MASNA June 2007 BOD Meeting Minutes

 

(This meeting was held electronically on June 14^th, 2007 9: PM EST)

 

Attendance:

 

BOD Present:

 

Cheri Phillips (President)

Robert Lemcke (Treasurer)

Del Brasheres (Newsletter Editor)

 

BOD Absent:

 

Steve Bentz (Secretary)

John Henrion (Membership)

Scott Cline (Internet Promotions)

Eric Hall (Webmaster)

Cathy Garey (Public Relations)

Becky McAlister (At Large)

 

Members Other Than BOD Present:

 

Glenn Farmer Keller (DFWMAS Reef Club)

Bill Reed (New Jersey Reefers Club)

Margi Shindell (ARC Saltwater U Committee Member)

Kelly Jedlicki (LMAS President)

Phyllis Schiavone (President - New Jersey Reefers Club)

Mike Howell (SMMAS)

 

OFFICER REPORTS:

 

NOTE: All officer reports were distributed via email to the BOD in advance of this meeting.  They have been formatted and are inserted into these minutes.  Absent from these reports is Industry, Public Relations and At Large.

 

1) President’s Report:

 

June 2007 President’s Report:

 

MACNA XX:

• Atlanta’s President, Tony Sciarini, has signed the MACNA host agreement and I have received the original. I have also signed it and am mailing a copy of it back to him. The August 2006 approved Host Agreement has now been posted on MASNA’s website.
• I provided the Atlanta club with all the hotel contract and room nights information from the past few MACNAs that I have in my possession. In some cases, Bob was able to dig up additional information and has sent that to me. I’m storing it for MASNA’s records.

 

MASNA Membership:

• Due to business trips and health issues with John’s father I have continued to cover his Membership duties this past month.

 

Newsletter:

• I wrote the President’s Corner and submitted it to Del and Becky for the next newsletter.
• I have in mind an article regarding treatment of club guest speakers that I’d like to get finished in time for this next newsletter, but it may not be ready in time.

 

MASNA 2007 Photo Contest and 2008 Calendar:

• I’ve participated in several discussions with Scott, Bob and Steve regarding the details of this year’s photo contest.
• Updated the photo contest eMAIL announcement from last year and the HTML for an announcement to be posted.
• I contacted Anthony Calfo, Eric Borneman, Daniel Knop and Scott Michael and got their agreement to once again judge our photo contest.
• I’m awaiting word from Ryan Baker of Reef Central for permission to post an announcement of the photo contest on several RC forums and have a banner in the rotating banner until the end of the month. I will post on seahorse.org as well. I will look for at least one diving forum to post on. I have a friend that is a professional photographer; I’m asking him about what photographer’s forums might exist.

 

Misc:

• In an effort to contact one of MASNA's members (eMAIL always bounced), I ended up joining MySpace. I figured that this is the wave of the future and MASNA had best embrace all the different technologies out there....so I joined as MASNA President. The next President after me can either keep it going if they wish. It appears we almost immediately got one new Individual member as a result of creating the account. My next step will be to customize the home page to remove as much advertising as possible, put up MASNA’s purpose, announce the photo contest, etc. The account is www.myspace.com/masna_president.

 

I’ve made no further progress on MASNA’s applications to trademark the “MACNA” and “MACNA” and “Marine Aquarium Conference of North America” names. I hope to work on that this coming month.

 

 

2) Vice President’s Report:

 

Memberships:

 

• Worked with Bob Lemcke to bring on AFM/FAMA (Bowtie Publications) as a Corporate Sponsor

 

Drs. Foster & Smith/LiveAquaria Frag Swap:

 

• Coordinated meeting times for MASNA BOD Meeting regarding the Scholarship Fund and a MASNA Meeting with the Clubs - secured a room, etc. to hold these meetings during the event.
• Worked with Kevin Kohen and Melissa Read to add the MASNA Club Meeting to their online Agenda in order to get the word out to attending club members ahead of time.
• Posted BOD Thread to vote for Subsidizing Travel Expenses for BOD to Attend the F&S Frag Swap at $500/BOD Member.

 

MASNA 2008 Photo Calendar:

 

• Secured Two Little Fishies as the first Corporate Sponsor for the Calendar.  Am currently in discussion with numerous OEM’s to participate with an expectation to close all the sponsorships by the middle of July.
• Reviewed Scott Cline’s BOD thread regarding the timeline and task list for the contest and provided whatever comments I could with regard to the verbiage and tasks.

 

Marine Scene:

 

• Wrote 1 article for the upcoming Marine Scene regarding the New Jersey Reefers Club Frag Swap that will be held in October, 2007.
• Secured ½ page ad from Foster & Smith for this Marine Scene as well.

 

501(c)3 Charitable Status Filing Update:

 

• Continued work on the paperwork.  Should have a draft available for Cheri’s review by the end of June (most likely at the Drs. Foster & Smith Frag Swap)

 

 

3) Treasurer’s Report:

 

1. Financials:
1. Income Statement            May

Gross Income:             $ 903.96

Total Expenses:                56.25

Net Income:                $ 847.71

2. Cash as of 05/31/07:  Adjusted Operating Funds      $17,311.39
                                      Adjusted Scholarship Fund          5,477.26
1. MACNA Domain registrations
1. After learning that someone had registered MACNAXX.com, MACNA20.com, MACNAXXI.com and MACNA21.com, the ARC is getting the MACNA XX domains from the registrant and the registrant has agreed to transfer MACNAXXI.com and MACNA21.com to me
2. I registered MACNAXXII.com and MACNA22.com for one year to reserve them.
2. MASNA’s 2007 Photo Contest and Marine and Reef Calendar
1. Collaborated with Scott Cline, Cheri Philips and Steve Bentz about forms and rules
3. Merchant Processing
1. Since our credit card machine died in May, I researched well over 20 merchant processors and opened a Merchant Processing account with PayQuake for a gateway account.
2. Am currently going through the setup process
4. MACNA XIX
1. Responded to a vendor’s request for MACNA XVIII attendance figures that came via PMASI
5. MACNA XX
1. Researched and responded to ARC request for hotel contracts and number of room nights for MACNA XVI, XVII, XVIII and XIX
6. Mid Year MASNA Meeting at Drs Foster Smith Conference
1. Proposed that we donate a MACNA XVIII DVD set to their auction since the proceeds will go to the MASNA Scholarship Fund
2. Participated in various discussions about the mid-year meeting agenda including provided scholarship guidelines and criteria of one major corporation
7. On-Line Voting
1. Participated in all on-line voting/polls
8. 501( c )3 Filing
1. Nothing to report
9. Open Items

Survey to send to our clubs to obtain various facts about them (e.g,. club size, merchant processor, etc.)

 

4) Director of Membership Report:

 

Cheri Phillips (standing in for John Henrion III)

 

1. Current Membership:

 

	2003-2004	2004-2005	2005-2006	2006-2007	Diff From 2005-2006	Diff From 04/07 Report
Individual Members	64	115	176	114	-62	+5
Club Members	27	44	44	47	+3	+5
Corporate Members	10	19	28	18	-10	+1

 

2. During April and May: welcomed the new members; processed and thanked renewals.

                        Aaron Barajas – Individual

                  Lannes Morris-Murphy – Individual

                  David Riggans – Individual

                  Bruce Longfield – Individual

                  Margi Shindell – Individual   

                  New Jersey Reefers Club – Club

                  Asheville Marine Aquarium Society – Club

                  Central Oklahoma Marine Aquarium Society – Club

                  Hampton Roads Reef Club – Club

                  Upper Peninsula of Michigan Marine Aquarium Society – Club

                  Reef-Fanatics - Corporate

                                         

3. Have been working through a few new/renewal memberships in early June

 

 

5) Secretary’s Report:

 

Email Votes:

 

None

 

Board Thread Votes:

 

• May’s Meeting Minutes were posted and passed 6 votes Aye and 0 votes Nay – will need to have Eric post these minutes out on our Home Page

 

• March’s Meeting Minutes were posted and passed 6 votes Aye and 0 votes Nay – I am still waiting to hear back from Del Brasheres regarding his March report that he felt was not included in the minutes

 

• Board Thread posted to subsidize travel expenses for BOD Members to attend the F&S Frag Swap at $500/BOD Member – the motion passed 5 votes Aye and 0 votes Nay

Secretary Report June 2007

 

• I sent out the meeting notice to all MASNA members, clubs and sponsors

 

• I made threads in all message boards that have a MASNA forum, as well as the announcement forums (at least the ones I know about)

 

• Requested Eric to make a number of changes to the MASNA website regarding the schedule for June’s Meeting

 

 

6) Industry Report:

 

·        No report filed – position is still open.

 

7) Internet Promotion Officer’s Report:

 

Calendar Contest

• Calendar contest is under way.  Contest is running from now until July 31st.  Mailed Entries must be postmarked by July 21st.

 

• Rules and release forum are posted in the MASNA Forum.\

 

• Need everyone's help in advertising about the contest.  If you belong to a club or another Marine website please see if you can get permission from your club or other marine website to post information on the contest.  Time is being crunched to a late start.

 

Club Database Update

 

·         No additional updates since last meeting

 

New MASNA Website

 

·         No additional updates since last meeting.

 

8) Webmaster Officer’s Report:

 

This past month I have not done much with the site, I have only made minor changes. Hopefully over the next few weeks the changes and updates can be made.    

I may not make the chat tonight but will do my best to get in.

 

9) Newsletter Editors Report:

 

·         information gathered for article on CPR Aquatics fish shirts\

 

·         information gathered for article on sizing the 29-gal Red Sea nanocube to fit on a pallet

 

·         information gathered for article on IMAC will include list of past MASNA person-of-the-year award winners for the newsletter

 

·         announcement of upcoming book to be premiered at MACNA

 

·         received President's report

 

·         preparing to work with Becky to put our third newsletter together

 

·         expect to have the newsletter ready for posting this month

 

·         earlier, received content / ads from Steve Bentz

 

·         expect to have 4th newsletter in our fiscal year to be published in very early September

 

·         pictures and potential content for SaltwaterU 3 and Georgia Aquarium

 

 

10) Public Relations Report:

 

• No report filed

 

11) Director at Large Report:

• No report filed

MEETING CALLED TO ORDER 9:08 PM EDT:

 

12) MACNA XX:

 

• Margi Shindell reported that ARC has narrowed the hosing hotels down to 2 and that the dates for MACNA XX are September 5^th, 6^th and 7^th, 2008.  Cheri agreed to send Margi information regarding hotel agreements with past hotels so that ARC can make the best decision for the event.  Room rates will be somewhere between $109 and $119/night.  ARC is also working with the Georgia Aquarium for discounts.  ARC is working on hosting a special Saturday evening event.
• Margi and Bob Lemcke expect to have somewhere from 6 to 10 people manning the ARC booth.
• Margi brought up a point that PMASI had a booth at the IMAC Conference and Cheri suggested that Margi contact Steven and Adam to see if it was worthwhile for ARC to do the same.
• Margi confirmed that registration for MACNA XX will be “kicked off” at MACNA XIX.  A desire for the availability of family events was expressed by Bill Reed of the New Jersey Reefers Club and Margi listed the myriad of specific offerings that the Atlanta area would provide for families or those significant others who are not necessarily “reef geeks”.  There is a strong desire amongst the meeting attendees to make this conference a “family-friendly” event and ARC will work within its experience with Saltwater University to provide as many family events as possible and will look into babysitting services, etc.
• Margi also reported that ARC has secured the Domain names of MacnaXX.com and Macna2008.com.
• Continued discussion surrounded options that could be available at the possible event sites such as free High Speed Internet, 800 and local calls within the rooms.  There still is much to do regarding the planning and the deals that can be worked out by ARC but it is promising given the location of the Aquarium and the Americas Mart.

 

13) Purchase of prior MACNA domain names and transfers to MASNA:

 

• Bob Lemcke discussed the opportunity for MASNA to purchase the domain name macna.com at the price of $3,000.  All agreed that the price was steep but Bob will post this as a Board of Directors thread to vote on in the upcoming months.

 

14) 2008 MASNA Photo Calendar Contest:

 

• Cheri discussed the Photo Calendar Contest with the remaining meeting attendees and asked those online to spread the word and assist with providing content.  Cheri sent out information to Club Representatives earlier in the day.

 

 

15) MASNA Marine Scene Update – Spring 2007

 

• Del informed the meeting attendees that he had enough content to publish at this time and that should happen shortly.

 

16) Speaker Information and Assistance for Member Clubs:

 

• Phyllis, as President of the New Jersey Reefers Club voiced a desire to have more information related to speakers as well as more information related to putting a bid together to host a MACNA event.  Cheri volunteered to get her the information as quickly as possible.

 

 

Since there was no quorum of Board Members, the meeting ended without a motion to adjourn the meeting at 10:45 PM EDT