Official Minutes of the Regular Board of Directors Meeting of the Florida Ornithological Society.
April 20, 2007
CALL TO ORDER. The Spring 2007 meeting of the Board of Directors of the Florida Ornithological Society (FOS) was held Friday, April 20, 2007 at the Park Inn Brunswick, Brunswick, Georgia. President Hailman called the meeting to order at 2:30 p.m. He had secured proxies from absent editors and directors prior to the meeting to ensure there were enough votes to represent a quorum.
The following people attended the meeting or a portion of the meeting:
Jack Hailman, President
Soo Whiting, Vice President
Pam Bowen, Secretary
Judy Bryan, Director
Charlie Ewell, Director
David Freeland, Director
Julie Wraithmell, Director
David Stock, Finance Committee Chairman
Agenda
The agenda and meeting packet were mailed electronically to attendees prior to the meeting. At the beginning of the meeting, Charlie Ewell stated his last name was not correct on the agenda and he requested that it be corrected. This was the only change made to the agenda at the meeting.
Approval of Minutes of Previous Meetings: The minutes of the board meeting, held October 27, 2006, were distributed with the meeting packet prior to the meeting. During the meeting, the attendees recommended that the following corrections be made: 1.) Julie’s last name should be changed from “Brashear” to “Wraithmell” throughout the document, 2.) Katie Sieving’s last name should be checked and correctly spelled throughout the document. There were no changes suggested for the general business meeting minutes. Soo Whiting moved to approve the minutes as revised. President Hailman informed the group that when a meeting only has a small number of attendees, Robert’s rules of orders requires less formality. The motion was seconded and passed by the board. President Hailman declared the minutes were to be filed as revised.
President's Report
President Hailman submitted a written report prior to the meeting. He had no additions to make to his report during the meeting. He thanked the officers and committee chairpersons for their efforts during his term as FOS president. The attendees agreed to file the president’s report.
Vice President's Report
Vice president Whiting provided a written report prior to the meeting. In her report, she proposed FOS make a $100.00 donation to both the Brevard Nature Alliance and the Space Coast Audubon Society in thanks for their work on the fall 2006 FOS meeting. David Stock, finance committee chairperson, stated FOS had a surplus of $2,500.00 in fiscal year 2006 due to the way meetings were organized. Judy Bryan stated her support for this proposal and moved that it be approved by the board. Julie Wraithmell seconded the motion. Before being voted on, David Freeland suggested a letter be sent from FOS with the donations. Soo can work out the letter with the incoming treasurer. The motion was approved by the board. Discussion followed regarding having two vice-presidents who could co-coordinate meetings. President Hailman reminded the group this kind of change would require a change in the bylaws and he suggested that the new officers could consider this. Judy Bryan asked that her last name be correctly spelled in the report. President Hailman stated the report should be filed with this correction.
Secretary's Report
Pam Bowen submitted a written report. She added the following items to her list of completed work during the meeting:
1. Updated the leadership/board of directors list.
2. Updated the e-mail address file for mailings to the leadership/board of directors.
3. Revised the bylaws, in accordance with the fall 2006 board meeting, and submitted the revised minutes to the web site editor for inclusion on the FOS web site.
Pam also thanked the leadership and directors for their professional responses to her requests for meeting reports. She thanked the group for their timely report submittals and she especially thanked David Freeland for submitting his bylaws report before it had even been requested.
Treasurer's Report
Dean Jue submitted a written report prior to the meeting. Due to a family obligation that required his presence out-of-state, he was unable to attend the meeting. After reviewing the report during the meeting, president Hailman instructed it be filed with the previous reports.
Past-president’s Report. Prior to the meeting, past-president Fran James sent an e-mail stating she would not be able to attend due to medical tests she was scheduled to take in New Orleans. She had contracted a “bug” during the 2006 AOU meeting in Mexico and was still recovering from it. President Hailman was sorry to hear this “bug” had affected her. Secretary Bowen encouraged members to send her cards and well wishes for a speedy recovery.
EDITORS REPORTS
a. Florida Field Naturalist.
Editor Scott Robinson was not able to attend the meeting. He submitted a written report prior to the meeting. After reviewing the written report, Dave Freeland asked about the last issue of the Florida Field Naturalist (FFN) and if anyone knew when volume 34 (1) would be coming out. President Hailman stated it can take a year to get an issue printed by Painter and that they are busy creating .pdf files of past FFN issues. Julie Wraithmell asked why this printer is used since it takes so long to get things printed. David Stock explained that a survey had been done approximately five years ago and that Painter provided the most cost effective price.
b. Newsletter
Newsletter Editor Tom Palmer submitted a written report. He did not attend the meeting. His report indicated he was “interested to see the results of the survey on delivering the newsletter online. That could save postage, especially with the announced increase in postal rates”. Julie Wraithmell asked what Tom was proposing in this statement. No specific proposal or details regarding this subject were included in the report. President Hailman instructed that the report be filed pending an explanation from Tom on exactly what he proposed to do with regard to delivering the newsletter on-line. The explanation should clearly state how this delivery system would work and it should also address any details of concern, such as when he proposes to do this and how he plans to notify the membership of this change or choice.
At this point, president Hailman returned to the treasurer’s report and asked why the second notice for dues had not been mailed out yet. Secretary Bowen stated that, in the past, the second notice for dues was usually not mailed out until the last issue of the FFN for that year had been sent to the membership.
c. Special Publications
Special Publication Editor Reed Noss submitted a written report but was not able to attend the meeting. In his report, he stated he had completed editing “The Important Bird Areas of Florida: 2000-2002” by Bill Pranty. The edited manuscript was sent to Pranty for his approval approximately a year ago. He has not returned the manuscript for publication. Although National Audubon Society is willing to work with FOS, Audubon still wants to retain the copyright for potential future IBA publications. Audubon has indicated it is willing to work out a publishing arrangement with FOS. Reed’s report requested that the FOS board make a final resolution with regard to this issue. During discussion, Julie Wraithmell stated it would be in both groups best interest to move forward. She expressed concern that the data in the publication were getting older. President Hailman indicated that Reed needs a plan or proposal he can bring to the board with regard to an agreement with Audubon. Julie suggested that Reed be directed to investigate the terms of a contract with Audubon with the assistance of another FOS member. Julie suggested that David Stock might be able to assist Reed with this. David indicated some concern over the nebulous nature of this direction, but was willing to assist Reed if necessary. President Hailman stated he was concerned about making a financial commitment when the meeting was so sparsely attended. President Hailman stated that he would talk to Reed and request that he bring a specific proposal/contract to the board at the next meeting. He will offer Reed his assistance or David Stock’s assistance. President Hailman instructed the secretary to file the report.
d. Web Site
Editor Steve Bankert submitted a written report, but was unable to attend the meeting. Steve reported he had updated the Christmas Bird Count information, the board members page, the committee members page, and the records committee page. He had also posted the latest issue of the Snail Kite, pictures from the fall 2006 meeting, additional pictures for the members gallery, and the spring 2007 meeting announcement on the web site. President Hailman complimented Steve on the excellent work he had done on the web site and requested that Steve’s report be filed.
COMMITTEE REPORTS
a. Archives Committee
Dr. Taylor was unable to attend the meeting. However, he sent the secretary an e-mail prior to the meeting stating that Peter Merritt had contributed photographs, CDs, and DVDs to the archives. Secretary Bowen also reported she submitted a CD with photos taken by Victoria Merritt at the Fall 2005 meeting and minutes from the spring 2006 board meeting and the spring 2006 annual business meeting to Tom Webber for inclusion in the archives. President Hailman instructed the secretary to file the report.
b. Bylaws Committee
Dave Freeland submitted a written report prior to the meeting which included proposed changes to the bylaws. The proposed bylaws changes were written so the terms of the president and treasurer would be staggered with the terms of the vice-president and secretary. President Hailman pointed out that the word “exclamation” in the second line of Section 2 should be replaced with “acclimation”. President Hailman stated he had received proxies from voting members who were unable to attend. As a result, enough votes were present to allow the board to vote on these changes. Soo Whiting moved the proposed bylaws be approved with the correction suggested by President Hailman. The motion was seconded by Julie Wraithmell. The motion passed; the proxies voted for this motion.
A second motion was made, for the current election at the spring 2007 meeting only, that the term of the newly elected president and treasurer would be for three years. The motion was seconded and passed. President Hailman asked how this might affect the term of the past-president which is only for two years. He determined that the incoming board could address this issue by making the initial term a three-year term. President Hailman asked if the new president would be able to run for a second term. David Stock indicated that he thought the bylaws would allow the new president to run for a second term.
c. Conservation Committee
Todd Engstrom was recently appointed chairperson for this committee. He submitted a brief report, but was not able to attend the meeting. His report indicated that FOS members, Katie Sieving, Reed Bowman, Reed Noss, and Todd Engstrom are members on the steering committee for the Florida Fish and Wildlife Conservation Commission “All Bird Conservation Plan.” President Hailman stated he was glad Todd took the chairperson position and he indicated Todd would be very good in it. He instructed the secretary to file the report.
d. Editorial Advisory Board
.
Prior to the meeting, Jim Kushlan sent an e-mail to secretary Bowen and advised her he did not have a formal report to file at this time. He indicated that he planned to meet with the committee at the upcoming fall meeting and he anticipates a full report at that time. President Hailman stated he was glad to have Jim back in Florida. Jim is a past-president of the American Ornithologists’ Union and Jack is glad to have his expertise in FOS.
e. Field Observations Committee
Bill Pranty submitted a written report but was not able to attend the meeting. His report indicated that the winter 2005-2006 report had been published in the September 2006 issue of the FFN. His report also noted that the spring, summer, and fall 2006 reports had been submitted to Scott Robinson for publication in the FFN. President Hailman asked about better coordination with the FOS records committee. Charlie Ewell is a field observation committee member and their only communication is to submit their quarterly reports to Bill. President Hailman noted that he was concerned about the field observation committee not filing reports with the records committee. Charlie Ewell reported that Andy Kratter has posted on the list serves and he has reminded birders to submit reports to the records committee. President Hailman instructed the secretary to file the report.
f. Finance Committee
David Stock submitted a detailed written report prior to the meeting. He also made an oral report during the meeting. His report included a number of recommendations for management of FOS finances. During 2006, the first year FOS held investments in a Fidelity Brokerage Account, the account earned $9,683.53 or 8.45%. There was a surplus of $12,324.44 of income over expenses in 2006. This resulted from the book sale, a refund, a grant return, an endowment, and $2,465.05 from a meeting surplus.
The meeting surplus indicates FOS could earn income on meetings. Discussion followed regarding enhancements that could be made to meetings. David Stock indicated FOS has a very low registration fee in comparison to other organizations. Secretary Bowen indicated there was a need to appeal to more professionals to attend the meetings. She suggested a portion of the meeting be held on a work day, perhaps Friday, and that professionals be allowed to submit abstracts and present their work. This would allow them to be reimbursed by their organization for their time and involvement. Discussion followed about holding the board meetings separately from the spring and fall meetings.
David returned to his oral report and stated that gifts were up during 2006. The committee strongly recommends FOS promote the Friends of the FFN and encourage donors to contribute to the fund. David reported that due to an increase in interest income, the committee felt the grant awards could be increased this year to $2,500.00 for the Cruickshank Research Award and $1,500.00 for the Robertson Award. David stated the committee wants to see better use of the checking account under the new treasurer; the committee recommends FOS use an interest-bearing checking account. The finance committee was concerned the records committee had used most of its 2007 budget. Prior to the board meeting, Fred Lohrer assured David that the remainder of the committee’s expenses would be low since its next meeting is at Archbold. David discussed the committee’s concern over declining membership. In 2006, FOS had 456 paid members. In 2007, FOS only had 351 paid members. A total of 85 gift memberships were made in 2006; 20 of the gift memberships were renewed in 2007 resulting in a 23.5% return. David stated the committee was concerned about the amount of work the treasurer is required to do with regard to membership (mailing dues notices and processing renewals). The committee recommends the treasurer’s role be reduced to the fiduciary aspect of strictly depositing dues checks.
At 4:00 p.m., president Hailman declared a brief break. The meeting resumed at 4:11 p.m.
After the break, David concluded his report and recommended that the treasurer’s membership duties be reduced and that action be taken to increase membership in the organization. Soo Whiting suggested FOS consider a “life membership”. President Hailman stated that life memberships can be a problem due to inflation. Judy Bryan suggested that the new treasurer and the membership committee get together and list the duties that need to be changed. Both Julie Wraithmell and David Freeland volunteered to be on the membership committee. They will need to let the incoming president know they are interested since the president is responsible for making committee appointments. President Hailman instructed the secretary to file the report.
g1. Helen G. and Allan D. Cruickshank Research Award Subcommittee
Chairperson Katie Sieving submitted a written report but was not able to attend the meeting. At Katie’s request, Pam Bowen represented the committee and provided an oral report and a recommendation. Since additional funds were available, she suggested that the board make the following awards:
1. Grant $1,500.00 to Marianne Korosy, University of Central Florida, for her study entitled “Non-breeding season diet reconstruction and habitat partitioning among Florida Grasshopper, Grasshopper, Bachman’s, and Henslow’s Sparrows in Florida dry prairie”.
2. Grant $1,000.00 to Garth Herring, Florida Atlantic University, for his study entitled “Validating the use of stress proteins as a metric of physiological condition of Everglades wading birds”.
Julie made a motion for the board to approve these two awards. Soo Whiting seconded the motion and it passed. President Hailman instructed the secretary to file the report; he complimented the committee on a great job.
g2. Helen G. and Allan D. Cruickshank Education Award Subcommittee
Chairperson Charlie Ewell provided a written report prior to the meeting and an oral report during the meeting. Charlie received one potential request for an award from a high school in Cape Coral. The request would be for funding to build a boardwalk around a small disturbed wetland. The boardwalk would be used by science classes. Charlie asked if the education award funds had ever been used for a construction project. Secretary Bowen stated that they were originally used for education programs. She suggested Charlie discuss the project with the incoming president and treasurer and get their input. The president instructed the secretary to file the report.
g3. William B. and Mary J. Robertson Award Subcommittee
Chairperson Peter Merritt submitted a written report; he was not able to attend the meeting. The committee received five proposals for the William B. and Mary J. Robertson Fellowship Award. The committee recommended John D. Lloyd, Ecostudies Institute, be granted $1,000.00 for the Robertson Fellowship Award for his study entitled “Taxonomy, population size, and habitat requirements of the Brown-headed Nuthatch on Grand Bahama Island”. Since additional funds were available based on the finance committee’s earlier report, Soo Whiting made a motion that John Lloyd be granted $1,500.00. Dave Freeland seconded the motion and it passed. Julie Wraithmell asked about having the award winners present their work at future meetings. Secretary Bowen indicated this has been done on several occasions in the past. Dave Freeland asked if FOS ever got any press out of the awards that were made. He suggested announcements about the awards be placed in the winner’s hometown newspaper, their university newspaper, and other ornithological publications.
h. Membership Committee
Joyce King submitted a written report prior to the meeting; she was unable to attend the meeting. In her report, she indicated that Dave Goodwin had prepared a presentation promoting FOS and presented it at the Audubon Academy in March 2007. President Hailman stated the presentation was a “good start” and he suggested it be “beefed up” a little more. Joyce’s report also indicated that a letter from President Hailman had been sent to all FOS members encouraging them to participate in conservation programs and projects with their local Audubon chapter. Since there were only about 100 membership brochures left, Joyce recommended having 500 more brochures printed. President Hailman asked about the cost. Secretary Bowen mentioned it may be more cost effective to print 1000 brochures. Soo Whiting moved that the board approve reprinting either 500 or 1000 brochures, at the discretion of the membership committee chairperson, and that the address in the brochure be changed to reflect the new treasurer’s address, rather than Dean Jue’s address. Julie Wraithmell seconded the motion and it passed. Finally, Joyce’s report indicated that the web site membership process needed to be reviewed for clarity. The board was uncertain what Joyce meant by this. As a result, president Hailman instructed that the item be returned to the committee for further clarification. The report was filed.
i. Nominating Committee
Peter Merritt submitted a written report prior to the meeting. However, he was not able to attend the meeting. In his report, the committee nominated the following individuals for upcoming positions:
President – Dr. Jerome A. Jackson
Vice-president – Ann B. Hodgson
Secretary – Jim Cox
Treasurer – Peter G. Merritt
Director – Karl E. Miller
Director – Ann F. Paul
President Hailman instructed the secretary to file the report.
j. Records Committee
Secretary Andy Kratter submitted a written report for the FOS Records Committee (FOSRC) prior to the meeting. However, he was unable to attend the meeting. After reviewing the report, there were two dates noted that required clarification. In the first paragraph, the report indicated that the committee met on 27 January 2005. The board wondered if this was the correct year. The second date was on the first line of the report for RC-07-625. The report gave a date of 19-4 February 2007, which was after the date of the FOSRC meeting. The report will be filed pending clarification of these two dates.
CONTINUING BUSINESS
a. Special Book Sale and Silent Auction.
Pam Bowen reported that they had raised over $1,800.00 at the fall 2006 FOS meeting during the Special Book Sale and Silent Auction. Helen and Bill Dowling had donated nearly 200 books from their personal library to benefit the FOS. Of the ten boxes of books that were donated, all but one box of books was sold. The Dowlings were quite pleased that the sale had been so successful. There is one vintage book remaining, the 1932 copy of “Florida Bird Life” by Howell. This book will be offered to Ann Hodgson who originally bid on it but did not pick it up after the banquet. If Ann or the second highest bidder does not buy this book, it will be kept as a prize to be given away at the fall 2007 FOS meeting. The remaining books will be donated to the Alachua County Library for its annual book sale.
NEW BUSINESS
There was no new business.
ADJOURNMENT
There being no further business, the meeting was adjourned at 5:10 p.m.
Respectfully Submitted,
Pamela J. Bowen
FOS Secretary