Proctor Memorial Park

Committee Meeting

February 10, 2009

Maribeth Alspach opened the meeting at 6:30 p.m. and welcomed all members to the meeting.  We had fourteen people in attendance. 

Financial Report

Total funds raised to date are $92,678.03. ($675.00 in 2009) 

2009 Motorcycle Expo

This year’s Expo is February 26^th – March 1^st at the Indiana State Fairgrounds.  Kathy Rooker distributes the schedule for manning our booth.  The Eagles will coordinate labor, parking passes, raffle tickets, etc. for this event.  Kathy explains that last year the Eagles paid for passes for all of the workers but funds are not available this year.  Booth workers will need to sign in and pay a $5 fee for their credentials.  The credentials will be good all 4 days of this event.  Kathy is not sure how many parking passes will be available so we may have to pay for parking as well.

We have acquired a Wii System to be used as our raffle item at the Expo.  Mike Swails of Whiteland Raceway Park offers to donate three (3) ten ride passes to be raffled off as daily raffle items during the Expo as well.  The value of these passes is $85 each.  Raffle tickets will be $1 each or 6 for $5.  The Eagles will get raffle tickets in 2 different colors, 1 for the Wii System and the other color for the Go Kart tickets.  Maribeth will prepare a cash box, a photo binder, fliers and window clings to be used at the booth.

Fundraisers

Charity Ride 2009

The date for this year’s ride will be May 2^nd.  The Indiana State Police motorcycle team has agreed to provide escorts for this year’s ride.  A meeting has been scheduled for February 25^th with Southside Harley-Davidson to discuss how they would like to participate in this year’s ride.  John Perrin also spoke with Julie Mann at Mann’s Harley Davidson and they are interested in being a stop on this year’s ride as well.  Maribeth contacted the Town of Whiteland and was told by Town Manager Dennis Capozzi that there are no permits or approval required for us to hold this event.

• Hog Roast – Patti Wade has acquired hogs for this year’s event.  We will need to contact Archer’s to get pricing for butchering.  Mike Woods has agreed to serve as Chef Extraordinaire again this year and prepare the food.  Kathy Rooker will get with Mona Woods and email out a complete list of all of the food items needed for the Hog Roast so that we can contact businesses for donations.  Maribeth would like to have the food items squared away before the next meeting.
• Sponsors – Paul Ross has secured a $500.00 sponsorship from the National Bank of Indianapolis.  We will have 3 sponsorship levels - $500, $250 and $100.  Sponsors names will be displayed during the event and listed on our website.
• Food and other Vendors – Mike Swails has a concession trailer and offers to let us use it.  Kathy Rooker will check with the Eagles to see if they will be grilling hotdogs and hamburgers throughout the day like they did last year.  Stella Owens

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February 10, 2009

brother will have a popcorn machine.  Sue Galloway is checking on a snow cone and cotton candy vendor.  She will also check to see if the Elephant Ear trailer

that is at the WCHS football games would be available and interested in being at the Ride.  Maribeth does not want to duplicate food services – look for variety so that all vendors have a successful day.

Non food vendors – Mike York, photographer for the ride, Derbyshire birdhouses, Bill Carver, a local artist, have all been contacted by Tom Bland.  Vendors will be asked to donate $100.00 for booth space or to donate auction items of that value.

• Raffle, Door & Tip Board prizes – Maribeth asks all members to begin soliciting items to be used during the event.
• Whiteland Raceway Park – Mike Swails will have the track open from 12:00 noon until 9:00.  He will donate a portion of all proceeds from rides taken on May 2^nd to Proctor Park.  He will handle everything on the Go-Kart side and all money will be paid to the track.  After the conclusion of the event he will write a check to Proctor Park.  He will also help with publicity and with soliciting auction items. Maribeth asks Mike if he could have the Town of New Whiteland listed as an additional insured on his insurance for May 2^nd only.
• Carnival Rides & Inflatables – Maribeth shares cost information received from Carousel Moonwalks.  Quote covers 2 kiddie rides; a Ferris Wheel and Twin Spinner, a 4 man bungee jump for all ages, pony rides and 5 -6 bounce houses.  Initial quote in $2,935.00 plus the cost of any generators we would need to rent.  Carousel Moonwalk provides all labor, sets up, mans the rides / stations and tears down and cleans up.  Maribeth will contact them and ask about insurance and see if they have an option for a guarantee with a split of the proceeds once that number is reached to lower our up front risk.  Maribeth does have the name of another vendor that she can check with also.
• Entertainment – Maribeth has the contact information for a local man that does balloon sculpting and magic.  She asks all committee members to provide contact information for any clowns, face painters, bands, etc. they might know that we could contact to see if they would be willing to donate their time and talents to our event.  Patti Wade will contact Roger Van Horn to se if we would come back and set up his music again this year.
• Games / Kids Activities – Maribeth will check with Holly Ison to see if we can borrow her games again this year.
• Auction – Maribeth will get more information from Chip Sturgeon on how to prepare and promote this year’s auction to get a larger response.  All members need to be working on getting auction items donated.
• T-shirts – Maribeth will contact last year’s vendor for pricing.  John Perrin will also get a quote and so will Sue Galloway.  We will limit the number of t-shirts ordered this year and they will be on a first come first serve basis.
• Tents – Maribeth will contact Frank Vaughn to see if the National Guard could loan us 2 tents for this event.

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• Tables & Chairs – Jim Lasiter suggests reserving the Assembly Hall for that weekend so that we can use our tables and chairs.  We also need to contact the VFW to see if they would be willing to loan us tables and chairs again this year.
• Displays – Frank Vaughn has submitted a request for the Rock Climbing Wall and a Military display.  Mark Berry has agreed to set up his dog tag machine.  Stella Joan Owen will have her Proctor Park embroidery and the Indiana Blood Center will have the Blood Mobile on site during the event.
• Publicity – WCHS is working on some fliers and brochures, Maribeth will also contact Print Works and Crystal Graphics for quotes on fliers.  We need to get fliers to all of the TV Community Calendars, radio stations and the newspaper as soon as we can.  Maribeth ordered postcards and business cards today to hand out at the Motorcycle Expo.

Meeting Schedule

We will meet on Tuesday, March 10^{th at} 7:00 p.m.  Members are asked to bring donated items for the auction, raffles and tip boards, to bring sponsorship money or commitments, and to bring commitments for needed supplies and food items for the Hog Roast.  Maribeth will get Sponsorship letters and Donation Request letters emailed to all members.

Welcome Home Ceremony

Maribeth states that she and her husband Scott attended the event at Lucas Oil Stadium.  It was awesome and they felt honored to get to attend.  It was a wonderful opportunity to be able to say thank you and show our support for the troops.  Hopefully we will be able to convey the same message on a smaller scale with our Community Celebration on May 2^nd.  Maribeth has asked Frank Vaughn for a link to the video of the ceremony to put on the Proctor Park website.

Being no other business, the meeting was adjourned at 7:45 p.m.

Respectfully submitted,

Maribeth Alspach