Minutes; ECP: Evansville: June 2009

Minutes for: June 3, 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: Deb Olsen
Recorder: Robin L. Grignon
Process Monitor: Karen Bass

Board Members Present
Jim Brooks
Karen Bass
Deb Olsen
Tom Calley
John Decker

Board Members Absent
Rebecca DeMarb
Heidi Carvin
Kathi Kemp
Community Members Present
Robin Grignon




June 3rd 2009 Agenda
Process Monitor: Karen Bass
Opening round at 6:30 pm
 Review Agenda
 Financial & Minutes (Tom)
 Coordinator’s report (Robin)
 President’s report (Deb / Heidi)
Meeting with Chamber/City Update
Review Board Terms
 Harvest Windmill Festival
 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)
 Set Agenda for next meeting
July 8 , 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
5. 4th of July Report (Tom)
5. Harvest Windmill Festival / Windmills on Parade(Deb/ Robin/ Jim / John)
6. E-Arts (Jim)
7. Just Desserts
8. Grant writing update (John)
9. Baker Building Update ((John)
10. Civil War Commemoration (John)
11. Set agenda for next meeting
Review Agenda: Deb Olsen called the meeting to order
May 2009 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: $6345.00. Need to have a great 4th of July fundraising effort. No Discussion.

Topic Coordinator’s Report
Main Points The annual spring downtown clean-up on May 22nd was a big success thanks to 140 local students, their teachers and community volunteers like Mayor Sandy Decker, Doug Zweizig, Larry Dobbs, Wally and Nancy Shannon, & Betsy Ahner.

Downtown Flower Baskets:
Jean and Tony Wyse really went the extra mile to get the baskets mounted and flowers up by Memorial Day. Shelley Bisch helped with getting the flowers for them. Mary Bisch will water and keep the cart at Angela Wyse’s house. We may need to pay for water costs that she incurs but Jean is talking to the city about that now.

Discover Wisconsin / Marketing Advisory Committee:

Discover Wisconsin’s camera crews will be in our city for entire year filming various events, visiting our beautiful parks, our state-of-the-art High School, downtown Main Street and businesses, restaurants, our top-notch golf course, learning about our entire prestigious architectural & historic district, and all the other amenities we have to offer Production will begin in early July while we are kicking off our 4th of July festivity packed weekend and the “re-grand opening” of Lake Leota. Filming and interviews will be continuous throughout 2009 and commence the end of April 2010 with our Energy Fair.

Ellen Brown from the Chamber is leading the marketing advisory committee for the Discover Wisconsin program and follow-up. The other members of the marketing committee are Todd Culbertson, Ruth Ann Montgomery, Brad Moellenberndt, and Robin Lopez-Grignon Helping the crew to facilitate chosen highlights for the program, developing marketing brochures for tradeshows, collecting photos and articles for the website follow-up. And anything that will make the most of this marketing opportunity for the Evansville community will be our job.

Topic: President’s Report: Deb

Main Points: Meeting with Chamber / Economic Development Committee / ECP / School District
The May 18th meeting at 11:30 resulted in the decision to ask each group’s board of directors to appoint two representatives from each group to continue with an alliance committee.
Discussion: Since Tom Calley and Heidi Carvin have attended these meetings consistently, they were nominated to represent ECP on the Economic Development Alliance Committee starting in June.
Next Steps: Tom and Heidi will attend the June meeting and report back to the ECP board about the progress of the alliance.

2nd Main Point: Review Board Terms. First terms for John Decker, Karen Bass, and Rebecca DeMarb are up for rededication. All agreed to serve for a second term of three years. Karen Bass requested that if a new person were interested in taking any partr of her term she would be willing to step aside for a new member.

Topic: Harvest Windmill Fest Update (Deb / Robin)
Main Points: Harvest Windmill Festival Leadership Committee members are Deb Olsen, Jenny Kalson, Robin Lopez-Grignon, Ellen Brown. Windmills on Parade: Jean Wyse
Music schedule proposed so far:
Friday, October 2nd:
Chainsaw Curtis & The Creepers 8-12pm
Blues, Roadhouse Blues, 60’s-70’s American Rock
Cost: $450
Saturday, October 3rd:
HS Jazz Band $200 noon to 6 pm
Russian Music Group
Other local musicians

Stone Pony 7 pm to midnight
Country Rock, Country, 70’s-80’s Big Hits
Cost: $400


Sunday, October 4th: Need to decide which one:
1. “Jack Farina’s Big Band” of Rock County. Their basic genre of music is “BIG BAND” but play Polka too! They play on the first Sunday of every month for the Marine Corp League in Beloit during the summer months. $275-300 for a 3 hour gig and up to $400 for more hours than 3! Anyone who wants to check them out this summer on Sundays they play from noon to 3pm at the Marine Corp League in Beloit. 8 – 16 piece band. Will be playing on June 16th at courthouse in Janesville from 7 to 8:30 pm.
OR
2. Stateline Playboys; AKA: The Zweifel Brothers. They are available on Sunday, October 4th and should anyone like to go out and see one of their performances they will be playing for the “Janesville Concerts in the Park” on Tuesday, July 7th form 6:30-8:00pm. Concerts in the Park are performed in the lower level of the Court House in Janesville. Their pay schedule of $400-$450 for a 3.5-4 hour gig. The Stateline Playboys, if they play under that name, play 50’s-90’s Classic Rock. The Zweifel Brother as strictly known for Polka and some Big Band music.

Sound: Dave Turner Creations Cost: $900 All 3 Days
Total music costs proposed: $2400 for 3 days.
Windmills On Parade: City is requesting a special waiver for them as well as the ECP waiver.
Discussion: Stateline Playboys are very well-known in the area but under that name they want to only play 50s and 60s now and we want polka / big band on Sunday. If they will agree to let us use Stateline Playboys in the publicity and they will play polka that day, we should get them.
Next Steps: Robin will ask Ellen if there is any way to convince them to play Polka under the name Stateline Playboys.






Topic: E- Arts: (Jim Brooks)
Main Points: The group will meet to plan in June. So far we’ve sketched out the following:
September Russian Music Show
November 7th: Letters Home (if they will agree to a lower price)
January: Vegas Revue : Either an Elvis show or a Rat Pack Show

Next Steps: Planning committee will meet to go over budget details


Topic: 4th of July Update: Tom Calley
Celebrate a Lake Leota 4th will happen July 2 through July 5th

 Bands Update –Rochelle & Red Hot Rattlers opening night / Cold Sweat & Brew City Horns on Friday with 5.00 gate fee.. Mattom Pipestorm and West Side Andy on the 4th. Cadillac Cruisers for Evansville Idol Karaoke. Still need judges for Evansville Idol..

 Lake Leota Lunker Lob – Update from Tom & Karen. Kyle Allen will help with the Linker Lob after the normal 5pm end.

 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. JV Poms / Spirit Team with Kelly Fonta will handle kids activities on the 4th . Sunday Karen will handle for 4th of July Committee.

 Food Update – Todd Culbertson and Heidi: Sign-ups are moving along. Need to stay focused on allowing nonprofits first choice then only local vendors. Will not allow people to just set-up booths to hand out literature due to space, trash on the ground, and possible conflicts in future.

 Evansville Community Theatre: Evansville Community Theater will present songs in costume for their upcoming “The King & I” presentation the main stage from 2:45 – 3:00 on Sunday. This will occur just prior to the start of the karaoke contest. The King & I will be July 17-19 and 23-25 at the Evansville PAC at the High School.

 Car Show Update – Ordered special trophies this year which will increase costs. Promoting event at all area car shows. Will cover bridge traffic on Sunday since car show volunteers understand more about the show.

 Parade Plans – Lynn is receiving the entries – looks good. Will have SOLE members as grand marshal. Either will have amphicar as grand marshal car or boat of some kind. Need help with numbers on parade day.

 Lake Grand Re-opening Ceremony – 7 pm Thursday night. Will have Tammy Baldwin, Brett Davis, Jon Erpenbach among others. Janis Ringhand is coordinating. R&A canoeing will handle paddle parade after ceremony. Fireworks by Kyle Allen and Mike Bollerud will follow on the lake.

 Sponsorship and Fundraising – to date 55 sponsors. Total Cash & in kind donations: $10,315.00 Fireworks: $1,125.00 General Fund: $ 9190.00 with $100 specifically designated for car show and $500 specifically designated toward Evansville Idol.


 Fireworks Raffle – Members took tickets to sell. Drawing will be July 2nd Opening night. FFA Alumni will donate chairs. Need someone to attend the seating the night of the fireworks. Hope to raise 2,000 and 2,500

 Home Talent Update: Tom will take tickets to Utica team for cover charge night. Dave Javan will sing National Anthem. Jon Frey is setting up color guard. Will bring ECP sound system to announce players.
 Softball Tourney: Jolene is setting up for upper diamond both days all day.

 Euchre Update: Jim Brooks will coordinate. Will allow singles only to register day of event at 11:30. $10 per person. Prize money will come out of registration fees. Maximum of 20 players.

 On Water Activities: Rutobaga Kayak trial is out since they don’t have enough volunteers. R&A Canoeing is looking into renting some of their kayaks for the 4th.

 2009 Advertising:: Needed to cut publicity budget this year. Still need a publicity coordinator but for now Robin, Tom, and other committee members will assist.
2007 publicity 2008 publicity 2009 publicity
Print Ads: 2,544.89
Radio: 1,606.00
Printing & Reproduction: 553.50

Print Ads: $699
Radio: $3382.00
TV: $430.00
Printing: $299
Print Ads: 1200.00
Radio: 963.00
TV: 470.00
Printing: 300.00
$4704.39 $4810.00

$3000.00 (proposed)

Plus Free Publicity in the following resources:
Print Ads
1. 1 full page ad with full schedule for the Review July 1st
2. 1 ten inch ad for edition that comes out week of June 23rd for Review:
3. 5 x 4 inch ad in Summer Guide Edition for Green County 100.00
4. ½ page after event ad Thank you ad listing all the sponsors:
Radio
1. The Hog 105.9 30 / 60 second commercials plus 20 live promotional mentions before remote plus live remote
2. WJVL – 42 thirty second commercials over 7 days
Total Radio:
TV Weather Channel Crawler Runs for one week
1. Rock & Green County
2. Rock & Green County Tag gable 28 Commercials running every day on each channel all week on Food Channel, ABC Family Channel, Nicelodean, and Weather Channel
Total TV = 470.00
Printing
Flyers for W&L and for Pig Bags - $300.00
Free Publicity
Posters free from Beer Companies
1. 100 posters distributed among Footville, Juda, Albany, Monroe, Orfordville, Monticello, Brooklyn, Stoughton, Janesville and Brodhead
2. 50 plus Evansville –
Banners – free from Beer Companies
4 Big Sponsor boards at Park free from Beer Companies
Event is submitted to Community Calendars – free
WKOW – Madison
WISC - Madison
WMTV – Madison
Channel 13 Rockford
Channel 23 Rockford
Janesville / Ft Atkinson / Evansville
Radio
 WSJY Lite 107.
 WJVL
 WCLO
Newspapers
 The Review
 Gazette Extra / Kicks
 Janesville Messenger
 Isthmus
 Madison.com (cap times and WSJ)
 Kicks
 Messenger 4th of July Area Events Guide
 Janesville Gazette Extra Summer Guide
Monroe / Freeport
Radio
 1270 Classic Country
 Q102.1 The Big Rock
 92.1 Kickin’ Big Country
 93.7 The Big Easy
 1570 AM The Big Easy
Beloit
Radio
 Beloit 1490
 Beloit College Radio


Press Releases – three to six weekly to:
Albany Vision
wkowtv.com
Beloit Daily News
cap times
Edgerton Reporter
Fitchburg Star
wekz.com Monroe Radio
Gazette Extra
The Review
WPR (Wisconsin Public Radio)
Monroe Times
WTDY
Oregon Observer
Stoughton Courier Hub
The Independent Register-Brodhead paper
The Observer
wclo radio news
wiba news
Wisconsin State Journal
ECP website
The Observer
E-Ville (Gazette)
Eventful
City website
Chamber Website
Wisconsin Tourism



 Festival Tent: Will have tap beer in cups. Able to find alternatives to Mike’s Hard Lemonade with Razz and Rock Hard and Berghoff has a hard lemonade also. Bartender schedules are still being set-up Need Gate Volunteers. Also need to find volunteers to come early morning to help Ray Anderson from Park Dept. clean up so that the city doesn’t have to pay holiday plus overtime. It is not in the Public Works budget to keep handling that. We need to find a way to contribute.

Topic: Grant writing: .
Doug Zweizig and I have continued our advisory meetings with the Friends of the Evansville Community/Senior Center.

Topic: Move to Baker Building

Cheryl Fuchs is hosting a stripping party to prepare all the wood. Maple Floor will be handled by the Wood Chucks. October 2009 is new date for occupation. Will be open for tour on July 5th during 4th of July celebration.

Topic: Civil War Sesquicentennial

Timing: 2011 Sept/October is best. Would be great to be part of Harvest Windmill Festival. Would like to have encampments at the park as well as 1st Brigade Band, cemetery tours relating to civil war etc.
Discussion: Sounds great to be part of Harvest Windmill Festival. Would like to have cemetery theater show with Ruth Ann giving tours on the trolley to the cemetery where there would be a special presentation this fall also to start promoting the 2011 big event.
Next Step: The Grove Society members will meet with Jim Brooks/ ECT to discuss ideas about cemetery presentation and historic trolley tours.


A closing round was held. The meeting was adjourned at 815 pm. .