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Blalock Mexico Colony Reunion MINUTES OF A MEETING OF THE BOARD OF DIRECTORS October 14 , 2011 A meeting of the Board of Directors (the "Board") of Blalock Mexico Colony (BMC) reunion was held on Oct 14, 2011, at 6:30 PM in the home of Carol and Bill Ward. Directors Present Lucy Abbott, Karen and Charlie Earhart, 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 Discussion Bill Ward distributed copies of the BMC 2011 Reunion Projections and Lucy Abbot provided information about the current balance of $ 2,813.72 in the BMC account and expenditures made for the 2011 Reunion. A deposit and security fee totaling $800.00 was paid to St. Pius X on March 15, 2011. A deposit of $100.00 was paid to Bill Miller to cater lunch for the event. Lucy will email a current financial report to Board Members. Rick Newcomb delivered to Lucy Abbot for deposit into the BMC account 5 checks received from early registration totaling $260.00. Rick Newcomb also reported that $100.00 had been promised for the special donation fund. Bill Ward provided a receipt for reimbursement to Lucy Abbot for expenses incurred for the 2011 BMC Reunion invitation mailing. He stated that he had purchased enough invitation supplies for next year as well. Carol Ward asked it there were enough new photographs to create another BMC CD as a fundraiser and Rick Newcomb suggested that there probably was not, but would review the available photographs. Bill suggested that the new school house image would make a good print for sale at the reunion. 2011 Reunion Planning Bill Ward reported that 276 invitations had been mailed out and Rick Newcomb reported that 24 invitations had been returned so far. Bill handed out a copy of the mailed invitation. Rick also reported that he had emailed out 199 e-invitations and none were returned as undeliverable. The invitation is available on the BMC website in English and Spanish. Charlie Earhart reported that Manuel Cameron had called him to state he had not received a BMC invitation. Charlie Earhart reviewed Bill Ward's mailing list and reported that Manuel was not on it. Charlie will call Manuel and get his address. Bill provided a copy of individuals living in Mexico who were not mailed the invitation. Charlie and Lucy Abbot are going to review the list and get word to as many on the list as possible. Liz Newcomb reported that so far, very few individuals had used the online registration feature. She also stated that young people were interacting on the BMC facebook page so we are reaching younger generations with the page. The Board discussed the dinner plans for the upcoming 2011 Blalock Mexico Colony reunion. Lucy Abbot explained that Gladys Martinez will make the dinner meal for approximately 150 adults. The number of meals may be adjusted as the event grows nearer and we get more precise counts. Each adult plate will include 3 tamales, rice, beans, tortillas, salsa, queso and chips. Lucy Abbot explained that all supplies (serving plates, plastic ware, masa, meat, pork, beans, rice, Velveeta, Rotel, tomatoes, chili, etc.) for the meal would be purchased by the BMC Reunion and that Gladys Martinez would provide the labor of making and serving the food. A price per plate for the preparation and serving of the meal was not determined. Lucy Abbot stated that the price of $7.00 per dozen tamales that Gladys usually charges when she provides all the supplies would not apply to this catering event, but would be less, since the BMC was purchasing the supplies. Lucy suggested a meeting with Gladys Martinez to discuss details. Liz Newcomb reported that the cost of 37 dozen tamales @ 7.00 per dozen would be $259.00 so perhaps the total cost paid to Gladys Martinez for dinner should be in this range. Liz Newcomb reported on the number of kitchen helpers needed last year and the timeframe used to prepare and warm the food for dinner. Charlie and Karen Earhart said that their family members would assist in serving the dinner meal and also in kitchen and facility cleanup. Thank you to Charlie and Karen for volunteering to spearhead these big jobs. Liz Newcomb reported that we need to locate a projector for the event and Rick Newcomb stated that he would like to have a pod of computers and a person or persons available to show the BMC website and facebook pages to those who have not seen them. Charlie Earhart volunteered to bring a color printer to allow attendees to make copies of photographs during the event. Rick and Liz Newcomb will donate some photo paper for this service. Liz Newcomb stated that she will follow up with St. Pius X Family Center and Bill Miller to find out when the balances due need to be paid. She will report to Lucy Abbot so that checks are deliveredt by the deadlines. Mary Joy Arndt has agreed to chair the Silent Auction Committee; Karen and Charlie Earhart have agreed to chair Facility Set-up, Dinner Serving and Facility Cleanup duties, Rick and Liz Newcomb will chair the Scanner area and assist with Set-up. Still needed are persons for:
Next Steps The BMC Board decided on the following next steps:
Adjournment There being no further business to come before the meeting, the meeting was adjourned. Respectfully submitted, Liz Newcomb, Recording Secretary |
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