The Directors Meeting was called to order at 8:30 a.m. by the President, Brian Camp. Roll call was taken by Roger Maler, Sr. Vice President-Secretary. A sign- in sheet was circulated. [Encl. 1] Officer status and reports at the meeting:
 
 

   The Secretary accepted the following proxies:

The Secretary accepted the following proxies:
 
 

Sign-in Record (Encl. 1)
 

President Camp opened the meeting with welcoming remarks expressing his wish to keep the meeting short and his comments would come later at the appropriate point.

REPORTS

Secretary's Report - Sr. Vice President\Secretary Roger Maler stated he did not have a written report. He asked that the minutes from the last meeting be approved as written if there were no amendments. ID Jensen so moved; seconded by VP McIntosh. Approved

Treasurer's Report - In the absence of Treasurer Taylor, Managing Director Smith submitted Treasurer Taylor's report as well as a "preliminary" balance sheet from the Conclave (Encl. 2). It was stressed that the figures on several of the items were preliminary and that some items had yet to be filled in. It was also noted that the attendance and income from the Conclave were well below the previous year.

VP of Communications Report - VP McIntosh presented list of clubs with contacts, list of Council officers with addresses, phone numbers and e-mail addresses and a Directory of Southern Council Clubs Club Officers (Encl. 3).

VP McIntosh reported that last year he had a poor response to request for information from the clubs. This year's response was better. He sent out two mailings requesting information.

The Texas Fly Fishing Show was worked by President Camp, VP McIntosh and Michael Verduin recruiting new members.

Each officer is encouraged to have an article in the Long Casts. The due dates are January 15, April 15, July 15 and October 15. VP McIntosh also urged the club representatives present to send in articles about their club activities.

Asst. VP of Communication Report - Asst. VP Brant exhibited the Council home page on his laptop computer. He spoke a little on what is planned, particularly regarding the pre-registration form. Due to the expense involved he is not going to set up on-line registration. The registration form can be filled out on line and then e-mailed, faxed or mailed. Those wishing to use credit cards will have to either phone in their numbers or mail the forms. This will give us a zero cost base for registration as far as the web site is concerned. There will still be the credit card fees for those who pay for their registration via credit card.

VP Conservation - VP Sodamann submitted a written report (Encl. 4). In his verbal report he stated he had been contacted by several clubs regarding conservation grants.

He also reported that he has been selected to chair the warm water conservation committee of the Federations Conservation VP. One of their goals is to help establish warm water conservation policies on a national level. In order to accomplish this he needs to gather information on a local level and encouraged those in attendance to provide what information they can. He has also been invited to part of the National Water Quality Committee and has been invited to attend the Salt Water Conservation symposium where they will try to write policy relating to salt water conservation.

VP Development - VP Slane submitted a written report (Encl. 5). In looking at the Treasurer's report VP Slane stated the reason he was over budget was the purchase of 50 new tables for the Conclave and the building of new casting pools including new plastic. It is a good investment for the Council.

The VP reported he plans to create a corporate list that we can draw on for our needs, whether it be auction/raffle donations or other items.

VP Slane stated that for this Conclave he had been left out of the loop and he needs to be kept appriased of what is going on. As Vice President of Development one of his responsibilities is overseeing the Conclaves. The co-chairs of the upcoming Conclave stated they would definitely keep him in the loop.

He would like to conduct a poll of all members to find out what they would like to see at the Conclave. It was suggested that VP Slane put together a questionnaire to be published in the Long Casts to see what people have to say.

VP Slane also reported that he was pleased that he got approval on everything he asked for.

VP Education - VP Easterling submitted a written report (Encl. 6) . He reported he sent out letters to all the club presidents regarding the scholarships. It has proven to be very difficult to get anyone to apply until the very end of the time period open for application. He asks that if anyone has any leads on someone who might be a good candidate for a scholarship, give him the information and he will follow up on it.

VP Easterling, who is to be the conclave co-chair for the Millennium Conclave, said he has done his research and is scared to death of taking on a Conclave and not making money. His plan is to keep cost down and income up. He thinks careful planning, as well as follow through, is the answer to a successful Conclave.

VP Membership - Due to the very recent appointment of Steve Singleton to the position of Vice President of Membership upon the resignation of John Stanford, Managing Director Smith gave a membership update on his behalf. Current membership is approximately 3,956. During Conclave we received 57 (65 actual) new/renewal memberships. The majority of these are new members.
MD Smith encouraged all clubs to keep her updated on membership changes so that the Long Casts mailing list can be kept current. It is about the only method the Council has of communicating directly with the members.

Editor, Long Casts - Editor Fritz submitted a written report (Encl. 7). Long Casts was over budget due to the purchase of a digital camera.

Editor Fritz made a plea for articles for the newsletter. Deadlines are firm. In order to have a timely issue material needs to be in on time so publication dates can be met. Articles may be sent by e-mail, snail-mail or called in. (They can also be sent to Managing Director via fax if necessary.)

International Director - Director Jensen reported that he attended, along with President Camp, the Directors Meeting at the National Conclave in Gatlinburg, TN in August. As this was a transition meeting nothing new came up. He reported that the Federation is on shaky grounds financially and it doesn't look to improve much within the next three years. At the meeting a motion was proposed that would require the councils to give to the Federation 3% of their conclave proceeds. The motion was defeated by one vote.

Director Jensen reported that the hard line previously taken with new clubs is softening. If a club is formed and is viable for 1 year they can come in as an affiliate with 10% membership.

The National Conclave will be held in Livingston, Montana in 2000.

President's Report -

Proud to report 57 new members during conclave with a preliminary attendance number of 597.

We have 14 clubs within the council that do not meet the 10% number to remain an affiliate of the FFF. Letters will be sent to clubs informing them of this status and that the Federation is being forced to enforce the policy that all affiliate clubs maintain a 10% or higher percentage of FFF membership.

Club dues are not being paid in a timely fashion. As of Conclave date there are 10 clubs that have not paid their dues. It has been recommended that all clubs change their fiscal year to coincide with the Federation's year which is October 1 through September 30. If all clubs followed this plan it would go a long way in to making record keeping easier.

Membership is going up. However, we are battling a misconception. Many members of the affiliated clubs think mistakenly that because they belong to an FFF affiliated club they are FFF members. The message needs to be gotten across to the clubs so they can inform their members. One way to improve membership is for the clubs to buy 12 FFF memberships as a package. They would then get their choice of a rod or reel and have the option of raffling or auctioning it either to the entire club or to those 12 who purchase the memberships. The memberships could also be used a raffle or auction items, or whatever else the clubs feel is appropriate.  It has been estimated that if all the clubs do this, over a five year period it would generate approximately $250,000. If the memberships are purchased one at a time, a club has to have 15 new members in order to qualify for the rod or reel. Membership forms need to be gotten to the clubs. The general membership's only exposure to the Federation is usually once per year at conclave. We need to improve on this.

Club success stories needs to be published. President Camp encouraged everyone to get information to VP Easterling. The info is needed to use as tools to help with fund raising. All clubs are encouraged to send their newsletters to MD Smith who will copy and sent to Executive Committee. This will help the clubs avoid extra expense of sending extra copies.

As usual the Federation needs money. They have given a wish list. (Encl. 8) President Camp listed those and a motion was made by VP Slane to send the Federation $1,100 to purchase new desks. The motion was seconded by Director Smith and unanimously approved.

There has been some concern about liability insurance. Information will be made available to those who need it or request it.

A motion by VP McIntosh was made to fund $2,000 for the International Fly Fishing Center to sponsor the Warm Water Room for another year. Second by ID Jensen. Motion carried.

At the the Federation Board meeting each Council was challenged to donate $500 to the All Fish All Waters Foundation.

New Business

All Fish All Waters Foundation - Secretary Bob Cunningham - Secretary Cunningham gave a history of the AFAW. All donations are tax deductible as the Foundation is a non-profit 501(c)(3) organizations. An operating manual describing obligations to investors has been created. There are five areas in which donations may be placed at the discretion of the donor: conservation, education, IFFC, youth and "open". Sec. Cunningham stressed that the Federation cannot touch the money and the only funds used from the fund are to provide operating expenses which is usually about $50 per month. The funds donated are invested through Charles Schwab. Currently there is approximately $47,000 total in the AFAW fund. Upon making a donation donors receive a letter for tax purposes and they also receive an annual report. The Foundation is lean, mean and clean. It is subservient to the Federation only in that proceeds (interest) are distributed to the Federation programs once per year. Secretary Cunningham passed around a donations and pledges sign-up sheet for those who wished to donate.

A motion was made by Council Secretary Maler to donate $500 to the All Fish All Waters Foundation. Seconded by Director Dunderdale. Motion approved.

President Camp reported that the Federation is considering holding two annual Conclaves - one in Livingston and one some where else. The second would possibly be held in conjunction with a regional Conclave with the advantage of the Federation being able to share in the proceeds with the percentage of the split not yet worked out. The regional conclave would benefit from the national publicity. The possibility of greater attendance could increase income, possibly up to 50%. This is their way to get support form the Councils in a more tangible fashion. In discussion it was brought up that we need to get something in return. It seems to be a one way street. Possibly, the Federation could extend space in the Fly Fisher for the Councils to publicize their Conclaves.

Mark Van Patten, Missouri Stream Team Coordinator presented a report (Encl. 9) and update on what is happing with the Missouri Stream Team as well as the Raymondville School Knee Deep Stream Team. In 1998 an annual commitment was made to fund the Stream Team project for a five year period in the amount of $1,500 per year. Raymondville also asked for $500 in support. This was approved.

Secretary Maler presented two requests to the Board. (1) Request of financial aid from the Council to help defray some of the costs of the display created by Mid-South that was used in a WET program at the National conclave. Motion was made by VP Easterling that the Council reimburse Mid-South Fly Fishers $2,000 of the $2,800 total. Seconded by VP McIntosh. Motion carried with a vote of 8 to 7.

(2) Mid-South Fly Fishers requests $1,500 for a stocking chute to be built by the Arkansas Game & Fish Commission at Rim Shoals. As this falls under VP Sodamann's jurisdiction, this request was referred to him for consideration.

MD Smith presented to the Board a request for rental of the tables purchased by the Council and being stored at Wapsi. Secretary Maler made a motion that the tables be available for use by outside organizations subject to the approval of Tom Schmuecker of Wapsi and that the rental fee be in the form of a donation to the Southern Council in order to protect our non-profit status. Motion seconded by VP Slane. Motion approved.

President Camp - International Directors are appointed on a year to year basis. Director Jensen agreed to serve another year. International Director Frank Schneider declined. Chet Smith was asked if he would serve as an International Director if approved. He stated yes. Motion to appoint Director Smith as an International Director was made by VP Slane and seconded by Director Temper. Motion carried.

International Director Jensen stated that a fund raiser had been launched for the All Fish All Waters Foundation. The family of the late Mary Black has donated 4 items (a 1st series Phrozen Phantom Phly Tyer's Plate [No. 6]; a Classic Atlantic Salmon Fly Plate by Ron Shockley; a limited edition art print commissioned in recognition of the 20th anniversary of the Federation of Fly Fishers(tm); and a first edition copy of Trout, a two-volume definitive work by Ernest Schwiebert) to be raffled with the proceeds to go to the All Fish All Waters Foundation, The Mary Black Memorial Youth Fund. Fifteen hundred tickets have been printed and will be sold at $5.00 each. The drawing is to be held at the Southern Council Executive Committee meeting on December 11, 1999. Tickets and money are to be sent to MD Smith prior to drawing. Contact her if you need additional tickets.

Executive Committee meeting set for December 11, 1999 at 4:00 P.M. at the Ramada Inn in the upper level meeting room.

Parliamentarian Kelly presented a proposal related to slot limits on Lake Fork in Texas (Enc. 11). He asked that the Council prepare a resolution supporting the slot limit and opposing the slot wavers that are proposed. Director Hall made a motion to approve the preparation of such a resolution. Motion was seconded by VP Singleton. With further discussion, Parliamentarian Kelly with the assistance of VP Sodamann is to put together the resolution which will be presented at the December meeting.

VP McIntosh proposed that we reinstate the May business meeting. After discussion the decision to set the meeting is postponed until the December meeting.

The budget for 2000 was approved as follows:

Communications $1,500.00
Conservation $13,000.00
Development $1,500.00
Education/BLM $3,000.00
Exec. Committee $400.00
Long Casts $7,000.00
Managing Director $1,000.00
Membership $1,000.00
Salaries $8,000.00
$36,400.00

The following items were approved during the Board of Directors meeting:

Federation of Fly Fishers(tm) for desks $1,100.00
International Fly Fishing Center $2,000.00
All Fish All Waters Foundation $500.00
Missouri Stream Team $1,500.00
Raymondville KneeDeep Stream Team $500.00
Mid South Fly Fishers - WET Display $2,000.00

Also, the second installment of the 5 year - $15,000 commitment to the Capps Creek project is due to be paid. Each installment is $3,000.00

Meeting adjourned.

This page updated December 25, 1999