WA-BC – AFS Chapter
EXCOM Teleconference Meeting Minutes
August 9, 2011
Role call: Mark Pedersen, Lisa Harlan, Brian Missildine, Jim Shannon, Stephanie Caballero
Email in: Orlay Johnson, Mark Celedonia, Nicole Casper
Absent: Erin Lowery, Yvonne Muirhead,
Minutes: Approval of minutes for July 12th, and 26th , 2011 teleconferences deferred to a vote by email.
Officer Reports
President – Mark Pedersen: Mark has been working on the 2012 Chapter AGM, forming up committees. He is working with Eric Knudsen on 2011 fundraising, coordinating last minute student scholarships, developing Chapter award candidates, and helping with Western Division awards.
President Elect – Mark Celedonia (emailed in): 1. A bigger room will definitely be needed for the Business Meeting. We can get one for free at the convention center or in the Red Lion (about a 5 minute walk from the convention center). The catering will likely be a bit less at the Red Lion (base price is $30/head at WSCC and $27/head at the Red Lion). Shawn Johnston with the Bethesda Office has agreed to help negotiate – he’s good at it and he’s already been doing it for other groups at both venues. Thus, we will likely be able to get both places to come down a bit from these base prices.
2. What to do about the non-WABC registrants?? My thought is to let them come if they want but to charge them for lunch. If we take this route, we should send an email to them to verify their intention to come and that they will need to pay. Any volunteers? Brian – were you able to get your hands on an updated membership list?
3. We should send a listserve to the membership letting them know that the Business Meeting lunch will be free. We should request a response from people that have not already registered so that we can get an accurate head count. Any volunteers to receive and process responses?
The rest of my report – extraordinarily busy with Master Scheduling. Not much breathing room for anything else.
Vice President – Yvonne Muirhead (via Mark P): See below under 2012 AGM.
Past President – Jim Shannon: Working on Spawning Run, Student Career Fair, and Chapter awards.
Treasurer – Erin Lowery (via Mark P): Mark sent a check to a student in Canada. Working on transferring responsibilities over to Emily.
Secretary – Lisa Harlan: Lisa contributed to the upcoming newsletter and chapter awards. She continues to work on the Social Responsibility Committee, which is gearing up for Seattle.
Communications Officers– Orlay Johnson (by email)/ Stephanie Caballero: Orlay is in the field (Middle Fork Salmon River) all this week so he will miss the call. Stephanie is working on the Chapter newsletter AFS annual mtg newsletter and one way or another they will get it out by next week. Excom – please send in officer reports.
Student Sub-Unit Representative – Nicole Casper (Email)/ Chris Clark: Nicole will be attending the meeting in Seattle.
UW Student SubUnit Caroline Storer: No report.
New Officers comments: Brian: currently 100 people registered for the Business luncheon, 25 out of territory, 39 registered members. Good recruiting opportunity for the chapter. Anyone living in Washington-British Columbia is automatically a member of the chapter. If already members of AFS and want to join WA-BC then lunch charge is $5. If not AFS member then lunch will be $30. Need to have a person or two at the door to check people off list of attendees.
Old Business:
Chapter Scholarship program implementation – There is one other possible scholarship candidate. Have enough funds to cover one or two more students. Mark will send out another announcement to let students know.
2011 update:
Nominations for Chapter awards –
Chapter business meeting –Mark P
Meals – Mark C/Brian M update
2012 AGM @ UVic – Yvonne (via Mark P): Committees are forming up, Eric Knudsen may be able to head up fundraising.
Excom Retreat – Incoming and out-going excom as well as interested folks meet and talk about the coming year.
Website update – Orlay:
Newsletter – Orlay via Stephanie: Gathering material for the newsletter. Will work with Bryan Bougher to get the material on the website.
New Business:
Habitat enhancement support grant: (Deferred until after Seattle meeting) We would like to require the grant be used for post construction monitoring of a fish habitat project. We are looking at $5,000 for the grant amount. Jim will write up a paragraph outlining the goals of the award.
New award for Chapter: (Deferred until after Seattle meeting) Habitat Restoration Project of the year. To be submitted to ExCom for review with other annual awards. Jim will write up a paragraph outlining the goals of the award.
Action Items for next meeting:
Action: Excom – give officer reports to Orlay and Stephanie for newsletter.
Next Teleconference: August 23, 2011, 9:00am – 10:15pm, via WebEx.