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--Social Events Committee Meeting  (Tuesday, April 12, 2016 and/or Thursday April 14, 2016)

Due to scheduling conflicts with the Social Committee Members, there were two called meetings of the Social Events Committee this week to accommodate all the member’s ability to attend to finalize plans for the Spring Round-up Luncheon to be held on Tuesday May 3, 2016 from 11:15 am to 1:30 pm.  Due to the New Horizons Professional Development sessions this week, committee members could attend either meeting or both.
Meeting Held on Tuesday, April 12, 2016 in Amherst Hall Room 2209 at 1 pm.
Present:  Sarah Jarrett, Gayle Kiger, Trina Boyd and John Lofaso.
Meeting Held on Thursday, April 14, 2016 in Amherst Hall Room 2209 at 1 pm.
Present:  Sarah Jarrett, Kitty Daniel, Dominick Launi, and Tim Wilhelm
The meeting was convened by Sarah Jarrett, Chairman at 1 pm on both days.
The Theme of the Spring Luncheon is “Spring Roundup”  A Western oriented décor and food.
The Date of the Spring Luncheon is Tuesday May 3, 2016 from 11:15 am – 1:30 pm.
The Spring Luncheon will include a Retirement Program and The Employee Recognition awards during this event.
The Spring Luncheon is also an optional Dress Up in Western Wear event.  If you dress up you will get one extra ticket for the drawing of the gift cards.
A.  Sarah reported on the Table Centerpiece Decorations
      Dominick will kindly provide the rolled paper table covers for this event.  (Thank you!)
      Table Decorations were discussed and finalized to include 21 Quart size Mason Jars tied with raffia filled with real flowers to be purchased from Lynchburg Wholesale Flowers.
      Estimated cost:  Mason Jars:  $10.92 per dozen x 2 dozen = $21.84
                                    Flowers:           Yellow Daisies – 6 bunches
                                                                White Daisies – 6 bunches
                                                                White September Flower – 4 bunches
                                                                Yellow Saladago – 4 bunches
                                                                Total cost will be $115.41.
The Burlap Runners will be brought back to line the tables.
42 Root Beer Cowboys and Cowgirls will also be added to the Centerpiece Mason Jars, two beside each Mason Jar of flowers.  These are 42 Brown Root Beer Bottles each decorated with a bandana napkin and a white or black cowboy hat on top. 
Tim is going to price the cost of 42 bottles of root beer and report back to Sarah for the go ahead on these items.
We will also have plastic sheriff badges along the tables and on the Root Beer Cowboys.
B.  Dominick reported on the Menu of Old West Recipes
     The following menu was discussed and finalized:
             Main Entrée Station:  40 lbs. Baby Backed Ribs
                                                    Fresh Pork Barbecue with Rolls
                                                    Fresh Chicken Barbecue with Rolls
                                                    Grilled Boneless Chicken Breast
             It was decided to take the Beef Brisket and Chicken & Dumplings off the original menu with such
            a selection from above.
            The Menu Continues with:  Lazy B Corn Fritters
                                                             Cowboy Beans  (Made with three types of beans)
                                                             Potato Bar with the fixings to add
                                                             Chuck Wagon Stew (Vegetarian)
                                                             Salad Bar (tossed salad with the fixings to add)
                                                             Dessert Bar:  Apple Crisp, Doc Holiday’s Peach Cobbler
                                                                                     Ranch hand Oatmeal Cookies
                                                             Drink Station:  Lemonade, Tea, Water, Coffee.
Dominick estimated the cost for food to be approximately $1,000
Dominick also requested to see if Dianne can pinpoint the number of retirees that may come and how many invitations that will go out to them.  Those numbers can impact food preparation plans.  Sarah indicated that she will check on that for Dominick.
Since Tim is having a difficult time finding a dinner bell (triangle), it was decided to use a metal skillet and metal spoon to call the party to eat.
It was also discussed by the Committee to ask Dr. Mickles to see how we can accommodate staff members who have to keep their department open during the Luncheon time for this and future events to give them time to sit and eat with everyone.
C.  Sarah reported on The Photo Booth from John’s Tuesday meeting to the Thursday group.
      John has agreed to bring back his popular Photo Booth.
      Props for the Photo Booth include:
·         A cowboy manakin, (Thank you John)
·         4 plastic cowboy hats
·         10 mustaches on a stick
·         10 pair of horseshow glasses
·         Toy stick horses
·         A real western saddle (Thank you Gayle)
·         Dominick will bring his sawhorses to possible fit the saddle on.
·         Tim is in the process of trying to borrow 2 cardboard cut-outs that can be held up in front of a person with “Wanted” on it and possibly one where you can stick your head in a cardboard cutout with a cowboy caricature in the front.
D.  Order of Events
     This Spring Luncheon will include two ceremonies.  One for Employee Recognition awards and one for the new retirees.  Sarah will get with Dianne to determine the order of events for these two ceremonies and incorporate door prize/gift card drawings for this event.
E.  Door Prizes
     Gayle has kindly agreed to purchase $500 worth of Gift Cards similar to ones purchased for the Christmas Social.
     Deanne has given Movie Tickets to Gayle as Door Prizes.
     An extra ticket for the door prizes will be given to those people who come dressed in Western Wear.
F.  View Screen Clips
     Tim has been charged with putting together cowboy and western scenes to be projected on the view screens during the Luncheon.
     John has indicated that he will send Tim some pictures from the Christmas Social to incorporate into the slide show.
     Tim will also put together and project a sign on the view screens indicating to our guests to have a seat and wait till after Dr. Capps speaks before everyone begins to eat as the guests enter the room.
     Dominick has also kindly agreed to come up and announce the menu items and let people know they can pick any station they want to go to instead of waiting in a buffet line.  
G.  Committee Member Assignments
     Kitty has agreed to see if she can get 4-5 Ambassadors to help during the Luncheon.
     It was agreed for any committee member who can to come decorate the tables for the Spring Luncheon on Monday May 2, 2016 at 11 am.
     A copy of the Merritt Hall Luncheon Lay-out was emailed to Teri Brothers in Building and Grounds on April 14, 2016 at 3:30 pm.  They indicated that they will do their best to have Merritt Hall Multipurpose Room set up by 11 am on Monday May 2, 2016 but may be still setting up when we get there at 11 am.
For the Event:
                John:  Photo Booth
              Kitty, Trina, Tim:  Registration/Ticket Table
              Gayle:  Gifts and Prizes
              Sarah:  Keeping us all straight!!
              Dominick:  Bless you Sir!!  The Food!!
H.  Sarah will pursue the process for getting the Director of Culinary Arts added as a permanent member of the Social Events Committee through the College Governance Council at the next meeting on April 19.
I.  Next year
     The committee also discussed that there will be members who are due up to be rotated off the Social Events Committee for next year.  Those committee members are Dominick, John and Sarah.
The meeting was adjourned at 1:55 pm.
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