EAST COUNTY ABWA BOARD MEETING MINUTES

 

January 18, 2008

 

VERY PRODUCTIVE MEETING TODAY LADIES!!!

The following topics were discussed:

 

1)    We now have our brochures- Thank you for an excellent job Stephanie!

2)    We now have an EIN number. Jackie and Kelly are completing the paperwork so that we can open the bank account. Stephanie will prepare letterhead and get it to Julie. Julie will then prepare the Resolution as required by the bank. Julie will forward the Resolution to Kelly, who will print it out and bring it to our next meeting for everyone’s signature.

3)    Due to the cost, it does not appear that we will be able to participate in the Head to Toe Women’s Expo this year. Both the La Jolla and Encinitas chapters said they would discuss it with their boards, but it is unlikely that they will participate.

4)    We have made the following progress in planning our fundraising event:

 

 

·      The event will be called “The First Annual East County Easter Pooch Parade”

·      Stephanie will come up with the event’s logo which will ideally incorporate the ACES’ dog wearing some sort of an easter bonnet. We will need to ask ACES for their permission.

·      We will solicit sponsors. In exchange for their sponsorship, they will receive the following:

-At $50= a free t-shirt and their name on our website;

-At $250= in addition to the above, a free booth to display their products or services;

-At $500= in addition to all of the above, their name will be placed on the back of the event t-shirt;

-At $1,000= in addition to the above, they will receive a family portrait session from Julie;

-At $2,500= in addition to all of the above, their name will be prominently displayed on the t-shirt and on all advertisements for the event; and

-At $5,000= in addition to all of the above, their name will have the largest placement on the t-shirt and on all the advertising

 

·      Entry fees for the event will be as follows:

-$10 per person (no limitation on # of dogs) if they register before (date???) or $15 on the day of the event;

-$25- includes one scarf for the dog;

-$40- includes a t-shirt and a scarf;

-$75- includes a t-shirt, scarf and 5 x 7 portrait w/dog

                        ***T-shirts and scarves will also be available for sale at the event

·      Julie will find out from Debbie what the cost of ordering t-shirts and scarves will be, which will determine the amount we order and how much we charge for them at the event, and the deadline for ordering them;

·      Julie will also have a booth at the event to take pictures of people with their dogs at a cost of $20- we will reimburse Julie $5 to cover her cost, and the remaining $15 will be donated to ABWA/ACES

·      The event schedule is proposed as follows:

8:00 am- Vendors are permitted to begin booth set-up

9:00 am- Registration opens

10:00 am – 10:30 am- Dog parade begins

11:00 am- judging of Easter bonnets (Need to select judges- celebrity judges????)

11:30- Police Canine demo

 

·      Drawings for donated items will be held throughout the event; items donated will be on display where the raffle tickets are sold;

·      Julie has offered to let us use her PA system and has volunteered her husband to set up the system;

·      We discussed the possibility of having a celebrity MC, however Julie also volunteered her husband for that duty;

·      Julie suggested her husband’s band play at the event;

·      Once Stephanie prepares the letterhead, Jackie will send out letters to potential corporate sponsors to solicit sponsorships/donations- ACES may also have some contacts; corporate sponsors may send representatives to hand out samples at the event and will also be given a free booth at the event;

·      Booth rentals will be $40 per 10 x 10 space. Each vendor will be required to have a canopy and their own table. Registration for vendor space must be received by March 15^th;

·      All of this will be discussed with ACES.