Official Minutes of the Regular Board of Directors Meeting of the
CALL TO ORDER. The Spring 2005 meeting of the Board of Directors of the Florida Ornithological Society (FOS) was held Friday, March 11, 2005 at the Ramada Inn South, Osprey, Florida. President James noted six board members were necessary for a quorum. She determined six board members were present. Having established a quorum, the president called the meeting to order at
The following people attended the meeting or a portion of the meeting:
Fran James, President
Joyce King, Vice President
Pam Bowen, Secretary
Dean Jue, Treasurer
David Freeland, Director
David Stock, Director
Jerry Jackson, Editor, Florida Field Naturalist
Jack Hailman, Special Publications Editor
Katie Sieving, Cruickshank Research Award Chairperson
Jon Greenlaw, FOS Records Committee Secretary
Agenda: The agenda and meeting packet were mailed electronically to attendees prior to the meeting. President James reported Katy NeSmith told her the Cruickshank Award actually included both the research award and the education award. A recommendation was made to revise the agenda to reflect the full name of this award, “Helen G. and Allan D. Cruickshank Award”, and to designate the subcommittees as the “Research Subcommittee” and “Education Subcommittee”. It was also recommended that the full name of the Robertson Award, “William B. and Mary G. Robertson”, be included on the agenda. A motion was made to incorporate these changes in the agenda and to approve the revised agenda; the motion was seconded and approved.
Approval of Minutes of Previous Meetings: The minutes of the previous board meeting, held
No comments were made on the proposed business meeting minutes which were also included in the meeting packet. A motion was made to approve the business meeting minutes as submitted. The motion was seconded and approved. The minutes will be posted on the FOS web site.
President's Report. President James stated she had enjoyed working with the board and she highlighted the changes that had been made in the organization during her presidency. She indicated that membership and the number of members in the organization was the most serious problem facing the FOS. Dean Jue reported the society currently had about 400 members. Approximately 20 to 25 new members have joined this year. However, nealry 80 members have not renewed their memberships this year. Dean stated he had not mailed second notices yet; he plans to mail them after the first issue of the 2005 Florida Field Naturalist (FFN) is mailed. President James reported the new membership brochures have been printed. She distributed copies to the board. David Freeland asked about an analysis of renewals. In the past, the treasurer has handled renewals. But there has been no time to analyze renewal data. Pam Bowen asked about how the membership data were stored; Dean replied they are stored in an Access database and queries can be run on them. However, Doug Suitor has not run any queries on the database. Murray Gardler reported Doug had not received the most recent member data. Dean Jue reported there were discrepancies between the treasurer’s membership list and the membership committee’s list. Dean checked with the committee regarding second renewals in 2004. But, he is now preparing to send out the second notice renewals for 2005. Murray Gardler reported there were 406 members in 2001 and only 341 members in 2004, excluding institutions. David Freeland pointed out it was not the treasurer’s duty to analyze membership data and a membership committee would be able to handle this. President James stated that the organization still needs a membership committee. The committee put together the new membership brochure and a new member packet, including a two-page explanation of what the society does. There were concerns about dissatisfaction related to late issues of the FFN. Joyce King volunteered to distribute the new membership brochure at the first annual
Vice President's Report. Vice President King provided a written report during the meeting. She reported the spring 2005 meeting was being held a month early due to complications resulting from the 2004 hurricane season. The meeting was originally planned for Punta Gorda but all hotels in the area were severely damaged. Accommodations and meeting space had to be found in areas to the north or south and were in limited supply. The planning committee was forced to take what was available when it was available. These complications may have impacted attendance at the meeting. Only 50 people were registered. David Stock reported he had a problem getting a room. He called on February 10th and was told there were no rooms. However, Ann Paul called later and was able to get a room. Murray Gardler reported some members told him they were concerned about costs to attend meetings. President James reported she brought the skin quiz for the meeting and stated someone needs to set it up. Joyce thanked the local planning committee for arranging the meeting. She also thanked Charlie Ewell for organizing the scientific paper session. Joyce suggested, if there was money left over from the meeting, that FOS make a contribution to the
Secretary's Report. Pam Bowen submitted a written report. She did not elaborate on its content as it was provided for review in the meeting packet.
Treasurer's Report. Dean Jue submitted a written report with an overview of account balances, fund balances, and treasurer’s comments for inclusion in the meeting packet provided for review prior to the meeting. He verbally reported that the slight increase of 1.24% in the overall fund balance was due to an un-cashed check. He also reported that on March 10th , the balance in the Fidelity Investments account was $55, 580. Murray Gardler pointed out this was a Growth Fund and that it had taken some time to deposit the funds in the account after waiting for the CDs to mature. Discussion ensued regarding balancing the funds in this account. The group agreed the fund should be balanced every six months. David Stock moved that the fund be balanced between every two successive meetings and that Fidelity Investments be contacted for their suggestions on rebalancing the portfolio. Dean Jue seconded the motion and it was approved. Murray Garlder complimented Dean Jue on the changes he had made to the financial report and noted it was much easier to follow.
President James asked for comments on the officers’ reports. There were none. David Stock moved the officers’ reports be accepted. Murray Gardler seconded the motion and it was approved.
EDITORS REPORTS.
a. Florida Field Naturalist.
Editor Jerry Jackson arrived at
b. Newsletter.
Newsletter Editor Tom Palmer did not submit a report. However, President James reported the newsletter is now available on the web and as a hard copy. The society is currently looking for a name for the newsletter. She also reported there have been problems coordinating the mailing of the newsletter with the FFN. Murray Gardler mentioned that, unfortunately, when the newsletter was finally mailed with the FFN, some of the events included in it had already passed.
c. Special Publications.
Special Publication Editor Jack Hailman submitted a verbal report. He provided the board with a new price list for FOS special publications. In the future, he recommended not listing the price on the inside of the publication. He suggested posting the prices in the FFN or on the web site. This will provide more flexibility as printing prices increase. Editor Hailman reported he had been working on three special publications. He had returned the Woolfenden and Robertson manuscript to the authors with comments. He did not foresee any problems with this publication. He also returned the Cox manuscript to the author with comments that will require extensive changes. The Important Bird Areas (IBA) manuscript, submitted by Audubon and written by Bill Pranty, has presented a number of problems. Ths first problem involves who has the copyright for this publication. Jack will seek a release from both Audubon and Bill Pranty before publishing it. There will also be extensive costs involved in publishing it and Audubon will need to commit funds for it. Joyce King remarked that Audubon has not included funds in their budget to publish this work. Editor Hailman also reported that the document has been posted on Audubon’s web site and it would need to be taken down before FOS published it. Joyce King reported it was put on Audubon’s web site for the chapters’ use to support IBA. Editor Hailman remarked the manuscript will require extensive revision and asked who will revise it; Bill Pranty or Audubon? Jack will discuss these items with Ann Paul who submitted the manuscript. Murray Gardler asked about the cost to publish the manuscript. Editor Hailman was unsure about the total cost but noted that it had cost $1500 to publish the last FFN; it was only 27 pages long. Fran recommended FOS negotiate with Audubon regarding this publication. Joyce King suggested that President James and Editor Hailman discuss the issue directly with Dr. Mark Kraus or David Anderson with Aududon. Jack asked if FOS had any legal aid. Murray Gardler suggested that if Jack would send him a description of the legal aid he needed, he would approach his daughter about doing pro bono work. Discussion followed regarding a joint project between Audubon and FOS.
d. Web Site.
Kurt Radamaker did not submit a report. President James complimented Kurt for his responsiveness to members’ requests and Jon Greenlaw thanked him for his help with the web site.
COMMITTEE REPORTS.
a. Archives Committee.
Chairperson Walter Taylor did not submit a report.
b. Conservation Committee.
Chairperson Jim Cox submitted a written report via e-mail to all the attendees. President James discussed the content’s of Jim’s report. The committee is still concerned with the Florida Fish and Wildlife Conservation Commission’s (FFWCC) proposed use of the IUCN Guidelines for Application of IUCN Red List Criteria at Regional Levels Version 3.0, June 2003, for listing species. Recent papers have pointed out species biases associated with the criteria. Jim’s assessment of their application indicates that the status of most bird species on the current list would be lowered and the Red-cockaded Woodpecker could be eligible for removal from the state list. President James asked the board for input on being vocally involved with this issue. There were no objections from the board and President James will ask the Conservation Committee to re-state FOS’s position to the FFWCC at its upcoming meeting in April 2005. Jack Hailman asked if FOS had done a resolution. Dean Jue stated Peter Merritt did a resolution when he was president. Katie Sieving recommended Jim Cox write FOS’s comments as a resolution and have Fran sign them as president.
c. Editorial Advisory Board.
Jim Rodgers did not submit a report. Fran James reported Jim had indicated he may want to step down in the future.
d. Field Observations Committee.
Chairperson Bill Pranty did not submit a report. President James reported that the field observation reports are still on track.
e. Finance Committee.
Murray Gardler, Finance Committee Chairperson, reported the committee had successfully completed making changes in the FOS investment strategy and asked the board for suggestions on other actions it should take. Membership was discussed again and reasons why individuals do not join the organization were suggested. Concern was aired over the fact that the costs of printing the FFN are not adequately covered. Pam Bowen suggested the finance committee brainstorm ways to raise money to cover the cost of printing the FFN.
f1. Helen G. and Allan D. Cruickshank Award Research Subcommittee.
Chairperson Katie Sieving submitted a written report and provided a verbal report during the meeting. The committee received 11 applications for the research award. It recommended the board review and consider four of the projects. Jack Hailman voiced concern over the number of
f2. Helen G. and Allan D. Cruickshank Award Education Subcommittee.
Chairperson Katy NeSmith did not submit a report. The education award is not made until the fall and there is no activity to report at the spring meeting.
f3. William B. and Mary J. Robertson Award.
Chairperson Peter Merritt submitted a written recommendation to the board prior to the meeting. Only one proposal was received for this award. Although the proposal met the objectives of the Robertson Award, the amount requested was excessive and the committee felt this project would be more affordable at an alternate location. The committee recommended not offering the Robertson Award at this time.
g. Membership Committee.
President James reported Judith Buhrman had stepped down as chairman of this committee. No report was submitted.
h. Nominating Committee.
Chairperson Ann Paul sent an e-mail with the nominations and biographical sketches for:
President – Jack Hailman
Vice President – “Soo” Whiting
Board Member – Joyce King
Board Member – Dave Freeland
Pam Bowen asked if the slate of nominations also included herself for Secretary and Dean Jue for Treasurer. President James answered that the slate will be presented to the membership with the recommendation that Pam and Dean be re-elected to their current positions.
i. Records Committee
Chairperson Jon Greenlaw submitted a written report and gave the board a verbal report. He commended the former Florida Ornithological Society Records Committee secretary, Reed Bowman, for his extensive work on the committee over the last five years. Jon reported there was one correction on page 21 of his written report with regard to item 17 on the Blue-black Grassquit. He reported the committee documented the first record of Cackling Goose in
President James asked if there were any changes to the committee reports. Joyce King made a motion to accept the committee reports. Dean Jue seconded the motion and it was approved.
NEW BUSINESS.
ADJOURNMENT.
There being no further business, the meeting was adjourned at 6:07 p.m.
Respectfully Submitted,
Pamela J. Bowen
FOS Secretary