WA-BC – AFS Chapter

EXCOM Teleconference Meeting Minutes – FINAL

Feb 25, 2010

Attending: Jim Shannon, Mark Celedonia, Mark Pedersen.

Minutes: No quorum, so minutes for Feb 4th or 18th, 2010 were not approved.

Officer Reports

President – Jim Shannon: This meeting will focus on AGM 2010 final preparations.

Past President – Larry Dominguez: No report.

President Elect – Mark Pedersen: 2010 is coming together well.  So far registration is near 150.

Awards: All plaques/certificates except best student presentation have been put together, we will decide at the meeting who will give out which ones.

Budget: From commitments to date from sponsors and registrants it looks like we should break even or be a little ahead. DFO is working on getting us another $5k.

Posters: Stephanie Peacock (lead) has provided instructions to the folks displaying posters. She has developed where they (15) will be set up in coordination with Yvonne Muirhead. Will need at least 8 easles. Eric to bring.

Plenary speakers have been set: Mark Saunders (DFO), Jack Helle (Ret. Auke Bay NMFS), Brian Riddell (PSF), and Jim Humphries (MSC). Jenny Atkinson of the Whale Museum is confirmed at the Lunch Speaker, and her logistics will be arranged.

Printed Program: Carolyn Mercado has just about got them done, Mark P will pick up 220 copies at Kinkos on Saturday and bring to meeting.

Program: There are about 123 talks – changes are being made daily (cancellations, reschedules, etc.). An updated version will be outside each meeting room.

Raffle: Rusty Sweeting, DFO, has become the defacto chair and has been successful at getting local donations of several great items.

Student Mentoring: This will take place in the lobby just before the Poster Social Tuesday evening: Tad and John Morgan are arranging government, academic, and private sector mentors to help.

Student Paper Judging: Tad and John Morgan have set up a system, including students to attend and rate student presentations. All were scheduled to be given before 3 pm on Wednesday March 3.

Student Volunteers: Dan Fox and Heather Brown at VIU have this well in hand. Volunteers are coordinating the A/V for each talk in each session, and helping with registration, selling logo gear, etc.

Sponsor/Venders: We have 13 vendors that will use 10 booths and 3 tables. The layout in Ballrooms A/B has been coordinated by Yvonne Muirhead and Stephanie Peacock in consultation with Mark P and Jim S.

VICC: Yvonne has done great coordinating with the VICC for the menus, coffee breaks, etc.

March 1 evening reception: Yvonne will buy snacks and soft drinks, and bring the donated kegs. Jim/Mark will bring some liquor and mixers.

Next steps: The ExComm and Student Volunteer Leaders will meet Monday afternoon to go over any last minute details and answer questions. Mark and Jim are working on formatting all the abstracts and getting them up on the website so they won’t have to be published in the program.

Vice President – Mark Celedonia: No report.

Secretary/Treasurer – Erin Lowry: No report.

Newsletter Editor – Geraldine Vander Haegen: No report.

Assistant Newsletter Editor – Orlay Johnson: No report.

Topics

Old Business: Tabled until next meeting

New Business: Tabled until next meeting

Action Items for next meeting:

AGM 2010 final preparations.

Next Teleconference: Thursday, March 18, 2010 at 7:30am.