Surf & Turf Wrap Up Planning Meeting July 25, 2017
Present: Cathy VanClieaf (chair), Don Evans, Suzanne Villeneuve, Sylvain Desjeans, Hugh Knox, Pat VanGeytenbeek, Al McDonald, Jean & John MacInnis, Janet & Bill Preuter, Barb & Al Finlayson, Tina & Bernie Bax, Cathy & Len Hoare, Ella May & Paul Russell, Keith Southey, Dale VanClieaf, Gerry McCall, Vicky Horvath (minutes)
Tina B: Discussed sending flowers to Jean MacIver following the loss of John MacIver. Team also discussed having his apron embroidered as a tribute from the Surf & Turf committee. Discussed setting up food donations for Barb A as she continues to recover. Vicky H to organize. Executive committee to discuss equity in how people are remembered at next meeting.
Don E: Embroidered jackets and shirts for sale. Items were donated by Barb A’s nephew but weren’t delivered in time for Surf & Turf auction. Don has price list.
Executive committee to discuss curling club logo and options for club apparel at next meeting.
Cathy reviewed process of each area and recommendations for next year: Ticket Sales (Pat V): Went smoothly, including last minute changes. 208 tickets sold. Be aware that last minute changes will affect seating arrangements . At door check in, some people were unaware of who they were sitting with
Planning and Organization: Current system worked well No need for January meeting
Setting up Tables & Transportation of items to Venue: Will question the town to do set up and take down for next year. Don E sent an email to membership asking for support, and a lot of people showed up to help with set up, Next year, will agree on teams ahead of time. Barb F to provide a detailed diagram of table set up. Silent auction table to be set up first (so auction items can be set up)
Arrival of People, ticket taking, lobster strips & Place Settings: Lobster tickets: Some people were unaware of need to bring them to line. Next year will use the dinner stub and tear off a portion
Silent Auction: Team Leaders sent emails to their groups and many were not responded to. Although huge improvements from previous years.
Next year recommendations: Discussion re: minimum bids on more valuable items. Volunteers in live and silent auction to eat early so they are available. Ensure enough runners are available to assist with handing out successful bid sheets and closing off bid sheets once time limit is called. Discussion re: handling of gift certificates (keeping originals in a binder and giving them out once paid for, or laying then out on the table directly)
Cash Taking: Went well with support from Pat V
Live Auction: Stick with 5-6 items. Consider at age demographic for auction items. Next year will use a documentation system between auction and cast takers to ensure consistency
Raffles: Went well. Feedback is to let people in the door first, before selling tickets.
MC, Auctioneer and Sound System: Everyone did their jobs very well. Sound system needs to be checked in advance Question raised about having a professional auctioneer, but it is cost prohibitive so will not use.
Kitchen: See attached info from Tina. Kitchen was VERY well organized. Team came in from 10 am to 1 pm, and returned at 4:30 pm. Cathy V stayed all day. Need strong table to hold plates at buffet line. Curling Club to purchase 50 additional steak knives and donate to library
Beef: 154 lbs of beef ordered was enough for the night and 1 roast was sold. Special thanks to John and Murray. Will need 2 carvers for next year
Lobster: Went well. Lobsters were perfectly cooked. Warren timed each pot for 12 minutes. Students stayed to help with clean up. Thanks to Wayne and Keith for picking up lobsters in Toronto. Need 2 new lobster pots. Pat V will purchase.
Bar: Cathy V organized 2 last minute bar ticket sales people. Thank you! Bartenders did a great job. Sales similar to last year which had a full bar. Will make minor adjustments to types of beer sold for next year
Dishes & Cutler Rental: Caution about using community centre cutlery and rental cutlery. Suggestion to tape the cupboard drawers. Plastic cutlery used for student meals. Dishwashers washed by hand (their choice). Kitchen cleaned in record time. Students did great. Sylvain to supervise again next year
Dump Run: Went well
Return of items to Curling Club: Went well. Lots of support with take down. Cathy V & Suzanne V organized at curling club later in the week
Volunteers: Went well
Financials: See attached report from Pat V
Wrap Up and Thank you’s: Completed. Cathy to send thanks to Kimberly Clarke. Thanks to Cathy V for her great leadership