Greater
Seattle
Aquarium
Society Board Meeting Minutes: September 24th 2002
Board Members: Present Absent
Clay Hess Paul Carey (1)
Bob Holmes Don Rudee (1)
Erik Olson Erika Barcott (*)
Rick Rose Dave Sanford (1)
(*) In Absentia
Membership Observers: Steev Ward
The Minutes of the previous Board meeting (August 27th 2002) were accepted and approved.
The Treasurer’s Report:
- Current Balance: 4,812.00
- There is only one outstanding bill which is from the Seattle Aquarium for $380.00. This reflects four month’s rent (September – December, 2002) of our meeting room plus a new charge of $10.00 per month for the storage of our cabinet at their facility. They are billing us for eight months cabinet storage (retroactive for four months, in addition to the same four months matching the meeting room rent). Four months meeting room rent @ $75/month plus eight months cabinet storage @ $10/month equals $380.00.
Old Business
A Newsletter Update was not immediately available on the following topics:
- September Newsletter Status
- Extension of the Summer Article Contest through the end of October as suggested by the Board
- Contest Rules for Article Submissions
- COLOR Printing
Subsequent email to the Board from Erika received Friday, September 27th 2002:
Well, I am nicotine-stained, twitchy from coffee over-consumption, and (okay) a little puffy-eyed from an "emotional outburst" earlier in the evening, but the newsletter is finally ready for the mail! All of the little newsletters are rubber-banded tidily into sections and tucked carefully away inside a plastic bag in the laundry room, where the cats can't get to them. Now I just have to wait for the post office to open, and this month's newsletter will be out of my hands!
A few notes on the minor problems, just so no one is surprised:
- A comedy* of errors with regards to office equipment created a cascade of circumstances, the upshot of which is that this issue is in black and white, and the pictures look like c***. Really, REALLY like c***. In fact, my next task is to send Sandy Gibson a personal apology. But it couldn't be helped, so all I can say is I'm really sorry. These problems should be ironed out for the next issue, so picture quality will improve, I promise.
- Slight glitch on the first page. Kind of a font mismatch. Should have caught it before it went to print. Or before I'd center-stapled 120 newsletters and labeled half of them. Caught it too late. Sparked aforementioned emotional outburst. It's too late to fix it, so again... err... sorry.
- Renewal notice cards were inserted into applicable newsletters. I also inserted samples into all of the board members' newsletters, so that you can see what's up and offer feedback on the format. Except for Rick Rose, whose renewal is due.
- Printing cost was ~$40, plus ~$10 for mailing labels. (The labels are a one-time fee - I bought plenty!) I hope this isn't too much. I dimly recall Erik saying that Kinko's should be avoided in favor of Office Max for price reasons, but unfortunately Kinko's suits my schedule much better. Let me know if this price isn't acceptable in the future, and I will make more of an effort to wake up early to get somewhere cheaper before they close.
Other notes will be sent to specific persons as applicable - these are just the ones that apply to everyone. Overall, I thought it went pretty smoothly, and I'm happy with the layout and general design. Wish the end result could have been less c****y, but there you are.
* "Comedy" in the Shakespearean sense, meaning that it isn't exactly funny, but no one died.
Official Bylaws - Rick
- Erik provided a copy of the ACA (American Cichlid Association) By-Laws.
- As of the time of this meeting, Dave had yet to receive a copy of the GPAS By-Laws (Later received and forwarded to Rick via email)
Bob provided Becky Quimby of the Seattle Aquarium with a current list of the GSAS Board of Directors after our regular meeting on September 10th 2002. The purpose of this list is to document for the Seattle Aquarium staff who is authorized to arrive early for meeting setup and access our storage cart.
The following Email Message was sent on Wednesday, September 4th to reinforce the idea that "The Doors open at 7:00pm". When attendees arrive prior to 7:00pm, it causes problems with/for the Seattle Aquarium staff- Rick
Target:
The first meeting of the Greater Seattle Aquarium Society (GSAS) for the 2002-2003 club-year is fast approaching. Mark Tuesday, September 10th on your calendar and make plans to meet with us at 7:30pm in the meeting room on the second floor of the Seattle Aquarium, pier 59. Parking is available for free on the street or in the metered spots (after 6:00pm) in the lot across the street. Actually, the doors open for the general public at 7:00pm so come a little early and get acquainted with others that share your love for all things aquatic! Check out our newly updated website for directions and other interesting information at
www.gsas.org .
The following library issues were discussed by the Board.
- Dave has been authorized to purchase a copy of Live Bearing Fishes for $8.00 with GSAS funds for the library – Outstanding.
- Bob will update the excel spreadsheet that documents the contents of our library and forward a copy to Rick – Outstanding.
- Erik is putting together a VHS tape of the GSAS 2000 Speakers which will be kept in the library for the use of the membership – Outstanding.
- Bob will create stickers that say "Property of Greater Seattle Aquarium Society" to put in the books that have recently been added to the library. The stamp that we used to use has been lost.
Erik has made several copies of "The CD ROM" containing all available historical information of the club and distributed them in various formats to GSAS board members for "safe-keeping". He has also created a very professional looking CD containing 30 Years of Northwest Aquaria which he offered for sale at the last general meeting for a price of $10 ($5 goes to Erik for materials costs, and $5 goes to the club).
Regarding the recent Pacific Northwest Aquarium Show in Portland on September 21st – 22nd :
- The Fish Gallery did not provide sponsorship this year.
- GSAS Sponsored the Tanganyika Cichlids Class for $25.
- The following Promotional email messages went out – Rick
- The following GSAS members were seen in attendance: Erik & Kathy Olson, Clay Hess, Paul & Heidi Crane, Paul & Rosalind Carey (and children), Dave Sanford, Cary Wheeler, Kate Breimayer, Rick & Susan, Philemon, Elisha, Gilead, and Hadassah Rose, and Woody Loyko.
- Erik contributed his audio/visual talents and equipment use to video-tape the speaker presentations and award banquet activities.
- Awards: Kathy Olson won two second-place awards (Killifish stud male, and Photography). Dave won second- and third-place for his gold fish.
- The general impression of the show, etc. was that it was a "good quality show" this year – much better than last year. Erik explained a couple of the games that were played at the banquet: "Fuzzy Fish" and "The Iron Aquarist".
- And finally, Julie Z. talked to Clay about the possibility of Seattle (that’s US!) hosting a future show. Billed as the Pacific Northwest Aquarium Show, it is not meant to be exclusively a "Portland Production", but a shared effort.
Target:
GSAS-announce@thekrib.comIf you’re looking for a quick "Family Get-Away" later this month, then consider joining with many of us at the Pacific Northwest Regional Aquarium Show and Auction in Portland. This annual event is being held at the Ramada Inn Portland Airport on September 21st – 22nd. The Hotel is offering a special rate if you mention "GPAS". To get more information, surf over to
www.gpas.org . See you there!Target:
GSAS-member@thekrib.comIf you’re looking for a quick "Family Get-Away" later this month, then consider joining with many of us at the Pacific Northwest Regional Aquarium Show and Auction in Portland. This annual event is being held at the Ramada Inn Portland Airport on September 21st – 22nd. The Hotel is offering a special rate if you mention "GPAS". To get more information, surf over to
www.gpas.org . You’ll see several familiar faces as this is a popular event with many of your fellow GSAS Members. Our club is sponsoring the Tanganyika Cichlids Class this year. While you’re there, consider offering a couple hours of your time to staff one of the many tables. This is one very important way that we can show our support to the Portland Club – giving them the chance for a break and to attend one of the presentations if they desire.If you are interested in organizing/participating in a car-pool, you can always make use of the GSAS Member Email List to get connected with other members. Just send your email to
gsas-member@thekrib.com .
Dave and Bob are still working on meeting-activities for younger children that attend the general meetings. In addition to some coloring pictures and crayons, we have suggestions for word-searches, and activities similar to a restaurant activities booklet that is commonly given to young children. The Internet is probably a good place to look for examples and ideas. Clay suggested that a coloring contest be part of our December Holiday Party (Adults included!)
Erik has provided to Rick access to the membership database.
Bob’s goal is to have the philanthropy article about last year’s Nursing Home tank setup ready for the November newsletter.
Promotional Materials - Rick:
- The board authorized the purchase of materials to construct posters, fliers, and business cards as previously discussed.
- One specific project that the board would like to see accomplished is the production and placement of five 8½ x 11 sized poster boards that can either be posted flat against a wall, or stand up on a counter. These displays would be placed in local fish stores. If some method of holding "generic" business cards can be affixed to this display, that would be good.
- Some kids’ coloring pictures that promote GSAS could be included in the activities booklet described above.
- Regarding business cards for the board members, all board members present at the meeting liked the idea of having their phone numbers printed on their cards, however, it will be done based on each individual board member’s preference. Rick will poll the remaining board members (Dave, Paul, Don, and Erika) to see if they want their phone numbers printed on their cards.
- Given that these projects, already in progress, are essentially the definition of the Promotions Committee Chair, Rick will officially fill that position.
Erik has completed the major update of the website for 2002-2003.
New Business
Paul has officially agreed to accept the position of Programs Coordinator. (Kathy Olson will continue to coordinate two "hi-profile" speakers this year.) The following is a tentative schedule for the meetings…
Month Topic / Activity Fish-o-the-Month
SEP 10th Introduce yourself and your fish, solicit ideas Bob and Dave
OCT 8th Takashi Amano Video – Plant Tank Setup (Paul) Clay, Bob, Rick & Dave
NOV 12th Tank Lighting Workshop
DEC 10th Christmas Party
*JAN 28th Rusty Wessel – Central American Cichlids (Paul)
FEB 11th Plant Auction
MAR 11th ** (Paul)
APR 8th General Auction
*MAY 6th Ad Koning – Lake Tanganyikans (Kathy O.)
*JUN ? Paul Loiselle – on West African Dwarf Cichlids (Kathy O.)
(*) – Tentative, Special Dates
(**) – Mike Schadle is a possibility, but he has typically cancelled in the past due to work responsibilities.
The Board should be aware that GSAS does not own its own slide projector. Erik has been providing (in the past) and is willing to continue to provide (in the future) his personal projector for club-use. However, arrangements need to be made to borrow the projector as needed – i.e. don’t assume that there is a "club projector" sitting in the storage cabinet ready to be used.
Since Michael Vuu was unable to accept our invitation to be our October speaker, Erik offered the idea of showing a video presentation by Takashi Amano as he creates a fully-planted aquascape from start-to-finish ready for display. Especially given the interest in aquascaping expressed by the membership at the last general meeting, the Board expressed unanimous support of this idea.
Erik, having seen the presentation by Takashi Amano, suggests that it would be a great idea to have a roll of continuous, plastic, twist-tie-like material available after the video presentation. It seems it is a tool used prominently by Mr. Amano. The board should try to find some of this material.
For the November Meeting, we will have a Tank Lighting Workshop. The primary project will be a light box for Rick and Susan Rose’s 55-gallon cube aquarium used mainly for growing plants. Clay will assist with the construction of the wood frame/housing manufactured before the meeting (for the most part) and Erik will demonstrate the wiring and light installation using a four-55 wiring kit that Rick has already purchased from A H Supply. We may also have additional demonstrations of using retro-kits in standard light canopies, etc. Below are some action-items related to this effort:
Rick will provide Clay with drawings, ideas, dimensions, and pictures of the tank setup and proposed lighting fixture
Rick will contact Kim B. of A H Supply to request approximately 50 brochures that we could hand out at the workshop. Also, Kim may be willing to provide a gift certificate/door prize that we could use in place of "fish-o-the-month".
The Board has changed the scheduling-guideline for Board Meetings to be the last Thursday instead of the last Tuesday. As is always the case, special exceptions will have to be made to avoid Holiday conflicts during the last two months of the year. The board meeting dates for the remainder of the year are as follows:
- October 24, 2002
- November 21, 2002
- December 19, 2002
Rick has suggested that we list the names of our new members, as has been done in past years, in the subsequent issue of the Northwest Aquaria following their initial membership. The Board was generally receptive to this idea but decided to table a decision until next month.
A request from the membership was made at the last general meeting that we provide name tags for members. In order to promote conversation between the members, it was further suggested that the name tag should also list particular interests of the member. Although the Board expressed legitimate concerns about the logistics of maintaining, distributing, and re-collecting of the tags after the meetings, it was agreed to give it a try and see if we can come up with workable solutions to these problems. With Bob’s approval (as Membership Committee Chair), Rick will champion this project. The name tags for board members and committee chairs should clearly identify their position(s). The Board authorized the purchase of supplies necessary to produce name tags with clips (not pins) for the members, plus peel-n-stick tags for guests.
Bob has drafted a generic letter to be sent as a welcome to new members. The Board discussed the possibility of sending a similar "Renewal Letter" when existing memberships are renewed. These letters will be "pre-signed" by the President and the new membership card will be sent with the letter. This will relieve the Newsletter Editor from having to send cards with the newsletter and will provide a much more professional touch. Bob will make slight modifications to the "New Member Letter" suggested by the Board and develop the "Renewal Letter" for review at the next meeting.
Erik received approval from the Board to Purge the Membership database from old, expired memberships that have already had multiple opportunities to renew without action. The Board set a policy of allowing a minimum of a two-month grace period before doing such a purge.
Bob will replicate additional copies of the Storage Cabinet key and distribute them to current board members who do not already have one.
Next Board Meeting Location
Erik’s House, Thursday, October 24th 2002, starting promptly at 7:30pm
Respectfully Submitted,
Rick Rose, GSAS Historian
Post-Publication Comments
Post-Publication Additions & Corrections