Walker Fire Auxiliary Meeting Minutes

October 10, 2009        10:20 am

Co Chairs presiding:

Marsha Smades, Jeffery Morhous

Secretary’s report read and accepted.

Old Business:

A review of the Chili cook off. Betsy was not present and so, had asked Marsha to report.

·         It was a nice event a good time was had by all.

·         $960 in revenue

·         $560 net – and the expenses were outlined briefly.

·         Tim McFarlan noted that last year’s event netted about $200 in revenue.

Ongoing Business:

Newcomer’s Kit.         Victoria for Betsy:

No sample ready today – but OK for November and OK to hand out in January.

Merchandise Sales report

No report today – Jean is working and Susan is on a Cruise. So what does that tell ya?

Question was put to the group – Any ideas for new merchandise?

Answer: More Hoodys and more sizes.

Volunteers to clean fire station:

October is Carol S – but she can’t make it

Need volunteers for November, December.

Marsha passed around the ‘next year volunteer to clean the fire station’ list.

The list will be at the Pancake Breakfast.

Victoria will make a sign and put up a Volunteer table at the breakfast.

Also Jeff will do a web site notice.

Old Business:

Victoria shows the Prescott Dog magazine and references an article about our Mayoral race with pictures. Recall the Courier never took an interest.

Tim McFarlan:

At the WFPA Board Meeting we have an opportunity to have leadership talk about details of the WFA/WFPA monetary relationship.

Would like WFA to have a slot at the WFPA  - be it monthly, quarterly or whatever.

All - discussion was had about how WFA revenues – i.e. the Pancake Breakfast – are ‘split’ out.

Greg – from an accounting standpoint it is possible to track revenue for special event to special event. But when you have a blending of events/donations – it is difficult. If you have a pancake breakfast with a ‘drive’ toward a new truck then unless you put out a dollar bucket for the truck it’s hard to say what donations are intended for what purpose.

All - More discussions about splitting revenues with Greg and the group.

We are trying to find a way to account for revenue to expense for specific events, fundraising, donation requests, etc.

Victoria suggests that the Fire truck donation jar be put next to the merchandise sales area, and asks Greg if we can have tax deductable forms at the table. Greg said yes.

Tim: WFPA will launch a committee charter to setup WFPA/WFA leadership meetings.

Don’t forget – the WFA can always contact the WFPA.

Tim: Re the Firefighter recognition event – it is decided not to do it for October. There is too much going and we don’t have an event leader. So, let’s schedule to address in 6 months – during Spring.

WFA will put it on next month’s agenda.

Jeff suggests we create our agenda and publish it in advance on the web site – saying please attend. After all – we have had this room packed before.

New Business:            Welcome Norm Berg. He is in the lapel pin business.

Norm has offered to give us pins if we can think of some way to use them.

This is his way of donating to the WFPA.

He can donate 100 to 120 pins so we can give them as gifts for recognition or use them at special events and sell them at the merchandise booth.

He just needs a logo/artwork to get it done.

Much, much, much, much, much discussion was had as to which logo.

Then,   more discussion was had as to which logo.

New Business:

Victoria re: the Arts/October fest event.

·         She distributed a rough review of the plan.

·         Need to reach out beyond our boundaries to quote “contribute to our community”

·         Has met with Linda Standee at the Hassyampa Inn. The event is coined Artstoberfest.

·         To be held on Saturday, October 9th at 7 pm. Hoping for a minimum of 100 original works of art to be auctioned. Tickets at $30 each.

·         Hors d'oerves starting at 7.

·         Linda suggests a live auction at 8 and a silent auction in the marina room.

·         This is just a starting point. We will need WFA approval then we take it to the WFPA and upon approval – form a committee.

The committee can ask the college art department and the Artist’s Guild and the Prescott art coop. Victoria can donate a weaving. Some others have committed tie dye, bronze, and Neil Preen and Bill Culligan with gourd work.

Reviewed the cold and hot Hors d'oeurves and a variety of desserts from the Hassyampa  Inn.

The total cost for the food room tax and gratuity is $5,100.

Figure on selling 200 tickets at $30 per - then the food is paid for.

The art work is gratis. Then there is advertising, radio and print. The art sells for an average of $75 (figure low) we get roughly $4,800 profit for WFA.

So, we need a committee for room layout, which foods and other expenses to be figured out. Managing art donations. How to sell tickets, advertising. Possibly cut out the food part - to lower expenses.

This project could replace or actually be in addition to the Arts and Crafts event – IF we do the A & C again next year.

Greg suggests we make this scalable – what’s the minimum we can spend and what the revenue break point is - then you can scale up to more expense – more revenue.

Peggy suggests a letter or some type of request to ask Walker residents to help underwrite/ donate some of the costs.

Myra says Tim’s Toyota Center could maybe help sponsor with a $1,000 donation.

·         It would be great to get all of the costs paid for before the event.

·         We have a few art work donation sources.

·         Myra has run out of wall space at home.

·         She has an art donation in mind.

·         Suggest we get the $150 deposit in ASAP.

Victoria says we will put out an email asking for committee members to commit.

Tim says the Board will welcome the committee and do what it needs to help.

Other Business:

Re:      The Arts and Crafts – next year.

·         Our 20% offer was rejected by Williamson Valley.

·         Greg says we should renegotiate using different tactics vs. the 20%. Suggests asking for WV support using benchmarks, (higher revenue + higher split) or an expenses split.

·         WV has submitted an application to PDP. The decision comes in November. Note it appears as though WV is no longer qualified.

·         It was suggested that Greg negotiate new terms – or at least press an informal discussion of how the A & C process works – between the PDP and WV with WV.

·         Let’s just wait and see if WV gets the permit.

Adjourn 11:50