Copy of Jan. 19, 2024 Board Meeting Agenda

Overflow Cafe Board of Directors

Jan. 19, 2024

6 p.m.

Overflow Cafe, 111 Kinston Hwy. in Richlands

Board members:

Eddie Humphrey, President

Shayna Marquis, Vice President

Donnie Koonce

Diana King Barnes

Junior Kennedy

Robert Brownfield

Director: Amanda Humphrey

Topic 1: Recent accomplishments

Topic 2: Upcoming fundraisers

GOAL: $3000
$20 per team pre-registration cost
$25 per team same-day registration (starting at 10 a.m. Fun begins at 11 a.m.)
First place will win half of the registration costs.
Second place will win something that’ll be donated and is TBD
Third place will win something that’ll be donated and is TBD
Food Trucks will be paying a $25 minimum with a 10% of their sales donation. Taste of Vietnam by Sammi, Pucker Up Lemonade, De La Rosa Super Antojitos, RL Street Dogs and (possibly) You Got Served will be on scene for a donation of 10% of their sales that day with a minimum of $25.
Vendors: We will have a small collection of vendors for folks to shop in between rounds. They will pay either $50 or $25 plus donate an item for us to use for future fundraising efforts. We have ten scheduled so far, including Families of Addicts, and two are paying full price.
Cornhole boards will be reserved with Onslow County Parks and Recreation
We will have an information table with a 50-50 raffle to increase our day’s earnings.
NOTES: Diana believes the team registration fee is low and recommends adding a silent auction to add to our earnings since the prices are out there already. She also suggested we reach out to the sports commission to share our event information.

GOAL: $10,000
VOTE NEEDED: Admission fee or free admission and charge for tickets to play games?
Coastal jumps - soft play / soccer dart / inflatable BOOKED Oct 15. They’ll charge for a day-long play pass, and donate half their proceeds.
porta potty -

KTJ portables - No website yet, our event prices are $125 per regular event unit, $150 for event handicap and $125 for handwashing stations

Zing Zumm - big blocks???
Onslow County Museum - fossil dig???
10 Vendor spots for sales at $35 each
Out back: family photos by Zach Marquis of Rugged Edge photography
Offer organizations a chance to promote their group if they host a carnival game
In cafe: chicken plate fundraiser (NOTE: We will be doing chicken baskets, hot dogs and fries instead of a full chicken plate)
Outside: cotton candy, popcorn and funnel cakes
On the flatbed: gospel sing, but invite local churches to have their youth perform also. This will be inside and we’ll open the doors so folks can hear outside.
Eddie spoke to Brian Young on Sept. 29 about coordinating acts.
Bring your own chairs
NOTES: We didn’t vote on the admission fee. Eddie and Junior are working with Brian Young for the music committee. Junior recommended reaching out to WJCV in Jacksonville for advertising.

NOTES: Fall fundraiser ideas are welcome.

December - gift wrapping fundraiser - we’ve got a lot of wrapping paper stashed in storage already thanks to donors.
December - hot chocolate and snacks during Christmas parade???

Topic 3: Financials

Topic 4: Program Budgets

Each serving night has a maximum budget of $450. We aim to get items donated to keep the cost lower, stretching the funds further and being able to provide more serving nights.
Each Blessing Shed day has a maximum budget of $100. We bulk order hygiene, toilet paper and period products from Dollar Tree at the beginning of the month and spend, on average, $800 each month.
Operation Christmas Stocking has a per-family goal of $500 for grocery items, a movie night and gifts.

Topic 5: Grant updates

Topic 5: Things to con sider

Rebranding to simply “Overflow” since we don’t have an active Cafe. When we’re ready we can open the cafe again. The logo wouldn’t have to change and we would only have to file a DBA so if checks come in under just Overflow, we’d still be able to deposit them.
Do we want to eliminate the monthly serving night and replace it with giving families groceries as needed?
What if we had an Overlow House in downtown Richlands as our office?

Front room could be office
Another room could be a classier Blessing Shed
Another room could be a thrift store
The fourth could be a classroom for money management / how to stay on your feet style classes

After the Initial Site Visit, we will either be deemed ready for partnership which will lead to New Agency Orientation and New Shopper Training, or provided additional steps as follow up before partnership may begin.
The process overall may take weeks to months.

We would be able to purchase nonperishables for the Blessing Shed and serving nights for significantly less than the grocery store.

Topic 7: The Board

How long are terms?
Does the board want to institute involvement requirements?
How are we filling spots as they come available?
NOTES: We need an odd number, would like an attendance rule, aim to have a town board member on our board, and will use a Google form to solicit self-nominations since if folks aren’t interested in being on the board, they won’t be involved.

Topic 8: Building a Donor Community