Meeting Notes from 1/24/07, 5:15 - 5:45

Attendees:
This email address is hidden from email harvesters via JavaScript , Dwight Hall Board Member
This email address is hidden from email harvesters via JavaScript , former Dwight Hall ExComm co-coordinator
This email address is hidden from email harvesters via JavaScript , Dwight Hall Executive Director
This email address is hidden from email harvesters via JavaScript , Dwight Hall Program Director
This email address is hidden from email harvesters via JavaScript , Yale Reach Out Spring Break Trip Leader - Dominican Republic
This email address is hidden from email harvesters via JavaScript  Yale Reach Out Communications Coordinator

• The existing survey was reviewed and the committee discussed deployment in a variety of ways:

email survey to constituents in Dwight Hall database who have valid addresses. ~2,000 people (follow-up - Johnny, week of 1/28)

AYA had offered to fund an initial mailing to generate interest in a trip - send a survey via snail mail to Dwight Hall database constituents. ~6,500 people (follow-up - Kathrine or Johnny to verify with Mark Dollhopf, AYA Executive Director)

Examine feasibility of including a survey in the phonathon script. Sean pointed out that this may help the phonathon by engaging constituents who choose not to donate. It also provides us another chance for requesting email addresses. (Kathrine and Johnny will follow up at 1/25 DH Staff meeting)

• Affordability and Costing of the Trip

The committee discussed the importance of keeping the trip affordable to offer a strong experience. The consensus is that is best to keep the costs minimal and not to treat this trip as a fundraiser. Generating goodwill and engaging alumni should yield positive long-term results. We need to confirm that we still have administrative support from AYA.

• Students and Alumni

       We will offer alumni the opportunity to sponsor a student for the trip.
       Can we target alumni who are also parents of current students?

• Building the Committee

• Collaborative Planning and Project Management

Sean recommended using online collaborative tools such as Basecamp or Backpack, which can be found at: www.37signals.com

• Perhaps the trip can conclude with a short stay at a "Green Resort?"