Online Meeting – November 2, 2014
In Attendance: Ali H., Emily (had to leave early), Ashley, Ali J. (had technical difficulty and had to communicate
through text), Kathleen, Jess, Sarah, Jenn, Abby, Amy, Molly (had technical difficulty and had to communicate
though text)
Old Business:
Recap of our last meeting
Officers/Committee Member Procedures
Officers (President, Vice President, Secretary, Treasurer)
Committee Members (Children’s Activities, SOS, Playgroup, Entertainment Club, Philanthropy,
Web Editor, Book Club)
Major decisions will be made by the whole group (2/3 majority needed to pass)
Officers can make day to day decisions to keep things moving
NICU
NICU Project is a service project not philanthropy
We will be holding a Super Service Saturday on November 15th to work on handmade items for
the NICU donation
The bags will be delivered to the hospital December 22nd or 23rd
Only 2 – 3 people will be able to deliver due to health and privacy reasons
NEW – Missa will put a button on the website to link to a NICU page
Page will tell more about project
Thank donors and list donors and their websites
Future – link to donation page
New Business:
Gala – February 21, 2015 at South Slope Community Center
Vote on if we should hold the Gala:
10 Yays 3 Nays
Theme
All That Glitters?
Any other suggestions will be voted on Monday November 10th
All Galas will be named our “_ annual Winter Gala”
Themes can change each year to keep things fresh
Dress
Cocktail attire
Volunteers for Gala Committee
We need 8 volunteers – Officers and Committee Members only
Let incoming officers/committee chairs help with the Gala and introduce them as the
new officers at the Gala
MUST BE AVAILABLE FOR MEETINGS BETWEEN NOW AND FEBRUARY 21ST TO COORDINATE
EVERYTHING
Meetings will last about an hour
Committee Volunteers: Ali H, Emily, Ashley, Kathleen, Amy, Abby, Sarah, Missa
Jess and Jenn will help when they can
1st meeting week of November 17th
Goal: review the poll from after last year’s gala. Figure out what your visions
are for the gala and what the theme will be. Can we make the Gala cheaper
than last year or free. What department are we donating to this year? Do we
have a monetary goal?
2nd meeting week of December 8th
Goal: decide on who to contact for food and if it can be donated. Have food
plans confirmed by December 31st
Decide on entertainment and start contacting people so they don’t book up
and find out cost
3rd meeting week of December 29th
Goal: decide on the alcohol situation. How much to charge per drink? Do we
want to do the suggested donation we did last year or should we invest in a
liquor license? Are we going to do the drink tickets like we did last year?
We cannot officially charge for alcohol without a liquor license
because of South Slope policy
Emily suggests a bartender not affiliated with IMP because last year it
was hard to cut off our members/friends
Decide on entertainment and have back up just in case. Have someone booked
by next meeting.
th
4 meeting week of January 19th
Goal: decide on the prizes. How many prizes do we want? How do you want to
let people win them? Raffle like last year?
Do we have our entertainment booked?
Look into photographers.
LiteRite?
5th meeting week of February 2nd
Goal:
6th meeting week of February 9th
Goal: work on decorations and coordinate check in table, introduction speaker,
slide show during dinner (do we want to highlight the department we are
donating to or do we want to do something funny like the crazy positions we
find our residents sleeping in after their shifts)
7th meeting week of February 16th
Goal: Finalize any loose ends. Confirm catering, decorations, linens,
entertainment, and photography
Gala Set Up: February 21st
*** THERE MAY BE ADDITIONAL MEETINGS DEPENDING ON NEED. IF YOU VOLUNTEER
FOR THE COMMITTEE PLEASE KNOW THAT YOU WILL BE EXPECTED TO BE AT THE
MEETINGS OR DECISIONS WILL BE MADE WITHOUT YOU***
Thoughts for the Gala
What should we do about pricing? Do we want to try to make it free? If not free, than what should we
charge? What about free for members but a cost for non-members?
Jenn – What we charged last year was cheap
If we had the food donated it would be easier to cut the cost of entry – it is a big chunk of the
cost
The money goes to the hospital as a donation – shouldn’t be a problem to pay to go
Last years survey didn’t say anything about the price or not having the 126 dinner
The free dinner is in the past, we are more than that now
We need to make money some way so that we can make a donation
Can medical partners match funds up to a certain amount?
How much would we make off of raffle tickets and alcohol donations?
It is up to the committee to set the price and decide what department to donate to
Can we donate to an adult department since we donated to the pediatric hospital last
year?
“The Gala is a celebration of a great organization and supporting our hospital”
Budget Review
New budget allowance Effective January 2015
Each committee will have a set amount for the year (January – December) and the committee
chair will be able to spend that money however they see fit. If you need to spend over your set
amount you will need to fill out a request form, the treasurer will check to see if your request is
in the budget. If it is then the entire group will have to vote to grant any requests by a majority
vote.
Extra money request form
Sample Form
Budgets will be reevaluated and revamped to make sure each committee has enough money
Vote to approve new budget method:
10 yays 3 no response
Marketing Position
Can we get rid of the marketing position?
Not a necessary position anymore with our exclusive sponsors
Officers can be in contact with sponsors
Vote: 10 yay 3 no response
Jenna Vancura
Any new information?
Molly still hasn’t gotten a firm answer on her current condition and needs
What can we do to help?
Now?
Send a “thinking of you” card – let them know we are thinking of them and want to
support them
Missa will buy the card and bring it to our NICU Saturday event
Once Jimmy comes back to Iowa?
Make sure we don’t overstep and force our service on him if he doesn’t want it
Freezer meals are a good idea
Officers Staying/Leaving
Officers that are leaving:
Abby (Philanthropy)
Jenn (Children’s Activities)
Ali J (Treasurer)
Molly (Book Club)
Emily (Vice President)
Allie B (Playgroup)
Rebecca (Marketing – getting rid of marketing position)
Officers that are staying:
Ali (President)
Jess (SOS)
Kathleen (Children’s Activities)
Amy (Philanthropy – May be moving to Treasurer)
Sarah (Entertainment Club)
Missa (Website Editor)
Ashley (Secretary – Will be moving to Vice President)
Open Positions:
Secretary
Treasurer (unless Amy decides she wants it)
Playgroup – make it be 2 positions (One North Liberty/Coralville Mom and one Iowa City Mom)
Children’s Activities – Kathleen says she can handle it alone if no one volunteers
Philanthropy – possibly 2 spots if Amy moves to treasurer
Book Club
New Position
Recruiter Position
Welcome new residents
How to fill open positions
First come first serve like in the past
If more than one person is interested we can vote
Virtual Meeting
Officers in attendance felt it went well
Maybe we can use it as a monthly check in meeting in the future