Minutes; ECP: March 2009

Minutes for: March 4, 2009 Time: 6:30 PM Location: The Heights 201 N 4th

Our Mission: to give all members of the community an opportunity to participate in the cooperative creation of an economically and socially sound, vibrant future for our community and its people.
Attendance at November Meeting

Facilitator: Heidi Carvin
Recorder: Robin L. Grignon
Process Monitor: Karen Bass

Board Members Present
Heidi Carvin
Kathi Kemp
Tom Calley
Deb Olsen
Karen Bass
Jim Brooks
Rebecca DeMarb
Board Members Absent
John Decker
Community Members Present
Robin Grignon




April 8th 2009 Agenda
Process Monitor: Karen Bass
Opening round at 6:30 pm
 Review Agenda
 Financial & Minutes (Tom)
 Coordinator’s report (Robin)
 I & E Club report
 Board member Contracts / Review Rights / Responsibilities
 President’s report / Executive Committee Report (Deb / Heidi)
 Harvest Windmill Fest Update (Deb / Robin)
 ECP & PAC E-Arts (Jim)
 4th of July Update (Tom)
 Grant writing update (John)
 Move to Baker Building Update / Grove Society (John)
 Civil War Commemoration (John)
 Community Sharing
 Set agenda for next meeting
June 3 , 2009 Agenda
1. Review Agenda
2. Financial & Minutes (Tom)
3. Coordinator’s report (Robin)
4. President’s report (Deb / Heidi)
Meeting with Chamber/City Update
Review Board Terms
5. Harvest Windmill Festival
6. ECP & PAC E-Arts (Jim)
7. 4th of July Update (Tom)
8. Grant writing update (John)
9. Move to Baker Building Update / Grove Society (John)
10. Set agenda for next meeting
Review Agenda: Heidi Carvin called the meeting to order
Minutes: Motion by Karen Bass to approve the minutes as printed. Second by Jim Brooks Motion carried.




Topic Financial Report (Tom)
Main Points Balance: in ECP Operating fund: $6249.22. Need to have a great 4th of July fundraising effort.
Discussion: We are still solvent and hope to raise more money with 50/50 raffles at the 4th of July Festival Tent that we rent as a vendor.

Topic Coordinator’s Report
Main Points Energy Fair Update: A Big Thank You to the volunteers that helped with the ECP booth: Heidi Carvin, Tom Calley, Gene Bass, Karen Bass Tony Wyse, and Jean Wyse!

This free community educational event is co-sponsored by the Evansville Water and Light, the Evansville Community Partnership, the Evansville Community School District & WPPI Energy,
Stats
With so many possible entrances we can’t get an exact count. Based on some counts we were able to do, it looked like we had between 1600 to 1800 attend.
Over 125 volunteers were needed to set everything up and keep things running smoothly! At least 40 people took the bus to tour Larson Acres. Over 70 businesses and organizations from all over the Midwest signed up to have an exhibit, including alternative energy demonstrations on wind power, soybean based fuels, and solar energy as well as nature & earth exhibits. One exhibitor, Resources Solutions Corporation, reported that 4,675/lbs of computers and electronics were collected for safe responsible recycling!

Activities and entertainment included a treasure hunt, Discovery World Electricity show, electronics and other recycling stations, document shredding, a tour of Larson Acres, live exotic animal exhibit, a recycled fashion show, alternative fuel car show, a farmer’s market and musical performances. Dave’s ACE, UB&T and Evansville Water & Light had bags and freebies for the attendees too. The organizers were also proud to present Ken Lonnquist & the Kenland Band to wrap-up the evening

Downtown Flower Baskets:
The Economic Development Committee (EDC) approved $700 (up from $600) for our watering stipend to keep the flowers alive and cared for throughout the summer. Mary Bisch will be the flower watering person again. The EDC has decided to separate the materials money to come directly from the committee instead of going through ECP. ECP volunteer Jean Wyse is negotiating the flowers and prices with local businesses as much as possible. She will also coordinate with the city to get them hung. The new baskets are in and the brackets are being made by a local blacksmith. Jean thinks the flowers will be up by Memorial Day.

Downtown Clean-up: May 22nd 11: 20 AM to 1:30 PM
The School Clean-up Crew will be 6th graders this year coordinated by Butch Beedle. Nancy Greve Shannon is still helping with the planning. Headquarters will be Shannon & DeMarb again. Come out and have a great time with the kids.

Topic: I & E Club Report:
A written report was submitted by Lori Allen who could not attend. The report read as follows: Please see our attached flyer detailing the mission of the Evansville I&E Club.
Since our clubs’ inception over eight months ago, our monthly meetings have grown in attendance, with last months’ being around 35. We are maintaining ourselves as a free, open to the public club.
Our club officers meet once a month to plan upcoming meetings and arrange for speakers. We seek speakers who come ‘pro gratis’ and educate the attendees on a variety of topics related to commerce.
We’ve discussed the future possibility of membership dues and conferred with Wisconsin Entrepreneurial Network. At this time, our goal is to continue our successful club without dues. We can run on a shoe-string budget and hope for tax-deductible donations/sponsorships from those who believe in our cause.
Should ECP have questions or concerns, please contact us at any time. I can be reached at 608-577-4663 or lori@allenrealtyinc.com. as can our Club President, John Gishnock 608-314-6656 or john.g@formecology.com
Respectfully,

Lori Allen, I&E Treasurer


Topic: Board member contracts / Review Rights /Responsibilities:
The board members accepted the agreement.
Next Steps: All members sign by next meeting. Robin should either send a copy of the board member packet which includes the bylaws electronically or get the info to Tris Lahti to create a board members area on the website.
Discussion: Need to get some appreciation gift for Tris Lahti for all the work he does on the website.

Topic: President’s Report: Heidi / Deb
The Executive Committees of the Chamber and ECP held their quarterly meeting on April 20th.
Present:
Cindy Brzeznski
Lori Allen
John Morning
Ellen Brown
Robin Lopez-Grignon
Heidi Carvin
Tom Calley
Deb Olsen
Meeting Agenda;
Harvest Windmill Fest / Buy Local
The Chamber and ECP will partner in coordinating the 2nd Harvest Windmill Festival on October 2nd through October 3rd.
ECP will coordinate festival tent activities and be responsible for expenses and income from which include Windmills on Parade, bands / musical entertainment, wine & cheese, beer, kids’ activities, bike ride like the wind, and any activities related to the arts and music.
Chamber will coordinate activities and be responsible for expenses and receive any income from activities related to buy local tent or displays, business promotion, farmer’s market, food vendors from local businesses. Lori Allen mentioned that Erin Roberts may be willing to give her auctioneer services to the Windmills On Parade auction on October 4th.
Next Step: A leadership committee was formed (Deb Olsen, Jenny Kalson, Ellen Brown, and Robin Lopez-Grignon, to meet to plan more details for event.
Calendar discussion: Reviewed our plans for the upcoming months.
4th of July fund overview: Attached report was presented to Chamber members regarding structure of sponsorship funds for the 4th of July celebration. The Chamber requested that an electronic copy would be sent to Ellen to share with any local businesses that had questions about the sponsorship funds. Robin will send a copy in PDF form with date at the bottom.
The Chamber/ ECP meeting was adjourned

Meeting with Chamber / Economic Development Committee / ECP / School District
Next meeting is May 18th at 11:30 at Bank of Evansville. Have not received notes from last meeting yet. Next meeting will be looking at forming a committee with reps from each group that would oversee the Economic Development Plan. At last meeting the school district did not think they would need representation on such a committee but would expect to be included in any planning that would effect them as well as workforce development. It was discussed that reps from the I & E club should be on the committee if formed. John Morning had mentioned earlier that Judy Whalen has offered to provide facilitating services if needed at a shared fee between the groups.

Coordinator Review
Robin needs to get the self assessment done so that the board can move forward with her review. Heidi mentioned a date needs to be set for a deadline.
Next steps: Robin said she will try to find the time to work on it at home as soon as possible.




Topic: Harvest Windmill Fest Update (Deb / Robin)
Main Points: Harvest Windmill Festival Leadership Committee Met on 5/1/09
The members are Deb Olsen, Jenny Kalson, Robin Lopez-Grignon, Ellen Brown

The mission of the Harvest Windmill Festival is to provide a fun community event in the fall primarily focused in the downtown area that facilitates opportunities to promote community identity, buying locally, encouraging residents and tourists to walk around Main Street and practicing environmentally friendly activities. The festival will strive to use locally made and / or Wisconsin produced products.
The dates will be October 2nd through October 4th
2009 Event Preliminary Calendar Sketch

Friday October 2nd Time: 6 pm to midnight
Food Service:
Festival Tent Open 6pm to midnight
Band: 8pm to midnight
Blues, country or oldies band
Food at lot: pending / Chamber will look into possible local business that want to set up

Saturday October 3rd Time: 8 Am to Midnight
Food Service:
Farmer’s Market / Craft Show: 8:00 to 4:00
Festival Tent open: noon to midnight
Noon to 3 pm: Local groups music /Banjo players, open mic Sarah Haas drummers,
3 pm to 6 pm: Wine & Cheese Tasting: HS Jazz Band
6pm to midnight: 2 bands Blues, country, classic rock, oldies, dance etc.
Chamber Business Tent open:
Kids’ Activities / Franklin Park:

Sunday October 4th: Time: 8:00 to 4:00
Food Service:
Farmers Market: Ellen is still deciding whether or not to continue the craft/ farmer’s market on Sunday morning
Bike Ride like the Wind: Noon to 3 pm
Bike Raffle
Kids’ Activities / Franklin Park: time is pending
Festival Tent open: noon to 4 pm
Noon to 4 pm: Polka and Swing
Chamber Business tent:?
Windmills on Parade Art Auction: Time pending

Arts
Windmills On Parade – ECP
Discovering Youth Arts Exhibit – Shelley Bisch
Arts & Craft Fair as part of Farmer’s Market - Chamber

Music –ECP
Ellen volunteered to help coordinate getting the main entertainment with Robin helping.
Need to get local groups entertainment coordinated with HS Jazz Band, Sarah Haas Class Drummers etc.
Blues, Oldies, Swing, Local groups, Jazz, Country, Blue Grass and Polka seemed to be the best fit.
Jenny Kalson is looking into local Russian music group.

Bike Ride Robin will ask Kitty VerKuillen if she will coordinate again. Robin will contact Crash Helmet and Michael’s Cycles if Kitty will set-up the ride. Liked how it was done last year with people able to complete the course on their own.

Bike Raffle: ECP Robin will ask Rebecca if there’s a chance at another Trek Bike donation.

Wine & Cheese Tasting: ECP Jenny Kalson will contact Brennan’s to see if they will run it this year.

Kids’ Activities: ECP Robin will contact Magic Moments, EYC, Children’s Global Peace Project, and Discovering Youth Arts to see if they would like to coordinate activities at Franklin park.

Robin will ask Shelley Bisch & Mary Calley if they would like to coordinate the decorating again.

Food Service: Chamber focusing on local businesses having opportunity to vend. Ellen will coordinate
Need to have some sort of food service at festival tent area when it is open. If local businesses don’t want to set up at the festival tent area for whole time , Jose Nieves from school district food service may want to coordinate a pig roast or maybe ffa might want to set up a food booth for part of the time to raise money.
Electricity is limited at lot so will need to find other solutions if vendors need electrical or find other heating source.

Buy Local Business Section: Chamber/Ellen will coordinate
Chamber will have a business tent with games and chances to win prizes from local businesses.
Ellen would like to look into closing some of the street area to make it more of a street fest feel. Vendors could be set up along the streets. Ellen will talk to businesses to encourage promotions or street sales those days.

Farmer’s Market: Chamber will be part of buy local section
Robin will send Ellen what we used for registration form last year for a starting point and our list of farmer’s / vendor contacts.

Marketing: ECP / Chamber will share in marketing and publicity of the event. Flyers to football game Friday night. Promote Homecoming weekend. Promote Hotel stays for people coming in for homecoming to stay all weekend. A budget was proposed (attached) for the event.
Discussion: Rebecca said there is a possibility of getting another Trek bike and doing a raffle.
Motion by Kathi Second by Deb to approve festival budget as proposed.

Topic: E- Arts: (Jim Brooks)
Main Points: We are setting up a meeting date to look at possible shows in the next 12 months. One show we are looking at is Letters Home to come on November 6th. Letters Home is a play that presents actual letters from soldiers sent from Iraq and Afghanistan. They are asking for $7500.00
Discussion: It would be a great show with nationally acclaimed reviews but we would need to get sponsors to cover those costs. Maybe the VFW would be willing to sponsor this type of show.
Next Steps: Get more info on other shows and meet with the planning groups soon.

Topic: 4th of July Update: Tom Calley
Celebrate a Lake Leota 4th was selected as the theme.

Bands Update – Greg wasn’t present. Rochelle & Red Hot Rattlers opening night / Cold Sweat & Brew City Horns on Friday with 5.00 gate fee.. West Side Andy on the 4th.. Still need to hear from Greg on selection and booking of DJ for Sunday afternoon including the Evansville Idol Karaoke.

Lake Leota Lunker Lob – Update from Tom & Karen. Kyle Allen will help with the Linker Lob as he is coordinating the fish stocking money for SOLE. Karen will contact Kyle and fill him in on details, and see if he will take a larger role in the event.

Kid’s Activities Update – Karen Bass, Dave Javan, Jim Harris. EYC will have a large bounce house and dunk tank near the bathrooms (east side) by the upper diamond. Karen is still working with/contacting other groups to find more organizations to take over children’s activities. We need groups and volunteers to run the games. Can be a money maker for non-profit organizations.

Food Update – Todd Culbertson and Heidi: Todd brought the 2009 version of the Food Vendor Form for review. Census was it looks pretty good, need to tweak parking info to be more clear, and add form due date. Also need to get the number of parking permits number figured out.

Evansville Community Theatre Idea – Dave Sobeski. Ok with their plan to ‘perform’ and promote their event on the main stage from 2:45 – 3:00 on Sunday. This will occur just prior to the start of the karaoke contest.

Car Show Update – Jared not present

Parade Plans – Lynn has contacted area high schools for their bands. Has been asking what we need to pay to get their band to be in the parade. She will mail out he entry form now that we have the theme selected. Tom will ask Gib Wiedenhoeft if he will be our Grand Marshall. (I asked him over the weekend – he is thinking about it) We need to get the judges together. Will plan to have Todd Campbell announce the parade again, but not bother with the bleachers.

Lake Grand Re-opening Ceremony – Tom met with Janis Ringhand on 4/17. They (Park Board) will have their ceremony on July 2nd at 7:00. Reviewed our plans to date with her to take to the Park Board meeting on 4/20.

Sponsorship and Fundraising – Christia will get letter out in the next week or so. The letter will combine the regular 4th of July fundraising and the fireworks fundraising. Letter to be sure everyone is clear on this new combination. Try to have letter signed by a Lions Club member as well as Christia.

Helicopter – Tom will contact Joe Bradley to tell his son that we are interested and can have the lower ball diamond outfield available on July 4th from 11:30 – 2:00. Try to coordinate with the Fire Dept to have them come to the park after the parade and be in charge of clearing people out of the way, and water down the infield to help control dust.

On Water Activities Ideas – Tom talked with Nancy Saulsbury of Rutabaga’s in Madison. They are interested in having kayak trials for people. $1 donation to their scholarship fund allows a person a 10 – 15 minute lesson/ride. Tom to contact Robert Tierney (proposed canoe and paddle boat rental operation) about him coordinating/sponsoring a ‘Paddle Parade’ on the lake. Planned timing to be July 2nd during the grand re-opening ceremony.

Fireworks Raffle – Robin to order tickets. Would like to start selling during Energy Fair on 4/24. Sell tickets (for a block of 4 seats) for $5 each or 5 for $20. Sell 500 total tickets to raise money for the 2010 fireworks. Draw winners July 2nd. Need a volunteer to allow the winners onto the warming house that night.

2009 Budget Discussions – target some free publication in the Madison area – Isthmus, State Journal’s Thursday community calendar. Focus advertising on some local publications, Janesville and maybe Monroe radio.

Beer serving option of all tap vs bottles and tap. All tap beer would eliminate the plastic bottle trash, the cow tanks with ice, the noisy diesel refrigerated truck, and would also add another measure of control of underage drinking. Negatives are no Mike’s Hard Lemonade. Tom to check into alternative to Mike’s, and to be sure the Berghoff taps can pour like the Miller taps at the Fall Festival..

Topic: Grant writing: John sent an written update to be read into the minutes.
Doug Zweizig and I have continued our advisory meetings with the Friends of the Evansville Community/Senior Center. They have closed on the purchase of the property on the corner of Church and Maple Streets, and have hired Saterbach & Associates of Janesville as their fundraising counsel. Starting this week, community leaders will be interviewed to validate the previous “needs -and –support” study (which is now 2-1/2 years out of date). The Friends Board met with their architect last week to approve a re-design of the proposed facility, to incorporate a woodworking shop.
Discussion: . Heidi mentioned we might want to look into locally grown produce and serving low income families. The food would be available through local food pantries. A grant of $5,000 would be needed.

Topic: Move to Baker Building John (from written report)

The drywall work (walls and ceilings) has been completed, and a primer paint coat has been applied. Otter Construction will be donating the labor to finish painting. Volunteer carpenters will install underlayment in the “office” side, bathroom and vault, and Otter will also furnish labor for installation of commercial-grade carpeting in the “office” area. David Fellows continues his work on the hardwood flooring for the “museum” side. We plan to have painting, flooring and finish electrical work completed before the July 5 Open House, but reinstallation of wood trim and plumbing probably will not be complete by that date.
Completion of the handicap ramp will be needed before an occupancy permit can be issued.

Topic: Civil War Sesquicentennial John (from written report)

I met with the Chamber of Commerce Board of Directors last week to seek their co-sponsorship of a weekend event, to be held in the fall of 2011. The Chamber inquired whether it would make sense to combine the Civil War event with the Harvest/Windmill Festival that year, and I replied that it would. The more I think about the notion, the better I like it. Coordination of participants will be a critical element, but many practical aspects will be facilitated by combining the events.

Topic: Community Information:
Kathi shared that the library will host a discussion on 5/7/09 about the book To Kill A Mockingbird. On 5/21/09 the 3rd annual artist’s reception will be at the library with a special presentation about Theodore Robinson and food at “Monet’s Table”. Jim shared that auditions for “The King & I” with Evansville Community Theater are coming up/


A closing round was held. The meeting was adjourned at 8:00 pm. .