May 27 2017 Meeting Minutes

Meeting Minutes for May 27, 2017 Leadershp Meeting

Present: Danielle, Cory, Barbara, Deirdre, Anne, Caren, Jim, Greg


1 - Cory agreed to fill the vacant position of Liaison Coordinator this year
2 - Danielle agreed to stay on as Coordinator of the Sponsored Programs and to coordinate airport pick ups this year
3 - We all agreed that from the very first day our message to be repeated over and over again to hosted students is : “Email is our team’s mode of communication. Students must monitor their email inbox throughout the year and respond to our RSVP’s”
4 - We agreed to set our meeting agenda ahead for the first six months
5 - Barbara agreed to replace Mary as our Area Team treasurer. Greg agreed to coordinate the hand off of that activity and help Barbara understand the AFS field finance environment.
6 - We agreed we would like to increase the number of school presentations during International Education Week.
7 - We agreed we would like to re-design our combined Pre-Return and Pre-Departure orientation - change venue, change when we will make the acknowledgments.
8 - We agreed to encourage Gilroy volunteers to create a chapter


1 - July 25, 2017 - Cory agreed to conduct a Host Family Orientation
2 - August 12th, 2017 - New students’ Arrival Orientation. The team hoped to conduct the Arrival Orientation with a Host Family Orientation at Steve and Jayanti’s home as we’ve done previously. (We have since received confirmation that date does not work for them).
3 - September 10, 2017 - Launch Day - Monterey Youth Center - Greg agreed to oversee this once again.
4 - September 23, 24, 2017 - Post Arrival Orientation - Paicenes overnight stay - Janelle, Caren and Marie
5 - December 3, 2017 - Christmas Party at the Grange Hall in Prunedale. Parent meeting: Greg; Liaison Meeting, Cory; Sweatshirts: Anne; Talent Show: Jim. We agreed we want to continue the tradition of students bringing food from their country.
6 - February 3, 2018 - Mid-Year Orientation - Janelle and Greg - Team agreed to look for other possible venues including whale watching in the morning with meetings perhaps in David Schwart’s school room or at MIIS.
7 - May 6th, 2018 - Annual Picnic and Pre-Return and Pre-Departure orientation - Mariah and Deirdre. Food: Deirdre; PRO: Sonya; PDO: Janelle, Host Families: Greg
8 - June 24th, 2018 Departure Orientation - Greg will ask Jayanti and Steve if they are willing to host this yet again.


June 19th - Monday - 6:30-7:30 - Phone
July 19th - Wednesday - 6:30-7:30 - Phone
August 21 - Monday - 6:30-7:30 - Phone
September 30th - Monday - 10-12 - Face to face
October 16th - Monday - 6:30-7:30 - Phone
November 28 - Tuesday - 6:30-7:30 - Phone