Welcome-ad-hoc-Committee-minutes

Draft

Welcome Committee Minutes

March 11, 2020

12:00-1:00 P.M.

Attendance: 

Tana Monaco, Kathy Cashiola, Mary Lee Morgan, Missy Smock, Diana Oliver, Staff Liaison, Carol Sanguinetti, Board Secretary

Welcome and introductions:

Tana opened the meeting with thanks to all for volunteering to help initiate this Ad Hoc committee for new residents. After introductions, Tana passed out agendas and a draft Charter for the Welcome Committee.

Agenda Review:

All in attendance said they are happy to be a part of this step forward to officially form a Welcome Committee in our community.  No one could recall any “Welcome Packet” presented to newcomers in recent years.  Most Welcome Letters came in Homeowners’ Packets and those were only basic introductions to the residents.  Discussion began with some review and ideas for the process ahead:

  • Date of new resident in community (6 Mos-1Yr)
  • How to conduct a personal welcome and present Welcome Packet/small gift?
  • Working with ECIA to confirm number of residents
  • When and how to host receptions at ECIA center
  • Receptions funded through ECIA
  • Personal invites/letters sent to New Resident for reception

Action:

Prospective committee members (pending Board approval) were asked to review the draft Charter before the next meeting.  It was decided to have a rotating secretary each month rather than one responsible for the whole year.  It also was agreed that meetings at this time will be on the 2nd Wednesday each month or as needed.

A compilation of materials for newcomers provided by the Information Committee was shared. Attendees will review and update materials as needed and share at next meeting. The updated materials will be included in the new Welcome Packets and be distributed at the Welcome Receptions too.

There was discussion about selection of a Committee Chair.  The general consensus was to rotate the Chair like the Secretary position and it would be adjusted as necessary.

It was decided to set a Welcome Reception kickoff date of

May 31, 2020 from 1-3:00 p.m. at the ECIA Community Center.

Next Meeting:

The next Welcome Committee Meeting is

March 25, 2020 from 12:00-1:00 p.m.

 

Adjourned:  1:15 pm