EXCOM Meeting Minutes Post Conference Meeting
Location: Little Creek Casino
April 23, 2009
In Attendance: Larry Dominguez, Julie Henning, Tad Schwager, Mark Pedersen, Jim Shannon, Wayne Rankin, Jed Moore, Todd Kassler, Chase Harper, Lisa Harlan, Brian Missildine, Caroline Mercado, Mark Celedonia, Geraldine Vander Haegen, Scott Bonar, Eric Knudsen, Erin Lowry, Chuck Meacham.
Comments on 2009 Annual Meeting
Great feedback from attendees
Vendors very satisfied with venue
Venue too large for socials
Went smoothly, any issues dealt with quickly
When abstracts submitted a response needs to be issued to sender
Need clarification on what qualifies as student (abstracts and registration)
Quantity of food could be improved (do not skimp), need to work closely with venue staff during conference. Need to communicate to membership ahead of time which meals will be provided website ideal location.
Worked well to have social and vendor venue separate from Symposia.
Entertainment had poor attendance. Possible reasons: comedy subjective, venue too large, its possible members want to mingle not be entertained.
Volunteers in sessions worked well.
Need moderator for workshops.
2010 Annual Meeting
Will be held in BC, possibly Nanaimo or Victoria
Co-convening with Pink & Chum Conference
Student Co-op at Erin Lowrys school interested in co-convening
Proposal made for a 1-day special Chapter workshop in WA for folks who cant make it to BC try to offset by at least several months from primary AGM in BC so that it wont conflict.
Need to identify fund-raising Chair for 2010 AGM need a Canadian lead.
Chapter Tasks
New officers take office in August, same time as parent AFS officers
Revise Chapter By-Laws
President of chapter should be reimbursed for room
Victoria Resolution should be posted on WA-BC website
Send out thank you notes. Eric will send to vendors and sponsors
Should plan an EXCOM Retreat to work on the more involved issues, like setting up committees, revising the by-laws, develop a strategy for financing worthy projects, etc.
Dominguez to Review Committees purposes and membership
The web site needs dedicated content attention — perhaps need a website person on the EXCOM maybe change Asst Newsletter Editor position to Website person
Need an archivist for the chapter and an archive spot on the website
Summary of Round table brainstorming session
Student Sub-unit may be better to encourage and support one student unit for the chapter rather than one at each college. Challenge would be communication between students at different campuses, but virtual technology may overcome that. Suggestion was made that President of Student Sub-unit could become a position on EXCOM.