Che
New member
Desert Marine Society June 10, 2006
Purpose: To plan the revival of the Desert Marine Society. We will begin discussing the mission and direction of the organization, including the identification and delegation of preliminary action items.
Agenda Items:
1. Leadership â€"œ identify the leadership structure and appropriate people to fulfill those roles.
2. Infrastructure â€"œ development of website, fliers, other documentation.
3. Events â€"œ identify what events we would like to have this year.
4. Meetings â€"œ discuss the need for administrative meetings outside of the major events.
5. LFS liasons â€"œ
6. Fundraising/support for the next event â€"œ
JUNE 10, 2006
Meeting to discuss future of DMS took place at Prankster’s beginning at 1:10 p.m.
In attendance:
Che Herrera
Chris Johnson
Andy White
Tiffanie Aylesworth
Jeremy Powell
Chris Aragon
Pat Lombardo
Eva Herrera (Che’s wife) recorded minutes.
Che distributed an agenda, a copy of which is attached to these minutes.
The meeting began with a discussion regarding the new core group of leaders (those present plus additional interested parties not in attendance) moving forward as the new DMS. It was discussed that Che would assume the leadership role with AJ in a co-leadership role because of his history and experience with the organization. It was also discussed that the organization would operate with more of a Board-like structure than official roles and titles such as president, vice-president, etc., with a core group of decision-makers. Tiffanie offered to serve in a treasurer-like role.
Infrastructure items were discussed:
• The group needs recognition from LFS as an organization (i.e. discount cards for members, which need to be distributed quickly upon receiving dues from members)
• Tiffanie has a 54†format printer that can do poster, fliers, etc.
• It was agreed that the website should be kept simple, with no forum â€"œ the website should serve as a marketing tool and to provide resources, such as contact information for the organization, information about upcoming and past events (including photos from Parade of Reefs), advertisements for fundraising events, and educational links and information (i.e. DIY info, links to other pages and sites, identification pages â€"œ aspire to be like Melev’s Reef Site)
• Also, DMS maintains a library of books and other resources that could be listed on the website so that members can check out materials
• Tiffanie has some web experience and will work on developing the website
• Also, Corey mentioned at the first PoR event that he works for a company that registers domains
• The focus of the meeting was for the new DMS to keep it simple and not compete with FRAG
Future meetings for organizational items could be held before FRAG meetings, but to start at 12:00 p.m. so there is enough time for discussion before FRAG starts setting up
Prior to the next meeting, Tiffanie will vectorize DMS’s existing logo
There was also discussion about the status of DMS as a non-profit organization. The club will need a tax ID number, so there needs to be follow-up with AJ to determine what the club’s official status currently is.
Most marketing should be done by one-page emails, but some hard copies should also be printed to distribute to LFS and to have available for people to pick up at information tables set up at LFS prior to events. There was discussion about breaking up the Valley into 4 regions (NW, NE, SW, and SE) and assigning a representative/liaison for each region to make sure that LFS in that region have fliers up, to organize information tables at LFS within the region, etc. Reps can be assigned based on geographic convenience and existing contacts (i.e. Jeremy mentioned that he has contacts with Pets, Inc., About the Reef, and Aquarium Arts).
• Marketing materials should encourage members to support the LFS.
• DMS could try to initiate group buys through LFS rather than online through established relationships with the LFS. One idea was to poll members to see what they want to do a group buy on, then give LFS the first opportunity to participate before going online.
• Remember to send mass emails using bcc
Initially, regular (i.e. weekly) administrative/organizational meetings need to be held to get the new DMS up and running. There was discussion about rotating among members the obligation for recording minutes, but Eva also volunteered to perform that task when she is present. Based on scheduling, the next organizational meeting is tentatively scheduled for the evening of Friday, June 30 or sometime Saturday, July 1, probably to take place at Che’s house. Anyone who is interested in having any input regarding the future of DMS should be present. Tiffanie and/or Che are to check with AJ for a membership list to be sure to include any existing or past DMS members who may not learn about the meeting from RC. An email list of those present today was circulated, and Che will follow-up by email to set a specific date/time for the next meeting and distribute that information to anyone interested in attending.
The meeting concluded with discussion about the next PoR event, which AJ has offered to host in late July/early August. Need to follow-up with dates with AJ. There was discussion about donations for food and door-prizes, but it was suggested that with enough advance notice, it could be a potluck event and there could be a raffle for any door prizes offered.
Suggestions and things to consider for reviving the Desert Marine Society (from RC DMS and Frag forum discussion threads)
1. Leadership â€"œ
a. Need committed leaders to run the organization
b. Need President or point person
c. Find the right leader and establish the group’s structure
d. Leaders that have the time to dedicate to the organization
e. Leaders that are dedicated to promoting the hobby (without being paid)
f. Leaders need to be willing to present or organize presentations and workshops
g. More than one leader to run organization
2. Partnerships â€"œ
a. Get support from local fish stores
b. Work with Frag and Prop
c. Alternate meeting times with Frag and Prop
d. Promote support of local fish stores to get customer benefits
e. Demonstrate how the group members can benefit the lfs
f. All clubs to merge Frag and prop plus DMS to become a greater DMS
g. Combining and aligning of all valley groups
3. Dues and Fundraising â€"œ
a. Need funding to support events
b. Need to determine dues rates and tiered structure
c. Dues need to be reasonable
d. Tiered structure for different levels of access
e. Raffle events and tickets
f. Types of fundraising events
g. Sell DMS t-shirts, hats, notepads, clocks, buttons, etc
h. "Park & Swap" events with a portion going to the club.
i. Sales of current reef related books personally signed by the authors.
j. Events need to be commensurate with the dollar amount of dues
k. Level of membership and dues structure
4. Benefits â€"œ
a. What will the member get for their dues?
b. What is the value of the membership?
c. Need to sell memberships.
d. Need to learn what members’ needs are and to meet them.
e. What are new members going to use the organization for?
f. Set out a schedule well ahead of time so members can plan
g. Discount cards for local fish stores.
h. Tiered membership
5. Mission â€"œ
a. Focus of DMS is Education
b. Need to have truly helpful info
c. Provide education through expert presenters
d. Provide teaching and workshops
e. Layered approach â€"œ beginner through experienced
f. Provide education through local resources
g. Provide a focused educational seminar at each meeting
h. Input from fellow hobbyists
i. Promote knowledge and each other’s efforts
j. Social atmosphere â€"œ conversation, food, and drink
6. Advertising and Recruitment â€"œ
a. Need to attract new members
b. DMS days at lfs
c. Set up a booth: offer a membership with $20 paid dues - Give that new member a $5 certificate good in the store and their new DMS 10% discount card.
d. DMS website
e. DMS fliers and official documentation
7. Events â€"œ
a. Guest speakers
b. Parade of reefs
c. Workshops and seminars
d. Other options?
8. Time and Location â€"œ
a. Need to change the time and location
b. Central location for meetings, convenient for the greatest number of people
c. Location where food and drink are accessible
d. Weekends are better than weekdays
e. Rotating venues
f. Field trips
9. Infrastructure â€"œ
a. Website
b. Bank account
c. Mailbox
d. Meeting place
e. Library
f. Raffle prizes
g. Emergency equipment
h. Fliers and documents
i. Keeping these things current and up to date
Purpose: To plan the revival of the Desert Marine Society. We will begin discussing the mission and direction of the organization, including the identification and delegation of preliminary action items.
Agenda Items:
1. Leadership â€"œ identify the leadership structure and appropriate people to fulfill those roles.
2. Infrastructure â€"œ development of website, fliers, other documentation.
3. Events â€"œ identify what events we would like to have this year.
4. Meetings â€"œ discuss the need for administrative meetings outside of the major events.
5. LFS liasons â€"œ
6. Fundraising/support for the next event â€"œ
JUNE 10, 2006
Meeting to discuss future of DMS took place at Prankster’s beginning at 1:10 p.m.
In attendance:
Che Herrera
Chris Johnson
Andy White
Tiffanie Aylesworth
Jeremy Powell
Chris Aragon
Pat Lombardo
Eva Herrera (Che’s wife) recorded minutes.
Che distributed an agenda, a copy of which is attached to these minutes.
The meeting began with a discussion regarding the new core group of leaders (those present plus additional interested parties not in attendance) moving forward as the new DMS. It was discussed that Che would assume the leadership role with AJ in a co-leadership role because of his history and experience with the organization. It was also discussed that the organization would operate with more of a Board-like structure than official roles and titles such as president, vice-president, etc., with a core group of decision-makers. Tiffanie offered to serve in a treasurer-like role.
Infrastructure items were discussed:
• The group needs recognition from LFS as an organization (i.e. discount cards for members, which need to be distributed quickly upon receiving dues from members)
• Tiffanie has a 54†format printer that can do poster, fliers, etc.
• It was agreed that the website should be kept simple, with no forum â€"œ the website should serve as a marketing tool and to provide resources, such as contact information for the organization, information about upcoming and past events (including photos from Parade of Reefs), advertisements for fundraising events, and educational links and information (i.e. DIY info, links to other pages and sites, identification pages â€"œ aspire to be like Melev’s Reef Site)
• Also, DMS maintains a library of books and other resources that could be listed on the website so that members can check out materials
• Tiffanie has some web experience and will work on developing the website
• Also, Corey mentioned at the first PoR event that he works for a company that registers domains
• The focus of the meeting was for the new DMS to keep it simple and not compete with FRAG
Future meetings for organizational items could be held before FRAG meetings, but to start at 12:00 p.m. so there is enough time for discussion before FRAG starts setting up
Prior to the next meeting, Tiffanie will vectorize DMS’s existing logo
There was also discussion about the status of DMS as a non-profit organization. The club will need a tax ID number, so there needs to be follow-up with AJ to determine what the club’s official status currently is.
Most marketing should be done by one-page emails, but some hard copies should also be printed to distribute to LFS and to have available for people to pick up at information tables set up at LFS prior to events. There was discussion about breaking up the Valley into 4 regions (NW, NE, SW, and SE) and assigning a representative/liaison for each region to make sure that LFS in that region have fliers up, to organize information tables at LFS within the region, etc. Reps can be assigned based on geographic convenience and existing contacts (i.e. Jeremy mentioned that he has contacts with Pets, Inc., About the Reef, and Aquarium Arts).
• Marketing materials should encourage members to support the LFS.
• DMS could try to initiate group buys through LFS rather than online through established relationships with the LFS. One idea was to poll members to see what they want to do a group buy on, then give LFS the first opportunity to participate before going online.
• Remember to send mass emails using bcc
Initially, regular (i.e. weekly) administrative/organizational meetings need to be held to get the new DMS up and running. There was discussion about rotating among members the obligation for recording minutes, but Eva also volunteered to perform that task when she is present. Based on scheduling, the next organizational meeting is tentatively scheduled for the evening of Friday, June 30 or sometime Saturday, July 1, probably to take place at Che’s house. Anyone who is interested in having any input regarding the future of DMS should be present. Tiffanie and/or Che are to check with AJ for a membership list to be sure to include any existing or past DMS members who may not learn about the meeting from RC. An email list of those present today was circulated, and Che will follow-up by email to set a specific date/time for the next meeting and distribute that information to anyone interested in attending.
The meeting concluded with discussion about the next PoR event, which AJ has offered to host in late July/early August. Need to follow-up with dates with AJ. There was discussion about donations for food and door-prizes, but it was suggested that with enough advance notice, it could be a potluck event and there could be a raffle for any door prizes offered.
Suggestions and things to consider for reviving the Desert Marine Society (from RC DMS and Frag forum discussion threads)
1. Leadership â€"œ
a. Need committed leaders to run the organization
b. Need President or point person
c. Find the right leader and establish the group’s structure
d. Leaders that have the time to dedicate to the organization
e. Leaders that are dedicated to promoting the hobby (without being paid)
f. Leaders need to be willing to present or organize presentations and workshops
g. More than one leader to run organization
2. Partnerships â€"œ
a. Get support from local fish stores
b. Work with Frag and Prop
c. Alternate meeting times with Frag and Prop
d. Promote support of local fish stores to get customer benefits
e. Demonstrate how the group members can benefit the lfs
f. All clubs to merge Frag and prop plus DMS to become a greater DMS
g. Combining and aligning of all valley groups
3. Dues and Fundraising â€"œ
a. Need funding to support events
b. Need to determine dues rates and tiered structure
c. Dues need to be reasonable
d. Tiered structure for different levels of access
e. Raffle events and tickets
f. Types of fundraising events
g. Sell DMS t-shirts, hats, notepads, clocks, buttons, etc
h. "Park & Swap" events with a portion going to the club.
i. Sales of current reef related books personally signed by the authors.
j. Events need to be commensurate with the dollar amount of dues
k. Level of membership and dues structure
4. Benefits â€"œ
a. What will the member get for their dues?
b. What is the value of the membership?
c. Need to sell memberships.
d. Need to learn what members’ needs are and to meet them.
e. What are new members going to use the organization for?
f. Set out a schedule well ahead of time so members can plan
g. Discount cards for local fish stores.
h. Tiered membership
5. Mission â€"œ
a. Focus of DMS is Education
b. Need to have truly helpful info
c. Provide education through expert presenters
d. Provide teaching and workshops
e. Layered approach â€"œ beginner through experienced
f. Provide education through local resources
g. Provide a focused educational seminar at each meeting
h. Input from fellow hobbyists
i. Promote knowledge and each other’s efforts
j. Social atmosphere â€"œ conversation, food, and drink
6. Advertising and Recruitment â€"œ
a. Need to attract new members
b. DMS days at lfs
c. Set up a booth: offer a membership with $20 paid dues - Give that new member a $5 certificate good in the store and their new DMS 10% discount card.
d. DMS website
e. DMS fliers and official documentation
7. Events â€"œ
a. Guest speakers
b. Parade of reefs
c. Workshops and seminars
d. Other options?
8. Time and Location â€"œ
a. Need to change the time and location
b. Central location for meetings, convenient for the greatest number of people
c. Location where food and drink are accessible
d. Weekends are better than weekdays
e. Rotating venues
f. Field trips
9. Infrastructure â€"œ
a. Website
b. Bank account
c. Mailbox
d. Meeting place
e. Library
f. Raffle prizes
g. Emergency equipment
h. Fliers and documents
i. Keeping these things current and up to date