Presentation Transcript

1. 2012 PROJECT GRADUATIONMeeting

   Committee Reports included FEBRUARY 27, 2012
2. Meeting Facilitator: Silvia D. Scaife, Chair Invitees: Committee Chairs and other 2012 Senior Parents Call to Order Committee Roll Call Approval of Minutes from last meeting(January 23, 2012) Open Issues Finance & Treasurer’s Reports Committee Reports and Updates January 23rd Recap & Major Decisions: GRADUATION is Tuesday, May 22nd at 7:00pm (cst) Auburn Arena Project Graduation will begin at 10pm for students/end at 3am 11pm is the cut-off time for student entry to Project Graduation Student Logo Design Artist and T-shirt Artist would receive gift cards January’s Gas Card Winner was Daisy Dai (Face Book/Twitter follower) New Business Photo Booth – Auburn Event Builder, Jasmine Oliver Other Adjourn AGENDA
3. Business Recruitment Clean-up Decoration Entertainment Facilities/Equipment Financial Food Games Invitations Prizes Publicity Security T-Shirts Thank You Notes Volunteers/Chaperones COMMITTEE ROLL CALL
4. NOTICE: Reports have either been copied and distributed or displayed from the projector by individual committee chairs. Please consider these reports as minutes for tonight’s meeting. Committee Reports/Presentations
5. Buffie Tuck buffietuck@gmail.com Ryan Daugherty Ryand701@earthlink.net Project Graduation is currently at ~ $15,000.00 The goal is $25, 000. The second round of contribution letters were mailed February 23rd. Please be sure to commit to personally contacting a business owner and solicit a donation from them. We will reach our goal!!! BUSINESS RECRUITMENT
6. Dawn Godfrey mdgodfrey@charter.net Dawn needs more volunteers for this committee. Each committee will be responsible for the break-down and dismantling of their own committee. For example, the Decoration Committee will be responsible for removing all of the decorations, the Food Committee will be responsible for cleaning the kitchen area, etc. It was agreed that most of the BIG cleaning up will be the following morning from 8:00am until 10:30am. Dawn will contact Tim Woody, Auburn City Waste Management Supervisor, to secure trash pick up for both May 22nd (due to the enormous amounts of trash collected during the regular school day…last day of school parties, etc.) and May 23rd. CLEAN-UP COMMITTEE
7. Tammy Norris tammynorris99@mindspring.com No report given DECORATION COMMITTEE
8. Felicia Minor jgriffin5577@charter.netTim & Jennifer Chambliss chamblissfamily@charter.net or timchambliss@gmail.com Natwinda Hinds thinds35@gmail.com No representation or report given; however, via an earlier email, Tim Chambliss stated this: “Our schedules have made it very difficult to get to the meetings, but Charles Cummings and I are still available to DJ if that helps you.  I just need to know if we are doing it so I can make arrangements to get the equipment.” Project Graduation Core Committees agreed to hire Auburn Event Builders to provide a photo booth. The owner will submit an invoice to Silvia and Jana. ENTERTAINMENT COMMITTEE
9. Becky Wynne beckywy@microsoft.com No representation or report given; however, this committee will work in connection with the other committees to secure tables and chairs, especially for the games area. Other items such as extension cords, electrical outlets, brooms, mops, etc. are included, too! Will there be an area that will be under lock and key and guarded around the clock for the more expensive prizes? FACILITIES COMMITTEE
10. Karen S. Anderson, Georgia Bass, and Jana Bodine (treasurer) This information is in a pdf file, and upon request, can be made available via email. Karen Spencer Anderson has committed to writing and submitting a grant to Wal-Mart as a opportunity to collect additional funds. FINANCE COMMITTEE (TREASURER’S REPORT)
11. Sherri Guenther sguenther@auburnschools.org Is there a food budget? Will some of the PG ticket money be allocated for food? Food donations are coming in rather slowly. Many of the vendors ask for purchases then they will donate. Creating a form letter for food solicitation may help with donations. This could help with the legitimacy of the contribution. Keep in mind, there will potentially be more than 1, 000 people consuming food and drinks for 4 hours. Parents of Sophomore and Juniors will donate desserts. FOOD COMMITTEE
12. John Helms HELMSJM@auburn.edu or john.helms@auburn.edu The Games Committee is in good shape. The Games Committee has been working on the following things and will be responsible for them the night of Project Graduation: Inflatables and Cash Cubes (3 large inflatables and 2 cash cubes) from Party Depot (Scott Key) Casino (10 card game tables) Bingo The next thing the Games Committee intends to do is schedule a meeting with the Prize Committee and Treasurer to work out what prizes we will be able to give away for Bingo and how much "funny money" will be needed for the Casino games and Cash Cubes. We have a few questions: 1. Is there a Setup Committee and what is their responsibility? 2. Who is responsible for getting tables for the Casino games?  We're planning for 6 or 7 students at each Casino table (rectangle tables needed). 3. Will there be a Store where students can buy merchandise with their "funny money" winnings? 4. Will there be Auctions periodically during the evening where students can bid with their "funny money" winnings?  If the Auctions can be arranged on a schedule, then we may plan for breaks in the Bingo games so that all students can participate in the Auctions. GAMES COMMITTEE
13. BeccaLittle beccalittlern@gmail.comTrisha & Mark Campbell trish.campbell1@alacourt.govand 43neareden@gmail.com The invitation and ticket design is in the final stages of being completed. The Tiger design is being incorporated in the layouts The following has been revised and is in final edits; parents letter, PG fact sheet, PG registration form, PG rules and regulations Printing for invitations, tickets etc. will be on schedule to mail, hand out to students etc. Play money has been the responsibility of the games committee so we do not have plans for printing this Committee members are working on the logistics for mail outs, handouts, and spreadsheets to document receipt of money, tickets, etc., and to eliminate any previous issues with this process Request gift certificates for the following: $50 to the design student for the use of his computer and software in developing the invitations and tickets. This could be to the Gnu’s Room A food gift certificate for the five guys who have printed the letters and other materials to date and plan to finish the project. The printing has been donated. INVITATION COMMITTEE
14. BeccaLittle beccalittlern@gmail.comTrisha & Mark Campbell trish.campbell1@alacourt.govand 43neareden@gmail.com Caroline Mullenholz revised the Parent Letter. The letters will be mailed before Spring Break. Deadline will be May 1st. Mrs. Rosie Torbert, AHS secretary has agreed to “house” an in-house/collection box to collect these forms. This committee agreed that the Registration Cards, Invitations to PG, and PG Tickets will be mailed to the students. INVITATION COMMITTEE 2
15. Georgia Aycockaycockk@charter.net These questions, suggestions, and concerns were addressed: There will be a schedule for the prizes. There will be an auction. Drawings will occur on the hour. Bingo 3-4 prizes per hour. Consider solicitation in Tiger Town. Both the Prizes Committee and the Games Committee have agreed to collaborate in order to determine the details of how both will handle give-aways, prizes, storage of gifts, etc. PRIZES COMMITTEE
16. LanetteFargasonlfargarson@auburnschools.org All is well with this committee. Continue to access the PG webpage for updates. Please remember to send information to Lanette so that it can be added. PUBLICITY COMMITTEE
17. SECURITY COMMITTEE
18. Dotsy Carter dwcarter@auburnschools.org The t-shirt design is gorgeous. It was created by a student in Mr. Cox’s graphic design class. T-SHIRT COMMITTEE
19. Robin Duke rkduke@auburnschools.org Representative indicated that this committee has everything in order and waiting to mail thank you cards. 75 thank you cards have already been mailed to the earlier contributors. Way to go! THANK YOU NOTES COMMITTEE
20. Patricia Stevenson stevensonfamily5@bellsouth.net Volunteers roles are different from the roles/duties of Security. Only working Volunteer parents will be allowed. 9:30pm parent volunteers should be in place until 3:30am. An electronic volunteer sign-up “sheet” has been created. Visit the Project Graduation webpage for specific details. VOLUNTEERS COMMITTEE
21. Dates for future PG meetings Monday, March 19th Monday, *April 23rd Monday, May 14th Deadlines: April 23rd Meeting This will give us a little less than a month to tie up any loose ends! REMINDERS
22. GOOD NIGHT…until we meet again!