Executive Committee Meeting Minutes - November
Attendees: Anne Marie Lanzafame, Dick Cobb, Tim Wilson, Ben Miller, Henry Gysling, Mary Jane Witkiewitz, Jim Reynolds, Lew Allen, Deb Janes, Mark Stachowski, Mark Heitz
Meeting minutes taken by Anne Marie Lanzafame
The meeting was called to order at 4:35 PM by Ben Miller at Red Fidele’s Brookhouse
Secretary Report (A.Lanzafame):
Oct meeting minutes were approved by unanimous vote.
Chair Report (B. Miller):
The Harrison Howe Symposium went well. More fundraising & publicity would be good for next time.
Send Committee Reports to Ben ASAP, so that he can begin the annual report. Any reports that were sent to Dick Cobb have already been forwarded to Ben.
Social Events (H. Gysling):
The next mixer is at Macgregor’s in Henrietta on Dec. 12. Henry suggested pooling business card info collected, to track who is attending. He would like it held monthly next year, in the same location.
Chemunications & alternatives (B.Miller):
Ken S. would like to discontinue Cheminucations. It is too much effort to get articles and he wonders about the value of the newsletter, at this point.
Suggestion: E-mail people every couple of months to update people on upcoming events.
Dick suggests sending an annual letter from the Chair in January, listing upcoming events, followed by a postcard mid-year. This would give us contact with members without e-mail or internet access.
Jim R. is investigating use of an electronic system to manage e-mail distribution. The cost will be $250/yr.
Tim W. suggests sending e-mail to local schools telling them to check the website for events. Steve Locke will have much of the contact info through the High School Awards distribution list.
Henry would like flyers posted on the website in pdf format, so that people can print & post.
A unanimous decision was made to discontinue Chemunications.
Budget (D.Cobb):
A budget was submitted, based on the survey input, meeting with Mary Jane and committee input. The proposed budget was reviewed line-by-line.
There was some discussion concerning increasing our involvement in National Chemistry Week.
Undergrad travel grants were increased from $300 for 4 students to $400 each, but added the requirement that they attend an ACS meeting and report back to the Local Section.
There will be 6 Coffee & Chemistry sessions, based on support of $500 in ACS grant funds. Session Chairs are needed for each event. A suggestion was made to distribute flyers at the mixers for this.
The 2007 budget was approved by unanimous vote.
A list of Proposed Guidelines for 2007 was submitted by Dick (see below).
The Guidelines for 2007 Rochester Section Budget were approved by unanimous vote.
Guidelines for 2007 Rochester Section Budget:
Decisions that affect a loss of income or expanded expenditures by more than $50.00 must be presented to and approved by the Executive Committee (at an Executive Committee meeting or via electronic voting).
For any activity/event not shown in the budget, Executive Committee discussion and approval are required (at an Executive Committee meeting or via electronic voting).
With reservations for any event, payment will be due by the event’s set deadline or reservations will be cancelled. Reservations with payment at the door will no longer be accepted.
Any event, where tickets may be purchased at the time of the event, shall show an increase in price for that option.
Event prices for non-members shall be higher than that for members and one guest. ($5.00 for any event under $50.00 and 10% for any event over $50.00).
Although the cap for Local Section Councilors has been increased, we realize that it is not fair to have our Councilor incur extensive out of pocket expenses representing our Section at National Meetings. Thus we will try to be open to expenses beyond the cap if reasonable.
Elections (M.Heitz):
Ken S. has the election materials. Mark will contact Ken and get the ballots out.
Other:
Jim Reynolds will look into the location of the LS archives, which were last stored in the Kodak Bld 83 basement.
A unanimous vote was made to approve the Treasurer’s Report.
The meeting was adjourned at 5:30 pm.
Votes taken:
Oct meeting minutes were approved by unanimous vote.
A unanimous vote was made to approve the Treasurer’s Report.
The 2007 budget was approved by unanimous vote.
The Guidelines for 2007 Rochester Section Budget were approved by unanimous vote.