OSCFL BOARD MEETING MINUTES

August 11, 2009

 

I.

General:

 

A.

Call to Order:

In compliance with Article VIII, Section 2 of the Constitution of the Officers’ Spouses’ Club of Fort Lewis, Jenn Smith, President, called the regular board meeting to order at 9:00 AM at the OSC Cottage. A quorum of elected and appointed officers was present.

 

 

 

B.

Present:

Beth Carpenter, Grace Dorta, Terry Drushal, Marci Fair, Kymberlee Jones, Annie Limberg, Carrie Livengood, Margo Michaelson, Cindy Mohan, Kim Neumann, Tonya Noll, Sally Rocke, Jenn Smith, Melissa Steinig, Jamille Wagner, Elizabeth Wright.

C.

Absent:

Val Amadon, Melissa Bell, Leah Britnell, , Alexandra Fallot, Whitney Heyward, Lynnae Kuklok, Morri Landes, Shirley McNall, Sandra Norris, Tricia Rambin, Jennifer Stepetic, Heather Wood.

 

II.

Introduction:

 

A.

Opening Remarks

 President, Jenn Smith

 

Called the meeting to order at 9 a.m. Tuesday, August 11. 

 

 

 

B.

Minutes

Recording Secretary, Jamille Wagner

 

Board approved June 2, 2009, minutes as corrected by unanimous consent.

 

 

 

C.

Financial Report

 Treasurer, Whitney Heyward

 

No report

 

II

Officers’ Reports

 

 

 

 

A.

President, Jenn Smith

 

 

1.      Beginning in September, the OSC board meetings will begin at 930 a.m.

 

2.      The OSC budget must be finished by Sept 22, for the general meeting.

a.       Complete budgets and send to Whitney Heyward and Jamille Wagner by Friday, August 28.

b.      Budget meeting will be separate from board meeting.
Meeting is tentatively set for Sept 9th at 930 a.m. at the cottage.
Sally Rocke will check with ESC to see if OSC can use the cottage that week.

 

3.      Board members need to have payment and membership forms filled out and ready to submit at the next meeting Tuesday, Sept 1, 2009.

 

4.      Received a “Thank you” note from Harrison Prep.

 

5.      Constitution says you may not miss two board meetings.  Don’t panic about missing.  Life happens and we are only volunteers.

 

 

ACTION

 

 

1.                  All board members will complete budgets and send them to Whitney Heyward and Jamille Wagner by Friday, August 28th.

2.                  Jamille Wagner will notify board members that should attend the Budget meeting tentatively set for Sept. 9th at 930 a.m. at the cottage.

3.                  Sally Rocke will check with ESC to see if OSC can use the cottage on Sept 9th.

4.                  All board members need to have payment and membership forms filled out and ready to submit at the next meeting Tuesday, Sept 1, 2009.

 

B.

1st Vice President, Kym Jones

 

1.      Super Sign-up, 15 SEP 09, will be a combine OSC / ESC event. 

 

2.      Super Sign-up will be from 12-6 p.m. at the cottage.

 

3.      Volunteers needed to:

a.       Distribute Super Sign-up flyers.  Will only take about one hour w/5 people.

                                      i.            North Fort and Madigan will be distributed by Kym Jones.

                                    ii.            Broadmoor needs volunteers to distribute.

                                  iii.            Best date to distribute is one week before which would be Tues, 8 SEP. 

b.      Super Sign-up setup

                                      i.            Monday 14 September, from 1-2

                                    ii.            Or 15 September from 10-11.

                                  iii.            With 4 volunteers it won't take more than 30 minutes

c.       Super Sign up board member volunteers

                                      i.            Two hour shifts:  11-1, 1-3, 3-5, and 5-7

                                    ii.            Volunteers to help membership

                                  iii.            Volunteers to sell opportunities

                                  iv.            Volunteers to replenish refreshments

d.      OSC and ESC will share costs and profits.

                                      i.            Food costs will be split on percentage of members.

                                    ii.            Raffle will be split 50/50.

                                  iii.            The quilt raffle money is separate because it is part of the bazaar.

                                         

C.

2nd Vice President, Terry Drushal

 

 

 

1.      Proposed events that need approved:

 

Month

Event

Time

Date

Theme / Food Ideas

 

September

Super Sign-up

Day/Evening

Sept 15

N/A

 

September

Home State Welcome

1130 a.m.

Sept 22

Baked Potato/ Salad

 

October

McChord OSC Bunko Invitation

TBD

TBD

TBD

 

November

Bazaar

Day/Evening

Nov 7-8

N/A

 

November

Give Thanks Luncheon

Day

Nov 17

Bring Favorite Dish

 

December

Gift Exchange (Dirty Santa)

Evening

Dec 15

Desserts / Hot Toddies

 

January

Retro Luncheon
Basic Black Dress
(Hats, Gloves, Dresses)

Day

Jan 19

High Tea / ARROWS
Guest Speaker

 

February

Spouses Mock Dining-In

Evening

Feb 16

 

 

March

Amazing Race

Day

Mar 16

Various Challenges

 

April

80’s MOD Party or

Brides Maid Dresses

Evening

Apr 20

Elections / Catered

 

May

Installation

Day

May 18

Bingo (Polish Pottery)

 

 

 

 

2.      Jessica Harp, Field Marketing Representative, US Family Health Plan, is interested in providing opportunities for raffle and/or assisting in sponsoring some events for the OSC.

 

3.      Terry Drushal requested that 2nd Vice President budget and Decorations budget be done separately.

 

4.      One event should be designated a joint OSC/ESC event.  The “Give Thanks” luncheon was looked at as an option.

 

 

ACTION:

 

 

1.                  Terry Drushal  will designate a joint OSC/ESC event.

2.                  Kim Neumann will budget “Decorations” separately from the 2nd Vice President’s  budget.

 

                                         

D.

Recording Secretary, Jamille Wagner

 

1.      Will coordinate this month with webmaster, Leah Britnell, to post minutes on website.

 

2.      Jenn Smith requested that Jamille Wagner give hard copies of submitted board reports to Jenn Smith before the board meeting.

 

3.      Jamille Wagner will notify board members that should attend the Budget meeting tentatively set for Sept. 9th at 930 a.m. at the cottage.

 

ACTION:

 

1.                  Jamille Wagner and Leah Britnell will coordinate posting minutes to the website.

2.                  Jamille Wagner will send out an email about when/where/and who should be at budget meeting.

 

E.

Corresponding Secretary, Tricia Rambin

Absent

 

1.      Mail and telephone messages have been distributed to the appropriate board members.

2.      New mail bags are available to those whose board positions frequently receive mail.

3.      If you are not comfortable in using this system please let me know.

                                         

F.

Treasurer, Whitney Heyward

Absent

                                         

G.

Parliamentarian, Morri Landes

Absent

 

1.      Be sure to review the Constitution and By-Laws, paying particular attention to your job description and responsibilities as well as the AAR for your position from last year. 

 

2.      Please confirm that you have a copy of the Constitution and By-Laws in your notebook.  Let me know if you do not or if you need the AAR from last year for your position.

 

3.      Discussion pertaining to making sure there is a copy of the constitution at Super Sign-up.

 

ACTION:

 

Morri Landes will bring a copy of the constitution to Super Sign-up.

                                         

 

IV.

Standing Committee Reports:

 

A.

Community Outreach, Elizabeth Wright

 

1.      Created 2009-2010 Fisher House Meals calendar.

a.         Distributed sign-up sheet.

b.         OSC will provide meals the 2nd Wednesday  and 4th Monday.

c.         Have meal there by 430 p.m.

 

2.      August and September outreach will be the Hillside school drive.

 

3.      Elizabeth Wright will contact Lynnae Kuklok, publicity, with Fisher House and Hillside school drive information.

 

ACTION:

 

Elizabeth Wright will contact Lynnae Kuklok, publicity, with Fisher House and Hillside school drive information.

                                         

B.

Cottage, Sally Rocke

a.        

1.      OSC and ESC will share the cost of cottage operational products in cottage.
$50 per club.

 

2.      OSC / ESC cottage schedule for meetings and rentals:

a.       OSC = 1st and 3rd weeks of the month

b.      ESC = 2nd and 4th weeks of the month.

 

3.      Cottage rentals are split 50/50 between clubs.

a.       ESC insurance policy does not allow rentals of the cottage.

b.      OSC needs to check with their insurance company to see if OSC can rent the cottage.

c.       Jenn Smith will contact ESC president about whether OSC can rent the cottage on the 2nd and 4th week and discuss splitting the rentals 50/50 if only OSC can rent.

 

4.      Improvements being made to cottage:

a.       Painting board room and adding curtains.

b.      Hanging racks have been purchased for linens.

c.       Discussed quarterly deep clean OSC/ESC get togethers.

b.       

ACTION:

c.        

Jenn Smith will contact ESC president about whether OSC can rent the cottage on the 2nd and 4th week and discuss splitting the rentals 50/50 if only OSC can rent.

 

C.

Decorations, Kim Neumann

 

No board report at this time.

                                         

D.

Historian, Carrie Livengood

 

No board report at this time.

 

E.

Holiday Bazaar, Melissa Steinig & Val Amadon

 

1.      Event dates:  Nov 6th- set up and vendors set up; Nov 7th- event; Nov 8th - event and tear down.

 

2.      Event will be held in the white MWR tent
(to be located behind the bowling center).

a.    Cost for the tent will be $750.00 and a partnership with MWR.

b.   As a result of this partnership- MWR will provide lighting, multiple heaters, PA system, and a solid floor.  In return we will provide MWR with four (4) 10'X10' booths to use as they wish.

c.    Tent will be moved in September.  Will roughly be able to fit 64 or 67 vendor booths plus 8 booths for MWR, OSC and sponsors.

 

3.      Raffle- American's Gallery has graciously donated a framed piece of artwork to be raffled at the bazaar. The title is "Lord Grant Me the Strength" - value of $200.  Quilt is being made and should be finished by Super sign-up.  Need to come up with dates for selling tickets.

 

4.      Still working on dates and places for sales.

 

5.      Portable toilets-  POC at MWR said the bowling center and skating rink may be used.  Denis Unker at Skookum is donating 2 combo portable toilets (with sinks inside) and one handicap portable toilet with sink outside unit.

 

6.      Applications were sent out by Val Amadon via email.  Some needed to be sent by post due to bad email addresses.  Have received about 30 applications- Less than half are direct sales.  Val will be sending out acceptance letters soon.  Discussed letting FRGs set up their own tents/booths outside free of charge.

 

7.      We have received a request for a booth outside the tent for Kettle Corn.  They have their own tent.  OSC will charge them $90.

 

8.      Security- talked with the 42nd MP BDE Operation section- LT Robert Rothrock.  He stated the best they could do was every 1/2 hour checks throughout the night.  The doors in the tents can be locked.

 

9.      A request to the General Manager of AAFES for the donation of 20 rolls of Blue painters tape for the marking the booths was denied.

 

10.  How many booths will OSC need for the event?  Ways and means, hospitality, etc?

 

11.  Silent Auction- unit fliers?  How to disperse them to units?

 

12.  Need details on unloading and reloading table and chairs.  Who is the POC?

 

13.  Possible Problems:

a. Parking for public and vendors

b. Vendors parking for unloading and reloading of their vehicles?

 

14.  Discussed letting FRG’s set up tents outside and sell food.

 

15.  Sponsorship packages discussed.

a. US Family Health Plan is sponsoring the bazaar.  They are donating $1000 and will host the hospitality booth for the vendors (snacks and drinks).

b. Fort Lewis OSC should think about having an actual package that says “for this amount of money the OSC will give you this”.  Standards for sponsorship give the OSC legitimacy.

c. Carrie Livengood will coordinate with Melissa Steinig on last year’s sponsor --USAA.

 

ACTION:

 

Carrie Livengood will coordinate with Melissa Steinig on last year’s sponsor --USAA.

 

F.

Hospitality , Jennifer Stepetic

 

No board report at this time.

 

G.

Membership, Cindy Mohan

 

1.      Changed the membership form to reflect the official board year
September 1, 2009 through August 31, 2010

 

2.      Distributed new membership forms to the Board.

 

3.      Cindy Mohan will contact equity to include OSC trifolds in housing packets.  Also look into placing at schools and Waller Hall.

 

ACTION:

 

Cindy Mohan will contact equity to include OSC trifolds in housing packets.  Also look into placing at schools and Waller Hall.

                                         

H.

Publicity, Lynnae Kuklok

Absent

 

1.      Lynnae Kuklok made a general OSC brochure for surviving spouses and for future use.

 

2.      Checked on Super Sign-up banner revision with MWR.  It is in production.

 

3.      Give Tonya Noll notification if volunteers are needed to assist with publicity for functions.

                                         

I.

Reservations, Margo Michaelson & Heather Wood

 

1.      Reservations will make their own magnets using the magnet business card printer sheets available at the office supply stores.

 

2.      Margo Michaelson is checking into having lapel pins made for OSC members.  Vendor is Larry Michelson from National Specialties.
Delivered cost will be $1.35 each, if 200 prints ordered.  That includes an epoxy dome.  It takes about 10 days for the actual sample then another 10 days for production.
Cost of pins would come out of membership budget.
Use OSC logo for pins.  Pin size should be bigger.
Discussion on using pins to recognize people who are new to luncheons.  Reservations would coordinate with hospitality on identifying “first time guests”.

 

3.      Evites or email for reservations?
Email should be used for reservations due to the issues with Evites being filtered by AKO.

 

4.      Additional person needed for reservations.  Tonya Noll volunteered to help reservations.

 

5.      Jenn Smith will check with Margo and Heather to see if an additional co-chair required.

 

ACTION:

 

1.                  Cindy Mohan will budget for cost of pins being coordinated by Margo Michaelson.

2.                  Tonya Noll will help with reservations at Super Sign-up.

3.                  Jenn Smith will check with Margo and Heather to see if an additional chair required.

 

K.

Retiree Representative , Shirley McNall

Absent

                                         


L.

Soundings, Marci Fair

 

1.      Keeping advertising prices the same as last year.

 

2.      At the beginning of July sent out letters and follow-up emails to past years' advertisers with information about advertising for 2009-10.    Have yet to hear from any advertisers about interest.

 

3.      Sent out advertising information for the Soundings to potential Bazaar vendors in June. Have yet to receive any responses of interest.

 

4.      As of today I only have one interested advertiser. My former co-chair Jessica Harp's new employer has expressed interest in a full page year long ad.    However, I do not have firm commitment.

 

5.      I will meet with Chaplain Burton's wife, Laura, on 10 August to discuss her contributing a column to the newsletter. I have not received any contact information for the person interested in contributing a fitness/nutrition article that had been discussed at the May board meeting.

 

6.      I recommend transitioning to an all digital newsletter digital distribution system.

 

7.      Last year’s newsletters were 20-24 pages

 

8.      Last year only 23 out of 160+ members requested paper copies of the newsletter. Printing 30, 20 page newsletters, costs $110/month to print.

 

9.      Without having to reserve space for advertisers the newsletter can be 8-12 pages, making it more manageable for members to print out copies on their own computers.

 

10.  If we do not have advertisers, we will need to allocate funds for the September printing for Super Sign-up or find a sponsor to cover the cost. Last year printing 200 copies cost $320.00.

 

11.  All material should be submitted by the 29th of each month.

 

ACTION:

 

All board members are reminded that the Soundings deadline is the 29th of each month.

                                         

M.

Thriftshop Liaison, Morri Landes

Absent

                                         

N.

Volunteer Coordinator / Unit Representative, Tonya Noll

 

1.      Will confirm everyone on VMI in the next couple days.

 

2.      Will coordinate with Melissa Steinig for bazaar volunteers.

 

3.      Jenn Smith will contact Dale Reese for community updates for Tonya Noll.

 

ACTION:

 

1.                  Tonya Noll will confirm everyone on VMI and will coordinate with Melissa Steinig for bazaar volunteers.

2.                  Jenn Smith will contact Dale Reese for community updates for Tonya Noll.

 

O.

Ways and Means, Annie Limberg & Beth Carpenter

 

1.      Ways & Means made a total deposit of $152.65
$25 consignment, $127.65 regular

 

2.      Expenses were $56.40 for custom neck charms,
$33 for aprons, and $145.87 for wood signs.

 

3.      Museum has requested 7 more afghans so another 10 have been ordered. 

 

4.      The new Fort Lewis Cookbook project is underway.  Buying for $4.11.  We are looking at ordering 200 cookbooks with 300 recipes.  Recipes can be submitted via email to the Ways & Means address, in person, or via the website.  Hoping to have the cookbook completed by September 30 so that it can be here by the holiday season.
www.typensave.com
Group Login: OSCFL
Password: 64377

 

5.      Ways & Means is also in the process of ordering some new items for the store including a basket with a laser engraved lid, personalized magnets for volunteers, and tin signs.

 

6.      Lidded baskets

a.       Do presale at Super Sign-up.

b.      Let buyers know that 25 baskets must be sold before order will be placed.

 

7.      T-shirts for Super Sign-up.

a.          Annie will email board with information.

b.         Please indicate the size and sleeve length.

 

                                         

P.

Webmaster, Leah Britnell

Absent

                                         

Q.

Welfare, Alli Fallot

Absent

 

Alli Fallot is starting to get phone calls from families of the newly deployed asking about financial issues and school supplies.

                                         

V.

Business:

 

A.

Unfinished Business

 

None

 

B.

New Business

 

 None

 

VI.

Closing Remarks

 

A.

President, Jenn Smith

 

No remarks at this time.

 

 

 

B.

Honorary President, Grace Dorta

 

The nametags are fantastic!

 

 

 

C.

Honorary Advisor, Sandra Norris

Absent

 

VII.

Adjournment:

The meeting adjourned at 11 a.m.

Our next meeting will be on Sept 1, 2009 at 9:30 AM at the OSC Cottage.

 

Respectfully Submitted,

Accepted,

 

 

Jamille Wagner

OSCFL Recording Secretary

Jennifer Smith

OSCFL President

 

 

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