INDIAN HILL HIGH SCHOOL ALUMNI ASSOCIATION SPECIAL PLANNING MEETING August 1, 2002 On Thursday, August 1, 2002, a special planning meeting of the Indian Hill High School Alumni Association was held at Panera Bread, 8115 Montgomery Road in Kenwood. No meeting was scheduled for July. The next meeting will be held on Thursday, September 5th in the Media Center of the Indian Hill High School Building at 7:30 PM. The following Officers and Trustees were in attendance: President: Jay V. Noiman 1979 793-9450 Vice President: Edward J. Fischer 1960 677-0909 Secretary/Photographer: Joan K. Ewell 1958 232-5100 Database/Website: Dana C. Ewell 1958 232-5100 Past VP/Photographer/ Gregory A. Johnson 1979 561-9949 Ch. of Archives: Social Ch.: Jeff D. Creighton 1978 474-6702 Advisor: William P. Kincaid 891-4023 Honorary, Class of 1959, Retired IHHS Teacher. Those not present were: Treasurer: Geoffrey F. Strauss 1967 421-7305 Marketing Ch.: Nicholas Strauss 1972 321-8137 Past Pres./Ch. of Peg S. Groene 1973 561-3553 Wm. P. Kincaid Scholarship Fund. The meeting was called to order by the President, Jay Noiman, at 7:40 PM. Copies of Jay's agenda were distributed. APPROVAL OF THE MINUTES: Copies of the June 6th meeting were not made available. The June and August minutes will go out by e-mail prior to the scheduled September meeting. TREAURER'S REPORT: Geoff telephoned his general report to Joan and it was presented by Jay as follows: CHECKING ACCT: $ 4,327.21 SAVINGS ACCT: 12,303.67 SCHOLARSHIP FUND ACCT: 623.86 (Sent out to 5 applicants at: $750.00/each = $3,750.00.) Brief discussion followed. Jay will talk further with Geoff regarding suitable investments and economic timing. A motion was made, seconded, and passed to accept the Treasurer's Report. WM. P. KINCAID SCHOLARSHIP FUND: Jay reported that Peg will be stepping down as Chair of the WPK Scholarship Fund. She is looking for a replacement from within her committee. It is our desire that this transition will be smooth. DATABASE REPORT: Dana reported current membership is 481. Dana reported that he has obtained 155 alumni updates from "classmates.com." Persistence in working with their system has created some contacts and has been a process of weeding out misinformation. Dana shared a letter that he had received from the Booster's Membership Ch.. She had requested e-mail addresses of our IHHS alumni. Zip Code areas can be sorted from the web site. Discussion took place regarding this unique request. It was not believed that we should give blanket approval to all such requests. A motion was made, seconded, and passed to approve a one time use of our e-mail addresses for the Booster organization. Dana requested that we do the e-mailing for the Boosters rather than releasing our e-mail list to them. E-MAIL NEWSLETTER REMINDER: Our deadline is August 15th. MEMBERSHIP REPORT: General discussion took place regarding Delta Sky Miles. It was decided not to make any changes with contribution levels and vouchers at this time. We will remain at $100.00 this year and review again next year. Jay presented LaRosa's Buddy Card as a method of fund raising. Jay would like this to be an additional effort to raise money for the WPK Scholarship Fund. Lengthy discussion took place regarding other community groups that have participated over the years. Jay decided that he will personally make a commitment to recruit people and to sell Buddy Cards. We will discuss this further at our September meeting. MAILING: Jay reviewed his proposed letter and its content. Following discussion it was suggested that it be: printed as a one page card fold-over with a return address. Use of a sticker for closure, address label, and postage will need to be affixed. Dana will require lead time for the printing of address labels. However, he wants the mailing list to be as current as possible when printing out our labels. Hopefully, the mailing will be assembled and out by mid-September. ARCHIVES: Greg reported he has neared completion of identifying and filing photos Bill had priviously given to Jay. It was suggested that we put a picture on our web site for proper identification and hopefully get others involved in our efforts. CLASS YEARBOOKS/LEGENDS: Lengthy discussion took place regarding acquisition of copies of "The Legend" yearbooks. It is hoped that others will gift us as Miss Mary Thomas's niece did upon Miss Thomas's passing. Bill noted that he has Legends from 1954-1987. Greg noted that some extra Legends for 1970-1980 may be available at $45.00/each from IHHS Legend archives and are believed to be in good condition. He will followup to confirm cost and availability. It was suggested that Greg inquire about photos not used by the Legend staff. It is hoped that if they have photos that are not going to be utilized or are to be discarded that we can request for our archives. Greg reported that the Indian Hill Historical Society has Legends on hand. Some of their copies are not in very good condition due to photos having been cut out, poor storage, etc. It is believed that it will be a long term project to collect copies of Legends from 1954 to a current date. A motion was made, seconded, and passed that we target missing yearbooks on our web site and offer two years free membership for each missing yearbook collected. Greg is still in contact with Herb Hillard (Class of 1954) to gather record information for the Athlete Hall of Fame beginning with 1954. SOCIAL REPORT: Discussion took place regarding future social events and fund raising. Jay will contact Peg by e-mail to determine what plans she may have in operation for golf outings, etc. GOLF OUTINGS: Our new Social Chair, Jeff, gave an extensive report covering Cincinnati Area Public Golf Courses that he had investigated personally and from on the internet. It was suggested that we use our web site and e-mail newsletter to target IHHS golf team members. We will set date, time, location, cost, etc. for WPK Scholarship Fund raising in the Spring of 2003 (May). A place with a restaurant was believed to be more desirable in order to avoid catering problems. If we are able to obtain sponsorship at a Country Club, membership regulations, greens fees, golf cart fees, and other costs will also have to be factored differently than at a public course. Jeff will also obtain literature and pamphlets from various facilities for our consideration and promotion ideas. It is believed that marketing will be key for our proposed event. It was suggested that we feature a celebrity from a Nike Tour. There are a number of teaching pros in the tri-state area who may wish to participate if contacted. It was suggested that we also seek sponsorship for our proposed Golf Outings. The IHHSAA membership Golf Outing planning has not been definitely determined. We are considering a Fall date in 2003. Marketing would be another consideration. Football Homecoming Weekend was suggested for a promotion tie-in. Details and planning will be discussed at a future meeting. MISCELLANEOUS: Jay reported that the Tax Reporting Form was completed. Jay has also received a letter from the IRS affirming our Exempt Status. There being no further business, the meeting was adjourned at 8:40 PM. Respectfully submitted, Joan K. Ewell, Secretary