2009 WABC EXCOM and Leadership Retreat
12 September 2009
Attendees: Eric Knudsen, Desmond Maynard, Larry Dominguez, Jim Shannon, Geraldine Vander Haegen, Mark Celedonia, Rachel Keeler, Erin Lowery, Lisa Harlan
Introductions -
Financial Reporting –
Balance Statement – Reviewed outlook for fiscal year beginning Sep 1, 2009. 3 different scenarios for 2010 AGM were reviewed. Need Mark P. to clarify any remaining questions and assumptions regarding 2010 revenues.
Julie is transitioning Treasurer/Secretary position to Erin. See word file sent from Julie in September 2009 for treasury details. EXCOM members needing reimbursement will need to send to Erin when transition is complete.
Management and Use of Chapter Funds – Suggestion to reduce sponsorship funds until after 2010 AGM and if it goes well additional funds will be released. Possibly put money in the WDAFS portfolio?
Sponsorship – would be helpful to have a sponsorship request form online.
New Secretary/Treasurer – The Executive committee agreed to grant to Erin Lowery, and for Jim Shannon to maintain, signature authority. A vote was not called for since the Secretary/Treasurer has check signing authority under regular Chapter procedures.
Chapter Management and Communications-
Committees – Standing committees are approved and established in the By-Laws. Ad hoc committees are temporary assignments appointed by President. The standing committees listed on the WABC website are: Forestry/Fisheries, Continuing Education, Environmental Affairs, Marine Fisheries, Student Affairs, Aquaculture, and Indian Fisheries. Additional committees are: Development, Outreach, By-Laws, Student Coordination, Archivist, Team 2011, Fisheries Genetics, and Research Monitoring and Evaluation.
Currently there is an active Student Committee (Tad Schwager) and Marine Fisheries Committee (Bill Mavros).
Draft By-Laws –
Proposal to increase number of EXCOM positions to 8, combining Newsletter Editor and Assistant Newsletter editor into one position, splitting Secretary/Treasurer into 2 different positions, and adding a Student Sub-unit position. The decision is to maintain current positions and transition into new positions over this next year, pending approval of the By-Laws. Student Representative could be a position voted in by the entire membership, but you have to be a student to run. This is as opposed to automatically appointing the President of the Student Sub-unit to this position. Purpose of student sub-unit is to get students involved in a professional society, help with job search.
Eric presented by-law changes and will incorporate changes and suggestions. Rules and procedures are still in need of development. In order to get by-law changes approved by Parent Society in March 2010 proposed changes need to be submitted to membership for review at least 3 months prior. Since EXCOM positions will be contingent on Parent Society approval of proposed by-laws, it may work better to delay voting on EXCOM positions until after Parent Society meets in March. (Update: The good news is that we don’t have to wait until March for Governing Board approval. That means we can finish the revision process within a few months, and then hold the elections before/during the AGM if we want.)
Chapter Events Reporting-
2010 AGM – 1st Call for symposia has gone out. Need to get planning meetings set up to get local people filling committee positions. Travel cost for the planning meetings are part of the cost of the annual meeting. Will try to have the first meeting in Oct/Nov 09. Larry made a motion to approve disbursement of $2000 deposit for a down payment for the 2010 AGM facility. The motion was seconded and passed.
Sponsorships or member outreaches – Suggestion was made to set up a budget for sponsorships and to track it throughout the year. It may be possible to get listed as an affiliate organization with various organizations without sponsorships. Reasons for sponsoring include expanding membership, increasing member participation, increasing role in helping the resource. Offer free membership for 1 year with a registration fee at the 2010 AGM. Topic will remain open for discussion.
2009 Nashville Report – Implications for 2011 – We had a booth with two banners, one about the chapter and one about 2011, and a large digital picture frame continually scrolling images of Washington and British Columbia.
2011 – Larry Dominguez and Cleve Steward are Local Arrangements Co-Chairs. They are in need of additional Committee Chairs. The chapter website has lists of committees.
Student Sub Unit Progress and Recruitment
Erin will likely be requesting seed money for a fund-raising activity for the University of Washington student sub-unit. (Udate:Student subunit bylaws approved by governing board in Nashville).
Membership Recruitment
Encourage outreach to students, mainly through professors. Need to communicate benefits of being a member. Possibly post a page on website with personal stories of current members. When non-members sign up for the AGM they could be charged the additional amount for membership at the student, new professional, or at the full professional level. Parent society renewal comes up in November, so we can send a listserve out just prior reminding members to check the dues box and explaining it all goes for student activities. Mark C. should review past AGM registrations as a starting place to recruit non-members.
C Jeff Cederholm Endowment –
Funds could go to awarding a scholarship or award. Larry will gather more information regarding how to set up an endowment. Another option is to combine investment with Western Division and allow them to invest the money. Several other chapters are doing this. Larry and Eric will pursue investigating endowment options.
Future Planning –
5-yr Strategic Plan – Should provide a roadmap for advancing the chapter mission. The Parent Society’s strategic plan can be a framework for developing the chapter strategic plan. Jim will set this as a goal for his term as president to draft a strategic plan for the chapter.
Should also have an annual work plan.
Deferred Discussions, New topics for upcoming meetings –
Action Items -
Website: Larry will prepare a solicitation for testimonials on the benefits of membership
By Laws, Procedures:
Endowment: Larry will follow up Endowment procedures through Erin Lowery contact; Erin will provide contact information to Larry.
One-year Plan: Jim will compare AFS 2010 Vision with how WABC one-year work plan objectives are consistent.
Larry will contact Mark LaRiviere regarding possibility of using dorm rooms for housing.
Send out a listserve to membership just prior to Parent Society membership renewal in November.
Jim will work with Eric to draft a chapter strategic plan.
Newsletter should go out by Oct 12th and include write-up on Nashville, letter from President, profile on new officers, Chapter finances, 2010 agm, 2011 meeting, by-law changes, student chapter bylaw approved.