Board Members Present: Michael Coughlin, Janice Smith, Dan Allison, Stephen Hopkins (Hoppy), Savannah Brown, Kate Mahon, Michael Charnofsky, Debbie Katz, Lisa Murphy, Jenny Allan, Jennifer Schall, Dan Webster, Maggie, Frank Helling, Debbie Carraway
Also Present: Peter Leinau (Chair of COSA and Principle at Green Meadows), Ben (Naturalist at Green Meadows)
1. First Order of Business (Article V, Section B, item 1 of the By-laws)
2. Call to Order - State Executive Board Meeting Called to Order at 10:00 AM, September 18, 1999
3. Adoption of Agenda - Move COSA discussion (Item IV.1 to IV B); Official Agenda Adopted
4. Minutes - Clarification of the minutes from the State Board Meeting at Sly Park on April 24-25, 1999. Dan Allison read the minutes out loud to the board. Motion: Adopt these minutes. Motion passsed unanimously. Discussion followed: Any board member can participate in the meeting but it is the state board who votes. (The State Board positions are elected positions. The by-laws state that only the state board can vote). Michael Charnofsky had asked if the state board could vote to allow others present to have voting privileges.
Michael Coughlin, State Coordinating Sectetary, arrived at 10:30 AM. (Debbie K. was asked by Dan A. if she would be willing to continue as secretary for this meeting. Michael and Debbie both agreed that this would be okay.)
5. AB1498, Overview (Peter Leinau) - If this bill passes, the funding is one time only, January 1 - June 30, 2000. The AEOE board wants to know how it can help support AB1498. 1. Fax letter to Govenor Gray Davis 2. Develop public awareness of the importance of OE/EE programs 3. Educate the public on expenses involved in sending a child to an OE/EE program 4. COSA networking will increase awareness with various public entities. Peter's e-mail address is
).
6. COSA Overview (Peter Leinau) - COSA is involved with many projects; These include: 1. Combining efforts with AEOE 2. Developing a substruccture committee 3. Assessing AB1498 by showing how the funds get used 4. Developing measurable ways to show the positive outcome of the AB1498 Funding 5. Working on a COSA Website (Peter's e-mail address is
).
Further discussion of this conversation included: having COSA meetings overlap with AEOE State Conferences, having COSA invite an AEOE representative to attend their meetings, a suggestion by Hoppy that AEOE send a representative to the COSA meeting, and COSA By-laws requre that their meetings be held at a COSA site.
7. Item IV.C (Professional Leadership Committee), Proposal, Dan A. - Defer until everyone has an opportunity to review.
8. Raincloud Publishing, (Summary of Dan A. proposal). Kate (Counter-proposal) - Buy a set number of the publication and have a place on the membership form for members to check off if they want a copy. Further discussion: Is this a state or sectional issue? It is a valuable and unique product. How would they get distibuted? Hoppy suggested that as a state board, we should pay Dan A. to put the publishing on a disc. Motion (Hoppy): Vote to decide if we want the Raincloud Publishing. Further discussion: Cost? What are our distibution options? Would it be paid for by separate treasuries? Motion Amended (Hoppy): Have the state board take a vote to decide if we want this product. (Dan A. abstained from voting since he is the publisher of Raincloud Publishing) Motion passed unanimously. Further discussion followed: We need to decide on how many copies we want and what the cost for them would be. We would pay Dan A. based on the number of copies we get. We will decide on a set number to purchase and further copies can always be provided. The State Coordinating Sectetary would get the funds from each sectional treasury. Suggestion (Hoppy): Pay Dan to get the job done and then the Newsletter Editors could decide how they want to distibute the publication. Motion (Hoppy): Table for further disscussion. Motion passed unanimously.
9. AEOE State Logo - Discussion - The logo is a symbol representing AEOE. Having one state logo shows unity between the Northern and Southern sections. Official state logo would be used on all official AEOE documents. Motion (Hoppy) - Readdress issue of logo decision made at April'99 State Board Meeting. Motion passes. Discussion - Hoppy would like to know who voted at State Board Meeting, 4/24-25'99. (Information cannot be provided because there was no role call on the vote). It should be noted that Hoppy wants to keep the oak tree as the official state AEOE logo. Motion (Dan A.) - Temporarily adopt tree logo. Motion does not pass.
Open for discussion - Janice stated that the triangle logo has a tremendous historical perspective. A state logo represents the organizations identity. Sectional logos are more of an artwork issue. Lifetime members receive pins. Banners and hats are availabe with the oak tree logo. Maggie stated that the oak tree is symbolic of CA throughout the No. and So. parts of the state. Motion (Hoppy) - Stay with oak tree until design committee is formed. Move to another issue. Motion does not pass. Motion to vote does not pass.
Further discussion - What symbolizes Outdoor Education? Motion - Stay with April '99 vote. Have a logo committee work on three logo options. Motion does not pass. Ammended Motion (Hoppy) -Have current executive board vote on previous motion. Motion passes.
Vote (Role Call) - Hoppy (1/2 vote) NO, Savannah (1/2 vote) Yes, Kate (1/2 vote) Yes, Michael Charnofsky(1/2 vote) Yes, Dan A.(1 vote) Yes, Debbie K. (1 vote) Yes, Michael Coughlin (1 vote) Yes Ammended Motion Passes: 4 1/2 Yes, 1/2 No = 5 Votes
Proposal made to discuss later. Motion - Keep what passed at Sly Park Board Meeting, April '99. AEOE members will vote on options the logo committee comes up with at 2000 State Conference. Motion passes.
10. Hoppy wants clarification of who votes at the state conference during state board meetings. Discussion - 1) Outgoing board members vote 2) Incoming board members observe meetings 3) New state board members take office at end of meeting.
11. Logo Committee - Discussion - Michael Charnofsky asked who wants to volunteer for this committee. Goal of committee would be to develop three versions of a logo, adopt a voting process, and write an article to inform members about this for the newsletter. (Janice, Jennifer S., Debbie K., Dan A., and Dan W., volunteered to take on this responsibility).
State Executive Board Meeting Recessed for lunch at 12:15PM.
State Executive Board Meeting Resumes after lunch at 1:20PM.
12. Item IV.D (Deferred) - Will return to if time allows. Will be tabled, otherwise, to a further date.
13. NAAEE (Hoppy) - Read letter from Carolyn Cleveland, Affiliates Coordinator, NAAEE; Suggestion - (Hoppy suggests that we write a short letter on AEOE letterhead about our organization in support of our becoming the NAAEE CA affiliate). Letter should include fact that we've already applied for this and are still interested. Executive board will review final letter and sign.
Requirements for affiliate consideration: 1) 1 per state 2) OE/EE based 3) Application 4) No fee 5) Affiliate liaison membership with NAAEE
14. Howard Bell Award - Discussion of procedures - Janice, State Historian, has the award currently; completed applications/nominations should be sent to the state coordinating secretary; winter issue of newsletters should contain application; must be returned 6 weeks before state conference; executive board selects winner (5 voting positions). Application should include a written description; a committee should be actively looking for Howard Bell Nominees; Janice will provide Howard Bell Award Guidelines for board to review; nominee should be active in OE/EE. Suggestion (Dan A.) - Executive Board should review guidelines beefore any policies are set. Savannah asked about actively advertising. Newsletters - October 22 deadline. (Executive board needs to make a decision by October 21st)
15. Insurance - Approximately $1,000/year covers all AEOE activities. Funding comes out of state coordinating secretary funds. A budget needs to be designed for 1 year. Jen gave Kathleen's budget to Michael Coughlin, current state coordinating secretary. ($331.00 check from Kathleen to Michael); Michael will think about opening a separate bank account for this position and return to board with a proposal.
16. Membership - Members have been allowed, in the past, to join either the No. or So. Section, regardless of their geographic location. We need to review the by- laws. They may need to be changed.
17. Committee Reports
18. New Business - Defer all of #1 except CSTA (CA Science Teachers Association) Have official rep. of AEOE go to October 8-10'99 conference. (Should AEOE provide the funding? How much? Person selected to go would become a board member if not one already. Motion (Hoppy): To accept having an AEOE board member, in concept, going to CSTA Conference. Motion passes. (Stypened reimbursement) - Possibly set up AEOE table at conference or hand out info. on Spring Conference. Kate said she would be willin to go.
19. Defer items 2 and 3 under VI. A ( Any objections?) No
20. Policy Document - Create policy document in logical manner. Update after each state board meeting. Point of reference (binders, conference/meetings), would only include decisions. Dan A. willing to start this project. He would complete it and pass on th the coordinating secretary. Needs be be done on-going basis. Dan A. needs copies of all minutes from past 5 years. (Historical record accuracy important.) State Coordinating Secretary should keep policy document which will include list of decisions made at state board level; No./So. section.
21. Phone Card - Bill has been unusually high lately; Why? Sectional caling card?
22. Defer agenda items under VI. B (Membership section) except for item 8
23. Misuse of student rate - discussion. Motion: Have wording changed to read full time student/intern/retired. Motion passes.
24. Institutional Membership Rate - Motion: Not to Discuss, Motion passes
25. Item VI. B. (Membership, # 1) - Motion to discuss, Motion passes; Inflexible with activities that require membership; Fall - Fall vs. Spring - Spring; Simplify to help keep paperwork minimal. (Is it required to be a member to go to fall conference by both sections? Member rate vs. non-member rate? Do we want to continue discussing? Roll into discussion of fall conference fees? (Would be beneficial to be consistent as an organization.) Hoppy: Ammend original motion; Fall - Fall (yearly membership). Discussion - Choice should be fall - fall or spring - spring (would need to ammend articles of incorporation), Motion to take a vote, passes - 2 1/2 for, 2 against (close vote); Roll call on vote - In favor (Dan A., Debbie K., Hoppy); Against (Michael C., Michael C., Kate); Table motion - Michael Charnofsky will appoint a committee of 3 to come back with a proposal). Vote was to close to start this now. We will defer to this committee about what to do with membership. Motion: Dan A. Those who attend fall conference should pay for membership then. Motion passes. Discussion: For insurance purposes, anyone participating in an AEOE activity must be a member of AEOE. Motion ammended: Dan A. Membership is required for all those who participate in any AEOE activity. Hoppy accepted ammended motion. Motion passes.
26. Item VI. C. Joie Armstrong memorial award fund (Hoppy) - Scholarship fund - Discussion: AEOE scholarship fund (Anyone who would like to donate funds in memory or honor of someone). Scholarship fund would be awarded to an individual so that they could attend the spring conference.
4:40 PM - Board meeting will take a 5 minute break.
4:45 PM - Board meeting continues.
27. Item VI. E. - Defer
28. Item VI. F. - Defer #'s 1 & 2
29. Setting of policy for presenter discounts - Discussion: Difficult to measure the time put into and the significance of any one workshop. Ability to attract presenters is a big key to putting on a conference. Conference coordinator needs to stay in communication with the registrar. Conference discounts for presenters? Keynote speakers charge a lot of money. Presenters do not get paid so they need recognition for their time and effort. Flexibility with sectional boards? Dan A. summarize - 1/2 off per workshop presented, negotiate as needed, do not wish to change at this time.
30. Should section and state board meetings be held concurrently with other activities? Discussion: Do our best so that people do not have to miss activities. Do not need official policy. Will attempt not to schedule board meetings during key presentations. Conference planners can work around the workshops. Future board meetings - Select an area more central to all board members. Spring conference - short meeting time scheduled after conference. Add an additional board meeting if more time is needed. Something to think about: How can we shorten the agenda and meeting time? Discussion: Restructure how things are run. Membership is growing. Reinstate state boards, have vote; sectional boards? Why this weekend was planned the way it was - 1) Board had been deferring items for years and 2) Everyone's input was important.
31. Discuss eliminating workshop pre-registration - Discussion: Sign up at conference vs. pre-registration. Workshop monitors if conference sign up? Defer to Michael Charnofsky and the southern section. Have southern section decide what will work best for this spring conference. Readress for future conferences.
5:20 PM, Board Meeting recessed until 8:00 AM , Sunday, September 19, 1999.
8:20 AM, Board Meeting resumes, Sunday, September 19, 1999.
32. Discussion of legality and policy on intern positions (Dan A.) - Interns: need minimum wage unless college sstudent working to learn. Bring to issue? Discuss at a later time. Dan wants us to become aware of the issue. Dan is interested in AEOE creating publicity of this matter.
33. Newsletters - Newsletter editors; submissions from members. Dan A. - Suggestion: Nomination vs. ballot in newslaetter. Deadline for nomination? (Determined by newsletter editors.) Dan W. and Maggie will provide a list of issues for articles/letters. Spring Conference Newsletter - Develop conference packet as newsletter insert. (Print workshops as schedule.) Registration packets? Increased work/paper. An insert would save money; use a different color paper. Mail hard copy to other section. Cost of printing? (Shared by both sections?) Motion: Conference registration information mailed with newsletter using a different colored paper. Motion passes.
34. Newsletters - review of publication schedule (defer)
35. Wilderness First Aid (Dan A.) - defer
36. Coordination with Association for Experiential Education (Dan A.) - Already exists.
37. Merchandise coordination and sales (Micheal Charnofsky) - Discussion: Shirts - Keep the same; 100% organic cotton? Suggestion made to have northern and southern section coordinate with shirts. Share same state logo with own sectional logo on back? Do we want a 2000 conference shirt made up? T-shirt committee? (Volunteers from each section - Debbie K. , So., Jen A. , No.)
38. COSA Representative - Dan A. suggests appointing representative of executive board; do this yearly). Is it possible to have a representative who can go yearly? Kathleen Mitchell - attends COSA conferences and is longtime AOEO board/presenter/member. Dan A. motions that executive board appoint representative for COSA; Motion passes: COSA representative bepart of the job description of the State Coordinating Secretary. State Coordinating Secretary can delegate someone else to attend COSA conference. (Hoppy or Kathleen). Michael Coughlin - to write this into his job description. (Add travel costs/expenses for COSA meeting. Micheal - to put into budget).
39. When do office positions officially change? Discussion - Defer until Hoppy can be present. We will continue with current policy. Revisit issue at Spring 2000 Conference.
Motion for adjournment by Kate at 9:15 AM. Motion seconded, passed. State Board Meeting officially adjouned.