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Thread: March 2015 Meeting Minutes

  1. #1
    Join Date
    09-29-2012
    Location
    San Antonio
    Posts
    1,492

    Default March 2015 Meeting Minutes

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

    PDF Attachment of the minutes
    March Meeting 2015.pdf
    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
    Attached Images Attached Images
    Attached Files Attached Files
    -Justin

    3 Simple Rules in Life

    1) If you do not GO after what you want, you’ll never have it.
    2) If you do not ASK, the answer will always be NO
    3) If you do not step forward, you’ll always be in the same place

    100 Gallon Write up
    http://www.maast.org/showthread.php?...-Breeder-world
    135 Gallon Write up
    http://www.maast.org/showthread.php?...267#post978267

  2. #2
    Join Date
    09-29-2012
    Location
    San Antonio
    Posts
    1,492

    Default

    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 MONTH 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
    -Justin

    3 Simple Rules in Life

    1) If you do not GO after what you want, you’ll never have it.
    2) If you do not ASK, the answer will always be NO
    3) If you do not step forward, you’ll always be in the same place

    100 Gallon Write up
    http://www.maast.org/showthread.php?...-Breeder-world
    135 Gallon Write up
    http://www.maast.org/showthread.php?...267#post978267

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