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OKOTOKS IRISH DANCE ASSOCATION: MEETING MINUTES
MAY 17/10
Meeting started, minutes approved for April 12th.
Old Business:
Ceili:
- need to decide if Ceili is a fundraiser or a social event (handbook says Ceili is a fundraiser)
- More info to come in June
Highway Cleanup:
- We made $1000
- We were offered an other 10km to the east for next year
Ticket Sales:
- Ticket numbers 1-360 are handed out
- So far $480 has been deposited
- Tina has another $312 to deposit and well as $240
Grants:
- Kevin sent out email for information he has so far; he was asked to look into further for June.
Handbook:
- some changes need to be made for next year.
- Dress rental agreement needs to be added
Concert Volunteers:
- Suzanne, Londa, Kim and Beatrice
Fundraiser Painting:
- Painting from local artist was offered as a fundraiser.
- Raffle licence required to sell tickets
- Email to be sent out at the end of the year for promotion for next year
Cash on hand:
- Discussion to be carried over until Ilka’s return
NEW BUSINESS:
Election of officers:
- Genelle to be New Parent Liaison if Shelly doesn’t want position next year
- Secretary: Monica: Alison motions, Carol seconds
- Treasurer: Tracy
- Fundraising Co-ordinator: Alison
- Kim motions to raise points from 50pt to 75pt…motion passed, also to be made an executive position
- Vice President: Tina
- Vice President to fill in for any position that is not able to attend at a meeting
- Shoe Co-ordinator: Suzanne as well as Social Co-ordinator
- Shoe Co-ordinator to be 23pt for the year instead of 50pt
- Show Co-ordinator: Carol …50pts for the year
- Volunteer Co-ordinator: Karen
- Ceili Co-ordinators: Kim and Londa
- Dress Co-ordinator: Lynne
- Communications Co-ordinator: Sean
- email setup for next year
- link to school website
- Hard copy phone list
NEXT MEETING: June 14th
Potluck event for all dancers and families after class and meeting
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March 12, 2010
Meeting was called to order, minutes were thought to be okay.
OLD BUSINESS:
Ceili 2010: Schedule for the evening:
- Monica to start decorating at 1PM
- Kim will bring baskets
- Sean and Londa to bring alcohol
- Tina asked Ali if dancers could come at 6PM instead of 530Pm…this was okay with Ali
- Doors to open at 6PM
- Dinner will be at 630PM
- Suzanne and Stephanie to bring kettles for tea
- Plates, napkins, and cutlery is all ready purchased
- EVERYONE TO BRING A SERVING SPOON FOR THEIR DISH
- Allene will purchase a couple of extras just in case from the Dollar Store
- Ilka to bring float for alcohol
- Tickets to be set up by the bar for purchase
- Tina : from the start of the evening to 630pm
- Karen Love: 7PM-8Pm
- Alison : 8PM-9PM
- Londa: 9PM-10PM
- 50/50 Heads or Tails game will be played after the girls dance maybe between the bands sets
- Basket draw will be silent auction this year
- CLEAN UP: Monica has people signed up for this…MORE ARE CERTAINLY WELCOME
YEAR END CONCERT:
- Was discussed but no decision was made at the time. Further talk with Cait and Ali will happen next week.
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JANUARY 25TH, 2010
Meeting was called to order and minutes were accepted.
OLD BUSINESS:
Ceili 2010:
?] Corkage fee is $3.50 per person (everyone in attendance)
?] Allene motioned to increase ticket price and Carol seconded (unanimous vote in favour)
?] Discussed price of tickets for this year
o Each family is to pay a minimum of $60
o Ages 13 and over will be $10 and under 13 are $5
?] Alcohol info was brought to the table by Sean with a layout of potential profit
o Allene motions for alcohol to be a part of the Ceili this year: Ilka and Sean second
(everyone votes in favour )
o Sean will purchase alcohol for Ceili with variety discussed at meeting
?] Doors to open at 6pm , dinner at 630pm, snack at 9pm
?] Band will be paid $800 this year
?] It was decided that last year there were too many salads and not enough desserts. This
year it will be divided 40/60 in favour of desserts.
?] Danny will MC Ceili
OIDA MAIL GROUP:
?] Sean reintroduced OIDA mailing group on Yahoo
?] Decided it was very easy and we would use
o We will keep track of who has signed up other wise they do not receive emails used
in the group
o Sean will send info again
FUNDRAISING:
?] $800 was raised by the Poinsettia fundraiser
?] Kim will look into cookbook price and effort again
?] Liquor raffle was discussed but nothing was decided
?] Twoonie shoe raffle also discussed
o Kim to see if Bob Steele will donate a pair of shoes for this
?] Heads/tails ?]50/50 raffle discussed and well received as well
DRESS RENTAL:
?] Lynne discussed new dress rental aggrement…everything looked fine
?] Class dress is $150/year Show dress $50/year
?] All fees will go to OIDA
?] Post dated check for replacement cost dated for end for the year
?] All dresses must be returned by June 30 of each year
NEW MEMBERS:
?] We have two new dancers joining our school
?] Ali would like fees to be prorated for new members
?] Shelly motioned and Carol seconds the request
Mirrors of the school need to be discussed by Tony and FSD. We may not be allowed to keep them at the school anymore for safety reasons. Mirror construction will be put on hold until further notice.
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January 8, 2010
- Meeting was called to order. Introductions were made and the minutes were accepted.
OLD BUSINESS:
Registrations: several still missing
- Quite a few volunteer cheques missing as well. Suggested that Cait and Ali talk to the people who are missing
forms and cheques.
Ceili
- Highwood Memorial set for March 19th …doors open at 6pm dinner at 630pm
- Stephen’s Green confirmed. Fee for the band needs to be confirmed
- Alcohol will be served as a fundraiser
- $3.50/person corkage fee
- Sean to check on insurance price and permit cost
- HM’s bartender is $25/hour min 4 hours
- Dinner will be potluck….email will be sent out as to who will bring what
- Alene recruited more help….Londa, Tracy, Monica, Lynne
Dress Rental: Suggested that Cait and Ali talk to the people whoare missing forms and cheques
- Tracy and Lynne as coordinators are to come up with a proposal for the dress rental agreement for the next meeting.
- Proposed fee for class dresses:
$150.00 for class dress
$50.00 for smaller costumes
- These fees are to be discussed again as well
- Dress bags were introduced at $2.56/bag min order 100. This was voted on and approved.
NEXT MEETING:
The next meeting will be on January 25th, 2010 at 530pm . Tina will be chairing the
meeting. Mirrors are to be discussed next meeting. They are greatly needed and should be
resolved right away. Email group list to be discussed between Sean and Ali before next meeting and then
reported on 25 Jan.
TO DO LIST FOR NEXT MEETING:
- Suggested that Cait and Ali talk to the people who are missing forms and cheques
- Fee for Stephen’s Green needs to be agreed on
-Sean is to get cost on insurance and permit for selling alcohol
-Lynne and Tracy, dress coordinator, are to come up with dress contract proposal
-Dress fees need feedback to finalize cost
-Sean and Ali to discuss email group report on next meeting
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October 15th, 2009
Old business:
Ceili:
- Ali and Alene discussed who will pay for the gym on the next Ceili? Bhriomhar or OIDA
- Ali’s proposal for St. Patrick’s Day as follows
§ Traditional Ceili
§ Audience participation
§ Potluck dinner
§ Event for major fundraising: raffles and 50/50 etc.
§ OIDA volunteers coordinate most of event
§ Friends and family
- Proposal for concert in June as follows
§ Minimal OIDA volunteers needed: Cait and Ali plan event
§ Ticket price amount to go to OIDA
§ Two hour concert with intermission
§ At the Glenmore Christian Academy
§ Open to public
Ceili 2009 Financial Summery
- net profit $2030.24
- expenses $1740.00
- band $800.00
- would still like approximate break down for rest of expenses
- Alene will head a Ceili sub-committee with Amanda and Shelly. Will bring details for next meeting
New Parent Liaison:
- Shelly Koch has agreed to be the new liaison
Class Dresses:
- Ilka needs to know how much of the OIDA account do we want to spend on dresses
- Maureen needs to invoice first then decision will be made
- Tracey and Maureen will be getting together next week to discuss rental agreement terms and fees and will be ready to present next meeting
- Lynne will discuss with Tracy her ideas about dress rental from her past experience
Open House:
- open house went over well with the idea to some how merge beginning families with intermediate families
- Thanks to Genelle for getting the refreshments
Social Ideas:
- Christmas Party on last day of class to have everyone mingle from beginner to advanced dancers and families
- Try having the hotdog evening again once a month or every second month
- Try having social activity with parent viewing( Suzanne to propose more ideas next meeting
Registration:
- next year to have Bhroimhar and OIDA’s registration forms together for more convenience
- still many families to hand in registration and payment for this year
§ email will be drawn up for Ali to send out for missed payments
New Business:
Fundraising
- Hutterite chickens will be looked into closer to Christmas
- Poinsettias still to be considered
Shows:
- Carol has sent out lots of feelers to local businesses for performances
- Have decided there will not be any performances in Pubs unless okayed by Ali and parents
NEXT MEETING NOVEMBER 20th at 6PM
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September 11, 2009
Old business:
- Cait and Ali are aware of workshop issues and will keep in mind for next year (earlier notification)
- Tina moves to accept the minutes from last meeting
- We need a new Parent Liaison – Alene will ask Jodi Watt
Year end: profit and losses
- need Ceili cost breakdown from Alene
- Alene will start work on March Ceili and year end recital
- Need to confirm with Ali about decision for next year’s Ceili and recital
Parent Hand book
- OIDA registration deadline
New Business:
- Next meeting on October 16th , 2009
Dresses:
- two dresses made – six more required
- maybe two more for January made (3)
- dress coordinator to do paperwork for each dress
Open House:
- Suzanne will run the Open House on Monday and Wednesday, she will also act a Liaison for the night
- Volunteer lists are made
- Bob Steele to come on Monday only
- Coffee, Tea and timbits served
- Class dresses on display
DVD:
- Tina has the DVDs to distribute
- Next year they will go through the accounting books
Fundraising:
- Tupperware 40% of sales
- Poinsettias $7.50/ plant charge $15.00
- Genelle is getting prices for class uniforms
- Kim getting info on Huderite chickens
- Up coming shows- need flexible baseline for fee
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