Dillon Earthday Festival Committee 02/08/2017 Meeting Summary
Discussion topics included:
- Depot Park / Montana Street layout, setup and takedown, permits
- Celebration plans (food, entertainment, speakers, displays, raffle),
- Cleanup logistics
- Publicity
- Budget
A layout for the Depot Park / Montana Street was presented assuming that provision would be made for cooking and serving. Revision will be necessary if Koritas provides some or all of the food. Regarding setup and takedown, the UMW football team will not be able to help; Theresa will contact the Challenge program regarding help. Mandy Maas is obtaining the necessary permits for the park and street blockage. Bill will get the “sign-in” sign used last year out of storage.
Much of the celebration discussion focused on food. Los Koritos has agreed to $4.20 per person assuming 250 plates; it was suggested that 300 might be a better estimate and Bill and Leaf are going to visit next week to find out if we can get enough food donations between Mac’s Last Cast, Beaverhead Meats, and Great Harvest to see what help they can offer this year. One possibility is to get meat donations to reduce the cost of Korita’s cost. Terra Verde has been in contact with Safeway regarding donations and will follow-up depending on who provides the food; dessert if we go with Koritas, salads if we bbq. Arrangements must be finalized no later than the next meeting. Theresa is going to firm up requirements for UMW warmers and containers. Leaf will contact Cheri McCarthy at food services about bio based cutlery and plates.
Entertainment by Tom & Sheila and the Junior Fiddlers has been confirmed. There is still a need for an MC and a PA system. Sharon will contact Bill Dwyer about performing and managing the open mike. Confirmed speakers include: Spruce, Montana Wilderness Association, and Bekka and Kyle.. Bill will contact the new owners of Beaverhead Honey regarding speaking and/or display and and Leaf will find out whether Jim Hagenbarth wants to speak or do a booth. Other confirmed displays include the Centennial Valley Association, Jessie Salix with the USFS, the Beaverhead Trails Coalition (which will be conducting a fun-run in the morning, too), and the Montana DNRC and Dillon Tree Board. Megan Guy has indicated that the Beaverhead Conservation District and Beaverhead Watershed Committee will likely participate as well.
Terra Verde’s collection of donations for the raffle has begun. Registered participants will be given a ticket and it will be possible to buy more. Tickets will be placed in jars for each of the prizes, with special arrangements made for the Barretts Minerals television.
Terra Verde is also finalizing arrangements for the cleanup (9 – 12). Maps and bags (including the compostable bags from Beaverhead Recycling) will be provided to participants at sign-in. UMW Art Club will provide signs for the pickup points and Barretts Minerals employees will gather the bags and deposit in the dumpsters and bring latex gloves for those requiring them.
Terra Verde’s collection of donations for the raffle has begun. Registered participants will be given a ticket and it will be possible to buy more. Tickets will be placed in jars for each of the prizes, with special arrangements made for the Barretts Minerals television.
Terra Verde is also finalizing arrangements for the cleanup (9 – 12). Maps and bags (including the compostable bags from Beaverhead Recycling) will be provided to participants at sign-in. UMW Art Club will provide signs for the pickup points and Barretts Minerals employees will gather the bags and deposit in the dumpsters and bring latex gloves for those requiring them.
Publicity is also underway and will consist of PSA’s and appearances on KDBM, flyers posted around town and printed in the Dillonite, and notices placed in the Tribune. The decision was made to not place an ad in the Standard due to the cost. Eric Drissell will post to Facebook classified pages and Bill and Ed will hang updated banners at Rocky Mountain and IGA as in past years.
With respect to the budget, without the food portion, Terra Verde will spend $553 on posters, smac tent, coffee hot choc., etc. The total budget we have to work with is $1,500. That leaves $947 to spend on food. If Beaverhead Recycling will contribute another $500.00 contingent on using Koritas we will have $1,447 for food. Using Koritas will allow non-participants to purchase lunch for $4.50.
Bill and Leaf will resolve the food options next week.
Funding sources include Barretts Minerals, UMW Senate, and Beaverhead Recycling. This will need to be resolved by the next meeting.
The next planning meeting is 5:30 p.m., Wednesday, March 15th, 2017 at the UMW Block Hall, Terra Verde Room (NW End, downstairs; follow the signs).
