Berkeley STC Chapter Minutes

October 9November 13, 2006

Meeting Started 6:45 p.m.

In attendance:

Richard Mateosian, President

Mary Ann Campbell, VP Programs

Jim Dexter, VP Membership

Jessica Livingston, PR Manager, Recognition Manager

Patrick Lufkin, Member

Minutes Approval:

A. Minutes provisionally approved for the October 9, 2006 meeting.

B. Minutes from the July, August and September 2006 Leadership Meetings are still not approved, awaiting edits from the Secretary. Once the edits are done, the minutes will be routed for approval via email.

ACTION ITEM: Secretary is to finish the updating of the three sets of minutes, and distribute them to the Board.

Topic 1: Secretary Report (Jim Dexter)

A. Continuing to bring things up to date, working on updating ‘older’ minutes.

Topic 2: Membership Report (Jim Dexter)

A. General Membership status report on the web site and distributed to the Board.

B. Updating our chapter email blast listing with new members.

C. Did not get to the New Member Packet.

ACTION ITEM: Membership Manager is to create a New Member process for approval by the Chapter Leadership by this month. This will include a Welcome Email and a new paper New Member Packet with a welcome letter and other materials.

ACTION ITEM: Patrick Lufkin will supply new member packet materials to Membership Manager as samples.

Topic 3: Webmaster Report (Jim Dexter)

A. Continued appeal for updated content, with discussion.

ACTION ITEM: Webmaster will interview Marla regarding history of the Chapter.

B. No more problems with the email aliases from the web site, nor with the Miva Merchant aliases/scripts. Will continue to monitor and troubleshoot as necessary.

ACTION ITEM: Webmaster to continue troubleshooting the email aliases and Miva Merchant scripts to understand and resolve the problems.

ACTION ITEM: Webmaster to continue development of new features for the web site, including a hierarchical main menu structure, and adding a site search function.

ACTION ITEM: Webmaster to add Patrick Lufkin to the STC Berkeley Board email alias.

Topic 4: Chapter Programs Report (Mary Ann Campbell)

A. All preparations for the November 15th meeting are going well.

· Speaker is ready.

· Postcard meeting announcement sent on time.

B. December meeting also on-schedule (Mike Hamilton).

C. January Holiday Party meeting discussion:

· Catering (can Jean take this one on?)

· Bartender (can Jean take this one on?)

· Music (Jim to supply CDs)

· Prizes (Richard)

· Place (Jean)

· Text for web site/postcard (Richard)

· Competition Awards (Richard)

· Chapter Recognition (Jessica)

D. Projector needed to be supplied for meeting.

ACTION ITEM: Secretary to deliver projector to President by end of weekend.

E. Discussion of the process to provide text for the upcoming meetings.

ACTION ITEM: President to write up process for distribution of meeting information, including the monthly Postcard, the monthly email blast, the newsletter and the web site.

Topic 5: Chapter Newsletter Report (Richard Mateosian)

A. November 2006 Newsletter in development.

B. Summer Newsletter issued.

ACTION ITEM: Membership Manager will interview a new member each month for the newsletter.

Topic 6: Chapter Treasurer Report (Richard Mateosian)

A. Richard Mateosian is continuing as Acting Treasurer.

ACTION ITEM: Acting Treasurer will review the written procedures for handling meeting charges and update/expand them.

Topic 7: Public Relations Manager Report (Jessica Livingston)

A. Jessica Livingston is continuing to drive the process for the STC Chapter Achievement Award.

ACTION ITEM: Public Relations Manager is to create an initial to-do list including all items to be addressed in the effort to successfully apply for a Chapter Achievement Award, with estimated due dates assigned to each Chapter Officer. This is to be done ASAP.

Topic 8: Technical Communications Competition Report (Richard Mateosian)

A. Judging complete, awards in development.

Topic 9: Recognition Manager Report (Jessica Livingston)

A. More recognition activities desired:

· Speaker recognition (STC coffee mug, etc.?)

· Chapter volunteers

· Associate Fellows

Topic 10: Old Business (All)

A. Review of October Action Items:

· ACTION ITEM: Webmaster will troubleshoot why Mary Ann is not receiving the email copies of the Meeting registrations automatically generated by Miva Merchant. DONE.

· ACTION ITEM: Programs Manager will distribute information for November, December, January (2007), February, and March meetings ASAP. DONE.

ACTION ITEM: Webmaster will create web pages for November, December, January (2007), February, and March meetings ASAP. DONE.

· ACTION ITEM: President to meet with the Manager of the Hotel to assess the near-term future for our meeting space. DONE.

· ACTION ITEM: President to resolve how the Chapter’s credit cards are issued to the Officers of our Chapter. DONE.

· ACTION ITEM: President to send out email blast announcing the October 2006 newsletter. NOT DONE.

· ACTION ITEM: Acting Treasurer will review the written procedures for handling meeting charges and update/expand them. STILL OUTSTANDING.

· ACTION ITEM: Membership Manager is to create a New Member process for approval by the Chapter Leadership by this month. This will include a Welcome Email and a new paper New Member Packet with a welcome letter and other materials. STILL OUTSTANDING.

· ACTION ITEM: Webmaster to continue troubleshooting the email aliases and Miva Merchant scripts to understand and resolve the problems. ONGOING.

· ACTION ITEM: Public Relations Manager is to create an initial to-do list including all items to be addressed in the effort to successfully apply for a Chapter Achievement Award, with estimated due dates assigned to each Chapter Officer. This is to be done ASAP. NOT DONE.

· ACTION ITEM: Membership Manager will generate a list of all Chapter members who meet the minimum ten-year time-in-STC qualification for Associate Fellow. DONE.

· ACTION ITEM: President will advise Chapter Leaders how to subscribe to the following STC lists:

o Presidents list

o SIG Leaders list

o Region 8 Yahoo! List

DONE.

· ACTION ITEM: Membership Manager will discuss with the Region 8 Director Beau Cain, and advise on the plans by the STC Board of Directors. DONE.

· ACTION ITEM: President will coordinate finding a time and location for the November Leadership Meeting via email. DONE.

B. Discussion of STC medical/dental/vision benefits, with the impression that STC does not provide a discount for these benefits.

ACTION ITEM: Membership Manager will continue to discuss with the Region 8 Director Beau Cain, and advise on the plans by the STC Board of Directors.

C. Chapter By-laws

§ Joe Devney is still working on the chapter bylaws, but has put the project on temporary hold for other more pressing projects. The by-laws are not necessary until May of 2007 for our upcoming election.

Topic 10: New Business (All)

None.

Meeting Adjourned.