Grad Night 5/9/02 Meeting Minutes

• Attending: Ronald Horii, Terri Moffatt, Lorraine Campbell, Kathy Allyn, Marlene Wintink-Snell, Joanmarie Woertink, Jan Theiss-Guffy,
• Contract
• The minimum balance of the contract is due May 30. We paid $5000. We will need $7000 more. There is a 200-person minimum. If more than 200 come, we need to pay for those additional people, but we won't know how many until the ticket sales are over.
• The PTSA requires a rider in the contract for the bus company. This goes to Camelot Park.
• Fundraising
• Terri Moffatt is handling the eggroll sales. They are every Tuesday and Wednesday.
• The eggrolls were late one day. We got a $50 credit.
• We are mostly selling out.
• Terri will keep the number of eggrolls to 380. If they all sell out, we make $190 profit in 20 minutes.
• We've made about $1000 in profit so far.
• We could sell drinks. Last year, we made 25 cents each. Someone else besides Terri would need to handle this.
• The eggrolls must be paid for in cash at least a day in advance.
• Eggroll sales will be on May 10, 17, 24, 31, and June 6.
• We talked about taking orders from teachers for eggrolls, then delivering them to the teacher's lounge. Mrs. Gernreich said that it would be too much work, and the teachers should just come to the front of the line.
• Terri was wondering if she should keep some of the eggroll money and use it for buying supplies at Costco. Karen Jolly said that Terri should close out the eggroll fundraising and buy the supplies separately (see below).
• Food - Mary Ellen Kuykendall
• Mary Ellen could not come to the meeting, but she sent a note:
I have gotten donations since the meeting from:
* Coco's - E. Hamilton Ave, Campbell 20/25 muffins and any leftover pies (manager says she will make extra the day before)
* Giorgio's Italian Food - Foxworthy Ave, 1 large pizza
* Greenlee's Bakery - 10 dozen butter cookies
* Gunthers Deli - Meridian Ave, 1 vegetable tray

One of the women at the last meeting said she would check with Starbuck's and Di Puccio's.
At this point I consider myself done with food soliciting.  I hope this will be enough food.  We have fallen short on pizza's, but have other
items that we didn't have in the past that will hopefully make up for it.
WE STILL NEED PEOPLE TO CONFIRM FOOD ORDERS THE DAY BEFORE, MAKE PICKUPS AND TRANPORT THE FOOD.
I won't be at the meeting this week, but keep me in mind for other jobs that need doing before the week of graduation.
 

• The PTSA has not received any food coupons or verification yet.
• Joan-Marie will be able to get coffee from Starbucks. We need to tell them how much coffee we need. The PTSA has a 100-cup coffee maker.
• Joan-Marie will check with Di Puccio's.
• The eggroll supplier may be willing to donate eggrolls to Grad Night. Terri will talk to them. We could ask for 100 eggrolls and buy 100, which would cost us $50. Terri can bring the eggrolls to the school on Grad Night.
• Terri said she could go shopping at Costco for additional food and supplies (see below).
• Publicity
• Mary Kay Tocce is handling publicity. She could not come to the meeting because of a death in the family, but will be back next Wednesday to help with publicity if needed. Contact Mary Kay if posters are needed for ticket or eggroll sales.
• We allocated $200 to pay for materials.
• Tickets
• Kathy Allyn is organizing the ticket sales. Marlene is helping.
• They sold 19 tickets to date. Kathy turned in $1140.
• To promote ticket sales, we raffled off 2 prom tickets. They were won by Chelsea Gough and Jonathan Foresee. They were announced today.
• The budget forecast projected that we could afford 33 full scholarships, assuming a $3500 carry-over to next year. We can say that $2000 is available for scholarships.
• Some students said that they could not come to Grad Night because there is a senior cruise leaving for Puerto Vallarta the morning after Grad Night. This is not associated with the school, and it is not likely that many seniors will be going to this.
• Bus Loading
• Lore Osaki-Horii is handling bus loading. See needs helpers.
• Terri and Jan Theiss-Guffey said they could help.
• Chaperones
• Kathy is handling chaperones. Camelot Park requires 3 chaperones per 100 people. We will need 6-8 chaperones.
• Helen Chapman, Georgia Shaft, and Lorraine Campbell said they could help.
• Sandy Saadi may be able to help.
• In the PTSA meeting following the Grad Night meeting, the following expenditures were approved:
• $7000 for the payment to Camelot Park due 5/30.
• $300 for Grad Night food expenses. Terri will do the shopping.
• Lorne Silva and Judy Frazier signed up as Grad Night volunteers. Judy signed up for food running.
• Staff members may be able to help. Adrian, Carlos, Amanda, and Kelly helped last year.

Ronald Horii, 5/9/02