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Executive Board Meeting Minutes
Sunday March 15, 2009
San Francisco Public Library
| Attendees: Anita Anandan, Ivy Li, Kuangwei Hwang, Kelley Lemon, Phillip Lachman, Natalie Magiet, Quintin Anderson, John Ventrella, Lara Jensen, Brian Watson, Rupa Dev, Tanya Ashur |
| Items |
Discussion |
Action Items
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| 1. Welcome our new members |
Anita Announced the following new members:
• Lindsay Boehm, Director of Events, SF
• John Ventrella, Director of Events, SF
• Tanya Ashur, Director of Events, SF
• Lara Jensen, Director of Events, SF
• Brian Watson, Director of Events, South Bay
• Rupa Dev, Director of Communications
Members in new positions:
• Natalie Magiet, Director of Technology
• Kuangwei Hwang, VP of Events, South Bay
• Phillip Lachman, VP of Events
Anita reviewed the organization chart for the executive board noting the following:
1. VP Membership is new and open. Responsibilities include recruitment.
2. There will be two directors of finance.
3. The new Director of Communication position will be responsible for the Newsletter, Social Networks and Always Illinois communications.
4. The secretary position is open and responsibilities include meeting minutes, document creation and club liaison to UIAA (Lori Frost)
The updated organization chart can be found in the attached PowerPoint from the meeting.
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| 2. New member checklist review |
See slide “New Member Checklist”
• Secretary
o Provide your email address and (cell) phone number
• Director of Technology
o Get yourself on our website’s officer list
o Get trained on our website
• VP of Finance
o Order your Name Tag (provide your name as you want it spelled)
• VP of (your) Team
o Board Meeting Policy & Schedule – attend the earliest possible one
o UIAA Confidentiality Statement
o Team Specific Procedures & Policies
Request nametags from Ivy.
New members present at meeting signed and submitted UIAA Confidentiality Statements.
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Anita will send out current roster of board members. |
| 3. 501(3)(c) Update |
Ivy reviewed the following:
• Need to transfer accounts to a business entity ownership
• Currently don’t have non-profit status
• Need to discuss with Lori 501(3)(c) status
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4. Review executive board meeting policy
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See policy in slide found in attached PowerPoint. |
Next board meetings:
Date: 4/19/09
Time: 1:30
Location: TBD
Date: 5/17/09
Time: 1:30
Location: TBD
Events team will have a planning meeting off-line.
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| 5. Tips for planning a successful Bay Area Illin Event |
Phillip presented an outline of the key 7 steps for planning an event.
It was noted that event planning is not limited to directors.
Each director is responsible to plan 4 events per year.
Ivy commented that events should be break-even or better. She can provide the necessary reimbursement forms – request this via email.
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Phillip will share the presentation with the board. |
6. Alumni Magnet Training
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Quintin and Kelley reviewed the attached website training presentation.
Internet connection was very slow so the administrative training did not occur. Natalie and Kelley agreed to communicate off-line to transfer tasks to Natalie.
The training inspired questions around event planning:
• An email list for RSVPs can be created
• Website provides the ability to determine the types of members allowed to buy tickets
• When creating an event on the website, it may be helpful to duplicate and edit a previous event
• A key feature is the ability to create a “wait list” for events
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