Board Meeting Minutes

Next SCWW Board of Directors Meeting – September 15, 2014

*****

South Carolina Writer’s Workshop

Board of Directors Meeting

Proposed Minutes

May 12, 2014, 6:30 p.m.

GoToMeeting Link- Meeting ID: 344-697-589

 

I               CALL TO ORDER

President Trilby Plants at 6:30 p.m.

 

II             QUORUM

Present:

Trilby Plants

Ginny Padgett

Joann Kelley

Linda Cookingham

Courtney Diles Henderson

Michelle Ross

Jim McFarlane

Charles Duke

Teresa Burgher

 

Absent:

 

III            REVISE/APPROVE PREVIOUS MINUTES- Michelle Ross

-          Presentation for approval of February 8, 2014 BOD minutes.

-          (The date on February’s minutes read January. The correction was made May 14, 2014 by Michelle Ross)

 

Moved to accept: Ginny Padgett

Seconded by: Charles Duke

Motion passed

 

-          Minutes of April 14, 2014 were not presented. They will be approved via email. Secretary Michelle Ross emailed the Board for approval May 14, 2014.

 

IV            TREASURER’S REPORT –Jim McFarlane, Treasurer

-          The bank balance is $13,304.21  plus $716.77 in PayPal, including 12 payments for Carrie McCray submissions.

-          All financial reports and filings are up to date (Secretary of State and Income Tax).

Moved to accept: Linda Cookingham

Seconded by: Joann M. Kelly

Motion Passed

 

V             STANDING COMMITTEE REPORTS

 

A             LIAISON REPORT—Michelle Ross

-              Upon request, chapter leaders have begun to send information to me when a member gets published                 or has a public reading. It is sent as an invitation for members in other chapters to attend. It’s been              positive.

-              Some members giving readings, book signings or presentations include the following:

Len Larson, Irena Tervo, Richard Lutman, David Brunsworth, Vickie Dailey, and Brenda Bevan Remmes.

 

-              Rockhill is sponsoring a SCWW Intensive Workshop 12 July 2014.

-              Pemberly18@aol.com is undeliverable although it is listed as a good address on the website.

 

B             CONFERENCE REPORT– Linda Cookingham

Theme this year: Discover the Depth in Your Writing.

 

Faculty:

-          Invites for faculty is complete. Other than any last minute cancels, we have all we need and I think it’s a good sample of interest.

-          Keynote speaker: Bob Mayer, NYS Times bestselling author and publisher.

-          Playwright: Mike Lythgo

 

Schedule:

-              Critiques will be held all day Friday 10/24 with agents, publishers, and editors.

-              We will offer something a little different this year for newbies: A critique for manuscripts not     quite ready for an agent or publisher. Feedback on how to improve/prepare will be provided by    an editor.

-              We are also offering critiques for short stories, screenwriters, and playwrights and poets.

-              Standard critiques will involve 20 pages for 20 minutes.

-              Extended will involve 25 pages for 30 minutes.

-              Friday morning will offer two workshop sessions 45 minutes.  Session 1 has three workshops 9-                10:15.                 Session two has three workshops 10:30-11:45.

-              (No intensives in morning to allow for people to participate in critiques and register. Those          waiting for critiques will have the chance to go to workshops.)

-              Intensives Friday afternoon -  There will be four with a little something for everyone (author/pub;                 screenwriter; poet; short stories/playwright)

-              Saturday’s schedule will offer:

-              Pitches/queries including short stories

-Slush fest: commercial fic, women’s lit, adult fic. Mystery/suspense, YA/children, sci-fic, non-   fic/memories, short stories

-              Sunday: Wrap up. Two workshops (one panel)

 

Exhibits/vendors: Are being planned

 

Socials:  Book signings will happen again.  Cocktails. Music

 

PR:  radio show, TV show interview, Olli will include info on their web site.  Library web sites. Local newspapers.  Board should use their resources: web, face book, twitter. I’ll ask faculty to include in their media.

-          Ginny will also ask faculty to donate auction items which may boost both the auction and publicity

 

Ads/sponsors: I have a meeting with a consultant.  We will sell ads and make a nice glossy program that can also be left at different sites.

-          I will need the board’s help to locate advertisers/sponsors.

 

Merchandise: I’ll be speaking with the vendor we used in the past. Do we want tee-shirts, mugs, bags, etc?

-          T-shirts will no longer be offered for sale at the conference. They will be brought to the Book Festival

-          Teresa said the most popular go-to items are stainless steel water bottles and coffee mugs

Hotel: I will need to adjust rooms. I need more rooms for Thursday Faculty checkin. (Not more rooms total but for date of check-in.)

 

Food: To be worked on.

 

Budget:

-          Deposit of $25,000 is needed by Sept.

-          Volunteers

  • SCWW can no longer afford to pay the cost for volunteers.
  • Linda suggested 15 volunteers at the most and to offer them a sliding scale for registration (depending  on volunteer time) and 50% off critiques

-          I’m keeping a budget of costs so far but I need to hear back from a couple of faculty. Some are donating their time. This is still going to be a cost factor. We have several who are driving and some who only want a room.

-          I need to know about Fiction Addiction. I don’t have their email. We offer them free tables.

 

C.            CONTESTS – Trilby Plants

-              Submissions to Carrie McCray Memorial Literary Awards contest: 14 entries

3 Nonfiction

9 First Chapters

2 Short Fiction

 

I will withdraw the invitation to one judge which leaves one for each category.

 

D.            GRANTS REPORT – Linda Cookingham

-              Looking into the quarterly grant of the SC Arts Commission

 

E.            MEMBERSHIP REPORT—Jim McFarlane and Charles Duke

-              Membership is around 260 paid. Will follow up on un-renewed memberships.

 

F              PETIGRU REVIEWTrilby Plants

-              Bad news: Submissions to TPR: 25 total

11 Fiction

5 Nonfiction

9 Poetry

-          After I read through the entries I’ll decide if there is quality enough for an issue. I will be reneging on judges. I think one in each category is plenty.

-          Good news: lower production costs

 

G             President Ex-Officio – Ginny Padgett

-              SCWW website is up to date

-              Genre list and Speakers Bureau is correct

-              The new slider has bugs

 

H             PUBLICITY – Joann Kelley

-              SCWW will be at the SC Book Festival May 17th and 18th. Many thanks to Ginny, Mike Long, Michelle        Ross, Len Lawson, and Leigh Stevenson for volunteering their time. There are still open volunteer slots     to fill-if you’re planning to attend and can spare an hour or two, email Joann at scwwveep@gmail.com.

-          I retrieved the SCBF materials from Kia Goins in Columbia and will transport them to the festival.  The Greater Columbia Literacy Council/Turning Pages has generously agreed to store our SCBF materials on a permanent basis. Chris Mathews, from Turning Pages, will take those materials with him to storage after the event ends.

 

I               THE QUILL—Courtney Diles-Henderson

-              The latest Quill came out the day before the meeting, May 11, 2014.  The next Quill will be released        June 10, 2014.  Nothing new to report.

 

J              SILENT AUCTION REPORT—Teresa Burgher

-              Will contact chapter leaders to solicit volunteers via the chapters for donations from chapters. Plan to    attend Chapter Leader online meeting in May and write them prior to that.

 

-          Waiting to hear anything from Linda Cookingham on faculty so that I can solicit critiques, etc from the faculty and commence planning  to staff the event at the conference.

 

-          Need assistance from South Carolina based Board Members to solicit from SC merchants etc.

 

VI            PRESIDENTS REPORT-Trilby Plants

                –  I’m working on scheduling another GoToMeeting with chapter leaders and Teresa to chat about the   Silent Auction.

                –  As of May 1, included with our storage locker rental is $2000 worth of insurance, which covers                damage to goods while they are being transported to and from the facility.

-  Conference is getting exciting

-  Website looks awesome

-  We will move forward with play writing contest sponsored and handled by Murrells Inlet Community                 Theatre.

VII          UNFINISHED BUSINESS

-          No unfinished business

 

VIII         NEW BUSINESS

-          There is a writing conference in Kentucky. SCWW will have 125 flyers available at this conference

-          The printing of 4 x 9 cards to announce the conference will be looked into. ClubFlyers.com is a printing resource

 

IX            NEXT MEETING

-          September 15, 2014

 

X             ADJOURNMENT

Moved by:  Linda Cookingham

Seconded by:  Joan Kelley

Motion Passed

Meeting adjourned: 7:40 p.m.

 

Minutes respectfully written and submitted by Michelle Ross, Secretary

*****

Approved  Minutes of

South Carolina Writer’s Workshop

Board of Directors Meeting

 

 

A meeting of the Board of Directors of the above was held on February 8, 2014 via Go To Meeting Video Conference: https://global.gotomeeting.com/join/953812069

 

I               Call to order, President Trilby Plants at 10:36 a.m.

 

II             QUORUM

Present:

Trilby Plants

Joann Kelley

Linda Cookingham

Courtney Diles Henderson

Michelle Ross

Jim McFarlane

Charles Duke

Teresa Burgher

 

Absent:

(excused) Ginny Padgett

(Un-excused) Marilyn Benner-Sowyak

 

III            REVISE/APPROVE PREVIOUS MINUTES- Michelle Ross

Minutes of January 11, 201 meeting presented by President Trilby Plants

Revisions will be made to the following:

-          Add Unfinished Business Report presented by Ginny Padgett referencing the widgets that are waiting in the queue

-          Add adjournment by acclamation

Moved to accept as revised: Charles Duke

Seconded: Linda Cookingham

Motion passed

 

IV            TREASURER’S REPORT –Jim McFarlane, Treasurer

 

Revisions for the proposed budget are highlighted

 

2013 Budget 2013 Budget 2013 Actual 2013 Actual 2014 Budget 2014 Budget
Categories Expenses Revenue   Expenses Revenue Expenses Revenue
General Advertising

$0.00

   

$206.45

General Computer Services

$0.00

   

$389.99

$475.00

General Fees

$50.00

$50.00

$50.00

General Insurance

$602.00

$602.00

$602.00

General Membership

$12,000.00

$14,131.45

$12,000.00

General storage

$390.00

$840.00

$840.00

General Mail Box rental

$144.00

$133.20

$144.00

General Video Conferencing

$300.00

$300.46

$300.00

General Donations

$4,000.00

$6,827.60

General Owed to Hilton

$12,003.60

$13,854.61

N/A N/A
Totals

$13,489.60

$16,000.00

 

$16,376.71

$20,959.05

$2,411.00

$12,000.00

Bookfest Advertising

$180.00

$180.00

$195.00

Bookfest Sales

$8.00

 

$83.00

$50.00

Bookfest Total

$180.00

$8.00

 

$180.00

$83.00

$180.00

$50.00

Contests Carrie McCray Judges

$600.00

$140.00

$600.00

Contests Carrie McCray entry fees

$925.00

$701.00

$925.00

Contests Carrie McCray awards

$900.00

$900.00

$900.00

Contests Totals

$1,500.00

$925.00

 

$1,040.00

$701.00

$1,500.00

$925.00

Grant Scott Lax/Wild Acres

$650.00

$650.00

$690.00

$700.00

$700.00

$700.00

Grant Coca-Cola

$1,000.00

$1,000.00

$1,000.00

Grant SCAC

$1,513.00

$0.00

$1,700.00

Grant Others

$2,000.00

$0.00

Grant Postage

$20.00

$0.00

Grant Subscriptions

$35.00

$0.00

Grant Training

$75.00

 

$0.00

  Totals

$780.00

$5,163.00

 

$690.00

$1,700.00

$700.00

$3,400.00

Quill iContact

$168.00

$168.00

$168.00

TPR Judges

$450.00

$350.00

$450.00

TPR Merchandise sales

$300.00

$347.60

$300.00

TPR Postage/shipping

$50.00

$200.00

TPR Printing

$580.00

$822.47

$710.00

TPR Cultural Council Grant

$1,500.00

 

$700.00

$800.00

TPR Banner  

$40.00

TPR Totals

$1,080.00

$1,800.00

 

$1,172.47

$1,047.60

$1,400.00

$1,100.00

         
Local Seminars Rock Hill

$200.00

   

$200.00

$440.38

$200.00

$200.00

Local Seminars Others

$200.00

   

$200.00

Local Seminars Totals

$400.00

$0.00

 

$200.00

$440.38

$400.00

$200.00

         
2013 Conf Total

$5,000.00

$5,000.00

 

$4,337.79

$7,029.07

$50,000.00

$50,000.00

             
2012 Conf Total      

$167.05

$5.00

           
Year 2013 Grand Total

$22,597.60

$28,896.00

 

$24,332.02

$29,273.82

$56,759.00

$67,675.00

 

Moved to accept: Michelle Ross

Seconded by: Linda Cookingham

Motion Passed

 

 

V             STANDING COMMITTEE REPORTS

 

A             LIAISON REPORT—Michelle Ross

 

-  After emailing an introduction to chapter leaders, January 10, 2014, and requesting to be email copied on relevant SCWW communications, Sandy Richardson, Monet Jones, Ed Green and Douglas Wyant are most consistent. I have not heard from other chapters. Ed Green, from the Rockhill chapter is busy. He has just updated and reminded his members of the chapter’s guidelines. There is a lot of communication among its members.

 

January 18, 2014: emailed chapter leaders asking for each leader to collect publication titles from his/her members.  To date there hasn’t been much of a response. I have attached the titles submitted to date. It could be that members are leery of the organization’s motive behind the request. Perhaps another Board member can work up a formal proposal that explains what SCWW is trying to accomplish. Also, may I make a suggestion for further discussion? I recommend that we approach different universities and/or colleges based in different regions of the state: upstate, midlands, piedmont, and low country, etc.  Each institute that offers as a major creative writing, or something aligned to that discipline can focus on member authors living in its region.

 

January 30, 2014: emailed chapter leaders about sharing publication opportunities with other chapters. If he/she wanted to share, he/she can email me and I will pass the information along. Also, the email reminded them to use the website as a resource and Facebook.

 

I am copying Tibby and Ginny on every email.

 

February 5, 2014 email by Ed Green:

It seems to me that SCWW could provide a social network for our members. If someone hasn’t already, may I suggest the chapter presidents compile a list of their members’ publications and the corresponding links to Amazon or wherever. A brief blurb for each, limited in number of words, may be desirable. A complete list could be gathered and then disseminated back through the presidents to their members. We as writers are, presumably, readers as well. I should think that a comprehensive list would benefit both purchasing members and the writers. Also, I for one would be interested in the books being written by members of other chapters.

 

Meeting Notes:

-          In answer to Ed Green, a long list of works by members does exist but is not user friendly. It is being worked on now. The idea of including links is a good one

-          Michelle proposed that SCWW identify universities or colleges located in the various regions of SC for the consideration of housing membership publications as a collection by regional authors. There was no discussion except to stress the service provided through SCWW’s website and Facebook already in place for its members

-          Teresa reached out to members at large. 23% of them showed interest in forming an online chapter through gotomeeting.org or Google hangout. There is a real desire to network for a number of reasons. Joan said that she would benefit from an online community, as well as members who are associated with a chapter, but cannot attend meetings.

-          Teresa also indicated an interest among membership for Beta Readers. Tibby will explore the logistics: cost, qualifications of the readers, a criteria list, etc.

-          Linda reminded the Board of $500 grant money that hadn’t been spent to date. She suggested that it may be applied to unforeseen expenses in forming and maintaining an online chapter.

 

 

MEMBERSHIP REPORT–Charles Duke Membership Assistant

 

As of the end of the year (Dec 31, 2013), paid membership is at 189 with 72 members who have not yet renewed (a renewal/retention rate of 72%).   For the interest of local chapters, a break-down of each chapter current retention is shown in the following table.    In addition, the 2014 renewals are shown for each “quarter” of the year.  For example, 13 members are due to renew in the first quarter.

 

**Meeting Notes

-          Charles will outline membership benefits

-          Charles will make available the membership list in Excel and Word

-          Charles and Jim will email a list of paid/unpaid members to Chapter Leaders. Once members are notified, they will have 30 days to renew memberships

-          Teresa would like to organize a Membership at Large Chapter. It will be managed and members will communicate through social media. Teresa will be responsible for this.


  Late Paid Renewal % Total
Summary 72 189 72% 261
Detail:
  Late Paid Renewal % Total
Aiken 2 9 82% 11
Aiken Whisky Road 1 4 80% 5
Anderson 1 2 67% 3
Beaufort 1 2 67% 3
Camden 2 8 80% 10
Chapin/Irmo 4 7 64% 11
Charleston 5 17 77% 22
Columbia 1 1 6 86% 7
Columbia 2 9 16 64% 25
Columbia 3 3 5 63% 8
Florence 1 3 75% 4
 

Greenville East132263%35Lexington01100%1Myrtle Beach3873%11Rock Hill111862%29Seneca1583%6Spartanburg4969%13Sumter1375%4Surfside3975%12Unaffiliated63585%41     Total7218972%261Member Expirations 2014  1st Qtr 201413   2nd Qtr 201419   3rd Qtr 201429   4th Qtr 2014119

 

 

 

 

B             CONFERENCE REPORT– Linda Cookingham

-              As is, the contract with The Hilton must be re-negotiated. SCWW cannot support the existing contract. She will ask if the number of reserved rooms can be decreased as well as the amount of money allotted for food.

-              To date, there is a proposed conference budget of $50,000 of which Jim agreed is a workable goal.

-              The importance of quality faculty at the conference was also stressed, and without good faculty, conference success may not be obtainable. Linda is working on prioritizing both the contract negotiation and faculty placement.  All suggestions and qualifying information about faculty must run by Linda. Both Tibby and Charles have names of interested people.

 C.           CONTESTS – Marilyn Benner-Sowyak

Tibby told the Board that Marilyn can no longer organize contests. She and Joan will confer.

D.            GRANTS REPORT – Linda Cookingham

Linda is working on a couple of quarterly grants between $500-$1,000 to update SCWW’s website and address the issue of widgets. Ginny’s health is currently preventing her from managing and updating the website. It is presently necessary to hire for this service. Presently SCWW works with Net Studios for $35 p/hr

 

E              Jim mentioned that there may be membership checks in the mail that have not been processed. Tibby will look into it.

F              PETIGRU REVIEWTrilby Plants

Production of 2014 The Petigru Review Proposed Budget

Judge Honorariums:   $  450

Printing                                    710  (includes a copy for conference attendees and faculty)

(includes author copies)

(expanded distribution on CreateSpace is now free)

Mailing & shipping              200     (includes CM winners copies)

Banner                                       40

Budget request:               $ 1400

GoToMeeting will automatically take payment on Feb 27, 2014 for $280.80 USD, tax not included

 

Meeting Notes

-          Tibby has since discovered CreateSpace will mail two journal copies to authors for 57 cents instead of the $2 that is costing SCWW to mail

G             PUBLICITY – Joann Kelley

-          Nothing to report, but Joann requested that the Board spread the word about the conference. There will be no budget for publicity

 

H             THE QUILL—Courtney Diles-Henderson

 

-               Nothing to report. The next The Quill will be out in a couple of days from today (February 8, 1014)

 

 

I               SILENT AUCTION REPORT—Teresa Burgher

 

-          Teresa requested circa $500. Last year just under $6000 was made from the auction. There will be less tables this year.

-          Jim suggested the cost of the silent auction be included in the over-all conference expense. This suggestion will be looked into and further discussed

 

VI            PRESIDENTS REPORT

 

-          Since Ginny has been ill, there was nothing to report about the website

-          Tibby asked Michelle to choose a date in February for Chapter Leaders to meet online’s gotomeeting.org. Michelle will contact Chapter Leaders to get a feel for the best date and time.

 

VII          UNFINISHED BUSINESS

 

-          No unfinished business

 

VIII         NEW BUSINESS

 

-          Jim indicated there were three changes in the proposed budget.

-          The changes are included in the minutes. They are highlighted

-          The proposed budget for the conference is $50,000

 

IX            NEXT MEETING

 

-          April 12, 2014

 

X             ADJOURNMENT

 

Moved by Charles Duke

Seconded by Jim McFarlane

Meeting adjourned at 11:16 a.m.

 

_______________________________________

Michelle Ross

Secretary

 ###

South Carolina Writer’s Workshop

Board of Directors Meeting

January 11, 2014

 

A meeting of the Board of Directors of the above was held on January 11, 2014 via a Go to Meeting Video Conference.

Go To Meeting Video Conference: https://global.gotomeeting.com/join/343483709

I               Call to order, President Trilby Plants at 10:36 a.m.

 

II             QUORUM

Present:

 

Trilby Plants

Ginny Padgett

Joann Kelley

Linda Cookingham

Courtney Diles Henderson

Michelle Ross

Jim McFarlane

Charles Duke

Teresa Burgher

 

Absent (Un-excused):

Marilyn Benner-Sowyak

 

III            REVISE/APPROVE PREVIOUS MINUTES.

Minutes of the December 7, 2013 meeting presented by now President Trilby Plants.

Secretary report

Moved to accept: Ginny

Seconded: Joann

 

IV            TREASURER’S REPORT –Jim McFarlane, Treasurer. Report ending December 31, 2013. Submitted for Jan 8, 2014 (modified 1/11/2014)

 

Moved to accept: Michelle
Seconded: Linda

 

Bank Balance                     $10,420.18

PayPal Balance                  $707.28

Total Cash Assets             $11,127.46    less $50 outstanding check

2013 Revenue           2013Expenses
General totals 22659.05 3219.95
Advertising 206.45
Bank fees 7.85
Computer Services 690.45
Donations 6827.60
Government fees 50.00
Grants (corporate) 1000.00
Insurance 602.00
Mail Box rental 133.20
Membership 14131.45
storage 840.00
Scott Lax Donation 700.00
Scott Lax winner 690.00
Quill total   168.00
Computer Services 168.00
Contests  total 701.00 1040.00
Awards 900.00
Contest entry fee 701.00
Judges 140.00
Bookfest  total 83.00 180.00
Advertising 180.00
Merchandise sales 83.00
TPR  total 1047.60 1172.47
Judges 350.00
Merchandise sales 347.60
Grants (government) 700.00
Printing 822.47
Rock Hill  total 440.38 200.00
Conf registration 440.38
Faculty 200.00
2013 Conf  total 6940.07 4337.79
Computer Services 130.62
Conf general 309.71
Conf Hotel 1349.26
Conf Refund 95.20
Conf registration 6940.07
Faculty 2453.00
Merchandise sales 89.00
2012 Conf  total 5.00 14013.81
Bank fees 159.20
Conf exhibitor 250.00
Conf Hotel 13854.61
Conf registration -245.00
Grand Total 31965.10 24332.02 gain=7633.08

Note: General computer services are

Survey Monkey                               200

GoToMeeting                    300

Net Studios                        175

Start Logic                             15

Grants:

Coca-Cola                            $1000

Richland-Lexington Cultural Council $700

**Meeting Notes

-          “government grants” were moved to the category of TRP Total.

-          Michelle recommended that individual grant funders be listed on the report to reflect the different sources of income.

-          Teresa wondered how SCWW’s finances of 2013 compared to 2012. The Board agreed the over-all budget was improving

 

V             STANDING COMMITTEE REPORTS

 

A             MEMBERSHIP REPORT–Charles Duke Membership Assistant

 

As of the end of the year (Dec 31, 2013), paid membership is at 189 with 72 members who have not yet renewed (a renewal/retention rate of 72%).   For the interest of local chapters, a break-down of each chapter current retention is shown in the following table.    In addition, the 2014 renewals are shown for each “quarter” of the year.  For example, 13 members are due to renew in the first quarter. 

 

**Meeting Notes

-          Charles will outline membership benefits

-          Charles will make available the membership list in Excel and Word

-          Charles and Jim will email a list of paid/unpaid members to Chapter Leaders. Once members are notified, they will have 30 days to renew memberships

-          Teresa would like to organize a Membership at Large Chapter. It will be managed and members will communicate through social media. Teresa will be responsible for this.

Late Paid Renewal % Total
Summary 72 189 72% 261
Detail:
  Late Paid Renewal % Total
Aiken 2 9 82% 11
Aiken Whisky Road 1 4 80% 5
Anderson 1 2 67% 3
Beaufort 1 2 67% 3
Camden 2 8 80% 10
Chapin/Irmo 4 7 64% 11
Charleston 5 17 77% 22
Columbia 1 1 6 86% 7
Columbia 2 9 16 64% 25
Columbia 3 3 5 63% 8
Florence 1 3 75% 4
 

Greenville East132263%35Lexington01100%1Myrtle Beach3873%11Rock Hill111862%29Seneca1583%6Spartanburg4969%13Sumter1375%4Surfside3975%12Unaffiliated63585%41     Total7218972%261Member Expirations 2014   1st Qtr 201413   2nd Qtr 201419   3rd Qtr 201429   4th Qtr 2014119

 

 

 

B             LIAISON REPORT—Michelle Ross

On 6 January, an introduction email was sent to chapter leaders. The email included the names of the newly elected Board and meeting dates. On 10 January, a follow-up email was sent of which included the list of various Standing Committees and the names of those who serve on them. Also included in this email was a request for all chapter leaders to confirm that their chapter was in good standing with SCWW. Confirmation of the following information was solicited:

Meeting Place

Meeting Times

Leader’s Name

Contact Information

Leaders were asked to confirm their information my 31 January 2014. Monette Jones sent the following that the Board addressed and discussed:

 

“I think it is very important that we communicate if we are to remain a viable organization. I also would like to see more camaraderie and cooperation between our chapters. I recommend the BOD consider ways that members might provide beta readers to each other and then purchase and review any members’ works.”

 

**Meeting Notes

-          Teresa suggested that Michelle email Chapter leaders to request that they copy her regarding chapter communication: meeting announcements, minutes, etc.

-          Teresa mentioned the importance of members to connect and promote their books on SCWW’s Facebook Page

-          Ginny stated that anyone can announce publications on the SC Writers Facebook Page. It was determined that it would be a good idea to remind members of this service.

-          A post will be made on Facebook regarding the need for beta readers. The post will solicit volunteers

-           It would be difficult for SCWW to purchase member’s books. The most important factor is physical space. There is nowhere to house them.  It was suggested that Michelle email Chapter leaders to request a list of membership publications from its members.  From a compiled list, a search will be made to find an institute or organization willing to house these books as a SCWW Collection. Michelle suggested places like The State Library, or Richland County Library, for example.

 

C.            CONFERENCE REPORT– Linda Cookingham

Beth Browne has agreed to be the co-chair.  Linda is reviewing past contracts on hotel, surveys, expenses, etc. and putting together a plan with a tentative budget. There was a discussion regarding conference faculty.  Linda thanked everyone who suggested conference speakers, etc. and noted that she will follow up on those suggestions.

 

D.            CONTESTS – Marilyn Benner-Sowyak

Absent. No report.

**Meeting Notes

-          Ginny requested the guidelines for the writing contest that is already in place

-          Tibby wondered if a writing contest should be offered to membership before the conference. It was suggested the winner of the contest would win a reduced conference registration fee. Linda brought up concerns for such a contest: who would judge it; how would the contest affect SCWW’s budget. It was agreed the idea was good, but stressed SCWW budget and over-all cost of funding this contest were necessary factors to consider before making such a contest public to membership.

E              GRANTS REPORT – Linda Cookingham

Linda reported that a payment request for $500.00 awarded through the Arts Council for the Symposium was sent along with the grants final report. The First Payment request from the SCAC was due Dec. 1 however SCWW had no expenses to date. The funds will be applied to the  2014 Conference. So the request for funds will be submitted at a later date. This is a tricky one because final report is due in August but I know we will incur expenses such as deposit for hotel and advertisement. Linda would like to submit a grant in February to the Arts Council to apply towards the conference.

 

 

F              PETIGRU REVIEWTrilby Plants

The Petigru Review Report , January 11, 2014

  • I’ll begin ASAP a Twitter/Facebook campaign two to three times weekly about TPR submissions until the last week in April. (Courtney, can you check this the first two weeks in March as I’ll be away from the Internet? Just to make sure HootSuite does it. You could also field any questions that come to the email address. I’ll provide the password.)
  • Open submissions will run from March 1 through April 30.
  • February Quill can publish judges’ guidelines and announce contest details.
  • March and April Quill reminders about TPR submissions.
  • I suggest the same protocol for the CM Contest.

 

G             PUBLICITY – Joann Kelley

-          Joann suggested that a  Board member submit a monthly blog by for perhaps the first Sunday of the month

-          Joann will email an appeal to Chapter leaders to solicit interest from their members in submitting blog posts. She will then assign blog spots to chapters.

-          Ginny reported that paid adds, both in hard print and electronic, that announce SCWW’s annual conference, were expensive and did not produce much of a response from the general readership. She then suggested the organization increase its presence in social media: i.e. blogging, Facebook, Twitter. The Board agreed that social media increased visibility and the ability to reach a greater audience and perhaps increase the number of registrations for the Conference.

-          It was agreed to make available SCWW’s Twitter hash tag  

H             THE QUILL—Courtney Diles-Henderson

 

Monthly Quill statistics report:

 

 

Only 172 out of 322 contacts opened The Quill in December . Although iContact screens every issue for links and other problems that would catch the attention of spam filters, I worry that a chunk of the unopened 44% may be in junk folders. I’ve figured out how to tell who some of them are, and I can contact them personally and ask A) if they might double-check their spam settings or B) if they have an alternate email address that might be more accommodating to The Quill.

 

The most updated membership list is from October. I would love a recent one.

 

Also—I goofed the subject line of the January Quill. I’ll mention it and apologize in the next issue, but I think it might be spammy to send it out again.

 

Questions:

 

1. I’d like a second set of eyes to look over The Quill before I release it to everyone. I’ve bothered Kim and Ginny in the past, but I’d like to spread the love.

2. I’ve been freelance editing for Random House, professors, & clients on Elance. I’d like to use the Quill for some self-promotion. The most tasteful way to do this would probably be to write a regular column on grammar and style. The Board agreed this could be done

3. Courtney stated that she needed to double-check all of your chapter affiliations. Board members agreed to confirm  his or her chapter affiliations. Ginny reminded the Board that the Chapters and Leaders list on SCWW’s website was up to date as of 10 January 2014

4. Who would like to write a personal spotlight for February? There will be a monthly blog spotlighting a Board member. Michelle Ross agreed be the first Board member to submit a blog

 

I               SILENT AUCTION REPORT—Teresa Burgher

 

So far I have spoken to Chaytor Chandler and gotten connected to Rebecca Antley both SA auction volunteers in 2012. We have no firm volunteers at this point. It looks like I will need at least six committee members. The day of the auction I’ll need 12 people minimum.

 

I have spent time reviewing all of the records passed on by Kim and Claire from the 2011 and 2012 Silent Auction and it looks like in the past they were assigned a committee. I think it was probably made up from the volunteer pool.

 

I am compiling a list of concerns and needs to be discussed with Linda Cookingham at our first Conference meeting. Also, I’ll be contacting Claire for copies of any letters she might have used to solicit donations. The previous timeline starts in May and it looks like a good break down of tasks month by month through the summer and early fall. With a good committee it should run smoothly.

 

The main concern is donation solicitation and collection of donations. That is where it seems the board will be of help. Please start now to identify who you might ask for donations because hitting you guys up is one of the first tasks in May. The following categories may give you something to think about as you cast about for ideas. These are the general categories of donations:

                Getaways

Golf

Art

Jewelry

Theme Baskets (chapters)

Books for baskets

Faculty donations

Small electronics (e-readers, phones, tablets)

 

We also had great success in 2012 with baskets featuring combinations of food and books, designer items paired with writer’s goodies, and collections of books and videos paired with food and other items. In 2011 there were 78 lots and in 2012 there were 92. More lots drives down the overall prices paid on auction items and requires more table display space and, of course, a lot more work to manage. Some of our biggest spenders use the auction to give them a jump start on their Christmas shopping so I think a couple of Christmas themed baskets might play well.

 

Finally, we have almost no inventory left to make baskets as we have in the past because we used up everything in 2012. If you can start now looking around for baskets and containers, ribbon, bows, shreds, stuffing and any small items that might help us build baskets from small donations we could really, really use a base to work from. I’m suggesting this now because there are shelves of this stuff at cut rate prices in the stores left over from Christmas. Perhaps you might pick up a few things on your next shopping trip and store it until we start the great gathering. Also pass along this tidbit to other members. I know I’ll be breezing through Marshalls on a regular basis looking for bits and pieces and Michaels is probably selling baskets and ribbons at 80% off right now. We really need your help on this matter. Our storage shed is practically empty. Also Books, books, and more books, please. New and in good condition.

 

Finally, I will need a volunteer, preferably in Myrtle Beach and preferably with a garage to store things who can receive shipments of donations. I simply cannot bring everything from Tennessee and it would be a waste to ship them here. Any ideas? We still have a storage shed there, too, I believe. Finally, Chapter Liaison could be of great help in prepping the Chapters to get their baskets started and finished on time.

 

**Meeting Notes

-          Ginny said each person brings his/her donations to the conference

 

VI UNFINISHED BUSINESS

 

 

VII          NEW BUSINESS

-          Ginny made the Board aware the www.gotomeeting account expense is due in February and that the rate should be discounted with a non-profit status. The amount should be $248.

-          Palmetto Web Design has our work, a slider and a widget for the website for the Members’ Published Work page in the queue. (Added by Trilby Plants)

-          Tibby moved to approve the payment of this bill. The motion was seconded by Michelle Ross, and the Board approved.

-          Tibby has gone to the bank to have her name added to SCWW’s bank account. She is waiting for a check card. Upon receipt of the card, Ginny will destroy the old card.

-          Charles announced that the Poet Laureate of the United will read at Clemson University March 27th. It will be announced in The Quill.

 

VIII         ADJOURNMENT.

 

There being no further business, meeting was adjourned by acclamation at 12:20 pm.

 

_______________________________________

Michelle Ross

Secretary

 ***

 

 

APPROVED MINUTES OF THE

BOARD OF DIRECTORS MEETING

OF

SOUTH CAROLINA WRITERS’ WORKSHOP

 

A meeting of the Board of Directors of the above was held on December 7, 2013 via a Go to Meeting Video Conference.

 

Go To Meeting Video Conference

I. Call to order, President Ginny Padgett at 10:06 a.m.

 

II. QUORUM.

Present:

Ginny Padgett

Beth Browne

Trilby Plants

Linda Cookingham

Kia Goins

Jim McFarlane

Teresa Burgher

Charles Duke

Courtney Diles Henderson

Joann Kelley

Helen Aiken

 

Absent (Excused):

Marilyn Sowyak (Joined late)

Michelle Ross

 

III. REVISE/APPROVE PREVIOUS MINUTES.

 

The minutes of the November 16, 2013 meeting were presented by Secretary Trilby Plants.

Motion to accept by Linda Cookingham.

Seconded by Charles Duke.

Motion passed.

 

IV. TREASURER’S REPORT – Jim McFarlane

 

Treasurer’s Report For December 2013

The bank balance on 12/4/2014 stood at $8497.18.   Including membership deposits and TPR and conference expenses, the total assets for SCWW will be $8736. Plus more membership renewals are expected.

Major income for 2013 is

Membership                 $12,450

Donations                     $7827

Conf registrations          $6940

Conf donations                         $700

TPR sales                     $395

Rock Hill Intensive        $240 (440 – 200)

 

Major expenses

2012 Conference          $14,009

2013 Conference          $4338

TPR judges and printing $1222

Storage                        $840

Computer Services

Survey Monkey                    200

GoToMeeting                                   300

Net Studios                          175

Start Logic                             15

Subtotal                    $690

Insurance                      $602

Contests                       $339 (Expenses 1040 – entry fees 701)

Quill                             $168

 

Jim McFarlane, Treasurer

 

Membership Report For December 2013

 

73 expired before Oct 31

 

115 expire on Dec 31, 2013

66 expire in mid-2014

73 expire 12/31/2014

5 former presidents

259 active members

 

Jim McFarlane, Membership Chairman

 

 

Motion to accept Treasurer’s report (pending revision of Computer Services broken into separate line items) by Trilby Plants

Seconded by Charles Duke.

Treasurer’s Report was approved with revision.

 

IV. UNFINISHED BUSINESS

  • Quote from Palmetto Web Design for two widgets added to website to make authors searchable: $175.

Motion to add these functions by Trilby Plants.

Seconded by Charles Duke.

Motion passed.

 

  • Blog schedule: done through January 2014. Beth Browne will renew postings on LinkedIn.com and transfer ownership to SCWW.

 

 

V. Election of Officers

a. President

Trilby Plants was nominated by Linda Cookingham, seconded by Kia Goins.

b. Vice President

Courtney Diles Henderson was nominated by Kia Goins, seconded by Trilby Plants. Courtney withdrew her name from consideration.

Joann Kelley was nominated by Ginny Padgett, seconded by Trilby Plants.

c. Vice President Conference Chair – Linda Cookingham

d. Secretary

Michelle Ross was nominated by Marilyn Sowyak, seconded by Courtney Diles Henderson.

e. Treasurer – Jim McFarlane; wants an apprentice as 2014 will be his last year.

Jim McFarlane was nominated by Linda Cookingham, seconded by Ginny Padgett.

Charles Duke volunteered to be Jim’s apprentice.

            f.  President Ex Officio – Ginny Padgett

Moved by Charles to accept the slate of officers.

Seconded by Teresa Burgher.

Slate elected by acclamation.

 

VI. COMMITTEE DESIGNATIONS

a. Chapter Liaison  – Michelle Ross

c. Contests – Marilyn Sowyak

d. Grants – Linda Cookingham

e. Membership – Jim McFarlane and Charles Duke

f. Quill Editor – Courtney Diles Henderson

g. Petigru Review – Trilby Plants; wants an apprentice as 2014 will be her last year. Courtney Diles Henderson volunteered.

h. Publicity  – Joann Kelley

i. Silent Auction Chair – Teresa Burgher

            j. Webmasters – Ginny Padgett, Courenty Diles Henderson (to maintain Members’ Published Work page)

 

 

VII. SET MEETING DATES FOR 2014.

Joann Kelley moved to hold Go to Meeting video conference meetings on Saturdays at 10:00 a.m.

Seconded by Marilyn Sowyak.

Motion passed.

After some discussion, Teresa Burgher moved to hold meetings the second Saturday of the month.

Seconded by Marilyn Sowyak.

Motion passed.

 

Meetings scheduled:

January 11 – Reorganizing

February 8 – Budget

May 10 – Tuneups and Conference

September 13  – Conference

October 11 – Conference

November 8 – Recap of year and election of new BOD members

December 13 – Election of officers

 

 

President Ginny Padgett used personal privilege to thank the Board members who will not be returning for their service: Kia Goins, Beth Browne and Helen Aiken.

 

VIII. AJOURNMENT.

 

There being no further business, Charles Duke moved to adjourn. Jim McFarlane seconded. Motion passed.

 

The meeting was duly adjourned at 11:23 am.

 

_______________________________________

Trilby Plants

Secretary

 ###

 

APPROVED MINUTES OF THE

BOARD OF DIRECTORS MEETING

OF

SOUTH CAROLINA WRITERS’ WORKSHOP

 

A meeting of the Board of Directors of the above was held on November 16, 2013 via a Go to Meeting Video Conference.

 

Go To Meeting Video Conference

I. Call to order, President Ginny Padgett at 10:08 a.m.

 

II. QUORUM.

Present:

Ginny Padgett

Beth Browne

Tibby Plants

Linda Cookingham

Kia Goins

Jim McFarlane

 

Absent:

Teresa Burgher (Teresa registered her votes for Board of Directors candidates ahead of time.)

Helen Aitken (excused absence)

Marilyn Benner-Sowyak (unexcused)

 

III. REVISE/APPROVE PREVIOUS MINUTES.

 

The minutes of the September 15, 2013 minutes of the Executive Committee meeting were presented. Minutes were revised to reflect the later election of 2014 Conference Chair.

Motion to accept by Linda Cookingham.

Seconded by Kia Goins.

Motion passed.

 

IV. TREASURER’S REPORT – Jim McFarlane

 

Treasurer’s Report

As of Wednesday evening, Nov. 13, 2013:

 

Checking Acct balance (after Conference checks clear) = $6555.73 (better than past years)

 

Major sources of income are

Membership = $10,336

Donations = $8,458 including $1000 from Coca-Cola and $700 from Richland/Lexington Cultural Council

Symposium registration = $6,450 (after deducting PayPal fees and refunds) need to reconcile with Kia

 

Major Expenses so far

Paying off Hilton debt from 2012 of $13,885

Symposium expenses = $3763 (need to reconcile with Kia’s numbers)

Printing TPR = $600 (so far) and TPR judges = $400

Carrie McCray contest awards & judges = $1040 less $701 in entry fees

Storage = $840

Computer Services = $690

Insurance = $602

 

Future 2013 expenses—none identified

 

Motion to accept Treasurer’s report by Tibby Plants

Seconded by Linda Cookingham.

Treasurer’s Report was approved.

 

V. STANDING COMMITTE REPORTS

 

a. Chapter Liaison – Teresa Burgher

 

No report. She sent a letter via email to chapter leaders.

Summary:

  • Quill will be sent November 11.
  • Board elections November 16.
  • Reminder to chapter leaders to hold elections for chairs in December and notify Board.
  • Reminder of 2014 Conference to be held October 24-26 at Myrtle Beach Hilton.

 

b. Conference – Kia Goins

Conference Report

November 16, 2013

The Symposium was a great day.

There were about 65 people in attendance and seven faculty members presenting. The two blocks of four classes were well attended. In the first block, Mike, Shari and Fred’s presentation was standing-room only. By the end of the day, I’d heard positive reviews of Aurelia Sands and Holly McClure’s sessions. I believe this was a successful event and I hope that the membership liked it.

The most positive thing from the event that I want to emphasis is that we had a positive cash flow from this event. I’ve attached a budget break-down to show the plan and the actual. There are a few things that need to be added to this accounting.

 

 

Ginny Padgett proposed a resolution: Kudos to Kia Goins for her hard work on a successful Symposium.

Seconded by Trilby Plants

Motion passed by acclamation.

 

Ginny Padgett proposed a resolution: Kudos to Beth Browne for organizing a successful after-event after the Symposium.

Seconded by Trilby Plants.

Motion passed by acclamation.

 

c. Contests – Marilyn Sowak

No report.

 

d. Grants – Linda Cookingham

No report.

e. Membership – Jim McFarlane

 

Membership Report

We have 298 paid-up members including 34 whose membership expired in August.

A conference in Myrtle Beach usually draws in 50 to 100 out-of-state registrants who only remain members for a year. Thus I think the decline is mostly last year’s out of state conference attendees not renewing combined with an absence of new out-of-state members this year.

 

President Ginny Padgett directed the Treasurer to get all members on a calendar year payment schedule for 2014.

 

f. Petigru Review – Trilby Plants

The Petigru Review Report

November 16, 2013

Total Spent:

150

CONTENT

4444898 The Petigru Review — Volume 7 – 2013

$3.22

$483.00

1

SERVICE

4444898 Expanded Distribution* for title #4444898

$25.00

$25.00

Status: Shipped
Billing Address: Trilby Plants
South Carolina Writers’ Workshop
4305 Lotus Ct Unit D
Murrells Inlet, South Carolina 29576
United States
Paid by Credit Card:

 

Subtotal

$508.00

Shipping

$63.00

Tax Collected

$28.98

Total

$599.98

* Expanded Distribution

  • ·        Bookstores and Online Retailers – make your book available to online and offline retailers such as Barnes & Noble and to distributors such as Ingram and NACSCORP.
    • ·        Libraries and Academic Institutions – make your book available through Baker & Taylor to libraries and academic institutions.
    • CreateSpace Direct – make your book available to certified resellers through our wholesale website.

To satisfy the grant from the Cultural Council of Richland and Columbia Counties I’ll be ordering them a pack of 20 for them and to distribute to their partners.

(About $ 80)

Revised to 5 copies for the Cultural Council and another 20 for the libraries in Richland, Columbia, Horry and Georgetown counties.                                                                                        About $ 80

I’ll be ordering Jim McFarlane another pack of 20 for Fiction Addiction and to distribute to authors.

About $ 80

I’ll be mailing author and judge copies.                                                                            About $ 80

Author Honorariums                                                                                                                             $400

 

                                                            Total                $1239.98

We’ve sold some.                                                                                               +  About $200

 

Royalties                                                                                                                         + $13.85

(I think we still have to spend about $200 to show matching funds for the Grant.) Revised to read: Use editor’s time as In Kind contribution.)

Submitted by Trilby Plants

g. Publicity – Beth Brown

SCWW Board Report –1st VP/Publicity -November 2013

-Beth Browne

 

  • Maintaining blog has been challenging, keeping up with board changes and remembering to remind folks to blog. After Symposium, decided to encourage guest bloggers, just posted first one, plans for at least three more. This seems like an excellent way to generate more interesting content and increase readership.
  • Board might consider having each board member *responsible* for his/her blog (bimonthly), not necessarily to do it themselves, but to find guests to provide interesting content too.
  • I never did get us a new twitter handle. Need to prioritize that, now that the symposium is over.
  • Open mic was a fun event with thirteen people attending, six readers. Door prizes including several beautiful baskets made by Teresa Burgher and books from Main Street Rag seemed to be a big hit. Hope to do it again next year.

 

VI. PRESIDENT’S REPORT – Ginny Padgett

 

(a)   SCWW gmail accounts: Please check at least once/week unless your committee responsibilities require more

(b)   Quill deadline is 6th of each month

(c)    Member’s suggestions addressed:

  1. At Members’ Published Work page on website, make authors’    work searchable by genre – being addressed by Jim.
  2. At that page, add a slide so all books will rotate – contacted Palmetto Web Designs for a quote.
  3. Add Speakers Bureau to website – gathering data via Quill, follow-through by Ginny.
  4. Beth Brown is researching the “owner” of SCWW LinkedIn page to be used as a point of member resource coordination. In the future, Publicity Chair will manage the page along with Facebook page and Google +. When all issues are resolved, Ginny will post the link on the website and in the Quill.
  5. Survey members to find what resources they would find most helpful in promoting their books – question included in annual member survey to be sent by Conference Chair, Kia.

 

VII. UNFINISHED BUSINESS

  • Jim McFarlane reported he had not received a response from Pat Conroy’s agent about being our keynote speaker at the 2014 Conference. Ginny Padgett will work on this.
  • Linda Cookingham and Trilby Plants will deal with revising the Conference contract with the Hilton.

 

VIII. NEW BUSINESS

 

Election of 2014-15 Board of Directors

  1. Trilby Plants

Moved to elect by Jim McFarlane.

Seconded by Linda Cookingham.

Motion passed by acclamation.

 

  1. Linda Cookingham

Moved to elect by Jim McFarlane.

Seconded by Trilby Plants.

Motion passed by acclamation.

 

  1. Sandy Richardson

Moved to elect by Kia Goins.

Seconded by Jim McFarlane

Motion passed by acclamation.

(Sandy Richardson has since declined the nomination for personal reasons.)

 

 

  1. Michelle Ross

Moved to elect by Linda Cookingham.

Seconded by Jim McFarlane.

Motion passed by acclamation.

 

  1. JM Kelley

Moved to elect by Jim McFarlane.

Seconded by Kia Goins.

Motion passed by acclamation.

 

  1. Charles Duke

Moved to elect by Trilby Plants.

Seconded by Linda Cookingham.

Motion passed by acclamation.

  1. Courtney Diles Henderson

Moved to elect by Linda Cookingham.

Seconded by Trilby Plants

Motion passed by acclamation.

(Ginny Padgett (President Ex-Officio for 2014), Jim McFarlane, Teresa Burgher, Marilyn Sowyak-Benner are returning to finish their two-year terms. Board may be comprised of 9-13 members.) 

           

IX. NEXT MEETING. The next regular meeting of the Board of Directors will be held on December 7, 2013 at 10:00 AM EDT via Video Conference. Purpose of the meeting is election of officers and committee designations for 2014.

 

X. AJOURNMENT.

 

There being no further business, Linda Cookingham moved to adjourn. Trilby Plants seconded. Motion approved.

 

The meeting was duly adjourned at 11:09 am.

 

_______________________________________

Trilby Plants

Secretary

 

 

MINUTES OF THE

BOARD OF DIRECTORS MEETING

OF

SOUTH CAROLINA WRITERS’ WORKSHOP

 

A meeting of the Board of Directors of the above was held on September 15, 2013 at 3:10 PM via a Go to Meeting Video Conference.

 

Go To Meeting Video Conference

I. Call to order, President Ginny Padgett at 3:10 p.m.

 

II. QUORUM.

Present:

Ginny Padgett

Teresa Burgher

Beth Browne

Tibby Plants

Linda Cookingham

Helen Aitken

Kia Goins

 

Absent:

Jim McFarlane

Marilyn Benner-Sowyak

 

The following actions were taken by appropriate motions duly made, seconded, and

adopted by the majority vote of the Board members.

 

III. REVISE/APPROVE PREVIOUS MINUTES.

 

The minutes of the June 8, 2013, Executive Committee meeting were approved.

The minutes of the August 15, 2013, meeting were approved.

 

IV. TREASURER’S REPORT

Treasurer’s Report was approved.

 

Treasurer’s Report

The debt to the Hilton was paid off in June.

The current bank balance is $5049.00 with outstanding checks of $711.67 (mostly to the MetropolitanConferenceCenter).

Nearly $3000 of that bank balance is Symposium registrations and critiques.

 

Jim McFarlane

 

V. STANDING COMMITTE REPORTS

a. Chapter Liaison – Teresa Burgher

Chapter Liaison Report

September 12, 2013

 

Since the last meeting I have sent out two chapter leader letters updating the chapters on the following things:

 

Conference discounts

Retiring the debt

Call for applications for 2014 Board of Directors

Request for updates on leaders’ contact information

Lists of members who are not receiving the Quill

I received responses from 10 of the 18 chapter leaders. They have brought up the following issues and ideas:

 

Sense of disconnection from the activities of the Board of Directors

Questions concerning how SCWW benefits members

Members not receiving the Quill

Ideas on contests

 

I think all of the communications I received were in the spirit of positive communications. Some chapter leaders simply responded with contact information. Furthermore, I think the communication has assisted in opening a dialogue with several chapters, assisting two chapters with issues, and certainly in stimulating members to sign up for the Symposium.

 

Thanks,

Teresa Burgher

Chapter Liaison

 

 

b. Conference – Kia Goins

Conference Report

September 15, 2013

We are closing in on the Symposium and things are sort of on track. We have made our final payment to the Convention Center to secure the facility for the October 26.

We had a change in the faculty since Jamie Bodnar Drowley had a scheduling conflict. Aurelia Sands of Deer Hawk Publications has agreed to fill-in and has even agreed to do some critiques.

We rolled out our Four-For-Five promotion as discussed in our last called Board meeting. So far we’ve gotten about three groups taking advantage of this offer. I expect to get a few more groups before September 30.

The Four-For-Five deal has helped move our registration numbers. As of 10:30 Thursday, September 11, 2013, we have 25 registrants, with three of those being “free” registrations.

Seven people have purchased fifteen critiques for our video/email critique. Bernadette Baker-Baughman is once again the most popular among our faculty members.

As a reminder:

The Writing for Publication Symposium opens on Saturday, October 26. Registration opens at 8 a.m. I plan to keep it simple by only having to check registration against an alphabetical list and handing out stick-on name badges.  I will need a handful of Board members to assist with this, since we are not using volunteers to keep the costs down.

 

c. Contests – Marilyn Sowak

            No report.

 

d. Grants – Linda Cookingham

 

SCWW Board Report: Grants

9/15/13

 

At the end of August Ginny requested that a special mailing be sent to chapters due to concerns. Feedback indicated that many chapter members felt they didn’t know the Board or what they did. The idea was to send a special Board of Directors Bulletin for publication. Below is what I submitted and would like to use that for my up to date report.

 

A grant was submitted in February 2013 to the Arts Cultural Council of Rockland and LexingtonCounty to assist in the publication of The Petigue Review. I’m happy to say we were awarded $700.00 which will help in printing costs. As part of the grant, SCWW will make TPR available at local libraries and high schools. Members are encouraged to submit work for TPR and those selected will not only receive copies of the publication but also have their names are authors promoted to the public.

9/15/13: Please note – I am not sure whether that money was received as yet.

I have also recently submitted another quarterly grant to the Arts Cultural Council of Richland and Lexington Counties for $1,000.00 to support two of the Symposium Workshops for our one day conference in October. If awarded these funds, our organization is in a better place financially to provide workshops and prepare for the larger 2014.

9/15/13: Please note – I have not heard whether the grant was approved.

In regards to the 2014 conference, I am happy to report that a grant written to the South Carolina Arts Commission was awarded to us in the amount of $2,372.00. This is an increase from the $1,568.00 awarded in the past. SCAC is a huge supporter of our organization and despite concerns in state funding was able, in part with SCWW letter writing campaigns to local politicians, to obtain funding needed for many art organizations across the state.

If anyone would like copies of the grants written and/or final reports submitted to our funding sources, please contact me. I would be happy to send you a copy.

Linda Cookingham, Grants
Surfside Chapter
BOD Member since 2011

 

e. Membership – Jim McFarlane

 

Membership Report

We have 298 paid-up members including 34 whose membership expired in August.

A conference in Myrtle Beach usually draws in 50 to 100 out-of-state registrants who only remain members for a year. Thus I think the decline is mostly last year’s out of state conference attendees not renewing combined with an absence of new out-of-state members this year.

 

f. Petigru Review – Trilby Plants

The Petigru Review Report

September 15, 2013

The anthology is about to go to the printer.

Cost per copy: $    3.32

200 copies:      $ 664.00

Did we receive the check from the Cultural Council of Richland and ColumbiaCounties?

Submitted by Trilby Plants

 

g. Publicity – Beth Brown

 

September 2013 Publicity Chair and First VP Board Report

Beth Browne

Helen Aitken

Helen sent out all press releases. (Yay Helen!!)

Beth is maintaining the blog, increasing to twice weekly in September.

Beth acquired a possible volunteer for SCWW via a blog post. Hoping that J.M. (Joanne) Kelley will work out in the role of Publicity Chair. She does a great job with her own social networking, in addition to being a successful author of fiction, and we hope she will do well in publicizing SCWW or whatever role she ends up in.

Beth will be leading an open mic immediately after the Symposium, held at The Flying Saucer, very close to the Convention Center.  We hope this will be a very high energy and fun event, with door prizes and lots of cheering. Food and drinks will be available for purchase. Please let all your peeps know about this. Beth will blog about it soon.

Thanks very much to all board members who have contributed blog posts. They have been really wonderful and much appreciated.

Looking forward to “seeing” you all at the meeting!

 

 

VI. PRESIDENT’S REPORT – Ginny Padgett

 

(a)    SCWW gmail accounts: Please check at least once/week unless your committee responsibilities require more

(b)     Courtney Diles will send an email reminder each month for Board-related articles for Quill; reinstate Board bios each month; start with Linda, then Marilyn

(c)     Roll Call for 2014

  1. Ginny – returning as mandatory President Ex Officio, not running for another term
  2. Beth – term expires in December; running for 2014-15?
  3. Kia – term expires in December; not running for 2014-15
  4. Tibby – term expires in December; will run for 2014-15
  5. Jim – returning for second year of his term
  6. Teresa – returning for second year of her term
  7. Marilyn – returning for second year of her term
  8. Linda – term expires in December; will run again for 2014-15
  9. Helen – serving out vacated term; running for 2014-15?

(d) Have four completed apps for Board positions; deadline is 10/31/13; at this point we have 10 members for 2014 without currently undecided members, Beth and Helen (by-laws mandate 9-13 members/year); Board elections occur at November meeting; Board offices elected, committees designated at December meeting

(e) Sandy Richardson, Sumter volunteered to do membership development using interest list from SCBF; she also organized and issued Chapter Submission Challenge: September 15 – October 15

 

VII. UNFINISHED BUSINESS

(a)    2012 Conference Deficit is RETIRED!!!! two months ahead of deadline

 

VIII. NEW BUSINESS

            Election of 2014 Conference Chair

Trilby Plants moved to table the election of Conference Chair and Co-Chair until October 5, 2013, at which time an email election will be held.

Linda Cookingham seconded.

Motion approved.

 

IX. NEXT MEETING. The next regular meeting of the Board of Directors will be held on November 16, 10:00 AM EDT via Video Conference.

 

There being no further business, Teresa Burgher moved to adjourn. Helen Aitken seconded. Motion approved.

 

The meeting was duly adjourned at 4:53.

 

_______________________________________

Trilby Plants

Secretary

 

 

 

 

 

 

The election of 2014 Conference Chair vote was conducted on October 6 via email.

Moved by Tibby Plants to elect Linda Cookingham 2014 Conference Chair.

Seconded by Jim McFarlane

Motion approved.