LONG RANGE PLANNING COMMITTEE

 

Meeting No. 8:

Location: Scott Severance’s Office.

Meeting Date: Jun 21, 05

Meeting duration: 7 to 8:30 PM

 

Committee membership attendance:

In attendance: Tom Button, Scott Severance, Arley Morey, Marvin Patnode, Bill Boudin, Sandra Sherwani, Judy Swanson
                       

Excused: Jane McCarthy

Absent: Karen Whedon, Sallie Dannan, Kurt Londhair, Leo Naylor, Dick Butler, Mary Clay

 

Next Meeting: To be Scheduled

 

Minutes:

The committee reviewed the status of the electronic boomer project, and the CNY Edge and SPARK visit to our lodge in Vermont.  We then expanded our discussion of ways to make the monthly club meetings less in number and/or more meaningful.

A-    CNY EDGE & SPARK LODGE VISIT

a.      Scott reported that our planned scheduled use of the Lodge on Columbus Day weekend for the purpose of promoting its use by the CNY EDGE and SPARK organizations had fallen through.  These two organizations discovered a major conflict with the 40 below 40 summit event that is planned for the same weekend, and they must attend the summit event.

b.      Thus, it was agreed to reschedule their use of the lodge until sometime in Sept or Oct of 2005.

c.      Chris Watson is heading up the coordination of this activity now.

d.      Some discussion followed about OSC possible participation in the 40 below 40 Summit.  It was agreed that this issue was to be discussed at the next board meeting.

B-    Electronic Boomer:

a.      Status of Action Items

                                                               i.      Scott has written his Jul-Aug Boomer article and announced to the membership our planned migration to an electronic Boomer. 

                                                             ii.      Karen has obtained the .pdf version of the Jul-Aug Boomer, and Arley has placed it on the OSC website.  The Boomer has a link on the front page just under Scott’s picture.  There is also a link for a free copy of Adobe Acrobat Reader on the front page.  Publishing of the Electronic Boomer has started – now to get the membership more engaged.

                                                            iii.      Other action items related with implementing the electronic Boomer will continue – see prior month’s minutes.

                                                           iv.      Marv to follow up with Karen to determine the outcome of her meeting with Phoenix Press.

C-    Monthly Meetings:
Since monthly meeting represent a large cost, this committee needs to pursue ways of lowering these costs while still keeping the membership active and engaged.

a.      There was a great deal of discussion about the pros and cons of reducing the number of club meetings, with no final conclusion other than to leave them as they are presently scheduled. Instead the committee settled on defining a more focused “vision” for the meetings in order to make them more meaningful for the membership.

b.      Traditional Format: It was agreed that the traditional meeting format has to change.  There will no longer be a stream of speakers – each using 5 or so minutes to speak about there committee or responsibility, or particular trip they were promoting.

c.      New Format:  The whole meeting agreed that each meeting needed to have a specific club activity focus that provided the membership with valuable information.  Thus, the topic should be tied to those activities pursued by the club as a whole – i.e. new membership, ski racing, lodge, biking, tennis, etc.  The activity focus should be devoted to this topical area and set up to inform the membership about issues and events that surround the topic.

d.      Further, since the membership tend to view the monthly meeting as a social event, each meeting format should have a social element built in.

e.      To help Scott with planning and executing this new format, it was agreed that a monthly meeting chairman should be established to plan these meetings – taking the burden off Scott’s shoulders.  He is already a very busy club president.

                                                               i.      Meeting chairman to run the meeting

                                                             ii.      Utilize PC projector at each meeting

1.      Jeff Jacobs is tech expert to help out with logistics.

f.        New Format Brainstorming Ideas for the new chairperson:

                                                               i.      Sept Meeting – promote club trips and new Electronic Boomer:

1.      Show membership how to get copies of Electronic Boomer.

2.      Use website and PC to show membership what is planned – also get them more involved in using the website for their specific information.

                                                             ii.      Oct Meeting – Club Ski Racing and the Lodge

1.      Set up slide shows on OSC Ski Racing and tour of the Lodge.  Use PC and screen to show membership the slide shows.

2.      Have a pre-meeting dinner or cocktail hour as a platform for new members to get to know the membership (a mixer).

a.       Could send all new members an invitation and have them RSVP – obtain list from Membership Chair.

                                                            iii.      Feb Meeting – Focus on OSC Cup Race

 

g.      Marv to bring up new meeting format at the next board meeting.

 

D-    Membership:

a.      Promotional Ideas that surfaced during the meeting:

                                                               i.      Recruit new members at the OSC cup race next year.

                                                             ii.      Have a club party at the OSC race to promote the race.

                                                            iii.      Have breakfast before the race.

                                                           iv.      Set race date so that colleges can come and participate.

 

Respectfully,

Marvin Patnode