KC, Heather, Dagmar, Charlie, Julie, Kelly

Heather –

§  Thinks we should keep the birdhouses “free form,” let the artists take the lead on design and the houses should not have to be functioning.

§  Artists had to do a commitment – turn birdhouses in a month before the event and then they were displayed.

§  Party was open to general public, but public paid. The incentive for the artists/architects was that you got to go to the event for free.

§  Let artists recommend starting bid.  Maybe have a description written up for the houses. If you get a better known artist/architect may want to increase bid.

§  Limit Size – should be able to walk out with it under their arm. (2 foot cube and weight

Charlie –

§  Maybe able to open up the Flatiron bldg.

§  Need to be careful with food and drink that we treat it like a private event so we don’t get people off the street who want free food and drink. Name tags, arm bands with suggested donation.

§  Is part of a pilot program with SSA – Feast, Piece, Eye Want – maybe can leverage that

§  Artists will want traffic coming through the Flatiron – THANK YOU’s and who bought

§  Follow up with the artists is really important.

§  Month turnaround time on SSA $$ - Talk to Jaime Simone

Timeline –

§  Work backward from early June (1^st Friday of the month coordination with Charlie and his SSA pilot program)

§  Dagmar & KC to establish timeline

Printing Donation:

§  Artist description & information for the birdhouses

§  Posters

§  Flyers

§  Postcards

§  Banner

Next Steps –

§  Decide on name or event. Do we want something that connotes an annual event or give the event a new name each year?

§  Set timeline

§  Get form letters for artists/architects squared away

§  Secure SSA funding if available

§  Get marketing plan set

Dagmar, Heather, KC, Laurel, Julie, Kelly

Treasurer Report:

§  Colleen Klein (lawyer who was working with us) did all the 501c3 documentation and she and Jeff are working to correct some filing errors.

§  Researching a merchant services account

o   hope to have one secured by the “birdhouse” event

§  For sales tax exemption – what do we need to do to get our tax exempt status so we don’t have to pay sales tax

Playground Report:

Met with Manny Flores – Heather created drawings. K teachers really liked the idea of keeping things very open and free form

Need to create proposal that is balanced and will tie into curriculum.

Jeannine Otte is investigating whether the donation money has to go through the school or can be cut directly to Friends of Pritzker.

Think that the playground in a box would be a great fit for the playground.

Fundraising Report:

§  Met with Rhonda Locke putting together the sponsorship package.

o   Rhonda has contacts for stage, risers,

§  Meeting with Adventure Stage folks tomorrow. 

§  Do we use Laurel’s music contacts to see if we can get a Justin Roberts

§  Working with Rhonda from LaSalle on division of labor

§  Should we do a silent auction and we would receive the proceeds from that and LaSalle will not receive any proceeds?

o   decided to have silent auction at both events (do division & Wicker Park Fest)

o   Julie will make one ask at business and give them the option of which event to participate in

§  Spoke with Paula from WBBCC and they just got the cmte. together for Wicker Park Fest – hope to hear something in the next couple of weeks about our involvement in the Wicker Park Fest.

§  Rhonda and Julie decided on a 60/40 split on sponsors.

§  The Marc Jacobs bag is going to be given to Near North for their Silent Auction and we will split the proceeds. Starting bid is $1200.

§  Spoke with Sue at Renegade Art fair and they said that there would be no problem with giving us a space at the summer festival. They might use Pritzker for their holiday sale. They are coming to check it out. Julie is in contact with them re: the use of Pritzker for their sale.

§  Recap of the Birdhouse project

§  Photo project discussion

o   photo booth – we are Wicker Park: old people, young people, …

o   can we rent a photo booth?

o   Dagmar is going to look into a photo booth rental place

o    

o   WTTW has a playground competition going on right now. (Heather)

§  Family Fine Arts night

o   Laurel has two contacts

§  Emily from Old Town Music who could do a sing a long for the first event and someone who may be able to do a breakdancing session for the second event

§  Kelly to email Laurel a pitch letter that Laurel will then send to her friends.

Present: Yara, Lindsey, Heather, Julie, Kelly, Heather

§  KC submitted SSA grant proposal last night. Anticipating knowing if we received the grant by mid – March. Jaime Simone was who we submitted the SSA proposal to.

§  Julie has talked to: Alliance Bakery is going to make a cake that is a birdhouse for their window, Building Blocks,

o   she is going to contact Christophe from UnScene to see if they can help us create a map of birdhouse locations

o   Kelly Argyle is going to be in charge of picking up birdhouses and disseminating them

o   Heidi woman on MILF list is a photographer, could she shoot the birdhouses? Lindsey is going to contact about taking the pictures

o   Lindsey also contacted some stores and will be helping Julie when she can.

§  Lindsey went over our letter to Artists & Architects:

o   do we want a sheet that explains what the requirements are ?

o   do we want people to vote on the birdhouses

§  kids favorite, most creative?

§  she is going to re-write the letter and have them submit:

·         bio

·         delivery date/where (May 1, Michael’s work?)

·         Shop delivery (May 22^nd)

·         confirmation (March 30)

§    Will people pay $20 to get in the door

o   should we do two drink tickets

o   decided $10/person suggested donation and cash bar & free hors d’ouevers

§    March 18^th , 2009

o   by next mtg:

§  intro the idea to teachers sometime (KC)

§  KC talking Ms. Schwartz – paper maiche birds

§  Lindsey revise letter – sending March 9

§  KC talking to Myra

§  KC & Yara look at Flatiron space – week of Feb. 23^rd

§  Kelly create website form to fill out for artists & architects

§  Kelly to update website events for FFAN & Birdhouse events

§  Kelly to ask J.T. & The Clouds about performing at the event

§  Kelly email Todd Bachman about 848 contact

KC, Kelly, Heather, Julie, Jeff

Approved Mintues

Treasurer Report:

o   Filings are in for fiscal year ‘08

o   Late fees are paid

§  Cash accounting bases

§  June 30, 2008 fiscal year end statement – Fiscal year is June 30 – July 1

§  Submitted Statement of Income and Expenditures

Merchant Account Status:

two ways to have an account

1)      Swipe at site –

a.       1.69% plus .20 per transaction plus $6/month statement fee

2)      Or  rub the card and type it into the computer

3)      Workhorse (basic machine) is $104

4)      We get half of the “profit” they make off of us back

5)      Questions

a.       what is the “wireless” machine cost

b.      does it take all cards

c.       can we take a hiatus

d.      do we need a phone line

6)      set up a separate checking account for Do Division

7)      Do we want to open up a Money Market (3/4 of a percent) minimum of $1500 to open

a.       Jeff is looking into

8)      Changed registered agent from Colleen Sullivan to Jeff Allen

Playground Update:

1)      Going to ask if Mike Niemic wants to oversee project

a.       Heather to review bids with Mike

Grant Update:

1)   Cameron & Kelly having meeting next week Wednesday

2)   Looking for new/forward thinking projects to seek out grants for

            a.    Renovate the church as a fine arts center

b. Green the school

Upcoming Fundraisers:

1)      Do Division:

§  Building Blocks may be a co-sponsor for the event at $2500

§  Whole foods is interested in co-sponsoring

§  Current activities:

·         petting zoo, activity tent, bounce house, face painting,

·         Adventure Stage Chicago

·         We are getting a cut of the door 1/3 with Anderson, LaSalle

2)      Wicker Park Fest

§  We are waiting to hear if we are in on Wicker Park Fest

§  No silent auction at Wicker Park Fest, just at Do Division

§  Julie is still pursuing

3)      Birdhouse Project

§  June 5^th , two weeks prior they are going to be displayed in the retailers window

§  Applied for SSA Grant – will most likely hear in one month

4)      Family Fine Arts Night

§  February 26^th

§  $5/family suggested donation

·         be clear that if they don’t have the cash they still should come

KC, Emily, Yara, Kelly, Julie, Heather, Lindsey, Charlie

Location: Yara and KC went to Flatiron bldg. The space doesn’t seem conducive to our event, it is too pass through rather than stay and mingle.

Wesley Kimler offered up his space to do the show.

Kelly to follow up with Don. KC will follow up with Noel about some space?

Emily and Charlie will work together to update the Google spreadsheet doc online. Emily has received confirmation from two people. 

Heather sending email to architects tonight.

Trying to think of local celebs  to create a birdhouse.

            KC to try and get a signed Tony Hawk skateboard

Send ideas for celebraties to Lindsey

Retailer Update

Lots of retailers have signed up for the hanging of the birdhouses.

Grant SSA

The SSA grant came through for $2500

Marketing

Myra will be doing mktg. Lindsey and KC will be working and mtg. with her on Monday.

Lindsey is waiting on space and a better story to make her pitch to the public

Dagmar will keep track of budget

o   She has original budget

KC, Julie, Heather, Jeff, Emily, Dagmar

Treasurer Report

Same ol’ same - $11000 in the bank

We raised approximately $230 from Family Fine Arts night

Merchant Services Account

            Some monthly charges apply

            We need it by the end of May

            Need to find out if Building Block has a line we can use to run credit cards

Playground Report

Tree that was damaged in storm was removed – Heather is going to contact her guy to remove ring around stump. Concrete ring needs to be removed around stump before we can have stump removed by Care of Trees the day after Arbor Day.

Near North Montessori has offered up a couple of their playground pieces for a donation for us. We are trying to figure out what to do with the pieces.

KC took back materials from Deb for playground – we have handed over the project to Mike Niemec

Street  Fests Update.

DO Division

Do Division runs from Hoyne west to Leavitt

Adventure Stage Chicago has organized and booked the stage for the event.

Bldg. Blocks is giving $2500 & so is Whole Foods

We are getting a cut of the door roughly $8-10K.  We will charge for activities and hope to gross $1k per school for those.

We’ll be putting a crawler zone in this year.  Julie is looking for a $500 sponsor for this tent.

Silent Auction – do we do it only at Wicker Park Fest? 

            Heather will ask American Girl for a donation

Cookie decorating area

Activity Tent

            Bldg. Blocks donated a couple of craft kits for the area

Julie will post her contact list to Google Docs. All of us will add contact accordingly

Pony Rides

Community Board

            For $50 you can put an 8.5 x 11

Community Gift Bags

March 26^th & April 2^nd (tentative dates)

            Volunteer Meeting: @ Hollywood Grill

Wicker Park Fest

They are moving the event to Milwaukee Ave. next year.  The kids section is right under the train. We are still not getting a cut of the door.

$1600 is our budget this year – Julie is going to speak with them about the fact that we received ‘free’ tents , etc. last year.

We are going forward with the event.

Julie is working on sponsorship with:

            KRAFT foods, etc.

Meet & Greet

            KC to ask Dr. Reese how much it would cost to have someone come and open the doors for us on a Saturday. Shooting for the 23^rd of May for the first one and possibly hold another informal one later in the summer.

Emily, Lindsey, Julie, Yara, KC, Kelly

Marketing Materials:

            The Map:

§  We are not going to list artists/architects on the map. 

§  Michael to add a space at bottom of “back” for URL to direct people to where to see the birdhouses

§  We are going to print 500 – DUE MAY 8^th

Event Marketing:

§  Trying to find a way to stage an event at the school to get on the news – preferably one week before.

§  FOP List

§  Pritzker Parent List

§  Pritzker Event Phone Line

§  Pritzkerschool.org website

§  Marquee

§  West Town and WPB Chambers

§  Alderman Flores & Waugespack

§  Myra going to try and print posters 1^st week of May 4^th

·         Posters going up starting the 18^th of May

·         We are printing 200 posters – Julie to recruit volunteers for the effort of putting them up.

·         We are going to sell some of the screen printed posters at the event for $20

·         Week of May 4^th – pictures of birdhouses taken and starting to be put on web.

Artists/Architects:

§  We have 28 combined artists & architects. We need to complete the Google spreadsheet with all the emails so we can send a final letter for completion of birdhouses.

§  We have 30 classroom birdhouses.

§  KC sending out second letter

§  Do we want to have a drop off space or just do a couple of nights for pickup

§  We are going to arrange two dates for pick up

·         Friday, April 30^th

·         Monday,  May 4^th

·         Kelly Argyle to start putting birdhouses out the week of May 18^th so that they are all up by the 23^rd

Final Event Planning:

·         We need to ID – Most caterer’s have the ability to do that

·         Wesley is going to provide 6ish boxes of wine – what mixers do we need?

·         We need to supplement beer and mixers

·         NEXT STEP IN PLANNING:

o   Planning on 150 – 200 people

o   KC emailing Myra about her Caterer friends

o   Yara will contact 3 or 4 local small grocers/caterers

o   KC emailing Laura

o   Lindsey is emailing people who own Forno, Violet Hour, etc…

o   We need a licensed bartender

o   Kelly will contact Binny’s and Sam’s about getting wine/beer at cost

o   KC and Yara to look at Wesley’s space

o   FOOD WILL BE NAILED DOWN: MAY 9^th

o   Julie will ask Gomez about donating a keg & a case of wine.