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:

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 –

     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.

 

     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)

~~~~~~~~~~ End:  Planning Mtg 4 Minutes ~~~~~~~~~~

[ Return to Planning Mtg No. 4 ]