PlayNC Board Meeting Minutes
Date: May 20, 2025
Location: Zoom
Prepared by: Josh Slezak
1. Carnival Fundraiser – Concept Approval
The board voted unanimously to move forward with planning a carnival-style fundraiser in partnership with South Durham Little League (SDLL).
- Purpose: Raise money for SDLL’s fall season and increase community engagement.
- Fundraising Goal: $5,000
- Tentative Date: Saturday, August 16, 2025
- Rain Date: Saturday, August 23, 2025
2. Event Structure and Format
The event will operate like a carnival, with the following components:
- Ticket-based games: Attendees purchase game tickets and receive prize tickets for winning.
- Prize booth: Centralized station where attendees redeem prize tickets for items.
- Unlimited wristband option ($25–$30) for all-day access to games, with some limitations on high-reward stations.
- Grand finale competition: Top performers in competitive games return for a final round with premium prizes.
- Additional attractions: Potential for dunk tank, yard games, and family-friendly side activities.
3. Target Audience and Scheduling
- The event will be marketed primarily to SDLL families, but outreach may expand to other Little Leagues in Durham, Cary, Raleigh, and surrounding areas.
- To manage flow and crowd size, arrival times and game categories will be staggered by age group (e.g., younger kids earlier in the day, older kids later).
- Finale will be scheduled near the end of the event (~6:15 PM).
4. Volunteers and Staffing
- Goal: Recruit ~40 volunteers, split into two shifts.
- SDLL is expected to supply a significant number of volunteers, particularly for setup and field logistics.
- PlayNC board members and community contacts will also contribute.
5. Equipment and Costs
- Most game setups will be constructed from low-cost materials (e.g., pallets) and use existing SDLL equipment.
- Estimated budget for materials: ~$500
- Any equipment built can be reused in future years.
6. Food and Concessions
- Goal: Book at least two meal food trucks and one dessert truck (e.g., funnel cakes, cotton candy).
- Drinks may be sold directly by PlayNC as a fundraiser.
- Preference for carnival-style food to fit the theme.
7. Prizes and Sponsorships
- Prizes will be donated or low-cost items with high perceived value for kids:
- Custom-taped wiffle ball bats
- Baseball cards (team bundles)
- Raffle items or game tickets (e.g., Durham Bulls)
- Board members will each aim to secure at least one prize donation by the next meeting.
- Partnership with SDLL may help connect with local business sponsors through their parent network.
8. Additional Items
- Logistics such as bathrooms (likely Porta Potties), parking, and field layout need to be discussed with SDLL.
- A rain contingency plan will include public communication of the backup date.
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A timeline will need to be developed for volunteer recruitment, prize acquisition, the building of the games, etc.
- Mentioned that if the event grows in future years, it may need to move to a larger venue (e.g., Durham Athletic Park).
- Members agreed that a collaborative structure with SDLL is ideal, treating volunteers from both organizations as a unified team.
9. Other Business
- A recent tow incident involving participants after a PlayNC Wiffle Ball game was discussed. While unfortunate, no reimbursement is expected or required.
- A brief update was shared on the July 9 Cornhole Tournament, which is mostly organized. Prize donations for this event are also welcome.
10. Adjournment
Meeting adjourned following a unanimous motion.
Next steps include:
- Ryan confirming event logistics with SDLL
- Board members beginning outreach for prize and sponsor donations
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Initial food truck research underway