VASFAA
BOARD - COMMISSIONER - COMMITTEE PLANS & REPORT FORM
Jan Abraham – TG Sylvia
Blizzard – VSU
Anita Ella –JCHS Elaine
Linkenhoker – JCHS
Carl Bradsher – Averett Katherine
Lister - UMW
Delores Bright – ODU Jeffrey
North –Project Dis.
Dottie Burns – Regent Cynthia
Reilly- ODU
Gerene Carter –
Citibank Wanda
Spradley – Sweet Briar
Carla Dailey – ODU Tony
Sutphin - VT
Standard
Goal 1:
To facilitate a conference(s)
for the membership providing educational opportunities for all constituencies.
(Strategic Plan Reference: Section 4.5 B (3, 4, 5))
Objective 1: To work closely with Training, Vendor/Sponsor,
Membership and Electronic Services committees to ensure that the 0607
conference meets all the needs of the entire membership by providing an exhilarating,
educational and an electrifying conference.
Status Reports of Objective 1 – On going
Date:
July 09, 2006
Conference Committee Update:
Conference at a glance tentative schedule for 2007:
-
Saturday, May 19, 2006
·
Executive Board/Conference Committee Lunch (12pm-
Courtney Terrace)
·
Executive Board Meeting (12’ noon – Ferebee)
·
Conference Comm. Meeting (12’ noon –
·
President’s Appreciation Dinner (6 pm – 9 pm TBC)
·
Executive Board/Conference
Cttee/Training/Membership/Diversity
-
Sunday, May 20, 2006
·
Vendor Setup (8 am – 12 pm - Salon C and Cottage Row)
·
Registration Area Setup ( 8 am – 1 pm - Cottage Row)
·
New Aid Officer’s/Executive Board Lunch ( 12 pm –
Courtney Terrace) *
·
Leadership Symposium Lunch ( 12 pm – Princess Anne) *
·
Opening Session ( 5 pm – 7 pm – Salons A/B) Executive
Board/Candidate Speeches
·
President’s Reception 97 pm – 9 pm – Cottage Row,
Prefunction area/Spotswood Arms/Princess Anne/Courtney Terrace) Entertainment
Pending
-
Monday, May 21, 2006
·
Continental Breakfast (7:30am – 8:45 am – Peacock Foyer)
·
New Member/Executive Board Continental Breakfast (7:30am – 8:45am Salon B)
·
Budget/Finance Ctte Meeting - (7:30am – 8:45am – Ferebee)
·
Vendor Area Open (8am -12pm – Salon C, Cottage Row)
·
Conference Registration Open (8am – 5pm Cottage
Row/Prefunction Area)
·
Voting Polls Open (8am – 5pm - Avamere) *
·
General Session/Luncheon (Speaker TBA)/Trekkie Plays
·
Sector Meeting (1:45pm – 2:45pm)
·
General Session; Teambuilding ‘Mission” Event ( 3pm – 5pm
–
·
Dinner on your Own (6pm – 9pm)
·
Entertainment/fund raiser ( 9pm – 11pm - Casino Night
“Holodeck” - Salon A/B)
-
Tuesday, May 22, 2006
·
VASFAA “Away” Exercise Event (6:30am – 7:45am Boardwalk,
Beach front)
·
Continental Breakfast (7:30am – 8:45 am – Peacock Foyer)
·
Conference Registration Open (8am – 5pm Cottage
Row/Prefunction Area)
·
Voting Polls Open (8am – 5pm - Avamere) *
·
General Session; Motivational Speaker – TBA (10:30am –
11:45am Salons A/B)
·
Lunch on your Own (11:45am – 2pm)
·
Executive Board Meeting/Lunch (11:45am – 2pm Presidential
Suite)
·
Nomination and Elections Lunch (11:45am – 2pm Ferebee)
·
Vendor Breakdown (3:30pm – 4:30pm Salon C, Cottage Row)
·
Financial Aid Bingo (3:30pm – 5pm - Spotswood)
·
New Member
·
Pre-Banquet Social (6pm-7pm Peacock Foyer)
·
Banquet/Entertainment
(7pm – 10pm Salons A/B/C - TBC)
·
Entertainment Jazz
Band (10pm – 12pm)
-
Wednesday, May 23, 2006
·
Closing Session: Breakfast/Federal Update (8:30 am –
11:30 Salon A/B/C)
Date:
July 11, 2006
Conference Committee Update:
The conference committee chair along with Brenda Burke,
training - and Melissa Long, membership held a teleconference to discuss plans
for the upcoming conference.
Notable items discussed:
·
New Aid Officer Training to be held fall only.
·
Board is planning an ACG/SMART training to be held July 21, 2006 at Piedmont CC
·
Training mentioned more details forthcoming on future
training for two new grants.
·
Review the possibility for VASFAA concurrent sessions to
be repeated to allow persons unable to attend first presentation an opportunity
(especially important sessions)
·
Ensure all Vendor/sponsor information is sent to Biz
ASAP.
·
Sponsorships and drive – in day sponsorships have been
sent for the fall.
·
Discussion was
presented regarding vendors desiring to sponsor meeting rooms for sessions.
·
Registration is due, members will not display on the
website unless they have paid their fees.
Fees must be paid to participate on committees.
·
Membership will have color tags which will replace the
ribbons from last year.
·
It was suggested that colored buttons be used to
represent various teams for the team building event.
·
It was suggested to use a local group to support for the
Philanthropy (suggestions: Ronald McDonald House, Red Cross, Project Discovery)
·
Suggestions for the Philanthropy: silent auction, casino
night and stuffed toy drive, etc.
·
Tuesday night entertainment was suggested: Band or DJ
·
It was suggested that there maybe a possibility that the
main speaker could be split again between committees.
Date: July 12, 2006
Conference
Committee Update:
The
Conference Committee held its first meeting at
Speakers are
being contacted, for Sunday Keynote speaker, Monday opening session, Tuesday
general session and entertainment for Tuesday evening, all confirmations are expected by next meeting in
August.
The
conference focus will be centered on the Star Trek theme:
Monday
Luncheon & team building – “Trekkie” skits
Monday team
building – Team “Missions”
Monday night
event – The “Holodeck” Casino Event
Tuesday
morning exercise event – “Away
Tuesday
night event – The “Final Frontier”
For
Teambuilding events - Member packets will include teambuilding instructions.
Teams will be identified by button color included in packets.
Beachfront event – each team will be given a picture of
a Star Trek ship, teams will work together to create the ship in the sand.
Luncheon event – team captains will be assigned in
advance and given an episode for their team to create a short skit.
Monday night Philanthropic event
– There will be five different color tickets sold to be used to play
games in the Casino. Team with the most
tickets purchased will be given extra tokens for their team.
Tuesday evening Bingo (Philanthropic)
- Cards being purchased, funds for Philanthropic.
Tuesday Evening - DJ or Band (not confirmed)
Program/Pre-conference announcements: All information for the printer needs to be
submitted by February 2007. (Date TBA).
Members
volunteered for various duties:
Publicity –
Vera & Carla Dailey
Local
Arrangements – Wanda Spratley
Conference
Giveaways – Jeffrey North
Philanthropic
Event – Jeffrey North
Networking
Group event – Carl Bradsher & Michael Morgan
Tuesday
night event – Dottie Burns, Patricia Hinton
President’s
reception – Carla Dailey & Jeffrey North
Conference
Evaluations – Carl Bradsher
Conference
Decorations – Anita Ella, Elaine Linkenhoker
w/ Paul Rafferty assisting
Program,
preconference announcement – Vera & Carla
Conference
Packet Stuffing – Conf. Committee (May 20, 2006 2pm; location TBA)
Meals – Vera
& Tony Sutphin
The
committee also reviewed and discussed evaluations from 2006 conference.
While each
item on the list did not pertain to the conference committee the following list
captures notable items that were discussed and suggested to be presented to its
designated committee:
Having
critical topic sessions repeated, on-line evaluations, incentive to entice more
participation in completing evaluations, have mentors to attend the new aid
officers breakfast, have a first aid kit for emergencies, provide a place for
commuters to change after team building event, review sector sessions and make
more relevant to current issues, look into having different software vendors
presentation on FA module.
Date: Oct 17, 2006
Conference/Chairs
Committee Update:
Held
conference call with Membership, Vendor/Sponsor, Training and Diversity chairs. Diversity chair Hope Jackson suggested
having Harvey Alston back for another year as general session speaker as well
as conducting a concurrent session.
Jeanne Holmes represented the training committee. It was discussed and decided that training was
responsible for securing all concurrent session speakers and the Tuesday
general session speaker. Conference
chair (Vera) had already secured Congressman Bobby Scott for the Monday general
session (luncheon). Angela long stated
they would be ordering name tag holders for the conference and was working on
the registration template.
Date: Oct. 19, 2006
Conference
Committee Update:
The
conference committee held a conference call. It was decided there would be no change to the
conference schedule; we would use the same format as last year, except to add
an activity from 3:30pm to 6pm (Casino Night).
This would be an opportunity to raise funds toward the philanthropic
event as well as Bingo or a Raffle. It
will also provide a past time for commuters.
It was
reported that two general session speakers had been secured: Harvey Alston and Congressman Bobby Scott.
Teambuilding
– Carl Bradsher and Michael Morgan are working to put
together the teambuilding event (“shipbuilding on the beach”).
Entertainment
– Trademark band has been contracted for Tuesday night entertainment, Dotti Burns will be point of contact.
Committee
updates: Evaluations – Carl; Decorations – Anita, Elaine and Cynthia Reilly.
The
decorating team received several suggestions to consider. Another meeting was planned to finalize ideas.
Team names
were also discussed; it was narrowed down to use Star Trek character names,
ship names or various episodes of star trek.
This would be discussed and confirmed by next meeting.
Date: Oct 23, 2006
Conference
Decorating Team Update:
Decorating
team held conference call – They began plans for decorating the Salons for
luncheon/Banquet , Reception and Registration areas.
Date: Oct. 30, 2006
Membership/Electronic
Svc/Conference Cttee Update:
Finalized
the registration form for 2007 VASFAA annual conference
Date: Nov. 17, 2006
Conference
Decorating Team Update:
Conference
Call :(Cynthia Reilly, Anita Ella, Katherine Lister,
Elaine Linkenhoker, Tammy Garofano
and Vera .
Decorating
team held a conference call to report findings and to decide on what
decorations would be appropriate for each event. Table decorations were decided upon.
Anita and
Elaine submitted buttons to be purchased for the conference.
Date: Nov. 17, 2006
Electronic
Services/Conference Cttee Update:
Report –
Daniel Hewitt was introduced to Cynthia Reilly as the point of contact to
assist with the creation of the 2007 web-page design. Cynthia & Vera begin working on web page
design.
Date: Nov. 30 2006
Conference
Decorating Team Update:
Elaine,
Anita, Cindy, Tammy and Katherine, submitted a draft of several suggested items
to be considered as part of the decorations. Cindy would be creating the final design to
submit.
Date: Dec.
06, 2006
Hotel/Conference
Cttee Update:
Report: Met
with Ann-Marie at VB Hilton – Discussed overflow arrangements. Ann-Marie will get with the overflow hotels
(Sheraton and Courtyard Marriott) and get their web information for our use. The rates at these two locations will be $109
per night. Please note that rooms have
been designated for Board Members at the Conference Hotel and at the Conference
Rate. Also discussed was information
about the rates for extra rooms outside of our block assignment at the
Conference Hotel. The $159 rate will not
go into effect until our room block for each day has been depleted. Additionally, rooms provided at the higher
rate will be marketed as oceanview rooms. Meal requirements for all events were
discussed. Ann-Marie has been notified
that the final meal count per event will be provided at a later date. Vendor storage arrangements for shipped items
were also discussed at the meeting.
Additional information is pending.
The conference agenda and the corresponding equipment requirements were
also discussed. Ann-Marie will e-mail
required AV forms for completion.
Lastly, required dressing rooms for the band have been arranged.
Date: Dec.
18, 2006
Conference/Training
Update:
Contacted by
Jeanne Holmes and received an update on training committee plans. We discussed speaker
information and the agenda layout for the 2007 conference.
Date: Jan 05, 2007
Hotel/Conference
Cttee Update:
Report:
Talked with Ann-Marie at the Hilton Hotel concerning overflow hotel information;
still waiting on response. I also reminded her I was still waiting on web page
updates.
Hotel
decided they would handle vendor storage instead of out-sourcing.
Date: Jan 17, 2007
Electronic
Services/Conference Cttee Update:
Submitted
first draft of VASFAA web-page to Daniel.
Per feedback will need to change background and make icons smaller. Updates in progress.
Date: Jan.
29, 2007
Training/Conference
Cttee Update:
Submitted
agenda worksheet updates for 2007 Conference to Brenda & Jeanne.
Objective 2
(HOW
the committee plans to achieve the stated goal)
To follow the
Status
Reports of Objective 2 (Please report your progress toward achieving the stated
goals – this is where the committee provides updates to the Board, including any
suggestions or modifications to the goal and/or the Strategic Plan):
Date: ______
Report:
Date:
Report:
Standard
Goal 2: To
ensure space and accommodations are provided for Board and other committee
activities to conduct association business. (Strategic Plan Reference: Section
4.5 C (4))
Objective 1
(HOW
the committee plans to achieve the stated goal: To assist with
securing space and making arrangements for the 2007
Fall Mini-conference
Status
Reports of Objective 1 (Please report your progress toward achieving the stated
goals – this is where the committee provides updates to the Board, including any
suggestions or modifications to the goal and/or the Strategic Plan):
Date: 12/20/2006
Site
Report: Contacted
Hotel Roanoke, to receive proposal on contracting facility.
Date: July 12, 2006
Site
Report:
Date: Jan. 3, 2007
Site
Report: Contacted Wyndham
Roanoke Hotel to receive proposal for fall 2007 mini-conference.
Date: Jan. 13, 2007
Site
Report: Met with Pat
Kelly to review contracts and to discuss the agenda layout for the 2007 Fall mini-conference.
Objective 2
(HOW
the committee plans to achieve the stated goal)
______________________________________________________________________________________________________________________________________________________________
Status
Reports of Objective 2 (Please report your progress toward achieving the stated
goals – this is where the committee provides updates to the Board, including any
suggestions or modifications to the goal and/or the Strategic Plan):
Date:
Report: