The 2010 Business Report

The 2010 Business Report

By DIANNE SALES

President:  D’Arcy BryanWilson

Vice-President:  Sam Bryan 

(not at Reunion this year)

Treasurer:  Becca Clark

Secretary:  Dianne Sales

Copies of the Treasurer’s report (below), prepared and presented by our Treasurer, were handed out to those in attendance, and the meeting was called to order by our President.

NEW BUSINESS

• The Reunion grounds flooded twice this year, and the propane washed away.  The electric and phone were also affected by the floods this year.
• Money for the crossing repair twice this year is not included in the treasurer’s report.  $6,000 was spent for those repairs.  Walter Bryan will be raising donations to pay for those expenses, outside of the Reunion Fund.
• The treasurer’s report does not cover bills yet for this year’s Reunion expenses, nor does it cover donations that will be made this year.
• Several people are talking with Buddy Rivers about a permanent solution to the flooding.  The whole creek and dam need to be fixed.  Water comes to us fast and the trees and brush spread it out.  Long term solution is to clean out the creek.  We need to be considerate of our neighbors in whatever is done, since it will affect them too.  Buddy Rivers is working on a plan.  It will be a big project.  He is working on getting help from the government or county conservation office.  He has started the project by exploring long term solutions.  We need a plan first.  If we start with a soil conservation survey, then help may be available at no cost to us.  Buddy was a highway engineer.  Buddy spent 2 days overseeing the repair work on the fixes made this year.  FEMA money may be available for the flood situation.  The goal is to look for funds available to fix the flooding problem, at no cost to us.  Someone mentioned that they thought one of Judy Gentry’s boys works for FEMA (Jason).  Someone suggested that someone local talk to Judge Charlie Bell, for information on what is available.  He is the County Judge and may know of other resources.  David Blackburn offered to talk with Judge Bell.
• D’Arcy noted that she would send a “thank you” note to Buddy for helping us with this.
• Mitzi Gimenez reminded everyone that contributions are needed from those staying at the Reunion this year.  We need to remind everyone what money is used for the different accounts.  It is recommended that those who are able, contribute $35 per person for the weekend to cover their share of food, electricity and supplies expenses for the reunion.  Those staying with RVs and using utilities, should contribute $50 per person for the weekend.
• The General Fund is one account and goes to cover several things, including electricity, phone, propane, grounds upkeep, meat, eggs, bread.
• Walter and Barbara Bryan took care of the crossing repair expenses and will be looking for private donations to cover those expenses.  
• There is also a separate Cemetery Fund, for those wishing to donate to that.  That Fund helps with upkeep and maintenance on the Margaret Cemetery, where many of our relatives are buried.
• Lucille Holman wanted to remind everyone that the Drinking Water is for drinking only, not for bathing feet.  The well did not test out for drinking quality this year, although it is being treated with chlorine.  Therefore, DO NOT drink the well water. 
• Someone asked about the status of the Family Quilt.  It is being worked on by D’Arcy Bryan-Wilson.  (Although the Secretary was told after the Reunion that D’Arcy is not able to do the quilt, so that job is now open for another volunteer.  Anyone interested?)
• The well.  The water is currently contaminated, but is expected to eventually clear up following treatment with chlorine.  Jim Robinson and James Shultz took water samples to Crowell for testing.  Those in attendance acknowledged their work on this and thanked them.  Jim said they would keep working on it as long as necessary.

JOBS FOR NEXT YEAR

• Judy Gentry will do the gifts for new babies.
• Beverly Jones will do the gift for newlyweds (she will give them a set of Reunion cookbooks).  Great idea!
• Beverly commented that we need better participation next year in welcoming our newlyweds.  There was not enough participation this year.  You don’t have to give kisses if you don’t want, but at least go up and say “welcome to the family”.
• Judy Gentry said if there were any children who didn’t get baby blankets, to let her know, if you need one.
• Suzy Mooney will do the gift next year for the farthest travelled.
• Hulett Jones will do the gift for the eldest gentleman.
• Beverly Jones will do the gift for the eldest lady (until she becomes that person).
• Mike & Celeste Wesley were not able to be here this year, so they asked Sydney and Morgan to assist Little Beaver with the Treasure Hunt this year.  Thanks to both of them!  We will assume Mike & Celeste will help with Little Beaver for next year, and someone will contact them to confirm that.
• Agnes Giles will do the gift for the longest wed.
• Officers are for 2-year terms, except Becca Clark has offered to be Treasurer as long as she is able, and Dianne Sales has offered to be Secretary as long as she is able.  D’Arcy has requested that we elect someone else to be President for next year.  The President is in charge of making sure arrangements are made for Work Week and for the Reunion, and will be the person to contact in case of emergencies, such as the flooding this year.  The Treasurer cannot make emergency spending decisions without directions from the President.  The President can consult with other family members before making spending decisions.
• Dianne Sales suggested that we put together a set of Standard Operating Procedures (SOP) for the Reunion organization duties and responsibilities, as well as writing down traditions so the next generation of officers and volunteers will know what is needed and expected of them.  Beverly Jones offered to consult on that.  Walter and Barbara will help too.  Kevin Murphy offered to help too.  Barbara Bryan offered to make updates to the Mule Creek Directory.  Susie Mooney said if anyone has address changes, to send them to Barbara Bryan.
• Any volunteers to take over the Newsletter?  Hulett Jones volunteered.  Yea!  So, if anyone has stories, family events, graduations, births, deaths, weddings, etc., send that info to Hulett.
• We need to replace one stove in the kitchen that is not working.  Becca & Craig Clark will be donating a refrigerator.  Scott Mauldin will take care of the new stove.  Thanks, y’all!
• Discussion was then about nominations for a new President.  Sam Bryan is Vice-President and was unable to attend Reunion this year, so it would be unfair to put him in as President for this coming year.  Several suggestions were made, but those nominated could not take on that role, for a variety of reasons.  A nomination was made that Mitzi Gimenez be our new President.  She accepted the challenge and the nomination was seconded.  There was discussion on the duties of the President and Dianne Sales offered to interview Beverly and others to begin typing up an SOP of duties.  Barbara Bryan offered to assist with this project and began by making a list of Advisors to the President that can be contacted for consultation.  One thing the President needs to do is build up connections so communications will go smoothly in preparing for each year’s events for Work Week and the Reunion, and for handling any emergencies during the year.  Any requests for Reunion funds for purchases or services, should go to the President, who will communicate them to the Treasurer, Becca.  Becca will handle reimbursement for authorized expenses.  Please keep your receipts and make sure Becca gets them.  Mitzi will make the decisions on emergency expenses, with consultation of her helpers.  Mitzi can call anyone for advice and consultation.  She can call Walter & Barbara Bryan, Beverly Jones, Lucy Holman, etc.
• Thank you’s were offered to D’Arcy for being our President this past year and for filling in for Clyde Bryan as MC for the Talent Show and events on Saturday night, since he was not able to be here this year.  Thanks, D’Arcy!

EDITOR’S NOTE:

Please see updates regarding the well here

If any corrections, please have at the ready for this year’s business meeting. You may also email Dianne Sales at dianne.sales (at) sbcglobal.net

The 2010 Treasurer's Report

The Treasurer’s Report

By BECCA CLARK

INCOME

Beginning Balance, August 30, 2009 $6,141.02

General Fund $4,701.02

Crossing Fund $   940.00

Special Projects $   500.00

Reunion 2009 Donation $4,850.00

Raffle donations $1,545.00

Donations throughout the year $   360.00

Subtotal, Income               $12,896.02

EXPENSES

Adkins Oil $534.04

Phone $300.00

SWRE, electricity $908.90

Meat, eggs, bread 2009 $733.49

Pump-house expenses $863.90

Fans $300.00

James Shultz $500.00

Electrical Upgrade $360.00

Lawn mowers, paper goods $522.29

Appliances, Website, 

Newsletter $937.74

Subtotal, Expenses [$5,960.36]

Balance as of August 30, 2010 $6,935.66

General Fund $5,495.66

Crossing Fund $   940.00

Special Projects $   500.00

Note:  This does not reflect any monies out to fix the crossing twice this year.

The 2010 Raffle Report

The Raffle Report

By TRUDY ROBINSON

At the 2010 reunion, the raffle was successful in bringing in $1235.  There were 159 items generously donated for the raffle. For success, it requires the generosity of both the donated items and the ticket buyers. Both elements came through with flying colors.

I really appreciated all the raffle items that were sent ahead of time. This allowed me to get a head start on logging items in and getting them ready for display early Saturday morning. Please send as much as you can ahead of time, again this year, and feel free to bring additional items with you. However, the more I can do in advance, the smoother the process will be.

This will be our 2nd year to have a permanent structure for the raffle. It is in my plans to work on getting the gables and at least one end wall completed at Work Week, thus improving security of the raffle items from any inclement weather.  This is an on-going expense out of my own pocket, so any donations will be humbly accepted and very much appreciated. I am so pleased (as I am sure you are) to be able shelter the items from wind, rain and sand.

We need plastic stacking cups to use in the raffle for ticket collections. Sunsweet Prunes has the perfect size. It is a white cup with blue lid (approximately 20 oz). It has a paper sleeve around the cup, but the plastic cup is white. If you consume prunes, please consider this brand and size and save the cups and lids for the reunion. I need about 200 and I don't think I can eat that many by reunion time.

Please use the below address to send raffle items or list of items you plan to bring.  

Trudy E. Robinson

625 N. 3rd

P.O. Box 96

Crowell, TX 79227

Margaret Cemetery Fund

MARGARET CEMETERY FUND

By JACKIE SHULTZ

The Margaret Cemetery bank account is still in the black with many thanks to some generous donations at Reunion 2010 and memorials received since then on behalf of Jeannie Crumley and Bill Moore.

Hired hands for up-keep on the cemetery from September 2010 to June 2011 amounted to almost $900.  Because I am not physically able to do as much free labor as I have in the past, I have to depend on hiring outside help to assist with the mowing, cleaning, etc. The checking account, as of June 2011, has just over $1100, but as the weather permits, I will be hiring more help this summer (2011) to clean out the dead trees and brush from the west side. We had all of the ground mowed short before the wild flowers came up and now that they have finished blooming it is time to start mowing again. However, with these unusual 100 degree plus days, no one needs to be down there on a lawn mower. As soon as we get a few cooler days, I will arrange for hired hands to start mowing and cleaning up brush.

The CD's total to just over $13,000.  The CD's are not used for maintenance, but are held for reserve. Interest on the CD's (approximately $200 total) roll over into the checking account to help cover yearly expenses.

It is sad, but all the contributors outside of family are now gone. Please remember our dear loved ones who are buried at the Margaret Cemetery and continue to contribute to the care of their graves.

Many thanks to you all for your continued support.

The Quilt Report

THE QUILT REPORT

By NOBODY

The quilt raffle has been an amazing tradition in our family. It also has raised quite a bit of  money. Currently, no one has taken the reins to continue the tradition. It is a lot of work:  a labor of love.

If you feel you are up to the task, The Mule Creek News would be proud to announce your extreme awesomeness, and will feature your efforts proudly in the next edition.

Business Meeting Minutes 2009

The headcount for this year’s Reunion was 176 humans and 8 dogs.

Trudy Robinson, our Acting President, opened the meeting by passing out an agenda.

1. Well house and prospect of drilling new well.

2. General needs. The refrigerator space is okay; icemaker is okay; Pearl & Hardy – remember about paper use policy – use

trash can, don’t flush.

3. Electrical. We doubled usage ability. Cost is $80/mo.

Raffle. We took in $1545 last year for the raffle items. There were 280 items. It is a big chore to get all those items logged in and labeled. Trudy can’t do that and be President. For next year’s Reunion, she is requesting that you ship your donation items, in advance, so they can be labeled and logged in. Label item with who donated it and what it is, so it can be easily identified. Mail to Trudy in advance to: (contact blog administrator for address/phone)

Trudy is planning to create a permanent structure on the slab of the old “Hardy” & “Pearl” to be used for the raffle items during the Reunion. She will be using her own money, but will accept donations. The structure will have light and air conditioning. This will eliminate bad weather interruptions, including rain or wind.

If you have a large number of items to donate for the raffle, send a list by email and she can log them in ahead; and you can bring them to the Reunion yourself, instead of mailing them.

Financial Report. Becca passed out a Treasurer’s Report.

We had a beginning balance on August 28, 2008, of $2,843.19. We took in $9,151.40 in income during 2008. Expenses were $3,010.38.

The balance as of August 30, 2009, was $6,141.02.

We have a separate Reunion account now for checks to be deposited in. New checks were purchased for this account. Thanks for all the donations last year! Keep them coming! Contributions need to be $40 instead of $30 now, per weekend for each person attending the Reunion. Give what you can. If can give more, do, to help cover those who may not be able to afford $40. Pay what you can to help cover Reunion expenses. Can take cash with a name to log in. Everyone should pay $40 per person for the weekend, if at all possible. If use electricity with an RV, pay more. Make checks out to the Baker Reunion.

Grounds upkeep goes on all year long. Big applause to all who help during the year who live nearby!!!

Also, a big thank-you to Nit for all the gardening projects all around which beautify our grounds for all to enjoy!

The Margaret Cemetery meeting was on Saturday. Minutes from that meeting will also be in the newsletter. There are cold drinks in an ice chest for $1/can donation. These funds will go to the cemetery fund along with other fundraising efforts.

Cookbook report – per Beverly Jones, cookbooks will be available for several years to purchase, but it will be a big help if you can purchase this year if you can. The cookbooks are historical as well as including great recipes and pictures.

David Jones’ recipe for bachelors was good! If you want cookbooks for Christmas gifts, you can order them from Beverly at any time. Mailing fee is still considerable. 1 cookbook is $4.95 for postage. Better to buy more than one. Fee $15 for new one; $14 for reprint of “Baker’s Dozen”, our first published cookbook. Can also add own recipes to the book. And share new ones. We took in $1200 to $1300 for the cookbooks.

The quilt raffle took in $400, but still have expenses to deduct; so are covered for those. Raffle tickets are still for sale.

Thanks to Mitzi and Alain for the DVDs they made and mailed out. They netted $500 for the Reunion. Someone asked if photos can be purchased from Alain. If anyone would like copies of the photos, $20 to $25 should cover the costs.

Thank you to Beverly for all of her work on the cookbooks, as well as for the helpers for typing up the recipes! A big thanks to Jenny and Mitzi also for their service on the Jubilee Committee. They also helped Trudy with back-up support.

Thank you to Trudy and Becca for the Jubilee cake, (which was beautiful, by the way!). It was a joint venture – thanks to all for making it a celebration to remember – 75 years of treasured family gatherings like no others!!

Thanks to Beverly for all of her work on the quilts! Beverly was honored Saturday Night with an “Aunt Clyde” award during the family talent show events. Aunt Clyde’s spirit of love and service has enriched all of our lives and still lives on.

Elections for 2010 officers – Trudy came in and finished the term of James and Jennifer Crumley. Trudy says she can’t do this and the raffle. We need new officers. Someone nominated Jennifer and Mark Parrish. They declined, since they put in so much work for the Jubilee celebration. This is not a good time for them. Clyde and Linda? They think we need some younger blood.

D’Arcy and Kevin were nominated and verbally confirmed as our new Presidents. Sam Bryan was nominated to be Vice President. That nomination was seconded and confirmed. Becca has offered to remain as Treasurer as long as she can. Trudy will do the raffle. Judy Gentry will do the baby quilt. Dianne Sales will be recording secretary, as long as she is able. Items for awards – any changes? Susan Bryan will do the newlywed award. Susie Mooney will do the farthest travelled. Celeste Wesley will assist Little Beaver with the Treasure Hunt (and bring coffee). Agnes Giles will do the Longest Wed gift. D’Arcy wants to arrange for the next quilt.

Grounds up-keep. There is a minimum $300 charge for the land line at the Reunion grounds. We must keep the phone and electricity on at the grounds. When James or others are out there working on upkeep it is important to be able to use a phone.

Cell phones are not always reliable out there. (Note: The week following this year’s Reunion, James Shultz was at the grounds working and got caught in a down pour. He ended up spending two nights there because the water got too high and was too swift to wade out. It didn’t quite get into the building. James, we appreciate you and are glad you were safe! The expense for the phone and electricity is money well spent!).

Up-date on folks responsible for bringing needed items. New tables were donated by Lucy. We need new plastic chairs. Please bring garage sale items, or catch a good sale on chairs and tables. We can always use more. Bring a couple of chairs with you next year, if you can.

Margaret Cemetery Report – meeting was held on Saturday and notes taken then.

Other business – Mitzi announced a photo op for those eating watermelon.

Judy Gentry offered to do a baby quilt for any new babies next year. Let her know if you know of any new babies coming into the fold this next year. There are still some Jubilee T-shirts left for purchase. See Mitzi or Jennifer.

(minutes taken by Dianne Sales)

Reunion Raffle 2009

At the 2009 reunion, the raffle brought in a whopping $1545. There were 280 items donated for the raffle, which enticed ticket buyers to purchase additional tickets, so they could bid on several items of interest. Thank you each and everyone, for your generous support.

The logging in and setting up of each item is very time consuming. With that said, I would really appreciate items sent in, as much in advance as possible. You can ship or deliver items to me. If that is not convenient, then at least drop me a note with what items you will be bringing, so I can get a head start on logging them in. Please feel free to bring additional items with you, but the more I can do in advance, the smoother the process will be.

Also, to my delight and to yours, we will have a permanent structure for the raffle this year. It is to be delivered and set-up just before Work Week. It is a metal carport with two sides enclosed. Eventually, the ends will also be enclosed, but I ran out of money I had saved for this project, so this is just a start. This will shelter the items from wind, rain and sand and will give us more space to spread out, so items will be

more visible and matching ticket cans will be easily located.

Please use the below address to send raffle items or list of items you plan to bring. Also, I will most humbly be accepting any cash donations you might wish to sent, to help off-set my "out of pocket" expenses on the building and future expansions/improvements.

Trudy Robinson

(Contact Administrator of this blog for contact information)