Aug 27 informal fundraising planning meeting

M i n u t e s

ECE PAC — informal fundraising planning meeting

Wed, Aug 27, 2008
Wildcat Grill

Present: Lorraine Brown, Tara Field, Cheryl Hagen, Bonnie Kind, Verna Hoogeveen, Anne Russell


The meeting was called by PAC president Cheryl Hagen as there is a major fundraising event (ECE golf tournament at Bridal Falls golf course) on Sat, Sept 27.

Tickets for the tourney will be $50, bringing us approximately $10 profit per ticket. We will be selling a maximum of 75 tickets. Golfing starts at 2:30, with dinner at approx. 5:30 pm. There will be door prizes and a silent acution.

Cheryl reported that she had met with principal Ruth Neufeld that day and while Mrs. Neufeld supports the idea of a golf tournament, she does not want us to solicit any of the same sponsors who supported the hoedown in June, as she is concerned about donor fatigue. For the same reasons, she wants us to hold no more than one major fundraising event per school year. Thus, if there is a golf tourney in Sept, no hoedown next June.

Fundraising coordinator Lorraine Brown has been busy lining up sponsors and prize/auction item donors, and gave an update.

There will be opportunities for hole sponsorship at $100 per hole. Sponsors are encouraged to provide their own sign; ones generated by us will be basic laminated signs. Several sponsors have been found already. There can be more than one sponsor per hole.

We will be raffling a one-year membership at Bridal Falls golf course. Tix $2 or 3 for $5. We have Cottonwood Mall booked for several days to sell tickets, and need parent volunteers to staff the booth for two-hour shifts.

There will be a prize for closest to the pin on one hole.

Star FM is providing us with extensive on-air free advertising. Lorraine will also be making an appearance on the morning show to promote the event. Hole sponsors’ names will be featured on the Star FM spots and on their website.

We will be seeking musical entertainment from some East Chilliwack alumni.

All ECE parents are encouraged to help by:

Soliciting sponsors, prizes, and silent auction items (a solicitation letter is available from Lorraine).
Taking a shift or two staffing the booth at Cottonwood Mall
Attending the tourney as a paying player and encouraging friends/family to sign up
Volunteering to help at the tourney.

Call Lorraine Brown at ________________________ or lorrbrown@gmail.com to volunteer, and to find out who has been solicited already.

Actions:
Cheryl to keep Mrs. Neufeld informed of our plans
Tara to handle getting raffle tickets printed (using SD 33 printshop)
Anne to solicit ECE alumni musicians
Lorraine to coordinate sponsor/prize solicitations and to continue to liaise with Star FM

Other news:

Welcome Back meet and greet on Thurs, Sept 11. Hot dog/burger dinner. Volunteers welcome. Contact Sarah Burke at ____________________

Schoolwide (except kindergarten) hike up Teapot Hill on Tues, Sept 9.
Volunteers welcome. Contact ____________ at ____________________

Fundraising possibilities for 2008/09: Epicurean party, student-designed Christmas cards, scrapbook evening.