September 4, 2013 Council Meeting





OBJECTIVE 1: CAA will read the minutes from previous meeting.



OBJECTIVE 2: CIA will read an overview of the meeting agenda.


 Plan Trinkets for Charity. [60 minutes]

 Reports from administration. [10 minutes]

 Concerns of the Community Council. [10 minutes]




OBJECTIVE 4: Reports from administration.

 Public Relations Report from CPr

It was suggested we make signs for graveyards to let patrons know we will be there. Rin updated the council on the current going ons of this project. We have identified cemeteries to clean and are in the process of contacting the groundskeepers.

CPR proposed that next meeting begin to address the issue of creating PSAs to air on AOC

Internal Affairs Report from CIA

 Legal Report from CAA

o 501c(3)is onstand-by until appropriate funds available.

Budget Report from CAA

o $215.00 in account in cash.

CAA reported that we took out $40 from the account to rent a lot space, but then put it back in as the lot space was donated by Jockey Lot. He also exchanged our cash for 1s, 5s, and 10s.


General meeting suggested to be at the Shade Tree Cafe in Broussard La.





OBJECTIVE 3: Plan Trinkets for Charity. [CPR]


Meeting up:


Time and place to meet was discussed



1. Load last minute items on trailer; debrief regarding procedures, including
how to set up the booth (Rough schematic was created). All present will
sign in. Debrief regarding procedures; the lot number we have will be
presented, along with lot information

2. Follow trailer to Jockey lot at NO LATER THAN 5:45. THIS IS OF THE

3. Once at Jockey Lot, set up booth with a “register” containing: calculator,
money bag, pen, ledger, and a list of worker contact info (see “volunteer
procedures” ), and a schedule of shifts.

4. Once everything is set, the shiftworkers shall remain until their shift is


Setting up:

A rough schematic was created, detailing how to set up tables, items, and a register.


Creating a display which showcases ASA mission statement and where the funds will go. CAA and CPR will create these materials.


We can have a small sign or poster detailing:

 What ASA is

 Why we are important to the community

 Why we need our 501c3/why its important

 Our goal amount ($850) thermometer

 What the funds will go to (501c3 and excess will go towards Miles Perret fundraiser or

Graveyard Clean up)


They will also make another sign that only says ASA BENEFIT which can be seen from the road.


They will also make a sign which reads, “CASH ONLY, no refunds. All sales are final.”


How we will keep track of inventory


There will be one ledger for each shift this weekend. This ledger will go to the CAA at the end of the shift, and a new ledger will begin as the new shift begins. As items are sold, the cashier will write the name and selling price of the item in the shift ledger.


Having a yardsale for all unsold items:

When: suggested 2 weeks from the date of TforC

Where: TBD


What will we do if we must set up and break down Saturday and Sunday:

Follow the same procedures for Saturday morning and Sunday afternoon


Volunteering procedures:


Collecting all shift-workers’ contact information:

All shiftworkers will be contacted and their phone numbers placed on a contact sheet which will remain permanently by the register. All board and council member numbers will also go on this sheet in case of an emergency


Appropriate dress:

jean, khaki, or other shorts/pants in good condition. Closed toe shoes.

ASA shirt or an equally nice shirt (we want to look business casual, possibly)


How shifts will be changed:

There is a sign in sheet to be signed as you come into your shift and as you leave. This is to help us keep track of our volunteer hours!


Procedure to be followed if someone does not make their shift and HAS NOT notified you of this (i.e., they are more than 30 minutes late for their shift without notification):

Call CIA first! If you cannot get in touch with him, use the contact sheet to call someone else and see if they can replace the missing worker; highlight the shift that was missed on the schedule sheet and write whoever took their place as follows: Sub: X.



What to do if you can’t make your shift:

Please give Sean Rutherford, CIA  (see contact list for his phone number or find him on Facebook on either ASA page) at least 12 hours notice if you cannot make it.


If you are unable to make it within the 12 hours preceding your shift, use the shift schedule on the Facebook page to contact the person currently working, tell them of your situation, and attempt to find yourself a substitute.

Once you have obtained a replacement, call the current worker and have them follow the procedure above.


The council discussed the possibility of “runners” who will advertise; hand out ASA “cards” and Trinkets “cards” .

Who will create? CPR

Who will hand out: one of the workers when there is a lull in business, granted it is safe to do so.



How to help customers:


accepting cash ONLY

How to be “helpful/friendly but not pushy”


What to bring to your shift

Water, a snack, a chair, your phone


Procedure for Handling making a sale:

1. Thank the customer for stopping by

2. Take the item from the customer.

3. Using the shift ledger and pen, write the item and its price.

4. Ask the price listed on the Inventory Sheet and on the tag. Please so not negotiate the price lower than 70% lower than the original price.

5. If the customer attempts to bargain (whether they are ready to “check out” or not), please reference this sheet, and honor any notes on the individual’s inventory sheet (handed in by the individual). OVERALL, I feel we should not ask for less than 70% of the original value of the item (Discuss at meeting)

6. Receive money from customer

7. ALWAYS calculate change using calculator. Hand change to customer. Mark item off of inventory sheet with highlighter, noting whether it was sold for less than the asking price is applicable.

8. Package item and hand to customer, and say a friendly goodbye, “Thanks for helping us to improve Acadiana!”


Lock box procedures:

At any time, no more than $215 shall be in the money box after a shift. At each shift change, one of the volunteers will take the money bag and the last shift’s ledger and bring it to Jarred.



Who will count funds:

Three people will need to be present (all must be board or council members). Funds will be kept in CAA’s money bag.

Two people will count the cash independently of each other, not sharing the figure they come up with. A third will tally the figures from the ledge.


CAA will also keep a separate running total as the money and shift ledgers come into him, providing another figure to compare totals to.



Jockey Lot To-Do List:

1. Create posters/signs  Assigned

 What ASA is

 Why we are important to the community

 Why we need our 501c3/why its important

 Our goal amount ($850)

 What the funds will go to (501c3 & excess will go towards Miles

Perret fundraiser or   Graveyard Clean up)

Signs for cashier

Sign to be seen from road


2. Create cards to circulate with ASA info and info on booth Assigned


4. Create Supply list


Push pins


Sticky notes



Ice chest, water


Phone for photos



Sign in sheet/ledger/contact sheet


Power strip/extension cord

Duct tape

Donation jar

First aid kit

Lock box

Baby wipes


Paper towels

Hand sanitizer


Simple green or 409



8. Create Sign-in Sheet and ledgers. Assigned


9. Call lot to see if they can make change at the office.


10.. Member will make donation jar.


11. GET EXCITED!!! We have come so far as a group!


OBJECTIVE 5: Concerns of the Community Council. [councilors]


Contact current members regarding the Sept 25th meeting, at which candidacies will be announced or candidates nominated. Publicize this event!!


Agenda for next meeting:


Brainstorm for November meeting regarding bios: where, who will lead the event, create an itinerary


AOC script brainstorm


Auction at Miles Perret instead of Raffle


Next meeting: Create Committee to make long term goals (5 year range)


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