Minutes

Board of Directors Meeting

December 9, 2003, 11:30a.m.-1:00 p.m.

Nature Conservancy Office

633 West Main Street, Madison

Board members present:  David Hamel, Nancy Braker, Tom Boos, Gene Roark

Members joining via conference call: Steve Strachotta, Jim Reinartz, Patrick Goggin, Susan Lehnhardt, Lauren Ebbecke, Rolf Utegaard, Donna Van Buecken

Members absent: Tim Gerber, Tom Brock, Kent Van Horn, Dave Spatcher, Jaime Corbisier, Dan Undersander

Also present:  Kelly Kearns

After amending volunteer assignment for writing a newsletter article about a Wisconsin regional group of Midwest Invasive Plants Network, minutes of the November 11^th meeting were approved.  (A revised copy of those approved minutes will be in the IPAW permanent files).

Treasurer/Membership report -Tom Boos

Approx. $19,000 in the account after recent checks are deposited.  No new memberships last month.  A membership solicitation letter with return envelope is planned for January because previous email efforts were not as productive as hoped. 

Braker will call Thomas Meyer about reconciling the September conference cost issues and obtain the “Saturday only” registration list.

Tom presented a comparison of previous expenses by category.  He will rework it so it will include income statement and some additional expense categories (salary, insurance & fees) to assist the board in establishing a budget at the January meeting.

Steve raised the issue of eventual audit requirements.  Nancy thinks we have another year before applying to IRS for permanent tax exempt status.  Gene will ask one of his many accountant contacts if they will provide a pro bono audit and IRS advice.

By-Law Revisions approved (second time) as presented and approved last month (first time).

Newsletter is slightly overdue.  Rolf will try to contact Jamie and Dave Beckman to see where we are in the publishing cycle.  There has been a tradition of four newsletters per year. 

Tom has been giving website calendar event announcements to Marsha for listing on our web site.  Announcements should also be broadcast direct to the List Serve.  Kelly was encouraged to send even more announcements to List Serve than has been her practice.

Program Assistant   There was discussion of Nancy’s draft of task division between the IPAW Secretary and proposed Program Assistant.  IPAW needs to decide if we need a clerical office manager or an executive.  Nancy moved that IPAW create a part time paid position for a clerical type Program Assistant (PA) reporting to a single board member, primarily to do membership and secretarial tasks.  More executive type tasks on Nancy’s list could be prioritized and assigned to the PA if/when time permits.  Responsibility for recording minutes would remain with the IPAW Secretary.   Motion seconded and passed. 

We have the option of accepting the $5,000 TNC grant as a check, or as employee expense paid out by TNC if the employee is hired by TNC on our behalf. TNC is waiting to hear from IPAW when it’s time for TNC to do something.

We need to put a committee to work defining job description(s), designing a search and screen program and proposing a plan for office space and employment technicalities. Donna, Tom and Nancy volunteered to meet in January to form a steering committee to bring a solid proposal to the next board meeting (January 13th).

Election of Board Members. (4) terms expire in early 2003. 

Dan Undersander and Nancy have been the nominating committee in previous years.  Names of any suggested new board candidates should be sent to Dan or Nancy.  Board member list with terms is attached.

Midwest Invasive Plant Network - Kearns 

will meet next Monday, December 15th.  IPAW should appoint someone to represent IPAW at Network meetings.  Kelly will ask for volunteers via ListServe.  Kelly suggested we should encourage Wisconsin groups to become IPAW chapters now that by-laws permit it.  Nancy suggested she and Gene need to do more work on expanding and formalizing policy for chapter affiliation.  Donna offered to help.

Science Committee will meet December 18^th on coordinating database and inventory monitoring statewide.  A workshop on that subject is contemplated for mid January.

Rapid Response - Kearns -- As soon as possible, Kelly needs names to consider for Project Coordinator candidates for a half time, two year position as part of her Early Detection, Rapid Response EPA grant. 

Jim Reinartz has been named to Governor’s Invasive Species Council.

Next Meeting: January 13th, 11:00a.m. to 1:00p.m. location to be announced.

David Hamel, Interim Secretary