Reflections on Student Success
April 18 – 20, 2010 Coeur d’Alene Resort
Minutes for December17th - Italics are action items.
Present: Renee Davis, Chio Flores, Laura Hughes, Ron Lee, Colleen MacDonald, Peter Miller, Cindy Pollard, Leonard Walker, Wendy Olson
Not Present: Traci Stensland
Review Notes/Action Items from Prior Meetings
· Early Registration Room Upgrade Lottery - The deadline to be considered for the lottery is January 31, 2010. Must be paid registrant and planning to stay in hotel. First prize is choice of $100, upgrade room to a suite, Swedish massage or a round of golf. Second and third prize will be an upgrade from a premier room to a bridal suite. Traci will add this information to our webpage. The hotel has offered to send out an email to our database about the conference. Peter would provide the email addresses for this purpose. Traci should communicate with them what the content should be. On February 1st Peter can help Wendy and Leonard determine the lottery winners and an announcement will be made. The hotel rates are: $119, $139, and $159 (premiere room with a fireplace).
· Meals for Conference – Wendy reviewed what meals will be provided for the conference. They appear on the agenda which Ron created and that will be available on our website. We will not be providing a dinner either night.
· Dessert Reception Honoring WASFAA Volunteers on Monday Night – The reception will take place in Mindy’s room on Monday night starting at 7:30. The hotel will provide dessert and coffee or tea. We will provide soft drinks, and depending on Mindy’s wishes beer and wine. Wendy will check with her. We will not have a “no-host” bar since the cost is prohibitive.
· Give-Away Item - We will be using the bags left from the Seattle conference minus the umbrellas.
· Student Success Stories – We will request students at local schools to put together a short video on this topic. One video can be shown to kick of the conference and another couple can be shown as lunch is being served on Monday. We will place the videos on our website after the conference ends. Wendy will put together an instructional sheet and have Ron and Chio review it and add their suggestions. The producers of the selected videos would receive a monetary prize. Wendy needs to determine the amount.
· Entertainment – The hotel offers some nice musical entertainment in the bar and Beverly’s that our conferees can enjoy. All the guests in the hotel should be our conferees so it will give people an opportunity to enjoy the music and each other’s company. The conference will start with a 10 minute tribal presentation that Karla’s Ethnic Diversity Action Committee will oversee. Monday night during the reception, Karla’s committee also has plans to use that time to get people to mingle and get to know each other. More information to come.
Handouts/Posting on Web/Paperless – We will encourage presenters to make their presentations available on the web prior to the conference. The published deadline will be one month prior to the conference, March 18, but Renee will be able to get presentations posted that arrive later than that time. Any presenters who are not able to get their presentations to Renee in time will be asked to bring copies to the conference. Traci will need to include information about the handouts being posted on the web and not provided at the conference. Our hope is that all session handouts will be available on our website within one week after the end of the conference.
Subcommittee Chairs’ Updates –
Newcomers’ Reception – Chio would like to have the reception begin at 10:30 and go to 11:30 with the opportunity for the group to gather over lunch in a nearby resort-owned restaurant (most likely the Dockside restaurant’s buffet in the hotel). There will be a scavenger hunt that will require the use of three rooms that morning. Ron will block them out for her. Chio will contact Kay Soltis to discuss the budget for her reception. She is thinking of changing the name of it so more people will feel welcome to participate. Wendy will contact the executive council to see who will be able to participate and let Chio know the results.
Registration – Cindy will not be able to participate in the conference. She and Laura will regroup based on this new development. Laura will see that Traci has the registration page information for our website soon so that it can get posted and be available by January 4.
Fund Development – Colleen is working on her Business Seminars/Gatherings. She has asked Ron to reserve 5 rooms for her use on Sunday morning and Tuesday afternoon. She thinks that up to 5 organizations may take advantage of this opportunity. She will be providing Traci with the text to advertise this. The time is available in two and four hour block.
Facilities – Leonard reminded us that we need to communicate with the hotel about our room usage. Ron has a good handle on it with his spreadsheet so he will track it and then let Leonard know what to communicate to the hotel staff.
Program – The program committee is meeting tomorrow to review the selection of sessions and make the final determination of 47 or 48 sessions that will be a part of the conference. Once those decisions are made, Ron will let Traci know so that she can see that the sessions are listed on our website.
Publicity and Publications – Traci has submitted a written report as she was unable to participate in the call. Here is her report: Decided not to send save a date reminder until conference web page was ready; sent catch phrase and picture for WASFAA newsletter;
Wendy reminded Mindy about article; cover for program now on web site; draft of conference web page has gone to Renee – need Cindy to link to Registration page; would like to try to send an email out next week to WASFAA members about registration before the end of the year;
January we will start sending monthly email reminders; Faye has begun planning the program and has received some information from Ron.
Website – Renee has taken over Patrick’s duties and has been updating the web pages as requested.
Next Meeting = Thursday, January 28 – Note date change!
H:\WASFAA\Conference 2010\Meetings\December 17 Minutes.doc