Report 2008

Minutes of the Canadian Association of Palynologists
Annual General Meeting, 2008


Venue: GAC/MAC 2008
Centre des Congres de Québec
Quebec City, Quebec
May 27th, 2008

Present: Elisabeth Levac (Chair), Matthew Dalzell, Bianca Frechette, Jennifer Galloway, Michelle Garneau, Julie Loisel, Pierre Richard, and Ian Walker. Quorum achieved.

  1. Welcome, approval of agenda.
    Julie moved to approve agenda, Michelle seconded. All approved.
  2. Review and acceptance of minutes from the 2007 AGM.
    Michelle moved to accept minutes, Julie seconded motion.
  3. President’s Report (Elisabeth Levac)
    Elisabeth informed the members of plans regarding the upcoming AASP-CAP-CPC meeting in Halifax and GeoCanada 2010 in Calgary, both in 2010, and invited all to attend and propose ideas for sessions and activities. The transition to electronic format for the Newsletter, initiated under the previous president (Sarah Finkelstein) has been completed with success. (See below for motion).
  4. Secretary-Treasurer`s Report (Mary Vetter, in absentia)
    Similarly to last year, the financial situation is very good. The account balance makes an annual CAP student award feasible. (See below for motion).
  5. Auditor’s Report (Rob Fensome, in absentia)
    The auditor reports that financial statement by our Secretary-Treasurer is a full and fair account of the state of CAP`s financial status. (See below for motion).
  6. Newsletter Editor’s Report (T. Lacourse, in absentia)
    Terri reports she received positive feedback on the new digital Newsletter. She is already inviting members to submit material for the December 2008 issue, noting that the May 2008 issue was shorter than usual. (See below for motion).
  7. Website Editor’s Report (A. Beaudoin, in absentia)
    The number of visits to the CAP website has increased markedly. Alwynne is posting lots of time-sensitive information throughout the year and started archiving back issues of the Newsletter. She also started to compile an index and an author listing for past Newsletter issues (and scan older ones as PDF files). (See below for motion).
  8. News from IFPS – International Federation of Palynological Societies (Jean Nicolas Haas)
    No report submitted this year. We will have one next year with the International Palynological Congress in Bonn, Germany August 30th-September 6th, 2008.All members were given a few minutes to review the reports on their own. There was unanimous approval for the acceptance of all reports.
  9. Location for 2009 AGM: GAC/MAC meeting, Toronto May 24-27th, 2009
    There was discussion regarding two possible locations for the 2009 AGM. Elisabeth had initially proposed to hold the 2009 AGM during the GAC/MAC meeting, just like this year. The meeting will be held in Toronto. An incentive to hold the AGM in Toronto is the fact the meeting will be a joint one between GAC-MAC-CGU-AGU…., hence a large attendance. Pierre informed members that the next CANQUA will be held at Simon Fraser University, Vancouver, BC on May 3-8, 2009 and proposed to hold the AGM there instead. Elisabeth remarked that with the 2007, 2008 and 2010 AGM held at relatively “eastern” locations (Ottawa, Quebec City and Halifax), it would be fair to hold the AGM in Vancouver next year.
  10. Call for CAP Sessions at Meetings
    Elisabeth announced that members will soon be invited to submit session proposals and ideas for the joint AASP-CAP-CPC meeting in Halifax (September 29th-October 1st, 2010) and to the GeoCanada 2010 meeting in Calgary.
  11. Priorities & Goals for CAP
    Two topics were discussed at length at this year’s AGM: the Newsletter, and the next special session (or future special sessions)Discussion around the CAP Newsletter
    Members all greatly appreciate the CAP Newsletter, but getting material and articles is always a challenge for the Editor. It was proposed that upcoming newsletters include a history of the early palynologists working in Canada. Pierre praised the work of Finland palynologists on North American peatland, who built excellent stratigraphies without the help of radiocarbon dating. A survey of what members like was also proposed.Discussion around the next special session
    Pierre expressed his surprise at being the first palynologist to be honoured by the CAP and humbly argued others are more deserving and accomplished more than him. Members present reminded him of some of his pioneer work and constant dedication to palynology. We argued the honour he received was fully deserved, and it was logical to honour him in Quebec City, where he started. We stressed that other great Canadian palynologists would not be forgotten by the CAP in coming years.
  12. New CAP Student Research Award
    The idea of a student research award was positively received by members. However, a few members noted the application procedure is lengthy given the size of the award. Pierre noted that students are constantly evaluated. He proposed instead to give an award for the best thesis completed in a given year (the definition of the year to be determined; i.e. academic year, calendar year or else). This idea was very well received. Pierre added that we would kill two birds with one stone: students would apply by submitting a PDF version of their thesis, that would then be posted on the CAP web site, providing new material to the site at the same time. In conclusion, the student research award was not approved in its present form.
  13. Atlas Pollinique de Pierre Richard
    The President briefly mentioned that the project to digitize Pierre Richard’s pollen atlas, proposed during the 2007 AGM, had been realized but added that members would know more about this during the palynology session.
  14. Other business
    No other business raised.
  15. Adjournment
    Motion for adjournment made by Pierre, seconded by Jennifer.

CAP President’s Report, 2008

It’s been a productive year for CAP with the realizations of projects initiated by our previous president Sarah Finkelstein and numerous new plans for the coming years. Since my term as President started in January 2008, I have been busier than I expected and I gained a much better appreciation for this type of volunteer work! Fortunately, I could always count on all Executive members and I want to express my gratitude to them. I thank Mary Vetter, Alwynne Beaudoin, Terri Lacourse, and Jean Nicolas Haas for volunteering their time and effort during 2008 to run CAP. Thank you also to Konrad Gajewski for serving as our nominating committee and to Rob Fensome for serving as Auditor. I can also consult the President’s binder created by Sarah Finkelstein.As in previous years, CAP will continue to be active in conference presentations with many plans in the making. A joint AASPCAP- CPC meeting is planned for September 29-October 1st in Halifax. Rob Fensome, Peta Mudie, and Graham Williams are the Local Organizing Committee. Inputs from CAP members are welcome. I think it is also important to have a CAP presence at Geo- Canada 2010 in Calgary (perhaps a special session) and I am in contact with the organizers.

Our most important project this year is the special palynology session to honour Pierre Richard, taking place on May 27th in Quebec City. Following last year’s AGM, Sarah Finkelstein proposed this session to the organizers of GAC/MAC 2008. This session will showcase current palynological research in Canada and co-session chair Michelle Garneau has spared no efforts to make it a success. Many of Pierre’s former students will present during this session, which promises to be exciting.

Two other projects were initiated following discussions at CANQUA in Ottawa last year. We had many discussions during the winter about the CAP Student Research Award. Matthew Peros prepared a document that will be presented at the AGM for approval. The other project was to digitize Pierre Richard’s pollen key*. This publication contains excellent pictures and descriptions but it is unfortunately out of print. Electronic copies will be available thanks to Michelle Garneau at the department of Geography at UQAM, André Parent and Noémie Cliche-Trudeau. This pollen key will be presented during the palynology session at GAC/MAC.

CAP has now completed its transition to a digital newsletter and we thank her new editor Terri Lacourse for her work. The Newsletter is important to disseminate information to our members, scattered across a vast geographic area (Canada and worldwide).

Finally, we are inviting all CAP members to attend the upcoming AASP 2010 and Geo- Canada 2010 meetings and we are welcoming inputs and ideas from all.

Respectfully submitted,
Elisabeth Levac
CAP President 2008-2009
May 15, 2008

*Richard, P. J. H. 1970. Atlas pollinique des arbres et de quelques arbustes indigènes du Québec. Le naturaliste Canadien 97:1-34, 97- 161, 241-306.


CAP Secretary-Treasurer’s Report, 2008

Membership Report

Year Members
2002 53
2003 54
2004 43
2005 36
2006 47
2007 51
2008 55 [57]

As of May 1, 2008, CAP has 55 members in good standing who have paid dues for 2008. This is a good recovery from our low point in 2005 when we had just 36 members, and is the greatest number of members we have had in recent years. [Note: 2 more memberships were received on May 12, 2008, to bring the 2008 total to 57 as of this date.]

Financial Report

For the period ending May 1, 2008, the balance in the CAP account is $4580.03. IFPS dues for 2008 have not yet been paid; we have had some difficulties transferring the funds, and so our ACP IFPS Councilor will make the payment to the IFPS Secretary/ Treasurer directly at the Bonn meeting. The bank balance has remained healthy over the years, and there are now minimal costs associated with mailing the few required paper copies of the Newsletter as the Newsletter is distributed electronically. The only other ongoing costs will be annual IFPS dues ($1.50 USD per member) and the annual corporation renewal fee ($25+GST). The Bank of Montreal has eliminated fees for deposits of US cash and cheques. Therefore, following consultation with the Executive and given the near parity of the Canadian and US dollars, CAP has given members the option of paying in Canadian or US funds. This had made payment of membership dues easier for our US and international members, and I believe contributed to the renewal of some lapsed memberships.Recommendations
From a financial point of view, the initiation of the proposed CAP Student Award is feasible.Respectfully submitted,
Mary Vetter
CAP Secretary/Treasurer

CAP Annual Financial Statement
1 May 2007-1 May 2008

Opening Balance $4580.03
Revenue membership dues $647.41
interest earned $2.22
Expenses bank fees $0.00
corporation renewal -$26.70
CANQUA 2007 coffee session -$250.00
Closing Balance $4592.96

The closing balance includes 52 prepaid annual memberships in the amount of $520.00 for the years 2009-2012. This will affect the income from this source for the years indicated. IFPS dues for 2008 will be paid at the Bonn Meeting (estimate of $82.50 USD based on 55 current members).

Respectfully submitted,
Mary Vetter
CAP Secretary/Treasurer

Statement by Appointed Auditor:
It is my opinion that the above financial statement represents a full and fair account of the financial affairs of the Canadian Association of Palynologists for the period indicated above.

Rob Fensome
Auditor for CAP


CAP Newsletter Editor’s Report, 2008

In April 2007, the CAP Executive decided to produce and distribute the CAP Newsletter in a digital format. Since then, all issues of the Newsletter have been electronic, but paper copies were sent to two CAP members as well as various libraries that accession the Newsletter. Thus far, feedback from members on the new digital format has been positive.The December 2007 Newsletter was distributed to CAP members on December 14, 2007. It consisted of 25 pages, including an obituary for Calvin Heusser by Dorothy Peteet and minutes of the 2007 CAP Annual General Meeting.

The May 2008 Newsletter was sent to CAP members on April 25, 2008 and at 17 pages, was a relatively short issue. It included an obituary for Glenn Rouse by Rolf Mathewes and a historical synopsis of the CAP Newsletter by Alwynne Beaudoin.

I am currently accepting material for the December 2008 Newsletter, which will be distributed to members by mid-December.

Respectfully submitted,
Terri Lacourse
CAP Newsletter Editor
May 1, 2008


CAP Website Editor’s Report, 2008

I have continued as Editor for the CAP website since the last AGM. The presentation is located at http://www.scirpus.ca/cap/cap.shtml, under my own domain (www.scirpus.ca). There are no costs to CAP associated with this hosting.

Total accesses to CAP's Website as of October 2008

Accesses to the presentation have increased markedly in the last year, and are generally now more than 2000 each month. The presentation provides various resources and information about CAP to the palynological community. I have continued to update time-sensitive sections of the presentation, such as the conference listing, throughout the year. With the CAP Newsletter now being issued in an electronic format, I have begun archiving back issues on the website, making them available to members over the long-term. I have established a “moving window” for electronic issues, such that the most recent and previous issue are not available through the website. This provides a “membership benefit” to current members, who therefore have access to the most recent issues, which are distributed through e-mail, before they are generally available. Similar policies are in place for many publications offered in electronic format. I have also compiled an index to all past Newsletter issues, supplemented by a detailed author listing, and I have begun a project to scan and add older newsletters as PDF files to the website. As always, I would appreciate more CAP-related material for the web presentation. I would be pleased to receive suggestions or content for new components to broaden its appeal.

If CAP members are agreeable, I am prepared to continue as the association’s Website Editor for another year.

Respectfully submitted,

Alwynne B. Beaudoin
CAP Website Editor
May 3, 2008


This summary originally appeared in CAP Newsletter 31(2):9-14, 2008.