Minutes of the Spring Executive Committee Meeting.
March 14, 2018
Meeting was called to order at 7:49 p.m. by Ketia Shumaker. [Minutes on the Academy Website]
Cameron Gren moved to approve minutes. Matthew Edwards seconded. Minutes were approved.
Comments or additions to the Spring 2018 reports were sought.
Brian Toone Provided an update on the AAS Journal. The two issues from 2017 have been published online. The journal has the domain name AAS.org. The old journals will be pulled into the archive. The journal will be using an online, open journal format with a standardized system. This will help with continuity and the efforts to get the journal indexed.
The flash drive provided with the registration for the annual meeting contain flashdrives containing the 2017 issues of the journal.
Update Action Items From Fall 2017 Executive Committee Meeting Action Item Person Responsible Due Date Modify 2018 Meeting Larry Krannich and November Registration form Jack Shelley-Tremblay 2017 and implement on Academy website Include a portal on Jack Shelley-Tremblay November the Academy 2017 website for members to obtain an official membership card Create a few Jack Shelley- November @alabamaacademyofscience.org Tremblay & Brian 2017 email addresses Toone Include an opt-in Jack Shelley- November portal on the Tremblay 2017 Academy website for members to indicate their preference to receive a hard copy of the JAAS Designate a Section Ketia Shumaker and November VIII Chair and Vice-Chair Drew Hataway 2017 ASO Search Committee Drew Hataway, Brian December identifies and Toone, & Jane Nail 2017 recommends a candidate for ASO State Director Write By-Law Changes Larry Krannich January 2018 regarding the combination of the Development and Membership Committees and formation of the Committee on Science, Public Policy and Public Relations. Distribute to membership in Winter 2018. Write a resolution Brian Burnes March 2018 commending Governor Kay Ivey for supporting ASIM Creation of an AAS STEM section Spring 2018 mini-grant program to fund small initiatives for STEM outreach Reconsider the role Larry Krannich and Spring 2018 of the Development John McCall Committee Creation of a silent Ketia Shumaker and 2018 Annual auction for the 2018 meeting. Held in the Bettina Riley Meeting afternoon through Sci-Mix. Items to be picked-up after the banquet Slate of Nominees for Drew Hataway 2018 Annual Officers and Committees Meeting Action Item Update 3/15/18 Modify 2018 Meeting Done Registration form and implement on Academy website Include a portal on The the Academy confirmation website for members emails that to obtain an members official membership receive will card serve this purpose Create a few Not needed. @alabamaacademyofscience.org Removed from email addresses action items. Include an opt-in Done portal on the Academy website for members to indicate their preference to receive a hard copy of the JAAS Designate a Section Section VIII VIII Chair and Vice-Chair Chair, Stephen Schultze ASO Search Committee Done (See identifies and Agenda D-1) recommends a candidate for ASO State Director Write By-Law Changes Done (See regarding the Agenda D-2) combination of the Development and Membership Committees and formation of the Committee on Science, Public Policy and Public Relations. Distribute to membership in Winter 2018. Write a resolution Done (See commending Agenda C-15) Governor Kay Ivey for supporting ASIM Creation of an AAS See below #1 mini-grant program to fund small initiatives for STEM outreach Reconsider the role See Agenda D-2 of the Development Committee Creation of a silent Done auction for the 2018 meeting. Held in the afternoon through Sci-Mix. Items to be picked-up after the banquet Slate of Nominees for Done (See Officers and Committees Agenda C-16)
1. Ketia Shumaker brought up the action item related to STEM education and outreach mini-grant program. Mel Blake addressed the idea to create a fundraising calendar that would be sold to fund a grant program. He has located a company that makes fundraising calendars that charges $5 per calendar if you order more than $100. This would raise $200-300 per year. The logistics of collecting the money and shipping calendars is an issue that needs discussion. A committee needs to be formed to award the grants. Each image would have a QR code that would link to a website about the research represented. Jack Shelley-Tremblay suggested that the payment could be handled through the website. The next step is soliciting photos from researchers. The calendar printing takes approx.. 4 weeks. Larry Krannich will handle distributing an email seeking photos to the membership.
2. The silent auction at the annual meeting will extend Thursday 8 AM - 3 PM.
3. Finance Committee: Ken Marion reported that funds are approximately constant for the last few years.
4. Drew Hataway moved to approve the Finance and Treasurer's reports. Nixon Mwebe seconded the motion. The motion passed.
5. Ellen Buckner made a request for a videographer to take pictures and video about the AAS at a cost of $5000. She does not wish this to be an action item tonight, but would like to open a conversation about this opportunity. Drew Hataway moved that this suggestion be forwarded to the public relations committee for consideration. Cameron Gren seconded the motion. The motion passed.
6. Steve Watts suggested that we collect more data about website visitation and usage.
7. Local Arrangements Committee Report: Ellen Buckner welcomed everyone to Samford University for the Spring 2018 AAS meetings, hosted by the College of Health Sciences. She provided specific information about the meeting logistics.
8. Ellen Buckner requests that the AAS be more vocal in challenging the current anti-science and anti-education trends in state and national government.
9. Drew Hataway brought up items related to the nominating committee: he is seeking a member for the Macon Scholarship Committee and past presidents who would be willing to serve on the Long Range Planning Committee. Drew Hataway moved that we accept the slate of nominations put forward by the Nominating Committee. Mark Jones seconded the nomination. The motion passed.
10. Brian Burnes addressed the three resolutions proposed by the Resolutions Committee. Drew Hataway moved to approve the resolutions and Brad Bennett seconded the motion. The motion passed.
11. There was no nominee this year for the Gardner award. Please contact Prakash Sharma with nominations for next year.
12. ASO search committee report to replace Jane Nail D-1: Mary Lou Ewald has been identified as a candidate for the ASO Director. Charles Eick has been nominated as the state Tournament Director. Drew Hataway moved that this slate of candidates be accepted. Ken Marion seconded the motion. The need for broad geographic representation around the state was discussed. Concerns have been raised that the directors are both at Auburn. No statewide call for nominations was put out to gather these nominations. They were based on recommendations by current ASO leadership. This position has been historically been difficult to fill because of the associated workload and the recommendation of previous leadership has been historically taken very seriously. Regional directors help to balance geographical representation around the state. The movement passed.
13. Nixon Mwebe suggested that the AAS consider intentionally reaching out to underrepresented geographical areas of the state.
14. Bylaw changes D-2: Proposal regarding the combination of the Development and Membership Committees was considered by the executive committee and the general membership, with no negative comments. The combination of the Committee on Science and Public Policy and the Committee on Public Relations to form of the Committee on Science, Public Policy and Public Relations was also considered by the executive committee and the general membership, with no negative comments. Larry Krannich moved to approve these bylaw changes and Ken Marion seconded the motion. The motion passed.
Action Items For Spring 2018 Executive Committee Meeting Action Item Action Taken Approval of Minutes from Fall 2017 Executive Approved Committee Meeting (See Agenda A)) Approval of Treasurer's Report (See Agenda B-6) Approved Approval of Finance Committee Report (See Approved Agenda C-2) Approval of resolutions commending Governor Approved Kay Ivey, thanking/commending Samford University, and thanking/commending Jane Nail. (See Agenda C-15) Approval of recommendation from ASO Search Approved Committee (See Agenda, D-1) Approval of By-Law Changes regarding the Approved combination of the Development and Membership Committees and formation of the Committee on Science, Public Policy and Public Relations. Distribute to membership in Winter 2018. No comments received other than approval. (See Agenda, D-2) Action Items from Spring 2018 Executive Committee Meeting Action Item Person Responsible Due Date Hiring of videographer for Public Relations Fall 2018 development of videos to showcase Committee (Brian the activities of the AAS. Burnes) Distinguished Service and Outstanding The Long Range Fall 2018 Leadership Award. Planning Committee (Matthew Edwards)
1. Include a portal on the Academy website for members to obtain an official membership card. Jack Shelley-Tremblay reported that the motivation behind this item was to ensure that state employees could be fully reimbursed for their attendance at a conference of a society in which they are a member. It is his understanding that the automatically generated receipt for membership will meet this need. Ketia Shumaker questioned whether we have an app for annual meetings, and Jack Shelley-Tremblay reported that he set one up for the 2017 meetings, but that downloads were limited to 200 people. Ketia suggested that membership cards might be incorporated into an app. Jack can explore whether an app designed for nonprofit membership is financially viable. An app may not be valid documentation for the purposes of reimbursement. This item will be struck from the action item list.
2. Create a few @alabamaacademyofscience.org email addresses: Jack Shelley-Tremblay reports that this is still in progress. No consensus was reached about what specific addresses should be created. Drew Hataway suggested that we strike this from our action items.
3. Matthew Edwards brought up the Distinguished Service and Outstanding Leadership Award. The Long Range Planning Committee will report on this in Fall 2018.
4. Steve Watts raised concerns about lack of participation. Numbers of talks and posters in the Biological Sciences section are low compared to historical numbers. Anecdotally, faculty and students at UAB report that cost is prohibitive.
a. Ellen Buckner suggested recruiting other organization who might like to combine meetings with AAS.
b. Jack Shelley-Tremblay suggested that the key to increasing participation is to make sure that the journal is indexed so that the conference proceedings have an impact factor and count for promotion and tenure.
c. Suggestions were made about generating an endowment to help supplement registration fees.
d. Suggestions were made that individuals at each institution be recruited to represent AAS and encourage participation.
5. The meeting adjourned at 9:42.