St. Patrick s Catholic Church 2013 Vehicle Raffle Fundraiser Meeting August 20, 2013

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1 St. Patrick s Caolic Church 2013 Vehicle Raffle Fundraiser Meeting August 20, :00 PM Opening Prayer led by Hank. Members Attending: Hank Thoresz Patty Scott Janet McLaughlin Lena Ersch Bruce Layfield Joan Thoresz Michael Huemmer Pat Nassour Wayne Uebersax Tony Befi Chris Covarrubias Andy Covarrubias Shirley Eleanor Phyllis Befi Joe Presta Cay King Fr. Jim Members Absent: Kay Layfield JoAnne Egitto Pat Nassour Al Okorie Guest Attendees: None Meeting Minutes:! Hank opened e meeting wi prayer! Raffle Vehicle: " Fr. Jim indicated at he and Hank had visited e Sycora Ford dealership in West Texas to see what kind of a vehicle would be available wiin e committee s $25K budget. They discussed a Ford Edge and Ford Escape. Ed Sycora indicated at he needed to speak wi his broer Bryan next week before committing to actual figures on e vehicles. Ed said at he would e information to Hank as soon as it was available. " Joe Presta spoke about e Ford vehicles and indicated at e committee should raffle a truck. He felt at in his experience as a car salesman, is would be e vehicle at would generate e most ticket sales as opposed to e GMC Terrain SUV. " Fr. Jim, Hank, Joe agreed to visit e local Covert Ford dealer to discuss e kind of a deal ey can provide. 1

2 " It was pointed out, at If e vehicle is purchased from Covert Ford, and since ey are located here in Hutto, e vehicle could be left wi e dealer, and picked up when needed for display at e various venues. This would solve e issues wi providing a garage for e vehicle.! Prizes: " Hank mentioned at we had a parishioner donate a $ Visa Gift Card for one of e prizes. " Patty Scott brought an application from e Round Rock Express. This needs to be completed and a solicitation letter generated before it can be submitted. Hank indicated at he would follow up wi Be to get e letter to use wi all of e prize solicitations. " The question was raised again about how many secondary prizes we should include is year. We agreed on 8 e same as last year. Last years list included: - Gift Card, Travel Voucher, TV, IPad, Kindle, Jewelry, Golf Package, - La Quinta Weekend package " Hank pointed out at alough Janice Swope is not officially part of e Raffle Committee, she is reaching out to various merchants for donations in order to help e committee.! Kickoff Bar-B-Que Dinner: " Bruce Layfield shared an update on e Kickoff Dinner. He indicated at e dinner will take place on Saturday October 13 and Sunday e 14. It will be a Take Out only dinner consisting of Brisket, Sausage, Baked Potato, and Beans. It would include small containers of Sour Cream, and Cheese. The meal would be priced at $8.00 per plate. Bruce has researched e containers which include e utensil packs us avoiding e need to purchase plastic utensils separately. " Hank gave Bruce a box of plastic bags for e packaging. " Bruce said at ey will begin to sell tickets for e dinner about two weeks in advance in order to determine e quantity of meat and potatoes to purchase. Emil will cook e meat. " The dinner will also include and opportunity to purchase a chance to win a book of Vehicle Raffle tickets. " Bruce says at ey hope to sell tickets to e dinner via credit card. 2

3 ! Finances: " Hank stated at he spoke wi Fr. Michael regarding establishing a separate account for e Vehicle Raffle project, and Fr. Michael said at he wanted us to use e regular church account and to have Leslie journal e funds for us. " One of e reasons we initially felt we needed a separate account was because of e use of credit card processing and possible confusion wi any issues at might arise concerning eir use. However, Fr. Michael said at he was not concerned as ey were doing is at St. John Vianney wiout problems.! Time Line: " The Time Line was updated as follows: - Prize solicitation - Immediately. - Start Ticket design and arrange for printing - September 5, Investigate if we can sell tickets via e internet - Immediately - Start Ticket sales - October 13, Combine wi Kickoff Barb-Que and raffle for a book of vehicle raffle tickets. - Drawing Saturday 12/28/13. " The date for e drawing was pushed back into e current year so at we could have two raffles next year in compliance wi Diocese rules.! Volunteer Solicitation: " Hank mentioned at he asked Kay Layfield to create some posters for e church and classroom area to solicit volunteers. " The bulletin will contain an announcement asking for volunteers. " Hank furer encouraged e team to contact any parish friends to join e team! Publicity: " There was discussion concerning publicity of e Vehicle Raffle events. " Cay King who is assisting us wi publicity wanted to know which events we wanted publicized and where we should publicize it. We felt at we should have information in e bulletins of e local parishes in e area. Cay said at she could make up flyers but at e flyer should direct e reader to a specific action (i.e. go to a web site or some oer option to purchase tickets). We decided to wait until Hank spoke wi Shannon Carter about how we might establish a web site for e raffle event, and en get back wi Cay for additional discussion. 3

4 ! Ticket Issues: " Based on last years experience, e team inks at e tickets should be bound differently is year so at e stubs are removed at e sale. " Janet will contact e printer who printed last years tickets to determine e cost and time frame for is year. She will give us an update at e next meeting. " We agreed at we should pursue selling tickets at e oer local parishes including St. Helen, St. John Vianney, St. William s, etc.. Fr. mentioned at he had been contacted by St. Elizabe s to sell tickets at St. Patrick. He agreed wi e proviso at ey reciprocate and allow us to sell tickets at St. Elizabe s at a day of our choosing. The team chose to sell tickets ere on e 9 and 10 of November. " We are hoping to be able to sell tickets via e internet is year.! Internet Sales: " Hank indicated at he researched e use of credit card devices for use wi smart phones. He indicated at e Square device does not provide any phone technical support or provide any detailed reports concerning transaction. He identified a company called Pay Anywhere which does provide 24/7 tech support and e ability to download detailed transaction reports. Hank s concern is exposure to e church in e event of disputes. " Mike Huemmer investigated e use of PayPal for internet ticket sales. He indicated at PayPal can handle is for us. They provide a similar smart phone device for processing credit card purchases. He is continuing to pursue is issue but needs a church account number to link to. Fr. Jim said at he would like it linked to e parish credit card account. The account has been applied for but not yet received. " Ideally we will be able to use is for bo e Kickoff dinner and e Raffle Ticket sales.! Oer Issues: " Hank spoke wi e Hutto Chamber of Commerce and received e application to secure a boo at e Hutto Old Town Days event in October. He will get wi Be and secure e funds and process e application - The Knights have agreed to partner wi e raffle committee in a boo to sell tickets for e vehicle raffle and e Knights upcoming Reverse Raffle in October. 4

5 " Andy and Chris Covarrubias indicated at ey will purchase and donate a Ticket Hopper for e drawing. Thanks Andy and Chris " Hank mentioned at he spoke wi Be about e Tax Exempt forms at Patty Scott indicated we needed. Hank said at ey have been generated and are awaiting Fr. Jim s signature.! Next Meeting: " Tuesday September 3rd at 7:00 PM. Having no oer issues for discussion at is time Fr. Jim closed e meeting wi a prayer. 5