MASNA May 2007 BOD Meeting Minutes

 

(This meeting was held electronically on May 10^th, 2007 9: PM EST)

 

Attendance:

 

BOD Present:

 

Steve Bentz (Secretary)

Eric Hall (Webmaster)

Robert Lemcke (Treasurer)

Scott Cline (Internet Promotions)

Del Brasheres (Newsletter Editor)

Cathy Garey (Public Relations)

Becky McAlister (At Large)

 

BOD Absent:

 

Cheri Phillips (President)

John Henrion (Membership)

 

Members Other Than BOD Present:

 

Kevin Jessup (VP Atlanta Reef Club)

Corey Troyan (Toledo Reef Aquarium Club)

Kevin (logging in as “jks” – never fully identified himself

Sam (aka jimmybob from New Jersey Reefers Club)

Bill Reed (New Jersey Reefers Club)

 

 

 

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 Membership.

 

1) President’s Report:

 

May 2007 President’s Report:

 

MACNA XX:

• Sent Kevin Jessop (co-Chair of MACNA XX committee) a copy of the MACNA Host Agreement (last modified 08_06). He will show it to the committee and get Atlanta’s President, Tony Sciarini, to sign it and send it back to me. I will send Tony a copy of it back once I sign it. I realized that the August 2006 approved Host Agreement was never posted on our website, so I asked Eric to do that.
• Kevin asked for an electronic copy of the MACNA Handbook – that he could distribute to the committee. I sent him the only one that I have. It appears to be essentially the same as the one posted out on the MASNA website, but without the MACNA history preamble at the top.
• I’ve just recently been asked to provide copies of the hotel contract for last 4-5 MACNAs and also information on hotel nights actually purchased. We don’t have a lot of this information, but I will dig up what I can and contact previous hosts to see what gaps I can fill.

 

MASNA Membership:

• Backed up John Henrion on membership duties while he was traveling over multiple trips. It appears this will continue until at least the end of May.
• Corresponded with Jack Starmer, now President of the Middle Tennessee Reef Club, regarding changing MASNA delegate and access to speaker info.
• The owner of Reef-Fanatics contacted us with questions on what corporate sponsorship might do for him. I answered his questions and he has asked that we charge him for another $25 change his club membership to the corporate level.

 

Misc:

·         Concern was raised that the “MACNA” and “Marine Aquarium Conference of North America” trademarks may have expired. Chuck Scannell did the trade applications in 2004 prior to my becoming MASNA President and there are no paper records regarding that activity in the files transferred to me. I left Chuck a phone message and an eMAIL asking him to contact me about it. Neither the call nor the eMAIL were returned. In the meantime, I researched what the trademark process is and have posted a thread with the information on the Board Forum to capture it. I found out the status of our two applications by accessing the TESS database and discovered that both applications are considered “abandoned” and “dead.” I am investigating if anything can be done to revive these applications or if we need to start over. I am concerned that there may be a problem with a new application of  “MACNA” because someone else (a clothing manufacturer outside the U.S.) has applied for it. Their application is currently on hold.

 

 

2) Vice President’s Report:

 

Memberships:

 

• Brought on Premium Aquatics as a Corporate Sponsor
• Brought on Central Aquatics as a Corporate Sponsor
• Discussed Corporate Sponsorship with Scott Berkowitz of AFM/FAMA – Bob Lemcke will invoice shortly

 

Drs. Foster & Smith/LiveAquaria Frag Swap:

 

• Worked with Cheri, Del and Bob to put together our Home Page posting of the event.
• Secured travel arrangements for Cheri and booked 5 rooms at the reduced rate of $69/night through Kevin Kohen to ensure we can accommodate Board Member participation at the event.  Also secured a room to hold a meeting during the event with topic(s) to be determined.
• Coordinated attendee and banquet registrations via MASNA BOD discussion thread and passed that information along to Kevin Kohen.

 

MASNA 2007 Photo Calendar:

 

• Worked with Bob Lemcke to receive final payment of $375 from Central Aquatics for their ads in last years Calendar.

 

Presentations:

 

• Spoke at the New Jersey Reefers Club on Sunday, April 22^nd regarding MASNA, our Mission as an ongoing entity and how to prepare a bid and how to plan for hosting a MACNA.

 

Marine Scene:

 

• Wrote 2 articles for the upcoming Marine Scene to debut in the “Education Corner” section of the online publication relating to an 8 year-old reefer who won a Nano Cube at the F&S Frag Swap last year and the Wooster, NV High School with their efforts on working/studying bioluminescence.
• Still have one more article to write regarding a Frag Swap in October – TBD.

 

501(c)3 Charitable Status Filing Update:

 

• Posted thread to receive all BOD Members addresses for the filing.
• Downloaded additional forms from the IRS and am working to complete within the next 3 weeks to provide to Cheri and Bob for review of both organization history and financial records.

 

 

3) Treasurer’s Report:

 

1. Financials:

Will provide by 5/21

 

2. MASNA’s Marine and Reef Calendar
1. Deposited Central Aquatics calendar ad monies; all 2007 calendar ads have been paid
2. Emailed Scott Cline the 2006 calendar milestone/task timetable and had 2 discussions about the project. He stated that he understood it and has no unanswered questions.
3. MACNA XIX
1. Invoiced PMASI for Installment #2 per MACNA Host Agreement and received correspondence stating that payment was mailed this week
4. On-Line Voting
1. Participated in all on-line voting/polls
5. 501( c )3 Filing
1. Sent Steve Bentz 4 years of comparative financial statements
6. Other
1. Identified issue with Trademarks
2. Did not acquire future MACNA domain names since more info was needed than I had access to. Will need assistance from Webmaster.
3. Paid $134.91 to Network Solutions to renew the MASNA.org domain name for 9 years (expires April 16, 2016)
4. Sent membership related invoices to

                                                              i.      Premium Aquatics

                                                            ii.      Central Pet

                                                          iii.      Aquarium Fish International/FAMA

5. Had preliminary MASNA Scholarship related discussion about agenda and goals for upcoming MASNA meeting at the Drs. Foster & Smith Frag Swap
6. Future Items
1. Survey to send to our clubs to obtain various facts about them (e.g,. club size, merchant processor, etc.)

To investigate changing Merchant Processing company

 

 

4) Director of Membership Report:

 

1. No Report Submitted for the Month of May

 

 

5) Secretary’s Report:

 

Email Votes:

 

None

 

Board Thread Votes:

 

• April’s Meeting Minutes were posted and passed 7 votes Aye and 0 votes Nay

 

• Posted a BOD Thread to increase the Corporate Sponsor Fee for the MASNA 2008 Photo Calendar Contest from $125 to $150 for a one month banner at the bottom of each month – the motion passed 7 votes Aye and 0 votes Nay

Secretary Report May 2007

 

• I sent out the meeting notice to all MASNA members

 

• 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 April Meeting Minutes and the schedule for May’s Meeting

 

• As noted in the Meeting Minutes, the BOD unanimously passed the motion to accept the Atlanta Reef Clubs bid to host MACNA XX

 

6) Industry Report:

 

·        No report filed – position is still open.

 

7) Internet Promotion Officer’s Report:

 

Club Database:

• MASNA website issues preventing new clubs from being added or edited.
• Holding off on club database consolidation until website is corrected or new website is launched

 

Website Redesign:

• Website redesign has started and can be located at http://masnatemp-org.web11.winsvr.net
• Basic design and mimic of old site to new site to make the site more manageable. 
• Completion time has been pushed back due to amount of time spent on other projects and personal work related issues.  Will get back to completing new site design soon.
• Looking for feedback of work done thus far to make sure I’m on the right track.
• I need some extra time to create some of the forms for new members to fill out and link in the pay pal payment process.

 

Current Website Changes:

• Added meeting minutes to website per Cheri’s request for the months of February and April.
• Looked at trying to figure out fix on fixing the edit screen for club database and members.  I think I’m getting closer to the solution.

 

MASNA Calendar:

• Been talking and working with Bob Lemke on last years time lines and what needed to be completed.
• Contacted a local printing company to get a price quote on calendars.  I have the price quote it’s at home will give during the meeting.
• Timeline has been created for project.  Will add to a thread in the forum on the MASNA website by this Friday evening May 11^th.
• Contest needs to begin on May 25^th and will end last week of July 23^rd.  Cheri will need to contact Reef Central on May 25^th to post about the contest information since she holds the relationship between RC and MASNA.
• Judging will begin from July 23^rd – July 27^th.  Cheri volunteered to contact last year’s judges to see if they would be willing to judge again this year.
• Calendars will be printed and ready for MACNA on September 14^th with the current time line.
• Contest Rules have been created and will be posted on MASNA Forum for review by Friday May 11^th.
• Suggestion for Photo Upload to create a gmail account called MASNACalendar@gmail.com for people to submit their photo’s? Plan would be for me to retrieve the photo’s and place them into a gallery for judges.  Will give confirmation to each person that submits a photo that it’s been received.

 

Contest information and rules should be published in the next Marine Scene issue.  Let me know when you need that information.

 

8) Webmaster Officer’s Report:

 

• Changed Next Board Meeting will be held in the IRC Chat Room, #masna Thursday, May 10th, 2007 at 9:00 PM ET on the front page
• Changed the role of VP to Steve Bentz and make it Vice President & Secretary
• Put Stephen’s bio out on the BOD Profiles area of the website
• Listed the ILOC position as Vacant
• Fixed Several Users access to the member’s area.
• Working on all the problems with the site and trying to get it back to normal until the new site can be launched

 

9) Newsletter Editors Report:

 

·         shifting gears for gather articles (Steve Bentz has been very helpful with articles and the Foster & Smith advertisement

·         haven't had much luck with NOAA reference an article

·         made preparations to attend Saltwater U III sponsored by the Atlanta Reef Club (will include an article on that show along with a report on the teen marine trip to the Georgia coast

·         will likely include an article based on a presentation from Dr Davis of the Georgia Aquarium

·         had some consultations with Becky (de facto co-newsletter editor)

·         now the real work starts . . . .
 
We welcome last-minute solicitations (especially if they arrive NLT Monday).

 

 

10) Public Relations Report:

 

• Voted on 2 initiatives re: increasing corporate fees for 2008 Calendar and subsidizing travel for BOD members attending Foster & Smith Frag Swap.

 

11) Director at Large Report:

 

Newsletter:

• Contacted clubs and sponsors re: newsletter material
• Exchanged email with Del re: content
• Draft of newsletter is currently in progress

 

Open Items:

• None

 

MEETING CALLED TO ORDER 9:20 PM EDT:

 

12) MACNA XIX:

 

• There was no one online to provide an update on MACNA XIX.  Bob Lemcke offered to contact Steven Pro to get an update on PMASI’s progress and will post that information as a thread on the BOD Board Forum.
• Bob Lemcke reported that he did receive the 2^nd PMASI Host Payment today and that they have 371 attendees with 76 Booths sold (only 47 currently paid for).  Bob will review on the hotel availability with Steven Pro and will update the BOD after their discussion.

 

13) MACNA XX Bid:

 

• Bob Lemcke asked Eric Hall to create a BOD Board Forum Directory for tracking MACNA XX movement and any other pertinent information, similar to the MACNA XIX Board Forum directory.  Eric agreed to set that up ASAP.

 

 

 

14) 2008 MASNA Photo Calendar Contest:

 

• Steve Bentz reported that he has secured Two Little Fishies as the first Corporate Sponsor for the Calendar and they have chosen the month of March.  Steve will continue to work on getting more Sponsors onboard as quickly as possible.
• Scott Cline has the time line completed on when things need to be done which he will post as a the thread on the BOD Forum tomorrow.  He has also been in contact with several printing companies working on getting the best quote for printing the calendars.  He also reported that he spoke with Cheri Phillips and that she has agreed to contact and secure the judges for each category.
• Bob Lemcke recommended having contestants upload their photos via FTP since the email process used last year was extremely time-consuming and tedious when photos were emailed.  Scott felt that using FTP was not secure for our needs so he will work out a solution with Eric about the best method to use and will provide the details to the BOD at a later date along with the remaining schedule of duties and plans.
• Bob Lemcke added that Anthony Calfo didn't like the color or the resolution via the gallery and asked Scott to please talk to Cheri about the dialogue that she and Anthony had last August. It may be that a CD will need to be mailed to each judge for judging.

 

 

15) MASNA Marine Scene Update – Spring 2007

 

• Steve Bentz asked Del Brasheres for an update on when the last date would be to receive copy for publication.  Del informed the BOD that he and Becky are still shooting for May 15^th and will be working with Bob to get an article for the teen program at Saltwater U III as well.
• Scott Cline asked whether Del received an article regarding article about Project DIBs.  Becky indicated that she thought Scott had already met with Brian about the project.  Scott indicated that when he talked to Brian, he said someone contacted him from MASNA already for some input into the Marine Scene.  The assumption from the Board that it must have been Cheri and Steve offered to contact Cheri regarding any information that would be available for publication in this Marine Scene.  Cathy Garey offered her help on this if needed.

 

16) Drs. Foster & Smith/LiveAquaria Frag Swap:

 

• Based on the BOD posts, Steve Bentz brought up the idea of a BOD meeting at the event as we discussed last month; the Board thought it would be the best chance for us to get together to try to hammer out the nuts and bolts of the Scholarship Fund given that the Auction proceeds will be donated to our Fund.  Del Brasheres agreed, especially after all the discussion at MACNA XVIII, that it would be great to show progress.  Steve Bentz would prefer to have a solid plan in place prior to MACNA XIX.
• Steve Bentz needs to have a final count of attendees by the end of the month to secure rooms and work with Foster & Smith regarding a meeting room and a time to have a BOD Meeting.  Cathy added that she totally supports the Scholarship Fund and all Board Members agreed.
• Bob asked about the reimbursement for travel expense.  Each individual will front the expense and MASNA will reimburse right – Steve Bentz replied that would be the process – Bob Lemcke will reimburse BOD Members based on submitted receipts.
• Steve Bentz will put all agenda items and any additional information regarding the event out on the BOD Forum for BOD Members to respond to and will coordinate all efforts with Kevin Kohen at Drs. Foster & Smith/LiveAquaria.

 

 

The motion to adjourn the meeting to general discussion made by S. Bentz; second by S. Cline. Passed 5 ayes, 0 nays; at 10:29 PM EDT