FALA Volunteer Corps
November Advisory Meeting Minutes
Date/Time: Tuesday, November 14, 2017 @ 6:30 pm
Location: Flagstaff School of Music
In Attendance: Joe Bodin, Debbie Bodin, Bonnie Dumdei, Stephanie Kohnan, and Susan Fox
Agenda Items:
- Business Agenda
- Vacant Positions Discussion
- Secretary – Welcome to Kayli Welker. We would like to meet Kayli and talk with her about the position, and then the existing Council would vote.
- Additional Members:
- Stephanie Kohnen – The council votes to welcome Stephanie as a Member of our group.
- Some interest from Molly Silverman and Janet Levin. Susan should follow-up with them.
- Put new Advisory Members on the Website (Joe Needs pictures)
- Communication Tools for new Members
- Access to the Agenda – Joe has invited Cathy and Kayli. Anyone else…?
- Access to the Website – Joe will need to create user accounts. Show them “Volunteer Hot Links” page.
- Access to the Idea Boards (full editor) – https://docs.google.com/document/d/1CRN0W4ZWrbote57gqbXW1DN_JB0k-l0g-L16wqzO1rY/edit?usp=sharing. Get Team Captains to maintain their section.
- Voxer – Get new members to have the App and invite them to group discussion.
- Other Business Updates – Stephanie Koenen doing a great job as Appreciation Team Leader!!
- Treasurer Report (Debbie will update prior to meeting)
- Currently have $866.08.
- Spending for reimbursement: Anything over $50 must be approved by board, under $50 can be approved by our Treasurer (Deb).
- Team Reports
- Communications Team (Joe)
- Signup Genius – Joe has activated the FALA account
- Discussion on usage from the Volunteer Corps
- Who needs to be an Admin from the Volunteer Corps?
- Need Lists from Larry for Students and Parents
- Will be Scheduling a “Discussion Group / Class” in January.
- Team Building – Joe will be sending out a Signup Genius very soon to get people to join the Communications Team.
- Year Planning – Report on Communications meeting (with Larry and Deidre). Go to https://docs.google.com/document/d/12w82FcErBhkEZeu5UeLSXESjum0TOtn2_uWh0p3W8tA/edit?usp=sharing to view the Marketing Plan document. Currently, we are waiting for the Strategic Planning Committee to review our plan and make their assessment.
- Emailer Scheduling – The plan is to do them every Thursday (if we have things to announce). All content must be given to Joe by 5:30 pm on the Wednesday before.
- Texting Service – Susan put together a text service and loaded up the people who signed up at Registrations Days (i.e. a limited list). How do we wish to proceed…?
- Name Tags – Schedule a reorder date and advertise to volunteers for purchase.
- Website – John suggested that the link to our website is more prominent on flagarts.com
- Signup Genius – Joe has activated the FALA account
- Communications Team (Joe)
- Alumni Team Report – (Bonnie) – updates are being made in the Idea Board in the Programs folder.
- Fundraising Team (Bonnie) – updates are being made in the Idea Board on the Fundraising doc
- Corporate Sponsors – Susan make a flyer, Bonnie get sponsors with flyer. Please have a form on letterhead included in a packet. We will specifically request $200 for corporate sponsorship. Please include what the business receive for their sponsorships.
- May have help from Gessica (does not make flyers) and Janine
- Debbie says that she will get Tanya to give us any Tax Credit Brochures she has.
- Do tax credit donations via Square at the dance.
- Email out a PayPal announcement about Tax Credit.
- Have people in the Parking Lot talking to people at their cars in the morning. Can do until April 15th. Put out a signup genius for volunteers.
- Appreciation Team Report (Stephanie Koenen)
- Two events in December
- Teacher lunch – 15 families participated. Food and other things. Teachers loved it.
- Delivered Gifts – 18 people participated raising $395 for gift cards. $10 gift cards to all faculty and gift bags. 15 free popcorn coupons and candy.
- February 9th is the next faculty day
- Teacher appreciation week in May
- Beautification Team Report (Debbie)
- F/U on recycling grant. Need to do press release and gather teacher information on education efforts – put out an email but limited response.
- Spring Beautification Day – Will be planning Earth Day event in the spring. Debbie wants to work on the front entrance of the school.
- Events Team Report
- Winter Dance Escapades Report (Debbie) – Almost all slots filled by volunteers in Signup Genius- still need people to help on stage
- Organizing the Team
- Looking for a Team Captain – No takers on Signup Genius.
- Co-Captains – Three people signed up: Lisa Coe, Kayley Thomson, and Terry Ortega.
- Schedule an Organizing Meeting (coffee somewhere) in January (Joe)
- Scheduling of early February Activities – Cathy has volunteered to do an Open House.
- Volunteer Meeting? Open House, Ice Cream Social, Town Hall…?
- Social Mixer?
- Other Ideas…?
- IT/Technical Team Report
- Scott will be resigning (his son Sutton is going to another school), so we need a new Team Captain. (Although having “Community Members” like Bonnie is encouraged.)
- Put out a Signup Genius for the Position (who will do this)
- New Business / Not on Agenda
- Meeting ends at: 8:15 pm