TEXAS CHAPTER EXCOM MINUTES

compiled by Kathy Ramos

An EXCOM meeting was held at 10:00 A.M. March 5, 1996 at the A.E. Wood State Fish Hatchery, San Marcos, TX.

Secretary/Treasurer - Ronnie Pitman
Treasurer reports assets over $28,000. We received approximately $1600 in chapter rebates that have been added to our account.

Newsletter Report - Steve Magnelia
Investigated Internet access. The cost in San Marcos is expensive. We need to explore our options, perhaps get an account in another city. Best software to create a homepage is Microsoft compatible and cost s about $300. Need to design a home page. We could hire someone and pay for design or find a member who is willing to do it. We may be able to hook up with AFS. Gene Wilde offered to design the home page while he is doing one for the reservoir committee. He would be willing to put it on a Texas Tech account. There would not be a problem. Bobby Whiteside made the same offer. Mark asked Steve and Fred to work with Gene. Mark would like it done by the annual meeting. Fred will make the contact with Gene. Need to determine what amount of work is needed to update it and keep it current. Mike reed proposed making Steve an Information Committee or person . Steve will look into putting a group together. We need to start thinking of what kind of information that we need to put on a homepage. We should probably use the parent society page as a guideline and not duplicate a lot of effort. Need to find out all the details on what we would need to link up with their page.

1996 Annual Meeting Update - Kathy Ramos
Much discussion on informal networking for women. The group decided to try and incorporate the topic into the Career Development seminars. We need to work on diversifying the way we reach and educate students. There is a need for better literature and brochures to get our message out to undergraduate as well as graduate students. Much discussion on how to accomplish this task. There will be an opportunity to expand on what we have started at the Midyear meeting in San Antonio.

Much discussion on the continuing education workshop (Aquatic Habitat restoration) and what is required in the proposal for Federal Aid funding. There are some areas that need to be cleared up.

SDAFS Midyear Meeting - Dick Luebke
The hosting chapters are responsible for program chairs and planning. The meeting dates are 13-16 February, 1997 in San Antonio. The Oklahoma people would like to come down to San Antonio to clear things up and do some heavy duty planning. Dick thinks we need to contact our committee counterparts in OK and work together. President-Elect of the Southern Division is responsible for the plenary session. We need to get more coastal people involved. There is a procedures manual being drafted. We are lucky that we have experience in putting on meetings. The Southern Division carries the expense of advertising if the info comes out in the regular newsletter. If we do special mailings the cost will be around $600. Virginia Polytech does the newsletter. This meeting is geared toward information exchange and students. Heavy emphasis should be placed on student involvement. The usual attendance has been about 300 people, we may be able to increase this because of San Antonio. Mike Van De Navyle suggested that the social activities be sponsored whenever possible. Also go back to the original format for the meeting schedule with committee meetings first then technical sessions and workshops.

We need to start making assignments and looking into sponsors for some of the activities. We need to get the coastal people involved, especially those in Texas. Special symposia should be submitted by the Southern Division Technical Committees. There has been a request for time to have a Sand and Gravel Mining workshop. We are planning to meet with the Oklahomans in San Antonio some time in May. Dick will be the coordinator for local arrangements. He will set up the framework for assignments and deal with those who would like to volunteer to do the leg work.

We have a lot of freedom to set up blocks of presentations on particular topics. There should be generic calls for papers and some specific calls that would focus peoples’ attention. Usually the response to generic calls is light. Scott Van Horn is responsible for the point counterpoint discussion and should have cart blanche for topics. I am looking for input on topics. The group came up with a few coastal topics such as shark or billfish symposia. Dick will try to get info into the next TCAFS Newsletter. Decide to propose that OK handle trying to put together a trade show.

Student Outreach - Fran Gelwick
One official subunit chapter at SFA. There are a couple of schools that may want to start subunits. SFA has talked about trying to have a Technical meeting like A&M. What can we do to develop a more cohesive group and better student relations between the different schools. Maybe a student colloquium for students from Texas and bordering states. Similar to the one held in Tennessee that has been going on for quite a few years. The TCAFS would serve as a sponsor and it would be an opportunity to provide exposure to the national AFS and professionalism. It should be geared toward those that have not presented before or undergraduates that may not have a full blown research project.

We need to be careful not to get into planning another meeting. We can get it started and have the students make it work. Fran will check into interest and pros and cons of getting into this project and report at the next EXCOM meeting. Information was sent out about scholarships and student opportunity awards. Several student membership applications have been returned in the last few weeks. Allan has received one application for scholarship to date.

Fisheries Worker Directory - Lance Robinson
Mark asked us to examine examples and forward them to Lance so that he can begin to gather the information. We need to consider who we want to mail this to, what groups, agencies, etc. It will require volunteers to contact any and every potential fisheries worker. Possibly work in conjunction with the Data Directory that Fred is working on, being sure that there isn’t much overlap. Who will get a copy? How much will it cost? Will we provide it for free. Perhaps provide an electronic copy. Are there companies that will make the copies of electronic version for a reasonable price? Possibly put the application on the Internet home page for people to fill out. Fred has already made contact with Lance and they are working together. We need to better define the categories, those listed don’t seem to be applicable. Mark will send out a clean copy to all the EXCOM for comments.

FAN (Fisheries Action Network) - Mike Reed
Paul Brouha has asked that each chapter appoint one person to be a FAN coordinator that can work with the national group. This would provide for information transfer between FAN and the states. It would be a resource for searching for regional experts on specific topics. Mike will contact Richard Stevens of the parent society and find out exactly what this entails and what they need from us.

Urban Fishing - Ray Whitney
The document has been through most of the committee and the editorial changes have been made and should be ready to print soon. Ray feels that he can do the layout and get it done quickly.

Pond Management - Malcolm Johnson
The document has been combined and is ready for printing. Possibly get Texas A&M to print it in exchange for using the information. The groups that use the info should pay for printing this and the Urban Fishing document. If TPWD is using it or handing it out they should help with printing. What about format? Do we want to go to a three color format and class it up? Would this be cost prohibitive for the sponsoring agencies or groups. The group discussed having a standard format for each of our publications. Beverly volunteered to coordinate the standardization of these publications. She will work with Steve and Joe in accomplishing this goal.

Editorial - Joe Fries
He was going to check and see if proceedings were going out to some of the abstracting services or other outlets so that the papers published are out for citation. Dick Luebke suggested checking with AFS headquarters to see how they distribute abstracts for the Transactions and other publications.

OLD BUSINESS
Bylaws - Pat Hutson
When we initiated the changes to our bylaws we sent them to the constitutional committee for review. After many phone calls they said they got the impression that all members should be members of the national chapter. They have stated this needs to be reviewed again when we clarify this statement. Once this is cleared up they will put us on their agenda during the midyear EXCOM in March for another review. According to the parent society all elected officers and committee chairs should be members of the parent society. We are in violation of that section (re: officers and chairs) and have to comply. We have to resubmit the new changes. It does not need to be published but mentioned to the membership at large at the next meeting and hear their opinion. Pat will make the changes and resubmit.

Comptroller’s ID number - What is the status of getting one?

Endowments Committee - Allen Forshage
Steve asked the committee to come up with a letter that we could send to possible sponsors who want to donate money. Has this been accomplished? Wouldn’t our membership brochure serve this purpose? Brochures should be printed and given to Allen so that he can prepare a cover letter.

NEW BUSINESS
none

Meeting adjourned [3:45pm]