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HomeMy WebLinkAbout~Master - Ames Human Relations Commission - AHRC Minutes 8-16-2012M I N U T E S HUMAN RELATIONS COMMISSION August 16, 2012 The special meeting of the Ames Human Relations Commission meeting was called to order at 4:10 p.m. in Room 235 of City Hall. Members present were Chairperson Aaron Fultz, Amy Juhnke, John Klaus, Lea Vogl, and Barbara Woods. Amber Corrieri and Lynne were also present. Old Business FACES – Exhibitors John sent emails to everyone whom he had an email address for. Amber and Edna will communicate to discuss how the list of registered exhibitors will be maintained. It was suggested that a recruitment flyer be put together and Commission members attend Iowa State’s Clubfest to attract exhibitors and entertainment. Clubfest is on September 5th. Amy will put together the flyer. Amber suggested that the signup deadline be a few days in advance of FACES so informational handouts can be prepared in advance. Amber will post the spreadsheet of exhibitors and lock it so Amy can take the names off the list and publicize them. Facilities/Rentals The rentals have been secured. Brian will confirm that our order has been received. A map needs to be prepared indicating what goes where. Party Time will set up the tents, but the tables and chairs will need to be set up by the volunteers. Food Vendors The two vendors from the Bandshell concerts will be present in their usual locations. Le’s Vietnamese has sent an application as well. John has sent info to Andy’s Barbecue, but has not heard back. John will start calling restaurants from the phone book to try to get more. Volunteers Barbara has started a list of how many volunteers are needed at the event and for what purposes. It was decided that the Human Relations Commission/Information Booth and the Check-in booth should be the same, as long as there are multiple people staffing it at all times. Lynn has indicated that there will need to be a stage manager and two assistants (manage parking, getting on/off stage, and managing time). In the past there was a curtain across the stage which was used to create a prep area for the acts. Barbara will contact Brian Parrish, who might be a good stage manager. Amber suggested that all tables and chairs need to be set up by 10:00. 10-15 volunteers need to be there for set up. 20 volunteers are still needed for tear down and cleanup. Entertainment Lea sent emails out to potential entertainers. Lynne will get her a list of past performers and schedules. One entertainer is confirmed. Maximum Ames has lined up two bands already for later in the day. Lea mentioned in the past there has been an interactive stage to learn dances, etc. Instrument petting zoo was another idea, looking to find someone named Tony Stevens that has done something like this before. Also need to have filler music in between performances. Lea wanted to discuss budget, but in the past we have also paid $50-100 to performers as a stipend. There was no guaranteed payment. In the past we have had an MC --Lois Schmidt has done this for FACES. She might be willing to do this again. Sound system has an estimate of $1,200 from MAXIM Ames. They are looking for about $800 from AHRC for FACES. MAXIM Ames will feature the FACES line-up will be published with their information. Nate with MAXIM Ames plans to assist Lea with the line-up. What is the time frame for music? Lynne Carey indicated we have done noon to 4 p.m. in the past. The Committee discussed as much of the time as possible. John Klaus was wondering if the blanket music contract the City has would allow us to play music in between acts at this event. Lea requested to have someone take over after she sends one to two emails, but she is moving and will need someone on the ground here to help out. Lynne and Lea discussed CoMotion as a partner for the interactive dances. Aaron has offered if necessary to take over the Entertainment. Publicity Amy Junke noted to the group that the City website is update and the Facebook page will update with new vendors. Amy will also make an invitation via Facebook so that you can invite your friends. We will be on Mel in the morning discussing the event. FACES poster will be getting done shortly for distribution for promotion. For advertising, proposal will be ready to discuss at the next AHRC meeting and finalize the budget. Wheatsfield Newsletter ad is in and will be out shortly. We also need to finalize signage. Lynne Carey stated that she has 4 sandwich board signs for AHRC to utilize that day. One in front of the stage with lineup. One for each restroom location. Then also on the west side of the street to draw auto traffic into the event. Fundraising Aaron stated that the Chamber of Commerce has committed $500 to the event. Amy ask how we were going to note this sponsorship. Aaron requested that staff invoice them for the $500 commitment so that the Chamber can make payment. Commissioner Comments – The Commission has requested to specifically discuss budget at the upcoming regular August meeting. Aaron thanked the committee on all their progress so far on the work for the event. The Commission will next meet August 22, 2012 at 5:30 p .m. Adjournment The Commission adjourned at 5:38 p.m.