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Minutes of the Spring Executive Committee Meeting.

MINUTES OF THE ALABAMA ACADEMY OF SCIENCE Executive Committee Meeting

Buckner Home

Samford University

March 14, 2018

Meeting was called to order at 7:49 p.m. by Ketia Shumaker. [Minutes on the Academy Website]

Attendees:

Ellen Buckner

Matthew Edwards

Cameron Gren

Drew Hataway

Larry Krannich

Akshaya Kumar

Ken Marion

Prakash Sharma

Ketia Shumaker

Brian Toone

Jack Shelley-Tremblay

Steve Watts

Ken Marion

Anne Currie

Brian Burnes

Donna Cleveland

Brad Bennett

Chris Stopera

Anthony Winchester

Sami Raut

Salah Elafandi

Bettina Riley

Mark Jones

Mel Blake

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.

Old Business

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)


New Business

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.
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