Source attachment: 2022_08_19_MSBA_BOD minutes.docx

Minutes of Special Executive Board Meeting
August 19, 2022
Online via Zoom

MSBA President, Fred Smith called the meeting to order at 7:07 PM.

Attendees:
Fred Smith, Kim Mehalick, Toni Burnham (with proxy for Ben Cooper, Jan Day, Crystal Lehmanking, and Stefanie Ottenstein), Harry Dutcher, Greg Gentry, Carl Guerci, Pam Hepp, John Knapstein, Dave Kyger, Brittany Llewellyn, Michael Mehalick, David Schultz, Russell Sprangel, Larry Truchon. Non-voting: Mary Dykes, Phil Frank, Allen Hayes, David Morris, Cybil Preston, Allen Storm, Elaine Storm, Valerie Wampler.

Reports
President – This meeting has been called to consider an MSBA bid for Maryland to host the 2024 Eastern Apicultural Society Conference. David Morris has agreed to serve as EAS Conference president should we make a bid. Maryland last hosted this conference in 2000, and David participated at that time. On July 29, the MSBA BOD met to consider questions related to our possible sponsorship of EAS 2024, and information concerning those questions was gathered at the recent EAS 2022 Conference in Ithaca, NY.
Proposed EAS President (David Morris): (Slides below) MSBA has no financial responsibility for the conference: MSBA will be financially independent should we bid. We will require significant volunteer recruitment. Conference guidelines provided help identify who and what support we need, and indicate that we would plan for a meeting with from 500 to 700 attendees. We appear to have a promising volunteer pool, with a dozen signed up already. We already have people considering potential venues. This is a major education event including speakers, a short course, evening activities, and a banquet. Several facilities mentioned by meeting attendees.
Secretary– Information requested during the 7/29/2022 Special BOD meeting:
Why so late in soliciting a 2024 Sponsor/did sponsor drop out and if so why: No sponsor dropped out, EAS is still recovering from COVID-related disruptions.
What timing is required for preparations for a 2024 conference/is 2026 an alternative: Most states prepare their bid over 24 months but others have managed 18 months. 2026 is not on the table.
What inputs are required/is a framework provided, is there a deadline for prepping a bid: EAS Conference Guidelines include input and structure information, there is no deadline.
Financial impact: net zero, but sponsoring organizations can raise money and solicit grants to provide additional resources or offerings at the conference.
What is the conference budget: This information needs to be developed based on the conference preparations the Maryland team would make. EAS would approve these arrangements and a budget amount would be identified.
Do we have access to lessons learned from previous conferences: Yes, we have been speaking to reps from Maine, Massachusetts and New York. Massachusetts has offered to allow us to participation in their planning discussions as they prepare the 2023 conference.

Discussion

• Why prepare a bid before we have a location, etc.? Other states have also run into issues with veto of locations. EAS does not require a site to be identified in advance, and participates in vetting and approving sites. Therefore we cannot choose a site in advance of an accepted bid. Previous site cancellations were related to the complications of responding to COVID and moving the conference on an expedited basis to Ithaca.
• Do we need to choose an academic institution as a location: No, Virginia was able to do its 800-attendee conference at lower cost at a conference facility. The conference also turned a profit of $50,000.
• Will this conference present a difficult challenge for MSBA: The early volunteer enthusiasm and pre-proposal site work done by BOD participants creates optimism.
• Technical issues: EAS has and maintains the website for the conference. We will be able to share documents via Dropbox. Registration will be managed via EAS’ Wild Apricot software. Does EAS support streaming or “hybrid” conference participation?

A motion to prepare a bid for EAS 2024 in Maryland was made by Kim Mehalick and seconded by David Schultz, the motion passed with 16 aye, 2 abstentions, one nay.

Next Steps (David Morris)

Committee assignments: in progress, many positions need to be filled soon. David has reached out to Dewey Caron, who will help us as well. Treasurer and Conference Secretary needed soon.
Volunteer recruitment: David Schultz has volunteered to help, more welcome. Karla Eisen on board to chair honey show advisory committee.
Conference title/slogan: invitation to brainstorm.
Letter to EAS Secretary: Toni will prepare, Fred will sign and send (attached)
Site selection team: process should be formalized, with specific folks identified. Recommends telephone interviews of potential sites followed by site inspections for those that meet criteria.
Outreach to Local Beekeeping Community: Master beekeepers, MSBA mambers, local clubs, DCBA.
Streaming/Hybrid Meeting? Post-COVID, does EAS have guidance or support for that.
Beginning Maryland EAS Team Meetings: will start by using BUMBA Zoom license.

A motion to close the meeting was made by Toni Burnham and seconded by Larry Truchon, the meeting closed at 7:56 PM.