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HomeMy WebLinkAbout~Master - Ames Human Relations Commission - AHRC Minutes 7-24-2012M I N U T E S HUMAN RELATIONS COMMISSION July 24, 2012 The Ames Human Relations Commission meeting was called to order at 5:30 p.m. in the Council Chambers of City Hall. Members present were John Klaus, Any Juhnke, Lea Vogl, and Barbara Woods. City Auditorium and Bandshell Manager Mike King, Chris Lyng from Maximum Ames, and Commission Investigator Phil Squibb were also present. No one was present for Public Forum. Old Business Moved by Woods, seconded by Juhnke to approve the minutes from June 28, 2012. Motion carried unanimously. John asked for the investigation officer present to introduce himself. Phil Squibb introduced himself and noted that he was investigating a case at the present time. The Commission thanked him for being here. John noted that Shawn Smith has offered to be a hearing officer for the Commission. John asked that the City Manager’s Office send him a note asking for him to be an applicant to the Commission. New Business FACES – Entertainment Lea provided some background on the booth and performance application forms. It was decided that the Entertainment Form and the Entertainment interest form would be consolidated and posted online. Lea introduced Chris Lyng from Maximum Ames, who will be helping coordinate entertainment. Chris has not gotten a quote on the sound system. Last year’s cost $800. He thought it might be higher this year. Last year FACES provided $500 to the Commission, and part went to equipment and part to advertising. Amy suggested that this year a print ad might not be worth the cost, and some other options for ads might be explored. That would provide some savings to use on other expenses. Lea has compiled a list of the entertainers used in the past and will begin contacting them this week. Lea will also look for other entertainers though ISU. Amy has contacted the Student Activities Center at ISU and asked for a listing in the newsletter. It was decided to use the facesofames@gmail.com account and have one person responsible to check it regularly. Amy will check the account until Aug 10 and Amber will check it after Aug 10. About 15 people have sent in forms electronically. Amber has begun a spreadsheet. The City Manager’s Office has received a paper form. Brian will scan it and email it to the gmail account. Lea announced she is leaving August 24, but she may be able to assist with FACES until that point and plans to try to attend FACES. Rentals from Party Time will come to $938. Reservation of the Bandshell will cost slightly more than $1,000. Maximum Ames would like some funds to cover the PA system. They will also be booking and organizing the acts. Lea and Chris will coordinate the scheduling. In the past, about $650 was paid to entertainers. John suggested that the Commission focus on getting acts that are interested in performing for free. Chris will get quotes on the sound system and bring information back to the next Commission meeting on costs. Then the Commission will decide how much to contribute. Food Vendors John has heard from a few vendors interested in participating. Mike will provide a form used for Bandshell purposes. John will meet with Brian and Melissa to update it for FACES’s purposes. Exhibitors John did not have good contact information on exhibitors, but he found information for 35-40 groups. John needs to follow-up to find out who has responded. Lea suggested uploading this information into Google Docs to make it easier to collaborate with multiple people. Publicity Amy met with Amber Corrieri to send an article through the September utility bill insert. Forms will be available on the City’s webpage tomorrow. A Facebook page has been established. Regular updates will be made to the Facebook page. Volunteers might be needed to be on Mel in the Morning. Amy will work to get an article in the Sun free newspaper. Barbara suggested that if entertainers have video links, those should be posted on the Facebook page. Amber will revise the poster and the Commission will be asked to help distribute those. On advertising, a Wheatsfield newsletter ad will be placed. Amy has gotten rates for the Tribune’s online advertising. Amy also suggested using Facebook ads. The School District is implementing a digital newsletter, which would be free to use. Melissa suggested also getting rates for the Iowa State Daily. Lynne Carey noted that an insert was done in the Tribune instead of ads. She was not sure if that was effective, but it might be something to consider. Facilities/Rentals A requisition has been issued for the rental equipment. A plan needs to be developed for the layout. Mike will provide the Commission a blank layout plan of Bandshell Park. John can contact the Story County Volunteer program to see if they might have someone who can help coordinate the exhibitors. John would like to ask the Fire Department, the Police Department and the Electric Department to be exhibitors. Melissa will contact them. Volunteers Barbara asked how many volunteers we might need. Phil suggested the Commission contact the Circle K Golden Kiwanis organization to ask for volunteers. By next Friday, each committee will send Barbara a list of how many volunteers they would need and when. Brian suggested that about 15-20 people would be needed for set up, more for tear down, and a handful during the time the event is going. Volunteers will also be needed to staff the two barricade locations. Barbara suggested a headquarters location for the logistics of the event be staged somewhere so volunteers, acts, etc. can be directed to it for checking in. This might be on the south side of the Bandshell. The Commission’s exhibit table can double as the public information booth. Sponsorships No updates The Library loaned out sandwich boards last year for wayfinding. Amy can design graphics for the four sandwich boards. Daniel Brown, a commission investigator, introduced himself. He asked for more information on FACES. He is willing to help with the event. Brian will add the investigators’ contact information to the spreadsheet on Google Docs. Dan suggested that Toons might be an inexpensive method to advertise in. It was suggested that a special meeting might be helpful for a work session to discuss FACES. A meeting on August 16th was agreed to. Moved by Klaus, seconded by Juhnke to hold a special meeting of the Commission on August 16, 2012 at 4:00 p.m. in City Hall to discuss FACES. Motion carried unanimously. Commissioner Comments – The Commission will next meet August 16, 2012 at 4:00 p .m. in special session. The next regular meeting of the Commission will be August 23, 2012 at 5:30 p.m. Adjournment The Commission adjourned at 6:45 p.m.