Ways and Means Committee Report
MEETING NOTES: FEBRUARY 8, 2005
Ways and Means Committee: Trail Rotary Club
In attendance: Forrest Drinnan, Gay Prokopetz, Leigh Harrison, Jan Morton, Brenda Rutherglen
Bingo or other major fund-raiser
In sending her "regrets" Fran indicated that she is working on the giant bingo but is thinking it will
need to take place in the fall rather than the spring. Not knowing the specific reasons for this recommendation,
we were unable to further discuss this project.
If we do not do a major fund-raiser this spring, we will not meet our fund-raising goal for the year (which includes
the funds for the Casa Centenario project). After considerable discussion, we decided that we needed to convene
another meeting soon when more people would be able to attend. Hence we set a follow up meeting for Thursday,
February 17th at 5:00 p.m. in the Board Room of McEwan Harrison.
Dinner Theatre
After reviewing Lana's notes from last year's dinner theatre, we identified 4 key areas for discussion:
Logistics:
· Gay reported that Phoenix Players is working on "spicing up" the plays - now including Marnie
Jacobsen.
· After considerable discussion, it was decided to give Gay the leeway to determine the best upgraded menu
with Italo Candanese Hall within the price range of $17 - $18 plus gratuity and gst. There need to be distinct
"courses" in between which the one act plays can take place. Whether the antipasto plates will be served
at a common table with people standing for the first play or served at individual tables where people will be seated
will be determined after Gay talks with Barb Stang from Phoenix Players. Gay will look after working out precise
timing of the serving of the food and the intervening plays with Phoenix Players.
· It was suggested that Phoenix Players make their own arrangements for lighting and sound and pass the
expense onto Rotary. They will need to provide a price estimate for this equipment prior to the event. It is
also important to determine if the play can be seen and heard from the far end of the room (both sides) if the
plays take place on the raised stage in one corner.
· Lana will be asked to make some welcoming and closing remarks but otherwise we did not feel a Master of
Ceremonies would be required. The Phoenix Players should be able to introduce each play themselves.
· Jan offered to assist Gay with decorations although it was recommended that they be kept relatively simple.
We will also ask for volunteers from the club to assist with this task.
· Gay will provide Jan with details on each play and a list of the actors. Jan will prepare a one program
to be distributed at each table.
Ticket Sales and Marketing
· Leigh and Forrest will greet Rotarians at the meeting this Wednesday, arm-twisting each person to take
at least two tickets to either buy for themselves or sell to others.
· Gay, Leigh and Forrest will work together to promote the evening during this week's meeting, setting out
the expectation that each Rotarian will either buy or sell a minimum of two tickets. They will also ask for volunteers
to assist as hosts, to assist with decorations.
· Jan has asked Scott to distribute the poster via e-mail to the membership, thus further promoting the
event.
· Jan has circulated the poster to the Lower Columbia Community Development Network and a couple of other
of her networks. She will send members of this committee an electronic copy of the poster, requesting that each
do the same. She has requested that the poster be circulated to the FAIR Board and Casa Centennario working committee.
· Jan will prepare a press release and work out a couple ads for the paper. She requested that either Gay
or Barb Stang phone her to give her a sense of the plays to include in the press release. Leigh recommended that
one or more of the Phoenix Players either provide a photo or pose for a photo that can be put in the paper.
· Jan has requested Julie to assist with the KBS advertising which it is hoped she will do immediately upon
her return from the Caribbean.
· Brenda will make contact with the two Castlegar Rotary Clubs through a member of her staff. We will ask
Barb Pistak to ensure Rossland Rotary gets a poster and is encouraged to buy tickets through Mike. Jan will contact
Libby Nelson from Beaver Valley and Annie Holtby from Grand Forks.
· Brenda volunteered to phone Rotarians to follow up on their ticket sales and commitment to attend.
Seating Plan
· Jan will work with Gay on the seating plan.
· Leigh and Jan will handle tickets at the door.
Door Prizes
· Sheena Durkin has offered to provide door prizes or something to raffle. Forrest will talk with her further
about potential door prizes. We will reserve something like a diamond necklace for a larger fund-raiser.
Next Meeting
Thursday, February 17th, 2005 at 5:00 p.m., McEwan Harrison Board Room