Blalock Mexico Colony Reunion

MINUTES OF A MEETING OF THE BOARD OF DIRECTORS

June 7 , 2011

A meeting of the Board of Directors (the “Board”) of Blalock Mexico Colony (BMC) reunion was held on June 7, 2011, at 6 PM in the home of Liz and Rick Newcomb.

Directors Present

Lucy Abbott, Tony Turner, Carol and Bill Ward, and Liz and Rick Newcomb

Call to Order

Bill Ward called the meeting to order and Liz Newcomb recorded the minutes. A quorum of directors was present, and the meeting, having been duly convened, was ready to proceed with business.

Financial Report

Bill Ward reviewed the cost of the 2010 Blalock Mexico Colony (BMC) reunion and suggested that the BMC Board use the 2010 BMC reunion attendance data to set an attendance goal for the 2011 BMC reunion at 200 attendees in order to project anticipated reunion costs and to adequately plan for food (lunch, snacks, drinks and dinner), materials, volunteers and possibly hired staff. It was also suggested that we emphasize to attendees that we would prefer that they pay attendance prior to the reunion.

The BMC Board discussed 2010 BMC reunion expenses and determined that they did not want to increase the amount charged per person. The BMC Board also reviewed the 2010 BMC reunion fundraisers: the silent auction; the live auction; sales of BMC CDs and photographs. The BMC Board decided to continue these fundraisers at the 2011 BMC reunion with some possible modifications. Liz Newcomb provided the projected cost of catering lunch for the 2011 BMC reunion and the need for the catering of dinner.

The Board discussed potential dinner catering options and also the need to cap the amount expended for dinner in order to keep the overall charge at $20 per adult and $5 per child. Lucy Abbot and Liz Newcomb were tasked with researching potential caterers to serve dinner meal [tamale plate with rice, beans, salsa, and chips or tortillas] within the budgeted amount. They will report back at the next BMC Board meeting. Bill Ward suggested that the BMC Board hire individuals to run the kitchen during the reunion in order to free up BMC Board and Committee Members. The BMC Board agreed to his suggestion.

Tony Turner, previous BMC reunion Treasurer met with Lucy Abbott, the current BMC reunion Treasure to update bank signature cards so that Lucy Abbott could conduct treasury work for the BMC reunion. Lucy requested all documentation for expenditures and donations related to the 2010 BMC reunion.

2011 Reunion Planning

The Board discussed the upcoming 2011 Blalock Mexico Colony reunion. Liz Newcomb gave an update on the status of the nine tasks identified at the previous BMC Board meeting. Those completed since the last meeting include:

• Reserved St. Pius X Family Center in San Antonio, Texas for the 2011 reunion;
• Hired Bill Miller to cater lunch for the event;
• Provided the same menu used for the 2010 reunion BBQ plate.
• Paid deposits on the St. Pius X Family Center and also on Bill Miller's catering;
• Posted a "Save the Date" message on the BMC website; and
• Linked to Board meeting minutes from the BMC website.

Ongoing tasks include:

• Dividing the planning and preparation work for the 2011 Blalock Mexico Colony reunion among committees. Mary Joy Arndt has agreed to chair the Silent Auction Committee;
• Emailing as many 2011 BMC reunion invitations as possible to save postage costs;
• Creating a Facebook account to post reunion information; and
• Identifying and involving more families in reunion 2011, particularly those not involved in past years.

Bill Ward gave an overview of the 2010 BMC reunion activities. The BMC Board discussed the starting and ending times of the BMC 2011 reunion. There were no changes made and it was determined that:

• A 2011 BMC reunion invitation should be emailed in late July or early August using the email addresses collected at the 2010 BMC reunion and requesting that
• attendees complete the Registration Form and respond by email if they DO NOT want a paper invitation sent to them in order to save postage;
• A Spanish version of the 2011 BMC reunion invitation be sent via email particularly to those in Mexico; and The BMC 2011 reunion invitation should be snail mailed in September.

Rick Newcomb suggested that we need to speak with St Pius X about assigning designated reunion parking so that we don't have to move cars in the middle of the 2011 BMC reunion like we did last year. Rick Newcomb agreed to scan documents again at the 2010 BMC reunion.

It was suggested that we digitally record people's stories about Chamal and life there and that this could possibly be an activity for the day after the reunion if we gather. This suggestion was not finalized at this meeting and there was no further discussion of a second day activity for the 2011 reunion.

There was a discussion about having 2011 BMC reunion hats and shirts made. Tony Turner said he would check with the Humphers family on this task since they provided hat and shirts for sale at past reunions. Carol Ward said that their son might be available to design the shirt. The final decision on selling hats and shirts will be made at the next meeting.

Lucy Abbott suggested that we find ways to keep the reunion alive for future generations. There was also a suggestion about having a couple of designated computers set up at the 2010 BMC reunion for attendees to view the BMC website.

Next Steps

The BMC Board decided on the following next steps:

• Prepare 2011 reunion invitation;
• Board review of 2011 BMC reunion invitation;
• Email 2011 BMC reunion invitations as first contact about reunion, to check validity of email address and to save postage costs;
• Prepare and snail mail 2011 BMC reunion invitations;
• Post reunion information on Facebook ;
• Divide the planning and preparation work for the 2011 BMC reunion among committees;
• Identify and involve more families in reunion 2011, particularly those not involved in past years;
• Identify dinner caterer and pay deposit;
• Decide on sale of shirts and hats; and
• Decide on 2011 reunion agenda and 2nd day reunion activity if being held.

Adjournment

There being no further business to come before the meeting, the meeting was adjourned.

Respectfully submitted,

Liz Newcomb, Recording Secretary