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Western District Joint Alumni Association
Executive Board Meeting

May 9, 1999

Called to Order - 2:30 p.m.

Attendees: Aaron Seifert, John Bensen, Kathi Waddle, Richard Mackey and Eric Geedey.

Note from Kathy Godwin - We need to maintain equality of both Kappa Kappa Psi and Tau Beta Sigma being that there is only one member of Tau Beta Sigma on the Board. All agreed!

Introductions were made.

Nationals:

As of today we are aware of the following people going to National Convention: Kathi Waddle, John Bensen, Richard Mackey, Alyda McCarthy, Heather Horstman, Aaron Seifert and Kathy Godwin.

Communication:

WDJAA Elections at Convention - Elections were "funky." Enough said.

Members - We need to remember to contact people that do not have access to e-mail. Lets start sending information to past members; especially past officers. To improve communication we need to also focus at a state and local level.

Officer Breakdown:

President - Aaron is the liaison between the WD Presidents and the alumni. He will continue with Kathy’s plan of goal setting and meeting agenda. He will also buy beverages!

VP Membership - John will focus on active recruitment, retention and advertising. Ideas discussed: challenge chapters to pay for graduating seniors NAA and WDJAA dues; send mailer to each senior (Top 10 Flyer); have a raffle for free membership; create a welcome packet; and communicate with the alumni representative at each chapter.

VP Projects - Kathi will work on social activities and service projects for the association that will attract new members and retain current members. She will brainstorm ways to continue to serve music at the alumni level (VH1 Music First, high school band alumni, etc.) Discussion of creating activities at conventions and at the state level.
*The VP’s will work together on projects that involve promoting membership.

Secretary - Eric’s major goal is publishing three editions of the Fanfare (Post-Convention, Fall and Pre-Convention). Create a Fanfare distribution list for recipients other than current members. Discussion was had to redesign the membership application to include all required information for the NAA so only one form needs to be filled out. Adding a box for members to check if we may post their address and/or phone numbers on the web site. Communicate with alumni representatives at each school about alumni mailings and alumni events. Create a WDJAA shingle. Work with board on articles appropriate for our National publications. Let’s not forget the membership roster and minutes.

Treasurer - Richard has opened a separate WDJAA checking account with BankOne. Yea!! Richard would like to focus on registration and fund-raising. We need to know by June 25th if we have a NIB participant. The WD officer meeting is in Phoenix, June 18-20th.

Kathi’s report was read. Oh yes, John and Kathi did "stuff" last night!

Committees: We need to form committees when we need help. Suggestions were made on who may want to sit on particular committees.

Old Business

Ceremony and Song - Discussion of need and timing will be passed to the Membership Committee. Aaron will e-mail Kathi some comments.

Chapter Sponsonr Reps - The torch will be given to the Activities Committee if no one is interested in volunteering. We need to contact Reed and Audrey Morgan, Tracy Rogers and Gina Ward for assistance with the Utah chapters. Kathi will send an e-mail requesting volunteers. The e-mail from the Utah chapters was discussed. We decided that we should not just send money, but we could help them make stuff or have other chapters donate items for ritual. Aaron to discuss with the District Presidents about how our efforts could be most benefical to the Utah chapters.

Reception at convention - As of today, we have not been asked to pay for any services relating to the reception. We need to budget for both a lunch and the reception for next year. When we are planning the reception we need to be sure to check into the hotel restrictions on bringing in food.

Webpage - Aaron is doing a great job, so he gets to keep doing it! The Publications Committee will review the current WDJAA and district website and offer suggestions. Aaron will add bio’s of each officer after creating standard questionaire for the WDJAA officers and BOD. Eric needs to send Aaron the new by-laws.

New Busniess

Convention Activities - Kathi to compile a list of options and we will plan only ONE alumni activity.

Washington Alumni Association - University of Washington is working on getting support from Washington State. John is a founding member, but is not an officer. They are working on finding additional interest. Eric to send John By-laws for Washington to work off of.

Stillwater - Another group was able to work our planned weekend. Is ASU still going??

Long-term/Short-term Goals - Our involvement in the Leadership Conference was left up to the WD Officers. The results of Kathy’s goal planning was passed around. We need to work on our short-term goals by next convention.

Installation - University of New Mexico, Gamma Iota Colony, May 15, 1999 in Albuquerque.

Special Events

SW District President - Lost his house in tornado in Oklahoma. We need to send him a card.

Jeff & Shara’s new baby - We need to send them a card.

Colombine, CO - Eric will place information in the Fanfare about a fundraising campaign by the University of Colorado chapter of Kappa Kappa Psi for a comissioning project. The commissioned piece will be performed at a concert marking the one-year anniversary of the tradegy.

Meeting adjourned 6:00 p.m.