ROSCOE GARDENING CLUB

BOARD OF DIRECTORS MEETING MINUTES

SEPTEMBER 25, 2024

Attending:  Renee Lopez-Mealey, President; Sheri Henson, Vice President; Lisa Brown, Marketing Director

The meeting was called to order at 1:00 pm at the home of President Mealey.

  1. Community Garden Discussion

    • The Board was updated on the status of the garden.  A proposal was submitted and Roscoe Gardening Club (RGC) is awaiting further input on the proposal.

    • Once we get additional information from Rockton United Methodist Church, we will review with Pastor Carolyn expectations on financial commitments and volunteer assistance.

    • Additional discussion and brainstorming on raised beds for the garden and costs of beds.  We will reach out to N. Pointe at some point and discuss their raised beds as part of our research.

    • Rick, one of our RGC members has offered to start whatever seedlings we need

    • We also discussed the possibility of having a Key Club or the Boy and Girl Scouts help with this project as part of their community action activities.

  1. Planning and Discussion on the Winter Wonderland Event, 12.7.2024

Attendees and Ticket Sales

    • The board set a minimum of 15 attendees confirmed for the event by the Monday prior to make it worthwhile but feel that 25 attendees should be the goal.

    • Tickets are available now for sale.  When selling tickets, be sure to write down the number and the name

    • Ticket costs are 1 for $30.00 although attendees are encouraged to bring a friend and then the cost would be 2 for $25.00 each.

Marketing

    • Renee will print out posters for the committee to post around town.  One suggestion is a poster at Buckets and Blooms.  Renee will ask Buckets and Blooms if Christy, the owner, will put up a poster and possibly sell tickets for the event.

    • Lisa will send a poster over to the Rockton Senior Center, 50 North.

    • Renee and Lisa will start aggressively marketing on Social Media

    • Lisa will review other community calendars to promote our event

    • We will also promote heavily at the next two meetings

Silent Auction

  • Sheri has already put together a number of Silent Auction baskets. She will photograph and use to promote the event on Social Media.

  • We will continue to solicit baskets for the Auction.

  • The Silent Auction will actually be done by selling raffle tickets.  1 ticket for $5.00, 5 tickets for $10.00 or an arms length for $20.00.  We will need a separate color ticket for this to differentiate from the 50/50 raffle

  • We will need at least 1 or 2 tables set up for the silent auction.  We will use table coverings and dress with greens.  A bag will be placed in front of each item for guests to drop their tickets into.

  • The winners will be drawn at the end of the event.

Food

  • Food will consist of small sub sandwiches, tortilla roll ups, make your own charcuterie cups for charcuterie table, Christmas Cookies, Snow Drift Coffee, holiday punch, mini waters and a hot cocoa bar.

  • Charcuterie Board will consist of cheeses, fruits, veggies, sausages and salamis, bread sticks, ham cubes, olives, nuts and chocolates

  • The Cocoa Bar will consist of cocoa, whipped cream, mini chips, marshmallows and sprinkles

  • We will need 2 tables for food and desserts

  • Sheri will make the desserts and/or Christmas cookies and others are invited to provide other holiday cookies etc.

  • Lisa will make tortilla roll ups and Christmas M&M cookies

Décor

  • The theme is Red and White

  • Renee will get table clothes

  • Lisa will provide holiday play list for background music

  • We will use candles, jars and greens for table arrangements

Agenda

  • Event starts at noon

  • Socializing and raffle sales from noon to 1 pm

  • Buckets and Blooms demonstration at 1 to 1:30 pm

  • Wrap up and Raffle winners 1:30 pm to 2:00 pm

  • Set up 10 am

  • Clean up done by 3pm

  • Lisa will contact volunteers who agreed to help to confirm times and duties

  1. Other business

  • A plant sale was discussed. It will be in conjunction with the May 10th meeting but will run both Saturday and Sunday from 9-3.  More details to come.

Meeting adjourned at 3:30 pm