Gatesburg Historical Committee

Meeting – February 23, 2009

Agenda

 

1.                Attendees

 

2.                Jeannie Siphron, Jenny Barto, Diane Snyder, Anna Margaret Peters, Lindsey Harpster, Dan & Maria Rhodes, Jim Harpster, Denny Moore,  and Dave Huebner were in attendance..

 

3.                Minutes

 

The minutes of the meeting held on February 9, 2009 were read and approved. No corrections, additions or deletions were made.

 

4.                New  Business

 

Ken strongly suggested we set up a task calendar, daily agenda and  time line for each day, Ken will work on a suggested time line and submit it to the committee at the next meeting..

 

5.                Budget/Time Line Review

 

Ken Vasko expressed his concern about our financial status.  He prepared a “rough” budget for those line items that have been part of the committee’s discussions thus far.

 

Ken explained that the numbers he used were based on estimates only.  Ken’s opinion is that the cookbook and history book are the variables in revenues/expenditures. He will continue to work on the budget and submit further items at the next meeting.

 

Ken also expressed concern that some of the expenditures are going to be incurred before the event. Ken asked if our vendors are going to request payment before any funds are raised. Based on the budget numbers reviewed, the committee is going to need approx. $6,000.00 to complete our ultimate mission of creating a veteran’s memorial. The committee discussed this at length and it was the consensus that  no matter how or where the funds would come from, i.e. donations, picnic sales, yard sale activity, book, pottery, etc. that all funds are to be used for the memorial even though there will be expenditure to meet that objective.

 

A time line print out was also presented.  Since we are coming up on so many deadlines and the need to have coordination of events, staffing during the event, etc. that a time line would assist in the management of this.  He will also continue to work on this based on input from the committee as time goes on.

 

6.                Mailer/Advertising

 

Based on the budget bottom number, Ken feels strong about sending the mailer out.  Jerilynn reported it will cost approximately $970.00+ to send out 3,000 mailers which includes printing, folding, and using the bulk mailer of Printers.com.  Lindsey is concerned that we may be mailing these too early.  Ken, Dan & Denny’s comments were that we needed to get the word out now and Maria suggested we could do another mailer in early summer.  Also handouts will be available at the primary elections and brochures will be made available to different retailers, stores, shops, etc. in the area.  After a lengthy discussion, the committee felt that if we don’t send out the mailers, we wouldn’t receive donations; if the mailer was sent out there is a good possibility donations would be forthcoming.

 

Denny Moore reported that Karen Brown of Halfmoon Township would include information in their township mailer.  Maria also mentioned we should contact Ferguson Township, Port Matilda Borough and Patton Township to do the same.  The pamphlet was reviewed by all and several additions, comments and changes were suggested.

 

Jim Harpster offered to the Committee funds to do whatever, (up to $5,000.00 as a loan).  Anna Margaret said we needed some kind of an agreement between the committee and Jim Harpster.

 

Ken made a motion to send out the mailer at $971.00, Anna Margaret second.  A vote was taken, the committee voted unanimously to send out the mailer ASAP. 

 

7.                Committee Volunteers

 

Maria suggested that the committee get “serious” about appointment of committee chairs so that one or two people are responsible for the item.  She felt that during the meetings there was too much times spent on “scattered discussions” on several items at one time.  Everyone agreed that we need to stay on topic and begin assigning duties to individuals for completion.  This project is getting large and so much yet needs to be done. 

 

8.                Old Business

 

a.      Military Memorial

 

Danny suggested that the memorial be placed at the corner of the church property behind the pavilion. This would enable parking that is currently available and be accessible from the pavilion area during any events.

 

Denny reported that the church approved the placement of the memorial on the corner of the property beside the flag pole. 

 

Rights-of-way, set backs, etc. were discussed insofar as the memorial is concerned.  Further discussion has to be held on this subject.

 

b.      Photo Committee/Booklet

 

The committee is proceeding with this project.

 

c.      Guest Book

 

Diane continues to look.  She reported she found some at Hallmark but she thought they would be too fancy.  She is going to continue looking and will go to Michael’s. 

 

d.      Township

 

Danny and Denny still need to approach the Township for their requirements.  It was strongly suggested by the committee this be done in a timely manner.

 

e.      Parade

 

Dan reported that he would have to request permission from the Township supervisors.  Fire police thru Alpha and/or Port Matilda will need to be provided..

 

The township has not provided information on the permits.

 

Danny recommended having EMS available during the event.  Also give a donation to those entities that provide their services.  Dan and Denny will continue to work on the project. 

 

Danny is going to discuss with Leah Woskob the possibility of staging the parade using her drive that extends back to her barns which is all paved.

 

f.       Picnic

 

Danny reported that a catering license has to be used if we post a price on food..  Since we are not registered with the state and do not have a catering license, we can make a sign that says “Donation-$$$$$$$. 

 

Randy Barger was appointed as Chair and Dave Huebner was appointed as Vice-Chair for this event.    

 

g.      Military Reenactment Camp

 

Nothing new to report.

 

h.      Black Smith

 

Nothing new to report.

 

i.       Cook Book

 

Diane is going to contact Dorothy Johnson to assist her in this project.

 

j.       Pottery

 

Nothing new to report.

 

k.      Charcoal Making

 

Nothing new to report.

 

l.       Insurance

 

Jeannie asked if all insurance issues have been addressed.  Denny said the church is still working on that for the church property but a concern was made for the park ground owned by David Siphron.  Ernie is to check on this.

 

m.    Fire Works

 

Nothing new to report.

 

n.      New Business

 

The committee appointed Anna Margaret Peters to handle the need for Porta Potties for this event.  Diane is to assit her.  Anna Margaret will contact several suppliers for their rates and report back to the committee.

 

Mr. Huebner suggested having a raffle, he could donate a wooden train, make 50/50 raffle booklet,

 

Ken reviewed with the committee a map of the area.  Various committee members reviewed the map and

 

9.                Next Meeting Schedule/Adjournment

 

A meeting was scheduled for the Booklet/Photo committee to be held on Monday, March 9, 2009 at 9:00.  The committee will meet at March 9, 2009 at 7:00 pm