Old Escondido Mothers Day Home Tour 2007

4^th Committee Meeting

February 15, 2007   7:00PM – 8:30PM

Attendees:                   Lynn Hall, Kevin Hall, Carol Rea, Brita Smith

Meeting Start:             7:16pm

Previous Minutes:       APPROVED Unanimously

Committee Reports

            Finance  Brita Smith Chairperson

Budgets Received: Appreciation (Doug/Lynn – Brita will type up from notes and submit at next board meeting)

Budgets Approved: Hospitality (Lynn); Logistics (Kevin)

Budgets Outstanding:  Publicity (Carol Rea); Home Liaison (Carol B.)

Brita had some changes/suggestions to the approved budgets.  Lynn didn’t need to account for Thank You gifts to Home Owners in Hospitality.  Also, Doug can provide umbrellas for his backyard, so no rental is needed.

Expected Income

Home Tour Ad Income:            2700.00

            Home Tour Ticket Income:       10000.00

Expected Expenses

            Appreciation:                            1100.00

            Hospitality:                               625.00             Approved by BOD

            Logistics:                                  212.00             Approved by BOD

            Publicity:                                   2800.00           Approved by BOD

            Home Liaison:                          ??

·          Carol Rea still needs to get the actual budget for Publicity

·          Carol B. needs to submit a budget for Home Liaison (Storyboards, snacks/water for docents, etc).

            Home Selection Doug Eagleson Chairperson

1.      .2 homes at 412 and 420 E 7^th Avenue - CONFIRMED

2.      home at 336 E 7^th Avenue - CONFIRMED

3.      The Bandy House at 7^th Avenue & Juniper ( NE corner) –  CONFIRMED (99%)

4.      460 E 6^th (NW corner 6^th and Hickory) – CONFIRMED

5.      Moved house next to 460 E 6^th, in present state may be open to the tour patrons as well as a bonus house. – NOT CONFIRMED

6.      The Beach House also at 7^th Avenue & Juniper (SE corner) –continued discussions with owner. – NOT CONFIRMED

Doug has mostly confirmed with owner of the Heller home on 10^th Avenue for 2008 Home Tour.  He will continue to look into other homes in the surrounding blocks for next year’s tour.

Home Liaison Carol Breitenfeld chairperson

Carol was not present at the meeting, but emailed Brita to read her report in her absence.

Lucy Berk has information to compile histories for 420/412 E 7^th, 336 E 7^th and Bandy House.  Lucy should have these histories done by end of March.  Carol B. will let Lucy know about  home at 460 E 6^th. 

Carol B. is gathering names and suggestions for head docents.  She spoke with Wendy Barker about recommendations – waiting to hear back.  Carol R. suggested Victoria Holt for the Beach House (she did it last year).  If anyone has any suggestions for head or other docents, please let Carol B. know.  Brita read the responsibilities for Head Docents, as stated in the Handbook.

Carol B. will start calling all the homes next week.  She will also submit her budget by March 30^th.  Publicity will take care of stationary for Thank You notes, no need to include in Home Liaison budget.  Carol B. asked that the hours of the tour be clarified.  The tour will run from 11am – 4pm.

Lynn mentioned that she didn’t think the Snack Bags she made for the docents were necessary, many didn’t get used.  She and Kevin worked very hard on these.  Carol R. thought water was important, but maybe not snacks.  Carol B. should think about what she wants to do regarding refreshments for docents, and budget accordingly.

Publicity Carol Rea Chairperson  

Carol R. spoke with a woman from American Bungalow.  Our tour date and info will be in the Summer Issue (released 3 weeks before the tour).  Carol R. also submitted an article about the Bandy House when it was struck by lightening and photos / info / history of her own home, as it was the only “bungalow.”  The magazine seemed very interested in keeping up with the tour.  The group discussed ideas to get an article in the issue next year.  Hopefully nice photos will be taken so we can use those to share with this and other publications to promote the tour and neighborhood.

Doug promised the Colliers that the Bandy House be featured on the cover of the Brochure.  Carol found a photo of the house and will make it look “old” by turning it sepia.  She also found an old photo of Mr. Bandy, working as a blacksmith, and thought it would be nice to superimposed both photos for the cover. 

Carol needs to get a budget to Brita for Publicity.  Brita gave her a check for $40 for the street banner.

Doug has sold a number of ads (4 or so) already.  Carol R. will bring the advertising information and forms for those that are interested or know of anyone who wants to purchase ad space to next meeting.

Refreshments Lynn Hall and Peggy Williams Co-Chairpersons

Lynn reported that she was unable to get a complete quote from Kallee for the Appreciation Dinner.  Lynn was also concerned because she did not have a Caterer’s License.  Her prices were overall less expensive, and Lynn has had her food at church events (and enjoyed it), but her recommendation was to stick with Joe’s Italian because of their professionalism and enthusiasm to participate.  The matter was called to a vote to approve Joe’s bid of $10 a person.  Vote APPROVED unanimously.

Lynn also asked that we schedule a work day to pick lemons.  Brita and Carol R. said that ConnieSue tried to schedule something for last weekend, but it was cancelled.  Brita added that she may have a friend that has some lemons to be picked.  Brita will find out if they are available and schedule a time at the next meeting.  Brita will also ask ConnieSue for the details of her lemon grove connection and see if that is something we need to reschedule.

Logistics    Kevin Hall and Doug Eagleson Chairpersons

Kevin had submitted the options for Porta Potty rentals last meeting.  Kevin’s recommendation was Diamond for TWO Handicapped units with sinks inside.  All rental, delivery and taxes came to $212.  The matter was called to a vote to approve Kevin’s recommendation.  APPROVED unanimously.

The group designated Logistics was responsible for the layout of tables, ticket booth, blacksmith demo, etc.  Kevin or Doug to coordinate with “vendors” for all information and details, leading up to and day of event.

Old Business

          Closure of 7^th Avenue between Juniper and Hickory

·        need traffic plan drawn by a traffic specialist/engineer

·        need permit from city

Connie Sue has a traffic engineer contact. She will check to see if this person can draw up a traffic plan for us.  Since ConnieSue was absent, Brita will email her to see if this is something she can find out by next board meeting.     

New Business  

• Mission Statement  Kevin started a draft of a mission statement.  Brita thought it might need to also include something about educating on preservation.  Carol R. suggested that it reflect the mission of the OENG, except for the “neighbor” aspects and to include teaching about local history.  Kevin will revise and bring copies for the everyone next meeting.
• Other What should the home tour profits be used for? The committee needs to make recommendations to the OENG board.  This may need to be tabled until after the Home Tour, as we won’t know how much profit will be made.

Round Table/for the good of order

• Lynn and Kevin will purchase ½ page ad for brochure.
• Carol R. to get quote for folded notecards with logo to use for Thank You’s and also notes to new neighbors, etc.
• Brita to help Kevin receive emails through Yahoo Group site.
• Carol R. read results and comments from 2005 Home Tour Survey.  The group discussed whether or not to have surveys this year.  Generally, everyone agreed.  Still need to discuss how it would work.  Possibly in refreshment area, while people are sitting?
• Refreshment area should have nice, recorded music (classical?) playing.  Carol also wanted to play period music in her own home.  Might be good idea to suggest to other home owners, for ambiance.
• Carol R. read an email from Lucy, with her input for the meeting.  She had suggestions for future tours, homes in the “hood” that she thought would be interesting (including 2 relocated homes – 1 is being considered for this year).  Lucy would like the contact info, emails of home owners to ask if they have the Residential Building Records from SD County Assessor in San Marcos.
• There is a need to discuss/ decide what other venues will be included the day of the tour and who will be the contacts or liaisons for these venues.

Ø      Have music during the tour – not this year, just recorded in homes / refreshments

Ø      History Center and Pioneer Room participation ( ex: sell historical calendars ) – Yes; Logistics to coordinate

Ø      Art display – Yes; Carol to contact Peggy Williams; Logistics to coordinate

Ø     Old, vintage cars – Yes; rel. easy to add; done most years

Ø     Period dancers in costume – Not this year

Ø      Quilts on display – Not this year

• Carol B. is to be in charge of bringing an Agenda (if she doesn’t mind).  Brita can do, if Carol B. can not.
• Brita will make copies of minutes and bring to next board meeting

Meeting Conclusion:   8:37pm

Next Meeting   February 15, 2007

                               7:00 PM – 8:30PM

                              City Hall Training Room 1

All meetings will be held in the same location of the 3^rd Thursday of the month

** Bold Italics indicate Action Item