Cascadia GeoSciences Annual Business Meeting Sept 10, 2011 10:00-10:20 roll call: tl js jp tw old business: 10:20-10:25 develop CG calendar online (for form due dates :05): jays 10:25-10:45 approve proposed agenda: 10:48-11:16 (1) gov't paperwork filing (:30): .1. compile monthly/quarterly/annual check list (using forms tom sent and jays thought about along with the list from jayp's mom) .2. review draft forms (that tom sent around...) non-profit compliance revision of 1023 form (bylaws) add board member, evaluate the "when someone gets paid" get attorney, to acquire compliance and maintain it: we will select person to be the person responsible to maintain calendar and list of things to do in order to maintain our official documents with state and federal guidelines. all state and federal paperwork needs address updates tw and jp nominated, seconded, and voted in as the primary and secondary compliance commanders. mtg notes online e.g. jays do we hire someone to help us? tl: or use some other organization? tw: has list of people to contact who could analyze our paperwork and give us guidance on what we need to do tw: f1023 guide to edit form 1023, jp and tw will prepare list and seek professional guidance for this agenda item. and provide yearly/timely notifications jp will contact leon knoecny after tw contacts the free service peeps jays: we need to join the "nor cal assoc of non profits (ncan)" jays: jen rice is coordinating grant writing, lets see what that organization is about tl: in compliance form, what forms (by laws): tw will determine what we need to do about # of board of directors aug 11 email has attachment of f1023 on april 14, 2011: toml got acceptance notification of form 990N details in p4221pc.pdf and jayp's mom sent the document "fiscal_responsibilities.doc" 11:15-12:30 (2) HumBayVert (:60): what is our next step, where do we go from here. make a list of responsibilities and draft an accountability system (through which we can be politely reminded each other that we need to get "stuff" done). Todd is the contact person for this project. discuss more funding opportunities (like from whelan re:usgs). jays:qwik summary: tw: called paula thrs, fri, went and got signature agreement # 81331BJ244 tw: sent form, will be sent to denver, transfer funds electronically tw: overview of contract jays: what is level of documentation required? tl: use service project person to help us comply (paula golightly). will also solicit connor shea (works under paula) tw: progress report dates, financial report SF425 form. tw: talk to sam flanagan re: maintain access to ride gage (trail location) tw: as a cooperative agreement, govt looks at our report annually (we are topic of climate change), the more peeps we work with (cost share) that share indirect costs, it gets higher hits when the govt queries that database: tw: we should think about how to expand how our project is queriable. paula will enter our reports into database and we might lanscape conservation ": provided the bulk of our money: came from great basin that was not spent... via phone calls to susan and paula. jp: it was our use of many groups of peeps to learn about why tectonics controls sea level, we want to use this type of work in the future/.... tw: open source data, encourages partnerships js: nice to take database development/acquisition js: perceived initial HBV as fundamental science question, but process was peer review development of scope of ("open source science model") tl: how administer tl: talking about it, read contract! tw: review cooperative agreement to be aware of which ones need to have us draft a policy statement (or other actions) tw: short list: advisory panel quarterly, meet at milestones, invite paula and connor to these ray available mid october, have first group meeting (permitting, not under radar; look at property ownwership to guide us where to place gages; make decisions , like approach acoe, formalize that contact and requests come from group; planning meeting (tl: need to bill hours, compile map of tide gages, prioritize tw: we did this already and is in proposal); permitting for MRS, south bay, etc; tw: send coords to jay to plot on permitting map; js: partner expectations, project schdedule, tw: work plan with milestones, group will discuss for an hour (jeff and ray lead), and then fill in actual schedule between milestone points, ray discuss logistics; tl: paul vincent jp: we are staying out of their relationship: tw: ask ray what is paul's role in the borrowing of the tide gages, todd should have this conversation (do we pay paul directly, as a sub contractor); same thing with jeff, we have freedom to include jose or other tech to do our work; tw: we should have cal trans and acoe to work up survey data. tl: set us up for next tech advisory mtg: we have all data, imagery, and tasks laid out. have prelim work plan. how conduct project: js: sub contracting s-c reporting requirements our reporting reqs (some already in contract) invoicing with sub contractors tl: need to develop template for contracts with sub contractor, possibly use some from PWA. tw: need to get liability and directors insurance. tw: already some report drafts from usfws that we could use as a model. js: we do not want to reveal our budget to others outside our inside group tw: mark wants to be invloved, but he needs to cough up something for this project. students have 3 hrs a week,,, to analyze and collect data. as an outreach component of this project. leveling parallel... to our professional leveling... tw: coord students to help out actually: resurvey stuff todd surveyed during his thesis, we could volunteer our time... as a height modernization protocol, ngs (marti) can provide 6 sets of equipment (outreach, also additional cost-sharing project), mark key contact to develop student outreach details js: will tw have conversation with mark? tw: yes! js: how you layout ideas with mark is key tw: furlong giving talk sept 19? monday, might have dinner with harvey then... how use money to leverage more funding/collaboration tl: maybe blm sam flanagan to place gage tw: blm in $10ka at lost coast trailhead., where ever permitted, will be placed there. js: usgs proposal due in 2 weeks: whelan had some ideas. tl: is this with john takajara. tl: what is our science plan? if we could get 100k, what would we do? jp will prepare next project's budget, with task items, what we have not yet done, have worksheet that summarizes work plan in simplified way.integrate paleoseismic research budget. tl: other sources of funding.... this new spreadsheet will support us to seek this funding. cal trans' surveyors are too busy to survey themselves. we will write proposal to cal trans. tw: if cal trans wants to do this, they should, but i do not want to take more on on my own. tl: spreadsheet allow us to prioritize who we ask for what and how much? tw: add pollen analysis to downcore project for paleoclimate work. hbv listserv jp: should we change list serv?: jayp will try to recreate orig listserv first, then maybe new list serv with another service... jp: ponsee scheme dropbox break time, set up food... 12:30-1300 13:00:14:00 (3) bookkeepers/software (:60): .1. discuss possible scenarios for staff, related to HumBayVert's funded proposal, but needs an independent extended discussion as issues are broader than a single project. (.a. hire bookkeeper and have them help us set up our books .b. set up our books and then hire bookkeeper .c. some other better idea). tw: staff: get someone who is insured tw: need bookkeeper oversight, will be an office manager, but for now, will be one of the directors (probably (jp: set up call in with leo, written list for services at 1500) in next cupla weeks, hear tl: book keeper? hire ann temporarily, then help us hire new bookkeeper? she does quickbooks! jays nominated by jayp to be president interime office manager: projects funded, outreach, hadn tw: nominated by jays 2nd by tl, jays: administrative pay (aka billable hours) jayp: stays as CFO tl: stays as *** WE NEED TO KEEP TRACK OF OUR VOLUNTEER TIME *** tw: responsible to track books for project until we get bookkeeper.... jp: provide oversight of entire bookkeeper : js: provide summary of financial statement: "status of books" tw: set up acounts in CCCU to disperse funds. .2. discuss procedures (hard copy books, quickbooks (online or single seat license), check writing tw: if we do QB online, we want to have it so that the online version is a slave to the laptop version (bookkeepers version) js: QB and other procedural stuff needs to wait until we get bookkeeper and they will help make this decision... tw: check writing: each director gets a check book. stuff we want to get as support for CG: stapler, stpale remover, laptop, hard drive storage. fireproof safe (tl). printer, filing cabinet (tl donated this), gun safe (toml), tw/jays: what is threshold to get approval from other directors to write a check? tw/jays: 100 bucks, anything over gets approved by CFO (jayp) tw: outsource IT consultant: rennaisance: 3 years support. we all support local service plans tw: unavco overhauled : no need to submit receipts <$75 (use "smart data" ? use credit cards...?) tl: get debit cards so we can have different accounts for each sub contractor, they use debit cards,,, we get all transaction info... .3. discuss responsibilities for the person(s?) managing staff (jayp imagines that we will use the usfws $ to hire a bookkeeper to run the books for the entire organizations, eventually, there should be multiple sources of funding for the position): nominate board member to be the "bookkeeper in standing" (does not need to be and probably would be good if it was not, the CFO). see above .4. tw: hardware (purchase laptop that houses data with back up software) see above 14:00 (4) outreach CG talk by TW; give talk at last HBV mtg... what we know about land level change around here... include proposal, title: HBV: proposal title beginning will have more background geology tl: jays: intro CG, goals of organization, tw should intro HBV, discuss project evolution, then talk about project. tw: all we can say is initial observations, what we are going to do about it. jp: we can mention scholarships with spring deadline tw: business cards 13.00 for 500. shipping 15.00... tw: not too many promises: 30 yr sl curve, land level data, compare with onland data... jays: development of scope of work, through working group and collaborative process with govt organizations, transparent process. Humboldt's Ready Table; oct 15 jayp will be there... jp: jays: what message: what need to prepare: summary materials, letterhead tl: science behind the risk! focus on the science of things. jays: doom and glooom (jayp do this) jays: HBS what you do not know about sea level... (jayp do this) tw: white paper re: HBV project (tw do this) tw: pamphlets description of CGS (modified from 2007 AGU): trifold 8.5 by 11 $121/500 $134/1000, maybe single page! narrative intro and narratives (jays does this) discuss what to have in poster, on laptop; tl: carnage asada, yes laptop there! write narrative for Lori Dengler, send CGS information sheet to lori, in next week, contact lori other projects people want to propose make short list and brainstorm on priorities for these projects jp: PG&E: .1. ray weldon get them to support tide gage stuff and .2. jayp will contact pg&e for radiocarbon $ jp: look at usgs rfp again , height modernization survey, referenced to PBO sites. supporting historic analysis (part of existing usfws money). leveling across upper plate structures. tl: paleoseismic tw: pollen jp: nsf proposal 500-800k tl: next usfws funding will pay for (:60): tl: sea grant maybe source of funding... 15:00- 15:20(5) Membership (:15): status of form prepared by TW/JS, determine goal date to announce. reminder, if we get 50-60 members, we will have enough $ to fund our scholarships! not that big of an effort. it would be nice to get things going soon so that we can get our 1st scholarships out for this school year! we might want to announce the scholarships (even if we do not have the membership stuff done yet),,, perhaps with a feb or march deadline (giving us plenty of time to get it all set up). currently, no address info or pmt info... how manage pmts: membership coordinator will manage membership $. jays is interim MC. toml second. unanimously voted in. tw: 2 more po box keys tw: for membership, once a month? whenever mail is checked. jays: maintaining database jp: provide ledger sheet in xls. students/recent graduate (1 yr grace period): free individual members: ammual sliding scale/charitable contributions of value (minion = 25, contributor = 75, benefacto 125, elite euperhero = 200, other =____,) additional contribution( list targeted program with % of how this fund is distrubuted) businesses: ammual sliding scale/charitable contributions of value (sponsorship packages minion = 100, contributor = 300, benefacto 500, elite euperhero = 700, other =____,) sponsor packages for each level of contribution 1 = student grants 2 = 1 + lecture program, 3 = 1 + 2 + HFOG meetings; additional contribution( list targeted program with % of how this fund is distrubuted) tl: develop packages students free, individuals 25, business 100, extra $ fields membership web page will have membership form embedded within it. jp: we need someone to help with ecommerce. jays: needd to add something about CG, like white paper 15:20-15:25 (6) website (:10): jays will review the model that we agreed to before, so that jays is up to speed. this will allow us all to provide constructive comments on this matter. also, jayp is about to pay the next $95 annual fee for the hosting. discuss our long term site hosting goals. jayp pay with check. table discussion with web site 15:25-15:30 (7) files (:30): discuss strategy for organizing files, nominate the "Director of Information," discuss what files we want to have public (or are required to have public) and what files we want to have password protected. jayp suggests we use the web space to archive our files (so responsible individuals can post and download) and that the director regularly downloads new files so that there is a single location offline with all the data in the correct organizational structure (individuals can keep their own copy if they so choose). jays: nom and voted jayp as doi. knowledge tree? jayp will prepare draft directory structure for board approval. 15:30-15:35 (8) MOU (:15): discuss drafting one up for HBI (if anyone has one, please bring a digital version). review notes from last meeting. help with permitting? tl: table: cmte policy statements (:30): review draft statements prepared by TL 15:38-