EBSTC Board Meeting

Minutes for July 11, 2002

Present: Melody Brumis, Susan Harlan, Janet Bran, Peggy Shepard, Diana Wilcoxson, Orlando Turrietta, Margie McCutcheon, Brodie Hilp, Becky Rude, Ashwini Tharval, Scott Wallace, Mary McGreal, Sue Phelan, Linda Shaltz, June Schaefer, Bill Ardis, Roz Rogoff, Gwaltney Mountford, Judy Herr, Don Huntington, Mark Santacorce, Jacquelyn Lee, Ron Rothbart

Not Present: Marsha Workman

Welcome

Melody called the meeting to order at 6:24 p.m., welcomed everyone, and thanked them for coming. A quorum was identified: Melody, Susan, Janet, Orlando, Peggy and Brodie.

Old Business

From the minutes of January 24, 2002, the following were identified for clarification.

Leadership Day

At our last Board meeting, our chapter decided not to hold a Leadership Day, but our region will organize one, instead of a conference. It will be headed by Karen Hill. Bonni Graham will be one speaker.

Zipcodes

We no longer have a need to do this.

Storage Unit

We now have our own storage unit. Currently three boxes passed down from Judy Herr to Roz Rogoff to Margie to Melody are in the unit. The overhead projector is not there, because we do not have insurance. Janet has identified other items belonging to us: TV, VCR, microphone, speaker. When we locate these items, they will be placed in the storage unit.

Action: Janet will e-mail membership to locate above items.

Bylaws

Our chapter has approved the Bylaws. They were submitted to STC at the national level and we await their approval.

Minutes

Corrections to the Minutes

(1) Judy Herr, not Judy Glick-Smith has the projector.

(2) For Arrangements, “Members and nonmembers will also be able to register at the web site.” is incorrect and should be deleted.

Motion: Brodie moved that we accept the minutes with the above corrections. Susan seconded it, and it passed unanimously.

New Business

Chapter Quality Goals

Susan Harlan passed out the Chapter Quality Goals, a list of activities our chapter must accomplish to qualify for a national award. Susan will oversee our chapter’s progress. When a member helps to complete one of the activities, the member will notify Susan, submit any hardcopy details and write a short paragraph about the activity or event. Gwaltney suggested that we e-mail our membership to tell them to notify us of their successes.

Action: ____________ will e-mail our membership to ask them to notify us of their successes.

Meeting

According to Article II, Section 2 of the Bylaws, the tentative dates for the nine meetings must be voted on at the first Council meeting.

Motion: Susan moved that the meetings will be the 1^st Thursday of the month, beginning September. Melody seconded it and it passed unanimously.

Nominating Committee

A Nominating Committee has been identified: Margie McCutcheon and Diana Wilcoxson. The Board needs to appoint a Chair.

Motion: Melody moved that Gwaltney be the Chair of the Nominating Committee. Susan seconded it and it passed unanimously.

Bylaws

Susan reported that the Bylaws have been passed by our Chapter and have been sent to STC at the national level. We are waiting for their acceptance. Our leadership thinks that it is fine to post the new Bylaws on our web site, before their acceptance at the national level. Just to be certain, Judy Herr will check this.

Action: Judy Herr will check if we can place our new bylaws on our web site, before their acceptance.

Treasurer’s Report

Janet reported that our Chapter has approx. $13,000 in a money market, $2,000 in checking. We will probably receive approx. $5,700 from National STC, yielding $20,700 (for the exact numbers, please refer to the Treasurer’s Report. One item missing from the budget is Publicity; Bill Ardis will submit a budget and Janet will incorporate it into the budget.

Price of Dinner in Relation to Attracting New Members

Janet opened the discussion about how to encourage more people to join as members. She suggested we might have more members if our dinners were not so expensive. Options include: (1) have hor d’ouvres to reduce the price, (2) decrease the dinner price to $12 for unemployed members, (3) feed two people for the price of one, if unemployed. The consensus is that the dinners are good, relaxing, opportunity to talk to others, and are probably an attraction for the meetings.

Scholarships

A committee of three people will decide who gets scholarships. We need to advertise this in January.

Action: Gwaltney will send to Susan the qualifications applying for the scholarship.

There was discussion on the amount and the number of people to send to the annual conference.

Motion: Judy moves that we budget $2,500 to send one or more people to the annual conference. Melody seconded it, and it passed unanimously.

Final Budget

Janet asked that all Council members and Managers turn in a line item budget proposal for their area so that it can be incorporated into the budget. There will be two weeks to submit more budget requests to Janet (deadline July 25). Janet will submit a final budget via e-mail to the Council for a vote. We have one week to vote on it via e-mail.

Arrangements

Orlando has reserved the Crow Canyon Country Club for meetings Sept.- June. He mentioned our challenge of losing some money on each person’s dinner at our meetings. We also discussed if our membership decrease was due to the high price of the dinner. The membership has dropped from 225 to 190 members. Someone suggested that we have hor d’ourvres at a lower price. Most thought the Country Club would not agree to this. People who cannot afford the dinner have the option to pay $7 to attend the speaker only. Mary felt our price was not higher than other chapters. Judy informed us that membership in SIGS seems to be increasing nationally. She also stated that National STC believes the way to bring more people into a chapter, a chapter should offer more different types of meetings. Diana will ask the Country Club if hor d’ouvres is possible option. Orlando said that there has been only one complaint and that was from a student. After this info, it seemed like a non-issue.

Programs

Peggy and Susan have worked on the program for the meetings on the 1^st Thursday of the month. Currently:

Date	Speaker	Title
Sept. 5	Ron Persons	Writing For the Web
Oct. 3	Tim Carl (sp.?)	Job Searching Panel
Nov. 7
Dec. 5		Metrics
Jan. 2
Feb.	Robert Fish

Jobs

Linda Shaltz reported that she and Scott Wallace are revamping the web pages to accommodate the goal of providing an area where (1) people can post their resumes, and (2) businesses can post their jobs. Gwaltney clarified that this type of site can be available only to members. Brodie suggested that we just set up a Yahoo Group, since Yahoo already has these types of functions, e.g. keeping the site for members only. Linda said that they wanted their web pages to be more interactive and do more. There is the possibility of charging members for access, but the consensus was that we probably do not need to charge.

Publicity

Bill Ardis researched advertising our chapter and its new and exciting web site with a Jobs Database in the four Times newspapers, three of which are The San Ramon Valley Times, The Tri-Valley Times, The Contra Costa Times.

Size	Frequency	Contract length	Price
8 column inch (2 columns x 4 inches down)	1 time	Non-profit	$ 746
8 column inch (2 columns x 4 inches down)	monthly	1 quarter non-profit	$2,238
8 column inch (2 columns x 4 inches down)	monthly	1 year non-profit	$8,950
6 column inch (2 column x 3 inches down)	1 time	Non-profit	$ 560
6 column inch (2 column x 3 inches down)	monthly	1 quarter non-profit	$2,240
6 column inch (2 column x 3 inches down)	monthly	1 year non-profit	$6,700

Response to this proposal was varied. Marc stated that an ad once a quarter will not have an impact. Peggy suggested that we need to target a population and then advertise in specific venues. Orlando suggested that a classified ad in the Chronicle would be much cheaper and be seen by those looking for a job. Linda said that a response report has not been done. Bill reminded us that we are looking at the Chapter as a client, trying to create brand visibility, not just advertising programs. Melody suggested that we need a consistent logo for Web design, stationery, newsletter. More research and discussion will follow.

Diana suggested that one important type of publicity is a brochure that we can give to prospective and new members. It was suggested that we have a tri-fold brochure with info that remains the same over years, with an insert with info that changes yearly. The brochures would be available at meetings. One part of publicity is Mary’s welcoming letter to new members.

Action: Melody will contact Mel Cox who has the file with our old brochure.

History

June suggested that we need a retention policy to decide what types of info, things get kept and for how long. For example, we need the minutes from the Secretary.

President’s Message

Meetings

Melody said that in the past the August meeting was a Networking meeting, but there seemed to be no interest this year. Melody asked for our interest in a special speaker or workshop. There seemed to be interest in an Adobe Photoshop workshop.

Chapter Handbook

Melody explained the importance of having a Chapter Handbook with all the everyday procedures of how we do our jobs as Council members and Managers. She asked us to write up the details after each event etc. Susan passed out a handout taken from national STC with a short description of our jobs. The idea is to provide details of how we accomplish our main responsibilities, so that the next person carrying on our job will not have to re-invent the wheel, but will have pertinent info to jump into the job.

Action: Melody will pursue looking for interns to compile these procedural manuals.

Conferences

Touchstone

Judy informed us that each chapter will provide a liaison to Touchstone. The liaison will attend two advisory meetings and two full committee meetings.

Action: Judy will write up an ad for the liaison for our web site.

SIG Conference

Judy told us of the possibility that National STC will have a Manager SIG workshop in Northern California. Manager means Project Manager, Department Manager, or a Manager of people.

Regional Conference

Gwaltney informed us that there will be no regional conference. Instead, there will be a leadership conference probably in February or March.

Adjournment

Margie moved that we adjourn at 8:04 p.m., Melody seconded it and it passed unanimously.

Summary of Motions

A quorum of Melody, Susan, Peggy, Janet, Orlando and Brodie.

1. Motion: Brodie moved that we accept the minutes with the above corrections. Susan seconded it, and it passed unanimously.

2. Motion: Susan moved that the meetings will be the 1^st Thursday of the month, beginning September. Melody seconded it and it passed unanimously.

3. Motion: Melody moved that Gwaltney be the Chair of the Nominating Committee. Susan seconded it and it passed unanimously.

4. Motion: Judy moves that we budget $2,500 to send one or more people to the annual conference. Melody seconded it, and it passed unanimously.

Summary of Actions for 01-24-02

1. Janet will e-mail membership to locate TV, VCR, microphones and other items.

2. Susan (?) will e-mail our membership to ask them to notify us of their successes.

3. Judy Herr will check if we can place our new bylaws on our web site, before their acceptance.

4. Gwaltney will send to Susan the qualifications applying for the scholarship.

5. Melody will contact Mel Cox who has the file with our old brochure.

6. Melody will pursue looking for interns to compile these procedural manuals.

7. Judy will write up an ad for the liaison for our web site.

8. Council members and Managers will submit a budget proposal to Janet via e-mail by July 25

9. Janet will submit a new budget proposal to the Council members by August 1.

10. Council members will vote on the proposed budget by Sept. 12

East Bay STC July 2002- June 2003

Administrative Council

Four Administrative Council members make a quorum.

First	Last	Title	Email	Voting
Melody	Brumis	President	mbrumis@aol.com	Votes
Susan	Harlan	President-Elect	sharlan@pacbell.net	Votes
Janet	Bran	Treasurer	janetbran@yahoo.com	Votes
Brodie	Hilp	Secretary	btilford@pacbell.net	Votes
Peggy	Shepard	VP Programs	m.m.Shepard@worldnet.att.net	Votes
Orlando	Turrietta	VP Arrangements	tot@well.com	Votes
Margie	McCutcheon	Immediate Past President	Margie.c.mccutcheon@kp.org	Votes ONLY in ties

Managers

Bonni	Graham	Region 8 Director-Sponsor	bgraham@manuallabour.com
Marsha	Workman	Membership/Database	marshaw517@aol.com
Mary	McGreal	New Members	mcwords@aol.com
Becky	Rude	Newsletter Co-Chair	brude@spire.com
Ashwini	Tharval	Newsletter Co-Chair	ashwini75@home.com
Janet	Bran	Web Weaver	janetbran@yahoo.com
Bill	Ardis	Publicity	billardis@pobox.com
Linda	Shaltz	Employment	lindacs@pacbell.net
Sue	Phelan	Resume Counselor	sphelan@pacbell.net
Gwaltney	Mountford	Nominating Committee Chair	mgm@mountfordgroup.com
Diana	Wilcoxson	Nominating Committee	dianaww@pacbell.net
June	Schaefer	Archival History/Storage	jgschaefer@earthlink.net
Roz	Rogoff	Past President	info@mytrainingdept.com
Lenore	Weiss	Community Outreach	lpweiss@earthlink.net