Annual Members Meeting

[Lydia Francis]

Two options so far.

Mary Ann got information about Centennial Park - 600 Nickerson, inside room Live Oak seats 45 on 6 tables. Kitchen and restrooms, available July 11 for potluck. cost 30.00 per hour. 50% reduction if we have non-profit papers. Need to book early as space fills quickly.

I met new members Saturday who offered their large wrap around deck, fire pit, and 5 large tables. 7110 Drake. Need date, to be sure they are available.

[Kermit]

Centennial/inside makes more sense to me.  Outside is not ideal in summer.  Thursday July 11 would work fine - maybe 5pm-8pm?  Can we tentatively reserve, or do we have to pay to get commitment?  Board should vote on this, but we should commit to a date and start promoting meeting.  Only concern is what if more than 45 show up?

[Lydia Francis]

Mary Ann will check about extra chairs. We work with a nonprofit, do we want to see if we can use their paperwork or just pay the $30 per hour?

[Kermit]

I would say we just pay the fee.  No reason to misrepresent what we are doing.  We are required to have an annual meeting, and the cost is reasonable.  But we should get all the board members input before committing to the park.

[Lydia Francis]

Mary has Centennial Park room Live Oak, July 11, 6-9pm on hold (that is time available), will receive form from Parks & Rec for signature from Board. More chairs are available if needed.

I let members know we are thinking toward Centennial Park.

Need to hear back from Board Members in particular. Thank you.

Mary is also planning to drop in at Bristol Cider House to talk about Local Bites.

[Lydia Francis]

July 11 will work for me.

[Kermit]

We've got 4 yes votes, so I'd say we should book the room.  If they need a check, let me know.  I will put on Google calendar.  We will want to start promoting this to our members.

Kermit

[Lydia Francis]

Mary Ann and I went by the Live Oak room at Centennial Park today. Looks like it will be a great spot with access to restrooms and kitchen sink. There are dry eraser boards we could use if we want. I have a projector if there will be a presentation or video to show. Mary Ann will provide lemonade, cups, napkins, placemats, settings, centerpiece flowers, and flatware.

T-shirts will be available for purchase. If you have them - please wear them. A greeter/direction person should probably be stationed near the parking lot to help people find the room if they have not been there.

Do we need a Newsletter/newsflash/invitation in addition to Facebook and website event? 

We have donations from several business for our raffle so far and Linda is contacting several more. Would be great to promote the businesses that are donating.

Wine from Gabriel/Calcareous

Quail eggs and basket from Jenn Foss Farms

Bag of vermicompost from Cristy & Jac of Black Diamond Vermicompost

30 day Veggie Pods from Amy & Jaime Veggie Pods

[Kermit]

>> A greeter/direction person should probably be stationed near the parking lot to help people find the room if they have not been there.

This is a great idea - what about signage?  Any real estate agents in the mix that we could overlay a sign on an easel sign?  Paso Food Coop this way>>>  Live Oak Room

>> Do we need a Newsletter/newsflash/invitation in addition to Facebook and website event?

I have put this on the News & Events - doing a mail blast makes sense - who can do this task?

[Lydia Francis]

Communication is important. Questions? Ideas?

Linda is organizing some donations to help off set costs of meeting.

T-shirts for Sale.

Items need to be done

*Newsflash/invitation to the Annual Member Meeting - Lacey are you available to do this?

*Agenda/plan for the meeting. From monthly meeting - Gabriel will update and speak about Leadership Needs. Jenn will highlight Social Media how to. Anything else?

Thank you for ALL you do!!

[Kermit]

According to the Bylaws, there needs to be an annual report.  I will prepare an up-to-date balance sheet & the required statements as per the 7.02/7.03 sections.  So this should be on the agenda.

I was thinking of going into Mailchimp today and see if I can craft a message & figure out the mailing lists.  I will plan to do that, but if anyone that has more familiarity with this and can get out a blast, let me know before the end of the day - otherwise, i will send out a notice & point to facebook & the events page on the website.

Kermit

[Lydia Francis]

Thank you Kermit. I received the Newsflash in my email.

How do we want to organize the raffle? We have tickets and a clear bucket or basket.

We have several businesses who offered items to raffle.

[Kermit]

Everyone gets a ticket for attending, then $1 per ticket, 7 for $5, 15 for $10  ??  What is most expensive item?  You can skew the odds many ways, just what would people be willing to spend?  How much money do we want to raise?  The $90 for the room?

Another option (more tickets used):

2 for $1, 10 for $5, 25 for $10

If tickets are tight, you could do:

1 for $5, 2 for $10, 5 for $20

Probably good idea to have some change to cash larger bills

We should probably have a check-in table, and cash box, and a sign made.  I have an acrylic 8-1/2"x11" stand if we want to print up what we decide on.  We can also circulate during dinner/before actual meeting.  Then do drawing right at end of meeting.  If there is extra food, we could "add" some more prizes...

Just some thoughts...

Kermit

[Gabriel Smith]

Great work! The wine will be around $50