MASNA September 13th, 2006 BOD Meeting Minutes

 

(This meeting was held electronically on September 13th, 2005 9: PM EST)

 

Attendance:

 

BOD Present:

 

Cheri Phillips (President)

Robert Lemcke (Treasurer)

Amy Larsan (Membership & Secretary)

Charles Scannell (Industry/Webmaster)
Cathy Garey (Public Relations)

 

 

BOD Absent:

 

Lisa O’Connor (Internet Promotions)

Steve Bentz (Vice President)

 

 

Members Other Than BOD Present:

 

Josh Breeds
Matt Tindall (Tindall Aquaculture)

 

 

 

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:

 

September 2006 President’s Report:

 

MACNA XIII:

 

·        I sent a reminder to Kim Lowe at MARSH about bringing the MARSH digital projector and screen, as well as have asked about a sign (or at least the sign holder and a hunk of cardboard) to point to the Annual Meeting location

 

·        I worked w/ VistaPrint to substitute our new logo on the brochures and took advantage of a last minute VIP offer to get us 500 brochures for less than the BOD approved for 250 brochures. The brochures were mailed to Bob and they have arrived.

 

·        I’m gathering input from each MASNA BOD member to create the Annual Meeting PowerPoint presentation.

 

·        I solicited the Annual Meeting food invoice from the Westin hotel and forwarded that on to Bob for payment

 

·        Have had some discussions w/ Steve regarding getting a phone for the annual meeting and a way for him (and possibly others) to conference call in.

 

MACNA XIX:

 

• Worked w/ the BOD to get final wording approved for an agreed upon update to the MACNA Host Contract, clarifying when the next host club may start soliciting vendors. I made the appropriate edits to the contract text and have sent a .pdf file to PMASI for Adam Cesnale’s signature. He needed PMASI BOD approval to do so and will be faxing back the signed/initialed copy any day now.

 

MASNA Board 2006-2007:

 

·        I sent out an eMAIL to MASNA membership soliciting nominations. I’ve worked w/ Del Brashares and Becky McAlister to get their nominations (Editor and Director at Large respectively) filled in.

 

·        I got in touch w/ Josh Breeds (Webmaster) to get the rest of the Individual membership dues owed. We are ready to start absentee balloting and I’ll be sending out an eMAIL to all the members about that w/n the next day or so.

 

Club Website Awards:

 

·        I completed my part of the club website judging and I’m creating the actual winner certificates. I purchased 3 identical 8.5” x 11” glass front wooden frames for them. Due to my luggage constraints, I believe my only solution is to mail the MASNA Award and the three framed website award certificates ahead to the hotel.

 

 

Newsletter:

 

·        I finished up the President’s report and incorporating some photos into the CMAS article. All files were uploaded to the FTP server for Chuck to put everything into MS Publisher.

·        I’ve asked Del Brashares to act as roving reporter at MACNA – the idea being to take some specific photos notes to use for the next newsletter summarizing MACNA XVIII

 

·        I’ve had some eMAIL discussion w/ Del and Becky regarding jazzing up future newsletters w/ a new masthead and they are also willing to take a look at the format the BOD voted to head toward earlier this year.

 

MASNA Store:

 

·        We received an order for$29.92 worth of books. I sent a request to Karen Weiss for her to ship them.

 

·        We received a second order for $19.95 (also books). Karen Weiss has also filled this request

 

MASNA 2006 Photo Contest & 2007 Calendars

 

·        Due to our inability to reach Scott Michael (he was out of town), I asked Anthony Calfo to also judge the Fish category and he agreed.

 

·        I created the front cover for the MASNA calendar using the four winning first place images, and also created the inside back cover.

 

·        I sent out individual eMAIL notifications to all the photo contest winners once we had a final proof and posted a reply to a Reef Central thread that was started by a contestant in the Photography forum asking if winners had been notified. I will follow-up after the conference with a post to that thread announcing the winners. I have not received replies from all of them yet to know which ones will be attending the conference.

 

·        I’m putting the winning photos into a MS PowerPoint presentation we can use at the booth and possibly as background when MASNA has their turn during the Saturday banquet.

 

 

2) Vice President’s Report:

 

Organization:

 

·        Still completing the forms for Cheri and Bob to review and approve ASAP.  Once approved, the filing will be signed by the required officers and sent to the Federal Government for approval.  I have been too sick to work on them.

 

Membership:

 

·        Left a voicemail for Amy regarding Corporate Memberships and whether she would like me to handle some of my personal contacts as well as some new vendors that have indicated they would like to participate this year.

 

2007 Photo Calendar Contest:

 

·        Reviewed banner layouts with Bob Lemcke.

 

·        Started to discuss various options for bulk sales to secure vendor pre-sales orders prior to the vendors finalizing their advertising budgets for 2007.

 

MACNA XVIII Club Website Award:

 

·        Served as a judge for the MASNA Website Award.

 

Scholarship Fund:

 

·        Nothing for this report.

 

 

3) Treasurer’s Report:

 

None submitted

 

4) Director of Membership Report 

 

September 2005-2006:

 

 

	2002-2003	2003-2004	2004-2005	2005-2006	Diff from 2004-2005	Comments
Individual Members	88	64	115	176	+61	New: Michael Quinn Gary Scott Renewal:
Club Members	20	27	44	44	0	New:   Renewal:
Corporate Members	10	10	19	28	+9	New:   Renewal:

 

 

Total Membership for the 2005 – 2006 fiscal year are:

 

176 individual members, 61 more then the year before

44 club members, just as many as the year before (hoping to improve in the coming year).

28 corporate members, 9 more then the year before. 

 

 

 

September 2006-2007

 

	2002-2003	2003-2004	2004-2005	2005-2006	2006-2007	Diff From 2005-2006	Comment
Individual Members	88	64	115	176	25	-151	New: Dallas Willett Josh Breeds Herbert Gonzalez Robert Thomas Keith Mumm Del Brashares Hollie Boudreaux Mike Morton Laura Killinger Becky McAlister Renewals: Rick Beauregard Lynn Zurik Rick Beauregard Stephen Bentz Cheri Phillips Cathy Garey Michael Klink Rob Mougey Dennis Gallagher Carl Huntley David Hernick Bill Moore Steve Miller Jeff Fullmer Rossana Capi
Club Members	20	27	44	44	1	-43	New: New Mexico Ocean Keepers
Corporate Members	10	10	19	28	3	-25	New: Reef Builders Miervaldis Seklins (?)   Renewals: The Hidden Reef

 

 

• I sent an email to all our past members (individual, corporate, club) to remind them that it is time to renew

 

• I sent a renewal remind to the MASNA BOD

 

• I worked with Bob to create a Google spreadsheet for signing up for the MASNA booth. I’ve also worked to get the BOD to fill in their times as soon as possible. I’ve also been in contact with some friends of MASNA attending MACNA to see if they are able to help with manning the booth. Thus far no one is able to help. I have 4-5 more people to contact (including future BOD members).

 

• I sent in all of the renewal and new member welcomes.

 

• I contacted Ryan Gripp (Reef Builders), Dallas Willett, Laura Killinger, and Mike Morton about upgrading their late August membership to a 2006-2007 members. All four agreed.

 

• I contact Michael Quinn, Gary Scott, and Josh Breeds about their late August membership and seeing if they would like to upgrade for the 2006-2007 year. I was unable to reach all three via email. I called and left messages but they were not returned. I did snail mail each in hopes for a reply. None received thus far.

 

• I made a change to Anthony Calfo’s email address in the speaker database, along with an address change for his main mailing contact.

 

• I reviewed and made any additions as needed to the National Club Database (big thanks to Cheri for point out some I’ve missed)

 

• I spoke with Chuck about updating the Meeting Minutes listing on the website

 

• I emailed with Scott Cline about the meeting minutes and getting in touch with speakers on our National Speaker Database

 

• I emailed with Chuck and Cheri about having the membership database cleared for the 2006-2007year.

 

• I emailed with Del Brashares about why his club should join MASNA

 

• I emailed with Chuck to be sure Reef Builders link was corrected and their banner running.

 

• I spoke with Bob and Cheri about why MASNA runs on a fiscal year. We agreed to bring this subject up before the BOD after MASNA in the BOD forum to talk about it further and its possible change.

 

• I made a membership report for the annual meeting for Cheri

 

• I mailed with Stephen Pollock (coral dynamics) about the banner troubles he has had on our site. We are going to offer him $25 off his renewal for the coming 2006-2007 year as compensation.

 

• I spoke with Cheri and Matt Garbarino about his photo contest entries and wins. Changing his email address to a current one, along with changing his phone number.

 

• I wrote my annual meeting report for Cheri to present at the MASNA meeting at MACNA XVIII

 

• I answered emails and PM (on RC and MD) about MACNA and what is involved with the conference

 

• I was in contact with MARSH and WAMAS about issues they are having renewing their membership. As it is nothing I can correct I asked Chuck to contact them and correct the problem.

 

 

5) Secretary’s Report:

 

Board Forum votes:

 

None

 

Email votes:

 

None

 

• I emailed all of our past and current membership with a meeting notice

 

• I posted the meeting notice on RC and RDO, and will BUMP them on Wednesday morning

 

• I voted on the MASNA website awards. I also received the other ballots from Cheri so that I can total that along with Cheri. I am currently waiting to hear back on a tie breaker from the BOD members who voted.

 

• I wrote an annual secretary report and sent that to Cheri to present at MACNA XVIII

 

• I’ve received and kept track of all MASNA board nomination emails

 

• I finished the August meeting minutes and sent them to the BOD.

 

 

6) Webmaster’s/Industry Report:

 

None submitted

 

7) Internet Promotion Officer’s Report:

 

None submitted

 

8) Public Relations Report:

 

I.        Participate in Board Forum Votes re:

 

A.     USCRTF Expense Approval

 

B.     Ordering More/Updated MASNA Brochures

 

C.     Attendance and expenditure at MASNA BOD Networking meeting with MACNA Host Clubs

 

II.            Participate in Board Discussion re:

 

A.     When can next MACNA Host start selling booth space?

 

B.     MACNA Program Guide Advertisement - created initial ad from which the final ad was completed by Cheri (with input from other board members)

 

C.     Improving MACNA Host Club Support

 

III.            Completed analysis of “BEAT THE HEAT” survey and sent results to Cheri for inclusion in upcoming newsletter.

 

IV.            Submitted Club News article on CMAS field trip to Atlanta Aquarium) with Carl Huntley (CMAS Membership/Treasurer) for inclusion in upcoming Newsletter (with photos).

 

V.            Spoke with Kim Lowe, MARSH, re: IIA) above, which led to IIC) above.  Have arranged a networking meeting at MACNA XVIII with current MACNA Host Club (MARSH) and next MACNA Host Club (PMAS) and some MASNA BOD members to discuss how MASNA BOD can provide better support to the Host Clubs in preparing for their MACNA.

 

VI.            Signed up (finally) for MASNA Booth time and for responsibility for supplies.

 

VII.            RENEWED my MASNA membership!

 

MEETING CALLED TO ORDER 9:00 PM EST:

 

 

9) New Business:

 

• Motion made by C. Phillips to accept the August Meeting Minutes. Second made by A. Larsan. Motion passed, 5 aye, 0 nays at 9:09 PM EST

 

10) New Business:

 

• MASNA booth coverage for the upcoming MACNA was brought up by C. Phillips. Some time slots (especially for Saturday) were not covered. A. Larsan had been in touch with MANSA members to inquire if they would be willing to take time slots, but none were able to.
  
   
• The BOD will fill in any time slots remaining and see about talking to friends of MASNA to see if they would be willing to help. Some names mentioned were Steve Miller, Carl Huntley, and Joe Scavo.
  
   
• Some times still need to be secured for the MASNA booth. C. Garey will inquire with the hotel about an extension cord, or will be sure an extra one is brought along. That or C. Scannell will bring one with him.
  
   
• A sign will need to be printed at MACNA announcing the Annual MASNA meeting.

 

11) New Business:

 

• C. Garey informed the BOD about how the Thursday evening meeting at MACNA was developing.  The goal of this meeting was to help build good relations between MANSNA and former and soon to be MACNA hosts.
  
   
• The meeting will be held in Kim’s room, and at this time there is no estimated number of people attending.
  
   
• There will be no set agenda. People can bring up whatever topics they might want to talk about to not only MASNA but to past and future MACNA host club members.

 

12) New Business:

 

• C. Garey has everything needed to give out the MASNA evaluations.
  
   
• The BOD discussed ideas on what incentives MASNA could give to help people want to fill out and return their evaluations. Some ideas were to give away raffle ticks every hour, and to give away at random times the 2007 MASNA calendar. The BOD agreed to the idea of giving away a $50 Shell gas card.
  
   
• Motion made by C. Phillips to purchase a $50 Shell gas card. Second by A. Larsan. Motion passed 5 aye, 0 nay at 9:59 PM EST
  
   
• B. Lemcke will purchase the Shell card.

 

13) New Business:

 

• Phillips informed the BOD that she needs them to submit their annual meeting presentation in MS Word ASAP. They will be used in the annual MASNA meeting held on Friday morning at MACNA.
  
   
• The report needs to sum up the year for that individual BOD member. What they did, any highlights or what they hope for in the coming year if they keep on as a BOD member.

 

14) New Business:

 

• C. Phillips asked the BOD if anyone would be willing to help her with the MASNA Awards presentation given at the MACNA banquet. C. Garey and Josh Breed (running for BOD webmaster position) volunteered to help however is needed.

 

• Motion made by C. Phillips to reimburse her for mailing the MASNA awards to the conference ahead of time. Second by C. Scannell. Motion passed, 4 aye, 0 nay at 10:39 PM EST

 

 

Motion to adjourn meeting to general discussion made by C. Phillips. Second by C. Scannell. Passed 4 ayes, 0 nays at 10:42 PM EST