The spring conference was a huge success. Many wonderful comments made all around. People were sincerely pleased.
Who was at the meeting:
Dan Allison
Michael Charnofsky
Julie Lancaster
Brandy Bartholomew
Zayanne Gardner
Dan Webster
Ray Cramer
Judy Toothaker
George Stratman
Maggie Wolfe
Kathleen Mitchell
Beth Jensen
Robin Frank
Helen de la Maza
Heather Butler
Rikki Shackelford

NEW POSITIONS
Many people willing to devote time to AEOE. Some people changing jobs in the course of the new year for AEOE.
Brandy B. Chair Elect
Laura V. - Activity Secretary
Chris - Secretary
Robb - will find a job for him

GENERAL BUSINESS

STATEWIDE INSURANCE
AEOE has received their statewide insurance that is good through February 5th 2003. It is $949 per year through Bower Master and Associates- Commercial General Liability.

George S. will be making an accident report form to have on hand at all activities. It was decided to have a First Aide station at all AEOE activities and conferences.

SPRING CONFERNCE MEDICAL SITUATIONS

*******Written Statement******
During Saturday morning session one, April 27th Guia Montydier was blowing on a conch shell and passed out from lack of air. He hit his head and received a concussion. He was taken to the hospital. It was decided that from now on the registration form will have a contact number on it.

BIG NAMES
It was shown that big name like MoJoi and Byrd Baylor will pay for themselves. We can get them in the future with no stress.

SALES TAX
We worked the sales tax into the price of all the books and merchandise. Maggie got a temporary sales permit for the conference. She is going to look into getting a permanent sales permit for all conferences.

INTERNATIONAL REQUESTS
George S. moved to have official policy when we get international request to attend conferences. First, refer them to a national organization like NAAEE. Second, we will not help them to get visas

Seconded by Dan Allison

Board Approved

LAWYER ISSUES
Articles that are at the beginning of the bylaws must be restated to get non-profit exempt status. We don’t need to amend the whole bylaws only the articles.

We will not add California to the name AEOE. We want to stay open to all possibilities. Articles II to be amended. The lawyer restated our purpose. Maggie will ask about the issue of And or & in our name. George moved to pass the revised amendments. Helen seconded the motion. Board Approved

2:07 p.m.—George Stratman takes over recording of minutes

GENERAL BUSINESS CONT.

Motion made (after discussion) by George Stratman to adopt restated goals (as presented by Lisa Runquist via Maggie Wolfe) with “&” changed to “and” in title of our organization. Motion seconded by Ray Cramer and passed unanimously.

Dan Allison raised concerns regarding the bylaws that were prepared by Lisa Runquist. Discussion followed raising issues of level of detail and complexity necessary as well as freedom to change and grow for the organization within the bylaws. Motion made by George Stratman (after much discussion and on the recommendation of several board members) to hire Dan Allison to revise the bylaws during the summer for the Board’s review at our fall meeting. It was also stipulated that the allotted hours for this task be placed at 12, that we pay $25 an hour for this work, and that the first draft be completed by September 1, 2002. The motion was seconded by Zayanne Gardner and passed unanimously.

Further discussion ensued regarding board member voting rights, board elections, etc. As these are all bylaw issues, it was stated by Dan Allison that he would be including these issues in his draft of the bylaws (providing, for instance, language for discussion to cover both member based elections and board based elections). It was decided to table further discussion on such matters until the draft of the bylaws is presented.

Discounts for board members at conferences were discussed along with the need for a policy regarding how each board (Northern and Southern) is expected to provide assistance for the statewide conferences. It was moved by Zayanne Gardner and seconded by George Stratman that we advise the state board of the need to create a consistent policy on both board member discounts and statewide conference assistance. The motion passed unanimously. (Note: As there was no longer membership from the Northern Board present at this time—Ray Cramer having just left—this item is made as a recommendation of the Southern Board.) It was decided that Zayanne Gardner and Judy Toothaker would outline a plan for this matter for discussion at the statewide board meeting.

It was decided that Maggie Wolfe would advise Lisa Runquist of our decisions regarding the Articles of Incorporation and bylaws (as stated above). It was further decided that George Stratman would carry on beyond this as the primary contact with Lisa Runquist regarding our tax-exempt status, taxes, etc. Michael, Ray, Helen, Zayanne, and Maggie are to be advised of any developments in these matters. George Stratman and Zayanne Gardner will set a meeting with Lisa Runquist to address the tax issue (filing is due by June 30, 2002). Robin also volunteered to assist if needed as she lives close to Lisa Runquist.

Helen raised the issue of the conference skits and their purpose. Discussion followed regarding purpose (learning vs. entertainment), and appropriateness of some of the skits. It was recommended that future conference planners consider these issues.

It was agreed that all involved in the conference planning write a brief summary of their experience in planning the event so that this information may be passed on to future planners for their benefit.

Volunteers at conferences were discussed. Robin recommended creating an organized list of what is needed for each conference. Judy discussed importance of volunteer recognition (provide a $5 credit for next conference, etc. was suggested). Judy volunteered to be the Volunteer Coordinator. George made this motion, Zayanne seconded and it was passed by all present.

Maggie officially passed the responsibility of chair to Helen. Meeting adjourned.