Para Bay Sara Bay

2025-1-13 Exec. Activities Minutes

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EXECUTIVE MEETING

PARADISE BAY ACTIVITIES COMMITTEE

JANUARY 13, 2025

Attendance:       Carl Kerr, Shana Simison, Lee Stephens, Debbie Freeman, Karen Rimatzki, Donna Matteson

1st Topic:              Future management of events-Paradise Bay handling their own events more thoroughly.  Communicate our requests to SB team.  (Carl) Do things together-Communication Representative from both sides. “The Park Hall-rather than Sarabay Hall” A combined committee that oversees everything from both sides and sees that everything is considered equally managed. TBD

                                (Donna) volunteered to attend a SB meeting (SB ~2nd Monday, 3:30 p.m.) as they attend ours, perhaps 1-2 other reps?  Communication, acknowledge what we have booked, and be aware of what SB team has planned. (Donna) volunteered to talk to Kathy O. regarding the use of Maintenance services, redirect the usage of maintenance. That they are being overextended and pulled apart like in a “Tug of War” lately.  Emphasize “We are in Hurricane Recovery.”

                                (Carl) At theirs/ours Coffee hour-inform everyone of the upcoming Bayfest event, that due to “Hurricane Recovery”, maintenance has numerous projects going on in the park and it would be preferred that if everyone could help as much as possible with tables, chairs, setup and break-down in the hall that would allow the maintenance team to get many of the necessary projects in the park processed before they get too backed up.

(Kelli) SB office use to handle all work-order requests for that area, regarding Maintenance; but has since been handed off to numerous persons requesting setups etc. for the SB hall.  It was suggested that each group could handle their own setups etc. like Paradise Bay groups use to do.  (of course, knowing there might be occasional times there could be a need for their help.)  As a matter of fact, an example was the “WestBound Dance, Saturday night” Lisa D. and her husband and Mary F. were going to clean up and re-arrange the chairs and tables for the morning church service.  Well, we started cleaning tables, and before you knew it!  There were about 10-12 of us (all ages) working on table breakdown, cleaning and resetting the chairs, without even being asked. (Carl) is going to have a conversation with Kelli and Kathy O. regarding Maintenance and redirecting maintenance requests using the proper work order requests.  Also, to remind them that all requests for Maintenance is suppose to still go through Lee S.
2nd Topic:             (Lee) Discussion regarding the calendar, limited info shared with SB until after they have submitted their calendar schedule. Lee is having issues with her schedule setup being changed, and their info on socials, etc.  not being submitted until the last minute.  This causing cancellations and bumping groups that are on the calendar, without notification.   

3rd Topic:              Questions were brought up by Lee regarding sweatshirts and hats and what design idea Paradise Bay were going with, whether we are coming up with a new design or using the original one; and would we have any to sell at the Bayfest Festival. (A)  I told them I was contacted by Rhonda B., April, on ideas I am putting together. (B) Going to talk to Kathy O. and other groups on where they got their sweatshirts etc. and what the costs. (C) Then a decision needs to be made by the Board on approved design, and who would be handling the ordering and sale of the sweatshirts etc. (D) Then I can proceed, if they want me to do it?

4th Topic:  Slightly move forward with wording on calendar, Paradise Bay.info calendar, changing labeling of designated hall usage.  Instead of labeling items as SB, change it to PHB (Park Hall Building).  Teams start using those words too.

5th Topic:              Bayfest~Meeting January 27, after Paradise Bay Activity’s meeting at about 11 a.m. ~ Volunteers for Bayfest to attend the meeting.

  1. I need to send out an email to our volunteers and those interested to attend the meeting.
  2. Discuss positions, what they need, set up ideas etc.
  3. Cooks-> Carl, Tom and Harry? And extras
  4. Round up Blackstone Grills (3), Burners (2), Roasters? Discussion was covered on which ones we own, and which belong to Sarabay.
  5. Pickleball Court for the Bayfest Games: Carl is going to talk to Caroline Mouwaud regarding use and serving at the event
  6. Parking lot->Clearance Friday evening, and all-day Saturday, for tables, tents and activities.
  7. Soul R Coaster->Playing inside the hall that evening or behind the
  8. park office if weather permits.
  9. Golf Cart Rodeo->Decision to be made, if the lot is safe and if not, where?
  10. Parade->everyone handles their own candy distribution this year.
  11. Ticket sales-> Do we have tickets left from last year? Ruined by flood? (Carl & Donna) are going to go through old filing cabinets to see what was salvageable.
  12. Games to be purchased-George Mullin will handle this, and needs $200
  13. Food Choices for luncheon->Hamburgers, Hot dogs, Sloppy Joes, with chips, pop or water and a float. Cooking outside, and floats inside hall.
  14. Sign up Sheet for Volunteers-will Pickleball Team be serving the luncheon this year?
  15. I need the list of volunteers from past Bayfest events (Donna and Karen) have this list?
  16. Prizes for Golf Cart Rodeo? What? Again, Million dollar lot, will need more cleaning before then?
  17. Grand Prize Raffle, 50/50 tickets, 50% to Activities, 50% to (4) winners
  18. Prizes: for Parade Vehicle decorations
  19. Lunch Tickets: $7.00 each, when do we start selling tickets? Early, to get estimate of food to purchase.
  20. Talent Show: During luncheon, variety of dance, music, vocal, comedians, magicians, story tellers and other talents
  21. Food Truck: for Soul R Coater dance that evening? If so, 4:30-7:30, get with Lisa D. regarding this
  22. Art Dept. Possibly design some signs for each designated areas.
  23. Set up ideas: Tables inside the hall for Ticket sales, the Float social, Food sales, Baskets and Prizes; If weather is an issue; Tables, Chairs and Tents in the parking lot beside Sarabay Hall
  24. Soul R Coaster: Tickets->Free->for hall if weather is an issue, capacity issue. 2nd option: Park Hall, the Pavillion area, outdoors.  Issues?  Enough Power?  Can open Helm House as well, for those that want and for bathroom usage. No capacity issue, nor tickets needed.
  25. Barbara G.: handles gift baskets and locating donations etc. Lunch-Tom, Carl and Harry; Golf Cart Rodeo-Jim and Wayne; Parade-Jim and Wayne; Games-George Mullin; Dance-Lisa D.; Talent Show-Debbie Freeman; Grand Prize Raffle-Barb. G, Jim and Carl; Signs- Art Club

6th Topic:      Wood shop was looking for possibly a $200 donation to help with repairs and replacements from PB Activities committee. It has been put on a temporary hold, because discussion covered their upcoming Italian Dinner, several raffles, and fundraisers.

7th Topic:      Anita Cook approached Carl regarding payment of $800 for photo processing of photos from the past.  Members, activities, and events from 2000-2012 that she has saved and reproduced. Considering this is a whole park connection, Carl is considering going to the Paradise Bay Board of Directors to see if they will split the estimated costs, and go in on it with the Activities Committee.

8th Topic:      Cathy Mullen discussed the Residents Photo Album Directory (something they use to have here in the park). Sarabay does it, and theirs ranged about $1000.  We have triple the number of residents, but it is an ideal idea!  It does pay itself off, with the orders and residents having to purchase one of these directories.  It is just necessary to have a committee pay for it up front first and reimbursements as its sold.

9th Topic:      Super Bowl Party?  February 9th-Pot luck-Or’ D’oeuvres-Finger food-Helm House?7 p.m.? Or could we ask to use Sarabay Hall, and ask the pastor to cancel service that evening, if there was going to be a larger audience?

10th Topic:  I brought up the issue of documenting and storing files, records and event planning paperwork.  I will download from now on all information collected on a flash drive, that can be shared with whomever is in charge of record keeping and for future reference.  I will need any information from past events, meetings that are significant that would be good to keep recorded.  With the help of Karen, Lee and Donna hopefully anything they have, could be submitted to me and I can work on that this season.

Meeting ended; no formal ending….

This will be shared with the Activities Committee Board.

Prepared by:  Debbie Freeman

Paradise Bay Activities Secretary

January 18, 2025

       

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