Date: 2012/01/14 Time: 12:15pm - 2:45pm Location: Asian Pearl Restaurant, Fremont Present: Gavin Chan, Helios Tsoi, Alex Wong, Mandick Wong, Toni Ying Participated through email: Keith Cho, Crystal Milton, Peter Poon Socal Gathering - Peter, Keith, Teresa, and Paul are planning a gathering in February - Details TBD Norcal Annual Dinner - Date: Mar 24, 2012 - Possible Format - Formal Banquet Dinner - Standard menus from restaurants are expensive (possibly because of having shark fin) - Unnecessary pressure on association to get multiple of tables of participants - Most places require minimum of 3-4 tables to offer private room - Will be difficult without extraordinary effort in soliciting - Buffet - Much more flexible - Better price - Will need to check more details from potential location - Milpitas Buffet (Mandick) - Pacific Buffet (Alex) - World Buffet (Toni) - Information needed - price (senior/children discounts, drinks, etc) - possibility of private area - minimum number of people to secure private area - World Buffet is last year's dinner location - would prefer different location this year - will go back if no better location found - Decided on buffet - Location to be decided after information from Alex/Mandick/Toni. - Information needed by 1/24/2012 - Price: actual cost (restaurant price + 25% for tax/tips, then rounded to nearest dollar) - Other expenses covered by association - Activities - Lucky Draw - $150 from association for prizes - probably ~$50 for first prize - small gifts/souvenir for all (or most) members - need suggestions - other prizes from donations - Possible/unconfirmed donations - 1 bottle of wine (Toni) - 1 set of QES 50th anniversary wallet/key purse (Helios) - Quiz - Paper format (oral format may be difficult to organize depending on venue) - 1 answer sheet per group (6-8 people) - will promote communications - prize for winning group (probably edible, e.g. box of chocolate) - Helios will look for suitable questions - Other activities considered: - Karaoke, Talent show - Difficult to encourage participation - Possible venue limitations - Photography competition - Not enough time to set up infrastructure for posting/voting - Dessert competition - Most restaurants do not allow external food. - Will consider this again for picnic - Announcement/Flyer to be sent around 2/1/2012 - Include information regarding redacting personal information from printed membership directory Membership directory - Printed copies to be distributed at norcal annual dinner and socal gathering - YK/Louisa may be able to bring printed copies to socal gathering - Otherwise, Alex will mail 1 printed copy to Keith/Peter for duplication/distribution - Some members may not know that it is possible to redact their personal information from membership directory - There were no recent complaints for the last couple times of directory distribution - Alex will send individual emails to new members in the past 4 years to let them know the possibility - Will also mention this in announcement for annual dinner - New proposal for membership directory distribution - No more hard copy distributed - May need extra consideration for members without email addresses - Soft copy only with name, FA, city, state, zip, and email address - No home address/phone numbers in soft copy. - Soft copy only sent to members - Will not be sent to yahoo groups since it contains non-members - Members still have opportunity to redact their information - redaction available for city, state, zip, and email address - undecided on name/FA information - Address/phone numbers of other members can be requested through membership director - Will solicit feedback on this proposal at annual dinner Future arrangements (if we decide to adopt this) - Soft copies only. - Soft copies sent to those on membership directory only. - Will have name, FA, city, state, zip, and email address. - Need to remind members that they can opt out of publishing these fields. - Requests for postal addresses and phone numbers handled by membership director. - More discussions needed: - Frequency and timing of sending updates - Arrangements for those without email Norcal Summer Picnic - Will reserve now for picnic site for 30 people - Toni will report on actual cost after booking Next board meeting - Time/location TBD during annual dinner