Official Minutes of the Regular Board of Directors Meeting of the Florida Ornithological Society.
October 17, 2003 CALL TO ORDER. The Fall 2003 meeting of the Board of Directors of the Florida Ornithological Society (FOS) was held Friday, October 17, 2003 at the Gibson Inn, Apalachicola, Florida. President James welcomed the attendees and asked for introductions. Having determined a quorum was present, President James called the meeting to order at 2:05 p.m. 1. The following people attended the meeting or a portion of the meeting:
Dean Jue, Treasurer Judy Bryan, Director Judith Buhrman, Director Murray Gardler, Director Brenda Rhodes, Director David Stock, Director Jerry Jackson, Editor, Florida Field Naturalist
Glen Woolfenden, Special Publications Editor Jim Cox, Conservation Committee Chairperson
Katy Nesmith, Cruickshank Education Award Chairperson
Agenda: The agenda and meeting packet were mailed electronically to attendees prior to the meeting. Copies of the agenda and packet were provided for members who did not bring their packet with them to the meeting. A motion was made, seconded, and passed to accept the agenda. Approval of Minutes of Previous Meetings: The minutes of the previous Board meeting, held April 11, 2003 were distributed with the meeting packet prior to the meeting. Dean Jue identified minor corrections necessary in the section entitled “Vice President’s Report.” The minutes from the general business meeting held April 12, 2003 were also distributed in the meeting packet and discussed during the meeting. No corrections were necessary to the general business meeting minutes. Dean Jue moved to accept both minutes with corrections identified during discussion. Judy Bryan seconded the motion and it carried. The board complimented Linda Most, acting secretary, for the excellent job she did preparing the Board meeting minutes. President's Report. President James submitted a written report prior to the meeting. During the meeting, she stated she had reviewed President Merritt’s files and was ready to place them in the archives. She also reported she would be making appointments to vacant committee chairperson positions. She will need to appoint a Nominating Committee chairperson prior to the spring 2004 meeting. President James indicated she expected the board to be an active board and encouraged communication among attendees. The secretary will send meeting attendees the FOS board list with addresses and phone numbers; she will also send attendees a file with e-mail addresses. President James also highlighted her desire to address the following issues: · Define the Conservation Committee’s role in making public statements on conservation policies and providing the board with background information on those statements. · Identify new projects that could be funded by the Price-Campbell fund. · Establish guidelines for the Robertson Fellowship Award and recognize Bill Robertson’s contributions to the FOS. · Determine the future size and scope of the Florida Field Naturalist. Vice President's Report. Vice President King provided a written report and a verbal report. She thanked Sally and Dean Jue for their work coordinating the Fall 2004 meeting. She also reported on plans for the Spring 2004 meeting. If the board agrees, the meeting will be held at Holiday Inn, Tarpon Springs, Florida. It is tentatively scheduled for the weekend of April 23 -25, 2004. The Tarpon Springs area has numerous field trip opportunities including Green Key, the Gulf Islands Geopark, and Starkey Wilderness Park. Joyce is coordinating with West Pasco and Clearwater Audubon Societies. A chairperson for the local meeting committee has not been appointed yet. The board concurred with the Spring 2004 meeting plans. The board also suggested Joyce seek guidance from
In the past, the board has voted and approved acceptance of each report submitted for the meeting. It was agreed it is not necessary for the board to approve each report. The board’s approval is needed on items that have legal ramifications or on financial items such as the budget Secretary's Report.
Treasurer's Report. Dean Jue submitted a written report including a financial report comparing the 2003 budget with 2003 expenditures and providing three alternative 2004 budgets. Dean reported the FOS budget is divided into four funds. He stated the Special Publications and Endowment Funds were doing well. The Grants and Awards Fund has a deficit that will be partially offset by interest income. The Operating Fund has an even larger deficit that has been impacted by two items. First, annual dues are not sufficient to cover the cost of printing the Florida Field Naturalist. Although dues were increased for 2003, they still have not been sufficient to cover this cost. Second, expenses for the Spring 2003 meeting exceeded meeting income; this is not a normal occurrence and is not expected to impact future budgets. Dean reported there were three new factors impacting the proposed 2004 budget. These factors include: 1.) additional expenses associated with the newsletter, 2.) new budget expenses submitted by the Records Committee for semi-annual committee meetings and archive materials, and 3.) additional funding necessary to supplement the William D. Robertson Fund if the award is established at a level above the current $300 per year earned by this fund. Dean also discussed the three alternative 2004 budgets and the assumptions associated with each alternative. At the end of 2002, the society had $128,891.25 in money market assets; approximately $25,000 is in the checking or money market accounts and the is in CDs. During discussion, David Stock stated FOS is one of the least expensive meetings to attend and suggested increasing the registration fee. Murray Gardler suggested using meetings to generate funds for the society. Dean Jue stated registration had been kept low traditionally to encourage student involvement; registration has been $15 since 1993/1994. The board moved all future meeting plans should cover meeting expenses and, if plans err, they should err towards providing a financial cushion. The motion was seconded and approved. Murray Gardler also stated the FOS needed to look at expenses and adopt a budget that does not include a deficit. President James reminded the board the Finance Committee Chairperson position is vacant and suggested Murray consider the position. Once the position is filled, the Finance Committee will need to strategize on the best financial plan for the society. Judith Buhrman stated the society’s endowments are enviable. The society had $16,968.71 in endowment funds in December 2002. At the end of 2000 (Dean please check the “year” in the preceding phrase), the society had $128,891.25 in monetary assets; approximately $25,000 is in the checking account and the balance is in CDs. The CDs will come due between 2003 and 2006. The decision was made to postpone budget adoption and discussion until after all committee reports were completed. EDITORS REPORTS. 8a. Florida Field Naturalist. Editor Jerry Jackson submitted a written report at the board meeting and discussed its contents. Two issues of the Florida Field Naturalist have been published during 2003. The third issue is being page proofed and the manuscripts for the fourth issue will be sent to the printer during the week of October 20, 2003. Jerry reported he had not received the fourth cover illustration from Dianne Pierce for 2002 and for 2003. He reported that he made the following changes in the second issue: 1. Listed new officers 2. Added a statement encouraging contributors to electronically submit manuscripts 3. Added a page with committee chairpersons and members that can be included if space is available Editor Jackson also thanked
Editor Jackson requested the board’s input regarding publishing “Invited Commentaries” in the Florida Field Naturalist. After discussion regarding how invited commentaries might be handled, David Stock moved that the board leave the content of the Florida Field Naturalist to the editor’s discretion. The motion was seconded and passed. Murray Gardler asked about advertising in the Florida Field Naturalist. At the Spring 2003 meeting the board approved the inclusion of advertisements in the publication. Advertisers will be charged for actual page costs.
8b. Newsletter. Newsletter Editor
8c. Special Publications. Glen Woolfenden did not submit a report. 8d. Web Site. Eugene Stoccardo did not submit a report. Judith Buhrman reported the Membership Committee plans to use the web site to attract new members. However, the web site will need to provide timely information about activities and events. In some instances, the web site has not been updated as quickly as it needs to be. It also needs a major overhaul as our “face to the world”. Following discussion,
COMMITTEE REPORTS. 9a. Archives Committee. Chairperson Walter Taylor sent an e-mail stating he would not be submitting a report as there had been no activity since the spring meeting. 9b. Conservation Committee. Chairperson Jim Cox submitted a written report at the board meeting. The report included a position paper, primarily authored by
President James suggested that the Conservation Committee provides the best vehicle for the FOS to address conservation concerns. Discussion followed regarding the committee’s role and its interactions with the board. Jerry Jackson recommended that the committee be allowed to act on issues and requested that the board be advised of any actions the committee has taken. As a matter of general policy, if the Conservation Committee acts on an issue, the committee chairperson will send a copy of the resulting letter to the FOS President. The president will send a copy of the letter to the board. Following this discussion, Judith Buhrman led the board members in a round of applause for the work done by the Conservation Committee. 9c. Editorial Advisory Board Jim Rodgers did not submit a report. 9d. Field Observations Committee. Chairperson
9e. Finance Committee. The chairperson position for this committee is vacant and no report was submitted. 9f1. Helen G. and Allan D. Cruickshank Research Award. Chairperson Steve Nesbitt sent an e-mail stating he would not be submitting a report; there had been no activity since the spring meeting. He expected the committee’s activities to increase prior to the Spring 2004 meeting as applications for the Helen G. and Allan D. Cruickshank Award are reviewed and recipients are determined. 9f2. Cruickshank Education Award. Chairperson Katy NeSmith submitted a written report and reviewed its contents in a verbal report. The committee received and reviewed four applications for the Cruickshank Education Award. Since no award was given in 2002, the committee recommended that the board consider making more than one award in 2003. The committee recommended that the board consider making awards for the following proposals: · Valparaiso Elementary School, Walton County, for a cavity nesters program for fourth graders. · Florida State University School, Tallahassee, for Classroom FeederWatch curriculum and materials necessary to support the program. · Exotic and Wild Bird Rescue of the Florida Keys, Inc. (EWBR), Big Pine Key, for a display board and other materials that will support the organization’s education outreach program. 9f3. Robertson Fellowship. A chairperson had not been named and the position was vacant. As a result, no report was submitted. The establishment of this committee and administration of this award is a key item President James will be focusing on (refer to President’s Report). 9g. Membership Committee. No written report was submitted for this committee. Co-chairperson Judith Buhrman provided a verbal report. The committee held a meeting and discussed several ideas for promoting membership. However, none of these ideas have come to fruition yet. Judith drafted a new membership brochure. Dean Jue had suggested some changes to the brochure. However, Terry Doyle only recently provided his comments that included three pages of changes. Judith requested the board’s support for using a simple one-page form to sign up new members at upcoming birding festivals. During discussion, Murray Gardler asked if there had been any changes in membership. According to Dean Jue, the FOS has 350 to 400 active members. This number has remained constant over the last two years. Dean stated the FOS currently averages one to two new members per month from the web site. If the web site is enhanced, it could potentially generate more new members. With increasing operational costs, it will be necessary to increase FOS’s membership to cover those costs. Judith Buhrman asked about the possibility of having a secure web site where potential new members could join using a credit card. Dean Jue stated he had previously researched accepting credit cards. This would be a money-losing proposition for the FOS, although it may be worth considering for its convenience to FOS members. It would cost $25.00 per month and $0.10 to $0.15 per transaction.
9h. Nominating Committee. The chairperson position for this committee is vacant and no report was submitted. President James reminded the board that a Nominating Committee Chairperson will be needed prior to the Spring 2004 meeting. Individuals who are interested in this position should contact her. 9i. Records Committee Chairperson
During discussion, the board praised the FOSRC for its extensive report and the level of work it had maintained in order to thoroughly review so many submissions. Some expenses to archive submissions would be one-time costs (such as the printer and software). President James asked if the University of Florida had a color printer that could be used rather than purchasing one. The board directed this question to
Continuing Business. 10. No items were submitted or discussed. New Business. 11a. Sponsorship of the North American Migration Count (NAMC).
11b. Budget for FY 2004. Discussion regarding the 2004 Budget began with David Stock asking how many members were registered for the fall meeting. Dean Jue reported there were 75 members registered. Dean estimated 50 new memberships would be generated by the Membership Committee in preparing the three alternative budgets. Dean suggested using the Passmore and Price-Campbell Grants to 1.) update the website and 2.) provide materials, up to $1000, for the FOSRC to archive record submissions. Dean also suggested asking Reed if the committee could rent printing equipment or use existing equipment at the University rather than buying a new printer. Jerry Jackson stated the amount of revenue generated by dues in each budget should be $6,500.00 (300 old members plus 50 new members at $20.00 per member) rather than $4,500.00. David Stock pointed out that $4,800.00 was collected for the Spring 2003 Meeting. With 75 people registered for the Fall 2003 at $35.00 per person, the meeting income projected in the three budgets may be too low. Brenda Rhodes reminded the board that meeting hosts are supposed to stick to the meeting budget. David Stock reiterated that meeting income should equal meeting expenses. Judith Buhrman reminded the board that the expenses associated with the Spring 2003 Meeting were an exception. After Dean Jue methodically went through and made adjustments to various items in the proposed budget, Judith Buhrman moved that Budget Alternative #1 be accepted with the adjustments suggested by Treasurer Jue. Judy Bryan seconded the motion and it was passed. Treasurer Jue added that when the Finance Committee chairperson is appointed, the committee will need to focus on the budget deficit as a high priority item. 11c. Cruickshank Education Award. The board reviewed the recommendations made by the Cruickshank Education Award Committee and agreed on the following awards: $400.00 for Valparaiso Elementary School, Florida Cavity Nesters Project $300.00 for Florida State University School, Classroom FeederWatch Project $340.00 for Exotic and Wild Bird Rescue of Florida Keys, Inc., display board for education outreach During discussion, Jerry Jackson stated concern over funding normal operating expenses such as paper, copies, etc. for another organization such as Exotic and Wildbird Rescue. He thought the funds would be best used making a one-time purchase for a display board. Non-Board Member Comments. 12. None were made. Board Member Comments. 13. None were made. Adjournment. 14.There being no further business, Dean Jue moved that the meeting be adjourned, Judith Buhrman seconded the motion and it carried at 5:21 pm. Respectfully Submitted, Pamela J. Bowen FOS Secretary
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