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PPW Board Meeting Summer 2016

Board Minutes

Professional Photographers of Washington, Inc. July 17, 2016

Swoboda Photography, Leavenworth, Washington Call to order: Members Present: Heidi Swoboda, Chris Wooley, Barbara Potter, Rachel Hathaway, Rich Breshears, DaLisa Chiara, Caron VanOrman, Ernst Schafer, Larry and Rachel Ikenberry, Mindy Siks, Julie Fitzpatrick, Sonja Yearsley and Faye Johnson. Rob Behm Proxy Motion: n/a Proxies: n/a President Comments: Heidi asked Rob to be Interim Parlimentarian Member Concerns: n/a Officer Reports: President: Heidi Swoboda - Submitted Past President: Rich Breshears - Submitted Vice President: Chris Wooley – Submitted and Verbal: Gathering 2 dates & updating website for

District Rep meetings Treasurer: Barbara Potter - Submitted Secretary: Rachel Hathaway - Submitted Minutes Motion: I move that we approve the minutes of the last meeting. by Chris, 2nd Ernst, passed. Executive Manager: Faye Johnson - Submitted PPA Council: Rich Breshears - Submitted and verbal: Mel Robbins at Imaging USA District Representatives Reports: Central: Tim Patrick/DaLisa DeChiara – Intro new rep DaLisa!!! Northwest: Mark Turner – No Report Olympic: Ernst Ulrich-Schafer - Submitted North King: Jamison Johnson – Submitted (Comment/Idea: Inquire with Weston’s for hosting

event for North King ) South King: Interim Bruce & Josh Hudson – No Report Southeast: Sonja Yearsley Submitted Southwest: Larry Ikenberry - Submitted Spokane: Deke Cloyd – No Report Yakima: Mindy Siks/Caron Van Orman - Submitted Committee Reports: 2017 Spring Conf Rachel Ikenberry – Submitted and Verbal 2016 Spring Conf Rachel Ikenberry – Submitted and Verbal Citations: Rachel Ikenberry – Submitted and Verbal Life Member: Ralph Allen – No Report Scholarship: Keith Currie Membership: Marie Martineau-Sandberg – Submitted (Comment/Idea from Sonja’s report:

Maybe make payment plan clarification be more visible.) Student of the Year: Anita Weston – No Report The Wash Photog: Mark Turner – No Report Web Database Chair: Faye Johnson - submitted

PPW Board Meeting Summer 2016 Web Design Chair: VACANT Education Chair: Julie Fitzpatrick – submitted and verbal: New chair descriptions and policy and

procedures for all events – stay tuned for Mid Qtr Motion for OPP Changes. Unfinished Business NEW BUSINESS IDEAS: Ideas for alternate income for PPW:

• Gallery Images available for purchase through PPW Website Action: Chris & Faye with new website

• Print and sell book of competition images annually Action: Heidi will research this 10x10 size, cost and donation of printing for merited images

• Photo Airbnb Concept: PPW to coordinate with property owners & create a system (similar to Airbnb) for allowing payments by photographers for access to property Action: Rich research liability & profit vs non-profit

• PSA Partnership Ideas to host exhibition Action: Julie and Heidi will run with this. Member Benefit Proposals:

• Print challenges - Contest with a theme idea and those who entry images, which will be posted to Facebook, go toward a prize drawing. Action: Heidi starting August 1st.

Forum & Blogging Website Ideas: Action: Chris & Faye with new website

Other affiliates are finding that physical printed pieces mailed out to members are needed by members. Example is 1 journal per year Action: Look in to printing journal Deke & Mark Tabled till later date Motion E: VP & Past Pres Duty Changes -

Prepared by: Mark Turner, Date Submitted: 7/13/15 Motion: I move to add to the duties of the Past President to take on overseeing the District Representatives, instead of the Vice President. 2nd by Julie Passed Justification: To relieve the new Vice President of the duties, who is generally new to the board and doesn’t know how to direct the Reps on job description. Meanwhile the Past President in needing to stay involved and is familiar with their tasks. And coordinating with the Pro One Day Chair and Survey results for potential speakers and topics.

Action: Faye update OPP, Heidi & Rich talk to current Past Pres, Evolving: Update -(Revisit motion for rescinding or a motion to reverse it.) Done See Motion E below Motion E: Fund Raising Regional Print Competitions passed Action: John is going to coordinate this plan. Evolving, proposing three per year: Update John was going to organize and plan. Action: (Discuss since John has moved on, do we want to do this or not? Who wants to chair? Or do we let it go to the way side?) Tabled until further discussion Fall Event Decision – Colors of Washington in October, Action: Julie make decision by Feb 15 motion for Mid Qtr See Mid Quarter Motion B Action: Report by Lynette. Update: Lynette resigned and Heidi & DaLisa will be chairing it instead. Monday Oct 10 at 10am Board Meeting from Saturday Oct 8th Motion A: Bluetooth Speaker, Made by John Perea, 2nd by Chris, Passed Discuss if we need it? Done See Motion H below Motion C: Past President’s Council, Made by Rich Breshears, 2nd Sonja, Passed Action: Rich Breshears, Immediate Past President and Faye to create new section for OPP Update: still working on it


• Find a New Forum Software: We need the ability to be able to have a forum where we can upload images and interact more fluidly

• Improved Blogging System: Ability to have a place where people can post messages with images in a shareable, reportable and trackable format.

• Want blogging system capable to schedule blogs for future postings • Journal Articles independent for Blogging Action: Mark is this possible? • Rotating Blogger Idea: ie: Feature Photographer of the Month Program - Have a member

be spotlighted with their bio and work and post interesting info. • PPW Promotional Video Action: Heidi is making it

Print Competition Stuff: • Print awards WA resident clarification – see motion below

Prepared by: Marie Martineau-Sandberg Date Submitted: 5/22/15.

Motion: I move that the PPW Print rules to be changed as follows. The PPW Division Awards (category awards, ie. Best Bride, Animal, Portrait of a Couple, Child, Group, Pictorial, etc.) be available to all PPW members. The Highest Aggregate Score (HAS) Trophies AND Trophies for Best Single Entries (larger awards/trophies) to be available to only Washington state members. (Full Motion is found 2015 07 13 Board Minutes at Kennewick ) Discussion to not change anything, motion as stands – No Action

• Print Salon Partnership with Yakima Chamber Action: Heidi and PSA Other Business:

• South King rep - Bruce and Josh Hudson, as interim reps, Action: Chris needs to find permanent Rep.

• PPA Magazine advertising - We have a free opportunity to advertise on the PPA Magazine’s web version publication. We need to have artwork in to PPA by the last day of the previous month. Should we and what kind of content do we want to have. Current or generic to last for more than one month at a time? Action: Rachel H and Faye

• Apparel - Should we charge more for one-off or wait to have a full order of 12 items to get lowest price? Table discussion

• Microsoft Community Connections Partnership - Free speakers and venue Action: Julie • Smile Amazon Action: Faye will set up • Conflict with PPA Landscape class in October – Changed Board Meeting from Saturday, Oct 8 to

Monday, Oct 10 Motions: Motion A: Audio Equipment Purchase, Made by Rachel Ik, 2nd by Ernst, Passed Motion B: Hot Spot Purchase, Made by Rachel Ik, 2nd by Chris, Passed Motion C: Close District Checking Accounts, Made by Barbara, 2nd by Chris, Passed Motion D: Purchase Monitors – Made by Rachel Ik - Tabled until next meeting Motion E: Revert Motion for VP & Past Pres, Made by Heidi, 2nd by Rich, Passed Motion F: PPW Conference Scholarship, Made by Marie, 2nd by Julie, Failed Motion G: Brochure mailing 2.0, Made by Rachel H, 2nd by Chris, Passed Motion H: Amended Motion from 3/1/16 for Audio Speaker, Made by Rachel Ik, 2nd by Chris, Passed Motion I: Executive Manager Bonus, Made by Rachel Ik, 2nd by Rich, Passed Motion J: Sponsor Spokane Interstate Fair, Made by 2nd by Sonja, Passed Upcoming Dates: July 31: The Vintage Steam Train Experience, Elma, WA Oct 9: PPW Pro One Day Event – Landscape Photography, Wenatchee, WA Oct 10: PPW Fall Board Meeting, Location TBD,


Supporting Reports and Motions Board Reports ........................................................................................................ 5

President’s Report -................................................................................................................................... 5 Past President’s Report - Submitted ......................................................................................................... 5 Vice President’s Report - .......................................................................................................................... 6 Treasurer’s Report - Submitted ................................................................................................................. 7 Secretary’s Minutes - Submitted ............................................................................................................. 10 Executive Manager’s Report - Submitted ............................................................................................... 12 PPA Council:’s Report - Submitted ......................................................................................................... 13

District Representatives Reports .......................................................................... 14 Central - ................................................................................................................................................... 14 Northwest - .............................................................................................................................................. 14 Olympic - Submitted ................................................................................................................................ 14 North King - Submitted ............................................................................................................................ 15 South King - ............................................................................................................................................. 15 Southeast (SE) - Submitted .................................................................................................................... 15 Southwest (SW) - Submitted ................................................................................................................... 15 Spokane - ................................................................................................................................................ 16 Yakima - Submitted ................................................................................................................................. 16

Committee Reports .............................................................................................. 16 2017 Spring Conference - Submitted ...................................................................................................... 16 2016 Spring Conference - Submitted ...................................................................................................... 17 Citations - Submitted ............................................................................................................................... 18 Life Member - .......................................................................................................................................... 19 Scholarship – ........................................................................................................................................... 19 Membership - Submitted ......................................................................................................................... 19 Student of the Year - ............................................................................................................................... 20 Journal Editor - ........................................................................................................................................ 20 Web Database Chair - Submitted ........................................................................................................... 20 Web Design Chair - ................................................................................................................................. 20 Education Chair -Submitted .................................................................................................................... 20

Motions ................................................................................................................ 21 Motion A: Audio Equipment Purchase .................................................................................................... 21 Motion B: Hot Spot Purchase .................................................................................................................. 22 Motion C: Close District Checking Accounts ........................................................................................... 23 Motion E: Revert Motion for VP & Past Pres .......................................................................................... 24 Motion F: PPW Conference Scholarship ................................................................................................ 25 Motion G: Brochure mailing 2.0 ............................................................................................................... 26 Motion H: Amended Motion from 3/1/16 for Speaker.............................................................................. 27 Motion I: Executive Manager Bonus ....................................................................................................... 28 Motion J: Sponsor Spokane Interstate Fair ............................................................................................. 29


Board Reports President’s Report - President: Heidi Swoboda a) Personal Life –With 2 small businesses it is tough for us to plan to get away but for the first time in several years our family was able to take a vacation together. We visited my brother in Santa Fe and toured 8 states and 8 national parks on the way. I am very grateful for the much needed break. b) Studio Life – Between seniors, sports and some commercial work, this has been the busiest year the studio has ever had. Thankfully I am not photographing weddings this Summer and that is allowing me to have a bit of time to regroup and give some time to PPW. c) District or PPW responsibilities – Things are hopping for PPW. I have heard from many of our members this quarter and hope to be addressing their concerns and questions. I feel that the demographics of professional photography are changing. The number of professional photographers in business over a long period of time are diminishing, while there continues to be a steady flow of new photographers entering the profession. This affects, both our membership numbers and vendor’s sales numbers. I feel that now is the time for us to explore new ways of bringing income into PPW and of partnering with our vendors. I will be bringing several of those ideas to our Summer Board meeting (see the agenda) and hope that we can find some interesting and profitable benefits for both our membership, our vendors and our organization. Tim Patrick called and chose to step down from Central District Rep and I have appointed DaLisa DeChiara in place of him. Thanks to DaLisa. More than anything though, I need each and every one of you to know that your work to keep this organization in existence for so many years is valuable and appreciated. We don’t say it enough, so Thank You! See you July 16,17. Past President’s Report - Submitted Past Pres: Rich Breshears July 9, 2016 a) Personal Life - What is going on in my family, personal, health? It has been fantastic this past quarter. Our new grandaughter was born just a couple of days after the spring board meeting. She, and mom and dad are doing great even though they are in South Texas. I will finally get to meet her at Imaging 2017. Long time to wait. Otherwise, we’ve really gotten to a new point in our lives. Thank God for technology. We get to send and receive pictures and videos with the kids and grand kids every day. Makes it all good. b) Studio Life - What is happening in my studio? We continue to grow. Closing Forte Studio was tough for me personally, but it was not nearly the success I had hoped for. Moving Breshears Photography out of our house and to the store front has been nothing short of amazing though. It was an immediate boom to our continued success. Combined with our marketing efforts and improvement on our image we just continue to grow the studio leaps and bounds.


Board Reports c) District or PPW responsibilities - Being Past President is kind of a good thing. There is a lot less to do. A lot fewer calls. I really needed that with the way our studio and home life is going. I really don’t have any more to report than that. d) In what area(s) do I need help, mentoring, or support? I’m on the other end of that now. Feel like I should be doing more mentoring and supporting of others. I’m available if you need help. e) What is one goal I have for my district/job for this year? I am very excited to be stepping into my role as past-president. I’m putting a lot of thought into what that looks like, and how I can be of assistance to our incoming President, as well as future Presidents of our organization. I would like past presidents to take an active role in providing a legacy to the organization. Vice President’s Report - Vice Pres: Chris Wooley a) Personal Life – Doing completely wonderful. Rachel H has moved to Spokane. Very happy on all fronts. b) Studio Life – Very busy. Summer is here, so my business is in full swing. Luckily it stays light out until late. c) District or PPW responsibilities – I’ve been in contact with the district reps. The goal is to set district meeting for the year at the retreat. Hopefully by getting dates set, we can have consistent activity and content in the organization. Bruce and Josh Hudson are temporary district reps for South King District. d) In what area(s) do I need help, mentoring, or support? It’s important that we continue to communicate and think about PPW on both a district and a state level. e) What is one goal I have for my district/job for this year? To get a full schedule of district meetings and activity.


Board Reports Treasurer’s Report - Submitted Treasurer: Barbara Potter


Board Reports


Board Reports Secretary’s Minutes - Submitted Secretary: Rachel Hathaway


Board Reports


Board Reports

Mid Quarter Motions via Email and Forum: Sent out June 7, 2016 Motion A: Prepared by: Julie Fitzpatrick, Education Chair and Ralph Allen, 2nd by Rachel Hathaway, PASSED I move: to sponsor a PPW Pro One Day Event titled “A Vintage Steam Train Experience featuring Ken Whitmire” on July 31, 16 in Elbe, Washington. This will be a 6.5hr class with participants to receive 1 PPW merit, Event Chair Ralph Allen to receive 1 PPW and Instructor Ken Whitmire to receive 2 PPW and 2 PPA merits (from the PPW state allotment). Fine print: 50% refund if cancelled 4 days before and non refundable after that until the event. Justification: To: to furnish education to members on aspects of photographing on location using the steam trains as the subject. Breakdown of Projected Cost & Labor: Income: Minimum 6, Maximum 30 students $59 for member (PPW/PPA) $69 for non member Income $354 to 1770. Expenses: Food for participants & Models ($15.60/person) 94 to 468 Train ticket ($24.06/person) 145 to 722 Expenses $239 to 1190. Profit: $115 to $580

Executive Manager’s Report - Submitted Faye Johnson a) Personal Life – Life is getting settled. Been going to “real” work, keeping house, helping Scott and such. Last month I went to Montana to help clean my Mom’s house out after 6 years of it sitting empty. Nice to see the family but it was a long week and a uhaul trailer of stuff brought back to WA. She kept every box and gift she was ever given.


Board Reports b) Studio Life – It’s quite non-exhisting due to lack of marketing or energy to put energy into it. I’m taking macro gem photos for my “real” work, so I’m still taking photos. The great part is that they don’t talk back at me. c) District or PPW responsibilities –

• Helped Julie with getting events, The Senior Experience with Kari Stuckey and The Elements of Dance with Jill Davidson, submitted for the Senior class to be PPA merited class for the attendees, advertised via website and Facebook. Both were a success and produced a profit.

• The above two events (plus the The Vintage Steam Train Experience) created Mid Qtr Motions which I facilitated for the board.

• Continued to update the website with the change from a horizontal nav bar to a vertical one. Some members have been pointing out where I have missed things. Thank you.

• Sent out a few whole membership email blasts regarding upcoming events. • Met with Julie & Barbara regarding the transitioned of the treasurers. • Met with Marie regarding membership duties. Updated the New Member CD documents into a

current Dropbox where the new members have access to. Helped create a letter to welcome new member that goes out with their Membership Certificate.

• Met with Rachel Ik regarding 2016 and 2017 conventions • Working on getting the past 5 years of Merited prints online in galleries to view. • Delivered apparel from orders at convention time. Need to figure out just how much inventory do

we really need to be able to fill “one off” orders affordable. Means tied up funds that many never turn into profit. We’ll be lucky to sell it all and make money.

• Currently coordinating Speaker contracts for 2017 • Helped with getting minutes emailed out and posted on website • Helping a team of Vendor/Tradeshow people, Keith Currey and Sharon Biddinger we’re starting

to amp up marketing to vendors for the 2017 tradeshow. • Helping Barbara get Quickbooks up and running and get reports ready for board meeting.

d) In what area(s) do I need help, mentoring, or support? Staying positive. Try to take criticism better and not personally. I need people to know that I “NEED” to be needed and PPW fills that void. Please do not NOT call me for help. e) What is one goal I have for my district/job for this year? To stay focused on all PPW needs. Get tradeshow and convention advertizing and soliciting started. Contracts done and update minutes and OPP. PPA Council:’s Report - Submitted Rich Breshears The PPA ‘PRINT’ campaign, which made a preview at ImagingUSA, is going strong. A lot of time, effort, and support from the industry vendors have really made a splash this spring. At the heart of it, the PRINT. Movement promotes the value and importance of printing photographs in our world today, from both individual and societal perspectives. For the professional photographer, it’s education on how and why to create and sell printed works; how to uplift the craft of photography while also building a profitable and sustainable business. The PRINT movement hopes to help photographers own their place as professionals. Next year Imaging USA will be held in San Antonio, TX on Jan 8-10, 2017. It is highly encouraged for members wishing to attend to register and get your hotel rooms now. International Photographic Competition judging will be held August 1 - 4, 2016 at Gwinnett Technical


Board Reports College in Lawrenceville, GA. Judging is open to the public and free to attend. Anyone is welcome to come and absorb all the judges' comments on the entries - you never know what you might learn! And if you can't attend the judging in-person, you can also stream it all online via Stream.theIPC.org. Good luck to all those who entered, especially our Washington State entries! This May and June there was a major push across the membership to sign up and join the grass-root movement to push for small claims advocacy for photographers. In a nutshell, until now, the federal law made it impossible for photographers to fight copyright infringement. Basically, the cost of the legal battle outweighed the outcome of a possible win. PPA proposed the creation of a copyright small claims tribunal under the United States Copyright Office, and supports many of the conclusions and recommendation of the Copyright Office's 2013 report on that subject. In order to be effective, this process must be simplified, allowing remote and electronic submissions. There are some constitutional issues at stake, creating the need for this process to be voluntary, but we urge lawmakers to build incentives into small claims legislation to encourage defendants to participate in the process. All members and the general public are encouraged to go to www.ppa.com/clientapps/copyright/signup/ to learn more and sign up to join the grass-roots effort to make this law happen. PPA continues it’s online education and community sharing blitz with The Loop, and free membership to the entire Photovision education system. As a member you are constantly plugged in to the best. Literally hundreds of hours of techniques, tips, videos and blogs are available at your fingertips 24/7/365. The Professional Photographers of America continues to strive to be the best providing Member benefits, Degrees, Certification, Education, and networking across the photographic landscape. PPA helps you be more successful.

District Representatives Reports

Central - Central Rep: Tim Patrick/DaLisa DeChiara No report submitted Northwest - Northwest Rep: Mark Turner No report submitted Olympic - Submitted Olympic Rep: Ernst Urlich-Schafer There really isn't anything for me to report. There is a new professional photographer that just moved to our area and I have reached out to him and his wife. Hopefully getting together soon with him and others. Plus, Faye has been talking about getting our district together at her studio. Finding a time hasn’t happened yet. Ernst

http://stream.theipc.org/

http://copyright.gov/docs/smallclaims/usco-smallcopyrightclaims.pdf

https://www.ppa.com/clientapps/copyright/signup/

PPW Board Meeting Summer 2016 North King - Submitted North King Rep: Jamison Johnson Planning for August 21st event, letting members know of local opportunities such as PPW events in other districts and areas, planning possibly a summer meetup for fun and possible photo safari, and trying to plan a pin up class (Chris W., Oct/Nov) and possibly one about studio lighting from John Cornicello. Maybe we will do holiday party too. :D Other than that, just laying a bit low since everyone seems busy in the summer in our district. We have had many new sign ups transition from Meetup.com to Facebook Group. That includes new inquiries as well, so word is spreading. I have been letting new members on the Meetup site know we moved. I also will reach out to some inquiries on PPA.com as well. I reached out to Bruce to collaborate as district leaders and will be attending his event coming up in a week. South King - South King Rep: Interim Bruce & Josh Hudson No report submitted Southeast (SE) - Submitted Southeast Rep: Sonja Yearsley We've continued our monthly meetings. We heard from Martha Rosenberry last month on the history of photography and how it was utilized in the Hanford area. We are planning a BBQ this month. We had a successful Pro-1 Day event a couple of months ago and appreciate the PPW support and speed in helping to make it happen! We had great feedback. Southwest (SW) - Submitted Southwest Rep: Larry Ikenberry a) Personal Life - Life is hectic! Besides keeping Rachel busy helping with SW District business, I continue managing investment accounts for 20 clients totaling about $12 million plus PPW; I am President and Maintenance Officer over 3 aircraft for my flying club, and work as a radiation consultant for Dade Moeller Inc. in Richland supervising delivery of scientific instruments for calibration for Boeing twice a month (this is in keeping with my Bachelor's degree in Radiation Biophysics). Today I'm feeling like a marmot storing up for winter after running a log splitter all day yesterday! b) Studio Life - I've converted my boatbuilding shop into a new little studio to do table top photography, mainly translucent closeups of flowers and high speed water drop photography. Fun! Not enough time to play there. c) District or PPW responsibilities - SW District has been busy. In April Forrest Cooper conducted an 8 hour class on custom printing and framing at their Shelton studio. In May we encouraged everyone to attend the PPW Pro One Day in Chehalis with Jill Davidson teaching about photographing ballet dance. In addition Dan Brumsickle held our regular meeting with a class on using Pro-Select for sales. We've been averaging 12 members per meeting. Rollie Geppert prepared a chart for best times to photograph the full moon alongside Mt. Rainier from the Olympia area, ranging from Shelton to Long Branch. When

http://meetup.com/

http://ppa.com/

PPW Board Meeting Summer 2016 the weather looks good we will all be ready to grab our camera and tripod and head off to an assigned location. It's going to be one of those evenings night and tomorrow! d) In what area(s) do I need help, mentoring, or support? Thanks to support from Forrest and Amy Cooper who followed through with the ideas of the group and scheduled a calendar full of monthly meetings. I need a new professional portrait! Any suggestions! e) What is one goal I have for my district/job for this year? Continue building rapport between members of SW so they will feel PPW is their first place to go for photographic advice and fresh ideas. Spokane - Spokane Reps: Deke Cloyd No report submitted Yakima - Submitted Yakima Reps: Mindy Siks and Caron Van Orman A meeting was planned in early May for an exercise /practice with head shots. The location was set for Two Mountain Winery in Zillah. We planned to work in groups of three to have one person shooting, one photographing the photographer and one person acting as the client for the head shots. The objective was to come away with some head shot images of ourselves, as well as images of the photographer in action for use on our websites, marketing materials and blogs. It seemed there was a lot of excitement for this meeting and people were signing up, but it was cancelled last minute due to low numbers. We hope to try this meeting again in the next couple months. Several PPW members from Yakima district (Caron, Ken and Mindy) met with the Yakima Photographer’s group in mid June for a meet and greet at Two Mountain Winery. It was a casual, friendly gathering to share some good food and wine and ideas about the photography business. There are some potential new members in the group but the dynamics for signing up new members are awkward as the Yakima group seems to support each other in a productive and complete manner. We are still working on ways to promote PPW with the Yakima Photographer’s group. Several PPW members (same as above) attended a training by Tavis Guild at his studio, Memory Montage on an introduction and use of Pro Select. It was a 2.5 hour meeting and very informative. An Ellensburg photographer attending this meeting, Meagan with Joy Photography is possibly interested in joining PPW. We are trying to encourage her.

Committee Reports

2017 Spring Conference - Submitted Conference Chair: Rachel Ikenberry Theme PURSUING YOUR STYLE With Helsinki Bus Station as a philosophical platform and lighting as the way to accomplish style. Date finalized: PPA Judging Friday, March 31 - Sunday noon, April 2 Trade Show - Saturday night / Sunday noon

PPW Board Meeting Summer 2016 Programs - Sunday afternoon, Monday all day, Tuesday morning Plus Early Birds Items accomplished 1) Logo created by Lisa Lamping -- see it in the Journal 2) SAVE THE DATE with logo prepared for the Summer Journal 3) Publicity team under leadership of Mary Jo Allen are making a game plan 4) Trade Show co-pilots Keith Currie and Sharon Biddinger are ready to make contacts. Faye will handle contracts and money 5) Pricing for registration will be the same as last year 6) Speaker team committed (although no contracts yet): Don MacGregor, Bob Coates, and David Trust 7) Other speakers will be selected for early birds and / or panel sharing 8) PPA will be doing judging -- the final PPA District Competition 9) Tentative program schedule ready Items underway 1) Filling of Conference Chairs -- not done: Photographer, Transportation, Salon Logistics, Print Handler / Exhibit Coordinator plus shadows for Salon, Salon Logistics, and Program Logistics 2) Selection of a Yakima supplier for the trophies (very short turn around time due to Sunday afternoon decisions by the jurors and Monday night Awards Banquet) 3) Looking for a 2018 Conference Chair! In days of yore, the President selected the CC. 4) New fun things to do on Friday evening in Yakima, i.e. Downtown Beer / Wine Tasting Walking Tour 5) Yakima Team to handle local, loose ends 6) Another FUN, Fun Party with Faye and Dalisa: HOEDOWN in YAKIMA Concerns over Finances 2017 1) Lack of $4800 income from print entries 2) Although I project saving about $5000 in hotel space, judges' expenses, and speaker expenses we will have higher expenses in airport transfers and for the print exhibit. 3) Bottom line is that I can only project a net profit of $1000. 4) We need more vendors (2016 we had 9) and more attendees (2016 we had 69)! 2016 Spring Conference - Submitted Conference Chair: Rachel Ikenberry Dear Board Members, I’m grateful for the opportunity to serve PPW as the 2016 and 2017 Conference Chair. Yes, it was a ton of work, as I expected! And I could never have done it without the helping hands of soooo many members. I must say that I presumed upon the expertise and frequent willing advice and assistance from Faye Johnson. I think she enjoyed the tasks we dreamed up for the members to learn from and for which she had knowledge of bringing to fruition where I had none. If Faye continues to serve the membership in such a “hands – on – role” for Conference, we really should reimburse her! Merits are great, but they don’t do much for a marriage relationship or to help create time to increase her photography business. Please talk about this. It doesn't have to be a salary increase. My thought: if the Conference makes some money, pre-determine a part of that to give Faye as a bonus. For the overall impact of Conference 2016, here are my take-aways:

1) Speakers: our speaker surveys reveal an overall positive review. 2) Vendors:

a. Most expensive conference ( fees) some have participated in b. Date too early and too close to WPPI c. Best reception: felt most included as part of our conference

3) Fun Party


a. “Best Ever” comments from everyone b. Tickets for raffle – not so successful c. Learning with Fun format very appealing

4) Wine Auction a. BIG success -- $1150 for General Fund with only 10 bottles auctioned b. Great camaraderie for members, vendors, and speakers

5) Judging

a. Print Competition.com worked smoothly and gave us good reports quickly b. Club 79: great clarity, color, and fun. Periscope worked perfectly to give Club 79 sound

from live judging c. Not so good: clunky Inet connection d. Need hotspot for consistent connection between judges and the internet in 2017 e. Not enough monitors in salon exhibit 2017

i. Need 2 for slide show loop of all merit award images in 2017 ii. Need 2 for on demand viewing in 2017

f. Need new High End computer cables and extra batteries for mics in 2018 g. Monitor and computer must be calibrated prior to judging in 2018 (should have been

done this year but wasn't) h. Need to start at 8am as scheduled in order to finish in one day i. Club 79 – great clarity and color and fun

Hotel a. Excellent, although we had to fight initially for our needs b. Clean and attractive. Front desk responsive c. Catering and chef bent over backwards d. Paying a room usage fee was extra over our previous years: $1100 plus 27% tax

Registration a. Make sure printer works and have extra ink cartridges

b. Advertise and order logo apparel before Conference for delivery at Conference. We need to also be able to offer orders on demand by each member, not have to order in batches. c. Otherwise consider a different vendor who can supply in smaller quantities and ship direct d. Mannequins made attractive display of logo apparel

Hospitality Room a. Not open enough b. Too far away from meeting areas c. Received well for late night card players d. Good, spacious location for recording video and for wine auction e. Need to poll attendees as to effectiveness

Finances a. $125 was budgeted for purchase of a powered bluetooth speaker. We need to buy that for use in 2017.

b. Bottom line seems to be just under $4000 profit --- for which I am most grateful. Citations - Submitted Citations Chair: Rachel Ikenberry In addition to updating all the member spreadsheet records of 2016 merits, I have 1) submitted requests to PPA for merits for attendees at the 4/23 Senior Experience PPA Continuing Ed Class held in Tri Cities. These were paid for via registration fees for the class. 2) submitted requests to PPA for instructor merits for Jill Davidson (5/22 Elements of Dance class) and Forrest Cooper (4/17 Custom Printing and Framing). Each instructor received 2 merits from our PPA allotment, leaving us with 27 available allotment merits for 2016.

PPW Board Meeting Summer 2016 3) drafted a Merit Event Guide detailing the merit requirements and the number of merits one can earn for various kinds of classes our members might attend in state. It is among the items for your approval today. I'd like to see each of our reps have the document and members can request a copy as well so they can see what kind of events will earn merits for them. I will make this document part of my packet for new members, along with the Merit Snapshot which I created 4 years ago and update annually for the new members. I will email each new 2015 / 16 member and attach the document shortly. Life Member - Life Member Chair: Ralph Allen No Report Submitted Scholarship – Scholarship Chair: Keith Currie No Report Submitted Membership - Submitted Membership Chair: Marie Martineau-Sandberg a) Personal Life - What is going on in my family, personal, health? Jon and I have spent much of the spring updating our home and traveling. We took several camping trips with my youngest son, and in June we traveled to Twin Falls, Idaho to help Jill Davidson with a large dance school. This was a lot of fun and a ton of work. The forth of July found us in Moses Lake with my oldest son and his family, we had a great time and then traveled to Grand Coulee to meet our son in law. Kalyn flew in to Spokane to do physical testing and final interviews prior to Jon's youngest daughter and her family moving from Jacksonville, SC to Grand Coulee. At the end of July I will be flying to Atlanta to take the PPA judging course. b) Studio Life - We continue to keep busy with JBLM sports and new babies. Right now I am getting ready for Back To School portraits at the studio in August. c) PPW responsibilities - I have been contacting new members, answering questions and sending out membership certificates. Faye Johnson has worked closely with me to create a letter to send out to the new members and establish a dropbox with resources for our members. d) What is one goal I have for my district/job for this year? I am going to try to keep up with the new members in a more timely manner. e) (For the sake of the Summer Board meeting) What are my DISC assessment scores? f) Since conference we have signed up 12 new members, we have however lost a couple of older members along the way. We need to keep on the hunt for photographers in our areas that need and would want what PPW has to offer.

PPW Board Meeting Summer 2016 Student of the Year - Student of the Year Chair: Anita Weston No report submitted Journal Editor - Journal Editor: Mark Turner No report submitted Web Database Chair - Submitted Web Database Chair: Faye Johnson See Executive Managers report Web Design Chair - Web Design Chair: Vacant Education Chair -Submitted Education Chair: Julie Fitzpatrick We are still working on building an Education department for PPW. Here is what has been done and also plans for future events. PPW Pro One day events (merited if indicated)

• May-Elements of Dance. 6.5 PPW merited program, instructor, Jill Davidson. • July-Vintage Train Experience. Instructor Ken Whitmire • August-(tentative) Creativity in Photography. 6.5 merited PPW and PPA program. Instructor

Bryan Walsh • October-Landscape Photography. 6.5 PPW merited program. Instructor RollieGephart

We were planning on All District Print Competition events in Sept and November. With the departure of the Event Chairmen for these events, we are unsure of the status.


Motions Motion A: Audio Equipment Purchase Motion to the PPW Board Committee: Conference 2017

Prepared by: Rachel Ikenberry, Conference Chair

Date Submitted: 7/17/16

Motion:

I move to approve the purchase of 2 corded mics for up to $100, 1 cordless mic system (1 hand held and 1 lapel and 1 receiver) for $600 from the General Fund. 2nd Chris, Passed

Justification:

To: Replace old mics that are no longer usable and are essential for PPW events. Breakdown of Projected Cost & Labor:

Projected cost researched by Gary Colvin and Chris Wooley. Used items are difficult to find.

Additional Info: Responsibility/Implementation Assigned to:

Name: Larry & Chris Phone: E-Mail:

Effective Date, If Applicable: Purchase by 2/1/17 to use for Conference 2017. If action item requires a change in Bylaws or Policy Manual (OPP): n/a Indicate Section Number:


Motions Motion B: Hot Spot Purchase Motion to the PPW Board Committee: Conference 2016 / 2017

Prepared by: Rachel Ikenberry, Conference Chair


Motion:

I move: purchase hot spot for improved internet connection, for Club 79 and the Live Streaming during PPA judging events. 2nd by Ernst, Passed

Justification:

Hotel internet can't carry the load we demand and there will be no interrupted connections.

Breakdown of Projected Cost & Labor: From Verizon $49.99 for hotspot unit and $100/10g of data per month. Smaller data plans are available too. Available for One month purchase then let sit until needing it at later date. This would come out of PPW General Funds.

Additional Info: Responsibility/Implementation Assigned to:

Name: Faye Johnson Phone: E-Mail:

Effective Date, If Applicable: 1/15/17 If action item requires a change in Bylaws or Policy Manual (OPP): n/a Indicate Section Number:


Motions Motion C: Close District Checking Accounts Motion to the PPW Board Committee:

Prepared by: Barbara Potter, Treasurer


MOTION:

I move to close the District Checking Accounts and keep the individual funds separated in PPW Main Savings account. 2nd Chris, Passed.

JUSTIFICATION:

There are several districts that haven’t even used the service and it’s more work for the Treasurer to make sure that the accounts don’t get service charges, change signers, etc for the amount they are being used. The funds can still be tracked and quarterly reports can be provided to the reps or as needed.

BREAKDOWN OF PROJECTED COSTS AND LABOR:

None, but this would also free up approximately $100-$150 per district which is really loaned General Funds when accounts were set up originally.

ADDITIONAL INFORMATION: RESPONSIBILITY/IMPLEMENTATION ASSIGNED TO:

Name: Barbara & Faye EFFECTIVE DATE, IF APPLICABLE: as soon as we can IF ACTION ITEM REQUIRES A CHANGE IN BYLAWS OR POLICY MANUAL: F.4 INDICATE SECTION NUMBER:


Motions Motion D: Purchase Monitors – been tabled until next meeting. Motion E: Revert Motion for VP & Past Pres Motion to the PPW Board Committee:

Prepared by: Heidi Swoboda


MOTION:

I move to revert the duties of the Vice President to overseeing the District Representatives, instead of the Past President that was changed on 7/13/15. Rich 2nd, passed

JUSTIFICATION:

Nothing has happened or been implemented

BREAKDOWN OF PROJECTED COSTS AND LABOR: ADDITIONAL INFORMATION: RESPONSIBILITY/IMPLEMENTATION ASSIGNED TO:

Name: EFFECTIVE DATE, IF APPLICABLE: ____/____/____ IF ACTION ITEM REQUIRES A CHANGE IN BYLAWS OR POLICY MANUAL: INDICATE SECTION NUMBER:


Motions Motion F: PPW Conference Scholarship Motion to the PPW Board Committee:

Prepared by: Marie Martineau-Sandberg


MOTION:

I move to create a new scholarship for PPW Conference Registration only for $375., 2nd Julie, Failed

JUSTIFICATION:

To make this possible we will need to change the PPW Memorial Scholarship which was for up to two $750 scholarships to one and split the $750 into two $375 scholarships used only toward conference registrations fees.

BREAKDOWN OF PROJECTED COSTS AND LABOR: ADDITIONAL INFORMATION: RESPONSIBILITY/IMPLEMENTATION ASSIGNED TO:

Name: Faye to update Scholarship Application and webite EFFECTIVE DATE, IF APPLICABLE: immediately IF ACTION ITEM REQUIRES A CHANGE IN BYLAWS OR POLICY MANUAL: n/a INDICATE SECTION NUMBER:


Motions Motion G: Brochure mailing 2.0 Motion to the PPW Board Committee:

Prepared by: Rachel Hathaway


I move to approve additional mailing expenses for the Washington state PPA members (695 addresses) with new brochure, cover letter, envelope and postage. 2nd Chris, Passed Justification: To: increase membership Breakdown of Projected Cost & Labor: (700) 2 sided cover letter color with personal info on each letter = $ 93 (700) 2 color ink envelope = $ 155 (1000 envelopes) (700) $.48 stamps = $336 TOTAL $ 584 Additional Cost & Info: Brochures cost $38 Mailing list (1x usage) $35 GRAND TOTAL $657 We will need to get 5 members ($150ea) to break even. Responsibility/Implementation Assigned to: Faye Effective Date, If Applicable: ASAP

EFFECTIVE DATE, IF APPLICABLE: ____/____/____ IF ACTION ITEM REQUIRES A CHANGE IN BYLAWS OR POLICY MANUAL: N/a INDICATE SECTION NUMBER:


Motions Motion H: Amended Motion from 3/1/16 for Speaker Motion to the PPW Board Committee:

Prepared by: Rachel Ikenberry


MOTION:

I move to amend the motion on 3/1/16 for a speaker cost to be increased up to $300. 2nd Chris, Passed

JUSTIFICATION:

The one we were going to buy has gone away and we need to find another one which may cost more.



Name: Rachel Ik & Chris Wooley EFFECTIVE DATE, IF APPLICABLE: ____/____/____ IF ACTION ITEM REQUIRES A CHANGE IN BYLAWS OR POLICY MANUAL: n/a INDICATE SECTION NUMBER:


Motions Motion I: Executive Manager Bonus Motion to the PPW Board Committee:

Prepared by: Rachel Ikenberry


MOTION:

I move to give the Executive Manager a Reward 10% bonus from the 2016 conference net profits before the allotted 20% for General Funds 80% to Convention Fund are submitted. 2nd Rich, Passed

JUSTIFICATION:

The executive manager is going over and above for the conference and should be compensated for their efforts.



Name:

EFFECTIVE DATE, IF APPLICABLE: IF ACTION ITEM REQUIRES A CHANGE IN BYLAWS OR POLICY MANUAL: n/a INDICATE SECTION NUMBER:


Motions Motion J: Sponsor Spokane Interstate Fair Motion to the PPW Board Committee:

Prepared by: Rich Breshears


MOTION:

I move that PPW sponsor Spokane Interstate Fair photography exhibit $200 in 2016 same as 2015. 2nd Sonja, Passes

JUSTIFICATION:



Name:

EFFECTIVE DATE, IF APPLICABLE: ____/____/____ IF ACTION ITEM REQUIRES A CHANGE IN BYLAWS OR POLICY MANUAL: n/a INDICATE SECTION NUMBER:

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