National Committee Minutes for September/October, 1999

September 29, 1999

Item 1:

Minutes of ODW National Committee meeting - Via conference call - Sept. 29, 1999 - 5 PM Eastern time

Members Present: Rhonda Humphries, Kimesha Winn, Eileen Fitzgerald, Katie Grote, Adam Clay

National Committee Meeting in DC - Paul Austin let the committee know that Congress had not passed USAID's budget and that, therefore, USAID could not purchase plane tickets for the committee and chaperones to come to Washington in October as had been planned. The group talked about having the meeting in DC on November 18-20. Committee Members will check their schedules and speak to their chaperones to see if this date will work.

Years Timeline - The committee agreed that since they would not be meeting in October, they would need to make some of the decisions about this years ODW before they met in person. The first issue discussed was coming up with a timeline for the years events, workdays, project selection, etc.. The committee wants to find a time for conference calls when all members can participate. The committee agreed to meet via phone on Sunday, October 3rd, at 7:30 PM eastern time (6:30 PM central). For this discussion, Paul Austin will come up with a suggested timeline that the Committee can discuss and change.

Item 2:

Next Conference call. In an effort to find a time when everyone can join the conference call, we will have one this Sunday night (October 3) at 7:30 PM eastern time (6:30 PM central). To join the call, dial 1-800-473-8493 and tell the operator that you would like to join the conference call with Paul Austin. We have a new phone company so they won't have to call you back to join the call. They will connect you immediately.

Agenda for call: figure out timeline for the year.

Item 3: Recommended timeline (for discussion)

Coming up with a timeline for this year is pretty difficult because, since we are just getting started, we have to have the communications system for dealing with a larger organization. Also, any decisions we make about one issue affect the others.

Here are the issues starting at the end of the year and working backwards.

1) When are the work days? (A one month period)
We need to schedule these in the spring. They can't be so late that they get into end of the year exams, but as you will see by the other things we need to do, they can't be so early that we aren't ready by the time they happen. I suggest something similar to last year. We could start on International Youth Service Day (April 14th) and go to May 14th. This would help us get some national press attention to ODW. Hopefully most schools would have their work day as close to April 14th as possible. This might also help some schools get the day off at school. We could require that all schools send in their money by June 1.

2) When should we vote on the project?
I think everyone wanted to do this early enough to spread the word in your communities about the project, but late enough for all new schools to have a decent understanding of ODW before voting. We also need to have time to request project proposals which is discussed in the next item. I suggest that we select the project in the middle of March, on March 15th. This would give everyone a month to add a description of the project to what they have been telling their communities about ODW.

3) When should we request proposals for the project?
I think we need four to six weeks for sending out the requests and letting organizations send in proposals. Then another two weeks to look them over and prepare summaries for the schools to use in voting. That is 6 to 8 weeks total. If we were to have a vote on March 15 as mentioned above, we would have to have proposals returned to us by March 1st. So, we would have to send out the requests between January 19 and February 2. (Remember, in order to send out the requests, which include a budget, we need to have an idea of how much money we will raise. That means we will need an idea of approximately how many schools are participating this year)

4) What is the cut off date for new schools to join ODW?
I think we want enough time to spread the word about the program before the cut off, and enough time after the cut off for new schools to get ready for their work day. I suggest that the cut off date be around January 31. That way new schools will have at least 3 1/2 to 4 1/2 months to get ready for their workday, we will be able to come up with a budget in time to send out requests, and we will have time to spread the word about ODW.

5) How much time do we need to spread the word about ODW and be ready for new schools to join?
This is an important question. Last year we communicated by phone, mail, and e-mail. We were all figuring out how this program will work as we went. Now we all have a good idea of how ODW can be done in a school and a constitution that tells us how to make decisions together.

Since we have such a small full time staff, as the organization grows it will be impossible for me to keep in close contact with each individual school as we tried to do last year. That means that we need a way to give each new school the information they need to understand the program and how it works. Also, since ODW is run by students and advisors in each school, all of the students and advisors should be able to share information, ideas and advice about making ODW a success without having to go through USAID. To do all of these things, I have started working on an interactive ODW web site that can meet all of the needs of the organization. I would love to exchange ideas with you about it when we speak.

Setting up the communication system will take another 4 to 6 weeks. It will take almost that long for us to finish designing materials to send to students and teachers telling them about ODW. That means we would have from November until the cut off date to tell schools about ODW and for them to decide to join for this year.

So, here is a proposed timeline for the year for you to discuss:

1. October 1- Nov 15: Get web site working and design materials to tell others about ODW.
2. Nov 15 - Jan 15: Get the word out about ODW to students and teachers in the US.
3. Jan 15-Jan 30: Send out requests for proposals on El Salvador Project.
4. Jan 31: Cut off date for new schools to join.
5. March 1: Deadline for El Salvador Project proposals to be received.
6. March 15: Project vote
7. April 14: Work Days begin on International Youth Service Day
8. May 14: Work Days End
9. June 1: Deadline to send Checks

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October 3, 1999

Item #1

Minutes of National Committee Meeting - Via Conference Call - October 3, 1999 - 7:30 PM Eastern Time

Members Present - Rhonda Humphries, Kimesha Winn, Katie Kruse, Elizabeth Fristad, Katie Grote

The committee discussed the proposed timeline for the year and arrived at the following recommended dates:

1. Dec 15: Send out requests for proposals on El Salvador project.
2. Jan 10: Cut off date for new schools to join
3. Feb 1: Deadline for El Salvador project proposals to be received
4. Feb 21: Project Vote
5. April 14: Work Days begin on International Youth Service day
6. May 14: Work Days End
7. June 1: Deadline to send checks

To make sure that all National Committee members get to vote on the timeline, the committee decided that each committee member should vote "yes" to approve the timeline as listed above, or "no" to reject the timeline as listed above. Votes should be sent to Paul Austin by e-mail.

The committee then discussed its desire to establish a voting procedure and asks that all committee members give suggestions.

The committee decided it should have conference calls once a week and scheduled its next conference call for Sunday, October 10, at 7:45 Eastern Time (6:45 Central Time).

Item #2

Please send me your votes, yes or no, on the timeline as outlined above in the meeting minutes.

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October 10, 1999

Minutes of National Committee Meeting - via conference call - October 10, 1999 - 7:45 PM

Members Present - Adam Clay, Eileen Fitzgerald, Elizabeth Fristad, Katie Grote, Rhonda Humphries, Katie Kruse, Kimesha Winn

Vote tally of e-mail votes from previous meeting:

1) on approving the timeline for the year - 8 yea, 0 nay

Issue #1- Committee voting process
The committee discussed a process for voting, and came to a consensus that all decisions made during the conference calls should be voted on via e-mail so that all members, even those who are not part of the call, will have a chance to vote. Paul Austin will send out minutes after each meeting so that committee members can vote on each issue discussed.

Issue #2 - Policy - Applications to join from ODW students who have moved to new schools
The committee discussed whether or not ODW students who have moved to new schools (example: were part of ODW in 8th grade and are now at a High School), should have to write an essay to join ODW. Since the idea of writing an essay is to show that students are serious about ODW, the committee agreed that students who have worked on ODW have already demonstrated that they are serious about the program and do not need to write an essay. These students, however, must recruit and submit the name of their advisor at their new school.

A question arose as to whether teachers who were part of ODW and move to new schools should have an essay submitted for their new school to join. The group decided that since the point of an essay is to show that the students are serious about ODW, an essay from the students should be submitted in this case.

All schools, even those that were ODW schools last year, must submit the name of an advisor for the current year.

The National Committee decided to encourage all schools to include members of lower classes in Operation Day's Work to avoid situations where no ODW students will be left at the school in the following year.

Issue #3 - Creation of new ODW Web Site
Paul Austin described for the committee development of a new ODW web site that would allow new schools to apply on line and would provide all necessary information and tools for the program, as well as, forums for students and advisors to discuss all aspects of the program. The committee agreed that the Thetford web site (odwusa.org) and Board room would continue to be used by the national organization until the new web site is operational in mid-November. The address will be www.odwusa.info.usaid.gov.

E-mail Votes
Please send me your votes on the issues described in the minutes.

1. to approve the voting procedure as described: yea or nay
2. to approve the policy for ODW students who move to a new school to join as described: Yea or nay

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October 17, 1999

Vote tally on questions from previous meeting

1. On approving voting procedure discussed by committee - 6 yea, 0 nay
2. On approving policy for ODW students who move to new schools to join - 5 yea, 1 nay

I haven't heard from Elizabeth and Kimesha on these two votes yet.

Minutes of National Committee Conference Call - October 17, 1999 - 7:45 Eastern time

Members Present - Katie Kruse, Rhonda Humphries, Kimesha Winn, Eileen Fitzgerald, Adam Clay, Katie Grote, Dierdra Faherty

Item #1 - Application of Pilgrim Park Middle School to Join ODW
The application was discussed and members were impressed by the enthusiasm of Pilgrim Park applicants. The committee agreed that Pilgrim Park Middle School should be approved as an official ODW school. Final votes on this subject will be submitted by e-mail.

Item #2 - Web site
Paul Austin told committee members that he would like testimonials from students for the web site on "Why new students and schools should get involved with ODW". He would like a dozen or more examples from students that are one or two paragraphs long. In writing their paragraphs, students can talk about what they get out of ODW, why it is important, what makes it fun, and so on. National Committee Members agreed to send in two testimonials from each school.

Please submit e-mail votes on the following:

1. On approving the application of Pilgrim Park Middle School to Join ODW - Yea or Nay

Kimesha and Elizabeth, please e-mail your votes on last weeks issues.

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October 20, 1999

Item #3 - Minutes of our last conference call meeting - October 20, 1999 - 5PM Eastern

Committee members present: Katie Grote, Thetford; Eileen Fitzgerald, Pius; Elizabeth Fristad, Schroeder; Adam Clay, Shorewood; Dierdra Faherty, Quincy.

Committee members decided that Oct. 14-16 was an acceptable date for National Committee meeting in Washington.

As required by the ODW Constitution, Committee discussed requirements for new schools joining ODW and decided that each school should submit a short essay for the committees approval which answers the following questions.

1. Why do you want to join ODW?
2. What can your school and community bring to the organization?
3. Tell us any ideas you have on how to make ODW a success at your school?

Answers should be sent by regular or e-mail to Paul Austin (address is at bottom) so that he can get them to the rest of the committee. With their answers, new schools should send the name of their school, their advisors name, school address, school phone #, advisors e-mail.

(Reminder: According to the Constitution, new schools must have an advisor to apply)

Committee discussed the agenda for the National Committee Meeting, Oct. 14-16. Paul Austin said that he would come up with a draft agenda so that committee members could review it and let him know of any additional topics they wish to discuss.

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October 24, 1999

Vote tally on questions from previous meetings

1. On approving voting procedure discussed by committee - 8 yea, 0 nay
2. On approving policy for ODW students who move to new schools to join - 7 yea, 1 nay
3. On approving Pilgrim Park Middle School to join ODW - 8 yea, 0 nay

Minutes of National Committee Conference Call - October 24, 1999 - 7:45 Eastern time

Members Present - Katie Kruse, Rhonda Humphries, Kimesha Winn, Adam Clay, Katie Grote, Dierdra Faherty, Elizabeth Fristad.

Agenda Item #1 - Necessary decisions for National Committee to make

The committee reviewed the decisions it is required to make according to the constitution and found that they had completed most of them successfully. The committee then discussed and listed items they would like to review at their meeting in DC. (Requests for Project proposals, keeping records of national committee decisions, roles for Alumni, choosing a site for the 2000 Annual convention, El Salvador Information for schools, program finances)

The committee then discussed whether work days in future years will be held in the fall or spring. The constitution makes this decision the responsibility of the National Committee. Having organized the calendar for this year, national committee members agreed that having work days in the fall would be very difficult, if not impossible, given the amount of time necessary for schools to organize and build support for their activities. In addition, since the annual convention is held in the summer, there would be almost no time for the National Committee to receive project proposals or distribute information on the project country before the work days if they were held in the fall. The committee decided that they have enough information to make this decision now and asked that members vote by e-mail.

Please e-mail your votes on the following question:

1. Work days in future years will be scheduled in the spring - yea or nay

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