Source attachment: 2022_07_29_MSBA_BOD minutes.docx

Minutes of Special Executive Board Meeting on Hosting EAS
July 29, 2022
Online via Zoom

MSBA President, Fred Smith called the meeting to order at 7:30 PM.

Attendees:
Fred Smith, Kim Mehalick, MaryLaura Fitgerald, Toni Burnham (with proxy for Jan Day), Stefanie Ottenstein, Deborah Hewitt, Larry Truchon, Carl Guerci, Greg Gentry, Regina Andrew, Russell Sprangel, David Schultz, Michael Mehalick, Clyde Strang, Brittany Llewellyn. Non-voting: Mark Dykes, Cybil Preston, Phil Frank.

Meeting Topic:
The Eastern Apicultural Society (EAS) has requested that MSBA consider hosting the 2024 EAS Conference. Former EAS Delegate Patty Wong has indicated willingness to lead the effort. Before the EAS Meeting the following week, MSBA needed the input of the Board before responding to this opportunity.

Discussions:
The meeting was conducted as a general discussion led by MSBA President Fred Smith. Fred shared information gathered thus far from EAS and requested feedback from the board on several points, including overall interest in hosting, key factors that would determine whether or not the board would decide to host, and an assessment of the sorts of resources Maryland would need to pull together in order to make a bid and offer the conference.

Maryland last hosted EAS in 2000, and the sense of the board discussions was generally in favor of MSBA taking steps to once again host. The proposed date of 2024 caused concern for many, and all felt that more information was necessary before deciding.

Mark Dykes mentioned that UMD had noted the conference request and had begun to consider ways in which they might be able to offer support. Mark concurred with the general board sentiment that UMD/College Park was an unsuitable location due to congestion, construction, accommodation expense, and other factors related to the format of EAS Conferences.

BOD members developed the following list of critical questions to answer as we continue to consider hosting EAS, but before committing to a bid.

Key Questions:
• Are there other states bidding for the 2024 Conference?
• Since EAS usually plans 3 years in advance, did another candidate back out and why?
• What locations in MD are available and suitable for the conference?
• How can Maryland’s master beekeepers inform and support the conference, what skills can they apply?
• What is the actual timing required for Maryland to decide and begin preparations?
• Is the 2026 Conference an option for Maryland?
• What inputs are required of Maryland (including committees, finances, volunteers, interactions with EAS)?
• Does EAS provide a framework, process and requirement lists for developing the conference?
• Is there a deadline for a response from MSBA on 2024 or a future year?
• Does the conference have a net zero financial impact on MSBA?
• What is the conference budget?
• Are there lessons learned available from recent EAS conferences?

A motion was made by Larry Truchon to table the question of hosting the annual EAS conference pending responses to these questions and sharing available briefing information with the entire BOD. Fred Smith seconded the motion: motion passed unanimously.

Toni Burnham committed to sharing available documentation with the Board and to linking all MSBA board members planning to attend EAS in Ithaca the following week in order to allow them to participate in possible discussions there with folks involved in the current, recent or upcoming conferences.

Another BOD meeting will be called in two weeks to share information gathered and continue this discussion.

Fred Smith closed the meeting at 8:06 PM.

Attachments:
EAS Conference Guidelines
Massachusetts Request to Host (2019)
Comments and Considerations proposed by second VP Jan Day

From: Jan Day <jan@secondstoryhoney.com>
Subject: Re: EAS
Date: July 29, 2022 at 11:08:57 AM EDT

Hi All,

I can't make the meeting tonight but had some thoughts after reading the Guidelines document. Caveat, I've never been to EAS but would love to attend and having it in MD might make that dream come true:
• Lead time:
• The Guidelines recommend a 3-year lead time. What happened to the plans for the original 2024 host?
• Had any speakers already been booked for that conference?
• What else was agreed to by the original 2024 hosts that could be transferred to MD?
• Lessons learned / after-action report
• I would really like to see past reports or interview organizers of past events (from the last 5 years) to understand what worked, what didn't, what they wish they'd done differently, and glean best practices.
• I recommend EAS adding that information to the next version of the Guidelines doc
• Budget/Costs:
• Based on my reading of the doc it was implied, but not explicitly stated that the conference is self-funding. In other words, the revenue from the registration fees and vendor booth sales and sponsorships must be enough to cover the costs. Does that happen in reality? Could we get info about budgets and costs from past events? Does the hosting state make up the difference?
• The question to ask ourselves is - how much would the club be willing to pay for this conference to make up any shortfall? Our own club bank accounts are very healthy, and candidly I think hosting this event would be a good use of some of that money.
• Locations:
• I agree that UMD is too congested. I suggest consideration of Hood College (Frederick); McDaniel College (Westminster); and St. John's College (Annapolis) and wildcard, Towson University (Towson).
• Each of these locations are near major highway routes, have nearby campgrounds (even Towson!), and wouldn't require attendees to cross the Chesapeake Bay making it a potential for lots of people to attend from the DC-Baltimore-Philly areas without having to stay overnight and equally important - would give us a large local pool of volunteers.
• I don't think we can agree to host if we can't confirm availability of space and services at a suitable location.
• Leadership:
• Are there people on the Board (or people whom Board members have spoken to) who would sign up to lead many/most of the key committees? If the answer to this is Yes, then I'm confident we could deliver a great event.
• Regarding key committees: I recommend adding a Social Media to the list of Conference Committees to develop a plan to (1) promote the conference in advance (it would be nice if the 2022 and 2023 conferences had a social media presence to prime the pump for 2024) (2) encourage 2024 attendees to connect in advance of the conference and get excited (3) reach local beekeeper adjacent groups (e.g., garden clubs; environmental groups) and people (e.g., beekeepers unaffiliated with a beekeeping club) to encourage them to attend (4) during the conference use social media to share the experience with followers and folks who couldn't make it (and get them excited for 2025). I would volunteer to help with the social media effort if it were in MD.
In summary, I'd be in favor of MSBA hosting EAS 2024 if we can find a location and have sufficient leadership commitment from the Board members.

Jan

Board Member representing Washington DC