Board of Directors Meeting Minutes

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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.

 

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