Minutes for June 10, Steering meeting

 

OHS Reunion Meeting

June 10, 2010—6:30 P.M.

Vaughn Library

 

Presiding: Jan Kupczyk and Terry Torkko

 

Steering Committee in Attendance: Paul Beeksma, Ann Green, Linda Lindahl, Nancy Pagac, and Bill Radosevich

 

Absent/Excused: Nikki Gregoire

 

Others in Attendance: Bonita Buss,  Patrick Colgrove, Adele Korbein, Fran Luoma, Julie Moravchik, Mary Piff,  Josie Skulan, Fran Snippen, Myra Snippen, and Nancy Walker

 

The meeting was called to order by Jan.

 

Minutes of the May 13, 2010 meeting were reviewed. Ann made a motion to accept. Adele seconded. Motion passed.

 

Treasurer's report: Ann reported checks were written out for $5,507.  The final payment on the history book was paid.  We have $26,435.36 as a current balance. Josie made a motion to accept. Fran Luoma seconded. Motion passed.

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COMMITTEE REPORTS:

 

Nuts & Bolts: Pat Colgrove was in attendance.  He reported that Waste Management will be handling the trash pickup.  We will have 10 porta potties on hand.  Bayfield County will assist in traffic control.  A suggestion was made to hire an off-duty police officer to patrol the area.  The Mason ambulance will be on site. 

 

The Chequamegon ATV Club will assist with parking and the shuttling of people to and from the parking area.  Jim Nemec will be in charge of parking attendants.

 

Event parking signs will be borrowed from the city of Ashland.  The usage of the tent has been arranged.  

 

The availability of tables and chairs is still a concern.  A consensus of the committee was to contract with True North Rentals for 399 chairs and 50 tables. True North will set up and take down.

 

The tent will be set up Thursday.  The approximate size is 70' x 100'.  Barn fans will be utilized in case of hot weather; the area may be sprayed for insects if there is the need.  Lighting will be provided with the tent.  There are generators available for our use. 

 

The 4-H club is available for clean up on Saturday.

 

The group discussed the use of shuttle service.  Nancy will get the final statistics of how many requested this service. 

 

The photo shoot cut out was mentioned.  Could the Nuts and Bolts committee have it done by the 4th of July?  The idea was to have a shape of a school bus used to take these shots. 

 

A stand to hold the Huff's Store sign was also brought up.  The committee will see what can be done.  Thank you, Pat for coming to the meeting.

 

Cookbook: Fran has been checking the area sales.  There are 77 cookbooks left at the different outlets.  She has 75 at her house.  Ann has 5 at her house.  There are approximately 75 people who have ordered cookbooks ahead (of these, 40 have already been shipped; the rest people will pick up at the reunion).  We will probably have to reorder additional books for sale at the reunion.   

 

Food:  Mary Piff was present.  No one from the Village Inn, who will be catering the fish boil on Friday, was able to attend.  We have a signed contract with the Breakwater and are working on the contract with the Village Inn for the fish boil.  Both caterers will need to have an advance count by July 24.

 

Registration:  Ann gave the report.  Her committee has gotten together to work with the registration data that has been collected.  Each member was given a group of registrations to go through to make sure the data entered in the spreadsheet was correct.

 

The question was asked of where the registration tables would be located at Benoit.  The decision was that they would be in the tent.   There will be six registration tables with the people handling different letters of the alphabet at their table.  An idea was given to use hay bales to form the different lines and to have one line for walk-ins.

 

The August steering committee meeting will be on August 5.  It was suggested we have it at the Benoit Community Center.

 

The registration committee will; be handling money for walk-ins. 

 

Legal: Bill has drawn up the contracts for the caterers.  We will sell beer and wine under the license of the Benoit Community Center.  We will carry our own insurance, and Bill is currently securing quotes for a policy period of one week. 

 

We will need to keep our souvenir sales account  separate from food sales account.  Another non-profit association is being drawn up for the sale of food.

 

Souvenirs/Auction:  Nancy and Myra were in attendence.  They had a tour of Mason School to search for any items that might be used for the auction.  They did find a few items.  Some of the items might be of  better in the museum.  Robyn Lulich will meet with Vern Gillles to get his input.

 

There was a pommel horse at the school.  They wanted to know if the steering committee thought that would be a good thing to auction off.  The steering committee thought it would be. 

 

Jan had a Wannabe t-shirt that was made up for the reunion.  They should be available next week for sale on the web site and at the New England store.

 

Website:  We have a new addition to the website committee. Scott Nesvold has offered to help. Pam has given him full access to the website.  Thank you to both Pam and Scott.

 

History Book:  Jan reported that 200 history books have been ordered upfront.  The committee will not accept any more pictures. History books will be available for purchase both now and through the reunion as supplies are available. Those who ordered in advance will be able to pick them up at the reunion.  Those who ordered and wanted them shipped will receive them after August 6, 2010.

 

Decorations/Hospitality: Linda had a meeting with her committee on June 8.  They will be having another meeting on June 16.  It was decided that there will be no decorating at the Benoit Community Center on Thursday, August 5, but will decorate at Benoit on Friday morning from 8-12 noon instead so items will not be left unattended overnight.  Takedown will be from 11:30 p.m.-1:00 a.m. after the event.

 

The Bay Area Civic Center times will be Wednesday, August 4, from 5-9 p.m. and Thursday, August 5, from 5-9 p.m.  The Thursday times may be shortened if we get everything done on Wednesday night.
 
The Friday event at the Benoit Community Center will be the 50's theme.   Linda showed some of the great items that will be displayed.  The Saturday event at the Ashland Bay Area  Civic Center will be divided by decades. They will include a section for staff also.

 

The committee is still in need of individuals to bring in memorabilia of some event that happened during their time at Ondossagon (could be a sports happening, a play they were in, perhaps Freshmen initiation, graduation, or some event they remember. These will go either on a 3 x 4 area.  The people should contact Linda at lindaneeko@hotmail.com if there are questions.

 

Music:   Paul would like someone to volunteer to coordinate the pep band.  It was suggested that perhaps Donald Slicer would be willing to do this.  He will be contacted.

 

OTHER BUSINESS

 

Friday program:  There will be a short (15 minute) program.  Julie Moravchik was at the meeting to give an idea of what to expect in the program. There will be introductions of certain groups of people.  There may be stories about teachers, cooks, etc.

 

We would like someone to introduce Julie.  (Perhaps Donald Slicer would do that.)

 

The slide show will be played (not sure if during meal or after meal).  Julie and Paul should get together to see how this will be aired.   

 

We will have the wooden cut out at Benoit to be used for picture taking.  The school song will be sung.

 

Saturday program: There will be a proclamation made by J. B. Van Hollen.

 

A 10-15 minute long DVD produced by Julie Moravchik will be played.  These will be available for purchase after the program.  We are looking for someone to mass produce these.  Julie will look into this.  It was suggested that the Ondossagon logo be put on these.

 

Article in Daily Press: The article by Linda on the cooks was in the newspaper.  Good job, Linda.  The next article will be created by Julie Moravchik.

 

Miscellaneous:  We would like to make sure Jan has everyone's current eamil addresses.

 

The subject of walk-ins was brought up again.  How do we stop them from walking in?  Perhaps we will need to put a stamp on people's hands to know who has registered. 

 

The steering committee members should have their cell phones with them during the event.  Everyone should give his or her number to Jan. 

 

We will have a float in the Ashland 4^th of July parade. It will start at 12 noon on Sunday, the 4^th.  Jan will coordinate this.  She is looking for volunteers to help with the float and to ride the float.  It was suggested we have a majorette lead the Ondossagon float.  Nancy Raspotnik may do it.

 

The next meetings have been set for July 8 and August 5.

 

Next meeting date: Thursday, July 8, at 6:30 at the Vaughn Library.

 

Adele made a motion to adjourn the meeting.  Linda seconded.  Motion passed.

 

Meeting adjourned