3rd QTR. MAAST BOD MEETING

[leliataylor]

3rd QTR. MAAST BOD MEETING
July 30th
AGENDA/ GOALS OUTLINE/ Minutes

PLACE: Justin’s House
TIME: 12PM
Called to attendance at 12:06 by Zack
ATTENDANCE: Zack, Justin, Sherri, Ada, Richard, and Mike
ABSENT: Cheryl (excused) Shaun, Rebecca
30-day notice WAS given

CALL MEETING TO ORDER:

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

BOD Vote to Un-Cancel July Meeting- due to an error on my part, we accidentally voted to cancel the July meeting. We should have cancelled the June meeting. A vote was held to cancel the June meeting and announce a July meeting.

MASNA Sponsorship- the BOD voted to re-participate in MASNA at a cost of $50 to the club.

BOD Resignations- Rebecca & Shaun have resigned from the Board of Directors, and we need to confirm these resignations. I’d like to also ask each BOD member to reaffirm their willingness to participate in the club through the remainder of the year.

Motion to accept Rebecca’s resignation made by Zack, seconded by Sherri
In favor: All Against: None Abstain: None

Motion to accept Shaun’s resignation made by Zack, seconded by Ada
In favor: All Against: None Abstain: None


II. Quarterly financial Update

Quarterly Budget= $1300
Budgeted Spent +/-


Club Expenditures - Budgeted $ 1300 Spent $ 1600 Total +300

Our expenditure this quarter was approx. $300 over budget. This was due in part to us purchasing our raffle prizes exclusively in this quarter as opposed to spread out over 2 quarters. Please be reminded, our Budgeted/Spent for Q1 was -$1120. YTD we are approx +$755.







Income


The raffle and golden coral raffle did very well for us. We sold enough tickets and corals to both recoup our spending, and allow us to sustain our current meeting schedule. Our total income after expenses of LMAR $1045.

[leliataylor]

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

Do we need to make any changes?


B. MEETINGS

1. 2017 Meeting Schedule

2017 Calendar: Here’s the date’s for the remainder of the year. October 22nd is our last BOD meeting of the year.

Sun Aug 20, Sun October 15, Sun Nov 12,

August 20th meeting, BBQ& Frags at Mike’s

WE NEED TO FINALIZE LOCATIONS THIS WEEK

Topics: Power outages in reef tanks (w/ bait bubbler and APC giveaway?), seahorses, 2x swaps, hobbyist frag event, sponsor shopping event, DIY workshop? ALK consumption

2. LMAR

LMAR went very well. We did not have 100% BOD participation and this needs to be rectified for the next event. Tentatively the next LMAR event will be May or June 2018.

Our after action review yielded some good feedback, delegation and time based actions need to be improved, as does confirming charter members for early admission. We can work on these goals for next year. The table fee and golden coral giveaway were both very well received. I think 14 vendors is the max we should have for future events.

3. Fall/Winter Swap?

I think we really need to be realistic, moving forward about what we as a BOD can afford time wise. In the past, we held two, small swaps a year. Swaps were one day events with minimal advertising and sponsorship. Clubs who hold similarly scaled events to LMAR often have dozens of volunteers planning these events. I believe having only one swap a year (LMAR) is the best thing for our club. If we look at what we as a BOD have to work with and different life events surrounding us, I think one swap is what we can commit to. I do not want to throw a half-assed event and tarnish our reputation, and holding one swap a year will allow the other local clubs to hold their events without too much crossover (ARC, DFWMAS, MARSH etc..)

This LMAR, we had a sponsorship slip-up and our LMAR was not advertised in RHM. This was due to our BOD schedule of confirming event dates and by the time we settled on a date, the deadline had passed. With the 2 swap a year events, we likely will continue to miss deadlines in the future.

IF we did do a second swap, I’d possibly consider a 12 vendor, hobbyist only event with minimal advertising, a google doc, and a one day setup/tear down event.

Motion to move to one swap per year, by Zack seconded by Justin
In favor: All Against: None Abstain: None

[leliataylor]

C. SPONSORSHIP

1. Maintain relationships with sponsors
2. Acquire new sponsors
3. Re-sign old sponsors

We are in the process of signing a new club sponsor this week.

We need to touch base with several sponsors regarding renewals.

D. NEWSLETTER (CLOSED)

E. MARKETING
1. Budget is set and in use. We have $225 dollars unused presently.

Possibly use this for swag or giveaways

2. MAAST MERCHANDISING Tools

Swag: Possibly look into MAAST bottle openers and towels.

3. FB Marketing: FB Marketing was HUGE for LMAR. We had about 10 new charters added from this ($250) in addition to several raffle tickets and golden corals sold with a $175 investment in advertising.

F. EDUCATIONAL
1. NEW HOBBYIST MEETING?

G. CONTESTS

Tank of the Quarter/ Featured Tank
1. We need a new committee chair and we need to get Ty’s interview done.


Golden Corals



[*=left]Worked flawlessly. We need to really invest in continuing this for the future.

[leliataylor]

IV. ANY FURTHER BUSINESS

A. Second Raffle? If we do not hold a second swap, we are still allowed a second raffle. Should we hold one? Possibly

B. Site Cleanup- Not including sponsor forums, I’d like us to consider axing the number of sub forums to 10 total. This could improve user friendliness and traffic.

C. Site Images- Due to a TOS change to photobucket, thousands of images on our site have been axed. This is nothing to do with MAAST, or our software and unfortunately those images are lost unless a change is made. Please consider TAPA uploads or the site uploader.

D. Site activity, the site costs roughly $500 a year or ⅕ of our non-savings budget to maintain. If it’s not being used actively, we need to consider (at some point) if that is the best use of 20% of our budget.

Motion to discuss possibly site closure in 2018 and beyond by Zach, seconded by Mike

E. 2017 MAHY Award Nominations- We have been asked by Neptune Systems to participate in the 2017 Marine Aquarium Hobbyist of the Year which will be awarded at MACNA. We have several Nominees and we need to vote down to two so that those present today can decide our nominee for this contest. The winning member of the overall contest will receive Airfare and accommodations to MACNA 2017, a MACNA Pass, an award at Neptune’s panel at MACNA, and $500 in Neptune products of your choice.

Nominees include: Justin, Brandon, Mike, Marcello, Ty,

We, as a BOD need to vote on who best would represent our club at this event as well as who we believe is our Hobbyist of the Year.

This was narrowed down to Justin and Mike with Justin winning

V. MOTION TO CLOSE THE MEETING Zach seconded by Justin