Social Committee Meeting Minutes (April 7th, 2004)

April 7th, 2004

The meeting was called to order at 1620 Woodhaven Ct. at 7:00pm.

Present

• Mandy Diercks - HOA Treasurer, Committee Chairperson
• Andrea Westmoreland
• Domenica Prince
• Pamela Pela

Items Discussed

• Questions for Rob Butler:
  • Need RSVP email to use to get people to RSVP for the block party, answered: rsvp@maxwellcreek.org. This will go to all members of social committee. If this gets to be a pain we'll switch it to just me or maybe 2 people.
  • How to get copies for block party flyer, answered: he can make them.
  • Need signs at all neighborhood entrances to remind people of the block party a week in advance (about Sunday the 18th) so they still have time to RSVP before the deadline.
• Still need to gather:
  • Tables — Andrea has skinny, card table sized one, Pamela has 2 regular card tables, Mandy has one banquet table (8 ft, ugly top, will need cloth). Will ask Butler's to use theirs. Some members thought that the HOA had purchased tables for previous events so need to check on that.
  • Grills - Tony Diercks and ask at least one other guy - Corey Lewis' name was thrown out there. Any other ideas? They would probably need to be able to bring their own grill.
  • Mandy and Pamela will go to Sam's Sunday morning to get drinks, dogs, buns, condiments to backfill whatever is not donated.
  • Coolers - Mandy has a really big 'hunters cooler' and several members had standard size coolers - should be good here.
  • Ice - someone needs to get ice the morning of. Will need some petty cash for this or keep receipts for reimbursement (not hard to get, doesn't take long.)
  • Baskets for prizes (if needed once all prizes are gathered). Large Fishbowl type container for prize coupons.
  • Coupons - Lisa said she has a roll.
  • Table Cloths - Pamela was going to look at Party City for the long plastic rolls. There may be some in my attic.
  • Bounce House Attendants - Pamela is going to recruit and make schedule for Bounce House Attendants.
  • April has attendants for the carnival game (extensive pack of roving family members).
  • Logistics of table sign-in (Rob has sign-in sheets).
    • train table sitter on finer points of sign-in.
    • system of who gets to vote and who doesn't (appeared to be a subtle highlight next to homeowner name).
    • issue only one prize coupon per family (regardless of voting status)
• The next meeting will be April 21st, 7pm at Mandy's house.

Action Items

• April - get specific costs for bounce house, carnival games and PA system. Mandy will give it to the Acct so check can be cut. Please allow several days (at least 3-4) for this to get done.
• Mandy - Tony Diercks to pull all of the previous party stuff out of attic for inventory.
• Mandy - replace / replenish face painting supplies.
• Mandy - get table and big cooler from in-laws.
• Mandy - Need volunteers for Ice getting.