Toby Levine started the meeting at 7:30 p.m. and everyone introduced themselves. Several items were distributed, including a detailed "Cornell at Old Chatham 2003" summary and brief minutes of the annual meeting.

Wrap up of August Event at Old Chatham

Attendance and Budget: Toby Levine reviewed the numbers included in "Cornell at Old Chatham 2003" handout. In summary, attendance was comparable to the year before. The event ran at a bit of a deficit, especially recognizing that the budget of the event does not cover its actual cost (such as use of the Clark's staff, four of whom worked for 6-8 hours apiece at about $12/hour). Detailing what the event takes is part of trying to make a guide for running the event in the future and making it sustainable. After a discussion of whether to increase the cost of tickets, the conclusion was that the fee is about as high as reasonable and a more stringent budget might be needed. The planning meetings and volunteers helped make for a smooth event.

Reservations: Next time, reservations will only be accepted from people who pay in advance. Nancy Clark said they might be able to take credit card numbers with the Old Sheepherders Company account from people who sign up at the last minute by phone. The numbers would be taken as an incentive to get people to show up. If they showed up, we would replace the credit card slip with cash or a check.

Publicity: Not many people said they came because they saw paid advertisements for the event. Maybe next year try not placing them. Use photos from this year's event in press releases next year. For press releases, remember that some papers need information a month in advance, such as "The Paper." Include Berkshire Schedule and the Pittsfield Gazette in the mailing list. Have someone review/rewrite the directions card.

Food: There was not a lot of food left over.

• Have less (or no) salsa and chips, and perhaps just put them out on a single table up front rather than on each table. They might be put near the kids' corner, the grill, or the bar.
• A person grilling and serving hot dogs and hamburgers is preferable to having them already prepared.
• Spread out the cheeses more on the table next time and include labels with their names. Place the table to be accessible from all sides.
• To help the food line move faster next year, maybe have fewer choices or have one table for the salads, drinks elsewhere, and hamburgers at the grill.
• Green salad should be available with the other salads and with the entrees.
• The couscous was one too many grain salads.
• More ice (48 bags weren't enough; get 60 next year).
• Label the ice tea with whether it has sugar or not.
• The caterer provided a good value at $15 per head including cups, paper goods and everything and the number of tables and chairs worked out well.

Program

There was a discussion of whether to try to get a Cornell celebrity each year. Some people said it's a chance to learn and a draw for possible members. Others said people come for the picnic and a long program weights it down. The day before school starts is also a bad time for faculty. Suggested speakers included ex-presidents such as Frank Rhodes, local alumni with interesting careers, or Cornell people who might be less busy then such as from the Development Office, sports coaches or the head of astronomy. Their participation might be helped along by an invitation to stay for the weekend. The handout was perceived as an extra. An easel at the registration desk might work instead.

Membership

Almost all 71 members have e-mail. A "save the date" notice will be sent by e-mail next year to save about $600. Board members volunteered to call the few people without e-mail. It was discussed but not concluded whether all 600 alumni in the area need to be invited to each event. There are also people who have given their e-mail addresses or corresponded with Toby but who are not members.

There are currently many second home owners among our members. Quite a few people also keep up with the Albany club. More coordination and cooperation seems like it would be productive.

Zinck's Night

This event is traditionally advertised by the University to newer classes but it was suggested to broaden that to all who might like to attend. It will be held at Firefly in Lenox at 6 pm on October 16th. The University is sending an e-mail and mailing. Kathy Erickson and her co-chair Carol Sabot will have blank name tags to write on. Cornell may supply buttons. Membership forms will be available.

Antigone Discussion Group

Cornell has copies of Antigone available for free with a study guide and three video stream lectures on the Cornell web site. Judy Katz will lead the discussion. Toby will check if it can be held at the home of Georgeanne Rousseau. It will be on Wednesday, December 10th at 5:30 PM with a potluck to follow. Nancy volunteered to bring cheese.

CAAAN

Phil Gellert just retired as the Columbia County contact, to be replaced by Jim Ackroyd. The acceptance rate has been low around here; only one or two out of 20-25 applicants have been getting in although it varies by year. One idea was to give local students who have been accepted a gift to see them off. Another idea was a get-together for students who are applying, with a sweatshirt or other award (possibly covering application fee) for a few of the students, based on criteria to be decided by guidance councilors.

Kathy Erickson will look into what needs to be done in Berkshire County.

Housekeeping

The minutes were amended to clarify that gifts were presented at the annual meeting to the Clarks and to President Lehman. Judy moved to accept the minutes and Herb Eskwitt seconded the motion. They were accepted unanimously.

A January meeting was proposed to prepare for the May 9th speaker event, although a date was not set.

The next mailing will cover Zinck's Night, the Antigone discussion, and hockey at RPI/Union. Some interest was expressed in coordinating tickets for a women's sporting event too.

Toby said she might do a little newsletter in a few months and she adjourned the meeting.