Beautiful Handmade Baskets
by Karen!

·     Any Size 

·     Any Color 

·     Any Style 

·     Lined or Unlined 

Also available upon request: 
Clothes Hampers, Toy Chests,
Hope Chests, Magazine Holders, Easter Baskets, etc.

 Contact Karen D. Miller for more information:

(615) 471-4221

(615) 268-0076

kmiller48@comcast.net

 Note:  Prices Vary Depending On Size and Style Of Basket

•  In order for members of our party to place their reservations, we suggest they call the Central Reservation Center at 1-866-527-1498 and identify themselves as members of the Bryant Family Reunion party, using the reservation bloc confirmation number 0627GRLSLS. For our convenience, all final details pertaining to the group should be coordinated directly with the above hotel.
  

• Everyone should be reminded that all requests for reservations within the bloc should be prior to 6/10/2010 in order to ensure they are able to accommodate us at the rate that was originally quoted.

• Complimentary breakfast includes cereals, fresh fruit, pastries, bagels, juices, milk and coffee.
• 25” – 27” television with premium channels, movies on-demand and video games.
• In-room hair dryer, coffee maker, iron and ironing board
• Guest laundry facility
• Swimming pool

FYI:  All pictures taken by the photographer, Larry Stokes, at our 2008 Bryant Family Reunion have been uploaded to our website.  The photos can be found in the Family Albums section.  Please don't forget to upload your pictures so they can be added as well.  Enjoy!!!

Minutes

for

13th Bryant Family Reunion Committee Teleconference

Sunday, June 22, 2008

2:33 - 3:31 PM

 In attendance:

Henry Green representing Arthur Lee Bryant Capel

Karen Bryant representing Robert Louis “Boot” Bryant

Irene Reddick representing Josephine “Lil Sis” Bryant Ellis

Odessa Green Lazard committee chairperson

Carmelita “Huck” Wallace Wilder – minutes taker

Huck called to remind committee members of meeting: a reminder message was left for Richard and Sue.

Discussion:

Picnic:  Discussion started with Henry informing the committee that Teenie told him that she had NOT made a commitment to do anything for the picnic – that she’d made a suggestion (about cooking the food at the park as opposed to catering) not volunteered.  Huck asked if Richard contacted her and asked her formally would she be willing to spearhead the cooking or is she saying she’s not interested at all; Henry stated that she’s not interested.   Discussion continued that we now just need to make other arrangements for someone else to coordinate the shopping, seasoning of food, cooking, etc.  Dessa volunteered her husband Vince to cook.  Henry stated that we as a committee can work together so this picnic will be successful and that any family member wanting to help cook/grill are welcome to do so as that’s what makes the picnic special – family members working together!  Richard is still responsible for coordinating shopping for food and finding out how many potatoes, eggs, etc. he’ll need as well as how much everything will cost which means he should find someone who is willing to help him or spearhead the cooking. Kerry inquired as to how we’d go about purchasing the food because she has a checkcard and checks but she’s not comfortable giving anyone a blank check and was concerned about many people asking for checks for food.  Huck stated that the only person who’d get money from Kerry would be Richard and he’d be responsible for passing it out accordingly and collecting receipts.  Dessa suggested that if Richard can afford it, that we’d ask him to purchase the food that he needs and present receipts to Kerry for reimbursement – if he decides not to pay upfront, then we’ll come up with another plan.

Banquet:  Henry discussed his plan for gifts in detail.  Huck asked what Henry had in mind for family members to show that they’ve paid for the banquet because we want to eliminate people trying to just show up without being registered/paid.  Kerry suggested an armband/wristband that you just can’t go in any store and buy.  Discussion continued about getting the armband/wristband with the Bryant Family Reunion 2008 on it.  Family members would receive the personalized band as part of the registration packet and told that it must be worn to all affairs to show proof of registration.  If the armband is lost or given to someone else, the band will not be replaced!!  Dessa volunteered to donate the bands – she’ll look for them in Colorado and have them sent to Huck.  Kerry suggested to get the bands in different sizes or make sure they’re adjustable.   

Henry commented that we have to be diligent and not accept money from people walking up to an event wanting to pay to get in – the committee agreed.

T-shirts:  Huck sent out an email to committee members with the updated suggested design for the front of the t-shirt – the committee agreed to use that so the front and back t-shirt designs are voted upon and approved.

Irene stated that from her understanding the t-shirts were to be ordered the first week in July.  The committee was under the impression that the t-shirt place was giving us extra time because of our deadline issues.  Irene said “no!”  Huck also stated that now that we’ve decided on the front and back designs that we can provide Reeds Tees with that information which will probably help the process.  Huck volunteered to call to ask more specific questions as to why so much time is needed so Huck and Irene will participate on a 3-way call to Reed’s Tees.   The contact person is Bryon Reed (the owner) and the phone number is 412-482-0714.

Church Service:  Huck stated that the change in the church service is that LeeLee will now preach the service and Jason will lead the music.  The change was made because of additional sermons Jason will preach at his church.  The rest of the church service is pretty much all set; Sue is working with the mime selection.  After the email was sent out and the website was updated, to date only Alee and Aniah have signed up - so if the selection is just with the two of them, so be it! 

Meet & Greet: 

Slideshow:  Huck stated that the slide show is coming along nicely; however family members aren’t good about sending in pictures so they’re included.  Granny’s branch (Arthur Lee Bryant Capel) is heavily represented mainly because they’re responding and her branch is the largest branch.  Huck has pictures of family from Lil Sis’ 80^th party but doesn’t know who they are and will send them to Sue and Kelly for identification; Uncle Bud’s family is lacking in pictures as is Aunt Ruth’s Family; Uncle Boot’s family is represented as pictures are taken from the website.  Everyone was encouraged to ask family members to email pictures so they’re included.  Huck made it clear as she did on the website as well, if a family member is NOT represented in the slide show, it’s NOT intentional and the reason is because no pictures of the that family member (s) were available at the time.

Huck asked Irene if she was in the process of getting bags for the goodies, name tags, t-shirts, etc. and Irene stated that the companies that she was calling were telling her that they didn’t donate to family reunions.  Dessa suggested going to the dollar store and Kerry noted that not all dollar stores carry the same products.  If we’re looking to purchase bags, Dessa suggested looking for shades of blue bags.  Huck suggested waiting before purchasing bags and she’ll see if she can get some donated/free bags in Florida.  If Huck can get free bags, she can’t guarantee they’ll be blue – committee was fine with that.   

Irene is still waiting for Agnes to get back to her about the prices for the hors d'oeuvres.  Agnes suggested the best times for the food to be set out.  Henry stated that this is not Agnes’ event and that Irene should be telling Agnes how things will be instead of vice versa.  Irene said she can’t do anything without the prices.  Huck asked why is price an issue because when we started working with them they gave us a list of all the choices that were available to us with the prices included.  Irene stated that they’re under new management and Huck stated that that shouldn’t affect us since we’re working with the information we received prior to the switchover.  Huck volunteered to call Agnes to find out what’s going on and suggested a three way conversation with Irene on the line.  The committee felt this was a good idea.   Kerry reminded us that Agnes is the same person who couldn’t find our $300 deposit! 

Photography:  Larry Stokes contacted Dessa and inquired if there were special pictures that we wanted taken.  Henry feels we should let him know what pictures we want taken because he sometimes seems to be just snapping pictures.  Dessa agreed that we’d come up with some specific shots, other than the group shot at the picnic, that we want.   Dessa informed Huck that Stokes also inquired as to whether or not he’d be allowed to take pictures at church – Huck will find out and let us know at the next meeting. 

Registration Update:  Kerry reported that the total amount in the bank is $2,757.96 which doesn’t include $156 which was paid via the website.  Huck will check with website to determine payment arrangements with online registrations and report at the next meeting.  The committee was confident that our total balance will climb as the deadline is fast approaching.

Website:  The “Look Who’s Coming” page of the website has been updated with who has registered and paid for the reunion – Kerry is very good about informing Huck as she gets checks so the website can remain current.  To date we have approximately 30 people who are committed to attend. 

Comments:  Dessa congratulated the committee on the wonderful job that’s being done especially since we’re all spread out.  She thanked everyone for their hard work toward this family event and encouraged everyone that even though we’ll experience bumps in the road that we should continue to keep our heads up and be diligent in our efforts. 

FYI:  31 days are left before the reunion! 

Next teleconference meeting will be on Thursday, July 3 at 8:00 PM EST.

Minutes

for

10th Bryant Family Reunion Committee Teleconference

Saturday, May 3, 2008

12:02 - 1:51 PM

In attendance:

Karen Bryant Miller representing Robert “Boot” Bryant

Henry Green representing Arthur Lee Bryant Capel

Richard Bryant representing Albert “Bud” Bryant

Irene Reddick representing Josephine “Lil Sis” Ellis

Odessa Green Lazard committee chairperson

Carmelita “Huck” Wallace Wilder – minutes taker

Huck called and left meeting reminder message for Tara and Sue and spoke with Vail who would inform Tina and suggest that she call in.   

Banquet: Banquet planning is coming along nicely.  Henry met with Abby at the Croatian Club on Tuesday to review what they’d discussed before.  Maureen who was in charge when the location was booked no longer works there as the club is under new management with a different menu and prices but our contract is being honored.  To go along with the theme of the banquet, Henry is requesting that everyone wear something that is any shade of blue – light blue, dark blue, turquoise, etc. – you can choose blue as your accent color or the color of your outfit, long as something you have on is a shade of blue.  He asked that when the reunion reminder is mailed out to please include wearing something blue to the banquet.  He also wants the committee members to spread the word to their family branch members and asked Huck to put something on the website as well.  The only money that Henry foresees needing right now is money for decorations.  The total comes to $236.92 which includes tax.  T & P rentals require a $100 deposit.  Henry suggested that since he owes $100 for his booklet that he’d put down the deposit and then the committee should send a check for the $136.92 balance – the committee agreed.  Kerry should make the check out to T&P Party Supply Co. @ 3588 Broadhead Road, Monaco, PA. 

Henry has gifts for people and is looking for suggestions as to categories such as oldest, youngest, most kids, most grandchildren, traveled farthest, latest graduates, etc.  Please give this more thought and email suggestions to Henry at HPEYTON@verizon.net.

Kerry suggested that Henry contact the local chamber of commerce to ask for free giveaways…this will be done for the meet & greet and Irene is working on this.  Abby, from Croatian Club, gave Irene a list of places to contact for free gifts/giveaways. 

Henry inquired about how family would get their tickets for the banquet and Huck clarified that when people register at the meet and greet that the banquet ticket will be in the bag with the t-shirt and other goodies including name tags.  Henry had purchased nametags because he wasn’t sure who was responsible for them but will return them. 

The banquet menu is still in the works – we’ll have three entrees instead of two since Dessa is supplying the cake we’ll substitute the extra entrée for the dessert - instead of having two desserts.  The cake will be ready for the banquet – Dessa has confirmed this with her friend. The banquet will be set up as a cash bar so people will buy their own pop and alcoholic drinks.  Coffee and tea will be available at no extra charge.  The banquet will not be formal but not casual either!  We’d like people to dress nicely.  Henry gave a brief synopsis of the banquet program.  He also plans to set up tables for the committee members and their spouses.  Irene stated that it was suggested that the committee sit together at the meet and greet as well.  Huck’s opinion was that since the purpose of the meet and greet is to meet family that you don’t know and reacquaint with people you haven’t seen that the committee sitting together would defeat that purpose.  It was agreed that the committee wouldn’t sit together at the meet and greet.

Picnic:  Richard decided on a caterer but not on a menu.  The caterer will be the Freedom Country Inn.  Richard was thinking of chicken, hot dogs, burgers, ribs, salad - things like that.  Huck suggested to keep in mind the budget that he has as ribs can get pricey.  He is still thinking about ribs and was going to get the opinions of other family members as well.  Dessa suggested being careful with potato salad unless it’s on ice because of the mayonnaise and heat.  Dessa asked if the caterer was going to come to the park and grill the food.  Richard said they will cook the food and bring it out there.  He said depending on the price, he’d like to have a few of them stay out there and serve.  He was told to call the park in May to reserve a softball field so he’s going to do that. There’s a nominal fee for the field which only includes the bases and them making the lines…the bats and balls are not included.  The ball field is not next to the shelter but is in the park.  Richard OK’d line dancing suggested by Sue. Huck clarified that Sue had gone line dancing and found that the instructor teaches line dancing in two hour blocks and thought this would be a great idea for the picnic.  She was directed to Richard who agreed.  Discussion was that two hours is a long time to dance but it was clarified that people don’t have to dance unless they want to…it’s just another activity that’s available to family.  Dessa noted that Sue went out to the park, took pictures/videos and emailed them so Dessa and Huck could see it.  We discussed that we were hoping they would paint before the reunion and Dessa suggested that we go to the dollar store to get table cloths to spruce the place up and Richard said that was the plan and that he’d get family banners as well.  Dessa asked Richard what time he’d planned to be at the park and if he needed help setting up because she was volunteering.  He accepted the help.  Dessa asked what time the picnic should start – agreed on around 11 to dusk.  Huck suggested that Richard also get a subcommittee of about 6 people to help him set up.  Discussed what would be the best time to have the food brought out.  Dessa volunteered to bring some chips and drinks from Sam’s or Costco’s prior to the food being brought out as something for family to snack on.   Food would be brought out around 2. We could ask family members who live in the area to bring their coolers with ice to help house the drinks.  Dessa inquired about dessert and we agreed to go with popsicles or push up/freeze pops and they can be frozen in advance and housed in the freezer section of the frig that comes with the shelter.   Huck suggested that Richard check to make sure that the paper goods are included; Richard said he believed they were included but he’d check with his contact person.  When discussing the music, Richard spoke with Troy to try to get him to DJ for the picnic and he seemed receptive.  Dessa inquired if he was DJing for free - Richard said yes.  After much discussion, we decided that if it doesn’t work out with Troy that it’s Richard’s equipment, he knows how to work it and he would just spin the music. In addition, Richard suggested that we put a notice on the website now that if people have CD’s or records that they want to hear to bring them to the picnic. 

Dessa asked about alcohol restrictions at the park and Rich said beer/alcohol is not permitted but people generally know how to get around that.  

Richard inquired about games for children to play. Dessa suggested games like sack races, egg on a spoon, relay race, tug of war, and three legged race for the little kids.  Have balls available for them to play with.  Richard should ask a few adults to spearhead the children’s games. 

Richard will also check to see if toilet paper will be in the bathrooms!

Financial Report:  Kerry asked if the committee wanted her to get a checkcard from the bank because some vendors may not accept an out of state check.  There is no charge for the card so the committee agreed that it would be necessary.  Registration forms and payment received so far are:  Sweetie, Huck and Keith, Dessa, Vince & Michelle, and Sherry Boler.  We have a grand total of $1864.88.  Kerry wanted it noted that $100 was deposited into our account at a branch that she’s never been in so she doesn’t know where the money came from.  The bank wanted to charge $22 per hour and $8 per page to find out where it came from because it was such an even amount so she said no.  The committee agreed that this sounds like a bank error so we won’t count on that $100.  Following that discussion our balance is $1764.88.  Dessa suggested that Kerry keep Huck informed of the people who pay so the website can be updated and the spreadsheet can be current.  Kerry will create a spreadsheet with the paid family members, t-shirt sizes, and family branch and send it to Huck.

Irene asked Kerry for a headcount so she could order the t-shirts.  Huck will forward information to Irene when she’s ready to place the t-shirt order.

Larry Stokes doesn’t want any money until he’s completed the photography.  Kerry will bring the checkbook as well as Larry will take a check. 

T-Shirts:  Irene asked Troy to draw a tree for the t-shirt in January and he hasn’t done it yet.  She’d thought about putting Mama and Papa’s picture on the front and The Bryant Family Reunion and the date on the front at the bottom of the picture.  Because she couldn’t get the picture from Troy she decided to just list the names of Mama and Papa’s kids on the back of the shirt and run with it from there.  She had thought of having the children’s names coming from the branches of the tree but without the tree listing the names is her solution.  Dessa suggested we use the saying on the back “Other things may change us but we begin and end with family!”  Dessa also suggested that since the shirts are going to be shades of blue that the lettering should be white.  After discussion it was suggested that the light blue shirts have navy blue lettering and the dark blue shirts have white lettering.  Discussion continued that we need to have the design in hand to give to Reeds Tees or they’re going to charge us extra for creating the design.  When we go to them to order the shirts, we can’t give them the information and ask them to arrange it on the shirt we have to have the design all set.  Huck said she knows someone at church who could probably put a design together so she’ll check on that.  We agreed that if we can’t come up with a design that words would be fine.  Irene reminded us that to put a picture on the shirt is $2 more per shirt.  Irene suggested that maybe we should just go with letters and next time the situation may get better.   Irene thinks there’s a deadline for when the design needs to be in for the shirts and will check with Reeds Tees to find out.

Meet & Greet: Sue agreed to help Irene work the registration table.  Agnes, her Croatian Club contact, said we can’t put tacks or anything on the walls but she’d set us up a table for memorabilia such as pictures, etc. beside the walls.  We can be there an hour or two before to set up.  Napkins and table cloths are chosen and all set.  Irene said she needed help choosing the food for the affair.  Huck asked Irene if she signed the contract and if the contract had cash bar and not open bar – Irene said yes.  Irene and Huck will go over the hors d'oeuvres list together and come up with some ideas for the next meeting.  Irene will check to see if wings are available.  Irene stated that she wants a slide show available at the meet and greet so Huck agreed to put that together.  Discussion became what activities would be in place to encourage people to interact with one another.  Karaoke is on the list and make it so that family members sing together who don’t’ know each other.  Irene asked for help with coming up with get-to know you games and will work with Huck to come up with some ideas. 

Welcome bags.  Irene decided to go to the different the locations as opposed to calling them.  She was starting to get the runaround on the phone so in an effort to eliminate frustrations will visit these places and solicit prizes/free stuff.   

Tina returned the 5 books that she was responsible for and we have yet to receive the books from Tara. 

Huck inquired about what specifically the committee wanted included in the reminder to be sent to family since we are slow at registering and paying.  It was suggested that we include specifics about each event and encourage them.  The letter should really encourage people to register and pay NOW so we can plan accordingly.

As of today we have 82 days left to make this reunion successful.

Next meeting will be held on Saturday, May 31 @ noon.

Minutes

for

Bryant Family Reunion Committee Teleconference

Saturday, August 25, 2007

12:13 - 12:55 P.M.

 In attendance: 

Henry Green representing Arthur Lee Capel;

Sue Capel representing Arthur Lee Capel

Carmelita “Huck” Wallace Wilder – minutes taker

Note: Irene Reddick was not in attendance because she was having difficult connecting to the teleconference.

Opening prayer: Carmelita “Huck” Wallace Wilder

Fundraiser discussion: 

Huck reviewed list of books ordered:

Richard Bryant ordered 5 booklets

Henry Green ordered 8 booklets

Tara DuPree-Parks ordered 5 booklets

Antonio Vel Sims ordered 5 booklets

Karen Bryant Miller ordered 5 booklets

Odessa Green Lazard ordered 10 booklets 

Louise Singleton ordered 1 booklet

Total 39 booklets –

Dessa ordered 40 booklets.  We get one free booklet for each 10 booklets ordered and because we’re paying up front, we get an additional 10% which means we’ll receive four more free booklets totaling eight free booklets.

Calculation:

40 booklets mean we should raise $4000. + $800 (8 free booklets) - $800 (initial cost of the booklets) = $4000 net profit.

Discussion: Henry received four books:  he distributed one to Sue, one to Jason, and he kept two.  Sue will be giving Henry a check (made out to The Bryant Family Reunion) for $100 for the book that she had and will sell the book later.  Henry will donate the $100 for the two books that he has (when he can.)  He has been unable to get in touch with Jason but will and plans to give an account at the next meeting. He will send checks to Kerry – made out to the Bryant Family Reunion - as soon as he gets them. Huck received five books:  Sweetie was given one which she sold for $120; Huck’s four books were $400 and Rica donated $400 which was a total of $920.  Mary Louise Singleton also had a book which was sold for $100.  Huck sent a total of $1020 to Karen - $920 from Arthur Lee Capel’s branch; $100 from Louise Singleton’s branch.

Comment:  Henry stated that a lot of the places on the coupons are not in the Quip area and Sue agreed.  They felt the coupons weren’t good.     

Banquet: The deposit required to hold the Croatian Club for the banquet is $300. This is the last thing that Henry needs to do to lock in the facility.  Kerry will be contacted to send a check for $300 to the Croatian Club.  Henry and Vail never hooked up to discuss using the Croatian Club for both the banquet and meet and greet.  Henry checked with the Croatian Club and Thursday, July 24 is still available so Vail should call and make arrangements.   Henry has also changed DJ’s for the affair to Maureen Reed.  She’s charging $200 to play for us (which is due on the day of the affair) and doesn’t require a deposit; however, we decided to find out what she’ll accept as a deposit so when she brings the contract to Henry to sign, she’ll get the deposit which will lock in the date and time for us. 

Hotel information:  Sue called three hotels for information.  She called Motel 6, Super 8, and LaQuinta all out by the old airport on University Blvd.  The Motel 6 had no frills and the group rate will cost $41.99 + tax per night if we book 10 or more rooms (she said we’d still get the cost if we book 10 and only use some of the rooms.)  They also have a few rooms with refrigerators and microwaves but can’t guarantee their availability.  The Super 8, also with no frills except continental breakfast, costs $69.99 + tax and they have a four bedroom suite for $129.99 that could be used as a meeting room.  Three months in advance notice is required.  LaQuinta costs $67.00 + tax per night with continental breakfast.  All hotels require a credit card to book rooms.  Sue also has cancellation information in case we need specifics when we decide upon a hotel.  Sue agreed to go out to the hotels and check to see which one is cleaner/will meet our needs and report back at the next teleconference.  Sue tried to contact Tara without success to work with her on the hotels.  She’s still willing to work with Tara and commented that if Tara found other hotels and wanted Sue to go check them out that she would.

T-shirts:  Irene has been diligently working to get information about t-shirts for the reunion.  She’s in contact with REEDS TEES located in Pittsburgh on Centre Ave. The discounted prices are $5.00 and $8.00 if we purchase 100 or more shirts.  Irene was also told that they can accommodate us with the assorted shades of blue that are part of our plan.  This company needs at least a 2 or 3 weeks notice for our order to be timely.  Below is a price chart without discount prices but Sherri is willing to work with Irene so we’ll have acceptable t-shirts.

REEDS TEES CUSTOM T-SHIRTS AT REASONABLE PRICES.

HAVE A FAVORITE PICTURE YOU WANT TO PUT ON A T-SHIRT? BRING IT TO REEDS TEES.

WE ALSO CARRY PREPRINTED TEES

ADULT SIZES....................................$10.00
SMALL...MED....LARGE

ADULT SIZES....................................$12.00 XL...XXL...3X...4X...5X...WE EVEN CARRY 6X.

JUNIOR SIZES....................................$7.00
SMALL.....MED.....LARGE

CHILDREN SIZES................................$5.00
SMALL.....MED.....LARGE

Note from Sherri:  As promised children t-shirts sizes 6 to an adult small - $5.00ea.; medium, large, x-large, xx-large, xxx-large, and above - $8.00ea.  A deposit of 1/2 the total cost is required before any work can be done. If you have anymore questions please feel free to contact me via email or telephone.  Irene was going to contact her with additional questions such as:  What is the quality of the shirts?  Will they shrink when washed?  How many different shades of blue shirts do they have – we need at least six!  Is there an additional cost to add pictures to the back of the t-shirts?  Do they typeset whatever we want on there and if so, is there an additional fee for that service?   Sue said their reunion t-shirts were done by a place in Center that cost $6.50 but their shirts were white and black only. 

Henry questioned whether we, as family members, get a vote on how the t-shirts would look.  Huck suggested that we look for an artist in the family or find someone who can draw the concept/picture for us whether it be a picture of a tree with names branching out or create a family logo then have the family vote on it.  We discussed the design being sent out via email or placed on the website and have family members vote on it there.  Henry stated that if we do have family vote on it or anything else, that we should have a limited amount of time for voting.  If you don’t vote by a specific time then you don’t get a vote, you’ll have to go by what the majority chose.

Discussion: Disappointment was discussed as to there only being three people on the teleconference.  It was commented that we’re all busy and still made sacrifices to be apart of this call.  In addition reminders were sent out earlier in the week.  That said, we couldn’t discuss picnic or meet & greet because their representatives weren’t present.  Also, the main goal of this teleconference was not met because we were to find out how successful the fundraiser was and then determine if another fundraiser was needed to cover reunion costs.  The reason this date was chosen was because the fundraiser would end on August 11 and then family branch representatives would have two weeks to collect the money and get it to Kerry.  She would then have information from everyone to report today.

Huck went onto the PhoneRaiser website (the other fundraiser that we have going on) to register.  When registering, an event name, reason for fundraiser, who they are to make the check out to, etc. was required.  Kerry stated that the fundraiser would be on the honor system with each family member logging on and registering and sending in their old phones and empty ink cartridges.  Huck questioned if many of us registered under the Bryant Family Reunion wouldn’t that look suspicious.  She suggested that we get more information on this fundraiser before pushing it. It wasn’t felt that family would participate in this fundraiser and that we should rethink it.  Henry suggested a simple fundraiser like making up some tickets, selling them for one or two dollars, and offering money off of the Pennsylvania Lottery on a specific date.   He feels that people play the lottery and will purchase the tickets.  We decided that we should discuss it at the next meeting and determine if it’s something we want to do.  We agreed that we need to first find out about the results of the Scratch & Help fundraiser. 

Sue questioned the amount of people that have registered for the family reunion.  To date 13 people registered indicating 47 family members will be attending.  We discussed having committee members pushing family members in their branch to register on the website so we can plan accordingly.  Huck commented that committee members should have already registered but some haven’t – how do we push family members to register when the people planning it haven’t registered!!  We also discussed adding a page on the website that will list family members who’ve registered.  Discussion to be continued…

 Next meeting will be held on September 8, 2007 at 1:00 PM 

Minutes

for

Bryant Family Reunion Committee Teleconference

Saturday, June 30, 2007

12:10 - 1:50 P.M.

 In attendance: 

Odessa Green Lazard – Reunion Chairperson

Henry Green representing Arthur Lee Capel;

Richard Bryant representing Albert “Bud” Bryant

Antonio “Vail” Sims representing Josephine “Lil Sis” Ellis

Tara DuPree Parks representing Ruth DuPree   

Carmelita “Huck” Wallace Wilder – minutes taker

RSVP - Huck reported that as of today (June 30, 2007), eleven family members RSVP’d on the website indicating 45 people are planning to attend. 

Photography/Videography:  Dessa has hired Larry Stokes as the photographer for the reunion.  He charges $100 per hour.  He will be at the reunion for each of the four days for a couple hours each day.  Dessa discussed with Larry that he may not be able to take pictures inside the church on Sunday but he said no problem - he’d take pictures of us going inside the church! Jason will check to see if picture taking is allowed and let us know.  After much discussion between Dessa and Larry it was agreed that the ceiling amount would be $1000.  Huck asked about getting this in writing and Dessa said absolutely.  When asked about videography, Dessa stated that Larry’s son, Michael, was a videographer.  Henry asked if the videography is included in the price and the answer is no, if we want videos, we need to contact Michael and make arrangements with him.  When asked how much the pictures were going to cost, Dessa said they’re free.  She stated that Larry wanted to develop the pictures and have them ready for the people who live out of town so they can take pictures home with them.  Vail asked for clarification that he was going to print pictures for everyone and Dessa said yes.  Dessa stated that he won’t print every picture but that a small committee, probably the people on the phone, would get together and choose which pictures to print.  Huck suggested that we get the pictures from him in digital form.  Vail agreed and suggested we put them on the website so we can look at them later and download whichever ones we want. Huck asked if a deposit was required and Dessa said no. Huck suggested we give him at least $100 deposit so he has to hold those dates for us. The committee voted that Larry Stokes will be the photographer for our 2008 Bryant Family Reunion and will be given $100 deposit when the contract is signed to solidify the dates.

Cake:  We’re all set with the cake and the person making the cake for us is Sue Grayden.  The cake is free for us and Dessa reiterated that free things are welcome so whatever we can get free, we should make it happen!

Picnic:  Richard commented that he had seen the website and saw that someone had already priced the parks and that we just needed to decide where to have the picnic and he would reserve whatever area we decide on. Richard was asked if he went out to check out the condition of the suggested parks and he didn’t feel there was a need because he knows all the parks and has been out to them.  Henry had suggested checking out Hopewell Park and Raccoon State Park.  Richard stated that Hopewell Park may not accommodate us because it’s not that big.  He feels that Economy and Brady’s Run Parks are the two we should choose from especially if we want an enclosed area to protect us from the elements.  Richard thinks Brady’s Run is the park that most of us are familiar with and he said they’ve done a good job of keeping the park up.  Dessa clarified that Richard is responsible for everything dealing with the picnic from food menu including paper goods and plastic ware, entertainment including games and music, welcome signs & decorations, softball field, etc.  Huck reiterated that Richard should come up with a budget for the picnic to present it to the committee.  Richard questioned the menu for the picnic and Henry suggested something light like an extension of the Meet and Greet like hamburgers and hot dogs.  Dessa said that Richard is in charge so if he wants it catered - fine; if he wants it like it used to be where each family brings a dish – fine; it’s up to Richard what he plans.  Richard commented that it’s going to be difficult to plan for the picnic without knowing how many people are coming.  Dessa stated how important it is to get family members to register so we can plan accordingly.  It was clarified that the picnic is on Friday, July 25, 2008.  Richard will find out if a deposit is required and if so, how much by the next teleconference.  If a deposit is required, Richard said he can handle it and he’ll get reimbursed later from the fundraiser money.

T-Shirts:  Irene was given the name Quincy by Henry and she has been trying unsuccessfully to contact him for information about the t-shirts.  She doesn’t have a second name yet of who to contact but she’s still checking the internet for t-shirt information.  Also, to keep with the shades of blue theme throughout the family reunion, Irene is looking into having different shades of blue t-shirts for each family branch; for example, all of Uncle Bud’s family will have the same color blue t-shirts, all of Uncle Boot’s family will have the same color blue shirts, etc. so everyone will have a blue t-shirt but you’ll be able to glance at someone at the picnic and tell which branch of the family they’re from because of the shade of blue.  All t-shirts will, however, have the same design/information.  It was commented that this was a good idea and the pictures would look wonderful!

Meet & Greet:   Vail reported that he and Tina were looking into a motel up by Greentree that has a big, spacious area that’s supposed to be real nice.  He and Tina planned to check it out while they were in the area this upcoming weekend.  They were also going to check out the distance from Greentree to Aliquippa and figured since we were going to church in Pittsburgh that the Greentree motel might be a good centralized location to stay at because we could get back to the hotel after the banquet and get up and to church on time.  Vail and Tina weren’t sure if people wanted the affair actually in Aliquippa because in Aliquippa people would just show up uninvited because they’d see someone that they know.  It was felt that if the affair is invitation only, like a reunion is, people just walking in shouldn’t be an issue.  Richard suggested checking the fire halls in the area.  Dessa reiterated that fire halls are spacious and generally inexpensive.  Vail volunteered to check the Serbian Club and fire halls around the area.  Henry questioned where everyone was staying and asked if it would be easier/more convenient if the Meet and Greet was close to where everyone was staying.  He stated that if everyone is staying in Aliquippa, Center, or Moon that the Meet and Greet should be somewhere in the area and not so close to Pittsburgh.  During the discussion, Vail commented that the hotels around Center are expensive and he’s not sure if people will want to spend $300-$400 for just the hotel stay.  Sue and Tara are supposed to be checking on the hotels around the airport so we have other options.  Henry felt those airport hotels may be just as expensive and suggested the Motel 6 out by the old airport because the rate is much cheaper per night, around $40, and people are only going to change clothes and sleep there.  If we’re trying to keep the price in the area of what people can afford, we should consider this.  Motel 6 probably won’t have a meeting area but it’s definitely something to consider.  Discussion continued that if we choose Motel 6, it’s still pretty close to Aliquippa and Greentree would be quite a distance for an affair.  Vail agreed to check out places in the Aliquippa/Beaver County area.

Banquet:  Henry checked three places: The Croatian Club, Center Stage, and The Elks.  The Elks is not an option because the date is already taken.  Most of the places range from $250 - $300 to hold the place.  All three places cater their own food and run from around $10.50 - $15 per plate and it depends on how many entrees we want.  Henry looked at Center Stage and the menu was ok. One thing he didn’t like about Center Stage is that they use those long tables and he feels that tables of six are more intimate. Henry met with a representative from the Croatian Club yesterday (by Sheffield Bowling Lanes) and found that it’s really nice.  The prices are much cheaper and they have the linen colors that Henry wants, Janet will do center pieces but the Croatian Club will as well. We’d have to hire a DJ and Henry has already locked the DJ in for that date next year.  Dave, the DJ, does a lot of parties around the area and doesn’t require a deposit but Henry feels that giving him a deposit definitely locks him in for that date. Henry will find out about getting a contract from him and let us know at the next teleconference how much of a deposit they agreed upon.  As part of the banquet program, Henry would like to buy balloons and have them filled with helium.  The minimum number of balloons that people sell at a discount is 200 but he’s still looking.  He’s also checking to see what the cost will be to get our name put on the balloons.

Henry stated that he really needs a head count to determine the actual cost and hopefully the banquet will cost no more than $20.  He feels that $20 is a really good price considering you’re getting a program, food, and entertainment.  Dessa agreed that we need a head count to come up with the cost for adults, and children for the entire reunion so we need to get family members to RSVP so we can plan accordingly.  Henry stated that he won’t need to let the Croatian Club representative know exactly how many meals we need until two weeks before the event. Henry also wanted to know if we wanted a table for the committee at the banquet or not and if we wanted a table for the older members of the family.  We agreed on a table for the older family members but everyone else could sit with whomever they like. Henry suggested that there should be no cost to any affair for the oldest members of the family – everyone agreed after clarification of “old’ was established to be the branch members and/or wives such as Lil Sis, Aunt Louise, Aunt Maree, and Aunt Lucille.

Discussion of an adult banquet vs. a family banquet was warranted.  Henry felt that everyone should be able to attend and a decision needs to be made so he can plan accordingly by checking prices for kid’s meals.  He already knows that adults will have a choice of three meals and needs to do research regarding the children.  Being that we don’t have the numbers as of yet, Henry has given them a head count of 200 people realizing that number may change in either direction.  The committee agreed on a family banquet where everyone is invited. 

Vail suggested that we should consider having the Meet & Greet in the same place as the banquet which will keep everything in a central location and out-of-town family members won’t have to worry about getting lost.  Everyone felt that this is a great idea.  Henry commented that all the places required you to use their catering and they had an hors d’oeuvres menu that was not very expensive at all. He felt that it would be nice if the reunion committee could pay for this event out of our fundraising funds.  Vail suggested that if we use the location for two events we may get a price break on the costs.  Henry suggested getting back to the Croatian Club quickly so the representative can block both of those dates.  It was clarified that the two days are Thursday, July 24 for the Meet & Greet and Saturday, July 26 for the banquet.  Henry clarified that the decorations for the banquet won’t be up for the Meet & Greet affair.  In addition, there’s a marquee that will display the Bryant Family Reunion and he’ll make sure to have that put up on Thursday for the Meet & Greet as well. The theme for the banquet will be shades of blue and the background will be cream.  Henry stated that the program (which he has great ideas for) will last for about an hour and a half and then the party will get started.  Henry was asked by the Croatian Club representative if we wanted to have a cash bar or open bar – we agreed on a cash bar which will include sodas; FYI: coffee, tea, and iced tea comes with the meal.  Henry feels the affair should not be formal but no jeans and sneakers – dress up nicely in shades of blue!! He would like to see everyone attend the banquet and asks that all family members try to participate in the “shades of blue” theme.

Richard questioned if we were talking about everyone paying for their own plate because now we’re getting into a lot of money.  Richard also wanted it clarified that each family member will be paying for two events and the picnic.  Huck commented that the cost of the reunion per person depends on the success of the fundraisers.  Hopefully we’ll raise enough money to cover the costs for the photographer, halls, decorations, some food, etc. but if the fundraisers aren’t successful then the cost per person will be more expensive.  In clarifying the comment, if the cost for the meet & greet is $10, $15 for the picnic, and $20 for the banquet, add extra $$ per person for the cost of the photographer, decorations, etc., instead of each person paying $60, the total per person may be $40 because the fundraisers were successful and will absorb some of the costs - which is why it’s important to push the fundraisers.

Henry questioned if someone he’s working with wants a deposit, what should he do?  Dessa told him to contact her and she’d send him a check.

Fundraising:  Huck and Dessa explained Scratch & Help fundraiser to Richard and Tara. Clarification: As Huck was typing the minutes, a few items needed clarifying so she called the company to get questions answered. First question was how much extra would it cost to have our family name put on the booklets; answer: there’s no extra charge - the name being put on the booklets is a part of the $20 fee per booklet. The additional cost is if we wanted specialized coupons and not the coupons that they offer (which we don’t).  Second question was how would we get 90% of the profits and how would we go about giving them their 10%. Answer: Turns out that since we're paying for the booklets in advance, all the money we collect is ours!!! In addition, for each 10 booklets that we buy, we get one booklet free which totals to an additional $100, hence 90% profit for us. In addition, if we pay for the booklets up front (with a credit card) we get an additional 10% free booklets. So if we purchase 60 booklets, instead of getting 6 free booklets we'll get 12 free booklets, hence, 20% additional money from them.  Third question was what is the process for returning unused booklets and getting a refund as a result; answer: if we purchase 60 booklets and want to return 6, we then have to return the free booklets that they sent us because otherwise they would be giving us money!! SO, if we have extra booklets left over, it's to our advantage to keep them to use later on (even if it's six years later) and they'll send us updated coupons to go with them free of charge!!!

Dessa stated that we are planning to order the books today (June 30, 2007) and the anticipated cost of ordering 60 booklets is $1200. So that Dessa won’t have to pay interest on her credit card, she would pay $600 and Huck would pay $600 to her credit card immediately.  The first $1200 earned from the fundraiser would be returned.   In order to place the Scratch & Help booklet order, all family branch representatives need to be present.  Dessa called Tina who represents Lil Sis, Tara who represents Ruth, and Karen who represents Boot to remind them of the call and get their booklet order.  Antonio (Tina’s husband) joined the call as did Tara.  Karen was unable to attend but put in her order for five booklets. 

Richard Bryant ordered 5 booklets

Henry Green ordered 8 booklets

Tara DuPree-Parks ordered 5 booklets

Antonio Vel Sims ordered 5 booklets

Karen Bryant Miller ordered 5 booklets

Odessa Green Lazard ordered 10 booklets 

Louise Singleton ordered 1 booklet

Total 39 booklets –

Dessa ordered 40 booklets.  We get one free booklet for each 10 booklets ordered and because we’re paying up front, we get an additional 10% which means we’ll receive four more free booklets totaling eight free booklets.

Calculation:

40 booklets mean we should raise $4000. + $800 (8 free booklets) - $800 (initial cost of the booklets) = $4000 net profit

Dessa suggested we run the fundraiser for five weeks.  Richard felt that that wasn’t long enough.  Huck stated that the company recommends two weeks because if you have two people scratch off two or more circles a day, you will have completed the book in two weeks.  The fundraiser will end on August 11, 2007.  Each participating family member should return all money and booklets to their family reunion committee member by Saturday, August 11, 2007 who in turn will send all booklets and money, via check or money order, to:

 Karen Bryant Miller

141 Burning Tree Dr.

Hermitage, TN  37076

The booklets should take a week to arrive.  As soon as Dessa gets them, she’ll mail them certified so everyone will have to sign for them.  Huck will send Dessa a list of addresses for committee members ASAP.

It was noted that there’s a big difference between our estimated profit with 60 books vs. 40 books.  Dessa stated that we’d planned on ordering 60 books and Richard commented that that would be taking a risk and that we should start small and if it’s successful, do the fundraiser again.  Dessa commented that hopefully with this fundraiser, donations, and the phoneraiser fundraiser, maybe we’ll be successful in keeping the cost down for the family members.

Next teleconference will be held on Saturday, August 25, 2007 @ 12 PM.  We will then know the success of the fundraiser.  An invitation will be sent out shortly. The next teleconference will also address updated information for each reunion event.

Minutes

for

Bryant Family Reunion Committee Teleconference

Saturday, June 9, 2007

12:10 - 1:52 P.M.

Prayer: Karen Bryant Miller

In attendance: 

Odessa Green Lazard – Reunion Chairperson

Henry Green representing Arthur Lee Capel;

Janet Green – family guest (wife of Henry Green)

Karen Bryant Miller representing Robert “Boot” Bryant;

Carmelita “Huck” Wallace Wilder – minutes taker

Henry asked if when the minutes are written to include who said what so if there are any questions or comments that people will know who to contact and not always contact Huck.

Clarification:  In the minutes from the last teleconference, it states that Henry and his siblings volunteered to donate the food for the reunion.  Henry clarified that they were willing to prepare/cook the food not pay for and donate the food.

RSVP - was added to website on May 19, 2007:  Huck reported that as of today (June 9, 2007), only seven family members responded indicating 26 people are planning to attend.  It was noted that of the seven people who RSVP’d, only two of them were reunion committee members!  We discussed actually talking with family members in our branches to encourage them to go out on the website and RSVP because maybe they’re not aware of how important it is for us to have actual numbers to work with so we can plan accordingly. 

Website:  We discussed the website and Huck reported that the minutes from the last meeting were posted in the news section as well as the fact that a count down to the reunion had also been added to the front page which indicates the number of days left to the reunion.  Kerry commented that this was good because we won’t be fooled as to how much time we actually have left in the planning process.

Photography/Videography:  Dessa spoke with Larry Stokes and he doesn’t see a problem videotaping our reunion, however, he’s not sure if he’ll be available all three days so Dessa looked up some videographers in the city of Pittsburgh. One person she spoke with told her the cost would depend on travel including how far he’d have to drive, the amount of time his services would be needed, etc.  Dessa assured him that the events would be held in the Pittsburgh area.  He had a question about being able to video during the church service because sometimes that could be an issue; Dessa informed him that she wasn’t sure especially since Jason’s church has live broadcasts on streamingfaith.com. Dessa reported that the cost of a videographer/photographer would be around six or seven hundred dollars.  Kerry asked if this money would come out of the fundraising money and Dessa volunteered to pay for it herself.  Huck stated that that’s a big chunk of money and that the purpose of fundraising is to pay for things like this. All agreed and Dessa stated that she was willing to do whatever it takes for us to have a successful reunion. It was questioned if this cost is for both a videographer and a photographer and Dessa stated that the person is both so if we wanted stills, he’d take them and if we wanted videos, he’d take them.  Kerry asked if the pictures/videos were included in the price given making sure that after taking all the pictures/videos there wouldn’t be an additional cost at the end of the reunion.  Dessa didn’t feel that we would have to pay for the pictures but if we wanted DVD’s for each family member/family we’d definitely have to pay for that – which would only be about 13, 14 or 15 cents per cut but she wasn’t sure.  Conversation became making sure that we get the pictures that we want such as group shots of each family and a shot with everyone at the reunion.  Being that these people do weddings and have professional equipment, they should know how to make this happen and Dessa is working on specific shots/pictures to request.  This photographer is sending Dessa more information, which she has not received yet, which should answer most of our questions.  Discussed events we’d like videoed and all events would be ideal.  If Jason’s church won’t allow our camera, it’s quite possible that they will make copies of the service available to us.  It should be noted that Larry Stokes has not said that he can’t do it but we want to have our options open.

Cake:  Dessa reported that the cake is all taken care of and it’s at no cost to the family.  The picture of Mama and Papa sitting in the church in the chairs is the photo that will be used on the cake.  Dessa was asked if she wanted tiers on the cake because her friend wants to do something really nice/special for us.

Fundraising: Kerry checked out ABC Fundraising on the web and sent for the free sample of the scratch-off booklet discussed at the last teleconference. She found that each scratch-off booklet costs $20.  If we buy ten or more booklets, we will receive 10% free scratch and help booklets.  The way the fundraiser works is the donor scratches off two or more circles on the card; donates the uncovered amount; and receives a coupon sheet with various coupons (which vary from state to state but the coupons all seem pretty common such as Subway, Pizza Hut, Jiffy Lube, Blimpies, etc.) There are three no money up front options:  1) check by phone with a $20 fee 2) purchase order but this is usually used by businesses or schools 3) financing by any major credit card.  10 orders or less must be paid up front with a major credit card.  Kerry asked:  1) how will the booklets be purchased? Dessa agreed to use her credit card to pay for them; 2) how will the booklets be passed out to family members?  Huck asked several questions for clarification such as after selling the entire scratch-off booklet, how much money would be raised? Answer: $100; of that $100 how much would the family get? Answer: $90 because if we paid for the booklets up front, then we send them 10% of each booklet sold.  Kerry asked who would sell the books – should the committee sell the books or should each family member get a book to sell.  Huck suggested it would be easier to track if a committee member from each branch take charge of a certain number of booklets and take the responsibility of passing them out to the family members in that branch and collecting the money for each booklet.  Kerry informed us that if the booklets are personalized saying “Bryant Family Reunion” then there’s an additional fee.  However, if they’re not personalized, we can return any unused booklets.  We agreed not to have them personalized so they can be returned for a refund.  Henry requested the website for the fundraiser: www.abcfundraising.com

Kerry suggested we come up with a monetary goal to shoot for.  She asked the question so she’ll know how many fundraisers to organize so we’ll find success for our upcoming family reunion.  After much discussion a minimum goal of $5,000 was agreed upon.  Without knowing the costs for the individual events, it’s difficult to know what to shoot for.

 Additional fundraising discussion:  Janet asked for clarification as to what the fundraising money would be used for – Dessa clarified that the money would be used to offset the cost of the reunion such as paying for needed facilities such a parks and/or community centers, food, entertainment, photographer/videographer, decorations, etc. and would not be used for family members’ travel or hotel fees.  Janet also questioned how we plan deal with the family members who do not participate in the fundraiser but then want to participate in the reunion.  Huck responded that in order for us to have cohesive reunion that we can’t get caught up in who helped and who didn’t for example, if Bae-Bae doesn’t help sell, she still has to pay the same amount as those who did sell - our goal is to bring family together.  In addition, Janet asked how much we were charging for the reunion, are we charging people in order to recoup money, and if there’s money left over will that money go in a pot for the next reunion. Dessa stated that raising money is additional money needed for the reunion costs so to keep costs down for family members attending the reunion.  Kerry stated that she felt that if we had money left over after paying for our reunion costs/needs, that we’d use that money to help family members get to the reunion.   Huck responded to Kerry’s suggestion of using left over money to pay for family to attend the meeting with:  the problem is who decides who gets the money first and who’s more needy than who, etc.; Huck suggested in order to not cause conflict in a family that we’re trying to bring together, that we should use any extra money for the next reunion as opposed to paying for family members to attend.  Dessa commented to Janet in response to the cost of the reunion that at some point everyone will have a cut-off date to pay the final payments for the facilities, DJ’s, etc. as well as family members will have to respond by registering by a certain date.   Huck added that we need to have two deadlines.  There should be one registration deadline that family members will respond to indicating whether or not they’re attending the reunion which will include how many people, t-shirt sizes, etc but there also needs to be a much earlier deadline for the reunion committee to submit costs for each event/activity so that we will know how much our fundraising efforts will cover so we in turn will know how much to charge each family member for the reunion. 

Finalizing the details of the scratch-off fundraiser discussion: Kerry suggested we come up with a definite number of booklets to sell for each branch of the family.  Discussion became to whom we should give the booklets to sell – should only the committee members sell them or should we give them to individual family members to sell.  Huck suggested giving a pre-selected number of the scratch-off booklets to the selected committee member, and that person is responsible for distributing the books to members in his/her family and collecting the money.  For example, Henry may be given eight books.  Henry will then decide who in Granny’s branch of the family he will give the books to to sell.  Henry, then, collects the money from those family members and sends the collected money via check or money order to Kerry.  Huck’s suggestion includes not just giving the books to different family members at random – that in order to easily keep track, the committee member for that branch has that sole responsibility. 

Since Dessa volunteered to pay for these booklets in advance on her credit card, she expressed concern that some of the family branches were not represented on this call.  Her concern is that she would spend the money and those not represented would not buy into the fundraising concept.  Janet asked whether or not we were planning to start the fundraiser right away and if so, when Huck puts the minutes on the website that maybe the committee members would read the minutes and know that a decision needs to be made; then maybe have another teleconference to make sure that everyone is on the same page.  Huck suggested the committee decide on a number of books for each branch to sell then she would send out an email to the reunion committee members asking them to respond as to whether or not they’re willing take on the responsibility of the fundraiser for their branch of the family.  Upon hearing an acceptance response from the committee members we should then come together again to finalize the plan.  If the committee members don’t respond to the email, Huck will call them on the phone and speak with them about the family fundraiser and their responsibilities. Present committee members agreed.

Dessa suggested that she be the last to be paid back after the fundraiser is completed meaning pay for the activities/events and needs of the reunion first.  She suggested this because her goal is for everything to go smoothly and for us to have a successful reunion.  Huck took issue with this and stated that Dessa should be paid back first and we work with whatever we have left to meet the needs of the reunion as it’s not her responsibility to pay for this reunion.  Janet agreed that Dessa should get her money back first so we’d know what true figures we’re working with.  Kerry suggested that after Dessa sells her booklets that she returns to Kerry the remaining amount minus what she’s owed.  Everyone agreed that Dessa should get her money back first.  Discussion moved to the actual number of books to purchase; Dessa suggested 10 books per branch.  Huck informed us that we’re not working with six branches; we’re working with five because Aunt Louise is not represented on the committee because she only has two people in her entire branch.  We agreed five branches would each sell 10 booklets and Dessa would sell an additional 10 booklets which totals 60 booklets.  This means the cost to the family that Dessa has agreed to pay for up front is $1200.  It should be noted that the $1200 is an approximate amount as the actual depends on the exact number of books ordered and this won’t be known until after the next teleconference.  Being that Dessa is providing the deposit, Kerry will give her the necessary ordering information and she (Dessa) will order the booklets (so as to keep her credit card information private).  Huck will provide Dessa with home addresses of the committee members so she can send the booklets immediately after receiving them.  Janet asked what happens if someone gets a book and does nothing with it or loses the booklet - is the committee member ultimately responsible for paying for that booklet. Huck’s response was no and the committee agreed – you can’t hold a committee member financially responsible for someone else’s negligence.  Janet: if that scenario comes true, then what happens?  The family will lose the $20 that we paid for that booklet – that’s why every effort should be made to give the books to responsible family members. 

Kerry also asked if she should open a bank account at her bank to put the money raised in – the committee agreed that she should do this.  She stated that the account will be set up in the Bryant Family Reunion name so all checks should be made to The Bryant Family Reunion and not Karen Bryant Miller. 

Kerry stated that if this fundraiser is the success that we think it’ll be, we can do it again!

Phone Raiser was another idea presented by Kerry.  This fundraiser is set up to collect broken or old cell phones and empty inkjet cartridges. We can earn at least $5 for each inkjet cartridge and each qualifying cell phone can be worth up to $300 depending on if they can fix/refurbish it.   The best way to push this fundraiser is to advertise that you’re going to do it by putting up flyers, letting people know at your job, church, etc., then go out and collect them!  Other suggestions on getting people to give up their old/broken phones would be to inform them that we’re collecting them to help raise money for our family reunion or appeal to their conscience by telling them that by discarding one cell phone that they’re polluting 132,000 liters of drinking water which would give them the impression that they’re helping the environment as well. The company will send you the information on how to approach people; they send you the labels; there’s no shipping and handling costs - you in turn put the cell phones and empty inkjet cartridges in a box, send it to them, and send you a check!  This is not a major fundraiser but even if we don’t get a lot of money from it, it won’t cost us anything and will give us more than we would have if we just tossed our inkjet cartridges away and left our old cell phones in a drawer.  The committee agreed to do this but the first focus will be the scratch-off booklets.

Kerry suggested that Huck put something on the website to encourage people to donate their cell phones and inkjet cartridges.  Huck agreed and suggested that in addition the reunion committee members contact people in their family branch to encourage this because we’re not sure if people are actually reading the information put on the website.  Kerry volunteered to get information to Boot’s branch and Huck volunteered to pass information along to the people in Arthur’s branch. The website address for this fundraiser is www.phoneraiser.com. 

Other fundraisers:  Kerry received a forwarded email from Sue about a couple fundraisers she found out from Alee’s school but hasn’t checked them out yet.  She acknowledges that she hasn’t addressed them yet but says that one of them was about reunion t-shirts.  She’ll follow-up with Sue.  Kerry also requested Jason’s phone number so she can coordinate the CD fundraiser; Dessa gave it to her: 412-519-2704.  

T-Shirts:  Dessa felt that the cost of the t-shirts should come out of the fundraisers and Henry disagreed saying that each family member should pay for his/her own shirt.  Discussion continued that some people want the t-shirts as souvenirs and will buy them for that reason.  The committee agreed with Henry.  Discussed briefly making sure we get the t-shirts in a timely manner as well as when to wear the t-shirts.  Dessa felt that everyone should wear the t-shirts at the picnic because of the group picture that we plan to take and we won’t be the only ones at the park so the t-shirts will separate us from everyone else.  In addition, if one of our children gets away from us, the shirt will let whoever sees him/her know that the child is a part of the Bryant Family Reunion. 

Henry brought up that Irene was calling him about the t-shirts and he wasn’t clear as to why.  Apparently Irene was trying to get in touch with Teenie and couldn’t so then tried to get in touch with her through Henry.  It was clarified that at our last teleconference Dessa suggested contacting Teenie because she worked with Dave’s catering for so many years and knew how and where to get nice t-shirts for a reasonable price.  Henry stated that nobody informed Teenie about this.  Henry felt that it’s easy not to know what you’re supposed to do if you’re not on the teleconference and it was clarified that Irene wasn’t on the teleconference because she didn’t have long distance phone service.  Dessa further clarified that for this teleconference Tina volunteered to call Irene and patch her into the conference via three-way calling but Tina didn’t call into the meeting today which is why Irene wasn’t on the line.  Huck stated that in Irene’s defense, she has been out on the internet diligently working trying to find different companies that make family reunion t-shirts.  Irene sent Huck a link asking for an opinion about some t-shirts that she was considering presenting to the committee.  So even though Irene wasn’t on the teleconference, it’s known that she’s taking her role seriously.  Kerry asked if Sue and Irene were working on the t-shirts together and Huck responded that Sue was just throwing some ideas out there and is not responsible for the t-shirts at all.   Huck also suggested that Irene be given Teenie’s email address so she can contact her directly and Henry stated that Irene has been emailing Teenie. 

Hotels:  Sue and Tara are responsible for checking out hotels for the reunion.  Sue couldn’t attend the teleconference and Tara is on a cruise.  Sue emailed information to Huck about two hotels that she checked out that are in Center.  The information she sent is as follows: 

I only got information on the 2 that we have here locally - kinda steep you ask me. 

Hampton Inn -- they can block any amt. of rooms for us, minimum 10;  $94.50 plus tax each; no discounts for more than 10 rooms;  each room has 2 queen beds;  they have a meeting room, but holds comfortably 36 people;  July next  year is available at this time;  they have indoor pool & have continental breakfast;  free parking.  

Holiday Inn Express -- can block any amt. of rooms for us - minimum 5; $106 plus tax; they do have a meeting room, but its $150 a day and holds about 64 people; they also have indoor pool & continental breakfast; free parking.

p.s. - The Hampton & Holiday Inn Express are both nice hotels - we have stayed in both of them - they are the ones by the mall.  There are 2 other hotels being built by Center Stage, but I don't know the names of them - I will check those out as well.

Dessa suggested that whatever hotel we as a committee choose, all family members should try to stay there if they’re not staying with relatives because this would help us in possibly getting a free hospitality suite and/or discount on the rooms.  In addition, we would all be close together and not spread out everywhere.  Henry asked for clarification that we will block off the hotel rooms but that we, as a committee, are not collecting money for the hotel.  Response is that he is correct - each family member is responsible for reserving/paying for his/her own room(s) but the committee will choose the best hotel for the reunion. 

Banquet:  Henry stated that he has more questions to ask rather than ideas to present.  He feels it’s difficult for him to come up with ideas because he’s not sure what other people have found out for example, he needs to know what hotel are we going to use so he can find out if they have banquet facilities and if those facilities will accommodate our needs. He’d like to keep the banquet around the realm of where the other activities will be held.  Given that Sue has checked out the two hotels in Center, Henry will now check them for banquet facilities.  Dessa suggested that since everyone should be there at the reunion by the third day that Henry needs to make sure that the facility will hold everyone and accommodate dancing as well.  Janet stated to keep in mind that if we’re trying to keep down costs that having the banquet in the hotel would be better because we won’t incur that additional rental fee of an outside facility and we’ll only have to pay for meals as opposed to rental fee and meals.  Dessa clarified that on our last teleconference we discussed the banquet being adult only which is why Huck suggested checking out the Gateway Clipper as a possibility.  Henry suggested whatever hotel is being used would be better because if the affair is adult only the children will have to be somewhere nearby and if the banquet is in the hotel, the parents will be there if needed.  Henry stated that Metro catering will probably be used for the affair.  After much discussion, Henry has a much better understanding of the direction he needs to go and will have valuable information such as which banquet facilities will meet our needs as far as size, if we will be allowed to bring in our own caterer or if we’ll have to use their caterer, etc., for us at the next teleconference.  Huck clarified that Henry is responsible for everything related to the banquet not just location and food but also entertainment, the program for the evening, decorations, etc. Kerry informed Henry that she’d need to know all of his projected costs so she can plan fundraisers accordingly.  Henry stated that he had one idea that he wanted everyone to wear the same color so he’d come up with the theme “Shades of Blue” and the hall would be decorated accordingly – it’s an idea that’s not etched in stone but he’s working on it. 

Parks:  Dessa commented that she threw Point Park out there as an option but forgot that it isn’t a recreation park so it won’t meet our needs.  In order to have an idea of the costs of parks, Huck checked out Brady’s Run and Old Economy Parks.  The biggest facility at Brady’s Run - The Lodge, which is an enclosed facility, accommodates 500 people and costs $500; the second largest facility holds 300 people and costs$60 (because our target day is Friday and weekdays are cheaper) but this is not an enclosed facility.  If we want to use reserve one of the softball fields, there’s an additional fee of $25 and they’ll mark the lines and provide the bases and equipment needed.  He also commented that Fridays are very busy days for softball so we may or may not get one.  Henry and Janet stated that the $60 shelter is really crappy!  At Old Economy Park, The Barn, which holds 150 people and costs $200, is the enclosed facility there.  Henry’s son had his reception there and he and Janet commented that it was “alright” or “decent.”  The reason that the discussion surrounds an enclosed facility is because of the possibility of rain.  Dessa asked if Huck checked out any parks in Sewickley.  Because Sewickley parks weren’t mentioned at the last teleconference, and she doesn’t know the area, she didn’t know Sewickley parks to look up.  Because Richard is spearheading the picnic, he would be responsible for actually going to and examining the parks then presenting the specific information to the committee.  Henry suggested that Richard also look into Hopewell Park and Raccoon State Park.

Comments:  Dessa stated, and the committee agrees, that since we all volunteered to work together on the family reunion committee that we should all make the effort to attend the teleconferences.  One or more of us not showing up hinders the progress of the entire group so let’s try to encourage each other to work together. 

Next teleconference will be held on Saturday, June 30, 2007 @ 12 PM.  An invitation will be sent out shortly. Note:  the booklets will be ordered on that day immediately following the teleconference if we get the go ahead from each branch with the desired number of booklets.  The next teleconference will also address information that was to be presented today and wasn’t, such as meet and greet, picnic, and t-shirts information.  

Minutes

for

Bryant Family Reunion Committee Meeting Teleconference

Saturday, May 19, 2007
12:08  - 1:42 P.M.

In attendance:  

Odessa Green Lazard – Reunion Chairperson

Tara DuPree Parks representing Ruth Bryant Dupree;

Henry Green representing Arthur Lee Capel;

Karen Bryant Miller representing Robert “Boot” Bryant;

Tina Ellis Sims representing Josephine “Lil Sis” Ellis

Carmelita “Huck” Wallace Wilder – minutes taker

Discussion of the length and dates of the reunion was as follows:  discussed having a three day reunion vs. a four day reunion.  The rationale behind a four day reunion is a three day reunion doesn’t give us enough time to be with each other and do all the activities that we want to do.  We discussed if the four days should be Thursday thru Sunday or Friday thru Monday – decided on Thursday thru Sunday.  Reunion Dates:  Thursday, July 24 – Sunday, July 27, 2008. 

Discussed location being Pittsburgh, PA (not Pittsburgh Proper) because Aliquippa doesn’t have hotels and we could book rooms at one of the hotels near the airport and Pittsburgh isn’t too far for family members that live in Aliquippa.  It was brought up that there are three hotels in Center Township near the mall that we could use.  It was suggested to use Beaver County facilities as much as possible since most people already know the area and have been there at one time or another and there are parks there to accommodate what we want such as Brady’s Run.

Discussion of the reunion activities was as follows:  Agreed to have a meet and greet, picnic, banquet for adults, and church service.  Initial discussion of the reunion activities sparked a question of whether a meal would be shared after church services.  Response was “if there was money left over, we could get together and go out to a restaurant afterwards.”  In addition, after discussion with his siblings, Henry volunteered to donate the food for all activities – he said some of the food would be cooked and some would be catered.  No caterer had been identified - the thought was buying cooked food from grocery stores, etc.  The discussion was that donating food for all events is too big of an undertaking.  The discussion was tabled. After later discussions, it would be more feasible for Henry and his siblings to volunteer to donate the food for the meet and greet instead of the whole affair.

Discussion of the meet and greet was as follows: Spearhead: Tina Ellis Sims.  Date: Thursday, July, 24, 2008 from 7 PM – 11PM.  Discussion was where the meet and greet should be held.  We couldn’t think of anyone with a backyard big enough to accommodate everyone so a hotel or community center was suggested.  A community center seems to be the best place for us.  Whatever location we choose should be a private facility that’s open only to us – not a bar.  A community center in Coraopolis was suggested and should be researched.  Macedonia Church has three community centers as well – Jason should be contacted to see if use of their community center is an option, especially if use of their facility is free. The meet and greet should be a casual affair, should have balloons, welcome banner, would like the place flooded with family pictures.  Discussed liquor vs. no liquor: liquor will probably increase the cost.  At the next meeting we need to know the costs of different facilities including whether or not we are allowed to bring our own food and/or liquor (or if liquor is available and if so at what cost), so we can determine which facility will work for us.  In addition, the costs for paper goods, decorations, entertainment, etc. as well as ideas for meet and greet activities should also be brought to the meeting. Huck has a book titled “Fun & Games for Family Gatherings” and will email get-to- know-you section to Tina so she can decide if she’d like to use any of them for activities. 

Overall discussion included whatever services that we could get free are welcome!  One of our objectives is to keep the costs down so free is our family friend!

Discussion of the picnic for the reunion was as follows:  Spearhead: Richard Bryant.  Date: Friday, July 25, 2008.  Information that is needed for the next meeting: scout out parks (Point Park in Pittsburgh and Brady’s Run were among the parks discussed); costs for park, menu, and food costs including plates, napkins, cups, drinks, condiments etc., entertainment including DJ as well as activities for adults and children.  Park should have a pavilion and be able to hold at least 200 people.  Picnic agenda should include giving away of certificates. Huck will email family games section of fun and games book to Richard so he can decide if he’d like to use any of them for the picnic.

Discussion of the adult banquet for the reunion was as follows:  Spearhead: Henry Green Date: Saturday, July 26, 2008.  At the next meeting information including entertainment and costs, menu and costs, location and costs, type of affair, etc. should be presented.  Dessa’s friend is donating a cake for the banquet that could possibly include a picture of Mama and Papa.

Discussion of the church service for the reunion was as follows:  Spearhead: Odessa Lazard Date: Sunday, July 27, 2008.  Discussion was what church should be able to accommodate all of us; Mt. Olive is too small; Jason’s church, Macedonia, was suggested because of the size, and being in Pittsburgh we would all be able to get to it easily.  Being that Jason is a minister at the church it would be nice to attend there especially since many of us have not been there and with ample notice he would make sure we were welcomed properly. 

Discussion of the fundraisers for the reunion was as follows:  Spearhead: Karen Bryant Miller.   Discussed if we wanted to choose a fundraiser where family members would sell something for example the scratch-off fundraiser.  Issue became: sometimes people agree to sell something, don’t sell it and then they wouldn’t want to be held accountable for it.  Another fundraising discussion included having a family talent show/gospel extravaganza where family would put on a show that showcases their talents whether it be singing, dancing, playing instruments, etc.  Dessa suggested that if different family members agree to perform, we could charge for entrance and could raise a decent amount of money.  Jason volunteered to have his actual band play but the talent show probably couldn’t be put together until November.  Since Kerry is spearheading fundraising, Jason can work the details out with Kerry to determine if this is something that we’d like to do and what it would entail.  It was also suggested that if we are able to have the talent show/extravaganza that someone videotape it so those who live out of town could see it.  Dessa also suggested holding a fundraiser in Colorado as well.  In addition, Dessa suggested selling Jason’s CD for Mother’s Day next year as a fundraiser.  It was concluded that more than one fundraiser could be done.  It was suggested that Kerry use the website to find out if people are interested in selling things, doing car washes, etc. to help her make an informed decision as far as fundraising.   At the next meeting, Kerry should present fundraising ideas and details so that a decision about fundraising can be made and put in motion.

The purpose of fundraising is to offset the cost of the reunion such as paying for the halls, food, goodie bags, etc. so that the reunion cost for family members is minimal.  Its purpose is not for purchasing airline tickets, hotel reservations, etc. 

Discussion about who is invited to the family reunion was as follows:  The family reunion is for family – not friends!!  Just because you’ve had a friend for 40 years and he/she knows your family doesn’t mean that they should attend the family reunion.  Two examples were provided to support the discussion:  In Denver at a family reunion a shooting occurred because a friend of a family member saw another person (not a family member) that they didn’t like and several people were shot as a result.  Also, Danny’s daughter was having a party to celebrate her 21^st birthday that was going nicely; they even had an off-duty officer there for security purposes.  A thirty one year old non family member came to the party wanting to shoot her brother!  A ruckus broke out and police from several towns were needed to break things up.  Our concern is for our family’s safety.  Our older relatives shouldn’t have to worry about chaos breaking out because of someone who isn’t even related to us.  It was agreed that only family members and significant others are invited to the reunion because the line has to be drawn somewhere.  

Discussion of the t-shirts for the reunion was as follows:  Spearhead: Irene Reddick.  Information needed: costs of t-shirts per size, suggestions of colors, logos, etc.  Suggestion was to ask Teenie Genes for help because as a caterer for so many years, she knows how to get good t-shirts for a bargain.

Discussion of the hotels for the reunion was as follows:  Co-Spearheads: Tara DuPree Parks & Sue Capel. Hotels that were suggested were near the Pittsburgh airport and in Center Township.  Information needed:  costs and what’s included; discounts with blocks, etc. Sue and Tara should work together to present the best deals for family at the next meeting.

Discussion of travel for the reunion:  Co-Spearheads: Tara and Tim Parks They are travel agents and will be available to get the best deals on airline tickets, as well as car rentals. 

Discussion of the photographer/videographer for the reunion was as follows:  Dessa will contact Larry Stokes to video our reunion “free” or discounted for all four days.  If this happens, the DVD’s will be available for sale.  Huck will work with Dessa to find a photographer for the reunion.

RSVP’s:  It was suggested that we start getting a head count so we will know how to plan accordingly.  In order to order food, know how many rooms to block off in hotels, etc., we need to find out who is actually planning on attending.  The website has a RSVP feature that will be activated immediately so family members can go on and let us know if they’re planning to attend.

Website Discussion:  In addition to the RSVP page, the website is available for family communication.  If you’re looking for someone to help you do legwork, use message boards, guestbook, etc. to get help.  Dessa would like to survey the family about what they’d like to see at the family reunion.  Questions will be sent to Huck and a poll will be uploaded.  A notice will be put on the first page to inform family of the new poll. Poll section is available to all committee members. 

Website Comments:

The website is obviously being used but not for communication.  Family members are looking at pictures but aren’t communicating.  This can be a valuable communication tool if we would just use it! The quiz is enjoyable and looking forward to the next one.

Cost per person/family:  Discussed not being able to come up with cost per family or per person until we get details from each particular activity/event chairperson.  Hopefully at the next teleconference, we’ll be in a better position to make that decision.

Next teleconference will be held on Saturday, June 9, 2007 @ 12 noon.  The purpose will be to get details from spear-headers on the various events so decisions can be made as to locations, entertainment, menus, etc.   for our 2008 reunion events/activities. 

Below you will see pictures of family members who attended George Dupree's Homegoing Service.

Ashley Bryant is a graduate student at Yale University majoring in drama.  She starred as Roberta Flack in the "Donny Hathaway Story" play on February 24, 2007 at the Yale Cabaret which is required "work" for the School of Drama.  She is required to do several roles per year.  Below please enjoy pictures from her performance.