WA-BC – AFS Chapter

EXCOM Teleconference Meeting Minutes – Final

December 14, 2010

Role call: Mark Pedersen, Lisa Harlan, Nicole Casper, Orlay Johnson, Jim Shannon, Yvonne Muirhead

Absent: Erin Lowry, Mark Celedonia

Minutes: Approved minutes for November 23^rd, 2010 teleconference.

Officer Reports

President – Mark Pedersen: Reviewing cost sharing, working with Eric on 2011 fundraising looking at 16 possible sponsors, website updates, working on budget and MOU.

President Elect – Mark Celedonia: Working on scheduling for 2011.  Checked with AFS in Bethseda regarding getting members to check the box. This should be automatic in the future. People can still uncheck if they want.

Student Sub-Unit Representative – Nicole Casper: Nicole sent out the email introducing herself to student AFS members. She received two replies, one from an undergrad at WWU.  The other was from Carolyn with the U of WA chapter.  Nicole will attend their meeting today, and get acquainted. Trying to get more undergrads involved – thinking about doing a trivia night and fund-raiser for student travel money.  There will be a kick off event in January.  Can they use Parent Society tax id for bank account as opposed to a student SSN?  Nicole spoke with WWU faculty member who might be interested in joining AFS and getting involved.  She is thinking of a kick-off event in February.  Nicole would like feedback/input on what to fund-raise for – student travel, Ecologists without Borders, a local organization?  Mark P suggested supporting a local organization.  Orlay agreed fundraising for an external group (as opposed to the chapter) is easier for contributors to support. Nicole has her own list of student members and would like suggestions for how often to update – Mark P suggested updating in January since AFS membership is on a calendar year.

Vice President – Yvonne Muirhead: Yvonne has had conference calls with the Society for Ecological Restoration chapter rep looking at timing for the 2012 meeting.  SER wants May and would like to have it at U Vic.  Yvonne will send the draft MOU to Excom for feedback.

Past President – Jim Shannon: Jim has been working on the spawning run and on recruiting for future excom candidates.

Treasurer – Erin Lowry: Erin is working on an Income/Expense spreadsheet.  Mark P got a guarantee from SFF that they will re-pay the $10,000 right after 2011.

Secretary – Lisa Harlan: Lisa will post final minutes on the website.

Communications Officer– Orlay Johnson: Sponsoring symposium on education and on genetics.  Would like to send out a series of listserves – first letting WA-BC members know if they are sponsoring a symposium they can use the listserve to solicit presenters, and then sending listserves to recruit presenters.  Orlay is still spending a lot of time learning to update on the website.

Old Business:

Budget – Mark P will send out a draft to everyone on Excom.  He would like an email vote.

Archiving – Lisa talked to Keith Underwood who has some boxes to be archived.  Erin has offered space at his workplace for storing archives and marketing items.

Candidates for next election – Jim has been putting out feelers for the next Excom position election.

Professional Fisheries Biologist standards – No update.

Chapter membership – See Mark C’s report above.

Comments on 5-yr strategic plan. – Mark P wants comments for discussion this meeting.  Please continue reviewing and sending in comments.

ExCom position procedures add ins – Provide comments to Mark P.

New Business:

Website Update: Events are being updated regularly and could be more prominently featured.  Need to make the home page more dynamic.  Lisa will check with Bryan regarding progress on another host for our website.  Orlay will contact another group he is part of regarding websites.  Mark P likes the Idaho Chapter website and suggests we all take a look at it www.idahoafs.org.

Action Items for next meeting:

Action: Mark P (?) will assist Nicole in finding out if the student chapters can use the chapter or Parent Society’s tax ID for their bank account.

Action: Excom – Nicole would like suggestions for organizations to raise funds for at the kick-off event in February.

Action: Yvonne will send the draft MOU for co-convening with SER for 2012 to Excom for review and feedback.

Action: Excom – Jim would like suggestions for possible candidates for the open Excom position elections.

Action: Mark P will send out a draft budget to everyone on Excom for review and feedback.

Action: Lisa will contact Keith Underwood regarding boxes of papers to be archived.

Action: Excom – Provide comments to Mark P on the 5-yr Strategic Plan.

Action: Excom – Provide comments to Mark P on the Excom Procedures Add-ins.

Action: Lisa will talk to Bryan Bougher about the website host.

Action: Orlay will research options for website developers.

Next Teleconference: January 11, 2011, 9:00am – 10:15pm, via WebEx.