The Rock Port Tourism Board met April, 13, 2023. Present were: Charlie Clodfelter, Raechel Schoonover, Mike Farmer, Holly Sutter, and Madison Dick (via phone).

The meeting was called to order at 6:07 p.m.

Guest Katelyn Curry arrived at 6:10 p.m.

Approval of the meeting minutes and financials from last month were tabled as they could not be located on the website.

Empty positions were discussed. An application from Mark Schoonover was received. Kate also has an application she plans to return. This is Raechel’s last meeting as she was elected to the Board of Aldermen. Her contributions to the Tourism Board are appreciated.

Fireworks 2023

Holly received information from Jim Clodfelter on behalf of the Rock Port Chamber of Commerce. Dan Athen is no longer doing fireworks, so they are hoping to hire Premier Fire Techniques to do the Rock Port fireworks show. This company currently shoots off fireworks for St. Joseph, Maryville, and Mound City. Their minimum show is $10,000. The Chamber is asking Tourism Board to increase its donation to cover half of the 10,000. Also, Jim notes that the display will be on Monday, July 3, as the company is already booked for the 4th and the Saturday before the 4th. Board members voted to donate $5,000 to the Rock Port Chamber for the fireworks display.

Summer Bands Update

Bands have been finalized for May, June, July, August, and September. Holly reported the total cost for bands is $10,400. This does not include advertising cost or printed flyers. It is noted that total budget for the summer bands was $20,000. Holly proposed adding a band in October to have a Halloween themed event at the Country Club. Board members voted to add a band for October, with no change in the original budget. Holly also reminded board that the board will need to cover the doors to collect the $5 donations. The board also needs to be thinking about a group/organization they want the donations to go to as that will need to be decided, as well as whether to donate total of bands to one or multiple groups/causes.

Pool Update

Members discussed updates on pool and the need for help. Jennifer Geib reached out to Holly and asked if the Tourism Board would have any objections to the Park Board hosting cornhole tournaments prior to band nights. Holly advised her that the Tourism Board would support that as it would only increase people volume. Holly did advise Jennifer to speak with Josh Hayes to ensure cooperation with Country Club/Golf Course. Holly suggested doing a car Smash for Cash fundraiser for the pool either at  4th of July festivities or Old Fashioned Saturday Night. A waiver will need to be signed by participants. Holly will do further research and check on cost for event. A cash donation was also discussed and tabled at this time.

Madison has updated the event flyer to include summer bands, Summer Palooza, Farmers Market, 4th of July, OFSN, Quilt Show, and Halloween Bowl. Madison has requested board members assist her with reviewing and editing prior to printing and publishing.

Summer Palooza

Holly updated the board that attractions have been finalized with total of $8,162.85. A DJ has also been secured at $500.

Additional electricity/generators will be needed, a total of eight more independent 20 amp circuits. Several possible generators were discussed. Holly will also request map of electricity at park from city.

The group discussed prizes to be drawn at random. The original plan was to have prize bags but to simplify things and promote the pool, pool passes will be given as prizes instead. Several family passes and individual passes will be given. Jennifer Geib reported to Holly that family memberships this year are $125 and individual passes are $60.

Handouts/freebies for all were discussed. Possibilities include:

1) Frisbees, designed with Summer Palooza, Rock Port. If there are leftovers, they can be handed out on 4th of July or Old Fashioned Saturday Night. Holly will plan to order, noting the cost at 94 cents each upon to 1,000 ordered.

2) Pool noodles. These were decided against due to increased cost and the potential use as stick to hit others.

3) Sunglasses – Holly has priced and will order.

Food choices, drinks, etc. were discussed. There will also be a “band-aid station” including sunscreen and hand sanitizer.

A registration table will be at the beach ball entrance. Phone numbers will be written on wristbands and names on prize drawing tickets.

The Tourism Board will need helpers. Holly noted no response from mailers sent to businesses, organizations, and schools thus far. Charlie reported Rotary has agreed to man the hot dog table. Madison will set up an online sign-up for volunteers for this event.

There was a discussion on the number of people to prepare for. It was decided to plan for 350. If there are leftovers, the board plans to donate those items to the pool for kids’ use of sunscreen, band-aids, and hand sanitizer. They also plan to donate food that will expire and can also hand out on the 4th of July if expiration dates extend past that.

Holly will plan on doing a reminder push for bands and Summer Palooza two weeks prior to events, and will plan to prepare articles for the newspaper. All board members were encouraged to help spread information on the events online and by word of mouth. Flyers are available from Holly for Summer Palooza and Drunk Monkey. Holly will work on getting the remainder of the bands flyers prepared and printed to hand out.

The next meeting will be Thursday, May 11, at 6:00 p.m. The meeting adjourned at 7:05 p.m.