Class of 1961 Reunion

Saturday 9/24/11    8:30 am

 

Purpose: Review tasks in progress & yet to be completed for a successful reunion.

Present: Corinne Hartmann, Larry Hartmann, Marilyn McGloin, Chuck Sorcabal, Hal Tilbury, Len Troncale

AGENDA

 

1.       Social Breakfast –

2.     Call to Order – at 9:16

3.     Approve Minutes of Previous Meeting – Pattianne Parker

·         Approved as revised via email

 

4.     Treasurer’s Report – Corinne Hartmann

·         Report shows ~$6,835 income minus ~$715 expenditures for current balance of ~$6.121 (all rounded);

·         As of 9/24 have received deposits or full registration from 61 individuals; need to encourage those who have submitted deposits to send in full registrations asap

·         Committee members cited 11 additional who intend to attend but have not yet submitted checks;

·         Amat will send 8-10 staff to the banquet and has already submitted $500 to cover their costs;

·         So TO-DATE expect a minimum of 80 in attendance;

·         How to disburse funds for subcommittees? Decided that chairs expend their funds out-of-pocket; keep receipts; turn receipts in to Corinne for reimbursement

·         See attached handout for additional details and notes

 

5.     Budget Analysis & Projection; Obligation vs. Resources – Larry Hartmann for Larry Hurst

·         We projected our break even point as 80 to120 participants so we are close to meeting that goal

·         Our goal was to exceed $6K to cover budgeted commitments; we will be able to adjust our promised number in two weeks

·         Asked to raise budget for music to $300; approved; all others remain same

·         Amat has volunteered to print our memory books/program so that may save an additional $1,250 (any monies left over will go to Class Gift Scholarship Fund)

 

6.     Report on Communications with Classmates; Response Levels – All Team

·         Chuck will resend list of those we have not been able to contact & Hartmann’s will check with Amat to see if they have discovered any

·         Again, each committee member will accept assignment of a small number to follow up still hoping to make contact

·         Deceased (in memoriam) list now numbers 25; we will have slides for each and a moment of silence at dinner in respect

·         Amat will confirm their Invited Guest list (Msgr. Carroll; Merritt& Ruth; Debbie Oswald; Sr. Mary Jeanne Codere, Sr. Julie Conole)

 

7.     Website and Contact List Development – Chuck Sorcabal

·         Password no longer necessary; open site; just type in email address

·         Response Form in pdf up but not working; cannot save what is typed in

·         Suggest to classmates send by email directly to Larry Hartmann so he does not have to type in

·         Will probably expend small amount of funds to keep website going for approximately 1 year post event so classmates can continue to enjoy

·         Aspects of the website may be continued by Amat Alumni Center

·         Will post pictures on website from pre-event and event activities

·         Discussed producing a CD/DVD of pictures for distribution to classmates for small charge; Decided to leave in repository or on website for download at no cost

 

8.     Reservations at KW Hotel; Hospitality Suite Progress Report – Troncale

·         As of 9/24, there were 23 rooms reserved at the Kellogg West Conference Center and Hotel for 47 nights of stay

·         Ten rooms reserved for arrival on Thursday (18 people)

·         Eight rooms reserved for arrival on Friday

·         Five rooms reserved for arrival on Saturday

·         So Hospitality Suite should revise plans and open on Thursday night

·         Five individuals have reserved rooms but not submitted deposit for banquet? LT will contact and request deposit; must communicate that these are not the same deposits

·         For additional details see attachment to minutes

·         Len should send email to those reserving room notifying them that parking passes will be issued at desk (though not needed on weekend); that there is a small pool and jacuzzi; that room comes with breakfast each morning

 

9.       Decoration Planning & Report – Alice Powers and Marilyn

·         Suggestion by Alice 50’s plates approved; encouraged classmates to bring nicknacs etc. of 50’s cars, memorabilia etc. to put on tables

·         Hartmann’s will ask for banners etc. from Amat alumni office for use as decorations in Hospitality Suite and for banquet

 

10.    Memory Booklet Planning & Monitor of Response – Hartmann

·         Larry has already received several responses; REMEMBER HOPED FOR DEADLINE IS OCTOBER 1^st.

·         Repeat; the pdf Form is now up on website but cannot save entries; so send in blurb in Word electronically via email so LH does not have to type in

·         1 + 1 limit on pictures; all will have headshot from Yearbook and may submit one more current picture (who will scan from Yearbook? Amat or Troncale-Hartmann?)

·         No limit on personal, historical photo’s; please send electronically to Larry Hartmann for inclusion in slide show

·         Decided no photo on name tags; Amat name in bold; decided which Amat logo to use on name tags

 

11.    Historical Slides Planning & Report – Hartmann

·         Selections from Amat DVD were transferred to Larry; additional test Yearbook scans on Theater events in Yearbook Supplement were transferred to Larry for slide show

·         Continuing need for personal photo’s of our times; best to scan & send electronically

 

12.   Memory Table (Promises of Loans) – Troncale

·         Every attending alum will get free Amat Historical book (50 year celebration);

·         CLASSMATES Please bring your personal photo’s of Amat times especially those that never got into the Yearbook (or were banned); we will put them on memory table for viewing and may scan (with your permission)

 

13.   Foundation Gift – Hal Tilbury

·         ALREADY HAVE RECEIVED $8,500 FOR CLASS GIFT – AMAT SCHOLARSHIP FUND

·         Hal suggested 50:50 Drawing at Registration Table (that is donation pool is divided in half; half goes to Amat – either event shortage or as donation – half goes to classmate who wins drawing)

 

14.   Other Business:

·         We scheduled contents and timing for Final Mailing to classmates; include deposit envelope for optional donation to scholarship fund – REMEMBER Amat is matching up to $25,000 and we have $8,500 already

·         Will include form for Memory Book entry for each classmate

·         Try for mailing by Sept 27

 

15.  New Business:

·         Hartmann’s will meet with staff Amat Alumni Office for decisions about photo’s, scans, amat guests, decorations, possibility of scanning our yearbook, etc.

·         There will be a modest 50’s car show at Kellogg West for us from 3 to 6 pm Sat as a photo op

·         Next and last meeting; Sat, Oct 22, breakfast 8:30 am

 

16.   Adjournment –  11:00 am