past President: Larry is working on 2010, and will attend the meeting next week in Nanaimo.  For 2011, the Al Gore invitation went out but haven’t heard back yet.  He talked to Erin regarding the endowment fund and is still pursuing options.  Western Division does have an endowment we could put into and share investment costs.

President Elect: Mark P. attended the Pacific Salmon Restoration Conference and helped staff the booth.  It was a very good outreach opportunity; new membership applications were handed out.  2010 AGM – Most of the committee slots have been filled, and Mark and Eric working to fill the remaining positions.  Mark is continuing to find sponsors and has more to contact.  Accommodations at the Coast Bastion are reserved – a bank of 50 rooms.  There is a list of other hotels available in the area and those are posted on the website.  Abstract submission has been set up.  Two more symposia were added, one with Fraser River salmon and one for groundfish.  Mark P. will send out a spreadsheet with proposed registration fees and will be looking for immediate feedback from EXCOM.

Vice President: Mark C. is trying to find out more info on Chapter of the Year award.  He will use the template Larry had from a couple years ago until he hears back from WDAFS.  Chapter of the Year Committee includes the EXCOM with Mark C. being the Chair.  Any other chapter members are welcome to participate.

Secretary/Treasurer: Report given by Jim. Erin is working on 2009-2010 budget for approval. Also setting up registration for the conference via 123 sign-up and opening a chapter paypal account.

Newsletter Editor: No report.

Assistant Newsletter Editor: No report.

Topics

Old Business:

2010 AGM – See Mark P.’s report under President Elect.  1,2,3 account is still being set up.  Jim will work with Erin to get him a chapter email so that the Paypal account can be set up for the chapter.

2010 Planning Meeting on Nov 13, 14 in Nanaimo – Mark P. has 20 or so slides as talking point.  Meeting starts at 1pm.  Mark P will make hotel reservations for Mark C, Larry, Jim, and himself.

New Business: Motion was made to support WDAFS at the same level we supported them last year.  A friendly amendment was proposed to increase the amount if our budget allows.  In discussion the idea was presented to use additional funds to support a student to attend the conference.  Tad S. can lead the effort to select a student and finalize details of their efforts in return for covering their costs.  The original motion was withdrawn and a new motion was made to support the WDAFS at the level of $500 and to provide a $500 grant to support one student from our chapter to go to the meeting. Motion was passed.

Victoria Resolution correspondence includes some comments that may bear response.  The Parent Society of AFS will be contacted for advice on responding, since we want to avoid getting into a drawn-out debate.

Action Items for next meeting:

Lisa will post the minutes for Oct 15 2009 on the website.

Jim received comments back from the constitutional consultant regarding By-Law changes, which he will forward to EXCOM

Larry- Cederholm endowment fund options

Mark P. will send out a spreadsheet with proposed registration fees and will be looking for immediate feedback from EXCOM

Erin will provide 2009-2010 budget for approval, set up 123 signup for 2010 AGM, and set-up Chapter paypal account

Jim will work with Erin to get him a chapter email so that the Paypal account can be set up for the chapter.

Invite Tad S. to next teleconference to discuss grant for WDAFS meeting in Utah.

Erin will write check to Utah Chapter for $500 sponsorship. Inquire about booth at conference.

Next Teleconference: Thursday, November 19, 2009 at 7:30am.