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Minutes 9 16

Julie Brewer
Julie Brewer

The East Coast Convention Fundraising & Event Subcommittee meeting summarized the following: 1) The subcommittee aims to raise $7,000 in 7 months to support an upcoming convention through various fundraising events. 2) Upcoming events discussed included a canoe trip, hayride, Steelers game outing, and various other ideas like pool parties, skiing trips, and a talent show. 3) Team leaders were assigned for each event and locations across the region were identified to hold events and maximize attendance.

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East Coast Convention Fundraising & Event Subcommittee September 16, 2011 Attendance: Julie B., Chairperson; Chrissy M., Pam K., Alseia M., Joe O., Leo M., Debra B., Amy A., Robert W., Tracy L., Mike B., Philip S., Chuck P., Mike M., Gina B., Dina W., J. C., and Mary H. The meeting was opened at 5:30 p.m. The meeting was properly noticed. The meeting was held at St. Marys Church, 257-57th Street, Pittsburgh, PA 15201. The 12 Steps were read by Chrissy M. The 12 Traditions were read by Alseia M. Pam M. read the Event and Fundraising guidelines from the Advisory Board. Julie outlined for the subcommittee the tasks at hand. That there was a seven month window to raise approximately $7,000. The Host committee has added the following stipulations of no gambling and no paying at a discount and reselling (to ensure that the sales are funds generated by addicts for addicts). Julie also noted that selling of tickets was limited to Subcommittee Chairs or AB members. It was mentioned that E&F Subcommittee could sell tickets to members to ensure fiscal accountability and if those members dont resell through the fellowship the E&F Subcommittee will purchase those tickets back. In this way, E&F would not compromise the integrity of the fiscal accountability which is a tremendous concern based on the history of this event. Team Leaders: Julie mentioned that to get the task at hand done there would need to be team leaders. It was also discussed and agreed to have seven fundraising to make the money and to hold additional fundraising to promote unity throughout the region. Canoe Trip: Julie went over the Canoe Trip and reviewed the prices for food. Julie asked for a show of hands for those in favor and those opposed. There was no opposition. E&F will use those prices for the Canoe Trip on 10/1/2011. Julie asked for wiling members to assist and leave by 8:30 a.m. for the Canoe Trip to help set up the food tables. Leo, Debra, and Alseia agreed to help. Hayride: It was discussed to have a hayride in November. It will be $50 per tractor and each tractor will hold 70 people with a 3 hour bonfire to follow. Complementary coffee, hot chocolate and marshmallows are provided. We do have a release of liability form to cover any medical issues. Our cost would be $6.50 per adult and $3.50 per child. It was discussed to reserve two tractors and to provide a rain date. It was also discussed the possibility of a bake sale for this event. Discussion ensued surrounding the mark-up of the tickets surrounding the adult price which was proposed as $15 with a $5 cost per child. At the end of the discussion it appeared the general consensus was that there would be more children than adults on the hayride and therefore the larger increase in revenue would not be as great as projected solely on adult ticket costs. There was a motion made: M/S/C To sell hayride tickets of $15 per adult and $5 per child. The AB President gave permission for the Host to sign this contract and Julie will present this to the Host for review at the next Host meeting. Steelers vs. Browns Game: Chuck provided information on renting a bus for the Steelers vs. Browns game. There is a budget below.
Description Amount Cost per unit Our Cost Fun(d)Raising Costs Tickets* 57 46.00 2552.00 5600.00 Bus 964.00 Bus Driver Tip 50.00 Complementary game ticket to driver 3566 5600.00 Fun(d)balance 2034.00 Initial outlaying costs: $655 to reserve seats and $100 to reserve the bus. Other fun(d)raising ideas: Pool party, Steelers game video party, Steelers vs. Browns, Pitt game, Murder Mystery, Bowling, 80s dance/speaker, Ice Skating, Game Night, Talent Show, Moraine State Park Overnight Camping, Skiing and Tubing and Breakfast with Santa. Event Team Leader Proposed Area Anticipated Season Pool party Mary H. Erie, Pa Early Winter or mid- Spring Steelers Video Party Steelers Vs Browns Chuck January 1, 2011 Pitt Philip S Murder Mystery JC North Pittsburgh Early Spring Murder Mystery Tracy South Hills Late Fall Bowling Mike Pittsburgh December/January 80s speaker Ice Skating Tracy North Pgh Winter Game Night Gina Talent Show Alseia Laurel Mountain Late Spring Skiing/Tubing Joe South Hills Dec/January Camp out Mike Lawrence County Spring Breakfast with Santa Chrissy North East December The following areas are located within Tri-State: Area Number of Events 1 PASCNA (Pittsburgh) 1 2 PICNA (Hill, North side) 3 Northeast (Oakmont, Verona, 1 Armstrong County) 4 North Pgh (North Hills) 2 5 South Hills 2 6 Laurel Mountain (Altoona) 1
7 Wheeling WV 8 Beaver Valley (Aliquippa/ Airport) 9 Erie 1 10 Central Western PA (Titusville, Oil City) 11 Butler (Butler, Cranberry) 12 Lawrence County (New Castle) 1 13 Central Westmoreland (Greensburg) 14 WE Area (Westmoreland, Finleyville, Charleroi) 15 Penn Ohio (Farrell, PA) 16 Erie County (outside Erie and Meadville) 17 East End (Pittsburghs east end Greenfield, Squirrel Hill, Shadyside) 18 Southwest (Homestead, McKeesport, Duquesne) 19. Inner Crossroads (Canonsburg, Washington) * Defunct Area but part of Steubenville Ohio region Calendar of Events: Fall Canoe Trip Hayride Winter December Breakfast with Santa Pool Party Pitt Game Murder Mystery Ice Skating Tubing/Skiing Bowling Steelers vs. Brown Spring Game Night Talent Show Camp over 80s Speaker/Dance
Murder Mystery It was agreed that the Vice-Chairperson and the Secretary would be elected at the next meeting. The next meeting will be held at the Door of Hope Church, Friday, September 23, 2011, at Holmes Street, Pittsburgh, PA 15201 at 7:00 p.m. Name Phone Email Contacted by Face book Chrissy M 412.758.4435 Alesia M. 412.583.2819 alesiamingle@yahoo.com Yes Joe O 412.944.5455 dementedpgh@aol.com Yes Leo M. 412.758.4987 Debra B. 412.452.8388 dsbuckster@gmail.com Amy A 412.773.4962 Amya7752@gmail.com Tracy L. 412.583.0479 TracyALeach@verizon.net Yes Robert W. 412.600.2187 Mike B. 412.537.9489 Philip S. 412.901.4770 shehadyrug@gmail.com Chuck P. 412.538.7018 Pappa2485@gmail.com Mike M. 412.216.3231 Gina B. 724.574.3517 gina@clubprophetsystems.com Dina W. 412.584.2006 djoneswagoner@yahoo.com Yes J. C. Christopher 412.969.8433 jim@atozqualityelectric.com Mary H. 412.537.7880 Mhenning@cffei.org Julie B. 412.969.4075 Julie15201@gmail.com

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Minutes 9 16

  • 1. East Coast Convention Fundraising & Event Subcommittee September 16, 2011 Attendance: Julie B., Chairperson; Chrissy M., Pam K., Alseia M., Joe O., Leo M., Debra B., Amy A., Robert W., Tracy L., Mike B., Philip S., Chuck P., Mike M., Gina B., Dina W., J. C., and Mary H. The meeting was opened at 5:30 p.m. The meeting was properly noticed. The meeting was held at St. Marys Church, 257-57th Street, Pittsburgh, PA 15201. The 12 Steps were read by Chrissy M. The 12 Traditions were read by Alseia M. Pam M. read the Event and Fundraising guidelines from the Advisory Board. Julie outlined for the subcommittee the tasks at hand. That there was a seven month window to raise approximately $7,000. The Host committee has added the following stipulations of no gambling and no paying at a discount and reselling (to ensure that the sales are funds generated by addicts for addicts). Julie also noted that selling of tickets was limited to Subcommittee Chairs or AB members. It was mentioned that E&F Subcommittee could sell tickets to members to ensure fiscal accountability and if those members dont resell through the fellowship the E&F Subcommittee will purchase those tickets back. In this way, E&F would not compromise the integrity of the fiscal accountability which is a tremendous concern based on the history of this event. Team Leaders: Julie mentioned that to get the task at hand done there would need to be team leaders. It was also discussed and agreed to have seven fundraising to make the money and to hold additional fundraising to promote unity throughout the region. Canoe Trip: Julie went over the Canoe Trip and reviewed the prices for food. Julie asked for a show of hands for those in favor and those opposed. There was no opposition. E&F will use those prices for the Canoe Trip on 10/1/2011. Julie asked for wiling members to assist and leave by 8:30 a.m. for the Canoe Trip to help set up the food tables. Leo, Debra, and Alseia agreed to help. Hayride: It was discussed to have a hayride in November. It will be $50 per tractor and each tractor will hold 70 people with a 3 hour bonfire to follow. Complementary coffee, hot chocolate and marshmallows are provided. We do have a release of liability form to cover any medical issues. Our cost would be $6.50 per adult and $3.50 per child. It was discussed to reserve two tractors and to provide a rain date. It was also discussed the possibility of a bake sale for this event. Discussion ensued surrounding the mark-up of the tickets surrounding the adult price which was proposed as $15 with a $5 cost per child. At the end of the discussion it appeared the general consensus was that there would be more children than adults on the hayride and therefore the larger increase in revenue would not be as great as projected solely on adult ticket costs. There was a motion made: M/S/C To sell hayride tickets of $15 per adult and $5 per child. The AB President gave permission for the Host to sign this contract and Julie will present this to the Host for review at the next Host meeting. Steelers vs. Browns Game: Chuck provided information on renting a bus for the Steelers vs. Browns game. There is a budget below.
  • 2. Description Amount Cost per unit Our Cost Fun(d)Raising Costs Tickets* 57 46.00 2552.00 5600.00 Bus 964.00 Bus Driver Tip 50.00 Complementary game ticket to driver 3566 5600.00 Fun(d)balance 2034.00 Initial outlaying costs: $655 to reserve seats and $100 to reserve the bus. Other fun(d)raising ideas: Pool party, Steelers game video party, Steelers vs. Browns, Pitt game, Murder Mystery, Bowling, 80s dance/speaker, Ice Skating, Game Night, Talent Show, Moraine State Park Overnight Camping, Skiing and Tubing and Breakfast with Santa. Event Team Leader Proposed Area Anticipated Season Pool party Mary H. Erie, Pa Early Winter or mid- Spring Steelers Video Party Steelers Vs Browns Chuck January 1, 2011 Pitt Philip S Murder Mystery JC North Pittsburgh Early Spring Murder Mystery Tracy South Hills Late Fall Bowling Mike Pittsburgh December/January 80s speaker Ice Skating Tracy North Pgh Winter Game Night Gina Talent Show Alseia Laurel Mountain Late Spring Skiing/Tubing Joe South Hills Dec/January Camp out Mike Lawrence County Spring Breakfast with Santa Chrissy North East December The following areas are located within Tri-State: Area Number of Events 1 PASCNA (Pittsburgh) 1 2 PICNA (Hill, North side) 3 Northeast (Oakmont, Verona, 1 Armstrong County) 4 North Pgh (North Hills) 2 5 South Hills 2 6 Laurel Mountain (Altoona) 1
  • 3. 7 Wheeling WV 8 Beaver Valley (Aliquippa/ Airport) 9 Erie 1 10 Central Western PA (Titusville, Oil City) 11 Butler (Butler, Cranberry) 12 Lawrence County (New Castle) 1 13 Central Westmoreland (Greensburg) 14 WE Area (Westmoreland, Finleyville, Charleroi) 15 Penn Ohio (Farrell, PA) 16 Erie County (outside Erie and Meadville) 17 East End (Pittsburghs east end Greenfield, Squirrel Hill, Shadyside) 18 Southwest (Homestead, McKeesport, Duquesne) 19. Inner Crossroads (Canonsburg, Washington) * Defunct Area but part of Steubenville Ohio region Calendar of Events: Fall Canoe Trip Hayride Winter December Breakfast with Santa Pool Party Pitt Game Murder Mystery Ice Skating Tubing/Skiing Bowling Steelers vs. Brown Spring Game Night Talent Show Camp over 80s Speaker/Dance
  • 4. Murder Mystery It was agreed that the Vice-Chairperson and the Secretary would be elected at the next meeting. The next meeting will be held at the Door of Hope Church, Friday, September 23, 2011, at Holmes Street, Pittsburgh, PA 15201 at 7:00 p.m. Name Phone Email Contacted by Face book Chrissy M 412.758.4435 Alesia M. 412.583.2819 alesiamingle@yahoo.com Yes Joe O 412.944.5455 dementedpgh@aol.com Yes Leo M. 412.758.4987 Debra B. 412.452.8388 dsbuckster@gmail.com Amy A 412.773.4962 Amya7752@gmail.com Tracy L. 412.583.0479 TracyALeach@verizon.net Yes Robert W. 412.600.2187 Mike B. 412.537.9489 Philip S. 412.901.4770 shehadyrug@gmail.com Chuck P. 412.538.7018 Pappa2485@gmail.com Mike M. 412.216.3231 Gina B. 724.574.3517 gina@clubprophetsystems.com Dina W. 412.584.2006 djoneswagoner@yahoo.com Yes J. C. Christopher 412.969.8433 jim@atozqualityelectric.com Mary H. 412.537.7880 Mhenning@cffei.org Julie B. 412.969.4075 Julie15201@gmail.com