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Steering Committee Meeting
October 22, 2009
1:00 p.m.—CITY HALL, CAMERON

Lee Langerock, Co-Chair of Great Northwest Day, called the meeting to order at 1:00 p.m. She asked that all members present introduce themselves and tell what county/community they represent. Those in attendance were: Steve Shieber, Lisa Luke, Lisa Macali, Linda Gray-Smith, Richard Baldwin, Mark Garges, Paul Hamby, Alice McKee, Byron Roach, Annette Weeks, Dan Hegeman, Cindy Esely, Jill Eaton, Lee Langerock, Shellby Hendee, Kathy Morgan, Terry Rumery and Marcia Cunningham.

BUDGET REVIEW AND CONFIRMATION
Lee passed out the Budget for review after the changes were made, based on the suggestions at the previous meeting. The only thing not addressed in the budget was registration cost, which would be discussed later in this meeting.

Lisa Luke brought to attention the number of lapel pins that remained and whether there should be another order placed this year. She reported that between 150 and 200 pins are still available. Kathy Morgan suggested that, instead of putting a pin in everyone’s registration packet, we have them available at the registration table. If anyone needs a pin, he/she is welcome to take one—but, since many already have GNW Day pins from previous years, it is likely that not that many would be needed this year and the supply remaining would likely be ample. Lisa did report that, if the order is placed for next year, it would cost up to $600.00.

Lisa L also mentioned that beads may have to be ordered, but this is a budgeted item.

Mark G suggested that we work with the budget as presented and amend it, if necessary, as we go. All agreed.

After considerable discussion it was decided that the Early Bird Registration cost per participant would be set at $50.00, if registered by January 25th. After the 25th, the cost will jump to $75.00.

After discussing the media policy, it was agreed that individuals who represent local media will be asked to pay $17.00 if they are there for lunch only—or $25.00 if they are there for dinner only.

After listening to concerns (primarily referring to the Mardi Gras event) about whether to make individuals (who have not registered) pay at the door or allow them to be billed for the registration cost, it was decided that:

1) If the individual has the “okay” from his/her county coordinator or from someone on the steering committee, that person may be billed, if desired.
2) If the individual arrives with a senator or representative, the person may enter the Mardi Gras event free of charge.
3) If the person is an ‘outside force’, with no affiliation to a county coordinator or steering committee member, that person must pay the $75.00 fee in cash.

Kathy reported that the capacity for online registration had been researched, and it was estimated that the cost to Leadership Northwest/GNW Day would be approximately $2000.00. After much conversation, Steve Schieber suggested that it might be worth checking to see if we could get banking sponsorship for this online service. Steve and Mark plan to discuss this possibility with Bank Midwest and Steve will talk to Becky about her contact with Citizens Bank and Trust.

COMMITTEE REPORTS

REGISTRATION 
As discussed at the last meeting, tickets for legislative assistants will be sent out in advance (with the invitation) to the office of the senators and representatives. It was suggested that, when the reminders are distributed on the day of the event, our GNW Day committee members might want to have extras available, in case there is a request for additional tickets. At the registration table that night, the name of the legislator and his/her district will be put on the back of the tickets, for tracking purposes.

SPONSORSHIP 
Steve reported that all sponsors, with the exception of MoKan, have recommitted for this year. Several new sponsors have been contacted and they are taking the matter under consideration.

FINANCE 
Mark asked that the Issues committee discuss the value of having the projector/screen at the Issues Luncheon. Last year the cost was around $600.00 because the Capitol Plaza had to provide the service. The committee is asked to decide if this expenditure is necessary.

MARKETING/COMMUNICATIONS
Lisa M reported that on November 3rd the first press release will be sent to county coordinators. She also informed the group that the program template will soon be available and that county coordinators will be receiving a separate email regarding the change in late fee registration.

EVENT
Up Up and Away has been contacted and the contract is secured and will be sent to Lisa Luke. Tye Parsons had given a map of the booth and room layout to the county coordinators who attended the training session. Lisa L also announced that if anyone wanted to help Natalie with the event, please contact her.

ISSUES
County Coordinators must have the issues form back to Lee Langerock by November 10th. At that point the Issues Committee will be engaged and they will narrow down the list and determine priorities. If the issues have been identified by the next meeting (November 17th), the information will be shared at that time. If not, it most certainly will be discussed at the December 3rd meeting. 
If anyone is interested in knowing what past issues have been brought to the attention of the legislators, please refer to the website.

MEETING DATES

October 28—County Coordinator deadline for letters to councils, commissions, etc.
November 3—First news release from PR committee
November 10—Issues form due from community/county to Lee Langerock.
November 17—GNW Steering Committee Meeting at 1:00 p.m. Cameron City Hall
December 3—GNW Steering Committee Meeting at 1:00 p.m. Cameron City Hall
December 18—Community Sponsorship pledge forms DUE

As posted above, the next meeting will be held on November 17 at 1:00 p.m. at the Cameron City Hall.

Lee thanked everyone for being in attendance and the meeting was adjourned.

Respectfully submitted,
Marcia Cunningham
Brookfield County Coordinator