Board Teleconference
September 30, 2013
2-3 PM
In attendance:Dana Mordecai, Brandon Lemley, Stephanie Ozuna, Kathryn Meyer
Not in attendance: Philip Guerrero,AloundaJoseph,Janeen Wood , Lisa Palacios
I. Old, Continuing, & New Business
A. NAGAP Session proposal
1. Brandon and Kathryn will partner up to submit a presentation – possibly on “Lessons learned from the field – What I wish I had known”
a. They can work off call to set the foundation, then once drawn up, open it up
b. Would be great to cover a number of school sizes and approaches to recruitment/marketing/admissions
2. Dana is submitting a proposal for dissertation steps through UNT
3. Proposals due this Friday
B. Membership flier/brochure
1. Rough draft of a brochure emailed to us. Brandon shows us what we currently have. We need more content, suitable pictures
2. Next steps: Is design OK, content enough, does it hit the goal of what we want?
a. Dana wants to create a call to action
b. Do we make a version for mail out? If so, leave room on back for address. But figure most of the time we’ll include with a cover letter, so may want to fill the panel.
3. We’ll not make the ATGS meeting since it starts tomorrow, but we should be able to email out to the group once we are done with this piece. Awareness email.
4. For a fresh perspective, and in trying to engage someone who’s interested in joining TxGAP, Brandon has reached out to a TAMU staff to see if she’d look and work on it. She had said she had an interest in communications.
5. Need to decide which fairs to distribute them at. For sure TAMU on Oct 8 and UT on Oct 15.Hit as many as we can in between and throughout October. Emails and mailings can follow.
C. Financial updates – Alounda not here
1. Brandon suggests that maybe we should do some kind of monthly financial statement so we are reviewing the numbers and know what is still to do; what’s been paid, etc.
2. For sure we need to ask for a treasurer’s report at least every other meeting (I believe we are doing that fairly consistently)
D. Institute follow-ups?
1. We have to post the Slideshare presentations; it adds credibility and content to our organization
a. Check with Janeen to see what she has; it needs to go up soon – Kathryn to ask
b. We said we’d post, so we must follow-through, even if it’s months late
c. Former postings have had over 3K views, so it’s definitely reaching people; what are we missing by not getting the new ones up?
2. Financial update
a. Have all the sponsors paid??
b. Have we invoiced attendees or other sponsors?
c. Have we paidall our bills?
3. We will email out the Slideshare update when it’s ready, along with the membership piece, and can then pick back up with the newsletters
E. Webinar updates
1. Stephanie will confirm her info and send to Brandon for the newsletter
2. Stephanie and Brandon will connect Monday to talk about the webinar service, etc.
F. Miscellaneous
1. Newsletter – gather content for an October issue
a. Can post a number of job announcement that have been sent to him
b. Will highlight the upcoming webinars
c. What else can be highlighted?
2. Finish any TO DO items by our names on the notes. What needs to be wrapped up or omitted since no longer relevant?
II. Take-aways
A.Philip
1. Consider hosting a TxGAP get together at the UT fair on October 15; to get the word out if we can pull it together. (NONE of us board members are attending)
2. Did you do?
a. Send comments about our Summer Institute to NAGAP Pres. James Crane to put into the newsletter Perspectives, including a few pictures (if they look good)
b. Reach out to Coordinating Board to locate a list of graduate programs in Texas and their representatives to promote TxGAP
3. On Hold: Mock up assignments for web content due dates for board members?
B.Dana
1. Update and complete what it takes to host the Summer Institute sheet; list what’s involved in for the host school; have ready by October 1
2. Continue planning for a NAGAP session to present
C.Brandon
- Create proposal with Kathryn and others highlighting “Lessons learned from the field.” Work to finish before Friday’s deadline
- Put finishing touches on marketing admissions piece once get suggestions by Monday.
- Work with Stephanie Monday on webinar info. She needs GoToWebinar metrics, what to send to Marcus for NAGAP promotion, directions on how to use, etc.
- Holdover: Work with Alounda on nonprofit status (done yet?)
D.Alounda
- Institute holdover: Financials complete? All invoicing done, bills paid, etc.?
- Holdover: Update current membership list with new attendees and see who’s paid; who’s not. Do we have an onboarding process to keep them interested?
- Holdover: Are we able to avoid the monthly $16 charge with the new bank account and $3K minimum?
- Holdover: Finish 501 paperwork with Brandon’s help (done yet?)
E.Kathryn
- Take and type notes.
- Work with Brandon on NAGAP presentation
- For future: See about logistics of TAMU hosting next Summer Institute
F.Janeen
1. Institute holdover: Are all presentations gathered? Ready to post? You have directions
2. For future: See about logistics of TAMU hosting next Summer Institute
G. Stephanie
1. Continue working the professional development webinar details
2. Work with Brandon to figure who can hand out the TxGAP membership brochure at the Texas Swing fairs (his colleagues for most of Texas; hers in the south)
H. Lisa
* To work the Lonestar Colloquium event with TxGAP in how to be involved; to join with Stephanie and Dana in this.
I. ALL
1. Figure a NAGAP presentation or two so we are represented! DUE this Friday
2. Finish up the Admissions piece and get it back to Brandon by Mon, Sept 30. We want it ready to go out to fairs by Tues, Oct 8, so need to order next week!
2. Think how TxGAP can help sponsor/plan for Lonestar Colloquium
Next teleconference call Mon, Oct 21from 3-4 PM
(Kathryn and Stephanie traveling a lot middle of week)
Brandon will send reminders