4th QTR BOD MEETING 2017

[leliataylor]

4th QTR. MAAST BOD MEETING
October 15th
AGENDA/ GOALS OUTLINE/ Minutes

PLACE: Brandon’s House
TIME: 12PM
Called to Order: 12:18 by Zach
ATTENDANCE: Zach, Justin, Sherri, Ada, Richard and Cheryl
ABSENT: Michael Zimmerman
30-day notice WAS given

Intros:

CALL MEETING TO ORDER:

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

During our Q3 Board meeting, it was decided that we would not be holding a winter swap. Our friends over at Unlimited Color Corals already are holding a winter Beer and Frags event and I don’t think it’s right that we encroach on their event.

During our Q3 Board meeting, Justin was nominated to represent MAAST in Neptunes Marine Aquarist Hobbyist of the Year contest and he won!

In September we Announced that 100% of our dues from September until the BOD meeting in October would go to our charter members who were affected by Harvey. Jonathon Cumpian and Minh were affected and we raised $200

We will work with them to find how best to assist them with these funds.

II. Quarterly financial Update
Quarterly Budget= $1300
Budgeted Spent - $600
Club Expenditures +$700

Our expenditure this quarter was approx. $700 under budget. Our large expenditures included the BBQ & Frags meeting at Mikes for August which had about 100 dollars spent in food based on our RSVP’s and 300 dollars in prizes. A large portion of this was covered by Algae Barn through their $175 sponsorship donation.

[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

Good for this year

Motion for discussion to update bylaws for bod term from 2 years to 1

Motion made by Justin and 2nd by Cheryl
After reviewing the Bod terms of office the BOD discussed changing the terms from 2 years to 1 year. This would make it easier for people to offer their assistance to be part of the BOD. It will also simplify record keeping since positions would expire at the same time.

Voting: All BOD members present voted for this change.
Abstain: Mike Zimmerman was absent

B. MEETINGS

1. 2017 Meeting Schedule



2017 Calendar: Here’s the date’s for the remainder of the year.

Sun Nov 12- Holiday Social and White Elephant Gift Exchange (Justin’s House)

$20 Maximum value for the Gift exchange.

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.

The number of vendors will be limited to 12.

The 2018 BOD needs to decide if they would like to have this event at the Aquarium Aquarium or at another venue.

The 2018 BOD will explore options for a contract with the San Antonio Aquarium for livestock damage caused by the hosting facility, i.e. AC failure.

They will also consider contracts with the vendor if they cause damage to the hosting facility, i.e large amount of water released onto the floor.

3. Fall/Winter Swap?

Cancelled

[leliataylor]

C. SPONSORSHIP

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

We have touched base with all of our brick and mortar expired sponsors. Not many seem interested in the process of renewing but seem to be interested in remaining sponsors.

A discussion was made about reducing the sponsorship fee from $200.00 to $50.00. This would generate more interest from local businesses and help maintain our current sponsors. We also discussed allowing sponsors to donate $50.00 worth of merchandise at their cost to the club rather than making a cash payment.

Motion made by Justin and 2nd by Cheryl
Vote: unanimous in favor of reducing sponsor fees.

Sponsor Application:

Due to problems that arouse from individuals becoming sponsors and not honoring the services they offered the 2018 BOD will be exploring implementing a sponsor application to ensure the quality of our sponsors. Only known reputable businesses will be allowed to become sponsors.


D. NEWSLETTER (CLOSED)

E. MARKETING
1. Budget is set and in use. Nothing more to add this year.


2. MAAST MERCHANDISING Tools



Swag: Possibly look into MAAST bottle openers and towels
The suggest was made to look into MAAST shirts since they are good advertisement.

3. FB Marketing: We should look into FB marketing to advertise our January BOD meeting and try to have a giveaway for those in attendance.

F. EDUCATIONAL
1. NEW HOBBYIST MEETING?

Possible U-tube video and presentation on using RO/DI units


G. CONTESTS

1. Cancelled

[leliataylor]

IV. ANY FURTHER BUSINESS



A. Site Cleanup has been done and looks (IMO) pretty clean and much less cluttered.

B. BOD/Officer nominations need to go up by October 22nd with Voting to begin in November. We must maintain all officers positions filled (Pres/VP) in addition to a 4 BOD minimum for a minimum team of 6 people.

Zack- Expires in 2017
Justin- Expires in 2017
Cheryl- Expires in 2017
Sherri- Expires in 2017
Mike- Expires in 2017
Ada- Expires in 2017
Richard- Expires in 2017
BOD position- Expires 2018 (open)
BOD position- Expires 2018 (open)
BOD position- Expires 2018 (open)
BOD position- Expires 2018(open)
BOD position- Expires 2018 (open)

Zach will not be running for President in 2018. He will be involved in Running the Swap, small site maintenance, digital membership cards but will have no time for FB or checking member status. These duties will be passed on to the new president.

C. Changes have been made to make it harder to get new member approval: These changes were made in an effort to reduce the amount of spam on the website.

V. MOTION TO CLOSE THE MEETING

Made by Sherri at 1:15