Present: Margaret Coutts (chair), Jude Grass, Jeremy McCall, Cynthia Crampton, Bill Kinkaid, Nellie Bacou, Daphne Nagorsen, Dan Overmyer, Nigel Peck, Dorothy Nelson (recording).

Margaret welcomed everyone to the meeting. Viveka and David send regrets. Ron Long attending as a guest.

Motion: M/s by Jeremy / Nellie with addenda, New Business e., f., g., h. Approved, carried.

Jude had sent out email details of changes to photo competition procedures (such as digital format rather than slides), dates and location.

Ron stated that last year was very successful. He revealed that several former winners have decided to withdraw from competition to make room for those more novice participants. Jude suggested that they might be included in a show at a special meeting. 

Ron is in agreement with Roy Edgell that a reduced maximum of 10 submissions (down from 15) in 3 categories is more manageable. Noted that YNC participation is up from the first year and quality of submissions improved.

Information in the policy binder needs to be updated, agreed that it will be revisited at next meeting, and forwarded to Ron.  

Regarding management of a-v equipment at meetings, Ron offered a course of instruction but no one responded. He suggested a young person be paid to attend all meetings to run a-v equipment.

Motion: Moved / sec by Jeremy / Cynthia that the minutes be approved. All in favor. Carried. Bill noted that key members must receive the minutes; all members should be made aware that Directors’ meeting minutes are posted on the Website. Kelly will be advised that his weekly Events reminders should include this information.

Jeremy reported that $30,000 has been received from Rose Nauman’s son on behalf of her estate. Of that, $10,000 goes to the Endowment Fund, the balance in equal amounts to the Equity Fund and Bond Fund.

Fred Stevens’ estate has bequeathed securities—100 shares of Trans Canada Pipeline. A new account must be opened specifically for securities. Ultimately this will be applied to the Operating Fund.

Jeremy has approached Morrow & Co to take over review engagement.

HST has to be calculated separately when expense claims are presented, Jeremy will work it out. Camp surplus is approximately $5000; refunds remain to be calculated.

None. Question whether Margaret has sent a letter supporting the South Okanagan Similkameen Park. She will bring the letter next meeting.

     Daphne made directional signs for meetings at Unity Church.

a. Strategic Planning - access to media / outreach: Nellie will wait for changes to the brochure before distributing them to libraries and other locations. 30 membership applications were collected from MEC.

b. Field Trips

·        Regarding First Aid training for leaders, Jude has not heard back from Red Cross. She will email them. 

·        Re Classification of trips [Easy, Moderate, Strenuous, etc.] relative to the new Release of Liability forms, Bill has sent out proposed rewrites.

·        Re Release of Liability, Jeremy reports that Kelly has reformatted it with the logo in place. Jeremy has sent out emails to directors referring to 5 cases (from Robert Kennedy) to support the need for our new releases. He asked for approval so procedure can be in place, not to be combined with membership renewals. He suggested members can print off and bring their own form, to be signed / witnessed at the field trip meeting site. Field trip leaders will be supplied with forms. In addition a registration sheet will be provided listing all names on individual forms for the leader’s use. 

Motion: Jeremy moved, Jude seconded that we adopt the current version of the Release and that it be introduced to the membership in an organized way. 8 in favor, two abstentions, a concern remaining that more input from field trip leaders is needed.

c. NV Brochure

Discussion of reprinting of the brochure; On the advice of Nigel and Nellie, it was agreed that we would go forward with the printing of an updated brochure which will be used at times when we have an unmanned display.  At other times, we will use copies of the information sheet prepared by Kelly. At $940 for 2000 copies it is good for 3 years. 

Motion: Moved / sec by Dan / Cynthia that the color brochure (with corrections) be printed. All in favor. Carried.

d. Vancouver Naturalist - 70 members have stated a preference for an electronic copy. Kelly agreed to keep the issue in the Members’ Forum.

Action:  Daphne will contact Kelly re an announcement in next issue.

e. Discovery - Jeremy is seeking 2 camp stories for the next issue,

f. Website - Kelly reports 2500 hits, 54% were new visits. Birding received most hits of all Sections.

g. NV history update - Cynthia reports the necessity to hire 2 people might require more funds. An updated budget is not available yet since the size is not known.

h. City of Vancouver - Access to Nature Advisory Committee:  Margaret attended the meeting in September.  No minutes have been received as yet.  It appears that the public consultation scheduled for October will not take place.  Margaret will advise as soon as further information is available.

i. A-v equipment - Margaret reports a new system would cost about $3000. Breakdown: $850 for projector, $700 for laptop, $300 extended warranty. No decision made.

a. Evening lectures: Jude will book speakers and contact them, can not attend all meetings herself. Spring speakers are lined up.

David Cook has resigned from chairmanship of the Botany Section, so a new chair is needed. Nellie suggested a committee like marine biology. 

Kelly emailed Directors with a motion that all speakers for section meetings be paid $50 honorarium. Jude said most speakers do not expect nor want honoraria, will accept a refund of expenses. Kelly also offered to take over evening programs from Jude, and will help with a-v equipment.

b. Society’s Name: tabled for next meeting.

c. Nomination Committee. Daphne volunteered to be the Chair.

d. Awards Committee, not yet needed.

e. Holiday party: December potluck, Cynthia and Margaret will follow up.

f. Meeting venues: Cynthia reports all are booked till April.

Motion: Moved / sec by Bill / Daphne that the meeting be adjourned. All in favor, carried

Meeting adjourned at 9:30 pm.