20051003 Board Meeting
First board meeting of the Sagacity Alternative Lifestyles Society
October 3, 2005
Quinn household
Attending:
Directors: Sam Quinn, Cliff Quinn, Marlene, Claudia
SALS Members: Mike, John, Michelle, Mathieu, Heather, Susan, Jewel, Harold, Randy
At 7:13 PM, Cliff called the meeting to order.
Cliff nominated a slate of officers: Sam as Chairperson, Cliff as Treasurer, Vice Chair, Marlene, Secretary, Claudia. All nominated agreed to stand. All elected by acclamation.
Sam took over as chairperson, and welcomed those members who are new to organizing Sagacity events.
Discussion of music for events.
New person was needed to create several mp3 disks and be responsible for setting up music at parties. Michelle agreed to take on music coordinator position. Sam will ask for the existing disks now in the possession of another associate.
Discussion of Equipment Needs
Medical table needs new handler and storage location. Mathieu has trailer that might be used. Polar has possible storage location. He will report back.
Scheduling for 2006
New plan is to hold events every six weeks, instead of monthly, plus special theme events four times a year. Sam and Cliff have negotiated with Travelers' Inn, City Centre and the goal now is to hold most events there. Tentative schedule of events for 2006:
January 7 no theme, Travelers
Feb 11 no theme, Travelers
March 18 Domlander (multicultural centre a possible venue)
April 29 Travelers
May 27 or June 3, Beach Party
July 8 Party, no theme, Travelers
August 11-13 Pirate Adventure, possibly Gabriola Island again
September 16 Back to School, Travelers
October 21 Halloween, Travelers
November 10-12 Birthday Party, Travelers
December 9 Christmas Social, probably not in a hotel, so we can handle food ourselves.
Discussion on Gold Associates card. These would be sold to associates who would receive lower prices on some events and be eligible to attend smaller more intimate parties for gold card associates only. Might use part of Xchanges for smaller venue.
Cliff MOVED and Claudia SECONDED that we explore this further. PASSED, 12 to 1.
December 10th Christmas Social location being considered is Officer’s Mess at Work Point, Recreation Centres, any halls, clubs not already booked for a Saturday in December. If nothing available, we could try for a Friday. This is traditionally a potluck event and therefore not suitable for the Travelers’ hotel situation.
Logo Contest
Discussion of the designs submitted, advantages of having new logo on everything by Birthday event, and using logo on T-shirts or not.
MOVED by Claudia and SECONDED by Heather that we do not accept any of the proffered designs. PASSED, 12 -1.
ACTION: Claudia will do a T-shirt count
Fundraising:
ACTION: Claudia will purchase more 50/50 tickets.
Equipment and Equipment Handling: The trailer is now too small to handle all our popular equipment, and it would be more efficient use of volunteer time to have the equipment in a truck than going to pick up a trailer and then return it to it’s storage location. We do have credit at the bank, and small moving vans become available for sale occasionally.
Cliff MOVED we will look into the financial feasibility of raising funds for truck purchase of no more than $10,000. Polar SECONDED. PASSED unanimously.
Cliff and Randy will investigate directors insurance and will report back on price.
Financial Report
Cliff gave the financial report. Discussion. Claudia MOVED and Randy SECONDED that we accept the Financial Report. PASSED
Halloween Party Discussion
Mike will not be attending but will determine setup time and inform the others. Mike will take the trailer to the hotel, and Mathieu will haul the trailer back. Polar will put out the call for DMs and will run a stricter schedule on the play floor with players asked to be there five minutes early, and if they don’t show on time, will be passed over.
Changes to Party: smoking area to move to area off the restaurant. Polar will tell Loadstar only one security person is needed per hour, from 8 – 10 PM, at front entrance.
Prizes discussion. No need to give away pairs of free tickets to the entire year of parties. Prizes will be fifty “sagabucks,” per winner, (10 x $5 sagabuck each person) which can be used as equivalent to dollars for purchase of Sagacity merchandise or tickets.
Tickets: the tickets printed for sale to the public will say: Sagacity reserves the right to refuse entry to any person. This will take care of any members of the public who happen to be unpleasantly inebriated when appearing at the door.
Sam and Cliff will get the tickets printed up and passed to Jewel to distribute to the shops well ahead of the day.
Judges are needed, will be kept secret.
We will pay $500 to the hotel for snacks
We supply Halloween candy. Sam will purchase this.
Noon hour set up may be possible.
Jaime has a decorating crew.
Restaurant becomes available for our use alone at around 8:30 or 9:00 PM. ACTION: Cliff will confirm the time.
Business Cards:
will be set up for new core members by Cliff and Sam
Birthday Bash
Workshop instructors are lined up. There will be run two at a time, with attendees choosing which to attend.
Hotel is booked
Discussion of ticket payment: Need people to reserve early, pre-pay their tickets by the end of October as much as possible for planning.
Pay Pal set up
Pricing: Full price is $75 for the weekend. If paid by October. 31st there is a ten dollar discount. Any purchase after that is at the full price.
Polar MOVED and Randy SECONDED that there be only 2 basic ticket prices: $20 for the Friday evening only, and $75 for the full event, with a discount of ten dollars off the $75 if paid in full by October 31st. PASSED.
Packets still need items. Master Bob has donated a well written guide for the packets.
Next Meeting: As it is now only three weeks til date of Birthday Bash, the next Birthday planning session will be Monday October 24th, just 2 days after Halloween party.
Randy MOVED and Heather SECONDED that we adjourn.
ADJOURNED, 10:00 PM
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