MINUTES FOR AAUW-WI BOARD MEETING Saturday, August 4, 2012 Madison area, WI
9:30 am - Call to Order & Welcome Introductions; Attending: Janet Nortrom, Connie Polley, Barbara Peterson, Rachel Hirsch, Mary Jo McBrearty, Joyce Hoffman, Peggy Crane, Marlene Salley, Pat Ehlert, Janis Scharnott, Judy Phillips. Excused: Fran Kavenik, Janet Quail, Julie Ferris, Margot Bouchard, Camille Thibaudeau- Meyers, Donna Weidman, Karen Urben
Housekeeping, Documents (Peggy Crane) Agenda changes/approval Approval of Minutes: Mary Jo McBrearty moved to approve minutes of 4-12. Motion passed.
10 am - Reports President – Joyce Hoffman A. Theme “Next Generation Now” B. 2012 Bylaws - mandatory changes Mary Jo – In the recent past, branch bylaws revised to take out detail and put detail into policy document. Now, looks like detail needs to be put in again. Joyce - Law in D.C. changed so bylaws must reflect changes at assn level.
Finance – Janet Quail (Proposed 2012-13 Budget) Janet excused, will give full report in Oct. Joyce Hoffman reported all current bills paid, no carry over expenses. Revenues/exp are not coordinated in time, so tech support and printing costs represent 2 years exp. Have $19,000 in reserve. Revenue is from dues with 1560 renewing members. Mary Jo corrected the budget on p. 4; scholarships, exp was $1,000, total $31,419.79. Budget tabled.
Leadership – Mary Jo McBrearty A. Strategic Plan; Mary Jo reviewed document. B. Fall workshop suggestions: Social media training, use computer labs in different parts of state; Record voting panel discussion on Iron Jawed Angels and distribute via You Tube; Constitution Day 9-17 any state supported school system is mandated by state to commemorate the day (voting); Cocktails (Coffee) and conversations, Seth Chase presentation, GOTV Woman to Woman AAUW booklet, targeting millennials 18-30 years old; Go to young women where they are, after work, after studies and have a discussion with 2-3 topics, serve appetizers, Use Impact Grant to cover costs of fall workshop; Legislative Day in Jan/Feb
Mary Jo McBrearty said we should contact all branches to say they must continue working on GOTV and that effort will be in lieu of a Fall Workshop. Barbara Peterson moved, Janis Scharnott seconded that we hold Legislative Day in Jan in Madison. Motion passed. Program – Frances Kavenik A. Short convention format; Mary Jo McBrearty moved that the state convention will be in the short format. Motion passed. 2012 convention – Racine, host city arrangements. Pat Ehlert reported for Karen Urben, Chair, Local Arrangements Coordinator for state convention. Some ideas that are being discussed include a Friday afternoon Book Store open house, hospitality room, Racine may offer tour events, such as lakefront activities and Frank Lloyd Wright attractions. There is discussion for a fund raiser for members who need overnight accommodations. Racine members could open their homes for overnight stays and charge a lowered fee. Such arrangements would have to take into consideration the numbers of rooms that the local branch guarantees at the hotel. B. Joyce Hoffman reported that last year in Janesville, 113 attended and used 40 rooms. That was more attendees than previous year. The survey showed that more people preferred short conference and fund raising donations rather than the basket sales. One of the goals of the convention is to raise money for the state and last year’s donation event was very successful. Next year we need to think about and focus on enhancing commitment to AAUW and increasing awareness of AAUW state-wide.
Lunch was served at noon and meeting continued.
Membership – Judy Phillips reviewed her printed report, asked for suggestions on how to contact members at large
Public Policy – Barbara Peterson reported that AAUW has been having trouble getting candidates for forum because organization is known as liberal group. The association reports that if the oppositional candidates have been invited and one refuses, you can still hold forum, as long as they are invited in a cooperative vein. Kimberly Fountain (GOTV) interviewed candidates for the position as part time worker to collect names and contact numbers before the election. Person would be hired April 1 through Nov., but some prospective candidates didn’t work out, so no employee. The Impact Grant (GOTV) staff is encouraging branches to work with League of Women Voters, Planned Parenthood and Millennials to get names and phone numbers/email addresses.
Development VP – Julie Ferris, no report
Reports Communications Plan – Marlene Salley reviewed report, mission as heart, vision as eyes, brand identity is our face. The brand is an expression of who you are.
Badger Briefs redesign – Marlene Salley, deadline for fall issue is 8/20. She is trying to shorten articles (keep to 200 words) and use more visuals. Joyce reported that Badger Briefs will go electronic soon and we must have plan for sending hard copies to those who aren’t online. The plan is to publish 2 issues. Such a change requires that we align with notifications in the bylaws.
Judy Phillips moved, Mary Jo McBrearty seconded, that the AAUW state board limit the publishing of Badge Briefs to 2 issues and begin transition to sending the newsletter electronically. During discussion, members raised concerns about the timing of the second issue which goes out in February. The state convention schedule must be in the Feb. issue. Motion passed. IT Manager – Rachel Hirsch reported that she will optimize web site for mobile devices. Joyce voiced concerns about storing documents, archiving for future. Rachel said she can store documents on web site by year.
Mary Jo McBrearty moved, Janet Nortrom seconded that the budget submitted by Janet Quail be adopted with changes. The scholarship disbursal actually was $1000, not $500. That brings the total expenses to $31,419.79. Motion passed.
College/University Coordinator – Janis Scharnott, no report
District Coordinators 1. District #1 Coordinator – TBD 2. District #2 Coordinator – Janet Nortrom reviewed her written report. 3. District #3 Coordinator – Camille Thibaudeau-Meyers, no report 4. District #4 Coordinator – Donna Weidman, no report 5. District #5 Coordinator – Connie Polley, no report
Unfinished Business
Judy reported that Appleton is celebrating 100 years in 2013. They are seeking to fund a fellowship to honor the Appleton branch. The members will be asking for donations from other branches to reach their goal. They are holding different events to celebrate their anniversary, concluding with a luncheon gala in Sept 2013.
Fall Badger Briefs deadline – Marlene Salley - week of Aug. 20
Next Board Meetings: Where?
Oct. 20, 2012 - Stevens Point
Jan. 19, 2013 - Madison
Apr. 26, 2013 - Racine
ADJOURN Mary Jo McBrearty moved to adjourn, Rachel Hirsch seconded, motion passed at 2:25.