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  Download the Strategic Planning Minutes in PDF format

AREA BOARD STRATEGIC PLANNING MEETING

AREA Board of Director’s Meeting & Strategic Planning Minutes
Smyrna , Delaware
February 3-5, 2004

 

2/3/04 (~4:00pm-6:00pm)

The meeting was called to order by Chair, Bob Jones.  In attendance were:  Marc Sommer, Jimmy Barnett, Jon Lyman, Trina Cale-Rosario, Ti Piper, Sam Faith, Chad Tussing, Doug Darr, Laurel Garlicki, Tony Fedler, Jim Wentz, Bruce Matthews, and Anne Glick.

Anne Glick shared handouts outlining the Future Fisherman Foundation (F3), its goals and program overviews.  She explained how F3 developed their strategic plan in 2000 and implemented it in 2003.

Bruce Matthews gave a brief history of the Recreational Boating & Fishing Foundation (RBFF) and explained their overall goals and priorities.  He explained how RBFF reorganized their Board in 2003 and went through a strategic planning process in anticipation of reauthorization.  Bruce mentioned current partnerships as well as highlighted several areas where partnerships could exist in the future.  He identified items of interest for possible inclusion in our strategic planning process.

2/4/04 (8:30am-5:00pm)

In attendance over the next two days of strategic planning were:  Marc Sommer, Jimmy Barnett, Jon Lyman, Trina Cale-Rosario, Ti Piper, Sam Faith, Chad Tussing, Doug Darr, Laurel Garlicki, Tony Fedler and Jim Wentz.

Jim Wentz gave a PowerPoint presentation outlining the strategic planning process and gave recommendations on how the Board should proceed.

There was a brief discussion of who "owns" AREA, who the beneficiaries are, and what it means to be a "regular member."  Consensus of the Board was that AREA is a professional organization of aquatic resource educators, and while we may work in particular positions for particular agencies at particular times, we speak for ourselves and our profession, not necessarily for the agencies that employ us at the moment.  The owners of AREA are the dues-paying members.  Anyone who is interested in aquatic resource education can become a member, and all members should have a say in the organization.  The beneficiaries are our agencies, the public, the resources, ourselves, and our profession.  It was also the consensus of the Board that this issue must be discussed further, including among the whole membership and also in regard to revising the Bylaws and Articles of Incorporation.

Tony Fedler gave a summary of the AREA member’s survey results and highlighted items of interest.

            -70% of respondents are ARE staff and coordinators.

            -52% have been members fewer than 4 years.

            -respondents are responsible for teaching in multiple content areas.

            -non-ARE work is 20% of our time.

            -98% subscribe to AREAtalk listserve.

            -respondents were well-balanced: newer and older

            -gave high marks for facilitating communication

            -membership wants AREA to remain essentially the same in focus.

            -strong interest in professional development; but needs not met to a high degree.

            -majority not interested in helping carry out business

            -1/2 would volunteer for committee work.

            -diversity of opinions on membership focus.

            -strong preference for voting by regular membership.

Sam Faith noted that Region 3 members identified very different needs based on how states run their ARE programs.

Jim Wentz initiated the development of a mission statement.  After much discussion, the Board agreed on the following wording:

“The Aquatic Resource Education Association (AREA) is dedicated to promoting, through sound educational practices, stewardship and responsible use of aquatic resources, fisheries and habitats to enhance the quality of life for current and future generations.”

After much discussion, the Board developed goals then listed strategic objectives for each.

Goal #1:  Increase the effectiveness of aquatic resource education.

Strategic Objectives:

  1. Create a report for methods to evaluate aquatic education by 2006.
  2. Hold biannual conferences in even years through 2010.
  3. AREA team presentation to the IAFWA in 2005 concerning what constitutes effective aquatic education.
  4. Introduce all AREA members to best practices by 2006.
  5. Provide formal partnership structure to a minimum of five NGOs   (ie., M.O.U. with 4-H, FFF, TU, RBFF , BC , etc.) by 2006.
  6. Provide professional development opportunities through 2010.

Goal #2:  Promote education, stewardship, management and responsible use of aquatic resources.

Strategic Objectives:

  1. Develop a working definition of “stewardship” by 2004.
  2. Provide appropriate sessions that address goal items at all biannual conferences through 2010.
  3. Correlate National Educational Standards and No Child Left Behind by 2006.
  4. Partner to hold an Aquatic Education Summit in 2005.

Goal #3:  Provide expertise regarding aquatic education issues, strategies and methods.

Strategic Objectives:

  1. Produce a minimum of two position papers or white papers on aquatic resource education issues by 2006.
  2. Provide representation to RBFF, F3, 4-H, ALAB, and other organizations by 2010.
  3. Make all conference proceedings available on the AREA website through 2010 conference.
  4. Continue to provide AREAtalk listserve.
  5. AREA team presentation to the IAFWA in 2005 concerning what constitutes effective aquatic education.

Goal #4:  Provide forums for aquatic resource issue identification, deliberation and resolution.

Strategic Objectives:

  1. Continue to provide AREAtalk listserve.
  2. Continue to hold biannual conference panel discussions.
  3. Work with national organizations on a minimum of two aquatic resources issues.

Goal #5:  Provide an organizational infrastructure for AREA.

Strategic Objectives:

  1. Review and update Articles of Incorporation and Bylaws by 2006.
  2. Add Chair-Elect and Outgoing Chair to the Board at the 2004 conference.
  3. Hold face-to-face board meeting in off-conference years.
  4. Review board composition and recommend actions to membership by 2004 conference.
  5. Develop and charge a committee to identify and implement membership services.
  6. Investigate the need, feasibility, and funding for an executive staff by 2004.

To address these strategic objectives, committees were developed and committee chairs volunteered/were assigned.

Committee

Chair Position on Board

Chair for 2004

Strategic Objectives to address

Conference

Chair-Elect

Marc Sommer

1b, 2b, 3c, 4b, 1f

Membership

 

Jimmy Barnett

3d, 4a, 5e, 1f

Administrative

Secretary

Laurel Garlicki

3d, 5a, 5b, 5d

Education

 

Jon Lyman

Sam Faith

1a, 1d, 2a, 2c, 2d, 3a, 4b

Board

Chair

Bob Jones

1c, 1e, 3a, 3b, 3e, 4a, 4c, 5c, 5f

 

2/5/04 (8:30am-4:30pm)

There was a brief review of the mission statement, goals and strategic objectives, hereinafter referred to as the strategic plan.  A motion was made by Jimmy Barnett to approve the strategic plan as drafted and provide it to the membership for approval.  The motion was seconded by Sam Faith and was passed unanimously.

Jim Wentz led the Board in developing an operational plan and identifying what needs to be done before the conference and during the conference.  Time was spent discussing plans and deadlines for each committee’s action.

Operational Planning -- Committees

Education Committee

1a - Create a report for methods to evaluate aquatic education by 2006

1d - Introduce all AREA members to best practices by 2006

2a - Develop a working definition of “stewardship” by 2004

2c - Correlate National Educational Standards and No Child Left Behind by 2006

3a - Produce a minimum of 2 position papers or white papers on ARE issues by 2006

4b - Continue to hold biannual conference panel discussions

  1. RBFF Best Practices Planning Session
  2. Definition of “Stewardship” – Operational function
  3. White paper structure and Topics with approval by the board before presentation
  4. Literature search on national standards for aquatic education (preliminary to apply to work book)
  5. Conference discussion on agenda or on education committee and its function

Administrative Committee

3d – Continue to provide AREAtalk listserve.

5a – Review and update Articles of Incorporation and Bylaws by 2006.

5b – Add Chairman-Elect and Outgoing Chair to the Board at 2004 conference.

5d – Review Board composition and recommend actions to membership by 2004 conference.

1.      Mail Articles changes to membership by Aug 1 to give 30 days for discussion and vote.

2.      Board approve recommended changes to Bylaws and provide to committee chairs.

3.      Develop Policy & Procedure manual detailing job descriptions and timelines for each committee.

4.      Investigate voting status of different membership categories.

Membership Committee

3d - Continue to provide AREAtalk listserve.

4a – Continue to provide AREAtalk listserve.

5e – Develop and charge a committee to identify and implement membership services.

1f - Provide professional development opportunities at conferences through 2010

  1. Solicit membership for volunteers for this committee.  Include short description of proposed tasks.
  2. Define “member”, fee structure, voting privileges, who’s eligible for Board. Review Articles and provide recommendations to Administrative Committee.
  3. Develop a new member mentoring program, new member lunch at 2004 conference, solicit current membership for mentors & write job description.
  4. Develop a scholarship program & selection process.
  5. Services:  provide membership directory (w/ pictures?), implement awards/recognition (subcommittee), membership application including mission statement, membership types/dues, and list of benefits/services (listserve, discounted conf. registration, manufacturer discounts, agency listing on website).

Conference Committee

1b - Hold biannual conferences in even years through 2010

2b - Provide appropriate sessions that address goal items at all biannual conferences through 2010

3c – Make all conference proceedings available on the AREA web site through 2010 conference

 4b - Continue to hold biannual conference panel discussions

  1. Align conference sessions with survey results
  2. Coordinate with Membership committee on membership definition
  3. Develop list of duties for hosting agency and those of AREA
  4. Develop strategies for RFP’s that address encourage agencies to host
  5. Review by-laws for any needed changes as it relates to conferences
  6. Determine appropriate time length of conference business meetings
  7. For 2004:  Board Meeting – Day 1 of conference

Follow with committee meetings - must follow Robert’s Rules of Order; appoint a secretary, take notes, vote, etc.

Business Meeting

  • Must follow Robert’s Rules of Order
  • Committee Reports (plan, action items, results) – 5 to 10 minutes each.
  • Committee recommendations for strategic plan to be addressed as New Business.
  • Recommended Strategic Plan
    • Allow opportunity for member input to committees and board.
  • Approval of changes to Articles and Bylaws
  • Questions and concerns from members must be provided ahead of time to be put on the agenda under New Business.  (Should first be directed to a specific committee if possible.)
  • Chairman to develop the formal business meeting agenda.

Post-conference meeting of new and old board.

Board

1c – AREA Team presentation to the IAFWA in 2005 concerning what constitutes effective aquatic education

1e - Provide formal partnership structure to a minimum of 5 NGOs   (4-H, FFF, TU, RBFF , BC ) by 2006.

3a – Produce a minimum of 2 position papers or white papers on ARE issues by 2006

3b – Provide representation to RBFF, F3, 4-H, ALAB, and other organizations by 2010

3e – AREA team presentation to IAFWA concerning ARE effectiveness

4a – Continue to provide AREAtalk listserve

4c – Work with national organizations on a minimum of 2 aquatic resources issues

5c – Hold face-to-face board meeting in off conference years

5f – Investigate need, feasibility, and funding for an executive staff by 2004

1.       “Who we Are” @ International

                        Bruce to carry message to IAFWA at RBFF Breakfast?

                        Summit Message

2.       Partnering w/organizations

o       M.O.U.s w organizations to detail partnerships

AREA representation on committees, boards, etc.

3.       Develop White Paper.  Topics for consideration:

a.       Unwanted species

b.      Marine sanctuaries

c.       Lead tackle issue

d.      Catch and release

4.      Working w/ National Organizations

a.       Best Practices

b.      Stewardship Committee

5.       Prepare grant applications for multi-state grants – due June.

6.  Paid Executive staff member

Define Duties/accomplishments

·        Grant Writer

·        Process Membership

·        Web Site

·        Communications (brochures, mailings, etc.)

·        Conference Coordination

·        Represent Externally

·        Maintain Policy & Procedure manual

(Solicit Board for additional duties)

Miscellaneous items included:

            -Requiring all boards, committees, etc to operate under Robert’s Rules of Order.

            -Provide basic guidelines to committee chairs (Policy & Procedures manual to be developed by Administrative Committee; Summary of Robert’s Rules to be handled by Ti Piper).

            -Request a member to volunteer to be Parliamentarian.

What’s next:

1.      Message from Chair to membership with mission statement, goals and strategic objectives.

2.      Explain committee structure to address #1.

3.      Mail ballot for vote to adopt strategic plan.  30-day deadline will allow time for discussion.

4.      Committee chairs solicit volunteers and hand-pick as needed.

5.      Proposed changes to Articles go out to membership by Aug 1 with 30-day deadline.

6.      All committee chairs provide info to Laurel that will need to be mailed to membership 30 days in advance of September conference.  ( Laurel will solicit chairs for this info closer to the date as a reminder.)

Finally, Jim Wentz lead the Board in developing vision and values statements.  The Board agreed on the following wording, to be word-smithed as needed.

Values:

            -Human health benefits of clean water.

            -Diverse aquatic resources.

            -Recreational, economic, aesthetic and social importance of aquatic resources.

            -Importance of education to increase resource stewardship.

Vision:

            “People will value aquatic resources, will be active stewards and responsible users of the aquatic environment, and will pass these values on to future generations.”

Meeting was adjourned at approximately 4:30pm on 2/5/04.

 

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