CO-WY AFS Chapter ExCom Meeting Minutes

Wyoming Game and Fish Department

Laramie, Wyoming

Friday, September 3, 2004

 

Prepared on September 10, 2004 by Lori Martin, Secretary/Treasurer

 

Attendees:  Dave Zafft (Past President), Paul Mavrakis (2005 Annual Meeting-Program), Hilda Sexauer (Vice-President), Anita Martinez (President), Rosemary Black (2005 Annual Meeting-Arrangements), Lori Martin (Secretary-Treasurer)

 

Anita Martinez called the meeting to order at 9:00 am.  A quorum of officers was present.

 

Approval of March 2004 Annual Business Meeting Minutes

The March 2004 annual business meeting minutes were approved.

 

Best Chapter Award & Madison Meeting Update

Hilda Sexauer attended the 2004 AFS Parent Society Meeting in Madison to accept the Western Division’s Outstanding Chapter Award.  Hilda indicated that overall the meeting went well, and that the Leadership Development seminar was very enlightening.  She also attended a fisheries management meeting. 

·        Action Item:  Hilda will provide the Chapter with notes highlighting the  Madison meeting.

 

Procedures Manual Revision

Dave Zafft indicated that Matt Kondratieff has not made the revisions to the procedures manual quite yet.  Dave suggested that these revisions should be discussed at the ExCom meeting in December.  A final draft can then be approved during the Chapter business meeting at the 2005 Annual Meeting.  Dave also indicated that the endowment and grant funding guidelines will need to be included within the manual, as well.  Dave has been working on the unapproved endowment guidelines that Paula Guenther-Gloss drafted.  Dave indicated that new guidelines are needed to continue the endowments.  Dave and Bill Bradshaw have been working on the grants funding guidelines.  Discussion followed regarding the notification of awards and who makes the presentation.  The grant funding guidelines have been in place on the Chapter website in the past, but not recently.  The Chapter has also not awarded a grant for quite awhile.  Questions arose as to who approves the grant applications (the ExCom or an Adhoc committee). 

·        Action Item:  Dave Zafft and Bill Bradshaw will provide drafts of the endowment and grant funding guidelines at the Ex Com meeting in December.  Dave Zafft will also put together a “protocol” for organizing and planning the arrangements for the 2005 Annual Meeting.   

 

Chapter Budget Update

Hilda Sexauer reported that the checking account balance as of September 1 was $11,767.71; the savings account balance as of September 1 was $26,004.91.

 

Checking and Savings Account Information

 

As of September 1, 2004

US Bank-Checking Account Balance = $11,767.71

US Bank-Savings Account Balance = $26,004.91

US Bank-Total Account Balance = $37,772.62

 

US Bank-Total Account Balance

Starting Balance =                                                                                              $37,772.62

Description                                                                                                           Expenses             

 

ExCom expense-lunch 9/3/2004                                                                      $52.10

 

Ending Balance = (as of September 3, 2004)                                 $37,720.52

 

The approved FY05 Chapter Budget, which is posted on the Chapter website, assumed a fiscal year starting balance of $36,363.  The Chapter will begin the fiscal year with a budget of $37,772.62, $1,409.62 more than anticipated.

 

2005 Annual Meeting Plans

Arrangements:  Rosemary Black and Ken Kehmeier are in charge of arrangements.  Anita Martinez indicated that several Chapter members would prefer that the meeting be held in February.  Rosemary mentioned that two other groups (Great Plains Fishery Workers and the WD Foundation) will be meeting in the beginning of February, in Colorado.  Dates were discussed, and the options of Feb. 28th thru March 4th, and March 7th thru March 11th were selected.  The predicted number of attendees for the meeting was 100.  Further discussion focused on what events would take plan on each day.  Monday and Friday would both be travel days.  A social might be considered for Monday evening, with morning and afternoon breaks scheduled for Tuesday, Wednesday, and Thursday.  Suggestions were also made to schedule the business meeting on Wednesday morning from 7-9 am.  Leftover business to attend to during the breakfast meeting includes discussion of the Aquaculture Award proposed by Bob Wiley.  On Wednesday morning, a break will not be needed.  The banquet will be Wednesday evening.   Rosemary suggested several options for the banquet (Dave Clarkson barbeque or CSU meats).  Accommodations will need to be provided for the raffle and student subunit t-shirt sales.  Purchasing and providing alcohol will need to be considered.  Rosemary suggested a ranch in Loveland that might be a possible location for the meeting.  Enough space will be needed to accommodate for presentations, posters and raffle items, registration, continuing education workshop(s), etc.  Discussion also occurred regarding fundraising for the meeting.  A target of $3,000 was suggested, and Paul Dey will be asked to try to solicit these funds again. 

·        Action Item:  Dave Zafft will ask Paul Dey to fundraise for the meeting.

·        Action Item:  Rosemary Black will start searching for a location to have the meeting (should have something figured out within two-three weeks).

 

Registration:  Hilda Sexauer and Lori Martin are in charge of registration.  Craig Amadio and Paul Bailey have volunteered to help with preparation for the meeting.  Anita Martinez suggested that one of them help Lori and Hilda.  Lori and Hilda suggested that Craig and Paul be assigned other duties, as Lori and Hilda should be able to handle registration.  Dave Zafft mentioned that it would be a good idea to have a representative from CSU to serve as the Audio Visual person, rather than Craig or Paul from Wyoming due to logistics of gathering the equipment, etc.  Presentation requirements were discussed, such as including these requirements in the Angler, and whether to print abstracts or provide them on CDs.  Suggestions were made to include abstracts on the Chapter website, provide programs to everyone, and to just provide CDs to those who do not pre-register. 

 

Program:  Paul Mavrakis and Mark Smith are in charge of the program.  Paul suggested that coal-bed methane or human dimension-fisheries management might be two topics to focus on for the plenary session.  Professors and wildlife commissioners were suggested as potential speakers to discuss science-based versus political decisions in wildlife management.  Linda Sikorowski of the CDOW might have some contacts with CSU professors.  Suggestions were made to invite general papers for the regular sessions, and to not have a program title or theme for the meeting.  Paul would like a list of contact names for Colorado to start soliciting for papers.  Anita Martinez suggested that Paul contact Mark Jones, Sherman Hebein, Doug Krieger, and Greg Gerlich, all of the CDOW.  Rosemary Black asked whether the Chapter provides gifts to presenters.  Rosemary indicated that she had put together items unique to Colorado for other professional meetings.  These “gift baskets” were usually donated by various vendors, and were well received.  Other options for gifts were suggested, such as student subunit t-shirts, raffle tickets, etc.  Announcing the annual meeting and call for papers in the next edition (Sept./Oct.) of the Angler was discussed. 

·        Action Item:  Paul Mavrakis will make calls to Colorado and Wyoming to solicit papers for the program.

·        Action Item:  Paul Mavrakis will contact Scott Gangl to arrange for the 2005 Annual Meeting announcement and Call for Papers to be included in the next Angler.

 

Continuing Education:  No one is leading the continuing education workshops at this time.  Brett Johnson and Chris Myrick of CSU will be contacted to see if they would like to participate.  $500 has been allocated in the budget to cover expenses for any continuing education activities.  Anita Martinez suggested that some professors at UW might also be interested.  Dave Zafft indicated that Scott Covington had volunteered to organize continuing education workshops for the 2004 annual meeting, but that the Bonneville Chapter covered everything.  A suggestion was made to invite two people to participate in organizing continuing education.  Topics for continuing education workshops included a leadership session or pesticide applicator training.  Lori Martin indicated that several continuing education workshop surveys for potential topics had been prepared and summarized by Barb Horn in the past.  These surveys along with those of the Parent Society should be consulted for possible workshop topics.

 

Best Student Paper/Poster Judging:  Anita Martinez has approached Kathy Foster about organizing the best student paper and poster judging.  Dave Zafft and Hilda Sexauer suggested that Kevin Gelwicks also be approached, as well, since Kevin dealt with judging at the 2004 annual meeting. 

 

Raffle:  Tracy Stephens and Dan Brauch are in charge of the raffle.

 

Business Meeting Agenda:  Anita Martinez is in charge of the business meeting agenda.

 

Student and Professional Travel Assistance:  The Chapter covered travel expenses for both student subunit presidents at the Chapter’s 2004 annual meeting.  The Chapter also provided several rooms for students.  The budget last year included $2,000 for student travel assistance.  This year’s budget includes $300 for student travel assistance. 

 

Student Subunits 

Both student subunit presidents need to be identified, and should attend the next ExCom meeting in December at the Fort Collins CDOW office.  Dave Zafft indicated that Mike Bower is the student subunit president from UW.

·        Anita Martinez will contact both of the student subunits to see if Dec. 2nd is a good date for the student subunit presidents to meet in Fort Collins.

 

Website Update

Hilda Sexauer indicated that she would follow-up on the idea to tie the Chapter’s website into the Western Division’s website.  Currently, the Parent Society charges the Chapter $150/year to provide the Chapter a website link.   The process to tie into the Western Division’s website will involve the website coordinator learning a new computer language. 

 

The ExCom adjourned at 11:00 am for lunch.

 

The meeting was resumed at 12:50.

 

Standing Committee Reports

Membership:  Anita Martinez mentioned that Greg Anderson sent her a letter (handout) asking that the ExCom consider the purchase of a professional display board within the budget.  Anita indicated that this proposal was submitted to the budget committee, and rejected.  Greg mentioned to Anita that he will continue to get funding within the Chapter to cover the cost of approximately $2,000.  This sort of a proposal will need to be approved by the general membership, since the ExCom cannot spend more than $500 without membership approval.  Anita provided a membership committee update (handout) prepared by Greg Anderson.  The ExCom reviewed Greg’s report, and discussion followed.  The ExCom budgeted $500 last year to cover the 12 student memberships that the Chapter purchases.  Greg has developed a protocol for giving these memberships to students who may not necessarily be involved with fisheries.  Hilda Sexauer motioned that the ExCom purchase up to 12 student memberships for either Colorado or Wyoming for this fiscal year.  These memberships would include the students receiving the Angler ($43/membership).  Lori Martin seconded the motion, and the motion passed.  In the past, Hilda has sent Chapter checks to the Parent Society to cover this.  Hilda indicated that she had attended a presentation at the Madison meeting regarding the Hutton program.  She suggested to Greg that he might want to obtain a copy of this video/presentation to provide to the Chapter.

 

Newsletter:  Scott Gangl will continue to organize the Angler.

           

Environmental Policy:  Anita Martinez has been compiling illicit fish introduction information for Colorado.  She has contacted DWMs (District Wildlife Managers-Game Wardens) and other biologists who have assisted her in this task.  Anita provided the Ex Com with a table presenting this information.  Paul Mavrakis indicated that he would like to work on a similar project for Wyoming.  Anita mentioned that this will be a long-term project.  It should also be noted that the Vice-President of the Chapter chairs the Environmental Policy Committee.

·        Action Item:  Paul Mavrakis will work on gathering illicit fish introduction information for Wyoming.

·        Action Item:  Hilda is the new Vice-President, and will need to decide whether the committee continues focusing on illegal fish introductions, or another topic.

 

Chapter Archivist:  The understanding of the ExCom is that Venice Beske will remain the chapter archivist.  Anita Martinez indicated that Venice has mentioned that the Chapter needs to acquire some space to archive materials. 

·        Action Item:  The Chapter needs to accommodate Venice by providing a space for archived information.

 

Endowment Funding:  Bill Bradshaw is working on these guidelines.

·        Action Item:  Dave Zafft will check with Bill on the status of the guidelines.

 

Budget:  Anita Martinez provided a handout of the Chapter budget.  This information is also available on the Chapter’s website.  Anita mentioned that the Chapter has over $43,000 to do something with.  She suggested the Ex Com establish a committee to determine how the Chapter appropriates money.  This committee would then present these appropriations to the general membership.  Dave Zafft indicated that he would be interested in participating, and that Bill Bradshaw should also be involved.  Dave suggested the ExCom wait until the grant funding and endowment guidelines are drafted before pursing development of a committee.  Dave also mentioned that Bill would really like to see this money used for funding grant proposals.  Anita also proposed that the Chapter develop procedures for developing continuing education workshops and activities.  These procedures would have to be voted on and approved at the annual meeting.  The Chapter has never provided funding for continuing education in the past.  These costs have always been included within the annual meeting registration fee.  Matt Kondratieff will need assistance to write the continuing education portion of the Chapter procedures manual.  Further discussion regarding the continuing education committee occurred.  The continuing education committee is a standing committee. The committee’s chair is appointed by the Chapter Vice-President.  Dave mentioned that the continuing education committee can organize more than one workshop a year.  Questions arose as to whether the Chapter is required to file federal and/or state income taxes.  Hilda Sexauer was unofficially told that if an organization grosses $25,000 over the course of three years, then taxes should be filed.  Dave indicated that the Western Division just started filing taxes.  The endowments should not be considered at all when completing taxes. 

·        Action Item:  Lori Martin will check with Monica Hiner (Secretary/Treasurer) of the Western Division regarding the Chapter filing taxes. 

 

Item of Discussion

Hilda Sexauer suggested that the Chapter consider separating the Secretary/Treasurer position into two positions.  She mentioned that she thinks the treasurer position should be a multi-year position.  Hilda suggested that the Chapter membership vote to fill the Secretary position.  This person would then be on the regular track to fill the President position.  Hilda indicated it would be nice to have someone assist the Treasurer during the annual meeting registration.  Anita Martinez mentioned that she thinks every year is different in terms of the load placed on the Secretary/Treasurer.  Suggestions were made to consider changing the guidelines (by-laws) for these positions, and to get Rob Gipson’s perspective on separating these two positions.  Rob has checked into this before.  Most chapters at the Madison meeting indicated to Hilda that their secretary and treasurer positions are multi-year appointments.  The ExCom decided that further discussion regarding this topic was warranted. 

 

The meeting was adjourned at 1:50 pm.

 

The next ExCom meeting is tentatively scheduled for December 2 at the Fort Collins CDOW office.