Officer status and reports at the meeting:
 

President Camp opened the meeting with welcoming remarks.

REPORTS

Secretary's Report: Delayed report until later in meeting.

Treasurer's Report: Presented written report (Enclosure 1). With current projection it appears we will have overages. Overall everyone is within budget.

Treasurer Taylor is looking into a money market account that will have a higher yield on our funds. By putting them into a money market account they will be more liquid than with a CD plus we would be tripling funds (interest) earned on checking account in a year. Once a institution that offers the rates we are looking for is located, a vote will be held via e-mail to determine is we want to put our surplus funds in a money market account.

In the event conclave is not held in a particular year due to bad weather, etc. we are looking at a possible loss of upwards of $10,000.00. A discussion ensued regarding this possibility which is very remote.

Asst. VP - Communications - Asst. VP Brant gave the new address of our website. It is southerncouncilfff.org. Other than the address the site is the same; however, it is ready for change if someone has suggestions.

The only suggestions presented were the addition of the next Conclave dates and information associated with Conclave.

VP - Conservation - VP Sodamann presented a written report (Enclosure 2).

VP Sodamann is very excited about the Strawberry River in east Arkansas. It has a very diverse population and should be protected.

The Guadalupe River funds are to be used to do research (hydrology study) for public presentation at a meeting with the State of Texas.

The subject of Stream Team being included in the Conservation budget was brought up. The vote was to leave it in Conservation and make sure that the fund allocated to Conservation include sufficient to cover the 5 year commitment to Stream Team.

The American Fisheries Society sent a letter asking for funds to help support a meeting in St. Louis in August. Even though this is an important event they are asking for too much money. The consensus is that this should be on a national level and suggested they talk with National. National Director Jensen made the motion that at present we cannot continue to exceed budget and just cannot afford to allocate funds to the American Fisheries Society. Motion was seconded by Treasurer Taylor. Motion passed unanimously.

VP Sodamann volunteered to be on the National Saltwater Committee. The committee got a sluggish start. Sea Grass was the first project with both the Southern Council as well as the Southeaster Council involved due to Sea Grass being all along the gulf coast. VP Sodamann is serving as chairman of this committee.

Currently they are trying to resurrect the Texas Conclave in San Marcos. Larry Miller with the Texas Parks & Wildlife Department is the one spearheading the effort.

VP - Development - No Report

VP - Membership - President Camp gave a brief membership report which basically had to do with data maintenance and the need to recruit new members. Managing Director Smith was directed to re-write the requirements for VP of Membership in the Policy & Procedures Manual with the new requirements to be submitted in October at the Board of Directors meeting.

We currently have money in budget to promote Council or to delegate someone to go to meetings - preferably the Council President. It is important that we get the message to the general membership.

Long Casts - No Report

National Directors - No Report
Conclave - VP Easterling who is also Conclave Co-Chair submitted a written report (Enclosure 3). A summary of events is being prepared for use in publicity as well as in the Long Casts and Conclave program. For the first time there will be a split in registration fees for the Conclave with non-FFF attendees paying $5 to $20 more. Advertising for the Conclave is being pursued. Co-Chair Brooks Handly is looking into advertising in Fly Fish America and MD Smith is preparing a brochure/flyer that will be disbursed by Ed Story at Feather Craft in St. Louis One flyer will be placed in each outgoing order which numbers around 20 per day. A supply will also be sent to Wapsi, Inc. for inclusion in their outgoing orders.

VP Easterling asked for approval of $2,500 seed money for Conclave and approval was given. These funds are to be used at the discretion of Auction/Raffle Chair Billie Melton to purchase items for the Raffle and Auction to fill gaps in the donations.

Plans are to use quite a bit of audio/visual equipment this year. A member in Springfield has access to such equipment and VP Easterling is to speak with VP Slane to get his assistance in procuring the use of this equipment.

It was brought up that we need to put more stress on the silent auction items to avoid high numbers in the live auction. One suggestion was that some of the larger items be raffled in either card raffles or Chinese raffles. A suggestion was also made to randomly move them out by pulling sheets.

Casting Awards are to be presented all at one time rather than individually. VP Easterling with talk with Jerry Clark and Steve Antonic who are chairing this event about this.

Dinner break at 6:10. Meeting resulted at 6:40.

VP - Communications - VP McIntosh presented a written report (Enclosure 4). Currently we have e-mail contact with 22 clubs. There are 6 that have not responded: Batesville, Capital City, Missouri Trout Fisherman's Assoc. KC, North Louisiana, Texarkana Area and Tightlines Fly Fishers. All 6 clubs received 3 request with no reply. MD Smith suggested that for North Louisiana the contact be Joan Meyers who is on the club's board of directors.

There has been two mailings and two articles on the annual awards with only 3 nominations received. Deadline is June 23. VP McIntosh suggested that e-mail be used to increase responses to these awards. Beginning this year the awards will be done locally in Mountain Home at MoArk Awards.

Included with the written report are updates on the club directory. Updating has been difficult to obtain. Question was asked if a list of club contacts is necessary and the answer was definitely yes.

Our newest club is the FBC Tool FF of Tool, Texas headed up by Jay Kline. They are to be assisted by Walter McLendon of Pineywoods FF and Bob Tumlinson of Dallas FF as well as by others in the area. The most help in organizing this club which will have members of all ages was David Adkins of North Arkansas Fly Fishers with information on how to proceed. VP McIntosh also said that we may want to consider direct support of this club similar to what we do with Waynesville High School Club. It was also suggested that the Dallas, Fort Worth, Pineywoods and Austin clubs take this club under their collective wing.

President's Report - (Enclosure 5) - Currently National is trying to find its direction. The Senior Advisors help in giving direction. The long term health - growth, fund raising, coordination is being overseen by Secretary Gary Grant. The objective of the Senior Advisor is to solicit general advise from membership. Their position is active not passive. It was suggested that the Senior Advisors be replaced with people in industry who have an interest in our sport, i.e. Corporate Sponsorships.

General discussion of FFF was held after President Camp read an e-mail form National President Greg Pitts. Current requirements of affiliate clubs is that they maintain 10% FFF membership. The problem is in making that happen. Associate clubs that don't meet membership requirements are currently a problem. Councils are now picking up Brian's Proposal and the 10% rule may be history after August. It was also suggested that the FFF create a membership status for TU Chapters, DU chapters, etc.

The current question before National from a lot of the clubs is what do they give us and what do we give them besides our dues. There is just a lot of confusion about what is going on at the National level.

Budget - Having the yearly budget passed before calculating the Conclave balance is not good. The Club Presidents need to be more involved. The budget needs to be tailored to our income. Our "Golden Goose" is for contingencies. Our large balance gives us prestige with National as well as with other Councils.

The Survey as suggested by Roger Maler was conducted. The majority of clubs refused. However, the survey will be taken to National for it's consideration. It was suggested that a package be sent to all clubs listing advantages only available if you become a 100% club. We need to increase membership incentives. AVP Brant suggested that this needs to be a grass roots type of push to recruit new members. We must educate them first.

The current aim is (1) go to National to see if they will permit a $15 yearly membership rate in the Southern Council to be able to recruit new members. This rate will not be in effect until a club can reach 100%. (2) Each club will need to retain ? of their membership in order for this plan to break even.

Wayne E & Catherine Moore Youth Fund- Bob Cunningham who was treasurer of the All Fish All Waters Foundation resigned his position. Bob is now supporting the Southern Council, Moore Youth Fund.

If all agree to accept his donation, the Council will receive $235 each month designated for the Moore Youth Fund. ND Jensen made the motion to accept the donation and it was seconded by Treasurer Taylor.

A second motion was made that a form be created and published in the Long Casts along with an article explaining the Fund and that Steve Jensen and Chet Smith serve as stewards of the Fund and that they must approve all expenditures from the fund. This motion was seconded and approved.

Seminars - Based on information from one of the west coast council, it was suggested by President Camp that we hold seminars similar to those outlines in the email which is enclosed. The club president, membership person as well as newsletter editor would be invited to come discuss common problems and issues. Seminars would be held on either college campuses or some other similar place. Everyone was instructed to find locations (between now and Conclave), workout logistics and put together a presentation for the Board in October. The theory is currently to do three seminars; one in Texas, one in Arkansas and one in Missouri. A rough draft of the agenda needs to be prepared.

Speakers Bureau - VP McIntosh suggested the creation of a Speakers Bureau (Enclosure 6). Included in this list would be fly tying, conservationist, biologist and general interest programs. The list would include any applicable fees as well as availability.

Miscellaneous

President Camp proposes sending a letter to each of the clubs asking them to send info to show what they have accomplished on educational and conservation projects, including photos.  This information will be used for the President's report.

A Nominating Committee is required by the Southern Council By-Laws. President Camp will appoint the committee. Possible candidates for positions are Brian Ellis of Ozark and Judy Boston of Mid-South.

Meeting adjourned at 9:50 p.m.
Minutes - May 6, 2000 Page