September 3, 2008
Harvesting Capabilities Board Meeting
Present: Mike Hines, Jeff Morehead, Lori Holderman, Alan Myers, Judy Dugan, Gail VanDyke, Eva & Ron Wildrick, Herschel Gully
The meeting opened with prayer by Mike.
Treasury Report: We have $682.72 in our account.
Please check out www.communityconnect.com by the next meeting. This is the company that helps with fundraising by use of travel deals. We will have a contract from them to discuss at our next meeting.
Discussion regarding assigned duties for the chili cook-off:
1. Herschel and Alan – We voted not to purchase yard signs, Alan will get with Samantha at the radio station about the proposal (we are going with the 80 ads that we have starting 2 weeks prior to event, no live remote), Herschel will check on other signs and banners, sponsor signs will be printed on the computer and hung on poles and buildings at the fairgrounds on the day of event.
2. Eva - has letter ready to go to Peru Tribune, has talked to several businesses about donations.
3. Mike - Supplies: Mike has a good lead from Sam’s Club on a donation of supplies. A request letter w/Federal ID number was faxed to them on September 4. Mike will check with Dean’s Foods.
* Hershel will take over on insurance. Mike and Jeff didn’t hear back on a policy and we have to have the insurance policy before we can officially reserve the fairgrounds.
4. Ashley – website (still under construction?)
5. Gail – money, registrations and loan of equipment (we have 3 or 4 propane cookers we can loan to teams and the Chamber has 12 canopies they can loan) Gail will keep track of who borrows what equipment; also entrants and sponsors need to get a written receipt.
6. Judy and Brittany - ticket sales at the door. Judy will take over assembly of the packets/tickets, which will include a schedule of events, 5 tickets for chili voting and Harvesting Capabilities brochure. 2000 packets need to be assembled, if we need help folding the brochures, we can check with Bona Vista.
7. Alan and Lori – 50/50 tickets and raffle tickets. Jeff already has the tickets.
*We will pick an item from the table and pull out a ticket. People will not be able to purchase tickets for individual items (unless we get a huge prize to raffle separately).
*One free raffle ticket will be handed to each person at the door and additional tickets will be available for purchase for $1.00.
*Do not need to be present to win, name and phone number will be on ticket we draw, winners will be notified by phone and winners will be listed in newspaper and announced at event.
*We will display or have a list of all items to be raffled so people can decide if they want to purchase additionalraffle tickets.
8. Jeff - vendors. Alan will contact the bank about a cotton candy machine/trailer.
9. Alan – shirts. We will order 100 gold t-shirts, 2-color front and back print for $6.25 each. They will defer payment until December. We will NOT print sponsors on back.
10. Mike –layout and logistics. He will meet with Craig Bruce and Bill Gerding.
11. Susan –Awards and plaques.
12. Lori -judges and MC. The group decided to try to get 15 judges. Lori will line up as many as possible and the Board will fill in as the rest.
13. David Logan - selling shirts and hats at event
14. Mike - CASI Liaison
All – approach all of your family, friends and business contacts for sponsorships, teams and door prizes. The first thing to ask is “has anyone contacted you about the Harvesting Capabilities Chili Cook-off”. Keep a list of who you have spoken with so they don’t get asked again.
15. Kate - will check with the Mexico Church of the Brethren Youth Group to see if they would be willing to do the Kid’s Corner. If not, we need to find someone to be in charge of this. Need an email address for Kate, also give her contact info for the Youth Service Coordinator at The League of the Blind and Disabled for kid’s game ideas 800-889-3443.
16. Mike - hand stamp. Mike will order 2 stamps.
17. Jeff - tickets and packets, get info to Judy ASAP.
18. Trash - Uncle Fred, Tim Reed and his son, Trenton.
Misc.
1. Political parties can do anything they want in their cook-off space, but any time they are helping with service, they must be neutral.
2. Alan has $25 up for grabs to the Board Member that signs up the most teams to cook by next week!!
3. Sue Gulley will be stuffing envelopes with letters to area churches and doctors on Friday, Sept. 5th at 2:30. If interested, go to Sue’s house.
4. I have attached a file called CCO Rules…PLEASE print these out and think about them. We need to put these on our own letterhead and hand them out as we sign up teams to cook. Go over them and decide if anything needs to be changed or added.
5. Lori has called Pepsi 3 times and they have not gotten back to us about donating Pepsi for the day! Does anyone have any other contacts or ideas??
NEXT MEETING: Wednesday, September 10th, 6:00, Ivy Tech
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