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AGENDA Planning Committee Meeting Monday, February 15, 2010 | Rookie’s Sports bar | 6:00 p.m. – 7:00 p.m. Meeting called by Cheri S. Bailey, Chairman Please read: 1) Agenda prior to the Meeting Please bring: 1) Paper and Pen/Pencil 2) A Photo of Grandma Adelaide & Granddad Bill Roy together if anyone has it!

Time

Agenda Topic

Purpose

Discussion Leader(s)

Desired Outcome

6:00 – 6:05 pm

Welcome & Prayer

IS

Danette Sellers

6:05 – 6:25 pm

Brief Overview of plans for Roy Family Reunion Weekend 1 – Schedule 2 – Venues/Location ideas 3 – Entertainment 4 – Food/Beverages (F/B)

IS IP C

Cheri Bailey Prate Bailey Tina Daniels

6:25 – 6:35 pm

Fundraising (the Reunion is 100% FREE this year, so Fundraising is VERY important!) 1 – 1st Fundraiser: Keystone Candle 2 – Discuss potential one time Committee Membership Dues

IS IP C

Cheri Bailey Shelena Edwards

6:35 – 6:45 pm

Leadership & Sub-Committee Selections 1 – Fill and/or Announce Key Roles (Chairman, Secretary, Treasurer, Entertainment, F/B, & Fundraising Chairs) 2 – Create Sub-Committees

IS IP C

Cheri Bailey

1 – Ensure Key Roles are filled/Vote 2 – Provide overview of what position duties and term will be 3 – Create Sub Committees

6:45 – 7:00 pm

Question & Answer / Closing Remarks 1 – Answer any/all questions (please hold all ?’s until this portion of the meeting to ensure a timely meeting – write them in your notepad so you don’t forget them) 2 – Select Meeting Day/time for future meetings (meetings will be held bi-weekly) 3 – Distribute Materials (Flyers, Fundraiser forms, and collect any membership dues if approved)

IS IP

Cheri Bailey Everyone

1 - Answer any questions or concerns 2 – Provide clarity 3 – Provide marketing/promo materials so we can get the word out 4 – Select future bi-weekly meeting day/time

Additional Instructions, Information, etc: Agenda Purpose KEY: IS=Information Sharing IP=Information Processing C=Consensus Decision/Vote

1 – Welcome & Thank Family Members 2 – Explain importance of having a family reunion 1 – Provide Schedule overview 2 – Select /Finalize venues for Reunion 3 – Provide overview of Entertainment ideas/accept suggestions 4 – Begin to assemble F&B list 1 – Distribute Keystone Candle Fundraiser Sell Sheets 2 – Vote to Approve or Deny Membership Dues/Generate “starter $” 3 – Explain importance of Fundraising


Planning Committee Meeting Agenda