premeeting: Hoppy discussed recognition to Outdoor Ed folk who were key in helping make attachment to AB 1498 information. Denise Duchany received award from AEOE for this.
Savannah read from D. Hawk “Birth of a Chaortic Age”
Changes to minutes from last meeting: none
Agenda review (this is available online)
Debbie wants to add liaison communication and State Budget to the Agenda
Dan wants to add changes below:
Under Item D: stipend for State Coordinating Secretary (SCS)
liaison with CA Dept. Ed.
Budget reporting year
Under Item C: Change State Position Title
Donation/Grant Guideline
EPA Grant
Under Item I: AEOE displays/Banner
Under Item G: letterhead standard
Julie Faulkner (Southern Chair) Pathfinder
Debbie Carraway (SCS) Hi Hill
Kate Mahon (Past Co-Chair) HS Science Teacher
Dan Allison (N. Chair/State Chair) Web of Life
Robin Frank (Southern Chair Elect) Elementary Science Teacher
Hoppy Hopkins (Past Co-Chair) Sly Park
Janice Smith (State Historian)
Tim Borgerding (Northern Co-Chair Elect, Northern Membership)
Beth Jensen (guest) Pathfinder
Maggie Wolfe (Southern Newsletter Editor) LACOS Wrightwood
Michael Charnofsky (Past Co-Chair) LACOSS Wrightwood
Savannah Brown (past Co-Chair) Green Meadows
Jen Allen (Northern Section Secretary) Woodstock Pizza
Debbie (SCS): started looking into 501c3 status:
IRS has no record, continue working on it
NAAEE liaison communications, touching base with other orgs. we are working with
Working on SCS budget/tax recording
Dan A (N. Chair): Fall conference Oct. 6-8 Yosemite
Statewide conference Apr. 27-29 Westminster Woods, Jon Young-Keynote
Treasury is at lowest point in 6 years
Julie (S. Chair): Fall conference - Oct. 27-29 Starr Ranch
Successful Spring Conference, many new members
Planning Spring Activities
Working on getting more people involved in organization
Savannah (N. Treasurer)
$1800 in account, $296 in J. Davis fund
Looking into cheaper checking account, bring up as statewide issue
Michael: used to have 7-8,000 now have $13,000 ($ seems to go to section hosting spring conference)
Tim: ~600 members in database, 450 paying members
Helen (Michael spoke for membership)
~300 members
Maggie:
Deadline for Newsletter is before Christmas will be stricter to adhere to deadline
difficult to put together with trickling in, get stuff in as early as possible.
Need money
Trying to do theme for newsletter winter theme: water
Savannah suggests SCS corner in newsletter would like a notes from the board column
Tim: $160 for stamps
Newsletter: $300 for spring flyer
folding party costing $20-60 personally
would like to keep the newsletter under 8 pages
Savannah suggested asking if would like an on-line only newsletter for members
Hoppy suggested discussing later
Michael suggested how to produce newsletter cheaper, North and South should talk
Maggie would like more consistency between newsletters
Dan A: all is good on the website
most active EE job site in country
don’t know how well members are served from the site
website still free
Debbie received emails from people looking for info. from website
Janice:
Still organizing history-a lot to do
looking for scrapbook/photo system that is easier to use
needs to purchase albums
take variety of horizontal and vertical pics., fit better in scrapbook
has Howard Bell Award
Maggie wants photos for newsletters
Hoppy spoke for Kathleen (COSA)
COSA gatherings twice yearly
aligned with spring conference
Pam Ivy @ rally, Kathleen active
next mtg. Mon./Tues. Thanksgiving week location TBA
looking at curriculum alignment with EE
Hoppy (CSTA)
going to external communication meeting
wants to know what can they do for AEOE
(GSEEC)
icons in CA with regards to EE
very politically connected
connected with CREEC
state divided in sections with CREEC
AEOE invited to GSEEC meeting and should make sure to stay invited
Deb (NAAEE) AEOE official CA affiliate
provide networking opps.
Deb representing AEOE in Oct. (Hoppy and Julie also going)
Going to affiliate daylong workshop
following capacity building strand
profitable for us (Hoppy says)
Dan (AEE) not much happening
not scheduling spring conference at same time
(Orion Society) organization member, just joined
coop. Membership benefit, get some money if someone joins from website
Zayanne: Budget proposal
can we budget for net loss, two year cycle makes more sense (will discuss in agenda)
later discussion with Zayanne and Savvy
Julie-ratification, change amendments of decisions-none
Conferences:
1. State coordinating conference Binder
how to coordinate statewide conference
decided to do because of huge project to coordinate
need outline to start from for future coordinators
editors: Dan, Jen, Savvy, to help remind what else should happen
can send as an attachment for editing
organizing into appendices
Mike motions to have lifetime membership in AEOE
Dan states the motion Michael shall have lifetime AEOE membership for compensation of creating State Conference Binder
Robin seconds
All vote for lifetime member upon completion of binder, passed by Executive Board
2. Section Conference Coordinator binder link-nothing new
3. 2001 Spring Conference
on site registration, workshops known through newsletter and website
budget ~$45,000 (spend $37,000)
Northern not stating conference fee 100-105 range, probably higher
$80 site cost per person
Propose to discuss conference coordinator compensation, discuss after $ has been addressed.
4: Westminster Woods, Sonoma County, April 27-29 Theme: Bringing it all back home, lifelong and place based EE
5: $3000 NAAEE grant, restrictions on where can spend the money, reimbursement grant
Hoppy spoke to contract, AEOE will acknowledge NAAEE in all conference promotional materials, promo papers say sponsored by NAAEE
Michael suggests having conference fee 30-40 above site fee
last year: $90 conference fee, site fee: 60-dorms, 50-camping
D. Southern 2000 conference-Julie
STARR Ranch, Oct. 27-29, Dan Webster coming
E. Dan W. (Tim representing): Northern Fall Conference
not enough time to propose budget for conference
need more workshops
C. Board:
transfer: way of doing business, proposed to pass on information from old agenda to new agenda at Spring Conference
Dan made the official motion (transfer of responsibility)
Debbie second, no more discussion
2) allocation of state budge from sections
Splitting costs currently between sections, propose if membership changes drastically we change wording
Michael asked if money from treasury should be loaned between sections
Dan suggested could get messy, possibly have sections take on state level costs for important issues
Jan: historical perspective
2 sections and state board gave money to both sections, possibly stopped because of membership numbers, difficult maintaining state board.
Maggie suggested pool of money to loan to section if need arises, and assigning a fundraising position to the state board (in charge of grant writing)
Deb suggested tabling until money issues come up later
Zayanne suggests jumping in to help only when real need, should be responsible for own areas
should write in to change if membership becomes grossly different
Tim asked if difference exists if money coming in from members
Zayanne says conferences are money raisers, members not a big money maker, made motion to table until tax exempt status is resolved.
3) Revise and discuss position descriptions
read on website and decide if they are accurate, pass that info. on to Dan
Janice will write State Historian description
record of decisions and policies
need document re: polices and procedures, assembled minutes, ongoing project Dan and Savvy
additional state positions for fundraising, public relations, etc.
fund-raiser position should be addressed
Michael said Donald Beaver was hired and thought about looking at orgs. noted not to accept money from companies with poor track record, should be a statewide issue because of who is giving money
Grant writing position should be a separate position (Michael)
Dan suggested the person needs money to get started
Savvy proposed tacking it onto the vision session
professional representatives/advisors for classroom teachers, nature centers and museums, adventure programs, other, sections or state?
Having reps from other professions to sit on board, similar to CSTA external communications meeting should look to them for model
Savvy asked how to keep person interested in being advisor
Section to take on or State to take on (Dan)
Deb suggests recruiting people to sit on board
Zayanne suggests having committees in order to delegate these people would offer input at committee level
Dan says with growth, need to most effectively represent diverse areas besides ROSS.
Fundraising, Hoppy had divergent idea: if take money from companies, gives us foot in door to infiltrate ideas
Maggie said won’t influence realistically we should agree what companies to take money from as a board
Savvy says call local businesses to get money, visitors bureau
Tim suggests dealing with it when come to it
Zayanne says it is a statewide decision because it affects entire organization
Dan read motion that AEOE has right to refuse money
Tim motions that any funding from outside sources subject to state board decision majority
Debbie seconds
8) Change of title and position for State Chair
Dan A. suggested should be titled “President” to avoid confusion
Names thrown around were President, Executive Chair, Director (it was decided that Exec. Director should be left for future possibility of paid position)
Dan made a motion (supplied in background document)
Debbie seconds-passed
Title will be changed to President, Vice President, and Recording Secretary
9) EPA grant:
$3 million grant to orgs. and agencies involved in EE throughout US, big part goes to project proposals submitted for expanding capacity (info. is on website) must be special, not ongoing
Savvy will look into EPA EE grant
Use Hoppy’s NAAEE grant as a model
State Coordinating Secretary
Non profit status: federal and state
State calls AEOE a “public benefit”
Michael was looking into 501c3 status, we paid $10/year to Sec. Of State to keep “public benefit” status. Now it is $20 every odd year.
Non-profit status with federal govt. doesn’t have any supporting records
Coordinating Secretary materials had 2 different EIN (employee identification #’s), neither were known by IRS
first step is to fillout SS4 form, faxed by Deb on Sept. 4, no news yet
Second step, file form 1023 for non-profit status (need detailed breakdown of Revenue Expenses)
Question is to do the form ourselves or hire an expert
Debbie read pros/cons from people with experience
Northern and Southern Secretaries should be submitting an annual financial report (as per the by-laws) this has not happened.
If gross more than 25,000 must submit file to IRS
SCS designates a format for annual report (as per bylaw)
Non-profit status generally required t take grant money
discussion with Bernie Lemm to try to clarify, Janice and Zayanne have old forms
Kate suggested we need to look into lawyer, CPA who could help
Dan suggested we do it on our own, get help once we receive papers back from IRS
Tim says crossover number between state and federal should be looked into
Hoppy says if we don’t file with feds, they drop organization from records, so they probably have no record
Debbie will start the application process
Zayanne will make a spreadsheet f annual report form.
SCS budget
budget is growing, has been emailed to Board
Insurance: $300 (Due by Dec. 1)
Sec of State: $20
501c3 app.: $500 (one time fee)
Travel: $1000 (reimbursement money for board member expenses)
NAAEE: $50
Phone: $50
Postage: $20
Office Supplies: $50 (includes printing)
CPA Audit: $100
Misc.: $200
total: $3,290
Each section gave $582 in April
current budget is $1863
Savvy asked if we can apply to State for COSA grant money
Dan said we must be a legal entity to receive this money
Dan says Northern intends to fund SCS position and will make money in spring conference in order to fully fund budgeting needs
Deb suggests spring conference section contributes money
Zayanne says we need a plan that isn’t fluctuating as much
Hoppy suggests Southern covers budget Northern pays back in Spring if possible
Motion made by Tim to have treasurers and SCS make recommendation to board re: Budget
Dan suggests changing by laws to add SCS (Debbie) to be state treasurer/chief financial officer-as required by state
Robin seconds, passed
Dan motions our budget and reporting year to be July 1-June 30
Zayanne asked if we can project a budget with a negative net, Dan says yes
Debbie needs to know how long to get tax forms in, Hoppy says until Sept.
Dan motions: Budget and reporting year to be July 1-June 30 and will be reviewed and accepted during a state executive board meeting in September.
Debbie seconds, passed
bank account for state moneys
official AEOE address
expansion of responsibilities
(added) Liaisons:
Debbie suggests we need a system to keep track of what’s going on
possibly doing newsletter column in each newsletter
report on liaison contacts to be included in newsletter
reps should send brief report to Debbie prior to each newsletter
Dan suggests highlighting what orgs. are about
liaisons should keep track of costs out of pocket t be liaison in order to budget for future
organizational mail collected to be put in binder for conferences
Dan suggested having a liaison with CDE, Hoppy will look into this
Stipend for SCS
Dan suggested compensation should be discussed once budgets are looked over
Treasurers will present budget numbers at next meeting
State Historian
Budget: $1000 yearly-should be included in SCS budget
Janice opened state historian checking account
North and South gave $100 each.
Janice paid self back $64.52
photo pages: $133
service fee for checking account: $12/year
film: $32.79
Award certificates: $31.70
opening checking account: $5.00
Projected Budget:
$60 (Howard Bell)
$12 (Service Fee for checking account)
$25 (film)
$75 (film processing)
$98.70 (book)
total: $273
suggested yearly budget amount of $300
Hoppy suggested giving money to Janice to keep job going and sections split the amount 50/50
Dan asked for clarification: have spent money without thinking if its this year or next year. Trying to spend on fiscal year cycle, set up budget for this year and pay Jan for expenses incurred.
Attempting to reorganize the way we keep track of money and budgeting
Zayanne says we should look at money we have in existence and try to reimburse Jan and set up budget
$67 to go to Janice
State Webmaster and website
budget: $1000, Dan suggests $400 (skipped)
creation of section web for gathering positions (skipped)
policy and fees for job postings Institutional members: free posting
non-institutional members: $10 posting
Outdoor Network: $20
e-link: free
motion made to charge $10 job posting fee for non-institutional and free for institutional members, Julie seconds, passed
partnerships, Powells, Acorn Naturalists (skipped)
Membership
sectional boundaries (skipped)
bylaw text on sections and common practice
state people will be part of section based on residence, practice has been they choose which section to be part of.
changes to be made, can join based on choice and can be both but must pay both sections. All life members will be both.
Northern has made changes, Southern and State ratification
Dan made motion: wording in bylaws be changed to member shall hold membership in section of choice
Tim seconds, passed
membership year (skipped)
life members (skipped)
group membership category
Dan suggested group membership would make things easier
Motion made to modify section 3 of bylaws
if adopted, need to set up a fee for groups
Tim suggests discussion and bring up at next meeting
Dan would like to have it figured out before Spring Conference
Jen suggested $20 for individuals and $15 per person for group
Helen suggested a lot of confusion because of transient population
Tim suggested emailing Dan’s idea and doing an email discussion
Maggie says $5/year newsletter cost
Dan says $8-9/person per year
Only one newsletter sent to site for group members (tabled for later discussion)
reorganization of bylaws (skipped)
newsletter only rate for opposite section (skipped)
unification of membership database formats (skipped)
consistent membership forms and brochure (Dan’s Brochures)
AEOE brochures Dan A. put together, will put together for CSTA
Savannah suggested each section keep master copy and run off as needed
Changes should be made to first and last sentences in State of Purpose (Dan A. has wording)
Letterhead:
use up all old first, Dan created new letterhead format
Dan will reproduce business card masters for any interested AEOE Board members
Dan suggested member chairs, news editors and he discuss a common form to be used for member forms for clarity
Affiliations, liaisons, and partnerships
budgets for liaisons for communication and conference attendance
GSEEC
The Orion Society
Sierra Club Youth in Wilderness
got behind legislation to support EE, #1 priority is Residential Outdoor Schools
money available through private consortium f people
Kathleen applauded their advocacy, she will report back to AEOE via Deb
Hoppy said money coming up north from anonymous donor
Youth in Wilderness project-money to kids to get them outdoors
representation at CSTA conference
Savannah and Hoppy will staff booth
3 panel display, brochures, banner with address
representation at NAAEE conference
Debbie, Julie and Hoppy
I. Functions
Guide to Residential Outdoor Schools: renew agreement
Contract between raincloud and AEOE terminating
if ROSS guide is wanted, should get in touch with Dan
Tim suggests Dan comes to Board with proposal in regards to Raincloud
Percentage of guides given out members should reimburse Northern for production costs.
Joie Armstrong scholarship (skipped)
Howard Bell Award (skipped)
Policies
support for outdoor school funding
Dan would like AEOE to be on record as in support of continuous funding of all schools
Dan motioned AEOE supports renewal (written in background documentation)
All agreed
Intern position legality and policy (skipped)
WFR (skipped)
training scheduling in line with conferences?
Recommendations to members and programs on training levels for EE employee
Professional Leadership Committee proposal
Dan suggested having Exec. Board meeting more than twice a year to make decisions with non-controversial issues
Savannah suggested board meeting to talk about vision info.
Hoppy says NAAEE doing outreach and doing an organizational assessment training workshop (OAT)
look over info. report back with specifics
Dan will write up something on vision for newsletter
January will be an open Exec. Board Mtg.
