RE: GSAS September 2003 Board Meeting Minutes - Preliminary Publication for Review

["Hess, Clay A" <clay.a.hess@boeing.com>]

Rick,

The minutes look great as always.  Thanx for putting them all together.

Clay

>  -----Original Message-----
> From:         owner-gsas-board@thekrib.com
> [mailto:owner-gsas-board@thekrib.com]  On Behalf Of Rick Rose
> Sent: Wednesday, October 01, 2003 6:58 PM
> To:   GSAS Board
> Subject:      GSAS September 2003 Board Meeting Minutes - Preliminary
> Publication for Review
> 
> My primary proof-reader is out of town, so please do let me know if
> you find anything that needs to be corrected.
> 
> Thanks,
> Rick
> 
> Board Members 
> 
> Present
> 
> Clay Hess
> Bob Holmes
> Rick Rose
> Dave Sanford
>                                                               
> Absent
> 
> 
> Erik Olson
> 
> 
> 
> Membership Observers
> 
> June Olberding
> 
> 
> 
> Executive Committee Reports
> 
> 
> *     The Minutes of the previous Board meeting (August 21st, 2003)
> were accepted and approved.  
> 
> 
> *     The Treasurer's Report:
> 
> 1)    Current Bank Balance:   $3768.34
> 2)    Cash Box:                  51.00
>        
> 3)    No Outstanding Bills
> 
> 4)    The rent at the Seattle Aquarium is paid through December 2003.
> 
>       Meeting & Program Schedule
> 
> Month         Topic / Activity
> Fish-o-the-Month
> 
> SEP 9th       Introduce yourself and your fish, solicit ideas,
> Nominations   ($30 Dave-Dwarf/Pygmy Coreys)
> OCT 21st      Dave Sanford - Intro/Spawning of Killifish, Elections
> (Dave & Bob)
> NOV 11th
> (__________________)
> DEC 9th       Christmas Party
> (None)
> JAN 13th
> (__________________)
> FEB 10th      Plant Auction
> (None)
> MAR 9th
> (__________________)  
> APR 13th      General Auction
> (None)
> MAY 11th
> (__________________)  
> JUN 8th
> (__________________)  
> 
> 
> (2004-2005 Club-Year)
> 
> SEP 14th      
> OCT 12th      
> NOV 9th       
> DEC 14th      Christmas Party
> JAN 11th      
> FEB 8th       Plant Auction   
> MAR 8th       
> APR 12th      General Auction
> MAY 10th      
> JUN 14th      
> 
> Spring 2004   Paul Loiselle - on West African Dwarf Cichlids 
> 
> (*)   Tentative, Special Dates
> 
> 
> Special Dates (in Red)
> 
> List of possible speakers:
> 
> Pam Chin 
> Steve Lunblad (African Cichlids)
> ____________ (Livebearers, Rick will contact possible speakers
> proposed by Frank Tomko.)
> Dave Sanford (Revamped Killifish Presentation)
> 
> Meeting Ideas:
> 
>       o       Field trip to African NW (ask Sam)
>       o       Ask GPAS @ Portland Show
>       o       Videos from Erik's library
>       o       National Geographic video - Jewels of Tanganyika
> 
> 
>                       Next Meeting:  October 21, 2003
> 
> 
> 
> *     The September General Meeting will be a presentation by Dave
> Sanford - An Introduction to Killifish including Basic Spawning
> Techniques.  Elections for board members will also be held.
> 
> 
> 
> Old Business
> 
> *     Newsletter Update 
> 
>       1)      October Newsletter Status - June Olberding
> 
>               o       Since the date for Oct meeting has been decided,
> I will send out newsletter on usual schedule and Headline the change
> of date from 14th to 21st.
> 
>               o       Bob has promised an article and we have another
> contest winner article so content is ok.
> 
>               o       Highlights from the 2003 Pacific NW Regional
> Aquarium Show and Auction at Portland.
> 
>               o       Due to stated interest at Sept meeting, I will
> start a "Trading Post" section with the Oct issue.
> 
>               o       Clay "A FEW words from the President"
> 
> 
>       2)      Thank You to Aaron Kraemer and Matt Kaufman for their
> recent donations to the Library.
>        
>       3)      New Members' Names (since the last newsletter) to be
> published in the next newsletter
> 
>               The Greater Seattle Aquarium Society would like to
> welcome the following
>               new members! 
> 
>                       Matt Kaufman
>  
> 
> *     Bob will send GSAS Thank You cards to Aaron Kraemer and Matt
> Kaufman for their recent donations to the GSAS Library.
> 
> *     General elections for board members -  additional issues that
> need to be addressed
> 
>       o       Rick is preparing a ballot with each nominee's name
> listed.  The instructions will say to vote for no more than five.
> Clay, Dave, Erik, Steev, and June will independently tally the number
> of votes that each nominee receives.  When all tallies are completed,
> they will compare totals to ensure that all agree.  The five nominees
> with the most votes will be elected to the Board.  
>  
>       o       In the case of a tie, Clay will administer a Run-Off
> (Second Vote) using plain paper.  
> 
>       o       Establish qualifications for voting...
> 
>               1)      Dues must be current - Bob will accept
> membership/renewals right up to the beginning of the voting.
>               2)      It was moved and seconded that we set the
> minimum age to be able to vote at 16.  The motion passed unanimously.
> 
> 
>       o       Additional discussion took place regarding a minimum age
> to run for a board position.  Since this will not be an issue until
> next year, it was decided that this would best be addressed by the
> next Board when the bylaws are re-established. 
>  
> 
> *     Clay has asked Diane Elliot how Rich (a lawyer) would advise us
> to proceed with regard to Liability Insurance - Waiting for an Answer.
> *     
> *     
> *     Recap of September General Membership Meeting - Introduce
> yourself and your fish - Soliciting ideas for future meetings
>  
> *     21 members signed in, plus 3 visitors for a total of 24 in
> attendance.
> *      
> *     Nominations for Board Members were received; the following
> accepted...
> 
>               o       Meredith Crichton
>               o       Bob Holmes
>               o       Woody Loyko
>               o       Rick Rose
>               o       Sandu Simion
>               o       Susan Welenofsky
>               o       Paul Winchester
> 
> 
> *     Clay will continue with plans to develop a Philanthropy Project
> Proposal Form, and he will give a presentation to the club explaining
> the process that has been established by the board at a future date.
> The Board's original plan was for Clay to explain his actual proposal
> as part of this presentation and then submit it to the board at that
> time.  Hopefully, other members would be inspired to submit proposals
> of their own.  The board would then have a "pool" of proposals from
> which to choose.  Since this presentation has been delayed, Clay asked
> if the Board would accept and authorize his proposal at this time
> rather than waiting for the pool.  He so moved, Dave seconded, and the
> motion passed unanimously.  Referring to the May board meeting
> minutes, Clay's proposal was to provide one or more Grade Schools with
> a set of books of an aquatic life theme.  His cost estimate per school
> was $175.00.  Desiring to coordinate this project with the
> "Accelerated Reader Program," Clay enlisted the assistance of several
> teachers from the Mukilteo Elementary School to develop a book list.
> Bob gave Clay a check for $175.00 to fund the project at Mukilteo
> Elementary School.  Clay will report back to the future board on the
> status of this project.
> *      
> *     
> *     Bob - brass plate for nursing home tank. - Completed
> *     
> *     
> *     Bylaws - At the August meeting, the Board further discussed the
> magnitude of the project to bring the bylaws up to date.  It was
> decided that we will convene a special meeting this fall (not in
> combination with a standard board meeting) to work on this project.
> Clay suggested that a special location (someplace not as comfortable
> as someone's home) might be a good idea to keep the focus of the
> meeting intact.  Discussion on this topic was again tabled until the
> October meeting.
> 
> 
> New Business
> 
> 
> 
> *     New Members since last meeting - Bob
> 
> *     Matt Kaufman
>  
> 
> *     2003-2004 Operating Budget
> 
>       *       Bob developed a spreadsheet showing actual expenses and
> income for the 2002-2003 club-year.  The bottom line of which showed
> gross income (from all sources) of $4605.00 and expenses of $4662.00.
> 
> 
>       *       Clay remembers the discussion and vote (to which Rick
> referred at last month's meeting) from the May 2002 board meeting
> where the then-current board agreed to limit each subsequent year's
> operating budget to the income that was produced from the preceding
> plant- and general auctions.  Unfortunately, there is no written
> record of that meeting.  Clay explained his intention for the policy
> which was a little different from what Rick (a membership observer at
> that time) had understood.  After much discussion, the board
> unanimously voted to adopt the following budget policy.
> 
> 
>               The budget for each new club-year will be based on the
> previous year's actual income and expense figures.  On a "real-time"
> basis throughout the year, when the over/under budget figures show a
> projected budget deficit, the board will adjust the budgeted spending
> for the remainder of the club-year so as not to deplete the savings
> account.  The first expenses to trim will be from the Philanthropy
> area.  
> 
> 
> *     (Email from Erik)
> 
>       -----Original Message-----
>       From: owner-gsas-board@thekrib.com
> <mailto:owner-gsas-board@thekrib.com>
> [mailto:owner-gsas-board@thekrib.com]
> <mailto:[mailto:owner-gsas-board@thekrib.com]> On Behalf Of Erik Olson
>       Sent: Wednesday, August 27, 2003 11:26 PM
>       To: 
>       
>       gsas-board@thekrib.comSubject
> <mailto:gsas-board@thekrib.comSubject>: RE: September Meeting Conflict
> 
>       Hi Rick,
> 
>       ...I figure a solid 10 years service to the club is pretty good,
> and I'll try to keep coming to general meetings and helping out when I
> can.
> 
>       Depending on what you guys want, I can keep maintaining the web
> pages & mailing lists, or pass them on.  Likewise, I can keep the
> online database running or do an export for someone else to take it
> over.  Entirely up to you.  
> 
>       Let me know what you decide.
> 
>                       -       Erik
> 
>       The Board discussed Erik's email and questions above.  Erik's
> countless efforts and years of service to GSAS are recognized and
> greatly appreciated.  We also very much appreciate his willingness to
> continue as webmaster, administrator of the email lists, and in
> providing access to the membership database via an internet
> connection.  At this time, we would definitely like to take him up on
> his offer to continue in this capacity.  Thank You Erik!
> 
> 
> 
> 
> 
> Announcements for the next General Meeting
> 
> *     Clay - Solicit a volunteer for open positions (esp. Program
> Coordinator) 
> *     Rick - Elections Procedures for the evening
> *     Clay - Vancouver Aquatic Hobbyist Club is holding its Annual
> Auction on Sunday Nov 16
> *     
> 
> 
> 
> Low-Priority and On-going Issues 
> 
> (The following issues which may or may not have been addressed above
> will continue to be listed here until they are completely resolved.)
> 
> 
> *     Official Bylaws - Rick 
> 
> 1.    Dave has obtained a copy of GPAS bylaws and passed them on to
> Rick
> 2.    Erik has obtained a copy of AKA bylaws and passed them on to
> Rick
> 3.    Erik found a copy of the GSAS bylaws, scanned them, and gave
> them to Rick
> 4.    Rick has produced an editable text file from the scanned images
> - a copy given to each board member and one to June Olberding.
> 
> 
> *     Promotional Materials for GSAS - Rick
> 
> *     Poster Boards (for Fish Stores) and GSAS fliers are still
> outstanding.  
> *     Business cards 
> *     GSAS Fliers
> *     Standard GSAS Thank You cards
> 
>  
> *     Historian Project(s) - Rick
>  
> *     History of Philanthropy Projects
> 
> *     Probe the minds of Clay, Dave, Bob, and Erik
> *     Look for old article (on the 30-years CD), written by Laurie
> Hess, about the "Providence Tank"
> 
> 
> *     Committee Chair - "Job Descriptions" - Rick has no progress to
> report.
> 
> 
> *     Meeting Activities for younger kids - Dave, Bob, and Rick
> 
> 1.    Dave - coloring book update - gave a folder full of artwork to
> Rick.
> 2.    Rick - pages for the coloring book that promote GSAS
> 3.    Rick - Aquarium-related word searches, puzzles, mazes
> 
> 
> *     Membership Letters - Bob 
>  
> *     New Member Letter - example final version for records
> *     Renewal Letter - sample for the Board to review
> 
> 
> Next Board Meeting Location
> 
> The location of the next meeting will be determined after the makeup
> of the new board is established by election at the October General
> Meeting.  The date will be Thursday, October 23, 2003, starting
> promptly at 7:30pm.
> 

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