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MEETING MINUTES

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Meeting Notes 2/18/2021

 

Updates from Committees:

Finance: $6000 has been raised so far (total party cost is typically around $40,000)

 

Venue Committee:

  • Big Thrill Minnetonka permanently closed.  This committee did a great job & worked very hard looking for a new venue that could accommodate a party of this size (the entire Senior Class is invited).

  • Canterbury venue was secured after the last meeting so this committee is done.

  • Members can sign up for other committees or volunteer slots if they want to continue to help out.

  • Update from Canterbury is that they feel confident that they can accommodate a party of this size with the state restrictions. We have a large event center that holds 1,000's plus the outdoor space. If the restrictions get tight again we can utilize their parking lot for a Park-In event similar to last year's. The state has given them the green light for events like Summer Jam which brings in several thousands of people, so they do not foresee any issues.

Fundraiser: 

  • Money raised has come from; donations from the fall craft fair, Chipotle, Arbys, Business Solicitation, and individual donations. 

  • Upcoming Events: Qdoba, Culvers, Spring Craft Fair, Senior Signs, and Soft Goods drive.

  • The group has requested some additional support with learning the process of setting up the craft fair

  • We have struggled due to COVID and limitations due to restrictions. Several of our regular fundraisers are not possible this year.

  • Discussed that we are looking into a new fundraiser called SnapRaise. We will need everyone's support and participation.

  • Please remember it is extremely important that everyone likes, invites, and share the events on all social media so we can spread the word. 

 

Social Media & Marketing

  • Utilizing school email

  • Will meet with fundraising regarding upcoming events and SnapRaise

  • Meet to plan the marketing of Craft fair, Senior Signs, Epilepsy clothing drive, Culvers...

  • Promote volunteer sign-up needs, open board member spots, and get more people to become members of our website so they receive our emails.

  • Dawn to promote on craft group sites to get more Craft vendors for the fair

  • Dawn has signed up 2 food trucks for the craft fair

 

Business Solicitation: 

  • So far $2500 raised.  

  • The plan is to start making phone calls in the first couple of weeks in March.

  • The group has requested some additional support to help with phone calls.

 

Entertainment:

  • The group presented all the activities at Canterbury

  • In their next meeting, they will be looking at the budget to determine what activities we can keep.

  • The activities will rely completely on fundraising.

  • For extra games, they are looking at parents or the community to donate items like cornhole, spike ball, etc.

  • Communication from Canterbury sounds like we will be able to continue the event. 

  • The group has requested if another group could take on food and menu? Watching budget and will rely on fundraising. 

 

Volunteer Coordination Committee:

  • Sign up is open for Craft Fair Volunteers

  • Create new sign-ups for Craft fair coordinator help, Food/menu Committee, and 2 new board members

  • Will coordinate with other committees as help is needed in those areas.

 

Prizes:

  • The group will meet in a few weeks when we know what funds we will have to work with.

  • Hoping to have funds to provide gift bags for all plus raffle prizes.

 

Additional notes and comments:

  • Dawn and Tracee mentioned that this is their last year with the group.  

  • The board is now looking for 2 members. Must be adults

 

Next Meeting 

Thank you EVERYONE for all your hard work!  We have had a couple of challenging years, but at the end of the day, we all have the same goal to keep the seniors safe and to have a memorable end to the senior year.

Minutes from 3/11/2021 Meeting

Agenda for 3/11/2021

  • 7pm Board welcomes you

    • Discuss the need for 2 new board members and what it means to the future of SSGP continuing for our Shakopee Seniors.​

    • 2022 party is in jeopardy at this point. If the board positions are not filled by the end of May

  • 7:05pm Budget and finance update

  • 7:10pm Business Solicitation update

    • Business donations​

    • logos for website and student T-shirts

    • ask businesses that have not donated if they are interested in adding something to the senior gift bags

  • 7:15pm Fundraising Update

    • Update on what was raised so far of our $44k total party goal​

    • Current & Upcoming Fundraisers

    • SnapRaise Senior Send-off Fundraiser Campaign Update with Q & A

    • Craft Show Update, food trucks rescheduled to 4/17

    • Epilepsy fill Starters soft goods drive

    • Senior Signs ordering Starts 3/8

    • Culvers 3/16 at 4pm

  • 7:35pm Party timing and schedule, revisit at next meeting

  • 7:45pm Entertainment/Venue/Food Update

    • Venue is set​

    • Food Menu to include dietary options, this depends on Fundraising

    • Entertainment still hinges on Fundraising, but we have options

      • Ask for parent activity donations? (Like corn hole for a tourney and prizes, etc...) to help with the cost​

  • 7:55pm Wrap up and open questions

*If you have questions, concerns, or something to add please email

Dawn at SSGPinfo@gmail.com