Meeting Minutes - February 19, 2009

The Voodoo Lounge

Meeting called to order at 7:01 pm

In Attendance

Ron Markus, Barb Markus, Laura Schauer, Ladd Nelson, Christy Kies, Jody Bradley, Cindy Tucker, Kim Maiers, Randy Forsyth, Roxanne Gartner, Al Ronek, Michael Gorham, Janet Bries, and Jason Bries

Old Business

  1. 501c3 - The Dubuque Phlockers has officially been notified from the IRS that we are a tax exempt, non profit organization.
  2. OPH 2009 - 70 days to the event. Paperwork has been dropped off at the following sponsors; Kohls, Best Buy, Sam's Club, Walmart, the Dogtrack and the Diamond Jo. Copies of the letter stating the club is now a non-profit, tax deductable organization were included. Janet should know by next Friday, (Feb 27) what the Diamond Jo Casino will donate. Now is the time to start talking to businesses and collecting donations.
  3. Advertising - Jody Bradley has checked on their marquees. Christy checked into billboards, Lamar will get us a 10x22 ft billboard for $300. Cumulus radio has a couple different packages that fit into our budget. Discussion continued on TV versus radio and which would give us a better exposure then caution on advertising too much that we oversell the event since we are in a smaller venue this year. Al Ronek will contact Katie at KCRG, she likes to do local stories on Dubuque and maybe she can do a spotlight piece and we can feature the quilt.
  4. Quilt - Cindy brought the quilt to show the finished version. Still waiting on feedback from JB on whether he will sign one of the squares and if it gets returned in time for this quilt. Raffle sales are hopping on the website, through Paypal. The latest check of the sales were at $240. Cindy would like a name picked for the quilt. Discussion centered on some possibilities. Discussion also places the quilt could be displayed to generate publicity and raffle sales. Possible sites included the mall, (Humane Society), HyVee. Cindy will take new pictures of the quilt and send to Ladd to be published to the web site.
  5. Volunteers - So far we have 11 volunteers from the Make-A-Wish Foundation to help with OPH. Randy is working on a jobs list and a time line based on what needs to be done when t give us an idea of how many people we will need. Discussion on admission price for the volunteers. Ron made a motion to have admission at ½ price if the volunteers work 1 shift (2 hour), admission is free if they work two shifts. Ladd Nelson seconds, everyone in favor, motion passes.
  6. Raffle/Auction items - Barb has the quilt raffle tickets, please contact her if you would like some. 1 ticket for $5, 5 for $20. Can be purchased on line through the Dubuque Phlockers website.

We need a couple things for a large raffle item, like a TV, please let Ron know if you have any leads on a good raffle item. We also need a couple auction items. We have the smaller quilt for one of the items, we need 2 or 3 hot items for the live auction.

Make-A-Wish had too many baskets for their Gala event, they donated the excess to the club for OPH. This will reduce the task of gathering silent auction items ourselves. Thanks to Make-A-Wish for thinking of us!

New Business

  1. Ron and Barb restocked the club merchandise and sold a respectful amount at the Quad City event last month. Discussion on reducing the stock of the 2008 club koozies. Ron made a motion to sell Al Ronek a gross amount at $1.00 each to be distributed at his discretion at Pirate Over Fifty events. Ladd Nelson seconded, motion passes.
  2. Christy Kies made a motion the club purchase (restock) the supply of the light up leis for OPH 2009, Cindy Tucker seconded, motion passes.
  3. Discussion over the ability to be able to speed up the check out process at OPH, and print receipts. Ladd will investigate further and follow up.

Upcoming Events

  • Al and the Mississippi Band is playing at Jumpers on Tuesday, (Fat Tuesday), 6-10pm, preview of the band that will be playing at OPH 2009.

Meeting adjourned at 8:25 pm.