Retiree Board Meeting Minutes, June 18, 2008
Attendees: Elyce Wair, Judy Goodman, John Coutu, Dollie Smith, Sharon Bernier, Barbara Frank, Carl King, Suzanne Boyd, Tracy Koon, Jim Hoffman
The MayBoard minutes were approved.
Document Repository Process – J. Coutu: The Yahoo Groups web site has an area where all documents definitely need to be stored. It is a Board/Committee Members Only section. The area is accessed by selecting the link on the Committees page. John has to approve sign up for the Board Members area on the web site. There are limitations on the “Title Length” and the size of the file. Please read the document/folder standards page.
2008 Goal Review – B. Frank:
Increase the value of the Intel Retiree Organization to retirees
Grow participation by developing robust email strategy – On track. We have developed a stronger manual process and have this on the list to automate for next phase of our website. Since we have been communicating our "Opt In' process in the newsletter & on both websites, our list has grown from 400 to 800 since the beginning of this year.
Increase number of sites involved – On track.New Mexico, Folsom, & Hudson now have site reps, in addition to Oregon, Arizona, & the Bay Area.
Implement our new structure – On track. By laws have been ratified by the Board, and elections will be held as documented in November.
Develop funding strategy – On hold pending Intel Charter Review, scheduled for July.
Implement our website and continue to enhance features – On track.New site launched. Marketing plan, training, documentation and bug fixes, as well as usage data need to be completed as Phase 2.New features to be solicited from retirees, prioritized, and implemented in phase III. Phase 3 will begin in January 2009.
Continue quarterly newsletter – On going/Done with great support from Intel.
Test "Club" opportunities in Oregon – On track.Oregon has been getting feedback on this at their monthly lunches and they are tracking the web stats on their club page. They also have several Hikes planned for this summer to test participation. One change that folks have been suggesting is to change the name from "club" to "area of interest" so that people don't think we are requesting dues. We will make changes to this name on the website asap.
Start Social/Event Committees in Bay Area, AZ, FM, NM – On track. Participation has been good except in the Bay Area. Terry & Cindy are planning on sending a survey out in EVITE to see why.
Increase the value of the Intel Retiree Organization to our local communities & Intel
Analyze Oregon Volunteer data & determine next steps – Objective has changed due to the difficulty in capturing information. We will continue collecting articles and anecdotal data at our Oregon and other area events.We are publishing the articles in our newsletter & posting on our website to show the breadth of volunteering by retirees. Intel will continue to capture matching hours for our group but that focus is only on education volunteering and we willget those results in a couple months (deadline for turning in hours is June 30th). Note that this is for all retirees regardless of site.
Conduct other Site Surveys & determine next steps – On track. Each site is conducting surveys to see what retirees need and are interested in our group providing. Once we have electronic capability, this will get easier to do. If you have inputs for us, please email them to your Site Coordinator. Don't wait for us to ask!
Create linkage processes with Intel – Our linkage processes with Intel continue to improve. They provide support & mailing for our quarterly Newsletter, and any other direct mailers we require. They are also helping us manage our email list, specifically email addresses that bounce back. We have just completed our charter & bylaws documents and pending Intel review, hope to be formally sponsored by them.
By-Laws – B. Frank: Final By-Laws Revision and Charter Revision were voted on by the Board and passed. Intel could review in early July.
Communication Committee – B. Frank: Intel will still need to review our documents and go through them with Legal in order for the organization to become an official Intel “Group”. There are still some questions regarding how our group will be handled by Intel. The Committee’s next goal is working on Phase II of the Web Site. The Committee needs to find out exactly what the retiree receives from Intel that informs them about IRO.
Web Site Committee – J. Coutu: New features and content were added on June 17, 2008. We now have an Intel News link that Howard High will send to the Web Page. There is also a Board Members only section (as mentioned above). John outlined the emphasis of Phase II (we do not have school support) as being: Debugging, content development such as “For Your Health” and volunteer opportunities and articles. The navigation bar will be activated. They will continue to develop documentation and training materials and work on content and planning. They will further develop requirements for future development. Discussions on Big Tent have been deferred to a future time after more important phases are done. The Opt-in process has been moved to phase III because the manual process is working. And, work teams within the committee have been set up to keep their meetings more focused on specific tasks.
Web and Email list update – J. Goodman: Communication and coordination are made between Judy and Bob Flansburg to assure they have the most up to date file. Judy gets the Email updates from the retiree organization mailbox (yahoo account) update box and completes folders for each month. She also forwards the updates to Bob Flansburg. Judy will be gone the whole month of July. Sharon will cover the mailbox in July and Barbara Frank will cover the mailbox in August.
Bounced emails are sent by B. Flansburg to Debbie Silva so that she can send a letter.
Newsletter – S. Bernier: The information for the United Way Campaign will not be available in time for the Newsletter and the next publishing is too late. Sharon worked on a Q and A article on SERP/401K rollover and may end up using links to Web Sites because the question is rather technical. She is exploring an article about defining a regular retiree (our group) versus an alumni. Sharon reviewed the rest of the Newsletter content and reported that all is looking good. Deadline for content is July 15th.
Site Social Updates:
Bay Area – B. Frank reported that they will have a wine and cheese party on June 21st at the Barnes home. They are trying for a quarterly schedule of events, hopefully a Giants game in September and some collaboration with the alumni group.
New Mexico – J. Hoffman reported that their next event is June 27th and approximately 15 folks will attend a light supper and a presentation on financial planning with someone from Fidelity and perhaps Intel.
A.R. – B. Brazil, J. Hoffman, talk with retirees about writing articles for the newsletter.
Oregon – J. Goodman, reported that the June luncheon was successful. Elyce talked with attendees to gather input on the new website and to obtain articles for the newsletter/website, We have 4 people from Oregon writing articles about their volunteer activities.
Opens:
Suzanne Boyd, Massachusetts, reported that she received 6 responses from a survey. She has 28 retirees email. She had two erroneous email and was informed that they should be sent to Bob Flansburg so that he can note them. Bob then sends them to Debbie Silva and she sends a letter to the home address on file. Suzanne also discussed how the MA group is handled for official retirement because most of them worked for Visual Equipment prior to becoming Intel. She said that the Web Site has really helped her stay in touch.
The Odd Retiree Web Site: - E. Wair investigated and found out that someone bought up URLs thinking they could be sold to Intel. There is no connection to Intel even though the site specifies Intel as a sponsor. Intel has looked at this site but is not willing to contact the owners because they are not willing to negotiate for purchase of the url. Apparently Intel has run into this before and their policy is to ignore these urls.
Jim Hoffman is off to Europe to do a fabulous bike ride. He has promised to write an article and send pictures for our Newsletter/website when he returns.
A blurb is needed for the Newsletter for the Folsom and Massachusetts site representatives.
Next Meeting July 16, 2008 Dollie Smith