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01-08-2013 CITY OF EDGEWATER SCHOOL SCHOLARSHIP COMMITTEE REGULAR MEETING January 8, 2013 5 : 00 P.M. COUNCIL CHAMBERS MINUTES 1. CALL TO ORDER 2. ROLL CALL Present Mike Kelly Vance Smith Rebecca Porter Christine Power Bonnie Wenzel Absent None 3. APPROVAL OF MINUTES a. Regular Meeting - October 18, 2012 0 10/18/12 Minutes Rebecca Porter moved to approve the minutes of October 18, 2012, second by Christine Power. The MOTION APPROVED 4 - 0. Yes Rebecca Porter, Mike Kelly, Vance Smith, Christine Power Rebecca Porter moved to Approve the minutes, second by Christine Power. The MOTION APPROVED 4 - 0. Yes Mike Kelly, Vance Smith, Rebecca Porter, Christine Power 4 . OLD BUSINESS a. Update on scholarship funds City Clerk Wenzel stated there was $4, 424. 92 in the fund; this included anything that Janet has put in to date. 1 School Scholarship Committee Regular Meeting January 8, 2013 5 . NEW BUSINESS a. Election of Chairperson and Vice-Chairperson Vance Smith moved to Approve Mike Kelly as Chairman, second by Christine Power. The MOTION APPROVED 4 - 0. Yes Rebecca Porter, Mike Kelly, Vance Smith, Christine Power Rebecca Porter moved to Approve Christine Power as Vice-Chairman, second by Vance Smith. The MOTION APPROVED 4 - 0. Yes Rebecca Porter, Mike Kelly, Vance Smith, Christine Power b. 2nd Annual Princess Ball - Final Preparation Chairman Kelly indicated that Ms. Shira has handed out a pretty comprehensive update and turned the discussion over to her. Ms. Shira brought everyone up to date so far. She stated they could get into one-half of the gym at 2:30 and the rest at 4:30 to start setting up. Ms. Shira also stated that the classroom was available to use for set up. Ms. Shira stated she will be putting the logo of the three sponsoring engineering firms on the flyers and asked if there were any other sponsors and did the board want to include Chick-Fil-A. She also suggested that after the event maybe the Mayor could send a letter thanking them for their contribution. Ms. Shira stated the Leisure Services Department will help set up the tables and chairs. She needed to let them know the layout and how many tables and chairs. She stated she requested volunteers from all the other City Boards and has three volunteers. Volunteer assignments will need to be discussed and set. Finally the budget will need to be decided. There is $1, 000 from the sponsors; there are ticket and flower sales. She conservatively feels the total revenue would be a little over $3, 000; she went over the estimated expenses but was unsure of the cost for the DJ. Chairman Kelly stated he could contact the DJ to confirm the cost with him. Tonight the only thing the Board needs to discuss is any decorations beyond the balloons, the budget and any other food. Chairman Kelly asked if they could address the open position and Mr. Kennedy or could they solicit his input. City Clerk Wenzel stated 2 School Scholarship Committee Regular Meeting January 8, 2013 they could certainly seek Mr. Kennedy's input, however as far as the vacancy an application would need to be submitted per city policy. Chairman Kelly was more concerned about getting his input and opinion. Justin Kennedy, 1005 Fernald Street, suggested the Committee take a recess and City Clerk Wenzel go get him an application that he was unable to find online, he can fill it out and they can approve and give it to Council for the next Council meeting. Mr. Kennedy stated it sounds like they have everything pretty much wrapped up. There was discussion regarding how much of the ticket sales would go the PTAs for helping sell tickets. Ms. Shira stated the tickets that were decided on at the last meeting where a parent/child ticket, which is $14 until February 1 then it will be $16. She has a ticket for single person also, they are $7 each or $8 after February 1 or at the door. Ms. Shira also stated they had to determine how much the PTA's would get for helping sell tickets. Councilwoman Power stated there was a limit to the number of people who could be in the room. Ms. Shira stated it was 528. Ms. Shira stated she has 115 single tickets and 205 double tickets, which equals 525 which is the capacity including the volunteers. Councilwoman Power asked about the flowers. Ms. Shira stated she has 200 flower tickets, which you buy one boutonniere and one corsage, those are $5 until February 1 and $6 after, she also purchased 100 single corsage tickets, based on the previous discussion. Ms. Shira stated she ordered 300 pink wrist corsages and 200 boutonnieres. There was discussion on the cost of the flowers. Mr. Kennedy stated he has not heard any discussion on the photography. Councilwoman Power stated there should be someone taking pictures. The Committee decided that Mr. Kennedy could contact Lindsey, the photographer from last year, and ask her to return but not do photo shoots, only take pictures. It was determined that if she was not available for Mr. Kennedy to let City Clerk Wenzel know and they could reach out to Edmonds. Councilwoman Power suggested using hand stamps this year. Mr. Kennedy didn't feel it was an issue last year. Chairman Kelly stated the key take away from last year was address the entrance and food. Discussion ensued regarding the entrance to the dance. City Clerk Wenzel stated there were two entrances into the gym from the main hallway. Chairman Kelly stated part of the problem was they were taking tickets, selling tickets and trying to register people to donate to the fund all near the front desk. He suggested having two lines, one for purchasing tickets and one for pre-sale. 3 School Scholarship Committee Regular Meeting January 8, 2013 There was discussion on having people sign up to donate on their utility bill. Ms. Shira stated it was decided last time not to have the sign up on the back of the ticket because it was too confusing. Councilwoman Power suggested having a separate table inside. The Committee decided to have two small tables inside with the information on the scholarship program and a donation form with a bucket they can be put in. Periodically throughout the dance they will make random announcements about the fund, pick a donation and that person gets a prize. Prizes will be four $25 gift cards purchased from the fund. Ms. Shira brought up the need for more volunteers to help get ready for the dance. Ms. Porter stated that she could get some SGA students come help if needed. Ms. Shira reiterated that Leisure Services will set up the tables and chairs. She stated that they really just needed help with the decorations. Ms. Shira stated last year there were 600 balloons and she was going to order 700 . Mr. Kennedy suggested having the pictures taken in the gym rather than in another room. The committee agreed this was a better idea. Chairman Kelly asked who needs the names and schedules for the volunteers. City Clerk Wenzel stated that information should go to Ms. Shira. Ms. Shira stated she would then contact them to find out when they could help. Mr. Smith offered to lend a helium tank. Ms. Shira stated if they bought helium from BJ's and from Chick-Fil-A they could get twice as much done. Mr. Kennedy stated he has a valve at home. He stated that an extra 6-8 people to help would make a big difference. Ms. Shira stated 5 volunteers for balloons was fine, but more volunteers were needed; they will need ticket takers, plus ticket sellers and people helping to serve food. She stated it was discussed at the last meeting that one of the other issues was only one line for food. She suggested have two or three food stations. Chairman Kelly recapped that they would move the pictures into the gym; the list of who to contact for photos; Mr. Kennedy is going to take care of the balloon trees and volunteers will help blow up the balloons and put them together. Chairman Kelly discussed getting the tickets to the PTA as soon as possible. Ms. Shira stated that if Mr. Kennedy was going to distribute the tickets she needed to know exactly who gets what tickets and really good contact for them. Ms. Shira stated if the board was ok with it she would work with Mr. Kennedy and put some tickets at city hall and he can take the others and they will keep notes. She stated she must know who gets the tickets. The Committee agreed Ms. Shira and Mr. Kennedy could handle the distribution of tickets. 4 School Scholarship Committee Regular Meeting January 8, 2013 Chairman Kelly stated the next item to address was the food. He wanted Mr. Smith's input on this subject. He felt they all agreed there needs to be more food, even if it the same type but in different locations. It was stated by City Clerk Wenzel, Councilwoman Power and Ms. Shira that the posters last year stated complimentary dinner for the princesses. Councilwoman Power stated she felt the poster should say "light snacks" . City Clerk Wenzel stated this was discussed at the last meeting that the posters say "light refreshments" . The committee agreed again the posters/flyers should only say "light refreshments" . City Clerk Wenzel stated that at the last meeting it was discussed it would be advertised as light refreshments and to work with Chick-Fil-A and to see what type of other snacks, i.e. popcorn, chips, etc, could be donated and possibly taking with Publix about donating drinks and possibly purchasing 1, 000 nuggets over what Mr. Smith could donate. Mr. Kennedy stated he would give them $200. He added that he had a few sponsors that could help out. Ms. Shira stated she really needed to get the sponsors this week, so she can get the flyers and posters done. Mr. Smith stated his donation of 1500 nuggets will be in line with the other sponsors. Rebecca Porter moved to approve $400 total for food and paper products, second by Christine Power. The MOTION APPROVED 4 - 0. Yes Rebecca Porter, Mike Kelly, Vance Smith, Christine Power Mr. Kennedy suggested the Committee make a motion to add more to the budget for food. Rebecca Porter moved to approve a budget of $550 rather than the $400 that was originally proposed, second by Christine Power. The MOTION APPROVED 4 - 0. Yes Rebecca Porter, Mike Kelly, Vance Smith, Christine Power Mr. Kennedy suggested having volunteers to walk around with trays. Chairman Kelly stated encouraging the PTA' s to sell baked goods would be more beneficial. Ms. Porter stated suggest to them cookies and drinks. Ms. Shira asked if they wanted to budget a small amount for other decorations. Christine Power moved to approve $100 for decorations, second by Rebecca Porter. 5 School Scholarship Committee Regular Meeting January 8, 2013 The MOTION APPROVED 4 - 0. Yes Rebecca Porter, Mike Kelly, Vance Smith, Christine Power Ms. Shira stated she needed to know exactly how much the PTA' s will be getting for ticket sales. The Committee discussed a percentage and dollar amount. Chairman Kelly reiterated that the PTA' s would get $1 per person for tickets sold. He added that they are also encouraged to sell baked goods, snacks or keepsake items. Ms. Shira stated she would make a flyer with this information for them. Chairman Kelly suggested letting the high school guidance office know that if there are kids that want to volunteer to get hours they can help out at this event. Ms. Porter stated she could contact the school and get some kids to help out. Mr. Kennedy stated if they wanted him on the committee they needed to motion that to go to Council. City Clerk Wenzel reminded the Committee that no application has been received. Mr. Kennedy asked if she had one in her office and if she would go get it. City Clerk Wenzel stated that was up to the Committee and that this was strictly a recommendation to City Council, not an appointment. Christine Power moved to approve Justin Kennedy be recommended to City Council for appointment to the Committee, second by Vance Smith. The MOTION APPROVED 4 - 0. Yes Mike Kelly, Vance Smith, Rebecca Porter, Christine Power C. Set date for next meeting to choose 2012/2013 Scholarship recipient City Clerk Wenzel explained the deadlines issued by the school for application and recipient submittal. The regular meeting date would not allow her enough time to get the paperwork back to the school. She further stated that the applications would be provided to the Committee prior to the meeting for their review. The next meeting will be held on March 21, 2013 at 5: 00 6. ADJOURN 6 School Scholarship Committee Regular Meeting January 8, 2013 With no further discussion to come before the Committee, the meeting adjourned at 6:31 p.m. Minutes submitted by: Bonnie Wenzel, CMC 7 School Scholarship Committee Regular Meeting January 8, 2013