Highlands and Islands Association of Celtic Gatherings, Inc.

January 11^th, 2010 Meeting Minutes
 

Tommy Chambers brought the meeting to order.

Special Elections:

2010 Board Member - Kayne Troutman was elected.
Games Chief Elect - Layman Gilmore was elected to be Games Chief for 2011.

Bathrooms at the Games: Ronnie Quin related that Mike said the bathrooms were our responsibility. Ronnie proposed we hire people to maintain the bathrooms. Walt pointed out that Mike said that his problem was he had no female workers to take care of the women's bathroom and that we needed to have at least six portolets instead of two.

Announcer: Ross May is interested in doing the announcing this year. Ronnie appointed Ross May to be Main Stage Director.

Children's Area: Ronnie Quin proposed eliminating the bounce houses and rock climbing. They do not further the goals of Celtic Heritage and it takes away from the children's corner income. Walt proposed enforcing the price and space requirements for each vendor space to discourage the bounce houses from having 10 times the space for the same price as other vendors. Kayne suggested that the bounce houses occupy the children freeing up the parents to shop. Julie Black suggested holding a dance workshop for children and adults. TC said we could rent a bounce house and do it ourself. Ronnie questioned if the bounce houses had their own insurance.

Train: Ronnie said the Train looked terrible and questioned their insurance. Tommy Chambers said they had insurance. Ronnie Quin said we need People Movers to transport people from the parking lot particularly ederly and handicapped and mention it in advertising.

Beverages: Kayne suggested setting up a bar in the Ceilidh Barn. Walt Lonnborg suggested waitresses to serve the Ceilidh Barn. TC suggested ladies wearing short kilts.

Time Frame: Ronnie said he would have everything lined up two months prior.

Program: Ronnie said we should distribute programs well prior to the games. WL said our program cost will be more this year if we sell ads and put more in it and we needed sponsors to purchase ads. Jayson said he would ask his wife if she would work getting sponsors for 10%. Tommy Chambers announced that Barbara McAlpin would like to be involved in the program book.

Entertainment: Ronnie Quin said he was talking to a Story Teller, a Capt. Jack look-alike. Ronnie said he would forward his email to the board. Ronnie said he would not have the harpist again this year. He said he was talking to a group "Drunken Sailor".

Saint Patricks Day Parade: Walt said there was a lack of interest. Ronnie said we should have a vehicle in the parade to advertise our event and asked everyone to contact Walt about participating.

Athletics: Ronnie said he would meed with Jayson Tisdale about Athletics. Jayson presented his budget estimates for Men's and Women's Amatuers and a separate one with pros. Ronnie Quin said he would get with Jayson.

Budget: Ronnie Quin said we will not be recieving the MDA Grand this year and we would not have as much advertising money. Ronnie offered to purchase the trailer that the Assn bought from F.E.B. for $1750. The motion was passed. Ronnie said he would put the budget together with Joe Brister in the next 6 or 7 days. Ronnie said his main goal was to put money on the books. WL said we started with $14,000 and advised we had close to $16,000 to work with this year and this was more than we had ever to work with.

PIPE & DRUM: Mike Dixon (Pipe & Drum Director)
Mike Dixon said he was contacting pipe bands.
1. They want a covered area to setup
2. They will Setup a solo piper at the corner at the gate.
3. Mike suggested we have a dance workshop. Julie Black said her group will do it.
4. West Harrison High School band. Passes for parents.
5. Bugle Player play taps Sunday.
6. Color Guard needs a letter.
7. Lance & Mike will do the Pipe & Drum demo again for $50.
8. Mike presented a Beatles tribute group to do our festival that may bring a following of 100-200 additional people. Walt suggested getting with the Games Chief about it.
9. Mike said he needs flyers. Walt suggested using left over programs with a labels
Ronnie Quin said the Clay County Sheriff's Dept Pipe Band was interested in attending for travel and rooms and he would give Mike the info.

Tents: Tommy Chambers said the county has a tent and will put it up for us.

Veteran's Parade: Tommy said he would like to conduct the Pledge of Allegiance then have the National Anthem on Saturday for the Veteran's parade.

Vendors:
Kayne said there was a complaint of too many food vendors.

Layman Gilmore suggested moving the vendors outside the arena and not occupy premier space. They have their own tents.

Layman suggested placing the Merchandise Vendors on back wall outside. Tommy Chambers said he mentioned moving the vendors outside to Dick Lucas (Vendor Coordinator) and he said "ouch". Ronnie Quin said his job title gave him the authority to put everybody where they go & he had other plans for that pavilion. There's no other functions where vendors are under pavilions.

Layman Gilmore suggested no vendors should sell beverages unless they were imported beverages. Walt suggested putting that requirement on the Vendor application. The proposal was passed by aclaimation.

Layman Gilmore related that one of the vendors complained about the Mobile Scottish Society selling merchandise. Walt Lonnborg suggested we give Mobile Scottish Society a Vendor booth if they want to sell non-logo items.

Someone related that a festive required vendors pay x amount for their space plus a deposit that is refunded at the end of the festival and that would keep them until closing.

Clans: Layman Gilmore (Clan Director) suggested moving the Clans to the wall so the row doesn't block the view. Layman Gilmore suggested making changes to the clan tent space application as identified by Walt Lonnborg:

1. Eliminate the $35 space only option. Offer a $50 space w/a table and two chairs.
2. Additional chairs & tables same price as last year.
3. Add H&I phone number.
4. Create a website form for online registration.
5. Offer online payment.
6. Give two gate passes w/each Clan space. Ronnie Quin suggested giving 4 tickets instead of two.
7. Change prepaid gate ticket price to $10. Ronnie Quin suggested 1/2 price ($7.50). Walt said none of the Clans had objection to the price and number of passes and most of the festivals don't give any passes.
8, Recognize the best clan display. Give an award or prize.
9. Encourage clans to set up their own tents.
10. Require Clans bring their own electrical cords.
11. Tell Clans we expect them to occupy their space both days.
12. Require payment for tables in advance so that we don't rent too many tables.

Sheep Dog Demo: Layman Gilmore suggested moving the Sheep Dog Demo under the Arena. Ronnie Quin said he talked to Carl Rogers and he said he would would prefer to move the Sheep Dogs to the space where the bounce houses were and away from the St. Andrews stage and that the re-enactors firing guns during his show was bad.

Re-enactors: Ronnie said we could move the re-enactors to where the sheep dogs were and schedule the gun firing so that it did not interfere with the sheep dog demo.

Sound Equipment: Ronnie Quin presented a proposal for sound equipment.

Jousters: Ronnie Quin said the Jousters aren't coming down from $5500 price and we don't need them. They didn't bring anything to the festival & that our increase in attendance when we added them was solely due to advertising as it was the first time we had TV commercials.

Closing Ceremony: Tommy Chambers said we need a proper closing ceremony for the games.

The meeting was adjourned.