Proctor Memorial Park

Committee Meeting

April 8, 2009

 

Maribeth Alspach opened the meeting at 6:00 p.m. and welcomed all members to the meeting.  We had eleven people in attendance. 

 

Financial Report

Total funds raised to date are $94,808.42 ($2,805.39 in 2009) 


Fundraisers

Charity Ride 2009

  • Registration – at Southside Harley-Davidson, 4930 Southport Crossing from 10:00 – 11:30 a.m. We will hold a 50/50 Raffle while we are at Southside and we will hold another one while we are at Mann’s.  Tom has people to work the 50/50 Raffles.  We will also have raffle tickets for the wooden Eagle that was donated.  Purchases made at Southside or Mann’s will earn the customer raffle tickets – 1 ticket for every $10 of purchased items.  Tickets will also be for $5.00 each. Maribeth will be meeting with Julie at Mann’s on April 17th.
  • Hog Roast – Patti Wade will check the weight on the donated hogs to see if we need to request an additional pig for this year’s event.  Hogs will be butchered on Thursday, April 30th.  The Eagles would like to pick up the meat at Noon on Friday, May 1st to begin cooking it. This year’s revised Grocery List is distributed and we need to get the remaining items donated or purchased.  Sue Galloway will provide a hand stamp for people paying for the hog roast dinner.
  • Sponsors –
    • GOLD $500 – MGD Construction, Heartland Bank, Indiana American Water
    • SILVER $250 – Triad Engineers, Proctor & Moss Families
    • BRONZE $100 – Best Way Disposal, Whiteland Auto Parts, New Whiteland Self Storage, Cragen Lawn Service, Huddleston & Huddleston Attorneys, Einterz & Einterz, Attorneys, Allied Handling, Brew House Liquor

      Sponsors names will be displayed during the event and listed on our

website.  There are several additional sponsorship packets out and hopefully

more checks will be received before the t-shirts are ordered.

  • Music
    • Roger VanHorn – Deejay                     12:00 Noon – 3:30 p.m.
    • HANK FM 97.1                                  2:00 – 4:00 P.M.
    • Huck Finn Band                                   6:00 P.M.
    • Wild Card Band                                   7:30 P.M.
  • Food and other Vendors – We are still looking for additional vendors.  A local resident called today to reserve booth space for her craft items.  Sue Galloway’s family will have cotton candy & caramel corn – all proceeds being donated to Proctor Park.  If the weather is warm enough they will also do snow cones.

 

Proctor Park

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April 8, 2009

 

  • Raffle, Door & Tip Board prizes – Maribeth asks all members to continue soliciting items to be used during the event.
  • Whiteland Raceway Park – Mike Swails is handling this part of our event.  Sue Galloway is providing stamps and stamp pads for all of the alcohol vendors.  Anyone who drinks any alcohol will have their hand stamped and would not be permitted to drive the Go-Karts.
  • Carnival Rides & Inflatables – Maribeth states that we currently have six (6) generators and need to find four (4) more.  If we need to rent additional generators the cost is $120 each for the 3 day weekend.  Tom Bland is checking on wristbands / bracelets for the $5 bracelets for all of the kid rides except the ponies and the bungee jump.
  • Games / Kids Activities – Charles Howard is working on volunteers to help with this event as is Sue Galloway.
  • Auction – Maribeth distributes the list of donated auction items.  Patti Wade volunteers to help make the auction baskets. A complete list of Auction Items has been added to the web site. Patti Wade & Maribeth will work the money table at the auction if Christy’s doesn’t provide employees.
  • T-shirts – A decision is made to order 250 t-shirts in a variety of sizes.  Shirts will be sold at $10.00 each.
  • Patches – The patches are in – Patches will be sold for $5 each at the event.
  • Tents –Frank Vaughn has secured 2 tents and the Rock Climbing Wall for this event.  He is still working on the military display.
  • Tables & Chairs – New Whiteland and the Whiteland VFW are loaning us tables and chairs for this event.  We are still waiting to hear from the Greenwood American Legion.
  • Displays – Mike Swails has secured Sarah Fisher’s car for our event. We need to have someone stationed at the car during the event to be sure it isn’t vandalized.  Maribeth will prepare a sign up sheet for volunteers to man this exhibit for an hour at a time beginning at 11:30 and ending at 7:30.
  • We have received confirmation from COLTS IN MOTION.  They will be here from 3:00 – 5:00 p.m. on May 2nd.  They should arrive around 2:15 – 2:30 to set up.  They will have the Quarterback Challenge as well as “Crusher” an Inflatable for photo opportunities.
  • Publicity –Maribeth has cost information on color ads in the Daily Journal, having our fliers inserted into the Journal and the 10 second commercial tag with Comcast.  Committee decides to go with the commercial as it will run 221 times and should offer us more exposure than a newspaper ad that can only run once or twice.  The commercial is also less money.  Maribeth will also order 1,000 revised fliers with the COLTS IN MOTION information.  We are completely out of fliers at the present time.

 

 

Proctor Park

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April 8, 2009

 

Uno’s Chicago Grill

Maribeth will contact Uno’s to see if May 7th, 14th or 21st is available.

 

Johnson County Fair Booth

Sue Galloway has put this on the calendar for the NJHS members. Committee will discuss this at the April 22nd meeting.  Cost would be $177.00.

 

Johnson County Community Foundation

Maribeth submitted our grant request package in the amount of $20,000 for the sidewalks in Proctor Park on March 30th.

 

Fireworks

Maribeth received a call today from OCD Pyrotechnics offering to provide a fireworks display at the close of the event.  They would donate their labor but we would have to pay for the actual fireworks and permits.  Committee does not have budget funding or the time to organize this addition this close to the event.

 

Meeting Schedule

We will meet on Wednesday, April 22nd at 6:00 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. 

 

Being no other business, the meeting was adjourned at 7:25 p.m.

 

Respectfully submitted,

 

Maribeth Alspach