Fwd: Notes: “Outreach & Retention Committee ” May 11, 2026

[Ashley Zdeb]

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Ashley Zdeb

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---------- Forwarded message ---------
From: Gemini <gemini...@google.com>
Date: Mon, May 11, 2026 at 3:02 PM
Subject: Notes: “Outreach & Retention Committee ” May 11, 2026
To: <ashle...@makehaven.org>

Notes from “Outreach & Retention Committee ”

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Open meeting notes

The content was auto-generated on May 11, 2026, 2:53 PM EDT and may contain errors.

Summary

Committee members discussed capacity management, recruitment strategies, and operational improvements for marketing and community engagement initiatives.

Capacity and Recruitment Planning
The team identified volunteer burnout as a critical challenge and prioritized implementing a project management board to visualize workloads. They decided to recruit auxiliary volunteers to assist with specific tasks without requiring full-time commitment.

Digital Outreach and Automation
Automated Slack workflows were introduced to streamline member onboarding and resource distribution. Data analysis of member interests will now guide future communication strategies and member pairing efforts.

Event Coordination and Branding
The committee successfully raised 10000 dollars during The Great Give campaign. Plans were finalized to produce new branding banners and improve conversion tracking for upcoming community events.

Suggested next steps

	[Terence Dew] Build Project Board: Develop a project management board for staff capacity and task prioritization. Add a field for priority levels to manage workload effectively.
	[Ashley Zdeb] Consult JR: Ask JR if he is comfortable with a shared project management resource. Determine his availability to support the implementation of this tool.
	[Terence Dew] Survey Desant: Evaluate work allocation and current capacity with Desant. Discuss barriers that hinder volunteer contributions.
	[Terence Dew] Share Workflow: Share the welcome automation workflow for team review. Post the link in Slack to solicit feedback and suggestions.
	[Terence Dew] Manage Photographers: Document the photographer role within the project management board. Contact relevant individuals 2 weeks prior to the meeting to verify progress.
	[Kate] Talk to JR: Coordinate with Kate to talk to JR regarding bartering studio space.
	[Terence Dew] Contact Christina: Reach out to Christina to see if she is available to attend the Chalk the Town for Peace event.
	[Ashley Zdeb] Register Roller Derby: Register for the June 27 roller derby event.
	[Terence Dew] Create Banner Designs: Develop 3 banner designs with the graphic designer for review.

We've updated the Decisions section based on your feedback. What do you think?

Notes by Gemini

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