YAP Meeting Minutes 2/19/10

Office Meeting Minutes 2-19-10

Start time: 1:00 pm

Attendees- Rosa, Tremaine, Joseph, Crissy, Byanet, Dominique, Tashika, Earvin, Julian, Sabrina, Deirdre, Tony, Shonda, Laura, Sidney, Mayowa, Azaila

Meeting Procedures

Agenda

Spoke about the information that would be required to be on the agenda.

Set up the agenda to for the different team sections.

Include new business, of anything new that needs to be discussed

Have unfinished business from the meeting before

Have the agenda- do what you have and send them out for corrections and have ready for Sunday and attach the reports to the minutes.

Reports

(reports should be more specific about what you are doing, or have done)

Cesar Chavez Update

Sabrina- Pal center footage for the the Kaboom video. Created plan for next year's members, volunteers for the website, press releases, to have them 6 months in advance before event and have all marketing materials, to have a hard copy.

Tony- met with Rosa and Jesses at PAL center, rough cost of the electricity from Michael Hoffman. notified Home Depot about grant and suggestions. Contacted Denise from Hands for posting of the event.

Miracle- (given by Tony)- created budget list for snack bar for Jam N' Slam

Shonda- contributions form the bossed, curriculums for the computers, create calendars and budgets for fundraisers, workshop plan for the members and discussed w/ Joseph, Tyree, and Alex. Reviewed Earvin's workshop plan.

Rosa- delivered sponsorship letters, made phone calls to different locations for food donations.

Earvin- Create the outline for CCDay, consideration on skilled and unskilled labor for Hands On. Worked on the volunteer recruitment package for Dance 4 Education and needs the questionnaire from Tony.

Laura- Listed the current members for YAP and created action plan for events. Edited the volunteer forms.

Julian- Contacts for events coming up. Took video of the PAL center to edit and create animation, Spoke with Joseph about marketing strategies. Flyers for JAM N' SLAM.

Crissy- Gave AVHS flyers for JAM N' SLAM. Shout outs for the JAM N' SLAM on 99.1 will begin on 2/22. Matt Howell will provide basketballs. Email agenda/itinerary for Jam N Slam. Rosa would have the list of all the volunteers and what times the volunteers will be there.

Joesph- contacted the mayor's office about security/police. Send tax information to Mrs. Jones.

(f you need any more information on these reports please reference the Minutes Binder in the YAP office resource room)

Action Items

Rosa-Call all members as a reminder about the JAM N' SLAM on Wednesday.

Reports- 2 minutes per report

Joseph- contact guest list on facebook to sell tickets

Announcement items

Financial report- fundraise for the YAP account.

Motion

Made by Byanet to have a budget for JAM N' SLAM of $250, second by Deirdre

- motion passed

Tasks

Action by:	Tasks
Deirdre and Azalia	-purchase food/snacks for JAM N' SLAM, ongoing til 2/25
Mayowa	-help Shonda seek potential workshop locations
Tyree	-set up dates for training facilitators on conducting 7 Habits workshops

Cesar Chavez Day

- we will need 2-8 skilled worker per area

-If we don't finish on that day, we may go back during Americorps week

-Add new items to the list of teams, start asap, we have the funding

-get sponsors for different items, ask for donations from different organizations

-Laura spoke with Habit, to get used supplies

Meeting Adjourned 3:00

Minutes for Office Meeting on Friday Feb. 12th

Sorry gang,

Nobody sent me the minutes from the last meeting. I hope to receive them soon to post.

Sabrina

Meeting minutes for 2/5/10

Minutes for 2/5/2010 1-2pm

Attendees: Deirdre, Sabrina, Julian, Laura, Tony, Chrissy, Joseph, Shonda, Azalia, Rosa, Dominique, Ian, Byanet, and Grace

Absent: Emma Mefom, Miracle, Earvin, and Stan

Minutes:

Tony reviews the minutes from 1/22/2010

-Joseph asked about Earvin’s task, Tony had Earvin’s contact list of organizations for volunteers. Therefore Earvin completed his task. Tony submitted with the help of Tremaine an application for Toys “R” Us funding. Not for money but for equipment i.e. playground set. He however did not look up his 2^nd task. He will meet with the Kiwanis club Wednesday night, and with the help of Chrissy he compiled a solicitation list. The list consists of 11 construction companies, and 8 gardening companies.

-Joseph was thinking that someone should develop a script for other members who will be calling the different businesses. Script will be done by Tony and it is due by COB 2/5/2010. Phone calls will then be made by Tony, Chrissy and Stan.

-How can this help our business? (How can it benefit their company?) This is the question we should be able to answer when calling out to different businesses. Can we answer this question when calling? We need to come up with possible answers, if we’re going to get them to say yes. Get on this ASAP

Updates on C.C. Day

- How much money do we need? As much as possible, but for the resurfacing of the basketball and tennis courts it’s going to cost 6,700. Yet we’re trying to raise about 10,000 to 15,000 dollars. Tony has a meeting on Monday about the irrigation system. Now as far as contacting different companies for supplies etc. we need multiple scripts such as for supplies, food, & money. We also need resources people and skills, those are the things we want to ask the company for. Azalia suggest we get individuals with skills and also have individual people donate supplies.

-Joseph suggest we have one person just work on contacting the big companies, then one person work on the smaller or local businesses. Joseph spoke with supervisor Gonzalez, he needs tony to send him the letter so he can send out. He is also waiting for Lawrence to schedule the visit, once he gets the letter he will be able to really send out and ask around. He brought 2 binders of business cards that we can look into and pick and choose some businesses.

- Chrissy completed her task of compiling the solicitation list. Tony reported on Miracle’s updates, she did not complete her task; however Sabrina did what Miracle was suppose to do and completed a questionnaire for the volunteers to fill out. Sabrina’s waiting for us to be registered with hands on so she can post all the information necessary for the volunteers to complete.

- How we are going to get volunteers? By the Disney day & Valley Bound programs, Rosa talked to her superior and he said that their program was allowed to participate in C.C. day. Also we are going to have Earvin, Miracle and possibly Deirdre call the contacts on the list. Also we want to have people from Muscoy community come out.

-Joseph says we need to be specific on what volunteers are going to do as far as letting them know what there is that they can pick out of, and getting them interested in wanting to volunteer. Laura says we should get interest list from people in the Valley Bound program then move from there. Again we need people with skills.

-Joseph said EVERYONE must have an individual updated WRITTEN report (typed). Byanet needs to make an agenda that is very detailed for all the meetings. EVERYONE needs a copy of the task sheet. Joseph needs to know what the exact plan is for the volunteer process, prices, supplies etc. give due dates for when it needs to get done, flyers, possible schools etc. Marketing team will work on letting recruitment know how we can solicit volunteers.

-10^th grade & up for volunteers is our target for high school students. We want to try and get high school students that we work with and others to keep them incorporated with YAP. Also we want more college students’ then high school students.

-Earvin was suppose to work on workshop for the beginning of C.C. day that gives the meaning of service and why we do it; also to give information on service. Shonda will find out what Earvin’s doing and she will take it on. Shonda have Earvin email you what he has. Tony and Joseph will work on the budget together.

-Sabrina says we did not get money from kaboom but they do provide good resources such as how to … etc. she had some ideas such as painting chess and/or checker boards on pavement, have volunteers paint ribbons and have them tie to gate to make the park look better since there is so many gates. But as far as Kaboom they do have a video contest, Sabrina and Julian will work on that , Byanet will provide her video camera. We need to also look into getting someone to record the video. Chrissy will look into that and Julian will ask his brother (a professional)

-We need to decide what exactly we can do to fix up the park. We’re going to zone out each area of the park with team leads. We need to split up the supplies list separated by all the different items; Sabrina is in charge of that. Next we will need to split up the task this week & assign leads to different areas next week.

Jam N’ Slam updates

Chrissy had the official date of Thursday February 25^th, 2010. She got the ok with 99.1, Arroyo’s Vice President, and the Athletic Director and she’s waiting for the principle to ok it. Sabrina needs prices to put on the flyer. Joseph and Chrissy will be meeting with Arroyo next week to finalize the prices. Job Corps wants to be a part of the YAP team for this event, Joseph says select wisely. Julian will need to email Joseph by COB 2/5/2010. Also Chrissy needs someone to get newspaper to advertise the event, which will be assigned to the Marketing Team. (Sabrina & Julian)

Adjourned at 2:06pm

Minutes for Office Meeting on Friday Jan. 29th

YAP Minutes 1-29-10

Time- 1:00-3:00pm

Attendees- Tyree, Shonda, Tremaine, Joseph, Sabrina, Anthony, Chrissy, Deidra, Julian, Byanet

Agenda

Review Minutes & Discussion

• Reviewed everyone’s tasks from last week

• Need to email completed tasks and ones that still need to be done to LEAD of task

⁃ Shonda completed her task contacting Mr. Hoffman, she let Anthony know of updated information

• Did Earvin get in touch with the YMCA?

⁃ Need to find out info from him

Meeting Procedures

• Monday meeting we really shouldn’t be planning, more giving out assignments to do for the week

• Monday should be reporting back to what tasks have been accomplished from the week before

• Meetings need to be planned in advance, not last minute so people can plan accordingly

• We NEED to establish a SET meeting consistent every week for our Office Meeting

Cesar Chavez Day

I. Finally contacted Kaboom

⁃ They cannot help with funding this year, not until next year

⁃ Our contact for Kaboom did give us other contacts to move forward

II. Toys R' Us

⁃ Move on to Plan B: see if Toys’R’Us playgrounds can help

⁃ Tony will have it done by Wed.

⁃ Joseph gave Tony some additional contacts for possible sponsors for playground

⁃ Deirdra will help with Toys’R’Us playground possible sponsorship

III. Sponsors/donors

⁃ List of potential sponsors/donors has been created by Chrissy and turned into Tony

⁃ Look into developers and local construction companies

⁃ Contacted Lowe’s for donations

⁃ Contacted Tremendous Trees to see if they will help us again this year

⁃ They need their brooms returned from last year before they can help again

I. Compile a list of all Local Officials and businesses

⁃ Joseph will take care of contacting Local Officials

⁃ Will call Lawrence today and follow up

II. Solicitation

⁃ Tony will compile solicitation list by next Fri.

⁃ Chrissy will help compile it as well

III. Volunteers

⁃ Miracle worked on volunteer schematics

⁃ Volunteers needed and emailed

⁃ Working on questionnaire for volunteers

⁃ We need to know how many volunteers we need for each skill (painting, gardening, etc.) needed on day of

⁃ Needs to be least amount of hassle for volunteers

IV. Disney

⁃ Called Hands On for Disney Day posts to put back on

V. Volunteer Applications

⁃ Put questionnaire with application

⁃ Online registration possibly

The whole event needs to broken down on paper, piece by piece

Updates

I. Agendas

⁃ Set agendas for ALL meetings (including with BLU)

⁃ This is so people can keep on track while the meeting proceeds

II. They should also be reporting back on workshops, national days of service and Dance for Education

III. You can assign tasks for BLU members

IV. Meeting

⁃ Mondays @ 1:30 will be meeting to talk about workshops, Dance for Education, and Cesar Chavez Day with BLU.

V. Blog

⁃ used in order to organize individual reports into ONE

REPERCUSSIONS

⁃ Step-by-Step for how meeting is run

⁃ We need to be more serious about consistency and tasks that needs to be done

⁃ Joseph is willing to write up people and firing if this is not being met

⁃ If someone can’t account for what they have done for the week in meetings, even if they are not there, Tyree will NOT sign-off on hours (per Joseph)

MEETINGS

• Meetings need to be implemented in a TIMELY manner

• Fridays is planning and discussion meetings

• MOTIONS:

⁃ Motion to have Mon. meetings @ 1:30 with BLU & WIG meetings weekly (Wed.)

⁃ Motion to meeting on Fridays as well for YAP members (including Mon. & Wed. meetings)

• Assign BLU TASKS to do for workshops not events, essentially small tasks

• WIG meetings

⁃ updates on tasks assign, what questions or concerns to do you have about your tasks, do you need help?

⁃ A possibility of a blog being made for updates and feedback

⁃ Sabrina & Julian will develop it

⁃ This will be our WIG meeting (everything due by 12pm Wed.)

⁃ One master blog with YAP participant

OFFICIAL meeting dates and times

• Monday:

⁃ BLU & YAP office team at at 1:30pm

• Wednesday:

⁃ blog WIG meeting stuff due by 12pm on Wed (YAP office team)

• Friday:

⁃ YAP office team meeting at 1:30pm

Members training for this Week

• This coming Fri (Feb. 5) 9:00am-12:00pm for ALL members training

• 2:00pm-3:00pm meeting with YAP office team

• Members need to fill out the Friday preference meeting time survey

Tasks

Tony	Information on the playgrounds from Toys R' Us Look into developers and local construction companies compile solicitation list
Deirdre	help with Toys’R’Us playground possible sponsorship
Joseph	Look into developers and local construction companies
Chrissy	help Tony compile solicitation list
Miracle	Work on questionnaire for volunteers
Byanet	compile list of what volunteers will be doing that day
Sabrina	Online registration for volunteers for Cesar Chavez Day
Julian	Set up blog for office WIG meetings

PLEASE REPORT ON YOUR TASK BY WEDNESDAY BY ADDING A COMMENT BELOW!

Introducing YAP's blog for our Wednesday WIG meetings!

Here is a blog for all of us YAP office members to report our weekly WIG meetings. All posts should be posted every Wednesday by 12 noon so that everyone knows what's going on. It is your responsibility to know what everyone else is doing by checking this site.

First task for everyone to do is to create an account if you don't already have one, then bookmark this site. By Monday, Sabrina will post Friday's meeting minutes so everyone can see what was discussed in the meeting. Starting FRIDAY 2/5 ALL OFFICE MEMBERS MUST ATTEND THE WEEKLY FRIDAY MEETINGS AT 1:30pm! Tasks are going to be give out and all members must receive a task.

Any questions, ask Sabrina or Julian.