GENEVA LAKE ENVIRONMENTAL AGENCY
Minutes of the July 2, 2009 @ 7:00 p.m.
Board of Director’s Meeting
NO QUROUM MEETING-INFORMAL MEETING NOTES

Present:  D. Bowman, J. Miller, M.J. Fesenmaier, P. Kenney, G. Roth, T. Peters, K. Simons
A quorum was not present. 

  1. Begun discussion on 2009 fundraiser determined that D. Rasmussen should be at next meeting to advise for legal advice on fundraiser
  2. Peters and Miller participated in a meeting w/ George Hennerly (LG Chamber), Bill Bosworth and representatives from the Tavern League on 6/26/09.
    1. Both Peters and Miller said the meeting went well, a lot of their questions were answered and Henley has offered the Chamber to help with advertising.  In a following meeting Ed Schneider, General Manager at the Lodge at Geneva Ridge has offered to host the rally at the Lodge.  Geneva Ridge will offer a buffet dinner and rooms at a reduced rate. They are also going to set-up the top portion of the lot for the cars.
    2. It was suggested that everything be in place by 8-1-09 and tickets to be available at that time.
    3. After several meetings it has been decided to have all the events in one day-Saturday 10/3/09.
  3. Have to have fundraiser first weekend in October due to the Fat Tire fundraiser is now the last weekend in September. Therefore, the date of the car rally will be Saturday, October 3, 2009.
  4. Event day would go as follows:
    1. Meet and greet 9:00 – 11:00 a.m.
    2. Blocked off street from 8:00 a.m. to 11:00 a.m.
    3. Parade from downtown Lake Geneva- starts at Poppy’s, proceeds north on Broad Street, goes west on Dodge, road turns into MacDonald.  Follow down to Schofield, a quick right and left onto South Shore Drive of Como and follow into the Geneva Ridge grounds -Saturday Morning-time, 11:00 a.m. – 12:00(?) p.m.
    4. Poker run starts at the parade or when the participants have picked-up their packet. The packet can be done anytime-before the event or the morning of the event.
    5. Meet at the tent at the Lodge from 4-6 (participants) to get poker cards and see what they have won. Have all sheets turned in by 5:30’ish
    6. Announce winners at 6:00’ish
    7. Have 50/50 raffle going on at this time. The Lodge offered to take care of a cash refreshment to include drink and food. 
    8. Geneva Ridge would open up a dinner buffet and we would provide a DJ/Band for a “Sock-Hop” type dance/entertainment.
    9. End of Events
  5. Name of Event:  GENEVA LAKE CLASSIC CAR RALLY
  6. Picked logo-colored logo w/ rally type car
  7. P. Kenney discussed that the Big Foot Lyons is willing to help.
    1. Ed Schneider, as treasurer of the Lions, would most likely be in charge of the Lion’s involvement   
    2. At this time no jobs has been assigned to the club.
    3. However, it is the idea that they will be able to help w/ parking the cars and take care of most of the needed manpower at the Lodge.
    4. As of yet no monetary reimbursement has been discussed with the Lions Club.
  8. Tavern League/Poker Run
    1. Generally the local beer distributer will donate posters/banners for our event.
    2. The Tavern League has run similar poker events and has a system that is much more conducive to our abilities and limited workforce.
    3. Participants get a packet at the start of the Rally beginning with a map, zones and establishments and a paper for each hand they purchased. They go to the establishments and get the paper stamped with establishment’s personal stamp and the participant then enjoys their purchase at the establishment.
    4. Our map for the rally can consist of a map of Geneva Lake area with the Tavern League Members establishments on it.  The map would be divided into 5 regions.  For a full hand the participants would need to go to an establishment in each of the 5 regions.
    5. We have not set any rules for the map or the Poker Run at this point.
    6. In order to make money we want them to buy more than one hand of cards. One hand of cards is 5 cards (all together).
    7. Still working on the maps and poker hand details.  It was not decided how the maps would work.
    8. Everyone at the meeting agreed that we should obtain a set list of rules/regulations from the Tavern League as to how their “Poker Run” works.
    9. The Tavern League is not looking for any additional funding from us. Each of the establishments that participate usually donates something for us to raffle off. (For our financial benefit.)
  9. Decks of Cards
    1. M. Fesenmaier said that she would obtain the cards for the event.
    2. Cards will be drawn at the end of the participant’s poker run.
    3. Participant will come back to the Geneva Ridge, show us their stamps, and then we will draw them 5 cards right out of the top of the deck. The hand will then be ranked and a prize given if necessary.
  10. Old Rally-was called the Lake Geneva Classic Car Rally-this name is trademarked.
    1. We cannot get a copy of the mailing list for this rally w/o a high fee.
    2. However- there is the possibility that past hosts may be offering to mail a post card out w/ our contact info on it for reference. Need to follow up on this ASAP
  11. Marketing-J. Miller offered to be in control of the marketing plans.
    1. J. Miller will be attending the Tavern League meeting on Wednesday, July 8th, to obtain more information.
  12. Donation of goods/services
    1. D. Bowman has offered to seek out goods for raffles and anything else that may be needed.
    2. J. Miller is going to inform Bowman of any companies/donors that have helped in the past – if the information is made available to him.
    3. M. Fesenmaier has offered to seek out donations for goods/services too.
    4. I was suggested that each GLEA board member could help by soliciting raffle items. 
  13. Treasurer-GLEA office staff will head up the treasurer portion
    1. A new account will be established at our current financial institution for the car rally.
  14. Parade-M. Fesenmaier has volunteered to help with the parade paper work and the City.
  15. Communication, Information Systems, and Database Management will be handled by K. Simons.
    1. Setting up the phone line with an answering service will be set up A.S.A.P.
    2. Getting a web page going, w/ maintaining it
    3. Beginning a mailing list of car clubs, and setting up a list of participants as they come in will be done by Simons as well.
    4. Each board/staff member should email Simons with the tasks they are completing or have completed so that Simons can maintain the info in a database for reference. This includes list of contacts and donations received or obtained.
  16. Phone Services
    1. Simons contacted two separate phone services. One company was once from Lake Geneva. Simons is going to contact them and see if they are interested in donating services for our fundraiser.
    2. Peters suggested we call Inspiration Ministries to see if they offer any call services.
    3. It was also discussed that perhaps Geneva Ridge would handle the phone calls for the Rally. Simons is going to see if we can get the service donated first, then ask Geneva Ridge if needed.
    4. Simons is going to set up a phone line Monday/Tuesday of this week.
  17. J. Millers Organizational Chart was discussed and some jobs divided up as already discussed.
  18. Classic Boat Parade-was always a part of the old rally. It won’t be a part of ours due to it is going to be held sooner in the summer now.
  19. The term “Pre-register” was brought up during the meeting.
    1. What it means to pre-register for the event is buying poker hands a head of time.
    2. There is no fee to be in the event or to participate in the poker run.
    3. The pre-register should be referred to as ‘pre-purchased poker hands.”
    4. We want people to pre-purchase, and then we have our money. We also would have a sense as to how many people to expect.
    5. Not everyone buys poker hands right away-maybe they want to buy their poker hands after the parade. Or some may just want to pay cash.
    6. Either way, the more poker hands they purchase the better it is for us.
  20. A meeting should take place again in July.

kjs/twp