AEOE Statewide Executive Board Meeting

1 May 2004

3:15pm-6:12pm

Camp Hess Kramer, Statewide Conference

 

Facilitator: Helen de la Maza

Note Taker:  Kris Pamintuan

Attendees: Stephen ÒHoppyÓ Hopkins, Jason Westfall, George Stratman, Pete Devine, Maggie Wolfe, Zayanne Thompson, Susan Silber, Hilda Castillo, Michael Charnofsky, Helen de la Maza, Paul Grafton, Heather Butler, Aaron , rikki shakelford, Laura Leaf Vandezande, Judy Toothaker

 

I.  Introductions

 

II.  Statewide EE Project: Susan Silber & Hilda Castillo

A.   Advocacy for Environmental Education – publicity for general public about EE

B.    Work with the media about OE/EE, reaching diverse people through PSAÕs, etc.

C.    Goes w/ 5th work group of EE plan

D.   Handout:  Advocacy for Environmental Education

1.     Goal 1:  Public education and media outreach

2.     Goal 2:  Outreach and partnerships

3.     Goal 3:  Fundraising for EE

E.    They will work through CREEC

F.    AEOE is in agreement that we will write a letter of support for them – George will draft it

G.   For now, Helen will be contact person between the organizations

 

III.  Conference in Partnership w/ WRAEE:  Tamara

            A.  Helen motioned to table this discussion until the August meeting – no disagreement

 

IV.  Earthseed & the Peace School:  rikki

A.   Teaching people of color to be naturalists

B.    Wrote a grant to obtain $ to support his new project

C.    Images people of color have of naturalists are that naturalists are basically Caucasian and hippies – at a recent conference, 97 out of 100 people of color signed up for rikkiÕs workshop about being a naturalist

D.   rikki is looking for individual support, help, advice, $

 

V.  AEOE Book:  rikki

A.   rikki would like to write a book that answers questions about AEOE and about being naturalists, what we do, etc.

B.    Questions & clarification –

a.     it would be good to have a book that answers questions and dispels misconceptions about EE/OSS,

b.     it would also about history of AEOE, how it works, etc., how AEOE (a professional organization) supports OSS/EE staff members

c.     it would be a way of letting people know what part we play in OSS/EE –

d.     market? written for schools (teachers, parents, etc.)

e.     cost? – who would pay for it, where would $ come from

f.      Information gathering could be easy via survey

g.     rikki will have write-up ready in August so the board can make a decision

 

VI.  Treasury Report:  Zayanne

A.   This is the first time ever that we have been able to track state-wide spending & $

B.    Cash Flow handout

a.     We have almost $77,000 in the bank – awesome for us, not awesome for non-profit status

b.     We need to figure out how to invest that $ (later) – the lawyer said it is irresponsible for us not to invest it

c.     We should extrapolate costs of running conferences/newsletter/etc. from total $$ in account, then

 

VII.  Preliminary Conference Report:  Zayanne

            A.  Handout, on back of Cash Flow handout

 

VIII.  Single Signature on Checks:  Zayanne/all

A.   The Good and the Bad

a.     The good = easier to cut a check

b.     The bad = makes Zayanne nervous, negative perception (Zay writing check to herself?)

c.     Through B of A, online banking makes it possible for Zayanne to be able to write single-signature checks but still have someone else have access to the account as a way of checks & balances – may be able to set it up where people could just look at the account w/out having the ability to actually access the account

d.     Only concern is that we are leaving the CFO hanging with possible liability issue

e.     Hoppy motioned that we leave the checks as single signature for ZayanneÕs tenure, then revisit at the end of her term as CFO, and that the SCS will perform an internal audit annually; seconded by Kris; motion passed.

 

IX.  Budget for FY 2004-2005:  Zayanne

A.   Newsletter budgets are really different between Southern & Northern

B.    Jason printed almost 400 copies of newsletter, 20pgs. 

C.    Typically based on membership, but conference newsletter is more to include presenters, etc.

D.   Northern mail to approx. 500-600 people

E.    By-laws say we must have an approved budget for membership, newsletters, etc.

a.     We need to add NAAEE to next yearÕs budget

F.    After discussion about NAAEE, George recommended that we put $2000 into the budget ($1000 per person) for NAAEE, including travel, lodging, meals, & conference registration

G.   Stipends – newsletter editor, CFO, webmaster, etc. – Hoppy recommended that we doubled stipends and possibly include conference coordinator, Zayanne suggested caution, George expressed concern also but suggested stipend increase based on conference success, Zayanne suggested that for tax reasons board members shouldnÕt receive stipends – stipend is also a little bit of a marketing tool for future members

a.     Webmaster = $250 per section + $ budgeted for training

b.     Newsletter editor = $100 per issue

c.     George motioned starting July 1, 2004 to increase newsletter stipend starting July 1, 2004 to $150 per issue, webmaster stipend to $800 annually paid in 2 parts, Zayanne seconded

H.   Publicity is a big role, should we increase stipend?  George would like to table discussions about other stipend increases until the August meeting.

 

X.  NAAEE Rep. & Support (Biloxi, Miss., Nov. 6-10, 2004):  Zayanne/all

A.   We will only send someone who is AEOE member AND NAAEE member

B.    We will reimburse some of the expenses for going – Michael & Hoppy are both interested in going, HoppyÕs work will cover work days missed & will pay for himself, Michael would go but would need financial support

C.    Helen would like to send at least 2 people per year

 

XI.  Cash Advance & Expense Reporting Procedures:  Zayanne

A.   Use an expense report or a cash advance report for any expenses for AEOE

B.    PLEASE DO NOT SPEND $ OUT OF POCKET – use the cash advance form to get $ or set up an account with companies like KinkoÕs so we can send them checks directly when we have Purchase Orders – George will organize this

 

XII.  Reimbursement Policy:  Zayanne/all

A.   Reimbursements for Food/Alcohol

a.     Alcohol should not be reimbursed, as a professional organization plus being associated with schools, alcohol it isnÕt a good idea.

b.     Heather moved not to use AEOE funds to purchase alcohol or tobacco products.  Zayanne seconded.  Motion passed.

 

XIII.  Reimbursement for Board Members Lodging Expenses to Attend Meetings: Zayanne/all 

A.   August meeting, camping is free.  However, if there was a statewide exec. meeting that people are required to be at, should we compensate travel & room & board expenses? 

B.    Per Diem expenses = $50 per day for food & lodging for board members who are required to go to an overnight meeting, other members who need to be at the meeting can receive this per diem with approval of the exec. board, any travel needs prior approval  – receipts must be provided for all expenses. Helen motioned, rikki seconded, motion passed.

 

XIV.  Grants – Better Tracking of Expenses:  Zayanne

            A.  Short discussion of grant $

 

XV.  Investment Decision:  Zayanne/all 

            A.  Zayanne will make recommendations.  Proposal will seek approval in August.

 

XVI.  Organizations/People That Owe Us – What to Do?:  Zayanne/all

A.   Membership & Maggie need to have lists of people who have not paid so that they can make sure that those people cannot renew or register, etc.

 

XVII.  Conference Discounts (who & how much - presenters, volunteers):  Zayanne/all 

A.   We are a statewide organization, in the move to becoming more statewide, we need to come up with a consistent discount policy

B.    Current policy is 50% discount for early registration, and 40% discount for late registration

C.    No one should get in for free, other than people who have specific jobs – we need to have guidelines for choosing positions to comp. – board members who havenÕt done anything shouldnÕt get in for free

D.   Discussion tabled until August

 

XVIII.  Scholarships – criteria, applications, #/yr, based on $ raised?:  Zayanne/all 

A.   We need to decide how many  scholarships, how much $ goes to scholarships, etc.

B.    Discussion tabled

 

XIX.  Un-refunded Cancellation $ to Scholarship Fund?:  Zayanne

A.   George motioned that unrefunded cancellation money goes to scholarship fund.  Zayanne seconded.  Motion passed.

 

XX.  Non-profit Status:  George/ Zayanne

A.   We are just fine-tuning a few things in order to complete the non-profit status.

B.    Yeah, team!

 

XXI.  PayPal Possibility:  Maggie/ Zayanne

            A.  Having people pay online, plus online conference registration.

B.  Maggie & Laura will discuss it and provide info for August meeting.

C.  Discussion tabled until August.

 

XXII.  AEOE Membership Categories :  Dan A./Maggie/all

A.   Recommendation was made to alter membership categories & institutional fee be increased significantly, annual membership fee based on salary

B.    Discussion tabled until August.

 

XXIII.  Statewide expense report

A.   Expenses split out ÒSouthern,Ó ÒNorthern,Ó and ÒStatewide.Ó

a.     Do some things really need to be split ÒSouthernÓ & ÒNorthernÓ?  No, attorney insurance, publicity, budget, web, SCS, historian, will not be split, fundraising, scholarships, NAAEE

 

XXIV.  Conference Debrief :  All

A.   ProÕs & ConÕs

a.     COSA

                                                        i.     COSA meeting:  COSA members will arrive Thurs. night, COSA meeting will go 9am-9pm Friday

                                                      ii.     Get COSA a meeting room off the beaten path, w/ no distractions

b.     Housing

                                                        i.     More female-only dorms, fewer co-ed dorms needed

c.     Registration

                                                        i.     Put the registration person in touch w/ Zayanne ASAP

d.     Total number approx. 400; site size did limit (dining hall); Helen planned overbook

e.     Any way to do a longer conference?  Is this too rushed a schedule; more downtime, or more time to move between sessions/events? 

f.      Re-examine Board meeting timeslot: missing workshops vs. having to stay late on Sunday (and some people miss meeting);  try compromise?  Meet during meal?

g.     Meal Options :  All

XXV.                

 

XXVI.  2005 Conference :  Heather/Aaron/rikki

A.   A.  Challenges of meat, vegetarian, vegan options.  Heather already has some plans made.

B.    Need to have elections by November.

C.    Rikki learning from Julia Butterfly Hill soon.

D.   Southern glad to assist in conference prep.

 

XXVII.  REMINDER – Vision Meeting in Santa Cruz – August 17-18

            A.  Southern board needs to meet in September.

 

XXVIII. Mileage Clarification:  Zayanne 

 

Tasks:

 

 

 

Motions Passed:

 

 

Meeting adjourned by motion 6:12 pm

 

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where and when the meeting was held, who was in attendance and absent. ALL
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