AEOE Board Meeting, April 30, 2006

 

Camp Hess Kramer, Malibu

 

Attending: Hilary Hobbs, Laura Vandezande, Tom Drake, Traci Fesko (partial notes), Bill Dwyer, Maggie Wolfe, Hoppy Hopkins, Rich and Tonya Mandl, Janice Smith, Gerry Cox, Zayanne Thompson, Helen de la Maza, Kris Pamintuan, Pete Devine (partial notes)

 

The meeting was called to order at 1:34 pm, with a quorum of Board members present.

 

  1. The new webmaster, Bill Dwyer was introduced.
  2. Leadership update
    1. Kris needs to withdraw as Southern Chair-elect; Tara Murgatroyd, Santiago Escruceria, and Brett Tillman were suggested as alternates.
    2. Hilary and Traci = Northern Co-chairs-elect
  3. Strategic Plan/Vision vote:
    1. We need the vision statement on the website to support our non-profit candidacy; the statement was approved by the Southern Council.
    2. Debbie is seeking to summarize current status and delegate final completion to particular individuals, task forces and committees.
  4. Inclusivity Committee report:
    1. Board approved: Adopting the core values statement (that Emily Wang initiated, and which had been adopted by the Northern Council), with some modifications.  The changes include tightening up the redundancy of paragraphs one and three, and labeling it ÒThe Inclusivity Value StatementÓ for AEOE.  Pete will circulate the modified version and have it posted on the website, after Mission and Vision statements.  (Other core values statements will be developed over time.)
    2. This could be useful for assuring propriety with skits, workshops, member materials.  We could use a check-box, with, ÒI agree to abide by this  statement.Ó
    3. Northern Inclusivity Committee folks are seeking consistent Southern individuals for involvement.
    4. Strategic Plan element Strategy C needs input summarized, and an updated version created for approval.  This should be an Inclusivity Committee task.
  5. Membership:
    1. Only 5 people did the $35 level voluntarily; all others did the lowest rate.
    2. Dues from our approximately 1000 members donÕt quite cover our biggest expense, the newsletters.
    3. Keep $15 level for interns, and go to $20-25 for regular membership?
    4. We have about 100 institutional members at $50, and our job listings are more important than ever, with the demise of Outdoor Network; we could raise the  job posting fee, add $10 for non-members.
    5. Board approved: experiment with $75 for institutional members, with unlimited job posting; $50 per job posting for non-members; listing only members in the websiteÕs EE Providers section. - NOTE: starting in January 2007, and re-adding the benefit of an individual membership for a contact person.
  6. Webmaster report: The new webmaster, Bill Dwyer was introduced, again.
  7. Liability:
    1. The presence of students at conferences was discussed; our mission is for  educators first.
    2. Board approved: students under 18 must be with a chaperone while at the conference, and not stay overnight on site, unless accompanied by their parent/legal guardian.
    3. For AEOE outings, student attendance would be at the discretion of the outing coordinator.
  8. Financial report
    1. Non-profit status: IRS is to examine our website.  Maggie made adjustments recently re: links, members. Possible points of question on this issue include our ÒaffiliatesÓ and maybe sponsors.
  9. Fundraiser:  Tom reports that soon achieving non-profit status will allow this function to go forward.
  10. Publicity: No report
  11. Historian:
    1. Janice is seeking a replacement, has had offers of help.  There was discussion of converting archives and photos to digital form for easier storage, transport and accessibility.
    2. Board approved: Raise the HistorianÕs expense budget from $200 to $500. 
  12. Conference debrief:
    1. Keynote (Louv) was well-received.  No luck with Julia Hill for several years; keep trying?
    2. Finding the ideal time for board/council meetings is still a challenge.  Try Friday morning again?  Around Sat. dinner?  Sunday, during a morning workshop block?  There was a consensus toward trying the Board meeting during the last Saturday workshop block.  And to keeping Council meetings during Sunday breakfast.
    3. The good conference volunteer t-shirts were discussed; just do one color  (maybe brighter), work with an organic supplier early on, check sizing.  It was noted  that Jason had too much to do, with shirts, volunteers and registration. Zay is willing to help with t-shirts for next conference.
    4. it was acknowledged that there were some offensive elements in the talent show, and that it went too long.  For next year:

                                               i.     use a sign up form (maybe online)     
(web note – we DID have one online this year: http://aeoe.org/conference/spring/2006/events/skitcontest.html )   

                                             ii.     set a firm time limit

                                            iii.     stick to the theme                                            

                                            iv.     keep it family-appropriate

                                             v.     consider providing alternate activities at the same time (stars, etc.)

                                            vi.     do not accept skits from Thousand Pines/Murphy

                                          vii.     Solar Steve/SMOE time limit for skit or do not accept

    1. Jay (Rancho Alegre) did a good job as MC for the auction!
    2. There was a concern that next yearÕs band needs a pre-emptive warning about our prohibition of controlled substance use at our events.
    3. In running an evening digital slide show of conference photos before the talent acts, ÔadsÕ recruiting volunteer help for up coming conferences and announcements could be included.
    4. Possibly add bandanas to the AEOE merchandise.
    5. Have volunteer meetings during the conference to make sure all are on track and fulfilling duties.
  1. Fall Conference, North & South – Hilary/Traci, Drake
    1. Northern fall conference, "Inspiring Growth," Oct 13-15 in Yosemite  (Tamarack Flat, where itÕs been for past few years).  Prior to the meeting, Lisa clarified the fall conference budget with Zay (paying registration/membership for presenters, food & possibly entertainment).
    2. Southern fall conference, Nov 3-5 in the desert – location TBA (since revised to Nov 10-12, JÕTree Indian Cove campground)
  2. Spring Conference 2007 – Hilary/Traci
    1. Will be at Sierra Outdoor School, Sonora, April 27-29, 2007.
    2. SOS will charge AEOE $75/person, dorms hold approx. 300, VIP (kind of) housing for 16, platform tents for approx. 50, camping area for MANY.
    3. Looking into Dr. Carlos Cortez, professor emeritus at UC Riverside. One of founders/leaders of the multicultural education movement in CA.  Reported to  be a great speaker. Looked into many other speakers, this is our best lead.  (offer is out to him for $1100 + $300 travel expenses – no contract as of  8/13/06).
    4. Julia Parker, of the Yosemite Indian Museum, will briefly address the group  Saturday morning and then do a basket weaving workshop w/ her daughter, granddaughter and great granddaughter. We will make a donation of $200-300 to an organization of her choice.
    5. A local band, Alma Melodiosa (world fusion/jam band) is willing to play for only $300-ish.  We may then have a band both Fri and Sat.  Will be looking into Hot Buttered Rum and Drew Emmit Band for Sat night.
    6. Do not yet have a workshop or volunteer coordinator, but have some folks in mind. If anyone has any recommendations, please contact us. We are working on this in earnest in August.

 

* The meeting was adjourned around 5:00 pm (approximately); the last two agenda items were not addressed:

 

15. To do list for Follow-up: TBD

 

16. Next Meeting time and date: TBD