AMERICAN IRIS SOCIETY BOARD OF DIRECTORS MEETING
SALT LAKE CITY, UTAH
NOVEMBER 7-8, 2014

FULL MINUTES
   1st Vice President Gary White called the Fall Meeting of The American Iris Society Board of Directors to order at 7:05 PM on Friday, November 7, 2014, and announced a quorum was present.  White asked Board Members, Committee Chairs, RVPs and guests to introduce themselves.

   Present during the various sessions were:  Officers: 1st Vice President, Gary White; 2nd Vice President, Jody Nolin; General Secretary, Michelle Snyder; and Treasurer, Dwayne Booth.  Administrative Officers: Registrar/Recorder, John Jones; Recording Secretary Pro Tem, Susan Boyce; and Publication/Sales, John and Kay Ludi.  Directors: Susan Boyce, Gordon Carver, Paul Gossett, John Jones, John Ludi, Bob Pries, and Andi Rivarola.  Immediate Past President: Judy Keisling.  Committee Chairs: Cheryl Deaton, Riley Probst, and Gerry Snyder.  RVPs: Linda Corapi (1), Helen West (12), and John Pesek (14).  Guest: Shirley Trio Probst (14).

   1st Vice President White welcomed all and encouraged all present to participate in discussions, with the reminder that only Board members may vote.
	
ELECTIONS OF DIRECTORS:
   Michelle Snyder announced that she has received no additional nominations: therefore the published candidates for the AIS Board of Directors are duly elected by acclamation.  They are: Susan Boyce (12), John Ludi (13), John Jones (14), and Andi Rivarola (15).

MINUTES OF THE LAST MEETING:
Dallas, Texas – April 5-6, 2014
One correction to the minutes was noted. Under the Editor report it said: Another lengthy discussion was held about keeping the convention registration form in the Fall and Spring issues to encourage attendance at the convention.  It should have said, Fall and Winter issues.
	*Keisling moved and Booth seconded:
	**That the Minutes be approved as amended.  Motion carried.

1st Vice President White appointed Jody Nolin as the Parliamentarian.
	*Gossett moved and Snyder seconded:
	**That Jody Nolin be appointed Parliamentarian.  Motion carried.

White also appointed John Jones as the meeting Motions Secretary.
	*Carver moved and Gossett seconded:
	**That John Jones be appointed Motions Secretary.  Motion carried.

In accordance with standard practice, White asked for affirmation of interim Board actions taken by email vote since the April 2014 Board meeting.
1.	*Deaton moved and Snyder seconded:
**That we approve Jim Sadler as RVP for Region 11.  Motion carried.
2.	*Pries moved and Grigg seconded:
**That we table the motion to upgrade the AIS Web Site.  Motion failed by a vote of 9 no – 6 yes.
3.	*Deaton moved and Susan Boyce seconded:
**That we upgrade the AIS Web Site.  Motion failed by a vote of 13 no – 3 yes.
4.	*Grigg moved and Pries seconded:
**That we approve the amended minutes from the Nov 2013, Fall board meeting.  Motion carried by a vote of 9-2.
5.	*Deaton moved and Grigg seconded:
**That we approve the motion to amend the Awards Ballot:  In any given year, when there are only two eligible cultivars for any Award of Merit or Honorable Mention, both cultivars shall be placed on the ballot, with one vote for each judge, resulting in one winner in that class.  Motion carried.
6.	*Pries moved and Deaton seconded:
**That we approve the second motion to amend the Awards Ballot:  In cases where there would otherwise be fewer than three irises on the ballot for the Dykes Medal in any iris class, the most recent winner (s) of the special medal in that class that have been dropped from the Dykes Medal ballot shall be added back to the ballot in order to bring the number of candidates up to three.  Motion carried by a vote of 11-2.
7.	*Pries moved and Grigg seconded:
**That we move chapters from The World of Irises to the Encyclopedia.  Motion carried by a vote of 11-1
8.	*White moved and Susan Boyce seconded:
**That this catalog scanning project, as described in John’s proposal, is approved for forwarding to the AIS Foundation for their consideration for funding; and once the project is completed, that the products of these scans be made available to both the AIS and to the Iris Encyclopedia, and that the paper catalogs will then go to the AIS Library.  Motion carried.

*Pries moved and Gossett seconded:
**That the interim board actions (“email votes”) be affirmed.  Motion carried.

REPORTS OF OFFICERS:

President – Jim Morris was not in attendance as he was in New Zealand attending their national convention and representing the AIS at their convention.  His report indicated 1st Vice President Gary White will preside at the Fall Board meeting in President Morris’ absence.  

1st Vice President – Gary White had no report.

2nd Vice President – Jody Nolin had no report.

Secretary – Michelle Snyder reported that she will not be at the Spring 2015 Board meeting and she gave instructions on how to submit the reports for the Board Meeting.

Treasurer – Dwayne Booth reported that this last financial year we only had a loss of $808.  This amount was a much better loss amount than what was predicted at the Fall 2013 meeting.

Editor – Kathleen Sonntag was not present, but her report showed the comparisons of number of pages per issue for 2014.
It was noted that at the Spring 2014 board meeting, the Editor was directed to put the Convention registration form in the Fall and Winter edition of Irises.  This was not put in the Fall 2014 edition and the importance of it being put in there was discussed.
	*Boyce moved and Snyder seconded:
	**That the convention registration form be printed in the Fall and Winter issues of the Bulletin.  Motion carried by a vote of 10-1.

Advertising Editor – Ron Killingsworth was not able to attend.  His report showed the advertising activity that occurred in 2014.  Noted in his report, a potential advertiser and her advertisement was rejected by the editor, and Killingsworth wanted to appeal this decision.  The board discussed that there is a policy regarding advertising in the bulletin, and needs to be found so that this problem can be addressed.

Membership Secretary – Tom Gormley was not present.  His report indicated a drop of 38 members from this time last year.

Registrar/Recorder – John Jones reported that he is still working on a fillable PDF form for use by the hybridizers in registering irises electronically.  Jones also talked about a motion that was passed at the Spring 2014 board meeting, concerning charging two different registration fees according to the time of the year.  Even though this new change has not officially started, he is receiving the higher fee and it is causing considerable confusion already for the hybridizers.  Jones would like this motion to be rescinded.
	*S Boyce moved and Pries seconded:
	**That Motion 14 from the Spring 2014 AIS Board meeting be rescinded.  Motion carried.

Recording Secretary – S Boyce noted her resignation, but the person who was to record this meeting and prepare the minutes is ill, so she is filling in as Recording Secretary for this meeting.

Publications/Sales – John Ludi reported on the sales of the R&I and the old bulletins.  He stated he has a very large inventory and the sales on these items are flat.  He asked for direction from the Board in reducing the inventory on these items.  After a discussion:
	*Jones moved and Nolin seconded:
	**That John Ludi be authorized to use his discretion to hold back copies of the 2000 to 2009 R&Is and all old copies of the AIS Bulletin for free giveaway at the 2015 AIS Spring Convention and to dispose of all other remaining copies.  Motion carried.

Ludi reported on recovering money lost when the AIS Shopping cart was not correctly collecting money on orders.  He also reported on sales of the 2015 calendars and also reported that supplies of the AIS seals were getting low.  Ludi was directed to get price quotes on the seals and present them at the 2015 Spring meeting to determine if we want to reorder them at that time.

The meeting recessed for a break at 8:53 pm and came back at 9:10 pm.

Unfinished Business – none.
New Business – none.

Ad Hoc Committee Reports:
1. Library ad hoc committee – Chair Ron Cosner was not present, but his report stated that they are looking at various libraries concerning policy about placement for the AIS Library.  White noted that he has serious concerns about storing our AIS items with University Libraries.  If items are given to a University library, they become the library’s property and they can do anything with the items that they want to do, including throwing items away if they no longer want them.
2. Operation Manual Review – Chair Debra Strauss was not present, but she stated in her report, that several committee chairs job descriptions are still needed.  Several committee chairs stated that they have already sent in their report to her, but they are still listed as not having sent in their report.
3. AIS Intellectual Property Committee – Chair Bob Hollingworth was not present, but his report stated that he has just taken over this committee.
4. Donations Development Committee – Chair Cheryl Deaton reported on grants, fund raisers, and estate donations that will benefit AIS.  It was suggested that a packet needs to be put together with the help of the AIS Legal Counsel, explaining on how to donate your estate to AIS and given out to those who are interested in this option.

REPORTS OF STANDING COMMITTEES:

Affiliations – Chair Susan Boyce reported that for 2014, there were 162 affiliates, down by 7.  Boyce noted that the RVPs need to get the affiliation paperwork out to the affiliates in a more timely manner.  Boyce noted her resignation in this position.  1st Vice President White stated that the Affiliates Liaison committee will now be combined with this committee and Jody Nolin will head this combined committee.

Affiliates Liaison – Chair Jody Nolin reported on the results of the survey that she conducted for the last several months. Seventy affiliates from fourteen regions responded.  Several board members noted, that there were many very interesting comments made by the affiliates in the suggestion section part of the survey and some of the suggestions will be worked on by members of the board and committee chairs.

Awards – Chair Gerry Snyder reported on the two motions that were passed since the 2014 Spring Board meeting.  In recent discussions with several board members, he has reconsidered the wording of the second motion that was passed in late July.  
	*Jones moved and S Boyce seconded:
	**That the requirement to have at least three cultivars in each class on the Dykes Medal ballot is dropped.  Motion carried.

Calendars – Chair Janet Smith was not in attendance.  Ludi reported on the sales of the 2015 calendars and it was decided to proceed with printing and ordering of the 2016 calendar.
	*Keisling moved and Snyder seconded:
	**That we print 1000 copies of the 2016 calendars.  Motion carried by a vote of 10-1.

Electronic Services – Chair John Jones noted the problem that AIS has been having with our generic AIS, irises.org email.  He will continue to work on the problem.

Meeting recessed for the evening at 10:47 pm.

Saturday November 8, 2014 – the meeting was called back to order at 8:06 am.

Convention Liaison – Chair Paul Gossett reported on the future of holding shorter conventions in order to save money for the convention attendees, and a lengthy discussion ensued.  Gossett also reported that he has received an invitation for the 2018 convention to be held in New Orleans, Louisiana.
	*Gossett moved and S Boyce seconded:
	**That AIS, GNOIS, and SLI have a joint convention in 2018 in New Orleans.  Motion carried.

Another very lengthy discussion was held about the possibility of the AIS not having an AIS 2019 convention.  Several pros and cons were discussed.  More research needs to be done before any final decision is made and this discussion will continue at the 2015 Spring Board meeting.

Exhibitions – Supply clerk Susan Boyce reported on the number of shows held this year.  S Boyce also stated that the company that the medals have been ordered from has been bought, but the name remains the same.  Karen and Ray Jones noted in their report that they need to buy more Youth Division medals, but the company cannot find the mold for the back of the medal and wants to charge an additional $225 as a setup fee, to make a new mold.  After a discussion, the board decided, that if the company will not waive the fee for the new mold, (since they lost the original mold), the AIS will not order the Youth Division medals and will go with the slightly larger adult medals for both the adults and the youth.
S Boyce presented a request that a RVP made.  The RVP requested that the AIS cast a new platinum medal to be presented to the Best Specimen of Show winner.  It was noted that the Best Specimen of Show winner already receives the rosette.  White noted that it would be a significant expense.  It was brought up that some affiliates do award a special award, either a certificate or a roving trophy to their Best Specimen of Show, but that it is the affiliates that pay for the special award, not the AIS.
A discussion was also held about the cost of the medals and it was noted that back many years ago, the affiliates used to pay the full price of the medals when they had an iris show.  The AIS at that time was flush with money and decided to start giving the medals to the affiliates for free.  Times have now changed and the AIS runs a deficit budget every year and the medals are a very expensive part of the budget.  A suggestion was made to start charging a small fee for the medals.  Another idea came forth about maybe instead of awarding medals which mostly end up sitting in a dresser drawer, some of the affiliates might like to award pins for people to wear and show off.  S Boyce was directed to check on the price of pins and check back at the 2015 Spring Board meeting.  If the cost is reasonable, pins might be awarded instead, or if the affiliate still wants the medals, then they would be charged for the medals.  As for the 2015 iris show season, the status quo remains and medals will still be awarded.  Another suggestion was to have an article put into the bulletin and have the old, unengraved medals recycled and be turned back into the AIS if they are not wanted anymore.

The meeting recessed for a break at 10:00 am and came back at 10:16 am.

Foundation Liaison – Chair Gary White reported on the grants that have been approved since the 2014 Spring meeting.  White noted that money for scientific grants is starting to dwindle and future scientific grants might not be granted due to lack of money.

Honorary Awards – Chair Judy Keisling reported on how the honorary committee works and what members are on it.  Keisling also stated the need to order Hybridizer medals as only one remains.
	*Keisling moved and Snyder seconded:
	**That we order 10 Hybridizer Award medals at a cost of $1950.00.  Motion carried.

Insurance – Chair Michelle Snyder reported that everything is working great.

Iris Programs Resources (Slides & Digital) – Chair Janet Smith is not present, and her report showed the activity for 2014.

Iris Programs Resources (Speakers) – Chair Gordon Carver reported that he is working on a new current speakers list.  He also noted that he will advertise this service more.

Judges – Chair Judy Keisling reported that there are 519 fully accredited judges.  Keisling presented the list of judges for approval for 2015.
	*Keisling moved and Nolin seconded:
	**That the Judges list, as amended to be approved.  Motion carried.

The subject of Retired Judges, not being able to judge an iris show came up.  Several board members want the retired judges to be able to judge an iris show.
	*Pries moved and Nolin seconded:
	**That we reinstate retired judges as iris show judges as long as they serve on a panel with at least one fully accredited judge.  Motion carried by a vote of 10-1.

Legal Advisor – Chair Veronica Johnson was not present.  Her report stated that she is working with affiliates and regions on obtaining tax exemption.

The meeting recessed for lunch at 11:48 am. Executive session started at 1:15 pm.
The meeting reconvened back at 2:24 pm.

White noted that during the Executive Session, a problem was discussed that resulted in a motion being made.
	*Gossett moved and Snyder seconded:
	**That the AIS delegate to Jack Worel authorization to call a regional meeting for AIS Region 8 pursuant to the AIS By-Laws Article IV, Section 2 (b).  Motion carried.

Honorary Awards – 1st Vice President Gary White announced the results of the Honorary Awards.
	The Hybridizer Medals were awarded to: Thomas Johnson (13) and Bryce Williamson (14).
	The Distinguished Service Medals were awarded to: Gerry Snyder (15) and Michelle Snyder (15).
	The Gold Medal was awarded to Paul Gossett (22).
	The Bee Warburton Medal was awarded to Barry Blyth of Australia.
	The new Emeritus Judges are: Judy Keisling (18), Russell Eacker (20), and Betty Roberts (20).

Judges Handbook Revision Committee – Chair Betty Roberts was not present, but her report listed names of people who will be handling and revising the different sections of the Judges Handbook.

Library – Chair Dave Silverberg was not present, but his report indicated that the library is running out of space.

National Collections, Display, & Test Gardens – Chair Bob Pries reported the slow progress in trying to get this project going.  Pries noted that he would like to have someone else take over this position as he cannot devote enough time to this committee.

Photo Contest – Chair Janet Smith was not present.  Her report noted that some of the winner’s rhizomes were not received.  Smith enlisted the aid of others and they donated iris rhizomes and they were mailed out.

Public Relations – Chair Bob Pries reported on the size and cost of the AIS hosting the iris Encyclopedia and ways to fund this large expense.
	*Rivarola moved and Booth seconded:
	**That the AIS request that the AIS Foundation pay the $2000.00, 2014 hosting cost of the iris Encyclopedia.  Motion carried.

Pries talked about the events and contests planned for the AIS’ 100 anniversary year in 2020 including a special edition of Irises.  Pries also noted that since the AIS 100th anniversary is 5 years away, he would like to start creating and working on a new and different book in the interim, and it would cost $20 a month for the next 6 years to lease the software needed to work on this book.  During a long discussion, many board members discussed the need for an editor and enough materials being gathered together before work starts on a book.
	*Rivarola moved and Gossett seconded:
	**That the AIS request that the AIS Foundation fund a monthly license for the Marketing Committee Chair to use Adobe InDesign.  Motion failed.

The meeting recessed for a break at 3:41 pm and came back at 3:54 pm.

RVP Counselor – Chair Cheryl Deaton reported that the RVPs want the symposium back in the bulletin and also an article should be placed in the bulletin on the reason why the irises are put in the symposium.  Deaton also reported that the RVPs have a concern about the Regional Razin’ Baskets for the silent auction.  The money that is raised for them, is not worth the value contained in the baskets and also the cost involved in shipping them home to the winners.  Many of the regions have now decided not to donate baskets to the 2015 convention.  Ludi reported that Region 13 would rather donate the money directly to the AIS, than make and donate a basket.  Deaton also reported on the total lack of communication by some of the RVPs back to her and to the RVP Representative.
Deaton presented the list of RVPs for 2015 for approval with the exception of Region 8.
	*S Boyce moved and Carver seconded:
	**That we accept the RVP list as presented except for Region 8.  Motion carried.

First Year RVPs:

Region 4: 	Anita Moran
Region 7:  	Janet Wilson
Region 13:	Bob Seaman
Region 15:	Debbie James

Second Year RVPs:

Region 1:	Linda Corapi
Region 2:	Judith Tucholski-Zon
Region 3:	George Hildenbrandt
Region 5:	Jeanette White
Region 10:	Joe Musacchia
Region 17:	Dawn Boyer
Region 20:	Bob Van Liere
Region 21:	Linda Wilkie
Region 23:	Howard Dash
Region 24:	Don Nelson

Third Year RVPs:

Region 6:	James Copeland
Region 9:	David Kelly
Region 11:	Jim Sadler
Region 12:	Helen West
Region 14:	John Pesek
Region 18:	Debbie Hughes
Region 22:	James Bledsoe

Scientific Advisory Committee – Chair Bob Hollingworth was not present.  His report noted that this has been a fairly quiet period.

Section and Cooperating Society Liaison – Chair Gary White reported that the Novelty Iris Society is moving towards petitioning the AIS Board of Directors for Section status, and they hope to do so at the 2015 Spring convention.

Silent Auction – Chair Debra Strauss was not present, but her report stresses donating items for the 2015 convention.  Many board members agreed that the Regional Razin’ Baskets idea has passed its prime and should be discontinued.

Symposium – Chair Riley Probst reported that 7 regions did not send in symposium results.  Ways to increase participation were discussed.

The meeting recessed for dinner break at 5:00 pm and reconvened back at 6:30 pm.

Youth – Chair Cheryl Deaton reported that there is a private school that would like to have a CIP for 34 youth, but the school board has privacy concerns and do not want the names or ages of the youth listed in the AIS membership rolls.  They want to have false last names listed or no last names listed and no ages given at all, and want the AIS to change their policy to accommodate them.  The AIS is willing to have an affidavit signed by the parent certifying the child is under 18 years old, but the name must be listed.  A board member noted, all youth organizations such as boy scouts, girl scouts, or any youth sports teams, require full contact information: name, address, age and date of birth.  Deaton noted that the AIS has a very strict Youth Protection Guideline in place that has served AIS well and no problems have ever arisen from this policy.  The region’s RVP, John Pesek, was in attendance and stated that he does not think that the affidavit paper that the AIS has made will be accepted by the school board.  Pesek requested that the AIS redo the form.  Deaton will work on this form with the AIS Legal Counsel.

ELECTION OF OFFICERS:
   Upon receiving no additional nominations from the floor, nominations were closed and the following slate of officers were elected by acclamation.
President – Jim Morris
1st Vice President – Gary White
2nd Vice President – Jody Nolin
Secretary – Michelle Snyder
Treasurer – Dwayne Booth
Editor – Kathleen Sonntag

APPOINTMENT OF ADMINISTRATIVE OFFICERS:
Registrar/Recorder – John Jones and Joanne Prass-Jones
Membership Secretary – Tom Gormley
Recording Secretary – open
Publication/Sales – John and Kay Ludi

	*Jones moved and Gossett seconded:
	**That the Administrative officers be reappointed.  Motion carried.

APPOINTMENT OF STANDING COMMITTEE CHAIRS:
Advertising Editor – Ron Killingsworth
Affiliations – Jody Nolin
Awards – Gerry Snyder
Calendars – Janet Smith
Convention Liaison – Paul Gossett
Donations Development – Cheryl Deaton
Electronic Services – John Jones
Exhibitions – Lois Rose, Susan Boyce, Karen & Ray Jones
Foundation Liaison – Gary White
Honorary Awards – Judy Keisling
Image Coordinator – Janet Smith
Insurance – Michelle Snyder
Iris Program Resources (Slides & Digital) – Janet Smith
Iris Program Resources (Speakers) – Gordon Carver
Judges – Judy Keisling
Judges Handbook Revision Committee – Betty Roberts
Legal Advisor – Veronica Johnson
Librarian – Dave Silverberg
National Collections, Display & Test Gardens – Bob Pries
Photo Contest – Janet Smith
Policy – Susan Boyce
Public Relations & Marketing – Susan Grigg and Bob Pries
RVP Counselor – open
RVP Representative – Jim Copeland
Scientific Advisory Committee – Bob Hollingworth
Section and Cooperating Society Liaison – Gary White
Silent Auction – Debra Strauss and Nick Stewart
Symposium – Riley Probst
Youth – Cheryl Deaton

	*Snyder moved and Gossett seconded:
	**That the Committee Chairs as listed be re-appointed.  Motion carried.

 Budget for 2014-2015
   Treasurer Booth opened a line-by-line discussion of the Proposed Budget for the fiscal year 2014-2015, with changes that had been added and subtracted as they came up for discussion throughout the meeting.  A discussion was held about raising the price of the yearly affiliation fee.
	*S Boyce moved and Booth seconded:
	**That we raise the Affiliation fee to $30.00 per year.  Motion carried by a vote of 7-4.

After going over the proposed budget, it shows a deficit of $3,002.81.
	*S Boyce moved and Snyder seconded:
	**That we accept the budget as modified.  Motion carried.

ANNOUNCEMENTS:
   The 2015 Spring meeting and convention will be held in Portland, Oregon, Monday, May 18th thru Saturday, May 23rd, at the Red Lion Hotel on the River-Jantzen Beach, Oregon, 909 North Hayden Island Drive, Portland Oregon 97217. 1-503-283-4466.  The convention chair is John Ludi, 1-503-668-9230 and email kludi@juno.com.

1st Vice President White thanked Paul Gossett and his committee for hosting this board meeting.

	Meeting adjourned at 8:57 pm
Respectfully submitted,
			Susan Boyce