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Volunteer Development Conference Call

Wednesday, January 18, 2006 at 2:00 p.m.

Minutes

 

Participants:  Cheryl Kibarian, Jannine Oyama, Valerie Biggs, Terry Yslas, Tami Sato – Guest, Catherine King-Todd, Chair

 

Unable to participate:  Diane Aurenz, Frank Silva

 

The meeting began at 2:10 pm and included President-Elect Tami Sato.

 

  1. Review minutes & approve from 12/5/05 conference call.  There were no updates or corrections.

 

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

                                                             a.      Ice breaker – Update - Valerie Biggs has some additional ideas and putting careful thought into accommodating 80 – 125 people.  She will narrow it down to three and share with the committee and consider an energizer should we need one.

                                                            b.      Review draft outline

i   assignments for unassigned items – IV, V – Valerie?, VI, VII – see body of outline for update

 

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 – will review with Steve & Tami 2/9

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 – Catherine King-Todd indicated she had communicated with President Herndon about including this as part of his time during the introduction or Tami Sato could also discuss during her time.  Ed.Note – President Herndon has responded and will include the membership information as part of his portion during the Introduction.

V.                 Energizer/Ice Breaker – 10 minutes – Valerie Biggs will be responsible for this.

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 – Jannine Oyama & Cheryl Kibarian volunteered to take on this portion of the session.  Once the program is available, they will be able to get started.

VII.           Other networking & food – remaining time. We will have a reserved chair at each table for a VDC committee member, Executive Council or committee chair as we are asking all to participate. 

   

    c.  Is everyone attending the conference?  Able to attend this session?  All VD committee members are planning to attend the conference as well as this session at this time except Terry Yslas who is uncertain if she will be able to attend.

 

  1. WASFAA Member Benefits/Volunteer Interest table at annual conference                    

                                                             a.      Exhibit collateral – putting together draft of materials

i.                     Core Values & 8 goals - This information will be taken directly from the Strategic Plan that was passed in November 2005.

ii.                   Membership benefits  Catherine King-Todd is waiting on information from Wendy Olson, Membership Committee Chair to incorporate this into our collateral materials.

                                                            b.      Who will work on? Deadline for draft?  Diane Aurenz & Catherine King-Todd are responsible for putting the items together and scheduling table duty.

                                                             c.      Who will be able to help out at table?  Committee members indicated they should be able to assist at table.  Catherine King-Todd will work with the Executive Council and committee chairs for their assistance.

                                      

 

  1. Coordination & Communication of volunteers – Catherine King-Todd reported that she will be speaking with Tami Sato on 1/19/06 to discuss the process and making improvements to the volunteer side of the association.

 

Follow up:  The discussion with President-Elect Sato was fruitful.  We agreed to reduce the number of options to select volunteer interest from the website from 3 to 1 so that we can work better with members and their preference for committee work.  The VDC will work with the chairs regarding the volunteer list.  The Transition Meeting will include an overview of the website for all committee chairs and importance of selecting members who complete the web information regarding volunteering.  In anticipation of more volunteers than Committee member positions for some committees and not enough from others, the VDC will provide a list of those not selected with those chairs that may be looking for additional members.  There should be some carry over of members to help with continuity and encourage committee chairs to mentor a committee member who may be interested in being considered as committee chair. 

 

Catherine King-Todd will work with our web administrator, ATAC, and our Electronic Services Chair, Peter Miler, to provide the committee descriptions – it was recommended by the VDC as well as President-Elect Sato to use the descriptions from our Volunteer Information Sheet that provides brief descriptions & general time commitment.  We will work on the possibility of clearing the database but keeping volunteers on the list for a period of two years.  Questions for ATAC:  possible to include a volunteer interest date? 

 

  1. Update of volunteer/committee information flyer - follow up status – Frank Silva

                                                             a.      Additional information to include

   i.          Benefits, etc.

       b.  Reformat to PDF or other nicer looking brochure

Post conference call update:  Jannine Oyama has been working with Frank on the document.  The Communications Arts department will be finalizing the brochure and provide a draft soon.  They can print the document for $.40/brochure.

 

  1. Policies & Procedures – update – Catherine King-Todd

This has been updated to include our responsibilities as known to date.  The final draft was forwarded to Dwight Berreth, P&P chair.

 

7.   Buddy program – Catherine King-Todd

                        a.  Discuss next steps – recommendation to Executive Council

While the committee has been discussing this as an activity for this year’s conference, it was determined through conversation with President Herndon that the VDC is to make a recommendation to the Executive Council on whether or not to do this.  The committee agreed that this may be doable at a basic level for the 2006 conference for Catherine King-Todd will put together a proposal to the Executive Council for the February meeting.

 

 

The next conference call is scheduled for Tuesday, February 21 at 10:30 am MST.  The call scheduled for March 7 at 10:30 am will need to be rescheduled based on members availability.

 

The conference call ended at approximately 3:10 pm MST.

 

Minutes provided by Catherine King-Todd