AEOE Southern Board Meeting – Saturday, 31 May 2003

Acorn Naturalists, Tustin

Meeting called to order by Helen

Attendees:

• Helen de la Maza
• Laura “Leaf” Vandezande
• Kris Nordlie
• Maggie Wolfe
• Michael Charnofsky

AGENDA

1.  Additions to agenda – publicity & budget?

2.  Fall Conference discussion: Laura

• Elizabeth Simmons & Paul Grafton doing dinner – stir fry – cooking in the kitchen (only their staff is allowed to be in the kitchen) – food budget $3/person, up to $450, & Fri. check in snacks/treats
• Elizabeth is also doing Green Conference Coordinator
• Cost for site = $5 per person, + $25 for dining hall & $25 for another large indoor room
• Entertainment
• Scott Edgecomb confirmed, he’ll do an evening thing or whatever
• Mandall’s are really excited to come as well, have them lead a Sat. music session, then have Scott do some things
• Mill Creek Expedition for Saturday lunchtime entertainment – Kris will check on it
• We would like to have eve. entertainment outside w/ a campfire, otherwise we can use the large indoor room w/ the fireplace
• Stipends
• We paid Mill Creek Expedition $250 last year
• Kris motioned to pay Mill Creek Expedition $50/person & free conference admission; Laura seconded, no discussion, Michael’s vote taken into consideration as well, motion passed
• $50 presenter fee/person + $25 travel reimbursement for the longer distance/per vehicle + free conference admission for all conferences; Kris motioned, Laura seconded, no discussion, motion passed
• Helen asked about compensating memberships – should we comp memberships for  people who volunteer & present at conferences
• Have Mandall’s present a light song-writing workshop, hints on how to make up songs, making up songs w/ kids, etc.
• Registration – Helen
• Green Conference – Elizabeth & Laura, Michael will bring compost bin
• Parking – Elizabeth
• Workshops – Laura
• Directions & What to bring – Laura
• Publicity – Michael; he will write to CREEK, COSA, etc., folks separately
• Workshop Ideas – Laura sent out a bulk e-mail to folks who presented last year
• We should invite CREEK Coordinators, COSA, private OSS managers, Chris Cameron from Ocean Pines (used to be Ventura/Santa Barbara/San Luis Obispo CREEK Coordinator) etc. to the workshops to present – Helen & Michael have those contacts
• Cost
• Food
• $450 for dinner
• $50 for snacks
• They have our deposit, they will charge for however many people show up, Laura will find out when we know
• Entertainment
• Mill Creek $250 + $75
• Mandall’s $100+25
• Scott $50+$25
• Dean $50+$25
• Workshop Presenters
• Presenter comps $400 ($20/person – conference registration fee)
• Site fees
• $50 site use fees
• $5/person = $750
• $20 registration fee, $30 walk-in registration fee
• Dates
• Tell site #’s by Oct. 27^th
• Registration postmark deadline Oct. 22^nd, walk-in only after that
• Fall 2003 Newsletter deadline –
• Articles/info due by August 15
• Editing deadline Sept. 3 (e-mailed to board members by Sept. 3)
• Comments/changes back to Robb by 5pm Sept. 8
• Mailed out on Sept. 15
• Maggie is going to look into internet calendar subscriptions
• Cash Advance Form & Cash Expense Report Form – take them if you need them

Activities Coming Up

• Oct. 17-19, Fall Colors Canoe Trip, combined w/ Northern, @ Mona Lake, camping @ Levine Canyon, Karen is planning it, Laura helping
• Colorado River Canoe Trip in March?
• Joshua Tree Campout in April?

3.  CSTA:  Helen

• In Long Beach this year, Oct. 9-12; too expensive for us to have a booth, perhaps Acorn Naturalists would let us put a flier on their table; outdoor schools & COSA should try to have booths & have people attend (Jane Goodall is the keynote speaker)
• Look into ACA conference for having a booth – it should be Southern Cal. next year – Michael will look into it

4.  Website:  Jodi (in absentia)

• There is a lot of stuff that is outdated; Jodi asks us to tell her if something is outdated
• Perhaps we should set deadlines for her to make changes/updates
• Server was down for about a month
• Maggie will talk to Jodi about getting access to website & helping to make updates/changes
• We need to make sure that we own our own domain & use our own server
• Kris will do research into how we can create/manage/use our own server for cheap
• We will defer this issue to Statewide, since it’s a statewide issue

5.  Newsletter:  Robb (in absentia)

• Both sections should share articles & information; we have discussed having a statewide newsletter, but it is challenging due to time restraints
• We should discuss this at Statewide
• Bulk mail
• Only applies at one post office
• Makes extra work for the editor, because you have to sort it all
• Saves us a lot of money (a couple hundred dollars a year, after the cost of the license)
• Wrong/Return To Sender doesn’t come back on bulk mailings
• If Robb is willing, it may be worth looking into
• Maggie will contact Robb about it
• Deadlines
• Maggie will e-mail newsletter details to Kris/southern board
• Set “quarterly” deadlines (Sept., Dec., March, May)
• Michael would love to see the newsletter printed on recycled paper & make a note in the newsletter that the paper is recycled, everyone agreed

6.  Publicity:  Michael

• Michael would like to have a really nice AEOE board to use for displays at conferences, etc. – it makes a really big difference
• Perhaps Janice could help get photos, Anita might help with it
• Materials are easy
• Easel
• Frame w/ Plexiglas cover
• One that stands alone, w/ supplemental one if more room
• Michael would also like to see a really good brochure for AEOE
• Check with Laguna Beach Institute of Design
• Their students are required to do something for a business for free
• Maggie will e-mail the current brochure to the southern board to start discussion
• Kris will play with the brochure to try to develop something…..
• Add to the membership form & conference registration forms a field for people to choose how they heard about AEOE/conference – info can be compiled so that Michael & others can determine if publicity is working
• Helen will e-mail state board about adding this to the membership forms
• We need to get an official, standard membership form

7.  Spring Conference:  Helen

• April 30-May 2, 2004
• Early Registration: postmarked by April 2                                        Cost = $105
• Regular Registration: from April 3-16, postmarked by April 16.      Cost = $130
• Nothing accepted April 17-beyond
• Walk-in/On Site Registration is April 30-31                                      Cost = $160
• Cost to us is:  Camping $55, Dorms $72, 7 rustic private rooms w/ twin beds $85
• Premium housing last year
• Private bath = $105 for 1 person, $85 each for 2 people plus regular conference fees
• Shared bath = $75 for 1 person, $50 each for 2 people plus regular conference fees
• Newsletter

• Spring 2004 Newsletter deadline –
• Articles/info due by February 6
• Editing deadline Feb. 20 (e-mailed to board members by Feb. 20)
• Comments/changes back to Robb by Feb. 25
• Mailed out on March 5
• 335 regular registration, 75 day-use, Saturday-only (no meals); verbal info. or e-mail for people who want to camp nearby & come in on Sat. or who register during
• Laura will gather camping outside camping info to have avail. during dark period
• Day use – yes (see above)
• Presenter discount rate – yes – 50% discount if presenters register (postmarked) by Feb. 14; 40% discount if presenters register between (postmarked) by April 16.
• Discounts
• State Board Member discounts – no
• Committee Member discounts – 50% off, and 100% off for the “Big Eight” (Entertainment, Facilities, Key Note Speaker Coordinator, Pre-Conference Registration, Presenter Coordinator, Publicity, Registration Packet/Conference Program, Treasurer)
• Helen is going to send an e-mail asking who would like to be on the committee & a deadline
• Helen will create a committee group e-mail
• Family Rate – yes; in registration packet, add “family rate w/ kids available, please inquire”
• NAAEE grant – Hoppy said he’d do it again – Helen will ask him about doing it
• Howard Bell – yes; given at Spring Conference
• Janice or George Stratman in charge?
• Hand it out at the Fall Conference
• Send one to Northern to hand out at their Fall Conference
• Put it in Winter Newsletter
• Helen will e-mail Janice about new H.B. plaque
• Environmental Educator of the Year, given out at the Fall conference – probably not this year
• Nominated & decided by board
• COSA conference in conjunction
• COSA folks are discussing not having their meetings at AEOE conferences
• COSA has lost funding & may not be able to meet as often, may only do a fall conference
• Problem w/ last year was that so few COSA members attended AEOE conf., but many do like the job fair at AEOE conf.
• They got a really bad deal last year to do both, but they got a great deal at Hess Kramer
• At Hess Kramer, one concern is that they are taking up space if they aren’t attending AEOE conf.
• Michael has been in communication with Deborah Hetrick, new COSA president
• Michael will keep us informed, is pushing to have them continue to do their meeting in conjunction w/ AEOE conference
• It has been recommended that someone from AEOE should go to a COSA meeting as an AEOE representative – maybe Maggie could go in Nov. 2003?
• Meals
• At Hess Kramer, we had to check off everyone who came to eat each meal
• People who have paid for full conference including meals could have a different colored name tag
• Helen will check w/ Zayanne about meal check-in
• Celebration of 50 Years of AEOE
• Janice could help us with this, setting up a special display,
• T-Shirts should say something like “50 Years of Teaching Outside the Lines”
• Sing Happy Birthday to AEOE at one of the meals & have cake & ice cream
• Perhaps the band (whatever the band is) can do something special for us
• Raffle after people turn in evaluations (use evaluations as raffle ticket) – yes
• Raffle off free registration for next year’s conference
• Could collect name tags to use as raffle tickets
• Closing ceremony
• Yes
• Would be nice if we could do it on the grass
• We have to do the D.H. set up & clean-up
• Parking is limited, need to come up w/ a plan
• They don’t have sound equipment in the amphitheater, but D.H. does have sound equipment
• Workshop Registration
• Don’t save spots – register for workshops only on Fri.
• Evaluations
• Helen has 400 copies of a generic eval. that is blank on one side that we can copy specific stuff onto the back
• Safety Issues
• George was going to create an accident report form – we have it but need to get it on site
• Debbie has liability release form, people need to sign it – maybe on registration form or before they get their nametag
• Workshops
• 16 workshops per session, w/ 25 attendees each
• Workshops w/ fees
• Info should go into registration packet/newsletter
• Money usually goes directly to the presenter & is not collected
• Schedule
• Some people prefer three on Sat., some prefer four on Sat.
• Time should be shorter, perhaps 1 ¼ or 1 ½ hours
• Ideas:
• Possible Keynote Speakers
• Julia Butterfly Hill
• David Sobel
• Gary Paul
• David W. Orr
• Other/Entertainment
• Dana Lyons
• Bill Oliver
• Mojoi
• Bird Singers
• Spring Conference Jobs
• Delegated jobs (see “Spring Conference Jobs” below)
• Helen will send out an e-mail to potential AEOE board members inviting them to be on the board
• Kris will have liability forms, accident report forms to take to Spring Conference

8.  Other

• Sept. 20 Fall Conference Committee Meeting, 10am, Laura’s house in Big Bear
• Statewide board meeting – Sept. 27
• Meeting adjourned by Helen

MOTIONS PASSED

• Motion to pay entertainment for Fall Conferences $50 presenter fee/person + $25 travel reimbursement for the longer distance/per vehicle + free conference admission for all conferences; Kris motioned, Laura seconded, no discussion, motion passed

DECISIONS/Clarifications MADE:

• We will pay entertainment/large group presenters at Fall Conferences (see “Motions Passed”)
• We will add to the membership form & conference registration forms a field for people to choose how they heard about AEOE/conference – info can be compiled so that Michael & others can determine if publicity is working
• As per Statewide Meeting decision, Spring Conference presenter discounts will be 50% for early registration, 40% for regular registration
• Spring Conference Discounts

• State Board Member discounts – no

• Committee Member discounts – 50% off, and 100% off for the “Big Eight” (Entertainment, Facilities, Key Note Speaker Coordinator, Pre-Conference Registration, Presenter Coordinator, Publicity, Registration Packet/Conference Program, Treasurer)
• Family rates will be offered for Spring Conference
• Howard Bell Award will be given at Spring Conference
• Environmental Educator of the Year award will probably not be given at the Fall Conference this year
• Newsletter Deadlines

• Fall 2003 Newsletter deadline –
• Articles/info due by August 15
• Editing deadline Sept. 3 (e-mailed to board members by Sept. 3)
• Comments/changes back to Robb by 5pm Sept. 8
• Mailed out on Sept. 15
• Spring 2004 Newsletter deadline –
• Articles/info due by February 6
• Editing deadline Feb. 20 (e-mailed to board members by Feb. 20)
• Comments/changes back to Robb by Feb. 25
• Mailed out on March 5

• Sept. 20 Fall Conference Committee Meeting, 10am, Laura Leaf’s house in Big Bear

JOBS/Action Items:

Helen: 

• Helen is working on Spring ConferenceHe
• Helen is going to send an e-mail asking who would like to be on the Spring Conference committee & a deadline to sign up

• Helen will create a Spring Conference committee group e-mail
• Helen will e-mail Janice about new H.B. plaque
• Helen will check w/ Zayanne about meal check-in for Spring Conference
• Helen will send out an e-mail to potential AEOE board members inviting them to be on the board

Laura Leaf:

• Laura is working on Fall Conference
• Sept. 20 Fall Conference Committee Meeting, 10am, Laura’s house in Big Bear

Maggie:

• Maggie is going to look into internet calendar subscriptions
• Maggie will talk to Jodi about getting access to website & helping to make updates/changes
• Maggie will contact Robb about bulk mailing of newsletter
• Maggie will e-mail newsletter details to Kris/southern board

• Maggie will e-mail the current brochure to the southern board to start discussion

• It has been recommended that someone from AEOE should go to a COSA meeting as an AEOE representative – maybe Maggie could go in Nov. 2003?

Kris:

• Kris to ask Mill Creek Expedition if they are available for 1 ½ hours for lunch for Fall Conf.
• Kris will do research into how we can create/manage/use our own server for cheap
• Kris will play with the brochure to develop something…..
• Kris will have liability forms, accident report forms to take to Spring Conference

Michael:

• Michael will look into Look having a booth at the ACA Conference since it should be Southern Cal. next year
• Michael will keep us informed, is pushing to have them continue to do their meeting in conjunction w/ AEOE conference
• Michael will check with Laguna Beach Institute of Design about designing us a new brochure

Spring Conference Jobs

Job	Person in Charge/Coordinator
Auctioneer	Hoppy
Charitable Giving Coord./Auction Items/Raffle	Tamara
Clean-up (post-conference)
Concierges
Conference Coordinator
Closing Ceremony
Dining Hall Coordinator/food/snacks	Kris N.
Entertainment *	Maggie & _____
Evaluations & Raffle
Facilities - pre (meals, housing, etc.) *	Michael
First Aid/CPR Rover	Kris N.
Fundraising	Ray Cramer??
Green Conference Coordinator	Laura V.
Housing Coord. (dorms/camping)	Laura V.
Job Fair
Journal swap
Key Note Speaker(s) *	Maggie
Key Note liaison on-site
Map maker: site map & map to site	Laura V.
Membership-on site	Helen
Merchandise Coord.	Zayanne??
Merchandise Sales	Zayanne??
Nametags (on-site)
On-site conference reg.	Helen & Heather
Parking
Photography Contest (or other)
Pre-conference reg. *	Helen
Presenter Coordinator *	Judy Toothaker & Maggie (the assistant)
Presenter liaison (on-site)
Prizes	Tamara
Professional Development
Publicity	Michael
Radios	Michael
Registration packet/Conference Program	Maggie
Rule monitor (a.k.a. “The Heavy”)
Scholarships
Sign Maker	Laura V.
Silent Auction Coordinator	Tamara
Site people/information/directions
Skits/Talent Show	Paul Grafton
Transportation	Laura V.
Treasurer *	Zayanne
T-shirt design
T-shirt ordering	Zayanne??
T-shirt/gear swap
Vendors	Michael
VIP housing	Laura V.
Volunteer Coord.	Melody Mischke
Volunteer gifts	Tamara
Workshop Sheets
Other	Debbie Macander, Ray, Sam