MINUTES. Liberty Lions Parent Club General Meeting. Location: Library, Liberty High School, 9621 W Speckled Gecko Dr., Peoria, AZ (623)

Transcription

1 MINUTES Liberty Lions Parent Club General Meeting Date: Wednesday September 4, 2013 Time: 6:30pm 7:30pm Location: Library, Liberty High School, 9621 W Speckled Gecko Dr., Peoria, AZ (623) I. ATTENDEES: Board Members Present: President: Jim Decker Vice President: Deborah Bannister Treasurer: Margaret Chamberlain Communications Officer: Barbi Holdeman Secretary: Karen Watkins Liberty High School Staff/Officials Present: None Audience: President of the Liberty Lions Baseball Booster Club, President of the Liberty Lions Women s Volleyball team, and other Liberty High School parents. Presentations: None Note: The order in which the items appear in the minutes is not necessarily the order in which they were discussed at the meeting. Agenda and Meeting Minutes Prepared by: Karen Watkins (Liberty Lions Parent Club Secretary) II. MINUTES: Order of Business:

2 1. Declare Quorum, call meeting to order: A quorum was declared based on the presence of all Board Members present. Jim Decker, Liberty Lions Parent Club President, called the meeting to order at 6:32pm. 2. Approval of the Minutes from the preceding meeting: August 14, The minutes from the previous meeting, on , were ed to all Board Members prior to this meeting. Liberty Lions Parent Club President, Jim Decker, made a motion to approve the minutes from the previous meeting and this was approved by all members present. A paper copy was signed by the President and Secretary before being placed in the Secretary Records Binder. The approved minutes will be posted on the Liberty Lions Parent Club Website by Mrs. Barbi Holdeman. 3. Treasurer Report: The Liberty Lyons Parent Club Treasurer was not present at this time, but arrived later in the meeting, so we will get an update at the next meeting. Liberty Lions Baseball Booster s Club reported a balance of $10, in their Booster s club bank account. Liberty Lions Volleyball Booster s Club reported a balance of $2, in their Booster s club bank account. Mr. Chris Culligan also pointed out to the Board members that the Bank had informed him we need to keep a minimum balance of $500 and switch to online/paperless banking to avoid a $5 monthly bank fee. Mr. Jim Decker reported that he had been informed by the Bank that they would waive all fees to our non-profit bank accounts, so he will phone the bank and enquire about that. 4. President s Report: Mr. Jim Decker deferred his report to be included with the committee updates. 5. Board Officers who wish to Report: Barbi Holdeman (LLPC Board Communications officer) reported exciting news that the Liberty Lions Parent Club Facebook page is getting more Likes.

3 6. Reports from Committees or Groups: The following committees were set up to organize the Fall Festival Fundraiser Event: i. Facilities Coordinator: Mr. David Svorinic (Vice Principal/Athletic Director) is not present at the meeting for an update. ii. Promotion: Margaret Chamberlain and Sue Ingram. Sue Ingram is absent from this meeting. Margaret Chamberlain reported that she had made several phone calls to local news media to attain discounted rates for advertising our Fall Fundraiser Event. Karen Watkins (LLPC Secretary) suggested phoning the Peoria Independent Newspaper since they deliver free newspapers on a weekly basis to all the houses in the neighborhood. They like to hear about events happening in our community. Jim Decker suggested phoning the AZ Republic to see if we can get free advertising in the Peoria Today insert of their newspaper. He also suggested contacting the Presidents of the local schools PTSO s. Mr. Decker also said he had received an invitation from the PUSD District 11/12 for local PTSO Board Officers to attend a banquet for local networking. He also suggested we could write up an all calls notification for the local schools to notify PUSD families about our event and we can take flyers to the schools to be distributed to the families. Margaret Chamberlain had an idea to contact the new home builder by the High School, Meritage Homes, to ask if they wouldn t mind handing out flyers to people who come to view their model homes. iii. Entertainment: Beth Westerman was absent this evening but gave a report to Mrs. Barbi Holdeman to read in her absence. -Mrs. Westerman s report requested information about the DJ who Liberty High School uses for their school dances. No one present at the meeting had this information. -She also suggested holding a Talent Contest at the Fall Festival. Parent, Marie Tuskan, recommended contacting the Drama Dept. for help with this and also

4 trying to get famous people to be judges for the talent show. Other parents suggested that we could ask teachers to judge the contestants. -Mrs. Westerman also suggested the DJ could award prizes for answering music related Trivia Questions. -Mrs. Westerman also has a Bingo Wheel if anyone, such as the sports clubs, would like to have a booth to sell tickets to win prizes (from donations). -She also suggested we could hold a bake sale.requesting baked donations from local stores. Mr. Jim Decker also suggested a dunk tank, could ask teachers to volunteer for this. iv. Vendors: Barbi Holdeman has a vendors list organized. She is working on a registration form and once finalized she will it to all board members and committee members to help them solicit vendors. Some parents also recommended asking Costco if they want a booth to sell Costco Memberships, along with local trade schools/colleges (such as ASU, GCC, GCU, MMI) Mr. Jim Decker suggested that the Vendors could offer giveaways at their booths instead of having a silent auction, which would encourage people to visit the actual vendor booths. After discussion by all members present, it was decided that the charges for booths would be: Vendor Booth Fee: $25 for a returning vendor (from last year s festival) $50 for a new vendor $100 for exclusivity

5 Barbi Holdeman recommended the Vendor Booth Registration Deadline would be November 1 st. v. Rides/inflatables: Stacy Gielda talked about the different kinds of rides/inflatables he can arrange for the Fall Festival fundraiser. He listed the website for viewing the types of rides available. He reminded the Board members that the Liberty Lions Parent Club and the Sports Booster s Club members need to provide transport for collecting the inflatables and other rides. President, Jim Decker, said he will talk with the transport company he uses for his business, to see if they can loan us a large truck to load all the rides to bring to the High School. We would need to have 2 fun zone areas set up one for younger children and another area for the older students. The types of rides Mr. Gielda is thinking of are: Bungie Bounce, Mazes, Dunk Tank, Spinning Strawberry, etc. He will find out how much this is going to cost us. We could also try to involve the local police, fire dept., military, who can maybe provide a climbing wall, robot, etc. for entertainment. Karen Watkins will contact Luke AFB to request AF participation. vi. Food: Stacy Gielda and Marie Tuskan. Stacy Gielda said that the company Corporate Picnics and Events Corporation will provide the equipment at a very low rate or for free if we provide them the opportunity to make money on the food sales. The food sales will include hot foods, cotton candy, snow cones, etc. For the Festival the Liberty Lions Parent Club should try to use vendors which don t sell the same products/types of food as the CPE Corporation vendors. Marie Tuskan requested a donation letter to give to the Stores when requesting donations. Barbi Holdeman said she will work on that and a copy to all the committee members. Marie Tuskan said that Costco would probably donate cups/plates/utensils, along with gift cards. We would also need seating areas for people to eat their food, so Mr. Jim Decker suggested asking the School Facilities people to bring chairs and tables outside.

6 vii. Volunteers Coordination: Deborah Bannister and Karen Watkins Barbi Holdeman suggested at one of the future meetings we could draw out a map, as to where to place all the rides, booths, vendors, etc. We should have a volunteer/hospitality table/booth set up with the map so that she, Barbi Holdeman, can coordinate with the vendors and show them where to set up, and Karen Watkins can coordinate all volunteers. A parent suggested we contact all vendors a couple of weeks prior to the event to make sure we don t have any cancellations. Barbi Holdeman said that she already has that on her drop-dead date list. viii. Liberty Clubs Coordinator: Deborah Bannister said that she will not be able to attend the Fall Festival because she will be out of town with the Cheer teams. She will, however, still contact all the clubs to arrange getting them all involved with the Fall Festival Fundraiser. At least 2 weeks prior to the event the Liberty Lions Parent Club Board members need to be notified as to what each of the clubs has planned for the event. There was a big discussion about the potential for a Student Talent Show. Mr. Jim Decker suggested that the auditions be held in October. The discussion also included wrist band sales for the rides and Mr. Jim Decker suggested that maybe the Student Council could have a booth to sell wrist bands for rides and Mr. Stacy Gielda suggested another group/booth could sell tickets for food purchase. The general census was that we would need multiple booths to sell ride wrist bands and food tickets. Stacy Gielda also said he would probably be able to arrange for an ATM machine to be at the event. Another parent suggested that we could presell tickets/wrist bands at local schools, they could keep a share of the profits from the ticket sales. ix. Silent Auction and Raffle: Jim Decker and Stacy Gielda suggested we try to get Costco, Chilli s, Home Depot, Shipley Orthodontics, etc., to donate gift cards, items to raffle off.

7 x. Farmer s Market: Jim Decker will contact Safeway manager, Jim Bower, to arrange a trip to Nogales to collect the farm produce. 7. Old and unfinished business: i. Update: Fall Festival Security: Ask Peoria police if they will help us with security? Jim Decker said he will contact Jim Cousins from Peoria Police. ii. Update: Lighting for event: Taylor Rentals or A2Z Rentals need to be contacted. iii.update: Clean up: It was suggested that each Sports club should donate a minimum of 5 people/volunteers to help with clean up. Stacy Gielda will contact APS to ask them to donate cardboard trash cans for the Festival. iv. Update: ICE for the Festival: One of the parents said they will check on getting an ice machine. Alternatively, we can phone Ready Ice, Ice Man or Costco 8. New Business: i. Signs for the Event. We will need Signs for the events, booths, including a big sign for the Family Fun Zone Jim Decker will contact Eco-Signs to ask if they will donate signs to us. ii. Festival Location: Large practice field, part of the parking lot, and courtyard. 9. Schedule Next Board Meeting: The next Liberty Lions Parent Club General Meeting will be on Tuesday Sept., 6:30pm in the School Library, Liberty High School 9621 W Speckled Gecko Dr., Peoria, AZ (623) The meeting was adjourned at 7:29pm Minutes prepared by Karen Watkins (Liberty Lions Parent Club Secretary)