Minutes 10/14 Thank You Mary and her friend AI
Fundraising Committee Meeting Oct 14th, 2026
The meeting focused on planning for the upcoming fundraising event, reviewing past successes and challenges, and assigning tasks for future actions. Key points included:
1. Giving Tuesday: The group decided not to participate in Giving Tuesday this year due to limited returns and concerns about donor fatigue. The donate button will remain on the website for those who wish to give independently.
2. Event Theme and Decorations: There was discussion about whether to have a theme. The consensus was to keep it simple, possibly with a garden party feel, perhaps using tall candelabra centerpieces with feathers or ferns, potentially borrowed or bought from a recent bride. The group wants to minimize extra work and focus on effective, simple decorations.
3. Save the Date and Communications: The save-the-date mailer will go out
between February 5th and 10th. The group agreed to keep branding consistent (purple color scheme) and simplify the postcard’s back side, possibly using a QR code for more information. Mailing logistics and updating the recipient list were discussed, with olunteers assigned to generate and print labels.
4. Auction Planning: The event will feature both silent and live auctions, but with fewer items (targeting around 20 for the silent auction) to avoid overwhelming attendees. There was interest in combining items and possibly holding an online auction after the event to engage those who can’t attend in person. Certificates and items that don’t require physical storage are preferred for the online auction.
5. Entertainment: The group discussed entertainment options, including inviting local high school performers or using music from the upcoming “Come From Away” musical. The consensus was to keep entertainment brief and not detract from socializing.
6. Volunteer Roles and Delegation: New member Jean Matteo was identified as a potential lead for decorations and other organizational tasks. There was discussion about transitioning the newsletter responsibility to someone else and reducing its frequency to twice a year.
7. Sponsorships: The group reviewed last year’s sponsors and assigned members to reach out to both returning and potential new sponsors, emphasizing the importance of asking for pledges now to fit into sponsors’ fiscal year budgets. Benefits for sponsors were clarified (exposure at the event, on the website, and in newsletters).
Assignments: Browne's Nina, Community Cancer Fund/SJI Eileen, Farmers Insurance Nina, Fly Guys Marcy, Island Air Eileen, NW Island Escapes VRBO Marcy, Point to Point Air Sue, Rain Shadow Solar Jean, Safe Harbor Insurance Sue, Swiftwater Electric and Solar Marcy,
WindowCraft Nina, San Juan Glass Jean.
8. Event Logistics and Improvements: The team reflected on last year’s event, noting issues with silent auction checkout and the need for clearer communication and smoother transitions. Suggestions included having more structured event flow, using a roving microphone, and delegating announcements to different people to keep the event lively and organized.
9. Next Steps and Meeting: The next meeting will be held via Zoom on November 11th. Members are to reach out to their assigned sponsors and begin collecting auction items in January.
10. General Atmosphere: The meeting was collaborative and supportive, with
members sharing personal stories and expressing appreciation for each other’s efforts. There was a focus on learning from past experiences, delegating tasks, and welcoming new ideas.
Action Items:
- Finalize and send save-the-date mailers in early February.
- Update and print mailing labels.
- Assign and contact sponsors for pledges.
- Begin collecting auction items in January.
- Explore options for decorations and entertainment.
- Prepare for a smoother auction checkout process.
- Next meeting scheduled for November 11th via Zoom.
Overall: The group is focused on building on past successes, streamlining
processes, and ensuring the upcoming fundraiser is well-organized, enjoyable, and financially successful.