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PFA Meeting Minutes: March 9th 2015

Meeting called by: Leah Elzinga, Chair

1.       Opening 19:16pm

2.       Additions or amendments to the agenda

None

3.       Dragon Dash: quick update

Medals are in process of being ordered. Need to be ordered this week or they will not be in on time.

 Alicia asked about the status of volunteers. Nicole said she was going to Rotary to confirm, but getting 10 people to volunteer shouldn’t be an issue.

51 registrations to date with $905 in profit.

Having issues with Sobey’s with donating water and bananas, but we do have the pure protein bars.
Brandi suggested asking Costco. Sarah said that she has a contact with Costco and said she would ask.

Leah brought up that the general consensus with the medals was that it made more sense to have the nicer medals to entice the regular runners and make this a legit run.

4.       Sham-ROCK

a.       Locations for novelties, concessions, tattoos, photo booth

Concession and etc. worked best outside the gym, which keeps the less localized. The cash register has been purchased and pre-programmed and it makes keeping track of the financial aspect easier

Nadine asked for float costs. Leah gave it.

Kathy said that the leadership students are all over doing the tattoos. Letters are going to be sent home to get a number to how many are going to come.

Leah showed the lights that she purchased and talked about the pros and cons about the smaller lights vs the larger white lights that she couldn’t actually get. The lights were $85 each, which is in line with the $400 budget that we had for them. The only things that we need to worry about with these are extension cords

b.      Food and novelty totals (Dawn)

Dawn has picked up soda, but thinks we need more.

c.       Decorations

Dawn and Sarah got decorations that will be able to be used year after year, though they went a little over budget. Balloons for décor are still needed to add to have some on the floor too. Leah suggested 6 tables. Nadine suggested setting up the tables close to the door and concession while we push the dance floor farther to the back of the gym. Lights will go on the four corners of the gym.
Leah suggested using the lounge for the photo booth and making it DIY. Use one of the pie toss booths. The plan is to have it close to concession to be monitored.

d.      Set up time
Sarah said she would be here by 16:00. Everyone can come and help as they can.

5.       Carnival

a.       Website is under construction

It’s not listed on anything until it is actually up and running. The idea is to launch our site and the festival site at the same time, approx. May 1 when the media campaign launches.

b.      Leah has created a fact sheet that includes all information for sponsors, community groups and non-profits, and volunteers.

                                                               i.      The file has been uploaded to the PFA-specific page

                                                             ii.      If  you would like to request any updates please let Leah know

c.       Knights and Ladies will be $1000, possibly sponsored by Morinville News

Wonder Woman has been confirmed. She has a friend who cosplay’s Cinderella and has just finished the new Cinderella dress. Application has also been put in for Darth Vader and some Storm Troopers.

d.      A request has been in to Zoo2U but not response yet; estimated $1000-1400 for two days

e.      Approximately $2500 should cover all of our costs. Festival is already covering $2000

f.        PFA/SC members are welcome to start soliciting sponsors and community if they’d like.
A list of sponsors will be placed on the PFA Facebook page so that we are not doubling up on places that have said no. Please post who you have contacted when you have contacted them and what their response was.

g.       BBQ… Still going forward. Located outside the arena doors. Nadine possibly has access to an industrial sized BBQ. Leah asked to let them know that we would be happy to consider them a sponsor. Nicole has a large industrial BBQ and a tent. Talked to the town about getting their hotdog broiler.

BBQ done over both days, not just one. Kathy to find out about refrigeration on the grounds.

6.       Meeting Close 20:03

PFA Meeting Minutes: April 13th 2015

Meeting called by: Leah Elzinga, Chair

1.       Opening 18:54

2.       Additions or amendments to the agenda.

a.       Sarah adopts agenda, Leah seconds

3.       Reports

a.       Nadine is tasked with completed the society annual return. The bank balance should be available for the next meeting.

4.       New  Business

a.       Dragon Dash

122 officially registered. Sitting at just under $2600 raised (in total)

Medals cost $1047, should come in this week.

Jo mentioned that Amyottes also supplies medals. Suggested a tie in for next year with clothing orders.

Nicole confirmed 11, perhaps 14 volunteers for Race Day. Alysha asked that traffic volunteers be at least 16 or older.

Package pick up volunteers confirmed for Friday and Saturday at the Running Room in St Albert.

Concession at the run is a go. Stuff in

b.      Playground

New budget for playground is $130,000, which is $30,000 less than originally expected. Plan is to construct the playground the first couple weeks of July.

c.       Carnival

                                                               i.      Mrs. Walter will attend Carnival in Mr. Rufiange’s place

                                                             ii.      Sponsorship

Goal of $2400. We do have the money in the bank to run Carnival on our own, but every sponsorship helps. Nicole reported that Interact is willing to be involved.

                                                            iii.      Relationship with SJB

Two members part of Rotary said they didn’t know what was going on and that they’d never heard of it, making it sound like we weren’t legit. It did get sorted later as those members hadn’t been attending meetings.

Sparkle Tattoo Lady is out due to double booking with the farmer’s market.

Minor League Hockey is willing to let us use their concession. It’s not right next to Carnival, but they are willing to let us put up huge signs. Leah called a vote. Unanimous in favour of hosting a bbq using the arena’s kitchen.

                                                           iv.      Community Groups

Leah offered to open up a wider net on looking at community groups. They can join right up to Carnival, but in order to get into the ad campaign they need to be committed by May 1^st.

Cosplayers are in for both days: Wonder Woman, Spidergirl and Spiderman and Wolverine. They’re on board with being floaters and helping out wherever.

Art Club willing to donate a large poster to be coloured by kids while they wait in lines for different activities.

                                                             v.      Contracts

Medieval group on board. Dafoe paying $500. He’s also interested in being involved in the cosplay group as well. Leah needs to talk to Paul about the bouncy castles.

Zoo2U is $250 an hour. Leah asked if we wanted to pay for the whole shebang. Kathy suggested scheduling 2 hrs each day. It was agreed that was the best idea.

                                                           vi.      Volunteers

Best Buy is in. Looking forward to doing the WiiU booth again.

Kids have been asking Leah about volunteering. Agreed that it was a great way to get their volunteer hours and gets them out in the community.

Citie Ballet has committed and we suggested that they bring the bar and show them how to do the stretches and moves as well as having their shoes and costumes available to look at.

Rockband wants to perform. Leah asked about other things which can be planned using the stage. Sarah suggested a separate mini dance floor in front of the stage so kids can dance when there aren’t any acts on the stage.

                                                          vii.      Printing/Media

We’ll be doing postcards and handing them out to both elementary schools so they get out. The big Posters with have SJB with Carnival, we’ll only have a few just Carnival posters. Lawn signs and banners still needed to be ordered. Sarah said School Council is willing to pay for one of the banners.

d.      Little Ceasars

Unanimously onboard. Nadine volunteered to be in charge of ordering. Leah asked who is willing to contact them and sort info out. Kathy volunteered to assist.

5.       Sea-Can Vote

Offered to allocate $4500 to C-Can for MPS playground Equipment. Leah amended to a full $5000. Vote was unanimous.

6.       Chimes

Kathy asked about the hand chimes. Leah suggested that we commit to partnering with School Council to purchase the hand chimes by the end of June, pending the full financial information be presented at the next meeting. Leah called the vote. Vote was unanimous.

7.       Meeting Adjourned 19:52