Annual Party Planning Meeting Minutes

北德州亞裔攝影協會
NTAPA Annual Party Planning Meeting Minutes
Wednesday, November 28th, 2007


Attendance:

1. Pauline Chen
2. Windus Wong
3. Linfen Hwang
4. Jack Hwang
5. Joyce Wang
6. Li Su
7. Walt Hsu
8. Dave Tyler
9. Grace Tyler
10. Howard Lie
11. Greg Hoh

Decisions made at the meeting:

1. Officer voting process

a. We have decided to have a total of nine board members. Eight to be voted in plus immediate past president.

b. Members will select 8 board members and submit their vote at the annual party.
c. Vote Counter Team will tally the ballots and report the results to the President.
d. The nine board members will be announced at the annual party
e. The nine board members will determine the incoming President in a separate meeting during the annual party.
f. The incoming President will be announced at the annual party.
g. The incoming President will nominate the vice President and Secretary within the BOD later

2. Perfect attendance award - Free annual membership fee for one year

3. Annual Party Program

a. Registration starts at 6:00 PM
b. Dinner starts at 7:00 PM
c. Program starts at 7:30 PM
i. Annual Activity Review
ii. Pauline To Remind Members To Turn In Voting Ballet
iii. Photo Contest Announcements
iv. Perfect Attendance Award
v. Announce Board Members
vi. Keynote Speech
vii. Announce the new President of 2008
viii. Entertainment
1). Humorous Speech – Jack Hwang
2). Sign Language Singing - Pauline Chen
3). Flute Performance – Charlie Chen
4). Karaoke– All

Volunteer Task list:

Vote Counter Team:
Linfen Hwang, Grace Tyler and Joyce Wang

Responsibilities:

1. At the registration, give a voting ballet to each active member. Ask them check eight board members on the voting ballet and drop the ballot in the ballot box. Only members are eligible to vote.

2. Voting cut off time is 8:00 PM. After the cut off time, tally all ballets and report the voting result to Pauline.

Registration Team:
Linfen Hwang, Mrs. Lai, Grace Tyler, Dave Tyler and Joyce Wang

Responsibilities:

1. At the registration, collect annual membership fee
a. $30 for a single member
b. $50 for a family
2. $10 for non members (VIPs free). If a guest decides to join and pays for the annual membership fee, $10 will be waved.

Decoration Team:
Pauline Chen, Dave Tyler, Grace Tyler, Walt Hsu, Greg Hoh, Windus Wong, Jack Hwang

Responsibilities:

1. Decoration will start at 3:00 PM.
2. Pauline will provide Christmas Tree and other decorations.
3. Set up something to display Dr. Lai and April Kao’s beautiful pictures.
4. Pauline will set up food warmers to keep the food warm.

Food Team:
Linfen Hwang, Walt Hsu, Howard Lie, Windus Wong, Pauline Chen

Responsibilities:

1. Lin-Fen to order the food from a restaurant.
2. Howard and Windus will pick up the food from the restaurant.
3. Pauline will set up food warmers to keep the food warm.
4. Walt will prepare ice, water, soft drinks, cups, napkins etc.
5. Grace will prepare ice tea.

Publicity Team:
Walt Hsu

Responsibilities:

1. Write an article and submit it with pictures to the news media.

Head Count:
Greg Hoh

Responsibilities:

1. Send email to members for head count.

Clean Up:
All members

Responsibilities:

1. Break down and clean up.