Kentucky Society of Natural History
Minutes of Board Meeting
October 1, 2011, 9:30 PM
Cumberland Falls State Resort Park
Members Present:
Zeb Weese, Jeff Foster, Pat Meyer, Berl Meyer, Chris Bidwell, Wally Roberts, Dave Luzader, Cindy Payne, Daniel Foster, Larry Hilton and Cherry Baker.
OLD BUSINESS
1. The Minutes from the Spring 2011 conference board meeting were approved as read with changes to the future conference information.
2. Plans for future conferences:
Spring 2012--April 13-15 in Shepherdsville
Fall 2012--Morehead.
In order to view the best fall color, the date for the conference should be scheduled for the weekend of October 19-21, 2012.
Accommodations were discussed. We need to recontact the Holiday Inn Express, which has rooms but the lobby space is small for a trip assembly area. Jeff Foster will also check with the Hampton Inn.
We can contact the new aerospace science building and planetarium at Morehead University for availability for a group meeting room.
Spring 2013--The confirmed site is Pine Mountain State Resort Park. We have a contract and have sent a deposit.
Fall 2013--Jeff Foster will followup on plans to reserve Shawnee State Park in Ohio for the autumn conference.
• By Laws
Barry did not follow up regarding changes that were proposed by the Board.
The changes regard the Committee Coordinator Chairman titles and responsibilities.
After discussion, it was decided that the Board would review and finalize the proposed changes at the Spring 2012 conference and bring the changes to a vote at the Fall 2012 conference.
• On Line Membership Payment
We currently use PayPal. Pat Meyer was unable to obtain information on the cost to us to use this service. She determined that we paid $10 to PayPal to cover the $300 in dues received from members who paid their membership dues on line.
• Advertising Conferences
We can advertise the Shepherdsville conference, Spring 2012, at Jefferson Community College, University of Louisville, LouisvilleMetro Parks, and Bernheim Forest. We could contact university professors at the above schools and ask them to offer extra credit to students who attend the conference.
Daniel Foster can advertise the Fall 2012 to students at Morehead since he attends that school.
Jeff Foster has the magnetic KSNH signs and will bring them for advertisement at the next conference.
6. KSNH Scholarship Grants
Wally reported that the Society granted a total of $2200 to three students from the University of Louisville and Eastern Kentucky University. One recipient was a repeat winner whose research topic was frog isotopes.
7. KSNH Newsletter
We are currently without a newsletter editor and therefore do not have a newsletter.
A vote was taken to determine if the newsletter on our web page should be inclusive for anyone entering the site or exclusive to be opened up by dues-paying members only. Those in favor of exclusivity won 5 to 4.
Larry moved that we install a password protection on the new issues until Spring 2012. The motion was seconded and passed by a vote.
NEW BUSINESS
1. PayPal
Some new members are confused about the confirmation of their payments using the on line system of paying dues. Pat receives one form from PayPal for each dues paid. We have to receive a second form in order to complete the membership. Pat has received a few of the website signups, with no followup on payment, either from sending in a check or through PayPal. She has been replying to them, but they don't send any money.
• Newsletter
Currently members receive the newsletter either on line--the cheapest and preferred method--or by mail. The mailed copy is the same version of the newsletter but only in black and white. All members receive the same information. It costs $130 to print and mail the newsletters.
Berl proposed that current members receive the email newsletter unless they are grandfathered in to receive it by regular mail.
Jeff moved that the mailed version be further reduced to contain only basic information and that new membership entitles the member to an electronic copy of the newsletter only. The motion was seconded and passed by vote.
• Conference Photo Contest
Chris stated that members were not sending photos to the photo coordinator for the conference photo contests.
There was a discussion and it was decided that a survey would be emailed to all members to get their input on this event.
Jeff discussed members emailing photos of the daily conference field trips to the coordinator to be shown at the conference evening meetings.
Field trip photos could also be sent to Dave for addition to the web page.
• Naturalist of the Year Award for 2011
Three naturalists have been nominated for this award. This award is normally given at the Christmas dinner/party. After discussion, it was decided to present the award at the
Spring 2012 conference.
• Scholarships
Zeb moved that KSNH provide the recipients of the scholarships with a free KSNH membership. He moved that they should be required to present a program or lead a field trip at more than one conference. This would keep them involved with the Society and provide us with their information and expertise.
The motion was seconded and approved by vote.
The field trip coordinator will notify the students recipients of this requirement.
The General Board ended at 10:30 PM.
Cherry Baker, Secretary
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