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Meeting Minutes of 7/5 Fundraising Summary Meeting
07/05/2008

Location: Peninsula Building Conference Room
Date/Time: 2:00 – 5:00PM, July 5, 2005
Attendees: Baixi Chen, Jie Chen, Judy Deng, James Gao, Qi Guo, Tao He, Hong Li, Xiaozhong Liao, Frank Lin, John Lin, Ping Shen, Prof. Jingchen Tong,Yuan Xu, James Yin and Mei Zhao. A total of 15 people spent their valuable time for this special meeting.

Meeting Agenda:

- Summary (James Yin, JCA Fundraising Committee)

- Results of Fund Raised through donation & the 6/15 charity event (Judy Deng, Board Director)

- Lesson Learned (Good experience and Improvement Opportunity) (All)

- How to donate our raised fund for China earthquake relief? (Dr. Jie Chen and all)

  • Option 1: General Purpose for China Earthquake Relief
  • Option 2: Specific Purpose for China Earthquake Relief, e.g. to build a school possibly under name of JCA or Jacksonville in Sichuan earthquake area.

1. Over all Update: James Yin

    a. Summary of donation and 6/15 charity event
    b. Options of how to donate the fund raised (high priority topic)

2. JCA Website Update: Doug Liao, He Tao

    a. Usjca.org website update: Special thanks to Xu, Yuan, Pan, Jie, Wang, Kai, James Yin, Dr. Zhao Mei, Quo Qi for supporting the website.
    b. James Yin mentioned J&J associates through usjca.org found JCA Fundraising activities.
    c. All: discussed future website enhancement. Hope more members submit reports. Click here to view recent www.usjca.org website improvement.
    Click here to view recent www.usjca.org website improvement.

3. City and Chinese Consulate General in Houston Update: James Gao

    a. Updates of City official correspondence. We provided all of our fundraising activity information to the city official. UNF president and vice presidents. All invitees responded to our invitation. Kept communication channel open. Established connection with city officials. We should discuss further how to handle the relationship/communication with city. Chinese Consulate General at Houston has given us positive support and approved our effort. Dr. Lin received Mr. Zhou. Key point is that through all this activity, we hope to get more support from Chinese Consulate General. Another key point I have to make is to appreciate James Yin for his leadership in this activity. Also Jiang, Yang, Liao, Xiaozhong, etc for their dedication to the event.
    b. James Yin suggested we should also contact the States government for our future activities if appropriate.

4. Local Asian Community Update: Dr. Frank Lin

    a. Other Asian communities did not responded to this fundraising event very well. The major reasons maybe we have not established relationship with them previously.
    b. Suggestions: We should involve these communities more often in our future event.
    c. James Yin asked how Dr. Lin made contact to Asian community. James Yin: According to my experience we need to have a good follow-up when we contact other groups. Follow up and provide clear information timely.
    d. Dr. Lin suggested we should keep regular communication with other Asian communities.
    e. James Gao: JCA may have resource limitations. Do we have enough resource to work with all related Asian communities just by JCA executive committee members?

5. 6/15 Charity Performance Show Update: Dr. Jiang Yang (not presented).

    a. James Yin: I think the charity performance show was very successfully. One of the keys to success was that we had evolved SinoElite group.
    b. To organize such charity event, need to put a lot of effort in. Implementing an idea requires a lot of detailed work.
    c. James Yin said that Jim Yu of SinoElite Group from Orlando mentioned that the background changes were not smooth and showing undesired computer screen. James Gao mentioned that the problem was due to inexperience of UNF Lazzara theater crew this time.
    d. We received a lot of positive feedback from everywhere. One J&J audience told James Yin and stated that this was the best performance show that he has ever seen last 5 years.
    e. Overall, the show was very good. But we still need to have better little kids noise /crying / behavior control and management.

6. 6/15 Silent Auction Update: Dr. Zhao, Mei

    a. Success experience: 1.) More people 2) how to give more information about the item. Create an auction atmosphere.3) Many members donated high quality items. 4) Many talented volunteer help nice display/arranged to auction setup. 5) Website helped
    b. Improvement: 1) Timing. 2) Price setting was rushed. 3) Best items were not put in the important spot (entrance). 4) Pre-auction training, should training volunteer more. 5) Need more effective marketing.
    c. Make correct decision of discounting the item at the last minutes. We have sold almost all items. Click here to see summary report. Click here to see summary report
    d. One of my students brought his 80 years olds parents. They were very impressed about the auction. Some JCA members also suggested we should do more this kind of activity
    e. James Gao: Zhao, Mei did an excellent job. From not knowing what “Silent Auction” means to successfully organized this event.
    f. Hong Li, and Judy Deng etc: ”Silent Auction” event was a little long. Make using the time more efficiently in the future.

7. 6/15 Poster Display Update: Guo, Qi

    a. Thanks the support of everyone, especially James Yin, Dr. Tong. They have made multiple posters.
    b. There are a few posters are very impressive.
    c. Improvement: Needs more posters and volunteers.

8. 6/15 Charity Event Marketing Update: Shi, Hao (not presented)

    a. The JCA Ad showing on Comcast (500 slots) was showed on the meeting.
    b. The influence of the Ad may not be measured by short-term effect.

9. 6/15 Charity Show Ticket Sale Updates: Ping Shen

    a. UNF 52
    b. JCA 246
    c. VIP: 191
    d. Total 489.
    e. Top Sales Persons: Dungsong Yang (49 tickets) and Hong Li (34 tickets)
    f. James Yin went over ticket sales briefs.
    g. Shen Ping: Sold a lot of show tickets to Chinese Church.

10. Flying distributions Update: Dr. Meiqin Zhan (not presented):

    a. James Yin: Dr. Zhan, his wife and his daughter worked very hard for distributing the 6/15 charity event flyers.

11. Donation Fund Updates: Judy Deng

    a. Income from three different sources: 1) J&J $72,839, 2) JCA Member and local friends $23,624, 3) the 6/15 charity fundraising event: $20,786
    b. The final number is 117,249.96. Click here to see Judy’s detail report. Click here to see Judy’s detail report.
    c. Judy Deng/James Yin: updated expense in detail in the event. Total: $5,659.32 mainly related to the 6/15 charity event.
    d. Dr. Zhao, Mei: From the fund raised, it was worth the effort to organize the 6/15-charity event.

12. Chinese School Update: Dr. Zuorui, Song (not presented).

    a. Good experience: successfully Chinese school fundraising
    b. Maximize communications with students, parents and grandparents
    c. Improvement: Marketing should be earlier, better follow up the outcome.
    d. A “dictator’ leader needed to unify and concentrate all ideas to achieve maximized outcomes. Click here to see his summary in details. Click here to see his summary in details.

13. JCA Service Desk Update: Dr. Chen, Baixi

    a. James Yin: All our JCA members and volunteers did good job for helping JCA service desks and other activities, including silent auction, poster display and sale of food & drink.

14. Special Recognition: James Yin: Recognized Zhao Mei’s first e-mail on May 13 and some follow-ups.

15. Donation Giving Feasibility Research: Dr. Chen, Jie

    a. This is the most important agenda for the 7/5 meeting. Chen, Jie conducted a lot of good researches regarding how to donation the fund raised by JCA to Sichuan, China. See attached presentation.
    b. Suggested Donation Giving Options:
    i. Build a permanent earthquake relief school, ~100万人民币
    ii. A temporary “Hope School” ~2.5万人民币per-classroom for 50 students.
    iii. 侨爱工程 (Click link herehere)
    iv. Discussed school naming issue.

16. James Yin: Updated his initiative of asking J&J corporate top executives in NJ to donate or contribute extra $60,000. The initiate is still in process.

17. Voted for the following issues by meeting attendees

    a. The fund raising is for general donation or building school. Voting result: building school
    b. If for building school: permanent school or temporary classroom. Voting result: permanent school
    c. Program Leader: Dr. Chen, Jie to contact, research and follow-up details.
    d. Discussion: Should we send fund through state Oversea Chinese Affair Office or go to local office.
    i. Most agree to go to Overseas Chinese Affairs Office of the State Council of China, and make special request using for school name.
    ii. JCA raised fund will send to Overseas Chinese Affairs Office of the State Council of China directly, or through Chinese Consulate General in Houston. Chen, Jie will contact Chinese Consulate General in Houston for their feedback and suggestion.