Seconds September 2, 2004 “SECONDS’ AUSTIN ADORABLE DIVAS SPECIAL MEETING OF THE COUNCIL OF QUEENS Wednesday, September 2, 2004, Kathie French Todd’s Home Queens Present: All Members of the Council of Queens 1. Council approved Diva Candy Minshew’s request to chair an outing to the Austin Caberet Theatre with a brunch beforehand at the Bob Bullock Museum on November 7, 2004. 2. Marie passed out Diva Dooz financial statement. 3. Kathie passed out an Agenda for tonight’s meeting culled from requests/input from Council members in preparation for the meeting. Results from discussions and in some cases, votes, shown below: * Big Question: Do we continue with the large monthly luncheons? After discussion, unanimous that we do. * Dooz: Dooz for 2005 will be raised to $25.00 for the year. Those joining July 1, 2005 and after, will pay $12.50. The question was asked “what will we do with 2004 Dooz?” Answer - they are ours totally. Linda presented an idea of providing a Daytimer Datebook with AAD on the cover to each lady who is a Dooz paying member that attends December’s luncheon.. We will order 125 and will sell any overage for $3.00 at future events. * Luncheons: Vendors at luncheons? Yes, at times. We will use a “guideline” of charging the vendor $50.00, but we are allowing the chapter flexibility to change this amount on a case by case basis. Top out the door cost, which includes tax, tip, tea, to be paid to restaurants is $15.00, less whenever possible. Our luncheon cost to participants, except for Council members, is now at $17.00. Council members will pay “out the door” cost of the luncheon only. Decorations: It was decided to have decorations at monthly luncheons only for special occasions, i.e., Christmas, Easter, Valentine’s Day. We will go back to Prepayment of luncheons - Kathie to do as before. Kathie and/or Marie will reconcile and pay restaurant at the luncheons. Linda to set up 2005 luncheon locations. Council members should plan to arrive by 11:00 a.m. to get set up and help Council luncheon coordinator. By Wednesday before the monthly luncheon, Council members need to notify the rest of the Council, via email or at Council Meeting dinner, if they cannot attend the upcoming luncheon. All should be available, if not otherwise occupied with other duties, to greet at the luncheons - particularly Queen Barbara, our super gracious Diva! Kathie and Marie to check arrivals in and collect money at luncheons for those who pay at door. Separate registration table (if possible) or spot for prepays and drop-ins. Sarah to continue as MC at luncheons; Kathie when she is there to open with welcoming remarks Bobbie & Mary Ellen photographers 4 door prizes each luncheon - 3 drawings for those who prepaid, 1 drawing where everyone will be eligible Arrival time left at 11:30 - move back lunch service to 12:30 to allow more time for socializing. Encourage early arrivals to mill around and wait until time to register. Use volunteers (and any available Council member) to greet and make arrivals feel welcome. Volunteers at luncheons? No, especially in any matter regarding money. Use them for distributing door prizes, greeters, helpers only. Set up separate table or area for membership applications and distribution of Membership Directories. We will use a receipt book for Dooz payments. Luncheon cost could be included, just be sure to detail out what the check or cash represents. Meeting supply bag/case w/forms, supplies, change, etc. - Marie has one. Sarah will purchase rolling luggage case for audio system and buy a new extension cord for the system which has become lost. Themes: Set for minimum of one per quarter. Diva Store: Marie reported we have two 1X and seven 2X Diva t-shirts left. We also have some red bags left and hope to have Diva pins available to sell. We’ll open the Diva store with what we have and Diva pins we can find at wholesale. After items are gone, the Council will revisit this issue. Events for the New Year: * The Divas will have a Regional event in the January-February timeframe with vendors * Kathie will contact the San Antonio Group to determine if they are doing the 12th Night event again in January 2005; if they are, the Divas will plan and host a Regional Valentine Dress-up Party * Divas to contact the Austin Fire Dept and/or Sun City "calendar men" to help * If San Antonio is not having their event - the Divas will do something in January * April - Gambling Bus Trip * Summer - BBQ Cook-off * End-of-year event with vendors Miscellaneous: * Mary Ellen will prepare and run copies of pages of new members who have joined since the Directory was printed. * Who’s in charge of Happy Hour? No one Council person in particular; all Council that can attend at least for awhile yet. We will remain at Iron Cactus North for rest of the year and then address moving it. * Services Directory - drop. * Cookbook - dropped. * New Logo - Kathie will talk to Arleen Harris again about getting this. Arleen will be paid for her work. * A $$ project we agreed on - when a logo is established the Divas will sell business cards with our logo. * Council members who will be going to the Galveston Convergence will participate in the Queen's parade and promote the 2006 Convergence which the AAD will once again host. Kathie to contact San Antonio 2005 Convergence chair and also Ginger to inform them the Divas are hostessing the 2006 Convergence. All Council members in agreement that we will host the 2006 Convergence - someplace, does not have to be in Austin. The current 7 Council members will put on the Convergence; helpers will be hired if needed and will be paid by the hour. Once the convergence returns to the Divas in '06 -- we keep it * Kathie to contact a photographer she knows about taking a formal portrait of the Council for posting on the website. Possibly look at Sears, Olin Mills too. NEXT MEETING OF THE COUNCIL OF THE QUEENS: Wednesday, September 15, 2004 - Queen Bobbie hostess Moonshine Restaurant, 5:30 p.m Celebrating Queen Mother Kathie’s birthday Respectfully, Bobbie Mabry, Resident Scribe Thanks Linda for rest of notes and thanks Kathie for having Agenda ready.