March 2015 Meeting Minutes

[Justin]

The following are the Meeting Minutes for the March 2015 Meeting. I will perform the following:

PDF Attachment of the minutes
26368
And copy the minutes so that those reading on Tapatalk can read them:

1ST QTR. MAAST BOD MEETING
MARCH 8, 2015
AGENDA/ GOALS OUTLINE/ Meeting Minutes
Roll Call:
Present: Sherri, Dean, Paul, Justin, Zack, Tiphanie, Robert, Kevin
Absent: John, Amanda
PLACE: SCHERTZ COMMUNITY CENTER
TIME: 11:00-12:00 PM

CALL MEETING TO ORDER
I. SECRETARY
A. BYLAWS CLARIFICATION ON THE REQUIREMENTS OF BOD STATUS ON THE APPOINTED SECRETARY/
TREASURER OFFICES
B. RATIFICATION OF JNDRAGON TO SECRETARY
C. SECRETARY TO READ MINUTES FROM PREVIOUS OFFICIAL BOD MEETING
1. OLD BUSINESS
II. MODERATORS
A. TIME TO REEVALUATE MEMBERS WITH THE MODERATOR TITLE THAT NO LONGER VISIT THE SITE OR
MODERATE (OR IS THIS UP TO THE SITE MOD?) No word yet on official list but as this is not BOD business, we are looking for an update from the Site Moderator on his team members
1. ALLAN
2.FIREWATER
3. KOA25
4. KRISTY
5. RAMSEY
6. REBRIDGES
7. TXAV8ER
III. COMMITTEES
A. BYLAWS/ TOU (ALL BOD TO INCLUDE OFFICERS)
1. PER ARTICLEVIII THESE BYLAWS SHALL BE REVIEWED AT A MINIMUM INTERVAL OF 3 YEARS OR WHEN
DEEMED NECESSARY BY THE BOARD OF DIRECTORS
a. I WOULD LIKE TO HANDLE THIS ONLINE IN OUR FORUM IF POSSIBLE
b. I PLAN TO HAVE ANY ADMENDMENTS MADE VOTED ON, INSTATED, AND ANNOUNCED TO THE
MEMBERSHIP BY NO LATER THAN MARCH 31, 2015
B. MEETINGS (DEAN,LIZ)
1. COVER SCHEDULED FUTURE MEETINGS/ EVENTS
a. APRIL 11TH SATURDAY 6-8PM - REEF THEMED ART CLASS
This is changed to be Tank Crashes
i. BASS PRO SHOPS CONFERENCE ROOM IS TENTATIVELY BOOKED FOR SUNDAY APRIL 19TH IN THE
EVENT THE REEF THEMED ART CLASS DOES NOT GET ENOUGH PARTICIPATION TO COME TO
FRUITION
b. AUGUST 9TH SUNDAY BOD/ MEMBER MEETING BASS PRO SHOPS
i. CHERYL TAYLOR (LELIATAYOR) WILL OUR GUEST SPEAKER AND COVERING EVERYTHING SEAHORSE
c. NOVEMBER 8TH SUNDAY - SCHERTZ COMMUNITY CENTER - FALL FRAG SWAP
i. I WOULD LIKE TO OPEN TALKS WITH "SISTER" CLUBS ABOUT HAVING A GROUP SWAP
2. IDEAS FOR REST OF 2015 MEETINGS/ EVENTS
a. OPEN DATES
i. MAY 16TH SATURDAY - BASS PRO SHOPS CONFERENCE ROOM TENTATIVELY BOOKED
ii. JUNE 2nd Coral Grow Out Contest
Discussion came up to discuss running a poll on which corals to use and avg. prices to follow to keep costs low.
iii. JULY-Tank Tour of quicksilver tank with topic of discussion Tridacna Clams
iv. SEPTEMBER- Corpus Tank Tour of OrionN’s with possible Corpus Aquarium visit
v. OCTOBER Newbie Summit Bass Pro Shop Rom booked from 12-4pm
vi. DECEMBER (HOLIDAY SOCIAL POSSIBLY AT CARINO'S PARTY ROOM)
b. "BIG EVENT" (MAYBE OCTOBER TO SEE IF WE CAN GET MEMBERSHIP NUMBERS UP)
i. SEAWORLD BEHIND THE SCENES
ii. LEASED BUS RIDE TO THE CORPUS CHRISTI AQUARIUM
iii. SAN ANTONIO ZOO FAMILY DAY
iv. PORT ARANSAS TRIP
c. MEMBER HOME MEETING
i. JONELLE (WAITING TO HEAR BACK ON A DATE) NEED A COUPLE OF MORE VOLUNTEERS!!!
d. BEGINNER REEFER SUMMIT
i. WE NEED A VENUE (PERHAPS WRAP THIS INTO A TRUE FRAG SWAP)
e. MEMBER'S TANK TOUR
f. FISHING TRIP

An updated Schedule of events is as follows:
April 19th Sunday- Tank Crashes at Bass Pro Shop
May 16th Saturday – “My trip to Fiji” Bass Pro Shop
June- Pending
July 11th Saturday – Tridacna Clams; Member house quicksilver
Aug 9th Sunday – Seahorses Bass Pro Shops
October Sunday- Newbie Summit Bass Pro Shop
Nov. Sunday- LMAR Frag Swap Schertz Community Center
Dec.- pending Member tank tour

Comments from Sponsors at Frag Swap: Many of the vendors would like 24 hrs to get setup to allow corals time to adjust before members shop the swap

[Justin]

part 2

C. SPONSORSHIP (ZACK/ KEVIN)
1. GAIN NEW ONLINE AND LFS SPONSORSHIPS
2. MAINTAIN RELATIONSHIPS WITH THE SPONSORS
a. CONTINUE THE SPONSOR SIT AND TALKS
b. COMMUNICATE WITH OUR SPONSORS ON A REGULAR BASIS
3. KEEP A STEADY FLOW OF DONATED GIFT CARDS AND ITEMS FLOWING INTO THE CLUB TO PASS OUT TO
OUR MEMBERS THROUGH DOOR PRIZES AND RAFFLES
Discussion came up to create a record of Sponsor Gifts with expiration dates for Gift Certificates
4. KEEP UP WITH SPONSORSHIP RENEWAL DATES AS TO NOT LET THOSE DATES LAPSE

Expiring Sponsors
Coral Cove
Reef 2 Reef
South Seas
Aqua cave


D. NEWSLETTER (TIPHANIE)
1. NO LONGER AN ACTIVE COMMITTEE. TIPHANIE NEEDS NEW DIRECTION.
Suggestion came up to move to responsibilities to Picture of the Month

E. MARKETING (JUSTIN/ ZACK)
1. KEEP DOING WHAT YOU'RE DOING!!!!!!!!! MAKING GREAT PROGRESS HERE
2. WE NEED MORE TSHIRTS
a. WORK ON A NEW ABSTRACT DESIGN (AMANDA)
b. HAVE THE REDESIGN READY TO PRINT BY MARCH 1ST
3. KOOZIES AND HAND TOWELS TO HAND OUT TO MEMBERS AT THE MEETINGS RATHER THAN GIVING
TSHIRTS
Discussion came around on making Bumper Stickers, buckets and forceps with the group logo on them
4. WORK WITH THE SPONSORSHIP COMMITTEE IN GETTING FLYERS OUT TO OUR SPONSOR'S STORE
FRONTS AND WEBSITES


Justin mentioned he would look at sample Flyer holders at local Office supply stores

Justin also commented that we should create takeaways in the form of a trifold that discus the group and our goals to be passed out or picked up by customers at our local Sponsored LFS’s

5. INNOVATE NEW WAYS TO DRAW IN NOT ONLY NEW MEMBERS BUT NEW HOBBYIST
a. TRACK PROGRESS IN THE CLUB GROWTH OVER THE SPAN OF THIS YEAR
With the Frag Swap, the group had 25+ potential new members who heard of the swap from facebook. Marketing will need to find a way to convert these Facebook members over to the forums.
The topic of purchasing a table mat as well as door signage with the group’s name on them came up. The door signage will be used to highlight that there is an event taking place and the table mat will add more authenticity to our group functions
6. WE NEED SOME AVENUES FOR FUND RAISING TO ALLOW THE CLUB TO PAY FOR TRIPS FOR THE MEMBERS.
LET'S GET CREATIVE WITH THIS.
a. IF WE SET OCTOBER FOR THE MONTH THAT WE HAVE THIS BIG EVENT OF TRIP THEN WE HAVE PLENTY
OF TIME FOR 2 OR 3 FUND RAISING EVENTS.

A motion for a vote on when to do raffles with sponsor items came up. Current scenario is that Raffles were conducted on the qtr meetings with an official BOD meeting, ie first of the qtr meeting. The vote is to allow the BOD to decide when to do a raffle during a given qtr

In favor:
Dean
Justin
Zach
Sherri
Paul
Tiphanie
Robert
Kevin

Nay:None
Abstain: None



F. EDUCATIONAL (JOHN/ PAUL)
1. NEW HOBBYIST FORUM
a. PUT TOGETHER INFORMATIVE THREADS TO BUILD THE NEW FORUM WITH. THE THREADS CAN BE
WORKED ON IN OUR DD EDUCATIONAL FORUM UNTIL WE HAVE ENOUGH TO OPEN UP THE NEW
FORUM SECTION.
b. I WOULD LIKE ALL MEMBERS OF THE BOD TO PICK AT LEAST ONE SUBJECT AND COMPOSE AN
EDUCATIONAL THREAD FOR THE NEW HOBBYIST FORUM. PLEASE POST YOUR IDEAS IN THE FORUM
THREAD I HAVE STARTED IN THE EDUCATIONAL FORUM SO THAT WE ALL WORK ON SOMETHING
DIFFERENT
c. I AM SETTING A DEADLINE OF MARCH 31ST TO HAVE THE NEW HOBBYIST FORUM OPEN FOR BUSINESS

G. TANK OF THE <strike>MONTH</strike> Quarter (ROB)
1. BE CONSISTENT. DON’T LET A MONTH GO BY WITH OUT A HIGHLIGHTED SYSTEM.
2. LETTING MEMBERS NOMINATE OTHER MEMBERS FOR TOTM IS A GREAT IDEA.
3. GREAT PHOTOS AND INDEPTH SYSTEM WRITE UP IS IMPERITIVE TO THE SUCCESS.
4. GET A PHOTOGRAPHER TO FULLY COMMITT TO THE COMMITTEE
The group decided that Tony? Will have the tank of the Qtr

H. PHOTO OF THE MONTH (AMANDA)
1. CONSISTENCY IS A MUST. DON’T MISS A MONTH REGARDLESS OF HOW MANY MEMBERS PARTICIPATE
2. HOLD A PHOTO OF THE YEAR CONTEST WHERE ALL OF THE MONTHLY WINNING PHOTOS ARE COMPILED
FOR A POTY CONTEST WHERE A FREE ONE YEAR CHARTER MEMBERSHIP PLUS A SMALL GIFT PACK IS
AWARDED
a. THIS CAN STILL BE DONE FOR THIS YEAR. PUT TOGETHER A PRIZE PACKAGE AND ANNOUNCE IT.
Tiphanie will help with the photo of the month
G. CONTESTS (DEAN)
1. PENDING THE REACTION FROM THE CURRENT COGC JUDGING, THIS CONTEST HAS BEEN A SUCCESS.
2. GET ANOTHER COGC READY TO GO WITH THE ENDING/ JUDGING DATE TO BE SET FOR OCTOBER 31ST SO
THE AWARDS CAN BE HANDED OUT AT THE NOVEMBER FALL FRAG SWAP. BEGIN DATE TO BE JUNE OR
JULY 1ST. KEEP IN MIND A HOGH PERCENTAGE OF FAMILIES ARE VACATIONING OF THE 4TH OF JULY
HOLIDAY.
a. ENCRUSTING SPS OR LPS WOULD BE THE EASIEST TO JUDGE. AQUASD WOULD MORE THAN LIKELY
DONATE SOME HIGH END CHALICE FRAGS FOR THE COMPETITION. KEEP IT TO ONE FRAG AND $20 MAX
ENTRY.
b. APPROACH ALL OF OUR SPONSORS TO SEEK DONATIONS FOR PRIZES. THE MORE PLACES WE CAN
AWARD THE HIGHER OUR PARTICIPATION RATE WILL BE.
c. SEEK A PANEL OF ODD NUMBER OF JUDGES. THE SAME WOULD BE GREAT IF THEY WISH TO HELP
AGAIN.
The idea that gift prizes in the future should be either Dry Goods or Gift Cards to avoid having to deal with live animals and housing/caring for them

IV. ANY FURTHER BUSINESS

A topic came up regarding a MAAST member fraudulently paying for items from other members and Local Sponsors. As the topic was quickly go over in time. Justin motioned for the discussion to be taken to the Directors Discussion. The motion was passed with the following votes.

In favor:
Dean
Justin
Zach
Sherri
Paul
Tiphanie
Robert
Kevin

Nay:None
Abstain: None


A. REMINDER TO THE BOD TO KEEP UP WITH YOUR CHARTER MEMBERSHIP FEES ANUALLY
1. ALL BOD ARE REQUIRED TO KEEP UP WITH THEIR CHARTER MEMBERSHIP DUES
V. MOTION TO CLOSE THE MEETING