Meeting Minutes
Subject:
Carnival Planning Meeting # 1
Date / Time: Tuesday February 25th, 2014 / 7:00 PM
Location:
Caribou Coffee – Round Lake Blvd.
1. Attendees:
Ted Peterson, Michele Behnke-Nead, Shannon Cleveland, Jessica
Munsterman, Jessica Rahier, Diane Wheeler, AnnaMarie Ferrell, Mary Dauman, Andrea
Butler, Kristi Werner
2. Donations / Raffle – Jessica Munsterman
a. Donation requests were sent 2/14 to the 47 + businesses that donated last year
plus several more that Jessica had added to the list. We have gotten some
generous responses so far already.
b. Discussed advanced raffle sales. Decided that we could send order forms home
with the kids a couple weeks before the carnival.
c. Will check on how we are doing in a couple weeks to see how many more letters
we will need to send, if any.
d. Need to check where the raffle boxes are kept,
3. Presales
a. Pete gave Kristy remaining presale stickers from last year’s binder. No changes
to the presale were discussed at the meeting.
4. Volunteers – Ted Peterson
a. Posted at conferences for sign-up. Did not draw many actual sign-ups, but it is
likely that the effort at least got people thinking about volunteering.
b. We will be making a strong effort to get commitments earlier this year by:
i. Utilizing an online sign-up process.
ii. Indicating time and duration of shifts and being clear that we are looking
for one shift only.
iii. Contacting various community groups (Senior centers, Scouts, High
School) and communicating clearly and specifically what we would like
from them and asking for a commitment in advance.
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Meeting Minutes
c. Ted wants to emphasize briefing volunteers and coordinating carefully where
they will be working and what they will be doing.
d. Ted requested the various committee chairs give an estimate of the number of
volunteers they will need per shift (including set-up and clean-up). It will also be
helpful to communicate what the work entails and what are the desirable
characteristics of the volunteers.
5. Publicity / Media
a. Diane circulated several previous year’s carnival posters. Group agreed on the
2012 version to use again this year.
b. Decided that using normal draft paper (11X17) would be sufficient, rather than
the expense of poster paper. Diane will check with Kathy Soucie about use of
the school printer.
6. Games
a. Adding “wacky hair” to this year’s carnival. Will need some additional supplies
for this.
b. Football toss also being planned. This will likely be the only additional room
needed beyond what has been used in past years.
7. Walks
a. No stuffed animal walk this year, due to concerns about used donations.
b. Plan to do cake walk and “pop walk”.
c. Discussed asking grocery stores, etc. for donations but decided it would be
preferable for them to make donations for bingo/raffle instead. Will continue to
ask families for donations. We will want to make a special effort to encourage
donations this year.
8. Money
a. Need help counting after the carnival. Shannon, Mary, Diane, Jessica, Kristi, and
Nichole Peterson (volunteered by Ted!) offered to help. Remember background
checks if you have not had.
b. Remember all volunteers handling money will need the background check.
9. Prizes
a. Idea to display prizes one week prior to the carnival to raise interest among the
kids.
b. Discussed the punch cards and lanyards – did find them in book. Pete will email
these to Andrea.
10. Food and Beverage
a. Need to inventory the warming house for supplies and determine needed for
this year.
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Meeting Minutes
11. Action Items
No.
1
2
3
4
5
6
7
8
9
Description
Provide number of volunteers per shift and
skills needed to Ted.
Set up “Sign-Up Genius” on web page
Check with Kathy Soucie re- printer use for
posters, etc.
Inventory of supplies for Games, list of
needed.
Forward info from carnival binder to chairs
as requested
Forward to Michele Carnival
Announcement, Raffle Donations, Walks
Inventory supplies in warming house
Forward 2013 Carnival “school map” to
Michele and Mary
Check binder and email Brenda to locate
Raffle Boxes
Responsible Person
All Chairs
Due By
3/11
Ted
Diane
tbd
3/7
Mary and Jessica R.
3/18
Pete
3/2
Diane
3/11
Michele and Anna
Marie
Pete
3/7
Pete and Michele
3/7
Complete
3/2
12. Next meeting: Tuesday March 18th, 7 PM to 8 PM at Caribou
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Meeting Minutes