Longhouse Minutes

Minutes – December 21014 Longhouse

Minutes

December 12, 2018 | | No Comments

 

 

 

 

 

Blackhawk Princesses Meeting Minutes
Tuesday December 2, 2014 7:30 PM
TR’s Pub 3908 W. 111th Street Chicago, IL

I. Welcome and Prayer to open
II. Attendance

A. Big Dogs – Mike McCready

B. Lady Hawks – Oscar Cumpian

C. Eagles – Tom Curran

D. Fox – Jason Durbin

E. Illini – Bran Harvey

Several Tribe Chiefs did not notify the Nation Chief that they were unable to attend the Longhouse, nor did they arrange someone to attend from the tribe. It is very important that someone from each tribe attend each Longhouse meeting.

III. Chief Report

A. We have 445 members (Dads & Daughters) registered.  Great job!

IV. Past Events

Brookfield Zoo was great success.  Thanks to the LadyHawks for sponsoring their first event.  Well done!  The weather was a bit nasty, but it is every year.  The tent was a great addition.  We discussed getting a banner for our events.  This would have been a perfect for a banner.  The hot cocoa and supplies were $130.

V. Upcoming Events

A. Christmas party

The plans are all in place for the Christmas party.  We have the Ag School reserved, the Santa, DJ, photographer and the food all set.  The place we usually get the jumpy houses cannot do it, so Mike Jucius is looking into another vendor.  The Ilini will handle the food donations and man the front door for check in.  While pre-registration is not required, we are encouraging people to use the registration since we will rely on this method in the future.  We have 237 RSVP’s for the Christmas party, so that is a good sign.  We will do split the pot and football squares at $10/square as these were good fundraisers.

The deadline has passed for sweatshirt registration.  We had a bump in Dads registering in the past week, likely as a result of the sweatshirt deadline.  There were 10 Dads who had registered and paid dues who did not select a sweatshirt.  The Longhouse decided to order sweatshirts for these daughters and estimate the sizes.  There were a few dads who had registered with the site but had not paid their dues.  There are also some known dads who have not registered.  It was decided that we would not buy sweatshirts for those dads.  The policy was in place with a lot of forewarning to register and select a sweatshirt size.  Almost everyone complied.

B. Key Lime Cove

Key Lime Cove is all reserved.  It is $35/person and will be handled through the web site.  Chiefs will be responsible for room assignments.  We have had problems with some dads drinking in the rooms and the girls running through the halls after 11 PM.  Chiefs need to stress this to their dads.  The pizza last year cost almost $900.  The Longhouse decided this was just too much money to spend.

C. Daddy-Daughter Dance

We have confirmed February 8th for this event at Silver Lakes Country Club. We will use the web site to keep a head count of those who are attending.  It worked well with sweatshirts, which was the first time we used the web site, so there is no reason to think it won’t work for the dance.  Last year, we held everyone’s check to ensure attendance.  This worked well to avoid no shows (there were still a few), but it was a bit of a hassle.  We decided to use the Registration list as our list and we will come up with a charge for those Dads who do not attend.  We need to publicize the fact that they will have to pay for their plates if they do not attend.  This is not an unreasonable request.  Hopefully, the number of no shows will be small and we can just collect checks from those Dads rather than go through the web site.

D. Ice Skating

We decided on January 3 from 11:30-1:30 for ice skating at Evergreen park ice rink.  It is $175/hour plus $2.50 per skate rental.  We decided this would be better than roller skating this year.  Mike McCready will handle booking the ice rink and setting it up on the web site.  We will ask people to register so we have an idea of how much hot cocoa to buy.

E.  Wolves Game

We decided on Saturday February 28th for the Wolves game.  Tickets will be $16.50 per person.  Depending on the response, we may rent a bus.  We will handle reservations through the web site.  Mike McCready will handle booking and setting it up on the web site.

G.  Dozin’ with the Dinos

This was a fun event last year for the 50 or so people who attended.  We will look into March 20th at a price of $55 per person.  Mike McCready will handle booking and the web site.

H. Bowling

We will pencil in March 8th for Bowling

I.  South Side Irish Parade

The parade is March 15th and we will have a float.

VII. Future Events

We discussed Medieval Times, Xteme Trampoline and American Girl, but decided we had enough events planned through March, so we will put these events off until a later Longhouse.

VIII. Adjournment

 
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Minutes – November 2014 Longhouse

Minutes

December 12, 2018 | | No Comments

 

 

 

 

 

Blackhawk Princesses Meeting Minutes
Tuesday November 3, 2014 7:30 PM
TR’s Pub 3908 W. 111th Street Chicago, IL

I. Welcome and Prayer to open
II. Attendance

A. Big Dogs – Mike McCready

B. Lady Hawks – Oscar Cumpian

C. Chippewa – Jeff Cameron

D. Eagles – Tom Curran

E. Fox – Jim Cotter

F. Illinini – Bran Harvey

G. Robins – Tim Condon

H. Thunderpaws – Marty McCue

I. Treasurer – Mike Jucius

Several Tribe Chiefs did not notify the Nation Chief that they were unable to attend the Longhouse, nor did they arrange someone to attend from the tribe. It is very important that someone from each tribe attend each Longhouse meeting.

III. Chief Report

A. We would like to welcome our newest tribe, the Lady Hawks, and their Chief, Oscar Cumpiann, to the Longhouse. After losing the Wild Stallion tribe last year, it is nice to be back up to 10 tribes again. The daughters in the Lady Hawks go to Mt. Greenwood elementary. Welcome!

IV. Committee Reports
A. Treasurer Report

If you need a check for reimbursement or for a cost, please submit a WRITTEN request for a check to Mike. The new membership site is working well in terms of collecting money. It has made the Chief’s job much easier. The split the pot at the pumpkin hunt raised $200 and the football squares raised $500 for the Nation. These fundraising amounts are important but we want to raise money from people outside the Nation, that is, not just from ourselves.

B. Fundraising Report

We discussed a golf outing and many people felt it may be difficult. Since it wouldn’t be until the spring or fall, the idea was tabled. The key seems to be selling hole sponsorships. The idea was floated that each tribe should be responsible for selling two holes. That would spread the work around.

We will once again do the mandatory raffle tickets. The Cheetah tribe runs the raffle. Each family must purchase (and sell) $100 of raffle tickets. We will begin passing them out by the Christmas party and they will be due one week before the Daddy-Daughter dance. The members will purchase the tickets through the Store and the Tribe Chiefs will be responsible for passing out the tickets and collecting the tickets. Like last year, if you do not buy the raffle tickets, you will not be able to go to the Daddy-Daughter dance.

C. Recruiting Report

Many Chiefs did not get the information (school, address, contact, phone, e-mail, # flyers, e-mail vs. paper) to John & Tim. WE did manage to get flyers out to several schools and we did not get much of a response. This group still grows through Dad to Dad recruitment. Passing out flyers should still be done next year, but much earlier. The Tribe Chiefs must follow through with new inquiries.

D. Community Service Report
WE did not make any progress on Community Service. No one volunteered to head this Committee. Some members felt that the Tribes should handle community service on a tribe by tribe basis.

V. Past Events

The Pumpkin Hunt was a great success. Everyone liked the jumpy house slide because it was so big. Some girls asked about the horse rides and petting zoo, but on our budget, those items were not feasible. Perhaps increasing the budget for next year could include one or more of those items. Everyone agreed the DJ was not missed. Placing the pumpkins in the field was successful since it avoided the girls crossing the street and also from taking the pumpkins too early. The drawback was that the Big Dogs had to carry the remaining pumpkins back from the field. The pinatas went well as did split the pot & football squares. No problem with the permit this year. The bonfire and Chief’s remarks helped serve as a kick off to the year.

VI. Upcoming Events

A. Brookfield zoo

Brookfield zoo is November 23rd. We have a discounted ticket rate if $7.00/pp as opposed to $16.95/adult and $11.95/child. Members are always free. Rather than mess with the headache of tickets, we will have members purchase the tickets directly from Brookfield zoo and print them at home. Because Brian Geary of the Crow, who has run this event the past few years, is traveling for work, it was decided that the Lady Hawks will run this event. Baptism under fire. They will be responsible for the hot chocolate, cookies (though each tribe should bring cookies), set up and take down of the event. An e-mail will go out to the Nation with details about the Pumpkin Hunt.

B. Christmas party

We have confirmed December 14th at the Ag school. The Chippewa and Illini will run the Christmas party. The event will run from 103:30, but we have the school all morning and afternoon. We must make sure the kitchen is spotless since we are not supposed to be using it. The budget for this event will be $2,000 which will include the Santa, printing photos, jumpy houses and food. We will do a food drive this year again. We do a split the pot and football squares. We decided to purchase gray hooded sweatshirts with the Blackhawk Princesses logo on it. The price was $25 apiece, but we will look into a cheaper price. Each daughter will get one sweatshirt as a gift and the remainder can be purchased for $25 each. All Dads must go to the Store and select the size for the daughter, and purchased any additional sweatshirts. The daughter’s sweatshirts will show up as “$0.00″ and select the number of sweatshirts. We will have to cross reference the number of daughters with the number of sweatshirt orders before placing the order. The deadline for ordering will be November 21st. Tribe Chiefs must make their members aware that if you are not registered and if you haven’t selected a size by that date, your daughter will not receive a sweatshirt. The Tribe Chiefs will be the ones taking the heat from Dads who don’t get a sweatshirt, so please follow through on this. The sweatshirts are too expensive to order extras.

C. Key Lime Cove

We have confirmed January 23rd as our reservation at a cost per room of $129, with up to 6 people. We will pay through the Store. We will need to figure out a way to assign rooms for those who will be sharing rooms. We charge $35 per bracelet, which also includes a room, since it is the bracelets we are paying for. Much discussion was had about the pizza party. Last year was very successful since we had our own banquet hall. But, it was very expensive. The prior year we bought the pizza down at the cafe and non-members ate some, and it was expensive. We need to decide if and how we will do pizza this year. Cost is a serious concern.

D. Daddy-Daughter Dance

We have confirmed February 8th for this event at Silver Lakes Country Club. We still need to decide a method to ensure accurate RSVP. We will have the benefit of the Store to manage registration, but that does not include any financial incentive.

VII. Future Events

We will leave future events until our December Longhouse.

VIII. Adjournment

 
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Minutes – October 2014 Longhouse

Minutes

December 12, 2018 | | No Comments

 

 

 

 

 

Blackhawk Princesses Meeting Minutes

Tuesday October 7, 2014 7:30 PM

TR’s Pub 3908 W. 111th Street Chicago, IL

I. Welcome and Prayer to open
II. Attendance

A. Big Dogs – John Schorle

B. Cheetahs – Steve Spreitzer

C. Chippewa – Jeff Cameron

D. Eagles – Tom Curran

E. Fox – Jim Cotter

F. Illinini – Bran Harvey

G. Robins – Tim Condon

H. Thunderpaws – Rob Sieloff

I.  Crow – Brian Geary

III. Chief Report
A. Web site

The web site is live at www.BlackhawkPrincesses.com.  The registration site has been very successful.  A few members have reported problems which have required walking them through the process, but it has been mostly smooth.  I have made suggestions to RSI for improvements to the registration process.

IV. Committee Reports

A. Treasurer Report

Mike Jucius volunteered for this position.  In the future, you must submit a requisition slip for a check.  Requesting reimbursement will also require filling out a slip.  It was suggested and voted that the membership fee for Tribe Chiefs should be waived starting next year.  This is the least we can do for the volunteer efforts in participating in the Longhouse.  Obviously, this policy will go into effect next year.

B. Fundraising Report

No one volunteered for this position.  Several ideas were suggested including Bakers Square, which we would receive a portion of the proceeds of each pie sold.  Also suggested was local Wendy’s & Chipotle which give a percentage of sales on a certain day between certain hours.  Many people liked the idea of a gold outing in the spring.  Concern was raised that fundraisers should raise money from people outside of the organization rather than just money from our members.  We will continue to do a raffle this year.  We decided to do split the pot at all nation events.  The Chiefs will take turns at each event.  Mike McCready will purchase split the pot tickets and do split the pot for the Pumpkin Hunt.  We will also do squares for football games for events.  Several dollar amounts were discussed and it was decided that $10 per square was the best price.  The pot will be given away 1/4 at half and 1/4 at final and the remaining money will go to the Nation.  Norm will run the squares for the Pumpkin Hunt.  We decided against opening squares beyond our Nation events since it may be considered gambling.  A final suggestion was looking into crowd sourcing or internet sites to solicit donations.

C. Recruiting Report

John Schorle volunteered for this position.  An individual approached the Nation Chief about creating a new tribe.  The Longhouse agreed that would be acceptable since we already lost one tribe last year.  They would be responsible for running an event as well as have a Chief attend the Longhouse meeting.  Each of the tribe chiefs will contact several local elementary schools to find their policy on flyers or e-mails to recruit new members.  We will make every effort to have this done to publicize the Pumpkin Hunt.  John & Tim will create a spreadsheet with this info for future reference.  They will also design a recruitment flyer.

D. Community Service Report

No one volunteered to head this position.  Feed My Starving Children is an organization where the girls would pack meals to be shipped to third world nations.  We will continue to do a can drive at the Christmas party.  Another suggestion was accepting letters to Santa for families in need.  Finally, Ronald McDonald House was another suggestion, though it may be difficult to get a time since so many people volunteer.

V. Past Events

VI. Upcoming Events
A. Pumpkin Hunt

Big Dogs event.  Past budgets have been around $2,000.  Last year, it was over $4,000.  We agreed to budget approximately $2,000.  The pumpkins and the truck and permits will be approximately $1,200 leaving $800 for entertainment.  Mike Jucius will pick up pinatas which will not be included in the budget.  each tribe will be responsible for buying candy to fill the pinata.  The Big Dogs are leaning toward jumpy houses.  It will take place on October 19th from 12-3 at Conkey Woods in Tinley Park.  The pumpkins will be on the same side of the road as the groves since the Sheriff last year wanted a permit for both groves.  Also, it will allow us to make sure girls don’t take pumpkins too early and are not crossing the parking lot.

VII. Possible Events

A. Brookfield zoo-set for November 23rd from 11-4.  Family event.  We pay $7 per ticket.  We will have 2 trees.  We will charge a fee for each ticket so we do not buy extra tickets.  This will be the first time we will require paying on the registration site.  It will be very easy to have a detailed list of who paid and who gets tickets.  Of course, anyone is free to go to the event, but they will pay the full price at the door.  This event will be hosted by the Crow tribe.

B. Christmas party – we will shoot for December 14.  Marty will look into whether we can get the Ag school.  We need to decide on a gift for the girls.  Most people agreed that a grey hooded sweatshirt with the new logo would be best.  We can use the registration site to have people order the sweatshirts and provide sizes.  Additionally, we discussed Spiritwear and providing an order sheet for more sweatshirts following the Christmas party.

C. Key Lime Cove – we will shoot for January 23-24, we want to avoid MLK weekend.  Mike Jucius will check availability and cost

D.  Daddy-Daughter Dance – we will shoot for February 8.

F.  Chicago Wolves – everyone loved the idea of going to a game.  We will shoot for a Saturday night.  The girls will enjoy all the events the Wolves have for children.  We will discuss a date at the next meeting.

G.  Powder Puff Derby-Canoe on Wheels/Lego on Wheels – these events we not approved as they felt none of the girls would enjoy it

H.  Pizza Night – unless it could be combined with something else, a pizza get together would was not approved

I.  Laser Tag – some interest in this event depending on the cost and the date

J.  Whirleyball – must be 12 or over and not enough

K.  Indoor soccer – no interest

L.  American Girl – most felt this would prove too expensive, but there may be small interest

M.  Carnival – not much interest in having each tribe so a carnival style game, but good be paired with Olympics, worth discussing further

N.  Fire station visit – given so many dads are firemen, there was interest in holding such an event

O.  Dozin’ with Dinos – expensive, but even small interest may be worthwhile

P.  Ice Skating – strong interest in this event, Mt. Greenwood rink and Evergreen Park rinks were suggested

Q.  Roller skating – most felt it started too early on a Sunday morning to be successful

R.  Bowling – always a strong event

VIII. Adjournment

 
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Minutes – September 2014 Longhouse

Minutes

December 12, 2018 | | No Comments

 

 

 

Blackhawk Princesses Meeting Minutes

Tuesday September 2, 2014 7:30 PM

TR’s Pub 3908 W. 111th Street Chicago, IL

I. Welcome and Prayer to open

II. Attendance

A. Big Dogs – John Schorle

B. Cheetahs – Steve Spreitzer

C. Chippewa – Jeff Cameron

D. Eagles – Tom Curran

E. Fox – Jim Cotter

F. Illinini – Bran Harvey

G. Robins – Tim Condon

H. Thunderpaws – Rob Sieloff

Longhouse meetings will be on the first Tuesday of every month at 7:30 at TR’s Pub at 3908 W. 111th Street. Tribe chiefs or someone from each tribe is expected to attend each monthly meeting. We will try to keep all meetings to one hour.

III. Chief Report

A. Corporate formalities

We are fully incorporated as a Not for Profit corporation. Our legal name is Blackhawk Princesses, NFP. Our application has been accepted by the IRS as a not for profit and the Chief has the certificate. Our annual costs are much lower than when we were affiliated with the YMCA. It will be approximately $100/year to maintain the corporate formalities. We also purchased a Certificate of Insurance which runs February-February and costs approximately $1,400/year with limits of $1,000,000. This insurance is required for many of our events.

B. Web site

Web site is almost done. Should be deployed and live within the next week or so. It will be used primarily for recruitment and a place to direct people who have interest in the program. It will also have a Member Log-In button for our registration site. Minutes of each meeting will be posted on the web site for entire membership to view. An agenda will be e-mailed to Tribe Chiefs before each meeting.

C. Registration

The registration site is complete, but linked to the web site, so not live. Probably by end of the week. It will handle all registration for the Nation as well as all events. It will take responsibility away from tribe chiefs from collecting money. It will serve as the primary communication tool with members regarding events. Chiefs will still need to communicate with those dads who do not use e-mail, but all registrations and payments must go through the member site. It will take time for members to adjust, but it will make our organization run smoother and remain financially strong.

D. Role of tribe chiefs

In the past, it was primarily collecting money for events. This will change with the new member site. Tribe chiefs will be expected to become more active in running the Nation itself by planning events, fundraisers, recruitment, etc.

IV. Committee Reports

The following positions need to be filled for the Nation. Tribe chiefs to contact Nation Chief privately regarding interest in any particular position

A. Treasurer Report

It is important to know the financial health of the Nation. It is also important to know what we spend on each event and create a budget. We currently have a surplus from last year.

B. Fundraising Report

We can no longer do shake the can as a fundraiser. We must come up with alternate ways to raise money for the Nation.

C. Recruiting Report

Expanding the number of members increases our financial strength. We all know what a great program Blackhawk Princesses is, recruiting new members is important. We a tribe last year.  The remaining members of the Stallions will be merged into the Ilinini.

D. Community Service Report

Having the Nation participate in community service events is good for the girls as well as the community. Someone needs to head our community service efforts.

V. Past Events

A. Medieval Times

Approximately 55 people participated and had a great time. We had a good group rate. Collecting the money was a pain, but the new system should make it much easier.

B. Windy City Thunderbolts

There was no group discount, only $10/person at the door, so it was hard to know how many people attended. If we had t shirts or vests or some other identifying clothes, we would be more visible.

VI. Upcoming Events

A. Pumpkin Hunt

Tentatively set for October 19th from 12-3 at Conkey Woods in Tinley Park. Big Dogs are responsible for this event. They are having their first meeting on Friday and will be able to discuss final details at the next Longhouse.

VII. Possible Events

The following events were discussed as possible ideas for the fall and winter. Tribe Chiefs will communicate with Nation Chief before next Longhouse.

A. Winter camping

B. Chicago Sky

C. Six Flags

D. Lake Catherine

E. Apple picking

F. Hayride

G. Haunted Trails

VIII. Adjournment

 
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