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To: Executive Committee / Oregon Section Institute of Food Technologists
& Committee Chairs Section Chair – Jeff Clawson Chair Elect – Carri Matthieu 1. Historical
Records – 2. Membership
– 3. Career
Guidance/Education/PR – Susan Murray, 4. Regional
Meetings – 5. Suppliers Night – Dann Barnard 6. Scholarships
– Sarah Masoni, 7. Awards
– 8. Student
Membership – Andrea Bouma & 9. Financial
– 10. Publications:
Directory - Newsletter – Joanne Barnard List
Serv – From: Bill Grano ( Subject: 2008
Goal: Include Goal: Formation of a Policy and
Procedure Manual & Committee Responsible
Parties: Section Chair and
Committee Chairs Proposed
Action: To establish a Policies and Procedures Manual that will coincide with
the established
by-laws of the section regarding established standards & prerequisites for
committees. ) |
REVIEWING
PERFORMANCE Goal: Increase awareness of Long Range Plan and improve number of successfully accomplished goals. Responsible Parties: Section Chair & Committee Chairs Proposed Action: 1. Allow time for a selected Committee update at each general membership meeting at least once per year. Information should include accomplishments and future plans. 2. Summarize presentation in newsletter. 3. Ensure that Long Range Plan becomes part of Committee Chair Notebooks. 4. Committee Chairs to share plans for upcoming year at the summer planning meeting. 5. Measure goals stated in the Long Range Plan at the end of the year by preparing a report to summarize Committee activities as they pertain to Section Goals. Report will be due prior to Summer Planning Meeting with a copy to be sent to the Section Chair Elect or the Long Range Planning Committee Chair. 6. Put the Long Range Plan on the OSIFT web page. In addition, add the duties of the Officers and Committee Chairs to the web page. 7. Place the Long Range Plan in every committee notebook. |
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IMPROVE MAINTENANCE OF HISTORICAL RECORDS Goal: Review location of existing section records and accumulate missing Information. Responsible Parties: Historical Committee Chair, Secretary and Outgoing Chair. Proposed Action: 1. Establish Working Committee to review archives and collect missing data in order to assemble notebooks. 2. Determine format to use for records. Information to include: A. Newsletters B. Minutes C. Secretary’s Report D. Treasurer’s Report E. All Mailers including Surveys F. Any recognition awards or certificates G. Pictures H. Attendance List 3. Establish ongoing procedures to ensure that future documentation is collected, dated and archived in a timely organized manner. 4.
Include these
procedures in the “Policies & Procedures Manual” |
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INCREASE MEETING ATTENDANCE Goal: 5% Increase of total membership at each meeting compared to the previous year’s attendance. Membership attendance at each individual meeting should be tallied and then followed up with the summer planning meeting and then compared to the previous year we would have an accurate percentage of growth. Responsible Parties: Program Chair and Membership Chair. Proposed Action: 1. Place survey forms on the table at every meeting asking members what they liked about the meeting. 2. Mail a Survey to membership once a year “Why did/ didn’t you attend the meetings?” 3. This should be the responsibility of the Membership Chair. 4. Subsidize cost above $25.00 for one meal per year for all members. Meals should not exceed $25.00 per person and Arrangements Chair should be encouraged to be creative in selecting meeting places with meal costs of less than $25.00 per person. Survey membership on meeting locations and meal prices. 5. Recruit high quality speakers. Topics should be of interest to the majority of the membership. 6. Joint meeting with allied professional societies and / or meeting notices to these groups. Important to send IFT Newsletters to these groups. 7. Membership should be encouraged to bring guests to meetings. (Incentives to members?) 8. A letter of welcome and a non-transferable meal voucher (with expiration date) should be sent promptly to all new members. It will be the responsibility of the membership chair to get a list of National Members from the Administrative Assistant. 9. Announce at each meeting and in each newsletter the dates and speakers for the next two (2) meetings. |
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INCREASE ACTIVE PARTICIPATION OF MEMBERSHIP Goal: At least one new member on ballot each year and a minimum of five (5) new people on committees each year. Responsible Party: All Committee Chairs Proposed Action: 1. When people volunteer- use them. Recommend call be made to these people within two 2. (2) months of receiving names to utilize their efforts in upcoming events (i.e. Suppliers Night). 3. Ask new people to be on committees. 4. Committee members should serve 3 year terms, thus rotating new members in each year. Would begin as a Chair Designate, working with the Chair in order to learn committee functions and activities. Would then serve as Chair for one year and finally would remain active as a “consultant” as the Past Chair during the third year. 5. Include Chair updates of committee actions in each newsletter. 6. Maintain
Records File for each committee. Inquire of
Webmaster if this is something we could put on the web with Secure Passwords.
Eliminates lost records and keeps permanent archive. 7. Develop revised job descriptions for upcoming year to be completed by the Summer Planning Meeting. These are to be posted on the OSIFT web page. 8. Need to effectively communicate expectations regarding Committee activities and functions. |
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INCREASE
Goal: Maintain / Increase membership compared with the previous year while maintaining a minimum of 75% National Members (Net membership = current + gain – loss). Responsible Party: Membership Chair. Proposed Action: Formation of
an active Membership Committee. Discuss with the committee about increasing
membership dues to cover overall OSIFT costs. Then by increasing 1. Promote Regional Associate Membership. 2. Identify qualified members (National Members who are not Oregon Members. 3. Applications for membership should be available at all meetings. 4. Respond to membership inquiries in a timely manner. 5. Include a membership form or contact information in newsletter and directory. 6. Promote the benefits of membership such as employment bureau contacts in the newsletter. 7. Send letter to non-IFT members after Suppliers Night Membership information. 8. Send a Thank you note to guest attending meetings. 9.
Research areas
of interest for expansion of membership. 10. Include Committee Formation and protocol in “Policy
and Procedure Manual”) |
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CAREER
GUIDANCE / EDUCATION AWARENESS / PUBLIC RELATIONS Goal: Encourage / Educate Students regarding the Field of Food Science and bring sound science to the public discussion of food issues. Responsible Party: Career Guidance Chair Proposed Action: 1. Provide information to Career Guidance Counselors. 2. Develop OSIFT fliers for mailings to Schools, include High School, Community Colleges and Universities. 3. Provide information to Science and Home Economics teachers. 4. Invite Teachers to a meeting, especially those who are local to a meeting. 5. Assist OSU, at their request, with their attempts to increase enrollment in the Food Science Department. 6. Make presentations to middle schools, high schools, community colleges, and students studying to be teachers (Provide IFT info to people in Nutrition Fields as well). 7. Keep Historical notebook to see if the goals are being met. Ensure that all Section members report any presentations made not in conjunction with committee activities. 8. Hold demonstration of interactive experiments at a monthly Section meeting to help reduce fear of giving presentations. 9. Increase Newsletter communication. 10. Develop a resource list of authorities within Oregon Section in different disciplines. 11. Review
list of media guides sent to 12. Clear all actions with the National Science Communications Committee. 13. Allied Professional Society- Contact – Communicate in a timely manner so info can be used in their Newsletter. |
REGIONAL
MEETING Responsible Party: Regional Meeting Representative 1. Continue Association with Northwest Food Processors Association (NWFPA) 2. Network with other IFT Sections. |
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SUPPLIERS NIGHT Goal: Maintain a minimum of 100 Suppliers (Get printed invitations to suppliers to give out) Responsible Party: Suppliers Night Chair. Proposed Action: 1. Be price sensitive to Suppliers. Do not overcharge for tables. 2. Provide a list of attendees to Suppliers (take business cards at sign in) Goal: Increase attendance by 5% over previous years count. Proposed Action: 1. Reach out to one New demographic group each year. 2. Evaluate and continue if appropriate, pre-registration. 3. Send invitations to members. 4. Include invitations in other organizations newsletters and have announcements in trade magazines. 5. Include technical seminars and sessions. 6. Make invitations available to suppliers to deliver. Goal: Maintain Historical Records (put time line together) Proposed Action: 1. Prepare an Annual Report to include the following items: A. Record number of Suppliers attending each year. B. Record number of attendees attending each year. C. Record demographics of attendee’s, including Job Titles and disciplines. 2. Keep Records in one file notebook. 3. Complete time line of preparation for suppliers’ night. 4. Summary in Newsletter. |
SCHOLARSHIPS Goal: Continue Undergraduate Scholarship with financial and selection criteria in place. Responsible Party: Scholarship Chair Proposed Action: 1. Scholarship Commission will have final approval of scholarship recipient. 2. Meet and write goals for handling future scholarships. 3. The responsibility for delivering Scholarship Money to the school directly, in students’ name. 4. Give financial updates to the Treasurer – Financial Accounting Status. 5. Rotate members each year. Committee to be made up of three (3) members, each serving a three (3) year term. One term shall expire each year. |
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AWARDS Goal: Promote Oregon Section Members at the National Level and select Oregon Section Members for recognition. Responsible Party: Proposed Action: 1. Nominate qualified members for IFT awards: giving special emphasis to fellow nominees. 2. IFT Fellow Nominations should be placed on October Executive Committee Agenda (nominations should be based on nominees innovations to the Food Industry and years of membership in IFT). 3. Give consideration to development of volunteer recognition (Outstanding volunteer) – send notice to National IFT. 4. Past Chair award should be presented each year. |
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STUDENT
MEMBERSHIP Goal: Increase attendance of Students
at Section Meetings. Meet with Food Tech Club on a
regular
basis and keep a log of interested students for meetings, updates and mailings.
Research other Student organizations and departments. Responsible Party: Student Representatives Proposed
Action: 1. Continue subsidizing all students from recognized food science programs and allied professions (including nutrition and any student interested in learning about Food Science) at 50% of the meal price at regularly scheduled Oregon Section Meetings. Students will be charged full price if they fail to attend the meeting after making the reservations unless they have a legitimate excuse. This will encourage attendance and stress the importance of attending the meetings. 2. Continue representation of two (2) Undergraduate and one (1) Graduate Student on the 3. Executive Committee. Formalize into the by-laws if not already included. 4. Help to remove barriers to students to encourage attendance (i.e. transportation and expenses. |
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FINANCIAL Goal: Establish annual budget and improve financial reporting. Goal: Formation of Audit Committee and
proposed annual audit. Responsible Party: Financial Chair Proposed Action: 1. Establish a financial committee to include three (3) members and treasurer (ex-officio member). 2.
Have committee
members become familiar with QuickBooks software and gain understanding of
the accounts and budget. 3. Establish a liquid fund balance. 4. Recommend disposition of funds in excess of liquid fund balance. 5. Establish
Annual Budget & Publish Budget figures to
Executive Committee Members. 6. Present annual budget at Summer Planning Session. 7. Committees to request necessary operating funds by Memorial Day each year. 8. Maintain Audit Committee as separate standing committee of non-executive committee members. 9. Publish budget figures in a fall newsletter. |
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PUBLICATIONS Goal: Improve quality of web site, Directory, Newsletter and List Serv. Responsible Party: Establish 4 Committees with separate Chair for each. Proposed Action: Web
Master: 1. Develop final concept of what is to be on the Web. 2. Complete work within 2 year period. 3. Add job descriptions for Officers and Committee Chairs to the web page. 4. Add Long Range Plan to the web page. 5. Put membership application on web page. 6. Summarize meeting attendance. Directory: 1. Keep current and have published at a consistent time each year. (Time & Date) 2.
Continue efficiency
of single Membership Database Chair with input from Current Membership Chair
and Current and Former Directory Chair. Newsletter: 1. Communicate the importance of deadlines to all committee members and publish in newsletter. 2. Continue to evaluate the importance of mailed vs. e-mail newsletter. 3. Include Message from the Chair.
List Serv: 1. Maintain consistency with directory. 2. Limit to members who want to be on the List Serv. 3. Update as necessary |