4 QTR BOD Meeting

[leliataylor]

4th QTR. MAAST BOD MEETING
October 16th, 2016
AGENDA/ GOALS OUTLINE/ Minutes

PLACE: Jeremiah’s House
TIME: 12PM
ATTENDANCE: Zack, Justin, Mike, Rebecca, Cheryl
ABSENT: Sherri
30-day notice WAS given

CALL MEETING TO ORDER: 12:25

I.
A. SECRETARY TO READ MINUTES FROM PREVIOUS OFFICIAL BOD MEETING
1. OLD BUSINESS

The two voting threads for this year’s by-laws changes are up. We checked each charter member on the site to confirm their eligibility at the time of posting and we had 99 charter members. This made quorum for these by-law votes 20 voting members (1/5 of total voting membership). We currently have 20 votes for each of the changes.

II. Quarterly financial Update for the 3rd QTR as of 10/14/16

Quarterly Budget= $1400 (budgeted, spent, +/-)

Club Expenditures $1050, $970, +$80

Marketing $100, $75, +$25

Administrative Fees $250, $250, $0We are currently under budget by $105 for this quarter. This surplus was the result of Coral Cove donating the materials for the September meeting to the club. This surplus will help us cover a large administrative fee in Q4 for a new club check book.

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
Web Members & Sales – This would require a change to Section B which currently in the Selling and Trading section of our Bylaws.

Board members and prizes – This will require a insertion in the Bylaws that make BOD members eligible to participate in raffles.
If you have not voted already, please do so ASAP

[leliataylor]

Keep in mind, for either vote, 1/5 of the voting membership (charters) need to vote for us to have a quorum to change/ create these rules.

B. MEETINGS (Zack)

1. 2016 Meeting Schedule

NOVEMBER 6th LMAR Frag Swap from 1-5PM


Charter members will receive early access to LMAR at 12:30.
Raffle tickets will be discounted if more than one is purchased and we will be having some fantastic raffle and door prizes.

DECEMBER 4th Holiday Social at Justin’s House. Potluck & White Elephant gift exchange. The gift MUST be aquarium related product with a value of less than $25.00.

2017 Calendar: Here’s the date’s I’d like us to use for next year – This a tentative schedule and will be finalized at a later date.

SUN Jan 29, Sun Feb 26, Sun Mar 26, Sun Apr 16, Sun May 7th (LMAR), Sun June 25, Sun Jul 30, Sun Aug 27, Sun Sept 24, Sun October 22, Sun Nov 5, Sun Dec 10

The April, October, November, and December meetings will break from our end of month schedule to focus on Holidays and to give a buffer between the swaps.

Topics: Power outages in reef tanks (w/ bait bubbler and APC giveaway?), seahorses, 2x swaps, holiday social, hobbyist frag event possibly to include movies for children and a bar-b-que, sponsor shopping event, egg crate workshop, plumbing, building acrylic acclimation boxes or fish traps, making fish food from grocery store items and fish items, QT tank setup, building netting for the top of tanks, building LED lights, macro fuges, DIY sumps, live food propagation.

Sponsor Shopping Event:

Still gauging interest from this event. Right now we have about 12 people interested. We would need a deposit from members that plan to attend and would be non refundable.

2. LMAR

Right around the corner. We are ordering the raffle prizes in the next few weeks and will need on hands on deck for both days of this event. BODS are to arrive Sat Nov 5th at 11:00AM until 5PM and Sun Nov 6 at 9:00AM until 6:30PM. We will also need to have volunteers to help us for both days. Tim from last LMAR, Cesar, Larry, and Ada & Richard have all offered to help us. We should also buy the aquarium employees a $50 GC to Shipley’s and drop it off the Monday before the event.

We are also looking into buying Polo Shirts for the BOD so they can be easily recognizable at large events. Zack motioned that we look into this and Rebecca second the motion. BOD voted unanimously to research this.

C. SPONSORSHIP (Zack & Justin)
1. Maintain relationships with sponsors
2. Acquire new sponsors

[leliataylor]

3. Re-sign old sponsors

Sponsor Appreciation program- at the end of the year, the sponsor who referred the most NEW charter members to the club (from the notes section of paypal/ new charter form) will receive two gift cards for dinner at Chama Gaucha.


Sponsor email list: offer a free raffle ticket to those who add their email information to be given to sponsors for email blasts (let them know on the sheet) as many sponsors have expressed interest in this.

FB Marketing: Justin, myself, and Rebecca will need to start the FB marketing LMAR this week. Justin is looking into website design. The first ad will appear on November 1st and the 2nd November 2-6.

D. NEWSLETTER (CLOSED)

E. MARKETING (Justin & Zack)
1. Budget set and is being used.

2. MAAST MERCHANDISING Tools


Swag: Possibly look into MAAST bottle openers. Should run about $175-190 for 250. We will not be able to get these this year as the funds are being used for FB marketing.

3. Sponsor Appreciation: Ongoing at Coral Cove and runs until LMAR.


F. EDUCATIONAL (Cheryl)
1. We are looking into presenting three 15 minute PowerPoint presentations with a 15 minute Q&A at LMAR, pending the SA Aquqrium approval.
Cycling by Justin from 2-2:30
Light, Flow and Filtration by Zack from 3-3:30
Livestock by Rebecca from 4-4:30
2. Jeremiah made a proposal that we start threads that will be updated monthly on a variety of saltwater topics. These could be DIY topics or How To topics. We all agreed it would be beneficial to add videos in these threads.

G. CONTESTS (Rebecca & Mike)

Tank of the Quarter (Rebecca & Mike)
1. Q3 ended yesterday. We need to vote and do this interview/ publish it by LMAR.

CGOC (Zack)
· Judging is in December, Justin, Myself, Mike, and Paul have volunteered to Judge.
· Golden Frag Program (Mike & Rebecca)
· Pretty big hit so far. We have many vendors who are very excited to participate in the program.

IV. ANY FURTHER BUSINESS
A. Dues

1. Most of our dues from the year come around this time. Please message us if you’d like to know when you expire!

[leliataylor]

B. BOD Nominations

· Charter Members in good standing can submit nominations of themselves or others to the BOD. We are looking for members who can regularly attend our monthly meetings as well as are able to commit to our mandatory board meetings. We need people who are willing to work hard to better the club.
· Nominations will begin November 1st and would like to have a total of 12 BOD’s for next year.

C. BOD Terms

Zack, Cheryl, Rebecca- expires December 2017
Justin, Sherri, Mike- expires December 2016 and they have agreed to run for another 2 years.



V. MOTION TO CLOSE THE MEETING
Motion made by Zack, second by Rebecca
Unanimous vote to close meeting
Meeting adjourned at 1:42PM

[Zack]

Thanks for posting Cheryl!

[leliataylor]

You are welcome, it was my pleasure.