MASNA May 10^th , 2006 BOD Meeting Minutes

 

(This meeting was held electronically on May 10th, 2005 9: PM EST)

 

Attendance:

 

BOD Present:

 

Cheri Phillips (President)

Steve Bentz (Vice President)

Cathy Garey (Public Relations)

Robert Lemcke (Treasurer)

Lisa O’Connor (Internet Promotions)

Amy Larsan (Membership & Secretary)

 

 

BOD Absent:

 

Charles Scannell (Industry/Webmaster)

 

Members Other Than BOD Present:

 

Steven Pro (PMASI President)

Josh Breeds (The Marine Reef)

Kelly Jedlicki (LMAS President)

 

 

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.

 

1) President’s Report:

 

MACNA XIII:

·        Investigated w/ the host hotel (Westin Galleria) choices for food/beverage for the MASNA Annual Mtg. Settled on a menu that will include breakfast breads, muffins, bagels, coffee and assorted teas for $454.30. I put this to a vote on the Board forum and the motion passed. Arrangements have been made w/ the hotel. Three weeks prior to the conference I will get confirmation paperwork to sign and we’ll need to mail out a check.

 

·        I’m am currently in discussion with the hotel regarding a screen and digital projector for the San Felipe Room where our annual meeting will be held. The initial price of $500 plus 22% service charge plus 8.25% tax ($651.25 total) is out of the question in my opinion, so I’m exploring what else can be done. I think we will be able to rent just the screen, possibly for the 3 days so that we can use it for the booth as well. I can bring SEABay’s digital projector again as long as the booth is not left unattended.

 

·        Responded to a few of questions eMAILed to me regarding how various aspects of the conference have been handled in previous years. Participated in continued discussions w/ MARSH and their advisors on reaching an agreement w/ Reef Central regarding advertising in exchange for free booth and registrations.

 

·        Began discussion of vendor “Code of Conduct” to possibly be written. Contacted Dennis Gallagher of IMAC to learn how he worded what he posted briefly on his website.

 

Newsletter:

·        I have most of the pieces needed for the newsletter. I’m awaiting 2007 Photo Contest/Calendar dates and general info to include in the President’s Pen, need to review the club info to make sure it is all still relevant and I have one more graphic to fix up prior to uploading everything to the MASNA site for Chuck to work with.

 

MASNA Store:

·        Received an eMAIL from Dr. Carefoot checking on sales of the BCCR (Biology of Caribbean Coral Reefs) DVDs. We are engaging in some brainstorming for ways to get some sales.

 

MASNA 2006 Calendars:

·        Mailed out a calendar to each of the 3 people identified by Aquarium Fish Magazine as winners. I created a cover sheet for each so they would know why they were receiving the calendar and stuffed each w/ a MASNA brochure.

 

National Speaker Database:

·        Invited and got permission back for Matt Palmtag to join MASNA’s database.

 

Misc:

• Priced getting 250 more MASNA brochures from VistaPrint ($61.84 including shipping). These would be for distribution at the Foster & Smith frag swap event. A motion to do this printing will go before the board at the upcoming Board meeting.

 

• Supplied Steve w/ a copy of the high resolution version of the MASNA logo for Foster & Smith’s use in printed form

 

• Sent out one new member welcome to help Amy out

 

 

2) Vice President’s Report:

 

Organization:

·        Finalizing completion of filing for 501(c)3 status from our current 501(c)4 status.  Once we can achieve the 501(c)3 status from the US Department of Revenue, we will qualify as a fully charitable organization that will allow us to move forward with our scholarship fund plans.  I received the 3-year Income Statement from Bob Lemcke and reviewed the requirements and purpose with Cheri to ensure the request is filed properly.

·        Wrote multiple columns for the Spring Marine Scene Newsletter related to the Scholarship Fund and Club News.

 

·        Assisted Cathy Garey with soliciting ads from our Corporate Sponsors for the Marine Scene Newsletter.

 

Membership:

• Still In discussions with Scott at HelloLights for Corporate Sponsorship.
  
  
• Ended discussions with Dave Barr at Vivid Aquariums for Corporate Sponsorship – will return to the topic in September.
  
  
• Still in discussions with Harvey Fell at Sera USA for Corporate Sponsorship (competitor of Salifert in Europe).
  
  
• Ended discussions with Greg Morgan at ReefGeeks about Corporate Sponsorship – will return to the topic in September.

 

MACNA Follow-up and Presentations:

• Will be speaking at June South Jersey Reef Club Society about MACNA XVIII (missed May due to work requirements).
  
  
• Will be speaking/attending the Drs. Foster & Smith 2-day Coral Frag Swap event in Wisconsin in June.
  
  
• Will be speaking at CTARS Reef Club in Connecticut in July (topic TBD).
  
  
• Working with the Philadelphia Area Reef Club to coordinate Anthony Calfo visit in September prior to MACNA XVIII.

 

Scholarship Fund:

• Continue to revamp the Scholarship Fund web page with Chuck S.
  
  
• Still in discussion with two major suppliers which may bring an additional $5,000 to $10,000 to the Scholarship before September, 2006.
  
  
• Posted a proposed set of roles to fill the Scholarship Fund Committee on April 9^th for the BOD to review.  It appears most of the BOD agrees with the roles and I will move forward with further definition as best as I can over the next month.

 

 

3) Treasurer’s Report:

• Received receipts and reimbursed Chuck Scannell for WestHost billings and MASNA domain registration.
  
  
• Invoiced MARSH for both the January and April installments per the MACNA Host Agreement.
  
  
• Spoke to Lisa O’Connor several times about our 2006 Photo Contest and 2007 Calendar project. Developed tasks and associated timelines

 

 

 

4) Director of Membership Report:

 

	2002- 2003	2003- 2004	2004- 2005	2005- 2006	Diff From 2004- 2005	Comment
Individual Members	88	64	115	143	+28	New:   Frank Burr Frank Perkins James Mannon Mark Barnett Robert Ordway   Renewals:
Club Members	20	27	44	40	-4	New:   Saint Louis Area Saltwater Hobbyists Marine Aquarium Society of Ohio   Renewal:
Corporate Members	10	10	19	25	+6	New:       Renewals:

 

• Added Austin Reef Club to the National Club Database

 

• Had Chuck get into contact with Frank Burr to grant him full website access now that he is on the National Speaker Database (not the limited that an individual has)

 

• Sent the logo for the RMRC to Chuck

 

• I emailed with Josh Heydemann to get a new user name and password. I am waiting to hear back right now.

 

• I emailed with Matt Tindall about getting him a new user name and password. I sent that information to Chuck.

 

• I sent all of the welcomes for the month except for one that I asked Cheri to cover for me (thanks again Cheri!)

 

• I am trying to get pictures from Matt Tindall and other information for an update in time for the spring newsletter

 

• I answered a few emails about MASNA questions and what it does for hobby clubs as well as what MACNA is all about.

 

 

5) Secretary’s Report:

 

Board Forum Votes:

 

• Motion made to contract with MACNA XVIII hotel for $454.30 for annual meeting refreshments. See attached file for breakdown in prices. Passed 6 aye, 0 nay

 

http://www.masna.org/forum/showflat.php?Cat=0&Number=355&an=0&page=0#355

 

• Motion made by A. Larsan to accept the March Meeting minutes. Motion passed 4 aye, 0 nay.

 

http://www.masna.org/forum/showflat.php?Cat=0&Number=364&an=0&page=0&gonew=1#UNREAD

_____________________________________________________________

 

• Added Frank Burr to the Speaker Database

 

• I sent the meeting notice to all members. I also posted on RC and RDO about the upcoming meeting

 

• I finished the March meeting minutes (late I know) and posted them for vote on the BOD forum.

 

• I finished and sent the April meeting minutes.

 

 

7) Webmaster’s/Industry Report:

 

Website:

·        Updated information for various users whom needed passwords reset forgot there login etc.

·        Updated a lot of new sites with Banners from there site so our members page looks a little better.

·        General monthly updates

 

Industry

• Attended the 15^th USCRTF meeting in Washington DC on May 4^th 2006 and report to follow.

 

 

8) Internet Promotion Officer’s Report:

 

• Bob and I have started work on the Calendar/Photo contest with plans to move full blast in the month of May.

 

9) Public Relations Report:

 

• With Steve’s assistance, I contacted through email all MASNA corporate sponsors offering them their free advertisement in our upcoming Spring Edition On line Newsletter.

 

Received responses and ads from:

 

1. Central Aquatics
2. Premium Aquatics, Inc.
3. Brilliant Reef
4. Two Little Fishies
5. Drs. Foster & Smith
6. Reef Central
7. Reed Mariculture
8. Reef Show
9. Aquarium Pros

 

• These were forwarded to Cheri for inclusion in the newsletter.

 

• I participated in the Board Forum votes on Annual meeting refreshments and March Meeting minutes.

 

 

MEETING CALLED TO ORDER 9:00 PM EST:

 

10) New Business:

 

• C. Phillips made a motion to accept the April meeting minutes. Second by B. Lemcke. Motion passed 6 ayes, 0 nays.

 

11) New Business:

 

• C. Phillips made a motion to change MACNA Host Contract to include requirement that once the following year's host is identified, that club be included in eMAILs. Second by C. Garey. Motion passed 6 ayes, 0 nays.

 

 

12) New Business:

 

• The subject of the MASNA treasury reports was brought up. It was agreed upon by the whole BOD that it would be best for B. Lemcke to link his full report in the BOD forum, but summarize in his mailed report. 

 

13) New Business:

 

• The 2007 MASNA calendar was discussed next. B. Lemcke and L. O’Connor have put together an event schedule. A thread in the BOD forum will be posted to go over the details for the BOD.

 

• Tasks have been assigned to BOD members.

 

• Judges need to be available from ~7/23-8/10. C. Phillips will talk with the juges soon and if any are not available alternative judges will be picked.

 

14) New Business:

 

• Steven Pro (PMASI President) updated the BOD on the progress his club has made for hosting MACNA in 2007.

 

• Steven will be meeting with the facility people (Radisson Inn/Expomart) to go over the contract. These will not being a signing as Steven will want to be sure it is reviewed by other club members and past MACNA hosts.

 

• A tentative date of September 15-17 has been made.

 

15) New Business:

 

• Motion made by C. Phillips to order 250 more MASNA brochures for F&S event at approx $61.84. Seconded by C. Garey. Motion passed 5 ayes, 0 nays.

 

 

 

 

Motion to adjourn meeting to general discussion made by C. Garey. Second by C. Scannell. Passed 5 ayes, 0 nays