Awards Committee. Agenda. August 7, 2014

Transcription

1 Awards Committee Agenda August 7, 2014 I. Call to order and introductions: Rebecca called the meeting to order. Sarah Cline, Stefanie Bliss, Martha Blank and Marla Sieberns were in attendance. II. No old minutes to approve III. Discussion of committee purpose and goals a. What is the purpose of this committee The purpose of this committee is to assist with choosing awards and award recipients as the need arises. b. What responsibilities does the educator and office need this committee to fulfill? i. An office staff representative will not always be available to be present at every meeting. The educator cannot physically be at every meeting. Minutes from the meetings should be turned in to the office within one week of each committee meeting. The Chairperson should be willing to communicate important decisions and issues to the Educator in a timely fashion. A committee chairperson will be elected at the following meeting. This will ensure that you get the resources and help that you need and keep everyone moving forward. ii. Set prices for sponsorships- Once these are set, we can make a flyer for you to show to new/past sponsors that outline the prices for that year. These should be firm. No special prices for past sponsors. iii. Recruit new sponsors- We should have a few new sponsors each year so that we don t heavily rely and burn out our relationship with past sponsors. iv. Help organize awards before and at events- We re happy to help with this, but many hands make for light work. v. Help organize the awards banquet- Assist in handing out awards. The 4-H members accomplishments should be shared by everyone.

2 vi. Assist with Auction Buyer recognition: Our buyers are important and we need help assuring they are recognized with their buyer plaques. vii. You already do a very good job at these points. This is just a review for new members. These points should be reviewed and updated from time to time. c. What goals do you want to accomplish this next year? i. Recruit new committee members ii. Set a schedule for meetings iii. Etc.?No new thoughts were added IV. Old Business a. Comments about 2014 fair as it relates to awards Mostly good reviews on adding the blankets for this year. No real dilemmas occurred. We may need to look into getting a higher quality chair. V. New Business a. Theme for the 2014/2015: Team Harrison County 4-H b. Prices for awards: This will be reviewed. A Brochure with 2015 prices will be sent to past sponsors so they may be prepared for next year. c. T-shirts for next year: A price list for t-shirt sponsorship (advertising) was presented. This includes three levels or sizes of ads that can be placed on the t-shirts. Gold (6.5 x 3.5in) $400, Silver (5 x2 inch) $250 and Bronze (3.5 x 1.5in) for $150. There is a limit of 2 Gold, 3 Silver and 10 Bronze ads. First right of refusal will be given to past sponsors beginning with this year s list. d. Auction Buyer Plaques: Need help identifying the new buyers for this last fair. As committee members come into the office the will help identify new auction buyers. e. Banquet: Sept 30 th, 2014 i. This is the only date Lincoln Hills could accommodate us near October. Rebecca will call and see if an early November date is available. ii. Packets of member s pins iii. Order chicken and plates, cups, etc. Drinks? Need less chicken than last year. Stefanie will call Jennifer and check to see how much was ordered last year. Instead of tea and

3 lemonade, we will be using left over cokes from the Chuck Wagon Diner. These will need to be cold. iv. Order other prizes, pins, medals, etc. v. Choose project winners for 2014: Stefanie will come to the office on the 19 th to help determine these winners at 10AM vi. Presenters to help Junior Leaders at the banquet. Just help handing out other awards. Only livestock superintendents should need to speak. JLs will be handling the program like last year. f. Above and Beyond- Choose design: Zach Uhl s design was chosen as the winner unanimously. g. Scheduling- Please set a schedule for the next 6 months. We can put this on the new Volunteer page in the newsletter and hopefully gain more volunteers with a consistent schedule. Dates were chosen for the next two months. September 4 th and October 2 nd at 6PM. New Committee volunteers are welcomed. h. Those wishing to run for 4-H Council should have their biography turned into the office by September 19 th so that it can be included in the Annual Report for that meeting. i. Next Meeting September 4 th at 6PM j. Adjournment

4 Promotions Committee August 7, 2014 Agenda I. Call to order and introductions: Rebecca called the meeting to order. Sarah Cline, Stefanie Bliss, Martha Blank and Marla Sieberns were in attendance. II. No minutes to review III. Discussion of committee purpose and goals a. What is the purpose of this committee: To promote Harrison County 4-H, build membership, and positively represent the organization. b. What responsibilities does the educator and office need this committee to fulfill? i. An office staff representative will not always be available to be present at every meeting. The educator cannot physically be at every meeting. Minutes from the meetings should be turned in to the office within one week of each committee meeting. The Chairperson should be willing to communicate important decisions and issues to the Educator in a timely fashion. This chairperson will be elected at the next meeting. This will ensure that you get the resources and help that you need and keep everyone moving forward. ii. Help go to local events and promote our Harrison County 4-H program in a positive way. iii. Help the office identify new places to promote the program and bring in more non-traditional 4-H members. iv. Help promote National 4-H week (always the first full week in October). 1. Recruit current members to speak in the schools 2. Set up displays v. Help at TSC Paper Clover campaigns 1. These occur in the spring and fall of each year. 2. Organize clubs to help bag purchases, host BBQs or do demonstrations. *Remember, the goal is to sell PAPER CLOVERS vi. Help with other promotional events: 4k, Hay bale contests, etc.

5 c. Old business i. Comments about fair as it relates to promoting 4-H A discussion about how small problems can cause members and families to fall away from 4-H. The office staff and the state 4-H leadership are working to make this organization more user friendly. Members interested in helping this issue should join us at the Programs Committee meetings. ii. What goals do you want to accomplish this next year? 1. Recruit new committee members 2. Set a schedule for meetings 3. Increase 4-H membership by a measurable #: We would like to have new members for 2014/ Retain 4-H membership by a measureable %: We would like to retain % of current members for 2014/2015. These numbers will be decided at the next meeting. Discussion of an Online Enrollment PARTY followed. This would include movies, pizza and of course, office staff or volunteers to help everyone enroll. A date will be set for after November 1. Council will need to approve spending for this event. d. New business i. Lanesville Heritage Weekend- We can have brochures available to clubs that may wish to promote at this event. Some clubs may wish to or already be represented at this event. Rebecca will be unable to manage a booth at this event. If a volunteer wants to take on this project, it is welcomed and appreciated. ii. Hay Bale decorating contest- Need to know by September 12 th who is participating. Decorating dates will be published in the Clover Print. This event is sponsored by Farm Credit and is also open to FFA clubs. iii. Paper Clover Drive- October 8-19 Please ask clubs to help promote this. Keep in mind that the GOAL IS TO SELL PAPER CLOVERS A discussion was had about having a club leader meeting (perhaps bi-monthly) to encourage participation and promotion in the events.

6 iv. TSC and 4-H Cruise In- This event is new this year on September 20th. This may or may not be an ongoing event. This is to promote agriculture and mechanical projects (nonlivestock). Need people to help with brochures, answering questions, helping with parking, etc. Or, if you have a cool old car, bring it to share. v. 4-H online enrollment PARTY e. Scheduling- Please set a schedule for the next 6 months. We can put this on the new Volunteer page in the newsletter and hopefully gain more volunteers with a consistent schedule. f. Those wishing to run for 4-H Council should have their biography turned into the office by September 19 th so that it can be included in the Annual Report for that meeting. g. Next Meeting SAME AS ABOVE h. Adjournment