Tuesday, January 28th, 2020
The business meeting was held at the Goshen VFW, 1201 W Pike St, Goshen Ind, at 6:30 PM. The meeting was opened in due form by E Director S Holmes.
E Dir S Holmes gave the opening prayer. E Dir S Holmes also re-introduced Nancy Holmes to the BoD.
E Dir S Holmes declared the business session open.
- Roll call of Officers: Completed by Secretary Jeff Schrock.
- Reading of Membership Applications: None
- Reading of the minutes: Secretary J Schrock read (emailed) the minutes from the last meeting, and asked if there were any corrections or amendments. Seeing none Treasurer A O’Toole made a motion to accept the minutes as read. Media Coordinator L Zeugner seconded the motion and the motion passed.
- Treasurers Report: Treasurer A O’Toole reported the bank account was (redacted); with an unknown amount in the Pay Pall account. President K Holmes purchased some t-shirts for the upcoming fundraising dinner out of the pay pall account. H/R Dir J Schrock made a motion to accept the report subject to audit and to authorize the purchase of the t-shirts. Media Coordinator L Zeugner seconded the motion, and the motion passed.
- Bills: H/R Dir J Schrock made a motion to dispense with the reading of the bills. Treasurer A O’Toole seconded the motion, and the motion passed.
Unfinished Business:
- E Dir S Holmes brought up the Fundraising Dinner Saturday, 18 April 2020.
The theme will be “Veteran Relief”. The funds raised will go into the general operating fund, to be assigned later or be directed towards assisting local veterans in need (at a later date). 2) E Dir S Holmes reported that High Gravity could not play for the fundraiser this year. They were very sorry, but just couldn’t make it happen. A discussion ensued, and General Board member J Santos brought up “Point and Click” as a possible replacement band. H/R Dir J Schrock seconded the thought, as they play at the VFW fairly often and do a great job. E Dir S Holmes will get w/Pres K Holmes and one (1) of them will make contact and see if they can be scheduled to play after the meal as entertainment. E Dir S Holmes confirmed that Julia James will play soft/background pre-dinner and dinner music. 3) H/R Dir J Schrock confirmed that Chaplain Jim Bontrager will be the keynote speaker for the event. 4) H/R Dir J Schrock confirmed that Tony Alberry has confirmed the meal, pretty much the same as last year; two (2) meats, a side dish, a salad, and a desert, table clothes/linen; silverware & glassware. This year, after a discussion, it was decided to plan (at this point) for 100 meals. Last year, we had seventy (70) meals ordered; 52 were paid meals, 7 went to the band (donated), and 2 to volunteers (donated). The final meal cost last year was $500. 5) H/R Dir J Schrock confirmed that we have the banquet room for Saturday, April 18th. 6) H/R Dir J Schrock said he had yet to contact Toby Crowley for the Lippert volunteers but would do so shortly. We are asking for 3-4 volunteers. H/R Dir J Schrock will also contact Col Fred & Jen Schlorke to see if they still want to volunteer their time for the dinner again this year.
ADDENDUM: H/R Dir J Schrock and G. B. Member J Santos talked to Toby. He will get the 3-4 volunteers needed; they will be given a free meal as payment. Toby also added he would sponsor a table (of eight people) for $500! 7) H/R Dir J Schrock reported he had a roll of 2-piece tickets. These would be used for the two (2) 50/50 drawings; one (1) before the dinner and one (1) afterward. 8) General Board Member J Santos reported she will send a list for sponsorship (to be mailed a letter asking to be an active sponsor) in the immediate future. We still have time to send out letters, and even if we get sponsorship afterward; it will still be appreciated! 9) Media Coord L Zeugner already agreed to MC the event. She will get input as to what topics would be best to be discussed with the group. 10) E. Dir S Holmes reminded the BoD that the fundraiser would be directed towards the Veterans Relief Fund. Out of the General Fund, these monies would be directed to our efforts to assist veterans in need. This would also be explained by Media Coord L Zeugner during her MC duties. 11) E Dir S Holmes reported FS Inc has gotten a “Cricket”. This will be used pretty heavily at the Merch table this year. Such items as Vinyl stickers are used on tumblers, wine glasses, etc. The merch table will also have items such as t-shirts, long sleeve t-shirts, maybe sweatshirts too, rubber bracelets were discussed again too. Pre-pay order forms would also be there, listing the merch we can sell/send. As far as the tumblers, Nancy brought up vendors she used at Thor, if we could get ahold of them; they may have small quantities of left-over tumblers and such that we could get fairly cheap. We wouldn’t be ordering hundreds or thousands of them, so a batch of fifty (50) or so might come fairly cheap as they would want to get that small a number out of their inventory! Them being dishwasher safe after vinyl stickers were applied, was another issue brought up. E Dir S Holmes and Nancy would look into this for us. 12) A tentative schedule of times for the event was discussed, it is as follows. 6 PM open the banquet room w/bar, also man the entry table, Julia James starts to play soft music: 6:30 PM dinner is served: 7:30 clean up tables, open the banquet room to “the public” for $5 entry fee. 13) Ticket sales were also discussed. It was thought that the following should be the final prices: $25 per/person, $40 per/couple, and $150 per/table of eight (8). 14) E Dir S Holmes brought up the quilt auction. The t-shirts have already been purchased and are ready to be made into a quilt. A live auction, as well as a silent auction, was discussed; the live auction was decided upon as this would most likely bring a higher selling price. Numbered paddles would need to be placed on each table, so an accurate accounting of who bought what could be kept. Also, once the item was auctioned off, it would immediately be taken to the purchaser for payment. 15) Event tickets being printed (and numbered for accounting purposes) were discussed. A log of who was issued what numbered tickets, and who sold how many (and turned in the money) would be kept on a spreadsheet. It was thought Brandy and Josh would help out again this year at the entrance table taking and selling tickets. 16) H/R Dir J Schrock was asked to have Kelly Williams put our event on the VFW website as well as the Facebook page. Jeff said he would be happy to ask her to do this, as well as we can all post the event on our individual FB pages too. Nancy suggested channel 34 (PBS), neighborhood grocery stores, veterans’ organizations, LCI, Stacks Pancake House, and the Mayberry Cafe’. As a potential time frame (for advertising) at 1-week, we finalize our food order; 2 weeks final ticket sales; 1-March posters and tickets handed out. By mid-February, we should have our final design for the posters and tickets. 17) Treasurer A O’Toole brought up the bicycle program. He had gone to a couple of bike shops and none immediately volunteered to host a ride event. He is still checking on a couple more places though. 18) Treasurer A O’Toole also brought up the Martial Arts Class. It has been going great and we’re expecting another person (or two) to join in the coming weeks! We are still hosting a yoga night in every class. This has been highly accepted by the class and everyone enjoys it!
New Business: 1) E Dir S Holmes announced that we are still in the running, so to speak, for the Grose Nickle grant. She is hopeful we will accept the grant in the near future.
Good of the Order: E Dir S Holmes reported that President K Holmes is at present transporting a veteran in need, to his family in mid-Michigan. The veteran is known to some of the BoD, and due to a death in his family had to fly home. He was able to gather enough cash to purchase the airline ticket, but then once he landed he didn’t have a way to get home. President K Holmes and Josh Elliott went to Chicago to pick him up and transport him to his family in mid-Michigan.
Next Meeting: The next scheduled meeting will be Tuesday, February 25th, 2020, at the Goshen VFW at 6:30 PM.
E Dir S Holmes asked if there was any further business. Seeing none, H/R Dir J Schrock made a motion to adjourn the meeting and Media Coordinator L Zeugner seconded the motion. The motion passed.
E Dir S Holmes gave the closing prayer and the meeting was adjourned.
J Schrock
Secretary
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