The next General Meeting will be…
…on Sunday, May 06, 2007 at the Craighton Great House at 4pm sharp.
Guests welcome!
Major Road Repairs March 1, 2007…
The workday on March 01, 2007 on both roads was probably the most successful of all our workdays.
The Bermuda Mount Road was repaired in the worst areas and the residents have seen the positiv result when using the road.
On the Hopewell Road a crew of approximately 15 person worked diligently, despite of rain, and paved two major cross drains at the entrance of the road. This spot had caused grief over the years and continiously washed away the beginning of the road.
Thanks to Susan and her children for cleaning up garbage along the road. A concern to all of us.
It must be commended on how hard and well the crew worked. A job well done! A big up from all the residents….for the inspiring community spirit.
Fun Day photos
Please click on the photograph below to look at our Family Fun Day photos:
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| Hopewell Bermuda Mount Benevolent Society Fun Day at Craighton |
Family Fun Day December 26, 2006 - Report
HOPEWELL/BERMUDA MOUNT
BENEVOLENT SOCIETY
Family Fun Day, December 26, 2006
REPORT:
Fundraising event: Family Fun day
Date: December 26, 2006
Time: 11am – 6pm
1. GENERAL
The Hopewell and Bermuda Mount Benevolent society members had expressed in their meetings during the year 2006 that a fundraising event in order to collect monies for the upgrading of both roads should be planned. It was felt that that might be a good start to collect funds so that equipment can be hired etc. and road works can be done at a larger scale.
The meetings decided that December 26, being Christmas, was a perfect date, since families usually look for activities to do.
2. OBJECTIVE
The proposal for the event was compiled during the first fund raising committee meeting ( see attached “Fund Raising Proposal”) and subsequently approved by the management. The plan was to have a fun day with games, prizes, food and entertainment surrounding the family and children. The marketing was directed towards the entire wider community and prices to be kept low.
Alcohol was only to be sold in limits and served during the day and the event to be finished by 6pm.
3. STRUCTURE FOR THE EVENT
The event was organized by the fundraising committee along with the help of the members of the society and the management committee.
Committee’s president Susan McEwan
Secretary Vanessa Spence
Representative from the management Pat Oberli
Members Joan McEwan
Meg Phillips
Doris Gross
Associate Member Rafael DeCampos
The committee met regularly starting in October until the event on December 26. ( See attached “Minutes of Fundraising Committee” )
The committee divided the responsibilities amongst themselves and used the meetings to update each other, detail the plans further, assign tasks to do and discuss issues as they arose.
In charge were:
Susan McEwan: show and performances, assistant games coordinator, marketing, donations and overall planning
Pat Oberli: overall planning, cost estimates and donations
Vanessa Spence: administrative work & coordination
Joan Ewan: coordination and food section
Meg Phillips: games coordinator
Rafael: t-shirt coordinator
Doris Gross ticket printing and marketing, donations, coordination
4. TICKETS
Tickets were printed free of cost by D. Gross and pre sold actively by the members as per attached “Presold Tickets Summary”. Presold income was $16,600 and at the gate the sales amounted to $19,750. ( see attached Presold-Tickets List )
The account of tickets in the box for gate prices showed that 241 adults attended and 149 children over 10 years. Since children under 10 were admitted free of cost, it is estimated that approximately 110 children under 10 were present as well. This totals to approximately 500 persons.
Involved in tickets sales at the gate were Mayor Arnold, Raymond McEachin and Paul Johnson.
Ticket printing: 300no.tickets @ $100 = J$30,000
200no. tickets @$50 = J$10,000 40,000
Ticket Sales 36,750
The persons attending the event accounted for $31,550
(241X$100=$24,100 + 149X$50=$7,450).
The difference of $4,800 accounted for those persons who had purchased tickets in advance, but did not attend.
5. FOOD / GAMES TICKETS
Tickets were printed by D. Gross and sold at the event by same.
Ticket printing: 432 no. @ $20
81 no. @ $30
1038no @ $50
702no. @ $100
Raffle 120no. @ $50
139,170
Tickets Sold 100,140
Food:
Joan McEwan was in charge of the food preparation and serving sections. Her team included Fred McEwan, Carla Chambers, Jessica Chambers, Mrs. Pussey and Tracy-Ann Douglas. The preparation of the jerk chicken was undertaken on the lower levels of the ground, so as to not to interfere with the beautiful lawn provided for us. The team carried the chicken up to the food serving section when needed. Hot dogs were grilled and soup served. Also sold were cakes and brownies and ice cream. A large pot of soup was prepared, donated and served by Carla Chambers.
All was sold under a lovely tent.
Drinks:
Mr. Desmond Young was in charge of the drink serving section, which included chubbies for young ones, lemonade, sodas and alcohol, such as Red Stripe, Smirnoff ice, Heineken, Guinness and Red Stripe Light.
The drinks were served under the large food tent and kept cold in large drums with ice. Cups were only needed for lemonade, all other sold in bottles.
Games:
Mrs. Meg Phillips headed the team who had organized games to be played throughout the day. Races took place free of cost so that all persons of the area had an opportunity to participate. For these races ribbons & prices were awarded. Other games were played, such as
Horse shoe toss, Ballon Games
Pin the donkey tail, Bean Bag Race
Climb the Greasy Pole, Tin Shoes
Limbo
Tug-of-war etc.
For these games tickets were sold, and prices given for the winners. Also available was pony riding, which was headed by Meg Phillips and her daughter Alana & Yannik Taylor for $50 per ride, a sure attraction for the little ones. ( see attached games outline )
Further, face painting was available by volunteer Mrs. Elizabeth Newman, Kingston, for $20 each and Nurse, Ms. Lorna Savage volunteered to measure blood pressure for $20. Both activities were highly in demand and perhaps a higher charge could have been requested.
A magician, Roland Thompson, of Kingston volunteered to entertain the crowd free of cost.
Ms. Susan McEwan headed the dance competition and show at the end of the event for which prizes were awarded. Her dance troupe performed at the event.
Raffle tickets were sold at $50 each and prizes drawn at 6pm, those were donated gift baskets and vouchers. The two gate prizes were also drawn by Mayor Arnold at the end of the event.
The games team included the above, as well as Zoe Oberli, Gwen, a visitor and volunteer from Canada. Vanessa Spence took photographs throughout the day, which will be posted on the website and can be used for future marketing.
6. DONATIONS
Income through cash donations 35,600
The donations in cash and kind are detailed on attached “Donations List”.
Donations were sought by the fundraising committee prior to the event starting in October 2006. The committee approached corporate entities in Kingston, businesses and individuals in the wider Irish Town area for help in various kind. Some gave cash, others goods, foods and drinks and others their time.
Especially commented should be Mr. Winston Shaw, who donated the venue free of cost, without which the event could not have been held. He also assisted with music transportation.
Several members of the society also donated items for cooking etc., which could not have been obtained without expenditure.
Thank you letter have been prepared for the donors.
7. SETTING UP AND CLEANING UP
A group of volunteers set up the venue with tents, tables and chairs prior to the event on December 23. Lorna Savage volunteered to clean the bathrooms.
In the early morning of December 26 the team above continued with decorations, food setting up etc.. Pat and Zoe Oberli prepared signage for toilets, pricelists etc., which were mounted as well.
The Family Fun day ended a little bit later than the anticipated 6pm, it ended at 7pm. All helped with cleaning up of the venue and by 8pm the lawn was tidy and clean.
A few larger items, such as music, jerk pan, empty bottles, tables etc were collected on the following morning.
Volunteers for setting and cleaning up included:
Pat and Andreas Oberli Vin Smith
Mr. Davis Mr. Young
Patrick Campbell Stephen Morais
Joan McEwan Susan McEwan
John McEwan Charmaine McEwan
Lorna Savage Gwen Bergman
Meg Phillips Rafael
Zoe Oberli Warren and Yannik Taylor
Doris Gross Mayor Arnold
Alana Phillips Kai Williams
8. SECURITY/FIRST AID
Mr. Sherif from Red Light, a volunteer, was engaged, and positioned at the gate and entrance.
Sergeant Hayden of the Irish Town Police Station had been asked and agreed to be present throughout the day and assisted also with save transportation of the funds away from the location of the event.
Miss Lorna Savage, registered nurse, had volunteered to take blood pressure tests on request and also to bring along her First Aid kit and assist with any inquiries, if needed. Apart from one girl who sustained a scratch after a fall from the pony, to which Paul Johnson and Charmaine McEwan attended immediately, no injuries were reported.
No incidents of violence, aggressiveness or theft had been observed and overall the event can be described as an example of peacefulness and togetherness with great community spirit.
9. CONCLUSION
The Family Fun Day was a full success, both, financially and in terms of community involvement, commitment and volunteering.
The total profit after deducting all expenses amounted to 117,273.02 ( see attached Income/Expense Summary )
The proposal anticipated a profit of $57,200, which was doubled.
A contributing factor of this high profit was the fact that a number of persons and companies had positively responded to the seeking of donations, therefore the expenses were kept at a minimum.
The demand for chic ken and other foods was very high and at about 4pm the chicken and hot dogs were finished. It is estimated that approximately 60 more servings of chicken could have been sold ( 60X$150=9,000 ) as well as 30 more hot dogs ( 30X$50=1,500 ). Cakes would also have been sold more.
Even though the monetary income from face painting, blood pressure and games was nominal, they surely added to the attraction of the Fun Day and contributed to persons coming to the event in the first place.
Inventory: The following items were left over and will be kept for future events:
a) 2 bags of coal kept at Meg Phillips
b) 6 cases of water kept at Pat Oberli
c) 5.5.cases of chubby kept at Pat Oberli
d) prizes: 5 hats, 2 picture frames, nail polish kept at Doris Gross
e) food/drinks tickets kept at Doris Gross
f) Bring & Buy items to be donated
g) one bottle of cooking oil kept at Doris Gross
……………………………………….
prepared by Doris Gross January 5, 2007
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Susan McEwan
Head of Fundraising Committee
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Pat Oberli
Secretary of Society
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Paul Johnson
Chairman of Society
