scfff Directors Meeting Oct 2001

MINUTES FOR
BOARD OF DIRECTORS MEETING
FEDERATION OF FLY FISHERS^tm, SOUTHERN COUNCIL

October 7, 2001
Ramada Inn, Mountain Home, AR

Meeting attachments not included

The Board of Directors Meeting was called to order at approximately 8:35 a.m. by the President, Brian Camp. Roll call was taken by Roger Maler, Senior Vice President/Secretary (Attachment A). Officer status and reports at the meeting:

President	Brian Camp	Present	Oral Report
Secretary/Sr. VP	Roger Maler	Present	Oral Report
Treasurer	Shawn Taylor	Present	Written Report
VP Communications	Brian Ellis	Present	Written Report
Asst. VP Communications	Bill Brant	Present	Oral Report
VP Conservation	Paul Sodamann	Present	Written Report
VP Development	Dennis Slane	Present	Written Report
VP Education	Chuck Easterling	Present	Written Report
VP Membership	Judy Boston	Absent	No Report
Editor, Long Casts	Steve Fritz	Present	Written Report
International Director	Steve Jensen	Present	Written Report
International Director	Chet Smith	Present
Archivist	Chet Smith	Present	No Report
Parliamentarian	Duane Kelly	Present	No Report
Managing Director	Pat Smith		Present

Clubs with representation at the meeting were:

Arrowhead Fly Fishers

Capital City Fly Fishers

Cornhusker Fly Fishers

East Texas Fly Fishers

Flint Hills Fly Fishing Club

Fort Worth Fly Fishers

Green Country Fly Fishers

Heart of America Fly Fishers

Mid-South Fly Fishers

Missouri Deaf Fly Fishers

Missouri Trout Fishermen's Assoc. Springfield

Missouri Trout Fishermen's Assoc. KC

North Arkansas Fly Fishers

North Louisiana Fly Fishers

Northeast Arkansas Fly Fishers

Ozark Fly Fishers

Southwest Missouri Fly Fishers

Tri-Lakes Fly Fishers

Three proxies were accepted; however only one of the proxy holders was in attendance. (Attachment B)

President Camp opened the meeting with welcoming remarks.

REPORTS

President's Report:

The President reports that during Conclave we have added two new clubs that would like to join the Federation and the Southern Council. They are the Western Tennessee Fly Fishers from Jackson, Tennessee and a club as yet un-named from Tahlequah, Oklahoma.

Leadership seminars are still available for those clubs that have not participated. One seminar has already been held in Texas with great results. All but two of the Texas clubs participated. The presidents worked together on putting together programs and other matters that concerned their clubs. Newsletter editors brain stormed to share ideas. Membership coordinators worked on methods to improve membership retention and gain. The outcome of the Texas seminar speaks well for upcoming seminars. If anyone is interested in organizing the seminars for their general area please advise. The current plan is to hold one in an area where clubs from Arkansas, Louisiana, Tennessee and Oklahoma could attend as well as one in an area where the clubs from Kansas, Missouri and Nebraska could attend. However, a club could attend which ever seminar it chose to. If more information is needed, contact President Camp.

Secretary's Report:

Secretary Maler expressed his appreciation to the Conclave workers.

The Secretary requested approval of the minutes of the last meeting. Motion was made by Director Smith and seconded by VP Sodamann. Motion approved.

Treasurer's Report:

Treasurer Taylor presented a written report. (Attachment C) His report shows that everyone was under budget for the year and that we were on stable footings financially. He requested that any consideration of a budget for the upcoming year be postponed until the December meeting in order to have a clearer idea of our income from the Conclave.

Report was approved as submitted.

Communications Report:

Vice President of Communications Ellis submitted a written report detailing his activities since the March Executive Committee meeting. (Attachment D)

Conservation Report:

Vice President of Conservation Sodamann presented a written report. (Attachment E) He further stated that if anyone had questions on how to get assistance for their project to please contact him. National also has funds available for projects.

Development Report:

Vice President of Development Slane presented a written report. (Attachment F) VP Slane also reported that due to conflicts of time the video promoting the Conclave wasn't ready as originally scheduled. The intention is to have it ready for Conclave 2002.

Education Report:

Vice President of Education Easterling presented a written report: (Attachment G)

VP Easterling noted that most of the clubs are buying their own equipment and thus are not utilizing the Council's equipment as much as in the past. He also reports that the Council's rods are on their last legs. The rods are aged and mismatched. He is making contact with several different vendors to solicit donations or deep discounts on the purchase of new rods. He also stated that he would like to see the old rods go to youth groups. When he has a firm plan in ready he will then advise the Board.

Membership Report:

President Camp reported that we are in the best shape ever with over 1420 FFF members in the Council with a total membership of over 4,200. We are the largest Council of the 13 in the Federation. Our goal is to increase recruitment, thus increase membership and then to retain those we have recruited.

The proposal made by Secretary Maler has been approved by his club. They have voted to go 100% provided they can get approval from National for proposed reduced fee of $15 per year for a 5-year period. This club of approximately 400 members would be a big boost.

The suggestion was made that the Council provides something once a month for clubs to put in their newsletters.

We are also working on getting those members in our border states who belong to a Southern Council club counted in the Southern Council.

Assistant VP of Communication Report:

Assistant VP of Communication Brant reports that VP Ellis has taken over part of the web site maintenance and has been a big help. Asst. VP Brant requests copies of photos taken at Conclave preferably on a CD. He asks that clubs get a list of their upcoming events to him so they can be publicized on the website and so that links can be set up referring inquires back to the club website.

Long Casts - Editor:

Editor Fritz submitted a written report. (Attachment H) In his report he lists the deadlines for contributions to the newsletter.

At the request of the Board, the application form for the Wayne & Catherine Moore Youth Fund will go in the Long Casts.

Editor Fritz also amended his report regarding the last paragraph. Now that he has the new computer, his job will be much easier and he may elect to continue as editor.

If anyone has information or articles that they would like to fax to him, please fax them to Dennis Slane and they will be retrieved. The fax number is (417) 883-7835.

National Directors:

National Director Jensen submitted a written report. (Attachment I). This report covered the meeting that took place at the National show in early August that he and Director Smith attended. Among the items not covered was the report that for the first time in years the budget for National is in the black.

Also, the new obituary policy for FFF members who have passed on is that they will be listed in the Flyfisher as they are reported.

The Southern Council now has another Committee chair. Director Smith is the new chairman of the Warm Water Committee which is under the umbrella of the Conservation Committee. This committee also has on it several other Southern Council members: Elmer Meiler, Terry & Roxanne Wilson and Robert Bays. Managing Director Smith has also been selected to be a member of the National Membership Committee.

Budget:

Budget will be considered at December meeting once final on conclave income is determined. Motion to do so was made by Secretary Maler, seconded by Director Jensen and approved.

Conclave:

Conclave Co-chair Sodamann presented the preliminary Conclave report. (Attachment J) He was proud to report that this year an attendance record was set. Total attendance counted was 840.

It seems that our income for the past several years has stayed flat - or about the same.

It was requested that we also publicize in the Long Casts the menu for the banquet. There are some with special dietary needs that need to know what is being served before making the decision to attend. MD Smith said that she would make sure this is done.

OLD BUSINESS:

Wayne E and Catherine Youth Fund:

This fund was established by Catherine Moore to help clubs and organizations pay for food for children at sponsored youth activities. It was amended unanimously to include Southern Council Clubs to sponsor youth activities in their areas for children age 16 and under. The fund will cover food expenses for the children involved in the activity as well as a reasonable number of adults that are in charge of the activity.

Bob Cunningham, who has been a major benefactor of the fund, requested information on how funds are used - or not used. He also gave a bit of history on the fund and how it was originally established.

Stream Team

Mark Van Patten, Streams Coordination Biologist, Missouri Department of Conservation,
presented a written report on the funds approved for Stream Team last year as well as a request for funds for the coming year. (Attachment K). He asked for the same amount of support but understands budget and will be happy with whatever the Council can afford to give.

Legends of Fly Tying Plate Series:

The International Fly Plate that was auctioned off on Saturday evening is one of the last ones of the series. The series is being discontinued. Director Jensen has been doing the framing for the series since 1996 when he took over that chore from Darwin Atkin who continued to handle the administrative portion of the International Fly Plate Series. The project was very successful and over the years had raised hundreds of thousands of dollars for the Federation and Councils.

This series is being replaced with the "Legend of Fly Tying Plate" series. Each fly plate will contain flies tied by Council members from the individual Council that orders a plate. Each Council will be responsible for gathering their own flies and submitting them to Director Jensen who will be in charge of this series.

Director Jensen has purchased from his own pocket the pins that will be used in each of the fly plates. There will be two pins per plate - one in the plate and one for the purchaser. In order to get the number of pins needed Director Jensen had to place an order for a minimum number. The cost was $725.00. He asked that the Council underwrite this expense and help sponsor the Legends of Fly Tying Plate Series.

A motion to do so was made by VP Easterling and seconded by Mr. Cunningham. Approval was unanimous.

Conclave 2002

Treasurer Taylor, who will be the chairman of the 2002 Conclave revealed the names of those who will be on the committee. They are as follows:

	Registration:	Lew & Sharon Goodson
	Exhibitors:	Chet Smith
	Auction/Raffle :	North Louisiana Fly Fishers
	Programs:	Elmer Meiler
	Youth:	Dennis Galyardt
	Fly Tyers:	Ron Knight
	Outreach:	Fort Worth Fly Fishers
	Pre-Conclave Party:	Northeast Arkansas Fly Fishers
	Social Hours:	Arkansas Fly Fishers
	Casting Games:	Steve Antonic & Bob Temper
	Fly Tying Coach:	Dennis Reed & Walter McLendon
	Casting Coach	Chuck Easterling
	Auctioneer:	Johnny Chamness

It was suggested that we take another look at either a one-day or half-day pass for the next Conclave. Plus, clubs need to be solicited more for donations for the Conclave for both fishing and non-fishing items.

A request for ideas for getting people to attend Conclave was made.

President Camp in his statement said that the Council governing board is here to support the Council clubs. We are the intermediaries between the clubs and the Federation.

The Executive Committee meeting is set for December 15, 2001 at the Ramada Inn. Meeting time is 4:00 PM.