Download pdf - HERAA Meeting Minutes 4-11-10

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Harriet E Richards Alumni Association

Executive Board Meeting Minutes

April 11, 2010

Attendees: Marjorie Kettell, President; Zomana Majid, Vice President; Rebecca Martin, Database

Secretary; Hillary Johnson, Communications Secretary; Katie Bailey, House President; Ali

Roussilhes, House Director

ThisBoardMeetingfocusedonpreparationfortheAlumnaeTea,scheduledforSunday,April25th,1:004:00PM.

1. TheBoardsetthebriefoverviewagendaforthemeetingasfollows:a. 1:002:00Arrival,Food,andSocializing(Artwork,etc.willbeondisplayintheFrench

RoomandAlumnaeandFamilymayvisitoldbedrooms,tourhouse,etc.)

b. 2:002:15MovecrowdtotheFoyerfortheSlideShowandBeginningtheBusinessMeeting.

c. 2:152:30SlideShow(organizedbyHousePresidentandVicePresidentincludespicturesfrompreviousgenerationsofHouseMembers,aswellasasetofpicturesfrom

thisyears

House

Members)

d. 2:303:30AnnualMeetinge. 3:304:00GroupBusiness/NewBusiness/Socializing/HouseToursf. 4:00AlumnaeTeaConcludes(AlumnaemayfeelfreetocontinuesocializingintheFoyer

area.)

2. TheBoarddiscussedelementsoftheAlumnaeTea,includingaplanforfood,anddeterminedaToDolistforpreparationfortheTea.

a. GreetingGuestsi. HouseMemberswillsitatthedoorinshiftstogreetguestsandensuretheysigntheguestbook,confirmcontactinformation,andmakenametags. Hillaryand

Rebeccawillalsotaketurnsgreetingatthefrontdoor.

ItemsNeeded(PersontoBring):


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1. StickyNameTags(Marjorie)2. GuestSignInBook(House)3. Markers&Pens(House)4. PrintedCopyofDatabasetoconfirmContactInfo(Rebecca)5. HERHOUSEMagnetsforgifts(HOUSEwillbringthem?)6. Possibleadditionalgifts

b. FoodPreparationi. TheHouseandtheAlumnaeAssociationagreedtosplitthefoodresponsibilitiesforthisalumnaetea.


1. FoodPlatters(2sandwich,1rollupplatter)(Zomana)KatiewillkeepZomanaupdatedonRSVPnumbersincaseweneedtoincreasefood

amounts.

2. VeggiePlatter(Hillary)3. Tea&Coffee(House)4. ColdPunch(somesortofgingerale/sherbetpunchorsomething)(House)5. Salad(Waldorfsaladwassuggested)(House)6. TunaSalad(orchicken? Someproteinnotinbreadlikeasandwichwas

suggested)(House)

7. Misc.FoodItems(House)8. Desserts(House)9. Cutlery,plates,cups,napkins(House)

c. Decorationsi. PreparingtheHousewillbeacombinationofworkonthepartoftheHouseVicePresidentandsomedonateditemsbytheAlumnaeBoard.



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1. Flowers(Marjoriewillbringflowersforgraduatingseniors(approximatelyeight)). (RachelwillbringflowersfordecorationaroundtheDining

Room.)

2. TableCloths(Rachelpurchasedtableclothsforthelargeandsidetablesfor

the

last

Tea.

These

should

be

used

again.)

(Marjorie

will

bring

a

Naugahydematforthesidetableaswelltohelpdecreasewear.)

3. HouseCleaning(TheHouseVP&HouseMemberswillcoordinatetocleanbeforetheTeaandalsotosetupthefurnitureforsittingaroundthe

DiningRoomandFoyer. TheHouseVPwillalsocoordinatetoplaceany

artworkforviewingintheFrenchRoomoraroundtheGallery. House

Memberswillberemindedthatalumnaewillwanttoseetheiroldrooms,

soallbedroomsshouldbepubliclypresentable.)

4. FrenchRoomSofaBed(Marjoriewilllookintogettingthefloormodelofthe

selected

couch

agreed

upon

by

the

Board

for

purchase.

The

hope

is

to

possiblyhavethisdeliveredbeforetheTea,andthenwecanorderasofa

coverintheagreeduponcolorandhavethatarrivealittlelater.)

d. BusinessMeetingi. TheBoarddiscussedtheBusinessMeetingattheAlumnaeTeainmoredetailandsketchedanoutlineofthedetailedagenda. Marjoriewillreviewthis

agendaandmakeanyadditionaleditsbeforesendingacopytotheHouseVice

President

ItemsNeeded

(Person

to

Bring):

1. PrintedProgramAgendafortheDay(Marjoriewillprintcopies).2. SlideShow(HousewillcoordinatewithClaraand/orHillarytobringthe

InfocusProjectorfortheslideShow. TheHouseVPwillupdatethe

previousyearsslideshowsforpresentingatthemeeting. Usuallysome

musicsoundtrackaccompaniestheslides. ContactHillaryifyoucannot

findtheoldslideshows.)

3. PossibleMicrophone,podium,andspeakers(HousewillcontactMediaServices

and

see

about

renting

sound

system.

This

is

agood

idea

for

makingaregularadditiontotheannualmeeting,assoundcanbe

difficultformanyofthealumnaeinthecrowdedroom.)

4. BoardReports(EachBoardMemberwillpresenttheirreportatthemeeting).


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a. PresidentsReport(Marjorie)b. VicePresident&DatabaseSecretaryReport(Zomanaand

RebeccaJointlywillreportontheWebsiteandtheDatabase

Activities.)

c. CorrespondingSecretary(Hillarywillreportonadditionalcorrespondenceitems.)

d. Treasurer(Clarawillgiveanupdateonthefinancialstatusofthehouse.)

e. HouseReport(AliandKatiewillgiveajointreportonthehouseanditsmembersoverthelastyear.)

5. ExecutiveBoardBios(MarjoriewouldlikeabriefbioofeachEBoardmembersenttoher.)

6. Awards(MarjoriewillwritethechecksandHillarywillcreatecertificatesforthevariousawardrecipientsdiscussedandvotedonattheboard

meeting.MarjoriewillcallHillaryandreadherthetexttoinclude

regardingRuthManwaringandEmmaSleeper,twosignificantfiguresin

HERshistorywhomadegenerouscontributionstothehouseandhave

annualawardsnamedafterthem.) Thisyear,2010,HERAAhasdecided

onthefollowingdistributionofawards(recipientswillbeannouncedat

theAlumnaeTea).

a. RuthManwaringAward(twoawards)b. EmmaSleeperAwardc. MissCooperativeAward(twoawards)d. AwardforhighestGPAtoaHouseSophomore(Donatedby

ClaraHerreroinhonoroftheGraduatingClassof2006.)

e. AwardforthehighestGPAtoaHouseJunior(DonatedbyZomanaMajid,91)

f. AwardforthehighestGPAtoaHouseSenior(DonatedbyMarjorieKettell,47)