AEOE Southern Council Meeting

June 5, 2005
Archstone Apartment Conference Room in Pasadena, CA

In attendance: Laura Vandezande, Maggie Wolfe, Helen de la Maza, Debbie Carraway, Maleah McPherson, Kyle McPherson, Tom Drake, Jason Westfall, Judy Toothaker, Tonya Mandl, Kris Pamintuan

I. Introductions

II. Newsletter (Jason/Laura) 15 min.

A. Deadline review

1. Fall: Article submission deadline (westfalljason@yahoo.com) = Sept. 1, 2005; 1st draft out = Sept. 10, 2005; Mailing date = Sept. 26
2. Winter: Article submission deadline = Nov. 18, 2005; 1st draft out = Dec. 2, 2005; Mailing date = Dec. 15, 2005
3. Spring: Article submission deadline = _____, 2005; 1st draft out = _____, 2005; Mailing date = _____, 2005 1. Summer: Article submission deadline = May 5, 2005; 1st draft out = May 19, 2005; Mailing date = May 31, 2005

B. Newsletter comments

1. Jason is awesome!!! Thanks to everyone for all the help & to everyone for reviewing!!!

C. Statewide newsletter

1. We have 2 newsletters for the same organization that have similar content -- most articles are not regional, although a few are – maybe have a statewide newsletter w/ regional inserts to preserve the regional feeling? But because we are one organization, for consistency and unity we should have one newsletter
3. Can the newsletter be developed together, then each section print/label/stamp separately?
4. Keeping it simple is a major argument – because we are all volunteers, it is important that we make it easy for anyone to step in and do the job
5. Discuss this issue at the summer statewide board meeting.

III. Fall Conference (Laura) 45 min.

A. Dates

1. Southern is Nov. 4-6, 2005; Northern is Oct. 7-9, 2005

B. Theme

1. Leave it open or add a word? The openness of it allows for many interpretations. “Setting the stage…”

C. Schedule

1. Same as last year

a. FRIDAY: Check in at 5pm (no dinner provided Fri. night) + activities/music
b. SATURDAY: 7am = bird watching & yoga; 9am = intro/welcome, 9:30-10:45 = workshop #1; 11-12:15 = workshop #2; lunch on your own; 2-3:30pm = workshop #3; 3:30-5pm = free time/dinner prep; 5:15pm dinner; 7pm = “open mic;” no quiet time
c. SUNDAY: 7am bird watching, yoga; 8am = breakfast board meeting; 9:15-10:45am = workshop #4; 11am = closing ceremony

D. Entertainment

1. Friday

a. Music – Jason?
b. Astronomy – Dean or Patsy or Debbie’s friend? – we’ll need a few telescopes (Tom will contact folks to invite them to attend – can offer registration, possibly mileage); Michael will contact Dean, then Laura will follow up; Kris/Jason will contact Patsy

2. Saturday

b. “Open Mic” night – sign up before the event

E. Workshop Ideas

1. Guitar/song leading = Jason; Primitive skills = Jeff; Chaparral = Kyle; Michael = composting; Tonya & Rich will do something (3 sisters gardening?)

F. Registration

1. Registration deadline = Friday, Oct. 21, 2005 – Helen will do registration
2. Housing options (male & female only – for special needs, please contact Helen) need to be included on registration form (Laura)

G. Rates

1. Registration will be ($25-$29) for regular registration; $15 more for late/walk-in
2. Family rates available upon request = $10 kids ages 6=12, free for kids under 6

H. Dinner

1. Papaya Bay is a strong possibility – Kris will talk w/ Poo (approx. 100 people)
2. Burritos are plan “B”
3. Walk-in registration is NOT guaranteed dinner

I. Jobs

1. Registration = Helen
2. Workshop coordinator = Laura
3. On-site coordinator = Kyle
4. Green conference coordinator = Kyle & staff & Michael
5. Parking = Kyle’s staff
6. On-site registration = Helen & Kris?
7. Dinner = _____
8. Directions & what to bring = _____
9. Closing ceremony = Tonya & Rich & _____
10. Signs = Kyle & staff
11. Open Mic organizers = Tonya & Rich
12. Map & Directions = on the website
13. Trail/Site Map = Kyle & staff
14. Housing coordinator = _____ (maybe Tom?)
15. Conference registration packet = Laura (Kris may be able to help?)

J. EE’r of the year

1. Given out every fall – info will be included in fall newsletter
2. Michael will coordinate this
3. We should look at last year’s nominations

K. High ropes course

1. Kyle offered the course for the board either at fall meeting or Friday pre-conference

L. Publicity

1. Michael will coordinate (Debbie has list of contact info) contacting
2. Agencies = Fish & Game, public parks, urban environmental centers (Audubon, etc.), etc.

M. Compensation

1. Workshop presenters
2. Conference coordinator
3. Reduced fee for Kyle’s staff who work (Kyle & Laura will work something out)
4. Gear (merchandise) for volunteers

V. Fall Meeting Date and Place – 5 min.

A. Meeting at Camp Highland
B. Sept. 25, 2005, 11am-2pm

VI. Spring Statewide Conference (Laura) 1 hour 25 min.

A. April 28-30, 2006, at Camp Hess Kramer
B. Registration dates

1. Early registration deadline/postmark = March 31, 2006
2. Regular registration deadline/postmark = April 15, 2006
3. No mail-in registrations past April 15, 2006

C. Costs/rates ( Our costs: tent = $59; cabins are $77; semi-private $90; day use $18; private rooms downstairs single $160; private rooms downstairs double $115 each; private single $205; private double $160 each meals $6 B, $10 L, $12 D)

1. member rates: Tent $125 early; $150 regular; $175 on site
2. Day use (no meals or lodging included) $60 early, $85 regular; $115 on site
3. Family rates $
4. One option is to allow folks to stay w/out meals for a different cost

D. Keynotes/speakers

1. Keynote

a. Is anyone interested in being keynote coordinator? – Tonya will do it!!! (She’ll need help!!!)
b. Ideas

i. Julia Butterfly Hill? – Michael hasn’t had much help so should start from scratch
ii. David Sobel
iii. Stuart Brown – institute for play
iv. Michael J. Cohen
v. Lynn Cherry – author
vi. Ocean Robins – youth for environmental sanity
vii. Maggie will e-mail list of ideas to Tonya

2. Speakers/Opening ceremony

a. Chris Cameron – sustainable building
b. Mati Waiya or another local native tribal member would be neat - wishtoyo.org
c. Stuart Brown for an evening activity?

3. After choosing a keynote, then we will choose a theme

E. Entertainment

1. Michael has been discussing entertainment w/ Iggy; Michael also has contacts; Jason thinks Delta Nove would be great
2. Iggy is spearheading entertainment, Michael & Jason (& Laura) are assisting Iggy's Ideas
3. Jon Sherman (solar powered sound system, flutes) – perhaps for closing ceremony or for opening ceremony?
4. Fri. night dancing (salsa, contradancing etc.) -- Laura

F. Schedule

1. Discussion panel = Debbie, Michael, Maggie, Tom, Laura, Judy, Kris

G. Discounts

1. 50% for workshop presenters
2. 40% for workshop presenters after a certain deadline

H. Meals

1. Think about doing meals buffet style for more flexibility & higher d.h. capacity – Michael will ask CHK about buffet-style meals

I. Jobs

1. Workshop Coordinator

a. Anyone interested? Should we ask Duffy?
b. Maybe we should consider making it a committee? Kris (organizing/contact), Judy (contacts), & Debbie (organizing)
c. Many of the previous issues have been ironed out

2. Volunteer Coordinator – we still need one
3. Registration

a. Helen is 90% sure that she will be doing registration

4. Conference Packet

a. Maggie will help (& Kris?), but someone else needs to be in charge for now

5. Scholarships – Laura (Debbie will help read them)
6. Keynotes – Tonya

J. Presenter Application

1. Deadline = January 31, 2005
2. Call for presenters must go out in Fall Newsletter -- Maggie - see sample (Word doc)

VII. Activities and Outings (Laura) 15 min. – TABLED FOR LATER DISCUSSION

(Maggie was going to share about Jeff Stauffer is interested in leading a Primitive Skills Weekend seminar in the Fall)

VIII. Other

A. Maggie - Meeting w/ candidate for state assembly – talked w/ him about OE/EE – discussed important issues & concerns
B. Michael

1. Family friend is a state assembly person
2. Going to leadership training conference – representing GSEEC & AEOE – how to coordinate GSEEC & AEOE in the future

Meeting adjourned at 1:27pm

MOTIONS

ACTION ITEMS:

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