CWSS-SCM Annual Business Meeting Thursday, November 20 th, 2014 Fairmont The Queen Elizabeth Montreal, Québec

Transcription

1 CWSS-SCM Annual Business Meeting Thursday, November 20 th, 2014 Fairmont The Queen Elizabeth Montreal, Québec Call to Order 1.0 Approval of the agenda (Beckie) 2.0 Call for Resolutions (Sapsford) 3.0 Acceptance of Minutes of the 2014 (Vancouver) Business meeting (Hare) 4.0 Business arising from the minutes (Beckie) 5.0 President s Report (Beckie) 5.1 Strategic Plan 5.2 Executive Assistant Report (Drabyk) 5.3 Bylaws (Downs) 6.0 Treasurer s report (Robinson for Boddy) 6.1 Motion to approve the budget 6.2 Motion to appoint auditors 7.0 Committee Reports 7.1 First Vice-President s Report (Johnson) Program sections (Johnson) Plant Canada (Clements) CJPS Report (Darbyshire) Reports and Publications Committee (Darbyshire) Second Vice-President s Report (Bertholet) WSSA Report (Beckie) Scholarships and Awards (Willenborg) Membership (Asbil) Communications (Graham) Graduate Students (Stanley) Sponsorship (McNulty/Wilson) 8.0 Nominations and Elections (Clements) 9.0 Local Arrangements 9.1 Montreal 2014 (Benoit) 9.2 Edmonton 2015 (Bertholet) 9.3 Atlantic Canada 2016 (Graham) 10.0 Resolutions (Sapsford/Kaastra) 11.0 Installation of New President (Beckie) 12.0 Adjournment (Johnson)

2 Call to Order 1.0 Approval of the agenda (Beckie) Moved: Clements Seconded: Van Acker Carried 2.0 Resolutions (Sapsford/Kaastra) Call for resolutions - take any new resolutions to Sapsford 3.0 Acceptance of Minutes of the 2014 Van. Business meeting (Johnson ) Moved: Clements Seconded: Graham Carried 4.0 Business arising from the minutes (Beckie) None 5.0 President s Report (Beckie) Highlights from the President s Report include: Unusual year in that we had two meetings in one year, 9 months apart. Both WSSA and CWSS-SCM Board felt the joint meeting was successful. There were approximately 500 WSSA attendees, 140 CWSS-SCM members and about 20 non-members from BC. In addition to the joint meeting, major activities during 2014 were to continue to develop and implement the 5 year strategic plan, revise the CWSS-SCM bylaws, and hire a communication consultant. 5.1 Presentation of CWSS-SCM Strategic Plan (Beckie) Reviewed the 4 major goals of the strategic plan: 1.0 Goal 1. Be recognized locally, nationally and internationally for our expertise on weed related science Hired On Communications (Sept1/2014) contract signed a,b. 3 newsletters in 9 months, 1 president blast Asbil Membership review of complementary organizations, in Edmonton CWSS-SCM will try a joint meeting. 2.0 Goal 2. Serve as a facilitator and clearing house for weed related research, information, product development and extension a.b. Communication Committee lots of work by Gavin Grahamprogress will be reviewed during his report.

3 e. Grad student engagement- Thank you to Katherine Stanley who has set up communication with grad students. A. Drabyk is setting up grad student tracking for entire career via survey communications b. Webinar- D. Benoit tried to set up webinar for this mtg, but it was too expensive. Edmonton LAC will try to get something set up. In era of travel restrictions, alternative delivery methods, and looking at new ways to engage new members through remote access is important. 3.0 Goal 3. Expand the CWSS-SCM network of members and partners a. Grad student engagement. (see above K. Stanley) b. Trying to increase Crop Life and industry participation. Will send senior manager s a survey to determine what they value regarding their employee s attending CWSS-SCM mtgs b Investigate partnering with national organizations. Explored 2 other organizations, and determined not a great fit to partner, as they are significantly larger than weed science (Entomology and Pathology) but will continue to see where CWSS-SCM can work together for synergies. 4.0 Goal 4. Ensure good governance. 4.1 M. Downs is ensuring that all bylaws are revised / current in MOP and now approved by Corporation Canada. 4.2 AIC wants to get out of publishing. Canadian Science Publishing was approached by AICwith the journals, but ultimately declined to pursue purchase of journals due to ownership issues. 4.3 Maybe look at WSSA model of publishing Eric Johnson will be on a conference call with the other societies next week to discuss. 5.2 Executive Assistant Report (Drabyk) 2014 was a challenging busy year with 2 major meetings. Worked closely with WSSA organizing committee, Montreal LAC, Board meetings, Executive meetings, LAC 2015 and LAC2016 organizing committees, Register on line system and newsletter production!!! Is working with grad student and membership duration tracking. Please contact Anita directly if you have website issues, registration issues or any newsletter information content. 5.3 Bylaw Report (Beckie for Downs) Downs plans to revise the MOP to be consistent with the approved bylaws. 6.0 Treasurer s report (Robinson / standing in for Boddy) Summarized the financial status of the Society for the AGM

4 Presented budget for 2013/2014 fiscal year, including the increased resourcing for the Communication Committee ($10.5K carried over from previous budget) and approval of up to $10K to update the Website). Motion: To accept budget as presented. Moved:Gulden Seconded:Sapsford Carried. 6.1 Motion to appoint auditors Motion: To appoint auditors as recommended. Moved:Bertholet Seconded:Swanton Carried. 7.0 Committee Reports. 7.1 First Vice-President s Report (Johnson) Johnson outlined the main duties of the first Vice-President. Two major activities are to facilitate and coordinate Program sections and to act as a Board liaison with the LAC. 7.2 Program sections (Johnson) Need a Chair for Forage, Rangeland, Forestry and Industrial Vegetation Management Section., 7.3 Plant Canada (Clements) Plant Canada is holding a joint mtg with Botanical Society of America. Edmonton, July 25-29, CDN Societies will also be participating, but not CWSS-SCM, who declined due to poor timing for members and upcoming CWSS-SCM Edmonton mtg in Nov Dr. Linda Hall will now be the new Plant Canada CWSS-SCM rep (3 Year Term). 7.4 Reports and Publications Committee (Darbyshire) Darbyshire provided an overview of all Publication Committee activities over the course of issues of the Newsletter (Spring, Summer and Fall 2014) have been prepared and distributed by the Executive Assistant (Anita Drabyk).

5 The Annual Meeting Proceedings, including the Winnipeg 2012 meeting, are posted on the CWSS-SCM website. Rob Nurse was Editor for the Canadian Journal of Plant Science (CJPS).Chris Willenborg will take over for the next 3 year term. The first paper from the 2012 Winnipeg symposium has been published in CJPS (Harker, KN Slowing weed evolution with integrated weed management. 93: ). One presenter has declined to submit a manuscript and another presentation from the symposium is pending manuscript submission to CJPS. This symposium will not be published. Authors (5) are going to be encouraged to submit to the CJPS. Work on volume 10, Herbicide Resistance (Niagara Falls 2011) is on-going. Manuscripts are in various stages of production. During 2014, 1 book and 0 meeting abstracts were sold. Action: Provide WSSA and all other major weed science related societies with a link to our website for publications (Drabyk). 7.5 Second Vice-President s Report (Bertholet) 7.6 WSSA Report (Beckie) In addition to the comments made in the President report, Beckie indicated the following: WSSA Board felt the joint meeting was very successful. They are pleased with the hotel facilities, food, level of service etc. WSSA Board feels that they have a very positive connection with CWSS-SCM Feb 2015 WSSA mtg will be in Lexington Kentucky. WSSA has hired a part-time person ($25K) to lobby for federal funds for weed Science. The 10 th edition of Herbicide Handbook is now for sale. In the future they are working on an electronic copy. 7.7 Scholarships and Awards (Willenborg) This year the awards committee evaluated two nominations for Excellence in Weed Science, one nomination for Fellow of the Canadian Weed Science Society, three nominations for the Excellence in Weed Extension award, and 9 nominations for student awards (3 PhD., 6 MSc.). There were no nominations for Excellence in Weed Science for Industry, or CWSS-SCM meritorious service awards. Please nominate for all awards for Membership (Asbil) Reviewed list of national and regional organizations that have a common link to CWSS-SCM

6 Will further refine the list and work with the Communications Committee to coordinate outreach. Worked with White to conduct a graduate student survey Performed an extensive survey from WSSA mtg. Everyone please respond to the CWSS-SCM survey- it provides feedback and direction for the organization. 7.9 Communications (Graham) Following strategic planning session, former website committee was re-branded as Communications Committee with expanded mandate. Committee accepted the challenge, but noted website will remain as an important task for this group. Established a RPF for communication consultant as per directed in the Communication Committee strategy. ON Communication was hired Sept1/2014 to Aug 31/2015. A midterm effectiveness evaluation in March/2015 will be performed. Established new Facebook and Twitter presence, in addition to existing Grad Student Facebook Page. Website discussion. The current website is 7 years old and needs to be significantly rebuilt and updated to handle growing trends in mobile uses, content and greater functionality Graduate Students (Stanley) Significant effort to communicate and improve engagement with grad students. Meet and Greet was successful Facebook page was established for communication. Grad student tracking project will be undertaken 7.11 Sponsorship (Wilson/Forster) Contacted CropLife and obtained list of all CropLife members All CropLife members were contacted via to outline sponsorship opportunities including the following which have not been approached before. Sponsorship target for the Joint CWSS-SCM/WSSA meeting was $50 K. Actual amount raised was $48.7 K: Very successful campaign. Suggested a survey to CropLife senior managers to see what they value for their employee s attendance at CWSS-SCM mtg. 8.0 Nominations and Elections (Clements) The CWSS-SCM Nominations Committee was successful in finding CWSS-SCM members to serve in key positions that became open for The following

7 individuals were elected by acclimation to the BOD (after calling for any further nominations in the CWSS-SCM newsletter): 2nd Vice President - Linda Hall Publication Director Rob Nurse Provincial Extension Representative Chris Neeser Regulatory Rep (PMRA) Michael Downs Regulatory Rep (CFIA) Wendy Asbil CropLife East Greg Wilson Member at large East Meghan Moran Graduate Student Rep Katherine Stanley We appreciate the willingness of Michael Downs, Wendy Asbil, and Greg Wilson to stand for a second three-year term. We also recruited two new members to the Scholarship and Awards Committee, Neil Harker and Steve Shirtliffe, but potential additional committee vacancies need to be investigated for Motion: To accept all First and Second VP Reports as presented. Moved:Darbyshire Seconded:Shirtliffe Carried. 9.0 Local Arrangement Reports 9.1 Local Arrangements Montreal, November 2014 (Benoit) 111 Attendee s registered. Some issues with travel restrictions. Thanked the LAC for all their hard work. Thanked the Hotel staff for being very accommodating. 9.2 Local Arrangements Edmonton, November 2015 (Degenhardt) Introduced the 2015 meeting and indicated that LAC is formed, and conference planning is well underway. CWSS-SCM will be a joint mtg with AISC (Alberta Invasive Species Council) Meeting theme will be: NEXT Will attempt to get webinar or remote conferencing setup. Great location with significant opportunities for additional pre and post conference activities. 9.3 Local arrangements for Moncton, Nov / 2016 Gavin Graham is Chair, and is setting up the LAC. Hotel contract is signed.

8 10.0 Call for resolutions(sapsford/kaastra) 10.1 Be it resolved that the CWSS-SCM create an Award for Outstanding Professional Staff. This award would recognize outstanding and sustained activity in support of weed science. Eligible members would work under university, government or industry supervisors and be involved in research education or extension in weed science. Resolution Moved : Shirtliffe Second: Swanton Carried Installation of New President (Beckie) Eric Johnson was installed as the new CWSS-SCM President Eric thanked Hugh for his very significant efforts on behalf of CWSS-SCM Adjournment (Johnson)