Speleofest Meeting Minutes
April 20th, 2008
Meeting was held at McNeely Park.
1. Kim advised that the schedule is done.
2. If the times you are scheduled for do not work for you, you need to notify Kim as soon as you can.
3. “To Do List”
- There are 61 people pre-registered.
- Staff members’ registration is $20 and, can register at any time.
- Staff member’s t-shirts are $6.
- Sherry has contacted the Courier Journal and, the E-Town newspapers.
- T-shirt design has been dropped off with the vendor but, they will not be done until pre-registration is done, to see how many shirts we’ll need.
4. Cave List is done.
5. We currently have a fair amount of trip leaders.
6. Discussion on leaders/trips/times.
7. Tents will be put up the weekend prior to Speleofest for registration.
8. Port-A-Lots, Steve and JPat will be taking care of that.
9. Many people will be down at LSP camping just about every weekend from this point until Speleofest. We need as many people as possible to help work on clearing new campsites, clearing brush, landscaping, plumbing, etc. etc.
10. We need people to haul stuff for Speleofest.
11. We need tools . . whatever you have and, can bring. We will utilize everything we can.
12. Website is going well. Thank you Chris, you’ve done an awesome job ;-)
13. The Guardrail Cave clean-up is a go. It’s limited to 15 people. Lunch and refreshments will be provided. Please carpool as parking is very limited.
14. Dumpster - we will as to have dropped off May 16th and, picked up June 6th.
15. Ice machine - Sherry is taking care of it.
16. “Cave Babe” shirts have been ordered. They are a peach color w/white lettering.
17. Event insurance paperwork has been sent. Kim had gotten it signed and sent it back. Kim has been told that, the cost will be the same as last year ($660).
18. We’ll need to re-check the flags to Woodcutters Cave and Rendezvous Cave on May 1st.
19. Geocaching - Tim and Chris Stoops will be setting up and coordinating geocaching during Speleofest.
20. We need to clear out new camp sites by the Old Homestead and Bucket Cave Cove.
21. Appetizers for Friday night
- Tonya - chocolate covered strawberries
- Gold fish
- Pretzels
- Lemonade
22. Jimmy will bring tables for appetizers that will be served on Friday
23. We now have over 150 door prizes
24. PMI donated 2 lengths of rope (150’ & 300’) and 30 key chains
25. The bands will throw little prizes out on Saturday and Sunday.
26. We will be passing out door prizes on Saturday and Sunday.
27. Sherry has the kiddos’ door prizes ready to go.
28. Jim Bobbitt & Ken Alwin will setup speakers, etc. for the live entertainment.
29. “Tug-O-War”, we will have a scale for Jimmy to coordinate that.
30. We will need help setting up the “Cave Box”.
31. Anyone that has 2-way radios, please bring them.
32. Security will be up at registration (especially at night).
33. Campground Security - will be walking around to ensure everything is OK.
34. Banquet on Sunday - people are needed to help setup, serve the food and, cleanup.
35. Need “big box deck screws”.
36. Sign placers for Friday morning will be Jimmy and Steve.
37. We need to ensure that the trash cans are dumped every night.
38. The “Guidebook” has been dropped to the printer.
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Minutes of the April 2 Meeting of the Louisville Grotto
Meeting Called to order at 7:08 PM
Officers present included Chairperson Jim Carter, Treasurer Kim Gentry and Secretary Shanni Fox
Secretary's Report: Shanni read the minutes from the last meeting motion to accept was made by Steve, Second by JPat, minutes accepted by majority vote
Treasurers Report: Kim read the Treasures Report , motion to accept Steve 2nd by JPat, accepted by majority
Trip Reports:
Chris and Tim Stoops went to Big and Little Wildcat Caves. They looked for breathing hole and couldn't find it, looked for some other familiar spots. They crawled over some animal droppings and saw a lot of huge spiders. Discussion of spiders ensued.
JPat reported that he was supposed to go to Squire Boone Caverns to examine the tourist route and design a series of steel walkways, but was unable to due to flooding on the road.
Steve reported that Last month's Witten trip was canceled due to snow, the Grotto will be going to Witten this month instead.
Steve, Pat Mudd and Ken Baily went to Corn Co Knob Drop Pit to survey
Tonya Nelson reported on the women's trip to Ropple : They went to Yahoo Ave and saw al kinds of formations, including various crystals, gypsum and cave pearls. Everyone had a good time.
Tonya Nelson reported that they took Brendon and Caleb caving at LSP, they went in Salt Peter and all of the smaller caves that they could. Brendon and Caleb have earned their bat wings and are now bonafide cavers!
OLD BUSINESS
The gate and shelter combos have both been changed, see Jim for new combos
Speleofest Update:
38 people are now registered, and we have over 100 door prizes including 300ft. of rope donated by PMI .
Insurance is being worked out; it is expected to be $660.
All guided trips have assigned leaders, there is a signup list for people to lead participants to other caves for unguided trips.
On April 19 some people will try to repair the door on mushroom entrance to Big Bat, and if that is successful we might take an extra trip or two in through there for Sp Fest
17 people were there for the road cleanup (best turnout ever) Our next road cleanup will be after SpFest. Thank You to everyone who showed up.
Several people have made donations to Speleofest. and LSP.
Recent work at LSP has included setting up the shelter for better access to electricity : Finishing the lighting in the shelter & running electrical outlets under the shelter which will be on a switch
Work weekends are scheduled for every weekend following this next weekend. Anyone can show up at anytime , just ask Steve for what needs to be done.
Survey Gear- we have access to one set, that needs to be returned. The other set will not come back.
Website update – Chris has been keeping it running and is making improvements.
NEW BUSINESS
April 5 Grotto Trip- We will be going to Witten , taking the owner's (adult) son caving with us. Hopefully the cave is not flooded. Meet for breakfast at the Kitchen Family Restaurant in Shepherdsville at 8am leave for the cave at 9am, Louisville time
April 12 Big Bat trip - Next Saturday a few people are going to do an East Loop trip. This is primarily an introduction/ orientation trip for Speleofest trip leaders.
June 28 Raymond's trip - We are taking the older Scouts from LSP work weekend caving in Raymonds. We will need several volunteers to help guide the trip.
May Grotto trip – The location is still undecided, and will be based on the needs of Speleofest trip leaders
Vice Chair - We have a vacancy in the Vice Chair Position. Jim quoted the By-Laws and called for nominations. Jimmy Nelson was nominated by Steve, and he was voted in by majority vote. Congratulations Jimmy!
Motion to Adjourn was made by Shanni seconded by Ken B, passed by majority assent.
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Louisville Grotto Speleofest Meeting 3-29-08
Pre Registration – 30 ppl are pre-registered so far
Schedule – we need to look at it and make changes as needed Kim has updated it - let her know if you can do the shift for which you are listed.
Advertisement- Gary Coomer has contacted local newspapers (Courier Journal, Etown, etc.) Kim has done internet ads
Guidebook- Steve has started guidebook – needs to be proofread by a few people deadline for submission is this Tuesday, it goes to print April 15th
Speleofest T-Shirt- Design #1 from contest has won, Kim will be taking it to the T-shirt shop next week, we are looking at some light blue shades.
First Aide – Sherry will call Hart Co. Rescue to alert them of the activities during Speleofest.
Campground and Gate Security – we need people at the gate to make sure people have paid, we need people to go around campgrounds making sure there are no problems.
Food Service – JPat has arranged fro Country Boy Grilling, we need volunteers to help serve and clean up.
Signs – We have most of the signs we need; Kim will make registration signs
Tents: Registrations/ First Aide, Tent- We need people to set up and break down
Port a Pots – JPat and Steve are in contact with service provider, they will place pots and run water to each for the service to clean them.
Landscapers – the few weeks before SpFest we need to keep grass cut, road leveled, etc. Don is working on getting rock donated. We will need 10 or 15 tons of rock; we will buy it if needed (approx $200)
Website – works! We will disable the online registration after May 10
Cleanup – Chris Clark, is working on setting up a Speleofest cave cleanup in conjunction with the ACCA . He is looking into a Bonnieville Cave . It will run like a cave trip but will be cleanup.
Trash – we are hoping to get several plastic barrels from a site in IN – We are setting up the dumpster
ICE Machine – Sherry is contacting Bluegrass Ice to provide Ice machine- we can sell ice for a good profit.
Cave Babe t-shirts - will be peach. They will say Cave Babe: Sweet and Dirty at the same time, Louisville Grotto 2008 25 t-shirts will make $225 (Make for $6, sell for $15)
Event Insurance- Quote is for $660. We looked into a possible discount for 2 events, but the price would double. Our agent is looking into property insurance.
Flags- We need to re-check the flags to woodcutters – we have reports of a few missing- and put some flags to Rendezvous and Lost Hound
Other Work – The next few weekends we need tools and people to help get LSP ready.
Campsites- We need to work on campsites, we need chainsaws to clear sites. We need to make some at the old home site and by bucket cave.
Printing- We will print Car tags – business cars to put in car windows of people who have paid, We will also printout the onsite registration forms.
Geocaching – some groups have expressed interest in setting it up but have not gotten back to us. Annie Holt will find out who setup the one atHidden River and ask if they want to do it for Speleofest.
Caves: We have 15 or 16 Caves set
Need leaders for several of them .
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