Mid-Atlantic Resource Conservation and Development Association
Minutes of Officers Conference Call of August 29, 2005
Conference Call commenced at 9:30 am, duration 50 minutes.
Participants: Howard Coffield (President), Olga Walter (Vice President), Cathy Skwara (Secretary)
Report from Strategic Planning Committee: Olga reported that the committee will be meeting either September 10 or 11 and will forward their report to the Executive Committee for review.
Budget: Pat Pinnell unavailable today. Howard will contact her and have the 2006 proposed budget sent to the Executive Committee.
If discussion is needed on the Budget or Strategic Planning Committee report prior to the September conference, Howard will arrange for conference call or email discussion.
Funding Request for Annual Conference: NY submitted a request for $500 to help offset 2005 Conference expenses. Discussion included concern expressed regarding setting a precedent as the annual conference has sustained itself or earned income for the MA through the years. Also, the $5,000 provided by NRCS towards the MA conference in non-national conference years will no longer be available after this year so MA will probably have to assist with expenses associated with future annual meetings. It was agreed to defer decision to the business meeting where we will have a financial report and accounting of conference costs and can discuss further.
MA officers travel expenses: Discussion held on MA budget and officers expenses to attend the annual conference. Serving on the Executive Committee benefits all MA Councils; if an individual council needs to pay for a MA officer to attend the annual meeting, it may preclude another council member from attending. Implementing a cost share with the MA and officer’s council may be an option, such as a 50/50 or graduated 75/25 for 2 years, increasing to 50/50 in the third year to allow for budgeting by the member council. Further discussion to occur at the business meeting.
Award plaques: Request to spend $252 to purchase 6 award plaques for the Conference at $42 each approved (Walter motion/Skwara second).
Delegate “sign-in” for the Conference: Following discussion on ways to expedite delegate sign-in prior to the start of the annual business meeting, it was agreed to: 1. have blank delegate forms at the conference registration for any council who has not previously submitted their delegate information or needs to change their delegate. Completed forms will be provided to the Secretary prior to the annual meeting. 2. Two sign-in sheets will be posted at the entrance to the annual business meeting, one for delegates and one for all other attendees to sign in with name and council name. Olga suggested that Denitra Brawner (Southern Maryland RC&D) could assist with this. 3. Following the Call to Order of the Annual Business Meeting, a verbal roll call by council will be done to verify the voting delegate for the meeting and determine if a quorum is present.
Business Meeting: It was agreed that any person making a motion should state their name and council name. Recording of the meeting was also discussed and Olga offered to bring a tape recorder to use in preparing the minutes. Discussion on appointment of a Parliamentarian occurred. Cathy suggested contacting local colleges, etc. for a student volunteer to serve. Howard will contact Sheelagh Baily about this.
Ethics Policy for Executive Committee: This proposed policy was discussed and approved for adoption (Walter motion/Skwara second). Copies will be sent to Howard and Cathy to sign.
Submitted by
Cathy Skwara
Secretary, MA RC&D Association