Horicon Phoenix Program

April 2013 Monthly Meeting ~ Sunday, April 7th 2013

 Call to Order

o Meeting called to order by Dan. Mark, Tammy, Jenni R, Ashley, Shannon, Mercia, and Jenny H in attendance.

 Approval of March Minutes

o Minutes from last month were passed around. Jenny H motioned for minutes to be approved, Shannon seconded, and motioned passed

 Public appearances

o There were no public appearances

 Act on Letter of Resignation from Denise Pomonis

o A letter of resignation was received by Denise on March 14th. Tammy motioned that we accept her resignation. Shannon seconded and the motion passed.

 New Treasurer election

o Dan motioned that we elect Ashley Lenz as new treasurer. Shannon seconded. Discussion entertained. The motion passed. Jenny H and Dan will meet with her on Monday to add to account at bank.

 Correspondence and bill paying

o Correspondence was discussed: thank you letters, informational letter regarding chicken zoning in city limits, and letter from Horicon Historical Society seeking sponsorship. The promotional committee decided to sponsor the living history days with advertising money after discussion in order to help promote our summer line-up of events, especially Jersey Street. Discussion ensued about possibly having a set amount of money in budget to sponsor local events and partner organizations in 2014 budget. Currently we do not have this. Grants money is not appropriate for this use. Future discussion on this.

 Organization Committee Report (Dan Buchner, Chair)

o Grants report (Liz)

. $500 dollars from Alliant Energy received toward playground equipment. (hurray!) A few others will be decided soon. When all are received, the committee working on this project will meet to decide what equipment to install or upgrade and then get city approval before ordering.

o Fundraising and sponsorships report (Dan)

. Kwik Trip Scrip program not going away but may be reduced to 5% from 10%. That would mean a decrease in profit to $1,500.00 from $3,000.00 if we continue at current levels of sales. The group will need to decide if the effort used to sell these cards are worth the extra income.

o Collaboration report

. Dan met with Leslie from the I.E.C. She proposed a couple of marketing partnerships:

 Billboards (owned by Horicon Bank. Share costs between D.D., I.E.C. and us)

 Digital Advertising ($600.00 per month targeting specific demographics)

. She also told me that if we pay for a membership in Discover Dodge (I thought we did already) that we can put our brochures in Gander Mountain through Discover Dodge’s partnership with Washington County (who manages the information rack at Cabellas.)

. Dan volunteered to have us place the I.E.C. 2013 summer brochure in to the booklets that we send home with the students. We will need to stuff these at Sunday brunch meeting next week.

. Group discussed possibility of this. Most were in favor or sponsoring Discover Dodge. Dan expressed doubt as to Digital Advertising both related to how expensive it would be to also how effective it would be. Shannon suggested a future project would be to erect an electronic sign shared between all groups to post local events. This sign would be jointly owned and funded by these groups. The bank does post events but also posts their own ads.

 Promotion Committee Report (Tammy Baltzley, Chair)

o Website development and traffic report (Jenny H.)

. Jenny will begin to compile a website report for the group to review. Also she suggests we develop a newsletter geared just toward events. She has located a company that gives non-profits 10,000 emails a month newsletter service. She will get details. Jenni R suggested Bob might be a good fit to take this responsibility.

. Jenny created an online registration for Disc Golf tournaments. Suggested group use this for other events but reminded them that those under 18 cannot sign a waiver without parental consent. They will have to complete that at event. o Community Gardens (Julie, Tammy)

. Plans are along. Group is looking into creating a compost bin, how to stir it, and what type. Tammy suggested they consider using chicken droppings since this makes excellent fertilizer. The committee will look into styles and types and get back to the group as a whole. o Farm Market (Kathy, Dan)

. Kathy will not be selling bread this year (boo, hoo)

. All vendors lined up. A few individuals have asked to be added but no new vendors are being added this year. Possibly if a few vendors drop off but not at this time. o 2013 Summer Concert Series Events (Dan, Sarah, Tammy)

. All bands are scheduled. Tammy has almost all dates scheduled for food vendors. She will contact the last few groups this month. o Jersey Street Music Festival (Dan, Liz, Julie, Mark, Kathy, Leslie)

. Dan recapped what was discussed in the previous meeting. Colin O’brien is coming, will do three short performances or workshops. 4H has expressed desire to provide children’s games but not a firm decision yet. Possibly will be in dance hall with O’brien. Dan discussed insurance policy at meeting. Other groups showed significant interest since June will be a rainy month. More discussion will follow. All bands and other things are set. Will meet the next two months. One will be at park to cover logistics. o Labor Day Weekend Celebration (All)

. Evan Christian – did not return phone calls. Dan is looking to schedule another band. One from Madison seems a good fit. Shannon mentioned she forgot to contact Bill but will do so this month.

. Dan and Jenny will take our schedule to Parks board on Wednesday to have all events approved. o Riverbend Park Disc Golf Course (Dave)

. Horicon Huk ready to go on May 25th

 Innova Disc Golf provided over $300.00 in merchandise in support of the tournament – hurray!

. Installation of new practice putting basket and sign in May. It will be installed near the tennis courts in the area of the kiosk . Dan and Dave will be starting to work on developing placement of 9 more holes to be installed in 2014. They will be determining location and placement.

o Horicon Phoenix Award report (Tammy)

. Jenni R wrote a letter recommending Donn Gasner, the band teacher, who is retiring. She elaborated on why she nominated him. Jenny H motioned he be accepted for the award, Shannon 2nd, and the motion passed. Jenni R will write up a more formal letter for newspaper.

o 2013 Dodge County Visitor’s Guide

. 40,000 copies (up from 25,000) placed in visitor’s centers and major festivals

. B.D.C.H. and us have the only full-page ads in the book

o Act on Phoenix branding proposal from Chrysalis Design Works

. No action taken on this. It was decided that due to a tight budget this year the group should not spend the money on this. Possible idea for next year. Shannon and Mark will endeavor to create a template for us.

 Design Committee Report (Liz Darner, Chair) – Liz is unwell so Dan and others reported for her.

o City of Horicon Park Playground Equipment Upgrade coordination (Jenny, Tammy, Liz, Dan)

. As already discussed, group will hear back from other grants soon and then will decide what equipment to repair or replace.

o Discher Park Dance Hall Restoration (Liz)

. Ladies Swap Fest update ~ Sandy Hinzman

 Jenni R reported she will not have time to solicit baskets from businesses. Tammy and Sandy will make and distribute flyers. Date changed to May 18th.

o Little Library (Tammy)

. Tammy has given Dan her bench specification and chosen a location. Dan will take this to Parks board for approval. Then Tammy will have the bench and library made. Installation will be this summer.

 Economic Restructuring Committee Report (Jenni Rettmann, Chair)

o Small Business Center presentation (Shannon) . Shannon gave update. She showed picture of location (old March Moppits) and should find out soon if it is available.

o Report on Grant requests received (Jenni)

. None received

o Horicon Phoenix Scholarship report (Denise)

. Denise was not present to report

 New community event / fundraising ideas

o Act on Zombie Day event (Jenny H.) (Assign to Promotion Committee)

. Jenny H asked to group to approve a budget of 500 to host a Zombie walk/run on World Zombie Day. She shared details for event and accepted suggestions. Jenny will submit a proposal to Subway as a potential sponsor. She hopes to ask others as well. Dan, Tammy, and Jenni all will help her plan and advertise events. Main expense will be tshirts. Jenny H will get a website registration page ready and will prepare posters. Tammy suggested Jenny H borrow flag football sets from parks department to save money. Jenny H will suggest it at Wednesday’s meeting. Tammy motioned, Jenni R seconded and the motion passed. It was suggested we look into printing our own shirts. Then we can buy them in bulk and print the number needed or each event. Saving us money since most printers require bulk purchases – which always leaves us with unused shirts. Jenni R and Mark suggested we partner with art department at High School to contract them to print tees or let us use equipment.

o Act on Dusbtep Dance Party (Dan) (Assign to Design Committee)

. Dan wants to contribute to the Dance Hall restoration, but he wants to pool $ with other people in the hopes of raising more $ than what my individual contribution would be. He suggested hosting a dubstep party to raise funds.

. The Phoenix group would not pay for event but would partner so Dan and others would not have to pay the rental fee. Phoenix to promote the event on our Website and Facebook pages as a fundraiser for the Discher Park Dance Hall restoration project.

. It’s an event that is geared specifically towards youth in order to provide them with something just for them. Group was generally in favor with helping to host it but wondered if youth would attend.

. Group discussed this event and ways to find out population had interest. Dan decided to do more research on whether this would be a viable event and will get back to group.

o Annual Sponsor Dinner / Fundraiser (Assign to Organization Committee)

. Saturday, November 9th at H.M.I.E.C. . Phoenix to provide catered dinner and refreshments and invite all sponsors and potential sponsors, Local Chambers of Commerce, City Gov’t officials, Tourism officials (Discover Dodge, Dodge County, State)

. Roll out our new marketing plan (ad space in booklets, concert and event sponsorship) and presentations by Phoenix members on upcoming plans and projects

. The purpose of the event will be to secure sponsorships as early in 2014 as possible so we can figure out exactly what we’re going to be able to fund.

. Group decided this was a good idea. Jenny H motioned to have this event. Jenni R seconded and motion passed. It was also discussed whether or not to charge for admission, and also to combine this event with a dance. Local public would come to dance, in a side room we can make presentation and then our audience would be free to join in festivities. More discussion on this at Sunday brunches and other meetings.

 Non-Action Discussion

o 2nd Sunday of each month is a great time for committee meetings at the all-you-can-eat buffet at Horicon American Legion Post 157! Sunday, April 14th: Jersey Street Music Festival conversation, Labor Day weekend celebration planning, Community Gardens conversation, booklet stuffing, Zombie Day and other events.

o Parks Board Mtg. on 4 / 10 at 6:00 p.m.: permission for summer concerts & cookouts beginning Wednesday, June 3rd, 2nd annual Horicon Huk on Saturday, May 25th, and Labor Day Weekend Celebration, Little Library, Zombie Day etc…

o Other discussion.

. None

 Next meeting set for Sunday, May 5th at 6:00 p.m.

 Adjourn.

o Tammy motioned we adjourn. Shannon 2nd. Motion passed and meeting was adjourned at 7:55 p.m.