2006 New Board Meeting

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As submitted by Kathy Bowman on 11/7/06 with edits by Pepi Acebo 11/21/06

Council of UU Camps & Conferences
"New" Board Meeting
Minutes
10/27/06 – 10/28/06

6:32 p.m.
Attendees: Pepi Acebo (Vice-President), Kevin Miller (President), Clarice Turney, Pippi Kessler, Jon Durbin, Kathy Bowman (Secretary).
Absent: Dee Dumont (Treasurer)

Agenda approved by acclaimation for 10/27/06 session.

ELECTION OF OFFICERS The following slate of officers was approved by acclaimation:

• President: Kevin
• Vice President: Pepi
• Secretary: Kathy
• Dee was elected as treasurer in the general meeting.

AGENDA Kevin asked for agenda items:

• General Assembly: workshop, staffing, CU2C2 booth
• World Ad
• LREDA engagement
• Posters in congregations
• Publicity/communication
• Website
• Benchmarking (Resource development & information clearinghouse)
• Covenant for working together
• Nominating committee
• Scholarships
• Set next meeting

Meeting continued until the following evening, 10/28/06, after evening programs.

Meeting reconvened at 9:42 p.m. Texas Time, on 10/28/06.

GENERAL ASSEMBLY (GA) Discussion of size and position of CU2C2 booth at GA 2007. Do people learn about camps at GA? How can we research that? Could we learn by giving out discount coupons and observing how many are redeemed at home camps? We need to poll members about whether they would participate in giving out coupons for their retreats.

Clarice moved, Kathy seconded, that we have a 10x20 booth at GA and _ page ad in the GA program, provided costs obtained at the UUA website are reasonable. Motion approved.

Pepi moved, Clarice seconded, to allocate $250 for travel and $150 booth set-up expenses. Motion approved.

[Note: Cost for a 10x20 booth will be $730. Cost for a GA workshop (A/V fee) will be $50. Cost for a 1/2 page ad would be $400, only $75 less than a full page as in the GA 2007 Program Guide. President and Vice President conferred after meeting and agreed that an extra $75 would be acceptable, subject to board approval, in light of the lack of other anticipated cost increases. Adding to the $250 for travel and $150 booth set-up, the total anticipate GA costs would be $1655.]

WORLD AD Last year’s ad was color inside-page ad and cost $2068. Discussion of whether this is a reasonable cost, effect of ad, relation of ad to web site, possible use of coupons, other types of ads available.

Pippi moved, Clarice seconded, to spend up to $2200 for a front cover color ad OR inside black & white ad with coupon. Pepi will poll camps to see if they want to participate in the coupon, & will use his professional judgement in which ad he chooses.

[Note: The cost of the inside front cover ad is the same as the previous year, $2068.]

OUTREACH Our budget includes $500 for outreach to new camps & conference centers. Pepi moved, Pippi seconded, to give $500 to U-bar-U out of the 2006 budget. Motion approved. Kathy will ask Dee to send a check. Jon will give address to Kathy.

SCHOLARSHIP The SWIM board is requesting a scholarship for one of its two delegates. SWIM has paid for travel for both delegates and registration expenses for one. Discussion about protocol followed. Past practice was that the Treasurer handled requests.

Kathy moved, Pippi seconded, to provide a scholarship in the amount of $335 for the board president of SWIM to attending the CU2C2 2006 Annual Conference and Meeting. 5 yes votes, 1 abstention.

Kevin moved, Pippi seconded, that the board define a scholarship process. Approved. Members of committee will be Kevin, Kathy, Jon.

WEBSITE Pepi discussed making the CU2C2 site a Wiki site. He will need to install PHP script. This will allow anyone to make changes to the site. To avoid mishaps, one may make a copy before saving changes. Pippi volunteered to help add content to the website. Jon would like the map to link to camp & conference web sites. Pepi said the Wiki format will be for internal stuff, a separate page from the public one. Pepi will fix the website to link directly to camps, rather than through Joan Lager’s page, which we are doing at the present time. Pepi will let us know when the Wiki format is ready. Pepi will update the main website page before the UU World ad is published.

NEXT MEETING Kevin will set up a conference call. The next meeting will be Sunday, Nov. 19 at 9:00 p.m. EASTERN time.

Adjourned 11:59 p.m.

As submitted by Kathy Bowman on 11/7/06

Council of UU Camps & Conferences
Brief "New" Board Meeting
Minutes
10/27/06

6:32 p.m. Attendees: Pepi Acebo, Kevin Miller, Clarice Turney, Pippi Kessler, Jon Durbin, Kathy Bowman.

Agenda approved

ELECTION OF OFFICERS The following slate of officers was approved:

• President: Kevin
• Vice President: Pepi
• Secretary: Kathy
• Dee was elected as treasurer in the general meeting.

SET AGENDA FOR TOMORROW’S BOARD MEETING Kevin asked for agenda items for another board meeting tomorrow:

• General Assembly: workshop, staffing, CU2C2 booth
• World Ad
• LREDA engagement
• Posters in congregations
• Publicity/communication
• Web site
• Benchmarking (Resource development & information clearinghouse)
• Covenant for working together
• Nominating committee
• Scholarships
• Set next meeting

These items will be discussed tomorrow night, 10/28/06

Adjourned

As submitted by Kathy Bowman on 11/7/06

Council of UU Camps & Conferences
"New" Board Meeting
Minutes
10/28/06

Meeting called to order at 9:42 p.m. Texas Time

GENERAL ASSEMBLY (GA) Discussion of size and position of CU2C2 booth at GA 2007. Do people learn about camps at GA? How can we research that? Could we learn by giving out discount coupons and observing how many are redeemed at home camps? We need to poll members about whether they would participate in accepting dollars off coupons for first time attendees, for their camps/conferences.

Clarice moved, Kathy seconded, that we have a 10x20 booth at GA and an ad in the GA program. The size to be determined, provided costs obtained at the UUA website are reasonable. Motion approved.

Pepi moved, Clarice seconded, to allocate $250 for travel and $150 booth set-up expenses. Motion approved.

WORLD AD Last year’s ad was color inside-cover page and cost $2068. Discussion of whether this is a reasonable cost, effectiveness of ad, relation of ad to web site. Again, it was agreed to pursue the use of coupons to measure effectiveness. There was also a discussion regarding other types of ads that might be available.

Pippi moved, Clarice seconded, to spend up to $2200 for a front cover color ad OR inside black & white ad with coupon. Pepi will poll camps to see if they want to participate in the coupon, & will use his professional judgement in which ad he chooses.

OUTREACH Our budget includes $500 for outreach to new camps & conference centers. Pepi moved, Pippi seconded, to give $500 to U-bar-U out of the 2006 budget. Motion approved. Jon abstained due to conflict of interest. Kathy will ask Dee to send a check. Jon will give address to Kathy.

SCHOLARSHIP Pepi reported that the SWIM board is requesting a scholarship for Pepi to attend CU2C2 2006 at U-bar-U (this conference). Discussion about protocol.

Kathy moved, Pippi seconded, to pay the registration and van transportation ($335) for Pepi, board president of SWIM to U-bar-U. 5 yes votes, 1 abstention.

Kevin moved, Pippi seconded, that the board approve a scholarship process. Approved. Members of committee will be Kevin, Kathy, Jon.

WEB SITE Pepi discussed making the CU2C2 site a wikki site. He will need to install PHP script. This will allow anyone to make changes to the site. To avoid mishaps, one must make a copy before saving changes. Pippi volunteered to help add content to the web site. Jon would like the map to link to camp & conference web sites. Pepi said the Wikki format will be for internal stuff, a separate page from the public one. Pepi will fix the web site to link directly to camps, rather than through Joan Lager’s page, which we are doing at the present time. Pepi will let us know when the WIKKI format is ready. Pepi will update the page before the winter World ad is published.

NEXT MEETING Kevin will set up a conference call. The next meeting will be Sunday, Nov. 19 at 9:00 p.m. EASTERN time.

Adjourned 11:59 p.m.

Suggestions on the New Board Meeting Minutes -- Pepi Acebo 11/9/06

Since it was one meeting continued across two evenings, you could merge the first meeting and second meeting of the new board and save paper, just change the "Adjourned" to "Continued until the following evening, 10/28/06, after evening programs."

adding "Absent: Dee Dumont, Treasurer" adding titles where applicable (President, Vice-President, Secretary, Treasurer) even though Microsoft Word will tell you it's wrong, "website" is actually correct.

I thought each nomination was moved and seconded separately, and approved by unanimous consent. This is probably immaterial.

From Scholarship section, since this reads like it's more of an inside deal than it is: suggest deleting "Pepi reported that" changing "for Pepi to attend CU2C2 2006 at U-bar-U (this conference)." to "one of its two delegates. SWIM has paid for travel for both delegates and registration expenses for one."

changing "to pay the registration and van transportation ($335) for Pepi, board president of SWIM to U-bar-U" to "to provide a scholarship in the amount of $335 for the board president of SWIM to attending the CU2C2 2006 Annual Conference and Meeting."

suggest adding "Discussion about protocol followed. Past practice was that the Treasurer handled requests."

suggest "that the board approve a scholarship process." be changed to read "that the board define a scholarship process."

wiki is spelled "wiki"

Adding the following notes at the end of appropriate sections:

[Note: Cost for a 10x20 booth will be $730. Cost for a GA workshop (A/V fee) will be $50. Cost for a 1/2 page ad would be $400, only $75 less than a full page as in the GA 2007 Program Guide. President and Vice President conferred after meeting and agreed that an extra $75 would be acceptable, subject to board approval, in light of the lack of other anticipated cost increases. Adding to the $250 for travel and $150 booth set-up, the total anticipate GA costs would be $1655.]

[Note: The cost of the inside front cover ad is the same as the previous year, $2068.]

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