Committee Meeting Minutes

DATE OF ISSUE: June 13, 2012

GROUP/COMMITTEE: Family Fun Day

SUBJECT: Family Fun Day Final Report

SUBMITTED BY: Jen Fischer

LOCATION: N/A

Committee Members: Mandy Stepheson, (RHD), Venetia Ricketts,( IDS),

Dorothy Judd, (Kencrest), Katherine Crozier, (Kencrest), Hannah Bell (Kencrest),

Margarita Hernandez (APM), Nancy O’Toole (STC), Cathy Roccia-

Meier (Temple), Kimberly Rayfield (Parent Volunteer)

GOALS/OUTCOMES: Family Fun Day 2012

We had 72 families pre-register to attend Family Fun Day.

(293 people) Of those 72 families, 41 attended. (57% of the Preregistered families attended) 5 walk in

families attended for a total of 46 families.

190 people attended total

25 children were from the 0-3 system and 27 children were from the Preschool system

Things that worked planning Family Fun Day Doodle polls, Conference calls worked effectively for planning fun day, Summary Reports,

Having providers donate towards and participate in event.

The location and space were great. Having an indoor / outdoor venue worked well.

The decision to have the caricature artist, photographer and water ice truck were good

Donation letter that was sent worked well. We had a lot of new donors this year.

Barriers in planning Family Fun Day:

Limited to number of people who could attend by venue

Did not have as many activities as in previous years

We did not have as many volunteers as in the past

We did not get to have a face to face meeting of the Committee

Equally delegated event responsibility to other members of the committee.

Event morning was very hectic. Set up time needs to be extended (1.5-2) before actual start of

event, to give committee / vendors more time before arrival of families.

Olin Partnership Job Meeting Report

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Limitation of families allowed to pre- register limited number of families that were able to

participate when many of the families did not attend(43%)

NEXT STEPS: * Discuss the future of Family Fun Day – The Committee would like to see it

continue for the reasons given below:

-Yes it is a great chance for families of EI to meet and greet each other and other providers. Also to get

information about community resources.

Possibly parents who have gone before could either call new families to encourage attendance or include their comments on the flyer.

I did think we had a great turnout and kids seemed to have a great time. There seemed to be a lot of donations, in the form of baskets, food, etc. There were lots of different activities for families to do: eat snacks, run around, get face painted, make a t-shirt, get a caricature done, etc. Just as a side note also, I couldnt believe how little mess was made by the whole event. People really respected the space and didn't seem to litter, leave trash sitting around,

If we are to continue, we need to have a Fundraiser in the Fall to have the event at a Larger

venue and to allow for more families to attend. We have considered a walk a thon, selling

candy bars and meeting with possible corporate sponsors.

We need more people to join the Committee so that we could have subcommittees

o Subcommittees would include

o Fundraising

o Public relations

o Planning Committee

o Volunteer Committee

o Event Sponsor Coordinator

o Registration Committee

o Donations Committee

NEXT MEETING DATE/LOCATION/TIME: July 12, 2012 1:00pm 701 Market St 5th

Floor

This Meeting Minute Report represents the Writer’s summation of the proceedings of the meeting and is not a transcript.

Unless the Writer receives written notice of any corrections, additions or clarifications within ten (10) days of the issue,

this report shall be considered factually correct and become part of the official record.

END OF MEETING MINUTE REPORT Document