2024 Annual Meeting Minutes 04/28/24

*Approved: 5/19/2024

Key action items bolded and underlined.

Meeting convened: 7:00 pm

Attendance: Janet Mckeehan-Medina (Co-Chair); Katherine Lazarus (Co-Chair);) Monte Mann (Treasurer); Millie Eidson (Secretary); Julie Hay (Board Member); Jane Nevins (Board Member); Jon Fenner (Comms); Jim Wyman (workshop cohost); Suzanne Guess (MSR Editor-in-Chief); Skip Keith (member)

1. Welcome—Samantha Fenner

Board Members are introduced: Janet McKeehan-Medina (Co-Chair); Katie (former co-chair, who couldn’t join us for the meeting, will be stepping down); Millie (who used to volunteer as secretary is also stepping down. Fabian Aruquipa will be running for the volunteer secretary position to fill in for Millie); Monte (interim treasurer, will be running as candidate for the volunteer treasurer position); Jane (member at large. Funding), Julie (member at large), Suzanne (MSR, editor).      

Updates: The LT voted Samantha as executive director; Katie (co-chair) and Millie (secretary) will both be stepping down. 

An Executive Director position with a stipend (500 USD) has been announced and approved by the past LT meeting. This position had been in the Bylaws since at least 2015 —maybe earlier. This position and the fact that it is a paid position has been in the SP since 2020, when we started it.

2023 accomplishments: a significant grant has been received (to be addressed by Finance); a couple of fundraisers have been done; we had a second year for the Poetry Path, this time at the Intervale Center — and have been invited back this year again; and took part in the Green Mountain Book Festival Lit Night and the Lamp Shop; the Cold Lake Anthology is being prepared for this year, as well as its book launch,

Unfortunately, two BWW hosts passed away last year. April Doherty who hosted the Narrative workshop and Sharon Lopez Mooney hosted the Poetry Feedback workshop.

New Contributing Member levels will be implemented as of May, as follows: By continuing the $72yr or $6mth contribution, members get 50% off all Master Classes; the $120yr or $10mth contribution allows members to get 50% off all MCs, plus 1 free.; the $180yr or $15mth contribution gets members 50% off all MCs, plus 2 free.

This year the BWW will be returning to some favorite events, and looking forward to some new ones. We are trying a Bilingual (Spanish/English) poetry workshop (composed of 4 workshops, which could be longer in the Fall); BWW is hoping to start some more Editing workshops (aimed at providing the authors a last polish before send out); and BWW is hoping to announce some Master Classes, such as one with a 1st time Vermont playwright. 

2. Cold Lake Anthology update—Nancy Volkers

We received poetry submissions from 41 people (most sending us 4 or 5 poems), fiction submissions from 18 people and non-fiction submissions from 11 people, making a total of 70 people who submitted their work. 

Five reviewers read each submission. The final decisions were made in a very long Zoom meeting in early March. The anthology will include 29 poems (from 23 poets), three short stories, and four works of nonfiction. 

Design and cover art have already been chosen; 15 people submitted work in more than one option; 

All authors have been notified and accepted authors have reviewed their edited pieces for grammar/style issues. Most of them have submitted their bios, and the interior of the book is nearly done (90%). A meeting will be held (April 29) to define the style of the book and table of contents, fonts, etc.;  

The introduction, dedication, and acknowledgments sections are being drafted. Everything should be complete by the end of May. 

Prices cannot be set until the book is ready to print. The book will be around 140 pages, which is the largest anthology since 2021.

The launch party planning is underway and might take place in late June or mid-July at hotel Vermont; it will be a hybrid event to allow authors to read pieces. 

3. Mud Season Review update—Suzanne Guess 

Suzanne is the editor in chief of Mud Season; She served as coeditor until the former coeditor stepped down to move to India;

In 2023, 3,142 submissions were received, of which only 2% were accepted. The MSR readers we are avid readers, taking up the task with celerity and professionalism to select the works; 

MSR has an acceptance rate of 2 %, reflecting the complexity of their work; out of 200 works of fiction, 200 of poetry and 140 of nonfiction., the 2% acceptance rate has been abided by. MSR would like the poetry and nonfiction contributions to grow to increase visibility of the BWW and to increase returns (there are money makers for the Non-for-profit); 

As of July 1^st the MSR will go quarterly; next issue will be published on September 20^th. Reasons provided by the editor in chief for this change (which is backed by the whole MSR editing team) are: copyediting time is two short at present; more time is needed for volunteer readers and editors; also, going quarterly will help decrease the reader turnover; Submittable allows only 5000 submissions per year; the MSR reached that amount in March, making submissions made as of April paid submissions; the MSR editors don’t want participants to have to pay to submit. MSR readers are volunteers and more time is needed; 

Other changes: editors in chief of MSR turn over too quickly, the reason being the amount of work to be completed by a single volunteer; hence, the current MSR editor in chief, following an examination of publications that are similar in content and frequency, has made the structure change proposal to have two senior copy editors and a copy editor who reports to them; the MSR has made the announcement for this volunteer positions; the MSR is also looking for a social media editor; the art editor position has been filled. The call for these positions was posted last Thursday. People from the BWW will be appreciated to join. 

4. Thank you—Samantha Fenner

Expressions of gratitude for retiring board members: Katie (board co-chair for 2 years), Millie (secretary for 3 years), and Dick (who stepped down as treasurer in Nov, but was treasurer for 3 years).

Nominations and voting on new, reelections, and interim members of the board: Four seats are open. Candidates: Fabian Aruquipa, Monte Mann, Janet McKeehan-Medina, and Jane Nevins. An active BWW member may hold a board seat for 2 terms, each term is 2 years. Running this time is Janet who has been co-chair for a term; Jane who has been a member at large on the board for a term and heading the funding team; Monte who has been interim treasurer since Nov, and Fabian has been running the new bilingual
workshop.

The above four candidates were unanimously elected to perform their volunteer duties as Board Members.

5. Discuss and Approve updated Bylaws—Samantha Fenner

Bylaws 2023 include line by line Changes with page numbers; Bylaws 2024 include a clean copy with page numbers; These Bylaws incorporate edits to clean up language and make them more understandable; the Bylaws were edited with the help of a former DA (Kathleen Bachus).

The Bylaws were approved unanimously.

6. Strategic Plan 2023 Review —Samantha Fenner

Building Resources one of our biggest and most important roles is volunteer recruitment and support; these volunteers can be hosts, co-hosts and host helpers, be in new committees, or complete specific tasks for the committees (e.g. writing newsletters);

We support and help with the establishment of any new committees, these may be short or long term committees. Last year that was the Ethics Committee. This year it will probably be a short-term committee to look into something to replace Eventbrite —as it does not allow host to make changes freely, among other issues.  

The roles and responsibilities of BWW volunteers have been recorded in a document. The latter information tends to get lost with everything else going on. The BWW treasurer and security have been changed, and an executive director has been added. Now is really a good time to get those roles and responsibilities documented as they are learning their roles: Finance and
Funding: Monte Mann and Jane Nevins; Communications: Jon Fenner; and Programs: Lorraine Ryan. The expectation is to have everything documented by Fall.

Ideas and volunteers are always welcome.

7. Finance and Funding—by Monte Mann and Jane Nevins

Jane and Monte are members of the Finance and Funding group; gratitude is expressed to Gloria and Jon for their contributions;

Funding in 2023 was higher than in 2022; Zoom service has been updated; the Zoom campaign has generated revenues; the BWW received a 3,000 USD grant to support its visionary effort and infrastructure.

This has been a good year; 8,000 USD more have been brought in as opposed to expenses; the investment portfolio increased; there has been a moderate return on investments; we are generating more than expenses year after year—the latter depends on fundraising and book sales.

8. Communications —Jon Fenner

The Communications area has been working smoothly; the BWW website, google ads, social media and support are maintained without issues to report.There are 4000 users for this year thus far; people seeing our site;

Regarding advertisement, the BWW has received a google grant of 10.000 USD, of which 3.000 have been used in total thus far; the reach of communications is still local by now; the BWW is looking forward to expanding it;

Last year, costs were covered by GOOGLE; more advertising is possible for workshops and master classes to try to get more people; the communications team is small;

The MSR editor in chief would like to explore the possibility of getting some of that advertisement once the manuscript review and feedback are done; it is good to know there is a possibility to use these funds.

9. Programs —Lorraine Ryan

Lorraine was unable to attend the meeting; Samantha Fenner gave the presentation on her behalf.

The Programs intention is to enhance and promote creativity. Surveys are completed to use the members’ views to define the most adequate types of master classes; any qualified member can now be a host to a master class; we have so much talent within the BWW.

In May/June, Ryan Magnum, first-time playwright from Vermont, will give his Master Class.

Some workshops have ended, sometime member numbers drop; this is a normal process; some of these workshops are not meant for the long term, like the bilingual poetry workshop; three master classes were offered last year;
Susanne gave an MSR Creative Non-Fiction workshop last year;

Ideas are welcome for workshops or masterclasses; input is necessary;

Events for members to get their work to the public are also being considered. Readings will be organized; Library series with local authors, talking to patrons, even if unpublished or by unpublished writers. The nationwide organization for librarians will be approached to pursue this goal.

This year, the BWW will run the Poetry Path with Mary Chaffee; 70-character poems will be hung on trees in Intervale Center; the announcement of the theme will be done in May;

The CLA book launch is expected to be late June or mid-July;

Green Mountain Book festival executive director is inviting all writing groups to take part. The BWW will take part with a workshop led by JIM WYMAN; the event will be moved to spring in 2025;

There were six library series last spring; the Halloween contest did very well; 30 submissions were received amounting to 500 USD.

New poetry and editing workshops, as well as master classes are being planned; developing paths for publishing; more opportunities for members and contests will be sought; involvement is always welcomed.

10. Discuss Operating Plan 2024 and approve the Strategic Plan 2024—Julie Hay

The discussion should be quick as the documents were made available; the changes were made in form as opposed to content; it incorporates tactical actions to achieve the BWW objectives.

The Strategic Plan (reviewed annually, seeing no changes) and the Associated Operating Plan (a living document that changes as a function of needs) have been split but remain associated.

This separation makes provides more accountability.

The operating plan can be submitted to LT meetings, without having to address a more general framework (as the strategic plan).

Strategic Plan was accepted unanimously.

11. Discuss and approve the updated budget—Monte Mann

We expect to bring in 14,000 USD this year and spend almost the same; this depends on book sales and fundraising;

Main income derives from membership donations. These are stable. So, 75% is a stable income.

Manuscript reviews bring in extra income and are welcome.

The 2024 budget was accepted unanimously.

12. Final wrap up—Sam Fenner

While volunteering is not mandatory, it is strongly encouraged. Over the next couple of weeks, posts about volunteering will be made. BWW members are encouraged to please consider them and invite writing partners, especially if they have a skill or two that could benefit BWW.

Committees that need help: Programs — helping to find and create new workshops, Master Classes, events of all kinds for our writers; Resources — A volunteer coordinator is needed; Funding — people who know how to write a grant are needed, as well as more helping hands in finding them; Communications —newsletters, posting on website, writing content for website, emails to members, Social media manager (shared with MSR); MSR —a Social media manager, copy editor, senior editors are needed;

Help with smaller projects is also welcome, like running contests, researching scholarships, other benefits, something besides Eventbrite, and others. Samantha’s email address is available for consultation and proposals.

Gratitude is expressed to attendees and members.

The meeting was adjourned at 8.15 pm