Minutes of Rollingwood Women's Club Meeting Date: August 19, 2024Time: 6:00 PM Location: Chinatown Cafe
Attendees: Pari Schacht, Bunny Michel, Maggie Broglio, Kelly Dixon, Emily Burns, Paige Miller, Courtney Harvey, Catherine Perez, Laura Michael, Jami Bonyun, Jessica Garcia, Emily Burns
1. Introductions:
Each attendee introduced themselves.
2. President’s Remarks (Pari Schacht):
Roles and Responsibilities: Pari asked everyone to review the spreadsheet outlining their roles and responsibilities and encouraged board members to ask questions if they had any.
Gratitude: Pari expressed her deep appreciation for everyone's contributions, stating that the success of the club’s events is thanks to the board's hard work.
3. Programming Discussion:
Kelly and Paige: Are sharing responsibility for programming for the year. There was a discussion about how some meetings will be held on the 3rd or 4th Tuesday of each month depending on hosts availability, speakers, and holidays
Laura: Will update the website and add all events along with RSVP functionality.
Kelly and Paige: Shared the programming for the new season that they worked on this summer and it is now posted on our website.
4. Website Updates (Laura):
Update Status: Laura is working on updating the website and potentially migrating to a new platform so we could have a membership directory and streamline operations
Immediate Priorities: If the platform migration isn’t completed soon, programming details and the membership form will be updated, so people can start paying dues.
5. Wine and Cheese Event (September 24th):
Check-in: Macey and Amy Rung offered to manage check-in. The team will confirm if the date still works for them.
Name Tags: Determine who will be responsible for preparing name tags.
Check-in System: The group discussed what worked and didn’t work at last year’s event, aiming to streamline this year’s event.
Food, Drinks, and Setup: Jessica and Maggie will organize, but may need additional volunteers for setup.
Desserts: Love and Cookies will provide desserts.
Venue Setup: A visit to the venue will be scheduled prior to the event to figure out the best layout.
New Members: New members will be invited to arrive early at 6 PM.
Promotion:
Laura will handle digital promotions via email, the website, and WhatsApp. The goal is to encourage members to pay dues in advance to streamline check-in.
Bunny will promote the event on social media.
Agenda: Last year, the event started with an introduction by Pari, followed by new members introducing themselves, introducing board members, and soliciting volunteers. Pari asked for suggestions on any additions to the agenda.
6. Fundraiser/Socials/Playdates Discussion:
Ice Cream Social: Scheduled for Sunday at 4:30 PM and organized by Rachel.
Emily proposed trying socials for fundraising this season so members can organize a social and charge for these. The host/organizer for the social would cover costs and all ticket sales would be donated to the club. Everyone agreed they were open to us trying this model for fundraising instead of one larger fundraising event.
Additional Playdates: Rachel offered to organize special events for different age groups. The board decided this would be best handled in the new socials format and the board could choose to sponsor some of these events
Playdate Meetups: Erika, Paige, and others will coordinate monthly playdate meetups on the first Sunday of each month at 10 AM starting in October.
9. Volunteer Needs:
Upcoming Events: The group discussed which events might need more volunteers, including Easter, 4th of July, and possibly others.
Best Practices: Thoughts were shared on the best way to solicit volunteers for these events.
10. Budget (Courtney):
Motion to Approve Budget: Bunny moved to approve the updated budget, with Maggie seconding. The motion passed, and the budget was approved. The current account balance stands at $29,053 and Courtney projected an estimated gain of approximately $150 for the fiscal year
11. Future Board Meetings:
The board agreed to meet again in late January or early February, with additional meetings potentially in the spring and early summer.
All board members were invited to participate in the optional 5K meeting on Friday, August 23, 2024, at 11 AM at Pari's house.
Meeting Adjourned.
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