good afternoon this is a planning meeting of the Anchorage Advisory Committee it is 101 i will call the meeting to order and we'll do roll call jennifer Rusk present ron Fleming John Wesley Man Sam Lurry Chris Rel King Ted
Lawwell Edunover all right um we'll just go through some items that I sent out hopefully you all read the document that I sent out through Curtis that just kind of gave an update on um the information that we're preparing for the cruisers
appreciation day event uh Jennifer do you want to start i listed one two three four five six seven eight nine 10 11 12 13 14 15 nonprofits on the sheet is that correct i I don't see it on here okay
did you get the newest one here no no no that's his menu thing oh why don't you take a look at my document and just confirm that those are all the starting toward the bottom of the page
okay so I'll go ahead and list them off uh participating nonprofits and organizations Anchorage Advisory Committee uh MURF Captains for Clean Water Coast Guard Auxiliary please slower oh it should be on that document
yeah I'm trying to check i'm sorry uh Fort Myers Beach Chamber of Commerce Fort Myers Beach Fire Department Safety Department Astero Island Garden Club Fort Myers Beach Woman's Club Friends of Lovers Key Friends of Kansas Paths
Preserve Friends of the Moundhouse Keep Lee County Beautiful Marine Environmental Resource Task Force Estega Bay Foundation and Turtle Time so are those all accounted for is that all accounted for now um in the beginning I
sent out an email to many organizations i did not realize how many would want to be a part of this and in fact there's a lot of excitement around this and it's so exciting i know we talked about 10 and we've gone over the 10 but I think
we can fit we can share tables like the women's club they're just um going to be selling the passport so we can certainly put a couple more organizations the fire department's going to have a lot of swag to give out so I will probably make sure they've got a big enough table for them
um Murf I think we're going to be sharing with a a Scarero uh a Scarero Island Garden Club um and uh oh is there a staple on here anyway I'm sure they all are i have had a a few others reach
out to me after the deadline uh wanting to participate but I'm just going to wait to see uh how we are doing with these and I think these are probably enough at this point i would agree i do
yes uh Jennifer uh Jen um certainly folk is looking for a full table because they intend to sell t-shirts and obviously they don't have a lot of stuff to give away yes sir right so Yes sir so it's going to be tough for them to share um that's all I'm saying yes of
course and um and I I I think we all had spoken about maybe taking the tables and putting them uh up on the stage um I my husband actually had an idea when we went there this past couple days that
maybe uh we could uh put the tables in a line and that way people can zigzag through versus doing the L shape uh if that's something that you all think might be a good idea um and then are there any other questions regarding the
nonprofits and organizations coming do you know how many total tables it'll be because you said some are going to combine yes sir so we asked for 10 uh tables total but I think we you know I wish that Curtis was here but I think we
can probably squeeze in a few more if need be um into that area considering we're going to be breaking down at 3:30 so we'll have plenty of time for the concert to set up and for people to bring their lawn chairs we'll make sure
that and I'm certainly able to assist making sure that the time that everyone breaks down i think we can all Yeah we can all help out with that do we know how many total tables there will be though well so far we asked for 10 but I if we can get a few more I six foot long
tables i think that would and extra chairs i think that would be beneficial and we're going to have tables for check-in as well registration and for the drawing and um can I have my sheet back kind of my note sheet um so you're pleased with the
activities and the things that the nonprofits are planning to do it's kind of for all age ages all ages i mean there's going to be um Crow there to participate i don't know if they're bringing mascots or their ambassadors they might um depending on uh
but I didn't say yes and I didn't ask for it because I don't know if that actually would change permitting so I almost think it would be better if they just come and and promote crap okay um uh I'm excited about the fire department
uh being there because they have lots of really fun stuff to give away um and I'm excited for all of them okay to be there speaking of the fire department um sorry to interrupt but that's the only thing that we need signed off for on our permits no I think we're done okay i
just talked to Tracy she said they have not signed off yet so Curtis said it was just waiting for Andy to sign why oh it's it's it's a fire department it's a department of the fire department so they're just going to be there at with a table to give out lots of fun stuff you're talking about
the permit aren't you yes I'm talking about the permit yeah oh I'm sorry no I think I think the permit according to Curtis and I talked to him this morning the only person who needs to sign it is Andy so I think everything's done unless Oh I just talked to Tracy on my way in she said they were waiting for to get it
back from the fire department okay but maybe that means it's gone to Andy so Okay all right well we can check on that we'll keep following up on that i do have one more other update if I may share with you all is that um I contacted code enforcement and uh today to discuss parking for our um nonprofits
and organizations and loading uh unloading and loading and we did get approval that if we have a very uh someone's in control of right in front of Bayside Park that we get things unloaded and loaded and then direct them to under the bridge parking where they
will have a a pass so they will have free parking uh to to park under the bridge uh I will organize that and get the parking pass um for um all the nonprofits and organizations and get that to them thank you very much and I
will in the beginning I um set up a time of 20 12:30 i believe we should probably set have them start coming in staggered so we don't have everyone coming in at 1 so I was going to start send out an email to everyone asking for a 1210 at
12:15 and 12 you know and so on that's great okay yeah and I'm I'm sure most of us will be there at 11 to start setting up you know and we'll be available to help however we can yeah should I um start the staggering like at 11:30 that way it gives us a half an hour to kind
of organize the tables and get that start this having the organizations come in um at 11:30 and maybe the ones who have the most stuff get them there first you know like focus bringing a bunch of stuff the fire department so I don't know if you have a good handle on who
has the most things to unload and we can get them settled i think I do okay and that'll give them a traffic cushion too yeah and then and Yeah that way we can just I can have them come in staggered to unload their stuff and maybe we can have three or four uh people there to
help bring in boxes and I can situate them at the tables and so and how do you all feel about um taking So if you side parks here's the stage and then uh where nervous Nellius is going to be is where
our um Anchorage Committee check-in is going to be um that uh we do the tables this way versus L-shaped yeah I I I mean I'm fine with whatever I we may have to make some adjustments on the way yeah I like easier for them to
kind of loop around the different tables and whatever is going to help with traffic pattern and if we can leave the area to get to the tiki area a nice pathway to get to that from all the sides that's where that's where our meals are
going to be okay so actually then that is a better idea than doing the L-shaped the tug because you can go down the road to get to it the snug snug harbor is what you're talking about yeah so I think that way of doing the tables is actually in a much better way because if we had the L then it would be blocking
people from cutting through to the tiki but you do want a a front of the table definitely because your people who are manning the table are going to want to be behind it somehow so or or they stand at the end of it i don't know you just want to make sure that
there's a definitive I have it in my mind and I I promise I'll I'll get it working appropriately is there a place for Beach Talk Radio i know that they're going to provide uh sound system and other things for I thought I was what I
was thinking of was the stage maybe a portion of the stage and then have some other um or you know v or not vendors I'm sorry um organ tables there for organizations and nonprofits so maybe we sit up on on the snug harbor side of the
stage for um BTR okay is that okay yeah I just wanted to make sure we had a spot for it yeah And have you told them that starting at 2:00 we'll have the opportunity for them to go up on the stage and make a few remarks and just say something about connect with all of
you and discuss exactly because I'm going to be sending an email exactly all the things that you want me to let them know i I don't know if all of them because I don't think the fire department Yeah if they don't want to that's fine but if we had a list of who wanted and then like a little schedule
of when to give um BTR the actual uh time of an person who's going to be going up to speak that'd be great okay five minutes or less yeah I think so definitely since we have 15 organizations so we could Sorry about
that but but No no no i I don't think it's a bad thing it's so great that these non um these nonprofits and organizations want to support the Moringfield and and uh want to support the town the voters yeah so that'd be terrific if you can just uh figure out sort of that two to
three time frame who is going to speak who wants to talk and we'll have a schedule and then uh Ed will help us coordinate that yes ma'am all righty okay so we talked about the permit so we'll Yes John so Jan I'm sure you're on top of this but
at some point they're going to get an email telling them how much space they have and so they can pre-plan what they bring yes sir okay excellent i still would hope to speak with Curtis to see if we can get extra tables because I you know if they want more
space and then all of a sudden we're limited to no then they may not want to come and I def certainly don't want to you know put that out there i would rather make space so if I can get more tables that would be great that would be wonderful do we know how many tables a
town has or and chairs i have no idea but I'm sure that we can tap into some other places to find them yeah i think also we have one more meeting yeah we do next week and we should have we do so we should have a better idea maybe of exactly how many tables we'll need and stuff okay they just don't want them
jockeying and fighting over space no I don't know if they still have them but the library used Well they used to Okay they may be annoying and I'll check on to make sure fire
signed off on Okay thank you so best case scenario if we had 15 tables for you that would be SW okay plus the two that we need for registration right okay now I know we uh
had spoken and approved that um the nonprofits would up to two people not all of them are going to have two people would have have a lunch or Okay do we want two chairs to go with each table or three chairs just in case i would rather
have two up to two is all I said up to two volunteers per organization and that we would provide two chairs and two um lunch coupons yeah um so let me just go through the run of show so everybody remembers 11 o'clock we'll be there to
set up one o'clock registration opens two the nonprofit intros three the drawing 3:30 we tear down for the concert any issues with that all good will we have any town staff to help us
take that down and I'm sure we'll have a They're going to have some sort of um um travel trailer to put all the tables oh yeah i don't know we'll have to ask Curtis about how we get the tables and things so we'll talk about Curtis about
town supplies and ask him how many crew he's going to have for the day yeah okay i will do that um so Mr samuel tell us what's going on with the meals what you got going well I think we got it okay so I approached uh
let's do the menu here real quick and then I'll go through the price and everything um on the menu you'll see highlighted in yellow um let's start from the bottom shrimp basket the chicken sandwich baguette the
cheeseburger and the salad however I am going to ask her today if we can switch the snug house salad to the one above it okay um because if there's any vegetarians uh plus I've had this salad it's awesome
the pear and blue cheese so any vegetarians or people that want to eat light it's a real good choice um so it'll be that that top salad cheeseburger chicken baguette or shrimp basket and I originally asked for this
will the price includes everything the meal a soft drink the tax and a 30% tip which is what they require for these type of events i originally asked requested that it be $20 they came back with the pretty much
the full retail price of $28 we discussed it and pending the approval of everybody today we've got it to an even $25 which means to fulfill our $2,000
commitment we will provide 80 meals okay so I don't I don't think we're going to go less than that no I don't think so even on a cloudy day um so I am going to meet with her afterwards to um to firm all this up i have talked it
over with Curtis um he hasn't met with her yet but I'm going to get everything we discussed today in an email get it to Curtis i'll bring it to the meeting so there's no confusion there were a couple things that I wanted to bring up and get
suggestions from everyone could I ask you a quick question so um you know our event is basically from 1 to 3:30 but those of us who are working in the event would not be eat able to eat during that time so is there an extension of sort of
the time period you read my mind okay that's what I'm here for that was that and I thought and I thought of that and thought that so what I'm going to ask her today is I know the tiki is available from 1 to 3:30 right and it might not be a bill after that i'm going
to ask her that there's going to be two different certificates the one that for the free meals that we're paying for for $25 and we're also going to hand it to the public the same thing they can get that same special for $25 and that will count towards our commitment okay but
how are they going to know is there a different certificate yeah there's going to be two ours will say complimentary to more people got it will actually I'm thinking we could take a piece of paper and do four tickets on each one they'll actually have the menu say everything that's included
um and say that the tip is included i know some people might want a tip extra that would be great um so what I thought I would ask for is that the coupons and our complimentary ones be honored until
5:00 i love it and that's before the dinner rush that gives us time you know that that we're working and these people with the booths and everything don't have to say "Oh watch the booth while I go eat." And plus that tiki area will it seats about 50 people they might have it
set up for a few more but when I was there it was about 50 people so if we can turn that over twice um that's probably going to accommodate everybody and if it doesn't they'll be free to eat at the restaurant or in the tiki area until 5:00 perfect does that sound like
that we'll be able to everybody will be able to You think that's not workable Jennifer for your people i just I'm concerned because it ends at 3:30 everyone's got to then break down they've got to take all their stuff they got to go get their cars they got to start loading everything up that's going to give them very little time to get a
meal if if for some reason they want to wait until afterward so you want to say six do you think they would be fair that way they can go back park and go out and go eat i don't How about if we we bump the time earlier starting time for for them to be available to eat like we did
11 o'clock instead of going later and closing into their dinner time i mean it's just a or noon opposite clock yeah noon to 5 because they're already if I'm already having them come at 11:30 then maybe
they can set up and then go get their lunch to Are they able to get it to go let me go i don't know okay let me go and ask her today for our vouchers to be good from noon to 6 i might as well ask
her and if we have to shorten it on either one of the ends by an hour so let me go so let me make a note here i think noon to 6 noon to 6 more preferred and that way the people that come for sunset and come for the dinner because the meals do get more expensive um you know
after five i think that's why I pick five if they'll honor those from noon to 6 you're right people that come in can grab it the tiki hut they can eat at the tiki hut before people even come and register for the event we can do that here's another suggestion if if they can
put it into go containers we can always go one of us can go around to the table and say "Would you like your lunch while you're sitting here?" Um and and then we can go and pick it up and bring it to them that way I don't know they can eat at the table they can eat at the table
and that alleviates some of the um the spaces that we kind of want to I'd like to keep the snug harbor spaces to our cruiser appreciation people i mean of course if the you know the uh nonprofits want to go sit down and have a meal that's one thing but maybe given giving
them the opportunity to sit and have a nice lunch while they're sitting there is not a bad idea we haven't had the opportunity Curtis and I actually Curtis I've been over there but haven't even had the opportunity to sit down chef Rizzo that's kind of in charge of this
the guy is unbelievable he's in the kitchen cooking he's seating people and he's waiting tables and so I emailed him he was really prompt at getting back um and now I think the point person is Nicole i haven't met her but she's the one that's going to set up all the rest of the details and I'll make sure that I
go over this with Curtis and everything will be finalized by our meeting next week you'll know all these details but that's a good plan the noon to 6 what else was on my is that one more question is that tiki area just reserved for the cruiser appreciation yes it is okay
perfect nice very nice and I think we can spill over but I'll ask her about about turning over the tables and I think the servers are pretty polite about that they when you're done they say you know they'll you know try to turn over the that be on the lunch on
the coupon that there's a a a reserved seating for the It will say the tiki is reserved from 1 to 3:30 for for us so I have um and I'm sure Murf would be fine with um allowing us to use it i have um
that the MURF popup uses it's a double-sided um uh stand it's an A-frame scan that you can put information on i don't know if that would be helpful to just kind of put an arrow i'm you know pretty good at writing and I can you
know put you know happy cruiser appreciation day this way for your you know for tiki seating or something like that i think that'd be great and maybe one of us can be there as an ambassador and greet people and help them find seats and that sort of thing you know once we figure out who's doing what on
site and I'm thinking that these it'd be great to give somebody a little tiny slip of paper but I'm thinking if we use a quarter of a piece of paper for both the cruisers certificate it can have all the information they won't have to ask any Yeah different colors will be good
they won't have to have any questions the menu will be on there it'll say what's included with the sides the drinks everything to included where to go what to you know to get it the times from 1 to 3:30 or the time from 1 to noon to 6:00 or whatever does Snug do
any of that setup do they have like a template that we could use for something like that or do we just need to come up with it on our own i don't think it's a huge deal but I'm thinking that that I'm just going to tell her and she'll tell us what to type in there okay can I that
might be good information to add to the final email the uh to all the nonprofits so they already know what meals are going to be uh you know offered and maybe they we can even ask them in advance because that would help the chef
out greatly if he knows at least the 20 people what they want to eat no I'm not sure that's I'm not sure we'll be able to do that however so here's the other thing is money i haven't even brought it up yet but I'm assuming they're going to
want a deposit so I thought we have money in our bankroll already right so I thought that that I would just suggest that we give them a $1,000 deposit and that we
make up the difference after the event and that what they do is that they keep those certificates and they turn it back into us for cash and also keep the ones from that we gave out just to the
general public so they can count towards our minimum in case we don't get there fast so I'm thinking we settle up with them maybe even the day of the event yeah i'm not sure we can do that because we're going to need Yeah I think that's a Sunday so within a couple days within
a couple days yeah I think we they know we're good for it they know where to find us right but I think I suggest I'll suggest a thousand deposit and that way they know we're going to show up they already know we're going to show up um yeah I would say that we can settle up
by the end of that week yes so are you saying not to um not to put this in my email the uh lunches provided no I think you I think you can yes i think he was just saying just don't ask them what they want to order okay gotcha just don't I would you can put that in there
and I think that just has everything on there did it have the sides and everything on there yep it does it's got the sides and everything on there the house salad is highlighted with the chicken is that also going to be offered or is I thought I would replace that house salad with that one up top yes because anybody that wants chicken can
get the sandwich okay gotcha and I know that's a lot of stuff if we put on the coupon but we can just put these items and then just do real small print and that way no one has to ask "Well what does it come with?" And we'll have to figure out a way to do that well here's what I suggest is on the coupon
we just list the main items but we have one of these and you can laminate it and we can have table we'll have it and we'll have it posted everywhere yeah posting it especially what we're talking about they can walk up and read it exactly they don't have to keep
asking us because I want you to use that laminating machine oh yeah um what else for meals for the meals i think that was I think that was pretty much it good job
excellent i think that was it okay so just uh to level set we have $3,300 in our bank thanks to several contributors including Ed and Sam each talk radio and Florida Marine
Contracting and Recovery um Curtis doesn't know if any of the other contractors you've talked to will contribute but I think 3,300 is going to put us in a pretty good position um you know if we could have a little bit more that might be a bit of a cushion uh but right now I'm not tremendously worried
about that um anybody else find that concerning i mean if we have a hundred meals that's $2,500 no I think that's a good word to have i think we should get the list from DACA the day before a couple days before
of who's registered right we'll have it at the welcome table and when they come up to the table ask them how many people are with you at that point and yeah if you want to coupon for a meal you need to be
there when you register none of this like one guy saying "Well I have four people right?" But they're not here exactly kind of like when you get seated at a restaurant if they're there and also I think we should keep track of the um maybe the people that we give to the public no I guess we don't need to get
We'll just hand those out to whoever wants those uh but if we keep track of everybody that signed in from DACA at least and make sure they turn in that the servers keep those coupons so when they want to get paid Snug wants to settle up with us they turn in the
coupons and we're not just going off of some headc count that we don't know so Sam when when do you think or how do you think or maybe is it simultaneously when they fill out the voucher for meal the donation ticket when when is that
going to be filled out that's going to be I think when they register they'll get their drawing ticket and oh we are going to have to register the the general public people to give them a drawing ticket just write down their name probably that we give them a drawing ticket okay we can do that i did
have another question so I I heard you say something about the public and and are we going to give we're not giving the public free lunches not a free meal but they can have the same deal they just have to pay $25 okay is it going to be like color it'll be the same type of thing
and it'll say your cost today all included is $25 and from noon to 6 okay special today yeah special today yeah but I'm still And it actually is a little bit of a savings it's a couple dollars off so it it isn't full retail so it is a little better deal if they
want to order that excellent um I'm sorry Sam i didn't get when they're going to fill out their drawing ticket so they're going to come up to to get their meal voucher is that when they fill out their drawing ticket yes when everybody's going to register we should
have I think Chris said we'll have two different lines two different parts of the table one will be for Moringfield patrons they'll sign in we'll check them off the DACA list give them their free meal certificates and give them their drawing ticket and then the public comes
up it'll say "Register public register for our free drawing no purchase necessary whatever." They'll come up they'll maybe sign in we give them a drawing ticket and we give them one of the vouchers if they would like for the meals if they would like to purchase a
meal so the drawing ticket I assume on the back there'll be a place for for name and And I guess name I mean it's going to have a number on it so I mean we'll match numbers but yeah if they want to write their name on the one that they give to us oh I see we're going to use a twoart ticket for that you don't
need you just call out the number excellent got it yeah i mean I think what Sam is saying so that we don't have duplicates we make them write their name down so we just get just register and that way they won't come up and and keep coming up and getting more when it gets crowded yeah i was thinking uh they
needed to fill out but yeah just the numbers is all you need right two part ticket just like a regular drawing Mr lori I just had a flashback of the last uh cruiser appreciation day and I remember a huge line because everyone
showed up right at once and I just um my thought is is that at first I thought we would set up the table so they're facing nervous Nelly our booth would be facing so as people are coming in that that little walkway and then from people
trying to get into nervous Nelly's's entrance so maybe we do the the um the sign up and the registration sort of where people are wind up you know maybe we do that closer to the stage i thought we should set up on the
stage separately and gives us all that middle room to work with yes and anybody that enters the park will see on the stage they'll be assigned registration right right there right at the stage and where you'll announce come up to the stage to register i just remembered that
line so Sam I hate to hate to break down the details no break the details this is it so it'll be able um if I come up obviously I can make a donation to get a ticket but I can make as much of a
donation as need as I choose to get as many tickets as I choose is that correct no everything's free because we're not g because we're not allowed to you can have one ticket but if you would like to make a donation for this event or future events you can make a donation that that part I understand but how is that going
to be handled how is that purchase going to be handled the purchase which I don't mean purchase that's donation the donation is going to be I think we were saying that we would just have some sort of a fishbowl and just say you know donate to support cruisers appreciation
or future events okay so you got And then Yeah so I mean it's just they're not conjoined at all we don't want to give any sort of If somebody would say "Hey I have a $50 bill but I would like to donate $20." How's that handled are we going to
take cash we'll take I think we have to take cash there's nothing else that we Nobody's got to bring their checkbook nobody even has a checkbook well they can bring their checkbook they just put it in yeah right but what I'm more concerned with is and I've seen this before here's a $50 bill i'd like to
donate $20 how is that handled i reach in my pocket and I take out the two 20s and the 10 i make them change i just don't think it's a good idea for the town we our government entity that we deal with any cash whatsoever i mean don't know how we not deal with cash for
Well it's okay with Nancy i mean she for us to exchange money not to exchange money i think we just have to say you put it in and we're not going to do any exchanges so if there is money in there and you would like to do an exchange we could do that but I don't think we should take anything out of our pockets
and do any of that well they can go to Snug and get change they can go there's four restaurants so we say we don't have change exact change only okay all right that just Yeah that's a detail I hate to work out the day of yeah sometimes these things come
up and you just figure them out okay but by the time we get a couple people to donate we will have change in the bucket one question Madam Chair about that um and I may have missed this but is there a separate account for this event only so for instance we have a surplus this
year will that go into next year's I don't know event or or how is it going to be handled yeah I'll have to ask um Curtis about that i know he's working with Sher in finance she's the person who's holding the money for us now whether it can go into actually the next budget year I don't know i do know okay
if I may just because I've dealt with this for years with MURF is that donations and things like that it just rolls right over they It's not part of the town uh budget so for the same event correct it just roll any anything plus that we have just gets rolled over into
the next year or the next year or the next year i've had Perfect thank you y the account is the committee or what right it would be under so find like sharing um Russ would put it under um not Murf but uh Anchorage committ I
won't take your money um Anchorage committee you know budget okay yeah but that money never goes away but it but it specifically goes to next year's cruisers appreciation whatever we might call this whatever we decide that money goes or another event if we have something at the end of the year or
whatever sure okay okay um communication can we just add one person um if Beach Talk Radio brings Maria do you want to add her to the free meal list you mean Marie marie okay is that is that is Yeah because if she ends
up running around doing everything and if she happens to be there and stay for the rest of the day Yeah add her in and what I plan to do I think you've all seen sort of the guest list we've talked about that i will create an invitation send it from my email and I'll ask people to RSVP so that will give us a
little bit of an idea of who's really going to show up and how many people some people may come as singles some people may come as the plus one but I want to have a good list you know I'll keep the hey people RSVPd and then people didn't RSVP they may show up we
don't know i do know just from my correspondence with all the um the organizations that it's two people per organization okay that's well that's fine i mean that's fine organization or something like that you know but we were talking about our committee and council members they may or may not bring a
guest i just want to get kind of a a head count was um is the town council invited yep okay yep we've got our committee town council the nonprofit booth volunteers town staff the you know main town staff Curtis and his crew Andy
Frankie Chad Nicole Patty uh chamber two people from the chamber and then Chamber of Commerce they should oh they're already they're already covered okay yeah they're already Okay all right and then uh BTR are they on my
list the list that you have the chamber yeah okay yep yep they are right under curl okay i even also even though soft drinks are included um I was planning on donating some some water okay but I don't have a
big enough I've got like a regular cooler i've got that big one that big hope I have it so I'm gonna try to get assume if you don't I have a huge igloo cooler okay maybe we could both bring it you know
and then put one on either side so if people can grab water sure right by the registration and so I was thinking I would get 200 bottles of water that going to work out great okay if we run out that's fine but at least we can keep some people hydrated
i do have one more concern and I many of them asked whether or not they could bring tents and I said no because it's just not enough room um do you think the shade sails are going to be sufficient enough for shade they move as the day
goes so if you're in the sun you won't be long if you're in the shade you're going to get they kind of move as the day goes long goes along afterwards but there will be shade at the tiki it's not that long that's nice it's not that long but you know yeah I know he'll be
shade of the tiki I currently know what it's like to be in the sun too much me too me too as long as they have room behind the table to stuff for example if a organization is
selling t-shirts um normally with as you would know normally with a tent they would have a place to display them in this case I guess they can just lay them out on the table as much as it would allocate so if someone wants to purchase a t-shirt they need some place to store stock so we
need position we need positions for them to be able to store i I usually they store them underneath tables to a degree tubs yeah okay gotcha but you know again because we'll have a couple of registration tables if we
could store extra stock underneath our table up front if they need to we will need a tote to store all of our gifts and stuff that's true that's been you know in a safe place under our table got it
okay communication i'm going to talk about that briefly and I want to express something that that Ted expressed to me and if I get it wrong please jump in but um he he just wants to keep the spirit of the initial cruisers appreciation day
the way it has been historically and so I want to I will kind of reframe some of the communication to make sure that we're really talking voters first and that this uh this event is because of the voters we want to make sure they're recognized and celebrated they come here
because we have a great amenity and this is an opportunity for the public to experience the Boers and to celebrate the voters to meet them to participate in this event but you know it exists because we do have these wonderful cruisers coming and sharing our island
with us thanks is that the spirit of it yes and I had another thought after excellent presentation is there any chance of introducing the voters to the crowd oh I love that yes I think we should absolutely
great idea so once we have that um list and we know who is checked in maybe we can do that before we do the nonprofit so sometime around like quarter to two or something perfect idea love it curtis isn't here but I think he told me that
he does on the DACA registration he does have an email for everybody so I wondered if we need to send out an invitation to everybody that's registered like the week before or a few days before saying they're invited and that way we don't have to rely on them
they'll still be able to see it at the dinghy dock but that way everyone will get a personal invitation to their DACA email inviting them telling them it's a free meal that will guarantee they show up yeah I think that's great and I was I had that on my list um so I'm just I
don't know what the right timing is because we probably some people who just come in at the last minute and haven't necessarily pre-registered but so maybe after our next meeting where Curtis will be here and he can let he can let us know what a good time to send that out
but a week ahead of time would be good and we can add on whoever registers after that yes M yes um also I was to um his um idea of having them come up the um the Morningfield residents having them come up maybe we can find out who
has been there the longest or who has been participating and and a little bit of background or stories about them that would be Dave Richardson he was the very first person on the mooring um and he's still there really i would love I mean I
would love to hear that story that's a terrific idea thank you Ted yes and that may be something that can be prompted by it yep how long you've been here he's very good at that of course yep i think that's
great okay uh so general promotion i will reframe some of the talking points and then we'll make sure we work with Nicole to get something out soon so that the public knows what's going on i wanted to wait a little bit longer until we had our nonprofits firmed up and
we're going to talk about drawing prizes next because I think that's important to promote as well thank all those sponsors who are contributing uh and then we'll talk about supplies and then I think we're good but so drawing prizes so far we have the items from folk i know that Curtis was picking up a pair of Key West
Express tickets today excellent what else do we know from the last time that we talked and I have not reached out yet and I will to the people I was supposed to reach out to um Ron you were going to take the Islander and the Fire District but they're already having I mean would they have some other things to give away
you think besides what they're doing at their I I'd have to ask okay but from the island I have a $100 gift oh great oh wonderful super super duper excellent thank you sir
that's very good anybody reach out to anybody have anything yet are we business are we going for uh individual things or money oh I don't I didn't know the money thing yeah I think either a gift card a gift
certificate of some sort or actual swag is is great either of those things and you know because there probably will be some people with kids there if any of the items are child friendly i think some of your folks stuff is probably Yeah so and we can say either or both
right yeah doesn't have to be one or the other right so here's what I've been doing i've been taking Chris's letter and stapling my business card on it and here's what I've got so far do you want me to go ahead and do mine yes please i've got I should be picking these all up today i went last I went on Tuesday
and talked to everybody um and these are pretty much confirmed i just need to pick them up uh from Matanzas Penny at the office she's going to get us a one night stay at the hotel which is awesome because some people don't have air conditioning that was
like the biggest giveaway uh for the last several years especially for people that didn't have air conditioning um from a Kansas restaurant I'm I asked them for a $50 certificate to the restaurant i'm sure I'll be getting that
or or pretty close uh Wahoo Willies I asked for the same and I'm at the same time I'm asking them if they want to kick in some swag a hat t-shirt or something or koozie on top of that so I've got Matanzas in for the night stay
restaurant for the meal wahoo willies and so I I purposely did not approach nervous Nelly's yet because I wanted to make sure that the meals but now that we're all set with the meals there
um would anyone else like to take nervous Nelly's or do you want me to just take it since it's on that block i can take it i'll do that today when I do everybody else okay so you've got the one night stay confirmed you've got the restaurant gift certificate confirmed
$50 from I don't have them in hand but I'm going to collect them today and as soon as I get them I'll either get them to you Chris or I'll give them to um Curtis yeah tell Curtis and he can tell me and then I can add them to the I want to actually give them to you so you can
Yeah and uh and so you think they'll come through with a $50 i'm pretty sure okay but um Sam if you can get some swag you know things like you know Yeah to add on t-shirt or hat you know when we make up
the gift basket having that volume no it's going to go all all these items will be will go with the restaurant certificate it will be a restaurant certificate and a hat restaurant certificate and a shirt it will all be a one I think a oneshot thing and that way Yeah not everything's going in one
basket but it's only So then I'm confused so no I think he's saying that's it's a Wahoo Willies this plus this do a markable drawing right we're going to do a We're going to do a drawing so Beach Talk Radio will do the drawing right and they'll say "Well
we have from SOVs a $50 certificate and a hat and we'll draw a number." That would be one thing we're not It's not the grand prize drawing when the price is right where you win everything my misunderstanding so there's no need for a but the Key West Express is going to be a grand and
this night at Matanis that's a that's a wonderful wonderful yes I've got a suggestion I don't know if it's possible it might have to go through our town manager but what about a month stay in the morning field a month may be too much but a portion a
week stay charged so yeah I think we should get a recommendation It's that's going to be an issue with with the DACA thing and everything it might be okay i just think we need to run it through Curtis excellent idea but I think we need to run it through Curtis and see um because
he had talked about the last time we're sitting at about 70 75% so we certainly should have um the facilities to um make that happen right and especially now as we're going into a lesser season yeah excellent yeah would it be okay or appropriate for me to
nonprofits and organizations are attending for um something i think that'd be fabulous i know captains of Clean Water they're bringing um their hats and some other things and so I'm sure they would be happy to you know donate something for the drawing i think that'd be swell okay that's excellent i
was under the impression we were going to do a big basket oh yeah no but this would make it a lot easier yeah and I think this gives a lot of people the opportunity to win something more hopefully a lot of the people are the borders and it also gives the opportunity and maybe maybe we keep
maybe that we have different colored tickets and maybe their tickets are a different color and we know that Okay and it also gives us opportunity to advertise the people that are giving exactly yeah when you when you give
rather than a big basket how many um so how long are we giving the drawing for them to call people up like the drawing is between 3 and 3:30 three and that's only a half an hour so that's It takes time yeah yeah so I mean if we have like it goes fast yeah if we have like 20
prizes or some I mean how many did you have before Sam and like like 20 or 20 we had a lot we had a lot i mean all the marinas so are we going to are you going to sign some more yes people to go out okay good so um I'm going to take the whale Sandy Bottoms Margaritavville and
Junkan and I'm assuming that I can get you know some swag and maybe a you know a gift a meal certificate from them um the other things that we had on our list were some of the cruises like island tours sunset
cruises pancake house island carts i can ask island carts how about the day passes for Margaritavville Diamond Head and Pink Shell okay I will take those three do you have that contact info from if you don't I have I
have it do we qualify for the drawing i think we do don't we why not we have in the past i can't remember no purchase necessary necessary the significant other usually picked it up there you go yeah yeah I forgot oh so is a prize need
they need to be there to collect the prize yes yes but if we're successful um I mean we listed almost 30 possibilities if we're successful and get 20 um which would be wonderful there may be some
advantage to combine a few yeah so that we don't have what what Jen's worried about the more winners the better the more individual winners the more exciting it is it's just a matter of time i I agree with you it's just a matter of do we pull tickets for 20
minutes or 30 minutes or It doesn't take that long as soon as they pull a ticket out he'll announce it the person will scream they run up they grab their prize next ticket but aren't you gonna take time to explain what the prize is yes
but that's that's just a a few minutes they'll say well so is right down the street and they're very voter friendly and they have happy hour i think we create a little blurb to be read for each prize sam I year yield to your experience you know how this it goes pretty quick okay yeah does anybody if
somebody's not there then we just Does anyone have Yucatan and Lighthouse those are the same owners so anybody Yucatan Lighthouse oh are you asking for people to go and see yeah see what we could get from them chris you were signed up for
the lighthouse previously no I didn't take lighthouse i've I've got Isn't Yucatan is Yucatan still owned by the lighthouse the same people it's the same people i can reach out to me okay and I got nervous now at least uh we have Doc
Fords and Dixie Fish House anybody want to take those two dixie Fish House anyone i'll take it if uh if nobody else wants to i think you've got them john I'm in communication with Mary Toeson so I can ask her for the I don't know if
she's got you know authority Margaritaville house i think she does you want You want to talk to Mary and I'll take I'll take Margaritavville off my list okay so you want me to do Margaritaville yeah that's fine and you can feel free to They've been very generous with everything but you can ask
them for a day pass for the pool which actually doesn't you know doesn't really cost them out of pocket um I guess that would be a day pass to the pool for two and also maybe a gift certificate to one of the restaurants
for two and um give certificate and then what about women's club like the um the passport would that be a good one oh yeah i think that'd be I think that'd be excellent yeah give away passports that'd be as well somebody have that because I can
certainly ask for that well well I'm in communication with Mary so for the cruer appreciation so I'll just ask her all the same one sure so whatever you got Mary uh and they I think they had some leftover uh beach towels and some other things
some things from last year the beach towel stuff I think so because they were selling them online on their site okay that would be a good one okay I'm gonna I'm gonna add Annette's book nook because I'm going to be at Santini tomorrow and I'll take that ice cream place what's the name of the new ice
cream place i don't know but while you're there go see Anita at Local Motion she has or what's known he already gave us that yeah he already got that oh good because she's been really good in the past so she's right okay in the past we've done
Marinas but I mean it's a little different this year we've done we had we had them give us an $8,000 engine that was It was crazy and uh but I don't know if maybe the ones that give fuel we
could ask for fuel or a gift certificate to the ship store yeah so what that would be what moss and that would be I got it here moss salty Sams and Snookbite i'll take Snookbite you'll take Snookbite Ted okay you sure you can
make it all the way there Ted it's kind of a problem for you do you want to do Moss and Salty Sams you think you can or No I know nothing about No I can't i I kind of got a full plate this week so I I want to make sure I button up all mine
but those are the only two things and I thought either a $50 or a certificate for the ship store or maybe even for fuel but fuel might you know what i think a a certificate to the ship store would include fuel so just some certificate to ship store so you got Snick Bite yeah I have some ideas we'll
see what they'll do okay i can do the island pancake house okay i can do the lighthouse and you Okay then I'll take that off mine thank you so Moss and Salty Sams does anybody want
to take I don't really Well as of yesterday maybe Moss will give somebody a free condo i don't think that's going to happen that's not gonna happen but they do have the ship store going and fuel all right well I will try to do them but I'll do
the other ones on my list so I think we're pretty good uh so Jen is going to do Margaritavville ron you're going to take Lighthouse and Yucatan john you've got Doth Dixie Fish and Island Pancake y I've got Whale Sandy Bottoms Pink Shell
Diamond Head Junkanoo Island Cards Annette's Booknook and Ice Cream Shop and Ted's got snow yeah I could go through the Kansas I mean down where fish uh fish tail is
okay couple of people I know well so if they haven't mention mentioned there may I contact them sure okay sure i did contact Publix in the past it was really easy i just walked in knew the
manager and um however they sent me this little yellow thing even though I were in there every day and everybody is it's they're really catering to registered nonprofits you have to go online and register with everything so I think we're going to
pass on that for this year that's fine all right so let's see what we can gather um and we'll talk about that next week as always I'll send out a recap of all of this and the assignments um want to just revisit supplies really quickly
before before we get there sure Chris um Adam yes um whatever so there were some there were some things listed the last time um such as Tina's bar parake
um the fair's taken care of um are we still going to try to approach them or are we going to just leave them go for right now uh I don't know if it is uh why don't we
see how we do okay and then we can talk about next week yeah okay uh who said so john you said you were doing boards and Dixie Fish House i mean per key is right over there well in the same general vicinity okay
I'll talk do you want to do that okay thank you were you going to try to get to see what she was doing for that yeah I I'll talk to her later that's fine yeah good and you're you were going to give us um verbage before we approach him i think
we have that letter that we talked about last time and I think I think I want to finalize i think I want to uh tweak that a little bit right just based on text comments so I will do that yeah the sooner I have that better I can approach these i rather approach them sooner than
later yep should I also send that letter to the nonprofits i mean I think you've had such conversations probably with them perfectly i think maybe Yeah I think that could be a a followup maybe just FYI
just wanted to make sure I have to say Curtis is doing a great job of like keeping all this organized yes he's doing a great job all right I'm going to go back through the supplies uh tables and chairs we got Curtis duct tape i know our duct tape guy John has
duct tape and zip ties uh Curtis was going to check on the drawing tickets we haven't done that yet meal ticket we will have to create um somebody told me they found some really big receptacles i think that was
you John for the drawing but they're not what we want so we need they're way too big so let me um try to revisit that okay um we how many can we define how many we need we just need one for drawing and we need one for donations
okay and if they're clear plastic I just want to say Do you have something i I do actually um from Walmart I bought I purchased those little cheese balls and it'sactid that's what we use and what I did was with the white lid on top what I
did was I put a hole cut a hole in the lid and that way you put them in you shake them all up nobody can take them out and then when you get ready to reach in do you do you want to donate two cheese ball containers thank you two cheese ball containers perfect yeah i just want to say the the women's club
was wonderful and said here you can use them um so uh they they were very supportive but I will get those back okay so I think next time we really need to talk about signage um and you know Jen if you want to come to us with a little maybe a visual of the layout
where you think some of the tables will go and how you envision the walking path i mean it can just be very very blocky yeah i'm not a great you know I think submitted a site plan for Bayside Park and I was just like sorry this is the
best I can do but I I will do that so when we do the signs um for the registr I'm going to laminate whatever you need laminated but when we do registration if we go instead of um portrait if we go landscape we can do registration Moringfield people
registration general public and if you just do it uh landscape on your computer with big bold letters everybody will be able to read it yep so do you are you going to take a stab at creating a meal ticket yes and then the menu too so the menu that we can
have laminated and show and then for the public and the private and then we can do it on different color it's going to be very similar yes the meal ticket but I think yeah the color standing out and with a big like complimementary and then the other one $25 all included and the
site the site plan for the tables i don't have to put which organization just kind of how you're going to I think first come first serve just so we're not we're not you know if someone doesn't show up we have an empty table or something Jen Jen if if you want if you send me that information handd draw I
can make a a layout okay you know I I can just give me a day or two but I can make it look like a a schematic a schematic that's the right word I can make a schematic for you limit the the stage to beach talk radio and our registrations okay I think that'll be
the first come first serve kind of I don't understand is it a specific block and somebody doesn't come and spread out all over the table yeah so what I was thinking I've got a laminator too and at the open at the grand opening of the
library they um for all the tables they actually had signs uh that um were attached to each table and I I thought about doing that but then I thought well somebody like in the back room some of the organizations and show up so you have somebody way off in the corner and
nobody else around so I'd like to make it so as soon as um an organization comes and and has their stuff I'll just put them systematically at each table you know corresponding my point is if a table will have two
organizations there's some understanding i'll be there to help them with that yeah in the past there've been problems you know the one comes in and takes it all over and I just say it needs to be said there's half a table if if that's
what it is is that okay we'll do is that I don't know how you're dividing them i think what I thought you were talking about is Uh I as people are coming in to set up I would just you know place them right next to each other unless they need a bigger spot if they can fit in
two you know on one table two two organizations at one table then I'll have those already ready for them so and you'll have figured it out by your conversations with them knowing how much space they need so plus if we do put together a schematic something you could
email previously so people know Yeah where you put Yeah if you I just got to figure out um you know the timing of it because if I ask an organization to please be there by 10
11:15 and another one by 11:20 but they you know Yeah and and again we'll be there to help yeah and and we could put on the schematic uh load time in time yeah if you choose yeah so I just telling you I can make that happen very
easy for you if you if you got okay yeah on the schematic maybe you can have the table you know each unit is a half a table and then you can give more than one unit to people you want to
but not having a defined space can be a problem I'll I think I got it I'll make it work all right So we've got our drawing prize assignments we've got supply assignments we'll talk about signage and uh nail
that down next time uh I will do a recap of all of this stuff what outstanding things do we need to talk about anything you can think of well I was just thinking about supplies that we talked about cooler okay cool i have like a two wheel cart I could bring that
might be helpful to help uh people when they're setting up and breaking down just to have an extra one yeah and um I mean I'm sure Curtis will have a town truck but I can bring my truck to help haul tables chairs whatever
actually I think the town has um a big cooler okay yeah I think they more probably some that were over i think I just saw it recently back here okay so what I would maybe suggest is that we
keep a dozen or a dozen and a half waters aside for emergency applications oh sure if if someone comes up and we see that they're dehydrating heat stroke or Sure yeah but so we don't run out
and the fire department will be I was just gonna say any you know just such an emergency that's excellent and then ice for that those coolers i mean we can just get we'll get it on our way wahoo or whatever actually we'll get it we can get we can get that I think from stunt
so I need to ask her about that okay for um but anything else that you can think that I could bring to to help i mean I'd be more than happy to help with the setup and take down and and whatever during the event and it's just my
schedule up until that is really ugly friday open but um Okay i've had a wife take that day so Okay all right well yeah we'll talk about um day of next week and we still have another week before that so if we need to schedule
another planning meeting for the week right before the event we can certain sure do that okay um I don't know that everybody's had a chance who was here last time to look over the minutes and you were in
and out on your boat as your dinghy hit your boat um did you did you take a look at it no you weren't here last time so if it was sent out I've read it i don't think it got sent out at least I didn't see it no I didn't i haven't seen it i've read it i have no problem any
issues all right you skim it there ron you all good with everything yeah I fire has signed off on the permit oh so it's here okay awesome thank you okay so do I have a motion to What is this what
is this uh it was from our planning meeting last week okay i'm sure there's nothing in there i mean I'm I'm happy to have you read it i mean Jennifer you were here so Okay all right do I have a motion for approval of the minutes so move i'll
second all right Ron and Ed and but these are just organizational meetings aren't they yeah they are it's not We're not to the same no level of Yeah no okay all in favor say I i any opposed okay all right if there is one
more I'm sorry one more quick question the cheese ball containers um do you want me to put anything on there like a laminated just a description or It'd be great if you could put have one for you know donations event donations and the
other one would be drawing tickets yeah that'd be swell i just own one more comment from uh I'm sure Ted will agree with me the biggest improvement is not having to sell these raffle tickets it really it it it really
was very difficult and it took it took all of us and it took all of our time so this is a big improvement yes all right if there is nothing further I will adjourn the meeting it is 209 thank you everybody we'll see you next week and you