Staff Council Meeting
October 23, 2018
Attendees: Jackie Gibson, Zahra Brown, Meagan Kuitu, Janie Tountas, Amy Suter, Amy Jenkins, Maeci Hoffman, Gale Hoelscher

Meeting Minutes

Anniversary Gifts

  • Jackie will order 345 of them. We will hand them out at once.

Pumpkin Carving Contest

  • We have prizes ready
  • Jackie will check closet to see if we have table cloths
  • We need some kind of marker for pumpkins; should state whether it’s carving or decorating entry (Jackie)
  • Attendees will vote one for each of the 2 categories; we need ballots (Jackie)
  • We will need to sign up for 1-hour shifts
    • Voting period 9-4
    • Start covering tables and setup at 7:30
    • Meagan will create google doc for sign-ups
  • Meagan will take care of Tiff’s Treats display

Tree Decorating / Hot Cocoa Event

  • Jackie will confirm date with 7th floor
  • FP&C has hot water dispensers
  • Jackie will check the supply closet for leftover cups
  • Gale will collect prices and buy the items
    • Large containers of powder from Sam’s
    • Smaller amount of sugar free
    • Marshmallows
    • Candy Canes
    • Whipped Cream
  • Meagan will create a page to google doc for ideas, including prices for budget

Additional Holiday Ideas

  • Door decorating contest / Tree decorating contest / Gingerbread contest
  • We could do one big gingerbread house people could add to
  • Potentially gingerbread house during the hot chocolate
  • Maybe just cookie decorating, but you must add an ornament to partake

Fundraisers

  • BJ’s will do all-day profit share and pay 20%
  • Blue Baker profit share – design a cookie; you get profit from every one they sell
    • Will try for tacos first
  • Most profit is when we bring something in: Pizza rolls, cupcakes
    • Jesse’s?
    • Rudy’s breakfast tacos
      • Donated tacos for SECC
      • Meagan will call
    • Can we get them donated?
    • Should we ask for donations instead?
      • SECC gets more $$ when donation instead of set price.
    • Do we require pre-order?
    • Taco Cabana – may not be willing
    • Taco Bar – was late and we had complaints
  • Amy contacted CFA – we do have options
    • Tiered percent based on profit
    • Will try for December
    • Taking first night available; prefer Wednesday
    • Before College students leave; early December
    • Texas Ave location is most convenient
    • 5-8 would be our preferred time period

Annual Meeting

  • Location
    • Softball off our list for 2 reasons: footwear forbids heels; heated but still gets cold
    • Still looking at track facility; room isn’t designed for 200+ people. 165 chair max.
    • George Bush Library can’t accommodate our size; would need us out by 9:30 AM
    • Presidential Conference Center; has availability only on our date. Jackie will check with 7th on cost.
      • They will handle setup/tear down; have 3 preferred vendors for catering
    • Santa’s Wonderland
      • Wouldn’t have staff; not rentable for private events
    • A&M Hotel
      • Can move to following week and still do it; Holiday party will be there on the 7th.
    • CS Airport Hanger
      • Very large; would need to enclose with curtains
      • They have heat but no sound system
      • Aircraft in hanger are paying customers
    • We could potentially get a discount
    • RELLIS – idea for next year
    • Fire School – would be a lot like the hanger.
    • Ice House in Downtown Bryan

Service Awards

  • Change in how they’re calculated – all state service recognized
  • Need to print certificates
    • Student workers did it last year
  • Need more frames and ribbons
  • Need to order gifts
    • Jackie has list from HR
    • Jackie will check with 7th floor on the gifts

Scholarships

  • We will have 7 $100 scholarships leaving us with ~$400

Action Items

Jackie

  • Order anniversary gifts
  • Order Maeci’s shirt
  • Order frames for service award certificates (as needed)
  • Check closet
    • Table cloths
    • Leftover cups
    • Service award frames
  • Create “placemat” for pumpkins identifying owner and entry type
  • Create pumpkin carving ballots
  • Confirm with 7th floor
    • Date for Tree Decorating/Hot Cocoa Event
    • Service Award gifts – who buys?
  • Finalize Annual Meeting location
  • Print certificates for service awards

Gale

  • Collect prices and purchase items for hot cocoa event

Meagan

  • Create google sheet
    • Pumpkin contest shift sign-ups
    • Cocoa ideas and budget
  • Create Tiff’s Treats display
  • Call Rudy’s to solicit breakfast taco donation for scholarship fundraiser

Amy

  • Confirm dates/times with Chick-fil-a

Everyone

  • Fundraiser solicitations