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Vancouver Lego Club
Memorandum from Dean and Xandria Husby to other VLC members and those
wishing to be members (but have not, as yet, joined for whatever
reason).
The VLC has been holding Member Meetings since early this year. As we
took the initiative to get the ball rolling, we have continued the
variety of duties necessary to maintain the VLC. We perform these
duties out of a sense of necessity as no one else has yet come forth to
assist or takeover such duties. We believe it is now time for the work
to be divided amongst those who have the skills, time and energy. We do
not wish these tasks to become a burden. Nor do we wish to continue to
be criticized for the manner in which we execute these duties by
individuals who do not wish to assist or take over certain
responsibilities -- even though they are quite capable of vocalizing
their opinions. We also do not wish to be viewed as "control freaks" or
"power mongers" -- yes, we instigated the VLC, but we have absolutely no
desire to operate within the VLC in a controlling fashion. As
previously stated, and at the risk of beating a dead horse, we do what
we do because no one else well... but hopefully, this will change as the
club has grown considerably since its infancy.
We do understand that there are club members who cannot help out in the
administrative duties for a variety of reasons. That's okay, and quite
understandable. If we had not initiated the VLC, but instead joined the
VLC, we would not be performing very many duties because of our chronic
and debilitating tendonitis affliction. But, if the work can be divided
amongst those who have the skills, time and energy, that would be
wonderful. We would be quite saddened if the day came when we were no
longer able to perform all of the duties we currently are. Having said
that, we would like to give an account of what we have done so far for
the VLC with some explanation, and we would like to close with a listing
of all the duties requiring attention and a plea for your thoughts and
commentary as well as assistance.
Financial
To date, we have spent approximately $60 on various items including:
stylized stationery for Flyers, stylized business cards to be used as
membership cards, laminating pouches for membership cards, literature
holders for Flyers, envelopes, labels, standard office paper and toner.
We understand these expenses were made at our initiation without
consultation, and therefore are not looking for reimbursement in any way
(except with our latest purchase of the laminating pouches for those
that desire them). However, please do understand that most of these
expenses were and are necessary for administrating the VLC and also for
advertising its existence.
Web site
We understand the need to have a web site because many people are on the
Internet, and this is an excellent way to introduce people to the VLC
(its mission, rules and other various information). Much of the content
on the VLC web site was approved by the initial members of the VLC.
Writing: we wrote the content of the web site.
Design and graphics: we designed and created the graphics of the web
site as best as we were able.
HTML: we created the code as best as we were able (with the assistance
of Adobe Pagemill).
Hosting: we host the web site on our server.
Updates: membership area; news area; gallery; and FAQ.
Gallery: taking pictures; modifying pictures (color correction and size
adjustment); making thumbnail gallery; and adding descriptions.
Administration
New members: new member information is printed off and filed; membership
number is assigned; a membership card is filled out; membership
information is added to the web site; postal mail membership forms are
sent out to inquiring individuals; and new member e-mail address added
to the VLC member roster.
Member meetings: meeting space coordinated; members are informed by way
of e-mail and postal mail of the theme, agenda location, date and time;
meeting space setup; meeting space cleanup; and meeting space security.
Membership and Club: drafting the goals of the club; drafting the form
used to join; drafting an FAQ; and drafting a legal consent form for
members under 18 years of age.
Public meetings: ideas being considered.
Advertising
Toy stores: toy stores approached to give a discount to members and/or
display Flyers advertising the club in their Lego area.
Lugnet: a newsgroup created for the VLC.
<< WHAT NEEDS TO BE DONE >>
Following are duties requiring attention on an ongoing and regular
basis. If anyone has any thoughts as to whether or not these duties
should even be bothered with, how they can be expanded, and how the duty
could be split up amongst other members, please post publicly or send me
an e-mail (xandria@akasa.bc.ca).
1. Financial
a) Should there be a membership charge? If so, someone will need to be
a treasurer.
b) Future expenses including paper for printing out Flyers and letters
will no longer be absorbed by Dean and Xandria. How should such
expenses be handled in the future?
2. Web site (http://www.akasa.bc.ca/vlc)
a) Goals. Can this be rewritten to include more information to avoid
future misconceptions?
b) News. Does anyone read this? Should this simply be removed? If
not, does anyone wish to write any news or latest links to newsworthy
Lego items?
c) Calendar. Can this be rewritten to include more information to avoid
future misconceptions? This needs to be updated quite regularly. Does
anyone wish to take up this responsibility?
d) Gallery. Do we want to have a gallery? If so, does anyone wish to
take the responsibility of organizing pictures, assigning descriptions
and performing the HTML (thumbnails or some other format)?
e) Members. Do we wish list members? If so, does anyone wish to take
up the responsibility of performing HTML to this page?
f) Join. Can this be rewritten to include more information to avoid
future misconceptions? Are there other questions that should be asked
or removed from the list?
g) FAQ. Can this be rewritten to include more information to avoid
future misconceptions? Do we want to have an FAQ? If so, does anyone
wish to take the responsibility of adding to the FAQ?
h) Contact. Can this be rewritten to include more information to avoid
future misconceptions? Other questions that should be asked or removed
from this list?
i) In general, it would be nice to have someone spend the time on the
HTML portion, including the gallery. Writing could be performed by
anyone and sent to the person performing the HTML.
j) The graphics and design work could be much improved. If anyone
wishes to take this responsibility, that would be wonderful. It would
be nice to actually have a club logo.
3. Administration
a) New members: new member information is printed off and filed;
membership number is assigned; a membership card is filled out;
membership information is added to the web site; postal mail membership
forms are sent out to inquiring individuals; new members under 18 years
of age must have their parents sign a legal consent form; and new member
e-mail address added to the VLC member roster. Do we need to do all of
this? Does anyone wish to take responsibility? Is there a better way
to organize this?
b) Member meetings: meeting space coordinated (liaising with members who
can provide space); members are informed by way of e-mail and postal
mail of the theme, agenda location, date and time roughly one week ahead
of time; meeting space setup; meeting space cleanup; and meeting space
security.
c) Taking minutes at meetings and preparing them for the Web Site. Do
we need to do this? Does anyone wish to take responsibility? Is there
a better way to organize this?
4. Advertising
a) Flyers: It would be nice if the existing Flyers could be reworked if
they are not satisfactory. Is there anyone who wishes to rework the
design, text and production?
b) Toy stores: toy stores approached to give a discount to members
and/or display Flyers advertising the club in their Lego area. Is there
anyone who wishes to distribute Flyers and introductory to toy stores or
other similar locations?
c) Public meetings: What ideas do people have? Is there anyone who
would like to organize a census of what kind of public meetings the club
would like? Is there anyone who would like to organize a public display
(finding a location etc.)?
d) Are there any other ideas in how to attract new members?
5. Anything else? Is there something I missed? Is the more we wish to
do? Is there less? Is there anything specific someone wants to
contribute?
Thank for your time.
Xandria & Dean
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