October 13, 2001 Minutes

The meeting began with a tour of Mike and Kenna Turner's gardens and grounds.

The President, Robby Russell, called the business meeting to order at 12:45 PM with 19 members and guests present.

Bert Silverman offered an apology for the loss of the library while in his possession.

Mike Hotchkiss is to find out the status of the publication of the Proceedings of the February, 2001 meeting.

Karen Vohman was unable to attend but provided a report. Since not enough members responded to man a booth at the Atlanta Flower Show, it was decided to provide plants for the food court only. All members that have large display-quality plants that could be used to decorate the food court are urged to contact Mike Hotchkiss. The plants can carry a tag with the supplier's name and contact information or other advertising information. Mike will provide full information on delivery and pickup.

Mary Ann Silverman reported on the publications available in the Chapter Library and presented the lending rules.
Chapter member can check out two (2) items at a time for 30 days. The Chapter will pay the postage to the member and the member will pay the return postage.

Non-members can check out one (1) item at a time for 30 days. The non-member will have to pay postage both ways and provide a deposit equal to the value of the item, which will be refunded on the return of the item.
Certain items will require a deposit equal to the value regardless. They will be noted on the list.
The list of available items will be posted on the Chapter Website and listed in the Chapter newsletter.
The members suggested additional books they would like to have included.

A joint meeting with the NEC was tabled and no further actions are planned at this time.

There was a general discussion concerning the Treasurer and some of the problems the Chapter is having. The following two letters were presented and read:
The first was from Dave Linvill, Member SEC who could not attend the meeting.

Dear Southeast Chapter of the ABS:
I am sorry I will not be able to attend the chapter meeting on 10/13/01. I
would like this email to be discussed at the meeting with my following
concerns.

First, I know it is easy for someone to sit back and complain about things
and then do nothing to correct the situation. Unfortunately, I guess I am
one of those persons at this particular time. I fully realize that this
chapter is run by volunteers. However, we need to have a new treasurer.

A colleague and myself waited since February to be reimbursed for
expenses occurred at Bamboo Farm meeting. Finally, I had to ask Mindy
Linton to write us a check (for less than $140.00) because I knew she had
some extra checks left over from when Lester took the position as
treasurer. I had a person call me from Florida asking me why we did not
deposit her check for attending the February program. I did not have an
answer.

I would also like to have the treasurers report audited. I know that the
chapter made over $600 profit (and that is probably on the conservative
side) from the February meeting. I think every member of the chapter has
a right to know where their money is.

I have no animosity towards the treasurer - but I don't think he has the
time necessary to do the job and should step down/or be forced to step
down and let somebody who has the time to do the job. I will be glad to
supply and additional information that is needed.

Respectfully,
David Linvill - member
Chatham County Extension Service
PO Box 9866
Savannah, GA 31412
(912) 652-7981

Suzanne Lucas, President of the ABS was present and presented the following letter, which was read at the meeting.

October 11, 2001

Dear Board of Directors, Southeast Chapter,

On behalf to the ABS Board of Directors, I am writing to express our concerns about several issues affecting the administration of your Chapter.

These issues have been prolonged and worsening, and it is long overdue that a resolution is found. The integrity of the Southeast Chapter is at risk, as confidence from your own membership is fading.

The membership records for the Chapter are a mess; our national membership chairman Michael Bartholomew is constantly answering complaints from SEC members about not receiving benefits. Checks sent to the SEC are not being deposited in a timely manner. In fact, approximately $1,562.50 is floating around somewhere that has never been accounted for by either Mindy Linton or Lester Agnew. Of that, $875 is so old it is now useless, even if the checks turned up somewhere. Perhaps this is because treasury records were not transferred completely when Lester took on the job. It is difficult to know, as communications between SEC officers have been lacking.

Add to this the fact that final accounting from last year's ABS Annual Meeting in Atlanta has not yet been reported, we are quite concerned. ABS gave the SEC $1,000 as a cash advance prior to the event, and no financial statements have been forthcoming.

The SEC has lost members not out of lack of interest but just because many fell through cracks and never received any publications or benefits after paying for them. On the other hand, ABS has sent publication free to SEC members who claim they paid but there is no record of their membership.

Please take this time to discuss these very serious issues and take action. I hope you can ensure me that whoever is accepting checks from members is responsible enough to complete the process, deposit the checks, and manage accurate accounting. Membership records must be maintained and recorded with Michael Bartholomew, and SEC Treasury Reports must be published annually.

Thank you.

With best regards,

Suzanne Lucas

A lengthy discussion followed on the problems and possible solutions. On a suggestion by Suzanne Lucas and a motion by Mike Hotchkiss, a new Membership Committee was created. Bert Silverman volunteered to serve as chairman and was elected. Bert reported he had already starting working on a computer software program to automate most of the membership record keeping. He had already talked with Mike and Kenna Turner about integrating the membership information with the Newsletter database. Robby was to discuss the problem with Treasurer, Lester Agnew, and Former Treasurer, Mindy Linton, to see what can be done to correct the problems the Chapter is having.

The tentative date for the clean up day at Camellia Gardens (Jan 12, 2002) will have to be changed as it conflicted with other activities at the Gardens. Mike and Robby are to check with the Gardens and set a later date in January (26th?).

The 2002 Savannah meeting was tentatively set for February 16, 2002. Dave Linville is planning an educational meeting on using bamboo as a house plant and the final date will be set once his plans are firm.

Mike Turner set the date for the Anderson Cleanup for Saturday March 2, 2002.

The date for the August 2002 meeting a Cla Allgood's is still not set, but as soon as his construction is completed he will set the date.

Ralph Evans, President of the Southern California Chapter, informed the Chapter of purposes and goals of the Bamboos Of The Americas (BOTA) project. The Chapter decided to table any action on a grant until a full Treasurer's report could be provided.

Mary Ann Silverman was elected to a 3-year term as Chapter representative on the National Board. The vote was required to comply with ABS bylaws. Suzanne Lucas said the Recording Secretary could certify the election to the Secretary of the ABS.

Mary Ann and Bert Silverman were instructed to proceed with trying to plan a meeting and educational presentation for the Lewis Ginter Botanical Garden in Richmond, Virginia. The preferred date was June 2002.

Mary Ann Silverman gave the members a report of the ABS Annual Board Meeting. There was a discussion on a $1000 donation from the Ford Foundation made to the Chapter using the ABS tax exemption. Suzanne Lucas said there was some misunderstanding about the donation. Bert Silverman explained that the Chapter had decided to designate the donation as the return of the $1000 seed money the ABS provided the Chapter for the 2000 Annual meeting instead of requesting the ABS send the donation to the Chapter then the Chapter send the ABS the $1000 refund. Suzanne indicated that would probably be OK.

Following the report on the ABS Annual Meeting, the Chapter decided to accept the new 3-Year Membership Category adopted by the National Board. The 3-Year Membership Fee will be $99.00 for individual memberships and includes national and the primary chapter only with $64.50 going to national and $34.50 to the chapter. Additional chapter memberships will still be $12.50 per year ($37.50 for 3 years).

On proper motion and second Article 5.3 of the Chapter Bylaws was modified as below.
Section prior to amendment:

5.3 Quorum

A quorum for the membership shall consist of 10% of the current listed general membership; a quorum for voting on a mail ballot sent by the Board of Directors shall be the total number of returns of said ballots within the specified time limit (posted on that ballot) from the general membership.

Section as amended (the text in CAPS indicate the changes):

5.3 Quorum AND MEMBER VOTING

A quorum for the membership shall consist of 10% of the current listed general membership; a quorum for voting on a mail ballot sent by the Board of Directors shall be the total number of returns of said ballots within the specified time limit (posted on that ballot) from the general membership. E-MAIL BALLOTS WILL BE CONSIDERED THE SAME AS MAIL BALLOTS. MEMBERS CAN VOTE IN PERSON, BY MAIL OR E-MAIL AND CAN APPOINT A PROXY TO CAST THEIR BALLOT. EACH PRIMARY MEMBERSHIP IS ENTITLED TO 1 VOTE: COUPLES CAN DIVIDE THEIR VOTE 1/2 VOTE TO EACH PARTY.

The ABS President, Suzanne Lucas, was recognized and said she was in the area and just wanted to visit with the Chapter and see Mike Turner's gardens.

A motion was passed authorizing Mike Hotchkiss to sell or distribute the remaining T-shirts from the 2000 Annual Meeting as he sees fit.

Marler Spence, a Chapter member and a Member of the LGCC, reported that the 2002 Annual meeting will be held in New Orleans, LA in October, 2002. He is charge of the Annual Auction and requested any member with plants for the auction send them to him. He will accept plants any time and will maintain them until the auction.

Robby thanked Mike and Kenna Turner for being such great hosts for the meeting. They received a big hand from everybody.

The meeting adjourned to take advantage of the refreshments Mike and Kenna had provided.