[NFBA-Phoenix] FW: Meeting Summary for NFB Phoenix Chapter business meeting

Thu Sep 5 04:15:41 UTC 2024

Thank you to everyone who joined tonight’s meetings. Please see an AI summary below. Please note that this is not fully accurate and are not official meeting minutes.

Jordan Moon

National Federation of the Blind

Phoenix Chapter President

(951) 316-5363

 <mailto:nfbphoenixchapter at gmail.com> nfbphoenixchapter at gmail.com

The National Federation of the Blind knows that blindness is not the characteristic that defines you or your future. Every day we raise the expectations of blind people, because low expectations create obstacles between blind people and our dreams. You can live the life you want; blindness is not what holds you back!

From: Meeting Summary with AI Companion <no-reply at zoom.us> 
Sent: Wednesday, September 4, 2024 9:08 PM
To: nfbphoenixchapter at gmail.com
Subject: Meeting Summary for NFB Phoenix Chapter business meeting

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Meeting summary for NFB Phoenix Chapter business meeting (09/05/2024) 

Quick recap 

The team discussed various topics including recent meals, plans for upcoming events, and strategies for fundraising and membership growth. They also addressed technical difficulties, the use of accessible formats for NFB literature, and the need for improved communication and organization within the chapter. Lastly, they deliberated on the logistics of their upcoming fundraiser, game night activities, and a baked goods auction, with a focus on inclusivity and accessibility for all attendees. 

Next steps 

• Jordan to contact Samaya about coordinating the haunted house event and game night logistics 

• Rachel to present NFB Newsline at the October 15th and 19th library events 

• Vicki and Rachel to compile and distribute membership call lists to volunteers 

• All members to brainstorm game ideas for the October 26th event and bring suggestions to the next meeting 

• Jordan to check with Mike Armstrong about potential food donations from Merchants Division 

• Betty to extend the coffee fundraiser deadline to October 17th 

• Beasley to purchase water and drinks for the October 26th event 

• Scott to bring his popcorn maker for the October 26th event 

• Monica to bake a carrot cake for the auction at the October 26th event 

• Allison to have Alyssa bake something for the auction at the October 26th event 

• Jordan to email Samaya about event planning and copy Sharonda on the communication 

• All members to consider volunteering for event setup and cleanup at the October 26th event 

• Game night planning committee to meet again on Wednesday, October 4th at 7:30 PM 

• All members to promote the October 26th event and distribute flyers when available 

• Vicki to bring up PayPal membership notification issues at the next affiliate meeting 

Summary 

Technical Issues, Meals, and Chapter Plans 

The team experienced some technical difficulties at the beginning of the meeting, but managed to resolve them with Monica's assistance. They shared updates about their recent meals, with Michael's homemade taco salad and Phoenix's Singapore noodles being highlighted. The group also discussed their plans to meet again on Saturday, and the success of the recent book fair they participated in, with Allison suggesting the idea of hosting a similar event next year. The team also reviewed topics from their previous meeting, discussed the need for regular calls to remind members about meetings and special events, and expressed their appreciation for their chapter's passion and leadership. Lastly, they celebrated several upcoming birthdays within the group and discussed the plan to assign members to call others for various purposes, with Macaulay sharing his efforts to connect with people from his previous employment at Walmart to potentially secure a community grant for the Phoenix chapter. 

NFB Literature and Independence Market 

The group discussed the current status of Nfb literature and the potential use of items from the Independence Market for their National Federation of the Blind (NFB) division. They agreed to share existing materials and consider ordering more, particularly for their upcoming bean month activity. The group also explored the idea of using accessible formats such as braille or QR codes for distribution to visually impaired individuals, with Rachel confirming that braille versions are available and QR codes will be included in future versions. The group assigned tasks to gather materials, check the use of QR codes, and have an update by next week. They also discussed potential costs for QR code cards and the possibility of engaging visitors at events with items like Perkins Braillers and candy. 

Chapter Events, Game Night, and Successors 

The chapter planned to attend an event with blind attendees on October 18th, and a game night was being organized, with Savvy confirmed as the location. The chapter was also booked for a VA event on October 24th, with Rachel and Phoenix confirming their in-person participation. A discussion took place about potential successors to Rachel's role in managing affiliate events, with Rachel reassuring that the learning curve was not steep and encouraging others to get involved. Lastly, plans for a family-friendly costume party were discussed, with Monica and Michael aiming to finalize details at the next meeting. 

Fundraising Strategies and Coffee Sales Boost 

The team discussed fundraising strategies, deciding to collect cash donations via a new link with minimal fees, and offering tax receipts. They also extended the sales of their coffee to the second Wednesday of the month due to low orders. A new strategy was proposed to boost sales by having members reach out to non-NFB contacts to purchase the group's coffee, with a portion of the proceeds going to the NFB Phoenix. There was also a discussion about the correct spelling of "Phoenix" and the importance of not losing sales over technicalities. The deadline for orders was extended to allow more time for purchases. 

Upcoming Informational Events With Arizona Talking Book Library 

Vicki announced plans for two upcoming informational events in partnership with the Arizona Talking Book Library. The first event will be held on October 15 at the Saguaro Branch, and the second on October 19 at the Harmon Branch, both of which are free and open to the public. Rachel agreed to present at both events, with other chapter members encouraged to attend and assist with the presentation. The possibility of fundraising at these events was raised by Macaulay, but Vicki clarified that the rooms for these events are provided free of charge to nonprofits. 

Improving Phoenix Chapter Membership Process 

Vicki, Rachel, and Allison discussed the current membership list of the Phoenix Chapter, which included five individuals, and agreed to add Allison as a volunteer to reach out to members, particularly parents of blind children. They also identified a problem with Donna not receiving PayPal information about new members, causing uncertainty about the organization's membership. The group agreed on the need for improvements to the affiliate website to better inform and guide members through the registration process. They also discussed the organization's policy on verifying chapter members' dues payments and agreed on the need for better communication, particularly regarding PayPal transactions. Allison agreed to forward a confirmation email she received upon signing up for the Phoenix chapter to help resolve the issue. 

Strategies for Member Engagement and Game Event 

The team, led by Rachel, Vicki, Macaulay, and Kimberly, developed a strategy for maintaining contact with members and growing their chapter. They agreed to assign a caller to each member and Rachel and Vicki would review the roster to select members for the calling list. The team also planned for an upcoming game event on 26th October, coordinating with the Savvy Real program's Halloween event to attract more families. They intended to send out email invitations and offer a prize for the best costume. Macaulay wished the team luck for the event, despite his absence. 

Fundraiser Event and Haunted House Planning 

The team discussed logistics for an upcoming fundraiser event with a $10 charge, allowing families with children to attend for free. Phoenix raised concerns about keeping children engaged after a long day. The team agreed to invite all chapters and considered allowing families to stay all day. Regarding a future haunted house event, the team agreed to wait for Samaya's input before finalizing plans. Allison recalled last year's Halloween Party being held in the Fiesta Ballroom with a separate haunted house area. The team already has some decorations for the party. 

Planning Inclusive Game Night Activities 

The team discussed the planning of an upcoming event, focusing on game night activities and inclusivity. They considered various games, including card games, dice games, and a "Name That Tune" game, while also exploring the use of different rooms or spaces to accommodate these activities. The team also discussed the importance of accessibility for those who cannot read print or braille, and the potential for charging an extra fee for karaoke. The aim was to create an engaging and interactive atmosphere to encourage participation and avoid barriers for attendees. The team also planned to brainstorm a list of game ideas for future meetings and considered the suitability of games for both individuals and groups. 

Event Refreshments and Fundraising Discussion 

The team deliberated on the refreshments and fundraising activities for their upcoming event. Macaulay proposed a menu of Rotel dip, meatballs, chicken wings, and vegetables, while Michael favored a chips and dip option with chicken wings. Phoenix suggested reaching out to Costco for potential donations to reduce costs, and Scott-Michael offered his own popcorn machine for a fundraiser. The team also agreed to include a cakewalk as part of the fundraiser and considered the idea of a chairs or numbered balls game for their next gathering. Future game nights, including an all Bingo game and a drag Bingo night, were also suggested. 

Baked Goods Auction and Community Event 

The team decided to hold a baked goods auction at their upcoming community event on April 26th, with a suggested $10 admission fee. They planned to promote the fundraiser through flyers distributed by students to local businesses and during the First Friday event. The team also agreed to identify baking volunteers for the event and considered the idea of having audio descriptions for the costume contest. Lastly, they set up a committee for event cleanup and setup, and outlined tasks to be completed before the next meeting, including game and food planning. 

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