2016 Fall Minutes AIS Board of Directors Meeting in Sedona, Arizona
AMERICAN IRIS SOCIETY BOARD OF DIRECTORS MEETING
NOVEMBER 4-5, 2016
President Gary White called the Fall Meeting of The American Iris Society Board of
Directors to order at 7:00 PM on Friday, November 4, 2016, and announced a quorum
was present. White asked Board Members, Committee Chairs, RVPs, and guests to
Present during the various sessions were: Officers: President, Gary White; 1st Vice
President, Jody Nolin; 2nd Vice President, Andi Rivarola; Secretary, Michelle Snyder;
and Treasurer, Dwayne Booth. Administrative Officers: Registrar/Recorder, John
Jones; Publication/Sales, John & Kay Ludi, Recording Secretary, Susan Boyce; and
Membership Secretary, Tom Gormley. Directors: Susan Boyce, Dawn Boyer, David
Cupps, Howie Dash, Al Elliott, John Jones, John Ludi, Lois Rose, Claire Schneider, and
Gerry Snyder. RVP Representative: Anita Moran. Immediate Past President: Jim
Morris. Committee Chairs: Jill Bonino, Cheryl Deaton, Paul Gossett, and Riley Probst.
RVPs: Anita Moran (4), Bob Seaman (13), Phyllis Wilburn (14), Beverly Hoyt (18), and
Nick Stewart (22). Guests: David Saxby (6), Ann Booth (13), Kathy Chilton and Darol
Jurn (15), Jean Morris (18), and Linda Rader (21).
President White welcomed all and encouraged all present to participate in discussions,
with the reminder that only Board members may make motions and vote.
ELECTION 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 David Cupps (7), Claire Schneider (15), Dawn Boyer, (17), and
Howie Dash (22).
MINUTES OF THE LAST MEETING:
Newark, New Jersey – May 23-24, 2016
Two corrections to the minutes were noted. Morris noted on page 4, under the Rainy
day fund discussion, it should have stated “Motion carried by a vote of 7-6. Morris also
noted that under Honorary Awards, he had no report.
*Snyder moved and Booth seconded:
**That we approve the minutes as amended. Motion carried.
President White appointed Jody Nolin as the Parliamentarian. President White also
appointed John Jones as the meeting Motions Secretary.
In accordance with standard practice, White asked for affirmation of interim Board
actions taken by email vote since the May 2016 Board meeting.
1. *Andi Rivarola moved and Michelle Snyder seconded:
**That the AIS Board give Andi Rivarola (and the 2020 Centennial Committee)
authorization to have a relationship with CafePress
to produce any items necessary
in order to promote The American Iris Society’s Centennial Anniversary Celebration.
2. *M Snyder moved and G Snyder seconded:
**That we approve President Gary White’s appointment of Jane Milliman as
Editor of IRISES. Motion carried
*Boyce moved and Nolin seconded:
**That we approve the interim Board actions as enumerated in the Secretary’s
report. Motion carried
REPORTS OF OFFICERS:
President – Gary White noted that in his written report, there are items that will be
addressed later in the meeting.
1st Vice President – Jody Nolin had no report.
2nd Vice President – Andi Rivarola had no report.
Secretary – Michelle Snyder noted the two interim motions that were passed are in her
Treasurer – Dwayne Booth reported that the last year’s budget was in good shape and
did not suffer a loss. It was noted that new memberships and membership renewals are
down and the income is less than expected. Booth presented a chart that showed the
income and expenditures for the past budget year. A long discussion was held about
getting and retaining new members to help increase income.
Editor – Jane Milliman was not in attendance and had no report.
Managing Editor – Jim Morris wanted to thank David and Deb Miller, the assistant
editors in gathering information for the bulletin. Morris also welcomed Jane Milliman as
the new editor. Morris stated the need for high quality pictures for the bulletin. Morris
noted difficulty in getting articles for the bulletin.
*Nolin moved and M Snyder seconded:
**That each committee chair, write a ½ page article for the AIS Bulletin about the
recent activity of their committee. Motion carried.
The meeting recessed for a break at 9:00 pm and reconvened at 9:15pm.
Advertising Editor – Ron Killingsworth was not present. Morris noted that Killingsworth
is working hard on gathering businesses to advertise in the bulletin.
ADMINISTRATIVE OFFICER REPORTS:
Membership Secretary – Tom Gormley reported a loss of 154 members, which equals
a loss in income. Gormley noted that most new members are youth members, but youth
memberships are cheaper than adult memberships which makes the loss in income
Registrar/Recorder – John Jones reported that he is working on a fillable PDF
registration form. Jones noted that some foreign registrants are now using it.
Jones stated a need to spend some time with Keith Keppel, who has an extensive
collection of catalogs, stud books, and hybridizers programs, to be able to scan his
records. It was noted that Keppel also keeps records of many other hybridizers and the
collections have accurate records that AIS needs to have access to.
*Jones moved and Boyce seconded:
**That the Registrars be allowed up to $950.00 from the Electronic Services
Restricted Fund in travel expenses to visit and evaluate Keith Keppel records. *Motion
Recording Secretary – Susan Boyce reported that this will be her last meeting as the
recording secretary. Boyce noted that she has served in this position for 11 years and
felt it was time for a change. White reported that he will be appointing Claire Schneider
to fill this position later in the meeting.
Publications/Sales – John Ludi reported that the 2017 calendars are almost sold out.
Unfinished Business: None.
New Business: President White reported that Amazon has a fundraiser called Amazon
Smile. For every $1000 of product that AIS members purchase, Amazon will donate $5
to AIS. Donations Development Chair, Cheryl Deaton will contact Amazon for the
*Nolin moved and Moran seconded:
**That the donations development committee investigate Amazon Smile and take
whatever action is appropriate. Motion carried by a vote of 12-3.
Bob Pries, via speaker phone, proposed the AIS create a new position of Encyclopedia
Manager. Jones noted that on Pries’ proposed job description for this position: That the
Encyclopedia Manager is expected to maintain and expand the archive of iris
information relating to the checklist of Iris cultivars and species. Jones stated that there
is only one checklist and that is the Iris Register and that people could be confused and
think that the wiki is the official checklist. Gormley noted that John Jones is the official
registrar of the ICRA for irises, thus he is the official keeper of the records.
*Pries moved and Rivarola seconded:
**That the position of Encyclopedia Manager be established and a job description
be drafted for approval. Motion carried.
Ad Hoc Committee Reports:
1 – AIS Intellectual Property Committee – Chair Bob Hollingworth was not present, but
his report stated that there is nothing new to report.
2 – Library ad hoc Committee – Chair Ron Cosner was not present and did not send in
3 – Bylaws Revision Committee – Chair Jody Nolin requested that this be addressed
later in the meeting.
4 – Life Membership Dues Restricted Fund – Chair Jill Bonino also requested that this
be addressed later in the meeting.
5 – 2020 Centennial International Iris Competition rules – Chair Jill Bonino is awaiting
Kathy Chilton’s arrival tonight and requested that this be addressed later in the meeting.
REPORTS OF STANDING COMMITTEES:
Affiliations/Affiliate Liaison – Chair Jody Nolin reported that the affiliations went
smoothly for 2016. Nolin reported on several requests of the affiliates. Some of requests
were that the Speakers list be sent to the affiliate’s Presidents, advice on how to retain
new members, and public relations on how to get the information out to the public about
events. Nolin stated that she would like the Garden Writers Association invited to write
about the events before, during, and after a convention.
The meeting recessed for the evening at 11:00 pm.
Saturday November 5, 2016 – the meeting was called back to order at 8:03 am.
Awards – Chair Gerry Snyder reported that more judges voted the ballot online than
with the paper ballots this year. He also reported on his quest to obtain the remainder of
the blank Wister Medals from the manufacturer. Snyder noted that there is some
question about as to exactly where the official registration information on irises that
qualify for awards is to be found.
*G Snyder moved and Jones seconded:
**That the AIS Board of Directors affirm that the Decennial Checklist, the annual
Registrations and Introductions booklets, and the Registrar’s online database are the
only authorized sources for registration and introduction information for AIS Awards.
Motion carried by a vote of 14-1.
Calendars – Chair Janet Smith was not present, and her report noted that Ludi would
make a proposal.
*Ludi moved and M Snyder seconded:
**That we purchase 750 calendars for 2018 for the amount of $1817.50. *Motion
A discussion was held regarding the 2017 calendar with concerns about photo quality
and type of photos used. Morris asked if there was a set of criteria for the AIS calendars
and how the pictures were selected, and did anyone other than the calendar chair
review photos for selection? Since these questions were unanswered, President White
appointed a volunteer ad hoc advisory committee consisting of Jim Morris, Howie Dash,
and Anita Moran to provide AIS picture guidelines to AIS confer for board review by
January 1st. After the criteria guidelines are viewed by the board and approved, the
criteria will be forwarded to Smith to be in effect for the 2018 picture selection. It was
also suggested that Smith form a small committee to assist her in choosing photos for
Convention Liaison – Chair Paul Gossett reported working on the various upcoming
conventions. Gossett also reported on the sales of the guest irises and questioned how
do we split the money from the sale of the remaining irises that will be sold in 2017.
*Nolin moved and Moran seconded:
**That when AIS is the host or co-host of a convention, convention guest irises
may be sold only within in the year of the convention and in subsequent year’s guest
irises over three-year old may be sold outside the region with the proceeds being
divided as per the convention agreement. Motion carried.
Gossett thanked all who donated money to fund the deficit from the 2016 convention.
Gossett also extended an invitation from the Tulsa Area Iris Society to host the Fall
2019 fall board meeting.
*Boyce moved and G Snyder seconded:
**That we accept the invitation from the Tulsa Area Iris Society to host the 2019
Fall Board Meeting. Motion carried
The meeting recessed for a break at 9:43 am and reconvened at 10:00 am.
Donations Development – Chair Cheryl Deaton reported that she has been writing
articles for the bulletin on different ways to donate to AIS. Deaton noted that someone
with knowledge is needed to investigate and apply for grants to obtain more funds for
Exhibitions – Show approval Chair Lois Rose reported that she has approved 134
shows. Rose noted that only about 7 show schedules are sent in by mail and the rest
are sent in via email. Supply and Show Report Chair Susan Boyce reported a 20
percent increase of orders and revenue for 2016 over the previous year. Boyce reported
that there are still 17 show reports that have not been received. Boyce noted that all of
the Show Chairman really need to be accurate on their show reports as misinformation
has been sent in and it is a lot of work to go back and make corrections. Boyce has
submitted her resignation for the Show Report Chair, but she will still keep her position
as the Show Supply chair. President White noted that he will name a replacement later
in the meeting.
Foundation Liaison – Chair Jill Bonino reported that the Foundation has approved two
grants. In Bonino’s written report, there is a final and approved investment policy for the
AIS Foundation which details ways to increase earnings of the Foundation funds and
National Collections, Test, & Display Gardens – Chair Bob Pries, via speaker phone
reported that they are increasing the number of display gardens. Pries reported that
Charlie Carver has been doing a good job on the National Gardens.
Insurance – Chair Michelle Snyder reported that everything is going well with members
receiving their insurance certificates for the iris shows.
The meeting recessed for lunch at 10:55 am and reconvened at 12:45 pm.
Ad Hoc Committee - 2020 Centennial International Iris Competition rules – Committee
Chair Jill Bonino reported on the committee’s work in developing the format for handling
the receipt of the plants, how to limit the number of plants, and how to handle the actual
judging and competition. Chilton reported that these rules were based on other
international iris shows held in Florence, Italy and Paris, France. Bonino presented this
report for approval.
*Boyce moved and Dash seconded:
**That we accept the proposed rules as presented in the report. (Ad hoc 2020
International Competition Proposed Rules-Fall 2016). Motion carried
Electronic Services – Pro tem chair John Jones announced that David Cupps will take
over as the Electronic Services chair.
Image Coordinator – Chair Janet Smith was not in attendance. President White noted
that Smith asked to be replaced as the Image Coordinator, but he has no replacement
Iris Program Resources (Slides & Digital) – Chair Janet Smith was not in attendance.
President White noted that Smith is also resigning from this position.
Iris Program Resources (Speakers) – Chair Gordon Carver was not in attendance.
President White reported that Carver has resigned from this position and he will name a
replacement at the end of this meeting.
Judges – Chair Judy Keisling was not in attendance. Her report noted that only 400 of
the 485 judges voted the ballot. President White noted a problem in a region that has
been taken care of. He noted that if a region does not have a judges training chair, then
the RVP is responsible for handling the judges training duties. A deletion, an addition,
and spelling corrections were made to the 2017 judges list.
*G Snyder moved and Booth seconded:
*That we approve the 2017 Judges list as amended. *Motion carried
Judges Handbook Revision – Chair Betty Roberts was not in attendance. Her report
indicated that two suggestions were submitted for the Arilbred section. Dawn Boyer
volunteered to help revise the Design section.
Legal Advisor – Chair Veronica Johnson was not in attendance. Her report listed the
groups exemptions that have been added this past year. Johnson has also tendered her
resignation effective the Summer of 2017, and President White is searching for a new
lawyer to represent AIS.
Library – Chair Dave Silverberg was not in attendance. Bonino noted that a new twoyear
lease was just signed for the building rental for the library.
Photo Contest – Chair Janet Smith was not in attendance. In her report, she stated
that she wants a shorter time period for the entry of photos for the contest.
Public Relations – Chair Bob Pries, via speaker phone reported that every year we
honor people who have contributed to the encyclopedia with a certificate of
appreciation. There are three people this year.
*Pries moved and Cupps seconded:
**That the Board move that Janet Smith, David Potembski, and Elena Igonina,
receive a certificate of recognition of their contribution to the Iris Encyclopedia. Motion
Nolin and other board members asked that the PR committee assist the convention
committees to write more press releases about the conventions and AIS events.
Social Media – Chair Andi Rivarola reported that attention to the blog has been high.
Sales for the AIS Centennial items have been great since the start of sales.
The meeting recessed for a break at 2:31 pm. The Executive Session started at 2:45
pm and ended at 3:00 pm.
The meeting reconvened at 3:05 pm.
Honorary Awards – President White announced the results of the Honorary Awards.
The Hybridizers Medal will be awarded to Don Delmez (18).
2020 Centennial Committee Report – Bob Pries reported that there is $14,000 in the
collective centennial fund. Rivarola reported on a possible commemorative medal
design that is being developed. Gossett reported that the hotel contract for 2020 will be
reviewed during 2017.
RVP Counselor – Chair Susan Grigg was not in attendance. M Snyder noted that she
handed out Griggs report.
*Jones moved and M Snyder seconded:
**That we approve the RVP list as amended. Motion carried.
First Year RVPS:
Region 1: Cheri Ellenberger
Region 3: Gary Slagle
Region 5: open
Region 10: open
Region 17: Peggy Cathey
Region 20: David Miller
Region 21: Kelly Norris
Region 23: Kathy Palmer
Region 24: open
Second Year RVPs:
Region 2: Dorothy Stiefel
Region 6: Barbara Bunnell
Region 9: Margaret Kelly
Region 11: Jeanette Graham
Region 12: David Burke
Region 14: Phyllis Wilburn
Region 18: Bev Hoyt
Region 22: Nick Stewart
Third Year RVPs:
Region 4: Anita Moran
Region 7: Janet Wilson
Region 8: Tim Moore
Region 13: Bob Seaman
Region 15: Debbie James
RVP Representative – Anita Moran reported that she has tried to email all of the RVPs
and most of the emails came back. She reminded the RVPs to make sure their email
addresses are up to date.
Scientific Advisory Committee – Chair Bob Hollingworth was not present and his
report indicated that no new items were reviewed or discussed..
Section and Cooperating Society Liaison – Chair Jody Nolin reported that most of
the sections have not been sending in information for publication in IRISES.
Silent Auction – Co-Chair Nick Stewart reported on the items donated and also
reported that the New Jersey silent auction took in $4,634. Stewart noted that the 2017
convention will be the last silent auction that they will chair and they will resign after the
convention is over.
Strategic Planning Committee – Chair Andi Rivarola reported they are working hard
on long term planning, but have nothing to report at this time.
Symposium – Chair Riley Probst reported that only one region did not participate in the
symposium. Probst noted that there was an 8.6 percent increase in the number of votes
Youth – Chair Cheryl Deaton reported on a request to lower the cost of Youth members
for the Classroom Iris Program participants. Deaton stated that the cost to print the
welcome packets, bi-yearly newsletters, contests, and postage is more than the $8
yearly membership fee, so the current $8 membership fee will stay in place. President
White noted that the AIS youth website needs to be updated.
Ad Hoc Committee – Life Membership Dues Restricted Fund – Committee Chair Jill
Bonino reported that the point of this project was to come up with a more accurate
number for the Life Member Dues Restricted Fund. In various discussions with
Treasurer Booth, both Booth and Bonino felt that the money in the fund was overstated
and there was too much money being kept in the fund when it should have been already
transferred to the general fund. In an extensive study of reports of life members and
when they joined, Bonino came up with an amount that should be transferred.
*Booth moved and M Snyder seconded:
**That the Balance of the Restricted Life Member Dues Fund be adjusted down
to $102,580 as of 10-1-16. This difference will become a one-time increase to General
Fund member dues. The adjustment will be $28,260.00 Motion carried.
The meeting recessed for dinner at 5:00 pm and reconvened at 7:06 pm.
Ad hoc committee – Life membership Dues Restricted fund continued – Bonino and
Booth reviewed the Temporarily Restricted Funds report. Booth noted that the
Publications Restricted fund has not been used for several years, and there is no known
reason why this fund even exists. Bonino voiced the opinion that the Publications
Restricted Fund should be closed.
*Booth moved and M Snyder seconded:
**That we close out the Publications Restricted Fund as of 1 Oct 2016. Motion
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 – Gary White
1st Vice President – Jody Nolin
2nd Vice President – Andi Rivarola
Secretary – Michelle Snyder
Treasurer – Dwayne Booth
Editor – Jane Milliman
APPOINTMENT OF ADMINISTRATIVE OFFICERS:
Registrar/Recorder – John Jones and Joanne Prass-Jones
Membership Secretary – Tom Gormley
Recording Secretary – Claire Schneider
Publications/Sales – John and Kay Ludi
*G Snyder moved and M Snyder seconded:
**That we accept the appointments by the President for the Administrative
Officers. Motion carried.
APPOINTMENT OF STANDING COMMITTEE CHAIRS:
Managing Editor – Jim Morris
Advertising Editor – Ron Killingsworth
Affiliations/Affiliate Liaison – Jody Nolin
Awards – Gerry Snyder
Calendars – Janet Smith
Convention Liaison – Paul Gossett
Donations Development – Cheryl Deaton
Electronic Services – David Cupps
Exhibitions – Lois Rose, Susan Boyce, and Wayne Messer
Foundation Liaison – Jill Bonino
Honorary Awards – Jim Morris
Insurance – Michelle Snyder
Iris Program Resources (Slides & Digital) – Janet Smith
Iris Program Resources (Speakers) – Al Elliott
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
Public Relations & Marketing – Bob Pries and Susan Grigg
RVP Counselor – Howie Dash
RVP Representative – Anita Moran
Scientific Advisory Committee – Bob Hollingworth
Section and Cooperating Society Liaison – Jody Nolin
Silent Auction – Debra Strauss and Nick Stewart
Social Media – Andi Rivarola
Symposium – Riley Probst
Youth – Cheryl Deaton
Encyclopedia Manager – Bob Pries
*Jones moved and M Snyder seconded:
**That we approve the appointments as enumerated by President White. *Motion
Budget for 2016-2017
Treasurer Booth opened a line-by-line discussion of the Proposed Budget for the
fiscal year 2016-2017, with changes that had been added and subtracted as they came
up for discussion throughout the meeting.
*Boyce moved and Rivarola seconded:
*That we approve the budget as amended. *Motion carried
The meeting recessed for a break at 9:02 pm and reconvened at 9:17 pm.
Photo Contest – John Jones reported in his conversation with Janet Smith, that Smith
wishes the timeline for the Photo contest to be changed.
*Jones moved and Nolin seconded:
**That the AIS Photo Contest entries may be submitted from May 1st through
June 15th. Motion carried.
RVP Counselor – President White reported that he had received an email from Susan
Grigg with an update on two new RVPs to be approved as 1st year RVPs. In Region 5,
Darlene Brantley will be the new RVP and in Region 24, Patricia Ramey will be the new
*Boyce moved and Dash seconded:
*That we approve the AIS RVPs for Regions 5 and 24. *Motion carried
Ad Hoc Committee – By-laws Revision Committee – Chair Jody Nolin reported on the
work that the committee has done during this last year. The committee suggested
simplifying and changing Article III, Membership, Section 2.
*Cupps moved and M Snyder seconded:
**That Article III Membership, Section 2 of the AIS Bylaws be changed to read:
AIS Membership types and classes shall be determined by the AIS Board of Directors
and published in the AIS Bulletin and on the AIS website. Holding multiple types of AIS
memberships shall not duplicate voting privileges. Motion carried
Nolin continued on in Article III Membership, but in Section 5 regarding affiliations and
*Booth moved and Rose seconded:
**That Article III Membership, Section 5 be amended to read:
Section 5. An organization with purposes consistent with those of the AIS and with a
majority of its membership within one AIS region shall be eligible for acceptance as an
Affiliate of the AIS. The prerequisites for acceptance as an AIS Affiliate and the
privileges granted shall be determined by the AIS Board of Directors. These
prerequisites and privileges shall be published at least once every two years in the AIS
Bulletin. The AIS shall not be responsible for the debts or liabilities of any of its
Affiliates, and shall have no power to exercise control over the Affiliate except pursuant
to any Affiliation Agreement entered into as a condition of Affiliate status. *Motion
The 2017 Spring meeting and convention will be held in Des Moines, Iowa Tuesday
May 23 thru Saturday May 27th, at the Des Moines Marriott Hotel, 700 Grand Avenue,
Des Moines, IA 50309. (515) 245-5500. The convention co-chairs are: Kelly Norris (515)
777-2356 and his email is email@example.com
, and Gary White (402) 421-6394 and
his email is firstname.lastname@example.org
President White thanked all for making this meeting a success.
Meeting adjourned at 10:37 pm.
- 07 Sep 2018