Grad Night 3/14/02 Meeting Minutes

• Attending: Ronald Horii, Terri Moffatt, Lorraine & Dennis Campbell (new), Mary Kay Tocce, Kathy Allyn, Marlene Wintink-Snell, Joanmarie Woertink, Jan Theiss-Guffy, Diane Marley.
• Contract
• Kathy Allyn sent the contract for Camelot Park in. However, she hasn't heard back from them yet. They haven't asked for a deposit yet. The contract mentions a deposit, but does not specify a due date. Kathy will check with Camelot Park.
• Note from 3/18: Kathy called Patrick Johnson at Camelot Park. He said the deposit is not due until May 1. He said we're OK.
• Later during the PTSA meeting, there was a discussion about whether we could write a $1000 check for the deposit because the PTSA didn't have a quorum (more on this later). It turns out that PTSA minutes from a prior meeting showed that $2500 was voted for Grad Night.
• Fundraising
• Terri Moffatt started the eggroll sales. She needs volunteers to help. It takes at least 4 people to sell eggrolls - 2 to handle the eggrolls, 2 to collect the money. We probably lost sales because we couldn't sell fast enough.
• Sales will be every Friday from 12:30-1:10 in the quad, except for 3/29, 4/5, 5/3. Lunch starts at 12:39.
• We have 1 student volunteer helping.
• We grossed $269. The cost was $152.
• We ran out of sauce. Next time, we'll order the same number of eggrolls, but more sauce.
• Sandy Saadi and Nancy Davenport are willing to help (they were not at the meeting).
• Diane Marley said she would help with the eggrolls.
• Terri asked what we should do with the extra eggrolls.
• Last year's vendor no longer exists. Terri had to go to another place across town.
• Terri wanted to know if we should stop the sales in May.
• The proposed budget assumes we will make the same amount as last year, which was $2105.50.
• Terri got $300 in seed money for fundraising..
• Publicity
• Mary Kay Tocce made posters for the eggroll sales and ticket sales.
• Mr Heller was contacted, and he said it was OK to put up the posters around campus.
• Ron Horii gave her colored paper to print posters on if she needs it.
• Mary Kay needs printer cartridges to print more posters. She can buy them and submit the receipts for reimbursement. It can come out of the fundraising seed money.
• Tickets
• Ticket sales start in April.
• There are 337 seniors this year.
• There were 319 students last year. Last year we sold 221 tickets. 26 additional tickets were full or partial scholarships, for a total of 247. (77% of the class went.)
• The next meeting will be before the ticket sales start. Kathy Allyn is organizing the ticket sales.
• Budget
• We talked about the budget. We have a $5800 carry-over from last year. Technically we are supposed to spend funds in the same year we make them.
• This year's budget assumes a $3500 carry-over, with 33 full scholarships.
• The number of scholarships can be more or less. The carry-over provides a buffer.
• We discussed the possibility of subsidizing the ticket costs next year (charging less than their cost). That's for next year's committee to decide.
• We discussed whether we should publicize scholarships. If we do that, we may get everyone asking for scholarships. The Grad Night Committee does not get involved with choosing scholarships. The Outreach Office will recommend people for scholarships. They also go out and talk to non-English-speaking parents to tell them about Grad Night to ease their fears about letting their kids go to Grad Night. If anyone knows students who may deserve a scholarship (including their own), contact Susan DeYoung in the Outreach Office.
• Later in the PTSA meeting we talked about a problem we have getting expenditures approved. Karen Jolly said that while the budget for Grad Night was approved, this is only a guideline. Expenditures have to be approved separately. To do that, we need a quorum of 11 members. This is difficult to do because people go off to other meetings. To solve this, at the next PTSA meeting, we'll have a 5-minute period at the start of the meeting to vote on funding issues. The Grad Night Committee needs to be ready to present their funding requests then.
• Keychains
• Joanmarie Woertink said she would handle the keychain purchases. She will be contacting the keychain vendor.
• Last year we ordered the keychains late.
• Last year we spent $700 on keychains.
• We decided to order 325 keychains. [This may be too much. If 77% of the senior class goes, as they did last year, we should expect 260 students going.]
• We discussed what to do with the extra keychains if there are any. Last year we gave the extras to parents.
• Later in the PTSA meeting we discussed allocating money for the keychains. Because we did not have a quorum, we could not approve a check for the full amount, but we did approve $200 for the deposit.
• Food
• City Donuts is gone (may have moved). They gave us donuts at a discount.
• Suggest calling Queen's Donuts at Park and Race or Lou's Donut Museum downtown.
• Food Committee Report from Mary Ellen Cuykendall, who was unable to come to the meeting:

 

 

Hi Ron,
So far I have commitments from:

Una Mas -  2 each 4-foot burritos
Tony & Alba's - $20 gift certificate
Mountain Mike's - 2 large pizzas
Aki's Bakery - 150 pieces - combination of cookies, brownies, pastries

Letters have gone out to:

Pasta Pomodoro
Togo's
Round Table Pizza - Santa Clara and Willow Glen
Zanotto's
Antonella's

I have been trying to reach the managers at these businesses to get a firm
commitment, but have not succeeded yet.

Any new volunteers that can help would be appreciated.  I could use help:

1. soliciting donations
2. making a Costco run on the day or day before to get food
2. organizing the pick up, transfer and serving of food on Grad nite.  I
WILL NOT be able to help with any part of that.

I'm looking for suggestions of other restaurants, bakeries to contact.

That's all for now,
Mary Ellen

Next meeting: 4/11 at 6:15 pm in the Media Center.

Ronald Horii, 3/18/02