Proctor Memorial Park
Committee Meeting
March 11, 2008
Maribeth Alspach opened the meeting at 7:00 p.m. and welcomed all members to the meeting. We had eighteen people in attendance. Those in attendance for the first time included Ken and Josh Collingwood.
Financial Report
Revenue to date is $51,350.76. We have spent $40,371.85 leaving a balance of $10,978.91 which will be used for the walkway installation.
Status Reports
Landscape Design Brian Budde with Budde Landscaping has completed the design. Requisition lists of the trees and plants needed for the project are distributed. (see attachment) This information has been given to 5 different vendors and we are awaiting quotes. There are 76 trees on this list and one of the vendors has offered to donate one day of free labor from his crew if he gets the bid. We will need adult volunteer labor to assist on the day the trees are planted to try and get everything done in one day. This will not be a day when we will want children volunteers.
Brick pavers have been ordered. Original orders included 19 of the 4 X 8 pavers and 9 of the 8 X 8 pavers. We also had orders for 2 Memory Stones and 1 limestone bench.
Scouts Cub Pack 617 is planning a rummage sale for March 29th with all proceeds going to Proctor Park. The rummage sale will be held here at the Town Hall from 8:00 a.m. to 4:00 p.m. Maribeth distributes copies of the flier and asks committee members to post them at their work place or somewhere in the neighborhood. The scouts are willing to pick up donations and price them. There is a number on the flier if anyone would like to volunteer to work a few hours on the 29th. The scouts have contacted AMVETS and they will pick up anything left over at the end of the sale on the 29th.
Military Charlie Linville has a date of Saturday, March 22nd that would work for the military units involved. Charlie believes he will have 25 30 people from his unit and is hopeful there will be some National Guard members working as well which could increase the number to 50. Charlie will check with the volunteers and find out what skills and equipment they will bring with them and report back to Jim Lasiter so that we are prepared for them. Jim intends to have the shelter house floor excavated and stone down and all of the necessary materials on site for these volunteers. If they have machinery and enough people coming with the necessary skills they may be able to assist with running the water line as well that day. Jim Lasiter cautions that this is all subject to good dry weather. If the ground is wet we would cause too much damage to the property driving equipment back to the shelter house site. Charlie adds that he was just asked last night to make the contact to schedule a day with members of Joeys unit to go door to door with area scouts to raise money and awareness for this project.
Rocklane Little League Karen Linville states they will host a fundraiser on Opening Day (April 26th). They plan collect donations and/or sell our cling ons that day. They will also be recycling cans all season with the proceeds coming to the park. They would
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like to have an information table set up that day to sell dog tags, have park information, brick order forms, collect donations, etc. Karen asks if we could get some National Guardsmen in uniform to assist with this. John Perrin states he believes the WCHS Girls Softball team members might be able to do this. The ride will pass by the ball field on that morning. Maribeth will check into possibly finding someone to donate flags for the kids to wave as the ride passes by.
Center Grove Middle School Christa Mathews, a teacher at CGMS. She will be bringing a group of 7th graders over to work at Proctor Park on April 18th as part of their Community Service Day. The students will be painting the new shelter house.
Proctor Park Installation Schedule Jim Lasiter states that the weather will be a determining factor in our ability to get everything completed before our Dedication Ceremony. The electrical line was delivered today and we may be able to start trenching in the park tomorrow. Ottos Streetscape Solutions is donating the striping of the parking lot and that work will be done tomorrow as well. If the weather holds they will get the ground scraped for the shelter house. The fountain for the pond has arrived and we need to get it installed it has three lights and Jim plans to install a red, a white and a blue bulb so it will light up at night. We need to get forms put in and have the sidewalks poured. Jim needs to get contact information from Patti Wade for the company that has offered us concrete. The Memorial Walkways pavers have been ordered and installation is scheduled for April 10 15th. Jim needs to schedule getting the playground equipment installed the company who sold it to us has offered to send 3 men for 2 days to assist with that work. We spoke to Donnie Rogers yesterday and he is ordering the flag poles and needs to have them installed within the next 3 weeks. When we get the quotes on the landscaping we can hopefully get that scheduled as well. Hopefully the limestone benches and limestone entry sign will be delivered and installed and sandblasted before the Dedication Ceremony. Fieldstone Center of Indy is working on that now. Jim Lasiter is researching sandblasting to see if he could do some of the work to cut expenses.
Fundraisers
Joes Crab Shack
Maribeth thanks Beth Burroughs and Carol Stinson for all of their efforts before and during this event. Maribeth also thanks all who attended the fundraiser and invited friends, family or neighbors to do so as well. Beth reports that she believes the final tally for the night will be $282.96.
Charity Ride Saturday, April 26, 2008 10 -7
Food The Eagles have prepared a list of items that we need for the dinner. Maribeth distributes copies of the list. April Proctor has gotten all of the needed buns donated. John Perrin has presented the complete list to a friend who works for Cisco Foods. The list is being forwarded to their Human Resources Department and we are hopeful that they will be a large contributor. If so we will list them as a sponsor on the t-shirts for the Ride. April will check with Archers to see if they will donate a hog for
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the roast. Tom believes we will need a total of 4 hogs that day. He asks if April could check and see if we were able to get some hogs donated if Archers would be willing to butcher and block them for us. The Eagles have the equipment and the manpower to cook the pigs on site but we need one more roaster. Scott Alspach will check with someone he knows to see if we can borrow his.
Maribeth would like to see commitments secured for all items on this requisition list by our next meeting, March 26th. (see attachment)
Tents, Tables & Chairs - Tom Bland notes that Mona Woods contacted Atterbury and they approved loaning us their tents. Tom states they are also loaning us tables and chairs. Kim Long has secured 12 15 long tables and 50 chairs from Rocklane Christian Church. We can also borrow some tables & chairs from the New Whiteland Town Hall. Tom asks that all agencies who loan us tables, chairs or other equipment clearly mark their items so that they are returned to the right owner.
T-Shirts - Maribeth shares the quotes and samples of the t-shirts for the committee to look at. The committee chooses the Gildan UltraBlend 50/50 shirt. Maribeth will check to see if an ash shirt is the same price as white if so the committee prefers ash. If not we will order white with 3 colors and our logo on the front and a single color with the Ride name and date and a list of sponsors on the back. The shirts will be ordered by March 31st and final artwork approval will be given on April 2nd. Shirts are guaranteed to be delivered by April 18th. Delivery fee is $120.00. We are checking on another possible way of getting the shirts transported. The Eagles have received $1,250.00 in sponsorships and have commitments for another $750.00. This money will be used to purchase the t-shirts.
Video - Tom Bland reports that the Greenwood Police Department Dare car will be following the ride. John Perrin is working on getting a videographer to tape the event on the 26th as well.
Atterbury Shooting Contest
This National Skeet Shoot will be held on April 26th & 27th. They are promoting
this event in Ohio, Illinois, Kentucky, Michigan and Indiana. Proceeds will go to Proctor Park we will be stopping at the Firing Range on the 26th. Tom is working on coordinating a brief ceremony when the ride stops at the Firing Range. DNR also plans to unveil their monument at that time.
*Raffle Items
Committee members are encouraged to sign out raffle tickets to sell. Tickets for the Americana Quilt and oak quilt stand are $5 each or 3 for $10. The drawing for these items will be April 26th at the auction during the Charity Ride.
Tom Bland also has the 50/50 raffle tickets for the cash drawing to be held on April 26th. Tickets are $1 each or 6 for $5.00.
Committee members are asked to mark that line out on all future tickets sold.
We also have the cling decals available for $1.00 each.
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Dedication Ceremony May 3, 2008
The Dedication Ceremony will be held at 2:00 p.m. on Saturday, May 3rd, 2008. Maribeth presents tentative program outline for the ceremony. MG Umbarger will be speaking at the ceremony. Governor Daniels, Lt. Governor Becky Skillman and Senator Richard Lugar all have scheduling conflicts that day but will be sending letters that can be read during the ceremony. The State Commander for the Indiana VFW will be present that day as well and may be willing make a few brief remarks or may just be introduced.
Discussion about the ceremony takes place. Maribeth still needs to meet with CPCSC representatives to discuss a transportation shuttle. We also need a tent and a sound system for this event. We do not intend to provide chairs audience members will need to stand. Maribeth asks all committee members to send any suggestions regarding the tentative schedule to her via email. This format needs to be finalized so we can begin getting the word out to the media on the activities that day.
Eagle Scout Project Josh Collingwood and his Dad are here tonight to learn more about Proctor Park. Josh is looking for an Eagle Scout project and would like to work with us on this project. Jim Lasiter suggests that Josh work on getting a security system designed and donated for the park. Jims employees could do the installation. Josh asks how soon this would need to be done. Jim states by August. Josh will do some research and report back to Jim.
VFW Granite Monument Request Maribeth distributes copies of a proposed granite monument that the New Whiteland VFW would like to have made and donate to Proctor Park. There are no names on the monument and they are asking that they be allowed to engrave VETERANS OF FIREIGN WARS on the base. Committee approves.
Bench Request Maribeth distributes a request for engraving on one of the limestone benches that she received from CPO Todd Clayton with the Navy. The request is for NCHB-7, part of Forward Bravo, Kuwait August 2004 to April 2005. NCHB stands for Navy Cargo Handling Battalion. Charlie Linville explains this unit unloaded all of the equipment and supplies that went into Iraq for all the various branches of the military. There is a recommendation of finding a way to make more information available so visitors to the park will understand who and what this bench represents.
Meeting Schedule
Our next scheduled meeting is Wednesday, March 26th at 7:00 p.m. at the Town Hall.
Being no other business, the meeting was adjourned at 9:10 p.m.
Respectfully submitted,
Maribeth Alspach
PROCTOR MEMORIAL PARK
LANDSCAPE SUPPLIES
REQUISITION LIST
TREES
TYPE QUANTITY
OCTOBER GLORY MAPLE 12
RED OAK 5
ARISTOCRAT PEAR 5
PRAIRIE FIRE CRABAPPLE 25
WILLOW 6
COLORADO SPRUCE 23
PLANTS
TYPE QUANTITY
DWARF FOUNTAIN GRASS 40
DAYLILY 48
FOOD REQUISITION LIST
Baked Beans -200 lbs.
Cole Slaw -200 lbs.
Potato Salad -200 lbs.
15 boxes (4 packs per box) Lipton Onion Soup Mix
20 lbs. Onions
20 lbs. Green Peppers
3 lbs. Crisco
500 lbs. Charcoal
2 boxes heavy duty aluminum foil
60 big aluminum pans
5 lbs. Brown Sugar
1 Gallon Maple Syrup
400 Hot Dogs
400 Hamburgers
400 Hot Dog Buns
400-500 Small individual bags of chips
200 slices sandwich cheese
10 bottles mustard
10 bottles ketchup
1000-1500 foam plates
2000 napkins
4-5 rolls of plastic to cover tables
2-3 rolls of duct tape