ARIZONA NEVADA ACADEMY OF SCIENCE
MINUTES OF THE BOARD MEETING
JANUARY 13, 2007
Midwestern University
mn070113.doc
Present: Carleton “Buck” Jones, Owen Davis, William Perry Baker, Florence Slater, Karen
Conzelman, Aregai Tecle, Robert Reavis, Elizabeth Hull
Call to Order: Meeting called to order at 2:37.
Approval of Minutes: Minutes of the 10/20/06 BoG meeting were discussed. A few
typographical corrections were made. Perry motions to accept minutes from, Owen Davis
seconds. Unanimous vote to accept.
New Business:
1) Reports of Officers
Tresurer’s report and general funds details reviewed.
In abstentia report from Ingrid indicates that membership for this year is coming in
Scholarships – Aregai undergraduate reports
2) Elections
No candidate for president-elect. Nevada director position may be open. Possible candidates
and recruiting strategies must be discussed. Getting Southern Nevada Grotto cavers group more
involved with annual meeting (Buck agreed to recruit). Other options for increased involvement
and recruitment discussed.
3) Annual Meeting Plans
Aregai reported on the current plans for the annual meeting. Items discussed:
 Meeting will be held at the School of Forestry building.
o Building will have space for expected number of posters
o Computers will have flash drives, CDs, and internet
 Fee structure same as last year ($35 registration fee, $45 nonmember, $15 for student
members, $20 nonmember students).
 Sponsorship may be forthcoming. Aregai will investigate these options.
o Must remember to arrange thank-you for sponsors
 Discussion of room for lunch
o Agreed will be held at the Peaks room which holds 160 people
 Catering and menu discussion
o $2000 for lunch $1000 for coffee budgeted
o Lunch
 For catering purposes, the number of lunch attendees was agreed to 160
 Country Western Barbecue menu agreed upon by consensus (estimated
cost $2,400)
 2nd choice Italian Buffet will be used if necessary for budgetary reasons
o Coffee breaks (possibly only $600 budgeted (if no sponsorship is forthcoming))
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Coffee and tea at 7:00 am morning registration
Full morning coffee break at 10:30 was agreed upon
Limited afternoon coffee break (for Hydrology, Geography, and possibly
Math that have an afternoon session) was agreed upon
o Agreed that more investigation was needed. Aregai agreed to re-assess after
number of attendees and sponsorship issues have been settled. It was agreed that,
as numbers are finalized, the plan of action will be to 1) buy coffee, decaf coffee,
and tea for registation and AM coffee break, 2) buy food-stuffs as money permits,
3) arrange for a coffee cart to cater (“cash bar”). If budgeting issues are a concern,
then the lunch menu will be switched.
List of Section Chairs distributed
o Communication with new section chairs discussed to bring the up to speed and
recruit.
o Section chair for Science Ed – Pedro Chavez depending on Ingrid’s interest
Annual Meeting / Conference Hotel:
o Some members will Need to have official conference hotel for institutional travel
re-imbursement
o Amerisuites from before agreed upon now.
o Aregai will make arrangements
Best student paper
o Perry agreed to handle the award of the best student paper
o Award given at lunch
Guest speaker for lunch presentation
o Aregai will investigate inviting USGS scientist
o Talk must be limited to 15 – 20 minutes
4) Publications of JANAS
A) Current status of Journal publication reviewed
a. Journal that is promised as part of membership is now defined as e-copy of the
journal.
b. Those requesting a paper copy will be charged an additional $5 / year
c. JANAS is published online with BioOne. Fees associated with providing
individual electronic access for members without institutional BIoOne access are
currently:
i.
$500 set up fee
ii. $1000 per year fee
iii. $0.50 per password
Discussion was around whether or not we should provide this service to
membership without cost.
d. Still need to print JANAS for schools and libraries.
B) Revisit numbers of people requiring print copies to evaluate possible cost
a. Possible increase in publication cost of $300 as presented by Owen Davis
i.
Pre BioOne is $1200. Post-BioOne $1500 with estimated edu.
b. Expense may be higher if everyone with “.edu” in their e-mail address does not
have institutional access
C) Karen Conzelman investigated obtaining a different fee structure from BioOne. This may be
available shortly and further consideration was tabled until then.
D) Discussion of the status of the emeritus members.
a. Approximately 1/3 of the membership is retired and do not pay dues or the $5 fee
associated with getting a print copy.
b. Charging these members $5 for print versions may be a way to cover any increase
in costs associated with a move to BioOne.
E) Motion by Owen Davis, seconded by Elizabeth Hull to poll emeritus members to find if they
have objection to paying $5 for the print version of JANAS. Motion carried unanimously.
F) Motion to remove the volume number from the proceedings to avoid issues with the
publication schedule. Motion carried unanimously. This was withdrawn.
5) ANAS Dues
Discussion of dues increases in the context of expenses and budget. Consensus reached to delay
any increase in dues.
6) Online Payments
Online payment for meeting registration discussed. It was agreed that on-line payment for these
fees would be added to the website by Owen Davis. .
7) Webmaster / page hosting
New arrangements to that change the hosting site from UofA were discussed. New arrangements
are still ongoing.
8) Electronic BoG meetings
The possibility of holding BoG meetings electronically was discussed. The president indicated a
need for face-to-face discussions and meetings.
9) 50th anniversary book
Update on the status of the publication of the book. Owen Davis indicated that it is in press.
10) Approval of budget
Budget for 2007 was unanimously approved.
Adjournment: Meeting adjourned at 5:00 pm.
Respectfully submitted,
Elizabeth Hull