A Memorandum of Agreement

Between

the AMERICAN FISHERIES SOCIETY,

and the

SUSTAINABLE FISHERIES FOUNDATION

for

Co-Organizing the 2011 American Fisheries Society Annual Meeting

PURPOSE

The American Fisheries Society (AFS) will convene its Annual Meeting in Seattle on September 1-8, 2011. The Washington – British Columbia Chapter (WA-BC) will be the host Chapter for theconference, which is expected to draw upwards of 3,500 individuals. Organizing and staging a conference of this magnitude will require a huge effort. Initial planning is already underway. Organizational activities will increase exponentially as the meeting approaches. WA-BC’s 2011 organizational efforts will be directed by two General Co-Chairs, assisted by two Program Co-Chairs, approximately 20 committee chairs, and at least 50 additional volunteers. However, because WA-BC cannot organize and run the 2011 Annual Meeting solely through the efforts of volunteers, AFS desires to enter into agreement with an organization that can provide the necessary organizational leadership and expertise to ensure a successful conference.

The Sustainable Fisheries Foundation (SFF) desires to assist in organizing the 2011 AFS conference, a role traditionally played by fisheries agencies but which is gradually declining under worsening budget constraints. SFF has extensive experience organizing successful fisheries conferences, including several large meetings convened jointly with WA-BC and the Western Division AFS. SFF’s involvement would significantly increase the success of the 2011 AFS Annual Meeting.

BENEFITS

Implementation of this Agreement will benefit AFS in several ways:

  • Ensure that 2011 local and regional fundraising is the most successful to date, by seeking support from non-traditional, corporate sponsors, as well as traditional sponsors;
  • Develop andimplement creative solutions for conference cost savings by planning well in advance of the conference date;
  • Increase pre-conference promotion and coordination with other organizations that will generate additional conference attendance and new AFS memberships;
  • Help to solicit additional trade show participation;
  • Reduce the conference workload on WA-BC chapter volunteers;
  • Provide a greater level of coordination and oversight during the conference; and
  • Support a project that benefits fisheries conservation and/or education of mutual interest to WA-BC and SFF.

RESPONSIBILITIES

The roles and responsibilities under this partnership are outlined below.

  1. SFF Responsibilities:
  2. Provide a key SFFstaff member to assist the AFSGeneral Co-Chairs and the Program Co-Chairs in the overall conference planning process;
  3. Provide a key staff member to Chair the 2011 Local and Regional Fundraising Committee;
  4. Provide an administrative assistant to helptrack budget, local and regional fundraising, and other organizational activities for the 2011 planning activities;
  5. Ensure that local and regional fundraising targets are met such that AFS, WA-BC, and SFFincome goals and project support needs are realized;
  6. Ensure that costs are controlled wherever possible and encourage/solicit in-kind donations that reduce costs;
  7. Promote the conference and recruit potential conference attendees who are not AFS members;
  8. Solicit local and regional vendors and organizations to participate in the AFS Trade Show, with a goal of encouraging those organizations to donate funds beyond the basic trade show fees (to bepaid directly to AFS), thereby augmenting revenue;
  9. Assist in other planning duties as required, such as soliciting symposia and keynote speakers, identifying social venues, advertising, and ensuring that sponsors are well-recognized in the program, on the web, and at the conference; and
  10. Organization and implementation of a fisheries-related project mutually agreed to by AFS, WA-BC and SFF, using funds generated from this agreement.
  11. Work with WA-BC to organize the traditional AFS Raffle

As previously agreed to with WA-BC, Cleve Steward, U.S. Executive Director of SFF, will serve without compensation as 2011 Conference Co-Chair. Eric Knudsen, SFF’s Conservation Program Director, will chair the 2011 Fundraising Committee and ensure that all other SFF responsibilities are met.

  1. AFS Responsibilities:
  2. Local arrangements and accommodations, program coordination, trade show, continuing education, and associated activities -- see and
  3. Coordination between the General Co-Chairs, Program Co-Chairs, and the SFF senior staff member.

FINANCIAL MANAGEMENT

Under this agreement, AFS will receive, at a minimum, an amount equal to the net revenue generated at recent previous Annual Meetings (approximately $100,000). Local and Regional Funds raised in excess of $100,000this amount will will be distributed between AFS and SFF, as discussed below. SFFwill use its fraction of the net proceeds for the following purposes:

  • As partial compensation for fundraising, accounting, and administration; and
  • To fund a high-profile fisheries project that is mutually agreed to by AFS, WA-BC and SFF. Further detail on the types of projects that might be considered for funding is provided below.

LOCAL and REGIONAL FUNDRAISING

A primary purpose of the partnership is to ensure that funds are raised locallyto support the conference. Fundraising will include contributions solicited from agencies, NGOs, AFS subunits, corporations, and private organizations. The fundraising described in this partnership only applies to the local and regional fundraising effort, to be managed by SFF. (AFS will also raise approximately $80,000 from traditional sources, as they have for past conferences.)

SFF, serving as the WA-BCLocal Fundraising Chair, will raise funds from local and regional government and non-government organizations that have contributed to past Western conferences, and also from non-traditional sources, including major corporate sponsors in the Seattle area. Furthermore, as part of its fundraising effort, SFF will solicit in-kind contributions, such as food, beverages, entertainment, printing, and publicity.

Incentives for maximizing the fundraising effort are included in this MOA. The following table illustrates how funds raised by the local organizing committee (via SFF) willmightbe allocated to the AFS Annual Meeting budget, SFF, and the AFS-SFF Special Project under different fundraising scenarios.

Total funds and in-kind raised by SFF / % to 2011 budget / Total to 2011 budget / % to SFF for costs / Total toSFF for costs / % to SFF/AFS Special Project / Total toSFF/AFS Special Project
Up to $100,000 (100% to budget)
______-
$100,000-130,000 / 77 / 77%of $30,000100,000 / 23% of $30,000 / 30,000
$130,000 – 220,000 / 68 / 150,000 / 16 / 35,000 / 16 / 35,000
$220,000 -- $300,00 / 67 / 200,000 / 13 / 40,000 / 20 / 60,000

COST CONTROL

Conference organizers, with SFF assistance, will seek to reduce costs wherever possible during the 2011 planning process. To ensure an acceptable level of quality, WA-BCand SFFconference organizers will develop quality standards that will be used to guide spending decisions. In particular, savings can be gained early in the process by preparing a budget as soon as possible and requesting planning subcommittee chairs to identify their costs well in advance. Once these costs are identified, a concerted effort will be focused on reducing costs by modifying plans, finding alternate vendors, or soliciting in-kind contributions.

This MOA is separate from any other agreements between the AFSparent Society, WA-BC, and the Western Division of AFS, as potential co-conveners of the 2011 Annual Meeting. The terms and conditions of this Agreement, including the amounts and percentages identified in the foregoing table, may be amended in writing, provided that both parties agree. The MOA may be terminated in writing by either party with 30 days notice. All costs incurred under this agreement will be compensated according to the terms stated herein.

SIGNATURES

For the American Fisheries Society:

______Date______

Ghassan N. Rassam, Executive Director

For the Sustainable Fisheries Foundation:

______Date______

Cleveland R. Steward, U.S. Executive Director

AFS-SFF Special Project

In addition to serving as the primary fundraising activity for the 2011 conference, a spin-off benefit of this partnershipwill be that SFF will organize and execute one or more special projects that will improve some aspect of fisheries. The exact nature of the special project remains to be agreed upon by WA-BC and SFF, but some possibilities are listed below. In addition to making a difference in a specific fisheries program, this project will be publicized and promoted at the 2011 conference as a partnership between AFS and SFF.

  • International Fisheries Policy Dialogues: Addressing future challenges in the management and conservation of North American fisheries resources through a series of regional policy dialogues. Fisheries experts and policy makers will convenein facilitated two-day workshops under the aegis of AFS Divisions. Recommendations will be compiled and presented at the AFS Annual Meeting, communicated to key elected officials, and used as a basis for new AFS-sponsored initiatives.
  • Sustainable Fisheries,Climate Change and the Future: Principles and methods of sustainable fisheries management and how to apply them in a rapidly changing environment;
  • Native Salmon Campaign: Integrating traditional knowledge and indigenous people into Pacific coastal salmon conservation initiatives;
  • Habitat Without Borders: Creating habitat restoration partnerships with neighboring countries to restore and protect transboundary aquatic ecosystems;
  • Salmon Sanctuaries Project: Developing an international refuge system as a cornerstone of wild salmon conservation.

By implementing one of these important projects, both AFS and SFF will be contributing to the recovery and advancement of fisheries and aquatic resources that both organizations fully support. A successful outcome on this special project will set a trend for future Annual Meetings that will become a legacy for AFS.

Recent experience has repeatedly demonstrated the benefits of partnerships in creating the most successful ventures. Using innovative and progressive methods, this cooperative partnership provides the opportunity to create the most successful AFS Annual Meeting on record, as well as generating a new opportunity for advancing fisheries conservation.


Appendix – Summary of Sustainable Fisheries Foundation activities related to this partnership.

The Sustainable Fisheries Foundation is an international (U.S. and Canada) 501(c)(3) research and education foundation started in 1994 to promote a balanced approach to fisheries resource management and use, so that Pacific salmon and trout populations remain viable, productive, and accessible to future generations. The SFF works closely with other non-governmental and scientific organizations on a number of salmon-related initiatives, most notably the development of a Sustainable Fisheries Strategy for West Coast Salmon and Trout Populations; the Timber, Fish and Wildlife process in Washington State; and the King County Watershed Resource Inventory Area (WRIA) 8 (Greater Lake Washington Watershed) Conservation Plan.

Among other salmon-related projects, SFF has participated as chair and/or primary organizer for 13 major scientific symposia and conferences over the past decade, each attended by 250 to 900 participants. SFF’s responsibilities for many of these events included significant fundraising and organizational activities. SFF was the lead or co-lead organizer on several of the events listed below.

  • “Toward Sustainable Fisheries – Balancing Conservation and Use of Salmon and Steelhead in the Pacific Northwest,” Victoria, British Columbia in 1996.
  • Publication: Sustainable Fisheries Management:Pacific Salmon. 2000. Knudsen, Steward, MacDonald, Williams, and Reiser, editors.
  • “Forum on Sustainable Fisheries,” 1996 Salmon Homecoming Forum. Seattle, Washington.
  • “Moving Salmon Up the Political Agenda,” 1997 Salmon Homecoming Forum. Seattle, Washington.
  • “The Sustainable Way to Salmon Recovery,” 1998 Salmon Homecoming Forum. Seattle, Washington.
  • “NAFTA, Environment and Indigenous Peoples of the Northwest,” EPA-Quileute Indian Tribe Conference. 1999 Salmon Homecoming Forum. Seattle, Washington.
  • “Sustainable Fisheries of North America”, Symposium at the 2001 AFS Annual Meeting in Phoenix.
  • Publication: Sustainable Fisheries of North America, 2002. Knudsen, MacDonald, and Muirhead, editors. AFS Special Publication.
  • “Towards Ecosystem-Based Management and Salmon Recovery in the ColumbiaRiver Basin: Co-operative Approaches to Addressing Trans-boundary Issues and Concerns,” 2002 Western Division American Fisheries Society, Spokane, Washington.
  • “Instream Flow Science and Management: Developing a Comprehensive, Ecosystem-Based Approach,” 2003. University of Washington, Seattle.
  • “Forum on Reconciling Fisheries with Conservation,” 2004 World Fisheries Congress, Vancouver, British Columbia.
  • “2004 World Fisheries Congress, Vancouver, British Columbia.(Fundraising Chair)
  • “Forum on Reconciling Fisheries with Conservation,” 2004 World Fisheries Congress, Vancouver, British Columbia.
  • “Pacific Salmon Environment and Life History Models: Advancing Science for Sustainable Salmon in the Future” Special Symposium, 2005 Annual Meeting of the American Fisheries Society, Anchorage, Alaska.
  • Publication: Pacific Salmon Environment and Life History Models: Advancing Science for Sustainable Salmon in the Future. In preparation. Knudsen, Michael, Steward, editors. AFS Special Publication.
  • 41st Annual Conference of the American Water Resources Association, 2005, Seattle, Washington.
  • Co-convened the 2007 North Pacific International Chapter American Fisheries Society Annual Meeting, Tacoma, Washington.

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