October 25, 2016

Attending: Meme Marlow, Rogan Hamby, Ron Gagnon, Grace Dunbar, and Kathy Lussier.

• Printed samples for Annual Report (Grace) - Grace will have samples of the printed annual report available at the hack-a-way. The samples will give us an idea of whether we should go with 80- or 100-pound paper or if we should use saddlestitch or coil.
• Conference Kit (Kathy) - I would like to discuss messaging in more depth (below) before proceeding with materials for the Conference Kit
• ALA MidWinter (Kathy and Grace) - Kathy has submitted the application for meeting space for ALA Midwinter. Grace will be organizing the meetup.
• Models for using memberships to raise funds for the project (Ron and Amy) - This topic was deferred to the November meeting.
• Merchandising (Rogan) - Rogan asked Amy to contact the Conservancy regarding setting up a store through Spreadshirt. We have not yet heard back from the Conservancy. Rogan will proceed with setting up an account and, if necessary, add some items to get an idea of what the merchandise and pricing options are. This information is necessary to determine if we want to move the Evergreen store to this site.
  • Kathy asked if there are still plans to sell merchandise at this year's conference. Grace noted there is a sponsorship opportunity that will allow us to set up a table. The Evergreen project will have a table in the vendor hall from now on, which will provide us with space to sell merchandise or promote the project in some other way.
• Annual report - Rogan noted that we need to start thinking of the new annual report soon. Kathy will add it as an item for next month's agenda. We should put out a call next month for community photos that can be included in the report. Kathy suggested that it might be a good idea for the local conference committee to designate a photographer for the conference each year so that we can have quality photos from year to year. Grace suggested that we might also make it easier for the community to tag photos specifically for use an annual report.

• Developing a consistent message (brand?) for Evergreen (Kathy) - Google doc - The committee discussed the need to come up with a message that succinctly conveys what is unique about Evergreen to users and potential adopters. We currently use different messages in our outreach materials and in our online presence. Grace noted that the first step in the process is to take a big-picture view and to identify what makes Evergreen unique. We would want to a message centered on the software as well as one about the community.

Since several community members are meeting at the hack-a-way next week, it might be worthwhile to plan a short focus group to start to work on this message. Grace and Kathy will work on this further.