Catotin High School Safe and Sane < xml="true" ns="urn:schemas-microsoft-com:office:office" prefix="o" namespace="">
Committee Meeting Minutes
September 12, 2007
A motion was made to approve the meeting minutes of the previous meeting. Motion passed and second.
Welcome: Any one new was asked to include their name, phone number and email address on the sign in sheet. A spreadsheet is being created with this information. A motion was made and second to approve the minutes of the August 15 meeting.
Introductions: No new attendees
Secretaries Report: Secretaries requested the sign in sheet from the community show so that the new names can be added to the Committee email listings. All committees were asked to send a copy of any letter or flier created to Laurin so that a copy can be kept in the Secretaries book.
Treasurers Report: 3 reports were distributed, Fundraiser Status to date, Treasurers Report, Budget Status to date, for review. It was noted that more raffle tickets for the cash raffle and ATV need to be sold .
Food : Tracey and Donna stated what a wonderful job was done at the dance in regards to the food. Many committee members stated compliments that they had heard from others at the dance. Debbie and Wayne disributed a breakdown worksheet of all expenses for the food at the October dance. A sign up sheet was sent around for food donations for the November bingo. Tracy brought to the attention of all members that the Food Permit at all events needs to have listed on it all places that are being shopped at for food. Example being if you want to shop at 10 stores, even for comparision, list them on the food permit to be on the safe side. Once listed these are the only places that food can be bought from for that event. Debbie had stated she was not told this in the past but would note if for future events. Debbie and Wayne thanked everyone who helped out with the food at the dance and stated all had gone very well. Their purchases were based on earlier estimated higher attendance at the dance, but some people who bought tickets did not show up and therefore, there was extra food left over. But they were very pleased at how well everything went and thanked everyone who helped out. and donated desserts.
Other discussions were in reference to crock pots not being "Health Dept. approved" and therefore cannot be used at the bingo. Activities building kitchen can be used to cook and heat up items at the bingo. Donated items must be listed on the food permit as "from an approved kitchen" in order to be sold.
Casino and Raffle Prizes: Committee will meet with Entertainment Committee to be sure everything is being ordered from the same place.
Gift Bags and Momentos: No Report
Donations: Diane and Leslie reported that $1,685 has been received in donations to date. Checks were given to Wendy for deposit. There were 326 letters sent out to area businesses requesting donations.
Basket Bingo: Teresa distributed copies of the flyer and requested that members post them anywhere they can. Anyone who has filled a basket will have their name(s) placed on the basket as donated by. She has gotten some very good deals on baskets for November by purchasing them early. She has gotten several baskets for free to use as tie breakers and door prizes. Senior's can volunteer to help in the kitchen and can model baskets, but they cannot work money or tip jars. It was requested that everyone let Lisa Kidd know who many tickets they still have out .
Memory Room: NVR has agreed to donate the DVD's. Pictures on 20x30 boards will be due in February 2008. Volunteers will be needed to help burn the DVD's.
Golf: Golf tournament is tentatively set for April 2008.
Security: No report at this time. It was suggested that we check with Camp David volunteers to do security. They have to do so many volunteer hours a year and they have helped in the past.
Fundraising: Donna thanked everyone who helped with the dance. She complimented the food and decorations committees and all the volunteers. . 146 tickets were sold and it was a huge success. It is imperative that all members sell an additional 40 Cash Raffle and 20 ATV tickets. Sales are slow on these and the drawing is coming up. Upcoming events are: Rocky's Spaghetti Night in January, Roy Rogers Night 2nd weekn in Feb. from 5-8pm, Burger King in March. Teresa is offering a chance for anyone to host a Longaberger Party (this includes a book party) and she will give back to Safe and Sane 15% of the sales. There was discussion on how we can get our information on fundraisers out to the public and involve more parents. It was recommended that we announce at sporting events that Safe and Sane is selling tickets. Another suggestion was made that we involve the Banner, Thurmont Monthly and Emmitsburg and Thurmont Dispatch in an interview type article. All members agreed that we could reach alot of people if we did an interview in these papers as they are highly read and cover a large area. Other suggestions were to set up a booth at the Firemans Arts and Crafts show at the Activities Building and sell tickets there. A booth will be set up at Colorfest to sell tickets, no ATV will be present because of liability issues. There are still a couple of time slots open if anyone can volunteer. Another information card will be sent out to all Junior and Senior parents in January informing them of the 2008 scheduled events.
Decorations: Cheryl thanked all volunteers and for the many decoration donations. She had a budget of $0 and spent $0.
Public Relations/Advertising : Sharon Hamilton has now agreed to take over this committee and will contact the area newspapers as discussed in the Fundraising section to do an interview for Safe and Sane fundraisers and recruit volunteers.
Thank You Cards and Notes: All Thank You notes and cards are current. No new ones this month.
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Entertainment: No Report. Committee has still not received information from last years Committee.
Clean Up: No Report
Baccalaureate: Lisa Hogan has agreed to chair this committee.
Senior Picnic: Tracey has filed for a grant with Community Project and Good Neighbor Programs for funds to help. Will bring response back to Committee when one is received.
Old Business: No old business was discussed.
New Business: The Tax Exempt has been renewed. Copies were available to those who needed it. Safe and Sane now has a website, Catoctinsafeandsane.com, Teresa has been working very hard on this and it looks great. It is still a work in progress, so everyone was asked to be patient, but please forward any pictures from our current events, meeting minutes, copies of letters, etc to her so they can be posted on the site. Also discussed was the donation that Safe and Sane makes towards the fireworks for the Homecoming Football game. $500.00 is normally given each year, however, Lisa and Tracey would like some type of receipt and assurance that the fireworks are being purchased and used next year. Laurin agreed to get this information and will bring to future meeting.
A reminder that all bingo tickets need to be sold. We will not meet again until after the Basket Bingo. Next meeting is scheduled for November 14. 2007.
No further busniess being discussed a motion was made and second to adjorn the meeting at 8:10pm