Walker Fire Auxiliary Meeting Minutes

December 12, 2009 10:20 am

Co Chairs presiding:

Marsha Smades, Betsy Bykirk, Jeffery Morhous

Secretary’s report for the November meeting was read and accepted with correction of Carol Guthrie’s name.

New Years Eve party:

Marsha reports that a small meeting was had at her house a few weeks ago. Questions abound about location and the temperature.

CJ Sumner says that she would need some seed money.

It was noted that a lot of us are on hard times and a NY Eve party might not be a money maker this year.

CJ could not be at today’s meeting but told Marsha that she would go either way.

So, it seems to be up to us at today’s meeting. A vote was taken and the overwhelming majority said ‘no’.

ArtOberFest – Victoria.

But first, a report from Bob Neberman about our first Arts & Crafts Show.

Bob contacted the management company for the Frontier Village about possibly using the American Home location for our A & C Show. This independent management company reports to a Board that reports to the local tribe. Phone service being out created difficulty in continuing dialog. The Management Company states that it is willing to help but it is up to the Board / Tribe. Bob will email to Victoria the contact info to continue dialog.

ArtOberFest - Going forward – Victoria:

Vendors she has spoken with say that an outside venue is best – Monsoon weather aside. Timing is tentative for the week following the 4^th of July.

ArtOberFest at the Hassyampa will require a lot of easels to display artists’ works. Also we will need placards.

One quote is for 100 easels that will take about 87 days to make at about $9 each.

Or another vendor can do it more quickly at $22 each.

Or we can tell the artists to bring their own.

The Hassyampa has 6 that we can use.

Or we can rent for $11.50 each.

Carol S says that we can store the easels at her place.

Betsy says her husband could make 10 of them.

Also we will need small – table display easels.

Myra has suggested we sell raffle tickets to win artwork. Note - at the last event the raffle was a lot of hard work.

Victoria displays some sample entry tickets that include a number to be used in a raffle that has the artwork cost included in the cost of the ticket.

Betsy says that the Victorian Society was priced at 40 to 60 dollars per ticket for events/dinner, etc and it fell apart. So be advised.

We mulled over ticket prices of $22.50 per person which covers tips, entrance, raffle, etc.

Bob Neberman suggested to not charge an entry but to use the profits from the auction to pay for the expenses.

Victoria says she got a wine donation from someone who knows a distributor which would satisfy the Hassyampa.

The proposed hors d'oeuvres menu was reviewed.

The cost of the food was reviewed. The break point for x attendees at x dollars was reviewed.

WFPA Treasurer, Greg Stava was emailed with a request for $150 non refundable to hold the room.

Jeff says possibly we could retain Batterman’s auction house?

Any possibility for a celebrity to attend?

Jean Lupa states that Local Radio personality Ken Byers does a lot of local MC'ing for Big Brothers, Big Sisters, Trauma Intervention and the like. Jean will ask him for ideas.

Jean will talk with Bob Green for Reatta Pass about auctioneering.

Newcomer’s Kits. Betsy getting bags to stuff from Jean – using the WFA merchandise stock.

Will need a copy of the new dumpster contract to put in.

Joe Rech says that he found some old newcomer kit stuff in the kitchen at the station.

Discussion returned to A & C Show – Williamson Valley.

Jill was at a recent Prescott area training meeting and asked Howard if anything more can be done. Howard says he is looking for a letter of apology about our original terms being too rigid and then a new letter of introduction.

Betsy possibly we consider and discuss further what is reasonable – that we might make another offer. The group decided to press on with using our own resources and our new fundraising ideas.

Jean Lupa and Susan Naugle – Walker Merchandise report:

Over the last few months we have raised 400 to 500 dollars at each pancake breakfast, so we’re doing OK. We now have more merchandise selection like duffle bags, flannel boxers (Walker Fire – Hot Stuff) and Hoodys.

Jean thanks Susan for being the ‘numbers’ person and Susan says thanks to Jean for all that she does.

Joe Rech suggests we get T’s with ‘I Support Walker Fire’. Long and short sleeve. Red and baby blue colors with logo on the front and a pocket.

Jean and Susan will order them.

Meeting adjourned 11:30 am