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01-15-2014 CITY OF EDGEWATER SCHOOL SCHOLARSHIP COMMITTEE January 15, 2014 5 : 00 P.M. COUNCIL CHAMBERS MINUTES 1 . CALL TO ORDER Chairman Kelly called the meeting to order at 5:00 pm. 2 . ROLL CALL Present Justin Kennedy Rebecca Porter Christine Power Mike Kelly City Clerk Bonnie Wenzel Economic Dev/Special Event Coordinator Janet Shira Absent None 3. APPROVAL OF MINUTES a. Regular Meeting - October 2, 2013 7 Minutes Justin Kennedy moved to approve the minutes of October 2, 2013, second by Christine Power. The MOTION CARRIED 4-0-0. Yes Justin Kennedy, Rebecca Porter, Christine Power, Mike Kelly No None Abstain None 4 . OLD BUSINESS a. Update on scholarship funds - Finance Director John McKinney Ms. Shira stated Mr. McKinney informed her there was $4, 604 . 90 in the fund. Mr. Kennedy asked how much of that was earmarked for previous scholarships. Ms. Shira was unsure as was City Clerk Wenzel. Mr. Kennedy asked if all recipients received their money. City Clerk 1 Council Regular Meeting January 15, 2014 Wenzel stated there was one student who did not receive her money, however she was unsure if that money was included in the balance. City Clerk Wenzel stated they would know for the next meeting how much was available to award for scholarships this year. Mr. Kennedy asked what the budget was for the Princess Ball. Ms. Shira stated a budget wasn't actually set and explained how they were handling the ball. She stated she would go into more detail under new business. 5. NEW BUSINESS a. Election of Chairman and Vice-Chairman The consensus of the Committee was for Mike Kelly to remain Chairman Councilwoman Power offered to continue as Vice-Chair. The consensus of the Committee was for Councilwoman Power to remain Vice-Chair. b. Discussion of final plans for Princess Ball - Economic Development/Special Events Coordinator Janet Shira Ms. Shira went over the current expenditures and estimated revenue from the Princess Ball. She reduced the number of tickets this year due to not selling flowers. She also noted that the cost of tickets was not going to change the day of the Ball. She stated that Leisure Services and City Hall were selling tickets, which has been advertised in the newsletter and Facebook. She stated they could check with the PTA' s to see if they would sell tickets. She stated she contacted several schools via email, Edgewater Public PTA stated they were not interested, but Mr. McKinney spoke with the school and they are going to help sell tickets. Tickets will also be dropped off to Little Montessori. She will visit the other schools tomorrow as she has not heard back from them. Mr. Kennedy stated Read Patillo wanted to participate again, he would give Ms. Shira the number. She asked if anyone had a contact at a school to get it to her otherwise she will go through the administrators. Ms. Shira then went over the expenses related to the ball. Ms. Shira stated she has met with Councilman and Mrs. Emter and they will take care of the decorations, the budget for decorations will be the same as last year. She added this year they only have two sponsors. Ms. Shira then went over the estimated revenue. Councilwoman Power asked if it was worth it to go to local businesses to ask for sponsors. Ms. Shira stated she recently did that for another event, she did not want to always visit these businesses with her hand out. This year she did the same as last and contacted consultants who work 2 Council Regular Meeting January 15, 2014 with the city. Mr. Kennedy asked if there was a sponsorship form or just ask for money. Ms. Shira stated she just contacted them. Mr. Kennedy stated there were a few businesses he would hit up. He said it would be nice to have different levels of sponsorship. There was lengthy discussion regarding a form for donations to the scholarship fund. Ms. Shira stated there was a form to make a donation in the scholarship brochure. Ms. Shira recommended that if anyone asks for donations that it be just for the scholarship fund and if a donation is made between now and the ball they would be recognized at the ball. Ms. Porter stated from experience at the school businesses who donate to events such as the ball would call after if they were not recognized at the event. Ms. Shira suggested asking them if they wanted to buy tickets to give to kids who might otherwise not be able to go, rather than asking for a donation. The committee really liked that idea. Ms. Porter suggested speaking with the elementary school guidance counselors to find out who may be in need. Councilwoman Powers asked that the names of businesses who donated to the scholarship fund be announced at the time the recipients are named. City Clerk Wenzel stated it could be noted on our website and Ms. Shira stated also Facebook. City Clerk Wenzel also pointed out that the donors are not always known. Chairman Kelly asked for what is needed before the event, such as help with the decorations. Ms. Shira stated that four people would probably be needed to set up that day, and also for ticket sales. Ms. Porter stated she would try to get some students to volunteer to dress up as princesses and help out. Councilwoman Power stated she could help out and Ms. Porter stated she could only help with set up. Ms. Shira stated she would email the members as to when they will be there to set up. Chairman Kelly stated a question for Vance would be if he needed help serving the food. Ms. Shira stated he had four employees at two stations, but his year there would only be one station. She would ask if he wanted to just drop off the food. She stated last year his employees were all dressed up. Mr. Kennedy stated he hoped it was not as backed up as the year before last. Councilwoman Power stated that was probably due to participants thinking they were being served dinner. Ms. Shira reiterated she would ask Mr. Smith if he needed help. Ms. Porter asked to be informed as the middle and high schools both have culinary academy' s that could help. Chairman Kelly wanted to make sure too much not put on Mr. Smith and his employees for this event. Mr. Kennedy asked if the culinary academy could set up a fundraising table. The committee agreed they could set up a table just like the PTA' s are allowed to do. Mr. Kennedy stated he would tell the culinary academy instructor. Ms. 3 Council Regular Meeting January 15, 2014 Shira stated she needed to contact her as she keeps track of who is doing what. There was discussion of the PTA' s having fundraising tables at the event. Mr. Kennedy suggested getting the Girl Scouts involved and allow them to sell tickets and have a table at the event. Ms. Shira reminded everyone that there is limited space for fundraising tables, you don't want to take away from the dance and have too much stuff for sale. Chairman Kelly stated they were highly unsuccessful with the PTA' s. Mr. Kennedy stated they should start looking elsewhere for involvement. Chairman Kelly asked what the decision was regarding the photographer. Ms. Shira stated last year he handled it all except the distribution of the pictures. She felt if he was to do pictures again he would need to also distribute the pictures as well. She observed last year that most people brought their own cameras or used their phones. There was previous discussion of setting up an area for photo ops and people could take their own pictures. Ms. Shira asked if the Board wanted a photographer there. The consensus was to have the photographer there and require him to also distribute the pictures. Ms. Shira asked for any members who had contacts at schools to provide them to her. Chairman Kelly reiterated that Ms. Shira would email the members regarding decorating the gym the day of the event. Ms. Shira confirmed that Leisure Services would be setting up before the event and cleaning up after. Ms. Shira informed the Committee the cost high cost of putting an insert in the water bill, so she opted not to do it. Chairman Kelly reiterated that there was $3, 600 available in the fund at this time. 6. ADJOURN The meeting adjourned at 5:51 pm. Minutes submitted by: Bonnie Wenzel, CMC City Clerk 4 Council Regular Meeting January 15, 2014