Executive Board Minutes 12-13-98


Executive Board Retreat

12-13-98

Opened at 3:44 PM by Katie Knox.

Calendar Items
Rush Meetings
Jan 14, 2:00, location TBA, in Hughes-Trigg
Jan 19, 4:00, McElvaney lobby
Jan 20, 5:30, Portico B or Promenade AB, Hughes-Trigg
Jan 22, 1:00 PM, Hughes-Trigg

Initiation/activation
Initiation- Jan 26
Jan 24: Preinitiation
Pledges can meet each other and chapter beforehand
Handle payments, paperwork
This will be a fellowship event.

Activation: April 16-17
Banquet: April 23
Elections
April 6: Written nominations
April 13: Oral nominations

Victory Party: Feb. 5 or 6
Pledge Retreat: Jan 29 or 30
Blood Drive: Feb 23-25
Blood Drive signups: Feb. 17-19
Big fellowship event: Feb. 20
Pledge project: Mar. 27
Brazos Bucaneers campout project: Mar 19-20
CPPC: Apr 25
Active Retreat: Jan 15

Exec. Meetings
Sunday nights at 7:00 PM
Last meeting of each month will be a "big" meeting. It will replace the mid-semester reflection session.
Will be in Hughes-Trigg.

Service
Documentation
Project folders
Sheets with contact person, evaluation, etc.
Themes
Scouting/Youth projects
Brazos Bucaneers
Arc of Dallas, First project of semester (Jan. 15)
Service Committee
Meets before school starts
Fit agencies to the calendar
Takes more time, but better defines service program
Leadership development
Red Cross CPR- probably going to do it
Will do People Helping People
Sectional Project: Feb. 27
Will do blood drive with volunteer office.

Membership
Early to mid Feb., banquet just for advisors
Feb. 12
We will be cooking it.
Probably at HPUMC
Advisory board
Meet one monthly
Invite some actives, especially exec. members, to meeting
Assign each advisor to oversee part of a chapter
Gives them a defined purpose, makes them feel more needed.
Advisory chair works with president Other areas:
SMU Rides
President/protocol
Service
Membership
Treasury
Pledge program
PR/Rush
Advisor notebooks with specific info
Will help advisors ignorant of APO
Discussion of new advisor & Bill McIntyre
Retention
Huge active database
Discussion of other methods
Sam & Aren can work together on DB
Discussion of composite photo/photo albums
Focus groups
Earlier
Consensus is that they were good for the chapter
Scrap blue and gold?
Probably will be simplified
To be decided in his committee
Littles on same team as bigs
Assign at active retreat
Attendance at meeting
Now done by MVP
Banquet
Want it to be nice
No Chinese food!
JI Retention
Needs to improve
Needs to be better documented

Pledge Program
Discussion & explanation of proposed program 25 hours of service
Could be controversial
It's actually 30 hours, just requires 5 hours to chapter, 25 hours elsewhere
Evaluations
2 of them
1 in middle to assess progress
Can retake second one until pass
Replacing previous program, or amending it?
Gonna amend previous program, not replace it
Pledge class namesake
Nominations at a meeting, voting at next meeting

PR/Rush
Committee
Aren, Darby, Danielle, and someone else
For whole year
5:00, Mondays, Portico B
Starts on Jan. 11
First meeting is kickoff, inviting all chapter to meeting
Info Sessions
Want all exec. members to attend every meeting
Will be better organized than in the past
Each exec member is personally responsible for finding a
replacement if he can't go.
Emphasize Boy Scouts.
Discussion on food-Tarleton Example.
Discussion on table positioning--will use hollow square formation
T-shirt
Similar to Fall' 97 shirt
Dark blue/metallic gold print
Promoting rush
Before school starts
Use newspaper ad
H-T banner
H-T display tables
SMUSH
UMOC banner
Blow up the ugly man's picture
Commuter lounge
Get commuters
It's how we got Mike Hayes
Blood Drive
Valentine's day theme
People will be called beforehand
Issue of # of vans
Need to promote it better
Will use same channels as rush to promote
Others to target: professors, law school, SOTA, local businesses, churches
Press releases
HPUMC, HPPC, UPUMC
SMUSH
Radio station promotion?
Will look more at Scouting movement

Treasurer
Purchasing new banner: Get money through appropriations Regionals: get appropriations for something Fundraising opportunities
Thruston racing
Moving Aren's grandmother's stuff
Car wash: wait until it's warm
Silent auction
--Talk to WFAA about getting a Troy Duncan tie
--Start it early in semester
Quarter Page Ads
Spend rides money on its own ad? Yes.
Use our allocated ads on rush and blood drive.

Secretary
Database-already mentioned Putting roster online
Accommodate people's privacy
Ask chapter about privacy concerns
Minutes-HTML format
It's OK
Listserv is for the active members,
all of whom can view the minutes
Discussion about PINE versions.

Emperor
New desk
In Dawson
Go ahead and pay $25 to have physical plant do it;
risk is too great otherwise.
Larger and better than new desk
Office hours
Each exec. member will have 1 office hour in Volunteer Office each week.
Establishes presence in the office.
Help volunteer office with its duties.
Provide way for chapter to easily reach us.
New Office
UMCM may be bending
Katie will pursue this.
Natalie's Legacy
Use a bylaws amendment to regulate it
Discussion on its restrictions
Appointed positions
Internet coordinator: Andrea Curry
Regional Conference Coordinator: Laura Wright
Sectional Liaison: Danielle Derbes
Sgt. at Arms: Darby Grande
Fellowship Chair: Wendy Jeffus
Publishing Secretary: Chris Nelson
Alumni Secretary: Shannon Thornton
Historian: Spicy Beef
Meeting time proposals
T 8:00
T 6:30
T 7:00
M 6:30
M 9:00

Regionals
T-shirt design
Bryan's house did not come through
Exec. voted to do new design itself at meeting.
Then decided to wait on T-shirt design and submit no
design to national convention.

Meeting closed