September, 2002 BOD Meeting Minutes

This meeting was held electronically on September 11th, 2002 at 9PM ET

BOD Present:

Nancy Swart (President/Webmaster)
Jennifer Myerscough (Secretary)
Chuck Scannell (Director of Internet Promotion)
Carl Huntley (Treasurer)
John Brandt (MAC/USCRTF Representative)
Tom Walsh (Vice President & Director of Fundraising)
Eric West (BOD at Large)
David Adkins (BOD at Large)

Absent:

Mary Middlebrook (Editor/Speaker Liaison/Industry Liaison)
Cathy Garey (Public Relations/Membership)

Guests:

Duane Dennis (Member of DFWMAS and MACNA Coordinator)
Lee Morey (Member of COMAS)

  Call to order 9:12 PM EDT

1) Approval of August Minutes

Motion by Jenn and seconded by Nancy to accept August minutes as published.   Carried.

2) Officers' Reports

President/Web (Nancy Swart)

Prepared all member mailing with Notice of Annual Meeting, Agenda and Membership Renewals. Mailed on 8/24.

Formatted and printed Newsletter for Mary due to her broken computer. Mailed to all members and Honorary/Complimentary on 8/29.

Worked with Lee to draft new Welcome and Welcome Back letters. He’s done an awesome job on this!

Follow-ups with DFWMAS to make sure all is well and ask if they need any help. Doing great on their own!

Tried to intelligently respond to two pages of questions received from Travis Nelson/OMAS re our financial records and plans for reorganization. OMAS still isn’t sure if they will renew. They’d like to review financial data before renewing and have proof of a concrete plan that we won’t repeat last year’s mistakes. I was reminded by other BOD that technically, they are no longer a member as of 9/1 so they’re not entitled to review detailed financial data.

While I summarized our plans for reorganization and explained that new people and procedures are in place to avoid another disaster, Travis still needs more convincing. Subject of renewal to be discussed at their next meeting.

Web: Routine updates. Uploaded all Logo Design Contest entries.

Secretary (Jenn Myerscough)

-Minutes are up to date.

Treasurer (Carl Huntley)

-Marriott check cleared on 8/5/02 balance of account after the expense that Nancy had of $289.77 for awards and postage leaves $1,917.63.  The subject of the credit card machine and associated fees was discussed briefly and will be taken up again after MACNA. Other options are being considered.

MAC/USCRTF Representative (John Brandt)

Well it really does seem like it's taking a long time for the Marine Aquarium Council to get their show on the road. I know there are problems getting collectors in the Philippines who only use nets.  There will be a few people from MAC at the USCRTF meeting next month. I'll get caught up with where MAC is at then.  Thanks again to everyone who voted to send me to Puerto Rico for the USCRTF meeting. It should be very interesting since there has been so much going on lately in reef ecology studies. More and more reports are highlighting the perils that reefs face nowadays.

Membership (reported by Nancy Swart in Cathy Garey's absence.) We have 14 members going into 2003. 1 new Corp, 1 new individual and 12 renewals for a total of $560.

Lee Morey:  We have sent out email thank you letters to everyone that has renewed their membership.

Editor/Speaker Liaison/Industry Liaison (Mary Middlebrook ):  Mary is absent there is no report.

Director of Internet Promotion (Chuck Scannell): The Web Awards have been tallied and winners picked. We are ready to present the awards at MACNA. We have been trying also to clear out some old MACNA XIII merchandise.  The clearance sale has been posted on all the BBS and hopefully we can get some revenue from that. The biggest order of business is the MASNA Logo contest. I sent an email to have everyone on the BOD email me his or her pick to me by 8pm tonight.  Results of the vote: #5 submitted by Robyn Miller.

Let it be noted for the minutes that all the hard work by all submissions was very much appreciated.

BOD at Large (David Adkins): Nothing to report.

BOD at Large (Eric West): Nothing to report.

 3) Old Business

-Marriott Bill: Our settlement offer of $44,500.00 was accepted, checks have cleared and this matter is now closed. Brian Koenig to forward Releases to Nancy.

 -FAMA Ad: Moved by Jenn seconded by Eric,  to wait to place the FAMA ad until the new logo is unveiled.

 -MACNA (Duane Dennis, DFWMAS member and MACNA Coordinator): so far we are at or under budget, and registrations are coming in rapidly. Registrations are pretty much on target! I won't promise it's the biggest MACNA, but I know you all will have a great time. We've worked real hard to keep it as value priced as one can as many of you know, there are some fixed costs that there is just no getting around. Our goal was to hold a great conference, at a good price, and for DFWMAS not to go bankrupt doing it. We'll achieve that.  And thanks to Eric for doing the Program Book again.

 4)New Business

-Appointment of Lee Morey to Membership Committee/PR: Lee has already jumped in with both feet and composed some wonderful welcome letters. He has the professionalism, motivation and enthusiasm we desperately need. I therefore move that he be appointed to the Membership Comm. and serve as Asst. Dir. Of PR.  Moved by Nancy, seconded by Chuck.  Carried.

 -John Brandt: We need more BOD profiles for the web page.

 -Nancy Swart: MASNA BOOTH: Will try to have it manned throughout the show. Plan so far is to try to sell all remaining inventory from last year, pursue donations and new members. Free gift (shirt or hat) will go to all new signups. All who attend Annual Meeting will be asked to work a 1-2 hour shift at the booth so we can all ENJOY the conference this year.  Will also provide an opportunity for members to get more involved.

 Member Decals for windows: Jenn asked if we have decals for shop owners. We've put off doing this for 3 years. Have contacted Randy Goodlet to ask where he gets the AMDA decals done. Will report when I have contact and prices.

 Motion to adjourn 10:17 EDT by Jenn second by Chuck.  Carried.