Minutes 10-26-2009

Monday, October 26, 2009
7-8 pm in the Smith School Library

Attendees: Co-President Joshua Schultz, Treasurer Roger Hoogerheide, Secretary Marika Adamek, Central Principal Merry Fahrman, Broadwater Principal Sue Johnson, Alana Listoe, Joanna Thamke, Lisa Mecklenberg Jackson, Pam Bucy, Liz Stine

Co-President, Joshua Schultz, began the meeting at 7:00 pm.

Welcome/Introductions

  • Joshua opened the meeting with introductions of HPMP Officers and meeting participants.
  • Secretary Marika Adamek circulated the sign-in sheet.

Secretary Report

  • Marika asked for corrections/additions for minutes from 10/5/09. The minutes were approved.

Treasurer Report

  • Treasurer Roger Hoogerheide gave the treasurer’s report. The current HPMP balance is $16,307. This reflects $500 spent in Lobsterfest advertising.

Announcements

  • Marika announced that Alana Listoe, a Broadwater parent, and reporter from the IR was here tonight to participate and get information re: Lobsterfest for her feature to run Oct. 28th in the Food Section

Original Works

  • Joshua and Marika gave an update on orders in Denise Barber’s absence. Artwork has been sent home with students. Deadline is this Friday, Oct. 30th.

State Charitable Giving Campaign

  • Roger reported that it is ongoing and noted that some people have commented to him that they are donating to the Campaign in lieu of Lobsterfest.

LobsterFest

  • Saturday, November 7, 2009.
  • Poster production and distribution – Posters have been distributed. No cost for printing. All have been printed from individuals or free form Action Print.
  • Orders – Roger reported that at present we have approximately 80 lobsters ordered. Paypal orders gross about $1200.00. Numbers are very low. All school mailboxes had been checked as of meeting. PO box was checked as of Friday by Roger. Extending the deadline is an option.
  • Advertising/Media – Marika reported that the IR will run a feature in the Food Section on Wed., Oct. 28th. Ad copies from IR and Queen City News were circulated. One mistake (phone #)in listing was Marika’s, person called with apology and correct #, listing only ran once in the Your Time. Event posted on the community calendar online at www.helenair.com (free). PSA’s have been running since Oct. 6th and frequently due to a non election year. Thank you to our voice over talents, Marika Adamek, Melina Hammer and Nicole Stine. Live radio interview with Paul Stark at KMTX on Wed., Oct. 14th. Thank you to Tracie Kenyon and Autumn Johnstone. Thurs., Oct. 22nd we had four live interviews at the Cherry Creek radio stations. Thank you to Liz Stine and Marika Adamek. An advertising update was sent to current active members to listen to our live radio interview with Jay Scott which happened Mon., Oct. 26th. Thank you to Pam Wright, Beth Smaka and Marika Adamek. Good to have all 3 perspectives at one interview. PSA’s running on both public radio stations. Our television PSA was updated and began running Oct. 20th thanks to coordinated efforts of Kathhy Vokral, Broadwater parent, and Debbie Spranget at KHBB. An ad runs on the Weather Channel (Bresnan) Oct. 19 – Nov.1. Faxed information to KTVH for their Community Calendar. At the end of the meeting both the television PSA and radio PSA were played for attendees. It was also recommended to take a picture of a live lobster for next year’s advertising/articles. Take home notes for students were given to reps or secretaries at schools.
  • Restaurant Coordination –Denise Barber and Tracie Kenyon (both not present) are coordinating. It was suggested that we give the “No ticket, no tail” poker chip to restaurants.
  • Lobster Distribution – Tracie Kenyon coordinating. Pam Bucy reported that volunteers have been contacted, being one herself. Marika gave a general reminder for volunteers to bring gloves (water proof or leather) and plastic bags. Liz remembers extra plastic bags being left over from last year. Maybe in HPMP box?
  • Trailer status – No other volunteers or trailer donations have surfaced. Joshua and Joe Defilipis will be traveling to Billings for pick up. Joshua may have a trailer contact. If no trailer we will rent a U-haul small truck/van.
  • Other ideas – It was suggested that an archive of Lobsterfest pictures be kept for advertising, website, etc. Confirm that Classroom Reps are getting all information to parents. A volunteer wearing a lobster costume could hand out info. to students as reminder.

Other business

  • We have been asked by Broadwater – and can do the same for Smith and Central – to have a board and information re: the program with pictures, newsletter, brochure during Parent/Teacher Conferences. Central’s conferences are Tues., Nov. 3rd and Thurs., Nov. 5th; Broadwater’s are Tues., Nov.10th and Thurs., Nov.12th; and Smith’s are Wed., Nov. 11th and Thurs., Nov. 12th. Marika asked for volunteers who may help create these boards and distribute to schools during these days.

Action items for Lobsterfest:

  • Detailed action items from last year have been emailed to Board, Tracie Kenyon and Denise Barber
  • Website updated to let people know they need to make a reservation with the participating restaurant – Joshua
  • School and PO box checked – Roger
  • Master List – Roger and Joshua
  • Call restaurants to match reservations with orders received – Roger?
  • Follow –up with Restaurant Coordinators – Joshua
  • Follow – up with Distribution Coordinator – Joshua
  • Follow – up with steak pickup by Sarah Lawlor – Joshua
  • Check HPMP box for plastic bags – Diana

Everyone was thanked for attending and the meeting adjourned at 7:50 pm.

The next meeting will be Monday, December 7, 2009 in the Smith School library. Pam Wright will be giving a math demo.