Cayuga Lake Watershed Network
Doc. #2007-37
Outreach Committee Telecon
June 25, 2007

Present: Diane Emmons, Sharon Anderson, Judy Morehouse, Julie Patterson, Roxy Johnson, Judy Pipher

Discussion focused on activities especially involving Diane to make sure we had assigned her usual tasks to others, and had received up-to-date information from her on current status.

1. Electricity – Cass Park quite positive we shall have electricity. Sharon confirmed that it will be available, she will call Tom Knight to inform him, and there will be a short extension cord outside the restoroom.

2. Wegmans – Diane sent official request to them concerning birthday cake and balloons – Roxy stated there was really no point person to talk to, and they preferred formal approach. Letter was promised last week – expect to receive at the office.

3. Diane will call Shursave planning for 150, and using Styrofoam plates to deliver. Judy M. has agreed to pick up the food. Judy P has several very thick Omaha Steak foam coolers which are extremely efficient and can provide to JM.

4. Diane has reserved tables and chairs from Rick’s Rental with the option to have them delivered. After comparing options with Rick’s and Mouton’s, Diane has kept the reservation for a tent with Mouton. In addition, we will need some smaller tents. Sharon will cancel and/or update as necessary closer to event. Sharon is contact for both Rick’s and Moulton’s in office. Sally Eller will help in the office during Diane’s absence and Diane will coordinate with her the week she is back (week of July 9th) to help with Lakefest.

5. Door prize – Wendi Hunter will provide CD, Judy Pipher will e-mail request to Tom Knight, Judy P is contracting Fox (already agreed to provide gift certs.), DA Liqour, Deerhead, Montezuma Winery. Judy M has contacts with gifts from wineries, will contact them as well as Marinas Restaurant. WE NEED OTHER PEOPLE TO PROVIDE GIFTS FOR DOOR PRIZES. SHARON WILL REMIND BOARD. Julie – one of your painted glasses? Roxy – produce? Please inform Ruth Richardson at rer26@cornell.edu

6. Diane wants us to take e-mailed final flyer, print them, and each circulate. We need an Ithaca person to circulate there. Roxy has agreed that she or someone from the Water Treatment Plant will do. Julie – Union Springs/Aurora and the Judy’s (mainly Judy M) will do NW end.

7. We agreed we want a banner hanging on building. Need 2 – one with logo and Cayuga Lake Watershed Network and Lakefest with grommets on bottom. Smaller one saying date location time for this year, to be replaced yearly. Sharon will design layout. Roxy
will approach Kinkos to produce. Roxy will check with Greenstar, a whole foods grocery re: hanging. Did not discuss colors – blue with black lettering?

8. Noise ordinance – seems like generator will be within the bounds of agreement. We will specify to Peter where set up. Judy P will ask him about time required to manufacture ice cream for 100 people, and advises him of time we expect to be serving (during members meeting).

9. Diane call Moulton’s re: space required for tiedowns so we can finalize tent location, place where musicians etc are housed.

10. Vicky is agreeable to a walk length of 1.25 hr for historical walk.

11. PR – Diane will supply contact list and Judy P will do as much as possible.

12 Diane send e-mail Niamh’s address and phone number – Niamh has confirmed water containers full of water and ice for Lakefest (3 or 4) and provided e-mail contact to remind them Julei will arrange to pick up at Wells. Congratulations go to Niamh on the birth of her daughter.

13. Julie will stay on top of Board signups for tasks at Lakefest. Judy M happy to help with greetings etc. Julie will look over core list following next Board meeting and contact Judy. Need to remind Board to bring cookies.

14. Need to provide to-do list for Brendan – for sure, pick up Hickeys sound equipment and bring to site by 11:30am latest, also help Keith Tidball with signs. Keith Tidball volunteers to be in charge of signage. Sharon is drawing up a list of what that entails. Brendan could also help with the pick up and delivery of tables and chairs to Rick’s Rental and Roxy has confirmed.

Diane is back from her vacation July 9 week (except Friday). Therefore we plan next telecon 9:30am July 9 despite fact Roxy and Sharon on travel. They will provide e-mail updates in interim.

Have nice vacations folks.

Updates from Sharon for the 9th.

a) Sarah's family has an auction the day of Lakefest and can NOT provide tables and therefore cannot help the day of the event Could Brendan pick up and drop off to save us the deliver charge?
b) Sarah is willing to help put up flyers and do other tasks in advance of Lakefest. There should be some coordination of who is putting up flyers where; please consider during the conference call (Roxy will have to contact Sarah when she returns). . After there is adecision on how to best coordinate leafleting, Diane would you send Sarah
flyers *CORRECTED WITH The Hunter Family INSTEAD OF SECOND WIND for her to post (I did not think to ask if she needs hard copy or if she can print out what she needs.) In terms of other tasks for Sarah to help with, I don't know what else to suggest as a task for Sarah but I think it would be great to find a small task or 2 to get her more involved. Please consider during the conference call.
c) Cass Park gave their final approval on electricity. They will supply a short extension cord from the building that we can plug into. It should be all set up when we arrive. I will call again a day or 2 before Lakefest to make sure. I will contact Tom Knight and let him know there should be electricity
d) Tents -- Diane got information about tents and we agreed to keep the reservation with Mountons even though it costs more than last year. They are tent specialists so I trust their expertise in putting up the tent. Ithink we also need 3 small tents (I think Diane has much of this already under control). One for the registration area, one beside the pavilion for the entertainment (band, Tom Knight and compost theater) if weather
necessitate and one for Jack set apart. My memory is that last year Mary Seitz, Julie and Ruth Richardson all offered tents. As a backup, I might be able to borrow one free from Cornell but would rather take care of from within the Board if possible Judy P notes that she and Julie offered, and Ruth did it last year. .Because of personal difficulties, Judy P no longer will be able to supply.
e) I started working on the banner design but am not able to complete before I leave on vacation. It's on my list for when I return. If the store has any requirements, please let me know.
f) Kari confirmed her availability to help the day of Lakefest. I
didn't talk with her about specific tasks or times. She said she is "available longer than last year." I never heard back from the scouts and don't think it is wise to chase them since I have already established relationship to the troop.

UPDATES from Roxy:
1) Produce as a prize, sure, you can say that I'll donate a 'share' of produce from
Wild Hare Farm.

2) Yes, I or someone at the WTP, can distribute flyers in the Ithaca area.

3) Greenstar banner - please e-mail me some specifications. I know we may have
talked about it earlier, but I didn't get anything recorded and would like to know a
little bit more before I talk to the store.

4) Brendan and tables - there are 10 right? He might have to make 2 trips, but I'm
sure he can do the pickup/return. Our truck has had some toolboxes added so it's
not quite as roomy. The sound equipment fits inside the cab so it's never an issue