INDIAN HILL HIGH SCHOOL ALUMNI ASSOCIATION MEETING November 7, 2002 The regular monthly meeting of the Indian Hill High School Alumni Association was held on Thursday, November 7, 2002. Our next scheduled meeting will be held on Thursday, December 5th in the IHHS Media Center. 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 Treasurer: Geoffrey F. Strauss 1967 421-7305 Database/Website: Dana C. Ewell 1958 232-5100 Chair of Archives, Gregory A. Johnson 1979 561-9949 Past VP/Photographer: - - - - - - Samuel M. Smyth 1977 561-8106 Chair of Wm P. Kincaid Allison C. Wendel 1988 984-3482 Scholarship Fund: Those not present were: Social Chair: Jeff D. Creighton 1978 474-6702 Advisor: William P. Kincaid 891-4023 Honorary, Class of 1959, Retired IHHS Teacher The meeting was called to order by the President, Jay Noiman at 8:00 PM in the Athletic Director's Conference Room. Copies of Jay's agenda were distributed. Note: The meeting was delayed due to a conflict in scheduling of K-12 Evening Conferences in the IHHS Media Center. When we scheduled our meetings for the first Thursday of each month on the IHEVSD 2002-2003 Calendar we were not aware of this annual scheduling event in December. APPROVAL OF THE MINUTES: Copies of the October 3rd meeting were available for review. A motion was made, seconded, and passed. TREASURER'S REPORT: Geoff presented the following report: CHECKING: Beginning Balance: $ 1,895.21 Deposit: 1,675.00 Expenses: 450.00 Ending Balance: 3,120.21 SAVINGS: 3,358.07 WM. P. KINCAID SCHOLARSHIP: 624.66 General discussion followed Geoff's report. It was reported that the $450.00 expenses were to cover our publishing wrap up. It was recommended that Geoff provide monthly and quarterly updates for Endowment Funds. He was in agreement with establishing this new protocol. A check for $200.00 was given to Geoff in response to our announced promotion of the 2003 Crooked Tree Golf Outing. It is believed that this type of flag per hole advertising will likely create outside interest in our IHHSAA fund raiser project. DATABASE REPORT: Dana reported that membership for 2003 is 120. Current total membership is 540. He has recently completed a check of all names in the Database. We have approximately 6,900 listings in the USA and 100 to 150 listings in foreign countries. He noted that working with "classmates.com" has brought people and interest to our "ihhsaa.org" website. Dana requested that if anyone still has labels and flyers from our recent mailing that they be turned into him ASAP. He will match them up and mail out as many as possible. Depending on the number available he may also use them as replacements on mail returns. For the January 2003 mailing Dana requested a printing over run. This would allow us to include domestic and foreign addresses (total 7,250) and cover any returns. E-MAIL NEWSLETTER: Deadline for submission of articles is November 15th and December 13th. Topics suggested were: ~Eddie -- Richard Petty Driving School experience. ~Jeff -- October 4, 2003 Golf Outing. ~Greg -- "Legends" for the Archives. ~Bill -- IHHS moments from the past. ~Allison -- WPK Scholarship Fund. Any other contributions will be greatly appreciated now and before the end of the year. Dana would like the E-Mail Newsletter completed before preparations begin for our January 2003 mailing comes out. MEMBERSHIP/MARKETING: Lengthy discussion took place concerning various forms of mailing, costs, member handling, and Post Office handling for our January mailing. It was agreed that we use an 11"x17" sheet with a possible return envelope. Allison and Sam presented various printing costs and breakdowns for our consideration. They both have a strong background and experience in the area of mailing and printing costs. Jay will explore cost information that he has obtained and make comparisons for our consideration. Monday, January 13, 2003 was suggested to be the week for our mailing to go out. Suggested topics to include were: Letter from IHHSAA President, Wm. P. Kincaid Scholarship Fund, Regional Reunion in Boston in June, Golf Outing in October, Monthly E-Mail Newsletters, and IHHS Class Reunion Kits. Sam suggested that we explore the following: submit advertisements for the Indian Hill Phone Directory that is published approximately every two years; create promotional inserts/advertising in the Indian Hill Village Bulletin (www.ci.indian-hill.oh.us), submit photos and promotions in The Indian Hill Journal (www.communitypress.com) and The Cincinnati Enquirer (www.Cincinnati.Com). It was noted that a recent article had appeared in The Cincinnati Enquirer's Metro Section on October 30, 2002 and was briefly discussed. ARCHIVES: Greg reported that he is still looking for IHHS and IHEVSD memorabilia. His focus is still on building a collection of "Legends" and gathering information for the Sports Hall of Fame and putting them in chronological order. He will also followup with Mrs. Dean Blase regarding "Legend" advertising costs and purchase/exchange for our archives of the 50th Anniversary publication in 2003. General discussion followed regarding the Wednesday, October 16th, Open House that Mrs. Blase had organized with her students for local alumni and faculty. Those alumni and faculty who attended seemed to be involved and have a good time visiting and exchanging stories with her student staff members. Photos of the event were taken by Greg and Joan. WILLIAM P. KINCAID SCHOLARSHIP FUND: General discussion took place regarding the current setup in timing and handling of applications. Peg was not available for this meeting. Allison reported that she has spoken with Peg. They will meet next week to discuss the WPK Scholarship Fund and Peg will provide Allison necessary files and records she has to date. Transfer of funds will occur after the first of the year and scholarships will be selected and awarded in April. This matter will be discussed more fully at a later meeting. It was suggested that we include our scholarship time table in the E-Mail Newsletter; as well as solicit applications. SOCIAL REPORT: Jay provided the following information as Jeff was unable to attend this meeting. The IHHSAA Regional Reunion will be held on June 21, 2003 in the Boston, Massachusetts area. The proposed Kabob Bake menu planning cost would be $22.95 per person as follows: ~Swordfish Kabobs, Chicken Kabobs, Beef Kabobs ~Potato Salad, Carrot/Cabbage Cole Slaw ~Assorted Cookie Platter, Watermelon Slices With the following additions the cost will be $7.00 to $10.00 more per person. The total would then be $30.00 per person. ~3 to 4 Appetizers ~Coffee, Iced Tea, Soft Drinks ~Beer, Wine, Ice, Tables/Chairs, Flowers Discussion followed regarding the amount of beer and wine that would be available. Estimation was unclear and if the figure should be set at $35.00 per person. Question was raised about members bringing their own beverage of choice (alcohol). No decision was made regarding this issue. It is believed that we should followup with the organizers in Boston for clarification. Next year's Golf Outing at Crooked Tree Golf Course in Mason, Ohio, on October 4, 2003 was briefly discussed. Jeff will provide us with any updates at a future meeting. MISCELLANEOUS: General discussion took place regarding the confusion of awarding the IHHSAA Eagle Trophy at the IHHS Football Homecoming Game on Friday, October 4th. Lack of notification to us about changing arrangements for viewing and judging floats (due to weather conditions) was of concern to us. IHHSAA members were present to perform this duty. Per the announcement at the game, volunteers arranged to go to the high school on Saturday to view, judge, photograph, and present our trophy to the winning class representatives. Once there, it was noted that an unofficial arrangement was arbitrarily made by a faculty member to select other alumni to perform our duties. It was also noted that student conflict had occurred regarding respect for other class floats; plus weather had also taken a toll. Communication from the IHHS Principal to Jay followed this event and the situation was resolved. It was our committee's decision to select and award our trophy to the best float. The Senior Class float for 2002-03 was chosen by our committee. Photos of the winning float were taken by Greg. It was noted that engraved plates currently appear on the trophy base as follows: Juniors 1997-98; Juniors 1998-99; Freshman 1999-00; Sophomores 2000-01; Sophomores 2001-02. NOTE: The IHEVSD will go on its Winter Recess December 23, 2002 through January 3, 3003. There being no further business the meeting was adjourned at 9:05 PM. Respectfully submitted, Joan K. Ewell, Secretary