The next backpack meeting will be held on April 19 at 7 p.m. at Christ United Methodist Church. Everyone is invited to be a part of our Planning Team.
These are the minutes from the Louisville Community Backpack Festival on March 29, 2012
Present: Christ UMC: Karen Nieschwitz, Gene and Cathy Wagmiller, Lisa Gramoy and Karen Barr (secretary at Fairhope); Louisville Christian Church: Tina Boggs and Carol Hinton; Center Church: Billi Janet Burkey; Fairhope: Pastor Joe Wright and Kathy Schmucker; and Beech Mennonite: Deanna Slater
Gene Wagmiller began the meeting. He stated that Andy Aljancic Park is reserved for Sat., Aug. 11. He will contact Dale Smith (Herkey the Clown) who may have a dunk tank and other items.
Last year we booked the inflatables through Josh Elder, All for Fun Inflatables, who had very good prices. We will try contacting him again for this year.
Karen Nieschwitz purchased many backpacks and now has around 250 backpacks, Cathy Wagmiller has about 50 backpacks and Sue Lautzenheiser has around 10-15, so we are doing pretty good with our backpack supply.
Lisa Gramoy gave the treasurer’s report. We currently have a balance of $929.98. This includes $75 to rent the park and will get $40 refund. It also includes two donations we received this year of $25 from Ted’s Auto Sales and $75 from Enviroscapes.
Flyers will be made up to take to Louisville schools the first week in May. A sample of the flyer will be brought to the next meeting.
Donation letters will once again be made for local businesses, organizations, and churches. (Letters were sent out Dec. 5th, but we thought the letters should be sent out again.) The letter will request a representative from each church to come to our planning meeting, include our vision for our ministry, and we will give them options of different donation plans:
- Bronze – $50=$99 – we will include your business name, along with other businesses on a “sponsor card” in each child’s backpack
- Silver – $100-$199 – the sponsor card plus your organization will have it’s name next to one of the games, which will state “This game is sponsored by _______.”
- Gold – $200-$299 – all of the above plus we will give you a framed certificate for your generous sponsorship of our backpack festival.
- Platinum – over $300 donation – all of the above plus an on-air interview publicizing your organization on radio station WNPQ, “The Light,” 95.9 FM.
- We will also include the picture flyer.
We should send a letter to Ted’s Auto Sales and Enviroscapes, in case they would like to increase their donation.
The Louisville School website already has the list of school supplies for the 2012/13 school year. Those items that all children in Kindergarten through 5th grade need are:
1) One ream copy paper
2) 24 pack Crayola Crayons
3) Fiskars Scissors – pointed 1st-5th grade
4) Family-size Box tissues
These items were not needed in all grades:
1) #2 pencils (except K)
2) Pink eraser (except K)
3) Glue sticks (except 4th grade)
3) Highlighters (except K & 1st)
4) Folders with horizontal pockets (except K & 3rd grade)
5) 4 Dry erase markers (except 1st & 4th grade)
6) White glue (except K, 3rd & 5th) only 1st grade specifies “Elmer’s)
7) Colored pencils – (except K, 1st, & 4th) – does not specify any brand
8) Composition notebook – only 4th & 5th
9) Wide notebook paper – 3rd, 4th and 5th only
Karen felt she could get copy paper for $2.99/ream from Quill. Billi Janet Burkey suggested we contact Form and Function Office Supply, which is a local office supply company.
The next meeting will be held on April 19 at 7 p.m. at Christ United Methodist Church.
Karen Barr, Secretary
FOLLOW-UP MEETING – This meeting was held August/September 2011
Gene Wagmiller asked us what we thought went right with the festival this year: registration, food, information table, and games went well. We were glad we purchased the vests for the staff. The number of games were good,.
Pastor Larry also made some positive comments: 1) He liked the way the park was organized,. Everyone understood what they were supposed to do. 2) We had good publicity from the Louisville Herald. 3) The new games, Holy Board, Ladder Golf, and Peddle cars were well liked and enjoyed. 4) It is good that there are some new churches getting involved, and they are working together well. The location of the prayer tent, story tellers, and signs was good.
What went wrong: the water in the dunk tank was rusty and there weren’t a ladder. Hartville Hardware had the wrong date marked down, and we had to drive elsewhere to get the tank. (Herkey the Clown has a dunk tank. We can check with him for next year.) Also, we should develop an “agreement form” to reserve anything.
Suggestions for next year:
1) Fast pitch: next year we need to remember to purchase some gift cards as prizes for the fast pitch game.
2) Make a suggestion box to place at the park.
3) In the Louisville Herald next year, we need to add a “blurb” giving a phone number where people who would like to volunteer could call. We also need to add “backpacks need to be picked up by 6 p.m.” See if we can put the registration form in the Herald.
4) Be sure the deadline to register for the festival is on all the flyers.
5) See if we can put the backpack festival information on the school’s website.
6) Put the festival information on facebook. Can we put the flyer on facebook?
7) It was brought up to make a shorter period to register.
8) Have various publicity chairpersons: facebook, school website, Louisville Herald.
9) Get more volunteers to do: 1) Have a sign-up sheet at the meetings for people to sign up to rubberband supplies together, etc. 2) Sign-up sheet for people to walk in parade; 3) Put labels on pencils.
10) Registration: It was brought up to get a separate cell phone to take phone calls for registration. Someone said google has a free number. Also, brought up was getting an answering service. Karen Barr will be happy to take registrations next year in the office. Be sure registration person knows to tell parents that the backpacks need to be picked up by 6 p.m.
11) Suggestion that instead of putting all the school supplies at each table, to just put ONE school supply at each table. This would save time. Then we could have 5-10 complete sets of school supplies in the backpack garage, in case a parent just comes to pick up the complete set.
12) Gene asked what we should do with the leftover school supplies. This year we had requests for them, and gave them out to other schools. Next year, check with the committee first.
13) We ordered 1000 pencils for the parade.
14) Thank yous were sent out.