Draft Minutes
Virginia Audubon Council
January 25, 2003

Henry Clay Inn, Ashland VA

 

The meeting was called to order at 9:40 AM with the President, Caroline Coe, presiding. The following VAC representatives, Chapter members and guests attended:

 

Cape Henry

Andy Tate, Gray Puryear

 

Fairfax

Deblyn Flack

 

Northern Neck

 

Richmond

Ellen Ackerman, Caroline Coe, Margaret O’Bryan, Jeanne Menuet Eileen Rowan

 

Northern Shenandoah

 

Virginia Beach

E.L. Carlyle

 

National Audubon Society

Lynn Tennefoss

 

Decisions:

1.      Motion carried for E.L. to work with Julie and Eileen to develop multiyear IBA budget (3 year horizon). Propose preliminary report before the April meeting to share with council. 

2.      Table discussion of VCN dues until Eileen has opportunity to clarify dues structure.

 

Discussion:

Minutes of the October meeting were reviewed and approved, with the caveat that Julie will supply missing names of attendees to Manny.  Manny will also add people to communication list via email, fax.

 

A copy of the Treasurer's report was provided and accepted. A balance of $20,742.19 was reported for the Important Bird Area (IBA) program.   The report, based on improve accounting system, is easier to read and more detailed.  The balance does not include $53,000 held by NAS (bequest designated for VA given to NAS plus birdathon).  Generally, bequest interest income can be used, but not the principal.  Lynn commented that funds are typically held until the office opens and then applies to operations.  Ellen suggested that we need to define “state office” and appropriate expenses that can be drawn--e.g., can FR expense be taken from account?  Lynn will determine.

 

VCN DUES

The group briefly revisited dues structure for VA Conservation Network in the context of VAC budget review.   The VAC enjoys no regular source of income; chapters provide contributions, not dues.   Caroline asked Eileen to clarify dues structure for VCN for VAC and chapters so that can take up with boards for consideration and support.  Eileen indicated that the invoice letters have not gone out yet.

 

STATE OFFICE

Caroline introduced Lynn Tennefoss and indicated her promotion to VP of State Programs and Chapter Services. Lynn pointed to the many changes at NAS in the works.  All div/dept at NAS are seeking to reorganize on a regional structure---west, east, north, south.  Model is to decentralize and position NY as a support for state office, centers, IBA, and ecosystem restoration.  Historically NY competed with states for donors; this new model seeks to eliminate that competition. Hope to have a VP of state programs for east coast by end of the year.   Both the CFO and COO retired in December. 

 

Lynn will be working with Glenn Olson, who is increasingly focused on fundraising.  VA is high on the list and NAS intends to continue the momentum already begun.  She asked for input and insight from chapters.

 

Margaret explained the irons in the fire that Thomas was working on, including $100K prospects.   No gifts in hand yet.  Lynn will meet with Margaret and others to continue.  Perhaps Glenn Olson should come out to meet folks.

 

Prior to 9/11, NAS BOD had intended to dip into endowment to help fund.  But endowment hit by stock market.  Intent is to operate in the black and ensure sustainability.  Lynn stated the goal is now to raise $1.2M pledges and in-hand to cover 3 years.  Have to position the executive director so that has support structure to succeed.  Two-three state start ups/year is reasonable goal given the economy.  Currently have a pool of six, but no time line for opening:  OR, GA, IN, MI, VA, HI.  No set model(s) for creation.  Based on situation.  Put operations near money centers.  But must also consider location of executive director.

 

Centers and office generally should be separate.  Executive, development, and program directors would be based at office.  Focus on program implementation and cultivating connections.  Centers are means to attract constituency and offer conservation experience.  Chapters and the 2020 vision.

 

E.L  noted Northern Virginia and Tidewater as money centers; Richmond used to be.  Margaret   would prefer to have a center in Richmond, over a state office because of visibility and potential to attract people.

 

VA case statement is excellent and compelling.  Lynn suggested that it could be shared with close leadership friends during this quiet phase.   She will work on a statement for inclusion in chapter newsletters.   She will also inquire about a master calendar of NAS appeals to better coordinate with chapters on timing.

 

Lynn suggested using free listserve that she manages for leadership/council; officers of chapters. Eileen indicated the idea was to generate email list for general membership.  Lynn acknowledged that would be bigger job.  Manny and Eileen should follow up with Lynn.

 

Lynn is not sure if Martz and Lundy study complete yet for VA.  Once done, will make available to chapters.

 

IMPORTANT BIRD AREAS

Eileen provided program updates: 

·       On track to complete deliverables this year.

·       Konetchhee State Park golf course development proposal.  Terrible precedent to privatize public lands.  Eileen met with DCR and Times Dispatch editor.  Received excellent editorial coverage.  Also received support from DCR, based on Audubon Va-bird list email asking for action.

·       Website Audubonvirginia.org website reserved for when office opens.  IBA program info there.  Includes criteria for nominating sites.   Lynn reminded that reprints available but need to reimburse postage.

·       No final technical committee formed yet, but members identified.  Eileen will be working over next coming 2 weeks.  She’ll let committee decide their name, charter and scope.  VSO, Audubon, and DGIF reps being sought.  Envision smaller group for steering committee and larger 8-10 group for technical committee.

·       Asking for site nominations; getting publicity as opportunities present.  Goal:  2-3 final sites for ribbon cutting by the fall.

·       FWS funding proposal for next year….will be working on.  25% match requirement can be met with volunteer resources inkind.  More than met this year; should not be a problem for next year.  Eileen is tracking volunteer hours.

·       Report reqd by contract is due.

·       DGIF asked ER to be on committee for listing state species taxa.  Jeff Cooper of DGIF heads.  Quite an honor and reflects regard given to Audubon.

 

Caroline suggested the need for a formal budget structure.   E.L. volunteered to coordinate with Julie and Eileen, and the board approved the formation of a committee to develop an IBA budget.

 

DUES SHARE:

Lynn provided an overview of the NAS Dues Share Policy approved by NAS Board of Directors in Sept 2000 BOD and effective July 2001.

 

Option 1:  Chapters receive dues based on new net dues share policy

Option 2:  Chapters guaranteed minimum based on fy2000-2001

Incentive payments for recruiting new members---keep 100% of first year dues.

 

3 year safety net proposal.   Just completed second year. 

75% FY01

2nd year 50%

3rd year July 50%

NAS Board of Directors will then evaluate.

 

Many chapters are pursuing “Chapter Only” memberships as a way to make up funds.  Chapters are cautioned to ensure supporting systems are in place to recruit, manage, and renew.  NAS asks that Chapter Only member names be provided to HQ.

 

Following a lunch break, chapter representatives shared updates:

 

Fairfax:  The first FAS Waterfowl Count was held in Dec, with 92 volunteers turning out.  The FAS CBC was a record setter, with 117 participants.  FAS is contributing a commemorative letter and pin to the National Wildlife Refuge System centennial time capsule.

 

Richmond:  Richmond had a success auction in Nov., raising $6,500.  Organized by Patty Wills.  100 people attended.

 

Cape Henry:  Sponsored 3 CBC counts (Backbay, Little Creek, and one on border of NC).  A bike trail is being established; Norfolk Southern helping with funding and chapter is too.  Birdseed sale is late Oct; one coming up Feb 15th.  Southern States percentage.  Many advantages to relationship.  Chapter sells shadegrown coffee.

 

Next VAC 4/26 meeting at Hoffler Creek Preserve.  Grass-roots theme with Desiree Sorenson Groves.  No details on July meeting yet.. Adjourned @ 1:50pm