November 2021 Board Meeting Minutes

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November 2021 Minutes (11/11/2021 @5:45-8:00pm) 

Secretary: Jim Reiman

Present Members of 13 Total Board Members (need full names): Katie Warnke, Jim Reiman, Howard Paul, Greg Smith, Jen Magnuson, Daniel Hirsh, Kathryn Wagner, Paul Gomez, Rick Souders, Samantha Behrens, TJ Romero

Approval of Minutes of prior meeting: Greg motioned, Howard seconded. Approved.

(May I have a motion to approve last month’s minutes? This is seconded and then we vote. For the vote I can ask, Any opposed? If not, “So moved”) 

Approval of November Board Reports: Rick motioned, Daniel seconded. Approved.

Additions or deletions to the agenda: No

Old Business2022 BoardMost everyone is staying though some are changing rolesPresident: Jen?Co President: Jim?VP: Jim?Treasurer:Secretary: Jim Reiman or ?As we grow, get people to help on committeesBig Events: SamanthaCo-chairs for each event Small Events – Brews & Coffees: Paul G.?Co-chairs for each eventSpecial Event Vendor Programs: Rick & LarrySponsorship: RickMarketing: KathrynNewsletter: (Daniel until March)Social media: Intern, Howard, Dave Rosberg Editing: Greg SmithMembership: FlorCommittee – TJ?Education: Bill BaumWebsite committee: LarryKathrynNeed committee membersDEI Liaison:Advocacy Liaison: GregPaul likes the idea of being off the board but in a committee role to help outGreg is staying in his current role with a note that he doesn’t want to be in charge of anything.TJ is staying, but would like to serve in a different role, as he doesn’t feel like website stuff is his forte, and he wants something less intense on the schedule.John Shelton – committee member? treasurer?
Katie is down to be past president Director at Large.Motion to approve that Past Presidents become Director at Large. Rick Motioned Howard secondedAll approved.  Student committee members.RMCAD Photo Hangouts are virtual at 4:30 on Wednesdays.RRCCOther schools.Invite students to a program. Table conversation for later.We need a President.Jen Magnuson?! Who else wants to run? If there aren’t any more candidates . . .Katie is done Dec 31, 2021.This is your 2022 board. Who would you like on it?Who else can we ask to join? https://docs.google.com/forms/d/1CLu9kabJYWA5G0D94iv0gVLtvT_VVvS3D3iT9TqHjnM/editAdd announcement to events to let people know that we are looking for new board members. Needs to be on IG, FB. NEEDS TO BE ON THE WEBSITE -Larry I put a text widget the will show up on the right hand side of each page just under the search field. I copied the information from the Call for Diversi Group…page. With a link to that page. If you want other text let me know or change it.Greg can you write up something for the website about looking for committee members. Let’s grow the diversity on the board. Get screenshot of this Zoom meeting right now for Paul Gomez, for posts on call for board members.Perhaps create a tower system like AIGA with subcommittees? Grow committees and have an executive meeting once a month and a sub committee meeting once a month.  All welcome to this meeting. Try and grow the committees from the bottom up.“Groups of five or less get things done.”Jim make an Org. Chart proposal for ASMP.
>>>Marketing team: If Marketing chair, Events, Social media person, website, and newsletter – marketing team met 1x/month, Kathryn could come to meeting. <<< Paul G thinks this would be worth more of his time. Thinks he’d feel more involved and more accountable. Frustration about deadlines not being met, people not having time for the board.Solutions: move to a different spot, bow out, get someone else on your committee, all okEvents & Deadlines:Deadline explanation:  ​​if deadlines aren’t met, it doesn’t happen. We don’t need to cancel, because it wasn’t ever advertised or on the website.
Mid month optional, casual meeting for board members either in person or by call – Interest? Casual conversation during the month. Katie and Paul G. had a good conversation. Howard could host in person. Katie is more central. Rick can host in Golden. 

Find a Photographer: From Katie: let me splain something to y’all. This is an opportunity for you to get in front of a local agency that’s not about you, but rather your organization. You’re getting in front of them AND you’re getting our members in front of them. Do you see how this is an awesome opportunity for you?!? This is one of the MANY benefits of being on the board. Here’s what you can say on the phone, voice mail, email, LinkedIn: I’m the [insert board role here] of ASMP Colorado – the American Society of Media Photographers. We have a call for entry from our Colorado members several times a year and we need a juror/curator each time. The main focus is our ASMP Find a Photographer directory. We’re encouraging agencies and publications to use it to find creatives. Our members submit three images each. Six images are chosen and we use these in an email we send using Agency Access to agencies in Colorado, Wyoming and Utah. It’s a one-time, small time commitment. Is this something you can help us with?
Find a Photographer Update: Second Campaign Designs are inWe have a final draft of the Find a Photographer templates – reusable process from here on out. We were able to work with Shiny Red Copy.
Third Campaign Call for Images UnderwayNine people have submitted images. ½ are board members. 25 images are inJuror is going to be Hernan Sosa.Presentation looks consistent and hopefully will help the juror. Katie and Kathryn are setting up Trello for 2022 in hope to create lead time. We need FOUR JURORS EVERY YEAR, one per contest. Follow up on Jurors:Update? Katie needs to follow up with her two agencies, Karsh Hagen, Scream: Left messages with both. If I don’t hear back, I won’t bother them again.Kathryn reached out to her two, one is our next juror. Daniel followed up with his.Add a list of agencies called to the trello to prevent calling the same agency more than once. Other marketing ideasPhone tree. Flor, Greg & Katie? Volunteer to put together spreadsheet for board members to call our members. – JenMembership list is difficult to retrieve due to changes in the ASMP website. We have it now.Spreadsheet link: https://docs.google.com/spreadsheets/d/1iP48_a64JaTa7WGjr7otxc-5TPquX9CXP0AhHWbcKCk/edit#gid=570361388Phone Tree Topics Greg and Katie will need to revise the phone tree message. Update your Find a Photographer pageUpdate Find an Assistant pageCheck out new ASMP website. Chockfull of resources!Interest in serving on the 2022 board?ASMP testimonialTalk young members into helping with social media and on boardLetting members know about future Find a Photographer Calls for Entry 
Gather Member testimonials for the website. Update: Paul G? John Phelan Video? From Jim: As an educator, I appreciate that ASMP Colorado has provided such a wealth of DEI resources. They have helped our faculty refer students to photographic communities that are often underrepresented. 

Increasing MembershipShare newsletter signup formOther ideas?Instagram ads to drive membership.Update from Paul: Add a “Benefits of ASMP” section to events. Four big things. Hit them on the head with the benefits. 4 Big Benefits of ASMPFind a Creative (Photographer or Assistant)The New ASMP Academy offers a central hub of information including full curriculums, courses,  and lawyer-crafted templates for every resource imaginable.  Advocacy for Creatives (Copyright Advocacy on the Hill) Creative Community Support! (Local and National)Social Media Internship Job Description: ASMP’s social media interns are responsible for assisting in a range of marketing initiatives within the organization. Their duties include tracking analytics for social media campaigns, creating social media posting schedules and writing captions for social media posts.Top Duties, ResponsibilitiesCreate and post content to Facebook Groups, Instagram and relevant stories.ASMP Coffee Events – 3 weeks priorBrews and Business – 3 weeks priorSpecial Events – 5 weeks in advanceMini Workshops – 5 weeks in advanceLarge & Headliner Events – 2 months in advanceUser images (when permitted)National EventsSponsor EventsRespond to comments.Use likes to draw in new followers.Follow all of our membersPurchase advertising for special events. ASMP Colorado Photo Chat Post initial announcement – of events?Select monthly FB Chat winner based on likesUpload and post on the first of the following month on the FB Chat banner. Optional adding ©Post a new announcement for next month. Ask this winner to sign an IG/FB waiver and post on IG tooWork out IG takeover schedule for this month’s featured photographerTakeovers – setting these upWork with National on special initiatives.QualificationsMust be social media savvyFluent in content creation software.Enjoys the social media experience. 
Run this by the Board and Tom Maddrey.Who wants to be in the Social Media committee in 2022? Paul G? Howard?

FB Photo Chat Monthly ContestUpdate: Jim will start collecting High Res winning images November 1st. Will collect the first winning image from Bill Baum.
Growing our Newsletter ListUpdate student posters by affixing new QR code to existing postersUpdate from Jim and BillVirtual Events Slideshow template with newsletter and sponsor slides.Update from Jim. DONE! On Google DriveFuture Event IdeasWonderful Machine – May 2022Headliner event in 2022?Rick – They have several programs they can run. They are willing to do it. Wonderful Machine has a staff meeting this week to help determine a program and dates. Agency Access can be a zoom Brews and Business.
New BusinessAsk board about educator members entering FAP contest?Answer:Educator members don’t receive a Find a Photographer account. If they want to participate they can invest in a professional membership. Jim shows us DEI GraphicAllison’s logo with revision. Well received by board. Make the black and white one as shades of gray instead so we don’t lose the context.Jim: carve b&w speech bubble a little closerMake a version that can be super imposed with ASMP logo?Howard’s Year in Review in person – DoodleIdentify what we did well, what fell through the cracks and look forward to how we could have a successful 2022. In person?
Ongoing Projects
ItemNotes
Ongoing DEI /Jen Magnuson DEI LiaisonDiversity, Equity & Inclusion Progress:BIPOC + LGBTQ+  Student Scholarship Application Flor, Jim & Katie – met with three of the students to discuss the benefits of ASMP.

Translating a few pages on Website About Page & DEI Mission Statement into Spanish – Jen is asking Flor, about asking her wifeUpdate?Want to confirm what we are translating. DEI statement is under chapter news resources. You can also search for it on the website. It should be under About as well. – Katie will add
Important Report Items: Katie will fill these in
Name/PositionNotes
Daniel Hirsh/Newsletter46% Open Rate (Avg is 39%)  – Awesome open rate!6% Click Rate (Avg is 8) 11% Bounce Rate (Avg is 11)Desktop 84%, Mobile 16%. Sent 10/4 at 4:30 pm. Resent 10/7 4:30 pmPlease get me information for the newsletter by 11/26/21.  33    Clicks.  Top clicks: 1.     Long Exposure Light Magic by Mike’s and Canon2.     Kathryn Wagner Feature, Long Exposure Registration, Brews and Business3.     Facebook Equipment exchange, Find A Photographer Page (*Date needs updating), Board Application, Coffee Meetup
Howard Paul/TreasurerAs of Sept 30Total Assets                                      $10,262.40Total Income                                                         $5,437.37Total Operating Expenses                                      $1,944.32Net Profit                                                               $3,493.05Will chat with Rick about potential sponsorship balances.
EventsUpdates & Recaps
2022 Events ScheduleSchedule is being put together. Fewer events, but higher quality/more preparation.Small special events will still happen. 
2021 Events Schedule2021 Events Schedule:  Events Calendar 
Recent Event RecapNovember 8th CoffeeDaniel hosted, 6 in attendance?Special Mike’s Camera event in Oct.27, online21 in attendance, big success
Upcoming Event Details and DiscussionWhat do we need to accomplish this month?
Brews and BusinessDecember 6 – Pecha Kucha Format: 20 slides – 20 slides at 20 seconds per slide. About personal projects.Jim booked 6 photographers  for this event.Selina Roman (confirmed)Stephen Chalmers (confirmed)Ellyn Norris (confirmed)Jesse Crosby (confirmed)Kiliii Yuyan (confirmed)Tya Alisa Anthony (confirmed)
2022 Headliner eventN/A
Mini WorkshopsN/A
Assistant workshopPostponed to April 1-3, 2022.We need a poster designed with QR codes–Jim, ask AIGA student group if they’re interested. If not, we’ll ask Sakiynah, who designed Find a Photographer emailsLocation:  RED ROCKS Community College!!Whole event and each station will be live streamed – Paul W’s students?In person with a hybrid twistSet up four types of shoots – a cycle of sets. Food – Jennifer Olson? Daniel’s talking to herProduct – Paul Gomez, Ok w/Ceramics – need to confirm with new April datesPeople – Flor Blake? Christina Kiffney?Architecture – David Marlow – Yes, just need him to respond and send bio, headshot and samples of work for social media.Beginning or end of day wrap with entire group: Marketing yourself as an assistant. How do you find work? Greg Cooper? Teagan Keller? Natja Soave?  Contact assistants from other markets across the U.S. Will bring it up at next month’s national leadership meeting.Katie posted on FB Leadership page. No response.How do you budget/price yourself as an assistant? Greg Smith and Samantha BehrensWho? Can be out of state as the panel will be online no matter whatRole Playing – Situational – Make it FUN!Hybrid Friday night panel online – 2 assistants (one could be same person for day 2 presentation), 1 photographer? Live stream the eventQ & A at the end separate Q&A for online We need to find people for Panel and Demos and look outside our core group.  Membership part of workshopTalk to National on how to do this again How do we register workshop attendees as new student members? Katie: I believe we just send their contact info including mailing address to Molly + Howard sends a check.Need to send marketing, PDF and social media files by November, with all the details, to start getting students to register.Greg contacted  marketing director of CMC and Joseph GambleMake funny social media ads.“Save the date” adsSamantha please update this outline, Jim and Katie revised, not sure all is correct.
Business RoundtableCancelled due to missed deadlines
Holiday partyDecemberPartner with whom?AIGA is in! Would like to partner with some sort of event.We need to equally contribute. Clear detailed expectations.With COVID, plan an online event?  Or just scratch it again this yearMaybe a virtual escape room or some other fun networking event? Samantha talk to Jim
Upcoming 2021 Big Events2021 Holiday Party? – December
Upcoming 2022 Big EventsPhoto Assistant Workshop – April 1-3, 2022
General ASMP Members invited to be Heard