[Plan21] Notes From 8/31 convention planning meeting
Jim Barbour
jbar at barcore.com
Tue Sep 7 04:19:49 PDT 2021
Hey Everyone,
Just a quick reminder that we're meeting tonight at 7 PM PT. I will be there and Bobbi will be running the meeting.
See you all tonight!
Jim
Our next meeting is September 7th at 7:00 PM PT. We are now meeting weekly. Skipping September 14th and October 12th.
https://zoom.us/j/97914374627?pwd=aVAyV01mQlJ6VEhiTGVON1dYTXE2UT09
+16699006833,,97914374627#
On Thu, Sep 02, 2021 at 01:39:05PM -0700, Jim Barbour wrote:
> ATTENDEES
> ---------
> Jim
> Robert
> Veronica
> Tiffany
> Bobbi
> Cheryl
> Christina
> Ali
> Rachel
>
> Our next meeting is September 7th at 7:00 PM PT. We are now meeting weekly. Skipping September 14th and October 12th.
>
> https://zoom.us/j/97914374627?pwd=aVAyV01mQlJ6VEhiTGVON1dYTXE2UT09
>
> +16699006833,,97914374627#
>
>
> Proposed Agenda Changes.
> -----------------------
>
> The deaf/blind group would like a slot to meet.
>
> Sports and Rec would like a slot to meet
>
> CagDu wants to go 2 hours instead of 90 minutes. 7:30 to 9:30 Saturday morning.
>
> We really need a theme.
> We really need to start talking about breakouts. Need to schedule captioners
>
>
> ACTION ITEMS
> ------ -----
> Jim will coordinate with Ross about zoom accounts.
>
> Tiffany and Rachel and Bobbi to investigate doorprizes for newbies, may work may not.
> Working
>
> Tiffany will begin Soliciting door prizes at August and September chapter presidents call and via email.
> Working
>
> Rachel and Tiffany are organizing which zoom coordinator will run which meeting
> Working
>
> Rachel and tiffany: Thinking of starting a mentoring program for first timers. Need to find someone to help run it.
> Working
>
> Bobbi is going to begin advertising scholarship applications.
> Ongoing
> Problem filling out the form on iPad (maybe iphone)
> emails to nfbc-info waiting for moderator approval
> Tiffany is fixing the form to make it clear that we are aware that it isn't working from IOS devices.
> Veronica and Tiffany are working on spanish version of Scholarship Application
>
> Rachel and Bobbi - Rookie Roundup. Need ideas. Recognizing new attendees Special doorprizes for newcomers
> No updates.
>
> Rachel has recruited volunteers for Newcomer Welcoming committee.
> Rachel, Tiffany, Robert, Ali, Veronica
>
> Rachel and Christina are starting the talent show committee
>
> Christina is Waiting to hear from Michelle about w9 form.
> Still no word. Christina has last year's form and will create a new one for 2021.
>
> Cheryl will get started on a "Why come to convention" pitch to send to everyone before registration closes
> Still working. Should be ready before the end of September
>
> Veronica is responsible for Spanish Speaking stuff.
> Found translation volunteers
>
>
> Ali is collecting volunteers for the suite. Changed the time from 7:30 AM to 8:00 AM.
> Going well. Just filled the last slot.
>
> Baskets:
> Tiffany is sending out advertising email.
> Micheal is talking at chapter president's call
>
> Brian is looking for a letter of instructions for baskets
> I believe this is done. Brian, can you confirm?
>
> Brian Buhrow can set up a helpdesk phone number.
> Brian is working on that.
>
> Brian is working on writing html to get recordings up.
>
> end of current todo list.
>
> -----------------
> Questions for Tim
> -----------------
> Theme ---> On his radar
> Agenda content --> Last year's agenda with a few tweaks. In Tim's Court
> Breakout topics --> fewer breakout topics that are new.
> Remove breakout session I (Friday)? Make talent show earlier.
> Talent show will start at 7:30. Tim still deciding about no breakouts on Friday.
>
> -------------------
> Notes and Decisions
> -------------------
> Jim needs to contact Liz Campos to see if she's willing to organize/host North/South Trivia night
> DONE: Liz is in!
>
> Christina modified the Vendor/exhibitor solicitation letter for 2021, taking this off of Jim's plate.
>
> Jim Circulated to the logistics committee a list of last year's breakout session topics for consideration.
>
> Tiffany and Bobbi work on updating scholarship form.
> Tiffany has altered the dates for this year.
> Christina updated the scholarship page to host the new form.
>
> Chrstina Changed 60 seconds to 2 minutes (#5 under voting) in voting document.
>
> Jim checked with LM to see if she wants to do fitness breaks again. She does.
>
> The at large Spanish speakers group will not having another organizing meeting
>
> The committee decided we want to handle voting the same this year as last year.
>
> On the agenda, we should add an hour to the resolutions committee meeting
>
> How do we want to decide topics for Breakout Sessions?
>
> The zoom coordinator for each breakout room needs to know who is presenting and contact information.
>
> Need to ask Juanita if there's a reorganizing meeting for at large spanish group
>
> Baskets: Michael, Robert, and Brian are weorking on this.
>
> A/V Committee: Tiffany and Robert have joined the A/V committee as whip crackers to make sure that Jim and Brian get everything posted within 48 hours after the close of convention.
>
> The A/V committee needs to spend some time talking about transition to a platform that is more mobile friendly and can be maintained by people other than Jim and Brian.
>
> For YouTube:
> Google Account
> What about YouTube Storage?
> Reach out to National to see how they work.
> Audio Files Only
>
> Do we want a voting document summary in the agenda?
> or
> Do we want to Carve out time in the agenda for Tim to outline how voting works.
>
> Board meeting needs to include explaination of voting process.
>
> Practice voting at rookie roundup, board meeting, and general session
>
> Spanish translation zoom room. Need to advertise spanish translation more.
>
> Rookie Roundup: Monday before convention (10/18)
>
> Zoom Training: Rachel and Tiffany
> Fridays at 5 through September.
>
> Hospitality Suite: Ali and volunteers
>
> Help Desk: Ali
>
> A/V Plan for a mixer this year that Tim controls
>
> Timekeepers beyond Tim?
>
> Make Sure that we are very clear with Zoom room owners things we want recorded.
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