Meeting Minutes – May 14, 2008

Leo's Pub

Meeting called to order at 7:10 p.m.

In Attendance

Bob Noel, Jeff Sanderfield, Chris Sanderfield, Ron Markus, Barb Markus, Laura Schauer, Randy Forsyth, Kim Maiers, Al Ronek, Don Schwenker, Christy Kies, and Make-A-Wish representatives J. Mest and J. Kilburg

Old Business

  1. Shared correspondences from Trevor at Target House II and the Rockford Parrothead Club.
  2. Discussion of how the meeting went with Kirchhoff. FANTASTIC!!! Mark is more than willing to help us out however he can to help us sell his products. Signage is already in the works through Kirchhoff.
  3. Land Shark buckett update... 100 buckets ordered for our club to use however we want. Buckets at the event will initially need to have Land Shark beer sales with them. Price has already been determined for the bucket and 5 beers.
  4. Still need more items donated for making baskets. Doing great on sponsorships but needing items for baskets at this point.
  5. Update on mailing campaign... not going well. We have received very little response to the mailing campaign. Likely not to do this next year unless it picks up substantially over the next month.
  6. Update on major sponsors so far. Doing better than we expected!!!!
  7. Discussion of transportation options for attendees. 3 Men And A Bus will be providing transportation.
  8. Date determined for the centerpiece assembly at Markus' home. Tuesday, June 17th
  9. Date determined for putting together baskets at Markus' home. Tuesday, June 24th
  10. Raffle prizes yet to be determined. This will be done by our June 5th social.
  11. PSA completed.
  12. Hotel room welcome gifts arranged with Kirchhoff. Bud buckets w/ Bud product.

New Business

  1. Discussion with Make-A-Wish representatives about what we can and cannot do pertaining to OPH. *Raffle ticket expenses and sales must be kept separate. *MAW logo can be used in the advertising on the billboards. *50/50 can be done. *MAW will provide volunteers to help the night of OPH. We need to look at shifts needed and possible guest passes for volunteers (discussion of free passes if they are working all night and reduced entry fee if they are working 1 or 2 hours and then staying for the event). *MAW wondered about having a "Wish Kid" on-site at OPH. We encouraged them to allow this child to participate.
  2. Discussion of radio advertising options. Decision made to not spend the funds to do radio advertising based upon expense and other advertising options that we have. The PSAs will proceed.
  3. Tickets for OPH are now printed. Contact Ron or Barb Markus to get your tickets for pre-sales.
  4. Discussion of a company that has requested to come into our event and set up a booth to sell their items. Motion by Kim, second by Ron to not allow outside companies to sell items due to conflict with our club sales. Motion passed 9-0
  5. Discussion of the club operating budget for the rest of 2008 and OPH 2009. Motion by Barb, second by Kim to keep funds from the club sales tent for the club operating budget. Motion passed 10-0
  6. Discussion of current club by-laws. Motion by Bob, second by Jeff to amend the by-laws to allow for nominations for board positions at our June business meeting, with voting to take place at our July business meeting, to allow for positions to be filled effective August 1st of each year beginning in 2008. Motion passed 9-0
  7. Discussion of some recent decisions made without proper approval by the board. Reminder that all decisions made on the club's behalf must be approved by the board or voted on at a club business meeting and not made by an individual.
  8. Wing Fest in East Dubuque is being held August 9th. Discussion of our club having a team enter the cook-off. There is a $50 entry fee that includes 40 lbs of wings for cooking. Further discussion of this at a later time.
  9. Discussion of the June phlocking and business meeting.
    • Phlocking - June 5th at Spirits Bar at the Days Inn.
    • Business meeting - June 19th at DaVinci's.
  10. Discussion of the July phlocking. Gunthers Bar in Centralia is willing to provide us with $2.00 Land Sharks and provide Buffett music (either through cd's or possibly contacting Al about playing). Also willing to provide us use of the deck, weather permitting. Motion by Ron, second by Laura to hold our July phlocking at Gunthers Bar in Centralia. Motion passed 9-0 (note that July phlocking will likely be held the 2nd Thursday of July rather than the 1st Thursday of July due to the holiday).
  11. Motion by Chris, second by Kim to adjourn. Motion passed 8-0.

Meeting adjourned at 9:40 p.m.