AEOE BOARD MEETING 4/24/09, 10:00-4:00 PM (lunch 12:30-1:00) at Walker Creek Ranch

Transcription

1 AEOE BOARD MEETING 4/24/09, 10:00-4:00 PM (lunch 12:30-1:00) at Walker Creek Ranch Attending: Traci Fesko, Coleen Ryan, Ryan Brennan, Jeanine Delano, Helen de la Maza, Tara Murgatroyd, Jymn Meier, Pamela Wade, Michael Charnofsky, and Zayanne Thompson, Steve Morris, Steve Morris. Absent: Frank Padilla I. Consent Agenda Traci (5 minutes) a. Ratify Votes (letter to Hi Hill approved by 7 board members on 3/30/09&?) b. Agenda for 4/24 Motion to approve the consent agenda made by Pamela, seconded by Michael, none opposed, none abstaining, motion carries. II. Cash Flow Report-Zay (10 minutes) Lot of deposits b/c conference month. Got reimbursement from NAAEE Conference. Motion to approve the cash flow reports made by Helen, seconded by Tara, none opposed, none III. Expense Requests-Zay (20 minutes) CFO is not the one who decides on spending money, it's the board's decision. Need to adopt a more formal system on how we go about getting the OK to spend money. Should submit expense report within 30 days. Can do a board approved cash advance also. There is a form for both of these on the website. Ideally expenditures are something that should be discussed at a board meeting. Then we can vote on it. Policy saying If you are spending over $50 you must get board approval. With exception to previously approved budgeted expenses to conduct standard order of business. Motion to approve the spending policy above made by Zay, seconded by Steve, none opposed, none abstaining, motion carries. IV. Travel Reimbursement Zay (20 minutes) There is a slightly adjusted travel reimbursement form. Change mileage amount, added parking and tolls. Must submit within 15 days of travel for reimbursement. No more than $200 reimbursed for travel (this includes all modes of transportation). Add to form that carpool is considered as 2 or more people per car. Motion to approve the new travel reimbursement form with additional changes of 2 people per carpool and adding not to exceed $200 regardless of mode of travel made by Zay, seconded by Tara, none opposed, none Need to decide who is eligible for the reimbursement. In the past if you had to be at the meeting you could get reimbursement. Could have one reimbursable meeting per year for the section that is hosting the statewide conference. Motion to have one reimbursable council meeting per year for the section that is hosting the statewide conference. This reimbursement would be for active voting members. Motion made by Steve, seconded by Pamela, none opposed, none V. Money Transfers/Check Signing Zay (10 minuites) Need to decide who the signers will be, currently it is Helen de la Maza, Tara Murgatroyd and Zayanne Thompson. Will keep the signers as is.

2 6d. Vote on investment plan as follows:** 1. Transfer our bank account to North Island Federal Credit Union: May qualify for non-fee based account at credit union, still waiting to see. Zay will let us know. If we don t qualify then we could keep a little in B of A and invest with credit union. B of A just for checking Zay: Motion to approve d.1. Tara: 2nds the motion, unless the fees are significantly higher with the credit union all are in favor and the Motion carries. 2. Move $30,000 into a Business Money market Account: 3. Purchase a $50,000 CD (3, 6, 0r 12 month): Go with 6 or 12 month investment, which ever has the higher interest rate. Zay will use her judgment in which is the better choice. She will let us know the details. 4. Who will be named on the account? Zay needs 3 signers. 1) CFO, Zay 2) Membership, Helen 3) Current President, Tara. Changing name on accounts can be done thru the mail when needed. Zay: Motion to approve d.4. Michael: 2nds the motions, all are in favor and the Motion carries. Motion to approve agenda item 6d from 4/25/08 made by Tara, seconded by Steve, none opposed, none VI. AEOE paying for meeting conference calls -Helen (15 minutes) Current conference call number has a toll to use it. People use cell minutes, AEOE calling cards, or work phones to participate. There are some conference call services that have a toll free number. Helen will explore those possibilities and share at the next meeting. VII. AEOE Board member annual membership fees -Helen (15 minutes) Council and board members got a complimentary membership. Other board s people are expected to pay for membership. This can be problematic with members at large who are not active. Not a big deal to pay membership. If we didn t comp would get more life members. Motion to discontinue comped membership for board and council members starting in October 09. Motion made by Helen, seconded by Ryan, Michael opposed, none VIII. Newsletter-Traci 17 responses were received in regards to the prior newsletter discussion. Propose to have a newsletter default be electronic unless otherwise specified. This is more in line with mission and costs less in resources, people power, time, and money. One paper copy can also be sent to each institutional member. Have one newsletter with section parts included for both in it. All present agreed that one newsletter makes the most sense as it would unify our statewide organization, would be more efficient and would not repeat info. Make a motion to have one AEOE newsletter starting in fall 09. Made by Michael, seconded by Helen, none opposed Jeanine E-Newsletter default: there are 2 types of newsletters. One being a.pdf that looks like the paper copy. Or an html based newsletter. They take 2 different skill sets to make them. Would need to have an editor to do newsletter and an editor to make the e-file or someone with both skills. Will alert our members and allow them to chose a paper option if they d like.

3 Motion to make newsletter default electronic with a paper option. All institutional members will receive one paper copy. Motion made by Ryan, seconded by Zay, none opposed, none Motion that we establish the newsletter editor position to be a member at large on the board. Motion made by Tara, seconded by Steve, none opposed, none Need a committee to help define goal of the newsletter, layout, content, etc. Make a motion to create a Newsletter Committee that will consist of a minimum of the newsletter editor, a northern and a southern council member and the Webmaster. Motion made by Coleen, seconded by Ryan, none opposed, none Need to look at tax form to see if our stipend positions are considered employees for tax reasons etc. Motion made that the Newsletter Editor creates the paper copy for a $200 stipend and who ever does the html gets $100 stipend. This can be the editor or designee on the newsletter committee. This is a per issue stipend. Motion made by Ryan, seconded by Zay, all in favor, none opposed, none Committee must be established by June 30, Then the committee will meet and create proposal for deadlines, content etc. That will be shared with the board. Tara will create a job description for editor position. IX. NAAEE Affiliate Rep(s) Traci, Ryan, and Michael had phone meeting with all organizations interested in hosting the 2012 conference. NAAEE is getting in touch with proposed cities. Brigit will go thru it all in April and May and then take her suggestions to the Aug NAAEE meeting and announce in Sept earliest. It will be helpful to have an AEOE person close to the city that will be hosting the conf. There should be a good early core of people to start the process and then create committees closer to the conference to get other jobs done. Need an NAAEE affiliate? Participate in the affiliate network via workshop, basically this would be the AEOE voice for NAAEE, and voice for NAAEE to AEOE. Some feel that theaeoe president should go to the NAAEE conf. It makes sense that the president and then another board member should be the affiliate representatives. Some feel that there should be two reps and if soclarify the roles of the reps. We could set up a 3 year run, staggered between 2 people. NAAEE Affiliate Representatives will be the current president and a board designee. Currently that is Traci Fesko and Michael Charnofsky and they are both still interested in occupying that role. Motion to make the current president the primary rep for NAAEE, and that Michael Charnofsky is the board designee for representative. Motion made by Zay, seconded by Ryan, none opposed, none abstaining, motion carries. X. One address for AEOE (website, checks, newsletters, IRS, etc.) -Ryan (5 minutes) We have several addresses on different things and it would be nice to streamline things. We have a PO Box Angeles Oaks. Who goes there? Could we get a different PO Box or use an institutional site that would then forward mail? Pamela will look into getting a real address at a UPS store. XI. Scholarship Amounts -Helen (20 minutes) In the past people could get $100 but they had to pay for membership and pay a min of $40. If we enforce the payment of $40 then they are more willing to show up and not back out. Needs to be stated clearly that the person awarded the scholarship must pay a min of $40. Needs to be re-written on the form to clarify. Propose that the scholarship winners must pay a min of $40 from their registration fee and be a current member. Jeanine makes the motion, seconded by Zay, all in favor, none abstained, and motion carries.

4 XII. Publicizing HB Award Michael (15 minutes) We need to get the Howard Bell Award out to a larger audience. Next year we could publicize this year s winner, and educate people outside AEOE about the award itself. It does not need to be an AEOE person. But that person should be from California. Announce to COSA, CSTA, NAI, CREEC, and local groups too. Coleen will write up a process description and timeline by the fall meeting. XIII. Conference Cost Committee -Zay (15 minutes.) Lots of conference costs involve negotiations and we must keep within our budget/make a profit. Having multiple people review conference costs can help us achieve our goals. Motion to establish a Conference Cost Committee. This committee consists of the CFO as chair, Chair of the hosting council, registrar and site liaison. Motion made by Zay, seconded by Steve, none opposed, none XIV. Fall Conferences Coleen/Ryan (15 minutes) South: Oct 16-18, 30 miles north of La Canada, in the Angeles National Forest. Full camp out. North: At Walden west, full meals and lodging, super affordable. XV. AEOE Committees - Traci (20 minutes) Offer more to membership. With committee meeting time at our conferences. There will need to be a chair of each committee that will report back to the board members. Chair of committee needs to recruit and invite people to participate in the committee. Need to make the committee work meaningful and productive. That way people will want to participate. There would be committee reports, which will be presented to the board. This could be a good way to mentor people for future leadership positions and could be nice starter role for new volunteers. Committees: Website, Newsletter, Outing and Inclusivity. XVI. Voting Procedures Traci (15 minutes) Our voting procedures are not spelled out and it would be helpful to have a formal procedure. This would be used at the next fall meeting when filling any of the open positions. Ideally we d have a nomination committee that would collect nominations, present them to the board, we d hold discussions (without nominee present), and then have a secret ballot. This committee may be open to council members as well or the council would have their own nomination committee. XVII. Board Member Manual/Job Descriptions Ryan/Traci (30 minutes) Master Board Member Manual will make it easier to know what you are supposed to do and allow us to hold ourselves and others accountable. It could be shared with prospective board members/used as a recruitment tool. Ryan drafted up the start of this. Please take a look at your job descriptions and let Traci know if they are accurrate. Commitment associated with the position. This would also include things that get lost in the meeting minutes or the website. Another idea was to have a living document of the motions passed (strike out old ones and add newest ones = good reference). Part of each job description could be to create and/or maintain a How To binder. Tara will assist Traci with job descriptions and Helen will add her eye to it. Final proposals will be due at the fall meeting. XVIII. Meetings for next year Traci (15 minutes.) September meeting date and location. Can maybe do it at the LA Zoo. Coleen will look into the zoo as a possible site and date will get back to. August 29 th /30 th. Day and a half. XIX. Eliminating north and south designation - Zay (10 minutes) People choose north or south designation so we know what newsletter to send them. With one newsletter this is longer needed. In banking we ve also tracked north and south expenditures and now won t need to do that either. Membership would then be state wide, doesn t matter. Would save a lot of work for both the CFO and Membership Chair.

5 Motion to remove north and south designation for membership and tracking in the banking purposes. Motion made by Zay, seconded by Ryan, none opposed, none abstained, and motion carries. Action List: Everyone: Newsletter committee must be established by June 30, ) Create Committees for Website, Outing and inclusivity. 3) Take a look at descriptions. Let Traci know if they are accurate Coleen Ryan: 1) Write up Howard Bell Award process description and timeline. 2) Will look into Zoo to host Sept meeting Helen de la Maza: 1) explore possibilities of toll free conf calls and share at the next meeting. 2) Scholarship form needs to be re written on the form to clarify amount being paid (min of 40$) 3) remove north and south designation for membership and tracking in the banking purposes. Tara Murgatroyd: 1) Tara will create a job description for editor position 2) Will help Traci out with Job description binder Pamela Wade: 1) will look into UPS store and getting a real address. Zayanne Thompson: 1) Add to form that carpool is considered as 2 or more people per car. 2) Remove north and south designation for membership and tracking in the banking purposes.