We had a winterfest this last weekend. We had a new parent take charge of the raffle portion of the festival (she is not an officer). She, of course, reports to the chair. This year the festival committee decided to sell tickets to the raffle in advance but it looks like there were some organization problems.
1. I have a list of companies that donated and what they donated (I offered to write all of the thank you notes) but not everything on the list was raffled. There were 2 sets of Pro Hockey game tickets that were never raffled that I'm aware of.
2. Not everyone who purchased advance tickets made it to the final "bin". I know this because my husband was signed up to help out in the raffle area the last two hours. After his first hour was up he told me that he hadn't seen one of the tickets that should have had our name on it (we purchased 13 books of 6 tickets at $5 each so that was 78 tickets for $65). To make sure we brought home the remaining unraffled tickets and none of ours were in there. I'm not as concerned about our tickets but if ours weren't in there how many other families weren't put in the "bin" either (I do know of at least one other family).
3. Some of the tickets in the bin were still stapled together (meaning they only had 1 chance to win instead of 6) and others in the bin were blank.
4. She was alloted by the officers a maximum of $200 to spend on some bigger prizes for the raffle (we had a $200 cash donation) except she turned in receipts for almost $300 worth.
As president, should I address these issues with the chairperson (who is also the VP) and find out his version of the story? Should I question the person in charge of the raffle? I feel rather bad about families who purchased tickets and good faith and were not even given a chance to win but I have no way of knowing which families these are. Some tickets may still be in teachers' desk (whom the raffle lady placed in charge of keeping track of pre-ticket sales which I would have never done) and we may be able to return those families money and raffle tickets with an apology letter. My personal tickets, however, were handed direclty to the raffle lady the night before the festival. I accidently found one set of hockey tickets that should have been raffled in her folder (she asked us to place some kind of list in the folder before we left and that's when I noticed the tickets still in her folder). When our treasurer asked her about the $300 in receipts she said that the chair (vp) gave her the go ahead to spend whatever she felt needed to be spent. If this was the case, the chair never received approval from the other officers.
Does anyone have any advice for me???
