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Meeting 4-23-08 at Cafe Med:
Attendees: Jessica Dowdy, Anne Masters, Tracey Middendorf, Pat Glanzman, John Bentley, Mike Baldwin, Dan Eisenhauer
The following updates were provided:
Newspaper announcements (Jessica)
Jessica is sending weekly announcements to both Pickerington area papers of all of our upcoming events. They will add in our information if there is available space.
Captains Meeting (Anne)
1. The American cancer society bus is coming to Pickerington. Location will either be at the AMA or the Marcus Cinema parking lot. Date is Wednesday May 7th approx 3:30-4:30. This is huge and everyone should be excited!! More info can be found at www.acs.can.org/bus
2. Relay theme this year is Mission Moments. Team will be judged on best docrated for the theme.
3. In place of MS RELAY, there will be a RELAY HERO instead. Our team needs to discuss this and prepare accoringly as the actual relay date approaches.
4. Marcus Cinemas - there is an information table set up 5 different days in May. I signed our team up for 2 slots but need volunteers to "work" it. We can fundraise there and create awareness. Our 2 time slots are Thursday May 1st from 6-8 and Friday May 30th from 8-10pm. If no one volunteers, I have to let the planning committee know and they can give the slots to another team.
5. We need to be selling Luminaria. Forms will be available at our next team meeting. They are $10 each and the entire $10 goes towards our teams total.
6. I need to know by May 14th if our team needs electricity the day of the event.
7. Keller Farms at the Relay is a go (attn Martin). Apparently, they were there last year as well, but the weather did not cooperate. Chris Prater said he'll have an area available though for the hot air balloon.
8. All cancer survivors need to email kdsmith7@juno.com to get invited to the survivor dinner.
9. I will have sheets at the next meeting for us to collect names. There is a Party at relay award given to the team with the most people on the list.
10. Anne will get the donation forms (moon and suns). Kathy Grundey will use this at Exquisite Designs and so will Carolyn at Happy Endings.
11. There is an awesome "Flush away cancer" fundraiser involving a decorated hot pink jeweled toilet. Let me know if you are interested in putting it in someone's yard to raise money. Costs $10 to deliver it, costs them $15 to have it removed. There is currently a wait list for the toilet.
CAR WASH - Mike Baldwin
1. NEED MORE PEOPLE TO WORK and NEED TOWELS!!!
2. Tracey will set up the raffle - currently we have 2 free oil changes, a gift cert to cafe med, and avon gift basket and anne is trying to get 2 more restaurants to raffle that day, plus we will begin selling raffle tickets for the bigger items that we will raffle off the day of the event.
3. The bounce house will be there. Mike and Joe are meeting at 9:30 am to setup.
4. Anne passed out the posters that Dale created for everyone to display all over Pickerington
5. Dan suggested people printing out the attachment below and putting these on cars at Pasa on Saturday morning. Would love to have volunteers print this out and help at other locations.
SOCCER EVENT - Dan (good to go, no updates)
POKER RUN - John/Pat
1. Discussed the raffle prizes
2. John talking to Planet coffee owner for coffee
3. Pretty much good to go
HAT DAYS - Dan Eisenhauer is organizing the hat day communications with 5 others on the team at 5 schools.
5th Weekly Meeting Meeting Minutes – 4.16.2008 @ Wings to Go
Attendees: Jessica Dowdy, Anne Masters, Tracey Middendorf, Dana & Pat Glanzman, John & Moni Bentley, Mark Hughes, Mike Baldwin, Elizabeth Skinner, Dan Eisenhauer, Martin Zain
Updates were provided on the following:
Car Wash - April 26th, 2008
10:00 am – 3:00 pm
Sears Hardware store parking lot
Hill & Refugee Rd, Pickerington
Bounce house will be there! We need EVERYONE to volunteer for a time, either 10-12:30 or 12:30 – 3pm. Please contact Mike Baldwin at michaelbaldwin7475@sbcglobal.net to sign up
Texas Hold’em Tournament
Texas Hold 'Em Night will be on Saturday, May 31st at 6:30 p.m. We will hold at again this year at Abners Country Restaurant Banquet Hall on Brice Road at the Best Western Hotel just North of I-70. Please tell as many card players as possible. We would like to have at least 40-50 players. We would welcome any of the non-players to come out and have a few laughs and a few adult beveragesas well. Please spread the word and plan on attending. The buy in is $50. We may have a one time buy back of another $50 for those that are out of the game early. Half of all the money collected will go towards the Relay For Life. Any questions contact Dave Lukacsko at david.lukacsko@lehman.com or Martin Zain at mzain@insight.rr.com.
Poker Run – Poker Run is well on its way to being a great success! Please visit the website for more information and forward the emails from John to any and everyone that you know that has a bike! Contact John Bentley with questions at jbentle@insight.rr.com
Soccer Tournament – This is a Family Soccer event for all ages and skill levels – last year was a blast!!! Please join us! Teams will be a mix of Adults and Children Everyone will play a minimum of 2 games. Format will be determined by the number of participants. There is no cost to play in the benefit, although donations are much appreciated. All donations go 100% to Relay for Life. Please give what you can the day of the event. Cash or checks made out to the American Cancer Society will be accepted. All checks should be made payable to to: The American Cancer Society Please reply to daneisenhauer@att.net by June 7th.
We need everyone to go out and ask for raffle items for all of the events. We have the Poker Run covered, but we still need items for the other fundraisers and the relay.
Martin Zain informed us that Keller Farms has volunteered hot air balloon rides at the event of our choice!!! This is potentially a great money maker! We need to decide which event would make the most money, and who we need to clear it with after the location is identified.
Tracy Middendorf updated the team on resturant nights. We have had a less than poor turnout at the previous events. PLEASE MAKE EVERY EFFORT TO ATTEND AND SEND THE COUPONS OUT TO YOUR FRIENDS AND FAMILY. All coupons and event nights can be found on the website: www.relayforlifewcbbb.com.
Café Med has agreed to have a 3 day event next Monday, Tuesday and Wednesday (April 21-23). No excuses get out there and eat! We will have our Wednesday meeting at Café Med, and yes, they do have adult beverages.
Thank you to all who came and gave updates, and a big thank you to those who have been diligently working on events.
4th Weekly Meeting - Wednesday April 9th at 7:30 pm at Wings to Go
Attendees: Jessica Dowdy, Anne Masters, Tracey Middendorf, Dana & Pat Glanzman, John & Moni Bentley, Mark Hughes, Dale Robertson, Mike Baldwin, Dan Eisenhauer
John and Pat's poker run idea has taken off. Their excitement is contagious as they have enlisted the help of friends (Mark and Dale). Flyers and posters have been made and are being distributed.
3rd Weekly Meeting - Wednesday April 2nd at 7:30 pm at Wings to Go
Meeting Facilitator: Anne Masters
Attendees: Tracey Middendorf, Dave Lukasko, John & Moni Bentley and 2 of John's friends.
Another small turnout :-( Not as much was accomplished tonight, except on the Poker run progress. John had invited 2 friends to come along and the ideas were plentiful. John was going to talk to the AMA in the morning for support, and the times and date (Saturday June 7th, registration at Wings to Go) were set. A flyer is going to be designed, copies made and a link will be added to this website as well (Upcoming Fundraiser Events page).
Dave was given 2 dates to work with for the Texas Hold'Em tournament and was going to call Gordon to try to get the room.
Received an email from Dan, letting us know he couldn't make the meeting, with the final flyer for his soccer fundraiser (attached to the website) and redoing Tracey's coupon for the Don Patron nights, also attached to the website.
Thanks to those who registered on the Pickerington Relay site. We are up to 10 team members at this point.
2nd Meeting - Held Wednesday March 19th at 7:30 pm at Wings to Go:
Meeting Facilitator: Anne Masters
Attendees: Tracey Middendorf, Mike Bladwin, Dan Eisenhauer, and Pat Glanzman.
For such a small turnout, we actually accoplished a lot tonight! The following dates were set and the progress was discussed:
1. Website is up and running. All minutes will be posted here, dates set, and the website name will be on all coupons and flyers. WWW.RelayforLifeWCBBB.com
2. Dan set the Soccer tournament up for Saturday June 7th at 10am. Flyers with information have already been made. However, through the course of the meeting, it was found that the baseball "Father's Day tournament" is being held at the complex that weekend, so Dan had a takeaway to try to switch the date to the 14th.
3. Pat (and john) are going to hold their poker run fundraiser on whichever Saturday is free from soccer. We spoke to Tim at Wings to Go, and we are going to set up camp there for when the riders return Saturday afternoon. We are also discussing preliminary plans of having a party at Wings To go the Saturday night after the soccer tournament.
4. Mike went into Sears and has 2 dates set for our 2 car washes. The first is Saturday, April 26th from 10-3, the second is Sunday June 1st, from 12-5 (times are tentative).
5 Restaurants - Tracey got a lot of work accomplished since the kick off meeting.
Don Patron (formerly Matzalan) is interested in giving us 15% of sales, for anyone who has our flyer, on the 2nd Monday of every month. Dan is printing up a flyer. We will allow people to print them off our website, email them, and we'll have them to pass out as well. We have 4 coupons on each piece of paper so people can share, but also, each coupon is good for all 3 dates of the 2nd quarter 2008.
Pizzaria Unos - 20% of total sale (minus tax and tip) for every table with a coupon. The coupon has been emailed to us, and we added the website to the flyer. Dates are April 3rd and May 13th. We discussed having the teen children from our team's families passing these out on cars at Marcus to help promote the April 3rd date, since it is right after spring break.
Cafe Med - April 8th. Flyer was made by Dan. 4 coupons on 1 sheet. 15% will be given. if this is successful, the owner is interested in participating on a monthly basis.
Steak N Shake, Longhorn, Max & Ermas and Camille's were all visited as well by Tracey. She was given direction on how to proceed or she is waiting for a call back. We also discussed listing our coupons in the Pickerington Times sun and/or Suburban News if it was cost effective (or free).
Great work Tracey!!
6. We also discussed that we need to get the hat days scheduled, have more fundraising event (Kathy Bickham's name was thrown out as being strong for prize collection, Dana Glanzman being strong for corporate monetary donations). Also discussed having a few raffle prizes being given out at each event to help promote raffle purchases, with the majority of prizes being held off untilt he actual relay event.
The kick off meeting for the Chris and Wanda Buckeye Beach bunch Relay team was held on 3/12: Meeting agenda and meeting minutes are below:
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Relay for Life Kick-Off Meeting
3/12/2008
7:30 PM
Wings-To-Go |
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Facilitators:
Jessica Dowdy & Anne Masters |
Meeting Minutes are below, in Red: |
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Agenda topics |
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Introductions
Anne and Jessica introduced themselves to everyone present, which included Dana, Pat & Leah Glanzman, Mike and Brook Baldwin, Monica and John Bentley, Dan Eisenhauer, Cheryl Jue, Gwen Zain, Sheri Postma, and Tracey Middendorf. |
Anne & Jessica |
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Team Name
A decision was made to keep last year’s team name which is “Chris and Wanda’s Buckeye Beach Bunch”. This team has been registered on the Pickerington Relay for Life Website. Use this link to join: http://main.acsevents.org/site/TR/RelayForLife/RelayForLifeOhioDivision/2039564704?pg=team&fr_id=7449&team_id=251368
There is a $10 registration fee to set up a personal page and to join the team as a member. This will be discussed at our next meeting. |
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Fundraising Events
Ideas discussed at the 3/12 meeting:
1. Soccer Fundraiser – Dan Eisenhauer. Either June 7th or 14th depending on PASA fields.
2. Poker Run – John Bentley/Pat Glanzman – Will hold this event on either June 7th or 14th, whichever day is not used for the soccer event. Pat and John are meeting again on March 17th to discuss further details. Happy St Patricks Day guys–great meeting day J
3. Car Wash – Mike Baldwin – Due to the success of last years car wash, we are going to plan 2 this year. One in late April and one June 1st (Sunday). Mike is going to contact Sears to verify parking lot availability and scheduling the actual dates.
4. Texas Hold’em – We added this to the list and put Martin, Matt and Dave in charge, but none of them were there to defend themselvesJ
5. Hat Days – Suggestions for team representation by school: NEED CHAIRPERSON
Diane/Gina – Tussing
Sharon/Melissa Zapf – Harmon
Cathy Bickham and Leah Glanzman – North/Lakeview
Trisha McVay/Heather Ross – Central
- talk to Mike Baldin/Lora Giddings about Kinkos and copies
- send emails to communicate whenever possible
6. Corporate Donations – Dana Glanzman
7. Restaurant Nights – Tracey Middendorf
- calling local restaurants to find out their policy about receiving a % of sales
8. Still talk of a party/beer pong tournament/Pickerington Bar Crawl
- Anne to call Hickory Lakes, city of Pickerington for use of the Swim Club
- Tim suggested we could hold a party at Wings To Go
9. Setting up booths and selling donated items at scheduled Pickerington events.
- Jessica to call parks and Rec dept regarding the Pedal in the Park event, the 5k run, the alumni softball tourney, etc.
- Jessica to call about bicentennial events that are occurring
10. Setting up a bank account/tax ID number
- Anne meeting with Chase guy to discuss team bank account
- Tax ID # to register a Non-Profit event
- Paypal link on website? Website? More info to come. |
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Event Chairs
Jessica and Anne are the team’s co-captains. The main responsibility is delegating work and having team members run their own projects. A team member will take ownership, create a committee, and provide status.
Weekly Wednesdays meetings at Wings To Go at 7:30 will serve the following functions:
1. Bring the team together to discuss what occurred the past week. See who needs help, brainstorm additional ideas, etc.
2. Allow event chairs and their committee members to provide a status on their fundraising events.
3. Pass out flyers to team members to distribute (e.g. hat day)
4. Have Fun! Jessica and Anne are so excited to take over such a strong fundraising team and to try to beat the incredible amount raised last year. We will have a secret category every week for the meetings and every week 2 people will win a $5 gift certificate for Wings To Go. It’ll be exciting to see if anyone ever catches on to the secret themes/games/reasoning each week!
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Scheduling of Events
In the next 2-3 weeks (may experience some difficulty with spring break) we will try to get as much “scheduled” as possible. More to come in this section each week. |
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Weekly Team Meeting Schedule
Weekly Meetings at Wings To Go on Wednesdays at 7:30. |
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Special notes: |
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In honor of Wanda Baldwin, Chris Castle & All Cancer Victims and Survivors!