Agenda
Called to order at: 6:05pm
Attendance: Cary Hanson, Amy Segerdahl, Todd Snider, Brian New, Jessica Jarrard and Michelle Drake
Absent: Chelsea, Mary, Anne, Joe and Amberly
Treasury Report:
As of 07/08/24 our current checking account balance is $6,057.78.
Doug has been paid for all the t-shirts. Need a check for $1497.00 for our Liability Insurance for the event. Amy and Michelle signed a check and Amy will mail it out to them sometime this week.
Old Business:
Balkema construction did a great job on the field. They plan to also grate the parking lot too before they are done so it fills in all the potholes. We plan to get a yard sign to put around the beer tent that says “Sponsored By” along with one for Canopeum for their donation towards the beer tent. Amy and Jessica to get with both companies for a PDF of how they want the yard signs to look.
Amy has solar lights that she would like to get situated on the light poles. We plan to meet at the old football field for our next meeting on July 30 at 6pm so we can hang lights and clean out the concession stand.
We got with the bands on their power needs, and we should have no issues with potentially overloading the circuits. We should have plenty of amps to run the bands and the beer tents.
Amy is to confirm the final cost from Richmond Sanitary.
We reached out to Rainbow farms on sound equipment but unfortunately, they have an event that night. Cary reached out the library and they are going to let us borrow their speaker and microphone so we can make announcements and so we have it in case we get more individuals interested and signed up for the talent contest. As of right now, we only have one person who is interested in participating. We will continue to advertise for it in hopes more contestants will come forward but if not, we may need to fill that spot. We talked about getting a hold of James Merrill to see if he would do either a magic show or balloon animals.
Jake is to get with Amy on a price on the non-alcoholic beers in cans. One we know a cost we will have a better idea of how many cases we will need to order.
After discussing it with the group there are several things we are going to need for supplies:
Dixie Cups
Clear Trash Bags
Staff Stickers
Cash Boxes – have 2 but we need 3
Money Bags – have 5 I believe but will check
Hand Sanitizer
Wrist Bands
Beer and Ride Tickets
Sign for 21 or older with that date – Brian will update last years template with the new date
Camper
Spray Paint for Marking for the Vendors and Car Show
Amy placed an order for a dumpster from Schoolcraft paving since we will not have access to the dumpster since she sold Amy’s diner.
Beer cost for a truck is 1524.70. We plan to have them deliver the trailer sometime Friday morning, so it has time to settle before the event begins to cut down on foam.
We decided that we will use the first 1000 flyers and have them put in The News Paper. We will order more flyers with any additional sponsors added to the list on the back being it is two-sided.
New Business:
Amy bought some parking signs for the event for handicap parking, parking and to car show. We discussed how we will handle parking. On Friday night people can park where the car show will be on Saturday but come Saturday that area will be off limits until after the car show is over. Once that area has been freed up then people will be free to park there.
Jessica will be working on the volunteer list for the beer tent and Michelle will be working on one for the Dunk tank. The beer tent will be open on Friday from 3-11pm and then on Saturday 12-11pm. The Dunk tank will be open on Friday from 3-8pm and then on Saturday 12-8pm.
The football toss is a no go. We also need to look into if we can get someone to do a shuttle from the elementary school over to the old football field and who is going to be our overnight security for Friday night. Cary said her kids could walk around periodically to empty trash and refill the trash bags so we should be all set on that.
It was brought to motion by Amy and seconded by Brian, to allow this years’ beer tent volunteers to be able to keep a portion of the tips at the end of each scheduled shift. We agreed that at the end of each shift we will count the tips and ½ of the money will go back to the Frolic and then the other 50% will be split evenly between those working in the beer tent during that shift. Each new shift will start with an empty tip jar.
Yes – All No – No one
Cary is getting with Josh to see if he would be interested in taking all the clippings from the previous frolics over the years and scanning them in and writing descriptions so we can create a table book that we can sell at future events.
This month we received another note from our loyal follower Lyra New. She had the great idea of us taking pictures of the entire committee at the BGF this year. We actually spoke with Amberly, and she has agreed to take some professional pictures for us during the Frolic along with other pictures that we can use for the table book and for advertising next year. Ideally, we would like to make a video to showcase the event and draw in larger crowds.
Brian current balance for the car show is $216.55 but $117 of that is already spoken for so he can purchase the trophies for this year’s event and flyers. That should leave him with a balance of $99.55. Brian has everything he needs at this time and between now and then he will be talking up the event and passing out flyers to draw hopefully a bigger crowd this year. Currently we are anticipating around 55 cars for the car show. Brian talked about doing a special shirt specifically for the car show and seeing them at that event. Lyra will also be selling lemonade again this year during the car show.
Spotlight: Citgo – Lawson, Metalcasters, Grames Tire, FabMasters Canopeum and Balkema Construction Company for rolling the football field
Next meeting:
July 30, 2024, at 6pm at the old football field
August 13, 2024, at 6pm at the township hall
Meeting adjourned at 7:43pm
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