AEOE State Board Meeting
Wrightwood
September 21, 2002
Members Present:
Ray Cramer-state president/northern chair, Helen de la Maza-southern chair, George Stratman-state coordinating secretary, Zayanne Gardner-chief financial officer/southern treasurer, Rikki Shackelford-northern chair-elect, Debbie Carraway-past state coordinating secretary, Laura “Leaf” Vandezande-southern activities, Michael Charnofsky-state public relations coordinator, Dan Allison-past past president, Heather Butler-northern membership, Maggie Wolfe-past president, Kathleen Mitchell-member at large
Bold for action items (jobs, motions)
See end of document for summaries of policy decisions, clarifications, and action items organized by person responsible.
AGENDA:
1. Bylaws (40 min)
Dan reviewed draft of by-laws which included the following:
AEOE as “Board organization” with 7 –9 member board of directors. Three central members and 2 members each from each section.
Board becomes actual “members” of organization with others as informal members without any direct control of organization.
Centralize fiscal responsibility with state board—to better align organization with non-profit status.
Discussion followed regarding who should be the three statewide board members as well as whether or not to have the sectional members elected. (Having sectional members elected will allow for “control” by membership as the elected members would always represent the majority on the board.)
Motion - passed to revise new by-laws to specify that the CFO and State Coordinating Secretary are two of the three ongoing statewide board positions and that the section Chairs and Chair-Elects (who also serve on the board) be elected by the general (“nonformal”) membership.
Dan will revise the bylaws and forward them to George who will forward these to the board for a vote.
2. Nonprofit Status Finalization (45 min)
Zayanne reported that we need a 4-year treasury report from Southern and Northern sections. She has put together a standard form to use for this purpose.
We have all of the Southern books in order and ready to go.
Northern books, though kept meticulously well, are not in the format we need for non-profit status.
Ray Cramer will meet with Northern treasurer and gather all books and records to forward to Zayanne so that she my make any necessary adjustments to the format and forward these to our attorney for filing. Ray will get these to Zayanne by October 1, 2002.
Financial records will need to be presented from 7/99 forward.
3. Financial Unification (15 min)
Need to centralize the books was discussed. It was determined that centralizing funds into one account and standardizing our accounting procedures will make it easier and more efficient to run the finances of the organization. Northern and Southern sections would still be able to operate “independently” with regard to planning conferences, etc.
Motion - passed to consolidate checking account with CFO responsible for maintaining a general ledger for the organization with each section treasurer to have checks to write against this account.
Motion - passed: a resolution to require 2 authorized signatures for any checks over $200 out of statewide budget. Checks for smaller amounts will require one authorized signature.
Zayanne and Savannah will get together with a goal of November 1st to unify accounts—all will go into Bof A (at least temporarily until a better account is found)
Bank: Helen will look into socially-responsible banking for a joint account
Dan Allison suggested both Northern and Southern come up with a section budget so we can work on it. Debbie states we need those numbers for Lisa Runquist (lawyer) anyway for 501c3 status.
Use Zayanne’s categories: Zayanne will send Ray/northern her categories.
Zayanne needs authorized signers list from northern - BofA can only take 10 signatures - motion that authorized check signers on unified account are: CFO, Section Treasurers, Section Chairs/ president, SCS (this would be 7 people – or 9 if both sections have co-chairs) Motion passed.
4. Updates to AEOE brochure—input only (10 min)
Suggest “regional fall conferences” vs. “campouts”
“Informal” —remove
Change a few details
Dan Allison recommends membership forms identical—same data fields as in newsletter, on web, etc—membership coordinators (Helen and Heather) will get together and talk about this.
Maggie will take suggestions on brochure and do a revised brochure and send it out
Michael says we need to send things directly to Jodi
George suggests system of deadlines—monthly update happens and if you don’t get it in by a certain time, it may not get in until next month.
Conference info needs to be posted instantly—Dan (exception to above idea) in pdf and html—within 48 hours—if at all possible we need to work with the webmaster’s deadlines (we need to know the deadlines well in advance)—communication is key!
Job postings need to be ongoing as well. (This is being done)
Archiving needs to happen
Zayanne’s last name is Thompson! (For updating contact info)
George will coordinate updates and send to Jodi
Dan suggests home page be smaller with links to other stuff—the links on the main window.
Maggie would be interested in taking over as webmaster if Jodi is too busy (after she learns more about web stuff)
Maggie will talk to Jodi, give priorities, and pass on to board what her monthly deadlines for info will be and what date she will post things.
6. Publicity (10 min)
Michael needs a budget! Paper, copying, stamps, etc—only a few hundred/year
Michael will come up with a budget and submit to CFO (Zayanne)
We need to decide which conferences are most worth our while for publicity to rent a booth—NAAAEE, AEE, ACA, BAEER Fair, LAEEF, CSTA
Dan thinks these relationships will evolve over time (as it has in the past)
Debbie thinks CSTA is most important
Michael suggests COSA and AEOE share a booth at CSTA since they cost about $500
Ray suggests Michael go to fairs which require only one signature (cost-wise!) and those that need two be voted on
Helen mentions we need 2 functioning AEOE banners—one for each section
Outreach for schoolteachers: Michael will come up with a flier specifically targeting teachers that we can give to classroom teachers at outdoor schools to be sent to all ROSSes.
We can help support teachers getting their kids OUT of the classroom - come to conferences to do this - not so much how to incorporate EE into the classroom
Debbie suggests one page flier that can be posted in teacher’s quarters at ROSSes
Motion - passed: Michael’s publicity budget is $500/year
7. Spring Conference '03, including safety changes (20 min)
Have Banana Slug String Band ($1000)
Have “plenary” speaker—Paul Krapfel (may become keynote)
Still working on Julia Butterfly—but can’t get through to her.
She has office in Oakland (Rikki and Heather may check into this)
Maggie will get Mike McGraw’s email to Ray (Mike sat next to her on the plane and may be a connection!) (Done)
Presenter discounts—discussion of setting a standard presenter discount or percentage. Dan discussed not setting anything statewide to allow a section that is struggling to set lower discount. Zayanne made the point that it will be all one budget soon anyway, and right now both sections are in a financial position to support
Motion - passed: standard discount will be 50%, going down to 40% after a certain deadline
8. Membership database unification (10 min)
Heather has bought FileMaker Pro and Hoppy will work with her on this
Dan suggests both sections be on the same program and standardize fields so membership databases can be merged - Dan offers to do it for Helen and Heather if they agree upon what needs to be in there.
Helen will buy FileMaker upgrade to 6.0 (on AEOE) to be equal to Heather
ASIDE:Zayanne mentions for folks to please use the budget forms she will send out.
Conference: database needs to be standardized with fields same as membership database
Membership renewal policy: a year from date received, but if you pay for conference, you must renew before attending next conference (ie, only one spring conference per membership)
9. Conference Safety
On conference registration, emergency contact will now be included
Liability release form needed—“if you are participating in activities outside AEOE sponsored activities (such as rock climbing) you’re on your own”; Can’t be at conference if they can’t sign; SCS can file these for a certain amount of time. Should be part of registration so people don’t show up and need to sign something new.
Debbie will draft a copy of a liability release form to be reviewed. We should go for simple: potential hazards, not AEOE’s responsibility if you go on your own. “This conference takes place in a natural area, hazards are inherent, such as…. This list is not exhaustive”
George is creating accident/incident report forms
First Aid station—what about liability—have first aid equipment (bandaids, etc) for the injured parties to use rather than administering first aid ourselves.
“Concierge” is nice term for this person—they can also fill out forms, give out supplies, direct to 911 or make call…
2003 Conference jobs:
Coordinator = Ray
Workshop coordinator = Tamara
Head hunter (keynote coordinater?) = Jon Exall
Pre-registration = Heather (Zayanne will talk with her afterwards)
Registration (on site) = Dan Webster, Ray, Rikki
On-site logistics = Mark Nolan
Publicity = maybe Kate Mahon
Ray will email list out
10. Creating missing job descriptions--input only (20 min)
Dan has descriptions - for bylaw draft
Some missing on web
Look at your own position on the website for revisions
Need president description
Set dates for state meetings - now is set through bylaws as 2nd weekend in November, but there may be others - in the absence of standing meeting dates.
Set Agendas for state meetings
Run state meetings (preside over)
If also section chair of state conference section, spearhead state conferences (coordinate or delegate)
Head up statewide issues (or delegate), such as non-profit status, unification of budget, membership, etc—at least check in with those in charge and follow up.
Check in with people on action items from the state meetings, follow up and make sure stuff gets done (SCS may do this?? President can delegate? SCS is officially delegated and SCS will communicate with prez)
Communicate with the board about what’s going on
The vision thing— re-define the organization or keep it defined—help guide us toward our purpose and in meeting our mission.
Position statements (on issues)
Voice of AEOE? (With help of SCS and state board—can speak for AEOE when within guidelines of mission statement, get advice otherwise)
Budget watchdog? (Assist CFO/SCS)
Board leads organization and president leads the board
RAY* will draft his own job description and get it to SCS (George) by December 1st - George will send them back out for board approval
CFO description: Zayanne* will draft something right away and also for treasurer
ALL will update or create* their own descriptions and get them to George by December 1st.
Leaf* will draft Activities description and run it by Kestrel and Kate.
11. Mileage reimbursements (10 minutes)
Michael suggests we reimburse travel expenses for board members attending meetings.
George says we need to strictly define parameters on this in terms of either limits or amounts. COSA looked at mileage vs. plane ticket and reimburse whichever is less.
We should also look at who HAS to be there vs who wants to come?
Dan suggests state board members can get reimbursement for travel to state meetings up to a certain limit.
Other members could ask for a travel allowance in their specific budgets (like Michael with the publicity position)
George suggests not including state meeting at the conferences since we would go to the conferences anyway and they are not very productive often—more of a “membership meeting” vs. “business meeting.” Stipulate state conference meeting exempt.
Ray will work up a draft for travel expenses
Dan suggests going with the IRS rate of 36 cents/mile
Requests for mileage reimbursements from those attending from a long distance (not southern members in southern meetings, for example)
Set a cap so it doesn’t get too expensive
Carpooling!
Heather will email us a form with mileage increments and carpool encouragement, etc, that we could revise. She will send it to the state board for us to go over and give input.
George suggests this is a big enough issue that we should vote on it in person instead of on email
Announcements:
ROEE: George’s site (Cuyamaca) is hosting this Feb 15-17th
Michael and email newsletters - needs announcements, especially time sensitive info, things that won’t go into newsletter, etc.
Other:
N AEOE certification for naturalists—summer institute idea. Future meeting agenda item.
Newsletter job announcements—no charge, but only a paragraph not a full page ad.
Chairs stay in position for 2 years vs. only one? Do they NEED to move out after a year? Set a range?
Obligation to stay active a year past chair? Not written down, but should be added to job descriptions.
Meeting adjourned at 6pm—GO RAY!!!!!!
MOTIONS PASSED (policies):
Revise new by-laws to specify that the CFO and State Coordinating Secretary are two of the three ongoing statewide board positions and that the section Chairs and Chair-Elects (who also serve on the board) be elected by the general (“nonformal”) membership.
Consolidate checking account with CFO responsible for maintaining a general ledger for the organization with each section treasurer to have checks to write against this account.
Require 2 authorized signatures for any checks over $200.
Authorized check signers on unified account are: CFO, Section Treasurers, Section Chairs/ president, SCS (this would be 7 people max) Motion passed.
Michael’s publicity budget is $500/year
Standard presenter discount for spring conferences will be 50%, going down to 40% after a certain deadline
DECISIONS/Clarifications MADE:
Conference—database needs to be standardized with fields same as membership database
Membership renewal policy—a year from date received, but if you pay for conference, you must renew before attending next conference (ie, only one spring conference per membership)
Newsletter job announcements—no charge, but only a paragraph not a full page ad.
Obligation to stay active a year past chair? Not written down, but should be added to job descriptions.
JOBS/Action items:
Everyone
ALL will update or create* their own board position descriptions and get them to George by December 1st. Check these on the web under http://www.aeoe.org/about/positions/
Zayanne mentions for everyone to please use the budget forms she will send out, and her categories, to make accounting easier.
Ray
Ray will email 2003 conference jobs list out
RAY* will draft his own job description (president) and get it to SCS (George) by December 1st—George will send them back out for board approval
Ray will work up a draft for travel expenses
Ray Cramer will meet with Northern treasurer and gather all books and records to forward to Zayanne so that she my make any necessary adjustments to the format and forward these to our attorney for filing. Ray will get these to Zayanne by October 1, 2002.
Dan
Membership: Dan suggests both sections be on the same version of the same program and standardize fields so they can be merged—Dan offers to do it for Helen and Heather if they agree upon what needs to be in there.
Dan will revise the bylaws and forward them to George who will forward these to the board for a vote.
Michael
Michael will come up with a publicity budget and submit to CFO (Zayanne)
Outreach for schoolteachers—Michael will come up with a flier specifically targeting teachers that we can give to classroom teachers at outdoor schools to be sent to all ROSSes.
Zayanne
Section Treasurers, Zayanne and Savannah, will get together with a goal of November 1st to unify accounts—all will go into Bof A (at least temporarily until a better account is found)
CFO description—Zayanne will draft something right away and also for treasurer
Ray Cramer will meet with Northern treasurer and gather all books and records to forward to Zayanne so that she my make any necessary adjustments to the format and forward these to our attorney for filing. Ray will get these to Zayanne by October 1, 2002.
George
State Coordinating Secretary, George, will coordinate web site updates and send to Jodi
George is creating accident/incident report forms
George will send board position descriptions out for approval after he receives them on December 1st.
Dan will revise the bylaws and forward them to George who will forward these to the board for a vote.
Maggie
Maggie will take suggestions on brochure and do a revised brochure and send it out
Maggie will talk to webmaster (Jodi), give priorities, and pass on to board what her monthly deadlines for info will be and what date she will post things.
Helen
Bank—Helen will look into socially-responsible banking for a joint account
Membership: Dan suggests both sections be on the same version of the same program and standardize fields so they can be merged—Dan offers to do it for Helen and Heather if they agree upon what needs to be in there.
Helen will buy FileMaker upgrade to 6.0 (on AEOE) to be equal to Heather
Heather
Dan Allison recommends membership forms identical—same data fields—membership coordinators (Helen and Heather) will get together and talk about this.
Membership: Dan suggests both sections be on the same version of the same program and standardize fields so they can be merged—Dan offers to do it for Helen and Heather if they agree upon what needs to be in there.
Still working on Julia Butterfly for Spring Conference—but can’t get through to her. She has office in Oakland (Rikki and Heather may check into this)
Heather will email us a form with mileage increments and carpool encouragement, etc, that we could revise. She will send it to the state board for us to go over and give input.
Debbie
Debbie will draft a copy of a liability release form to be reviewed. We should go for simple: potential hazards, not AEOE’s responsibility if you go on your own. “This conference takes place in a natural area, hazards are inherent, such as…. This list is not exhaustive”
Laura (Leaf)
Leaf will draft Activities description and run it by Kestrel and Kate
