ATTENDANCE 

Present: Bob, Ted, Laura, Diane, Julie, Coni, Walter, Linda, Curtis, Mike, Katie, Mary-Ellen

Excused: Erika

Unexcused: none 

TREASURER’S REPORT 

      We have $629. This money will be used to pay for our credit card every month. Diane cannot get onto our Paypal. Mike says that the Paypal account is all set, however, her username and password might not be what it is. Mike will try to work with Diane on this issue. Otherwise, she might have to call Paypal. We will try to settle this ASAP. 

OLD BUSINESS 

      Vendors

             Erika has exchanged letters with Matt. She has received some correspondence from vendors. She has not received any money from them. She will be called during the break. We contacted Erika. She spoke with Matt. He cannot produce a copy of the contract. She did send him a flyer and a contract for vending. He is interested in vending. She told him that she will try to not have other vendors selling food on the main stage. He plans to sell hotdogs and other such food.  

      Webster Place

            They will be sending a check, but they are waiting for a contract. There is no other status from last week. 

      Poker Night

            We are on a list of interested organizations for next year. We are still waiting to hear back from Dave regarding the Poker Room.  

      Job Descriptions

            Julie is still waiting for most of the job descriptions. She currently has two completed descriptions and three partials. We also mentioned that everyone’s contact lists should be included so that we will have them on file. Bob will be sending out an email with a deadline for this. The deadline will be May 1^st. 

      Valentine’s Day Dance

            We have not had the meeting yet. We made $286, but we do have some receipts that need to be paid back for. The band received $174. We will discuss this at a later date so that we can have a meeting with Jean.  

      Member Dues

            In order to help our board participation, Curtis had brought up possibly charging dues to the board members. In order to help alleviate the costs to board members that cannot afford to pay for these dues, Laura suggested a point system to help waive the fees. We plan to wait and discuss this at a later date because the festival is so close. 

      Sam’s Club

            All of the paperwork is in. Julie is handing around a sign-up sheet to work at Sam’s Club. Julie will send out an email to everyone. 

      Spring Fling

            Coni, Laura, and Julie are trying to put on a dance for April 25^th. They are planning to have it at the Good Shepherd Church. The cost is $200, but we are trying to get them to lower the cost. Julie is looking into getting Joel to DJ the dance. He will charge us $200, which is a great deal. They would like all of the board members to bring a dish; she will have a sign-up sheet for this. For raffles we could do t-shirts, candles, and other simple items. Julie mentioned that this could be a “last-chance dance”. This could be the last chance to buy tickets to the festival at the discounted rate. Also, Julie wants to have sign-ups for cleanup and teardown. We will do a flyer that will say what we will be having for food. We will also need plates and decorations. Curtis mentioned that we could decorate it as “Half Moon”. That could be our theme since it is the “last chance”. We will need to sell about 50 tickets at $10 in order to make money. Laura will print tickets and begin making flyers. We will continue planning and we will email all of the final information. 

      Radios

            Radios need their three-year checkup. This will cost about $250 to do. We have plenty of extra batteries. The chargers need servicing also. Curtis mentioned that we should see if they will be willing to let us wait until after the festival to pay for it. Bob appointed Curtis to do the radios.  

      Rockwall

            Katie wanted to mention that her kids loved the rockwall. Ted mentioned that we will have to raise the price in order to have the rockwall again this year. The rockwall that we had was used by a lot of patrons and it was cheaper than many other places that have rockwalls. Katie thinks that it is a good attraction and that it is enjoyed by our patrons. We need more information in order to do this. 

      Volunteers

            Julie wanted to mention that all volunteers need to go through Julie. We are only doing 100 meals. This includes us and our assistants. We have 35 staff members, including assistants. Julie has three houses booked for the festival. Julie received a request to have the shifts sent to Julie two weeks prior to the festival. Volunteers will be receiving special tickets so that we will know who they are. Julie also went over the amount of volunteers that each coordinator and director will be allowed to have at the festival. She will email these numbers out. Also, someone will need to be at the gate all weekend.  

BREAK

 

NEW BUSINESS

 

      Open Discussion

            Safety – Ted designated three spots and one roaming person for the festival. Every hour the roaming person will check into the designated area.

            Volunteers – Julie has about 40 volunteers. Julie wants to make it that all volunteers must be on site on Thursday night for next year. She will need to make up tickets to send to the houses. Julie would like to keep it at this number, which includes the house staff also. Julie would also like to have everyone’s assistant also so that she can keep track. Ted wanted to know if he can have an assistant for safety. Julie said that this is already in her number. We also still need to discuss breakfast and how we will be planning to make this happen. Curtis also wanted to mention that Walter and Linda will be back at the festival again this year. Curtis wanted to also mention that we used to make coffee available to the volunteers in the morning. Curtis thinks that memorabilia would be a good place to set up coffee and breakfast. Also, we are assuming that archives will be placed in this area also. Julie wanted to make sure that we will be having tickets for this breakfast. Katie mentioned that she may be able to get many of the items donated from her work. Bob would like to have everything in writing so that we can have this planned out right.

            Memorabilia – We will be working with the same people as last year. Curtis would like to shave off $1,500 from the price that we paid last year. He does not plan on purchasing nearly as many shirts this year. We still need logos for the back of our t-shirts.

            Contracts – United Rental is the company that sends us our generators. It is the same as last year. However, Curtis believes that there are many things that we received that we do not need and that we might not have used last year. We will not know the drop-off or pick-up times until we sign the contract. We are waiting to hear back from MTS for a quote on golf carts. Dave’s Septic plans to have the same contract as last year. Curtis received a forwarded email from utility Bill regarding porter-potties for our festival. Curtis thinks that we should at least see what they will charge us for the same service. Waste Management will charge us $600 for our festival this year, which is the same that they have been charging us for the past few years. We are able to go ahead and sign a contract with Common Man. Ted will call Erika just to make sure she got back the receipt from the certified mail.

            Webpage – Mike would like to add the names of the performers and workshop providers to the website. He would also like to add our upcoming events to the website. Bob will send Mike some information regarding our upcoming events. Also, Mike mentioned that we can purchase a program through Constant Contact that will help us if we would like to start an email list. The software will filter out who gets which emails. This costs about $15 a month. This would allow us to do things such as send out a monthly newsletter, flyers, holiday cards, and other things. Also, we should think about making a monthly newsletter. We will look into this over the next couple weeks and bring the information back to the next meeting.

            Children’s – Katie plans to have everything that she needs donated and she doesn’t want to spend any money. She plans to be doing a pirate theme. She also wants to have a treasure hunt. She also wants to have a Rockband competition.

            Workshops – Mary-Ellen plans to contact the workshop providers from last year to see what she will be able to put together with that. She has a large list of workshops that she is planning. She will send Laura information for the program as she receives it.

 

The next meeting will be March 18^th.

 

      Lord’s Prayer