STCWVC Admin. Meeting March 27, 2003 Attendees: Kymm Nelsen (President), Rachel Houghton (1st Vice President), Dave Grassmann (2nd Vice President), Vicki Miller (Treasurer), Teresa Shelton (Hospitality Manager), Kathee Kuvinka (Membership/Mailing List Manager), Margaret Jennings (Chancellor of Education), Kevin Cox (Newsletter Assistant Editor), Debbie Layton (Chapter Photographer/Archivist), Darinda La Flash (Volunteer Coordinator), Valerie Allison (Web Manager/Online SIG Manager), Christy Graunke (Competition Manager) Approved minutes from last month's meeting. Treasurer's report: $12,721.76 total; $3,155.17 in checking; $9,266.59 in money market; $300 in PayPal. ($5,000 is reserved for fall Board of Directors meeting.) Other upcoming expenses: year end event, sending Rachel to STC's international conference, leadership training. Volunteer of the month: Cindy Reid, Newsletter Editor (Kymm noted that we equally appreciate the efforts of Kevin Cox, Assistant Editor.) March Event: 5 people attended the new member orientation; 46 attended program meeting (about 15 also attended senior social hour). According to Zoomerang survey, attendees enjoyed the new member orientation, didn't like the row-style seating for the program meeting, and thought the senior social hour would be easier to attend if it were a half hour later (5:30-6:30). It was suggested we may have a new member breakfast next year instead. We had much leftover food after the meeting; Darinda will look into finding an organization that will pick up leftover food for shelters. Zoomerang: Since the URLs for survey pages are so long, we may post a link to the survey on our site and send people there. We discussed how many surveys we should do in addition to program meetings, to make sure surveys are useful and not overused. Kymm will contact Tom White to see if he wants to manage this. (Margaret suggest the job title "Zoomerang Czar.") Elections: 76 people voted, all online. Margaret has documented using Zoomerang; we will post instructions on admin. pages of our web site. For elections, we can have Zoomerang send a unique URL to each e-mail address to ensure that people can only vote once. Publicity: This discussion was postponed until Larry can attend. We need to make e-mail announcements shorter and more accessible. Membership Drive: Currently have 487 members. International office will send us a list of members who have not renewed after April 1. Kathee will mail the new member FAQ (that Rachel prepared for the orientation) to all new members. 1 person took advantage of our membership drive renewal incentives. Directory: Kathee will send Debbie updated membership list after April 1. Archive for 50th Anniversary: Debbie and Rachel met to discuss content. They still need to know who the chapter presidents were in 1976, 1977, and 1980. No news on a possible fee for the display space. Newsletter: Volunteers meeting was Monday night; 1 person attended. Rachel suggested having meetings before program meetings to encourage attendance (currently meet 1st Thursday of the month). The Galley still needs articles for the May issue (careers/education). Website: Valerie needs a new intern. Currently "cleaning up" code on our 600 pages. She may add a link on the home page to the Volunteer page to make it more accessible. Volunteers: Darinda suggested that every task needs a "sponsor" on the admin. council who is willing to be responsible for providing direction and resources to whoever volunteers to do the work. This motion was approved. Hospitality: Registration is going smoothly. Teresa will confirm list of attendees with Vicki (treasurer) before each meeting. Organizational matters: We discussed recruiting assistants for key positions such as publicity and the website. Kymm will contact Maralee and Kate Evans about the possibility of recruiting an intern to document our processes, to ensure that job duties are clearer and be handed off more easily. Leadership training: David Drake submitted a proposal for $2500 ($250 lower than his original estimate of $2700). Officers' 1/2 day training in late May (possibly the 31st). Admin council full-day training will be on a Saturday in August.