Harriet E Richards Alumni Association Executive Board Meeting Minutes April 11, 2010

Attendees: Marjorie Kettell, President; Zomana Majid, Vice President; Rebecca Martin, Database Secretary; Hillary Johnson, Communications Secretary; Katie Bailey, House President; Ali Roussilhes, House Director
ThisBoardMeetingfocusedonpreparationfortheAlumnaeTea,scheduledforSunday,April25th,1:00 4:00PM. 1. TheBoardsetthebriefoverviewagendaforthemeetingasfollows: a. 1:002:00Arrival,Food,andSocializing(Artwork,etc.willbeondisplayintheFrench RoomandAlumnaeandFamilymayvisitoldbedrooms,tourhouse,etc.) b. 2:002:15MovecrowdtotheFoyerfortheSlideShowandBeginningtheBusiness Meeting. c. 2:152:30SlideShow(organizedbyHousePresidentandVicePresidentincludes picturesfrompreviousgenerationsofHouseMembers,aswellasasetofpicturesfrom thisyearsHouseMembers) d. 2:303:30AnnualMeeting e. 3:304:00GroupBusiness/NewBusiness/Socializing/HouseTours f. 4:00AlumnaeTeaConcludes(AlumnaemayfeelfreetocontinuesocializingintheFoyer area.)

2. TheBoarddiscussedelementsoftheAlumnaeTea,includingaplanforfood,anddetermineda ToDolistforpreparationfortheTea. a. GreetingGuests i. HouseMemberswillsitatthedoorinshiftstogreetguestsandensuretheysign theguestbook,confirmcontactinformation,andmakenametags.Hillaryand Rebeccawillalsotaketurnsgreetingatthefrontdoor. ItemsNeeded(PersontoBring):

1. StickyNameTags(Marjorie) 2. GuestSignInBook(House) 3. Markers&Pens(House) 4. PrintedCopyofDatabasetoconfirmContactInfo(Rebecca) 5. HERHOUSEMagnetsforgifts(HOUSEwillbringthem?) 6. Possibleadditionalgifts b. FoodPreparation i. TheHouseandtheAlumnaeAssociationagreedtosplitthefoodresponsibilities forthisalumnaetea. ItemsNeeded(PersontoBring): 1. FoodPlatters(2sandwich,1rollupplatter)(Zomana)Katiewillkeep ZomanaupdatedonRSVPnumbersincaseweneedtoincreasefood amounts. 2. VeggiePlatter(Hillary) 3. Tea&Coffee(House) 4. ColdPunch(somesortofgingerale/sherbetpunchorsomething)(House) 5. Salad(Waldorfsaladwassuggested)(House) 6. TunaSalad(orchicken?Someproteinnotinbreadlikeasandwichwas suggested)(House) 7. Misc.FoodItems(House) 8. Desserts(House) 9. Cutlery,plates,cups,napkins(House) c. Decorations i. PreparingtheHousewillbeacombinationofworkonthepartoftheHouse VicePresidentandsomedonateditemsbytheAlumnaeBoard. ItemsNeeded(PersontoBring):

1. Flowers(Marjoriewillbringflowersforgraduatingseniors(approximately eight)).(RachelwillbringflowersfordecorationaroundtheDining Room.) 2. TableCloths(Rachelpurchasedtableclothsforthelargeandsidetables forthelastTea.Theseshouldbeusedagain.)(Marjoriewillbringa Naugahydematforthesidetableaswelltohelpdecreasewear.) 3. HouseCleaning(TheHouseVP&HouseMemberswillcoordinatetoclean beforetheTeaandalsotosetupthefurnitureforsittingaroundthe DiningRoomandFoyer.TheHouseVPwillalsocoordinatetoplaceany artworkforviewingintheFrenchRoomoraroundtheGallery.House Memberswillberemindedthatalumnaewillwanttoseetheiroldrooms, soallbedroomsshouldbepubliclypresentable.) 4. FrenchRoomSofaBed(Marjoriewilllookintogettingthefloormodelof theselectedcouchagreeduponbytheBoardforpurchase.Thehopeisto possiblyhavethisdeliveredbeforetheTea,andthenwecanorderasofa coverintheagreeduponcolorandhavethatarrivealittlelater.) d. BusinessMeeting i. TheBoarddiscussedtheBusinessMeetingattheAlumnaeTeainmoredetail andsketchedanoutlineofthedetailedagenda.Marjoriewillreviewthis agendaandmakeanyadditionaleditsbeforesendingacopytotheHouseVice President ItemsNeeded(PersontoBring): 1. PrintedProgramAgendafortheDay(Marjoriewillprintcopies). 2. SlideShow(HousewillcoordinatewithClaraand/orHillarytobringthe InfocusProjectorfortheslideShow.TheHouseVPwillupdatethe previousyearsslideshowsforpresentingatthemeeting.Usuallysome musicsoundtrackaccompaniestheslides.ContactHillaryifyoucannot findtheoldslideshows.) 3. PossibleMicrophone,podium,andspeakers(HousewillcontactMedia Servicesandseeaboutrentingsoundsystem.Thisisagoodideafor makingaregularadditiontotheannualmeeting,assoundcanbe difficultformanyofthealumnaeinthecrowdedroom.) 4. BoardReports(EachBoardMemberwillpresenttheirreportatthe meeting).

a. PresidentsReport(Marjorie) b. VicePresident&DatabaseSecretaryReport(Zomanaand RebeccaJointlywillreportontheWebsiteandtheDatabase Activities.) c. CorrespondingSecretary(Hillarywillreportonadditional correspondenceitems.) d. Treasurer(Clarawillgiveanupdateonthefinancialstatusof thehouse.) e. HouseReport(AliandKatiewillgiveajointreportonthehouse anditsmembersoverthelastyear.) 5. ExecutiveBoardBios(MarjoriewouldlikeabriefbioofeachEBoard membersenttoher.) 6. Awards(MarjoriewillwritethechecksandHillarywillcreatecertificates forthevariousawardrecipientsdiscussedandvotedonattheboard meeting.MarjoriewillcallHillaryandreadherthetexttoinclude regardingRuthManwaringandEmmaSleeper,twosignificantfiguresin HERshistorywhomadegenerouscontributionstothehouseandhave annualawardsnamedafterthem.)Thisyear,2010,HERAAhasdecided onthefollowingdistributionofawards(recipientswillbeannouncedat theAlumnaeTea). a. RuthManwaringAward(twoawards) b. EmmaSleeperAward c. MissCooperativeAward(twoawards) d. AwardforhighestGPAtoaHouseSophomore(Donatedby ClaraHerreroinhonoroftheGraduatingClassof2006.) e. AwardforthehighestGPAtoaHouseJunior(Donatedby ZomanaMajid,91) f. AwardforthehighestGPAtoaHouseSenior(Donatedby MarjorieKettell,47)