MINUTES. Alaska Coastal Rainforest Center Annual Meeting of the Membership followed by The Bi-Monthly Meeting of the Coordinating Committee

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1 MINUTES Alaska Coastal Rainforest Center Annual Meeting of the Membership followed by The Bi-Monthly Meeting of the Coordinating Committee September 20, 2012, 10:00 am to 3:00 am Glacier View Room, University of Alaska Southeast Submitted by: Allison Bidlack Allison Bidlack ACRC Director ANNUAL MEETING OF THE MEMBERSHIP An annual meeting of the Membership shall be held in the third quarter of each year for the purpose of electing certain Members to the Coordinating Committee and to receive an annual report from the director of the Center. - Article III, Section 1 of the Bylaws Coordinating Committee Permanent members Coordinating Committee Rotating members University of Alaska Southeast N.O.A.A., National Weather Service (2012) University of Alaska Fairbanks British Columbia MFLNRO (2012) U.S. Forest Service, Alaska Region The Nature Conservancy (2013) U.S. Forest Service, Pacific Northwest Research Juneau Economic Development Council (2013) Station U.S. Geological Survey, Alaska Region Members at Large Non Voting City and Borough of Juneau N.O.A.A., National Marine Fisheries Service U.S. Fish and Wildlife Service, Alaska Region Central Council of the Tlingit and Haida Indian Tribes of Alaska University of Alaska Anchorage Geos Institute Hakai Network of Simon Frasier University Sitka Sound Science Center ACRC Annual Meeting of the Membership and the Coordinating Committee

2 I. Call to Order and Welcome a. Bill Hanson, Chair, ACRC Coordinating Committee, called the Annual Meeting of the Membership to Order at 10:00 am. b. John Pugh, Chancellor, University of Alaska Southeast, welcomed everyone to the UAS Campus. II. Roll Call (by Member Institutions) Members in Attendance (* Coordinating Committee) Institution Recognized Representative and Alternate * CBJ Bruce Botelho, Karen Crane * FS PNW Paul Brewster (Vice Chair), Rick Edwards * FS Alaska Region Wayne Owen, Barb Schrader * USFWS Alaska Region Bill Hanson (Chair) * UAS Rick Caulfield, Marsha Sousa * USGS Alaska Region Lyman Thorsteinson, Carl Markson * TNC Norman Cohen * NOAA NWS Tom Ainsworth NOAA Fisheries Jeff Guyon * BC MFLNRO Sari Saunders CCTHITA Raymond Paddock UAA Helena Wisniewski (UAA Representative) was absent; Dorn VanDommelen, Jeff Bailey, David Yesner each attended portions of the meeting Members Absent (* Coordinating Committee) Institution Recognized Representative and Alternate * UAF Scott Rupp, Todd Brinkman (Todd arrived during CC meeting) * JEDC Brian Holst, Eva Bornstein GEOS Institute Dominick DellaSala Hakai Network Ken Lertzman Sitka Sound SC Lisa Busch ACRC Employees in Attendance Allison Bidlack, Director Pat Belec, Administrative Assistant Interested Participants in Attendance John Pugh, Chancellor, UAS and Vice Chair, JEDC Michael Goldstein, USFS, Alaska Region and prior ACRC Director Tricia O Connor, Deputy Forest Supervisor, Tongass National Forest Greg Hayward, Wildlife Ecologist, USFS, Alaska Region ACRC Annual Meetings of the Membership and the Coordinating Committee Page 2

3 Dorn VanDommelen, Dept Chair, Geography & Environmental Studies, UAA Jeff Bailey, Assistant Vice Provost of Research Administration, UAA David Yesner, Associate Dean of the Graduate School, UAA Katrina Hoffman, President/CEO, Prince William Sound Science Center A quorum of members (per bylaws, a majority) in attendance. III. IV. Annual Report of the Director (Article III, Section 1 of the Bylaws) a. See Attachment II of the Annual Meeting Packet b. Director Allison Bidlack thanked everyone for coming and introduced Pat Belec as the new Administrative Assistant. A retrospective annual report was given, with a more prospective annual report presented at the Coordinating Committee meeting. She used former director Mike Goldstein s final report to review ACRC achievements for A question regarding the ACRC Director s continued role in the North Pacific Landscape Conservation Cooperative (NPLCC) was deferred to the work sessions. Announcements (none) V. New Business: Election of rotating members to the Coordinating Committee Five rotating committee seats are authorized under the bylaws, with four currently filled. Each rotating seat has a 2-year term. Two seats currently held by NOAA NWS and BC MFLNRO expire with this meeting. The other two seats are held by TNC and JEDC and will expire in The bylaws state that those members interested in serving in a rotating capacity inform the Coordinating Committee at a previous meeting. As the Committee did not send out advance notice regarding this stipulation, a vote - via - for approval of a waiver of the bylaws passed (13 yes, 0 no, 3 didn t vote), extending the deadline to September 13 for interested members to notify the Coordinating Committee. NOAA NWS and BC MFLNRO notified the Coordinating Committee of their interest to serve another term. No additional members identified interest. Bruce Botelho moved to appoint the two members who expressed interest to the two rotating seats. Wayne Owen seconded. Motion approved with no objections. NOAA NWS and BC MFLNRO will serve new 2-year terms, expiring in VI. Adjournment 10:22am ACRC Annual Meeting of the Membership and Coordinating Committee Page 3

4 ANNUAL MEETING OF THE COORDINATING COMMITTEE The Annual Meeting of the Coordinating Committee shall be held without notice other than this Bylaw, immediately after, and at the same place as, the Annual Meeting of Membership, to conduct the business specified in the Memorandum of Understanding. - Article IV, Section 3 of the Bylaws I. Call to Order Bill Hanson, Chair, ACRC Coordinating Committee, called the Annual Meeting of the Coordinating Committee to Order at 10:23am. II. Roll Call of Coordinating Committee members only. Members in Attendance Institution CBJ FS PNW FS Alaska Region USFWS Alaska Region UAS USGS Alaska Region TNC NOAA NWS BC MFLNRO Members Absent Institution UAF JEDC Recognized Representative and Alternate Bruce Botelho, Karen Crane Paul Brewster (Vice Chair), Rick Edwards Wayne Owen, Barb Schrader Bill Hanson (Chair) Rick Caulfield, Marsha Sousa Lyman Thorsteinson, Carl Markson Norman Cohen Tom Ainsworth Sari Saunders Comments Alternate Todd Brinkman (arrived after role call taken) John Pugh (as Vice Chair of JEDC, provided information about JEDC; did not serve in voting capacity) A quorum in attendance. Reminder of voting procedures one representative speaks for, and votes as, the member institution, but anyone present at the meeting can speak during the discussions. III. Approval of Minutes August 30, 2012 Coordinating Committee bi-monthly meeting (Attachment IV of Annual Meeting Packet). Previous annual meeting minutes were approved at the subsequent Coordinating Committee meeting in November Rick Caulfield moved to approve minutes with Wayne Owen seconding. Minutes were approved with no changes ACRC Annual Meetings of the Membership and the Coordinating Committee Page 4

5 IV. Committee and Director s Reports a. Research Committee, Marsha Sousa, Chair. Committee met on Sept 13 to discuss: (1) Moving forward on the series of four seminars. This series would have an overarching theme. Government agencies would be asked to present on a specific theme at one seminar, followed by the University and Native Corporations on the same theme, then industry groups, with the fourth seminar being a panel discussion as to where we go from here. Committee decided to postpone the seminars until 2013 due to the ACRC Director s previous commitments and other regularly-scheduled seminars throughout the area. The committee s focus this fall is getting Allison and the ACRC more visible, and creating a notification mechanism on the various events possibly on the website. The committee suggested using the Alaska Marine Science Symposium to jump start a series that would happen in the spring, with the topic determined from the symposium. (2) Role of the affiliate scientist. There are currently five affiliate scientists who technically serve for a 2-year term with the option of requesting a renewal. The committee discussed the affiliate scientists role, how can we best use them, how can they help us, how can we help them, etc. No conclusion; further discussion needed. In response to questions, updates were given regarding: The JEDC research cluster. JEDC has a different focus on research than a scientist would. However, it has provided opportunity to increase ACRC s visibility, as Allison will co-present at JEDC s February workshop and help co-lead one of the breakout sessions. John Pugh, as JEDC Vice Chair, stated that JEDC s primary focus is improving communication between agencies doing the research and attracting research entities; and secondly, identifying what industries could use as applied research. The National Science Foundation EPSCoR grant. It is a 5-year, $20 million grant with a SE test case, a SC test case, and a Northern test case. The SE test case is centered in Berner s Bay. Scientists from around the state are involved with all three test cases. Monies have been designated. The SE test case will focus on hydrology, glacier melt, and how that affects the tidal zone; a huge opportunity for us as we have the icefield to estuary scenario. b. Director s Report Allison has met with some of the Committee members to gain an understanding of what they would like to see at the ACRC and the projects they are doing, and will meet with the remaining members soon. With limited resources Allison, full time, and Pat, part time she will be looking to the Coordinating Committee for advice on the direction we should go and help in prioritizing the projects identified in the work sessions ACRC Annual Meetings of the Membership and the Coordinating Committee Page 5

6 Other time has been spent cataloging ACRC files, ascertaining the importance of the ACRC Facebook page, and updating the ACRC website with the CTR Fact sheets and information on upcoming events. Our website was created on a platform the University does not support, and the University is in the process of changing their platform. We will maintain our existing site until the new University platform is in place, at which time we anticipate moving ours under the UAS umbrella - expected in early Events at which Allison has been invited to participate. Evening at Egan, October 12 th an introduction of ACRC, and three or four person presentation on collaborative research in SE Alaska. Juneau GeoFest, November 10 th Katie Kennedy from SNAP overseeing; event will be at the Mendenhall Glacier Visitor Center. JEDC Workshop on November 29 th scientists and researchers present how science can affect various industries. School of Fisheries and Ocean Sciences weekly seminar series on December 7 th they are looking for speakers. Alaska Marine Science Symposium in Anchorage on January possible workshop. Glacier workshop assist Eran Hood, Associate Professor of Environmental Science, with workshop to discuss climate changing glacial impacts. Serve on steering committee for: - Sealaska symposium on fresh water fish habitat in managed growth forest in late February or early March. - The newly formed SE Alaska National Fish Habitat partnership, to help draft their bylaws and strategic plan. Bill gave details on the national program and the partnerships being formed with the primary focus of specific fish habitat and fish restoration. Allison s upcoming travel: Mid-October to Fairbanks to talk with Scott Rupp about SNAP, and meet with UAF partner representatives (it was later suggested she do the same at UAA); then to Kodiak for the American Fisheries Society Alaska Chapter meeting; chairing a session on freshwater fish habitat modeling and sharing her research from her previous position at Ecotrust; great networking opportunities. Early November to the Sitka WhaleFest; also meet with the Sitka Sound Science Center (our newest member) and the Prince William Sound Science Center (who has applied for membership) as to how we can help with coordinating their independent projects more closely. Allison is also scoping out funding sources and conceptualizing a database of researchers in the northern pacific region as a networking asset. Spoke with Sanjay ACRC Annual Meetings of the Membership and the Coordinating Committee Page 6

7 Pyare about creating an online form for those doing research to complete, and he suggested making it spatial with a map. Once completed, would go on the ACRC website. Spent time with Steve Gray and Jeremy Littell of the Alaska Climate Science Center as potential partners. Question on allocation of resources - should we spend time developing these types of relations or developing a workshop for the Alaska Marine Science Symposium, as these are two different tracks. DISCUSSION: Focus needed on funding sustainability from current and new members. Regarding resources, the Coordinating Committee was cautioned about expectations that come out of the work sessions. Look at big items we want to drive and identify dollar and human resources required to complete and the timeframe (possibly up to a year or 18 months out). Other topics included the database previously compiled and the utility and value of it, and identifying opportunities from the cross-boundary data workshops with the expressed interest in international cooperation (geographic, organizational and expertise). c. Annual Budget (see Attachment IV of the Annual Meeting Packet) Allison presented a prospective annual budget - noting that all grants have been closed. An ACRC budgeting mechanism is being created to track revenues and expenditures as there is no current UAS integrated system that meets our needs. DISCUSSION: Question asked about status of computer equipment, for which we have the computers we need. John Pugh reminded the Committee about infrastructure, and that the office space will disappear sometime between March and June. The current facility will be taken over by the US Coast Guard. UAS bought property along the highway called the Jones house and monies have been set aside to renovate the home for office space, but we will be in transition for a period of time. Allison added that there are about 16 people who use the Fish House, and a good partnership forming through similar interests. Ideally it would be beneficial to keep the cluster together. The bylaws state the Coordinating Committee will review the budget and the MOU on page 4, 4b outlines the out-year budget recommendations. Chair Hanson suggested the budget can be finalized at the next meeting, as the work sessions may impact the numbers. Hearing no objection, the budget will be on the November meeting agenda ACRC Annual Meetings of the Membership and the Coordinating Committee Page 7

8 V. New Business a. Action on Applications for new members Any governmental or non-governmental entity may become a member of the Center by application to the Coordinating Committee, which shall not unreasonably withhold approval so long as the entity subscribes to the mission and purpose of the Center and declares its willingness to materially support the Center. - Article II, Section 1 of the By-laws The Coordinating Committee reviewed application from: Prince William Sound Science Center Katrina Hoffman, President and CEO (Membership letter - Attachment V of the Annual Meeting Packet) Katrina gave a brief introduction to the PWSSC. Committee questions included elaboration on collaborations, the makeup of staff and how the Center is funded, their primary geographic area, their affiliations and board members. Bruce Botelho moved to accept PWSSC s application for membership into the ACRC. Wayne Owen seconded. Motion approved with no objection. An acceptance letter will be sent to PWSSC. b. Action to determine the composition of the Coordinating Committee Each signatory member of the Memorandum of Understanding shall be permanently represented on the Coordinating Committee. The Coordinating Committee may designate up to five additional permanent and five additional rotating seats to its ranks. In any event the Coordinating Committee shall have at least six and no more than 16 Member representatives. - Article IV, Section 2 of the Bylaws Seeking permanent seats on Coordinating Committee 1. Central Council of the Tlingit and Haida Indian Tribes of Alaska 2. University of Alaska Anchorage Bruce Botelho moved that the Coordinating Committee assign permanent seats to CCTHITA and UAA, and Bill added authorizing the additional seats to the permanent membership. Rick Caulfield seconded. DISCUSSION. Specific issues that did not relate to both organizations prompted change to the motion to divide it and vote on the CCTHITA and UAA separately ACRC Annual Meetings of the Membership and the Coordinating Committee Page 8

9 With no objections, the CCTHITA was seated as a permanent member. Appreciation was expressed for the work and commitment the Central Council has demonstrated since they joined the ACRC. Raymond Paddock thanked the Committee and offered their continued assistance whenever needed. Bruce moved to table the UAA seating to permanent membership until the next Coordinating Committee meeting in November, with the expectation of a commitment of funding on par with those provided by UAF and UAS. Seconded by Rick Caulfield. During the meeting UAA Provost Bear Baker and Chancellor Tom Case reiterated UAA s commitment to ACRC, including a material commitment of $50,000. Bruce moved to rescind the previous motion to table UAA s request and asked for unanimous consent in accepting UAA as a permanent member of the ACRC. Seconded by Lyman Thorsteinson. With no objection, UAA was unanimously accepted as a permanent member. Clarification for UAA contact persons will be done by the November meeting. ACRC MEMBER STANDING at end of ANNUAL MEETING Coordinating Committee Permanent members University of Alaska Southeast University of Alaska Fairbanks U.S. Forest Service, Alaska Region U.S. Forest Service, PNW U.S. Fish and Wildlife Service, Alaska Region City and Borough of Juneau U.S. Geological Survey, Alaska Region Central Council of the Tlingit and Haida Indian Tribes of Alaska University of Alaska Anchorage Coordinating Committee Rotating members The Nature Conservancy (2013) Juneau Economic Development Council (2013) NOAA, National Weather Service (2014) British Columbia MFLNRO (2014) Members at Large Non voting NOAA, National Marine Fisheries Service Geos Institute Hakai Network of Simon Frasier University Sitka Sound Science Center Prince William Sound Science Center ACRC Annual Meetings of the Membership and the Coordinating Committee Page 9

10 c. Election of Officers The Officers of the Center shall be elected annually by the Coordinating Committee at its annual meeting. Officers are the chair and vice chair. - Excerpt from Article V, Section II i. Bruce Botelho asked Bill Hanson if he would serve another year as Chair and asked for unanimous consent. Bill asked for other nominations none stated; Bill accepted with unanimous consent of the Committee. Rick Caulfield thanked Bill for accepting another year and that his leadership will facilitate the transition. His commitment of time is recognized as the USFWS Alaska Region contribution. ii. Paul Brewster nominated Wayne Owen as Vice Chair. Nomination passed with unanimous consent. John Pugh expressed his thanks, and that of the Coordinating Committee, to Bruce for his passion and extensive time in getting the Center started, and that he will be missed as his term as mayor ends. Chair Hanson reiterated the symposium was a huge success and would like to continue the follow up of the event. He requested the support of the Coordinating Committee to write a letter to the participants of the symposium recognizing the individuals for their work. As Mike Goldstein was the Director at the time, he and Bill will lead the effort. VI. Next Meetings Meeting times are 10:00 am 12:00 noon to accommodate those traveling from Fairbanks with the current Alaska Airlines schedule. Meetings are scheduled to be in person; a call-in number is available. November 14 January 16 March 13 May 15 July 17 September 18 (annual meeting) VII. Adjournment at 12:08 pm ACRC Annual Meetings of the Membership and the Coordinating Committee Page 10

11 ATTACHMENTS Annual Report The Alaska Coastal Rainforest Center (ACRC) began as a collaborative effort to expand and enhance education and research opportunities among six cooperating partners: the University of Alaska Southeast (UAS), University of Alaska Fairbanks, the U.S. Fish and Wildlife Service, the U.S. Forest Service Pacific Northwest Research Station, the U.S. Forest Service Alaska Region, and the City and Borough of Juneau. The collaboration was implemented through a Memorandum of Understanding signed by the six cooperating institutions in August Currently, the ACRC membership, or Partner Network, includes 17 organizations, including NOAA Fisheries, NOAA National Weather Service, The Nature Conservancy, U.S. Geological Survey, British Columbia Ministry of Forests, Lands, and Natural Resource Operations, Central Council of the Tlingit and Haida Indian Tribes of Alaska, Juneau Economic Development Council, Geos Institute, University of Alaska Anchorage, the Hakai Network of Simon Fraser University, and the Sitka Sound Science Center. The ACRC is institutionally housed at and governed by UAS, and occupies office space donated by NOAA Fisheries. Strategic Plan Goal 1: Lead in Education and Professional Training Co-sponsored the Juneau 4 th grade BioBlitz (May 2012; see Coastal Temperate Rainforests: Integrating Science, Resource Management, and Communities Symposium, April 17-19, 2012, in Juneau Participants (target of 200) April 17: (day) 135; (evening) 300 April 18: 250 April 19: 315 Total unique individuals: approximately 350 Participants (streaming video; target was to triple audience to 600) Over the three days of streaming the symposium from both ballrooms, viewers watched and listened in four different countries (United States, Canada, Australia, and New Zealand) and 43 different cities. In total, these people created 992 different streams during the event. Strategic Plan Goal 2: Conduct and Facilitate Coastal Temperate Rainforest Research Cross-boundary Data Integration Workshop, February 2012 Organized jointly with the UAS Southeast Alaska GIS Library, held at UAS Approximately 55 participants from Alaska, BC, WA, OR Third workshop planned for Spring 2013 in Vancouver, BC Funded by Wilburforce Foundation and North Pacific LCC ACRC Annual Meeting of the Membership and Coordinating Committee Attachments

12 North Pacific Landscape Conservation Cooperative o Mike Goldstein served on the Science Advisory Team and on the Science / TEK Subcommittee, participated in the focal groups for research prioritization, and reviewed proposals for 2012 o Brad Ewing co-developed, alongside the University of Washington, a directory of climate change scientists conducting research in the north Pacific Assisted with Tongass Vulnerability Assessment workshop April 2012, led by UAF/SNAP JEDC Renewable Energy Cluster Working Group: Developed a database and model to synthesize existing data on electricity, heating, and transportation fuel markets in southeast Alaska and the potential contribution of renewable energy. Geospatial and spreadsheet/matrix data were collected for more than 40 communities and in time series where possible Strategic Plan Goal 3: Link Local Community Interests in Conservation, Management, Utilization, and Policy Membership in the Partner Network, from October 2011 September 2012, increased from 14 institutions to 17. Member of the JEDC Cluster Working Groups with industry partners Produced five fact sheets on coastal temperate rainforests to link community interests Strategic Plan Goal 4: Ensure Long-Term Operational and Financial Stability through Strategic Management of Workforce, Funding, and Governance Operational: Produced brochures, fact sheets, and Strategic Plan Workforce: Mike Goldstein hired and supervised six temporary employees at the Center from July 2011 through May 2012; all of those employees have moved on and now ACRC has a new part-time admin assistant and full-time Director, both of which are UAS employees Financial: Raised $235,000 from foundations and government sources to supplement Forest Service and UA allocations. This included support for capacity building, funds for personnel, and workshop and symposium sponsorship ACRC Annual Meetings of the Membership and the Coordinating Committee Attachments

13 FY 2013 Annual Budget* July 1, 2012 June 30, 2013 Projected ACRC Expenses ACRC Payroll and Benefits $131,900 Projected ACRC Income UAS Contribution (Personnel) $41,900 UAS Contribution (Travel, Contracts & Commodities) $20,700 USFS Contribution (Personnel) $43,000 UAF Contribution (Personnel) $50,000 Total Income $155,600 Discretionary Funds (Travel, Contracts & Commodities) $23,700 *As of September 20, ACRC Annual Meeting of the Membership and Coordinating Committee Attachments