Rochester Area Literacy Council

Executive Board Meeting Minutes

April 13, 2015

5:30 – 7:30 p.m.

Board Members Present: Maryanne Barrett, Amy DeBlase, Kathleen Cali, Khieta Davis, Michelle Derosiers, Cherie Gerych, Lynne Keefer, Jan Marchetti, LeeAnn Townsend, Christine Treasure

Guests: Tim Hodkinson and LaVonne Patane from McGraw-Hill

Meeting called to order 5:35

I. OFFICER’S REPORTS / Notes/Actions/Persons Responsible
A. Secretary – Cherie Gerych / -Minutes from March meeting approved
-Presented plans to apply for NYSRA Awards
B. Treasurer – Jenn Barrows / -Current balance of $20,815.71
-We received a thank you from Blessed Sacrament for donation in memory of Jan’s mom.
-Khieta moved to accept this report, Lynne seconded and motion passed.
C. Membership – Maureen and Amy / -5 new members from Greece.
-Amy moved to provide Scuba/Steve with a $50 Wegman’s gift card, Khieta moved to close on that amount and the motion was carried unanimously.
-Discussed online vs “snail mail” payments: Google docs may have free system that can connect to what we already have. PayPal doesn’t charge a fee if we deposit directly to our account, and has positive reputation. Weebly would cost 2.9% and $.30 per transaction.
-Would have to keep option for checks because of POs from schools.
II. PROGRAM PLANNING / Notes/Actions/Persons Responsible
A. All of RALC Reads / -Discussion was good but turn-out was small: Board Members and Marcy Hart, our conference fellowship winner.
- LeeAnn designed a Book Talk page that can act as a blog but is not yet live. Need a moderator, perhaps LeeAnn.
-Board members could each take a month to present a book
-Dr. Shanahan might want to post something prior to his visit or we might link to his site.
-Could have book talk time after Saturday morning events.
B. Mini-grants / -Jan to find out who the recipient is for next meeting.
C. Publishing Project/Writing / -Publicize through the Children’s Book Festival via Debra Ross, publisher of KidsOutandAbout.com
-Met on March 23 but no update on progress as yet.
D. Maureen McLaughlin, Fri., April 24 / -Arriving Friday @ 3:10, and will be staying at the Airport Fairfield Inn.
-Amy will ask Maureen G. to bring her laptop for online membership.
-Need 3 registration tables
-Final count determines # of tables needed
-Food tables
-Lynne to check with Maureen M. about technology she may need and will pick her up at her hotel.
-Jan has centerpieces
-Maureen’s airfare is $436.
-LeeAnn to stuff folders: “save the date cards” with NYSRA conference info, handouts from Maureen, flyer for May event.
-need to have someone sit with Maureen during dinner—Maryanne and Michelle. This item should be added to our event checklist, as speakers are often left alone while we carry out our preparations and business meetings.
-Need to ask Karen to make signs for bathroom, registration letters
-Cherie to ask Pat about whether she will be picking up registrations from Karen S. Cherie will pick them up if Pat is unable to do so.
E. Sail into Summer May 20 / -Brainstorm themes:
How can educators address the writing gap, K-12?
Closing gaps in . . .
Making Writing Fun with Amy VanDerWater
Decided on For the Love of Writing
4:30-5:30--Networking, food
5:30-7—Amy VanDerWater
7-7:30—Q & A
-Lynne to contact Amy for availability
-If Amy unavailable, get panel of local folks
-Think about who we could draw from
F. Linda Grambrell - Oct 29, 2015 / -Table until May
G. Dr. Timothy Shanahan / -Tim Hodkinson and LaVonne Patane from McGraw-Hill will be sponsoring this event.
- Set date for Saturday, March 19, 2016
- Dr. Shanahan to speak first, 1.5-2 hrs., possibly followed by panel or break-outs
-Topic: Reading and writing as reciprocal processes
-Possibly as follow-up to October Writing Day: bring in student work? Have students return?
-Tim H to follow up on topic and time of presentation with Dr. Shanahan
-Need to market to councils around us and consider people travelling in from other cities for start time—perhaps 9AM
-Tim will check into venues such as RIT Inn and Conference Center, Mario’s, Woodcliff
-Tim will help with marketing; how can we market to preservice teachers?
-Could try to get an interview on WXXI with Evan Dawson, possibly the week before or at least the day before Tim’s presentation
-Tim will cover speaker expenses
-Teacher appreciation week in May—Tim & LaVonne will be in a different Starbucks each day for a free beverage to teachers with ID.
III. FOLLOW-UP / Notes/Actions/Persons Responsible
A. Teen Book Festival / Tabled until May
B. Nomination Ballot / -Will present to membership at April event
-LeeAnn to send slate out with her newsletter
C. Delegates Meeting / Report out…Tabled for May
D. NYSRA – This year and next / Tabled until May
IV. NEW BUSINESS/IDEAS / Notes/Actions/Persons Responsible
A. NYSRA Awards / Cherie presented plan with Secretary’s report
B. Networking:
·  Seasonal Literacy Chats, Webinars, Posting/Sharing Tab, etc…
C. Revisit our book drive/book box idea
D. What does your RALC membership
get you? We miss you. Please
consider rejoining this year.
Auto renewal??? / -Amy spoke about her district sending teachers out of state for a conference when they could have saved money by attending our offerings. This prompted discussion about marketing to administrators and a byline for us: “Professional Development in Your own Back Yard. We have great programs at a great price!
V. FUTURE MEETING / Notes/Actions/People Responsible
A. discussion:
·  Summer Collaboration w/Red Wings
·  Charlotte awards and Book drive for September event

Motion to adjourn was made by Jan and seconded by Kathleen. Meeting adjourned @ 7:38 PM.

Next Executive Board Meeting - Cobbles Elementary School, 5:30-7:00, May 11, and June 8

To Do List

Christine T / • Reserve French Road for September 26 (Launching Literacy Learning) one of the October dates (Writing Day) and February 6 (Live Local Literacy)
• Contact NYSCATE for possible technology in literacy person for an event
Jan / • find out who is the recipient of the mini grant
Ashlee / • Serve on next year’s Writing Day committee
Pat / • Connect with the Writing Day group to solicit submissions for Publishing Project
• Ask Karen if she would like to switch to our gmail account instead of using her East Irondequoit account for RALC business.
Amy / • Ask Maureen to bring her computer for memberships at April 25 event
Jenn
Lynne / • Contact Melanie about food for Maureen McLaughlin event
• Check with Maureen M. about technology she may need and pick her up at her hotel.
• Contact Amy about presenting for Sail Into Summer
Lee Ann / • Compile discussion questions submitted by Board for Maureen McLaughlin
●Pursue a collaboration with Red Wings for hosting Sharon Robinson
• Stuff folders for Maureen M. presentation
Kathleen / • Post link on our Facebook page for Maureen’s section on ReadWriteThink
Cherie / • Check with Pat about picking up registrations for Maureen M and pick them up if needed
• Submit application for any relevant NYSRA awards
Maureen / • Bring laptop to sign up any new members at next event
Christine G / •
Khieta / •
Maryanne / • Entertain Maureen M. at dinner prior to her speaking
Michelle / • Entertain Maureen M. at dinner prior to her speaking
ALL / • Talk to people who might be interested in sitting on Sail Into Summer panel
• Think of new people to invite to join
• Think of presenters for the fall

RALC Calendar of Events

2014 – 2015

Date\Time / Event / Location
August 4, 2014; 2-7 pm / Summer Retreat / Maureen’s house
September 1, 2014 / NYSRA Council fees due
September 8, 2014; 5:30-7:30 / Executive Board / Cobbles Elementary, 140 Gebhardt Rd, Penfield
September 19-20, 2014 / NYSRA Assembly of Delegates; Council Service Awards / Holiday Inn Express, Western Ave, Albany
September 27, 2014; 9-12 / Launching Literacy Learning / French Road Elementary
School
October 6, 2014; 5:30-7:30 / Executive Board / Cobbles Elementary
October 15, 2014 / ·  New York State Reading Scene articles due
·  Membership Lists Posted and Dues due / NYSRA
October 18, 2014; 9-12 / Writing Day / French Road Elementary School
November 3, 2014; 5:30-7:30 / Executive Board / Cobbles Elementary
November 5, 2014; 4:30-7:30 / Nancy Steinke
"Going Deeper with K-12 Literacy" / SUNY Brockport
November 9-11, 2014 / NYSRA Annual Conference / Holiday Inn, Syracuse
November 15, 2014 / Children’s Book Festival / Monroe Community College
November 26, 2014 / Honor Council Application due / IRA
December 5, 2014 / ·  Language and Literacy Spectrum articles due / NYSRA
December 8, 2014; 5:30-7:30 / Executive Board / TBD
January 12, 2015; 5:30-7:30 / Executive Board / Cobbles Elementary
January 24-25, 2015 / Executive Committee & Board of Directors Meeting / Holiday Inn Express, Western Ave, Albany or a virtual meeting
January 31, 2015 / NYSRA Membership and Dues updates due / NYSRA
February 7, 2015; 9-12 / Live Local Literacy / French Road Elementary
School
February 9, 2015; 5:30-7:30 / Executive Board / Cobbles Elementary
March 9, 2015; 5:30-7:30 / Executive Board / Cobbles Elementary
March 18, 2015 / Book Groups Meet for All RALC Reads / Brighton Library
March 21-22, 2015 / NYSRA Meetings and Assembly of Delegates / Holiday Inn Express, Western Ave, Albany
April 13, 2015; 5:30-7:30 / Executive Board / Cobbles Elementary
April 16, 2015 / ● New York State Reading Scene articles due / NYSRA
April 24, 2015 / Maureen McLaughlin / St. John Fisher
May 11, 2015; 5:30-7:30 / Executive Board / Cobbles Elementary
May 16, 2015 / Teen Book Festival / Nazareth College
May 20, 2015 / Sail into Summer / Rochester Yacht Club
June 5-6, 2015 / Leadership Training, NYSRA / TBD
June 8, 2015; 5:30-7:30 / Executive Board / Cobbles Elementary
June 10, 2015 / Publishing Project Celebration / Seneca Park Zoo
June 15, 2015 / NYSRA Expense Vouchers due / NYSRA
July 18-20, 2015
Institute day: July 17 / IRA 59th Annual Conference / St. Louis, MO
July 16, 2015 / ● New York State Reading Scene articles due / NYSRA
October 29, 2015 / Linda Gambrell
November, 2015 / NYSRA Conference / Saratoga
March 19, 2016 / Dr. Timothy Shanahan / TBD
November 13-14, 2016 / NYSRA Conference / Rochester

Updated: April 16, 2015 (cg)