AEOE State Board Meeting
Jones Gulch
April 6, 2003
Attending: Dan Allison, Heather Butler, Maggie Wolfe, Janice Smith, Michael Charnofsky, Judy Toothaker, Laura Vanderzande, Dan Webster, Sam Herrick, Helen de la Maza, Rikki Shackelford, Ray Cramer, Tamara Palmer, Zayanne Thompson, Pete Devine (recording)
Ray calls the meeting to order, 1:57 pm
Sam reports receipts of $1951.75 from auctions.
Heather reports conference attendance of 11 day registrants, 339 regular; Total = 350
Helen reviews meeting agenda
1. Conference debrief.
next year, get more people to attend the preparatory site visit
there was too much that came together at the last minute
Tamara hands off conference binders to Helen for Southern section’s prep work
she will compile a list of overflow presenters to pass to Maggie for next year
will put all the forms used on a CD for Southern (platform compatibility questions…)
Southern’s conference coordinator hasn’t been identified yet
headliner possibilities include Bill Oliver, Julia Hill, Jane Goodall (who needs 2 years lead time, and wants to associate with Roots and Shoots)
registration process:
need liability waiver on registration form
check-in procedure went well
problem: some people sent reg. form, said site would pay, then they/money never showed up; next year, insist on funds or P.O. number
the website was very helpful for posting up-to-date info
could people register/pay on line next year (with Paypal)? Zayanne will investigate
we did workshop proposals on-line once, worth doing again
e-mailing confirmations and directions was very helpful for Heather
with arrival/check-in, we need to have a clear window of time for this (5-11 pm Friday, 7-9 am Saturday?) and stick to it
there was no presenter contact list done to distribute to attendees this year; could it safely be put on the website? Dan says Jodie can get $30 protective software
Rikki: vendors worked well, Acorn always easy to work with
Ray: losing 3 coordinating volunteers at the last minute was stressful; get them lined up solidly, starting at fall conference, firm by December; conference fee discount for volunteers helped (discussion on standardizing these is needed)
concierge was really helpful
but members expect Board members to know everything, too; we should all be more familiar with planning, structure, etc.
keep an info table always present, available through the conference
Board members might have different colored nametags (presenters, conference organizers, too)
we should consider a 3-day conference; with enough lead time, programs could plan around this
shift to Daylight Savings Time compounded scheduling challenges for people; if this coincides with a future conference, we should just ignore it, schedule everything later on Sunday
workshop length: 1:15 vs. 1:45 = 4 or 5 workshop slots
could have presenter choose timeframe
some finished early, which was a shortcoming for some, but not most
try one shorter slot?
most people seem to prefer 4 slots to 5; quality over quantity
fall Northern had 2.5 hour workshop slot last year
Tamara has asked Association for Experiential Education to have a presence at the next conference
possibly a combined AEE/AEOE conference
but not for next year, our 50th anniversary
2. Budget
all pre-conference receipts from Heather are already in the bank
still clarifying a few things, still need a few items from Northern, but this is the first time the organization’s budget has been all on one spreadsheet
annual budget is 51k
64k in the bank at the moment
questions about paying/reimbursing conference coordinators and publicity chair for time, Board or conference people for travel/mileage
by-laws allow time to be paid
Northern did for Tamara this year; Ray declined his
capped at $500/person for a week’s work / total cap of $1k per conference
comes from conference budget
Michael worked 2 days on publicity, hadn’t filed for reimbursement yet
motioned and carried, to pay Michael these two days
Heather took 5 sick days for registration work
newsletter costs way up in Southern; Northern has held steady
Dan W sends out about 900 in winter, 1220 in spring
total is about $5k
re non-profit status, lawyer working on this
by-laws look good, paperwork all set
still some work to be done unifying treasury
after fiscal year end 30 June, Zayanne will compose and distribute an updated budget, with actuals for this year, projections for FY’04; this can be adjusted at September meeting
will switch funds to a money market account once non-profit status is locked in
Janice: state coordinating secretary functions split between Northern and Southern
we need to decide if a Northern treasurer is needed; Savvy could continue this, or Kara at Camp Campbell could take it on
Zayanne reviews expense reimbursement procedures
3. NAAEE
should we spend for sending a representative to the Anchorage conference this fall?
Heather is going for WOLF School
Dan A. may be going for Nevada (he had left our meeting by this point)
motioned and approved to cover expenses for one person
if Hoppy doesn’t go, it could be Jeff Hohensee
4. Section reports
Janice:
Re Howard Bell Award, George was acknowledged for today’s valuable presentation soliciting strong nominations for next year
distribute nomination forms at fall conferences and at award presentations
nomination form is on the web, but we could add the capacity to fill these out and submit them on-line
Jodie could coordinate communication on nominations via the website
the procedure was revised in 1994, with the past chair intended to head a committee
Janice has unofficially taken over and will continue in this function, possibly convening a committee
reconfiguring the plaque: Janice discussed possibilities, passed around some literature with samples; it will be changed to eliminate the dangly bits for the 50th anniversary (44 awardees to date); Helen can assist
Helen continuing in her Chair role second year
will assume State President role
Laura re Southern activities: had a good canoe trip
Will do a Joshua Tree trip in fall
Will coordinate with Karen for a N+S Mono Lake trip
Rikki officially anointed as Northern Chair
Ray is interested in a new development role, generally, planning our future finances
raising funds
perhaps overseeing scholarships
would it be a Board officer role, or a committee chair role?
investigating how to invest our funds, perhaps establishing an endowment
Helen has a fundraising function, can assist Ray
if this is a statewide board officer, does it unbalance the voting?
soliciting Dan Allison’s input would be a good idea
Ray will make a formal proposal via e-mail.
Officer transitions
Heather interested in Northern chair, but only a one-year role
Sam Herrick possibility for Northern, too
Santiago, from Mono Lake Committee interested in Southern board role
all others to continue: motion carried regarding George, Jodie, Janice, Zayanne, and Michael
Ray gone for summer
September meeting possibly Sat. 27th.
Adjourn at 3:42 pm
5. Deferred for September discussion:
how do we do scholarships? Joie’s Daisies? How to track this?
how should we invest our funds? (now in a non-interest-bearing account with Bank of America) CD’s? money market?
should we start an endowment?
should we have a Northern treasurer?
standardizing discount procedures for conference volunteers, presenters, board members
and there already exists a deferred agenda:
include California in name?
by-laws
consistency on pay for AEOE work
term limits
outside members on State Executive Board
State Exec. Board appoints various roles, vision for these
