The Executive Committee Meeting was called to order at approximately 4:30 p.m. by the President, Brian Camp. Roll call was taken by Roger Maler, Senior Vice President/Secretary. A Sign-in sheet was circulated. Officer status and reports at the meeting:
 
 

President Camp opened the meeting with welcoming remarks.

REPORTS

Secretary's Report: Secretary Maler reported he did not have a report but would make some comments later in the meeting. Minutes from Board of Directors Meeting of October 3, 1999 approved with changes suggested by AVP Brant (Encl. 1). Motion made by Secretary Maler and seconded by International Director Smith.

Treasurer's Report: Treasurer Taylor submitted a written report (Encl. 2). He reported that CD #2 had been renewed but that CD #1 had been cashed in and put into the general account. The report on investments that he had planned to make was tabled due to present financial status. Treasurer Taylor pointed out to the Committee that each of the funds received a share of the monthly interest income since all of the interest from the CD's go into the general fund.

The question was raised as to how did we compare to the same time last year. Current amount in all accounts is $71,604 and at approximate same time last year the amount of $79,281.

Budget to be left till after reports.

Vice President - Communication Report: Vice President McIntosh was not present due to illness; however, a written report was submitted (Enc.3). Report stated he hopes to improve communication between the Council and the Clubs. Currently only contact is at Conclave.

Vice President Conservation Report: Vice President Sodamann submitted a written report (Encl. 4) listing commitments as well as other expenses. His report itemized his expenditures as well as pending requests for funds.

VP Sodamann reported that he had visited with opponents of the Bell Foley Dam on the Strawberry River in Arkansas. The Strawberry is an excellent smallmouth fishery. Developers are pushing to get the dam built. If we can keep the dam from being built for 2 more years it should be a dead issue. Corps of Engineers is against the project so hopefully it will die a natural death.

VP Sodamann also reported that Flint Hills Fly Fishers is the first club going to same fiscal year as the Council. They are also now a 100% club.

The funds granted to Mid-South Fly Fishers to build a stocking chute on the White River instead allowed them to build two stocking chutes.

Letter from Kurt Morgret of Trout Unlimited stated that with the funds currently in hand they have enough funds to close the deal for the Capps Creek property in Southwest Missouri.

Vice President - Development Report: Vice President Slane submitted a written report (Encl. 5).

VP Slane had contact with potential attraction for the upcoming Conclave. They are performers who do a magic show centered around fly fishing. They agreed to do several shows/segments for only $600 and two nights motel, admission to Conclave and banquet tickets. They could be used in the evening as a filler while setup is taking place for programs as well as walking entertainment at the fair grounds. Shows could be done from the main state in the exhibition center at the fair grounds also. VP Slane felt this would be a big attraction for families with small kids as well as the big kids.

Currently VP Slane is pursuing raffle and auction items including a possible boat.

Referencing the '99 Conclave, he felt that the problem with Teeny being available for only half a day was a waste. It put forth a bad image for the Southern Council - a bad example all the way around.

VP Slane reported on the Conclave Kickoff meeting held on November 6, 1999. At the meeting he gave input on the way to have a conclave. He felt the upcoming conclave was very diversified in that it involves more people. He also made a plea for aid if you've got it to give.

VP Slane reported that we have an opportunity to have a promo video made on our Conclave that can be sent to all major markets in Council area to promote Conclave. In one instance he was able to get all materials donated for a scouting video and hopes will be able to do so for the Council. It was suggested that he come up with a figure as to what it would cost to do a promotional video.

MD Smith asked about instruction she had been given at the Conclave meeting in November regarding purchasing concrete blocks to use in constructing a level casting pool at the fair grounds. In looking at the matter, storing the quantity of blocks would take up a considerable space and they are very heavy. Having equipment brought in to level the area of approximately 100' x 40' would probably be a better investment. She was instructed to look into the situation to see what costs would be. It might even be possible to have county graders come in to do the job.

Vice President - Education Report: VP Easterling was not present but submitted a written report (Encl. 6). He had asked that the expense of $80.75 on 10/13/99 be explained. The equipment was mistakenly taken to Texas after the Conclave and had to be overnighted in order to get it to the assigned location in time for the event.

Vice President - Membership Report: VP Singleton gave an oral report stating that letters from President Camp were to be sent to clubs in the hope of boasting membership. There are 14 clubs currently not meeting membership requirements - some only need 1 - if some lost 1 member they would be below requirement. Clubs not meeting 10% requirement will get "spiritually-uplifting" letter to encourage them.

VP Singleton reported that a move is on to get all clubs to go to the same fiscal year as the Southern Council. VP McIntosh's getting e-mail address for the clubs will help.

The T-shirts left over from the recent Conclave could be used as membership incentives or sell them at $10 each to clubs and allows them to use them for whatever they desire. Decision was made to mail shirts to clubs with the provision that they be used as membership incentives. (MD Note: Investigation after the meeting revealed this would be very expensive to undertake.)

There are five (5) clubs that have not paid their dues for 1999. At least two may be defunct.

Assistant Vice President - Communication Report: AVP Brant submitted a written report (Encl. 7). He also had the web page set up on a laptop computer for attendees to view. He reported he hoped to have the October and December '98 meeting minutes on the site shortly in an amended version with sensitive material being deleted.

President Camp instructed him to use his best judgement.

Secretary Maler asked if budget and balance sheets were to be on the web page.

President Camp stated no that should not be there.

Secretary Maler indicated he felt the items that should be there are the amounts spent on Conservation and Education - general figures.

President Camp again stated only basics

There was some discussion as to whether the proposed promotional video could be put on the web site. AVP Brant felt this was definitely possible.
ID Smith suggested that we treat the web page as an extension of the Long Casts.

Long Casts - Editor Report: Editor Fritz reported the December issue is out. Relayed report from VO McIntosh was that it look great; however, the labels were on the right side and they covered the logo. Need to look into some type of arrangement that would keep logo uncovered.

Deadline for next issue is January 15, 2000 President Camp encouraged everyone to send articles to Editor Fritz for the newsletter. We need to show success stories and, if one is heard of, tell Editor Fritz.

Conclave Report: Written report by Conclave Co-Chairman Chuck Easterling (Encl. 8) was submitted. Also passed out was a phone list of those working on the Conclave (with corrections to be made [corrections made]) (Encl. 9)

President's Report: President Camp reported he has conversed with Federation President Greg Pitts concerning making our Policy & Procedures Manual available to other Councils. A motion to do so was made by ID Smith and seconded by VP Sodamann. Manual in WordPerfect format will be made available on a CD to each of the Councils.

MD Smith was asked to send a note to former Secretary George Hobson to let him know of success of the Policy & Procedures Manual.

The Western Rocky Mountain Council has seven videos on fly tying. They are selling the videos as a money maker for the Council. They are $16 each and 11/2 to 2 hours in length. They are predominately on Western flies showing techniques, how-to's, etc. after consideration they might be a consideration for Conclave.

Order for International Fly Tyers plate is to be submitted by MD Smith.

The Southern Council has received from National two incentive awards. The awards were given based on number of new members signed up at Conclave. The two prizes are a Thomas & Thomas rod and a Ross Gunnison reel. Both items are to be used as an auction item at Conclave. They will be auctioned as a set. VP Sodamann was to notify MD Smith which rod and which reel to request.

OLD BUSINESS

Budget: Treasurer Taylor said that after looking at the budget he decided to not bring up suggestions for investments. He looked at the budget to come up with a balanced budget. The VP's are not outspending budget. Conservation is the greatest line item. In his opinion, budget issues are philosophical - is our purpose to spend or save money. Is part of the reason we have money in the bank to offset a bad year?

President Camp said "that, true, our fiscal responsibility to members is to spend wisely. We need in reserve funds for one conclave and 1 year of Long Casts. Beyond that the money can go to whatever needs funding. The concern is that if we continue to spend beyond our income we will soon be down to that point. The Council needs to be prepared to not have a big income. We need to be realistic and think about what needs to be done."

MD Smith was asked to figure out what we would lose in the event Conclave was not held due to weather conditions.

There was no change in budget approved in December.

NEW BUSINESS

Web Page: AVP Brant reported that currently we pay $170 a year for our web page. If we upgrade to a site that will have our own address (SouthernCouncilFFF.org) the cost will be $350 per year. This will give us 21/2 times the space we now use; plus, we will have a lot more capabilities.

President Camp stated that since this is a budgeted item it is between VP of Communications and Asst. VP of Communications to decide.

Mid South Questionnaire: Secretary Maler presented a written report on the survey he conducted in Mid-South Fly Fishers. He asked each Committee member to read the survey (Encl. 10) and give comments back that this could work if?

He requested that this survey be taken in all the clubs to see if we could get a consensus within the SC. We are in the forefront of this move and we need to move on it. He would like to see, if we get a consensus, if National would give us approval to put dues at $15. One questions is how many members would we lose if we make FFF membership mandatory.

The key to Secretary Maler's plan is that you collect FFF dues at local clubs. Dues are then sent to the Council. National will receive 14 checks per year instead of thousands thus eliminating a lot of record keeping at National.

Some fears expressed were: affiliate clubs may drop because they are not 100% and of alienating friends.

Secretary Maler said that we are a grassroots organization founded on clubs. The only way to increase our base is to increase membership. In order for the Federation of Fly Fishers(tm) to be a viable organization it must be done.

MD Smith was directed to send the questionnaire to all clubs asking for their response by the May meeting.

Hyde Boat Sweepstakes: President Camp gave details on the Hyde Boat Sweepstakes being conducted by National. The best part about it is that out of every $10 ticket we sell we get to keep $4 in the Council. The boat is to be drawn for at the National Conclave in Livingston on August 5, 2000.
 

Resolution: At the December Board of Directors meeting Parliamentarian Duane Kelly proposed that a resolution (Encl. 11) be prepared and sent to the Texas Department of Wildlife regarding the proposed change in fishing regulations for bass. The proposed change would change slot limits. A motion to approve the resolution was made by Secretary Maler and seconded by ID Smith. Said resolution was signed by President Camp and VP Sodamann with resolution to be presented to the Texas Department.

Shipping of Items from AFAW Raffle: ID Jensen had asked that, due to the lower than expected proceeds from the Mary Black Memorial Youth Fund Raffle, the Council pay shipping costs for the four items. This request was approved without questions. The drawing then took place with Parliamentarian Kelly doing the drawing. The winners were: Phrozen Phantom Phly Tyer's Plate - Shawn Taylor of Tecumseh, MO; Classic Atlantic Salmon Fly Plate - Mikey Lack (age 7) of Jonesboro, AR; The FFF 20th Anniversary Limited Edition Print - R. L. Stewart of Shingletown, CA; and the copy of Schwiebert's Trout - Dixie Turner of Bull Shoals, AR.

Shirts: VP Slane informed the Committee that his wife had recently purchased a new embroidery machine and would be willing to embroider shirts for officers. The purpose of this would make the officers more visible at Conclaves and other functions. The cost of the embroider would be somewhere in the vicinity of $8 to $10 per shirt. This would pay for thread only. Mrs. Slane would be donating her services. MD Smith was directed to check into the availability of appropriate shirts and to let everyone know of availability. The idea was having matching shirts was considered a very good one.
 

Next Executive Committee Meeting is set for May 6, 2000 with meeting to start at 4:00 P.M. at the Ramada Inn in the upstairs meeting room.

Meeting adjorned at 9:40 PM