Good Afternoon
Everyone,
Following the executive meeting on
Friday, and in anticipation of tomorrow’s meeting, I have put together a few
things for everyone…
The first attachment is a synopsis
of the auction. Please bear in mind this is a working document. I
have tentatively allowed for a $75.00 budget for printing expenses and
decorations- is that okay?
This second attachment is a
spreadsheet call “Auction Master”. It will track staff hours, expenses,
and auction items. It will also auto-calculate the credit amounts.
There are 3 pages in the spreadsheet.
Auction – Allows for entry of items, descriptions, and values. Auto
calculates dollar credit amount based on general ledger entries, “payroll”, and
selling price.
Jobs- I have also attached a job
description sheet, and there is a shift schedule on the master
spreadsheet. I have outlined only a few jobs as “paying”, I think the
cheer team should handle the rest quite nicely. This can of course be
changed.
Ledger – another tab on the
spreadsheet- the total will automatically carry over to the auction sheet- to
figure out the apportioned values.
The next attachment is the “Auction
FAQs”. I would like to give this to the parents tomorrow, if we are able
to get a consensus on it. Now, in this document, I have re-worked the
credit system in a way that I think is extremely fair, and makes a lot of
sense. I used the input gathered from last night’s meeting in addition to
the information I got at our first executive meeting. It is very easy to
understand- and I feel it will not allow for any ‘misunderstandings”.
After hearing the red and purple sweater story last night, I also added
statements about only new items being allowed, and everything being subject to
approval. I imagine this may ruffle a few feathers, but my thoughts are-
this is an auction, not a Goodwill drop-off. We have an obligation to the
people that are paying to attend this function, to provide quality items in the
auction. Additionally, we need to confirm if Barb is willing to be the
contact for tickets? Please let me know your thoughts, and I will print
the FAQs for distribution tomorrow. (And yes, I know the details on the
Grey Cup are missing, I’m working on that.)
The next attachment is two versions
of the poster. The feedback last night was primarily correction of
grammatical errors, and some minor wording changes. It was also requested
that I change the team- apparently the BC Lions are not so popular…! So, I
found a pic of last year’s champions,
The last attachment outlines the
auction duties. This is again a working
document.
Now for the space. I just
realized that I have a spare room at the spa (duh!)- we could use it to store
items so that nobody’s house (and sanity) gets compromised. The spa is
located at 10742 124 street, so it’s pretty close to the Metro.
Additionally, we are open 6 days a week, so people could even drop off
items, and I can let my staff know how to check them in. You guys can all
then come by at your leisure to see what has been gathered. On the
Saturday before the auction, we can all consume copious amounts of alcohol and
use the spa to spread the items out and create the groupings. Let me know
your thoughts.
Finally, I have some
questions:
Are we able to provide tax receipts
to businesses? If so, we should add that to the letter, if it’s not
already there.
I know we decided not to hold tix at
the door, but if I sell from the spa, how do I get tix to those who don’t make
it to pick them up? I don’t know that there will be that many, but perhaps
we need to make an exception to our rule, and allow only those tix sold from the
spa (and not picked up) to be held at the door?
Will, Do you need a design for the
tix- I have the graphics already, so it’s not a big deal to do it. If so,
let me know what format and size you are looking for. Also, how are you
printing them?
I can ask the folks at Swarm
Enterprises (printing) if they can do some bigger posters at cost. Do I
have agreement on doing so?
Again, to reiterate my comments last
night, if I have duplicated anyone’s work, I apologize. I thought it was
my job to do all of this- and I had nothing to start with, so I used my
resources from previous auctions to create items that could be used exclusively
for the cheer team. Of course, we don’t have to use
them.
In closing, I am prepared to present
all of this to the parents tomorrow, as I am pretty familiar with the
information. To the executive- Is that your expectation as well, or am I
stepping on yet more toes…(I know, I do that a lot) J
I would also like to suggest another
executive meeting for later next week, so that we can decide who will be in
charge of what during the event. Perhaps, at the spa? (Then, if we
decide to use the spare room, I can show you where it
is.)
Enjoy the rest of your
day,
Andrea
PS. I will also try to get
answers by tomorrow, for the questions raised last night. I can’t promise
anything, but I’ll try.