All Ohio Chapter Executive Council
Meeting Minutes
February 4, 2003

Blue: Motion
Red: Responsibilities
1. Members Present: Lloyd Owens, President; Jennifer Fish, President-Elect; Norm Fausey, Past-President; Jim Bennett, Treasurer; Brent Sohngen, Secretary; Dennis DeWeese, At-Large Council Member; Dave Libben, At-Large Council Member; Sean Browning, Newsletter Editor; John Clark, Counselor to the Executive Council; Doug Zehner, member-at-large elect (starting March 2003); Mark Wilson, President-Elect (starting March 2003)

2. Call to Order and Minutes: President Owens called the meeting to order.

* The Executive Council Meeting minutes from January 8, 2003 were reviewed. Norm Fausey moved to accept the corrected January minutes, seconded by Jim Bennett. Motion carried.

3. Treasurers Report: A written treasurer's report was provided by Jim Bennett (see attached):

· Operating: $3,654.20; Scholarship: $13,621.24; Envirothon: $5,300.94.
· Jim recently received a list of recent membership renewals from Ankeny and a check for annual dues. The payment from Ankeny comes about twice per year. Doug Zehner mentioned that his payment is deducted from his check, but it's not clear that he is on the list. Norm looked on our Ohio list and did not find Doug's name anywhere?

o Norm asks if we need to discuss how to clarify our membership and the payments that we are receiving from Ankeny. Doug Zehner volunteered to contact Dot Riley to clarify that individuals on payroll deduction are on Ankeny's list of Ohio members, and that the AOC gets the funds from Ankeny for members who use payroll deduction.

· Jim Bennett mentioned that we seem to have about the same amount of money in the operating fund as last year at this time.
· Norm Fausey moved to accept the treasurer's report. Dennis Deweese seconds. Motion carried.

4. The 2003 Winter (Annual) Meeting: Jennifer Fish reports.

* Dates for meeting are March 4-5, 2003 in Columbus.
* Registration deadline February 15.
* Draft agenda for entire meeting provided (passed around)
* Draft Agenda for awards luncheon and business meeting on March 4th provided.

o Norm Fausey volunteers to be Master of Ceremonies and will call on others from awards committee to present the awards.
o SWCS Year in Review: Possible new idea for the annual meeting this year. Need to come up with a good idea for how to introduce the organization and talk about what things have been done this past year. Dan Ross as a possible person to do this. Others to consider: Doug Deardorff, John Crumrine, Ted Napier, etc. Things to highlight: Summer meeting, annual meeting, international meeting, publications.

* Norm Fausey will work with Dan Kush to obtain photos of award winners etc. for the presentation of awards. Will coordinate it with Jennifer putting the year in review session together.
* Dennis Deweese will contact Rebecca Fletcher (North Central Region Director) to see if she plans to attend the annual meeting to do the installation.
* What to do with copies of important items? Have copies at the SWCS-AOC table (75 copies each person)

o Treasurer's report/budget (Jim provides)
o Summer meeting minutes (Brent provides)
o Updated membership list (Norm provides)
o Paper winner?
* Jennifer Fish will get the introduction for Jym Ganahl for Norm to make the introduction.
* Who will help? Dave Libben will help organize the assistance with the meeting display.
* Business meeting agenda: Lloyd passed around a tentative agenda.

o During her time to comment, Jennifer will provide some discussion of the membership survey and the implementation of the strategic plan.

* Setting summer meeting dates? Dave Libben moves for September 11th, Norm Fausey seconds. Motion carries.
* Discussion about finances: Norms suggests that there should be a planning committee meeting immediately after the meeting to discuss finances and the financial outcomes of the meeting. We still don't have resolution on last years finances, so need to make sure that a meeting occurs this year to get information as soon as possible..

o Jim proposes that he meets with Jennifer, Alicia, and the All Employees treasurer to figure out how to address the financial issues before the meeting.
o According to Dennis Deweese, the original agreement was 25% of the profits for each group, regardless of the people who attended.
o Dennis has drafted a letter asking for clarification of last year's budget for the annual meeting. Dennis Deweese moves that we send the letter to Tom Reininger, Seconded by Dave Libben.

+ Discussion: Norm suggests that we include in the letter a statement that there be a shared responsibility for developing a policy for accounting for and reporting on future meetings.

+ No further discussion. Motion carries.