Call to order 6:05 PM
Rollcall: In Person Amy Segerdahl, Todd Snider, Chelsea Proffitt, Cary Hanson, Brian New (late) Zoom Attendees: Anne Dean, Amberly Ware, and Michelle Drake (hospital, unable to take notes at this time)
Old Business:
1) Football field layout: Gave Brian dimensions of the possible bouncy house/slide from Todd’s cousin. Gave Brian the dimension for ACP rock wall and fun house. He will be adding in 10×10 vendor slots this week. Per Amy and Cary, the layout will be as such: Beer tent need to be on the front left of the concession stand, band facing concession stand and angles to crown/beer tent. Food trucks would like the tree line, deflecting the noise from the surrounding houses. Fishing contest needs to be visible but not by the band so he can hear.
2) No pin, filing an 8823 form for change of address with the IRS
3) Cornhole to be sponsored by and what days/times flyer.
Todd is thinking Friday 5-9 with possible roll over Saturday morning if need be. Saturday doing a second run from 3-9 (with car show ending at 2 – extended) he thinks he will have enough time and teams. 24 teams goal, had 10 last year and more people interested.
Todd was given the ‘Go Ahead” to purchase the Amazon scoreboard etc, and the board agrees to reimburse him for these items once he presents a receipt.
Todd informed us that Carter and Lauren with 36 Lakes will sponsor Cornhole this year and provide 3 boards. Between board members we can get the other 3 if we don’t have the ones purchased from last year (possibly 2 or 3 in Amy’s possession). Winning prize will be $100/$60/money back for 1st thru third place.
4) No go for Regina’s for Trivia night. – any other options for doing something similar are still open to discussion if anyone has ideas
5) Chelsea Vendor event at the Hudson Memorial Building.
Chelsea had come to the board with available dates the HMB had for upcoming months. The board votes on April 14th. The board members approve the $200 cost for renting the building April 14th, and within a month a check will be given back in the same amount to the Bluegill Frolic. At this event we will offer concessions, checking with chops and co about donating pulled pork to sell at this time. Anne is looking into bouncy houses from her brother to be donated for an all day jump upstairs. Vendor slots ($20 each) will be offered downstairs. Anne may do Tupperware Bingo during this event, if not a vendor table. Chelsea has gotten 20+ baskets from small / local businesses donated for this event and will be holding some type of Silent Auction/Raffle all proceeds going back into the BGF. We are going to try to get a spot for next year thru the Quarter Raffle company to hold one for our event for next year, they didn’t have openings this year. And we were not confident in hosting a first ourselves, and agreed there would be too many unknowns and costs (paddles, etc) doing it ourselves, with an unknown turn out.
6) Hair Mania $3200 with lights and stage. All board members attending agree even with them supplying the sound and lights that this cost is just too high, and we decided to remove this from our agenda.
7) Nix the placemat idea, everyone local and surrounding is going with less paper waste. Amy suggested instead that we should purchase reusable yard stake signs to place in front of “sponsored” area. Example: If the Marcellus News is sponsoring the Fishing Tournament, we will place a business card style yard sign in front of the Fishing Tournament Registration stating “sponsored by Marcellus News”… Anne said she would ask Creative Vinyl about printing these signs.
New Business:
1) Budget for rides: Amberly (attending via zoom) said she wanted to do the lost treasure and rock climbing wall from ACP Entertainment. Amy and Chelsea decided on a $15,000 budget for rides and anything that goes along with it. Chelsea and Cary are very interested in the mechanical shark being added onto the rides if we can swing it in the cost. Chelsea and Amberly will be reaching out to ACP Entertainment to see the pricing.
A) Marks Reptiles – everyone voted ‘YES’ to have this during our event. Charge is $150 one time fee. Setting up around 11 am on Friday 8/16/2024 and is available as long as we would like.
B) Can we get pony rides: Chelsea had put out feelers for pony rides on social media and she will be reaching out to Kim at Honeybunnies to get a cost and time frame. All members are in agreement to try to get pony rides this year.
C) Todd’s Blow Ups – Todd’s cousin has a business where he could offer a beer tent, 64 chairs, 8-8’ tables, bouncy house, inflatable slide for $2,226. Todd needs to get with Jessica on beer tent size and pricing from last year. We believe we had a 20×40 beer tent for $800 last year.
D) Marcellus Got Talent – Amy gave the go ahead to get facebook feelers out. Cary stated she had already spoken to people in person and everything she talked to thinks it would be a great idea and added an event to this year’s BGF. Chelsea and Cary will run with this being responsible for sign ups/ making sure people show up and get on stage at the correct time. $5 per act fee for sign up. No auditions prior to the event. Discussing how prize money will be raised. Some type of cash “vote” or donation per act – possibly leaving contestant names/bin up for the entire time slot and then tally up totals – cash votes choose first thru third place winner. Winners then get half of the money in their donation bin that was collected. Like a 50/50 raffle type of thing.
2) Vendor forms / protocol per Cary – Anyone checking the mailbox (Amy and Cary have keys) need to make sure Cary has ALL vendor forms or they will not be considered officially a vendor. Any cash, checks, or Venmo payments must have an application included (even if a photo) and given to Cary. Amy or Chelsea can collect money from Mary at the Insurance building, POBOX, or from Cary and put it into Bank Account.
A) How many vendors to allow? Chelsea and Cary believe the vendors and food trucks will bring a big crowd and following. Cary is requesting at least 7 different food trucks this year. Amy gave the okay to offer the 5 from last year their same slot, and adding 2 more for now. Amy says no more than 10 until we figure out space.
B) Brian how many 10×10 spaces in the middle of the field? Brian said he would be able to work on this in the week upcoming and would add this to his map on our Facebook page for the members to see.
3) Sponsor Spotlight: The Friendly Grille & Cranberry Lake Campground. Adding in the Community Mills.
Open Floor:
Car Show – Brian said he plans on the car show being extended this year per popular demand. 7am will begin arrival of the cars, actual time of the car show will be Saturday August 17th from 8AM until 2PM
Sponsorships for this year Chelsea had reached out to the Stone -yes wants to make a donation but needs a sponsorship form. The one Michelle sent wasn’t both pages. We need the page with the tiers.
Chelsea reached out to Tones for sponsorship – they also said yes but to just keep them on for what they did last year. Anne said they donate the stage with no cash donation
Additional Games – Amy asked Chelsea to reach out to Tom & Jerry in regards to the carnival games. was said that they offered to come for no charge, and they would pay s a percentage of their earnings for the two days.
269-965-1234. Chelsea agrees to call them in the upcoming week (prior to the next meeting) and get a quote and details.
Additional Advertising Cary wanted us to look into how much it would be to possibly advertise in the three rivers newspaper.
Next meeting March 12th, 6pm.
Adjournment : 8pm
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