Sep
17
On the call: Manish Mishra (President) Danielle DiBona (Vice President), Hafidha Acuay (Communications Coord), Leslie Takahashi-Morris (MultiRacial Caucus Liaison), Robette Dias (Recording Secretary), Elandria Williams (GA Coordinator), Mel Hoover (2nd Vice President), Denise Hall (Youth and Young Adult Liaison); and Guest: Wade Price (for first half of call relevant to Fall Conference planning)
Fall Conference Planning
Wade reported conference registration materials are ready to go, Hafidha will post to the website.
Steering Committee will meet at the conference on Friday during the day, the conference will start at dinner time. Manish arrives in Denver on Thursday around 2PM. Would be nice for us all to have dinner together. Manish will invite Laurel Hallman (potential candidate for future UUA President) to meet with SC on Friday for a follow up conversation (to the meeting that happened at General Assembly).
Denise talked about publicity, getting the word out to the district so that the DEs, etc. can do publicity within the district for the conference.
Need to work on: airport pickups; meals (dinner Friday-lunch Sunday) Denise suggested Natalie (yay!) Denise will check it out. Joseph Santos-Lyons volunteered to help Natalie if she is chosen. Local MDD DRUUMM chapter (about 12 people) can help with food and transportation. Denise will work with the Church and Wade around securing the whole space for use during the conference. Denise will coordinate chaperones for youth staying at the church. Denise and Wade have been talking regularly, will begin talking at least weekly from now on. Diana Mapes at the Church is the person to talk to about the kinds and sizes of the rooms that will be available for our use.
Conference Programming
Bill Sinkford (UUA President) wants to come to Fall Conference, do we want him to have a specific role? Julie needs to make travel arrangements for him. Chit chat doesn’t seem particularly effective. Mel mentioned capital campaign, suggested having conversation about supporting programming for POC. Changes in youth programming, how is youth of color going to be nurtured with restructuring. Manish suggested Bill meeting with break out groups, targeted roundtables, interest groups something like that on Saturday. Opportunities for more informal conversations with Bill, Elandria suggested people writing questions on note cards on Friday.
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Aug
21
On the call: Manish Mishra (President) Danielle DiBona (Vice President), Hafidha Acuay (Communications Coord), Young Kim (A/PIC Liaison), Robette Dias (Recording Secretary); Guest: Wade Price (for first half of call relevant to Fall Conference planning)
Fall Conference Planning
- Report from Wade Price, planner for the Fall Conference
- Wade has talked with the Ramada about a special rate of $75.00 per night (Ramada is two blocks from the church). He is also exploring alternative hotel sites that are within a couple of miles from the church for DRUUMM members who still feel uncomfortable staying at the Ramada in light of the recently settled racial discrimination suit against them.
- Time line for registration materials:
- Hafidha will send the online registration forms from last year to Manish, Danielle and Wade
- Information needed for this year’s registration form:
- What are we charging for the conference?
- What are scholarship application procedures?
- Conference budget is $3-4000, separate from youth scholarship money, which comes from the UUA Youth Office. In the past some conference money has been allocated for scholarship as well. We have not in the past had a scholarship criteria, or deadline for application or process for selection. Maybe we should think about that for this year.
- Food cost is fairly predictable about $1000-1500
- Danielle, Manish and Wade will have a separate conversation about costs (registration fees), they will come up with a plan, email it to Steering Cmte and Steering Cmte members will give feed back. Manish will check with Cathy Chang about last year’s costs, etc.
- Wade will figure out room assignments at the church by contacting the church administrator.
- Splitting responsibilities with Steering Cmte and local volunteers. Denise and Wade have talked about themes. Have not talked about how to collaborate and work together. Wade not clear about who to talk to about what. Needs clarity about what Denise’s role is in the planning.
- Denise and Steering Cmte will be working together on the program content of the event. But Denise and other volunteers will help coordinate logistics on the ground, like meal preparation, rides to/from the airport, etc. Denise can help define the logistical support that is needed, figure out what the local volunteers can handle and then talk with the Steering Cmte about what else needs to get done and Steering Cmte can figure out how to it done. Wade can talk directly to Denise about what everyone’s roles are. Danielle cautioned against overwhelming Denise and other volunteers once the event gets going, Steering Cmte needs to do some that logistics stuff too.
- Program Cmte - We talked about the need to create a Program Cmte for the event. We have the UUA Funding Panel grant to use a consultant to restructure and reorganize. It would be good to start restructuring conversation and consultant process at the conference. This could be a significant part of the program at the event. Folks have not had strong feelings in favor of any of the recommended consultants. Robette offered Crossroads as a possible alternative. She will send out an over view of Crossroads, thoughts about what Crossroads has to offer an biographies of potential Crossroads folks who could work with DRUUMMM, including attending the fall conference.
Steering Committee roles
We need to recruit new SC members. Danielle suggested having a help wanted (opportunities for service) page on the website with a description of the roles and needs of the SC right now and invitation for people to apply for them. The current bylaws description of the roles are not applicable or up to date. Hafidha can come up with what the communication position actually does, but needs help describing what the other positions do.
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