10-07-2014 City of Edgewater E104 d N.Riverside Drive
Edgewater,FL 32132
Meeting Minutes
School Scholarship Committee
Tuesday,October 7,2014 5:00 PM
1. CALL TO ORDER
Vice Chair Power called the meeting to order at 5:02 p.m.
2. ROLL CALL
Present Vice Chair Christine Power
Member Justin Kennedy
Member Rebecca Porter
Member Vance Smith
Deputy City Clerk Mitch Honaker
Absent Chair Mike Kelly
3. APPROVAL OF MINUTES
a. Regular Meeting -April 2, 2014
A motion was made by Member Kennedy, seconded by Member Porter to approve the minutes of
April 2, 2014. The motion was APPROVED by the following vote:
Yes: 4- Vice Chair Power, Member Kennedy, Member Porter, and Member Smith.
4. OLD BUSINESS
5. NEW BUSINESS
a. Discussion of 2015 Princess Ball
Board Coordinator Honaker made a brief presentation on the current status of the 2015 Princess
Ball. The Princess Ball is scheduled for January 31, 2015, from 7- 9 p.m. at the Southeast Volusia
YMCA, located at 148 West Turgot Avenue, Edgewater, Florida; staff would take care of purchasing
snacks, drinks, plates, etc.; Leisure Services would provide the set-up and removal of tables;
Councilman & Mrs. Emter volunteered to head up the Decorations Committee; staff would take care
of securing a DJ,- discussed the possibility of scheduling a photographer for the event; and asked for
the School Scholarship Committee's Princess Ball planning guidance.
The School Scholarship Committee (SSC) discussed having additional food choices at the Princess
Ball; possibly having small pizza squares to go along with the Chick-fil A nuggets; Member Smith
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volunteered to donate 1,000 Chick fil-A nuggets; local area PTAs possibly participating by setting up
tables and selling additional snack items; selling other beverages such as sodas; Member Kelly
donating Capri Suns last year, and contacting him to see if he would be donating again; the Princess
Ball being a fund raiser for the School Scholarship fund and for PTAs; putting money back into the
education system; providing additional fund raising methods during the event; and providing the
PTAs a deadline of when to let the Committee know if they are participating and what they would be
selling so participating groups are not selling the same items.
Member Kennedy volunteered to set up a table to sell sodas if needed, PTAs selling sodas during the
event; inviting the New Smyrna High School chef to participate again; marketing where Princess
Ball flowers can be purchased,- BJs Flowers possibly selling silk flowers during the first hour of the
event; ticket prices and the Princess Ball being a fund raiser that needs to be affordable for an
average family income; holding a raffle during the Princess Ball; last year's revenue compared to
scholarships awarded,- the amount of revenue generated by ticket sales in 2014; and advertising
through the PTA. The School Scholarship Committee concurred to keep ticket cost at $7.00 per
person.
The Finance Department is in the process of coordinating with the Volusia County School Board to
be able to drop off City flyers in bulk to local area schools for distribution; enlarging the flyer into a
poster to put in local businesses; high school volunteers for the event; Member Porter volunteered to
get volunteers to dress up as Princesses; and Member Kennedy volunteered to have his kids take care
of clean up after the event. Also discussed was when to get in to the YMCA to decorate; Councilman
Emter needing time before the event to inflate balloons; Member Smith volunteered to donate helium
for the balloons and servers for the event; contracting with a different DJ for the ball; Finance
Director McKinney coordinating with DJ Clai Parker for the Princess Ball; PTAs getting $1.00
dollar for each ticket they sell; the Girl scouts selling tickets or setting up a table at the event to sell
Girl scout cookies; January 31, 2015 being the closest date to the first weekend in February that the
YMCA has available to hold the Princess Ball; various items that could be sold during the ball for
additional fund raising; having a photographer at the ball; difficulties with photo distribution after
the last ball; the benefit of a photographer taking care of photo distribution; leisure services no
longer being involved in photo distribution; other possibilities for photo distribution; and not taking
a percentage of photo sales so prices are affordable for families.
Also discussed was the importance of SSC members attending the May 2, 2015 Edgefest to man the
donation jar at the popcorn table to encourage donations to the School Scholarship fund,- attendance
at the Princess Ball by SSC members; having the SCC fund - water bill donation form at the May 2,
2015 Edgefest; adding to the flyer that tickets can be purchased at the door; possible techniques to
obtain donations at the Princess Ball entry door; Member Porter volunteered to have the New
Smyrna Middle art department decorate a Princess Ball donation box; the possibility of the High
School girls that are in "Princess Ball" costumes collecting donations at the ball; the potential and
benefit of Edgewater residents putting a recurring "Princess Ball" donation on their water bill;
making donation and raffle announcements during the event; setting up and manning a donation
table at the ball; making use of the DJ for announcements; being able to make a one-time donation
or a recurring donation to enter the Princess Ball raffle; using a portion of the Princess Ball ticket to
fill out for entering the raffle; various suggestions for raffle prizes; Member Kennedy volunteered to
donate a "mow your lawn for a month" gift certificate; Member Smith volunteered to donate various
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Chick-fil A collectables; committee members obtaining business donations; getting a list of the top
ten businesses that the City does business with from Samantha Bishop; Vice Chair Power and
Member Kennedy volunteered to contact a few of the businesses to solicit donations; developing a
"Princess Ball" contribution form for businesses to make donations,-and publishing a list of
businesses that make a Princess Ball donation. The School Scholarship Committee concurred that
the next Princess Ball meeting would be Tuesday, January 6, 2015 at 5:00 p.m.
6. ADJOURN
There being no further business to discuss, Vice Chair Power adjourned the meeting at 6:50 p.m.
Minutes submitted by:
Mitch Honaker, Deputy City Clerk
Pursuant to Chapter 286, F.S., if an individual decides to appeal any decision made with respect to any
matter considered at a meeting or hearing, that individual will need a record of the proceedings and
will need to ensure that a verbatim record of the proceedings is made. The City does not prepare or
provide such record.
In accordance with the Americans with Disabilities Act,persons needing assistance to participate in
any of these proceedings should contact City Clerk Bonnie Wenzel, 104 N. Riverside Drive, Edgewater,
Florida, telephone number 386-424-2400 x 1101, 5 days prior to the meeting date. If you are hearing or
voice impaired, contact the relay operator at 1-800-955-8771
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