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Downloadable & Printable Copy of the Agenda & Minutes
Agenda Call to Order, Opening Remarks, and Roll Call Agenda I. Old Business
Item 1:
Minutes of the 2004 Business Meeting II. Reports on Future Conferences and Confirmation/Election of Officers Item 1: 2006, Colorado
Item 2: 2007
Presentations: Item 3: 2008, States wishing consideration III. New Business
Item 1: Financial Planning Needs IV. Adjourn
Minutes In attendance: Voting Members: Absent Voting Members: Non-Voting: Champ Vaughan,
Oregon Call to Order and Opening Remarks The Business Meeting was called to order at 4:10 p.m. The Executive Secretary asked for a Roll Call and explained 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. Acceptance of Agenda The Agenda was reviewed and the Executive Secretary asked if there were any additional topics to be added. None were forthcoming. A motion was made and seconded to approve the agenda as submitted, and it was approved unanimously. I. Old Business1. Minutes of the 2004 Meeting The Executive Secretary reported that following the 2004 meeting, the Minutes were distributed and reviewed electronically. A motion was made and seconded to approve the minutes as submitted, and was approved unanimously. 2. 2004 Financial Report The Executive Secretary asked the attendees to review the Financial Reports included in their packets. He added that due to an increased return of funds, $9,500 has been transferred from the Oklahoma University Credit Union to a money market. A motion was made and seconded to approve the Financial Report as submitted (Norton/Bright), and was approved unanimously. 3: 2004 Report by Chairman Anderson The Executive Secretary noted that a copy of the 2004 Report is included in the attendees’ packets. This will be incorporated into the official COGNA records for use by future hosts. 97% of the registration fees were paid by credit card, an option that the Oregon Board did not exercise for this year’s conference. In 2004, the credit card company charged a processing fee of approximately 2.5%. The members discussed the need for a late cancellation fee. It was agreed this should be an option, but should not be formalized and left to each host to decide. There was some concern this might discourage individuals from registering early? It was noted that a separate fee for guests to attend the reception was appropriate. The Executive Secretary noted that there are rules regarding Federal agency contributions to such events, that is, they are only permitted to cover legitimate meeting costs. There are specific IRS rules for submitting forms. A motion was made and seconded to approve the2004 Report as submitted (Norton/Bright), and was approved unanimously. II. Reports on Future Conferences and Confirmation/Election of Officers1: 2006, Colorado Bright invited everyone to attend the 2006 COGNA Conference, to be held October 17-21 in Boulder, Colorado. The meetings will take place at the Millennium Harvest Hotel, located adjacent to the University of Colorado campus, and approximately 50 miles from the Denver International Airport. The hotel has agreed to accept the Federal per diem rate, and the contract has been reviewed and accepted. These room rates will also be honored for three days prior to and following the conference dates. The issues that were raised in 2004 regarding liability and insurance have been resolved. The Toponymic Tour is tentatively planned for Rocky Mountain National Park. The host is soliciting assistance from the other Colorado Board members. Trumbly suggested that the host should seek help from local college students, such as for registration and set up. The conference will follow the usual meeting schedule, and Bright solicited topics for papers. It was suggested that perhaps one of the State Names Authorities might be prepared to assemble next year’s State-Federal Roundtable, to which Norton responded he would be willing to do so. He and Runyon will discuss the logistics involved. Julyan suggested it would be helpful if the Federal Board and each State Board could provide a three-minute synopsis of their toponymic activities over the past year, to which all agreed. 2: 2007 Presentations: A: Kentucky The 2007 Conference is planned for Lexington, Kentucky. The Executive Secretary and host are negotiating with the Ramada Hotel to honor the prevailing Federal per diem rates. B: Other Offers to Host Oklahoma has offered to serve as a back up location in case Kentucky does not work out. C: Election of Chairman Elect A motion was made and seconded to approve Kentucky as the location for the 2007 Conference, with Robert Rennick as Chair (Messenger/Norton). The motion was approved unanimously. 3: 2008, States wishing consideration The Executive Secretary reported that the Oklahoma Geological Survey has offered to host the 2008 Conference. This date will coincide with the 100th anniversary of the establishment of the Oklahoma Geological Survey. III. New Business 1: Financial Planning Needs The Executive Secretary reported that COGNA has currently $9,500 in its treasury. It appears there is some misunderstanding regarding what is meant by the term “non-profit”; it was noted that this means that any revenue generated must be used for the specific operation of the Council and its meetings. It must also cover any unforeseen expenses. For example, if the 2006 conference were to be cancelled, COGNA could be liable for up to $22,000 in costs. There are exceptions, for which the Council would not be liable, such as for an Act of God or if the Federal government is shut down, or if the hotel is otherwise able to fill the rooms. COGNA has agreed its funds may be used for the Executive Secretary to attend the annual conference and Canadian meeting. Norton asked if COGNA is permitted to fund the opening reception, to which is was noted the costs are supposed to be covered by the fee that is charged to attendees. 2: Scholarship/Grant Committee It was suggested that this topic is more appropriately titled “Financial Assistance.” In the past, this topic has been approached on an “ad hoc” basis, that is, individuals have been permitted to apply for assistance, with requests being reviewed based on the applicant’s financial situation and the availability of funds. No specific limits were established. Following the 2004 conference, it was suggested that a committee ought to be created to address the possible need to formalize the process. This committee met on the morning of October 12th. It was agreed that it was appropriate to waive the registration fee for students and possibly for individuals who offer to volunteer their services to run the conference. Any financial assistance should be drawn from the general fund, not from the annual registration fees. The applicant should provide a justification for their request and the Executive Committee would likely wish to establish a deadline prior to the conference. The applicant’s ability to present a paper and/or commit to hosting a future conference could be a factor in the Committee’s decision. Smith suggested that conference costs should be shared by the sponsoring agency and that any attendee should seek funding through his/her agency first. The Committee might also consider awarding loans to attendees. It was agreed that no formal procedures should be established and that the Council should continue to evaluate requests for assistance on a case-by-case basis. IV. Adjourn The Meeting was adjourned at 5:30 p.m. |
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