The Minutes
AEOE Southern Section Board Meeting
June 3, 2001 Camp Hess Kramer
*****Board Approved abbreviated- BA
Robin Fall Conference coordinator
Reservations
- Plan for 120 people
- Keep prices low; $10 to enter park
- $35 for big site- 60 people/site
- $20 for small site- 20 people/site
- Robin and Maggie will make reservations
- Check in at park 12:00pm on Fri/ Check out 12:00pm on Sunday
- BA budget for food and snacks $300
- $2 per person
- BA $20 pre registration
- $25 on site
- mail in with money registration
- early reg. Deadline postmarked Sept 26th
- Loughton will possibly help with fall conference print out and newsletter
- 3 workshops on Sat./ 1 on Sunday
- hour and half workshops
- BA same schedule as Agua Caliente
- Helen and Janice will email schedule to Maggie
- We will try to have 6 scheduled workshops per time slot on Sat and 3 scheduled workshops on Sunday
- BA- presenters get free conference
- BA- they do not have to be a member if they are only coming to present and not planning to stay the weekend
- BA- If they are planning to stay the weekend they get free conference but must become a member
Tentative presenters and workshops/ needing 20-22 workshops
Debbie- Native American group (acorn mush, native plants and rocks)
Ken (activities)
Michael- Cousin Dean (Astronomy Friday night)
Laura- Children's Literature
Helen- Teaching Techniques
Robin- Carl (birding)
Carrie S. (basket weaving)
Beth- Jeff Stauffer (primitive skills, fire making)
Janice- music workshops?
Tracy Meyers (taxidermy?)
Other possibilities- experiment workshop
Group initiatives
Plant walk
Paul Grafton
Robin with something
Park Service possible workshops- Robin is liaison
- Sunday Morning Ranch tour
- 1 or 2 workshops from conference site
- we also need to get a schedule of the programs the park is offering to public
- Helen, Robin, Brandy and Michael come early
- 6:00 Registration starts
- Robin is checking if we can have a band play at the park
- Possibly have astronomy first (once it get dark), then band
- Laura is setting up green recycling
- Michael will do composting
- Loughton will help with food 760-765-2723
- site cost- $50 for campers, $65 for dorms (includes 5 meals, snacks, use of buildings)
- special housing more cost, was not determined at meeting
- BA $95 for early mail in registration (date was not determined)
- BA $120 for late mail in registration
- BA $150 for on site registration
- 50% off $95 if committed by Feb 14th 2002 = $47.50
- 40% off after that = $57.00
- Nancy coordinating non-profit vendor, needing 5-7
She will be using Gildred Hall For Fri p.m. and Sat. all day
- Laura, green conference coordinator, mapmaker, sign maker?
- Michael, facilities coordinator for Hess Kramer, publicity with Laura and Nancy
- Beth, workshop sheets coord.
- Brandy, volunteer coord.
- Maggie, Keynote speaker and entertainment
- John, scholarship
- Helen, evaluations
- Anita, making the design for t-shirts
Positions still needed to be filled (compiled from Michael's list)
- fundraising
- raffle and auction
- prizes
- snacks
- transportation
- membership
- professional development
- job and resume
- skits
- photo and contests
- election
- t-shirts and AEOE merchandise
- housing, dorms, hotels
- VIP Housing
- Camping
- Parking
- Clean-up
- T-shirt, gear swap
- Journal swap
- Rule monitor (yippee!)
I missed a few of the jobs and robin also has a list compiled
Bryd Baylor is Keynote
Art Sussman presenting his Planet Earth Show
New: Mati Waiya opening Saturday am with blessing/dance/story
Bill Andrew(s?) to speak sometime
MOJOI to play Saturday night
- Sept 15th-16th? 22nd-23rd?
- At Foothill Horizons in Sonora
New: now it looks like it will be November 3 or November 10 weekend, depending on who can come. November 3 would be best for Michael and I, but it is looking like VeteranÕs Day weekend is best for others, such as Dan Allison.
Michael will be going to CSTA and will organize flyers to pass out for AEOE instead of a booth
Hoppy will be going to NAAEE
- we have been identified by state but not received non-profit status
- you need an EIN number to be identified by IRS, we had this but were wiped out of the system
- Debbie has been working on getting the 1023 paperwork for federal non-profit
- it seems to be that we cannot get non-profit without paying taxes from 1954
- there was some discussion about disbanding and starting from scratch, also discussion about paying back the taxes
****Some of the information may be missing or some of this may be incorrect.
I was not able to catch all the information nor did I understand a lot of it.****
Update: Check emails about hiring a lawyerÑmost have voted to hire Lisa Rundquist to set us up as a 501c3 non-profit, tax-exempt organization with the IRS, and to get retroactive recognition so we will not owe any back taxes. If she cannot get retroactive 501c3 for us, she stated our taxes would be minimal because our budget is Òeaten up by expenses.Ó
Debbie Carraway officially resigned from the position of State Coordinating Secretary
A motion is being prepared to present to northern section to hire a lawyer to work through and answer questions about taxes and non-profit status.
Debbie is the unofficial person who may consult with the person who will be taking her position and meeting with a lawyer.
Maggie will coordinate efforts in the research to find a lawyer. (Michael found her)
Robin, David and Brandy are checking their connections to hiring a lawyer.
BA- meeting adjourned (didn't check the timeÉapprox. 5:30pm)
Who was there?
Maggie
Debbie
Michael
David
Brandy
Beth
Laura
Nancy (does not have e-mail so needs a copy of minutes)
Janice
Robin
Helen
I hope I did not miss anyone!