"Meeting Reminder Template"
LCSC BOARD MEETING MINUTES Date 5 October 2010 I. General: A. Call to Order: In compliance with Article VIII, Section 2 of the Constitution of the Officers‟ Spouses‟ Club of Fort Lewis, Stacey Phillips, President, called the regular board meeting to order at 9:30 a.m. at the OSC Cottage. A quorum of elected and appointed officers was present. B. Present: Stacey Phillips, Marci Fair, Jennifer Stepetic, Alli Fallot, Alison Kattlemann, Carol, Sheff, Jillian Abramowki, Christian Geye, Annie Limberg, Jessica Wilson, Meg Haebig, Kim Nuemann, Jenny Ryan, Veronica Davis, Samantha Arndt, Jessica Thompson, Amber Scott, Cheryl Johnson C. Absent: Leslie Kerr, Keala Booze, Carla Grippe II. Introduction: A. Opening Remarks President, Stacey Phillips Called the meeting to order at 930 a.m. Date Stacey welcomed Alison Kattlemann and Jessica Wilson as the newest volunteers to the board. B. Minutes Recording Secretary, Marci Fair Board approved September minutes as corrected by unanimous consent. C. Financial Report Treasurer, Leslie Kerr Operating Fund Report Beginning balance: $6,094.02 Expenses: $2,211.28 Income: $2,755.00 Ending Operating Fund Balance: $6,637.74 Difference: +543.72 Welfare Fund Budget Beginning Balance: $2,594.25 Expenses: $1,748.73 Income: $734.00 Ending Welfare Balance: $1,579.52 Difference: -1014.73 TOTAL Beginning Balance: $ 8688.27 TOTAL EOM Balance: $ 8217.26 TOTAL Net Gain/Loss: - $471.01 TOTAL Net Gain/Loss: - $1539.13 III. Officers’ Reports: A. President, Stacey Phillips 1 LCSC BOARD MEETING MINUTES October 5, 2010 REPORT:. DISCUSSION: Please email Stacey if she owes you anything. B. 1st Vice President, Veronica Davis REPORT: Report: AAR for Super Sign Up USAA (Jeffrey Battle -425-387-2337) was our sponsor for $200 for our Super Sign Up. We had a total of 21 Vendors who paid a fee of $10 and 4 non profit organizations and 1 personal table. Several board members donated a dozen or more cookies for the visiting members and vendors to enjoy throughout the day. Food cost, beverage and balloon (20 red and blue) totals were $238.00 Things I would change for next year: 1. Reduce the hours of 11 am to 5 pm to 11am to 3pm. Our biggest flow was from 11 to 1. 2. Discard a lunch and just offer the vendors a fruit platter, chips, nuts and beverages. Still request 1 dozen cookies from board members. 3. Book only 15 Vendors, try for non direct sales vendors. 4. Place those Vendors that do sell scented items in the main open area. 5. Starting the 3rd Tuesday of August, run your MWR Ad for $240 to run for 30 days. 6. The 1st of September run your Ranger (email@example.com) and The Northwest Guardian (David Kuhns -253-967-0171) Ad. 7. Have a sign made that you can place outside the Cottage to announce that the Super Sign Up is going on. DISCUSSION: Meg Haebig got feedback from spouses that they had no idea there was a super sign up. Veronica took responsibility for the lack of advertisement. C. 2nd Vice President, Amber Scott REPORT: For the month of September, I assisted Veronica (1VP) in setting up the Super Sign-Up as well as planned the monthly luncheon, which had an attendance of 30- 35 people. I was unable to attend due to my husband‟s redeployment, but I heard everyone had a great time! For the month of October I am finishing up planning the Halloween event, the Junior League will be speaking as well as ladies from Madigan (I assume) about breast cancer, since October is Breast Cancer Awareness Month. I am looking into speakers for the upcoming luncheons, if anyone has any ideas please forward them to me. Also there will be a Bunco night with the McChord OSC on October 16th, hope to see everyone there! DISCUSSION: USAA will potentially sponsor the Denim and Diamonds D. Recording Secretary, Marci Fair REPORT: Published and distributed September minutes. Made the correction to Jillian‟s name on the official minutes copy. Sent Samantha the flyer from last year‟s bazaar.. Sent out a board meeting reminder and the board report template. Put together the shell for this month‟s meeting with the board reports received. DISCUSSION: Marci neglected to send the logo out to the board. Christian asked mentioned her inability to edit the old OSC board report template. Marci let her know she sent the new LCSC template out with this month‟s meeting reminder. Jenny mentioned 2 LCSC BOARD MEETING MINUTES October 5, 2010 she is not getting emails. Marci suggested she check her spam folder because the email distribution is based off of the most recent board list Stacey sent out. E. Corresponding Secretary, Jennifer Stepetic REPORT: I checked the P.O box regularly and distributed it to the relevant parties . DISCUSSION: Stacey asked if she had been checking the messages, Jennifer had thought Stacey had taken that over. Jennifer will again start checking messages. Needs to find out how to change the message. Jennifer may just buy a new machine. F. Treasurer, Leslie Kerr REPORT: Submitted financial report for board review. DISCUSSION: G. Parliamentarian, Annie Limberg REPORT: Attended board meeting and Super Sign Up. DISCUSSION: IV. Standing Committee Reports: A. Community Liaison, Position Vacant REPORT: DISCUSSION: B. Community Outreach, Christian Geye REPORT: Recruited LCSC members to participate in providing meals for the Fisher House. Called and reminded members who signed up for September dates. Arranged for Hillside Elementary School to be the designated recipient for a school supplies drive for the October luncheon. Opportunity for volunteers at the WTB Trunk and Treat October 29th 3-6pm DISCUSSION: Marci asked what the Trunk and Treat. Decorate the trunk of your car in a parking lot and go around trick or treating in the WTB parking lot. Need volunteers to help judge and man the event. Reminded everyone of the AFAP conference. October 12-14th Delegates still needed. Teen delegates needed. Christian is the POC if anyone is interested in volunteering. C. Cottage, Position Vacant REPORT: DISCUSSION: Stacey is handling the Cottage rentals. D. Decorations, Kim Nuemann REPORT: I am the Ft. Lewis Scholarship Committee chair this year. We are looking for enlisted spouses to be on the committee. We meet the second Monday of the month and our next meeting will be held Nov. 8th. I also want to confirm that Keala Booze, LCSC webmaster, is still able to upload the Scholarship application on the website. 3 LCSC BOARD MEETING MINUTES October 5, 2010 DISCUSSION: E. Gift Wrap, Jessica Wilson REPORT: New Position DISCUSSION: Nothing to report but will be meeting with Stacey to ask a few questions after the meeting. E. Historian, Alison Kattlemann REPORT: I am just learning more about the position and plan to meet with Stacey Phillips after today‟s meeting. I look forward to helping with this creative aspect of LCSC. DISCUSSION: F. Holiday Bazaar 2009, Samantha Arndt REPORT: We have 75 approved vendors, so we are full! *We need the answering machine message and the website to reflect this information* We have received 10 payments from vendors and the USAA sponsorship check. We also have 5 FRG applications for food/vendor booths. PSAs and ads in the Ranger and the Guardian have been running. The status of the MWR banner is ????? The next step for advertising is getting the fliers printed and then distributed among the neighborhoods. We only have 3 silent auction baskets; is anyone aware of FRGs that are planning on participating? We will be asking AFFES to donate painter‟s tape for the layout of the vendor booths. For volunteers, a schedule is being put together and then an email will be sent out regarding when we need your help. (Thank you! DISCUSSION: Annie asked about the FRG Silent Auction basket Sign up sheet at the Community Update. Marci suggested the sign up sheet include a spot for themes Christian wanted to discuss the FRG fundraising. Annie asked for FRG are limited to food. Banner for the Bazaar will be up next week. Samantha wanted to know where the money for the reader board will come from. She did not budget for it. Stacey will look to see where the money is coming from. Veronica talked about the cost of the reader boards and the tv advertising through MWR. Marci was shocked at how expensive it was for community organizations to advertise, especially since we have to provide MWR with a booth at the bazaar. Stacey mentioned that Jenny should be responsible for handling the advertising and publicity for the bazaar. Asked about mass emailing vendors. Marci told her about the BCC: line in her email that can be used to insure the privacy of the other vendors. Veronica suggested she she put her own email in the “TO:” line and then all other emails go in the BCC: line. Stacey suggested sending out another email through Jessica asking for volunteers. Stacey also suggested having a meeting with the volunteers prior to the bazaar to discuss expectations and description of duties. It was suggested Samantha reach out to high 4 LCSC BOARD MEETING MINUTES October 5, 2010 school children of members to help with set up and take down. High Schoolers can earn community service hours helping with the bazaar. Cheryl mentioned that everyone is excited that the Bazaar is at the American Lake club this year and not in the tent. G. Hospitality, Carol Sheff REPORT: I have started to purchase the things for the Social on Oct. 19th 2010. I would also like to say Thank you to those of that stood in for me in my absence. DISCUSSION: Carol has a conflict with this months function since the time changed from an evening event to an afternoon function. She will have all of the opportunities purchased but will need help the day of the function to welcome new members and handle the opportunities. H. Membership & Reservations, Jessica Thompson REPORT: I attended the Super Sign up and helped with membership applications. I took reservations for the September Luncheon. We had a few people RSVP beforehand but most showed up and paid day of. We ended up with 35 people in attendance. I attended the Newcomer‟s Orientation at McChord. We had two new members sign up and pay their dues and a lot of other interested people. We also have had three people drop off membership applications at the cottage and I have been receiving the applications turned via the website and adding their information into the Membership spreadsheet. I sent out an email about this month‟s event on October 19th, letting the members know that they should RSVP and send in payment to the PO Box by October 12th. I also sent out a few emails to the membership about events happening on Post. DISCUSSION: Annie asked how many members we currently have, that number is not known. I. Publicity, Jenny Ryan REPORT: REPORT NOT SUBMITTED DISCUSSION: Jenny hopes to have more time to commit to her position now that she is finished with school J. Retiree Representative REPORT: DISCUSSION: K. Soundings, Position Vacant REPORT: DISCUSSION: L. Thriftshop Liaison, No Thriftshop Liaison appointed at this time. M. Volunteer Coordinator / Unit Representative, Position Vacant REPORT: DISCUSSION: N. Ways and Means, Julie Vinson REPORT: Store income was $627 Consignment income $5.25 Store expenses $327.95 for stained glass items. 5 LCSC BOARD MEETING MINUTES October 5, 2010 Store will be purchasing wooden signs and a few more stained glass items (replenishing from super sign up) in order to be ready for the Bazaar. DISCUSSION: Julie had her baby. Annie will be covering the store until Julie is ready to return. P. Webmaster, Keala Booze REPORT: On 8 Sep 10, I checked w/startlogic and the suggested domain 'thelcsc.org' was not available. Since then, I spoke w/Stacey during the super sign-up and she suggested checking on „jblmlcsc.org,‟ which I did and secured as our new domain name (total cost of domain & domain privacy was $19.94/yr.). Domain privacy serves to mask private information associated with our account, such as contact and billing, etc. Also, the „fortlewisosc.org‟ domain is scheduled to expire on 17 Oct 10. If we want to keep the domain, we will need to renew for another year ($10.95). In the meantime, I have included the new URL on the “home” page of the current website for visitors to begin bookmarking (http://www.jblmlcsc.org/). I spent time going through the entire website updating everything to reflect the LCSC. This took some time as I not only had to update the pages that are retrievable via the menu, but all documents that are linked within them (i.e. cottage and membership applications, etc.). The Board Page has been updated based on the revised roster send by Stacey. All committee chairs have been added and e-mails have been set up as well. Everyone serving as a board member or committee chair has access to e-mail via StartLogic. If you do not know your e-mail or password, you can e-mail me and I will provide you with that information. The submenu link tabs for the "Board Minutes" is becoming lengthy, how many months of minutes do we need to keep on the web? I can possibly attach an archive page, so there is no more than a year's worth of minutes that expands from the submenu (this will prevent a lengthy list of minutes that would otherwise be attached). Sept. board minutes have been added to the website. All membership e-mails are now being forwarded to Jessica Thompson until further notice. I added a logo for USAA on the links page and linked it to their website. Based on the minutes, it appeared that it was suggested because of their sponsorship of various club events (i.e. Super sign-up). Website Statistics: The month of Sep saw 493 new visitors and total visits of 774 (compared to 288/429 from the month of August); with visitors viewing the Holiday Bazaar linked pages, Calendar & Eligibility and Application pages most. Tasks needing to be done- I had hoped to be done with the new website by now (as I also mentioned in the last board report), but have had so much going on and therefore am still working on it. I am reorganizing files, etc. so I hope to be done very soon. 6 LCSC BOARD MEETING MINUTES October 5, 2010 I am not sure if all clubs listed on the web are still active, so I would like to get a list of all those are, as well as the contact person for each. Also, are we still utilizing the „bookery donations‟ and want to continue that on the website? I‟m trying to get an idea of what is still needed or desired for the web. Renew current domain if that is the unanimous decision. Have we obtained a debit or credit card that I can add to StartLogic‟s billing information (I removed Randy‟s info, but my info is there now because of the recent domain/privacy purchase)? Note: I may not always be aware of or may miss some announcements, so if anyone notices anything on the web that needs to be there please let me know, so I can ensure everything is current/updated. DISCUSSION: Carla Grippe asked Marci about advertising in the Soundings. Since there is no Soundings this year, Marci gave her the webmasters contact info to ask about website space. Annie asked if emails are still being forwarded to personal accounts from startlogic. Q. Welfare, Alli Fallot REPORT: I will be speaking with the webmaster about getting the 2011 Welfare Application on the LCSC website. Other than changing the name on the application and making sure the dates are updated, there are no real differences to the wording of the application. I am hoping to have the application on the site early this month. DISCUSSION: V. Business: A. Unfinished Business President, Stacey Phillips We want to have vendors at all the luncheons. Bazaar and Gift wrap fundraisers have been approved. Still waiting on IRS to change the name on bank. Merger still pending. Stacey needs to call Carla as her email is not working. Marci will be out of town on bloc leave with her husband for the next meeting and needs someone to take the minutes for the meeting. Jennifer Stepetic volunteered to take the minutes for the November meeting. B New Business: B. New Business: Veronica wanted to check on hiring someone to clean the cottage. $200 for the initial cleaning. We don‟t have a price for the monthly cleaning. She would consider cleaning the cottage monthly for free if we allow her to attend our functions and she receives 12 new clients from our membership. Would we be required to sign a contract? She comes recommended by Grace Jacoby. Jenny suggested that we offer a link to her on our website. Veronica says that she seems only interested in receiving referrals for Stacey thought about opening up the cottage for units and increasing the price. We have to 7 LCSC BOARD MEETING MINUTES October 5, 2010 look at contract. We also have to look at the capacity. Are we going to allow alcohol? Several Christina Geye Motioned to Open up the Rental of the Cottage and allow alcohol. Veronica Second. Passed Unanimous. Christian suggested Stacey announce at community update. If we get a good response for holiday party we need to clean the cottage. Marci asked about the paint and the money the ESC had contributed for the purpose of sprucing up the cottage. Stacey was going to check on that. It was mentioned that it would be nicer to rent if there was less “institutional colors” in th cottage. A few of the board members said they would not mind painting. C. B. Due Outs President, Stacey Phillips Provide Marci with keys to cottage and office. 1st Vice President, Veronica Davis Get Amber a list of potential vendors for the luncheons Recording Secretary, Marci Fair Email logo to all board members. Check to insure Jenny Ryan‟s email address is correct. Corresponding Secretary, Jennifer Stepetic Check phone machine regularly. Change the phone message to indicate that all of the vendor slots for the Bazaar are full. Community Outreach, Christian Geye Coordinate with Jessica and Amber to insure members are aware of the school supply drive for the October Social Holiday Bazaar 2009, Samantha Arndt Coordinate with Jenny to distribute publicity flyers about the bazaar to the community. Send Jessica another request for member volunteers through membership email channels. Membership & Reservations, Jessica Thompson Send email to membership with request for Bazaar volunteers and information about the school supply drive for the October function. 8 LCSC BOARD MEETING MINUTES October 5, 2010 Publicity, Jenny Ryan Get quotes for printing of Bazaar Flyers. Contact MWR and other community news outlets about advertising for the Bazaar. Print publicity flyers for the bazaar and arrange to have them displayed in area businesses. Webmaster, Keala Booze Check if startlogic is still forwarding emails to board members personal accounts and check with board members to see if that is something they would like to happen. VI. Closing Remarks A. President, Stacey Phillips B. Honorary Advisor, Cheryl Johnson Cindy Scaparetti will be coming this weekend. C. Honorary Advisor, Meg Haebig D Honorary Advisor, Carla Grippe VII. Adjournment: The meeting adjourned at 10:36 Our next meeting will be on 2 November at 9:30 a.m. at the LCSC Cottage. Respectfully Submitted, Accepted, Marci Fair Stacey Phillips LCSC Recording Secretary LCSC President (date) (date) 9 LCSC BOARD MEETING MINUTES October 5, 2010