Narragansett Chapter Board Meeting
May 13, 2014, Tuesday, 6:00pm
155 South Main St. Providence, RI
Call to Order – called to order at 6:08
Attendance: Debbie Mitchell, Chris Shafer, Mike Krabach, Dav Cranmer, Bob Tessitore, Debra Huntington, Ed Poyer
Special Guest - Cheryl Lathrop, SE Mass Chapter Chair
Business Meeting
Review and Approval of April 2014 Meeting Minutes were approved and 2nd as written
Treasurer’s Report – no report given – the chapter is actively looking for a treasurer - Mike will make it more predominate at website
Chapter Chair Report – Debbie read an e-mail from Joy St. regarding ‘Go-To-Meeting’
Old Business
Leader Recognition Review – Chris reported that it was well attended – location was excellent – although the meal quality was not what he and others had expected. There was question as to why there was no dessert. Chris also commented that it may not be appropriate to have it as an annual event.
Spring Fling – Mike commented that there were only two new members. Combining spring fling and a new member event is not effective. Spring Fling – needs to be renamed. ‘Fling’ does not have the correct connotation. Registration for the event should be done online. Bob commented that the timing is difficult. It is very busy time of year which may have affected attendance. There were suggestions to hold the event in early summer.
Chapter Retreat – Debbie and Bob attended. Debbie reported the AMC introduced the new logo. Cheryl shared a picture. They also reported on the promotional efforts toward recruiting young members and social media uses. At one point they broke into groups. Debbie reported that her group discussed volunteerism; she commented that they discussed the importance of letting volunteers know what their responsibilities will be while volunteering.
On Sunday Bob reported that they discussed finances. He reported that there is money for virtual meetings. He also reported that there will be a new system for trip registrations.
Website Succession – will be discussed in June
New Business
Cheryl Lathrop – Chapter Chair – SEM (SE Mass) gave an overview of the chapter’s use of the internet to hold their monthly meetings. They have virtual meetings.
JoinMe – everyone connects using this software
Powerpoint – is used for the presentation and committee reports
Audio – freeconferencecall.com
Committee reports – blogspot.com
Google drive – drive.google.com – holds the documents for discussion
They are not using video, participate see the slides and hear the video.
Cheryl explained that it takes a lot to prepare for meetings and that she does a ‘dry run’ with the Vice Chair the day before the meeting. Also, reports need to be gathered prior to the meeting including treasurer’s report, minutes, etc.
The secretary needs to ensure there is a quorum and records votes.
Cheryl will share the slides from her last meeting and invited everyone to their next meeting.
‘Join.me’ is free up to 10 seats, additional seats can be purchased for the non-profit rate of $99
Cheryl was asked the key skill required to make a meeting work? Organization of the meetings is key and essential. Chris commented that it may be too complex for what we need. There was a question re: the organization of their chapter.
There was a question as to how long it takes to prepare for a meeting. Cheryl commented that it takes her 3-4 hours to prepare for a meeting. This includes the time she spends with the Vice Chair.
She also commented that she is also using ‘JoinMe’ for one-on-one discussions with board members. There was a question about the lack of face-to-face. Cheryl said that they have two events every year and people get to see each other on hikes.
We will add a discussion on virtual meeting to next month’s agenda. Bob encouraged everyone to attend their meeting next week.
Other Business
Next Month’s Agenda will also include:
Membership Survey Discussion and New Members Survey
Annual Meeting speaker project
National Trails Day – June 7 – 8 - George Management Area - Mike will put the information on the on the website
Committee Reports – no reports given due to presentation by Cheryl. Reports will be given in May.
Activities
Communication
Conservation
Family
Leadership
Membership
Skiing
Trails
Young Members
Webmaster
Other Committee
Adjourn – 7:35 – Next meeting – June 10th.