FIRST PRESIDENT’S COMMITTEE MEETING, 4 P.M., NOVEMBER 7, 2008

         President Eddie Griffith called the meeting to order, and Recording Secretary Pat Merritt called the roll. Present: President Eddie Griffith, 2nd VP Don Mixon, Secretary Pat Merritt, Chairman of Directors Fred Roush, Treasurer Walter Bisselle, Executive Secretary Val Longson. Absent: 1st VP Wayne Cameron.
         President Griffith asked those present to pause for a moment to remember Past AHS President Roz Merritt who died October 10, 2008. He suggested that the 2009 Hibiscus of the Year Memorial Award be named in Mr. Merritt’s honor. A motion to this effect carried unanimously.
         The president announced that Director Joyce Comingore has volunteered to keep the AHS Policy and Procedures Manual updated. All Committee Chairs and officers are to make sure that Ms Comingore is notified of any appropriate policy changes.
         A suggestion was made that the Policy and Procedures Book be included on the AHS’s official web site at americanhibiscus.org with a notation that this manual is a guideline, not official. The web master will be asked to do this. It was also suggested that a permanent web page be added to the site where time-sensitive information can be posted when The Seed Pod is late getting out.
         A completed application with all necessary forms and dues was presented for a new AHS Chapter to be named the Tampa Unbelievable Chapter. The Committee gave its approval, and it will be presented to the Board.
         President Griffith next told the Committee that he wanted the Board to review and update the Seedling Evaluation Committee’s rules, and suggested that the position of Clerical Manager be added to the Committee. This position would be the equivalent of a “file cabinet” for the SEC to distribute, receive and archive all evaluation forms, tabulate the results and send the confidential findings to the executive secretary. This would free the chairman of the SEC to keep the Committee organized and focused on discussing the plants’ performance. It would also provide a check and balance on the Committee.
         With no further business, on motion made and seconded, the meeting was adjourned.

AMERICAN HIBISCUS SOCIETY

FIRST BOARD OF DIRECTORS MEETING, 5 P.M., NOVEMBER 7, 2008

         Chairman Fred Roush called the meeting to order and Recording Secretary Pat Merritt called the roll. Present: President Eddie Griffith, 2nd VP Don Mixon, Secretary Pat Merritt, Chairman of Directors Fred Roush, Treasurer Walter Bisselle, Executive Secretary Val Longson; Directors Cindy Erndt, Paul Felsberg, Joyce Comingore, Ed Flory, Kathy Grandoff; Immediate Past National President Sam Andrews; Chapter President’s Coordinator Jim Bridges. Absent: 1st VP Wayne Cameron, Directors Bradley Christian, Wanda Schmoyer.

         Director Ed Flory resigned his position as Parliamentarian, and the chairman appointed Paul Felsberg to replace him.
Nomenclature
         Sam Andrews furnished copies of a Grant Proposal entitled “New Hibiscus Plant Registration Form and Data Base” prepared by Dr. C. Pat Hegwood, Jr., Resident Director of the Burden Center at Louisiana State University, along with a cover Memorandum of Understanding. This Grant Proposal is in place of a contract with LSU for the design, programming, and hosting of the American Hibiscus Society’s Nomenclature. At the June 2008 Convention, the Board approved $6,000 for this project. A decision to use a 501(c) 3 Grant instead of a contract was made prior to the Fall Membership Meeting. Kit Theall, a Louisiana member who is an attorney, has agreed to look over the Grant Proposal for us. Mr. Andrews requested that the Board read this proposal and be prepared to discuss it at the Board Meeting on Saturday.
New Chapter
         Bylaws, application and a check for dues were submitted to form a new Chapter in Tampa, FL, to be called the Tampa Unbelievable Chapter. On motion made and seconded, this new Chapter was welcomed into the AHS unanimously. A motion was made, seconded and carried to waive the 90-day waiting period for having a sanctioned show.
Web Page for Time-Sensitive Information
         Web Master Tom Miller will set up a page at americanhibiscus.org where he will post time-sensitive announcements. Rita Hall will furnish this information to Mr. Miller.
AHSBiz Email List
         A suggestion was made that the AHSBiz Email List be open to any valid AHS member. The Board approved this with an admonition that this is NOT a chat list and should NOT be used for trivial matters and everyday conversations. It is to be used for AHS business only!
UPS Account
         In response to a question about the AHS UPS account, the Chairman reminded those present that this account was only to be used by the Designated Propagator (Randy Cox) to ship plants to Seedling Evaluation Committee members. Hybridizers must ship wood to Mr. Cox at their own expense
DVD Catalogue
         Pat Merritt reported that she had done quite a bit of work on this project, but because of Roz’s illness and death, she had not been able to finish. She will send something to the other two Committee members by the end of the year, with a goal of having it ready for marketing in the spring of 2009.

         With no further business, on motion made and seconded, the meeting was adjourned.

AMERICAN HIBISCUS SOCIETY

              ALL COMMITTEE MEETINGS WERE HELD AS A COMMITTEE OF THE WHOLE
                                                        9 a.m., Saturday, November 8, 2008


         President Eddie Griffith called the meetings to order and Recording Secretary Pat Merritt called the roll. Present: President Eddie Griffith, 2nd VP Don Mixon, Secretary Pat Merritt, Chairman of Directors Fred Roush, Treasurer Walter Bisselle, Executive Secretary Val Longson; Directors Cindy Erndt, Paul Felsberg, Joyce Comingore, Ed Flory, Kathy Grandoff; Immediate Past National President Sam Andrews; Chapter President’s Coordinator Jim Bridges. Absent: 1st VP Wayne Cameron, Directors Bradley Christian, Wanda Schmoyer.

Treasurer’s Report: Walter Bisselle
         Treasurer Walter Bisselle handed out copies of the Budget Bits dated November 2008, a copy of which is made a part of these Minutes. He reported that the Roz Merritt Nomenclature Memorial Fund was at $3,155 so far.

DVD Catalogue
         A lengthy discussion ensued about what should be included on the DVD catalogue that is in the planning stage using the Chandler Cox Foundation grant. Suggestions included the Excel file containing the most current Nomenclature, hibiscus growing tips, just pretty hibiscus pictures, not duplicating those on the first AHS CD prepared by Frank Renault. That CD was prepared from scanned slides from the Slide Bank, and the images have deteriorated and faded. Secretary Merritt asked that members send pictures to her in a high resolution (at least 150) at rozpat@pdq.net. If anyone has a lot of images to add, please send them on a CD by snail mail to 9715 Oasis Dr., Houston, TX 77096. The Catalogue Committee will work on these suggestions over the winter, with a goal of having a digital catalogue by the June 2009 Convention.

Nomenclature Committee: Sam Andrews
         Committee Chairman Andrews led a discussion about the Grant Proposal and the general working of the Nomenclature data base. A suggestion was made that the Excel file be sorted by hybridizer and a list be sent to each living hybridizer to check for accuracy before loading all information into the data base. A deadline of January 1, 2009, was set for getting the final information into the Excel file for delivery to LSU. Director Cindy Erndt volunteered to do this. Marti Graves identified the required fields on the registration form, and the Committee approved them. Chairman Andrews emphasized that Chancellor Richardson has committed LSU to this project, and it is imperative that the American Hibiscus Society’s 58 years of Hibiscus rosa-sinensis nomenclature history be preserved and carried into the future for the free use of all hybridizers. Our data base is being designed and set up in accordance with the International Cultivar Registration Authority’s standards. We will, of course, work with Brian Cheers, the current ICRA Hibiscus rosa-sinensis registrar based in Australia. On motion made and seconded, the Nomenclature Committee recommended that the Board of Directors approve the Grant of $6,000 to Burden Center for the Nomenclature Data Base design and hosting.

Chapter Presidents’ Committee: Jim Bridges
         Eight of the 14 Chapters were represented. Each representative reported briefly on their Chapter’s activities since the June Convention. All Chapters were doing well or holding their ground. Wally Neef, president of the Gulf Coast Chapter, was elected Chapter Presidents’ Coordinator for the next year.

Show and Judging Rules Committee and Judges’ Seminar: Pat Merritt for Wayne Cameron
         Members present: Paul Felsberg, Marti Graves, Zelma Neef, Bonnie Orpi, Pat Merritt, Randy Cox, and Ed Flory. Absent: Chairman Wayne Cameron, Pete Conrad, Bob Gerlich, and Bobby Dupont. This Committee was run concurrently with a Judges’ Seminar, and judges and show directors in attendance were asked to sign a circulated list in order to get credit. Show Directors were reminded that they must remain at the show until the head table is set up, and that they are to check it for accuracy. The last page of the Show Directors’ Manual lists the order in which the head table is to be set up. If a Chapter has a special award, such as the Harry Goulding Bloom Award, or Peoples’ Choice, it should go at the beginning or at the end of the table. Show Chairmen and/or Chapter Presidents should make sure that the copy of the Sweepstakes Tally sheet is posted at the show. After discussion, a recommendation was made that this Committee adopt and apply the same majority vote rule now in place for seedlings to the three other Best of Show blooms. The recommendation was adopted and will be taken to the Board for ratification. There followed a discussion about changing the show season from April 1 through March 31 to a calendar year to match the Seedling Evaluation Committee’s year. The only effect this would have would be delaying one National Sweepstakes award for the Islands. A motion was made and seconded that the Committee change the show season to a calendar year effective January 1, 2009. The motion carried. A question was raised about entering hibiscus flowers other than rosa- sinensis in sanctioned shows. After discussion, and on motion made and seconded, the Committee clarified that any flower falling under the genus of Hibiscus can be entered in a show and is eligible for all awards. The motion carried. It was pointed out that Item 14 on Page 13 of the Judge’s Manual did not belong there, that it is a Seedling Evaluation matter. This will be deleted from the manual and a new Page 13 will be sent to all judges. Bonnie Orpi presented a short demonstration on preparing blooms for exhibition.

Seedling Evaluation Committee: Rod Hendrick
         Members present: Sam Andrews, Kathy Grandoff, Annelle Cox, Rod Hendrick, and Greg Graves. Absent: David Tate, Pete Conrad, Gayle Morrison, Bradley Christian, and Audrey McCarthy. Copies of the evaluation forms for the Classes of 2005, 2006 and 2007 were available. The Class of 2005 will produce the Hibiscus of the Year winner for 2009, and the field was narrowed to four finalists: Bridal Party, Dupont/Gerlich; Gator Magic, Bob Carran; Misbehavin’, Nola and Carlos Reynolds; Top Gun, Nola and Carlos Reynolds. After discussion of the Class of 2006, those cultivars with an average score of 20 or less were dropped from the evaluation process: Flameball, Hot T, Hyperspace, Katina, Lin Plank, Sheer Delight, Tropical Punch, Villa La Anna. The Class of 2007 has not been under evaluation long enough to reduce the field except that Scrumptious has been dropped because of lack of wood, and Bobby Dupont has withdrawn Rare Treat because of production problems. The designated propagator suggested that each Committee member should propagate one or two plants as soon as they can after receipt of their initial cultivar. Chairman Hendrick led a brief discussion about the need for the AHS to look into an All American Hibiscus Selection process, but that it would take many more evaluators than is currently feasible.
         With no further business, on motion made and seconded, these meetings were adjourned.

AMERICAN HIBISCUS SOCIETY

SECOND PRESIDENT’S COMMITTEE MEETING, 3 P.M., NOVEMBER 8, 2008

         President Eddie Griffith called the meeting to order, and Recording Secretary Pat Merritt called the roll. Present: President Eddie Griffith, 2nd VP Don Mixon, Secretary Pat Merritt, Chairman of Directors Fred Roush, Treasurer Walter Bisselle, Executive Secretary Val Longson. Absent: 1st VP Wayne Cameron.

         President Griffith reminded those present that we are here to serve the interests of the AHS and that cooperation is paramount and that we operate under Florida’s Sunshine Law. This means that everything we do, say or write about our meetings will be open to the public.

         The president began by opening the bids for the Designated Propagator (the provider of the Best of Show Seedling plants to the members of the Seedling Evaluation Committee). Two bids were received by the President’s Committee, one from Randy Cox and one from Curt Sinclair. Curt Sinclair, Exotic Hibiscus, will furnish 4-1/2” full quarts for $6 per plant with no packaging costs to the AHS. Randy Cox, Tried and True Hibiscus, will provide 4-1/2” full quarts for $5 per plant with no packaging costs to the AHS. No charge for delivery to local people on the Committee, and UPS shipping costs will be paid by the AHS. Last year 171 plants were provided at $5 per plant. Randy Cox, Tried and True Hibiscus, was awarded the bid subject to Board approval.

Nomenclature
         The Roz Merritt Nomenclature Project has grown to $3,255, and this money will go toward funding the $6.000 Grant Proposal to the LSU Burden Research Center. Rod Hendrick told the Committee that this Grant would cover the Nomenclature Project and that there would be no ongoing costs to the AHS. After discussion, on motion made and seconded, the Committee unanimously voted to accept the Grant Proposal and present it to the full Board.

Seedling Evaluation Committee
         The President’s Committee went over the Policy and Procedures Manual for the Seedling Evaluation Committee line-by-line and made extensive revisions. The new pages for this Manual are made a part of these Minutes and were sent to all members of the President’s Committee and the Seedling Evaluation Committee.

         With no further business, on motion made and seconded, the meeting was adjourned.

AMERICAN HIBISCUS SOCIETY

SECOND BOARD OF DIRECTORS MEETING, 5 P.M., NOVEMBER 8, 2008

         Chairman Fred Roush called the meeting to order and Recording Secretary Pat Merritt called the roll. Present: President Eddie Griffith, 2nd VP Don Mixon, Secretary Pat Merritt, Chairman of Directors Fred Roush, Treasurer Walter Bisselle, Executive Secretary Val Longson; Directors Cindy Erndt, Paul Felsberg, Joyce Comingore, Ed Flory, Kathy Grandoff; Immediate Past National President Sam Andrews; Chapter President’s Coordinator Jim Bridges. Absent: 1st VP Wayne Cameron, Directors Bradley Christian, Wanda Schmoyer.

         Chairman Roush briefly reviewed for the Board items approved by the President’s Committee earlier in the meetings, and presented them for their ratification:

         Nomenclature Grant to LSU of $6,000.

         Change of the show season from April 1 through March 31 to a calendar year effective January 1, 2009.

         Apply the same majority vote now in place for Best of Show Seedlings to the other three Best of Show blooms.

         Any flower in the Hibiscus genus can be shown at sanctioned AHS shows and will be eligible for all awards.

         Change Page 13 of the Show Judges’ Manual to eliminate Item 14 as not being relevant to judging.

         Wally Neef as the new Chapter Presidents’ Coordinator.

         Formation of a new Chapter to be named the Tampa Unbelievable Chapter.

         Appointment of Randy Cox of Tried and True Hibiscus as the Designated Propagator for the Seedling Evaluation Committee.

         Appointment of Fred Roush to the new position of Clerical Manager for the Seedling Evaluation Committee.

         Seedling Evaluation Committee Policy and Procedures Manual as modified by the President’s Committee.

         All of the above actions were approved unanimously by the full Board of Directors.

         With no further business, on motion made and seconded, the meeting was adjourned.

AMERICAN HIBISCUS SOCIETY

FIRST GENERAL SESSION, 8:30 P.M., NOVEMBER 8, 2008

         President Eddie Griffith welcomed everyone to the First General Session held after our banquet. He outlined all of the actions taken by the President’s Committee and the Board of Directors earlier in the day, and asked those present for any comments or objections. There were none. (See Second Board of Directors Meeting Minutes for a list of these actions.)

         The president then asked for nominations for a new Chairman of the Board of Directors. Fred Roush was nominated and elected by acclamation.

         President Griffith announced that the Society made $266 from the sale of raffle tickets, and thanked all of the growers who furnished the plants for it.

         Joyce Comingore was appointed to keep the Policy and Procedures Manual up-to-date. This Manual will be added to the AHS web site.

2009 Annual Convention will be held in Baton Rouge, Louisiana, June 18 – 21, 2009, at a site to be determined.

2009 Fall Membership Meeting will be at the Hilton Garden Inn, Brandon, Florida, November 13 – 15, 2009.

         The president next announced that our web master Tom Miller will put time-sensitive information on the AHS web site at americanhibiscus.org.

         The AHSBiz email list will be open for any member of the Society to join by contacting an officer with a request. Everyone is reminded that this is NOT a chat list, nor is it to be used for anything other than official AHS business. Plant questions should be directed to the THML list, and other matters should be directed to the person’s private email address.

         With no further business, on motion made and seconded, the meeting was adjourned.

SECOND GENERAL SESSION, 9 A.M., NOVEMBER 9, 2008

         President Eddie Griffith thanked Katie McClain for her work on this meeting and all she does for the Society. He also thanked members of the Sunset Chapter who helped with this meeting. The president also thanked Bonnie Orpi for the great presentation on bloom preparation for exhibiting.

         We are considering Orlando, FL as the site for our 2010 convention.

         With no further business, on motion made and seconded, the Fall Membership Meeting was adjourned.

                                                                                                  Respectfully submitted,

                                                                                                  Patricia B. Merritt
                                                                                                  Secretary