a. Website updates (see attachment)
i. Reps haven’t really come forward
ii. Updating website home page? Confusing?
iii. Better pictures of products from the store… Jill Kruskal
iv. Better pictures of officers?
v. Buy dreamweaver $125 for future use
1. wait to buy until we know who might come after (training?)
3. see if school already has access to it
2. Allie -- Website calendar
a. Other schools: require clubs/reps to put lunch talks up on a google calendar and
then they would link it to scavma and then scavma could post a combined
i. Maybe do it for only “Everyone invited” lunch talks
ii. have it not be a requirement but just suggested
3. Illiana (see pg 2)
a. Have a computer but no internet access
i. Wireless an option on this old computer?
ii. Ethernet cord? Port is not active right now, have to pay extra
iii. Virus protection?
iv. Erika will contact Barbara Berman
b. SCAVMA online store proposal
i. Deadline for online store Jan15th
c. upgrading the credit card technology
i. losing money
1. Declined cards> $1300, and no one responds to emails or calls
2. min $20 or doesn’t accept American express
3. currently have a $30 fee per month just to have the current service
and a 2.75% fee per charge
ii. new service: free to get “Square” and easy to use
1. 2.75% fee with charges, accepts all cards, min purchase is $1, no
2. only thing we need is a iphone, ipad, ipod touch, or whatever
a. someone donates one then you could get funding for
d. keeping an inventory
i. coding products so we can keep inventory better
e. Changing vendor?
i. Look at past invoices
ii. Something more cost effective
a. North American Veterinary Conference proposal (see attachment)
i. Scavma might be able to supply funding for travel… and NAVC would
ii. Need based
iii. 4-5 day symposium, various fields represented: an opportunity to make
contacts and get continuing education in areas we don’t get enough
iv. extra money for registration and housing?- share a condo/hotel with a big
group ($45 per night)
v. jan (mlk weekend)
b. $200 for this year… see if they match and this is a trial run for this year. Not
coming out of our regular travel grants
5. Dr. Blaze
a. Update on IRS issue
i. May 15th need to file
b. Unclaimed property
i. Money back from Monster.com? $100, may or may not get it back
c. Prudential account closure
d. Dr. Cotter no longer
e. Add leslie or Dr. Wetmore or someone in admin who is more permanent to the
f. Bank of America- shouldn’t be charging us an account fee, Erin or Dr. Blaze will
take care of
a. Keurig profit/losses
i. Currently in red but that’s to be expected still
ii. $223 made so far
iii. theft 16%
iv. Buy more hazelnut and french vanilla (or other flavors) pods for the Keurig
b. 300 debit card for Linnea Robison, one of our social chairs. She could use the
debit card for purchases up to that daily limit; it'd solve the issue of having to pay
out of pocket for First Fridays.
c. Hill’s direct deposit account in future, yay
d. Account summary given
a. New AVMA Website announcement – new and up as of August 1!
i. ICDC Website Financial Resources Co-Manager
ii. I’ve taken over Holly’s job of sending SCAVMA-related e-mails to the school and
will personalize them to cater them towards Tufts students
b. FYI: Early Career & Development Committee (ECDC) online for new grads
c. Interest in 2012-2013 VBD One Health Challenge?; eligible for up to $700 from SAVMA –
Melanie Glass, V15 is already working on the application
d. SAVMA Emergency Preparedness and Response Materials accessible online if that’s
something we’re interested in doing!
i. Grant for September month
e. My Auction Donations for Parents’ Weekend: $10 CVS, $25 PETCO, $25 Fandango
f. Welcome to V16s
a. Josh & Friends (see community service SOP online)
i. Set up
b. Updates from AVMA convention and SCAVMA Leadership Conference
c. ICDC scholarship winners
i. Spreadsheet: add to google docs (Sarah)
d. other updates
i. video for scavma: get some money
9. Bylaws not received:
1. Behavior club ?
2. HSVMA (gave extra time)
a. Sue Brogan has offered to get donations on our behalf
i. 2 signed Bruins pucks
ii. Weekend vacation to hotel in Boston
iii. D&D gift basket
iv. Free cookies/coffee/lemonade from alumni association
b. Dr. rosenblad will MC
c. Auction: 2pm (oct 27th)
d. Two hotel/airfare/registration fee raffled off to two donators (min $25
11. SCAVMA- full expenses paid for committee chairs: option of AVMA or SCAVMA
12. Received updated class lists from Lili; we need to update our “paid members lists” to
reflect this and then send it to Theresa (AVMA)
13. When you ask companies for donations, try and find out who the new rep is if s/he isn’t a
a. Any problems contact companies for donations?
b. Parents Day/Auction is 10/27.
c. Make sure student clubs are aware that they are required to donate a gift basket to the
event. The group whose basket raises the most money will get 50% of that money back
for their club.
d. Make sure students are aware that if they donate an item to the event, they will bill
eligible for travel funding for the SAVMA symposium.
14. Decide amount of funding for club participation in SCAVMA events
a. Exists: $100
b. How much for auction donation? $50
c. How much /SCAVMA member? $5 per member
d. Open house participation= $50
15. Dr. Hall’s Feedback for January Survey
16. Membership rates
a. The SCAVMA registration deadline is 10/15/2012 but we urge students to sign up
b. Any great tactics to increase our numbers? (we’re around 55%)
i. Screen saver between classes
17. Membership gift for V15s (surveymonkey with majority winning)
a. Elm’s cafe
18. Christina DeAngelo and Gabby Bader – membership
a. Just have to have two years of being on committees
19. V16 rep deadline
a. Allie and Bodi are on it
20. According to BB, there is an uproar about the Fur Ball being the first weekend of school after
winter break. Unfortunately, that's the only date that Dean Kochevar could attend but classes
are upset they won't have enough time to make the videos. I think we should address the
issue now before it gets worse in the Fall.
a. On the 5th… can we push it back?
21. Decide a date for the Fall SCAVMA lunchtime talk. (should be Oct)
a. Oct 15th in HLH
b. Should we have a separate talk for the delegates?
22. Fall blood drive: 10/9 from 12-5
Proposal for SCAVMA store changes, AY 2012-2013
Prepared by Illiana Quimbaya and Michelle Stewart
-Currently, the SCAVMA store is generally open one day a week (Wednesdays) for one hour (12-1pm).
-The store is run by 2 committee members.
-The 2 committee chairs manage the scheduling of committee members as well as the upkeep of stock,
processing of credit cards, and general organization of the store.
-The store has a desktop PC which went unused over the past year because of an inability to log in. The
computer remains unconnected to the internet due to lack of an active Ethernet line or wireless card.
-The store accepts cash, checks, MC, V, and DC as forms of payment. Credit cards may only be used with
a minimum purchase of $20.
-The store does NOT currently collect MA sales tax on taxable items.
-The credit card processing system that the store uses involves creating imprints of cards on special
receipts. Later, one of the committee chairs has to manually enter all of the information into First Data,
a virtual terminal.
-First Data costs the store about $30 per month plus 2.5% of every transaction. The $30/month fee is
still charged even if no transactions are processed (as is the case during the summer months).
-The store has never undergone PCI verification, resulting in about $900 in charges from First Data since
the opening of the account.
-Because the card transactions are processed after the fact, the store has ended up with over $1000 in
unpaid bills over the past year. It is extremely difficult to track down individuals whose cards have been
-The store currently has a budget of $1000/month for the purchase of new stock.
-As of September 2012 there are no records whatsoever—i.e. no inventory, no receipts, no record of
items sold, no list of past orders and historical cost/item.
-Over the past few years, there has been a great deal of demand from alumni and others for an online
-The store currently uses Proforma as its source of merchandise. George Heipler is our contact.
-Wireless card or Landline access. A source of free inventory software has been found--
http://www.inflowinventory.com/ but an internet connection is required. If we could set this up, there
would be an easy way for the store to manage stock without manually counting. In addition, purchasing
trends and tax liability could be easily tracked.
-Payment processing would be updated by using an Android or iOS handheld device (e.g. wireless
enabled cell phone, iPad, iPod touch, iPhone) that SCAVMA could receive on a donation basis.
www.square.com provides a free card reader and a flat rate of 2.75% per transaction for MC, V, DC, and
AMEX transactions. There is no monthly fee.
-Online store www.spreadshirt.com. I’ve already begun the process of putting together the online store.
I have modified some of the logos in Photoshop and designed a few items. The store is not currently
active. Here’s a screenshot to give you an idea of what it will look like:
-Change in vendor for store stock. I am currently trying to get a hold of the vendor that the marketing
office here at the Cummings School. I hope to have quotes for comparison during a future SCAVMA
-Changing the payment processing to Square would save the store at least $55 dollars a month, prevent
acceptance of declined cards as payment, and only require payment on a per usage basis—the summer
months would not cost the store anything. The start-up cost can be as little as $0 with the donation of a
cell phone, iPod, iPhone, etc. Given the impending release of the iPhone 5, such a donation would
probably not be difficult to acquire.
Total savings over 1 year: ~$1660
$1000 in declined cards
-The implementation of an online store via www.spreadshirt.com would create added profit for the
SCAVMA store without any additional time on the part of committee chairs or committee members.
Moreover, it would meet the demand for expanded access to TCSVM branded items, particularly by
alumni who live far from the school.
-A change in vendor could offer more competitive pricing—TBA on this front.
-A well-managed inventory system would reduce the amount of time it takes to determine what needs
to be stocked. It also helps keep track of production price/profit margins over time, providing a financial
history that future store committee chairs can use.
1. AVMA Professional Liability Trust (wrote to company 8/30)
3. Bayer (talked to Alicia Bille 8/27)
4. Boehringer Ingelheim (discontinued student rep)
10. Intervet/Schering Plough
11. Lafeber Bird Foods
14. National Veterinary Associates
16. Nutramax Labs
20. Royal Canin