BEMS Minutes
Brownsburg East Middle PSG Minutes
February 6, 2013
The meeting was called to order by Angela Brewer 7:40 am.
In attendance
Marsha Webster
Marc Gianfagna
Angela Brewer
Crysta Kabrich
Patty Breslin
PSG
PSG Election process is moving forward. A script will be written up with a description of offices that are open and will be given to Marsha so that the process can move forward. Target for electronic election is by the next PSG meeting.
The PSG asked if there would be an administrator that could be put on our bank account. Marsha did look into it and said that is something they did not feel comfortable with.
So Angela is going to look into our tax person to see if that might be a possibility.
10K RUN
Marsha Webster is going to get a map made by the next meeting.
Marsha presented the logo for the shirt. Everyone liked the design but wanted a different bulldog on the front. Marsha was going to change that out and get another version by next week.
The PSG got two quotes for the shirts. The local vendor was a little high so Crysta was going to go back and see if they could do a little better. Angela received a quote from a vendor which would be shipped. The pricing was very good. We were concerned with timing of using someone like this as sometimes you don’t always get product in time. Angela was going to get references and check those.
The PSG is going to get more signs made. Also get some chalk paint to be able to use for the race.
Angela Brewer met with the sponsorship committee. 53 businesses were targeted. Angela was going to email for update from committee but everything looked to be on track.
Angela is going to work on the pamphlet once the design is done. Marsha brought up that we could give pamphlets to the PE teachers to handout to the students.
Patty Breslin looked into a DJ and is waiting back for a response. This person would have his own sound equipment. At this time it was asked if the school would have use to an outside sound system. Angela was going to look into possibly buying one for the school if there would be use.
Marsha has the work order for the facility done. Also we have two busses for the day of the race. Rose Rosenbalm has agreed to drive one bus and we are going to ask Anita Malachi to drive the other.
Marsha was also going to ask last years student winner if he would like to run in the race this year with no cost to him.
ACTION ITEMS
· Design of 10K shirt
· Map for 10K
· Sponsorship letter and Pledge form
· Election Nominee
· Set Up Election Survey
· Laser Tag Fund Raiser
· Prices on T-shirts
· Signs
· Chalk Paint
· Committees
· DJ for race
· Student winner race entry
Next Meeting
March 6th at 7:30 am in the conference room in Guidance.
BEMS Minutes
Brownsburg East Middle PSG Minutes
January 16, 2013
The meeting was called to order by Angela Brewer 7:40 am.
In attendance
Marsha Webster
Amber Schroering
Marc Gianfagna
Angela Brewer
Heather Cody
Crysta Kabrich
Patty Breslin
PSG
The topic of how the PSG elections should take place for future elections was discussed. The PSG will put the upcoming election in the newsletter and also an email will be sent to our database of volunteers.
Marsha Webster has offered monitor the nominations and also the election itself.
Marsha suggested that we could use Survey Monkey to handle the election process so that families could vote from home.
By the February meeting, we hope to have nominations for the board.
March would be the timeframe for the election.
April & May would be training of the new board officers.
It has been discussed about changing the PSG meeting time. It was voted that we would keep this school year the same but once we have new officers, the new board can move to another time.
It was also brought up by Angela Brewer that we have an administration person from East be a signer on our PSG account. Marsha was going to talk with Karen Farmer since she is Treasurer. If not, Marsha would be a signer.
DINE OUT FUND RAISING
We received a check from BW’3 for $112.00
The next dine out will be January 23rd at Pizza Hut.
Angela Brewer was given a letter on a Fund Raiser at the new Laser Tag in Avon. She is going to look into it to see about having a BEMS night.
10K RUN
Angela Brewer received the route for the race. Marsha Webster is going to get a map made by the next meeting.
The PSG is going to get more signs made. Also get some chalk paint to be able to use for the race.
Angela Brewer is going to make phone calls from the volunteer database to get the following helpers to set up Race Day Crew:
· Sponsor Committee – Headed by Angela Brewer – 10 volunteers needed
· Volunteer Coordinator – Patty Breslin
· Registration Committee – 4 -5 volunteers
· T-Shirt Committee – Headed by Crysta Kabrich – 3 – 4 volunteers needed
· Race Packets –
· Refreshment Committee – Kris Krull to send out email for volunteers for cookies, banana’s/fruit
· Jenny Bronger – Kohl’s Volunteers and Grant Application
Patty Breslin was going to get with the following organizations for possible help for the race:
· Hillary Hildenbrand & Rodney Rice – Youth Group
· Donna Heshelman – FCA
· Tonia Bess – NJHS
· Carrie Rosebrock – Chain Link
· Ron Strahle – GIA
· Craig Beckner – Run Club
T-Shirts
· Marsha to have the shirt design done by February meeting
· Crysta to get quotes for 250 shirts front/back w/2 colors
Activity Bus
· Marsha to work on getting work order for 2 buses
· Rose Rosenbaum to drive one
· Need one more driver
Trophies
· Crysta to get the following trophies
Ø 2013 BEMS Top Adult Male
Ø 2013 BEMS Top Adult Female
Ø 2013 Top Male Student
Ø 2013 Top Female Student
Ø 2013 Top School Relay
DJ – Patty Breslin to look into getting
Race Sights – Amber to have them all done by next meeting
Miscellaneous Race Items
· Set-up = 6:30 am will need 3 trucks with adults to be able to lift tables and water jugs
· 4 water stations = need clubs/organizations to man these
· 1 person for the start/finish line
· Take Down – After race. Again 3 trucks with adults to lift back into truck
Work Order – Marsha to do
· Tables
· Buses
· Water Jugs
· Trash Cans
· Extension Cords
· Air Horn or microphone/sound system
Miscellaneous Items Needed
· Cups
· Napkins
· Latex Gloves
ACTION ITEMS
· Advertising for 10K Run/Walk on websites
· Design of 10K shirt
· Map for 10K
· Letter to volunteer emails for Committee on 10K Run
· Sponsorship letter and Pledge form
· Election Nominee
· Set Up Election Survey
· Administrator on PSG Account
· Laser Tag Fund Raiser
· Prices on T-shirts
· Signs
· Chalk Paint
· Committees
· Work Order for Race
Next Meeting
February 6th at 7:30 am in the conference room in Guidance.