GCTTS Board of Directors Meeting, 3PM, January 18, 2004

Present: Judy, Marlaina, Beverly, Julie, Bob, Ann

Absent: Deb, Wendy

Bob (as vice president) called the meeting to order. Judy read the minutes from the last BOD meeting, held 2003-01-26.

First order of new business was the election of officers for 2004-2005.

Nominations accepted for Secretary. Judy was nominated by Marlaina and seconded. Nominations closed by vote. Judy as elected Secretary by acclamation.

Nominations accepted for Treasurer. Marlaina was nominated by Bob and seconded. Nominations closed by vote. Marlaina was elected Treasurer by acclamation.

Nominations accepted for President. Bob was nominated by Marlaina and seconded. Julie was nominated by Bob and seconded. After some discussion of the duties of the President, Bob withdrew his name and nominations were closed by vote. Julie was elected President by acclamation.

Meeting was turned over to the new president, Julie.

Nominations accepted for Vice President. Bob was nominated by Marlaina and seconded. Nominations closed by vote. Bob was elected Vice President by acclamation.

As we have done in the past, we prepared a list of nominees for our Board of Directors to be voted upon by the GCTTS membership. BOD Nominees are:

• Marlaina Barr
• Wendy Browne
• Beverly Logan
• Judy Meschwitz
• Deb Parrish
• Anita Peddicord
• Bob Smither
• Ann Smylie
• Julie Young

All nominees subject to their willingness to serve on the board.

Judy agreed to contact new volunteers and work with them.

Ann agreed to head up the telephone committee.

We should acknowledge new members with a mailed card. Marlaina will coordinate and Ann will send them out.

We should concentrate on having two quality events (not just earth days, other events such as at the Arboretum) each year and cut down the Newsletter to twice a year.

Whenever someone answers an info e-mail or takes a hot line call they should ask if the person wants a complementary Newsletter and if they want to be added to our e-mail list for upcoming events. First Newsletter only is mailed if non-members. Marlaina to coordinate, Ann to mail.

Turtle drop off points should provide person with a copy of our sheet that asks for donations. Any money received this way needs to be forwarded to treasurer.

We need to prepare a monthly e-mail news update of current events and volunteer opportunities. Marlaina to coordinate with Wendy and Kimberly (Newsletter editor) for this. Paper copy mailed out by Ann for members without e-mail addresses.

Outreach programs - Ann and Beverly to prepare a protocol (using the GCTTS Wiki) and submit for BOD approval. Considerations include:

• More professional appearance
• More use of graphics and display boards
• Labels for all displayed animals
  • Common Name
  • Scientific Name
  • Habitat
  • Diet
• Uniformity in the display cases
• Covers on display cases
  • No handling of turtles
• Clean water in display cases
• Nametags for all volunteers - clear plastic pin on type with printed name
• Content of presentations depending on type of outreach program.

GCTTS to purchase or otherwise provide Marlaina with a printer (for labels and other GCTTS uses). Not to exceed $100.00. Bob to select.

Ann agreed to call members when we need updated snail and e-mail addresses.

Bob to have overall responsibility for the Newsletter.

• Two Newsletters per year
• Newsletter out by March 15th and August 15th.
• Recycle old articles.
• Marlaina needs 2-3 week notice so she can prepare the labels and make sure our e-mail addresses are current.
• Beverly to obtain copies.
• Wendy to provide upcoming calendar of events to Kimberly.

Bob to followup with Anita P. to set up more rehab information on the web site.

Wendy is responsible for our outreach programs. BOD to provide program content and set the dates.

Next outreach program: a public panel discussion with open Q & A using some of our members as panel participants. Include a turtle exhibit with this. Set for March.

Suggestion was made for twice a year BOD meetings. Our annual meeting will be called by secretary. President is asked to call a second BOD meeting to make sure problems are addressed quicker.

Next news e-mail should ask for an experienced PR person to help GCTTS better publicize its events.

Action Items

• Bob Smither
  • Add "You are encouraged to join ..." to the e-mail news post setup.
  • Add "Non-members - "Would you like a complementary Newsletter?
  • Add pages on long term care / adopt a turtle to the web pages.
  • Coordinate Newsletter with Kimberly and Marlaina.

• Marlaina Barr
  • Prepare monthly e-mail news post with input from Wendy
    • Ask for PR person to help the society.
  • Prepare labels for new members, month news post, and Newsletter mailings.

• Beverly Logan
  • Work with Ann Smylie to develop public outreach guidelines.
  • Get copies for Newsletters.

• Ann Smylie
  • Work with Beverly to develop public outreach guidelines.
  • Head up phone committee
  • Call for updated snail and e-mail addresses.
  • Work with Marlaina to get mailings out.
    • Welcome new members
    • Monthly news post to members without e-mail
    • Newsletter to members without e-mail

• Judy Meschwitz
  • Contact new members to welcome them and get them engaged.

• Julie Young
  • Call second BOD meeting sometime mid-year.

• Wendy Browne
  • Coordinate all outreach programs.
  • Setup two public membership meetings each year.
  • Publicize our outreach and membership meetings.
    • Calendar provided to Newsletter editor.
    • Other publicity - newspapers, public service announcements, ...