MASNA September, 2005 BOD Meeting Minutes

(This meeting was held electronically on September 7th, 2005 9: PM EST)

 

Attendance:

 

BOD Present:

 

Cheri Phillips (President)

Robert Lemcke (Treasurer)

Joe Scavo (Public Relations)

John Brandt (Industry/Legislation/Ocean Conservation Rep.)

Drew Weiner (Vice President)

Charles Scannell (Past President/Webmaster)

 

 

BOD Absent:

 

Marc Levenson (Editor)

Amy Larsan (Membership & Secretary)

 

Members Other Than BOD Present:

 

Steve Howard (WAMAS)

Kelly Jedlicki (LMAS President)

Shaun Elliot (SMMAS)

 

 

OFFICER REPORTS:

 

NOTE: All officer reports were distributed via email to the BOD in advance of this meeting.  They have been formatted and are inserted into these minutes.

 

1) President’s Report:

 

 MASNA Photo Contest/Calendar Purchase:

 

·        Participated in conversations w/ Joe and Bob regarding issues that came up with the photo contest entries and winners, analysis of the choices for how many calendars to purchase, how best to market the calendars and getting the calendars printed.

·        Created a gift certificate for the Reef Central 3^rd place prize

·        I secured WAMAS agreement to sell MASNA calendars for us in the MACNA gift shop/book store free of charge. They will also be sold at the MASNA booth.

 

MASNA Award:

·        Contacted the award winner. Designed, ordered and picked up the completed award

 

MASNA Club Website Awards:

 

·        Participated in the judging of the award winners and tallying of the four judges. Created 1^st, 2^nd and 3^rd place award certificates and will buy frames for them this week.

 

MACNA Annual Meeting:

 

·        Contacted the hotel to arrange for a continental breakfast. The price would have been $800+ for 40 people for their most basic package. I inquired about just coffee and tea “a la carte” and was quoted a price of $60/gallon. At 16 cups/gallon, we would need a minimum of 2 gallons of coffee and one of tea - $180 for just drinks. This does not seem to be a wise way to spend our member’s money.

 

·        Created and sent out an advertisement for the annual meeting

 

·        I’m creating a MS PowerPoint presentation for the annual meeting as an alternative to handing out paper copies of membership and treasury information. The presentation can include more information for our members w/o incurring extra printing costs. It can be posted on the MASNA website afterwards for anyone that would like to view it. I am bringing SEABay’s digital projector.

 

MASNA Booth:

 

• I will be setting up my digital projector w/ my laptop computer w/ a borrowed portable screen behind or just to the side of our booth (depending on focus) to project a slideshow of the calendar images.

 

• I created and sent out a signup sheet for booth coverage.

 

• I ordered 250 new MASNA brochures (w/ updated Treasurer mailing info) from VistaPrint. They were to have arrived at Chuck’s house pre-folded. Since they arrived unfolded, I negotiated w/ VistaPrint and a new shipment of folded brochures was sent free of charge!

 

• Have filled out raffle tickets for photo contest entries and those folks that have renewed membership so far. I’m packing up the MASNA banner, raffle jar, tickets, balloons and other supplies to bring.

 

MASNA Store:

 

·        I tracked down the right person at TFH to talk to regarding their donation of books back in 2002. We had an order placed for the Dr. Burgess Mini Atlas. MASNA’s records were incomplete regarding the donation, but TFH is honoring it anyway and they’ve shipped the book. 

 

Elections:

 

• Sent an eMAIL out to our membership about the upcoming elections and reminded them about absentee voting

 

 

Misc:

 

• Created and have ordered 1000 one-page flyers that we will stuff into the goody bags that WAMAS is giving out. It includes an advertisement for the calendars, the raffle and an application for membership.

 

• Met w/ Kim Price in Houston for a couple of hours to discuss MARSH’s plans thus far for MACNA XVIII

 

 

 

2) Vice President’s Report:

 

• Continued familiarizing myself with the MASNA website and past BOD meeting minutes and Reports.

 

• Met with Cheri Phillips to discuss the various initiatives and projects available to MASNA.  In particular, the development of a “MACNA Hosting Guide” could be of significant benefit to any club hosting the MACNA conference.  The guide would essentially represent the collective wisdom of years of successful MACNA event coordination.   Detailed interviews with the Dallas club, Louisville club, and the Boston Reefers Club would yield valuable information regarding their MACNA successes and disappointments e.g., event planning, budgeting, costs, timelines, etc.

 

• Also discussed was the prospect of pursuing “Member Discounts” with a number of different MASNA Sponsors.  I look forward to presenting these and other ideas and options to the BOD for its review and consideration as soon as possible.

 

 

 

3) Treasurer’s Report:

 

For the month of August, my accomplishments were focused on:

 

• Invoicing sponsors of the Photo Contest

 

• Producing the 2006 MASNA Calendar and

 

• Analyzing and recommending to the BOD the quantity of 2006 Calendars to print

 

 

[* - Secretary note: due to the size and formatting of the Draft Balance Sheet and Draft Income Statement, they are left as an addendum to the monthly minutes]

 

4) Director of Membership Report:

 

1)  2004-2005 Fiscal Year  7-31-05 to 8-31-05

 

	2002-2003	2003-2004	2004-2005	Diff From 2003-2004	Comment
Individual Members	88	64	115	+51	New:   Chris MacFarlane 8-2-05      (individual) Eric Logan Bentley 8-1-05   (individual) Frank Skenes III 8-1-05      (individual) Jake Adams 8-4-05             (calendar) Jeni Tyrell 8-2-05               (calendar) Morten Nordby 8-3-05       (calendar) Nicole Michon 8-6-05        (calendar) Ross Dehoney 8-6-05       (calendar)
Club Members	20	27	44	+17	None
Corporate Members	10	10	19	_+9	None

 

 

2)  Current Membership:  

 

	2002- 2003	2003- 2004	2004- 2005	2005- 2006	Diff From 2004- 2005	Comment
Individual Members	88	64	115	20	-95	Renewals:   Steve Miller  8-23-05 Stephen Bentz 8-23-05 Rick Beauregard 8-31-05 Michael R Klink 8-30-05 Kevin Caskey 8-30-05 Drew Weiner 8-23-05 David Hernick 8-27-05 Daniel Huber 8-23-05 Christina Pearson 9-01-05 Cheri Phillips 8-20-05 Dwain Coufal 9-4-05 Charles Scannell 9-3-05 Paula Obuchon 7-22-05 William W. Montalvo 7-27-05 Ryan M McPhillips 7-21-05 Michelle Norcross 7-26-05 Marc van Nuenen 7-19-05 Glenn Farmer 7-20-05 Anthony Seeley 7-30-05     New:   Bob Lemcke 8-19-05
Club Members	20	27	44	3	-41	Renewal:   Marine Aquarium Society of Ventura County 7-16-05 Central Ohio Reef Aquarists 9-3-05 SEABay 8-27-05
Corporate Members	10	10	19	3	-16	Renewal:   AquariumPros.ca 9-2-05 Reef Show/Mariner Enterprises 9-3-05 Ocean Inspirations 9-4-05

 

 

• I sent out all of the individual, club and corporate member renewal emails.

 

• Thanked all of the calendar entries and new members for the short month of August. 

 

• Thanked all of the renewals and new member for the coming fiscal year.

 

• I helped some renewing members go through to process of entering in their Paypal information.

 

• Contacted and spoke with Stephen Bentz about his membership. Got to talking and asked him to think about becoming a part of MASNA’s BOD as VP. He was excited by the idea and submitted his nomination.
• Will be prepared to bring current membership information to the annual meeting next week at MACNA.

 

• Kept up with and helped answer questions about MACNA on any threads on Reef Central. As well as answer privet messages about it.

 

• Offered to send out congratulations letters for Bob and Jeff to the winners of the calendar contest. Waiting for approval and list of those who submitted but did not win a month.

 

• Mailed Bob and Cheri a MASNA membership list.

 

 

5) Secretary’s Report:

 

Email and or Message Board votes:

 

• Motion made by C. Phillips to adopt the new image (as seen below) as MASNA’s new logo. Second by A. Larsan. Motion passed 6 aye, 0 nay.

 

 

 

• Motion made by C. Phillips to have one page flyers printed, 1000 copies. Motion passed, 5 aye, 0 nay.  http://www.masna.org/forum/showflat.php?Cat=0&Number=62&page=0&fpart=2&vc=1

 

• Motion made by C. Scannell that when there are two or more candidates running for a position, they be allowed to give there talk on why they think they are qualified for the job and then the candidates leave the room. Motion passed 5 aye, 0 nay

 

• Motion made by B. Lemcke for the quantity of 2006 MASNA (625, 500, or 300) calendars to order. Motion passed for 625 copies, 5 aye 0 nay.

http://www.masna.org/forum/showflat.php?Cat=0&Number=54&page=0&fpart=2&vc=1

 

• Motion made by C Phillips to order 250 MASNA full-color brochures from VistaPrint for $125.82 or less. Motion passed 6 aye, 0 nay

 

• Motion made by C. Phillips to reimburse her the $135 she just spent on the MASNA award trophy. Motion passed 7 aye, 0 nay.

http://www.masna.org/forum/showflat.php?Cat=0&Number=99&an=0&page=0#99

 

• I finished the August meeting minutes and have them attached to this email for the BOD’s review

 

• I sent out the meeting notice reminder to all of the MASNA members

 

 

• I made a post on Reef Central and Reefs.org in their Announcements and MASNA club forums about the upcoming meeting.

 

• I kept track of all email and message board votes

 

• I will be prepared to log the up coming annual meeting at MACNA as Cheri has instructed me to do.

 

• I have kept track of all the BOD election applications that have been received

 

• I invited Sandy Shoup at Cheri’s recommendation to be added to the National Speaker Database. She accepted and I entered in her information

 

• Worked with Cheri to tally the winners of the website awards and for the MASNA award.

 

 

6) Editor’s Report:

 

• The final newsletter for MASNA's fiscal year is done and online.

 

• The President's Pen was incorporated.

 

• The Calendar Project was featured.

 

• The new MASNA logo was announced.

 

• An article about putting on a one day conference was written.

 

• All member clubs' websites were visited for upcoming events and included as appropriate.

 

• All advertising that was provided during the past 12 months were used during this entire fiscal year in the three newsletters generated.

 

7) Webmaster’s Report:

 

• Preparing the site for the coming fiscal year by updating scripts to
  reflect next fiscal year and absentee voting etc

 

• Creates all candidate data for the upcoming bod elections for members
  to see

 

• Rewrote the MASNA user site registration and membership registration
  into one streamlined automated script.

 

• Wrote backend script for Treasurer

 

 

• Various updates and adjustments based on certain BOD feedback

 

• General Monthly Maintenance

 

• Added RPI to Industry pages.

 

8) Industry/Legislation/Ocean Conservation Representative’s Report:

 

None Submitted

 

9) Public Relations/Internet Promotion Officer’s Report:

 

• The calendar is looking to be signed off for printing by noon today (Wed).  Through the past few months, we have learned much about the print industry and will be documenting our finds for assistance with future contests.

 

• 500 calendars will be shipped to Chuck for delivery to MACNA XVII and 150 will go to Cheri for the MASNA store.

 

• Expect to see a proof of the calendar tonight at the meeting.  

 

• Next up:  “Hustling the calendar”.

 

 

 

MEETING CALLED TO ORDER 9:00 PM EST:

 

10) New Business:

 

• MACNA XVII is coming soon and final details for the BOD needed to be addressed. The booth coverage is mostly filled but some slots remain open. Cheri P. asked John B to review the last email to find slots to take over. John B agreed. Hopefully Marc L. and Joe S. will take any remaining slots

 

• Cheri made sure the BOD knew what was outlined for the booth coverage. The cost of calendars and the chance to sell MACNA XVI DVD’s thanks to Joe S. for a $40 profit to MASNA.

 

• It was still not confirmed if Bob Lemcke’s friend will have the projection screen. Cheri was hopeful to try that out Thursday

 

11) New Business:

 

• Calendar update given by Joe S.

 

• The calendar should be printed and shipping in time for MACNA XVII. He showed everyone at the meeting the beta layout.

 

• He anticipates next years photo contest will go much more smoothly by this years experience.

 

• The calendar will be sold at MACNA XVII at the MASNA booth and at the gift shop. In addition a projected slide show of the calendar photos will be displayed at the MASNA booth.

 

• MASNA relevant dates are included in the calendar.

 

 

12) New Business:

 

• Cheri P. discussed the MASNA Annual meeting that is held on Friday 10am at MACNA.

 

• The nomination of Steve Bentz for Vice President has been put in. There is still no nominee for Newsletter Editor and Public Relations.

 

• There will be no coffee or breakfast at this years meeting due to high cost.

 

• The need for a sign directing people to the MASNA meeting is needed. Steve Howard was asked if one could be provided. John B. and Chuck S. volunteered to make a sign if needed. Shawn Elliot also volunteered to make a sign as too.

 

13) New Business:

 

• Cheri P will bring the MASNA award and club websites to MACNA. Joe S. and Bob L are still working one the certificates for the Photo Contest winners. Cheri was able to put one together for Reef Central.

 

• All twelve certificates would be good to have, but not all of the winners will be attending MACNA.

 

• All winners will be announced at the Saturday banquet.

 

14) New business:

 

• Steve Howard gave a brief MACNA update.

 

• Internet registrations for MACNA are about to be shut down

 

• Numbers are running now at are close to capacity. 500 is about right so far.  Capacity is 600ish.

 

• Put in WashPost ads for exhibit hall/trade show.  They start this week.

 

• The possibility of putting in a MASNA flyer into the gift bags is a possibility.

 

15) New Business:

 

• Cheri P and or Amy L will be in charge of making sure all attending MASNA individual members and club delegates are allowed into the vendor hall one hour early.

 

16) New Business:

 

• Motion made by Cheri P to accent the August meeting minutes. Seconded by Chuck S. Passed 5 aye, 0 nay at 10:44 PM EST

 

 

Motion to adjourn meeting to general discussion made by C. Phillips. Seconded by Bob Lemcke.  Passed 5 ayes, 0 nays; at 10:57 PM EST