Meeting held 4 February 2019 @ WFC
Committee members present:
Glenn Brotchie, Brian Trenery, Judy Ross, Robyn Blackmore, Terry O’Neill, Trevor Williams, Michael Boyd, Ian Cairns, Ann Donaldson, Sharon Stark, Anne Adams, Gerry Delaney, Tony Austin
Aim of meeting was to go through the initial planning and allocation of jobs organized, plus set the calendar for the event.
List of the proposed dates of meetings:
4 Feb Initial meeting
12 Feb 2018 list of businesses available to members
19 Feb Second meeting where discussion will hinge around the list of businesses to be contacted. Members to finalise their collation of businesses to be contacted at Rotary meeting.
22 Feb Final preparation of Business listings to be contacted
5 March List of businesses finalized, with text of letters to be sent out also finalized.
12 March Drafting and printing of letters for distribution to begin
19 March Posting of letters to businesses to begin
26 March Assembling of members packs. This will be done at 5:00pm, before club meeting
1 April Posting of letters to be finalized
2 April Members to receive their packs pre visitation to businesses
6 April Members to begin approaching businesses with view to get donations
4 May Final date for collection of Goods and Services
11 May Complete the ‘lotting’ of all the donations
1 June The auction at the CITY MEMORIAL BOWLS CLUB
CURRENT ALLOCATION OF DUTIES
- Catering: Ian Cairns to coordinate
- Ticket Sales: Robyn Blackmore, ably assisted by Judy Ross
- Guests: Michael Boyd to approach the 3 auctioneers, and Matti Stewart, (MC)
- Booklet: Glenn Brotchie and Terry O’Neill to coordinate.
- Raffles: Ann Adams, with Andrea Sampson
- Event Management: Ian Cairns and Matti Stewart to organize
- Computing Records of events/donations/sales: Tony Austin to organize, with Lousie Brennan and a variety of helpers to assist on night with computer recording of event
- Volunteers: A list of Rotarians outlining their tasks for the evening to be published.
Ideas from Meeting:
- Ticket Sales: As a result of 2018 issues all tables of guests, (not Rotarians,) to pay costs upfront.
- Ticket Sales: Non-rotarian tables booked but unpaid, to be contacted well in advance to ensure payment via phone contact