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Committee approves modest spending for staff meals, coffee and decorations; confirms Thanksgiving and Christmas plans
Summary
The committee approved funding to provide lunch for up to 76 volunteer staff at $10 per person, agreed to up to $150 for coffee for a wills-and-estates lecture, set a $500 cap for Thanksgiving decorations (and an ancillary tea-light spending limit), and approved six $25 raffle gift cards. The Christmas social and a children's choir for Dec. 19 were also confirmed.
The Elderly Affairs committee approved several budget items and event plans for the coming weeks, including meals for volunteer staff, coffee for a wills-and-estates lecture, decorations for the Thanksgiving social, and prizes for a raffle.
Staff meals: Committee members discussed requests from a partnering organization (referred to in the transcript as "Celebrity School") for lunch for staff who will provide services at an upcoming event. After discussing per-person cost estimates between $8–$12, the committee voted to order lunch for up to 76 staff members at a maximum of $10 per person. The motion was seconded and carried by voice vote. Members tasked volunteers to confirm vendor pricing and delivery logistics; Jersey Mike's and other local caterers were mentioned as possible vendors.
Wills and estates lecture: For a Dec. 5 lecture on wills and estates, members agreed to accept donated services where available and to purchase coffee/creamer/sugar if needed. The committee authorized spending up to $150 for coffee and related items; the motion was seconded and approved.
Thanksgiving decorations and catering: Committee members reviewed a catering quote (a buffet price of $1,800 for ~120 people appeared in discussion) and talked through table décor, centerpieces, battery-operated tea lights and tablecloth color choices. The committee approved a motion to allocate up to $500 for decorations (centerpieces/garlands/table décor) and separately discussed a $7.50-per-item limit for tea lights; the motion(s) were seconded and carried.
Prizes and Christmas arrangements: The committee approved purchasing six $25 gift cards for raffle prizes at the Thanksgiving event. It also confirmed the Christmas social for Friday, Dec. 19, at about 12:30 p.m. and voted to invite a children's choir (transcribed as "High LDM Elementary") to perform during the Christmas social.
Registration policy and logistics: Members reiterated that catered lunches will be provided only to attendees who pre-register; flyers should state registration requirements clearly. Several sponsorship offers were noted (ChenMed, Humana) to help with refreshments. The committee emphasized volunteers should confirm invoices and W-9 forms for vendors where required.
Why it matters: The approved expenditures enable committee-run social services for seniors and volunteers, while the registration policy aims to ensure catering budgets align with attendee lists. The decisions allocate modest sums from the committee’s event budget and set specific limits for vendors and purchases.
Next steps: Volunteers will confirm vendor pricing and delivery times; Nancy and Pedro will follow up on event logistics; the committee will publish event times and registration instructions on flyers.
