WA-BC AFS Chapter
EXCOM Teleconference Meeting Minutes
May 21, 2009
Attending: Larry Dominguez, Jim Shannon, Mark Pedersen, Lisa Harlan, Rachel Keeler, Julie Henning, Eric Knudsen, Geraldine Vander Haegen
Minutes: Minutes for April 24, 2009 are approved.
Officer Reports
President: Larry looked into having an EXCOM retreat at Fort Flagler, but housing is limited. He is now considering a retreat at the conference center on Vancouver Island where we may have the 2010 conference. Julie sent financial support for the Puget Sound calendar.
Past President: Eric has been working with Julie to get final payments from sponsors. Eric has been very involved in 2011 Annual Meeting preparation. Also investigated new by-law templates from other chapters.
President Elect: Jim has been working on putting the 2009 AGM abstracts into a database which will then be posted on the website. He delivered awards to recipients.
Vice President: Mark has plaques for three past-presidents that did not receive them yet (Bill Mavros, Jim Monahan, Keith Underwood). Mark will present them at their workplaces rather than wait until next years AGM. Mark is going to meet with the Pink and Chum group next week on May 27-28 in Nanaimo to discuss co-chairing the 2010 AGM. They will be forming committees and discussing strategy for 2010.
Secretary/Treasurer: Julie reviewed the financial report for the 2009 AGM. All expenses with LCC have been paid. Fiscal year is Aug 1 July 31, the tax year is Jan 1 Dec 31.
Newsletter Editor: Rachel gave a short talk about our chapter at the poster social during the FAME conference. We need to send an article to Fisheries about our Chapters 2009 AGM and we need to decide when the next newsletter will go out. Geraldine will write up the article for the Fisheries magazine.
Topics
EXCOM Retreat Larry will invite the incoming officers as well as current officers.
Chapter Budget process Julie and Mark will work together to develop a financial plan for the Chapter.
Chapter representation at Nashville Larry will be attending and Jim will also plan on attending. Eric will work on getting a chapter booth at the conference.
Chapter sponsorship of 2009 AGM at Nashville Discussion deferred to a later meeting.
Update strategy for review and revision of by-laws Need to get the committee active on re-working the by-laws. Eric talked to someone at AFS headquarters who suggested looking at by-laws of other chapters.
Letter/Correspondence logos and templates to Web for EXCOM – Eric will give Larry info on how to access workspace on web.
Student Chapter The suggestion was made to change the name to Washington Chapter as opposed to the U of W chapter. Eric said the new name should be WA-BC Student Sub-unit of AFS. Once the student sub-unit changes their name they need to get approval from the Parent society at the Nashville meeting.
Web Management Work needs to be done to update the website. A web content manager needs to be assigned and could probably be an EXCOM position.
Sponsoring Hutton program Jim Shannon made a motion to give $100 to the Hutton program. Mark Pedersen seconded it. The motion was passed unanimously.
Sponsoring Orca Month Jim will look into this further getting specifics on what form of sponsoring is being proposed.
Old Business: None
New Business: Discussed above.
Next Teleconference: Thursday, June 4, 2009 at 7:30am.