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10-18-2012 CITY OF EDGEWATER—SCHOOL SCHOLARSHIP COMITTEE REGULAR MEETING October 18, 2012 5:00 P.M. Council Chambers MINUTES 1. CALL TO ORDER Chairman Kennedy called the regular School Scholarship Committee Meeting to order at 5:00 p.m. in Council Chambers. 2. ROLL CALL PRESENT: Justin Kennedy, Mike Kelly, Rebecca Porter, City Clerk Bonnie Wenzel and Janet Shira ABSENT: Vance Smith, Jose Rivero-Navarro and Glyn Johnston. 3. APPROVAL OF MINUTES a. Regular Meeting - July 11, 2012 07-11-12 Minutes Mr. Kelly moved to approve the minutes of July 11,2012, second by Ms. Porter. MOTION CARRIED 3-0 4. OLD BUSINESS a. Update on scholarship funds City Clerk Wenzel stated there was $3,359.42 in fund as of October 3, 2012. In January the second payment to our first scholarship recipient will be made, in the amount of $1,250. The net would be $2,109. Ms. Shira stated at least one of the dance sponsors has sent in their check already, there were three $250 sponsors confirmed. Chairman Kennedy stated there was a lot more seed money this year. 5. NEW BUSINESS a. 2nd Annual Princess Ball - Identification of volunteers and delegation of responsibility. Chairman Kennedy reiterated to the Committee what the Princess Ball was and who did what to accomplish this fundraiser. There was discussion regarding the capacity of 538 for the YMCA Gym. Ms. Shira stated the number of tickets cannot exceed the capacity of the facility. Ms. Shira stated the date of February 9, 2013 from 7-9 p.m. has been confirmed with the YMCA. She will confirm when they can get in the gym to set up. Mr. Kelly stated the earlier the better. 1 Chairman Kennedy stated the way he saw it they needed decorating staff, a ticket handler at the door as someone has to account for the tickets. They will also need someone to handle the flowers and the PTA stuff. He stated for the flowers BYs knows whats up and they should go back to BYs. Further discussion ensued regarding the flowers and how Chairman Kennedy felt they should be handled. The flowers were $1.50 last year for both. We can commit to order 500 and have to sell 350 to break even and hopefully make a profit, selling them for $5.00. Mr. Kelly would rather have extra than not enough. Ms. Porter stated at the last 30 minutes of the dance the price can be reduced if they are not all sold. Chairman Kennedy stated they would order 500 flowers and sell for$2.50 each. City Clerk Wenzel asked if they were going to only get 250 corsages. Mr. Kelly stated he would go heavier on the corsages. Chairman Kennedy stated 300 little girls, as long as the daughter gets the flower that is what is important. Chairman Kennedy stated 200 boutonnieres and 300 corsages. Chairman Kennedy asked Ms. Shira if she would order the flowers. Ms. Shira stated she would and asked if they were looking for spend the same amount of money as last year, $1.50 for a boutonniere and corsage. She then asked about colors. Chairman Kennedy stated last year they were white but she could look into colors. Chairman Kennedy stated the cost may have gone up, maybe they want to go to $1.75 and give Ms. Shira a little authority to make the decision on the flowers. Mr. Kelly stated the flowers would really be the biggest expense other than what Vance provides. Chairman Kennedy stated the balloons weren't cheap. Chairman Kennedy stated BYs can also get the helium tank, two would be needed. Ms. Shira asked how many balloons would be needed, she thought they were sold by the gross. City Clerk Wenzel stated she has a few balloon companies they she worked with for the League of Cities dinner recently and would send the information to Ms. Shira. Chairman Kennedy thinks he ordered 600 balloons all together. Mr. Kelly felt there were some things they could do to tighten up as far as drinks, food, paper plates and such. Ms. Shira stated she would order the balloons, and will take care of the flowers and helium. She stated she would order a little more than 600 balloons. Chairman Kennedy suggested having an archway at the entrance to the gym. He stated Councilman Emter is the one to go to about this. Chairman Kennedy asked if they wanted to set a budget for this. Ms. Shira stated there was $750 from the sponsors. Chairman Kennedy stated $1,000 should be more than enough. City Clerk Wenzel stated there would also be flyers. Mr. Kelly asked who the sponsors were. Ms. Shira stated they were engineering firms the City works with. She agreed$1,000 would probably be sufficient. Ms. Shira will put together a spread sheet to keep track of the budget. There was discussion regarding the printing of tickets. Chairman Kennedy ordered them from L&M Printing last year. Ms. Shira stated she would also check online, it might be cheaper. Ms. Shira asked about the tickets being one ticket for two people, how was it for a third person. Chairman Kennedy explained how the tickets worked last year. Last year there was the ticket for a parent and child, another ticket for any additional children and the corsage ticket, it was a little confusing. He would like to see it simplified this year. Maybe sell a ticket per person. City Clerk Wenzel stated was the pricing could still be the same as last year. Mr. Kelly stated the individual tickets were reduced. Ms. Shira stated the tickets would need to be printed better. Chairman Kennedy stated the ticket was nice looking last year and the additional tickets and flower tickets were generic. He stated they could do three tickets, one for parent/child, one for additional children and one for flowers, with the information on the ticket. There 2 was discussion regarding the price of the ticket. Chairman Kennedy felt the cost of the ticket should go up and remind people it goes to a good cause. Mr. Kelly stated he was concerned with raising the price right now because the event does not have a lot of history. Ms. Porter suggested just making all of the tickets $7 each, rather than the additional ticket being $5. There was discussion regarding simplifying the tickets and have all tickets be $7 and only having one type of ticket. Mr. Kelly suggested having the price advantage at pre-sale. City Clerk Wenzel stated the flyers and such would have to inform people that capacity is limited and to get their tickets early. There was discussion on flower tickets and whether or not to have two tickets for flowers. Mr. Kelly stated they underestimated the number of people that were there last year and were selling too much at the door. Ms. Shira suggested having a blank space on the flower ticket so who ever sells the ticket can put in the number of flowers purchased. Mr. Kelly suggested one ticket per flower to make things easier. Chairman Kennedy stated the tickets need to have a stub with numbers on them so they can be reconciled easier. Ms. Porter asked if the flowers will be more money at the door. Ms. Shira felt there should be incentive to buy ahead of time. This would also make the reconciliation easier and fewer volunteers at the door would be needed. Ms. Porter moved to approve the pre sale charge of $7 per ticker to get into the dance at and $2.50 for flowers, that would be pre sale and at the door $8 to get into the dance and $3 for the flowers, second by Mr. Kelly. MOTION CARRIED 3-0 Chairman Kennedy stated they need to put together a decorating committee. He would volunteer to do help decorate. Ms. Porter stated they might be able to get some of the school clubs to help. Mr. Kelly stated the high school may be able to announce that there is the opportunity for students to help. Chairman Kennedy thought it would be nice if some of the high school girls could dress up as princesses. Ms. Shira stated she could talk to the drama club to see if they would help. Mr. Kelly was referring to getting help with the decorating. Chairman Kennedy stated six more people would be a great help. City Clerk Wenzel cautioned creating a committee; she suggested just asking for volunteers. Chairman Kennedy had an idea to have a contest for the PTA booths, kids can vote on the best booth and they win a prize, something like $500. City Clerk Wenzel stated she was not sure if they could offer a cash prize due to the guidelines on the how the scholarship money can be spent. Chairman Kennedy stated the 25% after $25,000 from the water bill donations. City Clerk Wenzel stated that was for the scholarship funds in itself. Chairman Kennedy stated the princess ball was never part of the original concept and is a standalone function. It gives them a percentage to market and that's what this is. Ms. Shira asked if the PTA got a percentage of the tickets they sell. Chairman Kennedy stated they do. Ms. Shira stated her concern is she told the sponsors that anything not used for the event would go for scholarships. Chairman Kennedy stated that was true. The event is going to bring in maybe $6,000. Ms. Porter asked how much does the PTA get for tickets. Chairman Kennedy stated 20 or 25%. Ms. Shira stated she had down $2 per ticket. Chairman Kennedy stated he thought it started as $2 per ticket then they changed it to 20-25%. He's trying to think of a way to pre-sell the tickets and not have to turn anyone away. Ms. Porter stated that if this is as big as they think they will have to turn someone away regardless and the PTA's are already getting $1.40 per ticket they sell, their incentive is to get the money for the tickets they sell. Ms. Shira pointed out the scholarship fund does not get a cut of what the PTA's sell at the dance. Mr. Kelly felt the biggest problem with the PTA last year was the flyers not being approved by the school to be sent home with students. Ms. Shira stated she thought they might need to coordinate the PTA booths so there are not duplicates. Chairman Kennedy stated it wasn't a problem last year but we may want to do that this year. 3 Chairman Kennedy stated one of the things they need to talk about is the food. Last year Vance donated nuggets, however there wasn't enough. There was a high demand for food. Chairman Kennedy wanted to suggest opening up food prospects to the PTA and the committee. He felt pizza would be great to have. One of the things we said was free dinner. City Clerk Wenzel stated some of the flyers stated there was free dinner and it was never intended as dinner. The committee needs to determine if they are going to provide snacks or dinner,there is a big difference between the two. Chairman Kennedy stated there was a long line for food. He feels they need more food and should allow the PTA's to provide it. Ms. Shira asked if at a price or free. Chairman Kennedy stated at a price. The committee can do a booth with donated food. He felt they need more food at the dance. Ms. Shira felt if you opened it up to other restaurants and ask them to donate you would not have to charge for the food. The ticket price is a little more for a family there shouldn't be additional costs. City Clerk Wenzel stated that was discussed last year, not having families buy their ticket than have to pay for everything once inside. Ms. Shira felt if it was spread out they could get food donated. Chairman Kennedy stated some of the PTA's sold soda. Mr. Kelly stated that worked well. Chairman Kennedy stated the committee could provide Kool Aid and tea. He again stated he felt more food was needed. Mr. Kelly stated that Vance offered a certain number of nuggets last year, when those ran out he brought more in, which he didn't have to do. He felt Vance would probably rather up the number of nuggets this year versus inviting new partners. Chairman Kennedy didn't feel he should have a monopoly on the event. There may be other food vendors who want to be identified with this. He did recognize that Vance is always generous, but how can we tell other businesses no. Mr. Kelly stated they may think more pizza places will donate than ones that actually will. He felt they would be more willing to provide at a reduced price, especially when asking every pizza place in town. Ms. Shira stated she didn't think you should ask more than one pizza place, there should be a variety. You can ask each one for a small donation, such as a pizza place, Dustins, Chik-Fil- A. Chairman Kennedy stated then someone would have to man the food booths, which brings him back to allowing the PTA's to offer food and if Vance wants to be the sponsor and provide the free food that would be great. Ms. Shira stated that would also have to be coordinated. Mr. Kelly suggested then letting the PTA's run the booths and split the proceeds with them. Ms. Porter added they should not give them a portion of their ticket sales and let them keep the proceeds from the food. Ms. Shira stated she would contact the other City Boards and Committees and ask for volunteers since this is for the city scholarship. She would ask for volunteers for that night only. Chairman Kennedy felt that was a good idea. Mr. Kelly felt you could simplify the food and have a volunteer from other boards man those. Chairman Kennedy asked how they would tell Vance that the Committee is going to sell food while he is giving it away. Mr. Kelly stated they went through this last year. City Clerk Wenzel stated they have to look at how many different types of food do they want, they are getting into serving dinner instead of snacks. If you have nuggets, chips and popcorn compared to having enough pizza and other dinner items you have to have enough for 500 people. Chairman Kennedy stated pizza is easy to bring in by the box. Chairman Kennedy stated they could do a popcorn booth. Ms. Porter asked if it worked last year, she was concerned with bringing in too many different things. She suggested adding one more item instead. City Clerk Wenzel stated the Committee could purchase more nuggets at a reduced rate. Chairman Kennedy stated then we would be spending money. Mr. Kelly stated they we back to where they were before, last year they ran out of water and kool aid also. He stated the truth of the matter is it is not dinner. He stated he didn't bring his daughter to the Princess Ball because there were free chicken nuggets. At one point the food got very chaotic. Chairman Kennedy suggested encouraging the PTA's to sell more brownies and popcorn. City Clerk Wenzel stated the event was a dance and that was the purpose. She added that part of the problem was it was advertised that dinner would be served and dinner was not planned for. If parents know there will only be snacks, they will feed their kids before the dance. Ms. Shira recommended that if possible all food be free and advertise light refreshments and we can work with 4 Chik-Fil-A and get other snacks donated. Have the advisory boards spread them out so there is not one real long line. Mr. Kelly suggested more nuggets and possible talking to Publix about donating drinks. Ms. Shira can work on the donations. She added that the PTA's can sell non-food items, a keepsake. Ms. Shira asked if they wanted to go with the same DJ and if she should contact him. Chairman Kennedy stated she could call him,they did a good job. Chairman Kennedy reiterated the food will be three stations each having nuggets and a few other snacks and drinks. Ms. Shira will contact the other boards and some other groups and asking if they would like to volunteer. Chairman Kennedy asked if there was anything else to discuss. City Clerk Wenzel asked if how much they wanted to give the PTA's for ticket sales. Chairman Kennedy stated he would like to do the same as last year. 6. ADJOURN There being no further discussion the meeting adjourned at 6:33 p.m. Minutes respectfully submitted by: Bonnie Wenzel, CMC City Clerk 5