August+Ribbon+Cutting+Celebration+-+August+29,+2009

Meeting Minutes 5/11/09** Those in Attendance: Charlotte Bradford, Jill Heebe, Erika Briggs, Nancy Hewitt, Liz Healy, Erin Berrigan, Laura Brown and Susan Morgan
 * Information about the Ribbon Cutting Party on August 29, 2009

Minutes: 25th Anniversary Invitation - those who attended meeting like the invitation sample that was shown, and with regards to which students, etc. to use for the picture on the cover, there was many suggestions (ie. alums, former faculty, current students from each school). Also, want any sponsors to be listed on the back of invitation if possible. Any Sponsors need to be secured before Friday July 10, 2009. The invitation will need to go to the printer no later than July 20th. Need time for proofing and finalizing design. School will coordinate the design, printing and mailing of the invitation. Mail date - August 3rd (Sue Zaunbrecher)

There is a large attendance expected for the 25th Anniversary Party - 450-500 people. Please do not forget about parking arrangements. Lighting walkways, etc.(Sue Zaunbrecher)

A discussion took place about those persons to target for either 5 $1000 gifts or perhaps get several small gifts ($250) per donor and have each room or station have 4 donors each. Names were mentioned and the sponsorship person will follow up. The committee asked how much funds were already in place for the function in an effort to know how much to solicit from the community - this info to come from Sue Zaunbrecher. Whoever the sponsorship person is for the party (Liz?/Nancy?) please do not ask anyone unless it has been run through Jane Dunn to make sure that there is not a conflict with any other fundraising for 25th Anniversary, AATP or other.....**__Do not__ ask AATP sponsors on the list provided by Jane**. Are you going to do a letter inviting them to be sponsors? Would like to review before it goes out. Thanks! From the last meeting, thought we had agreed that the party budget would be whatever CESPA Pot Luck budget is(think this is approximately $1000-$1200 based on past 2 years but Erika and Charlotte know better than I) plus sponsorship amounts raised. Also thought proceeds from the art auction and sale of jewelry could augment. We are hoping to make money on this party so that the cost of the Leadership Brunch on Jan. 30th is offset somewhat. I have budgeted an amount for the Leadership Brunch $3,000-$5000 but not for this party. If I need to budget something for this, ie the sponsorship ideas do not materialize let me know soon. (Sue Zaunbrecher)

There was mention of using a caterer for the food during the event, with passed hors d'oeuvres. Can use students to pass food. The committee wants to ensure that there is very nice food at the event. Will need to secure more wine and beer for function, as we have only 8 cases of red & 3 large individual bottles of red and 3 regular sized bottles of white wine plus 3 cases of white wine on hand at the school to use. We will use some of the wine for the year end teacher's party....not much though. RE: Saterer: Please be aware that there are not kitchen facilities in this new building...refrigerator, sink and microwave in lounge only. As far as students passing out food...think this will be a disaster...maybe some high school alumns who need service hours, but not current students, they need too much supervision, the high school kids are bad enough (ask Heather Simon who has done volunteers for AATP. Think you can contact SSA and St. Paul's though...make sure you have someone on the committee assigned to overseeing. (Sue Zaunbrecher)

Ann Bailey will handle getting entertainment for the event - perhaps a Jazz Trio, etc. Cost needs to be included in the budget. (Sue Zaunbrecher)

Laura Brown will look into having a commemorative piece of jewelry made for the event and to sell. The price range for the piece should not exceed $30.

Committee will contact to coordinate their sponsor list in and effort to not target the same people to ask for donations. We can post the sponsor list on the Wiki....They should coordinate with Gayle Croxton and Jill Giberga, not Cindy. Cindy is only lending the house. Not sure they are not going to be trying to actively find sponsors. (Sue Zaunbrecher)

Jane Dunn offered the use of the Children's Museum Gala event brochure with sponsors names to the committee try to identify companies and people to solicit for the 25th event. Committee asked for lists of alums to identify possible sponsors for event. To be provided by school. I want to tread very carefully about approaching alums....Would rather invite to the party, get them involved and engage for future donations...will the Sponsorship person get their list together (companies and current parents or whoever) and let's meet to brainstorm... (Sue Zaunbrecher)