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Volunteer Development Conference Call

Tuesday, December 6, 2005 at 10:30 am

Minutes

 

 

  1. Review minutes & approve       - There were no questions/comments so minutes from 11/3/05 kept as provided.

 

  1. First Timer’s/Newcomer’s Session at annual conference

                                                             a.      Ice breaker ideas          - Valerie Biggs shared her ideas about possible ice breakers/openers.  Ideas included line up in birthday order (month/day) – not all that interactive but shouldn’t take much time; pass out candy (colored M&M’s) and have people share something for each piece of candy – most embarrassing moment, biggest accomplishment, etc.  This might be more difficult & time consuming with large group but could be done at each table.  Catherine King-Todd also found some additional ones since our conference that she is including with the minutes.

                                                            b.      Review draft outline – other suggestions?          

i.         determine breakdown of activities – The following is what we tentatively planned for the session (time & some assignments):

I.                   Introduction – what will be covered, Steve Herndon, President, talk about his activities, goals/accomplishments and Tami Sato, President-Elect, talk about looking forward and her goals for the upcoming year.  One of them would discuss WASFAA’s role & relation to state & national associations.  Catherine King-Todd – 15 minutes

II.                Ice Breaker – Valerie Biggs – 15 minutes

III.             Volunteers/Committee Chairs – address their involvement  Catherine King-Todd – 20 minutes

IV.              Segments of membership – discuss the various segments that make up our membership (this might be addressed during introduction)  10 minutes

V.                 Energizer/Ice Breaker – 10 minutes

VI.              Conference Sessions – review possible ‘tracks’ to follow and/or sessions that would be appropriate to attend based on interest and/or responsibilities  30 minutes

VI.       Other networking & food – remaining time

ii.                   Assignments  Some assignments were made; remainder to be determined no later than the February meeting.  The question came up about room size & how we might fit with round tables.  Catherine King-Todd contacted the Conference Committee and the room we have should hold about 200 people with 8 folks per round table. 

We discussed the idea of reserving one chair per table so that an EC member, committee chair or Volunteer Development Committee member is at each table and may be able to assist with facilitating discussion, etc.

 

  1. Volunteer Interest table at annual conference                                        

                                                             a.      Exhibit collateral (see information shared) – Diane Aurenz had provided links to view possible options for displays.  It was determined that a movie screen banner may be the easiest for storage, transport, set-up, etc. and the folding panel display (table top) may be simpler for updating and reuse.  Diane Aurenz & Catherine King-Todd will be working on this.  We will be in touch with Wendy Olson from the Membership Committee to work on phrasing for display as part of benefits.  The idea for these items is to showcase WASFAA and being a member of the organization along with encouraging member involvement.

                                                            b.      Update from Executive Council Catherine King-Todd shared outcome of the Executive Council (EC) meeting held in November.  She had provided a summary of the Volunteer Development Committee’s activities and anticipated functions at the conference.  The EC is aware that we will be asking them to participate at the Newcomer’s session as well as help out at the table.

                                                             c.      Discuss ‘Plan of Attack’           This item was moved to the January meeting to finalize.

 

  1. Coordination & Communication of volunteers

                                                             a.      Update from Executive Council   Catherine King-Todd had shared her challenges of working on the volunteers and coordinating the information with EC.  She will be sharing some recommendations with President-Elect Tami Sato to help facilitate this process.

 

  1. Update of volunteer/committee information flyer - follow up status   The committee agreed to continue working on this. 

                                                             a.      Additional information to include

   i.          Benefits, etc.  Ed note – this may be incorporated under 3a

       b.  Reformat to PDF or other nicer looking brochure Frank Silva was not in attendance so no update provided on status.

 

  1. Policies & Procedures – update  Catherine King-Todd reviewed the draft.  She will be working with Dwight Berreth, Policies & Procedures chair and President Steve Herndon to finalize but our committee is welcome to make any suggestions.

 

7.   Buddy program

                        a.  Discuss next steps and make assignments

We did begin the discussion on the buddy program and will be contacting WASFAA members to see if they are interested in participating.  The idea being that members who have attended a number of conferences or have been in the business a long time may be connected with a newcomer who will be asked if he/she is interested in being paired up with a buddy.  Further development may be considered for any member in the future.  We will be working on adding something to the volunteer list associated to this.  Another idea is to include volunteers who were not selected for a committee to be involved somehow.

 

 

Minutes provided by Catherine King-Todd.