Leaders in Volunteerism General Meeting Minutes

Tuesday, November 13, 2018 – Noon-1:30 pm
Location: Horizons, 819 5th St SE, Cedar Rapids, IA 52406

In Attendance:
EXECUTIVE TEAM: Chris Ackman, Kayla Paulson, Hailee Sandberg, Janessa Weightman, Jade Riley
MEMBERSHIP: Kayla Hutton, Joellen Haddad, Jessica Link, Lindsey Tygart-Brown, Ashley Delayo, Sandy Rosenberger, Karla Terry, Lynette Oliver, Sue Driscoll, Joni Salazar

12:08 p.m. Welcome – LIV President, Chris Ackman
12:09 p.m. Introductions & Celebration Change – All attendees
12:19 p.m. Formal Meeting Business

  • Presentation of the Minutes – LIV President, Chris Ackman    
  • Approval of Minutes – LIV President, Chris Ackman
  • Minutes for October and November will be presented and approved in December’s meeting.
  • Presentation of the Treasurer’s Report – LIV Treasurer/LIV President
  • Approval of the Treasurer’s Report – LIV President, Chris Ackman
  • We are still between hiring a fiduciary agent or maintaining this position as an executive position. United Way is being approached as the fiduciary agent. Our discussion with this item ended with that it may be the most responsible course of action.

12:28 p.m. Grant Update, Hailee Sandberg

  • LIV has a grant available for members two times per year. This year’s cycle has deadlines of September 28th, 2018 and March 29th, 2019. Applicants must be in their 2nd year of paid membership and cannot be currently serving on the application committee. The grants can be used for capacity building benefits to the receiving agency, such as a training or appreciation event for volunteers.
  • Updates on the LIV grant were that there was three great applicants for this cycle. The committee will have their choice finalized by next Tuesday, the 20th.

12:30 p.m. Free Online Tools - Group Discussion

  • The Group Discussion revolved around different tools that different members have found effective in organizing event photos, staying organized with managing meetings and volunteer signups, and a few other miscellaneous functions. The tools discussed were as follows: Snapseed App, a free photo editing application; SignUp Genius, a free and paid website designed to make scheduling, emailing, and sign-up handling all the more organized; Canva, a graphic-design tool website; Doodle, an online scheduling tool with free and paid services; Prezi, a free and paid presentation software; VolunteerMatch, a job board website, it’s tailored to connecting people to with volunteer opportunities in the community, with free and paid services; Volgistics, a paid volunteer management software; Constant Contact, a paid email and online marketing service; AdobeSpark, a free publication design program; Mailchimp, an email and marketing service with free and paid features; Youtube, a free video sharing service for videos related to volunteering… and other clips to watch; Youtube Audio Library, a branch of Youtube that gives royalty free music and sound effects. Discussion centered around various coordinators’ experiences with each service and specific advantages and challenges they have had incorporating them into their volunteer programs.

Agency Announcements

  • For upcoming agency events, check out our facebook page! Link copied here: https://www.facebook.com/LeadersInVolunteerism/



Tuesday, October 9, 2018 – Noon-1:30 pm 
Location: Horizons, 819 5th St SE, Cedar Rapids, IA 52406
In Attendance: 
EXECUTIVE TEAM: Chris Ackman, Kayla Paulson, Hailee Sandberg, Janessa Weightman, Jade Riley
MEMBERSHIP:Katie Appleby, Sausha Petroske, Kim Junge, Sandy Rosenberger, Lynette Oliver, Katie Steingrabe, Sue Driscoll, Angela Berns, Jenae Pederson

12:05 p.m. Welcome – LIV President, Chris Ackman
12:05 p.m. Introductions & Celebration Change – All attendees
12:15 p.m. Formal Meeting Business

  • Presentation of the Minutes – LIV President, Chris Ackman
  • Approval of Minutes – LIV President, Chris Ackman
  • Hailee motioned for approval, Sandy seconded, they were approved
  • Presentation of the Treasurer’s Report – LIV Treasurer/LIV President
  • Sandy motioned to approve, Sasha seconded
  • We are still working on our fudiciary agent. Our current options are using another agency, such as United Way, as the fudiciary agent, or to elect a new treasurer. 
  • Approval of the Treasurer’s Report – LIV President, Chris Ackman
  • LIV Grant- Haiee Sanberg
  • Hailee issued a call to serve on grant committee. Kim Junke, Angela Berns, and Katie Steingrabe all put themselves forward to serve on the committee. We also clarified the qualifications and what the grant can be used for. 

12:22 p.m. Adult Learning Styles - Marcie Van Note, Mt. Mercy University MBA Program

  • Marcie gave a brief introduction on her program. She began with basic perceptual learning modalities, such as visual, audio, or kinesthetic styles. This was done in break out session. Then we discussed how we might be able to incorporate the five senses to compliment learning, as well as time learning differences (impulsive and reflective). The last modality we went over was information processing, as a whole part or part whole. One final topic covered was also the Laws of Learning. Many of these topics were also covered in handouts that Marcie came with. 

Agency Announcements

  • For upcoming agency events, check out our facebook page! Link copied here: 

Upcoming Educational Programs

  • Leading from Where You Are Conference: October 24th from 8:00 a.m.-3:00 p.m. at Clickstop, 202 Blue Creek Dr, Urbana, IA 52345
  • Fee is $25, or $20 if the agency has a current, active position posted on United Way’s Volunteer Now portal. 


Tuesday, September 14th, 2018 – Noon-1:30 pm
Location:  Horizons, 819 5th St SE, Cedar Rapids, IA 52406

In Attendance
EXECUTIVE TEAM: Chris Ackman, Kayla Paulson, Janessa Weightman, Hailee Sandberg, Jade Riley
MEMBERSHIP: Jessica Link, Cam Flores, Sandy Rosenberger, Lynette Oliver, Sue Driscoll, Barbara Berns, Kim Junge, Ashley Delayo, Kayla Hutton, Jenae Pederson, Maria Jose Eyzaguirre

12:05 PM      WELCOME – LIV President, Chris Ackman
12:07 PM      INTRODUCTION & CELEBRATION OF CHANGE - All attendees
12:17  PM     FORMAL BUSINESS

  • Presentation of August Minutes – LIV President, Chris Ackman
    • Approval of the Minutes – LIV President, Chris Ackman
    • Hailee Sandberg motioned
    • Jessica Link 2nd
    • Motion Passed
    • Presentation of the minutes were slightly delayed due to technical difficulties. While getting them posted, we briefly touched on setting Horizons as the location for monthly meetings moving forward. The consensus with the lunch program was that members will generally not sign up for lunches here.
  • Presentation of the Treasurer’s Report – LIV Treasurer
    • Approval of the Treasurer’s Report – LIV President, Chris Ackman
    • We discussed who has paid. Angie gave a list of agencies who had turned in their payment submitted at the start of the meeting. For any further questions, please reach out to an executive LIV member. There was nothing further discussed as a Treasurer’s Report.

12:30  PM     May Conference Recap, Review, and Discussion

  • We discussed the presentations, recapping first with Jo Miller’s presentation. Chris shared his viewpoints on points like working with volunteer personalities, Hailee shared about the distinction between tactile and strategic project, and Kayla also mentioned going over reflection on the calendar for how time is spent between tactile activities and strategic activities. Janessa shared some of her strategies with calendar blocking. Chris shared about some of the leadership roles and steps to leading from where you are, particularly with risk management. Kim brought up the activity with taking the worst ideas of ours, and then turning them into viable fundraising options.
  • The second one we went over was the one with Heather Woody. First was bringing up “If it was the perfect project, what would it look like?” as a strategy to provide framework in planning positions and programs. Jessica talked about the teamwork approach that a lot of Heather’s strategy focused on.
  • The last presenter was Kate O’Neal, who focused more on idea generation. These activities were making ideas based off materials left on the table, as well as the aforementioned bad idea turned good idea exercise. Some of the takeaways from this have been on being aware of resources available and the limitations/ innovations that result from it. Part of this might be things like using templates for commonly sent e-mails. Another point was different ways of processes information and learning.
  • We also did one last project of a promise e-mail of sharing a goal a partner has, and then following up with reaching that goal.

1:25  PM       Agency Announcements

1:31  PM Next Meeting

  • Date: Tuesday October 9th from 12:00 p.m.-1:30 p.m.
  • Topics: TBD
  • Location: Horizons, 819 5th St SE, Cedar Rapids, IA 52406

1:31  PM       Upcoming Educational Programs

  • LAP-AID Disaster & Poverty: A Problem Solving Exercise

            Friday, September 14th, 2018

            9-11:30 am

            Rex Eno Conference Center, Human Services Campus

            317 7th Ave. SE, Cedar Rapids
1:31  PM       MEETING ADJOURNED

  • LIV Meetings are held on the second Tuesday of the month from 12:00-1:30pm.


Respectfully Submitted by Jade Riley, LIV Secretary, VISTA Volunteer Coordinator, Willis Dady Homeless Services - Tuesday, September 11th, 2018


Tuesday, August 14th, 2018 – Noon-1:30pm
Location:  HACAP – 1515 Hawkeye Dr, Hiawatha, IA 52233

In Attendance
EXECUTIVE TEAM:
Chris Ackman, Janessa Weightman, Hailee Sandberg, Kayla Paulson, Jade Riley
MEMBERSHIP:
Sausha Petroske, Krystin Mittan, Katie Spear, Jessica Link, Lindsey Tygart-Brown, Kim Junge, Sandy Resoneberger, RaeAnn Gordon, Barbara Berns, Angie Ehle, Jenae Pederson, Hannah Ganzel, Samantha Hebel, Maria Jose Eyzaguirre

12:03-12:19 PM      WELCOME – LIV President- Chris Ackman
12:20 PM      ANNOUNCE 2017-2018 CELEBRATION OF CHANGE Recipient
Jade Riley represented the agency with the most attendance, Willis Dady Homeless Services. He has elected to have the Celebration of Change donated to Riverview Center.
12:22 PM      INTRODUCTION & CELEBRATION OF CHANGE - All attendees
12:32  PM     FORMAL BUSINESS
12:32 PM LIV Officer Induction- Hailee Sandberg

  • Hailee Sanberg- New Past President
  • Chris Ackman- New Current President
  • Janessa Weighman- New Vice President
  • Jade Riley- New Secretary
  • Kayla Paulson- Reigning Marketing & Communication
  • Angie Ehle- Reigning Treasurer

12:35 PM Treasurer Position Discussion- Chris Ackman

  • Discussion about the Treasurer position first brought up that, per our by-laws, Angie is unable to continue in the positions. It was brought up that, if we cannot find a new member to serve as treasurer, United Way can step in as a Fiduciary Agent. However, a challenge of that is that a little bit of all of our income would go towards them as well, and United Way when then be always present on the board with a liaison if a staff member is not already part of the LIV executive team. As such, if any current member is interested, it would allow us to keep our income while also developing the member’s leadership role with something that is essential and low in time commitment.

12:40 PM Potential Meeting Location Discussion- Chris Ackman

  • Though Oakland Rd Hy Vee has given us a location with the benefits of parking and lunch options, there are some challenges with its booking, so we discussed the opportunities and challenges of moving the location. We still want to keep a standard location, but don’t have one in particular set.
  • LIV Grant and dues- Hailee Sandberg
  • We clarified that membership dues are in August. We also went over up-dates for the grant. These updates where that Hailee is now the executive member in charge of processing the applications; that there will now be two application times per year; that there would be deadlines of September 28th, 2018 and March 29th, 2019; that applicants must be in their 2nd year of paid membership; that applicants cannot be currently serving on the application committee; and that the grants can be used for capacity building benefits to the receiving agency, such as a training or appreciation event for volunteers.
  • September 10th meeting Date
  • We had a brief discussion to determine if we needed to adjust our September meeting since it may be a national service day. It was decided that it would be best settled by an email poll.

1:01-1:16  PM         PRESENTATION - Ice Breakers, Networking Kayla Paulson
Tabled groups wrote at minimum 4-5 future LIV Topics. They were gathered and organized by the execs of LIV. The notes from the activity are posted in the minutes here:

  • Volunteers engaged as volunteer managers
  • Balance between the personal and professional life
  • Generational trends in managing and recruiting volunteers (Gen Z & Boomers)
  • Retention and turnover with volunteer management professionals
  • Volunteer management 101- recruiting, retaining, & recognizing volunteers
  • Dependability in choosing and engaging with volunteers
  • Leading from where you are
  • Talent Development
  • Peer swapping on applications and engagement materials
  • Fundraising for more with management
  • Engaging Volunteers as Donors
  • ​Grant Writing
  • Communicating with past and current volunteers
  • Roadmap and resource map of Volunteer Engagement Network
  •  Dealing with difficult volunteers: risks, best approaches, & transitioning volunteers
  • Volunteer recognition on a budget, balance of frequency
  •  Volunteer materials- handbook, confidentiality, code of conduct, orientations, & ongoing trainings
  •  Effective Communication with large groups

1:25 PM        AGENCY ANNOUNCEMENTS

  • Agency announcements are posted to the LIV Facebook page. Please feel free to add them at any time. A link to the Facebook page is provided here: https://www.facebook.com/LeadersInVolunteerism/

1:32  PM       NEXT MEETING Chris Ackman

  • The LIV executives will be following up with a new location time and place. The meeting will center on a review of the LIV Conference this past May. This discussion is open both to those who participated, and those who couldn’t attend, as we’ll be more focused on the takeaways and applications of the meeting materials. It’s sure to be a lively and generative discussion!

1:32  PM       MEETING ADJOURNED

Respectfully Submitted by Jade Riley LIV Secretary Volunteer Coordinator, Willis Dady Homeless Services - Tuesday, August 14th, 2018