THE ASSOCIATED STUDENT BODY KERN RIVER VALLEY CLUB
Friday, October 3, 2003
10:00am-11:10a.m
Don’s Cubicle
Presiding Officer:
Don Trautman
Notetaker:
Vanessa Johnson
Attendees:
Jean Pack, Don Traunton, Candy Cornet – Resident of Echo Boaster Club, Vanessa Johnson-secretary
Attend. Faculty Advisor:
NONE
Agenda Topics
10.00 a.m.
Meeting begins wirh Jean Pack pertaining to Ice Cream sales
10:05
$11.25 is what Cerro Coso will make off each box of ice cream.
Jean
Commented on board meeting is going to be in Noverember.
Candy
Of 480 people selling 8 boxes each, $43020.00 would be made from this sale. Of 304 people selling 10 boxes, the fund would still make $43020.00. Other examples indicated on the Cascos Ice Cream sheet following this report. (Fatboy Fund- raiser Steps to Success) Each pallet has 160 boxes. After seven pallets sold CC gets $100.00 per pallet in additon
Jean
We spilt the sales with the Echo System
Candy
10:10
For every pallet you sell in over the indicated sales, you will get an additiona $20.00
Jean
The Echo kids can sell to other kids – job shadowing
Candy
Talk with Mary Berlon and try to get the children to sell.
Don
That won’t work. We have 62 children that attend the Echo Program. I’m sure that Mary Barlow will be gon how. Anything that Echo can eary will be apprieciated. Suggest that someone try to sell ice cream to the various clubs.
Candy
Don’t take too much time in the classrooms so the instructors can get back to teaching. Let everyone know everything, though about selling the ice cream. Take a flyer to the classes. For every box sold, $13.75 goes to the company suppling the ice cream. Have a list made of the people who can sell 3 or more boxes. There should be 196 people working on this, so you will need a commette.
Jean
10:15
Fills didn’t come out.
Don
Sales chairmens needs to be involved cloesly with the Publicity chairmen for this to work successfully. The Publicity Chairman needs to get her people to help her. The chairmen just oversees everything– that works best. You don’t over-whelm yourself this way as the person in charge. Chairmens split responibilities.
Jean
Room 4 will have the new ASB box located near the printer.
Don
Have it near of in the facuty lounge to put in the mail.
Candy
10:20
Individual sales- Get paper that is numbered that will have the cells listed to include sellers names, phone numbers, and the people that are buying the ice cream. Turn the checks in to Inga, for example, clipped to the paper work. The sales men will keep their same numbers throughout the sale. When, they fill out their first sheet, list the second sheet with their same number, and add b for the second sheet, c for the third sheet, and so on. The slaesmen MUST BRING BACK THEIR SLIP TO GET THEIR NEW SHEETS. Even if they want to keep their sheets, they have to show the first sheet to Inga prior to getting a new sheet. Have the checks stapled to their sheets and the tickets. Keep everything together to keep things more organized.
Peggy Hosman handles Echo students. Cindy can’t add extra numbers, (students beyond her original sheets, till Don OK’s it, so no numbers are dublicated.
The only thing in the process that gave Paula a headache was if the students were given more then one number. It still works, but it takes more work then necessary.
Log the paper with sales made. Inga gets this list of names. Put a, b, c . . ., on each sheet as salemen pick up new sheets. Inga keeps the master sheet. Each person has their own numbers
Jean
Our students should have the same numbers for all sales?
Candy
All goes smooth when saleman have only one number.
Jean
Are all the tickets thrown away?
Candy
10:25
Yes, staple everything else together to stay organized. The master list is the most important sheet that you will keep.
Jean
I have these list on the computer. I’ss just revise them. Ron Montag can help.
Don
This is how you get individuals sales. Have a chart to show sales.
Class Charts:
Sales chairman keeps the charts up to date. They get this list from Inga. Inga gets this information from the accountent.
Jean
Question:When the salesmen decides that they don’t want to sell anymore, do they just turn their sheet in?
Candy
Just turn their sheets into Inga.
Jean
If the salesmen commit to 3 on a sheet, do they stay with the same number until the sheet is full?
Don
Have the salemen sign a list, when they pick up a new sheet.
Jean
If Echo fills their quota on the orginal sales sheets, then do I would get new numbers?
Candy
10:30
No, you use new sheets so it soesn’t clutter the original list. The salesmen would keep their orginal numbers. Constintly check with Inga to make sure that everthing is tracked corectly. One person should be responisble, and get the information on the accounting facts daily. Every time that you check with Paggy, put a yellow mark showing that you have inspected the acounting facts, and that they are correct. Candy should get a new sheet everyday.
Jean
The checks should go where?
Don
I made the accounting and balances, myself. You put it in the safe here. Its nice having the numbers in ord3er to make the accounting easier.
Jean
10:35
Are all the checks made to the KRV committee?
Don
Yes
Jean
See if Peggy would do this.
Candy
Make sure that all the sheets balance before you give them to Don, Candy. Don, Candy, and the accountent be together when you make your ending statements. Cerro Coso should take extra pallets for the administration fees. We are getting rid of it all in one day.
Jean
10:40
Lawerance and Chris Ludlow are both helping. We’ll add more to that list
Don
Don, you help with the distribution of the ice cream. The truck driver helped last time, also.
Jean
The Sales Chairmen is resonsible for sales records as is the Accountent responsible for checking out the accounting records.
Do not give new sheets to anyone before they show their old sheets. Get people who gather the salesman to tell them about this rule.
Jean
10:45
So they can sand-bag.
We’ll bring in the paper work at the end for the accountent.
Candy
We can change the name from ASCKRV to KRV. The list will be called the KRV Club.
Don
Candy, do your accounting, and turn it in by the 10th of November by 1:30.
If you have a general idea on how many pallets you can sell, call and give an approximate amount of pallets that you think you might sell.
Jean
**
Between the 6th and the 7th, give Jean Pack the estimate of pallets needed.
Candy
The sale will start on October 31st. We’ll start advertizing now in the newspapers and radio.
Don
The recorder for this is up to you to pick.
Jean
10:50
Do we need papers work prior to October 30th or do we needthe paperwork before that?
Candy
On October 30th, Thursday, they get their paper work start for selling This sale will last two weeks.
Don
On November 10th, we have to have our accounting ready by 1:30.
Candy
Another thing to do is list all salesmen amd their phone numbers so that eventually you will bace a graduate list.
Jean
Next week, we’ll do this.
Don
10:55
Jean starts counting out the sales packs, distributed in packs of 50. She gives Don 200 sheets, (four packs in all.)
Jean
An we you the back of these slips as flyers? We would also like box advertizing for our salemen to show customers.
Don
****
I need these sheets also for my students.
As the President of the Echo Boaster Club, I’m excited about working with the KRV Association on the ice cream sale.
Candy
Give the papers for listing salesmen. Remember, the original paper work is very important.
Jean
I don’t have any of these, so I’ll make one, (sheet for commentments.)
Don
11:00
I need the same list for the parents of the Echo students.
Candy
I’ll heLp you when you ask for help.
Jean
November 6th will be the next Echo Boaster Club meeting. I’ll get approval that day. Peggy will get involved. Just the students will get the sheets, but their parents can use it.
Candy
11:10
Don adjourns the meeting, then adds, “I’ll put this paper work in the safe.
Don