1/13/2013 BOD Meeting
BOD Meeting Minutes for January 13, 2013
Meeting called to Order by: John Perry @ 1:30PM
2nd: Eve Vialpando-Pennies2Cents
BOD Present:
John Perry (FireWater)
Allan LaViers (Allan)
Jarrod Pape (Cowboy572)
Alton V. (alton)
Ben (Scutterborn)
Cory (CoryDude)
Eve Vialpando (Pennies2Cents)
John Roescher (JRoescher)
Robert (rrasco)
Sherita (Sherita)
ABSENT:
Marcus (tigereyed1)
Sherri A. (Sherri)
AGENDA:
Appoint Secretary and Treasurer positions
Website clean up
Committees
Better perks for Charter Members
APPOINTED SECRETARY
It has been stated by the President that Jarrod Pape (cowboy572), has been appointed Secretary for the MAAST 2013 calendar year.
Motion made by: John(FireWater)
2nd by: Allan(Allan)
All in Favor: agreed
Motion Passed
APPOINTED TREASURER
It has been stated by the President that Sherri Ancira(sherri), has been appointed to continue as the Treasurer for MAAST.
Motion made by: John(FireWater)
2nd by: Jarrod(cowboy572)
All in Favor: agreed
Motion Passed
WEBSITE:
(A) A discussion was had and a motion was made to give Robert (rrasco) general/temporary admin rights to help clean up the website through the use of his computer science background.
Motion made by: John Perry (Firewater)
2nd: Jarrod Pape
All in favor: Agreed
Motion Passed
(B) A discussion was had and a motion was made to give New Members of the site a “Sub-Forum” called “The Basics of SW Reefing” so they can address their basic questions of this hobby.
Motion made by: Allan(allan)
2nd by: Ben(Scutterborn)
All in Favor: agreed
Motion Passed
(C) The problem with website instability has been resolved due to an issue with the billing date.
EMAIL COMMUNICATION W/ MEMBERS:
(A) To help build the participation at meetings and club events, the BOD will try a “mass email” to all charter & web members. John P. will get with Brain (greenmako) the site’s admin to begin testing phase.
POTM/POTQ & NEWSLETTER
(A) POTM- Picture of the Month – will be headed up by Eve (Pennies2Cents) and will consist of 1 Charter Member as a volunteer.
(B) MAAST Quarterly Newsletter- will be headed up by Eve (Pennies2Cents) and will consist of 2 Web or Charter Member to assist with all duties.
(C) TOTQ- Tank of the Quarter – will be headed up by Cory (CoryDude) and will receive help from Lorraine (BSJF), Karin (Europhyllia), and Alton (alton)
It was discussed & motioned that better prizes will be given, ranging from gift certificates, MAAST t-shirts, Charter Memberships, and or a small trophy will be given for each contest.
Motioned by: Allan LaViers
2nd By John Perry
All in favor: Agreed
Motion Passed
SPONSORSHIP COMMITTEE:
It has been discussed & agreed that John, Allan & Eve head-up the sponsorship committee, alongside Jarrod, Ben & Cory, to review all current & expired sponsor contracts, they will then begin contacting each one for the option to renew their sponsorship if it has expired or near their renewal date. Jarrod and Eve, will cover San Antonio, Cory and Ben will cover New Braunfels, San Marcos & Austin sponsors but in the end we will all work together.
SPONSORSHIP HIGHLIGHTS:
A discussion regarding the Sponsorship Highlight was held and various ideas were given, a couple of ideas were
(a) A map of all sponsors will be created/printed and passed on to members advising the sponsor’s MAAST discount w. membership card.
(b) Small article on the sponsor in the newsletter.
(c) .
(d) .
The discussion was tabled for a later time & date to discuss and set forth a voting poll.
MARCH/OCTOBER FRAG SWAP:
Entry Fees & Table Fees have yet to be set, and therefore this item has been tabled for a later date.
A discussion and a motion was set forth that MAAST will hold its annual Frag Swap and will allow all sponsors & charter members to sell.
Motion made by: Sherita
2nd by: Ben (Scutterborn)
All in Favor: agreed
Abstain: _______________
Motion Passed
A entry fee as well as a table fee for both sponsors & charters have yet to be decided on.
Therefore it will be tabled for further discussion and formal vote online.
DATE & TIME OF EVENTS:
It was brought to the board’s attention that meetings/events where not published to members and board members in a timely manner. According to the current bylaws all meetings and events shall be published with more than one month’s notice in order to count against such.
See excerpt from bylaws below:
Paragraph 1: The Board of Directors shall be invested with the following duties:
b. Call special meetings of the membership of the organization when deemed necessary and in the interest of the organization. In the event of a called meeting a notice of 1 month must be given in order for it to count against a board member.
EVENTS PLANNER NEEDED:
A discussion was held and a motion set forth to search for & appoint an Events Coordinator to help with the planning and coordinating of events for the 2013 year.
Motioned By: Eve Vialpando
2nd: John Roescher
All in favor: Agreed
Motion Passed
Note to Events Planner: The Board would like to have a “grass roots” feel to all meetings this year, therefore, we request some meetings will be held at Member/BOD houses.
MEMBERSHIP CARDS:
A discussion was held regarding the delay of membership cards in recent months. It has been discussed by The Board that all new membership cards be mailed on a weekly basis. Wednesday, given the preferred date that cards are mailed out or whichever day seems worthy of the Treasurer and her time.
This item was tabled for future discussion by the board as well as a formal vote.
Also discussed, was an idea given by Sherita, instead of mailing the cards out, the members can pick up at the monthly meeting or event scheduled during that time.
Due to the limited time during this meeting, this has been tabled for future discussion by the board as well as a formal vote.
MEETINGS & EVENTS SCHEDULE FOR 2013
1)
2) February: Rock Scaping
3) March: Frag Swap
4) April : LED DIY meeting by Robert
5) May: How to Make Your Own Fish Food
6) June: Nitrates & Nutrients
7) July- Port A Trip
8) August- Zoo Trip- Behind the Scenes ?
9) September: (SeaWorld Tour)-Pending Confirmation
10) October: Frag Swap
11) November:
12) December: Holiday Party
CHARTER PERKS:
A discussion was held and motioned that MAAST needs to review and revamp our Charter Member perks. A list will be posted at a later time and date.
Motioned by: John Perry
2nd: Eve Vialpando
All in favor: Agreed
Motioned Passed
Possible items to include are:
(a) a sponsorship map that shows which sponsors give discounts on merchandise etc.
(b) .
(c) .
(d) .
MODERATORS AND BOD BOARD ACCESS:
It has been decided that more moderators are needed for the website. We will be looking for volunteers to help keep the site clean and safe.
The BOD will become moderators as well, although it is strongly urged that the BOD allow the Moderators to do their duties.
A discussion brought forth by Allan, requested that the current site moderator Jack (txav8r) be given access to the front office area boards. It was then discussed that in the future any site moderator hereinafter, would be up to Board approval to have access.
Motion made by: John Perry
2nd by: Ben (Scutterborn)
All in Favor: agreed
No: Sherita
Motion Passed
ITEMS TABLED FOR FURTHER DISCUSSION AND VOTE:
Sponsorship Highlights
Frag Swap Entry Fee/Table Fees for Sponsors & Charters
Membership Card Status
Discuss Charter Perks
Adding a tank tour to the events calendar
Sponsor Stop & Shop Meets- Gather at a specific location and travel to a few sponsors stores in San Antonio or surrounding area, arrive for a meet & greet of the sponsor, and then shop for a small period of time before moving on to the next sponsor store.
Tank Tour
Mini Tank Tours
Allan will get with Sea World to be a possible host for one of our meetings this year.
Possibility of two LED workshops. One in the Spring the other in the fall.
Socials will continue either as a monthly meeting or in conjunction with a monthly meeting.
ACCOUNTING:
(John) – Need to transfer over bank account information from Kristy
AS of 12/21/12 - a total of MAAST monies as listed below:
$2,936.46-Savings
$480.65-Paypal Acct
$1,736.38-Checking Account
$6,839.56-CD Account
Total:
$11,993.05
MEETING ADJOURNED:
A motion was made to adjourn the BOD meeting at 4:00pm
Motion made by: John
2nd by: Sherita(Sherita)
All in Favor: agreed
Motion Passed
Meeting Adjourned
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