planningmtg3minutes

Planning Mtg 3 Minutes

 

Meeting Minutes

Third Planning Meeting, 24 January 2009

Handley High School Class of 1959 Fiftieth Anniversary Reunion

Location: Home of Linda and Jamey Duncan, 450 FM 3137, Palo Pinto, TX 76484

Time: 11:00 a.m. to 5:00 p.m.

 

Attending:

Homemade Mexican dinner was served, and Ann Weiss’ birthday was celebrated.

 

The meeting was called to order at 1:00 p.m. by Richard Clark, president of the senior class, who welcomed the participants. First order of business was to review the tentative agenda for the day. David McConnell was selected as moderator, and Kaye Trisler volunteered to capture

action items and record meeting minutes. Kaye Trisler read the minutes from the second planning session, and corrections were recorded. The corrected minutes will be posted to the website. Agenda items for the day were agreed to, and the meeting began.

Old Business - Accomplishments since last meeting were presented. Trip to Woodhaven, number of biographies posted, number of people expressing intention to attend, number who have paid, website changes were all highlighted as accomplishments.

New Business

Agenda Items 4a and 4j. Woodhaven Arrangements. David McConnell reviewed the

Woodhaven Boaz Room arrangements meeting with the Woodhaven manager. The trip

report prepared by Richard Clark and David was read; see report posted on website for

details. He highlighted the room layout, registration area, bar area, food service, possible

table arrangements, and equipment set up (projector, laptop, speaker stand, wireless

microphone, etc.). Question and answers were fielded regarding table decorations, guest teacher seating arrangements (everyone agreed not to have a “head table”). Note:

Determine what type of batteries required for wireless microphone and ensure we have

extras available.

Table decorations (Item 4j) – Doris Richardson, Ann Weiss, and Linda Duncan will work

together to prepare the table decorations. Doris agreed to serve as the subgroup chair.

Linda has begun creating centerpieces in purple and white. Ann and Doris will plan fresh

flowers for the reception area and display area. The subcommittee will provide details at

the next meeting.

Important item – we need to notify Woodhaven 2 weeks before the event of our final

food selection and anticipated number of attendees. We will need to provide a meal

serving schedule to the club at that time also.

Agenda item 4b. Review tentative reunion agenda and schedule (activities, time

allocations, speakers, etc.).

Speakers

Group Activity at Tables (responding to questions)

Anecdotes Activity

“Who’s the Most” Activity (with prizes)

Other means of recognizing participants. The committee reviewed the tentative agenda and schedule and provided a number of suggestions.

Item 4e. Finalize speakers and topics - David McConnell has prepared a tribute to the class and our teachers. Guest teachers will be invited to speak after the tribute.

Item 4f. Music and Entertainment Options – Bill Rennels has agreed to manage the music. As we agreed in November, we will use David’s great collection of 50’s music as a background during the event and for dancing. He will provide his 12 long-play CDs and his Bose system, along with the listing of songs, in the event that someone wishes to have a favorite played.

Item 4h. Finalize memorabilia considerations – David showed samples of possible memorabilia, including Jamie Duncan’s horseshoe crosses; six sets of 50’s music CDs; website, biographies, and Hi-Lights on CDs or printed copy.

Linda Duncan presented her idea/sample of a program for the event, to include the program for the evening, memory pages, and our senior pictures with a short synopsis of the life of each. She proposed to have them printed for each alumni and bind them in purple with comb binders.

David McConnell is working to get the entire website downloaded for a CD/DVD, which would include the biographies, photographs, Hi-Lights, and everything else on the site. If the program works, this would be all encompassing and a handout for all.

David’s diploma memento was voted as a keeper in our last meeting – one for all in attendance (classmates, spouses/escorts, and teachers).

All attendees will receive a copy of David’s 29-song CD of special classics. The group discussed the options, and the majority vote was for the CD/DVD presentation. Linda’s proposal for the program was accepted.

David McConnell solicited more photos for a CD that will be running from a laptop and projected during the reunion. Send or e-mail your scanned photos to David.

Item 4i. Finalize Reunion Picture Plans – David McConnell’s brother, Charles will take photos during the reunion: couples, groups, and candid shots. We want to ensure that he makes a Senior Class photo (to compare with our ’59 class photo). There was some discussion of distribution of the photos after the reunion; however, final plans were not completed – an item for the next planning session. Grady King volunteered to have the CDs burned from a master David will produce.

Item 4j. Room arrangements, decorations, and decorating – See item 4a above. We discussed and decided that the floral arrangements on the tables, sets of 50’s music CDs, and Jamie’s crosses would be given as Door Prizes during the event. There will be five or six drawings, depending on the time of the first drawing. Ann Weiss will purchase the drawing tickets, and they will be handed to each person attending as they register. We need to name someone to be responsible for the actual drawings during the reunion.

Items 4k and 4n. Contacting classmate with registration forms and managing replies – Follow-up letters will be sent out with registration forms requesting return as soon as possible, but not later than 6 April. Richard will send these letters to all individuals who have not sent Marilyn their checks.

Item 4l. Coordinating with Woodhaven regarding final count and arrangements –

On or about 6 April, David McConnell, Richard Clark, and Marilyn Martin will go to Woodhaven and finalize arrangements. One of the concerns expressed was security of vehicles on the parking lot at the club. They will make inquires regarding security prior to the March meeting, in case we need to make our own arrangements for security.

Item 4m. Safeguarding our things during set up and during the reunion (inside the facility) – All agreed that someone will have to be in our area of the facility from the time we begin to set up until all leave. The group will work out the schedule for set up and security.

Item 4o. Cleanup, equipment and decorations, removal of memorabilia –

Individuals furnishing equipment will be responsible for gathering their own; the committee will work together to ensure the facility has been cleared of our personal belongings and any decorations we have furnished.

 

Item 4p. Friday Evening, 24 April, Casual Dinner Proposal – Kaye Trisler proposed having a casual get together at Oscar’s Mexican Restaurant in Haltom City for all who would wish to attend. The majority of the committee voted to have the gathering. Kaye has reserved a room and will provide a count to Martha Calderon, owner, a week in advance so that adequate preparations can be made. The announcement of this event will be added to the website and to the registration forms that will be sent out. An e-mail will be sent to all who have paid to attend the reunion and who have not returned the registration form to advise them of the Friday night gathering. An R.S.V.P request will be required so that we have a headcount.

 

FOLLOW-UP ACTIONS FROM LAST MEETING

Kaye Trisler has obtained the e-mail addresses for the Northeast Tarrant County local newspapers to send announcements of our reunion. Ann Weiss has contacted the Houston Chronicle, Classmates.com, and Reunion.com. Linda Duncan will notify the Meadowbrook News of the reunion plans. Jane Bratcher’s notification is still running in the Sunday Star Telegram Life Section.

Jane and Clayton Bratcher presented the Handley High 1959 Greyhound banner and sign. They look great – thanks Jane and Clayton.

Jane Bratcher will obtain the nametags.

Biographies – At the time of the meeting, 14 biographies had been submitted. Additional biographies have been received within this past week. Personal contact will be required to encourage others to write their bios and submit them. They are very interesting reading.

We are still have approximately 13 or 14 classmates who have not been located. Ann Weiss is still pursuing them and will report results as any are contacted.

 

ACTIONS:

Contact classmates who have not responded. 

Encourage classmates to write and submit biographies.

Send photos to David.

David, Richard, and Marilyn Martin will visit Woodhaven in the near future to finalize arrangements.

NEXT PLANNING SESSION:

The date for the next planning session was set as 21 March 2009 at the home of David and Jane McConnel1. Location and driving instructions will be supplied.

 

MEETING ADJOURNED

Our thanks to Jamie and Linda Duncan for their hospitality.

Meeting adjourned, and the group went to Weatherford (Pastafina) for dinner. They were joined by Tom Gwin. The meal was excellent; the fellowship great!

Special thanks to Kaye Trisler for preparing the minutes. Very well done!

ATTACHMENT: HHS Class of 1959 50th Anniversary Reunion Agenda

--------------------

HHS Class of 1959 50th Anniversary Reunion

(25 April 2009)

Agenda

 

05:00 to 06:15 p.m. Arrive, Informal Meet and Greet

• Registration, sign-in, and distribution of registration folder and name tags

• General mixing and greeting by planning committee as classmates arrive

 

06:15 to 07:00 p.m. Group Activity at Tables

• Introduction of Activities – Richard Clark

• Classmate Anecdotes Activity (15 min.) – Kaye Trisler

• “Who’s the Most” activity (15 min.) – Doris Raymond

 

07:00 to 07:15 p.m. Welcome and Introductions

• Welcome to all on behalf of the reunion planning committee – Richard Clark

o Welcome to classmates, teachers, and friends

o Introduction of the planning committee

o Recognize class officers from all years and other roles

o Introduction of teachers and other guests of honor

o Singing of the HHS Alma Mater – Led by Marilyn Martin

• Prayer Before the Meal – Jerry Hammonds

 

07:15 to 08:10 p.m. Dinner and Visiting at Dining Tables

 

08:10 to 08:30 p.m. Tribute and Responses by Teachers

• Tribute to Classmates and Teachers – David McConnell

• Responses by Teachers (as desired by the teachers)

 

08:30 to 09:00 p.m. Responses to Questions Activity – David McConnell

 

09:00 to 10:45 p.m. Visiting, Reminiscing, and Dancing

 

10:45 to 11:00 p.m. Classmate Farewells

 

11:00 to 11:30 p.m. Removal of all Reunion Materials and Property

~~~~~~~~~~ End:  Planning Mtg 3 Minutes ~~~~~~~~~~

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