Grad Night Meeting 1/16/2003

Note: [In brackets are news or extra information not presented at the meeting.]
Attendees: Sue Suttle, Ronald Horii, Lore Osaki-Horii, Jan Finger, Judy Frazier, Marilyn Berger, Wil Plouffe, Maureen Wincor, Autumn Gutierrez, Lisa Lesnikoski, Marla McKellar-Ayoung, Linda Nield.
Budget

The Grad Night budget has $6,555.61 in assets so far.
We started with $3.018.29 carried over from last year.
The AP luncheon generated $2,990.48.
Eggrolls generated $546.84. Doing once a month. Sales are going well.
We have $13,799.50 in expenses identified so far.
The tickets will cost $65 each, with a minimum order of 200, or $13,000 total. Extra tickets beyond 200 will cost an extra $65 each.
Sue called Boda about the keychains. The total cost for 250 keychains is $799.50. They will cost $2.85 each. (They cost $2.35 in 1997.) There is a $75 mold charge. The rest is for shipping.

Sue signed the contract with Camelot Park last week.
The DJ and karaoke are on it.
40 tokens per student will be provided. Extra tokens can be purchased for 30 for $5.
$5000 is due May 1. The balance is due by May 30.
The list of attendees is also due May 30.
In the past, we paid the bills on time, but turned in the names of attendees in at the last minute.
Last year, we had sold less than 50 tickets by May 30, but we had enough in the PTSA coffers to pay the bills.

We still need to ask the Lincoln Foundation for funds. We need to get a letter out. [Judy Frazier wrote a letter for Sue to sign and send out.]
We make about $230-$240 on each eggroll sale.
We need donations of prizes that we could use for ticket sales incentives. We could use prom-related prizes (restaurant vouchers, limousine rides, flowers, etc.).

We need to sell as many tickets as possible before May 30.
Marla is handling ticket sales and will start soon.
The students need a signed permission waiver to go. If they are 18, they can sign it themselves.
We have 1 prom bid to use for a raffle prize for promoting ticket sales.
We voted on and approved selling tickets for $60 before spring break, $65 thereafter.
1/25 is the last day of the semester. We can start selling tickets the last week of January or the first week of February. We can sell the tickets after school.
Sue needs to know by the end of January when ticket sales will begin so she can put an article in the parent newsletter.
We can ask Mr. Funk to announce ticket sales in the schoool bulletin [and the call home to parents].
We can take deposits and partial payments for tickets. It is up to the ticket sales committee if they want to handle the extra paperwork.
We can say that people who are paid up by spring break will be eligible for the raffle.
The keychains will go to the students who buy tickets. Last year, we gave them out when we sold the tickets. We put a mark on the cards when we handed them the keychain, so we knew who got them. In previous years, the keychains were given out at bus-loading.

We voted on and approved setting aside $1625 for scholarships, the equivalent of 25 full scholarships.
Last year, most of the scholarships were partial.
Amanda Bush knows which students need financial aid and will designate who gets the scholarships.

Anne Storer was originally going to do publicity. [Anne said she can't do it.]
Ron has pictures of Camelot Park for use on posters. He made some posters last year.
We made posters last year. We had students help put them up. However, many of these were torn down. Ron made up some posters and had Mr. Heller sign them, then he taped them up securely with tape completely covering all 4 edges. He put them up at strategic locations: in front of drinking fountains, on the kiosk, at the entrance to the cafeteria, by restrooms, by the cafeteria line, by Student Services, etc. Most of these stayed up.
Ron gave a CD with the pictures to Maureen, who will make the posters. Autumn will help put them up.

We provide all the food and drinks.
Judy Frazier and Candice Stein are working on food donations. Several people are helping. We can always use more help. We need people to solicit donations from local businesses.
We need to get organized by April.
For donations, we need a contact name, and phone number. We need to contact the donors from last year. They are listed on the bottom of our homepage.
We got gift certificates from markets. Parents bought some of the gift certificates, then we used the money to buy supplies from Costco.
Noah's Bagels gave us two huge bags of leftover bagels last year. [They did not come with cream cheese, so we had to go out to buy cream cheese, as well as plastic knives.]
Maybe we can get donations from Costco.
We need to send out a letter on school letterhead asking for donations.
Trader Joe's will do donations of specific products. We can ask for things like chips, nuts, water, etc.
We need non-senior parents to help pick up food donations. Food that will keep. like cookies, can be picked up a day ahead. Hot food, like pizzas, need to be picked up just before the buses load on Grad Night. The food will be loaded into the buses.
Last years, some of the chaperones helped set up the food at Camelot Park. However, in other years, some parents went up separately and early to help set up the food.
There's an owner of a local Yellow Cab company who is a Lincoln alumnus. He may be willing to help us pick up food.

We will need a minimum of 6 chaperones. The contract requires 3 chaperones per 100 people.
We need to ask parents to chaperone.
Chaperones need to travel to and from the park on the buses with the students.
We can ask teachers and staff.
Carlos Aguiniga and Adrian Phillips helped last year.
We need to contact the chaperones from last year and ask them how it went, what worked, and how we can improve.

Raffles at the park, small prizes [maybe disposable cameras]
We can give out prizes for karaoke singers.
Ron got an E-mail from a hypnotist that may be able to come and give a show at the park.
Ron will look into other forms of entertainment: magicians, comedians, game shows, face-painting, henna tattooes, hair-coloring, etc. and will report at a future meeting to be voted on.

The next meeting will be on Thursday February 27 at 7:00 pm in the Media Center.

Created 1/20/03 by Ronald Horii, Webmaster

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