The Rotary Club of Kirkland held a club-wide rummage sale all-teams meeting on June 7, 2023 using the Zoom platform.
The meeting came to order at 6:40 p.m.
Attending* were Pete Anderson, Bob Auslander, Scott Becker, Rich Bergdahl, Gary Cohn, Terry Cole, David DeBois, Donald Dicks, Jocelyn Ellison, Doug Evanson, Monica Fratita, Margie Glenn, Jim Meniketti, Rick Ostrander, Joanne Primavera, , John Storbeck, Alice Volpe, Rick Walter. *All attended via Zoom.
Guests:
There were no guests in attendance.
Committee Reports:
Dave DeBois began the meeting by setting the stage and describing the purpose, based on the email sent to members prior. The major issue we confront is the need for volunteers and how to manage them. In fact, this meeting is essentially about volunteers. Objectives of meeting:
- Building of our volunteer army
- Building a strong leadership team of volunteers
- Coordinating our volunteer army
Currently we do not have a robust solution to manage volunteers going to the web site (this is an urgent call for help). We need to nail down who is responsible for the volunteer signup and job/task placements. We need to use all our friend contacts, neighbors, and coworkers to gather as many volunteers as possible. EACH of us is responsible to help build our army of volunteers.
Alice is working on an email that you can personalize and send out to the people you know. They will be directed to the volunteer page of our Rummage Sale web site.
Doug and Gary are working on getting students from the high schools to go to the web site and put in their info for volunteering. Doug has reached out to the two high schools and some other groups he noted during remarks. Gary will use the ClubRunner Contacts archives of past students of the month and scholarship winners and ask for volunteers.
Dave is reaching out to a number of Kirkland groups ... the KDA, Chamber, Chump Change, and Sue Contreras to find other volunteers. We need about 100 volunteers. Scott will reach out to the city.
Alice Volpe agreed to monitor the volunteer submissions to the GKRS website, and reach out to them and confirm their commitment to days and times.
We have a schedule published for Monday – Wednesday, 8:00 – 4:00, with volunteers’ hours at 8:30 – 3:30. On Thursday and Friday volunteers can be on campus 10:00 – 7:00; this turned out to be our first big misstep --we published hours that are beyond those that the district agreed we could be on the middle school campus-- that we hope Pete can help solve so we eliminate the confusion over volunteer and business hours. Saturday the hours are 6:00 – 6:00.
All Rotarians will be supervisors and workers on site. We need to identify other potential supervisors. A few of us have committed to be there each day throughout the week. This will be a huge stress on these individuals, and we need all our Rotarians (from both our club and the morning club) to put in as many hours as possible. Committee leads need to have clear job duties for supervisors. We must work together to build an understanding on your best guess what volunteers will need to do throughout the six days (see Bainbridge PowerPoint for an overview of what they do), and we need to make ready job descriptions and expectations ready for each day of the event.
Dave has had some high school students distribute 100 posters. He will have a PDF made for distribution to members so they can print on their printers. He will have more hard copies printed and available for members to pick up at Banner Bank.
Dave will make yard signs (100) available for posting in various public rights of way. Several members agreed to take 10 signs and post them.
Jim will order some additional Rotary hats for volunteers. Cashiers will have special aprons.
There was no further business on this topic, and the group agreed to meet after the regular meeting (on Zoom) on June 12 to address the acceptance of donations.
Adjournment:
The meeting was adjourned at 7:37 p.m.
Respectfully Submitted,
Gary Cohn
Secretary