Oregon Surfrider Restructuring Retreat Minutes
10^th-11^th February, 2001
Pacific City, OR

Pacific Northwest Surfrider conference: April 28^th-29^th, 2001. Westport, WA.

Lots going on in Washington this year. Conference will be there. There is the issue of a golf course going up in Westport. Double-edged sword. Westport is dying, need tourism. Scottish style golf course, so less impact, more natural.

Ralph Meier, co-chair
Bill Hagerman, co-chair
Andrew Rodman, ancient forest preservation, alternative media
Kimmie Gilbert - Cheerleader; Portland member coordinator. Kimberly.D.Whitman@intel.com
Dave Revell, volunteer Coordinator
Richard Gabriel, treasurer, receives mail, passes on appropriate correspondence
John Morris, board member AllyM@teleport.com
John Marra
Tina Torri, secretary, Cheerleader
Paul Klarin
Chris Pancilla, vice-chair
Chris Speakman, official OR Surfrider photographer

Steve Shipsey, board member
Steve Williams
Greg Chilina

Called to order: 4:20pm

1. Restructuring:

In the future we see our role as:

• An advisory board for members.
• Local chapters/volunteers and members take responsibility for projects, get direction and approval from the executive board.




2. Review of responsibilities:
   • Chairman: Presides at meetings. Ex-officio member of all committees. Open communication with national. Ralph and Bill share this position. National is aware of this.
   • Vice-chairman: Any duties assigned. Directing program for membership retention and growth.
   • Secretary: Minutes and correspondence
   • Treasurer: Funds, payments, accurate record of transactions.
   • Volunteer coordinator: coordinates members, places volunteers in committees, increases member satisfaction, bringing in new chapter members,
   
   

   Chapter Mission statement:

   • Billy suggests that we review the mission statement yearly for any changes. Paul suggested that we make sure it is on the website.
   • It was decided that the mission statement should be general enough that it does not change frequently, but the goals and projects should be reviewed and changed on a yearly basis.

3. Visioning:

   • Increase membership. Keep members.
   • Projects for the members.
   • More visibility. Seen as a resource for information regarding the ocean/coast. Respected by all: locals, officials, residents: surfers or not.

4. Treasurers report (Rich):

   National requires checkbook records monthly. Any amount over $500 needs to be signed by 2 members. Rich and Greg Chilina are currently on the account. Account also under Tony Keys, one of national’s executive directors. $1567 in account. Last week Yashida foundation out of CA sent a check for $100. Thank you letter was sent. Retreat cost: House $150 + 70 cleaning. Food. Total expected: $250. Funds for retreat are coming out of a grant that Paul Klarin secured for us.

5. Grants:

   • Paul and Rich noted that there are Surfrider national grants that we need to apply for.
   • Do we want to apply for any others?
   • This issue was not discussed further.
6. Membership

Master list:

Rich adds contact info to his hardcopy list for all folks who have written or contacted us. He suggests that folks go to the internet and get on the email list. Rich does not follow up, or contact members further. Discussed that new members then need to be directed to Dave, volunteer coordinator.

Meeting closed for dinner 6:15pm

Second meeting

Called to order 7:30pm

Four basic subcommittees

1. Membership/$ : website, meetings
• Chair: Dave and Chris P
• Committee members: Billy, Tina, Kimmie
• Steve Shipsey: Billy needs to contact
• Volunteers: to be recruited
2. Outreach/education
• Chair: Dave and Chris P.
• Committee members: Paul, John Marra, Andrew, Tina
• Volunteers: to be recruited
3. Water quality
• Chair: Billy
• Committee members: Ralph, PJ, Phil
• Volunteers: to be recruited
4. Beach Access
• Chair: Rich
• Committee members: John Marra, Ralph, Jessie, John Morris, Chris, (Steve Williams)
• Volunteers: to be recruited

 

1. Portland
• Chair - Billy
• Committee members: Kimmie, Dave, Tina
2. Florence/Coos Bay/Eugene
• Co-chairs - Rich and Greg Chilina
3. South coast
• Gregory Harrison
4. Central Coast/Newport
• Ralph

• Committee members: Chris P, Andrew, Paul

The PR/primary contact person for OR Surfrider: Billy and/or Ralph
Chairs are spokespeople for their areas of focus.
Spokesperson/Public service announcements: Gregory Harrison? If he is available?

1. More local membership in Newport area
• Central coast committee
2. Beachscape: GIS database
• Beach access committee
3. Public service announcements
• Outreach committee
4. Website - Internet site needs to be up-dated regularly.
• Membership and outreach committees
• It was suggested that we get a full-time webmaster, an intern from the college?
• Kurt Windish is our current webmaster, he will update website if we get him the info. It was decided to continue relying on Kurt. In order to get something on the website it needs to be sent to Kurt via the internet
• Photographs were suggested: we all like eye candy!
• How do we direct people to the website? Suggestions:
• 15 second radio spots
• Generate merchandise and literature with website address
• We already have a link swap with Oregon surf page
• We need the website to direct members to Dave Revell if they would like to get involved.
5. Land acquisition
• Beach access committee
• Coordinator :Richard
• Frankport : Jessie Margolis, attorney at law and Gregory Harrison our point people
• The deal: State wants to buy, SausBros wants to sell. We want state to consider this as one of their very highest priorities.
• Finalized ok on the letter and authorization to use our funds to make the postcards discussed.
• Rich read letter, subcommittee formed: Paul, Dave, Rich to finalize letter. It was unanimously voted to be posted on website after sub-committee finalizes.
• Suggested that we have postcard funded by Surfrider, in shops (surf, fishing,…) for concerned folks to sign and send.
• Sub-committee to approve postcard: Paul, Dave, and Rich
• $100 approved and authorized for postcards for Frankport acquisition
• We need a liaison for land acquisition
• It was suggested that direct visits are very very effective, we should organize a small task force to go to Salem and talk with the legislators.
6. Children’s Clean Water Festival in Portland
• Outreach committee
• Billy : chair/our contact person
• Subcommittee - Tina
7. Georgia Pacific discharge
• Clean Water committee
• Newport
8. Blue water task force
• Clean Water committee
• Billy spoke with PJ - no problems noted with water quality.
• Billy suggests - lets increase, a great way to show to members and the community "this is what Surfrider is doing", also good for tangible evidence "this is how well we are doing at protecting our oceans, when we do this, this happens."
• PJ wants us to have a point person for the info and questions, he and Phil do not feel comfortable with this. PJ and Phil will still do the quality testing. PJ and Phil will even coordinate, we need to come up with the volunteers. Database needs to be set up, this takes time but PJ will do.
• Billy is willing to head sub-committee. Ralph, Phil, and PJ are on committee. Ralph wants to be in contact with Billy since he is in contact with PJ too. Billy wants actual numbers and testing locations to be coming in to us and reported on the website.
9. College chapters
• Membership committee
10. To Be a vehicle for local level issues
• Outreach/Membership committees
• Cape lookout: surfers cut through switchbacks. By being an educator we will also engraciate ourselves to parks and rec.
• Fund a sign: Cutting trail causes erosion, please stay on the trail so that we all can use it for years to come. With Surfrider's name and website?
• Notes that we need to go to the parks manager, we can’t just put up a sign. We can make suggestions: sign, volunteers to clean up trail, involve the media, etc. Maybe we don’t want media there, it is not a well known surf spot.
• Subcommittee of Chris and (Steve Williams), to go to parks to find out what needs to happen. Will report back to group.
• Lets get Del Mer on board, he’d be great as a role model, We don’t need him but he’d be great to get on board. Steve Williams has contact with Del Mer. Can we get him involved in this?
• Other suggestions for ways to get surfriders name out in the surfing community that were not discussed during the retreat: signs at Cape Kiwanda warning beach users about he dorryboats, at Indian beach regarding the rip, at Avenue U about being arrested if you surf north of ???
11. Newsletter
• How we will differentiate ourselves from National? How we connect to Oregon Surfrider members?
• Membership/Outreach committee
• Kimmie coordinates: "she hits send"
• End of March due date for newsletter?
• Billy talk with Steve Shipsey about this
• Everyone sends in updates of their projects
• Articles about peoples experiences, beachscape, medical advice…
• Photos
• Calendar of events coming up.
• Template:committee head: Kimmie. Sub-committee: Paul, Andrew, Dave, Billy.
• Who is going to get info to Kimmie?: Ask Big Wave Dave, Surfers Rights and Responsibilities, Beach Ecoculture, One paragraph from each committee head giving update on projects.
12. Advertising
• Membership and Outreach committees
13. Database
• Membership committee
• How many names a month do we get from national? 1 new member to national/month. We need to create our database! Dave and Chris are responsible for this.
• Database coordination
• Volunteer
• Supporter
• Email coordination
• The process:
• We get name from National.
• Rich sends "asking for info" letter to members, tells them about website.
• Website and letter direct members to Dave.
• Rich, Dave, and Paul will work on letter to incoming members.
• Info we would like to get out to new members, committee can decide how and when best to do this:
• Website address
• Oregon Surfrider mission statement/purpose
• Their local contact group/person: Portland, Central coast, South coast
• Projects we are currently working on and need volunteers for, and idea of what the commitment would include
• Near-future events: surf contests, free movies, meetings, clean water paddles
14. Networking
• Outreach committee
• Clubs, surf shops. Brainstorming.
15. Photographer
• We now have our very own Oregon Surfrider photographer: Chris Speakman
• All committee heads please keep this in mind for any events you are planning that you may want photos of.
• Events: paddle out, etc.
16. Video
• Informational video about Oregon Surfrider
• Outreach committee plus John Marra
• Requires money, need funding, work program, grant.
17. T-shirts
• Committee: John Morris and Ralph
• Billy has Portland member contact for a graphic designer/silk screener(?)
• Simple design: Beware the sneakerwaves, Stay off the drift logs,
• Surfrider needs to be the most predominant feature, make sure people know its us.

Meeting closed 9:30ish for surf videos and sleep.

Third Meeting: Sunday 11th

Meeting called to order 9:30am

Review of projects and delegation to committees plan next meetings.

1. Oregon Conservation Network
• Would like us to join their group. Financial and time investment required as well as all decisions being binding and we feel we may not always agree with their decisions and our name would be attached.
• Motion made and seconded that we keep tabs on them but not join them. Unanimous vote.
• Ralph will keep in contact but also let them know that our plate is full and and we don’t that we don’t that the time and peoplepower to keep on top of all their expectations.
2. General/Open Meeting
• Membership committee and Outreach committee
• Quarterly newsletter should be out by tax date. We could use this to advertise the meeting.
• Purpose:
• Gather membership
• Get ideas/issues from the public
• Free surf video
• Suggested that the meeting happen before Cape Kiwanda so that those folks can get involved with it as it is one of our projects.
• Newport visual arts center, to rent $5/hour.
• 9 March, Andrew is having a meeting in Newport for the public we can get in on that if we want.
• Mother ocean day with paddle out and report card – Pacific City
• Day before mothers day, Saturday 12^th May, 2001.
• Make it fun: committee can figure it out
• Paul has listing of media contacts
• Portland: free video, general meeting
• Billy will contact National to see if they can put the general/open meeting into their newsletter
• Can Gregory Harrison be involved? Will he be in town?
• Committee will get back to executive council with timeline and progress within 6 months: 1 April 2001.
3. Internship Program
• Students get units to help us get our stuff done.
• Dave will contact OSU, get it on our website.
• Rich has had a good experience with such internships and the students enjoy it too.
• Make sure it is advertised as a limited number of openings.
4. Executive Council Meetings
• One place: Pacific City, at the Inn
• Next meeting: Saturday April 7^th, 1pm-ish
• Date fixed, start time pending surf conditions
• Paul will commandeer the conference room
• IF YOU MISS IT, SUCK IT UP!
5. Darryl Hathaway: Federal Policy Analyst for National
• Paul has been in contact with him and he would like to get him up here to update us.
• Duke Hanamoko stamp
• Put it on our website, then members can get the address to send in a postcard to.
• Do not send emails, needs to be hand written.
• Paul will send the info to Kurt to get on the website.

11:00 am-ish MEETING OVER! Now go home!

For all of you interested folks.

Accommodations info: Ocean Sands, 34730 Ocean Drive was our pad. To rent call Sea View Vacation Rentals 503-965-7888.