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!