Old Settlers Meeting

Jan 22^nd, 2008

Meeting Agenda

Welcome

Website – Openness to community, publish budget, sponsors, members, volunteers

Financial Status/Tax Return

Review Current Contracts

Sponsors, matching funds

Concerns: Picnic tables & Figure 8 race

New Business

Elect Officers – President – Committee Coordination, Vendor Placement, Chair Beer Garden

Vice President – Chair Event Committee

Treasurer – Chair Finance Committee

Secretary – Meeting Notes, Chair Parade Committee

Subcommittee’s Discussion and Signup

Members – Attend meetings, work Pre/Post OS and OS weekend

Volunteers – Do not attend meetings, work a specific task

Keeping track of everyone who helps!

2008 Theme (City of Maxwell 125 years “Quasquicentennial”- Old Settlers 114 years)

Next Meeting Feb 26^th

Meeting Dates – Pal’s Banquet Room available Tues, Thurs, Fri evenings

Meeting Schedules will be on website

Finance Committee – Committee Chair – Treasurer

Minimum members 4, volunteers 6

Pre/Post OS weekend responsibilities:

Budget

Raffle Donations

Raffle Ticket Sales

Advance Ride Ticket Sales

Insurance (Insured: Old Settlers Committee and City of Maxwell)

Permits, Beer, Sales Tax, Dept Inspections and Appeals, 990

OS Weekend:

Parking

Running Beer Ticket Stand (Cash Collections-One member at all times)

Bank Deposit

Raffle Prize Drawing

Change for Events

Ideas: Matching Funds drive, get OS sponsors

Parade Committee – Committee Chair – Secretary

Minimum members 4, volunteers 7

Pre/Post OS weekend responsibilities:

Preprint parade registrations

Invite local communities to be in parade

Selecting Royalty – Grand Marshal, King, Queen, Prince & Princess

Lining up cars, making signs for Royalty

Make Arrangement for Bus Barn Sat. AM

Inviting Special Parade Guests

OS Weekend:

8:00 AM parade Registration (Bus Barn)

Setting up trailers for PA Announcers

Lining up parade

Selecting Float Winners – Announcing Winners

Ideas:

Balloon Arch, inviting special guests (Governor, Celebrities)

Old Settlers Float (We did a cake float to celebrate OS birthday in the 90’s)

Walking Clown in park

Event Committee – Committee Chair – Vice President

Minimum members 6, volunteers 4

Pre/Post OS weekend responsibilities:

Planning park/stage activities

Picking up, returning PA equipment

Lining up Arm Wrestling box, Kids tractor puller, Straw for kids games

Preparing OS schedule and Advertising (Newspapers/Radio/Web)

Old Settlers Website

OS Weekend:

Running Stage Events – Kids Tractor Pull, Car Show, Marathon Run

Setting up/Tearing down PA equipment – Parade & Park

Ideas:

Wide Open for new events! Dunk Tank, Get Guard to bring Climbing Wall.

Kids Water Fight

Tug of War

Beverage Committee – Committee Chair – President

Minimum members 6, volunteers 30

Pre/Post OS weekend responsibilities:

Arrange 3 B’s (Beer, Bands, Bathrooms)

Reserve Tents

Picnic Tables

Setup Beer Gardens – fencing, bars, lighting, gates, signs

Teardown Beer Gardens

Arrange radios, Gators, Ice, Wristbands, Markers

OS Weekend

Schedule workers

Friday night

Saturday afternoon

Saturday night

Saturday Figure 8 race

Sunday Tractor Pull

Security

Ideas: Find cheaper way to do fireworks!

Teen Dance SubCommittee

Minimum members 2, volunteers 4

Pre/Post OS weekend responsibilities:

Hiring DJ/entertainment

Inviting local communities to come

Setting Age Requirements

OS weekend

Working Gate

Working Concession

Patrolling crowd

Ideas:

Bus in kids from Collins, Baxter, North Polk, Colo

Prizes, Best dressed, best dancer, etc

Foam Dance, Laser Light Show

Get high school kids to help, get them involved when there young!

Coordination with City

Dumpsters

Emptying Dumpsters on Saturday afternoon

Picnic Tables

Rock if it rains

Street Closings

Parking Lots

Core Committee

Carnival

Bands

Fireworks