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Date: March 3, 2008
Location: Sawmill Saloon, Seeley
Present: Waldo Asp, Fred Blake,
Chuck Block, Jim Brakken, Earl Cook, Roger Dreher, Jan Eck, Lisa Gabriel,
MaryJo Gingras, Ted Griggs, John Haack, Tim Kane, Mike Klink, Sheri
Snowbank (note taker), Susan Tesarik (via phone), Susan Wallin, and
Lorna Wilson
Budget
Thursday workshops
(Click to see current budget) For the
Thursday classes three have no fee. Pamela said that the DNR is picking
up the room cost for the shoreline grants and Glacial Lake Partnership
(in the Miley or Pearson - $75) The NW Lakes Consortium will pick of
the cost of their room (Bear’s Den - $50). Do we want to charge
them $15.00 and then they can have lunch? It was decided not
to charge them and to tell them that lunch is available on site if they
wish. Clean Boats/AIS will be the only Thursday class charging a fee
and providing a lunch.
*** It was also noted to keep track of people and provide
nametags on Thursday they should still register even if the class is
free.
Grants
Jan and Susan T. reported they haven’t heard anything back yet
on the Excel or Besadney grants. We should hear something by next week.
*** A motion passed that if by March 15 we do not have $1,000
in grant monies awarded to us we will raise the registration fee to
$45.00.
Youth Fund
WAL will subsidize 50% of the youth registration up to $280 (equals
14 youths). The rest of the money must come from a local source. Roger
will look for contributions from exhibitors and other business sources.
In the brochure we will add a line for youth registration. Under 18
years old they are free.
Subcommittee Updates
Promotions
John volunteered to chair the committee. There were date changes and
additions to the draft promotion plan. Click
here for the updated version. The changes include:
• Brochure drafted by March 17
• newsletter articles by March 31
• final changes to Tim for the brochure by April 4th
• brochure & poster printing needs to by completed by the
Lakes Conference on April 17th.
• MaryJo will handle the printing duties this year.
We will buy ads in local papers (John will compile a list
of papers) to run Memorial Day and a week or two before the conference
(around April 9th). We will also drop posters/brochures off with tourist
information centers and chamber of commerce offices. We are also paying
a fee to have Big Top do promotions and on-line registration.
We will print some posters this year (40-50). MaryJo will
get price estimates for us. We will also have the poster available on
the website, so members can print them a hang them up where they think
appropriate.
Brochure
A lot of additions and changes were requested. To accommodate everything
Tim will enlarge the brochure to 8 ½ x14. One suggestion for
the empty panel is a description of the conference and brief history.
A summary of additions:
• For Thursday for free classes, lunch is on your own. Food is
available on site
• For Thursday AIS/Clean Boats has a 25 person max
• Youth registration lines and that under 18 years old they are
free
• Statement saying that additional tickets for the matinee performance
is available at the door for $15.
• Something about evening performance and if Erin is going to
be the opening act
• Vegetarian meal option
• Expanded name lines
Radio
Roger and Waldo volunteered to take care of again-. It cost $160 to
run adds last year. We had no say as to the time they were run and it
did not appear from the evaluations that they were useful. We will just
do the service announcements. We can discuss if any of the presentations
could be taped at a later meeting.
Ticket Pre-conference-sales
Roger drafted a letter to be taken to area Lion’s Clubs. Click
to see the letter. They will get $2 dollars per ticket and for every
15 tickets sold they will get a complementary ticket free. We will collect
the money and extra tickets on the 18th so we would know how many we
need to sell at the door.
The volunteers we have so far to contact the Lion’s Clubs are:
• Ashland – MaryJo
• Cable and Seeley - Jim
• Iron River
• Minong and Solon Springs - Lorna
• Siren and Webster – Susan W.
• Spooner – Fred
• Stone Lake and Hayward – Waldo (if Hayward Lion’s
is too busy we can ask the Moose Club)
• Birchwood – Mike
For the next meeting report the number of communities that are
interested and how many tickets they think they can sell. (We
will have ~150 matinee and 400 evening available)
We need to carefully track tickets sold every 3-4 days. We
need someone to coordinate these pre-show tickets.
John will ask if the big top supplies the tickets or if it is something
we need to do.
Facilities and Registration
Registration Desk
Susan W, Susan T., Tami J and Earl will help at the registration desk.
There were some technical issues last year, but things should be better
this year.
Lunch/Breaks
Susan W. will meet with Laura around the end of the
month. For the box lunches we will ask for packaging that is recyclable.
Keep Styrofoam as minimal as possible. Lighter lunch and make it easier
to eat with more finger foods. There was a request that we do not have
cranberry juice served. For breakfast we will ask for multiple stations
to avoid crowding. If you have any meal suggestions contact Susan.
Equipment Assignments
Computer and Projector
Red Arrow – John and back up
Namekagon A – WAL
Namekagon C – Pamela or Tim Asplund
Miley - Lisa
Laukka – MaryJo
Screens - Large one for Red Arrow and smaller
one for Namekagon C. John will reserve from National Audio Visual (cost
in 2007 -$105.00 for both screens). Ted will pick them up.
Registration/website
Will be up and running when brochure finalized.
Conference Materials
We are still missing a couple of titles and descriptions.
• Student speaker – title and description
• VHS &AIS Update – title and description
• Legislative update – title and description
• Aquatic plant management overview – description
• For Thursday we need the title and descriptions for both the
shoreline grants and consortium.
Susan T. volunteered to review and edit the descriptions.
John will order the folders soon.
Registration cost clarifications
If you are a speaker you are free – the returned confirmation
letter is their registration application. If they need a room they need
to set up their own accommodations (if agreed we will reimburse the
room costs, but they still need to make the call to Telemark). Telemark
is willing to offer state rates for the rooms (non-agency people would
get the rate, but would need to pay taxes).
If you are a committee member and are an agency person you should pay.
If you are not and would like to be compensated for your work it has
been included in the budget. You still need to register though; it would
probably be easiest to call WAL.
Exhibitors
Letter to exhibitors will be sent the second half of March, beginning
of April. For speakers, if they are non-profit the table is free. If
they are a for- profit they will get $50 discount.
Recognition of Excellence in
Leadership and Stewardship of Northwestern WI Lakes
Each county wide group will be asked to nominate one person or couple
and submit a paragraph about them. Their names will be announced during
the introductions and the paragraphs will be compiled and included in
the folder. Jim will coordinate.
Next Meeting
April 7th at the Gov. Tommy Thompson State Hatchery, Spooner 10-12pm.