Date: 2011 Nov 5, 1:30pm - 4:00pm
Present: Gavin Chan, Crystal Milton, Helios Tsoi, Alex Wong, Mandick Wong, Toni Ying
Participated by email: Keith Cho, Peter Poon
● $504 income
● ~$436 expenses
● ~$68 surplus
○ Surplus mainly due to not making reservations for picnic area
● Special thanks to Crystal and Toni for arriving around 8am to claim picnic tables
○ Park rangers warn about occupying too many tables
○ Will reserve picnic area for next picnic (going early does not guarantee space)
○ Reason for not reserving was suitable size picnic areas were all booked when planning was done.
■ Next picnic will start planning earlier, and will reserve area.
● Most members said they enjoyed the gathering
○ Using catered food was generally welcomed.
○ Overestimated the amount of food required (but is better than underestimating)
● Some members commented that the board did not actively recruit members to participate in picnic
○ Board feels that active calling can put members in awkward position: they may feel obliged to participate, and may not enjoy the gathering.
○ Decided that multiple email invitations are sufficient.
○ Reasonably late responses after deadline will be accepted whenever possible.
○ ~5 members do not have email access. They will be contacted individually.
● Last event at Macaroni Grill, Nov 8
○ 12 members and family + 4 guest of honor attended
○ Participants enjoyed the gathering.
● Will continue this event
● "Going through the alphabet" ordering does not need to be strictly enforced
○ Just a guideline to make selection process easier
● Suggestions from everyone welcome.
● Next "dinner": High tea (Dec 2011), TBD (May 2012, Oct 2012)
● High tea
○ Lovejoy's Tea Room, Dec 11, 1pm
■Left message for reservations for 8 people
○ If fully booked, then try Samovar
○ In case of too many members express interest, it will be "first come first served" after announcement email is sent.
● Annual Dinner
○ Tentatively 2012 Mar 24
○ Toni to check Asian Pearl (Fremont)
● Bimonthly dinner
○ Dec 2011, May 2012, Oct 2012 (See above)
● Summer Picnic
○ Tentatively 2012 Aug 11
○ Will reserve space
○ Potential locations:
■Memorial Park (Cupertino)
■Rancho San Antonio (Cupertino)
■Angel Island
■Lake Chabot
○ Possible format:
■Bring own food
● Need to set expectations
● Venue cannot be too big, otherwise it will be difficult to organize
■Probably will continue to prepare food for next picnic
○ TBD next meeting
● Some directors received "Seek assistant" email
○ Does not look like spam (too much QES specific information)
○ No requests on what help is needed.
○ Seems like sender is in Hong Kong. Not much can be done by QESAAUSA.
○ Not enough information to follow up
● Some random emails were sent to Yahoo group owners.
○ Looks like spam
○ No action required (just ignore them)
● Need to solicit photos from last bimonthly dinner
● Update membership list on website to make the format more consistent.
● Add "[email protected]" mailing list, and add this email address to webpage.
● Currently only distribute during annual dinner
● Will not send out electronic copies of directory out of privacy/security concerns.
● Some members asked about how directories are distributed to members residing outside of California or outside of USA or members not attending activities.
○ Add info on website to "request directory"
■Send email to "[email protected]" to request directory
■Request need name, address and FA
● Hard copies of the directory will be mailed out upon request
● If address not same as address on file, more investigation is required before sending out directory.
○ Also mention that members can request directories when sending seasons greetings emails.
○ Another member who lives closeby to pick up an extra copy for them as well.
○ Creating a "members only" section in website that includes membership list.
■Password required for access
■No distribution cost
■Members can update their own contact info quickly
● Can alert members of updates automatically.
■Could be a major security risk.
■More investigation needed before deciding on this.
● 2012 Jan 14. Meet at restaurant (TBD)