(AFSA)
Executive Board Meeting Minutes/Notes
Wednesday, October 8, 2014 12:00-1:00PM
2740 Campus Center, RIT Campus
Attendees:
Candice Baldwin, Janette Frank, Gwendolyn Gause, Kim Hunter,
Tracy Larkins-Hobbs, Brandy Madero, Jonathan Ntheketha, Stephanie Paredes, and Nicole Scott
Agenda Item
1. Call to Order/
Welcome
(Candice)
Discussion/Actions/Decisions
Candice began the meeting at 12:03pm by welcoming everyone and
acknowledging new members: Janette Frank, Kim Hunter, Tracy Larkins-Hobbs,
Brandy Madera, and Nicole Scott.
2. Review of
Previous
AFSA E-Board
Minutes-September 10,
2014
(Gwen)
3. Financial Updates/
Summary
(Candice)
Motion was made by Jonathan and seconded by Kim to approve the minutes as
written. Motion passed unanimously.
4. September
Community
Meeting Debrief
(All)
5. New Business
 Nominations
Committee
Report/
Update—
Special
Election for
AFSA Assistant
Treasurer
(Jonathan)
AFSA Board Meeting
Candice presented the report on behalf of Venessa, who was unable to attend due
to work schedule.
Fund balance to date is approximately $4112.78, more than expected and includes
a recent gift from Student Government. Stephanie asked that the gift be verified
to make sure that it was not intended for the AALANA Student Club, referring to
last year. In response to a question from Tracy about AFSA budget funds, Candice
reported that AFSA funds include $1500 Annual gift from President Destler and
individual donations (i.e., ROAR and pledges via automatic payroll deductions).
All agreed that the meeting went well. Unfortunately, due to time constraints,
This Is Your AFSA, using the iClicker, was tabled until the October meeting. To
maximize space, Jonathan suggested to relocate food and drinks to the opposite
side of the room near the entrance--all agreed. Via consensus, the Board agreed
to have a variety of current events, not just the perceived negative ones.
Jonathan provided an overview of the special election process. The Committee is
comprised of Jonathan (chair), E-Board members Tracy, who assisted with the last
election, and Kim. The nominating process includes preparing draft letters to the
candidates, which will be shared with the E-Board for review prior to sending to
AFSA Community, during weeks of October 12 and October 19. The deadline for
nominations will be October 24th and the nominees will be announced at the
October 29th meeting, allowing them a few minutes to personally introduce them.
Voting will take place in early November via Clipboard as last time. Jonathan will
work with Stephanie to get the information out to the candidates and the AFSA
community. New officers will be installed in November.
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Candice reported that she recently met with Venessa to review our finances.
Among other issues discussed, Venessa is willing to discuss the responsibilities of
the Assistant Treasurer with those who are interested in that office.

October 29,
2014
Community
Meeting
Agenda
October 29, 2014 Community Meeting
Candice circulated Task Sign-up sheet and members responded accordingly. The
Board discussed the meeting agenda (hard copies distributed). Via consensus, the
Board decided on the following:
- Lunch and Speed Networking (Jonathan)
- Formal Welcome and Leader Talks (Brandy) (Candice will confirm who’s
available)
- This Is Your AFSA (Candice)
- Nominations Committee Report (Jonathan)
- ROAR Day Debrief (Janette Frank)
- Announcements (Stephanie)
- Wrap-Up/Closing (Nicole)
Items for lunch: Tracy will donate knives and desserts—selected dessert, small
cupcakes.
Candice noted that September was Hispanic Heritage Month and that we missed
serving Hispanic Heritage ethnic food for the September meeting. She asked
about the possibility of serving Hispanic Heritage lunch for the October Community
meeting if feasible and within budget. All agreed to serving Hispanic ethnic lunch
for the October Community Meeting. Stephanie will work with Jonathan to
arrange lunch.

November is
Native
American
Month
Native American Month (November)/Native American Ethnic Lunch—Candice
reminded everyone that November was Native American Month and asked about
the possibility of serving an ethnic Native American lunch for the November AFSA
Community Meeting. Discussion followed and via consensus all agreed to do so.
Candice asked Nicole if she would coordinate lunch and Nicole agreed to do so.

Holiday Party
Holiday Party (December)—Candice reminded everyone of the upcoming event
and asked Janette if she would look into reserving the River Room at Crossroads
(same location as last year); Janette agreed to do so.

NDG (NTID
Diversity
Group)
General
Assembly
Meeting
Dates/Times
NDG General Assembly Meetings/Times--Candice shared the dates and times as
follows:
- Wednesday, October 8, 12:00pm – 1:00pm, in the Student Development Center
(SDC) (same meeting times and locations unless otherwise indicated)
- Wednesday, November 5 “ “
- Wednesday, December 10 “ “
- Wednesday, January 7 (tentative, Intercession) “ “
- Wednesday, February 4 “ “
- Wednesday, March 4 “ “
- Wednesday, April 1 “ “
AFSA Board Meeting
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W-October 8, 2014
- Wednesday, May 6 “ “
Stephanie will share this information with the AFSA Community via Constant
Contact.

Host an AFSA
community
meeting
6. Announcements/
Topics of Interest
Host an AFSA Community Meeting—Candice circulated signup sheet for other
members to have an opportunity to host a community meeting if interested—
members responded accordingly.
AFSA Community Weekly Communication/Announcements “AFSA Digest”—The EBoard discussed creating an “AFSA Digest”. Stephanie talked about the need to
have better system for AFSA communications and suggested one weekly AFSA
communication unless there is urgent information to communicate--discussion
followed. Via consensus, it was agreed that Stephanie would send out weekly
AFSA Communications (news, announcements, special events, etc.). Stephanie
requested that information be sent to her by Thursday and she would send out
Monday/Tuesday unless otherwise indicated.
Expressions of King’s (Martin Luther King’s) Legacy (Stephanie)—Thursday,
January 29, 2015, 12:00-2:00pm--Stephanie reported that Soledad O’Brien,
Keynote Speaker (CNN reported) has a very tight schedule with little to no
flexibility. However, Stephanie would see if there’s an opportunity for E-Board
members/AFSA Community to engage with Soledad. Also, she shared that there
were volunteer opportunities for the event and volunteers would be seated near
the front. Discussion ensued about other possibilities of engagement, such as
hosting a table at the event as well as viewing a slide presentation, including brief
introduction of ASFA and/or feedback from the AFSA IClicker, just prior to the
event.
7.
Adjournment
AFSA Social Events—Jonathan discussed the possibility of monthly AFSA Social
Events. All agreed that it was a great idea. Brandy shared that the upcoming Brick
City event has an Alumni Social (Mario’s on Monroe Avenue on Thursday, October
16, 5:00-7:00pm) and the possibility of AFSA members attending that event.
Brandy will send information to Stephanie, who will communicate it with the AFSA
community. Other possibilities included the TNT and Public Relations Association
monthly networking events.
Candice thanked everyone for coming and participating as well as everyone’s
ongoing contributions on behalf of AFSA . The meeting ended at 12:53pm.
Notes taken by G. Gause
AFSA Board Meeting
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