Board Minutes
ANAS – Jan. 5, 2001

The meeting was called to order at 10:05 by Owen Davis, President. Present were: Owen, Karen Conzelman, Aregai Tecle, Norm Thomas, Tony Brazel, Kathy Lauckner, Don Young, Steve Williams, and Betsy Cooper.

A typo was noted in the minutes of the Sept meeting; with that correction, Aregai moved and Karen seconded that the minutes be accepted. The motion was passed.

Karen, Treasurer, presented the proposed budget for next year, based on figures from '98, '99, and 2000. She noted that since the Junior Academy is not meeting with the Senior Academy this year, we need to estimate the cost of the Junior Academy luncheon. Also, we have to include the cost of the audit. She also noted that the estimate for deposits from annual meeting assumes significant corporate and institutional sponsorships. Without sponsorships the money realized from the annual meeting will be much less. If four graduate-grant-in-aids are given, $1000 should be allocated. Kathy indicated that the cost of the Academy Awards Luncheon and the coffee breaks will be higher than estimated. She agreed to contact the Chemistry, Hydrology, Anthropology and the Alumni Association of UNLV to try and arrange for financial support. Donors will be acknowledged in the Proceedings and by signs posted at the meetings. See the attached Budget Proposal for the final revised budget.

Norm moved, Don seconded that the treasurer’s report be accepted. The motion passed.

The membership secretary reported that we have 223 dues-paying members (regular, family, fellow), 42 student members and 67 non-dues-paying members (life, emeritus and charter), for a total of 332.   However, there are 125 dues-paying members who are not current on their dues.   There are 83 institutional members.   Of those, 25 have paid for Volume 33 or beyond.   Nineteen institutions which have paid through Volume 32 were requested to pay for Volume 33.   The 23 institutions who have not paid for volumes earlier than Volume 32 will be dropped from the list.   Owen noted that half of the dues-paying members are not current with their dues.   Karen suggested that we send a renewal notice with a deadline of March 30^th, 2001; if payment has not been made by the deadline, the members should be dropped.   Owen made the motion that the membership secretary send a renewal notice to all members in arrears on Jan. 31^st stating that all back dues be paid by March 30^th of the current year.   If not the individual will be dropped from membership. This will be done annually.   Don seconded the motion; the motion passed.

Owen then moved that a regular annual dues notice be sent out each October to all current members.   Kathy seconded the motion; the motion passed.   Karen moved and Don seconded that the Membership secretary's report be accepted.

Owen brought up the subject of publicity for the ANAS. He suggested that perhaps we could send a newsletter to the AAAS as a press release for publicity; perhaps we could send out announcements of the 50^th ANAS anniversary or the science awards for the annual meeting.   It was recommended that we make a press release of the guest speaker, the number of presentations, the recipients of awards.   The question was raised as to who would do this.   Kathy would be best prepared to make such a promotional statement.   Aregai suggested that the regional directors contact regional colleges and institutions to establish a distribution list for press releases.   Aregai indicated that the regional directors should be in charge of developing a distribution list for publicity.

Owen made a motion that the president should a notice to the regional directors asking them to provide email addresses to the permanent secretary for press releases about activities of the ANAS. Aregai seconded the motion; the motion passed.

Betsy Cooper, Proceedings Editor, reported that we are still lacking a chair for the Geography section.   Kathy indicated she would look for someone to chair the Geography section.   Otherwise, chairs have been identified for all the sections and they will be sent reminder letters about deadlines for getting abstracts in and the possible need to recruit presenters.   Karen moved, Norm seconded to accept the Proceeding Editor’s Report.   The motion was passed.

Owen reported that Lynn Thacker has agreed to audit the books for the Academy.   Owen contacted 4 groups to obtain an estimate of the cost of an audit.   The average estimate was about $1000.   Karen suggested that for our Academy perhaps $100/hr plus expenses might be appropriate.   Kathy suggested that we offer $300 for the day.   Owen agreed that he would offer her $300.

Norm Thomas, director from Northern Arizona, reported that he will send one or two news reports to Steve for the newsletter.  

Kathy reported that arrangements have been made for all the necessary rooms for the meetings.   The paper sessions will be held in the classroom building complex.   Each room will be equipped with a slide projector, an overhead and a computer.   The luncheon will include either garden pitas at $8.50 per person or deli wraps at $10 per person with a pasta salad.   If there are less than 100 people attending the luncheon it can be held in the classroom building complex, otherwise it will be in the alumni center.   There will be coffee at registration as well as at coffee breaks.   Twenty-five rooms have been set aside for the Academy at Amerisuites for   $72 / night.   This is within walking distance of campus.  

Kathy would like to invite 10 – 12 upward bound high school students to participate.   Jim suggested that the upward bound students be allowed to participate with the understanding that their director be in charge of conduct   Karen moved and Don seconded that the Annual Meeting report be accepted.   The motion was passed.

Owen noted that Kathy is doing all the planning and arranging for the annual meeting.   Carl Reiber is supposed to help, but has not. Owen suggested that he would contact Carl and elicit his help.  Jim deVos suggested that Owen might write a letter to the President of UNLV thanking him for assistance.

As permanent Secretary, Owen reported that an archive of ANAS historical documents has been set up in Geosciences at U of A.  Included are copies of the Journal and Proceedings.   Is it appropriate to have copies of the newsletter?   He has been answering subscription and membership inquiries.  He has also been managing the web page, including each newsletter and anupdated Membership Directory.   A JANAS page has been added.   Tony Brazel is the ANAS representative for AAAS and he is planning to attend the AAAS meeting in San Francisco Feb. 15-20.   Owen reported that as an Affiliate Member, ANAS gets four annual subscriptions to the journal Science.   He suggested that we present the subscriptions to the winners of the best student paper and best student poster.   The motion was made and seconded that the secretary’s report be   accepted, and the motion was passed.

There was no report from Lynette Hoff as Director of the Junior Academy.   Owen reported that the Junior Academy will meet at Glendale Community College.   Owen will contact Lynette to ask about registration fees for the year 2000 which were never received and have her contact Steve Williams about the plans for the year 2001 Junior Academy.

Tony Brazel, Editor of the Journal, brought up the subject of   journal subscription rates, the voluntary basis of page charges, and cover design, which he recommended remain the same for now.   There was general discussion about page charges.   Jim suggested that we need to increase participation because we are judged on the basis of the journal.   No page charges would help us get up to date on the journals.   This was countered by the suggestion that page charges imply status.   It was agreed to discuss page charges further.   The next issue is targeted for March.   The issue of advertising was raised.   Robert Reavis has investigated some of the advertising practices of various journals.   The effect of advertising on postal status should be checked.   The question was raised about advertising jeopardizing our non-profit status.   Owen and Norm both suggested not as museums and other groups use advertisements.   Aregai passed out sample ads from the Journal of Forestry.   This was followed by a discussion of prices.   It was agreed that there should be no charge for news releases.   Kathy and Aregai suggested that we select a standard size for ads: the business card format seemed popular with the Board.   Tony was instructed to transmit the Boards comments and ideas to Robert Reavis.   Discussion of subscription rates followed.   Should we raise only Institutional rates or all dues?   The suggestion was made that wisdom from the past indicated that both sets of dues should be the same.   Jim indicated that we should adequately cover our budget, eliminate deficit spending.   We are currently operating at a 20% deficit.   Will we lose or gain more by raising rates?   Owen agreed and offered an option of increasing the registration fee and/or subscriptions, which must be current!.   It was decided to discuss raising the registration fee to $35 at the next meeting.   Kathy asked about grants from support organizations.   There was general agreement that this could be fruitful, if appropriate organizations could be identified.   Owen will raise the question again at the April meeting.   Discussion about the production of the journal followed.   Tony indicated that the next issue will include an introduction from the editor explaining the new formats.   Jim emphasized the need for uniformity of units and referencing standards.   Owen moved that the board accept the journal editor’s report.   The motion passed.

Owen presented the Nominating committee report.   Betsy Cooper wishes to retire from the Proceedings Editorship, though she will continue as recording secretary.   Therefore, we need to find a new Proceedings Editor.   The nominating committee also needs to find a president-elect.   Jim deVos suggested John Rennie.   Aregai will talk with Rennie and report back to the committee.   Owen volunteered to be a Director from Southern Arizona.  

Owen reported about a letter to the Floral Issues Committee.   The past Floral issues have been done independently and the Board supports this.   Cindy will do the next issue.   Jim noted that Cindy has a long association with the Academy; we would like her to continue.   Tony stated that it is important that the regular issues of the Journal have priority in being published.   Owen said he would send a copy of the letter to the Board and to Cindy.   Jim asked that a note be added that cooperation is paramount and should continue.  

Aregai presented a report requesting a membership dues increase.   He reported that the Arizona Hydrological Society charges $40 and has only a newsletter;   Sigma Xi charges $50 for membership; it publishes the American Scientist and hosts an annual dinner plus about 5 speakers. Increasing our membership dues would bring us in line with comparable societies, help offset the journal costs, and help balance the budget.   He suggested that we raise the dues by $10 bringing it to $35.   Owen observed that this represents a 40% increase.   Kathy suggested that this would be acceptable because we have not raised rates in many years.   Student rates would remain the same.   The motion was made to raise the membership rates to $35 beginning in 2002.   Don seconded the motion. The motion was passed.  

Owen raised the problem of conflicting numbering of volumes for the Proceedings Supplement and the regular Journal.   The motion was made and seconded   to retain the volume number on the Proceedings, but to remove the word ‘Supplement’ so that the title reads 'Proceedings of the Arizona Nevada Academy of Sciences Annual Meeting …'  The motion was passed.  

Owen reported that Yavapai had written asking permission to register 25 students at a reduced rate.   The Board agreed to permit the students to register for $15 each if they would not be participating in the luncheon.

The meeting adjourned at 1:30.

Respectfully submitted by
Betsy Cooper who gratefully acknowledges the notes taken by Norm Thomas