Broad St. Trick-or-Treat Committee Minutes

DCG / Events and Planning Committee
Meeting Minutes

September 21, 2009 at 3:30 PM

Meeting held at the Chamber of Commerce

Present: Liz Horton, Marta Tomdsy-Herman, Mei Bremer, Edward Hinson, Lisa Casey, Jamie Bennett-Bane, Amy Schofield, Edwin Kohn, Ginger Goodale, Robert Dabney, Joanna Crailo, Carol Jellenik, Jan Marsh, and Mike Stone

Next meeting: October 5, 2009, 3:30 p.m., Chamber of Commerce


I. Agenda

• Welcome
• Naming Discussion
• Overview of Event
• Activities
• Fundraising/ Sponsorships
• Marketing
• Street Closing Procedures
• Schedule Next Meeting Time
• Adjourn

The meeting was opened by Wade Luther, City Manager. He introduced himself as well as all members attending and he concluded the opening with a thank you to the members for coming.

II. Discussion
1. Names for the event: Wade came up with Broad Street’s Trick or Treat. There was also Broad Street’s Trick or Treat Event, suggested by Ginger Goodale; as well as Downtown Haunt, suggested by Mei Bremer. After discussion the group unanimously voted on Broad Street’s Trick or Treat.

2. Overview of Event: The event will be held on October 31, 2009 from 3-5 pm.There will be a subcommittee formed to solicit all businesses; they are Lisa Casey, Jamie Bennett-Bane, Amy Schofield, and Ginger Goodale. There are some liability issues that Wade will look into and get back to the members at next meeting. The group decided that this event will be simple yet fun. The event will be held rain or shine

3. Activities: There will be a costume contest; the logistics are still being worked on. Wade spoke to the radio station and they agreed to promote the event on the radio, and Brittany Stewart will host. The possible judges: mayor, chair of city council, and a principal from one of the elementary schools. There was a lot of discussion about age groups and prizes. We discussed a contest for best store front window, dunking booth, bobbing for apples (which can not be done for health reasons) face painting. We collectively decided that each business will be responsible for dispensing candy to the children and whatever activity they so desire. We will obtain a list of all participating businesses. We are looking at having music, Liz Horton will check on that. A haunted house is not possible; unless it’s held in a private business. (liability reasons)

4. Fundraising/sponsorship: are still being worked on

5. Marketing: Edward Hinson from Truvista will run it on the local cable network. Wade and WPUB will design posters for businesses. Jan Marsh spoke with the local churches and they said that they will put an announcement in their church bulletins as well as send youth volunteers. Jan will follow up with them. Robert Dabney will promote at the schools, and try to recruit teachers or administrators to participate in the dunking booth. Besty Greenway will promote in the Camden Chronicle.

6. Street Closing Procedures: the streets will be closed one hour before and one hour after the event. The closing will affect Broad street up to York street.

7. Next Meeting: October 5, 2009 at 3:30 p.m. at the Chamber of Commerce


Meeting was adjourned