AEOE State Exec. Board Meeting
Santa Cruz Mission State Park
August 18, 2004
Attendees: Helen de la Maza, Heather Butler, rikki Shackelford, Aaron Rich, Michael Charnofsky, Paul Grafton, Laura Vandezande, Zayanne Thompson, Dan Allison, Hoppy Hopkins; Pete Devine
Notetakers: Helen de la Maza & Pete Devine
Meeting commences 8:10 a.m.
Section Council have elections – not defined in bylaws how to do it. Elect people to the section council: 2 of whom automatically serve on the State Board (Chair and Chair-Elect). The time for the election of the Chair-Elect is at the fall conferences. Once elected, Board at the state level needs to select officers – 7 people – by 15 Nov. 2 from North, 2 from South (chair, chair-elect). The other 3 (or up to 5, for a total of 9 State Board members) need to be selected. Select additional members, officially appoint the chair, chair-elect. Presidency goes back and forth (not a rule, but tradition, and synchronized with statewide conference location). SCS could be a selected, CFO could be selected. Select onto the Board then select them for that position.
The other 2 persons: the Board has not selected the other 2 people. Dan thinks should select those 2 for now (can change in Nov.). 2 people should be from outside, Dan recommends Michael and Zayanne – for the moment appoint them onto the Board. Fall sectional conferences to be planned by section chair; chair-elect plans for the next year. Members elect chair-elect at fall section meeting, and transition happens then (not spring).
Dan suggests a nominating committee in April – watch them and see if they have leadership skills. Come up w/ a recommendation.
Laura
moves that we select Michael Charnofsky and Zayanne Thompson members of the
Board (State Board). Heather
seconded. Passed.
Zayanne
moves to appoint Michael Charnofsky as Public Relations Officer. rikki second. Passed.
This
structure is to hold to 15 November (with George Stratman as State Coordinating
Secretary).
Zayanne after discussion w/ attorneys - everything sent in in February. In May she called and said they just started working on it. We fell through the cracks. Zay needs to update about 4 things each year. Now needs to do the new fiscal year. Glaring – weÕre not investing moneyÉweÕll talk about later. Should be ready early 2005.
Proposal
for Income-Based Membership Dues (Dan Allison)
Increasing membership dues
Student membership dues have been difficult to manage.
Purpose of having different categories is so people can go.
Membership dues based on their income and not on a category.
A lot of students have more income than naturalists
People participate because they are a professional
Set membership dues based on a calculation based on income:
$1 per $1,000 of income. Not proposing that people need to be checked – done on an honor system. Yes, some people will cheat. Offer people the calculation.
Equity is the primary intent. Would raise more money.
Laura- likes the idea of their being a minimum $10.
Zayanne: not excited about what people make. Instead have categories, over $20,000 – XX; over $30,000 – YY, etc. Not comfortable w/ membership knowing how much money is made.
Hoppy: at conferences sign up new members – would need to make
Heather: non-profit orgs. Categories for organizations.
Zay: call membership levels seed, sapling, oak, corporate = oak grove. Categories.
Paul: # of naturalists get room and board have puny looking incomesÉ
Hoppy: the idea is to make it equitable. Secondary objective is to get more money to run the organization.
As is, dues revenue covers newsletter expenses (conferences are the real revenue).
Laura – if people have the option to give more, could just to support the money.
Rikki: Have a lower membership rate as an award for pre-reg.
Increasing the benefits (website promotion, etc.) with increased fee
Discounts for IM for staff that attend conf.
WhatÕs more important is that we get the dedication and solidarity of the IM. Better to have their support by sending their staff to our conferences. One way to do that is by giving them more benefits on the website.
What services do they get?
What do we charge?
Zayanne: Sly Park hosts our website = yes, we should comp their membership.
Suggests that we look at what we charge. $30 very reasonable, $50 is very reasonable. Website is huge benefit. Hiring/recruitment benefits.
Dan: number of employees, income, etc.
If raise the membership amount – they can have a member as free indivi. Maybe increase memb. amt. –
Pete: MaggieÕs website is amazing.
Maggie wants to wait until new benefits are better known by IM, then consider raising IM fee later.
Current number of IM is very low, compared to the number of CA roee programs that are otherwise connected to AEOE
Zay: we should allow only Institutional Members be at the job fair at conference.
Zayanne only current AEOE Instit. Members are allowed to recruit and participate in Job Fairs at conferences. Michael second. Motion passes.
Dan
suggests to continue discussion – tabled for next year.
Zayanne
motions to comp. Sly Park (Sacramento County Office Ed.) as long as theyÕre hosting
AEOEÕs website. Heather
second. Hoppy has a new
superintendent – use it for leverage. Motion passes.
Spring conference really expensive, didnÕt make the usual jump ahead.
Statewide expenses – all admin., bank, scholarship, publicity, and web to the statewide rev. and exp. sections.
Tracking for individual conferences is good.
Spring conference budget: most of the money in/out from here (true)
Membership revenue = newsletter expenses.
Rev: $44,000. Expenses: $40,000. Net: $3,800.
Currently 600+ members, about 385 attended conference.
Reasons: merchandise – we have a lot of products that we will sell later. T-shirts that arenÕt printed yet. Nalgene, frisbees, pencils, available. Some of lack of net is tied up in merchandise.
Entertainment and speakers: $7,400.
Southern spends more money on speakers and entertainment than Northern does. Should be balanced. Facility costs in Northern are higher. (Walker Ck. site costs $25k for next spring.)
Paul: Speakers/Workshops – income $3,004.
Book sales: $714.
Fundraising: live auction, silent took in $1,954.
Parking - $381.
For scholarships: $2,908.
Actual – ignore
Proposed budget. Make changes and vote on.
Publicity Officer (Michael) – discussion re: $500 stipend. Discussion about role, getting the word out (just about conferences or about AEOE at large), etc.
Helen
motioned that the Publicity Affairs Officer receive a $500 annual stipend. Rikki second. Motion passes.
Michael abstained.
Rikki
moved that we approve the budget for 2004 – 2005. Heather second. Motion passes.
Zayanne – running at $50,000 in the books. Would like to take $30k to invest. Keep $20k as working amount of money. Diversify. Do we want to grow our investment? Dividend? Take the amount and have it go towards scholarship?
Michael – invest in only safe things that give a low interest rate. I donÕt think we have the resources to invest in mutual funds that invest in the stock market. Michael thinks CD, Savings, and Money Markets.
Dan: low risk through a single mutual fund built to be low risk, until S.P. done, just let it accumulate (reinvest dividends). Might want to keep $25k in working, maybe some of that goes into savings.
Zayanne: $20k in mutual funds; $10k in savings. CD – so low. She needs guidelines, not details.
Heather: shorter term investments.
Michael: $20k in checking
$5 – 10k in mutual funds.
The rest – safe things (savings, money market).
Ad hoc committee: Zayanne, Michael, Dan. Report back to State Board by Oct. 31st.
PayPal: Easy for members, very difficult to track it. Not to be dealt w/ this year.
Pete said heÕd bring this in from GSEEC folks. GSEEC is owed a huge debt and acknowledgement for the work theyÕve done on the issue of inclusivity in EE. Having a parallel track in state conference; I felt a step behind about what had already happened. My thought is to incorporate it formally w/in organization of AEOE. Have a committee or a task force that addressed the issues within AEOE. Our needs for inclusivity would be discussed, and goals established. That committee would come back to Board and share goals, vision.
Zayanne: Inclusivity – accessibility, sexual orientation, gender issues?
Pete: what people usually think of is people of color; I like inclusivity instead of
Rikki: I feel like weÕve talked about it for a long time and we havenÕt made our community more inclusive. I would like to see it be an action committee. Thought great GSEEC did it, but AEOE didnÕt do it. It shouldÕve been us doing it. A GSEEC person sat in his workshop, had them fill out evals, then left. Odd.
Heather: Parts of our Board that didnÕt know what was going on.
Zayanne: Vision statement includes ŅinclusivityÓ
Michael: One of GSEECÕs projects (through EETAP money) is recruitment. GSEEC is taking the lead on the issue.
Rikki: Did a workshop for MESA – lots of interest.
Dan: If task force put together, definitely need to be involved w/ GSEEC.
Aaron: Need to build interface w/in AEOE; itÕs useful for us to include diversity.
Inclusivity Action Committee: rikki & Pete co-heads. Aaron, Michael, Heather, Pete.
Laura
moves that we form Inclusivity Action Committee co-headed by rikki and
Pete. Zayanne second it. Motion passes.
How AEOE affects EE in California.
Naturalists – who they are, what they do; why people choose to work in this profession.
Touch kids in a very special way.
Pictures – naturalists
Talk about the EE programs, AEOE.
Michael: Book about Outdoor Science Schools? Or AEOE?
Rikki: Chance that OSS will be associated w/ AEOE somehow?
Paul: thereÕs a power of ed. that happens at these schools. Your book is trying to illustrate whatÕs happening there. We all have stories about messed up kids. ItÕs not just about AEOEÉ itÕs more than that – itÕs OSS; AEOE is involved. WhoÕs going to read this? Parents, classroom teachers. I think itÕs a great idea, can go towards the revolution in education.
Rikki: kids in environmental programs right now – donÕt want to be consultants, etc. Would be cool for them to have something to read.
Zayanne: It sounds like youÕre wanting to write a book about the history of outdoor ed. in CA. A lot of our schools participate. Audience: parents, teachersÉ what is this outdoor school thing? AEOE a chapter in the book?
Rikki: Great history – AEOE is tied to the history – starts of EE. Not just going around the forest, but actually a profession. CanÕt look at EE in CA w/o looking at AEOE. This is where it evolved from. ItÕs not just a bunch of sites, thereÕs an organization that ties them together.
Heather: would it work – call it a book about whatever, and ask for sponsorship for AEOE.
Rikki: I wonÕt draw myself into a corner if I start w/ AEOE. Evolution of the field is interestingÉ like basketball going from just a fun game to an internationally recognized profession; roee is professionalizing the same way.
Heather: CanÕt necessarily say this site or that is AEOEÉwould need to make sure they are Instit. Members. Others have done research (as Masters project).
Dan: What do you want from AEOE?
Rikki: Wants moral support from AEOE – if I wrote to Janice and asked her for photographs. Participation from outdoor science schools. Make a CD would be goal.
Zayanne: I totally respect you for writing a bookÉyouÕre talking about a lot of time and research. As far as getting info. from AEOE – no problem. Want to do it as a representative from AEOE. Intent of the book is to summarize EE in CA. What it does for students. Looking for a resource. What youÕre asking from AEOE is to be a representative of AEOE.
Helen: Make sure editing is solid.
Dan: Suggests that the President be the reviewer, and if it needs Board attention.
Rikki: Will send out an edited version to the Board and establish a deadline by which feedback should be provided.
Hoppy: 1 person is the affiliate representative (appointed by Pres.) HoppyÕs name is on the official register. If a grant comes down the pike, info. is correctly disseminated.
Dan: The organization officially has the ability to have a secondary rep. If choose – can have a second name in there. Continuity is critical. At the same time, AEOE should keep an eye on who is going to be the next rep.
Hoppy: NAAEE is a very political animal. He has contact w/ the people who write the grants. Hoppy has applied for a grant to send him to the conference.
Hoppy will not ask for $$ from AEOE.
Judy will get the money she needs; Dan Allison (also representing Nevada) will get money.
Not necessary for Jeff to go to affiliate meetings.
Hoppy: Minor political EE problem re: affiliate status. The other group had dropped the ball. Hoppy – we stepped in and (GSEEC was requesting the affiliate status, but theyÕre not a membership organization, so not eligible; about 10 GSEEC folks were at last NAAEE).
Michael: were hard feelings previously.
Dan: wanted to make sure always have someone in attendance at the GSEEC meetings so communication happens and our voices are heard in that arena of EE.
Michael: We should pay for transportation, if miss work – to reimburse them.
Dan: GSEEC is an informal group of people interested in EE; mostly people who have job responsibility and get paid a lot of money to do it. Jeff H. is the facilitator of the group. They meet 3 – 4 times/yr.: SDiego 15 Sept (and LA, Sacto, SFran). Sandi Funke gets paid to do an aspect of GSEECÕs work (through EETAP grant). Have influence on CA Plan on EE; reviewing the document; AB 1548; involved in Science Framework. Originators of Diversity Initiative. ItÕs grown in the last few months. Our improving relationship w/ them has helped.
Board members should try to attend.
Helen to figure out
Teleconference call before Nov. 15th w/ Aaron, rikki, Heather,
Laura.
Paul: bummer to not be involved in workshop.
Dan: If met on Friday – give opp. to meet, some communication w/ COSA as a Board.
Rikki: Would be good to meet before the conference - ??
Dan: After the conference – canÕt deal w/ difficult issues.
AFTER LUNCH (12:40 – 2 PM) DISCUSSION CONTINUED
Meet beforeÉ meet for a day 2 wks. after conference?
Zayanne: Friday 9 AM – 12 PM. Anything to table would be resolved via phone conference?
FINAL
DECISION: Friday 9AM – 12 PM and Sunday 1 – 3 PM.
Karen/Kestrel is starting school – so she wonÕt be very available to make social activities. Laura will contact Melissa Kime re: kayak.
Laura feeling overwhelmed: definitely: canoe trip February/March on Colorado River. Looking for other people to help plan activities.
Issues w/ southern activities – few members attending. Not that big of a deal but a lot of planning time that is wasted.
rikki: Neat for a site to plan an activity. Your site can host. Laura will write a newsletter article.
TABLED: BRAINSTORM IDEAS FOR OTHER PROFESSIONAL DEVELOPMENT/WKND. TRAINING FOR OUR MEMBERSHIP.
Liability Release Form
George
– what did you find out about insurance?
Update on Spring Conference
Heather/Aaron reported on the conference. (Handouts)
About the stateÕs people and places.
Cost projection is expensive
Heather seeks different sorts of evening activities;
needs a new workshop coordinator.
Discussed timeline for various preparatory steps
Conference Scholarships
People that otherwise would not come
Scholarships are non-transferable
Laura: have administrator/supervisor provide feedback (reference)
Partial scholarships?
Zay suggested to include: How much can you afford to pay for the conference? __________
Have a maximum, but can offer less.
Max. $100/person = 20 scholarships.
Need to show financial need.
Ask them how AEOE conference will contribute to prof. dev./career
Paul is interested in helping get the word out to people like interns, CCC crews
Develop consistent statewide policy for conference discounts for presenters, volunteers, board members, conference committee, etc.
Presenters: 40 – 50% discount; $50
discount? Zayanne/Heather will
look at it from a budget perspective.
(Heather figures $90.50 is average cost for spring Õ05.) Presenters must do early registration =
they get that discount. Around 70
presenters are anticipated.
Volunteers – give merchandise? Scholarship instead? Volunteers –
show appreciation through merchandise
Service Crew: maximum of 50% discount; registration;
retail; staff concierge table (and miss some of the workshops/presentations),
volunteer coordinator
(Are our scholarships reducing our volunteers
– they no longer need a discount if they got a scholarship?)
Conference Committee: 100% discount
Helen has a list of 10 people who got free
conference, including: registrar, keynote coor., entertainment, conference
coordinator, publicity, workshops, CFO, Housing/Transportation/Recycling,
volunteer coordinator, talent show coor., scholarship coor., etc.
Partnership w/ WRAEE in future conferences:
Western Region Association for Experiential
Education
Expensive conferences $175.
Aaron did e-mail them; Terry didnÕt respond.
Dan: without something on paper, Board shouldnÕt
consider it.
Michael: ItÕs a good org., IÕd like to see us
publicize w/ each other. Good
organization, have some common ground Dan, Tamara, Aaron.
Liaison to AEE was done. Dan will talk to Tamara and get info.
Aaron: We need a proposal from them. Partnership in the future.
BAEER Fair: Jan. 29th SF
Hoppy: poor publicity, more vendors than attendance;
waste of time; heÕs giving his display board to AEOE
Michael – network w/ other people
Michael: publicize AEOE conference
Green
Schools Conference: San Francisco, October
– rikki will look at it.
Publicity
/Brochure: Michael will send them out, printed
on kenaf paper; Maggie is helping, Jason WestfallÕs friend is helping. Once we complete the S.P., then can finish
it.
TABLED:
Have one Membership Coordinator; one database for
North and South – helps w/conference registration, etc.
Dan suggests discussion by new chairs with
suggestion to board. Heather will
contact Savannah.
Make Membership Coordinator a paid staff job? What about CFO, too?
To discuss after fall conferences
Meeting adjourns 5:10 p.m.