[Plan21] Notes from Tuesday September 7th Meeting

[Jim Barbour]

Hey All,

Just a quick reminder that we are meeting tonight at 7.

See you all tonight!

Jim

https://zoom.us/j/97914374627?pwd=aVAyV01mQlJ6VEhiTGVON1dYTXE2UT09

+16699006833,,97914374627#


On Fri, Sep 10, 2021 at 12:38:04PM -0700, Bobbi Pompey wrote:
> Thank you all for trusting me to write the notes for this meeting.
> Please forgive me if there are missing things and feel free to fill in
> any gaps or correct any mistakes.
> 
> Attendees:
> Jim
> Robert
> Tiffany
> Bobbi
> Cheryl
> Christina
> Ali
> Rachel
> Brian
> Tim
> Our next meeting is September 28th 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#
> Updates:
> Tim will Put Sports and Recreation on the agenda 12 12:30 to 1:30
> Tim will determine when the DB organizing meeting should occur
> Robert will check with DB and OBC to determine a good time for DB
> There will be
> CAGDU
> Tim and Jim have confirmed there will be time keepers. The Logistics
> committee will decide who those people will be
> We now have a theme
> Sheryl will reach out to exhibitors again on Thursday the 9th
> Tim wants the entire committee to promote the exhibitors and the
> scholarships
> Jim will work with Bobbi on getting scholarship posts on the NFB CA
> list
> Christina will work with Michelle on W9We are deemed a non-profit
> federally, but not yet on the state level.
> If we can also join the steering committee the help would be
> appreciated. They meet…
> Jim will talk to ROSS about Zoom accounts and will have an update by
> next meeting
> Everything for the exhibit hall was sent out on the 31st.
> The video about why people attended convention should be ready next
> week. Tim, wants it on the YouTube channel as well. As the website.
> The Senior Division does have a person considering running for
> president and will meet at convention
> Sub-committee will meet to start discussing potential mentoring
> program
> Talent Show applications up within the week
> Hospitality Suite going well
> Need more volunteers for help desk
> Tiffany will send out gift basket e-mail to list serve after receiving
> an e-mail from Christina with the correct link for uploading
> 05
> Proposed Agenda Changes.
> -----------------------
> The deaf/blind group would like a slot to meet.- done
> Sports and Rec would like a slot to meet- done
> CagDu wants to go 2 hours instead of 90 minutes.  7:30 to 9:30 Saturday
> morning.- done
> We really need a theme - done
> We really need to start talking about breakouts. In progress
>  Need to schedule captioners. In progress
> 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.
> 
> ~~~~~
> Bobbi A. L. Pompey, M.A. CVRT
> Pronouns: she/her/hers, they/them/theirs
> (336) 988-6375
> bobbipompey at gmail.com