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BUSINESS MEETING For a printable copy click on the link below I. Call to Order and Opening Remarks II. Acceptance of Agenda III. Old Business Item 1: Minutes of the 2003 Meeting Item 2: 2003 Financial Report Item 3: Special Events Liability Insurance Coverage Item 4: Time of Year for Conference Item 5: Mailing List Item 6: Web Site IV. Reports on Future Conferences and Election of Officers Item 1: 2005, Portland, Oregon A: Presentation B: Confirmation of Chair C: Discussion 1. Agenda/Program 2. Length of Conference 3. Cost Considerations Item 2: 2006, Boulder, Colorado A: Presentation/Discussion B: Other Offers to Host C: Confirmation of Chair Elect V. New Business Item 1: Roundtable Discussion Format Item 2: Conference Presentations via "Net Meeting" Item 3: VI. Adjourn Council of Geographic Names Authorities (COGNA) For a printable copy click on the link below Radisson Hotel, Jacksonville, Florida October 20, 2004 __________________________________________________________ In attendance: Voting Members: Julie Hoff, Arizona Secretary Non-Voting: Dale Floerchinger, USDA Forest Service, Observer Montana __________________________________________________________ I. Call to Order and Opening Remarks The Business Meeting was called to order at 7:14 p.m. The Executive Secretary asked for a Roll Call and for an indication as to who would be voting. The attendees were reminded that voting is limited to one vote per State, plus two for the Federal government (one each for the Executive Secretary and the Chairperson of the U.S. Board on Geographic Names/Domestic Names Committee), and one for the American Name Society/Toponymy Interest Group.
II. Acceptance of Agenda The Agenda was reviewed and the Executive Secretary announced two additional items needed to be added: Topic IV, Item 3, 2007 and Future Conferences, and Topic V, Item 3, Request for Funds for Past Conference. No additional items were offered from the floor. A motion was made and seconded to approve the agenda as amended (L. McArthur/Messenger), and was approved unanimously. III. Old Business 1. Minutes of the 2003 Meeting The Executive Secretary reported that following the 2003 meeting, the Minutes were distributed and reviewed electronically. A motion was made and seconded to approve the minutes as submitted (Smith/Messenger), and was approved unanimously. 2. 2003 Financial Report The Executive Secretary asked the attendees to review the Financial Report which was provided in their packets. He noted that the Chair of the 2003 Conference had provided an extremely detailed report and suggested this should be a model for future events. A motion was made and seconded to approve the Financial Report as submitted (Vasiliev/L. McArthur), and was approved unanimously. 3. Special Events Liability Insurance Coverage Following a discussion of this topic last year, the Executive Secretary reported he had conducted some research into whether COGNA should purchase liability insurance coverage for its conferences. Most hotels include a clause in their contracts requiring such coverage for property damage or third party injury, as was the case in Baltimore and Pacific Grove, but at last year’s business meeting, it was agreed that in the future the host should request this clause be stricken. An independent insurance agent informed the Executive Secretary that the amount of coverage is typically $1 million, but that the premiums would vary State to State and that they are based on the number of attendees and the length of the conference. He did note that any such coverage must be purchased in the State in which the conference is held. The agent suggested a typical policy premium might be around $1,000 to $1,500. It was noted that there have been no incidents at COGNA conferences over the years, but Jane Messenger asked whether the members of COGNA would be liable if something were to occur. Roger Payne asked, if the liability would likely be limited to the funds available in the COGNA account? Grant Smith noted that he has planned many similar conferences, including the American Name Society, but this issue has never been raised. He suggested the hotel should be covered for such contingencies. In negotiations with the hotel for the 2004 conference, the Executive Secretary requested that the clause be stricken. The Radisson Hotel in Jacksonville instructed the Executive Secretary to strike through the paragraph on the contract. The Executive Secretary and the other attendees agreed this was appropriate. A motion was made and seconded that COGNA should adopt as a policy an intent to always decline special events liability insurance coverage (Smith/Vasiliev). The motion passed unanimously. 4. Time of Year for Conference As was noted last year, the conferences have traditionally been held in the September-October timeframe. Jane Messenger suggested August-October isn’t always the best time, because of the restrictions placed on U.S. Forest Service employees trying to travel during or shortly after fire season, because many Federal agencies no longer have travel funds at the end of the fiscal year, and because some agencies have restrictions on unnecessary travel during continuing resolutions. Chick Fagan indicated he did not see a problem with travel at the end of the fiscal year, and that even at the beginning of the fiscal year there is usually a continuing resolution that covers budgeted items. The Executive Secretary noted that most States begin their fiscal year in July, so late summer/early fall is not typically a problem. Grant Smith added that since there are usually very few academics in attendance, their schedules shouldn’t be a deciding factor, although the period immediately following the new academic year can sometimes be a challenge. The bigger concern has always been the restriction on out-of-State travel for State employees. A motion was made and seconded that COGNA should meet in late summer/early fall but with some provision for flexibility (L. McArthur/White). Grant Smith argued the timing of the conference should not be mandated but should be flexible and up for discussion. The motion was withdrawn. The attendees agreed it was appropriate to meet at approximately the same time each year, and that efforts should be made to avoid conflicts with other major conferences. 5. Mailing List It was noted in 2003 that it is the responsibility of each conference host to forward the current mailing list to the next year’s host, but there will always be a need for updates and additions. Lewis McArthur added that the list needs to be maintained annually. The Executive Secretary noted that he has been working with the US Board’s staff and the U.S. Forest Service to compile updated information for the COGNA website. However, Jim Anderson noted that there were still numerous "undeliverable" e-mails this year and that clearly there will be individuals in the geographic area of the conference who will very likely not attend future conferences. Payne suggested each host should delete the "one-time" attendees from the list before forwarding it to the next host. 6. COGNA Website The Executive Secretary reported that he continues to maintain the website and that he has been adding historical information on many of the past conferences. The only year for which he has no information is the 1978 meeting, although he has found some mention of it in the U.S. Board’s minutes. He also has been adding links to the presentations made at each conference, as well as photos, and he encouraged any attendee to forward such information to him for inclusion at the website. Jenny Runyon extended her thanks to Wayne for all the work he has undertaken and for the professional appearance and usefulness of the site. The attendees agreed and showed their appreciation by a round of applause.
IV. Reports on Future Conferences and Election of Officers 1. 2005, Portland, Oregon A. Presentation Lewis McArthur announced that the State of Oregon will be hosting the 2005 Conference and distributed an invitation to all to attend. It will take place at the Hilton Portland and Executive Tower, from October 11th to 15th. The conference will emphasize the Lewis and Clark Bicentennial Commemoration, including a visit to Fort Clatsop and the Columbia River Maritime Museum. There will be an Oregon Geographic Names Board meeting on the afternoon of Tuesday, October 11, along with workshops on local and State issues. He noted that the maintenance of administrative names in GNIS continues to be "deplorable" and therefore, this will be a major topic of discussion at the conference. He also invited others to submit topics for the agenda. There might also be a trip to Mount Hood, Mount St. Helens, and/or Timberline Lodge, likely at the beginning of the week, so he asked for a show of hands of those who might be interested. The Executive Secretary reported that he will add details on the 2005 conference to the COGNA website. B. Confirmation of Chair A motion was made and seconded to approve Lewis McArthur as Chair of the 2005 Conference with Mary McArthur and Cynthia Gardiner as Assistant Chairs (Smith/Messenger). The motion was approved unanimously. 2. 2006, Boulder, Colorado Presentation/Discussion Dr. William Bright, on behalf of the Colorado Board on Geographic Names, has extended an invitation to host the 2006 Conference in Boulder, from October 17th to 21st. The Executive Secretary noted that a copy of the preliminary meeting agreement is included in the attendees’ packets and suggested that a few items need review. There was a discussion regarding how far in advance a host should have to commit to a contract and whether the number of room nights in the Boulder contract should be reduced? Grant Smith suggested the numbers seemed a little high and asked that they be reduced slightly, based on previous attendance and future estimates. Ren Vasiliev responded that the numbers seem reasonable considering the conference is still two years away. Jim Anderson [and the Executive Secretary] provided a breakdown on the final number of room nights for this year’s conference. The Executive Secretary suggested the catering estimates for 2006 seem reasonable. Will Tefft noted that COGNA might wish to consider purchasing conference cancellation insurance? The Executive Secretary added that he and Dr. Bright had some concerns regarding the Cancellation and Liquidated Damages clause, which seems to favor the hotel but not COGNA if something should occur requiring cancellation of the event. Grant Smith suggested it seemed typical and there was likely no need to be concerned. Chick Fagan offered to share the contract with an individual at the National Park Service who is responsible for arranging conferences to see if the contract seems reasonable. The Executive Secretary noted that the deadline for signature is October 25, but perhaps an extension might be granted. A motion was made and seconded to accept the Colorado Geographic Names Board as host of the 2006 Conference, to approve Dr. William Bright and Terry Ketelsen as Co-Chairs Elect. Further, to try to get the dates or amounts on the Cancellation and Liquidated Damages clause changed or eliminated along with the Liability Insurance clause. In addition, if the hotel wasn’t willing to work with us, COGNA would look elsewhere in Colorado. (L. McArthur/Vasiliev). The motion was approved unanimously. 3. 2007 and Future Conferences The Executive Secretary reported that the Oklahoma Geological Survey has expressed an interest in hosting a conference in the near future, with either 2007 or 2008 a possibility. 2007 marks the centennial of Oklahoma Statehood, while 2008 is the Oklahoma Geological Survey’s 100th year. Bob Francis suggested that perhaps Montana might also be interested in hosting? Betsy Kanalley added that the U.S. Forest Service would be willing to assist in the planning if Montana were selected. The Executive Secretary noted that a conference host typically needs two years’ notice to make the hotel arrangements. Lou Yost added that when he attended the Canadian names conference in September, he learned there was some interest in hosting a joint U.S.-Canada conference. The attendees agreed this sounded like an interesting prospect.
V. New Business 1. Roundtable Discussion Format The Executive Secretary reported that there have been some suggestions that when deemed necessary following any discussion item from the State/Federal Roundtable, a resolution could be drafted, voted on, and submitted to the U.S. Board on Geographic Names as a resolution (or resolutions) by the Council of Geographic Names Authorities for suggested and/or recommended changes to the Principles, Policies, and Procedures, much in the way it is done at the United Nations. A motion was made and seconded that recommendations to change the U.S. Board’s Principles, Policies, and Procedures and other issues in the name of applied toponomy should be forwarded to the U.S. Board as resolutions (Messenger/Vasiliev). Subsequent discussion clarified that these resolutions could only be voted on by the voting members in attendance at the meeting. The motion was approved, with one vote in opposition. The negative vote was cast in the belief that the motion was not properly stated and needed further clarification. 2. Conference Presentations via "Net Meeting" At this conference, one presenter was unable to attend, but arrangements were made for her to make her presentation via "Net Meeting". A motion was made and seconded to disallow such presentations because of the potential loss of hotel room nights and the registration fee, as well as the additional cost of Internet access (Anderson/Vasiliev). Susan Tingley countered that such presentations should not be prohibited but reviewed on a case-by-case basis and at the discretion of the Executive Committee. She suggested it would likely be better to hear a presentation by telephone than not at all. Jim Anderson stated he would be willing to amend his motion, to prohibit such activities unless the presenter agreed to cover any additional costs. Ren Vasiliev indicated she did not wish to second the amended motion. Will Tefft asked whether every proposed presentation must be accepted, to which the attendees responded they did not. Roger Payne reminded the attendees that generally, papers, workshops, and the agenda are approved by the Conference Committee composed of that year’s local host representative (Chair), the COGNA Executive Secretary, the Executive Secretary of BGN/DNC, and the past year’s Conference’s host representative (past-Chair). So, it would be that committee that would accept or reject the proposal (ostensibly at the direction of the Council). Grant Smith suggested no formal resolution was needed, recognizing that the current process seems to be working. He added the program chair should make the decision, following consultation with the Executive Committee if needed. The motion was not withdrawn so the Executive Secretary called for the question. The motion was defeated by a vote of 6-10. 3. Request for Funds for Past Conference The Executive Secretary reported that he has been contacted by Paul Veisze, Chair of the 2003 Conference, to ask whether the COGNA Business Council might be able to help fund his travel to the 2002 Conference in Baltimore. Despite a lack of financial assistance from the State of California, Paul attended in 2002, paying with personal funds, in order to make a presentation for the upcoming conference. The State has since denied his request for reimbursement. The Executive Secretary reminded the attendees that there are funds in the COGNA account to provide for such contingencies, with a typical grant not to exceed $500. One other participant at Baltimore received similar financial assistance. Lewis McArthur added that as a 501 (c) (3) Corporation, COGNA is not permitted to accumulate too much money in its account. A motion was made and seconded to provide $500 to Paul Veisze to help cover his travel expenses to Baltimore (Smith/Tingley). Roger Payne suggested the Council needs to develop a rational process by which future requests are evaluated, to which Jane Messenger added a suggestion that a committee be established for such a purpose. She also noted the grant should more accurately be termed a "scholarship." Grant Smith added that whenever possible, such requests for assistance should be made in advance of the conference, not after. The motion was approved unanimously.
IV. Adjourn The Meeting was adjourned at 9:05 p.m. The Minutes were approved by E-mail vote December 15, 2004: 14 to approve, 0 not to approve, & 3 no response |
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