University of Hawaii
National Capitol Regional Chapter
BOARD of DIRECTORS Meeting Minutes
January 21, 2006, McEnearney’s Old Town Office
9:00 a.m. – 12:00 p.m.
I. MEETING OPENING:
President Karen Uemoto called the meeting called to order at 9:10 a.m.
II. ATTENDENCE:
Present: Karen Uemoto, Robert Budway, Dave Cooper, Donna Feeley, Pat Hiu, Bobby Lum Ho, Tony Moreno, Byron Shorter, James Snyder, John Tagami, Take Toma
Absent: Rod Okabayashi, Carita Tompkins, Charles Tompkins, Reuban Toshikawa
III. MINUTES OF LAST MEETING:
Action: None - no minutes recorded at last meeting.
IV. TREASURERS REPORT
Action: None. Tabled until next meeting when report is received from Carita.
V. SLATE OF OFFICERS:
Discussion: Karen reviewed the proposed slate of officers; and highlighted the need for succession planning. A Motion was put forth to accept the slate as follows:
President: Karen Uemoto
Vice President: Charles Tompkins, Byron Shorter will substitute for Charles
Secretary: Donna Feeley
Treasurer: Carita Tompkins
Communications Chairman: Bob Rice
Membership Chairman: Jim Snyder
Education Chairman: Bobby Lum Ho
Golfing Even Co-Chairmen: Robert Budway and John Tagami
Spring/Summer Event Chairman: Tony Moreno
Fall/Winter Event Chairman: Karen Uemoto and Tracy Simmons
Presidents Emeriti: Dave Cooper, Pat Hiu, Tony Moreno
Actions:
● Motion approved to accept the slate as discussed
● Pat will give a copy of the Bylaws to Karen
● Carita will develop a back-up plan for the treasurers report
VI. CALANDAR OF EVENTS FOR 2006:
Karen presented an overview of the upcoming planned events for 2006 including the (1) Battlefield Tour and CASAA Dinner, (2) Golf Tournament, (3) Face of America/Hawaii Volcanoes National Park Event and (4) Interns Arrival and Welcome.
A. CASAA Battlefield Tour and Dinner
Discussion: Tony Moreno reported the CASAA tour plans. Tony will be coordinating a battlefield presentation for CASSA scheduled for April 22 nd Conversation about whether the NCRC could attend took place, but it was decided that a separate tour could be arranged for the group if desired. The board discussed options for a special dinner with CASSA on April 26 th with the recommended location of China Garden in Rosslyn based on price and size to accommodate large groups. It was recommended that an invitation be sent to local alumni and other groups about the dinner as a means to increase recognition of and potential membership with the NCRC. Karen suggested that Chancellor Denise Conan could possibly speak to the group.
Action:
● Group voted to endorse the dinner and hold it at China Garden on April 26th.
● An invitation will be sent to local alumni and other local Hawaii affiliates
● Karen will investigate the option of having Chancellor Denise Conan speak to our
group.
B. Golf Tournament:
Discussion: Robert Budway reported the results of the last tournament and presented strengths and weaknesses regarding sponsors, competing dates and location. The official amount of funds is available through Carita. A large decline in corporate sponsors was noted (a decrease from 30-40 to current amount of 12). Pat stated that companies would be more willing to participate if the dates changed, and emphasized the need to increase sponsorship by bringing in smaller companies. Tony recommended that we move the tournament to June, highlighting that one of the drawbacks of a June date would be not having the interns present. Karen suggested obtaining a video clip instead.
Regarding dates, Bobby and John offered to look at other sites including Virginia Oaks. Discussion took place about different price ranges: Andrews is $65/head, Westfield is $120/head. John did mention that it would more than likely be cheaper in July than June. He proposed the possibility of a joint effort with the Memorial Tournament held in July but it was concluded that the purposes of the two organizations were not congruent. Robert recommended that the tournaments be at least one month apart. John mentioned that best price dates are TWTH, but Pat said that Mondays or Fridays are the best to attract Hill folks.
Actions:
● Bobby and John will look into alternate dates and locations and get back to Karen within a couple of weeks.
● Karen will write letters for sponsorships and talk to Bob Rice about getting names and following up who to write to.
● Robert will coordinate the Save the Date card to go out late February and the first blast of flyers for March
● Pat will contact Defense Contractors
● Pat will contact Sherie Chung to begin work on coconuts and trophies
● Robert will invite Carol Takafugi’s group as entertainment (singing and dancing) for
the next tournament
● Collaborate with the Hawaii State Society (build a stronger partnership)
● All board members will investigate potential sponsors and bring names for at next
meeting
● Carita will present tournament earnings at next meeting
Considerations for future marketing and income generation:
● Write a personal note to include in the communication blast
● Selling pictures at the tournament
● Making calling cards
● Collect email information during registration
● Consider in-kind contributions for specific activities such as the entertainment
● Modify brochure to include in-kind contributions
● Talk to Bob Rice about building lists
In discussing the success of future tournaments, Tony, Bobby and Pat emphasized the need to retain our most popular highlights:
* interns
* everyone participates and gets something (best and worst)
* non-competative, focus on enjoyment and friendship
* the hula dancers
* powerful message of having the interns present
* food
* coconut trophies
* celebration of the Hawaiian spirit – Hawaiian shirts, gifts and music
C. Intern Program:
This year the candidate pool consisted of 5 extremely qualified candidates. Dick is requesting the Board to consider bringing in 4 this year instead of 3 (4 principals and one alternate). The group discussed cost to accommodate 4. Typically the cost is $500/month each plus half of the airfare costs. Previous interns, especially Uulani were excellent marketers of the program. If was recommended that she serve as a point person to market the message back on campus. Carita will need to provide the budget breakdown of actual and proposed costs.
Action:
● Support of 4 interns was approved
● Bobby will talk to Dick about bringing in the 4 interns
● Carita will develop budget breakdown of expected costs for 4 interns.
D. Face of America Program:
Karen provided and overview of the Face of America program (September 9) which will focus on Volcanoes and the marked focus on the Hawaiian culture. Given the potential attendees including the congressional delegation, Karen proposed that we structure an event before or after show, perhaps with HSS, East West Center and KAM school. Folks.
Action:
● Karen will do more investigation on options
VII. MEMBERSHIP CHALLENGE:
Discussion: Jim presented the current membership status and challenges. He emphasized the need to increase and involve younger members on the board. He has been actively collecting names and offered to build an Access data base from the UH Centennial Book CD. Jim and Pat discussed the high school event they attended where there was 100 representation contrary to the UH representation of 0. Although there are large numbers of UH grads, there is a lack of unity. (Where was this)???
Pat suggested a new variety of internships including those for retirees, expatriates, or a reverse internship program – where our kids are sent to Hawaii. Donna highlighted that we need to carefully lay out the benefits of joining the UH alumni and identify incentives. Tony and Jim suggested that we formulate ideas around the body of people gleaned the database. Tony and Jim recommended that we ask – “do you want to be an active participant?” Byron introduced the idea of a Centennial Alumni Week back in Hawaii with a package deal.
Action:
● Jim will develop database and we’ll formulate ideas for marketing and recruitment
around that list.
● Byron will prepare a concept for celebrating an alumni week back in Hawaii (to be
implemented in 1.5-2 years)
● Invite Carol Takafugi to board meetings/build a stronger partnership with the HSS
● Invite Maile Duggan, KAM School Alumni, to attend board meetings
VIII. NEW PROGRAMS:
Discussion: Karen stated that we’ve already lots of brainstorming about recruitment, especially recruiting younger people to join committees/taskforces. We need a goal to increase or double our size.
IX. ADMINISTRATIVE ISSUES:
A. Volunteer Status: There was a brief discussion about having documentation of our 5013C for specific events/activities for tax cuts (Carita has copy).
B. Strategic Plan
Discussion: The group talked about the need to review and update the strategic plan with the development of a vision statement needs. Pat has the original copy of the strategic plan and deliver it to Karen. Bobby will resurrect some of founding concepts and directions. Karen will take resp of strategic plan…3 goals…John…put short-term goals.
Actions:
● Bobby will research and compile the original concepts of the board.
● The Board, at its next meeting, will develop/update vision statement.
● Karen will take responsibility of the strategic plan and build in short-term goals.
C. Next Meeting: March 4 th at McEnearney from 9:00 a.m. – 12:00 p.m.
D. Words from Dave Cooper:
(will be provided later)
X. ADJOURNMENT:
Meeting adjourned at 11:25 am.
A special Mahalo to Dave and Kathy Cooper for hosting the meeting at McEnearney’s OldTown Office.
Respectfully Submitted,
______________________ ____________________
Karen Uemoto, President Donna Feeley, Secretary