Windermere Social Committee Meeting Minutes for September 2nd, 2008
Members Present: Paige Jackson, Victoria Listor, Ashlie Heiser, Cristy Edwards, Tiffany Veal, Diane Sexton, Jody Curson, Kerri Cardiello
Start Time: 10am
The meeting began by going over the finalized Social Committee Charter. Everyone read it and approved of its contents.
The budget was discussed and with the low number of ticket sales to the Luau and the September Concert, there is a fear that we will be approximately $1500 over budget this year.
The September 20th Concert on the Green:
Table Costs: $150/8 seats
Ticket sales to the concert are important and everyone was asked to try and get the word out to each neighborhood.
It was suggested that we have a contest and prize to the member who sold the most tickets/tables but all agreed they would do it without the contest.
Paige asked if she could go ahead and begin selling lawn seats at $15 a person and that was approved. We also decided to promote the "Meet Your Neighbor" Tables where seats were available for purchase individually at tables. The cost would be $20 per ticket. These are available for people unable to get an entire table together or for those neighbors new to Windermere who may not know enough folks yet.
Plastic bracelets were suggested. One color would be given to those who purchased lawn seats and another for those who purchased a table so the event could be monitored and people, who did not pay, were not able to see the concert.
Diane Sexton has spoken with the board and there is concern that times are changing and some of the Windermere events are not being well attended. They would like to maybe see some changes to the calendar and the events so that we can all see more attendance. It was suggested that some Windermere events parallel some of the Golf Club events and that residents were being split up between the activities. Paige agreed and committed to get with Jennifer and coordinate schedules so that this doesn't happen in the future. We also made some suggestions to possibly drop the Luau or add some more family events to the calendar. Some suggestions were a Father/Son or Mother/Son event that included sports, chili cook offs, or game night.
Jody mentioned that babysitters might be an issue for some of the adult functions and felt it might be a good idea to provide a list of sitters available for event nights that neighbors could call. It was suggested that possibly several neighbors could share a sitter thereby sharing the cost. Diane agreed to contact the current list of Windermere sitters to see who was still available and she offered to post that list in the resource area of the lodge.
Ashlie Heiser agreed to write the October Newsletter Article
The Fall Festival will be here before we know it on Sunday, October 12th from 1-5pm. It is imperative that we secure all food, game and entertainment vendors this week. All social committee members were asked to complete their action items and get the information to Paige as soon as possible.
To save costs, we have agreed to man the inflatable bounce houses ourselves. Ashlie expressed concern that we would not get to enjoy the festival if at an inflatable the entire event and would it be possible to hire teenagers or look for volunteers to man the bounce houses so the social committee would not have to. Most were in agreement and Paige and Jody offered to find some teens and pay them a nominal fee, if volunteering was not an option, to maintain order at each bounce house during the event.
Paige told everyone she needed to fill a few spots on the green with some sort of activity and Victoria suggested that possibly a potato sack race or three legged race would be a fun and free event. Ashlie further suggested that possibly some of the neighborhoods might agree to "host" an event and take turns running it throughout. A water balloon toss and basketball contest was also a suggestion. Paige said she would send out an email and try and get that organized if possible.
The layout for the festival was given to each member.
Tiffany spoke to the caricature artist and she was happy to come but not happy with the $25 "vendor fee". Paige suggested if she bring her own table and set up, she could avoid the fee.
Ashlie addressed concerns about the face painters and felt the line was too long and there needed to be another painter added to the festival or that there should be two lines formed. One line would be for the full face art and that would be at a cost of $3-$5 and the second line would be for free face painting which would entail only a simple cheek or hand art.
Jody suggested we try and get a local farmer to donate small, unwanted pumpkins that the smaller kids could decorate with paints and take home. She also mentioned the idea of a pie contest with a winner and a prize. The committee agreed both were good ideas and should try to be implemented. Jody said she would contact a farmer to see about the pumpkins.
The idea of an onsite photographer was suggested and Victoria, Paige and Tammy offered ideas of people who may be interested in setting up a small area with hay bales and pumpkins and those interested could be a nominal fee to have their family photos taken.
Food vendors were discussed and the idea of possibly getting some food donated to the festival. We also discussed the idea of companies coming out to advertise and in return, they would sponsor a food vendor or do some giveaways to the residents.
Paige is in need of some Youth Night Themes. Anyone who might have an idea or suggestion for the kids, please bring it to Paige. One idea was a Van Gogh night and another was to split the boys and girls up and have a campfire night on the green or parking lot for the boys and inside the girls would have a hair and paint your nails night. Jody also had several idea she promised to share with Paige.
Victoria has been speaking with a Windermere resident, Tammy, who would like to head up a new group in our community called "Moms and Tots". She would like it recognized as an official group within Windermere and Tammy agrees to organize events and activities for this group. All members agreed and Paige agreed to make sure any planned event would be listed in the Newsletter calendar.
A discussion was prompted by Jody Curson and her concern for the lack of teenager activities in Windermere. She feels, and all agreed, that this was a group neglected by the social committee and we really needed to focus on some event nights for them. Some suggestions were a Wii game night, a "show off your car" night, a Halloween horror movie night, after hours swimming, etc…
Jody said she would not have trouble getting some adults to supervise these events and Paige said it was a possibility that Windermere could cover the cost of a police officer to monitor things as well.
One concern was that the events would need to end at 11pm due to Forsyth County Curfew and some unsupervised teens might continue to gather late into the evening, which is when most of the vandalism was taking place.
Regardless, the committee agreed that it was important to try to set aside some nights on the Windermere calendar for our teens. It was decided that a survey would be sent out to residents for the teens to fill out so they could let us know what they wanted. Paige also suggested a teen article to be printed monthly in the newsletter. The article would consist of teenager issues and what is important to them.
The next meeting will be held at the lodge on Tuesday, October 7th at 10am. Any residents interested are welcome to attend | 
