2024 Board Meeting Minutes

April 7, 2024

Meeting called to order at 2:02 PM CST.

Attendance

President - Katrina Marie
VP of Programs - Monica Jorgensen
VP of Communications - Erika Nielsen
VP of Workshops - Nicole R. Locker
Treasurer - Absent
Secretary - Absent

Stephanie not in attendance. Sending information to Katrina

Minutes of Last Board Meeting

Monica Moves to approve
Nicole seconds
All in favor

President's Report

Welcome
Introduce Erika as our new VP of Communications
Mentorship program
* hard to find volunteers to act as mentor
* do a town hall to get members more involved and feel like a community. – Wednesday, June 12 @ 8PM EST
* do a jotform to register to attend live or leave feedback.

Treasurer's Report

Still working on reconciling this quarters’ transactions, I will send over a YTD report when that is done.
– Paypal Balance as of 4/7/24: $206.95
– PNC Balance as of 4/7/24: $62,563.27

Secretary's Report

Members as of 4/7/24: Total of: 335
-Still working to get email access. Password was never sent over. Katrina is reaching out to Cheryl for me to change the phone number to Katrina’s so that we can reset the email. Went into the email on the backend but there were no emails available. Katrina changed the settings so that the emails don’t automatically delete after they auto forward to the gmail account.
-All FB member requests have been checked and approved with the exception of 1.

VP of Programs Report

Conference going well
Keynote
Masterclass
Had a question about sponsors: Are they in charge?
Need volunteers for Stiletto
Have narrators read from unpublished winners
Put a call out for judges for Stiletto (need 7-12 more): Katrina & Nicole

VP of Workshops Report

YTD: Brought in $2510 for workshops Jan-April Paid out $2155 to instructors, earned $1255

There were a few instructor agreements that haven’t been signed when came on. There are 3 from one instructor that haven’t been signed. Sent emails and hasn’t gotten a response. Sent email with a response date of end of March or workshops would be removed. Didn’t get a response and those have been removed from the lineup
Integrated jotform with zoom.

VP of Communications Report

Pretty straight forward. Emails go where they need. Nothing to report.

Committee Reports

Business Matters

Microsoft Teams
Subscription to Microsoft 365 Business for $1050.00
Nicole moves
Monica seconds
All in favor

New Business

Pay the panelists the same fee of $150 regardless of more than one speaker per workshop
Nicole Moved
Monica seconded
all in favor

Do bimonthly mixers with themes and topics to bring engagement.

Adding different social media posts to facebook group to bring engagement.

Katrina to contact smaller book influencers about judging the published for reader’s choice award.

Monica to ask a member to step into role of Treasurer.

Meeting Adjourned

Meeting adjourned at 3:37 PM CST.

January 7, 2024

Meeting called to order at 2:13 PM CST.

Attendance

Katrina Marie - President
Stephanie Derbas - Secretary
Cheryl Barton - VP of Communications
Nicole Locker - Treasurer
Monica Jorgensen - VP of Programs

Not present:
David-Matthew Barnes - VP of Workshops

Minutes of Last Board Meeting

Nicole motions to approve last meeting minutes, Stephanie seconds. All in favor.

President's Report

President report provided by Katrina Marie

Katrina needs to finish getting together with Nicole on the monthly newsletter. Nicole said that Kimberly Ash said that she would take over the monthly newsletters again.  Katrina will touch base with Kimberly and make sure that she has what she needs for the newsletter.

2024 Timeline

Quarter 1 (January – March)

January 7, 2024: Q1 Board Meeting (2:00 p.m. CT)

March 1-14: Mentor Matching Applications open

  • March 15-May 10 pairs work together

March 1: Stiletto Contest opens 

  • Overseen by 
  • Volunteers: 
  • Coordinator: 
  • Judges: 
  • Entries: 
  • PR: 

March 31: Stiletto Contest closes

Quarter 2 (April – June)

April 7, 2024: Q2 Board Meeting 2pm CT

May 15, 2024: Mentor Program surveys should go out

: Stiletto Unpub Scores Due

: Stiletto Unpub Finalists Announced

: Stiletto Pub Scores Due

: Stiletto Finalists Announced
(Finalized dates on this will come once they’re set)

Quarter 3 (July – September)

July 27-28: Virtual Conference

  • Masterclass?
  • July 27, 2024: AGM (Q3 Board Meeting) + Stiletto Awards Ceremony
  • Chapter Service Awards
  • Pitch Event
    • Volunteer: Monica Jorgensen

September 1-14: Mentor Matching Applications open

  • September 15-November 10 pairs work together

 

Quarter 4 (October – December)

October 1-15: Elections coordinator gathers nominations, sets up voting

  • Volunteer: 

October 15: Nanowrimo Group opens

  • Overseen by Katrina  (going to see if she can get volunteers to help run it)
  • Volunteers: 

October 16-30: 2025 Board Elections open

November 1: Novel Celebration opens

November 1: File 990N (Katrina)

November 10: Mentor Program surveys should go out

: Q4 Board Meeting (we will set the date in July for this meeting and set it for November or early December)

  • Newly elected board is invited, discuss transition plans

 

 

Need to schedule?: 

  • 2024 Writing Retreat (Tu Quyen offered to volunteer for the writing retreat. Need to have a meeting and analyze about what’s working and what’s not and figure out how to adapt to make the retreats with more of an attendance. Nashville was a bigger attendance. Possibly look into something that’s more central for more people to attend.)

Treasurer's Report

Treasurer report provided by Stephanie Derbas (outgoing treasurer).

As of 1/07/24, 

PNC Balance: $58,950.44
PayPal: $237.37

2023 Audit: Emily and Velma (volunteers on the audit committee) emailed in the middle of November that they were going to discuss the information that was provided. But Velma didn’t think much of an audit could be done with the documentation provided. Nicole said that she will work on a way to streamline the process better so that an audit is able to be done.

Stephanie will send Katrina the Year End Profit and Loss report.

Secretary's Report

Secretary Report report provided by Cheryl Barton (outgoing secretary)
New/renewals: +32
End of Year: 335 members

Facebook page is up to date through Jan 7

VP of Programs Report

Programs report provided by Monica Jorgensen

Monica is settling into her new position. Going to take the next week or two to figure out the Stiletto Contest. (Katrina mentioned that the Stiletto Contest typically opens on March 1st)

VP of Workshops Report

Workshops report provided by David-Matthew Barnes

David-Matthew not present; report coming.

 

VP of Communications Report

Communications report provided by Cheryl Barton.

Cheryl is settling into her new position and will talk to Katrina on all of the information/responsibilities that she needs to focus on.

Cheryl wasn’t sure on if she needed to set up the website stuff; Nicole said she usually handles the website stuff (changing the board member section, etc.)

Committee Reports

N/A at the moment. That will change in the coming months.

Business Matters

New Business

Possible switch from google to Microsoft teams? (have the board look into teams and get back together in about a week or so to go over if we should move forward)

Meeting Adjourned

Meeting adjourned at 3:04PM CST.