planningmtg4minutes
Planning Mtg 4 Minutes
Meeting Minutes
Fourth Planning Meeting, 21 March 2009
Handley High School Class of 1959 Fiftieth Anniversary Reunion
Location: Home of David and Jane McConnell, Aledo, Texas
Time: 11:00 a.m. to 3:30 p.m.
Attending:
David and Jane McConnell
Richard and Marsha (Calvert) Clark
Clayton and Jane (Garrison) Bratcher
Jerry and Carolyn (Stratton) Hammonds
Jamey and Linda (Wheeler) Duncan
Eddy and Doris (Richardson) Raymond
Herb and Kaye (Buckellew) Trisler
Ken and Marilyn (Walker) Martin
Bill and Pat Rennels
Hampton Latta
Grady and Sara King (absent due to previous commitment)
Ann (Briley) Weiss (absent due to previous commitment)
Carolyn (Parrish) Hafley (absent due to previous commitment)
Pizza, salad, and desserts were served at noon.
The meeting was called to order at 1:00 p.m. by David McConnell, 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 captured action items and
recorded meeting minutes.
Kaye Trisler read the minutes from the second planning session, and they were accepted
with no corrections. January minutes have been posted to the website.
Meeting agenda for the day was distributed, and the meeting began.
Old Business - Accomplishments since last meeting were presented as we moved
through the agenda.
Treasurer’s Report - Marilyn Martin presented the treasurer’s report. As of noon, 21
March, 47 people had submitted their reservations and payment. Five guests (Mr. and
Mrs. George Mitcham, Mr. and Mrs. Bill Roe, and Mr. Charles McConnell) will be paid
for by the reunion funds. A total of $2,668.30 had been collected. Marilyn listed those
who have paid and those who have mentioned intent to attend but who had not submitted
their registration. [NOTE: Additional reservations and money were collected at the
meeting.]
Action Item: Visit Woodhaven – David McConnell, Richard Clark, Marilyn Martin, and
Bill Rennels plan to visit Woodhaven to confirm all arrangements on the 14th of April.
[Reference Items 1c., 1d, and 2d.]
Action Item: All committee members were requested to determine what their estimated
expenses would be and turn them in to Marilyn so a budget for disbursements can be
developed. This would include guests’ meals, decorations, memorabilia, packaging and
shipping final DVDs, etc.
Action Item: Richard Clark will follow up with a letter to the teachers indicating how
pleased we are that they have agreed to attend the reunion as our guests.
Committee Meeting Agenda Items
Agenda Item 1 - Pre-Reunion Activities
Item 1a. Contacting Classmates – A list of classmates who have not responded to
Richard’s registration request letter and registration form was prepared. The group
agreed that telephone calls were the most personal, expeditious method of contact.
Action Item: The names were read, and individuals volunteered to personally contact
each classmate on the list. List and assignments is attached. All calls need to be made
within the next 2 weeks to meet the registration closure date of 6 April.
Item 1b. Public Announcements – The committee agreed that no further public
announcements (e.g., newspapers, email campaign, Classmates.com, etc.) would be
needed to advertise the reunion.
Item 1c. Menu Choices – The committee agreed that David, Richard, and Marilyn could
handle final choices of desserts and any other menu item selections required when they
visit Woodhaven the first part of April.
Item 1d. Closing Woodhaven Arrangements – The committee agreed that the closing
arrangements should be made approximately 2 weeks before the reunion. Last-minute
changes in numbers could be accepted not later than 1 week before the 25th of April.
Agenda Item 2 – Facility/Logistics
Item 2a. Projector and Slide Show – Richard Clark and Kaye Trisler will set up the
projector and manage the slide show. Following the meeting, Richard and Kaye
completed a compatibility test of the projector and computer and showed Richard’s photo
collection for the committee members.
Item 2b. Decorations – Doris and Linda will assume responsibility for the table
decorations and for removal of decorations. One arrangement of fresh flowers will be included in the decorations. Doris brought a sample of the small bags of HHS purple and
white M&Ms that she is preparing. Additional bags of mixed nuts will also be placed on
the tables.
Item 2c. Number Tables – Doris and Linda will number the tables for program activities.
Item 2d. Security Duty – The committee agreed that we should have a licensed security
officer on duty outside the facility from 7:00 p.m. till 11:00 p.m. Bill and Richard Clark
will follow up. [NOTE: Bill Rennels made contact with Mr. Jay Cannon, a Warrant
Officer for Tarrant County in his regular job. David McConnell, on behalf of the
committee, and he agreed on engaging his services for 4 hours at $35/hour on the evening
of 25 April to provide security services.]
Item 2e. Reunion Cleanup – The Planning Committee will work as a team to ensure all
personal items are removed from Woodhaven at the conclusion of the reunion activities.
Item 2f. Memorabilia Displays – The committee agreed that the persons in charge of
registration would be responsible for displaying memorabilia materials in the side room.
If individuals bring additional personal materials, they will be advised to ensure their
names are on the photos or other items, and that they will be responsible for removal of
those items when they leave.
Agenda Item 3. Reunion Agenda
Item 3a. Agenda for Moderators – We agreed that the current/final agenda will be
adequate guidance for the moderators to keep the timeline and program agenda moving.
NOTE: Adjustments were made to the draft agenda, which will be posted with the
minutes.
Item 3b. Recognition of Classmates - We agreed to adjust the agenda to recognize our
military veterans (any who served in the military) and our deceased classmates. A
suggestion was made that if possible the photos of the deceased classmates be projected
during this recognition. The military veterans present should be asked to stand when
recognized.
Item 3c. Dry Run of Questions Activity – We agreed that a dry run of the questions
activity was not necessary at the planning session. David McConnell will provide
complete instructions and questions for the activity. [Reference meeting minutes from
second and third committee meetings.]
Item 3d. Reunion Program (added item to meeting agenda) – We discussed the program
that Linda Duncan is preparing for each attendee that will contain the agenda and photos.
We agreed that the 13th Hi-Light edition could be included in the program. The Hi-Light
includes the words and music to the Handley High Alma Mater.
Agenda Item 4. Organization
Items 4a. and 4b. Registration and Displays – Jane and Clayton Bratcher will be
responsible for the registration table, to include badging, preparation of drawing tickets, a
drawing ticket container, and managing the memorabilia that may be brought by
attendees. Clayton and Jane will hang the Handley High banner in a prominent place
near the entrance. The Planning Committee will all serve as welcoming greeters. We
agreed that the single 50’s CD collection and the program will be distributed from the
registration table. Jane will procure small purple bags for the registration package.
Item 4c. Display Setups – The drawing prizes (six sets of 12 CDs and Jamey Duncan’s
horseshoe crosses), Hi-Lights notebook, biography notebook, music collection listings,
framed graphics of related items HHS annuals, etc., will be displayed.
Item 4d. Music – Bill Rennels will be responsible for music; David McConnell will
furnish the Bose speakers and CD player. We agreed to have up to four notebooks
available containing the index of songs available so that people can make requests. Bill,
the DJ, will have a tablet available to take the requests and will play them at appropriate
times.
Item 4e., 4f., 4g. Prize Drawings – The committee agreed that we should have two
drawings for door prizes. One drawing will take place at approximately 7:00 p.m., just
prior to the official welcome and introductions. The second drawing will occur at
approximately 10:00 p.m. Planning committee members will not have their names in the
“fishbowl.” A committee member will draw the names. We have 12 total prizes, so
there will be 6 names drawn each time. Committee member(s) will ensure the prizes are
in place at the drawing table at the appointed time.
Agenda Item 5 – Memorabilia
Item 5a. Program and Diplomas – It was agreed that we should include the 13th edition
of the Hi-Light in the program (see item 3d.). Distribution of the diplomas for all
attendees was discussed. David will furnish Jane and Clayton the preprinted diplomas
just prior to the reunion, and they will roll and tie them and put them with the badges and
other items in the purple bag, by individual or couple.
Item 5b. Distribution of Memorabilia –
Prizes – 12 CD sets of 50’s music and Jamey Duncan’s iron trivets
Registration - Diplomas and single CD
DVD of website, reunion photos, and biographies – Mail after the reunion
Item 5c. Web Site Download and Related Issues – David discussed the trial downloads
and presented the idea of waiting until after the reunion to make distribution. All agreed
that everyone would like to have one disk with everything on it. The delay in distribution
will be communicated to the attendees.
Item 5d. Discussion of DVD Contents – We discussed the list of possible items to
include on the final DVD and agreed, basically, that the website contents, reunion
pictures, and other items broken out as listed below would comprise the DVD.
Acrobat Reader Version 9
Website download
Classmate biographies
12 1959 Hi-Light newspapers
13th Edition of the Hi-Light
Photographs
Classmate roster
Text of the Tribute
Any photographs or other digitized media from the reunion
Other items.
Agenda Item 6 – Post Reunion
Item 6a. Distribution of Reunion Pictures – The committee agreed that it will be worth
the short waiting period to capture the photos on the website download, along with any
other photos or articles received – all on one DVD. It will be easier to distribute and the
recipients will appreciate the all-in-one single disk.
Item 6b. Consideration of a 14th Edition of the Hi-Light – The idea of a 14th edition
focusing on the reunion was discussed and dismissed.
Item 6c. Post-Reunion Social – The committee agreed that we should have a post-reunion
meeting to conclude any unfinished business issues and to enjoy a relaxing
social. The event will be at the home of Kaye and Herb Trisler in Colleyville. The
tentative date is currently late May, based on travel plans by primary participants (David,
who will prepare the disk, and Richard who is leaving for an extended trip around
26 May).
Agenda Item 7 – Other Issues
No specific issues were addressed. Further contact will be via the website or via
telephone as the reunion date approaches.
The meeting was adjourned at approximately 3:30 p.m.
Added Item, 29 March – Kaye will need a number to turn in to Oscar’s Restaurant by
April 22, so be sure to mention our dinner at Oscars on the 24th to all whom you call.
Marilyn should have the list of those who plan to attend with the registrations.
Thanks again to David and Jane McConnell for their hospitality, sharing their home with
the committee and their spouses.
Reunion Agenda
05:00 to 6:15 p.m. Arrive, Informal Meet and Greet - Reunion Planning Committee
06:15 to 07:00 p.m. Group Activities at Tables
• Introduction to program and planned activities
• "Classmate Anecdotes" activity - Kaye Trisler
• "Who's the Most" activity - Doris Raymond
• First drawing for the door prizes
07:00 to 07:15 p.m. Welcome and Introductions - Richard Clark
• Welcome to classmates, teachers and friends
• Introduction of the planning committee
• Introduction of teachers and other guests of honor
• Singing the Handley High School Alma Mater – Led by Bill Rennels
• Invocation - Jerry Hammonds
07:15 to 08:10 p.m. Dinner and Visiting at Dining Tables
08:10 to 08:30 p.m. Tribute and Teacher Responses
• Tribute to classmates and teachers - David McConnell
• Brief greeting from teachers that are present and who wish to speak
08:30 to 09:00 p.m. “Responses to Questions”
• Group activity by participants at each table - David McConnell
09:00 to 10:30 p.m. Visiting, Reminiscing, and Dancing
10:00 p.m. Last Drawing for the Door Prizes
10:30 to 11:00 p.m. Classmate Farewells
Individuals Not Yet Registered (Committee Person to Make Contact)
Blakeman, Jim (Clayton)
Braker, Mike (Linda) -- registration received
Brockman, Jimmy (Richard)
Dailey, Gordon (Richard)
Dews, Jerry (Marilyn)
Forehand, Kenneth (Marilyn)
Gwin, Tommy (David) -- registration received
Holdrige, Jerry (Jerry)
King, Grady (Hampton)
LePoris, Kenneth (Jerry)
Lough, Billy (Bill)
Meisner, Linda (Marilyn)
Mires, Marvin (Bill)
Moores, Pat Warrick (Linda)
Petty, Bancy (Marilyn)
Robinson, Linda "Bunkie" (Marilyn)
Sloan, Wayne (Jane)
Smith, Judy Gober (Marilyn)
Taddonio, Janelle (Bill)
Ward, Myrna Curtis (Jane)
West, Eddie (Richard)
York, Ann Anderson (Linda)
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