INDIAN HILL HIGH SCHOOL ALUMNI ASSOCIATION MEETING October 3, 2002 The regular monthly meeting of the Indian Hill High School Alumni Association was held on Thursday, October 3, 2002. Prior to this meeting Eddie shared his personal video taken on September 6th at the Kentucky Raceway. He will write an article for our E-Mail Newsletter on this event. 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 Social Chair: Jeff D. Creighton 1978 474-6702 Past VP/Photographer/ Gregory A. Johnson 1979 561-9949 Chair of Archives: Ch. of Wm. P. Kincaid Allison C. Wendel 1988 984-3482 Scholarship Fund: Advisor: William P. Kincaid 891-4023 Honorary, Class of 1959, Retired IHHS Teacher Guest: Samuel M. Smyth 1977 561-5013 The meeting was called to order by the President, Jay Noiman at 7:50 PM. Copies of Jay's agenda were distributed. APPROVAL OF THE MINUTES: Joan had copies of previous meetings available. A motion was made, seconded, and passed for approval of the September 5th meeting. TREASURER'S REPORT: Geoff presented the following report: CHECKING: Beginning Balance: $ 1,895.21 Deposit: 9,000.00 Expenses: 9,000.00 Ending Balance: 1,895.21 SAVINGS: 3,355.94 WM. P. KINCAID SCHOLARSHIP: 624.43 Discussion took place regarding fund management and investments in Vanguard. It was noted that Geoff and Jay had agreed to invest $3,000.00 in the Vanguard GNMA Fund, $3,000.00 in the Intermediate Term Bond Index Fund, and $3,000.00 in Vanguard Windsor Fund. A motion was made, seconded, and passed to accept the Treasurer's Report. DATABASE REPORT: Dana reported that current membership is 491. Five memberships resulted from our recent mailing. All renewals that are presently coming in are recorded as a 2003 IHHSAA membership. THE IHHS LEGEND: Brief discussion took place regarding the "Legend" Advisor's, (Mrs. Dean Blase, blased@ih.k12.oh.us or phone 272-4576) efforts to reach out to IHHS Alumni. Dana reported that he had responded to her request for us to sent out an e-mail message to IHHS alumni notifying them of her scheduled event to be held on Wednesday, October 16th, 7:30-9:30 PM in the IHHS Media Center. It is her desire to include a series of time lines in the 2003 yearbook that would commemorate IHHS's 50th Anniversary (1953-2003). She would basically like to feature important events, students, scholastic and athletic achievements. Archival and other important IHHS background information is also desired. Dana reported that he had received a nice fold-over invitation from the "Legend" Staff. He also noted Jeff Dilbone was one of the eleven "Alumni Invitees" listed who is an IHHSAA member. Bill was listed as one of the seventeen "Faculty Invitees." CURRENT MAILING: Discussion took place regarding our latest 7,100 piece mailing. It was noted that we must secure our future fold- over mailings with tape or sticky circles for closure. Dana reported that he has received returns and is resending many of those if new addresses are given. He will also continue to reach out by e-mail and/or phone to confirm changes that are necessary for our Database. It was noted that formats for the printer will need to be checked as the address was printed upside down on the flyer. Lengthy discussion took place concerning various handling and price aspects of: copy, printing, folding, labeling, postage, and mailing. Bulk Mail was discussed and it was believed that 40% is not delivered. Allison volunteered to investigate current Bulk Mail operations and report back to us with solid information. Sam suggested that we investigate Minute Man Press. He has had good personal experience with them. He supplies them a computer disk and their cost includes setup and a tri-fold sheet with one color. It was noted that First Class Mail is significant as it is returned and enables us to purify our Database and mailing list. THE LINK: It was noted that the "Link" was sent out approximately four times a year and allowed the IHHSAA interim communication. The "Link" reached family residences in the area and gave us added support in reaching alumni outside our Database. WPK SCHOLARSHIP FUND: Jay suggested that we postpone our January mailing due to cost factors. It was noted that renewals were high in 2001 with four flyers and a return envelope. It was strongly recommended that we stay with our current and established mailing time schedule. It is believed that this mailing serves as a valuable reminder of membership renewals and gifts that support the WPK Scholarship Fund. The cycle of incoming applications, scholarship selection, and funding is critical to those participating and handling of funds. Peg was not available for this meeting and was unable to provide us with her input. Peg has stepped down and will bring files and records for closure of her term as Chair of the WPK Scholarship Fund. Appreciation was expressed as Peg has served as President of the IHHSAA and as an administrator for the WPK Scholarship Fund. Dana reported that he has received four applications for the WPK Scholarship Fund. The four applications were given to Jay. Allison volunteered to Chair the WPK Scholarship Fund and will work with Jay to establish a committee and guidelines to review applications and select recipients. They will report back at a later date for further discussion of this matter. Jay reported that he had received an e-mail message from Lori Davision, Class of 1980, and a former "Chieftain" Editor. She stated that she would like to serve on the WPK Scholarship Fund committee. Jay will follow-up with her and report back to us. Discussion took place regarding contributions earmarked for the WPK Scholarship Fund and the those made to the IHHSAA. The recommended policy is not to co-mingle funds. Designated funds with gifts are common. We are under 501(c)3 as nonprofit. Donations are not considered Tax Exempt. ARCHIVES REPORT: Greg will follow-up on "Legend" advertisement costs and will report back. E-MAIL NEWSLETTER: General discussion took place regarding topics of interest. It was suggested that Bill submit some of his experiences covering outstanding games and athletes (Wyoming/Sycamore, etc.). A motion was made, seconded, and passed that we include a section featuring Bill and his anecdotes from IHHS days; possibly call section "Bill's Corner." Following discussion it was suggested that photos be included along with various articles. Dana stated that he could create a separate page for readers to "click" on to provide this function. SOCIAL REPORT: Jeff will continue to work on details for next year's Golf Outing at Crooked Tree Golf Course in Mason, Ohio, on October 4, 2003. Jeff volunteered to take snapshots of the area for publicity. It was suggested that we follow-up with the "Indian Hill Bulletin" for possible publicity of this and other IHHSAA events. It was proposed that we explore the idea of a company/individual sponsor a flag per hole during the 18 hole tournament. It was suggested that this advertising cost be $200.00 per flag. NEW MEMBER WELCOMED: Samuel M. Smyth, Class of 1977, attended our meeting as a guest. A motion was made, seconded, and passed to invite him to become a Trustee of the IHHSAA. Upon invitation he was unanimously accepted. Sam is owner of an imported car repair business. His e-mail address is: smythcars@aol.com. MISCELLANEOUS: Establishing a ten year goal of $100.000.00 for the IHHSAA was discussed. It is believed that by 2012 the 1970s and larger classes begin to retire and there will be added interest in their high school roots. Jay will follow-up to locate our IHHSAA eagle trophy for presentation to the winning Football Homecoming float on Friday. There being no further business the meeting was adjourned at 8:55 PM. Respectfully submitted, Joan K. Ewell Secretary Note: The next meeting will be held on Thursday, November 7th. Jay will reach out to Nicholas Strauss to determine his level of involvement at this time; as a new father, etc.