AGENDA FOR AAJA SACRAMENTO CHAPTER BOARD MEETING
7 p.m. June 2, 2008 - Suzanne and Ryan’s home
I. Call to order - Judy Lin and Suzanne Phan - 7:31 p.m.
Board members present - Judy Lin, Suzanne Phan, Sandy Louey, Lonnie Wong, Ryan Yamamoto

Board members absent - Anny Hong, Bobby Calvan, Susie Wong
Guests - Florence Low

II. Finances
a. Checking and savings as of May 2008 - Susie Wong - No report since Susie wasn't in attendance
b. Request for chapter to purchase server space - Bobby Calvan - No report since Bobby wasn't in attendance
c. Request to amend 2008 budget to increase the allocation for student scholarships to $5,000 (was originally allocated at $2,500) - There was much discussion among the chapter board about the level of support for J Camp, which is a multicultural high school program run by AAJA, and the chapter's commitment and support of local scholarships.
Lonnie expressed some reservations about the fact that J Camp students selected from the Sacramento area weren't Asian American, but was more comfortable that the chapter's support wasn't in the form of a direct scholarship/donation to the students, but instead a donation to national AAJA to help support the entire J Camp program, which there are Asian Americans in the selected pool.
Sandy also expressed that it was unusual for 3 students from the Sacramento area to be selected for J Camp when there has been none in past years, so that it was important that the chapter provide the support for the program, citing Aldrich Tan as a successful graduate of the program.
To be able to support J Camp and the local scholarships, the board felt it was important to raise the amount of money set aside for scholarships in 2008.
-Motion to increase the allocation in the 2008 budget for scholarships to $5,000
-Introduced by Suzanne/Seconded by Sandy
-Vote was 5-0
d. Consider request for chapter to sponsor 3 students from Sacramento area to attend J-Camp in Chicago at a cost of $1,000 each- Suzanne Phan
Chapter had initially set aside $1,000 in chapter budget to sponsor a J-Camp student. After three were selected from the Sacramento area, Suzanne had indicated to national executive director Rene Astudillo that the chapter board would discuss whether to increase its support to $3,000.
Feeling there were 2 strong local scholarship applications that the chapter wanted to award to, the consensus of the board was that AAJA Sacramento would donate $2,000 to national to help support J-Camp.
Suzanne will let national know and contact Susie to send the check to national.
        -Motion to donate $2,000 to national AAJA to help support J-Camp
        -Introduced by Judy/Seconded by Ryan
        -Vote was 5-0
e. Consider applications for and awarding of 2008 chapter scholarships - Judy Lin
The chapter reviewed the two scholarship applications for local scholarships and based on need and quality of the clips, etc. decided to award scholarships to 2 deserving students from the Sacramento area.
Judy will followup with letters informing winners of their award and how to get their scholarship check. Judy will also ask the students to write up short bios and send a photo in jpg format that can be used for chapter Website and other materials.
-Motion to award $3,000 in scholarships, with $2,000 going to Donna Lee, an incoming graduate student at Columbia University and Deur Julie Tcha, a senior at Sacramento State University
        -Introduced Suzanne/Seconded by Sandy
        -Vote 5-0
III. National issues
Chapter needs to consider backup plan to send representatives to attend fundraising meeting/national board meeting/media access workshop if Bobby unable to attend Unity - Sandy Louey - Bobby is still uncertain if he will be able to attend Unity. As a result, the chapter needs a backup plan in case he doesn't attend.
Here's the breakdown of the replacements:
-Wednesday fundraising meeting - Judy
-Saturday national board meeting - Judy
-Saturday media access workshop - Sandy
-Saturday chapter presidents mtg - Anny
IV. Chapter issues
a. Update on fundraising committee - Suzanne Phan - Thanks to the guidance of Jennifer Scott, the committee is in the process of working on an appeal letter and chapter brochure. The committee also provided recommendation for sponsorship levels and ticket cost of the fall photo fundraiser.
b. Update on cost and planning for chapter social mixer - potential karaoke mixer in late June - Judy Lin - Pamela Wu is looking at a karaoke place that charges $35 an hour for the mixer, which is tentatively scheduled for Friday, June 20, but she is working to see if a potential lower rate. The chapter is looking at spending about $100.
c. Discussion of membership outreach efforts - Chapter board discussed the various membership outreach efforts individuals on the board are doing and encouraged everyone to reach out and followup with potential and former members, whether it's through coffee, lunch, etc.
d. Update on community outreach efforts - Suzanne reviewed the various events that board members have attended and participated in, which included:
        1) East West Eats in early May - Bobby Calvan
        2) KVIE Heroes Event, Pacific Rim St. Fest kickoff, My Sister's House dinner, OCA Dragon Festival fundraiser, Pacific Rim St. Festival in May   - Sandy Louey
        3) Sacramento Asian Chamber of Commerce Jump Start 21 event - Ryan Yamamoto and Lonnie Wong
        3) June 6 Asian Peace Officers Association - Ryan Yamamoto - The chapter has nine of the seats for the table filled and the check has been sent out by Susie
        4) June 14 CAPITAL banquet - Lonnie Wong - So far, the chapter has seven of the seats for the table filled. Sandy will make an invite to Donna Burke of AT&T, while Judy will contact Lorena Hernandez of Comcast to see if they are able to attend. Lonnie needs to send the names to Jeannie Lee of CAPITAL by June 10. Lonnie will contact Susie to let her know where to send the $750 check for the table.
        5) June 7 Fortune Festival (sponsorship/booth) - Sandy Louey - Chapter board considered the request, but because of lack of staffing and shortness of time, decided to pass up on being a sponsor or organizing a booth at the event this year
e. Update on planning for fall photo fundraiser - Ryan and Florence went over the outreach efforts for the photo donations, including reviewing a proposed letter that Florence will send out. Sandy provided a project plan timeline for the fundraiser, including committees and deadlines that should be set at the next board meeting.
As part of the timeline, the recommendation was that ticket prices be raised to $50, which is equal to many events in the community, and that as part of the $2,500 platinum level, that an one-hour portrait session be included as part of the sponsorship package. Suzanne will also check w/ the gallery owner to see if she would be open to banners outside the gallery - if so that also would be part of the $2,500 sponsorship level.
Sandy relayed that Jennifer Scott told her that Matt Dunn may have a possible underwriter for the fall fundraiser, which cover all expenses of the event, which has been from $1,500 to $2,000 in past years. More follow-thru is needed.
V. Next board meeting - Potential dates of Sunday, July 6 or Sunday, July 13 at Pho Bac Viet on Broadway at 7 p.m. Suzanne will poll board to see which works better.
VI. Adjournment at 9:27 p.m.

Subject: re: Minutes from AAJA Sacramento May 4 board meeting

MINUTES FROM AAJA SACRAMENTO BOARD MEETING - APRIL 6, 7 P.M. AT QUICKLY'S IN SACRAMENTO
I. Call to order (Judy Lin and Suzanne Phan) at 7:05 p.m.

a. Board members present - Suzanne Phan, Judy Lin, Ryan Yamamoto, Susie Wong, Anny Hong, Lonnie Wong, Sandy Louey
b. Board members absent - Bobby Calvan
c. Guests - Matt Dunn and Pamela Wu

II. National board update (Written report by Bobby Calvan, 2 minutes)    -Calvan submitted a written report to the board, with issues such as increased         membership dues and need for a fundraising chair as various issues. Dunn also provided an update that national AAJA has sped up new executive   director search since it is a possibility that Rene Astudillo may step down earlier than his 2009 date and an interim executive director may be         appointed.
III. Wrap-up of student workshop (Judy Lin, 5 minutes) - 28 students attended and feedback was received as ways to improve the workshop including a   tour of the Bee after the critiques, having workshop panel have shorter answers, and improving the setup for the TV critiques
IV. Finances
        a. Checking and Savings as of February 2008 (Susie Wong, 2 minutes) - $1,266 in checking and $48,200 in savings
        b. Discussion of mid-year revisions to 2008 budget (Susie Wong, 5 minutes) - Discussed need to have a better idea of % chapter spends in running chapter, scholarships, stipends, etc. board consensus was that Wong as treasurer would provide a quarterly review of the budget for the board. Dunn said Seattle chapter set up an endowment to fund scholarships so that they would not have to hold fundraisers on a continual basis
       c. Professional stipend request from Bobby Calvan for AAJA ELP program (Phan, 5 minutes) Motion made by Phan, second by Lin to approve $500 in professional stipend to Calvan for ELP - vote was 7-0
       d. Travel grant request from Lien Hoang (Lin, 5 minutes) Board was uncomfortable with providing a travel grant for Hoang for a trip to Vietnamese especially since this is not something that falls under existing grant or stipend programs.
       e. AAJA emergency initiative to assist laid-off newsroom staff (Louey, 5 minutes) - Chapter will help publicize this
        f. Close out of expenditures and in-kind contributions to AAJA Student Workshop held March 8 (Susie Wong, 3 minutes) - Lin will provide Wong with the in-kind value for the use of the space by the Bee and thank you gifts provided by Temple Coffee and babycakes
        g. Discussion on purchase of laptop for Microsoft Quicken and other chapter uses (Susie Wong, 2 minutes) - Motion made by Lin, second by       Yamamoto to approve up to $600 for the purchase of a chapter laptop that will be used by the treasurer to track chapter finances and other chapter purposes - 6-0 (with Hong and Calvan absent)
       h. Discussion of chapter policy regarding paying for tickets for chapter board, etc. to attend events as part of community outreach efforts (Susie Wong, 5 minutes)   - The chapter policy is that the chapter will pay 1/2 the cost of attending community events where AAJA Sacramento presence will be relevant. Chapter board members should let the chapter co-presidents know that they're planning to attend as a courtesy.
       After looking at upcoming events, chapter will be getting a free ad in OCA program since 4 members will be serving as members, the chapter      board decided to buy tables at the Sacramento Asian Peace Officers dinner June 6 and the CAPITAL gala June 14.
       Motion made by Yamamoto and seconded by Lin to buy a $500 table for the Asian Peace Officers and $750 for the CAPITAL gala. Yamamoto will be liaison with peace officers, while Lonnie Wong will take care of the CAPITAL table.
       -Vote was 6-0 (Calvan and Hong absent)
        i. Discuss extending chapter scholarship deadline - (Lin, 5 minutes)   - Board decided to extend deadline for chapter scholarships to May 1 in hopes of drawing more applications. Lin will contact Nao Vang at the national office to ask for the applications that were sent to national under the March 28 deadline.
V. Fundraising
        a. Update on fundraising committee including need for fundraising chair (Phan, 5 minutes) Phan agreed to serve as chair since there was no other       person willing to step in. She will tap Pamela Wu and Anny Hong to approach some possible funders
       b. Location and time set for fall photo showcase - Monday, Oct. 20 at 20th St. Art Gallery in Sacramento (Phan, 2 minutes) - Florence Low has   agreed to help serve as photo coordinator along with Yamamoto. There was discussion about featuring a photo taken by Dith Pran and about        approaching Ikea or another framers to serve as frame sponsor to help pay for the frames, which Dunn will look into. Also discussion about possibly     including political cartoons in the exhibit since it's an election year

VI. Community outreach efforts
        a. Request from C.C. Yin of APAPA for chapter to be a media sponsor (Lin, 5 minutes) - Over some concern about the PAC attached to APAPA,               the board decided not to sign up as media sponsor
        b. Discuss need to staff booth at Pacific Rim St. Festival - May 18 (Louey, 3 minutes) - Chapter has booth and ad at the festival and Louey will be    seeking volunteers to help staff it
        c. Request from Sacramento Black Journalists Association to help out with student workshop (Phan, 3 minutes) - The black journalists group is   planning a student workshop for May 31 and June 7 for high school students, with early discussions that it would be hands-on workshop. Looking for      assistance with this
       d. Upcoming community events for chapter planning/attendance purposes
        -April 15 to 16, API Legislative Summit, Tickets are $65 each
        -May 8, 7 p.m., AAJA Bay Area Fundraiser, East West Eats, Ferry Bldg., SF, $85 for AAJA members & $100 for nonmembers before April 25/                  $100 & $115 after April 25
        -May 9, 6 to 8:30 p.m. Reception to kick-off Pacific Rim St. Festival/Asian Pacific Rim Foundation Awards Ceremony
                Holiday Villa, 7007 South Land Park Drive, Sacramento, Free, but need to rsvp to Bernadette Chiang 916-381-2888
        -May 10 CAPITAL meeting, 9 a.m. Sac Sheriff's substation
        -May 12, 5:30 to 8:30 p.m., My Sister's House Dinner, Sacramento Masonic Temple. Tickets are $65 each/$600 for a table if reserved by April 25
        -May 17 OCA fundraiser (AAJA Sac members Pamela Wu/Suzanne Phan/Anny Hong/Michelle Liu emceeing) 5:30 to 10 p.m., California State                     Railroad Museum $50 per person or $450 for table, rsvp by May 1
        -May 18 Pacific Rim St. Festival in Old Sacramento, 10 a.m. to 5 p.m. (Chapter has booth reserved and ad in program)

               -June 6, 6:30 p.m., Sacramento Asian Peace Offficers Association Dinner, King Palace Seafood Restaurant, $50 per ticket/$500 per table (916) 690-                       0276 (Ryan Yamamoto emceeing)
               -June 14, 5:30 p.m. and on, CAPITAL Gala, Radisson Hotel, $75 per person for paid CAPITAL members, $100 for non-paid members
                -July 23-27 Unity convention in Chicago (Chapter is teaming up with North Carolina to organize media access workshop -
                       Ellen Sung will be getting in contact w/ Calvan on details) (Louey is collecting silent auction items to be shipped April 30)
        VII. Other items
        VIII. Next board meeting - 7 p.m. Sunday, May 4 at Ryan and Suzanne's home
IX. Adjournment - 9:01 p.m.

Minutes from AAJA Sacramento Chapter Board Meeting - Sunday, Feb. 24, Quickly Cafe

I. Call to order - Judy Lin/Suzanne Phan at 7:15 p.m.

Board members in attendance: Judy Lin, Suzanne Phan, Bobby Calvan,      Susie Wong, Lonnie Wong, Sandy Louey, and Ryan Yamamoto

               Board member absent: Anny Hong

II. Treasurer's Report - Susie Wong

               Susie reported that the 2007 financial books are completed and are at the AAJA national office since Sacramento is one of four chapters being audited.

               AAJA national bookkeeper Glenn Sugihara suggested the chapter consider buying a laptop that would be used by chapter treasurer to track and handle all the financials since Quicken on Mac has bugs.

               Ryan and Bobby will look at some costs of laptops and bring it to the board for consideration for the board to vote on a future meeting.

III. National Board Representative's Report - Bobby Calvan

               Bobby will be attending the spring board meeting in SF during the weekend of March 7 and 8.

IV. Camp AAJA Report - Bobby Calvan/Judy Lin

               Bobby and Judy gave their impressions of Camp AAJA

               There was a discussion about outreach and the importance of AAJA Sacramento being present at CAPITAL meetings. The CAPITAL listserve is at www.sactocapital.org. A message will be put out to members to see if they would be interested in being a liaison for the chapter at the meetings with Lonnie as the contact person

V. Update on Student Workshop - Judy Lin

               Judy reported that planning is going well for the workshop, with professionals lined up to help critique the work of students. Ryan agreed to make the Costco run.

VI. Review and Act on Professional Stipend Applications  - Chapter Board

               Chapter board reviewed stipend applications submitted by Pamela Wu and Judy Lin requesting assistance to attend ELP in San Francisco in March.

               -Motion made by Bobby to award stipends of $500 each to Pamela and Judy

               -Motion seconded by Suzanne

               -Vote was 6-0 with Judy abstaining

VII. Review and Act on Convention Stipend Applications - Chapter Board

               -The chapter had initially allocated $1,750 for convention stipends, but received six stipend applications from professional members Anny Hong, Sandy Louey, and Lisa Heyamoto and students Katherine Huelves, Madeline Nguyen, and Gia Vang.

               -Bobby made a motion to transfer $500 from professional stipends to convention stipends, boosting the total allocation for convention stipends to $2,250. It was seconded by Ryan, with a vote of 7-0.

               -Motion made by Bobby to award convention stipends of $400 each to Anny, Sandy, Katherine, Madeline, and Gia and $250 to Lisa.

               -Motion seconded by Ryan

               -Vote was 6-0 with Sandy abstaining

VIII. Discuss chapter plans/activities for 2008

               Board members discussed a fall fundraiser, with the consensus to repeat the photo fundraiser and start planning early such as in May. Suzanne will contact the gallery with some preliminary dates of Sept. 29/Oct.6.

IX. Next chapter board meeting is scheduled for 7 p.m. Sunday, April 6 at Quickly Café.

X. Adjournment at 9 p.m.

Minutes for AAJA Sacramento Planning Meeting for 2008

Jan. 5, 2008 - 6:30 p.m., News 10 Studios, 400 Broadway
I. Welcome - Call to order at 6:52 p.m.
Board members in attendance - Bobby Calvan, Judy Lin, Sandy Louey, Suzanne Phan, Lonnie Wong, Ryan Yamamoto
Board members absent - Anny Hong, Susie Wong
Guests: Dan Nguyen, Lisa Park
II. Review net proceeds from AAJA Photo Showcase/Silent Auction
Louey reported that the gross revenue was $10,360; net proceeds $9,229
III. Overview of financial health of chapter - look at 2007 spending/breakdown
The chapter accounts total about $49,000
Chapter board reviewed spending for 2007
IV. Develop and adopt 2008 chapter budget - action item
Chapter board discussed allocations for each category for 2008, with a total proposed budget of $12,150.
Motion to approve proposed budget was made by Lonnie Wong and seconded by Bobby Calvan. Approved 6-0.
The proposed 2008 budget is below:
Allocation
Professional stipends $2,000
Convention stipends $1,750
Local scholarships $2,500 (with intent to spend $1,000 to sponsor J Camp student)
Spring board meeting for national bd rep $300
National convention for chapter co-presidents/treasurer/national board representaive  $2,000
Social mixer $600
Community outreach $1,000
Operating costs $500
Chapter financial audit $500
Camp AAJA $1,000
Total operating budget: $12,150
V. Quick review of 2007 AAJA Sacramento events
Chapter board reviewed a list of AAJA Sacramento events for 2007
VI. Programs and calendar for 2008
January - Board retreat at News10
February-  Lunar New Year Mixer
Convention stipends deadline - Feb. 14
March - Student workshop
Early bird registration for Unity - March 14
Student project/national scholarships - March 28
May - Pacific Rim Street Festival
July - Unity convention in Chicago
October - Chapter fundraiser
VII. Student workshop
Judy Lin is leading the committee planning the student workshop with a tentative date of March 8. Some potential locations include the Sacramento Bee, Sac State, and a TV news station
A call will go out to see who else is interested in helping.
VIII. Other committees
The chapter board members discussed setting up standing committees such as membership outreach, fundraising, social activities, and student outreach.
The effort will be made to outreach to chapter members to serve on the committees.
IX. Lunar New Year Mixer
Chapter is looking at Feb. 11 or 25 as tentative dates for a social mixer. Mason's is a potential location for the mixer.
X. The planning meeting adjourned at 8:30 p.m.


Past minutes

11-04-07
08-11-07
03-19-07