call this planning meeting of the Anchorage Advisory Committee to order Today is April 22nd Looks like it's 12:31 p.m We'll do a roll call Jennifer Rusk here Ron Flammy John Sam Lur Chris
RLE King Ted Law Edoon over Curtis Lwood Perfect All right we have a short amount of time So what I thought I would do is just take you through the document that I sent out via Curtis and we'll go through it in order if we can and then
we will add and subtract and answer any questions that are outstanding But I think we're in pretty good shape I feel good about it Hopefully everybody else does Okay Location We know all about that Um 1 to 3:30 The band will start at
4 I did contact Mike Fyok and he will work with us the band They will start bringing their equipment in about two but as long as we can occupy the very front of the stage or in front of the stage we shouldn't have any issues So I'm thinking that might be a floater
responsibility for Ed and Ron to help um us get the band equipment in And he said he can ask them to be quiet They'll do that They're just sort of a large band so they will have some equipment All righty Uh let's go to run of show We're going to arrive at
10 o'clock for setup Our nonprofits will start arriving at 11 You feel good about your schedule for them Yep Okay Uh we'll open our registration officially at 1 but we know that we may have some people who show up early and that's just fine Yes I do have a question Uh for the uh
nonprofits would they be able to register earlier um before the set I and figured that um if they could go and register and get their stuff and then go and set up so they're not setting up and having to leave their um items on Yeah I
think we can do that Okay Yep I mean it'll be sort of a peace meal sort of thing So I think that'll be fine Um 145 the voter intros So Curtis and Sam can you kind of work together to figure out who of the voters
when they check in who would like to actually be introduced by Beach Talk Radio and have a little conversation One of my voters My voters will do that Yeah I'll ask them and see if they want to want to want to talk Absolutely Yeah Yeah And you're going to bring a list of everybody that's registered there Yes
Perfect That's all we'll need Then we'll do the nonprofit intros starting at two and you'll have a list of who and what order Yeah the fire department would like to speak as well but I do have a list Um perfect And Jennifer can you please tell
the the vendors they're welcome to eat early So if they want to get their meal coupon I let them know all in a letter that I shared with them at Holt and Mr Okay And certainly there'll be an opportunity more than the fire department to chat right Well I don't
know that the fire department's going to have that much of a presence I mean there'll definitely be an engine crew there with stuff Uh they're in service so if something comes in they have to go because also on Sunday is a uh
offshore swim meet and fire hired over time for that because they this organization says no we need these people We'll pay you to have them here Yeah They they called me on Friday and told me they had asked whether um or not
whether they uh we wanted them at a table and they said that they kind of like to be by the fire truck to hand stuff out So we have limited one table in the front because it uh in the beginning I had the fire department the
captains for clean water and um and um where's the other one And another one in front Uh oh the Coast Guard auxiliary in the front But we discussed having them just stay at the fire truck which will be parked in
front of nervous Nelly's and they can but then at some point after two we'll have them come up and and talk if they would like if they have the time So back to go ahead I'm sorry Well there's still a chance that they'll some of the
inspectors they won't know until Friday So the the attendees will have an opportunity to get up and make a little talk right Yep Couple couple minutes change Yep That's I'm assuming that's what you told him Yes John Excellent
Okay Thank you Okay So we got two o'clock nonprofit intros 3:00 we do our drawings I will assist John and probably all hands on deck making sure that we match numbers with people and keeping track of who won what Do we have double tickets
Curtis Look it Good boy There we go And name tags Nice Okay So there's a thought there that I just learned from experience And maybe yes maybe no Last event I worked as you were handing out the tickets We just put a
number on the back of them So if you're the 50th person 50 50 Okay 50 on the top ticket 50 on the bottom ticket Well they're numbers I understand But those are those are long numbers But if you know you can just say number 50
I'm I'm kind of concerned because Sam and Ted are probably going to be giving out from one while we'll be giving out from another one So I don't know that we would have that continuity in the numbers One thing I did think about though is maybe if the person on the one
that they drop in puts their initials on the back that way we can call initials and a number and maybe that will help Sort of the same thing Yeah Just some sort of shortcut We notice like I have a JWn here Any JWN's if two people come up we only need to read the last three
digits not the whole six digits Yeah some people Yeah because it goes it's all in order 01 001 or 0023 So it goes Oh good We're starting on the on the one Perfect It has the main ticket Then the last three is what you're talking about Yeah Yeah Last
three is okay It's just people like me Yes That's the dig your classes out to look at it you know but whatever whatever whatever you want to do Okay 3:30 tear down four o'clock concert We have a cocktail Everything is good
All right All good Uh nonprofits and organizations Jennifer did we have any additions or deletions Are we good as what we had Yes ma'am Perfect Do do somebody I had contact you since
the last meeting Um Oh library Yes they we had discussed that at the last meeting They were they're on the list Super In fact they're also donating uh or letting us borrow the tables and we're receiving
chairs Um I received a phone call from Mr Lewig yesterday morning the town didn't have um tables and chairs So um I reached out and um Miss Fleming Ron's wife had helped me get the tables from the library And this morning
I just got confirmation that we do have chairs uh to pick up at St Raphael Church We will they do all need to be picked up tomorrow uh morning and uh we'll need to um you know kind of organize that and make the town is um
able to pick all that stuff up Where's it going to be stored I got squared away You got it all Okay All right That's all we need to hear All right So easy So good Uh our monetary sponsors Florida Marine Contracting and
Recovery Beach Talk Radio Ed Sam and John and his wife Thank you very much Do we have any additional inind sponsors from what I had listed I've been in touch with the owner of the lighthouse in the Yucatan and he's going to provide
something but I don't know Okay And I know that we're getting something from Island Cart but I have not seen what that is yet I don't know if Dan gave you anything No Okay I turned in I got a check from Beach Talk Radio Okay
Put in our pot yesterday the beginning of the week but nothing card Okay Okay Just just to make a double check You did get my check right Yes Okay Good Well where did you you send it here No we dropped it off um to
a lady at the trailer at the morning field Yeah Yeah I think we dropped it off What's today I think we dropped it off Friday I wasn't here Friday so that's why I'm Yeah just just double check Okay So we should have 300 knows what to do if she
would have put this already So we should have $3,300 in our pot which is terrific Just to go back in regards to the tables and chairs I just wanted to give you I received a text message um
from Jan Um it said to call Bob when heading to St Raphael after the library and he will let them in And I have his contact number and they can text him when they leave the library with the tables
Okay Can I get that number I'll text it Yeah you can give it to him Um so we're good at picking everything up tomorrow And then when does it all get returned On Monday and that's fine Or do they need it back Sunday or I I
think Monday is fine Okay Turning everything back Monday morning Okay Did anybody else have any reachouts with um Did you ever hear back from Snoop M I've turned in
Yes Yes Big bag of stuff Okay Several shirts and hoodie and stuff like that So merchandise Lovely Yeah I got um if you're asking what we secured since the last meeting Yes Yes I got a $75 gift certificate
from the pancake house Okay Lovely And I've tried multiple times to hook up with uh Doc Ford's and Dixie Fish which is one they gave me They said there was one person that
corporate that handled I've reached out twice now and haven't been able to get a call back If anybody knows anyone there personally they're welcome to help But I got a feeling now that they haven't come back within the last five six days they don't they don't want to Okay
All right So the additions to my list would be Snookbike Baggo merchandise $75 from the island pancake house and Lighthouse Yucatan something TV Perfect
All right supplies Curtis you've got clipboards name tags I have four clipboards I have the name tags I got tickets I got the duct tape and the stack that John Wesley Nash gave me last week
Um what else do I need I think that's it Uh you were going to bring a cooler Oh yeah I have the coolers Boater list Boer list Okay Maybe bring a couple of copies just in case Yeah absolutely I'll bring I'll bring several Okay And then uh we're going to be sending out
our our invite again um this week and then it'll be sent out Friday um right when we leave for the day Okay As well Have you had anybody contact you and say "Hey this is great." Or "I know I'm coming." Oh yeah We've had people um
talk to us about it when we're around doing uh doing the pumpouts and everything like that So yeah I think we're we'll have a good show but I think next year I think it is a good um plan to we can discuss on the deep but to
have it more maybe move this thing up a month to March Okay Will we have more people down here during the more in the season You know we're kind of right out outside of it You can tell there's been I have less voters than I did you know a couple weeks ago right
now And I know you guys have some historical perspective We kind of did that on purpose but we can always discuss it when it comes around Absolutely Okay Speaking of the cooler is that cooler for the for the waters and ice Is that what you're bringing coolers for You can use these coolers for whatever whatever you want I'm bringing my personal
coolers too So great And Ed and I are going to bring water and ice And I should have at least three coolers that I'm bringing One of them's a 35 other one's a 65 course Yeti And then I got a 35Q tub with a top that comes off We're
going to bring about 200 bottles of water and ice So that should be plenty of coolers for So you don't need my cooler Probably not We're probably good on coolers Yeah we're probably good on coolers And you got one in the back of the truck in case we need it I can do
that You know what You probably have plenty of coolers for a couple hundred for some waters don't you Yeah Yeah What I What I said will house all those water We'll just bring We'll just bring water And I think we can put one of those coolers somewhere near the nonprofit so
it's easier for them to get water if they need it We can kind of give them their own Yeah Yeah I'll bring a cooler and if we need it we need it If we don't we don't But was just going to throw the water and ice in the cooler because I Yeah I'm leaving them all I'm leaving them in the
cases so we can carry them around a lot easier until we're ready to break them up All right Okay I've got double-sided Velcro for Miss Jennifer I'll bring the VIP list for checkin I did send an invitation out to all of the people I'm just waiting
for a couple of responses Uh Frankie and Chad Otherwise we've got our committee plus guest Dan and Megan Allers Jim Adder Holt Scott and Jackie We've got Curtis Bobby Patty and Rich It looks like it's just going to be me and Bobby
Just you and Bobby Have other uh And Sam invited Eva Eva on the staff because she corresponds with us So Okay Uh and then I'm waiting I didn't really invite her I told her I would tell you to invite her Okay I just saw
her So if you want to send her an email Okay Uh waiting to hear from Frankie and Chad I will remind them And then I did extend an invitation to Tom Yo Perfect Uh okay Madam Chair can I jump back a second You sure can We were talking
about things that were being brought Um the ticket containers Jennifer you said that you had those I don't have to worry about those Okay Yep I was still going down the list We kind of jumped a little bit I'm sorry No that's okay That's all right It happens Okay So
Jennifer you've got the jars which you know will be fresh new jars Uh the A-frame sign the list of nonprofit for the intros and hand stamps Yes I had some hand stamps but I didn't think they were appropriate so I got these which I
think are really kind of cool They're anchors Oh lovely So we have two of them They're self-contained ink and so it's real easy I did get a pad just in case but I'm
using and and I got two of them for table So when we give their person their drawing ticket we're going to stamp their hand Do I just bring all the stuff the day of the morning Uh yeah that's fine Unless you want somebody else to bring it I
mean no good either way Uh signage Sam take us through your signage Here we go Real quick I have laminated I have the special event permit so we've got that in hand And uh John's bringing tape to secure all this
stuff I'm bringing a staple gun so we can do the TTF Here's our two signs for I don't know if everybody can see these but this is our general register here Here's our Moringfield and VIP register here We'll put them on one table On the other one
we'll put general public and yeah they pick up their meal tickets Okay so that's good So those will go on the tables I've got two each of those I've got the drawing rules Thank you That Curtis
gave me There's uh four of these We can put them on the table and we could post them if we need to I have 20 menus that are going to be just the four items And I am bringing a staple gun I'll put these on the in the tiki hut
around We'll put them on the tables and we'll put them at the welcome table So we'll post them on there too So people hopefully the servers it'll help them out People will know what they want before servers ever get there And think that's it for the laminates
Meal tickets Meal tickets So I did two different meal tickets I ordered a green paper that no one has Okay A lime green paper And you can just look at this with me Yep Must order by 3:30 It's got the
four items Complimentary meal includes soft drink tax and tip The green ones Okay let me get back to green ones And these are the regular ones just for everyone that that comes in for the general public And it says at the bottom uh 25% $25 meal $25 meal includes that's
our special of the day The green ones I'm going to print 150 of those Those I am going to number Okay And as I give them out since I'm going to have a tally sheet I'm going to put the numbers on there And at the end of the day I'm
going to meet with the staff of Snug Harbor And if we've gone over our 80 meals I don't need to get any white ones at all Uh if we haven't I will collect all of them In the meantime I'll collect all the green ones Come Monday or so I'll get our Monday meeting I'll get
together with with Curtis We'll turn them in I'll count them in front of everybody will um put in and I told them that they would be paid probably by the middle or the end of the week So we'll put that in to be paid Perfect Say that one more time You're gonna we're going to pay them at the middle of next week
is what you're saying Middle of next middle of the the week after the event That was my next question is like do I need to have a check for Snow Carver for the food No After They're going to give us back all the tickets that they collected and whatever they collected we'll just make sure that
Well they're not going to get them from anybody except I'm going to keep really good track of that So when they turn those back into me I'll count it with with the person at Snug confirm it with them then I'll bring them here We'll count them I'll submit it to you and we can give it to the town so they can we
can get snug We talked about that Monday meeting and everything like that too So that's perfect So you're going to print 150 of those but of those and 200 of the coupons just optimistically but 150 of those should cover all our freebies right It will cover everything I think If it doesn't I think we're going to be
between 80 and 100 Yes So I think we'll be good Yeah Yes sir Just so I understand you you need to use the ticket by 4:30 No by 3:30 but you can start at 11 like when we get there and we get set up and all the vendors
it'd be best if we all ate before we the event even started And that way we can turn the uh tiki over Probably have to turn it over twice Um so hopefully people just won't linger at the tables there We'll try to get them to circulate
and turn them over a couple times If we turn those tables over a couple times there'll be ext there's about 50 under for 50 people under the tiki probably set up for a little bit more and then we can expand from there a little bit So there's probably going to be seating for 70 or so So if we turn that over twice
that's 200 people And I was going to say I mean the people aren't they don't have to be relegated to the tiki do they use the coupon So they could sit anywhere at Snug Harbor and still use the coupon Yes It's just we're saying for proximity to the event we'd like them in the tiki And
I think he's just going to move out from the tiki Okay towards he we're probably not going to go into the main restaurant but they could use him in the main restaurant I don't see any reason why not He said that would be fine Any questions But just so I understand
again have your ticket you must place your order by 3:30 Yes Yes Because they switch over they switch over to dinner That's why if we but they're starting at 11 so that'll give us a chance to get some of them out of the way And like
Chris says if people are there at 12:30 chomping at the bit and we're ready we'll go We'll start registering people or earlier you know with the nonprofits My my one thought that I had is if for some reason we have an overwhelming
interest in the $25 meal deal will we be able to give people like one for their family and they could order multiple times using that coupon and maybe Snug just writes times two or something on it The only reason I'm even we're even keeping coupons for that is just if we
didn't go over our 80 meals Yeah So and I'm going to print 200 of them I if we if we have more than that we can just tell people tell your server Okay All right I just want to make sure that we can you know that Snug is cool with that and they understand that But I think that's a great idea If there's a bunch of people and they're going to eat
together we just we just need to get one That's the special of the day Okay And John you were going to bring some sort of a list of drawing items so that we can I have a list and then which I guess Ed can call
out right And then every um like every gift certificate every thing will have an envelope sealed in envelope and written out side on So someone brings it up with their ticket we handle the envelope Okay perfect
Would you like me to laminate that so we can post it Yes please No I'm kidding No we can't I mean it's it's nice It's going to be a nice long list of a bunch of stuff People are gonna want to stick around Oh it is I misunderstood you I thought laminate
each open We should have a sign with the list and Okay Um so I will I was going to go to uh somewhere and get that But if you can help with that that would be great If you if you do it on your computer if you just want to call me
I'll come by Or you can drop by just right down the street you can uh bring it over and I'll laminate a few of those We'll tape them on the tape on our welcome desk and we can post them and then we'll pick up one when we're doing the thing Excellent So again to you by Friday
Yeah Friday So if you hear Friday what we're getting I'll contact him tomorrow and say I needed Yeah Okay So that we know and I will I will find out from Dan what it is that he's contributing Okay Can I get clarification on the
A-frame sign on what uh is to be said I have sponsors inind sponsors on one side Anything else Were you thinking of using it as a directional of something or just a
welcome on one side and a list of something A welcome and maybe the time frame what's happening from 1 to 3:30 meal deal Uh 145 voters intros two nonprofit intros Yeah Every prize
drawing just so that people are clear about what we're doing Should I mention some of the prizes or the drawing or um you know have the Yeah I think we're okay with that Yeah But definitely thanks to the sponsors Okay we are so close
Communication Uh we've got the information on social media Um I've seen the chamber and Shock radio have publicized it You've got your communication to the voters going on and you're talking to them and getting the excitement going Yes Uh and then I
talked to Nicole the other day and mentioned if she could reach out to media to see if somebody wanted to come cover it So maybe you could follow up with her on that And maybe Chris can go over to Wahoo Willies before the event and get on the radio one last time Jim's going to be on
it Okay Yes Mr Yeah vice mayor's going to be on We talk radio before We can definitely go over and photo bomb him I mean I have no And he did a nice if you watch town council whenever yesterday or day before Jim did a nice uh thing about
um the event Yeah Okay And last thing day of event assignment So we've got voter voter VIP and nonprofit registration We've got Sam and Ted Got me and John doing public registration and drawing tickets
Jennifer is in charge of nonprofits Alia is with BTR quoters and greeters Ed and Ron and you'll help with band setup And then when we get to the drawing John and I will do that but we probably will need some other people to like help us keep track and find
people All right that is my list We got through that in record time Just so you know I have signs from the library to put the nonprofits and the organizations and they'll be um in front of the tables so people will know which table is there
Okay So are they bringing their own signage that they'll put in that or you I'm going to make them and I was just going to um use some like anchors and seashells and stuff around it just to make it a little bit more pastel Oh wonderful Thank you
I don't get to use my lamination look nice and consistent that that when people are looking for it they'll know A little bit sturdier too in case it's really windy And it's going to be 86 and sunny So it's looking beautiful
Thank you Weather goddesses Oh also have all the parking passes Oh okay For the So I will need those Yeah we will give them out on the day of the event to your to your people as they come up told to keep them in my hands I
was I was told to do that Okay Can you hand them over because they're going to be looking for me They were directed to look for me I'm going to have a vest so I can hand them out as they're driving through Yeah When we when we get there at 10 o'clock Yeah Yeah Absolutely Yeah We'll do
All right What else What time do you want us there 10 o'clock And you know we'll be early That's fine We'll around We'll you know we'll go photobomb Jim on Beach Radio and
whatever we need to do All right If there's nothing else I will close out this meeting at 12:59 Thank you all very much and looking forward to Sunday Yes Sunday Thank you