Goodwill Committee

Minutes of the Good Will Committee
October 4, 2002
McKeldin 7113
9:30-11:00

Members Present:
Alla Balannik, Donna Costa-Leonard, Judy Dillon, Jennifer Evans, Amrita Kaur, Johnnie Love, Joan Morris, George Ramsey, Deep Sarin, Lisa Wheeler, Evelyn Yocco

Members not Present:
Chamisa Carson and Jim Miller

I. Staff Luncheon
Discussion of the staff luncheon was moved from the fourth to the first agenda item. JLove passed out a four-page plan for the luncheon, which was developed in a planning session with representatives from both the Goodwill and Diversity Committees. Committee reviewed this document in detail.

Logistical Planning-Additions/Clarification of luncheon planning sheet
Ask people to attach a copy of the recipe to the dish.
Ask people to label their pots/pans/dishes/utensils with personal name.
Had three microwaves last year; Dillon and Kaur will bring in one apiece, and Wheeler will check to see if the committee can use the one in the Dean's office.
Also need to advertise where people can pickup their dishes after the event.
Shift #1 was changed from 11:30-12:30 to 11:00-12:30, and shift #2 was changed from 12:30-1:30 to 12:30 to 2:00. JLove would like Committee members to select a shift.
Setup will begin on October 23rd, the day before, from 3:00 to 5:00.
Need a table to store food on that has not been put out for consumption yet.
Music was decided against as too loud and disruptive.
Add trash bags to items "to be purchased."
Dillon will pick up paper supplies no later than October 17th.

Other
JLove will talk to GovDocs to see if any of the leftover gifts from their special event can be used at the luncheon as giveaways.
Dillon thought it might be fun to incorporate the United Nations quote "When we smile we all speak the same language" into the luncheon decorations/buttons.
Want to create a colorful, festive atmosphere.
Members had no idea how many people attended last year. Going to plan for 300 this year.
Recipe/food contest would cause too many problems, want everyone to feel welcome.

Public Relations-stress in the upcoming emails that the luncheon is for all staff and students and emphasize that people should bring a dish rather than money to pay for the meal. Flyer designed by Evans will be attached to an all-staff email with a notice that people in various departments should print it out as needed, so students know about the event. Submit flyer to be included in Library Matters. JLove will take care of PR in Evans' absence.

II. Function of the Committee
Matter of whether the Committee should sponsor a pizza party for student employees in the spring was discussed shortly and tabled for further discussion until the next meeting.

III. Duties of the Officers
Began to discuss this topic but needed more time to hear everyone's thoughts. Concern that there needs to be someone who oversees the coordination of the distribution of gifts and recognitions. Financial Secretary? Gifts Coordinator? What would be the duties of the person? Should another officer be created?

Agreed that the Treasurer would coordinate and track donations, accept receipts, and perform recordkeeping activities (monthly forms, yearly reports, and aggregate data for distribution to the staff).

IV. Financial Reporting
JLove passed out three financial forms, income/expense summary; request for reimbursement; and receipt record. On motion by Dillon and second by Ramsey, the Committee voted to adopt these forms.

Yocco is going to take the financial records from last year and try to place income and expenditures into categories, so the information can be disseminated to staff in an orderly manner.

V. Miscellaneous
At beginning of meeting, Yocco restated need to be more open about finances, especially since the Committee has received email from several people in the last few days, voicing concern about the Committee's past accounting practices. There also might be a misunderstanding that staff think the Committee is "rolling in dough." In the past, Sandy filtered out the negative feedback, but now with emails coming to the Committee's reflector, all members see the comments.

Dillon will follow up on removing the old reflector from umail.

Gifts that committee still needs to distribute.
Ramsey-money orders to hospice
Kaur-dish garden to staff member who underwent surgery
Yocco-gift certificate for new mother
Gift certificate from Barnes and Noble for ill staff member

After some discussion about the PR letter for Library Matters, Evans will remove the reference to the spring pizza party as well as the sentence about the number of recognitions that have been sent out this year from the article before submitting it later in the day.

Next meeting: October 11, 2002

Respectfully submitted by Jennifer Evans, Secretary, on October 4, 2002