News 4/98 - WDJAA

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WDJAA's 1998 Convention Meeting

Minutes
President Report
Vice President Report
Secretary/Treasurer Report
Board of Director Reports

Minutes - 4/18/98

Called to Order at 10am by Kathy Godwin, President
Welcome by Kathy to all in attendance
Reports:

National Alumni Association (NAA) Board of Director Rep, KKY: Valerie (Deaton) Daubard (NAA Finance Comm.)

As of 3/9/98 NAA:
Membership: 262
Balance: $6104.22 (all debts paid)

NAA Board of Director Rep, TBS: Lennie Hughes (NAA Activities Comm)

-Discussed changes in Life Membership $150 -> $250, one time payment only, 1 year NAA included
-No longer annual AA (Alumni Associations) fee for Local Associations
-$25 Setup fee for Local AA's
-Local Associations must file Annual Association Reports
-NAA supported 4 Delegates to Nationals (SPAF)
-2 Newsletters were published -- Comments to Lennie Hughes
-Guidelines for AA formation and NAA history is now in Membership Education book
-Roster of NAA members is in progress
-Stillwater work weekend 7/10-7/12
-Discussed Local Association non-discrimination policy
-Special Project Assistance Fund -- Helps active chapters with big projects and not enough capital first grant will be 1999

Secretary/Treasurer: Richard Mackey

Balances: Debts: $734.05

Credits: $940.00

Forward: $315.95

Membership: Total 22 x $5 = $110 to district

Vice-President: Aaron Seifert

-Newsletters: 2 published
-Reception went great
-Membership--Attended CA & AZ state days
--Helped bring up the numbers of KKY at NAU
-Web page is up and running
-WDJAA will run WD Raffle
-Attended District Officer Meeting for the President
-Next years goals: Help with colonization, Service to chapters and community, develop awards for Alumni Participation.

President: Kathy Godwin

-29 Life/Alumni at Convention
-There were 2 executive board meetings
-WDJAA attended District Officers meeting to maintain contact with the actives (at the request of the actives)
-Kathy lives in Lafayette (note to Tracy) Indiana
-Visited Brian Parker and U of Washington
-Please sign up and be active on committees
-Help and be noisy during the Raffles
-Listen to the changes to the Bylaws

Old Business:

None

New Business:

-Sec/Treas presented Executive Boards revised constitution. After much discussion, sections on Local Associations were removed, constitution and bylaw sections combined into bylaws only, and a few other minor changes, the new Bylaws were approved.
-Vice-President has a bill of $46.07
-The new Western District webpage was presented by the Vice-President including changes and additions requested by the District Officers.
-Motion to pay 1/2 the amount paid by the combined Organizations to support funding of the Accent. Motion Passed. This will be $70 for 1998
-President reiterated supporting community and local chapters
-President suggested the addition of a committee to support chapters in need (ex. Gamma Kappa (KKY), Theta Eta (TBS)) Approved
-Discussion of future ideas (See Survey)

Elections:

President: Kimbi Fye nominated herself

Kathy Godwin was nominated by Richard Mackey

Kimbi Fye rescinded her nomination

Kathy Godwin was accepted by acclamation

Vice President: Danielle Kane nominated Aaron Seifert

Lennie Hughes nominated Kimbi Fye who declined

Aaron Seifert was accepted by acclamation

Sec/Treas: Valerie Deaton nominated Richard Mackey

Richard Mackey was accepted by acclamation

Committees:

Publications (under Sec/Treas) named Fanfare!
Committee members: Eric Geedey, Kathy Godwin,
Valerie Deaton, Aaron Seifert
History Committee (under Sec/Treas): Support as needed
Ways and Means (under Sec/Treas): Support as needed
Membership (under Vice-President): Support as needed

Special thanks to all Alumni and Life members in attendance, Paul Patterson for help with the reception, and Tracy Rogers and Aaron Seifert for work on the first two issues of the Fanfare!

Motion to adjourn by Lennie Hughes, Second Richard Mackey, motion passed

Meeting Adjourned 12:50pm.

WDJAA President’s Report
Western District Convention, April 17-19, Los Angeles, CA
Kathy Godwin

Hey Y’ALL! Welcome again to the Western District convention! I would like to start by thanking all of you for attending. In all, there are 29 life/alumni members registered at this convention. I hope that through our work with communication and education, these numbers will grow in the future.

I’ll start back at last convention. After the election of an entire executive board from Arizona, we thought communication and meetings would be easy. We met a few times to go over our roles and discuss changes to the constitution. I then had an opportunity to attend the Western District Officers meeting over the summer. At this time, we discussed where the actives and alumni saw WDJAA going over the next year and years to come. It was wonderful to get these communication lines up and going. I have been in contact with the councils throughout the year to discuss ideas of ways to increase our membership as well as ways WDJAA could assist them.

Along with building communication with the councils, I started looking for chapter representatives who were willing to be a link between WDJAA and their local chapter. They have been offered assistance in ways to build up their own alumni groups which will help us and them in the long run.

Of course there was the National Convention held in Arizona. Many of you were there so I don’t need to elaborate. It was a blast for me! You’ve already heard all the business from Lennie and Valerie.

In September, I made a big move to Lafayette, Indiana, for a new job. I made a decision to continue on as President since I would not violate any part of the membership requirements for WDJAA by living in another district. Also, I knew I would have access to e-mail for communication with Aaron and Richard.

As I said earlier, I’ve been in communication with the district councils to find ideas where we can help them and they can help us. The following list was made from discussions with Richard, Aaron, and the active councils. Some we may pass today and others may be charged to the next executive board and committees.

Colonization Fun
Hosting the District Web Page
NIB scholarships
Contribution to the Accent cost
Lodging at July 4th
A winter FUNction
State Day activities
Information sheet for actives on WDJAA
Volunteering at chapters or music programs
Commisioning music

Along with generating ideas and listening to WDJAA’s ideas, the councils are helping us to be more visible. This weekend the membership committees are discussing increasing awareness of alumni activities during membership education. In addition, I (and some volunteers) will be involved in the raffle so we can get a plug for WDJAA often. They also are allowing(ha!) your entire executive board to be included in the pie in the face auction.

In addition to those ideas, we will leave here with a new set of by-laws, in some form, and new committees to assist the executive council with all the charges they leave here with.

I know that this year has been a building year and I would have loved to stand before you and pronounce the commissioning of 5 pieces and saving 2 music programs and raising one million dollars, but THAT will happen NEXT year because of the work that last year’s and this year’s councils have done.

I would like to thank Aaron and Richard for their work. Thanks go to Tracy for his work on the newsletter. I would like to thank the previous separate alumni associations for their time to get us to this stage. I would also like to thank the district councils who can’t hear me now, but they can see the minutes later. And last, I’d like to thank y’all for giving me the opportunity to serve you.

Respectfully submitted,

Kathy Godwin
WDJAA President

WDJAA Vice President Report 4/15/98

I. Current Activities

A. Newsletter - Fanfare

1. Spring and Fall editions went well, thanks to Tracy Rogers
2. Send via snail mail, .PDF file attached to email, post on the Webpage
3. September and October months to call (hound ) and email members for submissions.
4. Stress emailing to save copy & postage costs. $40 for both issues - hope
to cut in half next year.
5. Sections: Reports from officers, BOD reps, Important dates, Member sketches, Rosters and edition subject (i.e. Road trip memories)
6. Send out to Members, District Officers, Chapter Alumni rep/President, and Responses using the web form and any possible members.
7. Ones without email, JUNO and some others need to snail mail.

B. Reception at Western District Convention

1. Paul Patterson the stud donated to food and setup of tables in 1/4 a ballroom.
2. Jazz combo perform LIVE but cost unknown at this time.
3. Information booth for Q’s of WDJAA, or other Alumni matters
4. Right after Ritual
5. Got local help to do legwork

C. Encouraged local, individual help

1. State Days
2. Big Bro/Sis with the Membership Education
3. Rituals if a life member or witness/assist setup only if an alumni
4. Assist local band programs/groups or even participate.

D. Webpage

1. Information on the web: Newsletters, Officer Reports, State Day (s) info, Link to WD convention & Web page, Link to active districts, Link to alumni orgs/districts, General WDJAA information, Membership forms/link to them, Link to NAA and National HQ, Information for one sending information/change address, Officer contact information, How to start up alumni communications/association, Link to National & WD Listserves, Constitution.
2. Respond to form submissions, add to mailing list and answer other Q’s
3. Update monthly unless sooner
4. Goals: Downloadable membershipforms in MS Word & PDF, Update Monthly, investigate a free site, alter appearance occasionally, continue to advertize and get linked from other alumni groups. No errors.

E. Raffle at Convention

1. Read off numbers an give out prizes
2. In turn advertizing WDJAA and annoucing that we always love ideas to do things for you and when we meet.
3. Kathy did most.

F. Send out Info Packet

1. To all chapters (to Alumni Rep/Presidents) in prep for Spring Grad and Fall Grad. Hopefully get chapters to answer back if okay or need another copy
2. Update annually - keeping with web info too.
3. Goal to get response from chapters if okay!

G. Travel to state days

1. AZ visited and WDJAA presence with Richard, answered some Q’s
2. CA visited, reported for NAU (whoa), and WDJAA. Answered some Q’s and wanted to help with improving state days from Janeen from SDSU.
3. Goal to improve schedule with Janeen’s pamphlet. Add in Leadership, help enhance preparations for Convention/psych. up, reports, interactive/team building games, then social.

H. Advertize events around the district

1. State Days
2. Conventions
3. 4th of July @ SDSU
4. Misc events

I. Communication from Alumni reps (and Pres too)

1. Okay the info packet and give copy to graduating members
2. Answer: What can we do for you? and What do you think WDJAA does?
3. Exchange of information

II. Future Activities

A. Help with Colonization/Retention efforts with District VP’s
B. Some Social trip
C. Some Service trip
D. Travel to some state days
E. Help President with formation of a Scholarship to assist and active(s) to districts
F. Help President with formation of Awards saluting

1. Continued participation (Most alumni from a certain chapter, chapter gets $$)
2. Other achievements around the district

III. Charges to District Ways & Means or specific places??

A. Allow seniors to sign up for the Alumni/WDJAA committee like all the others
B. WDJAA gets at least 1 copy of the Accent editions
C. When chapters send in their officer report sheets copy one to the WD Sec./Treas.s or get copy from Nationals - quicker district officer address information.
D. Convention information (registration forms & info about deadlines) out 3 weeks prior to deadline either on the web or sent personally to the President of WDJAA.

IV. Reimbursements

A. Phone calls - mostly to get Fanfare rolling! = $25.05 receipts can be provided
B. Copying costs for Fanfare! = $21.02 receipts can be provided

WDJAA Secretary/Treasurer News 11/22/98

Welcome back to the 1998-1999 members of the Western District Joint Alumni Association. This year, we are welcoming roughly 10 members to our midst. As of today, we are at 25 members and looking forward to the soon-to-be Alumni from the Fall 1998 graduating class. This shows that we are growing. What is even better is we have a balance of greater than $600.

Enclosed, you will find several important documents. The most important is a survey from Kathy. We really need your input. Please spend the time to fill it out and mail it back ASAP. It should only take a few minutes to fill out but will be invaluable in WDJAA's future.

Also included is our current roster so you can correspond with other members, minutes from the 1998 WD Convention, and the latest WDJAA Bylaws. By the way we no longer have a Constitution, we have Bylaws.

On a personal note, I want to than Aaron and Kathy for not killing me. I have been trying to get this letter out for 2 months but have been so swamped between work, working with The Pride of Arizona (UofA Marching Band), physical therapy, and other personal stuff. See ya'll. I made it. I actually had a free couple of hours.

Well, I think that is about it. Hope the holidays are great for you and watch out for the Mall traffic.

Sincerely,
Richard Mackey
Secretary/Treasurer WDJAA '98-'99