Meeting Minutes
Meeting Minutes from Aug 8, 2010
• Event Count: 37 people have signed up for the Friday night social, 54 people have signed up for the Saturday picnic,79 people have signed up for the Saturday night banquet (68 have paid)
• Shopping for the picnic and social on Thursday at Sam’s Club at 5:00 (Cathy, San, Tina)
• Committee needs to meet at the SHS school at 8:00 to help set up for picnic
• Committee meet at Clubhouse at 5:30 for set up and stuff registration bags
• Committee meet at Civic center at 5:30 for set up -
• Decided to pass out tickets for the door prizes at the banquet
• Will review the banquet/picnic/social program and assign responsibilities
• Ella responsible for door prizes
Closed actions
• Tina worked with Spry Huntsville to get a tent for picnic. Spry will loan 1 tent-confirmed, need to call to confirm a couple of day before event
• Maps to the VBC & to SHS have been posted on the website-complete
• Maps have been printed and ready to be placed in bags-complete
• An itinerary has been drafted and will be sent out to committee members-complete
• Tina sent the ballot questions to Ginger-complete
• Angela has confirmed she received the Banner
• Tina provided the alma mater to Rudy, Jeffrey, & Gary so that they can sing it Rap-Style at the Banquet -completed
• Cathy checked with youth group for volunteers to help clean up after picnic – no takers
• Ginger - to confirm the registration list is accurate from the website-complete
Open Action:
1. _________Create name tags and put numbers on the back for games and prizes
2. All- Contact local Hotels and business for door prize donations for banquet
3. Andy – Ice for the picnic
4. All – Bring coolers and put names on them for picnic, water, sodas
5. All - Photo’s for the movie at the banquet
6. _____ Need a volunteer to develop class video. Walgreens will do it and Shirley has a contact to get a discount
7. Tina - 1980 Trivia in process
8. Tammy- Confirm DJ for the Saturday night banquet and if we can use his mic at the banquet
9. Tina -Get registration bags material to Cathy
10. All-Committee to purchase soda’s for social and have to Cathy by 22 Aug
11. Shelia- Confirm donations from Chic-fil-a
12. Shelia -Confirm Photographer and get cost for other photo’s add to bags and website
13. Ginger - to confirm the registration list is accurate from the website
14. Shelia -Calling classmates on the web that have committed but not paid
15. __ When do we pay photographer and DJ, the night of the event if so make sure we have checks available and get names
16. Shirley/Ginger – Shirley supply sleeves and Ginger Print name tags, need size of the sleeves
17. Tina/Ginger- Tina send Ginger list and she will print so we can make scrolls
18. Need volunteer to man the video projector
Meeting Minutes from Aug 1, 2010
• 10 more people paid since last meeting
• 65 people have signed up for the Saturday night banquet
• Approximately 60 people will be attending the picnic
• Shopping for the picnic and social on Thursday at Sam’s Club at 5:00 (Cathy, San, Tina)
• Andy suggested we use a youth group to help with the picnic or maybe some of us with older children might want to help do it.
• Andy and Andre volunteered to help move necessary items from the social to the picnic
• Committee needs to meet at the SHS school at 8:00 to help set up for picnic
• Committee meet at Clubhouse at 5:30 for set up and stuff registration bags
• Committee meet at Civic center at 5:30 for set up -
• Contacted a friend and she agreed to let me borrow mirrors and globe for table. Need candles and marbles
• Phyllis sent teachers invitations this week– 14 invitation sent
Actions:
1. Andre – Determine if we can use the gym for picnic and volley ball net, Volley ball net-no gym still working
2. Tina-Determine if Spry Huntsville has a tent they will let us borrow for the picnic if not still need at least one tent
3. _________ Create event itinerary to include maps on Web and for bags
4. Tina- Send ballot questions to Ginger
5. _________Create name tags and put numbers on the back for games and prizes
6. All- Contact local Hotels and business for door prize donations for banquet
7. Andy – Ice for the picnic
8. All – Bring coolers and put names on them for picnic, water, sodas and
9. All - Photo’s for the movie at the banquet
10. _____ Movie
11. Tina - 1980 Trivia
12. Tammy- Confirm DJ for the Saturday night banquet and if we can use his mic at the banquet
13. Tina -Get registration bags material to Cathy
14. Angelia- Confirm banner received
15. All-Committee to purchase soda’s for social
16. _____ Include food for social on the shopping list
17. Shelia- Confirm donations from Chic-fa-lae
18. Shelia -Confirm Photographer and get cost for other photo’s add to bags and website
19. Ginger - to confirm the registration list is accurate from the website
20. Shelia -Calling classmates on the web that have committed but not paid
21. __ When do we pay photographer and DJ, the night of the event if so make sure we have checks available and get names
22. Cathy – Create maps for Sparkman and Civic Center to post on web and include in bags
23. Shirley/Ginger – Shirley supply sleeves and Ginger Print name tags, need size of the sleeves
24. Tina/Ginger- Tina send Ginger list and she will print so we can make scrolls
25. Need volunteer to man the video projector
26. Tina-Get Rudy, Jeffrey and Gary to do a Alma Mater rap for banquet
27. Cathy-check with youth group for volunteers to help with picnic for food and banquet stuff (3-4)
Donations
O’Charley $10.00
Hampton Inn- One night stay
Gift bags- Shirley
Ruby Tuesday $25.00
Friday 27 Aug Classmates Social: (Chairpersons – Cathy Brown, Angela Hardin, Sheila Atnip, Phyllis Brooks) 7:00 pm – 11:00 pm @ Magnolia Springs Clubhouse (234 Bob G. Hughes Blvd Harvest, Al)
The menu for the social will consist of:
• 2 meat trays from Chick-fil-A- Donated
• Chick-fil-A is supplying cups & napkins – may need to purchase
• Plan to buy at least a desert tray from Chick-fil-a recommend we purchase 2 dessert tray( picnic&social)
• Chips / Dip - 2 large bags for social and individual
• Sodas - committee
• Vegetable tray
The above menu will be furnished by the planning committee, along with ice & plates
Games for Social
Guess who envelopes
Saturday 28 Aug Classmates & Family Picnic: (Chairpersons – Andre Lang, Bridgette Moore, Jeff Ratley) Sparkman Middle School (the old Sparkman High School) 10:00 am – 1:00pm
The menu for Picnic will consist of:
• Hamburgers (25)
• Hotdogs (15)
• Chips
• Desserts (25)
• Condiments - done
• Buns (20)
• Paper plates – done
• Water/Soda’s (25)
• Envelopes
• Ice - Andy
Saturday 28 Aug Classmates Banquet: (Chairperson – Tina Crutcher; Co-Chair – Phyllis Brooks, Sheila Atnip, Sandra Hatchett) Von Braun Center 7:00 – 11:00
Sunday 29 Aug Worship Service: (Chairpersons – Angela Hardin) 11:00am – 1:00pm
Meeting Minutes from May 3, 2010
Friday 27 Aug Classmates Social: (Chairpersons – Cathy Brown, Angela Hardin, Sheila Atnip, Phillis Brooks) 7:00 pm – 11:00 pm @ Magnolia Springs Clubhouse (234 Bob G. Hughes Blvd Harvest, Al)
The menu for the social will consist of:
• 2 meat trays from Chick-fil-A
• Chick-fil-A is supplying cups & napkins
• Plan to buy at least a desert tray from Chick-fil-a
• Chips / Dip
• Sodas
• Vegetable tray
The above menu will be furnished by the planning committee, along with ice & plates.
Saturday 28 Aug Classmates & Family Picnic: (Chairpersons – Andre Lang, Bridgette Moore, Jeff Ratley) Sparkman Middle School (the old Sparkman High School) 10:00 am – 1:00pm
Saturday 28 Aug Classmates Banquet: (Chairperson – Tina Crutcher; Co-Chair – Phillis Brooks, Sheila Atnip, Sandra Hatchett) Von Braun Center 7:00 – 11:00
Sunday 29 Aug Worship Service: (Chairpersons – Angela Hardin) 11:00am – 1:00pm
Angela Hardin is checking into a speaker & location for us to hold our Sunday morning Worship.
Other Items of Discussion:
• Tammy Walker has confirmed the DJ for the Saturday night banquet
• All committee members are asked (and encouraged) to research party games for the Saturday night banquet
• There are approximately 18 classmates still to be located
o Andy Simpson plans to do a webs search to try and locate remaining classmates
o Tina will be sending out a letter to the remaining classmates
o Once the web search is complete and the letter has been sent, the committee will cease the attempt in locating remaining classmates. At which point, the committee agreed to focus our energy on the logistics of the reunion events
• PayPal is now activated
•
Action Items:
1. Angela Hardin – Location & Speaker for Sunday Morning Worship
2. Phyllis Williams – Check into hiring someone to make snow cones during the picnic
3. Tina Crutcher – Check on donation from Frito Lays for chips
4. Sheila Atnip – Double check with Leon in reference to Souvenir books (i.e. will he be able to do them and at what cost?)
Meeting Minutes from the Reunion Committee Meeting - Monday, April 5, 2010
The cost for the re-union is per for a single adult and includes attendance for all the events $65.00 or 130 for a family which include all the events. Payments must be received by June 18, 2010.
Checks should be made payable to Sparkman High School 1980 Class Reunion and mailed to:
Tina Hobbs
115 Redwood Drive
Madison, Al 35758
An on-line method of payment is being established. More information will be available soon.
Meeting Minutes From the Reunion Committe Meeting - Sunday, March14, 2010
Attendees: Cathy, Shirley, Ginger, Tammy Walker, Andy, Sandra & Ella. Below are items of discussion:
Went over the names on the list of those we have not been able to contact. We've been able to gather the following names:
* Carol Ables 27286 Oak Grove Rd, Ardmore Al 35739
* Elaina Berryhill - Jarita has her address
* Rhonda (Robertson) Mitchell - she gave Cathy her e-mail address as Rhonda.R.Mitchell@yahoo.com - however, that e-mail is not good. Cathy has seen her at the gym one time - hopefully I'll see her again and get the correct info
* Discussed photographers again - Cathy will double check with her niece to see how much she would charge for the entire weekend.
* We discussed setting a baseline price at $80.00 instead of the $65.00 as discussed at the last meeting. This is so that we can start finalizing our plans.
* Andy is to check back with Tammy Stover about funds left from last reunion.
* Shirley reported that she has been able to get 9 teachers addresses and will be attempting to make contact with them.
* We unanimously decided to start holding reunion meetings during the week instead of weekends.
Next meeting is at Andy's house, April 1st, at 6:00
Saturday 28 Aug Classmates & Family Picnic: (Chairpersons – Andre Lang, Bridgette Moore, Jeff Ratley)
Andre Lang is following up to check on the total price of a custodian for the duration of the picnic event. Andre is also checking to see if we will be able to use the PA system. In the event of rain, we will use the gymnasium. In addition, a tour of the school is set for
Bridgett Moore has someone who has agreed to grill for us during the picnic. Bridgett is check on ice cream cup. Phyllis is checking into hiring someone who owns a snow cone machine to make snow cones for the kids during the picnic.
The menu for the picnic is Hamburgers, hotdogs, chips, dessert, and sodas.
Saturday 28 Aug Classmates Banquet: (Chairperson – Tina Crutcher;
Co-Chair –
The Von Braun Center South Hall rental fee is $450.00. To ensure we secure the 28 August date, the deposit has to be paid by the end of March. The planning committee agreed that in order to secure that date, each planning committee member has been asked to pay Tina Crutcher-Hobbs $35.00 each by the next meeting date (7 Mar). Each member will be reimbursed. Andy Simpson will be opening a joint account with Tina at the Superior Federal Bank in the name of Sparkman High Class of 1980. All reunion funds will be deposited to this account. Agreed to have at least three persons on the account with two signature required on checks.
Sunday 29 Aug Worship Service: (Chairpersons – Angela Hardin)
Angela Hardin is checking into a location for us to hold our Sunday morning Worship. Tina Hobbs has made initial contact with
Other Items of Discussion:
Photos – Sheila Atnip has secured Ted Cannon Photography. The photographer will be taking photographs / pictures during the Friday night social, Saturday picnic, and the Saturday night Banquet. The photographer will have package deals available for anyone who wants to order pictures. All parties will receive a free 3 ½ X 5 photograph regardless if they purchase a package or not. Cost of the photographer is $200.00. $100.00 is due to the photographer by 1 April. The remaining $100.00 is due on the first day of the reunion events
OLDER (Past) Meeting Minutes are Archived below.
Meeting Minutes - Update as of February 10, 2010:
Friday 27 Aug Classmates Social: (Chairpersons – Cathy Brown, Angela Hardin, Sheila Atnip, Phillis Brooks)
The Magnolia Springs Clubhouse has been booked and the initial deposit of $25.00 has been paid to hold the Friday Night social. The remaining $125.00 will be due on the day of the social. Cathy to set up a time for the Friday Night social chairpersons to conduct a walk-thru to assess table and chair need (if any). Sheila Atnip followed up with information from Chick-Fil-A sponsorship. Chick-Fil-A committed to 2 Large trays of chicken nuggets and napkins. Other items offered by Chick-Fil-A are:
• Tea $4.25/gallon
• Lemonade $8.99/gallon
• Additional party trays $64.00/per tray (feeds up to 50 people)
• Large tray of sandwiches (48 sandwiches) feeds 48 people @ $60.00/per tray
• Large fruit tray $49.50/per tray (feeds 25-30 people)
• 1 Cheesecake tray $44.00/per tray (24 slices)
If we choose to purchase the tea and/or lemonade, Chick-fil-A will furnish the cups and ice. However, the planning committee is checking into getting the tea, ice, and cups at better prices. These items are still in work and will be discussed further.
Shirley Crutcher is checking into contacting teachers and inviting them to the Friday Night social.
Cathy checked with Carol Redmon who works for a printing company but, Carol said they do not do banners. Angela Hardin following up on this one and is checking into getting us a Banner.
The Friday night social hours are 7:00 – 11:00.
Saturday 28 Aug Classmates & Family Picnic: (Chairpersons – Andre Lang, Bridgette Moore, Jeff Ratley)
Andre Lang has contacted the Sparkman Middle School principle and requested permission to have access to the football field for the picnic. Permission has been granted for access to the football field and the restrooms. The concession area will not be open for use. Andre will be contacting the principle again to see if they will allow us to use the key to the press box. He will also request permission to use the gym in case it rains. We will also be allowed a escorted tour of our old High School.
The Saturday picnic/tailgating festivities are tentatively set for 10:00 – 1:00
Saturday 28 Aug Classmates Banquet: (Chairperson – Tina Crutcher; Co-Chair – Phillis Brooks, Sheila Atnip, Sandra Hatchett)
The Von Braun Center is the decided location for the 28 August Classmates Banquet. The deposit for the Von Braun Center ($450.00) is required within 30 days. Tina will use the remaining funds from our 20 year reunion (approximately $500.00) to pay the deposit. Sheila Atnip is checking into getting a DJ. Cost of a DJ is roughly $425.00. Tammy Walker is also checking around for a DJ. We’ll use which ever one offers the lowest cost.
Sunday 29 Aug Worship Service: (Chairpersons – Angela Hardin)
Angela Hardin is checking into a location for us to hold our Sunday morning Worship. Angela to check I with the school to find out if we can use the gym and possibly have the Sparkman High Choir sing.
Other Items of Discussion:
Photos – Sheila Atnip is checking into a photographer to photograph the entire reunion weekend.
Website – Ginger Pierce has developed the Sparkman High School Class of 1980 website. The website IP address is www.classcreator.com/Toney-AL-Sparkman-1980 . The website is already operational. Ginger has uploaded all of our classmates names. Each classmate will be asked to go to this website to enter their contact information. This information will be provided in the initial class reunion notification letter.
Class Reunion Notification Letter – The initial notification letter was finalized during the 6 Feb meeting. Tina will be sending the letter out by 13 Feb and is requesting a YES or NO response from everyone no later than 28 Feb so that we can begin assessing total cost for each classmate to participate in the reunion festivities. Each planning committee member is asked to bring enough money to the next planning meeting to reimburse Tina for the cost of postage stamps.
Next Meeting – Saturday February 20, 2010, 4:00pm at Andy Simpson’s home: 106 Greymont Dr. Madison 35757. Phone Number 256-679-2366.
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Friday 27 Aug Classmates Social: (Chairperson – Cathy McCain)
The classmate’s social will be held at the Magnolia Springs Clubhouse. The rental fee is $150.00 which is due on the day of the event. Cathy will get the clubhouse reserved this week. Cathy will also line up a photographer for the event and also check into a photographer for the entire class reunion events. Finger foods will be served. Sheila Atnip is checking into the possibility of Chik-fil-A providing the cups, napkins, plates, ice, and a party tray. Classmates will either be asked to bring miscellaneous snacks or the planning committee will furnish snacks. If the planning committee furnishes the snacks, the cost will not be included in the price of each attending classmate’s total cost of the reunion. In addition, Cathy has sent Carol Redmond a request on Facebook about getting a banner that reads “SHS 30 Year Class Reunion” which will be used at each event.
Saturday 28 Aug Classmates & Family Social: (Chairperson – Open)
Two locations are being looked at:
1. The Station @ Bridge Street – Tina Hobbs has already checked into this location. The Station has activities for the entire family (i.e. arcade, bowling, karaoke, etc).
2. Sparkman Middle School – This is the old Sparkman High School where we all attended which is now the Middle School. Andre Lang is looking into us using the area around the football field to do tailgating and to take a tour of our old school. If we are unable to get access to Sparkman Middle School, The Station will be our backup plan.
Saturday 28 Aug Classmates Banquet: (Chairperson – Tina Hobbs; Co-Chair – Phyllis Brooks, Sheila Atnip, Sandra Hatchett)
The Von Braun Center is the decided location for the 28 August Classmates Banquet.
Sunday 29 Aug Morning Worship Service: (Chairperson – TBD)
We are discussing having a Sunday morning worship person and still need someone to chair this event.
Other Actions:
• Reunion notification to be sent out by Mid-Feb
• Updates to classmates list to be finalized and sent to Rudy /Tina by next meeting (6 Feb)
Rudy Drake 1-20
Lori Campbell 21-41
Tammy Stover 42-62
Andre Lang 63-83
Gary Allen/Jerita 84-104
Phyllis Williams 105-125
Andy Simpson 126-145
Cathy McCain 147-153 and 158-163
• Prices for DJ: Jerita, Angela, Ella
• Contact List of all teachers to invite to classmate social
• Contact Leon Edwards photography to take photos at the banquet
• Create a class directory – Jerita
• Still need volunteers for the worship/fellowship
NEXT MEETING: Saturday 6 Feb 4:00 PM @ Tina’s House
Friday 27 Aug Classmates Social: (Chairpersons – Cathy Brown, Angela Hardin, Sheila Atnip, Phillis Brooks)
The Magnolia Springs Clubhouse has been booked and the initial deposit of $25.00 has been paid to hold the Friday Night social. The remaining $125.00 will be due on the day of the social. Cathy to set up a time for the Friday Night social chairpersons to conduct a walk-thru to assess table and chair need (if any). Sheila Atnip followed up with information from Chick-Fil-A sponsorship. Chick-Fil-A committed to 2 Large trays of chicken nuggets and napkins. Other items offered by Chick-Fil-A are:
• Tea $4.25/gallon
• Lemonade $8.99/gallon
• Additional party trays $64.00/per tray (feeds up to 50 people)
• Large tray of sandwiches (48 sandwiches) feeds 48 people @ $60.00/per tray
• Large fruit tray $49.50/per tray (feeds 25-30 people)
• 1 Cheesecake tray $44.00/per tray (24 slices)
If we choose to purchase the tea and/or lemonade, Chick-fil-A will furnish the cups and ice. However, the planning committee is checking into getting the tea, ice, and cups at better prices. These items are still in work and will be discussed further.
Shirley Crutcher is checking into contacting teachers and inviting them to the Friday Night social.
Cathy checked with Carol Redmon who works for a printing company but, Carol said they do not do banners. Angela Hardin following up on this one and is checking into getting us a Banner.
The Friday night social hours are 7:00 – 11:00.
Saturday 28 Aug Classmates & Family Picnic: (Chairpersons – Andre Lang, Bridgette Moore, Jeff Ratley)
Andre Lang has contacted the Sparkman Middle School principle and requested permission to have access to the football field for the picnic. Permission has been granted for access to the football field and the restrooms. The concession area will not be open for use. Andre will be contacting the principle again to see if they will allow us to use the key to the press box. He will also request permission to use the gym in case it rains. We will also be allowed a escorted tour of our old High School.
The Saturday picnic/tailgating festivities are tentatively set for 10:00 – 1:00
Worship to be held at Pine Grove PB Church, Harvest Alabama @ 11:00 am