NPIC-AFS
February 21, 2008 7:30AM
EXCOM Teleconference Meeting Note
Attending: Eric Knudsen, Julie Henning, Larry Dominguez, Chris Fairbanks, Rachel Keeler, Jim Shannon
Approval of previous minutes
The January 17th and February 14th meeting minutes need to be approved. There was adjustments made to the January 17th minutes to clarify social committee chairs. There was a question about who was the lead on the Tuesday night social. Eric clarified that there was a joint effort between Ryan, Eric, and John chairing the poster social. Rachel made a motion to approve the January 17th minutes and Larry seconded the motion. In addition, Rachel made a motion to approve the February 14th minutes and Eric seconded the motion.
President Report
Eric is working on getting a draft AGM business lunch meeting agenda to the ExCom. He will have this out in the next couple of days for review. He asked if there was any membership issues that needed to be discussed at the business lunch. The name change was the main topic that was brought up. Julie has volunteered to lead this committee. She asked the ExCom if they would like to pursue a name change and if so when would be the best time to bring the name change to the membership. Larry was supportive of a name change because the survey suggested that the membership was in favor of a different name. He felt strongly that there was some identity issues with the current name, and a new name that people can identify with, may help the Chapter. Jim said he was originally supportive of a name change but since the chapter was doing better and more people were involved he felt it wasn’t necessarily. He did agree that there is confusion about who we are and where we are located. He observes this confusion from responds he receives from the listserve. Rachel said she had a limited history with the Chapter but would be ok with the current name or would be supportive of a name change.
The ExCom discussed timing on the name change issue. Larry suggested that the name change needs to occur ASAP because of the momentum that’s building for the 2011 Conference. We decided that the ExCom will think about the name change over the next day and decide when would be the appropriate time to discuss with the membership. Julie will send out an email that will allow ExCom to continue discussions in the next couple of days.
AGM Report
Jim sent out a spreadsheet via email outlining the award definitions and nominees. Eric will continue to work with Jim on clarifying the definitions of the awards. Jim will purchase plaques for awards.
The 2011 planning meeting at the AGM is scheduled for Monday from 6pm-8pm. This time change was related to accommodating key leaders schedules. Eric is proposing to provide dinner to the meeting participates. Also, since this meeting is directly related to the 2011 meeting he suggested possibly getting reimbursed for the cost of the dinner. Eric proposed to the ExCom to put seed money for the conference into a 2011 account. All of the costs of the planning for the 2011 meeting need to be kept separate from other NPIC business.
Motion: Rachel made a motion to start a 2011 account and transfer $2,000 into the account as seed money for the 2011 meeting. The funds from this account will be used to pay for the dinner at the 2011 planning meeting on March 5th. Larry seconded the motion.
After the motion was declared Julie and Eric discussed that a separate account may be premature. Julie wasn’t sure what the name of the business account would be called or how it would be set up for tax purposes. Therefore, Julie will keep track of the seed money that has been allocated toward the 2011 meeting but will wait to start a separate account until there is discussions with others who have put on a national meeting.
Larry said that over 98 papers have been submitted. Larry went through the program chronologically discussing each session and times. There is an informal welcoming social on Monday night. Larry will ask Bill to help organize and Susan can help. The main tasks will be getting food and drinks for the event. Chris offered to get the snacks. Tuesday morning we will have a volunteers meeting at 7:00am. We will provide a continental breakfast to volunteers and planning committee.
Jim discussed the Raffle. Larry asked that we continue to try to obtain raffle items. We discussed whether folks needed to be present to win. We decide that they don’t have to be present but that they need to include their contact information on the ticket if they won’t be present. All the Raffle revenue will go toward a student travel fund and to help student organizations.
Julie asked if we could add a student subunit education meeting into the program. The objective of the meeting would be to education students on how to get a subunit started at their school. Time in the program for this meeting was discussed.
Jim is chair of the A/V equipment. His as rounded up 2 laptops and 2 projectors but still looking for more. Larry thought that he would need a total of 5 complete sets (computer and projector) for the program and Julie said she would need 2 computers and 2 printers for registration.
There was discussion on printing the program and deadlines. The deadline is next Wednesday. Jim said that there would be a quick turn around to get comments to him before the program goes to print. In addition, he will need know the total number of programs to print.
There will be an onsite meeting at the Lakeway Inn to finalize room/session details and food. This meeting is scheduled for February 25th form 10am-12pm. Everyone is welcome to attend. In addition, there will be a conference call February 28th at 7:30am.
Larry motioned to close the meeting. Rachel seconded it.
Meeting Adjoined 9:15 am.
JH
