Teleconference of 24 March 2011,
8:30 pm CST/9:30 pm EST
The Darling/Walker Family Reunion Association Executive Committee Teleconference Meeting Minutes of 24 March 2011.
Online for the meeting were: Bernard Darling, Christine Thomas, John Darling, Joyce Darling, Robert Thomas, Sr., Deloris Mitchell, Thomas Mitchell, Keneesha Hudson
Absent: Eva Thomas, Leon Thomas, Jr., Darryl Darling, Patricia Jackson, Robbie Thomas, Curtis Sherman
The President called the meeting to order at 8:12 pm CST.
1. Minutes: President asked for approval of minutes. Minutes approved with no corrections or additions.
2. Treasurer Report: Deloris reported a balance of $599.22. The President wants a breakdown of the balance on hand. Deloris will provide a treasure report by email no later than Tuesday 28 March 2011.
3. Reunion Dues Collection Status:
Deloris reported that she had received $420.00 for reunion dues.
4. Reunion Planning Status:
Deloris and Thomas Mitchell reported that they had reserved their community club house for Saturday, 23 July 2011 available from noon to 5pm. The club house has refrigerator, stove, tables and chairs. The Association will be required to pay a $300 security deposit (refundable), plus $45 an hour for cleanup and security. The Mitchells will pay the $300 to hold the club house. We will only have access to the club house and no other facilities. Christine suggested that we need to look at another idea because she didn’t think that we would want to be confined to the building for that amount of time.
The President called Maxwell AFB for information regarding areas for a picnic on Saturday. The first option – The covered Pavilion near a pond and space for games used during the 2009 reunion;
Second option – Hopper Lodge. The Lodge is air conditioning with indoor cooking facilities and picnic tables with seating for 150. Indoor grill, refrigerator. There is an outside park for the younger children, volleyball pole, and a place for softball, if desired. The President will not be able to reserve this venue until on 1 April 2011, and
Third option would be to use Eva and Leon’s backyard for an evening event such as a Luau and doing the day visit some tourist sites in the city. We may consider the Riverboat ride for the day.
Christine suggested that we have a Saturday event where the kids have a lot of fun and games and a low key event on Saturday night for adults.
The President suggested we have a get together on Friday night and use the club house for the Meet and Greet. Since we need to reserve the room promptly, the President wanted to know if this would be an option to consider. Christine suggested that we meet and greet at the hotel on Friday night or we can go bowling.
The President suggested that we identify the events we want to have, such as a Meet and Greet on Friday night, picnic on Saturday, and later meet at the hotel to socialize.
Other options for activities:
Use the Deer Creek club house on Friday night for a Meet and Greet, or bowling, if available, or we hang out at the hotel.
Saturday try to reserve the hopper lodge or Pavilion for the picnic.
Deloris will find out if we will be able to get a discount for the Renaissance hotel. She will not be able to know the rate until May for the July timeframe. The hotels identified nearby were the Embassy and Hampton Inn. Joyce will check the rates available doing the reunion dates.
Sites suggested for Sunday morning breakfast were Golden Corral and IHop.
5. The President closed the meeting at 9:15/10:15 pm. The next meeting will be on Thursday, 7 April 2011, at 8:00 pm CST/9:00 pm EST. The conference telephone number is ((712) 451-1600, Access Code 43058.
Joyce Darling
Secretary
8:12 CST