Civic Club

Hidden Valley Lake Civic Club 

Meeting Agenda

November 15, 2022-6:30-8:30 PM

Willie’s Party Room

Officer Comments:

• President:Kevin- Halloween Bash Reflections- We lost money on this event. We deposited  $330 from split the pot and door fees. 
• Vice President: We feel it is better that we use checks as much as possible. If a member purchases things from their own account, they will be  reimbursed with a check. 
• Treasurer: :Jessica provided a bank statement. Our balance is $2391.58. Jessica needs to pass the torch and hand the job to someone else. Ryan Bishop volunteered to take over. The 50th anniversary committee is providing funding for the  tree lighting ceremony. We need to transfer bank access to Kevin and Ryan. Who is getting bank statements online.  Jessica will need to reconcile the account before new people can take over. 
• Secretary: There is a need for better ways to get important agenda items to the agenda instead of group texts. Please leave important things out of group texts so that we are not holding meetings over items over a group text. 

Discussion Items:

• Welcome Pat Hawkins from the HVL POA/50th Anniversary Committee! The 50th Anniversary Committee wanted an end of the year event,and wanted to help us. They will also provide some funding
• POA Point Person: We need someone who can really be the point person for the CC to funnel all the amazing things that we are creating to Rich Gannonand Alisha SIebert to promote from the POA!  This would be a great move to continue to gain POA support.-(Lesley?)
• Christmas Tree Lighting (Dec. 3,  2022   4-7 PM)

What we have at this time

• We have 10 – multi colored LED light sets totaling 10,000 in total and 3,328 (approx 3/4 a mile) feet in length.
• We have the icicles needed for the gazebo
• We have red LED rope lighting for the path that leads to Santa
• We have 120 wooden ornaments to pass out ( we might order more)
• We have 32 solar multi colored pathway lights that we can lign the walkway with ( or a different use)
• We have 3 4 ft candy canes for the gazebo
• We have white lights for the 2 tree / bushes at the entrance to the gazebo
• We have a decorated mailbox for letters to Santa
• We have a 4 ft LED sign that says Joy (brand new)
• We have East Central Choir signed up to sing Christmas Carols
• I will bring a sound system for the music and microphone
• The Girl Scouts will be selling cookies
• Community Fellowship church is coming to assist with hot chocolate
• Community Fellowship is also supplying the hot chocolate 
• We have a Santa volunteer
• We have a golf cart to transport Santa to the gazebo at a specific time
• We have 100 bags that will have oats / glitter in them ( reindeer food)
• Midwest Landscape is bringing equipment to light up the large tree.
• We have white lights for the 20 ft tree by the sand volleyball court
• Shirley Hicks will be there to take photos
• Lesley has created and posted an event on Facebook which has gotten a ton of interest. 
• Ami has reached out to Nick G to possibly be the person to “throw the switch”
• Michelle has a few decorations that were donated to us ( candy canes and other )
• Kevin is bringing a hot chocolate container and propane burner to eliminate need for electricity
• Kevin is also bringing the sticks to use to make S’mores
• I think Ryan ordered the cards for the letters to Santa
• I have a bunch of garland strands and lights to use.
• Also have some strands of solar powered lights for trees with no electric near them 
• Pat Hawkins from the POA and 50 th committee is supplying a 50th banner
• Michelle is getting candy canes for Santa to pass out
• We have 1 (100 ft) extension cord and 1 (50 ft ) extension cord
• We have 2 solar timed outlets
• We will have some fake packages once I get some free time to build them
• Functional electric outlets (Dave W says they should be ready by end of week
• A helper for Santa–5-6 members from the 50th anniversary committee can help
• A chair for Santa (found a chair at the mom and pop thrift store for $30 that i can  place a red throw over for the event…let me know opinions or if we have another solution
• Lesley will take money for S’mores.

What we need

• Smores- Check with Karen  Hatfield for a cheap price: baggie with two graham crackers, marshmallow chocolate square -charge price to cover the cost ($1.00?)
• A sign that says North Pole to place on the white pole at the beginning of the trail
• Choose the tree lighting person (Person of honor-Nick Goepper, Olivia Stubenbach?)
• Everyone who can help, please show up at noon on Sat., Dec. 3rd to help set up and decorate for the tree lighting

• Request-Add a December Meeting to earlier in the month to work on Jingle Jam- Meet ing added on November 29th @6:30
• Jingle Jam: December 17th- $10 per person to increase our bank account; Holiday attire; split the pot, Photo Booth 
• Pool Parties/Lake Events- Verify pool dates and lake dates with Julie for the pool and Eric Fox for the lake
• POA Invitation to share information about Civic Club to put in the new resident welcome bag.  Due  December 1^st if we wish to participate.-Provide calendar of dates, events 
• Notifications for changes in Google Docs– This is a good way to keep yourself up with any changes that go on with our HVL CC documents:
• Open the Google document
• Select tools at the top
• Go to notification settings and over to edit notifications
• Choose notify me when changes are made
• You can choose daily or right away
• Future Pub Crawl- Star One will sponsor transportation. $10 Wrist Band for shuttle. Consider selling beverage tickets with 10% of the profit or each bar has signature drinks (beer and mixed drink that they sell and CC gets $1 for each drink.) Civic club will pay for the entertainment at the golf club; WIllie’s and Barrel Heads will pay for their own entertainment.
• Kevin has keys for the storage areas- He has given them to Michelle, Mark, and Brian
• Brian Bays is donating a transport cart to help with moving.
• Michelle is doing an inventory list for the storage areas. 
• Other

**Next meeting November 29th-Willie’s -6:30

See next page for action items.

Action Items: