NSA-PCS Business Meeting

October 3, 2006

Hilton Hotel

Vancouver, WA

 

The meeting was called to order at 5:45 pm by NSA-PCS Chair Don Velasquez.  After the officers, Craig Dolphin, and Jennifer Whitney were introduced, Don Velasquez asked for everyone present to introduce themselves.  The following members and interested people were present:

 

NSA Chair Sandy Shumway mentioned the raffle for a scallop biology book to raise funds for the Student Endowment Fund and encouraged all to buy tickets and spread the word. 

 

Don Velasquez asked everyone to review the agenda and asked for additions and changes.  Brent Vadopalas suggested to discuss increasing the visibility of NSA-PCS at the joint NSA-PCS/PCSGA meetings, stating that PCSGA is much more visible.  Jennifer Whitney suggested to discuss general account money, such as what it will apply towards and if there is some bigger goal.  Don Velasquez brought up membership renewal and urged all to ensure there were no lapses in membership and suggested a link on NSA website for including PCS dues in NSA payment.  Jennifer Whitney suggested discussion of conference timing and the role of moderators.  Carolyn Friedman moved that these changes be accepted and Paul Olin seconded the motion.

 

Don Velasquez asked for all to scan the 2005 minutes for errors and changes.  Sandy Shumway asked for the total NSA membership numbers to be updated.  Jennifer Whitney moved to accept the minutes and Carolyn Friedman seconded the motion.

 

TREASURER’S REPORT

A budget report was given by Treasurer Randy Hatch.  Copies of the treasurer’s report were passed out (see attached) to all in attendance then summarized verbally.  Sandy Shumway then mentioned that NSA should be willing to cover the award of student NSA membership and NSA-PCS should not be paying for it.  Randy Hatch said that all money in excess of $3500 is moved into the Ken Chew Student Endowment Fund.  In response to a question from Dan Cheney, Don Velasquez explained that money earned from the conference is divided up somewhat subjectively between NSA-PCS and PCSGA, but that it is largely based on attendance.  Jennifer Whitney motioned to accept the budget, Dan Barth seconded the motion, and everyone approved.

 

ATTENDANCE AND STUDENT PARTICIPATION

Old business was then discussed.  Brent Vadopalas suggested that attendance was down because the announcement should be distributed earlier than it was for 2006, should be sent to more people, and should be more tailored to appeal to students.  Carolyn Friedman mentioned that having the meeting during the first week of class was a bad idea because few students could attend.  Both she and Brent Vadopalas agreed that the week before the start of classes would be a great week to have the meeting.  Don Velasquez asked everyone when the call should go out and March/April was the majority of the replies.  Brent thought that an early deadline might lead to having more finished products being presented by meeting time.  Kristi Straus mentioned that the call should make the student endowment much more obvious.  Sandy Shumway suggested using the NSA website to advertise student endowment or send out a student-specific email.  A student email list should be made.  Tina Blewett then suggested assigning someone as a student coordinator or at least developing student-specific contacts at each agency, school, etc.  Don Velasquez replied that he has received a low response from people on this in the past.  Gordon King suggested changing the wording to offer a better sales pitch to students.  Carolyn Friedman suggested emailing all the PIs with the call. Dan Barth suggested targeting other departments within schools rather than just fisheries, such as biology, environmental sciences, engineering, etc. Brent Vadopalas suggested finding the students from the Native Oyster Conference because there were lots of students there from California, Oregon, Washington, and Canada.

 

MEMBERSHIP

Don Velasquez then brought everyone’s attention to overall membership and mentioned that renewal should be closely monitored and that it can be done online.  Jenni Whitney brought up the issue of having a spouse membership rates to avoid couples receiving two copies of JSR.  Sanday Shumway said there used to be a family rate and that she would check on this.  Jenni Whitney mentioned that PCS membership cannot be added to NSA membership online.

 

FUNDRAISING

The discussion then went to fundraising for the student endowment fund.  Tina Blewett and Lisa Hillier were thanked for their work on this matter and members were asked to suggest improvements.  Dan Cheney said that more high-end items were needed.  Dan Barth asked how auction proceeds are split between NSA-PCS and PCSGA, and was told that it depends on the donor.  There was some discussion about PCSGA having more operating costs so it is okay that they earn more money, but Sandy Shumway thought that NSA-PCS shouldn’t sell itself short.  Tina Blewett then suggested that the auction be mentioned in the call for papers.  Sandy Shumway suggested posting some items on the NSA webpage to get more bids.  Joth Davis suggested developing a new t-shirt to sell at the next meeting.  He said he still has many X-Large lime green t-shirts that he would like to add a geoduck print on the back of, he will bring them to the 2007 meeting, and a new shirt should be designed.  Sandy Shumway suggested having John Norton do the artwork as he has done some great cartoons for NSA in the past.  David Fyfe said he doesn’t want lime green, even if Joth Davis thinks it is fashionable.  Jenni Whitney motioned to put $2000 into developing a new t-shirt with an initial production of 100 shirts.  Brent Vadopalas seconded the motion.  All approved.  Carolyn Friedman suggested a combo NSA-PCS/PCSGA t-shirt to have a bigger audience but Sandy Shumway said that a NSA-PCS shirt would increase our presence at the meetings. 

 

WEB PAGE

Don Velasquez then asked Craig Dolphin to report on the web page.  Craig Dolphin explained that Writecraft currently does the web page.  Officers can edit the page using clunky software.  He is willing to do all changes and have edits go through him, thereby eliminating the need for the software and saving some money.  He hopes to update the web page, make it more attractive, and provide interesting material for browsers.  He suggested adding a section on officers including biographies, pictures, and contact information, a student endowment fund page, meeting minutes, a Fun Stuff section (shellfish crosswords, member input such as animal, research, and industry photos, etc.), and links to NSA, PCSGA, schools, and more.  Kristi Straus then mentioned that the NSA web page should also link to the NSA-PCS web page.  Brent Vadopalas moved to stop using Writecraft and use Craig Dolphin instead, Randy Hatch seconded, and all approved. 

 

MEETING PLANNING PROCESS

Jenni Whitney then brought up the issue of the planning process for the 2006 meeting.  Overall, it did not go well.  She suggested that session organizers should be identified early and should have a broader function than simply introducing speakers at the meeting, including recruiting presenters/papers and pressing them for on-time abstract submittal.  The abstracts are needed sooner, so the call needs to go out sooner, even if NSA-PCS needs to have a separate deadline from PCSGA.  Sandy Shumway suggested that the two groups should function separately at the meeting, while Jenni Whitney raised the good points of not separating.  It was decided to wait and discuss this further at the post-conference meeting.  Joth Davis suggested having a meeting with all session organizers (even if only by phone) before the conference.  He mentioned that it is science that changes, so science is what makes the meeting so interesting and a separation of the two groups would eliminate much of what makes the meeting good.

 

TOPICS/ORGANIZERS 2007          

Attendees were asked to suggest sessions, session organizers, or volunteer to lead certain sessions.  Brent Vadopalas volunteered to lead the geoduck session.  Jenni Whitney suggested including sessions on science from the tribes, industry science, and regulations, and said that the burrowing shrimp session was a good addition to the 2006 meeting.  Don Velasquez said that a management/assessment session would be another good addition and would have the added benefit of allowing more Canadians to attend due to their need to have that session on the agenda to receive funding to attend.  Joth Davis applauded Dan Cheney’s session on ecological effects then volunteered to organize a native oyster restoration session.  New species in aquaculture was suggested as a session topic as well as biosecurity, hatchery science, and broodstock management. 

 

NATIONAL CAMPAIGN ON STUDENT FUND DONATIONS

Sandy Shumway said it was just launched in the national newsletter and web page.  She asked members to distribute an information flyer, print it in color, and said that PCS would have a special part in the effort.  Joth Davis mentioned that the second annual Native Oyster Restoration Conference next year coincides with the general timing of our meeting and suggested we join them.  No conclusion was reached. 

 

UPDATE ON NATIONAL MEETING

Sandy Shumway told of the triennial meeting in San Antonio, TX.  She encouraged PCS members to include “PCS” on their name badges.  She said that only NSA should be checked on the registration forms so that NSA gets more of the proceeds.  The centennial meeting is in 2008 in Providence, RI, all should plan to attend, and PCS should organize something special for it.  She especially encouraged the officers to be present.

 

2007 MEETING

Location is not decided until spring.  David Fyfe recommended the Suquamish Hotel/Casino.

 

NEW OFFICERS

Don Velasquez asked for any officer nominations.  None were offered, so the current officers were asked if they were willing to serve another year.  All officers agreed.  Brent Vadopalas motioned to accept same officers, Carolyn Friedman seconded, and all approved.

 

Sandy Shumway then said how great the PCS business meeting is, that the discussions are great and unique among NSA sections.

 

At 7:10 pm, Joth Davis moved to adjourn the meeting, Brent Vadopalas seconded, and all approved.