April Committee Minutes

John L. McClellan Class of 1989 20 Year Reunion Planning Meeting April 14, 2009 7pm- Jason’s Deli- Markham Members Present: Becky Fortson Wadley, Suzanne Rich Johnson, Kimara Randolph, Ophelia Allen Morgan Members not available to attend: Sandra La Rue Honeysuckle, Karla Stalnaker Shoemaker, Lori Brauer Miller, Donetta Davidson Priest Consulting Member (consults committee via phone & email)- Melissa Dorn Bratton •

June 12, 2009-Friday Night Mixer- Juanita’s Party Room: (Karla Stalnaker Shoemaker) • UPDATE- Preliminary count due Friday- June 5, 2009 *Committee Follow-up or action items -Final count due Monday- June 8, 2009 (no changes allowed after this date)-Becky will confirm final number and give to Karla -Karla will need to follow-up with Juanita’s to confirm room reservation now, and again in Mid May.

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June 13, 2009-Saturday Morning School Tour- McClellan High School (Suzanne Rich Johnson/Kimara P. Randolph) • No update since March meeting

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June 13, 2009- Saturday Afternoon Picnic/Family EventPinnacle Park (Melissa Dorn Bratton) • UPDATE-Committee members discussed donating items to the picnic including frisbees, & tablecloths for tables. *Committee Follow-up or action items: -Sandra La Rue Honeysuckle to give committee update (via email) on status of the donation of paper goods and other items for the picnic

June 13, 2009- Saturday Night Banquet- Crowne Plaza Hotel (Donetta Davidson Priest/Kimara P. Randolph) o UPDATE- Committee members reviewed a preliminary BEO(Banquet Event Order) that included food/beverage/AV & room set-up. The Committee determined that due to budgetary constraints we would not serve wine at dinner. Becky has access to a projector for the slide show, so we will not have to rent one from the Crowne Plaza. We will only have use

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a screen and appropriate A/V support from the Crowne Plaza. Kimara negotiated an installment plan for the $1,125.00 deposit. The 1st Deposit check was hand delivered to the Crowne Plaza by Becky. The remaining amount (based on final food/beverage/AV etc) will be due 3 days before the event.-June 9th

*Committee Follow-up or action items: -Kimara to follow-up with Crowne Plaza to remove wine service at dinner add A/V package for slide show, and remove head table from the room layout on the Banquet Event Order -Kimara and Ophelia will view Banquet Room closer to the event for layout and set-up.

DJ (Kimara P. Randolph/Donetta Davidson Priest) o UPDATE- Committee has decided that the DJ’s playlist should include a mixture of 80’s music, Rock, R & B, Country, Hip-Hop(radio edited), Top 40 & line dance songs, so that the music will cater to the entire event crowd. The DJ has requested that we provide him with 30 songs that we specify we want to be included in the playlist rotation, the rest of the play list would be the DJ’s choice.

*Committee Follow-up or action items: -Committee to review songs posted to McClellan Ning site, as well as determine other songs and submit to DJ for playlists •

Decorations (Donetta Davidson Priest/Sandra La Rue Honeysuckle o UPDATE-Sandra is working on obtaining a banner at a discount rate, but she needs the lion emblem that we want to use.

*Committee Follow-up or action items: o •

Sandra will update the committee via email next week on the status of the banner

Loose Ends (besides all of the above) o Memorabilia

(Kimara P. Randolph/Becky Fortson Wadley/Ophelia Allen Morgan) o

UPDATE-Becky has contacted McClellan for a high resolution logo for T-shirts/mugs that will be available directly from Novel T’s. The committee will not have to handle orders/payments. Novel T’s will take the orders and ship to addresses attendees provide or have them available for pickup. Logo is still pending.

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Ophelia has requested Little Rock welcome packets from LR Convention Bureau to distribute at registration table.

*Committee Follow-up or action items: -Ophelia/Kimara will research pens with reunion logo and event date •

Name Tags (Becky Fortson Wadley) o UPDATE-Becky has scanned all year book photos and will use these photos for nametags, if attendees have not sent their photo to her.

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Photographer (Kimara P. Randolph) Kirk Jordan has been confirmed and will take pictures at the Friday night Mixer and the Saturday night banquet.

*Committee Follow-up or action items: -Kimara will follow-up with Kirk Jordan to determine what we will be charged to post pictures on line for purchase. •

Slide Show/ (Becky Fortson Wadley) o UPDATE-The slideshow will run during registration and while banquet attendees get food in buffet line and throughout dinner until the DJ starts playing music o Ophelia has prom pictures that she will give to Becky to include in the slide show

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Tribute to deceased Classmates (Lori Brauer Miller) o UPDATE- Tribute will occur during the Banquet Program prior to dinner. An appropriate song will be chosen to play softly as Lori reads the names and pictures (as available) of the classmates are projected on the screen.

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Reunion Fees (Kimara P. Randolph/Becky Fortson Wadley) o UPDATE- We have now started to receive registration fees via on-line PAYPAL payments on the website and checks sent to the PO Box. *Committee Follow-up or action items -As Kimara receives checks to the PO Box, she will make a checking deposit, and submit deposit slips and registration forms to Becky. -Becky will check PAYPAL account regularly for payments and make checking deposits. She will

also give Kimara checks for the deposit installment payments in time for the due dates.

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SPONSORSHIP: o

(Ophelia Allen Morgan) UPDATE-Ophelia has sent Sponsorship letters and we received a “no” response from Metropolitan Bank. Other responses are still pending

Next Meeting is May 12th -7pm at Jason’s DeliMarkham If you do not see your name on here but would like to help, PLEASE contact one of us on this list. We could use some extra hands. We’ve heard of quite a few that would like to help, but have not heard from these individuals. There is still much that needs to be done, and time is becoming limited, so jump in and find your place to help!